REQUEST FOR PROPOSALS Hydraulic Excavator. Surry County Public Works Department Hydraulic Excavator

Transcription

1 REQUEST FOR PROPOSALS Hydraulic Excavator BIDS WILL BE OPENED 3:00 PM, Tuesday, March 17, 2015 in Surry County Commissioners Meeting Room 3 rd Floor, Surry County Government Center 118 Hamby Road, Room 321 Dobson, NC ADVERTISEMENT FOR BIDS Surry County Public Works Department Hydraulic Excavator Pursuant to Section of the General Statutes of North Carolina, sealed proposals endorsed Hydraulic Excavator (Qty. 1) to be furnished to the Surry County Public Works Department, will be received by the County Purchasing Department at 118 Hamby Road, Suite 333, Dobson, NC until 3:00 PM, Tuesday, March 17th, 2015 at which time they will be publicly opened and read in the Commissioners Meeting Room, 3 rd Floor, Surry County Government, Room 321, 118 Hamby Road, Dobson, NC Instructions for submitting bids and complete specifications may be obtained during regular office hours, Monday Friday, 8:15 a.m. to 5:00 p.m. at the same location by contacting Gary Watson, County Purchasing Agent by at watsong@co.surry.nc.us, by phone at , in writing to the Purchasing Agent at 118 Hamby Road, Suite 333, Dobson, NC, 27017, or printing a copy of the RFP directly from the County website at selecting the Department tab, selecting the Purchasing tab and selecting the Bid Information tab. The County reserves the right to reject any or all proposals. 1

2 REQUEST FOR PROPOSAL HYDRAULIC EXCAVATOR GENERAL SPECIFICATIONS & INSTRUCTIONS TO BIDDERS Scope: The County is requesting quotes for a diesel powered excavator for the Public Works Department to be used at their main Landfill and Recycling Center. Specifications: Minimum operating weight 55,250 lbs. Minimum 9 foot 8 inch excavator arm Minimum 22 foot 8 inch dig depth Minimum 177 Net Horsepower Meet all OSHA requirements EPA Tier IV4a Compliant Integral oil cooler Integral water pump Dual Stage air cleaner 24 volt electrical system Minimum 50 volt alternator Vertical spin on oil filter Auto engine warm up Minimum 122 gallon per minute flow hydraulic system with 2 pumps Hydraulic valve Relief Pressure 5,330 psi + or 2% 3 work modes Hydraulic system filtered by a minimum 6 micron full flow filter cartridge for drain circuit Hydraulic system with a bypass filter to remove particles Pilot control oil supply filtered by minimum 8 micron filter Return oil from travel motors filtered by minimum 6 micron filter External hydraulic oil cooler Pilot operated controls for boom, stick, bucket, swing and travel One touch decelerator control switch on right joy stick. Anti-drift valves in boom and arm circuits Cushioned cylinder stops at arm in and out, and bucket curl A 100% swing brake to hold upper structure when engine is off Undercarriage length 15 3 {track} Width 11 1 {tracks 31 width} Each track supported by a minimum 7 bottom rollers and 2 upper rollers Rollers permanently lubricated Underside shield protection for upper structure and turn table {steel} Roll over protection structure ROPS Heater, air conditioner with defrost Air suspension cloth seat with adjustable headrest and armrest Three inch seat belt Rear view camera with 7 inch color monitor 2

3 Adjustable pilot controls for excavator operation Rear cab tilt out window, can be used for emergency exit Windshield wiper and washer Onboard self-diagnostic system {message displayed in words} Left arm rest in up position that locks out pilot controls Safety gate on left side of operator that must be lowered to activate the hydraulic pilot controls Single-key cab door lock, ignition and vandal protection Auxiliary 12-volt, 10 amp power supply 4 point ISO mounted cab Cab glass of impact resin and safety glass front window Interior cab sound level maximum 71.0 dba Message system to notify operator of the following: Auto warm-up mode Engine idling mode Free swing selection mode Power-up mode Mode of operation The system and audible alarm display will notify the operator of: Emergency stop Low fuel level Low coolant level Battery level Air filter condition Low oil pressure Overheating of engine Overheating of hydraulic oil Alternator Electrical problems Moving of machine {back up type alarm} The machine must be equip with a heavy duty 54 bucket with hydraulic thumb WARRANTY Must Include 60 month / 5000 hour total complete machinery warranty 3 year all fluids and filters furnished 3 year electronic monitoring system {wireless type} WILL TAKE BIDS ON A DEMONSTRATOR OR USED MACHINE WITH 100 HOURS OR LESS, IF ACCEPTABLE CONDITION AND APPROVED BY SURRY COUNTY PUBLIC WORKS DIRECTOR. WARRANTY MUST BE AS THE MACHINE IS NEW STATED ABOVE WHEN MACHINE IS DELIVERED. NOTE: IF SUBMITTING BID ON DEMONSTRATOR OR USED EQUIPMENT, BID MUST BE IN A SEPARATE ENVELOPE. 3

4 SPECIAL TERMS AND CONDITIONS SUBMITTALS: Bidders to submit one (1) original bid package, one (1) complete copy, and a completed and notarized E-Verify affidavit, including a notary s seal. Bid package includes the attached bid form and a completed, signed and notarized E-Verify form. Any promotional or manufacturer s literature for the piece of equipment being quoted may be enclosed. The bid form must be signed by an authorized official of the firm. Do not return the Advertisement for Bids, Instructions to Bidder or Specifications. Address the envelope to: Purchasing Department, 118 Hamby Road, Suite 333, Dobson, NC In the LOWER LEFT HAND CORNER of the envelope, write: EXCAVATOR BID. Late bids will NOT be considered. The clock located in the BOCC Meeting Room will be considered the official time by which submittals are recorded and accepted. Bids submitted in a fax or in response to this Request for Proposals will not be acceptable. CLARIFICATIONS/INTERPRETATIONS: Any and all questions regarding this document must be written questions submitted not later than 2:00, Tuesday, March 10, 2015 to Gary Watson, Purchasing Agent, at watsong@co.surry.nc.us ( is preferred), mailed to the Purchasing Agent, 118 Hamby Road, Suite 333, Dobson, NC 27017, or faxed to (336) Questions submitted in this manner will be answered by bid addendum posted to the Purchasing bid information website where the RFP is posted. Therefore, no oral statements by any person shall modify or otherwise affect the terms, conditions, or specifications stated in this request for bids and proposals. The bidder is cautioned that the requirements of this bid can be altered only by written addendum and that verbal communications from whatever source are of no effect. EXCEPTIONS TO SPECIFICATIONS: In the event that clarifications or changes to bid specifications are necessary, changes will be made by written addendum. Bidder s failure to request exceptions to specifications, or approved equivalents, as stated in the aforementioned list, will be interpreted as the bidders intent to comply fully with the requirements as written. Conditional or qualified bids shall be subject to rejection in whole or in part. The County of Surry reserves the right to postpone bid openings for its own convenience. 4

5 GENERAL REQUIREMENTS: The equipment furnished shall be new and unused and the manufacturer's latest listed and published stock model, or models which meet all the applicable requirements of these specifications. Specifications may require that certain makes and models of vehicles, auxiliaries and/or accessories be provided. BIDDERS SUBMITTALS: Bidder must furnish all information requested herein including descriptive literature and/or complete specifications covering the products offered. Reference to literature submitted with a previous bid will not satisfy this provision. Bids which do not comply with these requirements will be subject to rejection. All documents submitted should bear the name of the bidder. BID WITHDRAWAL: A bidder must notify the Surry County Purchasing Department in writing of its request to withdraw a bid within seventy-two (72) hours after the bid opening, not including Saturdays, Sundays, or holidays. In order to justify withdrawal, the bidder must demonstrate that a substantial error exists and that the bid was submitted in good faith. NUMERICAL ERRORS: In the case of a discrepancy between a unit price and the extension (the unit price multiplied by the number of units, the unit price governs. In the case where numerical bids are stated both in numbers and in words, the words govern. EXPENSES INCURRED IN PREPARING BID: The County of Surry accepts no responsibility for any expense incurred by the bidder in the preparation and presentation of a bid. Such expenses shall be borne exclusively by the bidder. CONTRACT/AWARD: Pursuant to the laws governing public contracts in North Carolina, the successful bidder s/vendor s response to this Request for Bids and Proposals and any addenda thereto, plus the County s issuance of a County of Surry Purchase Order for the proposed goods and/or services shall constitute a binding contract. This contract shall be awarded to the lowest responsive, responsible bidder, taking into consideration quality, performance and time of delivery. PURCHASE OF ADDITIONAL REQUIREMENTS: Subject to the successful bidder s acceptance, the County reserves the option to purchase additional equipment as specified herein at the price bid and awarded in this Request for Bids and Proposals within one (1) year from bid opening date. This bid may also be utilized by other entities per N.C.G.S. to piggyback at the sole discretion of the vendor. 5

6 INDEMNIFICATION: The bidder/vendor covenants to save, defend, keep harmless, and indemnify the County of Surry and all of its officers, departments, agencies, agents, and employees from and against all claims, loss, damage, injury, fines, penalties and cost - including court costs and attorney's fees, charges, liability, and exposure, however, caused resulting from, arising out of, or in any way connected with the bidder s/vendor s negligent performance or nonperformance of the terms of the contract. VENDOR SUPPORT/SERVICE AND PARTS: The vendor and/or manufacturer bidding on these specifications must describe in writing to be submitted with their bid, its ability to provide repair parts and technical service in the form of a service representative, including the maximum time from receipt of notice to arrival of parts or the service representative. The manufacturer, whether they are the vendor or not must be satisfactory to the County of Surry from the standpoint of experience, reliability, and demonstrated ability to manufacture equipment comparable as to size and type as that required by the specifications, and shall have manufactured and/or sold equipment of the size and type specified which has operated satisfactorily in the field for a minimum of one year. The County of Surry reserves the right to reject bids from vendors that have failed to perform satisfactory under previous contracts with the County of Surry and/or vendors that cannot produce satisfactory evidence that they can furnish promptly all spare parts needed for ordinary service and repair of the equipment herein specified. INSPECTION, TRAINING, PERFORMANCE TEST AND ACCEPTANCE: Upon delivery the equipment will be subject to inspection to verify conformance with specifications by the staff of the Surry County Public Works Department. Any defects or failure of equipment to perform or comply with any requirements of the County specifications must be immediately remedied by the vendor at the vendor's own expense prior to acceptance by the County. WARRANTY: Bidder to include the warranty provisions as outlined in bid specifications. TAX EXEMPTIONS: The County of Surry is NOT exempt from Federal Excise Tax or from State and Local Sales Tax. Sales tax should be included in bid prices, but may be added as separate items. DELIVERY: Delivery shall be made FOB: Surry County Landfill, 237 Landfill Road, Mt. Airy, NC The time of delivery shall be no more than 45 calendar days from date of bid being awarded. MINORITY BUSINESS PARTICIPATION PROGRAM: The County of Surry has adopted and affirmative Action and Minority and Women business Enterprise Plan (M/WBE) Program. Firms submitting a proposal are attested that they also have taken affirmative action to ensure equality of opportunity in all aspects of employment, and to utilize M/WBE suppliers of materials and/or labor. 6

7 QUOTATION FORM as per specifications previously outlined in this package Date: Equipment make/model: Price Excavator per Specifications: Payment Terms: Lead Time: $ $ $ By Signing and Submitting this Proposal, the undersigned declares that they have examined the complete requirements of this Request for Proposal and, if awarded the system(s), will furnish and deliver to the County of Surry Public Works Department all equipment and services as listed in the General Specifications and all Bidder-supplied Documentation. Bidding Company: Authorized Representative: Signature: Address: Phone: Fax: This bid shall be awarded to the lowest responsive, responsible bidder, taking into consideration quality, performance and time of delivery. The County reserves the right to reject any and all bids, including, without limitation, the right to reject any or all non-conforming, non-responsive, unbalanced or conditional bids, and to reject the bid of any bidder if the County believes that it would not be in the best interest of the County to make an award to that bidder. The County also reserves the right to waive informalities.

8 E-VERIFY AFFIDAVIT: N C House Bill #786 was passed on September 4, 2013, and amended September 18 th, This bill requires local governments to verify that all contractors and their subcontractors comply with the requirements of Article 2 of Chapter 64 of the North Carolina General Statutes. This statute requires employers to verify work authorization of employees through E-Verify. The new law prohibits local governments from entering into contracts subject to North Carolina General Statute with companies who do not comply with E-Verify requirements and the law also applies to subcontractors. This contract you are bidding on is subject to North Carolina General Statute Please understand that your company is not obligated to complete and return the affidavit; however, failure to do so will prohibit Surry County from conducting business or contracting with your company. This affidavit MUST be notarized, with a visible notary s seal, and signed by an officer of the company to be accepted as complete.

9 STATE OF NORTH CAROLINA COUNTY OF SURRY AFFIDAVIT of COMPLIANCE with N.C. E-Verify Statutes I, (hereinafter the Affiant ), duly authorized by and on behalf of (hereinafter the Employer ) after being first duly sworn hereby swears or affirms as follows: 1. I am the (President, Manager, CEO, etc.) of the Employer and possess the full authority to speak and act on behalf of the Employer identified above. 2. Employer desires to enter into a contract (or has contracted) with Surry County ( County ). Employer acknowledges and understands that by law the County is prohibited from entering into contracts with contractors or subcontractors that do not comply with the requirement to use E-Verify. 3. Employer understands that E-Verify means the federal E-Verify program operated by the United States Dept. of Homeland Security and other federal agencies, or any successor or equivalent program used to verify the work authorization of newly hired employees pursuant to federal law. Employer employs 25 or more employees in the State of North Carolina, and is in compliance with the provisions of N.C. Gen. Stat Employer has verified the work authorization of its employees through E-Verify and shall retain the records of verification while the employee is employed and for a period of at least one year thereafter. Employer employs fewer than 25 Employees and is therefore not subject to the provisions of N.C. Gen. Stat All subcontractors engaged by or to be engaged by Employer have or will have likewise complied with the provisions of N.C. Gen. Stat Employer acknowledges that it has an obligation to verify and attests that it has taken every reasonable step to ensure all subcontractors it employs as part of any contract with Surry County are in compliance with the requirement to E-Verify the employment status of the employees of the subcontractor. 5. Employer shall keep Surry County informed of any change in its status pursuant to Article 2 of Chapter 64 of the North Carolina General Statutes. This the day of _, 20. STATE OF NORTH CAROLINA COUNTY OF Affiant-Sign here please Sworn to and subscribed before me, this the day of, 20. Notary Public [SEAL] My commission expires: