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HomeMy WebLinkAboutResolution No. R25-15RESOLUTION NO. R25-15 j WHEREAS, the City of Laurel (hereinafter "the City') is in need of a Diesel -Powered Mini Excavator (hereinafter "the Mini Excavator") for the Public Works Department, WHEREAS, the City has complied with its procurement policy and Montana law by utilizing a competitive bid process to ensure the Mini Excavator cost and company selected is in the best interests of the City in both quality and price; WHEREAS, the City sought bids from qualified companies from whom to purchase the Mini Excavator by publicly advertising the bid pursuant to Montana law; WHEREAS, the City received a responsive bid from Bobcat of Big Sky, Inc. (hereinafter 'Bobcat of Big Sky, Inc.") for the Mini Excavator; WHEREAS, Bobcat of Big Sky, Inc.'s bid to complete the Mini Excavator is for the total cost of One Hundred Eight Thousand Three Hundred Seventy Eight Hundred Dollars and Forty Six Cents ($108,378.46); WHEREAS, Bobcat of Big Sky, Inc. was the lowest qualified bidder, and such bid is attached hereto and incorporated by reference herein; and WHEREAS, the City currently possesses adequate funds to purchase the Mini Excavator and/or can make appropriate and reasonable lending arrangements, and it is in the City's best interests to proceed with the purchase of the Mini Excavator. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Laurel, Montana, that the City Council accepts the bid with Bobcat of Big Sky, Inc., and the Mayor is authorized to execute all contract and related documents with Bobcat of Big Sky, Inc. for the purchase of the Mini Excavator, pursuant to the terms and conditions contained in the attached bid for the total cost of One Hundred Eight Thousand Three Hundred Seventy Eight Hundred Dollars and Forty Six Cents ($108,378.46). Introduced at a regular meeting of the City Council on the l Ith day of February, 2025, by Council Member Mize. PASSED and APPROVED by the City Council of the City of Laurel the 1 lth day of February, 2025. APPROVED by the Mayor the 1 Ith day of February, 2025. R25-15 Accepting Bid and Authorizing Mayor to Execute Contract Documents for Purchase of Mini Excavator CITY OF LAUREL Dave Waggoner, Mayor ATTEST: �el"ir �//- kir, `Clerk --Treasurer Michele L. Brauki-nann, Civil City Attorney R25-15 Accepting Bid and Authorizing Mayor to Execute Contract Documents for Purchase of Mini Excavator CITY HALL 115 4V. I Sr ST. City Of Laurel PLANNING: 628-4796 WATER OFC.: 628-7431 COURT: 628-1964 P.O. Box 10 FAX 628-2241 Laurel, Montana 59044 Office of Public Works Director To: City Council From: Matt Wheeler, Public Works Director Date: February 4, 2025 Subject: Award Bid for Mini Excavator Staff have reviewed the bid specifications on the three bids submitted to the City for a mini excavator. It is Staff's recommendation the City purchases the Bobcat F60. It is the only bid that meets the minimum specifications. The Bobcat has an extendable boom which allows up to three feet of extra reach. It also meets the minimum operating weight, horsepower, motor, hydraulic, and optional. equipment. The CAT 305 does not meet the extendable boom specification. It is a smaller machine and does not have the reach or horsepower capabilities necessary. The Deere 60 also does not have an extendable boom option and has a shorter digging depth. It is also the most expensive bid received. A Please indicate YES or NO if the machine offered can or cannot meet the desired configuartion Any "NO" must be clarified on a separate sheet if the bidder desires support for any alternate specification. WEIGHT. Minimum weight with all options no less than 12,000 lbs Four-stroke, four cylinder, water-cooled, wet sleeve, turbo charged diesel engine Open access tilt hood for engine Engine coolant block heater Single radiator cooling system Wet sleeve cylinder liners Diesel fuel thermal start -aid 12-volt direct electric starting and charging system 19 gallon fuel tank Fuel -Water seperator hand throttle Dry -type, dual element air cleaner with precleaner and automatic dust ejector Air cleaner service indicator Antifreeze with protection to -40 degrees fahrenheit Spin -on, full -flow oil filter; spin -on fuel filter Engine enclosures (side panels) with lockable side doors BACKHOE: Extendable Stick Excavator style boom Two handle pilot control S.A.E Controls t Multi brand backhoe quick coupler Hydraulic Thumb for 24 inch bucket Outerbox extendible dipperstick for trench protection 24 inch excavator bucket with teeth ! 18 inch excavator bucket with teeth 30 inch or greater smooth grading bucket Felco industries 18 x 32 semgented roller bucket COMPLY YES 1 NO r .6 • Ue") tl — — DESCRIPTION HYDRAULICS: ELECTRICAL SYSTEM & LIGHTS i (ARRANTY ,i Closed center hydraulic valves Load -sensing pressure compensating, variable -displacement piston pump Non -vented hydraulic tank, completely enclosed system Full -flow spin -on hydraulic oil cooler and reservoir Separate and specific hydraulic oil cooler and reservoir O-ring face seal hydraulic fittings for leak protection 12-volt electrical system 160 amp alternator Automatic back-up alarm "ROPS" fully enclosed cab Flat glass in all cab windows Rubber floor mat Sound suppressed cab; 85 dB(A) maximum Heater/pressurized/air conditioner W/R134A refrigerant Cloth covered, full suspension, fully adjustable seat Front; upper and lower rear windshield wipers Seatbeit Electronic monitoring system with the following indicators: brake on; engine coolant; and engine oil pressure Gauges shall include engine coolant temperature, fuel level, tachometer, torque converter oil temperature, volt meter and service hour meter Tool box AM/FM Radio New 2-way radio purchased & installed by Industrial Communications, Billings Warranty will include 12 months parts, labor, and travel time/mileage coverage, and inclusive 5 years/5,000 hour (whichever occurs first) bumper - to -bumper parts and labor warranty. (Excluding glass, tires, batteries, and wear items). Please see attachment Bid Total: Bid Grand Total: COMPLY YES / NO QL- CITY CLERK CITY OF LAUREL P. O. BOX 10 LAUREL, MONTANA 59044 CONTRACT/BID DOCUMENTS ATTACHED: INTENT AND SCOPE OF OPERATIONS . •. r.r s •;rr', r:a r• r► s► • :s r INSTRUCTIONS TO BIDDERS CONTRACT SPECIFICATIONS: STANDARD TERMS AND CONDITIONS INVITATION TO BID FORM OF AGREEMENT FORM OF PROPOSAL (BID PROPOSAL) INTENT AND SCOPE OF OPERATIONS This bid is for the purpose of entering into a contract for a new diesel -powered mini excavator for the City of Laurel Public Works Department. The successful bidder agrees to provide the City of Laurel with acceptable quality of equipment/services, performance and workmanship as determined by the City of Laurel. It is the purpose of this bid to obtain the best quality of equipment at the most favorable price to the City of Laurel. Consideration will be given for the level of service offered and ability to meet stated specifications as outlined in the contract document. END: INTENT AND SCOPE OF OPERATIONS CITY CLERK CITY OF LAUREL P. O. BOX 10 LAUREL, MONTANA 59044 Sealed bids entitled: NEW DIESEL -POWERED MINI EXCAVATOR For the City of Laurel Maintenance Department, Laurel, Montana Will be received addressed to City Clerk of Laurel, Montana, at the office of the City Clerk, City Hall, Laurel, Montana 59044, until 9:00 a.m. January 29, 2025. Call the Clerks Office at 406-628-7431 prior to stopping by City Hall to ensure Staff is onsite. More specific additional information regarding the NEW DIESEL -POWERED MINI EXCAVATOR may be obtained by contacting Matt Wheeler, Public Works Director, at 115 W. First Street, Laurel, Montana, phone number of 406-6284796 or visit https://cityoflaurelmontana.com/rf ads. Each bid or proposal must be accompanied by a Certified Check, Cashiers Check, or Bid Bond payable to the City of Laurel, Montana, in an amount not less than ten percent (10%) of the total amount of the bid. The bid bond will be retained by the City Clerk until the successful bidder enters into a contract with the City of Laurel. If the successful bidder enters into no contract within 30 days the bond will be forfeited to the City of Laurel. Bid bonds will be returned to the unsuccessful bidders immediately after final action on the bid by the City Council. No bids may be withdrawn after the scheduled time for the public opening of bids, which is at 09:00 a.m. January 29, 2025 at 115 W. 11' Street Laurel, MT 59044. The right is reserved to reject any or all proposals received, to waive irregularities, to postpone the award of the contract for a period of not to exceed thirty (30) days, and to accept that proposal which is in the best interests of the City of Laurel, Montana. The City of Laurel is an Equal Opportunity Employer Published 1.10.2025, 1.17.2025 Kelly Strecker, City Clerk/ Treasurer END: CALL FOR SEALED BIDS: NOTICE TO BIDDERS IQ CITY CLERK CITY OF LAUREL P. O. BOX 10 LAUREL, MONTANA 59044 INSTRUCTIONS TO BIDDERS EXAMINATION OF DOCUMENTS Before submitting the proposals, the bidder shall: (a) Carefully examine the Standards and Specifications as well as all other attached documents. (b) Fully inform themselves of the existing conditions and limitations. (c) Include with the bid sufficient information to cover all items required in the specifications. It shall be the responsibility of the bidder to see that all bids are sealed and submitted to the office of the City Clerk at City Hall, 115 W. First Street, Laurel, Montana 59044, before 09:00 a.m. January 29. 2025. BID PROPOSAL MODIFICATIONS Proposals shall be made on form provided herein; they shall not contain any recapulation of the work done. Modifications, additions or changes to the terms and conditions of this invitation to bid may be cause for rejection of the bid. Bids submitted on other forms may be rejected. No oral, telephone, or telegraphic bids or modifications will be considered. CERTIFICATION OF ALTERATION OR ERASURE A bid shall be rejected should it contain any material alteration or erasure, unless, before the bid is submitted, each such alteration has been initialed in INK by the authorized agent signing the bid. INTERPRETATION PRIORITY Should a bidder find discrepancies in, or omissions from, the specifications, or be in doubt as to their meaning, bidder shall notify the department head, Matt Wheeler at the address noted above, who will send written instructions or addenda to all bidders. The City will not be responsible for oral interpretation. All addenda issued prior to bid opening shall be incorporated into and become part of the contract agreement upon award. Question received less than ninety- six (96) hours before the bid opening cannot be answered. SIGNATURE All bids shall be typewritten or prepared in ink and must be signed in longhand by the bidder or bidders agent or designee, with his/hers usual signature. A bid submitted by a partnership must be signed with the partnership name to be followed by the signature and designation of the partner signing. Bids by corporations must be signed with the legal name of the corporation, followed by the name and signature of an authorized agent or officer of the corporation. Bids submitted by a proprietorship must be signed by the owner; name of each person signing shall be typed or printed legibly below the signature. Bidders may withdraw their bid either personally or by written request at any time prior to the time set for bid opening. No bid may be withdrawn or modified after the time set for opening, unless and until award of the contract is delayed for a period exceeding thirty (30) days. CERTIFICATION The bidder certifies that the bid has been arrived at by the bidder independently and has been submitted without any collusion designed to limit independent bidding or competition. The bidder further certifies that the materials, products, services and/or goods offered herein meet all requirements of the stated specification and are equal in quality, value and performance with highest quality, nationally advertised brand and/or trade names. x EVIDENCE OF QUALIFICATION Upon request of the City of Laurel, a bidder whose proposal is under consideration for award may be required to manifest satisfactory evidence of his financial resources, experience, the organization and equipment as well as service provisions bidder has available. In determining the lowest responsible bidder, in addition to price, the following considerations may be addressed: (a) The ability, capacity, character, integrity, and skill of the bidder to perform the contract or provide the service required. (b) Whether the bidder can perform the contract within the time specified. (c) The quality of performance of previous contracts, agreements, services and/or performance. (d) Previous and/or existing compliance by the bidder with laws relating to the contract or services. (e) Such other information, which may be secured having a bearing on the decision to award the contract. Each bid or proposal must be accompanied by a Certified Check, Cashiers Check, or Bid Bond payable to the City of Laurel, Montana, in an amount not less than ten percent (10%) of the total amount of the bid. The bid bond will be retained by the City Clerk until successful bidder n enters into a contract with the City of Laurel. If the successful bidder enters into no contract within thirty (30) days the bond will be forfeited to the City of Laurel. Bid bonds will be returned to the unsuccessful bidders immediately after final action on the bid by the City Council. 5 CITY CLERK CITY OF LAUREL P. O. BOX 10 LAUREL, MONTANA 59044 111 i �! t a �♦ KEYLESS START HYDRAULIC THUMB WITH FINGER CONTROL HYDRAULIC QUICK COUPLER CAB WITH HEAT AND AIR CONDITIONING BOOM SWING FINGER CONTROL 18 INCH EXCAVATING BUCKET 24 INCH EXCAVATING BUCKER FELCO INDUSTRIES 18 X 32 SEGMENTED ROLLER BUCKET END SPECIFICATIONS CITY CLERK _ CIT`T'OF LA4REL III P. ! BOX 10 •f.. STANDARD TERMS AND CONDITIONS — PACE I This contact includes the following Standard Terms and Conditions and includes, but is not limited to, the Invitation to Bid, CaII for Sealed Bids, Specifications, Forms of Agreement, Instruction to Bidders, and Form of Proposal. The contractor will not be liable for any delay in furnishing or failure to furnish service due to fire, flood, strike, lockout, dispute with workmen, act of Cod, or any cause beyond reasonable control. In case of default by the successful bidder or failure to deliver the goods or services within the time specified, the City Purchasing Authority, after written notice, may procure them from other sources and hold contractor responsible for excess costs occasioned thereby. The specifications attached to the instructions to bidders establish a standard of quality desired by the City of Laurel. Any bidder may submit quotations on any article, which substantially complies with these specifications as to quality, workmanship and service. The City of Laurel reserves the right to make its selection of materials or services purchased, based on its best judgment as to which articles substantially comply with the requirements of the specifications. No alteration in any of the terms, conditions, delivery, quality, or specifications will be effective without prior written consent of the City of Laurel. No exception to delivery or service dates shall be allowed unless prior written approval is first obtained for the City of Laurel. All payments to the contractor shall be remitted by mail. The City shall not honor drafts, nor accept goods on a sight draft basis. Furthermore, the provisions or monies due under this contract shall not be assignable unless prior written approval is first obtained from the City of Laurel. All goods, materials or services purchased herein are subject to approval by the City of Laurel. Any rejections of services, goods or materials, whether held by the City or returned, will be at the contractor's risk and expense. The contractor agrees to assume all expense, protect and hold harmless the City, its officers, agents and employees against all claims and expense including, but not limited to, suits or proceedings for patent, trademark, copyright, or franchise infringement arising from the purchase, installation or use of the goods, material or services purchased herein. The contractor further agrees to assume all expenses and damages arising from such claim, suits or proceedings. 7 CITY CLERK CITY OF LAUREL P. O. BOX 10 LAUREL, MONTANA 59044 STANDARD TERMS AND CONDITIONS — PAGE 2 Contractor agrees that the waiver, acceptance, or failure by the City to enforce any provisions, terms, or conditions of this contract shall not operate or be construed as a waiver of prior or subsequent breaches or the right of the City to thereafter enforce such provisions. The contractor warrants all articles supplied under this contract conform to specification herein. The contractor will deliver a warranty stating that articles supplied under the contract are fit and sufficient for the purpose manufactured, merchantable, and free from defects. In the event the City is entitled to a prompt payment or cash discount the period of computation shall commence on the date of delivery, or receipt of correctly completed invoices, whichever is later. If an adjustment in payment is necessary, the discount period shall commence on the date final approval for payment is authorized. The contractor agrees not to be discriminate against any client employee or applicant for employment or for services, because of race, creed, color, national origin, sex or age with regard to, but not limited to, the following: employment upgrading; demotion or transfer; recruitment advertising; layoffs and termination; rates of pay or other forms of compensation; selection for training; rendition of services. It is firrther understood that any contractor who is in violation of this shall be barred forthwith from receiving awards of any purchase order for the City unless a satisfactory showing is made that discriminatory practices have terminated and that a reoccurrence of such acts are unlikely. The City reserves the right to cancel and terminate this contract forthwith upon giving thirty (30) days written notice to the contractor. (This provision does not apply to the purchase of materials and equipment. A purchase order for materials and equipment is a binding contract.) Contractor agrees that in the event suit is instituted by the City for any default on the part of the contractor, he shall pay to the City all costs and expenses expended or incurred by the City in connection therewith, and reasonable attorney fees. Where applicable, possible or required, bidder is required to submit descriptive literature, sample material, design sketches and detailed shop drawings. Failure to submit required items may result in rejection of the bid or termination of contract. The successful bidder may not make any advertising or sale use of the fact contract items are being used by purchaser and other approved agencies, under penalty of contract termination. The Advertisement for Bids, the accepted Proposal, and the specifications, together form the contract and they fully act as if hereto attached or herein repeated. CITY CLERK CITY OF LAUREL P. O. BOX 10 LAUREL, MONTANA 59044 STANDARD TERMS AND CONDITIONS — PAGE 3 This contract shall be governed by and construed in accordance with the laws of the State of Montana. The contractor may not assign or subcontract the agreement or the right to receive reasonable performance of any act called for by the contract shall be deemed waived by a waiver by City of a breach thereof as to any particular transaction or accurence. Regardless of FOB point contractor agrees to bear all risks of loss, injury, or destruction of goods and materials ordered herein and such loss, injury, or destruction shall not release contractor from any obligation hereunder. 6 CITY CLERK CITY OF LAUREL P. O. BOX 10 LAUREL, MONTANA 59044 INVITATION TO BID RETURN TO: City Clerk, City of Laurel, P.O. Box 10, Laurel, Montana 59044 Please bid net prices at which you will agree to furnish required services. To receive consideration, this form must be signed in full by a responsible, authorized agent, office, employee or representative of your firm. BID ITEM: cRo')"s— Enter full Company Name and Address Ij *U Lk .-N -<V/0 CONDITIONS AGREEMENT We have read and agree to the conditions and stipulations contained herein and to the Standard Terms and Conditions contained on the attached. We further agree to furnish the services specified at the prices stated herein, to be delivered to the location an that date set forth herein. Signature �% IvA61(- Ti6e Date 10 CITY CLERK CITY OF LAUREL P. 0. BOX 10 LAUREL, MONTANA 59044 manximak AGREEMENT, made on the Qb day of�o.'C'-� "J'cs 2021, by and between A the City of Laurel and WITNESSTH that the above named company and the City of Laurel, for consideration, hereinafter naive agree as follows: SCOPE OF OPERATION: The contractor shall provide material and equipment, perform the work and do everything required by the specifications entitled: CONTRACT SPECIFICATION: TIME OF COMPLETION: Delivery of goods, equipment, and/or services shall be expected within thirty (30) days of the award of bid. FOLLOWING IS AN ENUMERATION OF THE CONTRACT BID Intent and Scope of Operation Call for Sealed Bids: Notice to Bidders (Bid Bond/Performance Bond) Instructions to Bidders Contract Specifications Standard Terms and Conditions Invitation to Bid Form of Agreement Form of Proposal (Bid Proposal) IN WITNESS WHEREOF, the parties hereto have executed this agreement to day and year above written. '&L-Ilux C� *\&�t��x Contractor By: Title �,a\e.j 11 FORM OF AGREEMENT — PAGE 2 r—CITY OF LAUR BY: MAYOR If ATTEST: Approved as to form CITY CLERK CITY OF LAUREL P. O. BOX 10 LAUREL, MONTANA 59044 A 'SEkL. 12 CITY CLERK CITY OF LAUREL P. O. BOX 10 LAUREL, MONTANA 59044 The undersigned hereby submits the following proposal: Having carefully examined the specifications entitled CONTRACT SPECIFICATIONS: MINI EXCAVATOR for the City of Laurel Maintenance Department, as well as all other conditions affecting the bid, the undersigned proposes to furnish all equipment and services necessary to complete the work required. 11,1b �Nvf�) Uvyl Time and date of Delivery (INSERT DESCRIPTION OF BID ITEM(S) Net FOB Laurel, Montana 11 1 1 1 HIIH 1 1 1111144111 14411 H! 11111 H! 111111-4411 1111114-++++44 ..... 4+ (OPTIONS OR PAYMENT PLANS, IF APPLICABLE) Title-'* &mcl L/ v Company cc, Date ;U) , QW122freffinsimil!''1111 1, WIN I I "I MESS!= X I•I 1� 4- I. ' 13