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HomeMy WebLinkAbout113-25 RESOLUTION113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 113-25 File Number: 2025-529 HOLDEN INDUSTRIES, INC. (SERVICE CONTRACT): A RESOLUTION TO AWARD BID #25-33 AND AUTHORIZE THE PURCHASE OF STANDARDIZED LOW PROFILE TANDEM AXLE TRAILERS FROM HOLDEN INDUSTRIES, INC. WITHIN THE APPROVED BUDGET AS NEEDED THROUGH DECEMBER 31, 2025 BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby awards Bid #25-33 and authorizes the purchase of standardized low profile tandem axle trailers from Holden Industries, Inc. of Southwest Cities, Missouri within the approved budget as needed through December 31, 2025. PASSED and APPROVED on May 6, 2025 Approved: V6 -�O� Molly Rawn, Mayor Attest: P� EpYETfEV!LLE;"_ '�J` 99kAN5PS 2.' Kara Paxton, City Clerk Treasurer Page 1 CITY OF FAYETTEVILLE ARKANSAS MEETING OF MAY 6, 2025 TO: Mayor Rawn and City Council THRU: Terry Gulley, Asst Public Works Director - Ops FROM: Ross Jackson, Jr., Fleet Operations Superintendent SUBJECT: HOLDEN INDUSTRIES, INC. (SERVICE CONTRACT): CITY COUNCIL MEMO 2025-529 RECOMMENDATION: A RESOLUTION TO AWARD Bid 25-33 AND AUTHORIZE THE PURCHASE OF STANDARDIZED LOW PROFILE TANDEM AXLE TRAILERS FROM HOLDEN INDUSTRIES, INC. OF SOUTHWEST CITIES MISSOURI, AS NEEDED, THROUGH DECEMBER 31, 2025. BACKGROUND: In order to get the best pricing and standardize trailers within the City's fleet, Bid 25-33 was solicited 02/09/2025. This Bid was requested by Fleet Operations to lock in pricing and define the requirements for all low -profile tandem axle trailers for the Water Sewer and Transportation divisions. DISCUSSION: The City received (1) complete bid packet back from Holden Industries Inc. of Missouri and (1) incomplete packet from a local vendor in Northwest Arkansas. Fleet is recommending approval of Bid 25-33. BUDGET/STAFF IMPACT: Asset replacements are funded within Fleet Operations annual capital budget. ATTACHMENTS: SRF (#3) , Bid 25-33, Bid Tab - Final (#4), Bid 25-33, Submittal - Holden Industries, Inc. - E (#5) Mailing address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 == City of Fayetteville, Arkansas y 113 West Mountain Street Fayetteville, AR 72701 (479)575-8323 - Legislation Text File #: 2025-529 HOLDEN INDUSTRIES, INC. (SERVICE CONTRACT): A RESOLUTION TO AWARD BID #25-33 AND AUTHORIZE THE PURCHASE OF STANDARDIZED LOW PROFILE TANDEM AXLE TRAILERS FROM HOLDEN INDUSTRIES, INC. WITHIN THE APPROVED BUDGET AS NEEDED THROUGH DECEMBER 31, 2025 BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby awards Bid #25-33 and authorizes the purchase of standardized low profile tandem axle trailers from Holden Industries, Inc. of Southwest Cities, Missouri within the approved budget as needed through December 31, 2025. Page 1 Ross Jackson Submitted By City of Fayetteville Staff Review Form 2025-526 Item ID 5/6/2025 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 4/15/2025 FLEET OPERATIONS (770) Submitted Date Division / Department Action Recommendation: A RESOLUTION TO AWARD RFP 25-33 AND AUTHORIZE THE PURCHASE OF STANDARDIZED LOW PROFILE TANDEM AXLE TRAILERS FROM HOLDEN INDUSTRIES INC. OF SOUTHWEST CITIES MISSOURI THROUGH DECEMBER 31ST 2025. Budget Impact: 9700.770.1920-5802.00 Shop Account Number Fund Multiple Multiple Project Number Budgeted Item? Yes Does item have a direct cost? No Is a Budget Adjustment attached? No Purchase Order Number: Change Order Number: Original Contract Number: Comments: Total Amended Budget Expenses (Actual+Encum) Available Budget Item Cost Budget Adjustment Remaining Budget Project Title $ 12,344,573.00 $ 4,564,916.27 7,779,656.73 7,779,656.73 Previous Ordinance or Resolution # Approval Date: V20221130 CITY OF FAYETTEVILLE ARKANS ARKANSAS BID TABULATION Bid 25-33, Low -Profile Equipment Trailers DEADLINE: Tuesday, March 11, 2025 at 3:00 PM Premier Trailer Sales LLC Holden Industries TOTAL $16,119.00 $18,489.00 Line# Description QTY UOM Unit Unit 1 Low -Profile Equipment Trailer 1 I EA $16,119.00 $18,489.00 Rejected: Incomplete C r 31' zS Kenny Fitch, Sr Procurement Agent CITY OF WA FAYETTEVILLE ARKANSAS Bid 25-33 Addendum 1 Holden Industries, Inc. Supplier Response Event Information Number: Bid 25-33 Addendum 1 Title: Low -Profile Equipment Trailers Type: Invitation to Bid Issue Date: 2/9/2025 Deadline: 3/11/2025 03:00 PM (CT) Notes: The City of Fayetteville is seeking bids from qualified vendors for the purchase of low -profile equipment trailers on an as needed basis throughout 2025. Any questions concerning the bidding process should be directed to Kenny Fitch, City of Fayetteville Sr Procurement Agent, at kfitch@fayetteville-ar.gov or by calling (479) 575-8258. Contact Information Contact: Kenny Fitch, Sr Procurement Agent Address: Purchasing Room 306 City Hall 113 West Mountain Street Fayetteville, AR 72701 Phone: (479) 575-8258 Email: kfitch@fayetteville-ar.gov Page 1 of 3 pages Vendor: Holden Industries, Inc. Bid 25-33 Addendum 1 Holden Industries, Inc. Information Contact: Rob Brooks Address: 5624 S. State Highway 43 Southwest City, MO 64863 Phone: (800) 488-4487 Email: rbrooks@holdentrailers.com Web Address: www.holdentrailers.com By submitting your response, you certify that you are authorized to represent and bind your company. Rob Brooks sales@holdentrailers.com Signature Email Submitted at 311012025 09:07:51 AM (CT) Supplier Note We meet all specs. Requested Attachments Bid 25-33, Bid Form and Signature Pages Fayetteville bid.pdf Please attach your signed, completed bid form. This can be found in the 'Attachments' tab. Response Attachments Fayetteville bid for 2 trailers.pdf New bid for 2 trailers. Bid Attributes 1 Check Yes or No: Pursuant Arkansas Code Annotated §25-1-503, the Contractor agrees and certifies that they do not currently boycott Israel and will not boycott Israel during any time in which they are entering into, or while in contract, with any public entity as defined in §25-1-503. If at any time during contract the contractor decides to boycott Israel, the contractor must notify the contracted public entity in writing. ❑✓ Yes ❑ No 2 Check Yes or No: Pursuant Arkansas Code Annotated §25-1-1002, the Contractor agrees and certifies that they do not currently boycott Energy, Fossil Fuel, Firearms, and Ammunition Industries during any time in which they are entering into, or while in contract, with any public entity as defined in §25-1-1002. If at any time during the contract the contractor decides to boycott Energy, Fossil Fuel, Firearms, and/or Ammunition Industries, the contractor must notify the contracted public entity in writing. ❑� Yes ❑ No Page 2 of 3 pages Vendor: Holden Industries, Inc. Bid 25-33 Addendum 1 3 Addendum Acknowledgement: By selecting "I agree", you acknowledge that you have read and understand any addendums that have been issued for this bid. 2 1 agree Bid Lines 1 Low -Profile Equipment Trailer Quantity: 1 UOM: EA Price: $18,489.00 1 Total: $18,489.00 Response Total: $18,489.00 Page 3 of 3 pages Vendor: Holden Industries, Inc. Bid 25-33 Addendum 1 `ImmmrF City of Fayetteville, Arkansas Ill FA ETTEVILLE Purchasing Division — Room 306 113 W. Mountain Fayetteville, AR 72701 Phone: 479.575.8256 TDD (Telecommunication Device for the Deaf): 479.521.1316 Bid 25-33, Low -Profile Equipment Trailers DEADLINE: Tuesday, March 11, 2025 before 3:00 PM, Local Time CONTACT: Sr. Procurement Agent I<enny Fitch, kfitch@fayetteville-ar.gov DATE OF ISSUE & ADVERTISEMENT: 02/09/25 No late bids shall be accepted. Bids shall be submitted in one of the following methods: (1) through the City's third -party electronic bidding platform or (2) delivering in person via sealed envelope to the City of Fayetteville Purchasing Division. Submitting through the City's electronic bidding platform is strongly encouraged. All bids shall be submitted in accordance with the attached City of Fayetteville specifications and bid documents attached hereto. Each bidder is required to fill in every blank and shall supply all information requested; failure to do so may be used as basis of rejection. City of Fayetteville Purchasing Division — Room 306 113 West Mountain Street Fayetteville, AR 72701 All bids shall be submitted in accordance with the attached City of Fayetteville specifications and bid documents attached hereto. Each bidder is required to fill in every blank and shall supply all information requested; failure to do so may be used as basis of rejection. Bidder shall assume all responsibility for receiving updates and any addenda issued to this project by monitoring http://fayetteville-ar.gov/bids. Failure to acknowledge addenda issued as instructed could result in bid rejection. The undersigned hereby offers to furnish & deliver the articles or services as specified, at the prices & terms stated herein, and in strict accordance with the specifications and general conditions of bidding, all of which are made a part of this offer. This offer is not subject to withdrawal unless upon mutual written agreement by the Proposer/Bidder and City Purchasing Division. City of Fayetteville, AR Bid 25-33, Low -Profile Equipment Trailers Page 1 of 19 City of Fayetteville Bid 25-33, Low -Profile Equipment Trailers Advertisement City of Fayetteville, Arkansas INVITATION TO BID Bid 25-33, Low -Profile Equipment Trailers The City of Fayetteville is seeking bids from qualified vendors for the purchase of low -profile equipment trailers on an as needed basis throughout 2025. Any questions concerning the bidding process should be directed to Kenny Fitch, City of Fayetteville Sr Procurement Agent, at kfitch@fayetteville-ar.gov or by calling (479) 575- 8258. Bidding documents and addenda shall be obtained at the City of Fayetteville Purchasing Division's electronic bidding platform at www.fayetteville-ar.gov/bids. All bids shall be received by Wednesday, March 05, 2025 before 2:00 PM, local time utilizing the electronic bidding software or by submitting a sealed physical bid to the City of Fayetteville, Purchasing Division address listed below. No late bids shall be accepted. The City of Fayetteville shall not be responsible for lost or misdirected bids, or for failure of proposer's technical equipment. Submitting a bid electronically is strongly encouraged. A public bid opening will be conducted shortly afterthe deadline at City Hall and livestreamed at https://www.youtube.com/user/cityoffayetteviIlear. City of Fayetteville Purchasing Division — Room 306 113 West Mountain Street Fayetteville, AR 72701 Pursuant to Arkansas Code Annotated §22-9-203 The City of Fayetteville encourages all qualified small, minority and women business enterprises to bid on and receive contracts for goods, services, and construction. Also, City of Fayetteville encourages all general contractors to subcontract portions of their contract to qualified small, minority and women business enterprises. Any bidder providing a service shall be registered with the Arkansas Secretary of State prior to the bid award. The City of Fayetteville reserves the right to waive irregularities, to rejdct bids, and to postpone the award of the Contract for a period of time which shall not exceed beyond ninety calendar days from the bid opening date. City of Fayetteville By: Kenny Fitch, Sr Procurement Agent P: 479.575.8258 kfitch@fayetteviIle-ar.gov TDD (Telecommunications Device for the Deaf): (479) 521-1316 Date of advertisement: 02/09/2025 This publication was paid for by the Purchasing Division of the City of Fayetteville, Arkansas. Amount paid: $171.13, City of Fayetteville, AR Bid 25-33, Low -Profile Equipment Trailers Page 2 of 19 City of Fayetteville Bid 25-33, Low -Profile Equipment Trailers SECTION 01: TERMS AND CONDITIONS 1. SUBMISSION OF BID & BID EVALUATION: a. Bids shall be reviewed following the stated deadline, as shown on the cover sheet of this document. b. Bidders shall submit bids based on documentation published by the Fayetteville Purchasing Division. c. The City will not be responsible for misdirected bids. Bidders should call the Purchasing Office at 479.575.8256 to ensure correct receipt of bidding documents prior to opening time and date listed on the bid form. d. Bidders shall have experience in providing products and/or services of the same or similar nature. e. Bidder is advised that exceptions to any of the terms contained in this bid must be identified in its response to the bid. Failure to do so may lead the City to declare any such term non-negotiable. Bidder's desire to take exception to a non-negotiable term will not disqualify it from consideration for award. f. Local time is defined as the time in Fayetteville, Arkansas on the due date of the deadline. Bids shall be received before the time as shown by the atomic clock located in the Purchasing Division Office or electronic clock located through the City's third -party bidding software. g. Bids will be evaluated and awarded based on the best interest of the City of Fayetteville. The City reserves the right to award bids in their entirety, none, or by line item. 2. WRITTEN REQUESTS FOR INTERPRETATIONS OR CLARIFICATION: No oral interpretations will be made to any firms as to the meaning of specifications or any other contract documents. All questions pertaining to the terms and conditions or scope of work of this bid must be sent in writing via e-mail to the Purchasing Division. Responses to questions may be handled as an addendum if the response provides clarification to the requirements of the bid. All such addenda shall become part of the contract documents. The City will not be responsible for any other explanation or interpretation of the proposed bid made or given prior to the award of the contract. 3. DESCRIPTION OF SUPPLIES AND SERVICES: Any reference to a particular brand or manufacturer is made in an effort to establish an acceptable level of quality for this project. Brands or manufacturers that are included in bid that are of at least equal quality, size, design, and specification as to what has been specified, will be acceptable for consideration only if approved by the City of Fayetteville Purchasing Division. The City of Fayetteville reserves the right to accept or reject any requested equal. 4. RIGHTS OF CITY OF FAYETTEVILLE BID PROCESS: In addition to all other rights of the City of Fayetteville, under state law, the City specifically reserves the following: a. The City of Fayetteville reserves the right to select the bid that it believes will serve the best interest of the City. b. The City of Fayetteville reserves the right to accept or reject any or all bids. c. The City of Fayetteville reserves the right to cancel the entire bid. d. The City of Fayetteville reserves the right to remedy or waive technical or immaterial errors in the invitation to bid or in bids submitted. e. The City of Fayetteville reserves the right to request any necessary clarifications, additional information, or data without changing the terms of the bid. City of Fayetteville, AR Bid 25-33, Low -Profile Equipment Trailers Page 3 of 19 S. COSTS INCURRED BY BIDDERS: All expenses involved with the preparation and submission of bids to the City, or any work performed in connection therewith, shall be borne solely by the bidder(s). No payment will be made for any responses received, or for any other effort required of, or made by, the bidder(s) prior to contract commencement. 6. CONFLICT OF INTEREST: a. The bidder represents that it presently has no interest and shall acquire no interest, either direct or indirect, which would conflict in any manner with the performance or services required hereunder, as provided in City of Fayetteville Code Section 34.26 titled "Authority of City Employee to Contract with the City'. b. All bidders shall promptly notify Kenny Fitch, Purchasing Agent, in writing, of all potential conflicts of interest for any prospective business association, interest, or other circumstance which may influence or appear to influence the bidder's judgment or quality of services being provided. Such written notification shall identify the prospective business association, interest or circumstance, the nature of which the bidder may undertake and request an opinion to the City as to whether the association, interest or circumstance would, in the opinion of the City, constitute a conflict of interest if entered into by the bidder. The City agrees to communicate with the bidder its opinion via e-mail or first-class mail within thirty days of receipt of notification. 7. WITHDRAWLOFBID: A bid may be withdrawn prior to the time set for the bid submittal, based on a written request from an authorized representative of the firm; however, a bid shall not be withdrawn after the time set for the bid unless approved by the Purchasing Division. 8. LATE BID OR MODIFICATIONS: a. Bid modifications received after the time set for the bid submittal shall not be considered. Modifications in writing received prior to the deadline will be accepted. The City will not be responsible for misdirected bids. Bidders should call the Purchasing Division at (479) 575-8256 to ensure receipt of their submittal documents prior to opening time and date listed. b. The time set for the deadline shall be local time for Fayetteville, AR on the date listed. All proposals shall be received in the Purchasing Division BEFORE the deadline stated. The official clock to determine local time shall be the atomic clock located in the Purchasing Division, Room 306 of City Hall, 113 W. Mountain St., Fayetteville, AR. 9. CONSTITUTIONAL, STATE, AND FEDERAL COMPLIANCE REQUIREMENTS: The laws of the State of Arkansas apply to any purchase made under this bid. Bidders shall comply with all constitutional, state, and federal directives, orders and laws as applicable to this proposal and subsequent contract(s) including but not limited to Equal Employment Opportunity (EEO), Disadvantaged Business Enterprises (DBE), & OSHA as applicable to this contract. 10. PROVISION FOR OTHER AGENCIES: Unless otherwise stipulated by the bidder, the bidder agrees to make available to all Government agencies, departments, municipalities, and counties, the bid prices submitted in accordance with said bid terms and conditions therein, should any said governmental entity desire to buy under this bid. Eligible users shall mean all state of Arkansas agencies, the legislative and judicial branches, political subdivisions (counties, local district school boards, community colleges, municipalities, counties, or other public agencies or authorities), which may desire to purchase under the terms and conditions of the contract. City of Fayetteville, AR Bid 25-33, Low -Profile Equipment Trailers Page 4 of 19 11. COLLUSION: The Bidder, by affixing his or her signature to this bid, agrees to the following: "bidder certifies that his or her bid is made without previous understanding, agreement, or connection with any person, firm or corporation making a bid/proposal for the same item(s) and/or services and is in all respects fair, without outside control, collusion, fraud, or otherwise illegal action." 12. RIGHT TO AUDIT, FOIA, AND JURISDICITON: a. The City of Fayetteville reserves the privilege of auditing a vendor's records as such records relate to purchases between the City and said vendor. b. Freedom of Information Act: City contracts and documents prepared while performing City contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of Information Act request is presented to the City of Fayetteville, the (Contractor) will do everything possible to provide the documents in a prompt and timely manner as prescribed in the Arkansas Freedom of Information Act (A.C.A. §25-19-101_ et. seq.).-Only _legally authorized photocopying costs pursuant to the FOIA may be assessed forthis compliance. c. Legal jurisdiction to resolve any disputes shall be in Washington County, Arkansas with Arkansas law applying to the case. 13. CITY INDEMNIFICATION: The successful bidder(s) agrees to indemnify the City and hold it harmless from and against all claims, liability, loss, damage or expense, including but not limited to counsel fees, arising from or by reason of any actual or claimed trademark, patent or copyright infringement or litigation based thereon, with respect to the goods or any part thereof covered by this order, and such obligation shall survive acceptance of the goods and payment thereof by the City. 14. VARIANCE FROM STANDARD TERMS & CONDITIONS: All standard terms and conditions stated in this request for bid apply to this contract except as specifically stated in the subsequent sections of this document, which take precedence, and should be fully understood by bidders prior to submitting a proposal on this requirement. 15. ADA REQUIREMENT FOR PUBLIC NOTICES & TRANSLATION: Persons with disabilities requiring reasonable accommodation to participate in this proceeding/event, should call 479.521,1316 (telecommunications device for the deaf), not later than seven days prior to the deadline. Persons needing translation of this document shall contact the City of Fayetteville, Purchasing Division, immediately. 16. PROCUREMENT POLICY FOR RECYCLED MATERIALS: The City of Fayetteville encourages its bidders to use recycled products in fulfilling contractual obligations to the City and that such practices will serve as a model for other public entities and private sector companies. 17. PAYMENTS AND INVOICING: a. The bidder must specify in their bid the exact company name and address which must be the same as invoices submitted for payment as a result of award of this bid. Further, the successful bidder is responsible for immediately notifying the Purchasing Division of any company name change, which would cause invoicing to change from the name used at the time of the original bid. Payment will be made within thirty days of invoice received. The City of Fayetteville is very credit worthy and will not pay any interest, fees, or penalty for untimely payments. Payments can be processed through bidder's acceptance of Visa at no additional costs to the City for expedited payment processing. The City will not agree to any nonrefundable deposit or retainer that would remain property of the bidder even if the hourly work actually performed by the bidder would notjustify such fee. City of Fayetteville, AR Bid 25-33, Low -Profile Equipment Trailers Page 5 of 29 b. The City will pay the Contractor based on unit prices provided on invoicing. Progress payments will be made after approval and acceptance of work and submission of invoice. Payments will be made within 30 days of accepted invoice. 18. CANCELLATION: a. The City reserves the right to cancel this contract without cause by giving thirty (30) days prior notice to the Contractor in writing of the intention to cancel or with cause if at any time the Contractor fails to fulfill or abide by any of the terms or conditions specified. b. Failure of the contractor to comply with any of the provisions of the contract shall be considered a material breach of contract and shall be cause for immediate termination of the contract at the discretion of the City of Fayetteville. c. In addition to all other legal remedies available to the City of Fayetteville, the City reserves the right to cancel and obtain from another source, any items and/or services which have not been delivered within the period of time from the date of order as determined by the City of Fayetteville. d. In the event sufficient budgeted funds are not available for a new fiscal period, the City shall notify the vendor of such occurrence and contract shall terminate of the last day of the current fiscal period without penalty or expense to the City. 19. ASSIGNMENT SUBCONTRACTING, ACQUISITIONS AND/OR MERGERS: a. The Contractor shall perform this contract. No assignment of subcontracting shall be allowed without prior written consent of the City. If a bidder intends to subcontract a portion of this work, the bidder shall disclose such intent in the bid submitted as a result of this bid. b. In the event of a corporate acquisition and/or merger, the Contractor shall provide written notice to the City within thirty (30) calendar days of Contractor's notice of such action or upon the occurrence of said action, whichever occurs first. 20. NON-EXCLUSIVE CONTRACT: Award of this bid shall impose no obligation on the City to utilize the vendor for all work of this type, which may develop during the contract period. This is not an exclusive contract. The City specifically reserves the right to concurrently contract with other companies for similar work if it deems such an action to be in the City's best interest. In the case of multiple -term contracts, this provision shall apply separately to each item. City of Fayetteville, AR Bid 25-33, Low -Profile Equipment Trailers Page 6 of 19 21. LOBBYING: Lobbying of selection committee members, City of Fayetteville employees, or elected officials regarding request for proposals, request for qualifications, bids or contracts, during the pendency of bid protest, by the bidder/proposer/protestor or any member of the bidder's/proposer's/protestor's staff, and agent of the bidder/proposer/protestor, or any person employed by any legal entity affiliated with or representing an organization that is responding to the request for proposal, request for qualification, bid or contract, or has a pending bid protest is strictly prohibited either upon advertisement or on a date established by the City of Fayetteville and shall be prohibited until either an award is final or the protest is finally resolved by the City of Fayetteville; provided, however, nothing herein shall prohibit a prospective/bidder/proposer from contacting the Purchasing Division to address situations such as clarification and/or questions related to the procurement process. For purposes of this provision lobbying activities shall include but not be limited to, influencing or attempting to influence action or non -action in connection with any request for proposal, request for qualification, bid or contract through direct or indirect oral or written communication or an attempt to obtain goodwill of persons and/or entities specified in this provision. Such actions may cause any request for proposal, request for qualification, bid or contract to be rejected. 22. ADDITIONAL REQUIREMENTS: The City reserves the right to request additional services relating to this bid from the bidder. When approved by the City as an amendment to the contract and authorized in writing prior to work, the Contractor shall provide such additional requirements as may become necessary. 23. ADD OR DELETE LOCATIONS OR SERVICES: The City reserves the right to unilaterally add or delete locations and/or services, either collectively or individually, at the City's sole option, at any time after award has been made as may be deemed necessary or in the best interests of the City. In such case, the Contractor(s) will be required to provide services to this contract in accordance with the terms, conditions, and specifications. 24. INTEGRITY OF BID DOCUMENTS: Bidders shall use the original bid form(s) provided by the Purchasing Division and enter information only in the spaces where a response is requested. Bidders may use an attachment as an addendum to the bid form(s) if sufficient space is not available on the original form for the bidder to enter a complete response. Any modifications or alterations to the original documents by the bidder, whether intentional or otherwise, will constitute grounds for rejection of such response. Any such modifications or alterations a bidder wishes to propose shall be clearly stated in the bidder's response and presented in the form of an addendum to the original bid documents. 25. INSURANCE: Not applicable 26. OTHER GENERAL CONDITIONS: a. Bidder is presumed to be familiar with all federal, state, and city laws, ordinances, and regulations which in any manner affect those engaged or employed in the Work, or the materials or equipment used, or that in any way affect the Work and shall in all respects comply with said laws, ordinances, and regulations. No claim of misunderstanding or ignorance on the part of Bidder or Proposer will in any way serve to modify the provisions of the contract. No representations shall be binding unless embodied in the contract. b. Prices shall include all labor, materials, overhead, profit, insurance, shipping, freight, etc., to cover the products and services presented. Sales tax shall not be included in the bid price. Applicable Arkansas sales tax laws will apply when necessary but will not be considered in award of this project. City of Fayetteville, AR Bid 25-33, Low -Profile Equipment Trailers Page 7 of 19 c. Bidders must provide the City with their bids signed by an employee having legal authority to submit bids on behalf of the bidder. The entire cost of preparing and providing responses shall be borne by the bidder. d. The City reserves the right to request any additional information it deems necessary from any or all bidders after the submission deadline. e. The request for bid is not to be construed as an offer, a contract, or a commitment of any kind; nor does it commit the city to pay for any costs incurred by bidder in preparation. It shall be clearly understood that any costs incurred by the Bidder in responding to this solicitation is at the bidder's own risk and expense as a cost of doing business. The City of Fayetteville shall not be liable for reimbursement to the Bidder for any expense so incurred, regardless of whether or not the submittal is accepted. f. If products, components, or services other than those described in this bid document are proposed, the bidder must include complete descriptive literature for each. All requests for additional information must be received within five working days following the request. g. NOTE: Any uncertainties shall be brought to the attention to Kenny Fitch immediately via telephone (479.575.8258) or e-mail (kfitch Pfavetteville-ar.gov). It is the intent and goal of the City of Fayetteville Purchasing Division to provide documents providing a clear and accurate understanding of the scope of work to be completed and/or goods to be provided. We encourage all interested parties to ask questions to enable all bidders to be on equal bidding terms. h. Any inquiries or requests for explanation in regard to the City's requirements should be made promptly to Kenny Fitch, City of Fayetteville, Purchasing Agent via e-mail (kfitchPfavetteville-ar.gov) or telephone (479.575.8258). No oral interpretation or clarifications will be given as to the meaning of any part of this request for proposal. All questions, clarifications, and requests, together with answers, if any, will be provided to all firms via written addendum. Names of firms submitting any questions, clarifications, or requests will not be disclosed until after a contract is in place. i. Any information provided herein is intended to assist the bidder in the preparation of proposals necessary to properly respond to this bid. The bid is designed to provide qualified Bidders with sufficient basic information to submit bids meeting minimum specifications and/or test requirements but is not intended to limit a bid's content or to exclude any relevant or essential data. j. Bidders irrevocably consent that any legal action or proceeding against it under, arising out of or in any manner relating to this Contract shall be prevailed by Arkansas law. Proposer hereby expressly and irrevocably waives any claim or defense in any said action or proceeding based on any alleged lack of jurisdiction or improper venue or any similar basis. k. The successful bidder shall not assign the whole or any part of this Contract or any monies due or to become due hereunder without written consent of City of Fayetteville. In case the successful bidder assigns all or any part of any monies due or to become due under this Contract, the Instrument of assignment shall contain a clause substantially to the effect that is agreed that the right of the assignee in and to any monies due or to become due to the successful bidder shall be subject to prior liens of all persons, firms, and corporations for services rendered or materials supplied for the performance of the services called for in this contract. City of Fayetteville, AR Bid 25-33, Low -Profile Equipment Trailers Page 8 of 19 27. I. The successful bidder's attention is directed to the fact that all applicable Federal and State laws, municipal ordinances, and the rules and regulations of all authorities having jurisdiction over the services shall apply to the contract throughout, and they will be deemed to be included in the contract as though written out in full herein. The successful bidder shall keep himself/herself fully informed of all laws, ordinances and regulations of the Federal, State, and municipal governments or authorities in any manner affecting those engaged or employed in providing these services or in any way affecting the conduct of the services and of all orders and decrees of bodies or tribunals having any jurisdiction or authority over same. If any discrepancy or inconsistency should be discovered in these Contract Documents or in the specifications herein referred to, in relation to any such law, ordinance, regulation, order or decree, s/he shall herewith report the same in writing to City of Fayetteville. The following is being provided as additional information to the Bidder: Appendix A: Technical Specifications END OF TERMS AND CONDITIONS City of Fayetteville, AR Bid 25-33, Low -Profile Equipment Trailers Page 9 of 19 City of Fayetteville 25-33, Low -Profile Equipment Trailers SECTION 02: INSTRUCTIONS TO BIDDERS 1. DEFINEDTERMS Terms used in these Instructions to Bidders which are defined in the General Conditions have the meanings assigned to them in the General Conditions. Certain additional terms used in these Instructions to Bidders have the meanings indicated below which are applicable to both the singular and plural thereof. a. Bidder— One who submits a Bid directly to City of Fayetteville as distinct from a sub -bidder, who submits a bid to a Bidder. b. Issuing Office — The office from which the Bidding Documents are to be issued and where the bidding procedures are to be administered. c. Successful Bidder —The lowest, responsible, and responsive Bidder to whom the City of Fayetteville (on the basis of the City of Fayetteville's evaluation as hereinafter provided) makes an award. d. Local Time — Local time is defined as the time in Fayetteville, Arkansas on the due date of the deadline. Bids shall be received before the deadline time as shown by the atomic clock located in the Purchasing Division Office. e. Substitution — Item(s) of material, equipment, or substrate that differs in application method, material, warranty, and/or performance as outlined in the specifications. Substitution requests shall be submitted to the Purchasing Division by bid question deadline. Substitution requests will be addressed via addendum. f. Equivalent (or Equal) — Item(s) of material, equipment, or substrate that meets the application method, material, and performance but may differ in manufacturer and/or warranty from what is specified. Item(s) meeting these criteria shall be considered equal at time of bid. Named manufacturers within the specifications shall be used as a basis of design in regard to establishing a minimum performance standard. 2. COPIES OF BIDDING DOCUMENTS a. Complete sets of the Bidding Documents in the number and for the deposit sum, if any, stated in the Advertisement for Bids may be obtained from the Issuing Office. b. Complete sets of Bidding Documents must be used in preparing Bids. City of Fayetteville does not assume any responsibility for errors or misinterpretations resulting from the use of incomplete sets of Bidding Documents. c. City of Fayetteville in making copies of Bidding Documents available on the above terms do so only for the purpose of obtaining Bids for the Work and do not confer a license or grant for any other use. 3. EXAMINATION OF SITE AND CONTRACT DOCUMENTS a. Bidders shall rely exclusively upon their surveys, estimates, investigations, and other things which are necessary for full and complete information upon which the bid may be made and for which a contract is to be awarded. The Bid Form, providing for unit and lump sum prices bid by the Contractor, contains a statement that all bids are made with the full knowledge of the difficulties and conditions that may be encountered, the kind, quality and quantity of the plans, work to be done, excavation, and materials required and with full knowledge of the drawings, profiles, specifications, and estimates and all provisions of the contract and Bonds. b. Bidders shall promptly notify the Purchasing Division of all conflicts, errors, ambiguities, or discrepancies which Bidder has discovered in or between the Contract Documents and such other related documents. City of Fayetteville, AR Bid 25-33, Low -Profile Equipment Trailers Page 10 of 29 c. On request, City of Fayetteville will provide each Bidder access to the site to conduct such examinations, investigations, explorations, tests, and studies as each Bidder deems necessary for submission of a Bid. Bidder must fill all holes and clean up and restore the site to its former conditions upon completion of such explorations, investigations, tests, and studies. d. The submission of a Bid will constitute an incontrovertible representation by Bidder that Bidder has complied with every requirement of this Section 3, that without exception the Bid is premised upon performing and furnishing the Work required by the Contract Documents and applying the specific means, methods, techniques, sequences, or procedures of construction (if any) that may be shown or indicated or expressly required by the Contract Documents, that Bidder has given the Purchasing Division written notice of all conflicts, errors, ambiguities, and discrepancies that Bidder has discovered in the Contract Documents and that the written resolutions are acceptable to Bidder, and that the Contract Documents are generally sufficient to indicate and convey understanding of all terms and conditions for performing and furnishing the Work. 4. AVAILABILITY OF LANDS FOR WORT( AND WORK,BY OTHERS Not applicable 5. INTERPRETATION OF CONTRACT DOCUMENTS AND ADDENDA a. If any person contemplating submitting a bid for construction of the Work is in doubt as to the true meaning of any part of the proposed Contract Documents or finds discrepancies in or omissions from any part of the proposed Contract Documents, he should submit a written request for interpretation thereof to the Purchasing Division not later than seven days before the date set for bid opening. The person submitting the request shall be responsible for its prompt delivery. b. Interpretation or correction of proposed Bidding Documents or Contract Documents will be made only by Addendum through the City's online bidding portal. Only questions answered by formal written Addenda will be binding. Oral and other interpretations or clarifications will be without legal effect. City of Fayetteville will not be responsible for any other explanations or interpretations of the proposed Contract Documents. c. Bidder assumes all responsibility for checking the City's online bidding portal at www.favetteville-ar.gov/bids for updates and addenda issued to this project. 6. APPROXIMATE ESTIMATE OF QUANTITIES Estimated quantities are approximate only and shall be the basis for receiving unit price bids for each item but shall not be considered by Bidders as actual quantities that may be required for the completion of the proposed work. However, such quantities, at the unit and lump sum prices bid for each item, shall determine the amount of each bid for comparison of Bids and aid in determining the low and responsive Bidder for the purpose of awarding the contract, and will be used as basis for fixing the amount of the required Bonds. 7. BID PRICING a. Bidders must state a price for each item of work named in the Bid. Unit and Lump Sum prices shall include amounts sufficient for the furnishing of all labor, supervision, materials, tools, equipment, transportation and services to construct, erect, and finish completely all the work in this Contract. b. Prices shall include all labor, supervision, materials, equipment, transportation, and services necessary to adequately perform the scope of work. City of Fayetteville, AR Bid 25-33, Low -Profile Equipment Trailers Page 11 of 19 c. Hourly labor rates and markup percentages bid shall include but is not limited to all labor cost, insurance, mobilization, overhead, profit, travel time, bonding, mileage, etc. Prices quoted shall be firm for the term of the contract. The City shall not be charged any additional fees including but not limited to insurance premiums, mobilization, fuel surcharges, etc. d. Line item pricing involving markup percentages on materials shall be input as a DECIMAL amount. For example, if a bidder were to bid a markup of 10%, this percentage would need to be inserted into the line item pricing as ".10" to calculate a 10% increase over the cost of the material. e. Billable hours shall include reasonable drive time to and from Point of Dispatch. Hourly rates shall be inclusive of all fees. No fuel, mileage, surcharge, or additional fees shall be added to any invoice. Point of Dispatch shall be defined as the closest office to the City of Fayetteville, located at 113 W. Mountain St., Fayetteville, AR 72701. Point of Dispatch address shall be on the bid form page of submittal. f. Bidder shall state any discounts to apply. Discounts shall be shown for individual items unless all items have the same percentage of discounts. 8. BID FORM a. Bids are due as indicated in the Advertisement for Bids. b. Bids which are incomplete, unbalanced, conditional, or obscure or which contain additions not called for, erasures, alterations, or irregularities of any kind orwhich do not comply with these Instructions to Bidders may be rejected as informal or non -responsive at the option of City of Fayetteville. However, City of Fayetteville reserves the right to waive technicalities as to changes, alterations, or revisions and to make the award in the best interest of City of Fayetteville. c. Acceptance of alternate bids is at the City of Fayetteville's discretion, as best services the City of Fayetteville's interest. Each deductive alternate is provided for on the Bid Form (if applicable). The price of the Bid for each alternate will be the amount to be deducted from the price of the Total Base Bid if the City of Fayetteville selects any of the alternates. The unit price amount for each alternate shall be the same as the unit price amount listed in the Bid. d. No Bidder shall divulge the information in the Bid to any person whomsoever, except those having a partnership or other financial interest with him in the Bid, until after the bids have been opened. 9. SIGNATURE ON BIDS a. If the Bid is made by an individual, the firm name must be given, and the Bid Form signed by the individual or a duly authorized agent. If the Bid is made by a partnership, the firm name and the names of each member must be given, and the Bid signed by a member of the partnership, or a person duly authorized. If the Bid is made by a company or corporation, the company or corporate name must be given, and the Bid signed by an officer or agent duly authorized. The corporate seal must be affixed and attested by the secretary or an assistant secretary. The corporate address and state of incorporation must be shown below the signature. b. All names must be typed or printed in black ink below the signature. c. The address and telephone number for communications regarding the Bid must be shown. d. Powers of attorney, properly certified, for agents and others to sign Bids must be in writing and filed with City of Fayetteville. e. The Bid shall also contain a signed acknowledgment of receipt of all Addenda. f. Bidder shall have a valid Arkansas Contractor's License prior to the bid award. Bidder shall have a current, valid registration with the Arkansas Secretary of State prior to the bid award. City of Fayetteville, AR Bid 25-33, Low -Profile Equipment Trailers Page 12 of 19 g. Bidder shall not be debarred from doing business with any government entity. 10. BID BOND Not applicable 11. PERFORMANCE AND PAYMENT BONDS Not applicable 12. INSURANCE REQUIREMENTS Not applicable 13. CONTRACTTERMS Not applicable 14. SUBSTANTIAL/FINAL COMPLETION Not applicable 15. LIQUIDATED DAMAGES Not applicable 16. SUBCONTRACTORS, SUPPLIERS, AND OTHERS Contractor shall not assign or sublet all or any part of this contract without the prior written approval of City of Fayetteville nor shall Contractor allow such subcontractor to commence work until approval of workman's compensation insurance and public liability insurance as may be required. Approval of each subcontract by City of Fayetteville will in no manner release Contractor from any obligations as set out in the Drawings, Specifications, contract, and Bonds. 17. QUALIFICATIONS AND RESPONSIBILITY OF BIDDERS To demonstrate qualifications to perform the Work, each Bidder must be prepared to submit within five days after bid opening, upon City of Fayetteville's request, detailed written evidence such as financial data, present commitments, and other such data as may be called for. Each Bid must contain evidence of Bidder's qualification to do business in the State of Arkansas. 18. DISQUALIFICATIONS OF BIDDERS Any one or more of the following may be considered as sufficient for the disqualification of bidders and the rejection of Bids: a. More than one Bid Form far the same work from an individual, firm, partnership, or corporation under the same or different names. Is. Evidence of collusion among bidders. Participants in such collusion may receive no recognition as bidders for any future work. c. Unbalanced Bid Forms in which the prices for some items are out of proportion to the prices for other items, or changes written in, or amendments by letter, or failure to submit a unit price for each item of work for which a bid price is required by the Bid Form, or failure to include all required contract documents. d. Lack of competency as revealed by the financial statement, experience, plant, and equipment statements submitted. Lack of responsibility as shown by past work judged from the standpoint of workmanship and progress. City of Fayetteville, AR Bid 25-33, Low -Profile Equipment Trailers Page 13 of 19 e. Uncompleted work which, in the judgment of City of Fayetteville, might hinder or prevent the prompt completion of additional work if awarded. f. Being in arrears on existing contracts, in litigation with City of Fayetteville, or having defaulted on a previous contract. 19. OPENING OF BIDS Bids will be opened and read aloud publicly in a room designated by City of Fayetteville the day of the bid deadline. A bid tabulation of the amounts of the base Bids and major alternates (if any) will be made available to Bidders after the opening of Bids. 20. EVALUATION OF BIDS a. After the bids are opened and read, the quantities will be extended and totaled in accordance with the bid prices of the accepted Bids. This review of the bids will confirm the low bidder(s). b. In evaluating Bids, City of Fayetteville will consider the qualifications of bidders, whether or not the bids comply with the prescribed requirements, and such alternates, unit prices, and other data as may be requested in the Bid Form or prior to the Notice of Selection(s). c. City of Fayetteville may consider the qualifications and experience of Subcontractors, Suppliers, and other persons and organizations proposed for those portions of the Work as to which the identity of Subcontractors, Suppliers, and other persons and organizations must be submitted as provided in the Supplementary Conditions. City of Fayetteville also may consider the operating costs, maintenance requirements, performance data, and guarantees of major items of materials and equipment proposed for incorporation in the Work when such data is required to be submitted prior to the Notice of Selection(s). 21. RIGHT TO REJECT BIDS a. City of Fayetteville reserves the right to reject any and all Bids, to waive technicalities, and to advertise for new bids. All Bids are subject to this reservation. City of Fayetteville reserves to itself the right to decide which shall be deemed the lowest responsive and responsible Bid. Due consideration will be given to the reputation, financial ability, experience and equipment of the Bidder. b. City of Fayetteville also reserves the right to waive informalities not involving price, time or changes in the Work and to negotiate contract terms with the Successful Bidder. 22. PRICING Not applicable 23. INVOICING Quotes shall be prepared using bid pricing and are not required to be itemized to reflect bid pricing. However, all invoices shall be presented to the City, and shall be fully itemized showing bid pricing to arrive at the final total invoice amount: a. City department that ordered the materials or services b. Order date c. Delivery date or the date of services d. Name of the City employee that requested or picked up the goods, materials, or service e. Bid number or City approved resolution number City of Fayetteville, AR Bid 25-33, Low -Profile Equipment Trailers Page 14 of 19 f. Itemized pricing, showing calculations to correspond with bid pricing including but not limited to hourly rates and markup percentages 24. SIGNING OF AGREEMENT Not applicable 25. MATERIALS GUARANTY Before any bid is awarded, Bidder may be required to furnish a complete statement of the origin, composition, or manufacture of any or all materials proposed to be used in the construction of the Work, together with samples, which may be subjected to tests provided for in the Specifications to determine their quality and fitness for the Work. 26. FAMILIARITY WITH LAWS Bidder is presumed to be familiar with all federal, state, and city laws, ordinances, and regulations which in any manner affect those engaged or employed in the Work, or the materials or equipment used, or that in any way affect the Work and shall in all respects comply with said laws, ordinances, and regulations. No claim of misunderstanding or ignorance on the part of Contractor will in any way serve to modify the provisions of the contract. No representations shall be binding unless embodied in the contract. 27. INDEMNIFICATION To the extent of the limits of the Contractor's Commercial General Liability Insurance, the Contractor shall indemnify and hold harmless the City of Fayetteville against any and all liability, claims, demands, damages, losses, and expenses, including attorneys' fees, in connection with or arising out of any damage or alleged damage to any of the City's existing adjacent property, including personal property, that may arise from the performance of the Work, to the extent caused by the negligent or intentionally wrongful acts or omissions of the Contractor, Subcontractor, Supplier, Sub subcontractor, or anyone employed directly or indirectly by any of them or by anyone for whose acts any of them may be liable. 28. ADDITIONAL LAWS AND REGULATIONS a. If applicable, Bidder shall perform the Work in compliance with all applicable trench safety standards set forth in Occupational Safety and Health Administration (OSHA) Part 1926—Subpart P— Excavations. b. Any use of a third -party dumpster or roll -off container shall be procured from the City of Fayetteville Recycling and Trash Collection Division. Use of a Non -City dumpster or roll -off container is not allowed. c. Open burning and blasting are not allowed on City projects. d. Contractor is responsible for obtaining all applicable permits; however, fees for City -issued permits shall be waived. END OF INSTRUCTIONS TO BIDDERS City of Fayetteville, AR Bid 25-33, Low -Profile Equipment Trailers Page 15 of 19 City of Fayetteville Bid 25-33, Low -Profile Equipment Trailers SECTION 03: REFERENCES The following informationIs required from all Bidders so all bids may be reviewed and properly evaluated: COMPANY NAME: H01&dry / NCLASf z4f) DWG y > NUMBER OF YEARS IN BUSINESS: 5 HOW LONG IN PRESENT LOCATION: —' TOTAL NUMBER OF CURRENT EMPLOYEES: 1 FULLTIME 0 PARTTIME NUMBER OF EMPLOYEES PLANNED FOR THIS CONTRACT: 31 FULLTIME J PARTTIME PLEASE LIST FOUR (4) REFERENCES THAT YOU HAVE PREVIOUSLY PERFORMED SIMILAR CONTRACT SERVICES FOR WITHIN THE PAST FIVE (5q) YEARS (All fields must be complete 1. L Q V L. v-4 A Coi j � r, cY.0 1'V➢ ! ` COMPANY NAME CITY, STATE, ZIP C,O�,Q I/W'e-CA 147iPi7i e[�l�d.Ti71! �P. -T10- 6,703(o TELEPHONE t='e6X1' DATE COMPLETED Cod 4, ,�.Q Q L CM 0 (� G E-MAIL ADDRESS 3. I V Ca. F_O (� e iT(L .i���AiN00nFTAR1111 CITY, STATE, ZIP CONTACT PERSON TELEPHONE fah ti cn 1�RUC) DATE COMPLETED E4AIL ADDRESS City of Fayetteville, AR Bid 25-33, Low -Profile Equipment Trailers Page 16 of 19 C MPANY NAME CITY, STATE, ZIP -`ul a C^900we CONTACT PERSON TELEPHONE 7S 0 g ZO � s DATE COMPLETED -T'uIeit,�� A @�aIcyj�Ic.�4v E- AILNI ADDRESS 4. -4- d r y, > 1%r" f`o) 4ry COMPANY NAME M'pmC i" TD '8b-,/ 'Z CITY, STATE, ZIP (/ CONTACT PERSON zOK" (jl--1U33 TELEPHONE inn s 2 DATE COMPLETED 'Dg`L e0)y,19a5@ T5' E-MAIL ADDRESS _AA)ve1® City of Fayetteville Bid 25-33, Low -Profile Equipment Trailers SECTION 04: BID FORM 1. DISCLOSURE INFORMATION Upon signing this Bid, the bidder certifies the following a. Bidder shall disclose any possible conflict of interest with the City of Fayetteville, including, but not limited to, any relationship with any City of Fayetteville employee. Response shall disclose if a known relationship exists between any principal or employee of your firm and any City of Fayetteville employee or elected City of Fayetteville official. If, to your knowledge, no relationship exists, this should also be stated in your response. Failure to disclose such a relationship may result in cancellation of a purchase and/or contract as a result of your response. PLEASE CHECK ONE OF THE FOLLOWING OPTIONS, AS IT APPROPRIATELY APPLIES TO YOUR COMPANY: 1.) NO KNOWN RELATIONSHIP EXISTS 2.) RELATIONSHIP EXISTS (Please explain): b. Bidder has read and agrees to the requirements set forth in this bid, including specifications, terms, standard conditions, and any pertinent Information regarding the articles being bid on. c. Unless otherwise noted and explained, the unit(s) bid and listed meets or exceeds all of these requirements as specified by The City of Fayetteville. d. The Bidder can and will comply with all specifications and requirements for delivery, documentation and support as specified herein. e. Pursuant Arkansas Code Annotated §25-1-503, the Contractor agrees and certifies that they do not currently boycott Israel and will not boycott Israel during any time in which they are entering into, or while in contract, with any public entity as defined in §25-1-503. If at any time during contract the contractor decides to boycott Israel, the contractor must notify the contracted public entity in writing. f. Pursuant Arkansas Code Annotated §25-1-1002, the Contractor agrees and certifies that they do not currently boycott Energy, Fossil Fuel, Firearms, and Ammunition Industries during any time in which they are entering into, or while in contract, with any public entity as defined in §25-1-1002. If at any time during the contract the contractor decides to boycott Energy, Fossil Fuel, Firearms, and/or Ammunition Industries, the contractor must notify the contracted public entity in writing. City of Fayetteville, AR Bid 25-33, Low -Profile Equipment Trailers Page 17 of 19 g. I certify that; as an officer of this organization, or per the attached letter of authorization, am duly authorized to certify the information provided herein is accurate and true; and my organization shall comply with all State and Federal Equal Opportunity and Non -Discrimination requirements and conditions of employment. h. Bidder shall comply with all State and Federal Equal Opportunity and Non -Discrimination requirements and conditions of employment in addition to all federal, state, and local laws. 2. ADDENDA ACKNOLEDGEMENT: Acknowledge receipt of addenda for this invitation to bid by signing and dating below. All addendums are hereby made a part of the bid documents to the same extent as though it were originally included therein. Bidders should indicate their receipt of same in the appropriate blank listed herein. Failure to do so may subject Contractor to disqualification. ADDENDUM NO. SIG ATURE AND PRINTED NAME DATE ACKNOWLEDGED A .� 3. DEBARMENT CERTIFICATION a. As an interested party on this project, you are required to provide debarment/suspension certification indicating compliance with the below Federal Executive Order. Certification can be done by completing and signing this form. b. Federal Executive Order (E.O.) 12549 "Debarment and Suspension" requires that all contractors receiving individual awards, using federal funds, and all sub -recipients certify that the organization and its principals are not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency from doing business with the Federal Government. c. Signature certifies that neither you nor your principal is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. City of Fayetteville, AR Bid 25-33, Low -Profile Equipment Trailers Page 18 of 19 4. SIGNATURE SUBMITTAL *NAME OF COMPANY: jl p V�, en :1; c' 1 s yf4e'5 ��4( Purchase Order/Ayments shaiibe issued to this name *D/B/A or Corporation Name Ho 461, dosip4t_< , 'TA *BUSINESS ADDRESS: 5 *CITY: SUIAVA.0 y *STATE: ( lU *ZIP: (06&' *PHONE: S00- H FAX: L 7--762,' 346CY *E-MAIL: S a\e $ W o "i4-9+S A�dflS ° eD m *TAX ID NUMBER:41 0 ­75 ol'�' M1550vp pp AR SECRETARY OF STATE FILING #: 1 w "I�o UNIQUE ENTITY NUMBER: 'C-At-(0 P � UN) -1 6� CAGE NUMBER: '� j� i`i C' PRINTEDNAME:v�' ("- RL7� )e'j µ� TITLE: \I \[(C � C�6 s�� ,� ��J DATE: END OF BID FORM City of Fayetteville, AR Bid 25-33, Low -Profile Equipment Trailers Page 19 of 19 City of Fayetteville Bid 25-33, Low -Profile Equipment Trailers Appendix A: Technical Specifications ALL BIDDERS SHALL SUBMIT THIS "TECHNICAL SPECIFICATIONS" SECTION WITH BID. FAILURE TO SUBMIT A RESPONSE ON THIS "TECHNICAL SPECIFICATIONS" FORM IN A COMPLETED FORMAT CAN RESULT IN BID REJECTION. BIDDING REQUIREMENTS: o NOTICE: THIS SECTION CAN BE COMPLETED ON THE FOLLOWING MANNER: When given a specification option containing a blank (example a. ), bidder shall write a "check mark" or write "yes" indicating yes if the accompanied specification is met. In the event a specification cannot be met, bidder shall indicate so by writing in "no" and writing on the City's bid forms how the specification is not met or how the unit(s) bid differ from what has been specified. LeavIngitemblank shaNindicate bidderdoes not meet the listed specification and can result in bidder DISQUALIFICATION, o Bidders shall NOT supply warranty papers for the City to interpret whether a warranty specification is met or not. i11tCIANAXAM 1.1 It is the intent of the following specifications to describe a low -profile equipment trailer. The City of Fayetteville intends to purchase trailers on an as needed basis throughout 2025. Pricing shall remain firm through December 311t, 2025. 1.2 This bid is for equipment only. 1.3 All specifications are written to minimums, unless otherwise noted. 1.4 All unit(s) bid shall meet or exceed the minimum requirements, or they will be deemed incomplete and will not be considered for bid award. 1.5 Unit(s) bid shall be new and of the latest standard production model as offered for commercial trade. 2. MANUFACTURER/MODEL— A0 Trailer shall be a minimum of 102" wide. bN0 Trailer shall be equipped with a minimum of 3/16" no slip drive over fenders. c.�S Trailer shall be equipped with a 16" square tubing top rail in front of the fenders. d. 11,P5 Trailer shall be equipped with two (2) 60" heavy-duty stand-up ramps with spring assist. e. 9,S Trailer shall be equipped with two (2) 12,000lbsjacks. f.l90 Trailer shall be equipped with rub rail and stake pockets. g.y&_3_ Trailer shall be 18' long plus a 3' dovetail with metal cleats. The total length of the trailer shall be 21'. h�.'Leh Trailer shall be equipped with two (2) 10,000I1ps oil bath torsion axles with 82" between the fenders. 1.�&) Trailer shall be equipped with a 10" frame, or larger. j.0 Trailer shall be equipped with 16 ply tires and include a spare. 00 Crossmembers shall have a 12" center. I.� Trailer floor shall be made from either pine or oak. m. Trailer shall be equipped with LED lights, including reverse lights, with enclosed wiring. City of Fayetteville, AR Bid 25-33, Low -Profile Equipment Trailers Appendix A: Technical Specifications n. eTrailer shall be equipped with six at least (6) EA D-rings, four (4) in front of the fenders N\p and two (2) behind the fenders. ON Trailer shall be equipped with an adjustable pintle hitch and a flat plate. City of Fayetteville, AR Bid 25-33, Low -Profile Equipment Trailers Appendix A: Technical Specifications Bid 25-33, Addendum 1 Date: Friday, February 28, 2025 To: All Prospective Vendors From: Kenny Fitch-479.575.8258—I<fitch@fayettevilIe-ar.gov RE: Bid 25-33, Low -Profile Equipment Trailers = This addendum is hereby made a part of the contract documents tothe same extent asthough it were originally included therein. Interested parties should indicate their receipt of same in the appropriate blank of the Bid. BIDDERS SHALL ACKNOWLEDGE TH15ADDENDUM ON THE DESIGNATED LOCATION ON THE BID FORM. • DEADLINE EXTENSION: Due to the following changes of the specifications, the deadline for bid submission has been extended to Tuesday, March 11th at 3:00pm. An updated bid form has replaced the previous bid form to reflect the extended deadline and changes to the specifications. • QUESTION: o Regarding Technical Specification 2c, a 16" square tubing top rail in front of the fenders is not a typical feature on equipment trailers. Is this rail intended to be custom, or was there a make and model used for this specification? This rail is likely to be custom. Pictures of a current City of Fayetteville trailer with the specified rails will be attached to this addendum for clarification. • SPECIFICATION CHANGES: o Technical Specification 2d has been changed to "Trailer hall be equipped with two (2) 60" heavy-duty stand-up ramps with spring assist." o Technical Specification 2g has been changed to "Trailer deck shalLbe 18' long plus a 3' dovetail with metal cleats. The total length of the trailer shall be 21'." d • ATTACHMENT: o Trailer Photo City of Fayetteville, AT Bid 25-33, Low -Profile Equiprnent Trailers Page III Telecommunications Device for the Deaf TDD(479)521-1316 113 West Mountain- Fayetteville, AR 72701 JHOLDENM CUSTOMER QUOTATION Date / Quote No: )30625-1259HU- 3/6/2025 12:59 Holden Industries, Inc. 5624 S State Hwy 43 Southwest City, MO 64863 Phone (417) 762-3218 Fax (417) 762-3464 Rob Brooks rbrooks(r'Dholdentrailers.com Customer Name: Fayetteville Water & Sewer Address: 113 West Mountain Street Fayetteville, AR 72701 Contact: Kenny Fitch Phone / Fax: 479-575-8203 Email: kfitch(Vayetteville-ar.gov Trailer Model: Holden HUT20 1 $ 19,462.00 $ pintle pull utility trailer Axles: Tandem 10,000 capacity each, rubber torsion with grease zerts Tires: 215/75R17.5" LR-H, 16-ply radials Wheels: 6" x 16", 8-hole disc with lug nut torque markers Spare: one matching spare with mount on tongue Brakes: electric on all wheels with DOT breakaway kit, battery & charger Suspension: slipper spring, underslung Deck Length: 21' total including 18' flat plus 3' cleated beavertail Deck Width: 79" Ramps: 60" long lined wit4 expanded metal and spring assist stand up bars Decking: 2" treated pine Drawbar length: 5' long A -frame Overall width: 102" Lights: LED Sealed beam , rubber mounted with reverse lights Wiring: sealed modular harness with 7-way slotted RV type electric plug Towing device: 3" ID adjustable pintle eye with flat nose plate Jacks: tandem 12000 lbs. jacks w/ spring loaded drop leg with driver's side crank Fenders: 3/16" steel treadplate drive over fenders lined with with raised expanded metal for no slip traction Safety chains: 3/8" P-70 w/safety hooks Stake pockets: 6 pair with rub rails D-rings: 6 each, 4 ahead of fenders and 2 behind fenders Top rails: square tubing x 16" tall around front of deck Frame: 10" channel iron with 3" channel crossmembers on 12: centers stacked on top of main beams Color: Black with DOT conspicuity striping Delivered to Fayetteville, AR 19,462.00 Total: $ 19,462.00 3/6/2025 12:59 PM % tJ a2c CITY OF City of Fayetteville, Arkansas AF FAY T T I L L Purchasing Division — Room 306 113 W. Mountain ARKANSAS Fayetteville, AR 72701 Phone: 479.575.8256 TDD (Telecommunication Device forthe Deaf): 479.521.1316 Bid 25-33, Low -Profile Equipment Trailers DEADLINE: Tuesday, March 11, 2025 before 3:00 PM, Local Time CONTACT: Sr. Procurement Agent I<enny Fitch, kfitch@fayetteville-ar.gov DATE OF ISSUE & ADVERTISEMENT: 02/09/25 No late bids shall be accepted. Bids shall be submitted in one of the following methods: (1) through the City's third -party electronic bidding platform or (2) delivering in person via sealed envelope to the City of Fayetteville Purchasing Division. Submitting through the City's electronic bidding platform is strongly encouraged. All bids shall be submitted in accordance with the attached City of Fayetteville specifications and bid documents attached hereto. Each bidder is required to fill in every blank and shall supply all information requested; failure to do so may be used as basis of rejection. City of Fayetteville Purchasing Division — Room 306 113 West Mountain Street Fayetteville, AR 72701 All bids shall be submitted in accordance with the attached City of Fayetteville specifications and bid documents attached hereto. Each bidder is required to fill in every blank and shall supply all information requested; failure to do so may be used as basis of rejection. Bidder shall assume all responsibility for receiving updates and any addenda issued to this project by monitoring http://fayetteville-ar.gov/bids. Failure to acknowledge addenda issued as instructed could result in bid rejection. The undersigned hereby offers to furnish & deliver the articles or services as specified, at the prices & terms stated herein, and in strict accordance with the specifications and general conditions of bidding, all of which are made a part of this offer. This offer is not subject to withdrawal unless upon mutual written agreement by the Proposer/Bidder and City Purchasing Division. City of Fayetteville, AR Bid 25-33, Low -Profile Equipment Trailers Page 1 of 19 City of Fayetteville Bid 25-33, Low -Profile Equipment Trailers Advertisement City of Fayetteville, Arkansas INVITATION TO BID Bid 25-33, Low -Profile Equipment Trailers The City of Fayetteville is seeking bids from qualified vendors for the purchase of low -profile equipment trailers on an as needed basis throughout 2025. Any questions concerning the bidding process should be directed to Kenny Fitch, City of Fayetteville Sr Procurement Agent, at kfitch@favetteville-ar.gov or by calling (479) 575- 8258. Bidding documents and addenda shall be obtained at the City of Fayetteville Purchasing Division's electronic bidding platform at www.fayetteville-ar.gov/bids. All bids shall be received by Wednesday, March 05, 2025 before 2:00 PM, local time utilizing the electronic bidding software or by submitting a sealed physical bid to the City of Fayetteville, Purchasing Division address listed below. No late bids shall be accepted. The City of Fayetteville shall not be responsible for lost or misdirected bids, or for failure of proposer's technical equipment. Submitting a bid electronically is strongly encouraged. A public bid opening will be conducted shortly after the deadline at City Hall and Ilvestreamed at https://www.youtube.com/user/citVoffayetteviIlear. City of Fayetteville Purchasing Division — Room 306 113 West Mountain Street Fayetteville, AR 72701 Pursuant to Arkansas Code Annotated §22-9-203 The City of Fayetteville encourages all qualified small, minority and women business enterprises to bid on and receive contracts for goods, services, and construction. Also, City of Fayetteville encourages all general contractors to subcontract portions of their contract to qualified small, minority and women business enterprises. Any bidder providing a service shall be registered with the Arkansas Secretary of State prior to the bid award. The City of Fayetteville reserves the right to waive irregularities, to reject bids, and to postpone the award of the Contract for a period of time which shall not exceed beyond ninety calendar days from the bid opening date. City of Fayetteville By: Kenny Fitch, Sr Procurement Agent P: 479,575.8258 kfitch@favetteville-ar.gov TDD (Telecommunications Device for the Deaf): (479) 521-1316 Date of advertisement: 02/09/2025 This publication was paid for by the Purchasing Division of the City of Fayetteville, Arkansas. Amount paid: $171.13. City of Fayetteville, AR Bid 25-33, Low -Profile Equipment Trailers Page 2 of 19 City of Fayetteville Bid 25-33, Low -Profile Equipment Trailers SECTION 01: TERMS AND CONDITIONS 1. SUBMISSION OF BID & BID EVALUATION: a. Bids shall be reviewed following the stated deadline, as shown on the cover sheet of this document. b. Bidders shall submit bids based on documentation published by the Fayetteville Purchasing Division. c. The City will not be responsible for misdirected bids. Bidders should call the Purchasing Office at 479.575.8256 to ensure correct receipt of bidding documents priorto opening time and date listed on the bid form. d. Bidders shall have experience in providing products and/or services of the same or similar nature. e. Bidder is advised that exceptions to any of the terms contained in this bid must be identified in its response to the bid. Failure to do so may lead the City to declare any such term non-negotiable. Bidder's desire to take exception to a non-negotiable term will not disqualify it from consideration for award. f. Local time is defined as the time in Fayetteville, Arkansas on the due date of the deadline. Bids shall be received before the time as shown by the atomic clock located in the Purchasing Division Office or electronic clock located through the City's third -party bidding software. g. Bids will be evaluated and awarded based on the best interest of the City of Fayetteville. The City reserves the right to award bids in their entirety, none, or by line item. 2. WRITTEN REQUESTS FOR INTERPRETATIONS OR CLARIFICATION: No oral interpretations will be made to any firms as to the meaning of specifications or any other contract documents. All questions pertaining to the terms and conditions or scope of work of this bid must be sent in writing via e-mail to the Purchasing Division. Responses to questions may be handled as an addendum if the response provides clarification to the requirements of the bid. All such addenda shall become part of the contract documents. The City will not be responsible for any other explanation or interpretation of the proposed bid made or given prior to the award of the contract. 3. DESCRIPTION OF SUPPLIES AND SERVICES: Any reference to a particular brand or manufacturer is made in an effort to establish an acceptable level of quality for this project. Brands or manufacturers that are included in bid that are of at least equal quality, size, design, and specification as to what has been specified, will be acceptable for consideration only if approved by the City of Fayetteville Purchasing Division. The City of Fayetteville reserves the right to accept or reject any requested equal. 4. RIGHTS OF CITY OF FAYETTEVILLE BID PROCESS: In addition to all other rights of the City of Fayetteville, understate law, the City specifically reserves the following: a. The City of Fayetteville reserves the right to select the bid that it believes will serve the best interest of the City. b. The City of Fayetteville reserves the right to accept or reject any or all bids. c. The City of Fayetteville reserves the right to cancel the entire bid. d. The City of Fayetteville reserves the right to remedy or waive technical or immaterial errors in the invitation to bid or in bids submitted. e. The City of Fayetteville reserves the right to request any necessary clarifications, additional information, or data without changing the terms of the bid. City of Fayetteville, AR Bid 25-33, Low -Profile Equipment Trailers Page 3 of 19 5. COSTS INCURRED BY BIDDERS: All expenses involved with the preparation and submission of bids to the City, or any work performed in connection therewith, shall be borne solely by the la dder(s). No payment will be made for any responses received, or for any other effort required of, or made by, the bidder(s) prior to contract commencement. 6. CONFLICT OF INTEREST: a. The bidder represents that it presently has no interest and shall acquire no interest, either direct or indirect, which would conflict in any manner with the performance or services required hereunder, as provided in City of Fayetteville Code Section 34.26 titled "Authority of City Employee to Contract with the City'. b. All bidders shall promptly notify Kenny Fitch, Purchasing Agent, in writing, of all potential conflicts of interest for any prospective business association, interest, or other circumstance which may influence or appear to influence the bidder's judgment or quality of services being provided. Such written notification shall identify the prospective business association, interest or circumstance, the nature of which the bidder may undertake and request an opinion to the City as to whether the association, interest or circumstance would, in the opinion of the City, constitute a conflict of interest if entered into by the bidder. The City agrees to communicate with the bidder Its opinion via e-mail or first-class mail within thirty days of receipt of notification. 7. WITHDRAWLOFBID: A bid may be withdrawn prior to the time set for the bid submittal, based on a written request from an authorized representative of the firm; however, a bid shall not be withdrawn after the time set for the bid unless approved by the Purchasing Division. 8. LATE BID OR MODIFICATIONS: a. Bid modifications received after the time set for the bid submittal shall not be considered. Modifications in writing received prior to the deadline will be accepted. The City will not be responsible for misdirected bids. Bidders should call the Purchasing Division at (479) 575-8256 to ensure receipt of their submittal documents prior to opening time and date listed. b. The time set for the deadline shall be local time for Fayetteville, AR on the date listed. All proposals shall be received in the Purchasing Division BEFORE the deadline stated. The official clock to determine local time shall be the atomic clock located in the Purchasing Division, Room 306 of City Hall, 113 W. Mountain St., Fayetteville, AR. 9. CONSTITUTIONAL, STATE, AND FEDERAL COMPLIANCE REQUIREMENTS: The laws of the State of Arkansas apply to any purchase made under this bid. Bidders shall comply with all constitutional, state, and federal directives, orders and laws as applicable to this proposal and subsequent contract(s) including but not limited to Equal Employment Opportunity (EEO), Disadvantaged Business Enterprises (DBE), & OSHA as applicable to this contract. 10. PROVISION FOR OTHER AGENCIES: Unless otherwise stipulated by the bidder, the bidder agrees to make available to all Government agencies, departments, municipalities, and counties, the bid prices submitted in accordance with said bid terms and conditions therein, should any said governmental entity desire to buy under this bid. Eligible users shall mean all state of Arkansas agencies, the legislative and judicial branches, political subdivisions (counties, local district school boards, community colleges, municipalities, counties, or other public agencies or authorities), which may desire to purchase under the terms and conditions of the contract. City of Fayetteville, AR Bid 25-33, Low -Profile Equipment Trailers Page 4 of 19 11. COLLUSION: The Bidder, by affixing his or her signature to this bid, agrees to the following: "bidder certifies that his or her bid is made without previous understanding, agreement, or connection with any person, firm or corporation making a bid/proposal for the same item(s) and/or services and is in all respects fair, without outside control, collusion, fraud, or otherwise illegal action." 12. RIGHT TO AUDIT, FOIA, AND JURISDICITON: a. The City of Fayetteville reserves the privilege of auditing a vendor's records as such records relate to purchases between the City and said vendor. b. Freedom of Information Act: City contracts and documents prepared while performing City contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of Information Act request is presented to the City of Fayetteville, the (Contractor) will do everything possible to provide the documents in a prompt and timely manner as prescribed in the Arkansas Freedom of Information Act (A.C.A. §25-19-101 et. sec.). Only legally authorized photocopying costs pursuant to the FOIA may be assessed for this compliance. c. Legal jurisdiction to resolve any disputes shall be in Washington County, Arkansas with Arkansas law applying to the case. 13. CITY INDEMNIFICATION: The successful bidder(s) agrees to indemnify the City and hold it harmless from and against all claims, liability, loss, damage or expense, including but not limited to counsel fees, arising from or by reason of any actual or claimed trademark, patent or copyright infringement or litigation based thereon, with respect to the goods or any part thereof covered by this order, and such obligation shall survive acceptance of the goods and payment thereof by the City. 14. VARIANCE FROM STANDARD TERMS & CONDITIONS: All standard terms and conditions stated in this request for bid apply to this contract except as specifically stated in the subsequent sections of this document, which take precedence, and should be fully understood by bidders prior to submitting a proposal on this requirement. 15. ADA REQUIREMENT FOR PUBLIC NOTICES & TRANSLATION: Persons with disabilities requiring reasonable accommodation to participate in this proceeding/event, should call 479.521.1316 (telecommunications device for the deaf), not later than seven days prior to the deadline. Persons needing translation of this document shall contact the City of Fayetteville, Purchasing Division, immediately. 16. PROCUREMENT POLICY FOR RECYCLED MATERIALS: The City of Fayetteville encourages its bidders to use recycled products in fulfilling contractual obligations to the City and that such practices will serve as a model for other public entities and private sector companies. 17. PAYMENTS AND INVOICING: a. The bidder must specify in their bid the exact company name and address which must be the same as invoices submitted for payment as a result of award of this bid. Further, the successful bidder is responsible for immediately notifying the Purchasing Division of any company name change, which would cause invoicing to change from the name used at the time of the original bid. Payment will be made within thirty days of invoice received. The City of Fayetteville is very credit worthy and will not pay any interest, fees, or penalty for untimely payments. Payments can be processed through bidder's acceptance of Visa at no additional costs to the City for expedited payment processing. The City will not agree to any nonrefundable deposit or retainer that would remain property of the bidder even if the hourly work actually performed by the bidder would not justify such fee. City of Fayetteville, AR Bid 25-33, Low -Profile Equipment Trailers Page 5 of 19 b. The City will pay the Contractor based on unit prices provided on invoicing. Progress payments will be made after approval and acceptance of work and submission of invoice. Payments will be made within 30 days of accepted invoice. 18. CANCELLATION: a. The City reserves the right to cancel this contract without cause by giving thirty (30) days prior notice to the Contractor in writing of the intention to cancel or with cause if at any time the Contractor fails to fulfill or abide by any of the terms or conditions specified. b. Failure of the contractor to comply with any of the provisions of the contract shall be considered a material breach of contract and shall be cause for immediate termination of the contract at the discretion of the City of Fayetteville. c. In addition to all other legal remedies available to the City of Fayetteville, the City reserves the right to cancel and obtain from another source, any items and/or services which have not been delivered within the period of time from the date of order as determined by the City of Fayetteville. d. In the event sufficient budgeted funds are not available for a new fiscal period, the City shall notify the vendor of such occurrence and contract shall terminate of the last day of the current fiscal period without penalty or expense to the City. 19. ASSIGNMENT, SUBCONTRACTING, ACQUISITIONS AND/OR MERGERS: a. The Contractor shall perform this contract. No assignment of subcontracting shall be allowed without prior written consent of the City. If a bidder intends to subcontract a portion of this work, the bidder shall disclose such intent in the bid submitted as a result of this bid. b. In the event of a corporate acquisition and/or merger, the Contractor shall provide written notice to the City within thirty (30) calendar days of Contractor's notice of such action or upon the occurrence of said action, whichever occurs first. 20. NON-EXCLUSIVE CONTRACT: Award of this bid shall impose no obligation on the City to utilize the vendor for all work of this type, which may develop during the contract period. This is not an exclusive contract. The City specifically reserves the right to concurrently contract with other companies for similar work if it deems such an action to be in the City's best interest. In the case of multiple -term contracts, this provision shall apply separately to each item. City of Fayetteville, AR Bid 25-33, Low -Profile Equipment Trailers Page 6 of 19 21. LOBBYING: Lobbying of selection committee members, City of Fayetteville employees, or elected officials regarding request for proposals, request for qualifications, bids or contracts, during the pendency of bid protest, by the bidder/proposer/protestor or any member of the bidder's/proposer's/protestor's staff, and agent of the bidder/proposer/protestor, or any person employed by any legal entity affiliated with or representing an organization that Is responding to the request for proposal, request for qualification, bid or contract, or has a pending bid protest is strictly prohibited either upon advertisement or on a date established by the City of Fayetteville and shall be prohibited until either an award is final or the protest is finally resolved by the City of Fayetteville; provided, however, nothing herein shall prohibit a prospective/bidder/proposer from contacting the Purchasing Division to address situations such as clarification and/or questions related to the procurement process. For purposes of this provision lobbying activities shall include but not be limited to, influencing or attempting to influence action or non -action in connection with any request for proposal, request for qualification, bid or contract through direct or indirect oral or written communication or an attempt to obtain goodwill of persons and/or entities specified in this provision. Such actions may cause any request for proposal, request for qualification, bid or contract to be rejected. 22. ADDITIONAL REQUIREMENTS: The City reserves the right to request additional services relating to this bid from the bidder. When approved by the City as an amendment to the contract and authorized in writing prior to work, the Contractor shall provide such additional requirements as may become necessary. 23. ADD OR DELETE LOCATIONS OR SERVICES: The City reserves the right to unilaterally add or delete locations and/or services, either collectively or individually, at the City's sole option, at any time after award has been made as may be deemed necessary or in the best interests of the City. In such case, the Contractor(s) will be required to provide services to this contract in accordance with the terms, conditions, and specifications. 24. INTEGRITY OF BID DOCUMENTS: Bidders shall use the original bid form(s) provided by the Purchasing Division and enter information only in the spaces where a response is requested. Bidders may use an attachment as an addendum to the bid form(s) if sufficient space is not available on the original form for the bidder to enter a complete response. Any modifications or alterations to the original documents by the bidder, whether intentional or otherwise, will constitute grounds for rejection of such response. Any such modifications or alterations a bidder wishes to propose shall be clearly stated in the bidder's response and presented in the form of an addendum to the original bid documents. 25. INSURANCE: Not applicable 26. OTHER GENERAL CONDITIONS: a. Bidder is presumed to be familiar with all federal, state, and city laws, ordinances, and regulations which in any manner affect those engaged or employed in the Work, or the materials or equipment used, or that in any way affect the Work and shall in all respects comply with said laws, ordinances, and regulations. No claim of misunderstanding or ignorance on the part of Bidder or Proposer will in any way serve to modify the provisions of the contract. No representations shall be binding unless embodied in the contract. b. Prices shall include all labor, materials, overhead, profit, insurance, shipping, freight, etc., to cover the products and services presented. Sales tax shall not be included in the bid price. Applicable Arkansas sales tax laws will apply when necessary but will not be considered in award of this project. City of Fayetteville, AR Bid 25-33, Low -Profile Equipment Trailers Page 7 of 19 c. Bidders must provide the City with their bids signed by an employee having legal authority to submit bids on behalf of the bidder. The entire cost of preparing and providing responses shall be borne by the bidder. d. The City reserves the right to request any additional information it deems necessary from any or all bidders after the submission deadline. e. The request for bid is not to be construed as an offer, a contract, or a commitment of any kind; nor does it commit the city to pay for any costs incurred by bidder in preparation. It shall be clearly understood that any costs incurred by the Bidder in responding to this solicitation is at the bidder's own risk and expense as a cost of doing business. The City of Fayetteville shall not be liable for reimbursement to the Bidder for any expense so incurred, regardless of whether or not the submittal is accepted. f. If products, components, or services other than those described in this bid document are proposed, the bidder must include complete descriptive literature for each. All requests for additional information must be received within five working days following the request. g. NOTE: Any uncertainties shall be brought to the attention to Kenny Fitch immediately via telephone (479.575.8258) or e-mail (kfitchgfayetteville-ar.gov). It is the intent and goal of the City of Fayetteville Purchasing Division to provide documents providing a clear and accurate understanding of the scope of work to be completed and/or goods to be provided. We encourage all interested parties to ask questions to enable all bidders to be on equal bidding terms. h. Any inquiries or requests for explanation in regard to the City's requirements should be made promptly to Kenny Fitch, City of Fayetteville, Purchasing Agent via e-mail (kfitch 2fayetteville-ar.gov) or telephone (479.575.8258). No oral interpretation or clarifications will be given as to the meaning of any part of this request for proposal. All questions, clarifications, and requests, together with answers, if any, will be provided to all firms via written addendum. Names of firms submitting any questions, clarifications, or requests will not be disclosed until after a contract is in place. i. Any information provided herein is intended to assist the bidder in the preparation of proposals necessary to properly respond to this bid. The bid is designed to provide qualified Bidders with sufficient basic information to submit bids meeting minimum specifications and/or test requirements but is not intended to limit a bid's content or to exclude any relevant or essential data. j. Bidders irrevocably consent that any legal action or proceeding against it under, arising out of or in any manner relating to this Contract shall be prevailed by Arkansas law. Proposer hereby expressly and irrevocably waives any claim or defense in any said action or proceeding based on any alleged lack of jurisdiction or improper venue or any similar basis. k. The successful bidder shall not assign the whole or any part of this Contract or any monies due or to become due hereunder without written consent of City of Fayetteville. In case the successful bidder assigns all or any part of any monies due or to become due under this Contract, the Instrument of assignment shall contain a clause substantially to the effect that is agreed that the right of the assignee in and to any monies due or to become due to the successful bidder shall be subject to prior liens of all persons, firms, and corporations for services rendered or materials supplied forthe performance of the services called for in this contract. City of Fayetteville, AR Bid 25-33, Low -Profile Equipment Trailers Page 8 of 19 The successful bidder's attention is directed to the fact that all applicable Federal and State laws, municipal ordinances, and the rules and regulations of all authorities having jurisdiction over the services shall apply to the contract throughout, and they will be deemed to be included in the contract as though written out in full herein. The successful bidder shall keep himself/herself fully informed of all laws, ordinances and regulations of the Federal, State, and municipal governments or authorities in any manner affecting those engaged or employed in providing these services or in any way affecting the conduct of the services and of all orders and decrees of bodies or tribunals having any jurisdiction or authority over same. If any discrepancy or inconsistency should be discovered in these Contract Documents or in the specifications herein referred to, in relation to any such law, ordinance, regulation, order or decree, s/he shall herewith report the same in writing to City of Fayetteville. 27. ATTACHMENTS: The following is being provided as additional information to the Bidder: Appendix A: Technical Specifications END OF TERMS AND CONDITIONS City of Fayetteville, AR Bid 25-33, Low -Profile Equipment Trailers Page 9 of 19 City of Fayetteville 25-33, Low -Profile Equipment Trailers SECTION 02: INSTRUCTIONS TO BIDDERS 1. DEFINEDTERMS Terms used in these Instructions to Bidders which are defined in the General Conditions have the meanings assigned to them in the General Conditions. Certain additional terms used in these Instructions to Bidders have the meanings indicated below which are applicable to both the singular and plural thereof. a. Bidder— One who submits a Bid directly to City of Fayetteville as distinct from a sub -bidder, who submits a bid to a Bidder. b. Issuing Office — The office from which the Bidding Documents are to be issued and where the bidding procedures are to be administered. c. Successful Bidder —The lowest, responsible, and responsive Bidder to whom the City of Fayetteville (on the basis of the City of Fayetteville's evaluation as hereinafter provided) makes an award. d. Local Time — Local time is defined as the time in Fayetteville, Arkansas on the due date of the deadline. Bids shall be received before the deadline time as shown by the atomic clock located in the Purchasing Division Office. e. Substitution — Item(s) of material, equipment, or substrate that differs in application method, material, warranty, and/or performance as outlined in the specifications. Substitution requests shall be submitted to the Purchasing Division by bid question deadline. Substitution requests will be addressed via addendum. f. Equivalent (or Equal) — Item(s) of material, equipment, or substrate that meets the application method, material, and performance but may differ in manufacturer and/or warranty from what is specified. Item(s) meeting these criteria shall be considered equal at time of bid. Named manufacturers within the specifications shall be used as a basis of design in regard to establishing a minimum performance standard. 2. COPIES OF BIDDING DOCUMENTS a. Complete sets of the Bidding Documents in the number and for the deposit sum, if any, stated in the Advertisement for Bids may be obtained from the Issuing Office. b. Complete sets of Bidding Documents must be used in preparing Bids. City of Fayetteville does not assume any responsibility for errors or misinterpretations resulting from the use of incomplete sets of Bidding Documents. c. City of Fayetteville in making copies of Bidding Documents available on the above terms do so only for the purpose of obtaining Bids for the Work and do not confer a license or grant for any other use. 3. EXAMINATION OF SITE AND CONTRACT DOCUMENTS a. Bidders shall rely exclusively upon their surveys, estimates, investigations, and other things which are necessary for full and complete information upon which the bid may be made and for which a contract is to be awarded. The Bid Form, providing for unit and lump sum prices bid by the Contractor, contains a statement that all bids are made with the full knowledge of the difficulties and conditions that may be encountered, the kind, quality and quantity of the plans, work to be done, excavation, and materials required and with full knowledge of the drawings, profiles, specifications, and estimates and all provisions of the contract and Bonds. b. Bidders shall promptly notify the Purchasing Division of all conflicts, errors, ambiguities, or discrepancies which Bidder has discovered in or between the Contract Documents and such other related documents. City of Fayetteville, AR Bid 25-33, Low -Profile Equipment Trailers Page 10 of 19 c. On request, City of Fayetteville will provide each Bidder access to the site to conduct such examinations, investigations, explorations, tests, and studies as each Bidder deems necessary for submission of a Bid. Bidder must fill all holes and clean up and restore the site to its former conditions upon completion of such explorations, investigations, tests, and studies. d. The submission of a Bid will constitute an incontrovertible representation by Bidder that Bidder has complied with every requirement of this Section 3, that without exception the Bid is premised upon performing and furnishing the Work required by the Contract Documents and applying the specific means, methods, techniques, sequences, or procedures of construction (if any) that may be shown or indicated or expressly required by the Contract Documents, that Bidder has given the Purchasing Division written notice of all conflicts, errors, ambiguities, and discrepancies that Bidder has discovered in the Contract Documents and that the written resolutions are acceptable to Bidder, and that the Contract Documents are generally sufficient to indicate and convey understanding of all terms and conditions for performing and furnishing the Work. 4. AVAILABILITY OF LANDS FOR WORK AND WORK,BY OTHERS Not applicable 5. INTERPRETATION OF CONTRACT DOCUMENTS AND ADDENDA a. If any person contemplating submitting a bid for construction of the Work is in doubt as to the true meaning of any part of the proposed Contract Documents or finds discrepancies in or omissions from any part of the proposed Contract Documents, he should submit a written request for interpretation thereof to the Purchasing Division not later than seven days before the date set for bid opening. The person submitting the request shall be responsible for its prompt delivery. b. Interpretation or correction of proposed Bidding Documents or Contract Documents will be made only by Addendum through the City's online bidding portal. Only questions answered by formal written Addenda will be binding. Oral and other interpretations or clarifications will be without legal effect. City of Fayetteville will not be responsible for any other explanations or interpretations of the proposed Contract Documents. c. Bidder assumes all responsibility for checking the City's online bidding portal at www.fayetteville-ar.gov/bids for updates and addenda issued to this project. 6. APPROXIMATE ESTIMATE OF QUANTITIES Estimated quantities are approximate only and shall be the basis for receiving unit price bids for each item but shall not be considered by Bidders as actual quantities that may be required for the completion of the proposed work. However, such quantities, at the unit and lump sum prices bid for each item, shall determine the amount of each bid for comparison of Bids and aid in determining the low and responsive Bidder for the purpose of awarding the contract, and will be used as basis for fixing the amount of the required Bonds. 7. BID PRICING a. Bidders must state a price for each item of work named in the Bid. Unit and Lump Sum prices shall include amounts sufficient for the furnishing of all labor, supervision, materials, tools, equipment, transportation and services to construct, erect, and finish completely all the work in this Contract. b. Prices shall include all labor, supervision, materials, equipment, transportation, and services necessary to adequately perform the scope of work. City of Fayetteville, AR Bid 25-33, Low -Profile Equipment Trailers Page 11 of 19 c. Hourly labor rates and markup percentages bid shall include but is not limited to all labor cost, insurance, mobilization, overhead, profit, travel time, bonding, mileage, etc. Prices quoted shall be firm for the term of the contract. The City shall not be charged any additional fees including but not limited to insurance premiums, mobilization, fuel surcharges, etc. d. Line item pricing involving markup percentages on materials shall be input as a DECIMAL amount. For example, if a bidder were to bid a markup of 10%, this percentage would need to be inserted into the line item pricing as ".10" to calculate a 10% increase over the cost of the material. e. Billable hours shall include reasonable drive time to and from Point of Dispatch. Hourly rates shall be inclusive of all fees. No fuel, mileage, surcharge, or additional fees shall be added to any invoice. Point of Dispatch shall be defined as the closest office to the City of Fayetteville, located at 113 W. Mountain St., Fayetteville, AR 72701. Point of Dispatch address shall be on the bid form page of submittal. f. Bidder shall state any discounts to apply. Discounts shall be shown for individual items unless all items have the same percentage of discounts. 8. BID FORM a. Bids are due as indicated in the Advertisement for Bids. b. Bids which are incomplete, unbalanced, conditional, or obscure or which contain additions not called for, erasures, alterations, or irregularities of any kind or which do not comply with these Instructions to Bidders may be rejected as informal or non -responsive at the option of City of Fayetteville. However, City of Fayetteville reserves the right to waive technicalities as to changes, alterations, or revisions and to make the award in the best interest of City of Fayetteville. c. Acceptance of alternate bids is at the City of Fayetteville's discretion, as best services the City of Fayetteville's interest. Each deductive alternate is provided for on the Bid Form (if applicable). The price of the Bid for each alternate will be the amount to be deducted from the price of the Total Base Bid if the City of Fayetteville selects any of the alternates. The unit price amount for each alternate shall be the same as the unit price amount listed in the Bid. d. No Bidder shall divulge the information in the Bid to any person whomsoever, except those having a partnership or other financial interest with him in the Bid, until after the bids have been opened. 9. SIGNATURE ON BIDS a. If the Bid is made by an individual, the firm name must be given, and the Bid Form signed by the individual or a duly authorized agent. If the Bid is made by a partnership, the firm name and the names of each member must be given, and the Bid signed by a member of the partnership, or a person duly authorized. If the Bid is made by a company or corporation, the company or corporate name must be given, and the Bid signed by an officer or agent duly authorized. The corporate seal must be affixed and attested by the secretary or an assistant secretary. The corporate address and state of incorporation must be shown below the signature. b. All names must be typed or printed in black ink below the signature. c. The address and telephone number for communications regarding the Bid must be shown. d. Powers of attorney, properly certified, for agents and others to sign Bids must be in writing and filed with City of Fayetteville. e. The Bid shall also contain a signed acknowledgment of receipt of all Addenda. f. Bidder shall have a valid Arkansas Contractor's License prior to the bid award. Bidder shall have a current, valid registration with the Arkansas Secretary of State prior to the bid award. City of Fayetteville, AR Bid 25-33, Low -Profile Equipment Trailers Page 12 of 19 g. Bidder shall not be debarred from doing business with any government entity. 10. BID BOND Not applicable 11. PERFORMANCE AND PAYMENT BONDS Not applicable 12. INSURANCE REQUIREMENTS Not applicable 13. CONTRACT TERMS Not applicable 14. SUBSTANTIAL/FINAL COMPLETION Not applicable 15. LIQUIDATED DAMAGES Not applicable 16. SUBCONTRACTORS, SUPPLIERS, AND OTHERS Contractor shall not assign or sublet all or any part of this contract without the prior written approval of City of Fayetteville nor shall Contractor allow such subcontractor to commence work until approval of workman's compensation insurance and public liability insurance as may be required. Approval of each subcontract by City of Fayetteville will in no manner release Contractor from any obligations as set out in the Drawings, Specifications, contract, and Bonds. 17. QUALIFICATIONS AND RESPONSIBILITY OF BIDDERS To demonstrate qualifications to perform the Work, each Bidder must be prepared to submit within five days after bid opening, upon City of Fayetteville's request, detailed written evidence such as financial data, present commitments, and other such data as may be called for. Each Bid must contain evidence of Bidder's qualification to do business in the State of Arkansas. 18. DISQUALIFICATIONS OF BIDDERS Any one or more of the following may be considered as sufficient for the disqualification of bidders and the rejection of Bids: a. More than one Bid Form for the same work from an individual, firm, partnership, or corporation under the same or different names. b. Evidence of collusion among bidders. Participants in such collusion may receive no recognition as bidders for any future work. c. Unbalanced Bid Forms in which the prices for some items are out of proportion to the prices for other items, or changes written in, or amendments by letter, or failure to submit a unit price for each item of work for which a bid price is required by the Bid Form, or failure to include all required contract documents. d. Lack of competency as revealed by the financial statement, experience, plant, and equipment statements submitted. Lack of responsibility as shown by past work judged from the standpoint of workmanship and progress. City of Fayetteville, AR Bid 25-33, Low -Profile Equipment Trailers Page 13 of 19 e. Uncompleted work which, in the judgment of City of Fayetteville, might hinder or prevent the prompt completion of additional work if awarded. f. Being in arrears on existing contracts, in litigation with City of Fayetteville, or having defaulted on a previous contract. 19. OPENING OF BIDS Bids will be opened and read aloud publicly in a room designated by City of Fayetteville the day of the bid deadline. A bid tabulation of the amounts of the base Bids and major alternates (if any) will be made available to Bidders after the opening of Bids. 20. EVALUATION OF BIDS a. After the bids are opened and read, the quantities will be extended and totaled in accordance with the bid prices of the accepted Bids. This review of the bids will confirm the low bidder(s). b. In evaluating Bids, City of Fayetteville will consider the qualifications of bidders, whether or not the bids comply with the prescribed requirements, and such alternates, unit prices, and other data as may be requested in the Bid Form or prior to the Notice of Selection(s). c. City of Fayetteville may consider the qualifications and experience of Subcontractors, Suppliers, and other persons and organizations proposed for those portions of the Work as to which the identity of Subcontractors, Suppliers, and other persons and organizations must be submitted as provided in the Supplementary Conditions. City of Fayetteville also may consider the operating costs, maintenance requirements, performance data, and guarantees of major items of materials and equipment proposed for incorporation in the Work when such data is required to be submitted prior to the Notice of Selection(s). 21. RIGHT TO REJECT BIDS a. City of Fayetteville reserves the right to reject any and all Bids, to waive technicalities, and to advertise for new bids. All Bids are subject to this reservation. City of Fayetteville reserves to itself the right to decide which shall be deemed the lowest responsive and responsible Bid. Due consideration will be given to the reputation, financial ability, experience and equipment of the Bidder. b. City of Fayetteville also reserves the right to waive informalities not involving price, time or changes in the Work and to negotiate contract terms with the Successful Bidder. 22. PRICING Not applicable 23. INVOICING Quotes shall be prepared using bid pricing and are not required to be itemized to reflect bid pricing. However, all invoices shall be presented to the City, and shall be fully itemized showing bid pricing to arrive at the final total invoice amount: a. City department that ordered the materials or services b. Order date c. Delivery date or the date of services d. Name of the City employee that requested or picked up the goods, materials, or service e. Bid number or City approved resolution number City of Fayetteville, AR Bid 25-33, Low -Profile Equipment Trailers Page 14 of 19 f. Itemized pricing, showing calculations to correspond with bid pricing including but not limited to hourly rates and markup percentages 24. SIGNING OF AGREEMENT Not applicable 25. MATERIALS GUARANTY Before any bid is awarded, Bidder may be required to furnish a complete statement of the origin, composition, or manufacture of any or all materials proposed to be used in the construction of the Work, together with samples, which may be subjected to tests provided for in the Specifications to determine their quality and fitness for the Work. 26. FAMILIARITY WITH LAWS Bidder is presumed to be familiar with all federal, state, and city laws, ordinances, and regulations which in any manner affect those engaged or employed in the Work, or the materials or equipment used, or that in any way affect the Work and shall in all respects comply with said laws, ordinances, and regulations. No claim of misunderstanding or ignorance on the part of Contractor will in any way serve to modify the provisions of the contract. No representations shall be binding unless embodied in the contract. 27. INDEMNIFICATION To the extent of the limits of the Contractor's Commercial General Liability Insurance, the Contractor shall indemnify and hold harmless the City of Fayetteville against any and all liability, claims, demands, damages, losses, and expenses, including attorneys' fees, in connection with or arising out of any damage or alleged damage to any of the City's existing adjacent property, including personal property, that may arise from the performance of the Work, to the extent caused by the negligent or intentionally wrongful acts or omissions of the Contractor, Subcontractor, Supplier, Sub subcontractor, or anyone employed directly or indirectly by any of them or by anyone for whose acts any of them may be liable. 28. ADDITIONAL LAWS AND REGULATIONS a. If applicable, Bidder shall perform the Work in compliance with all applicable trench safety standards set forth in Occupational Safety and Health Administration (OSHA) Part 1926—Subpart P —Excavations. Is. Any use of a third -party dumpster or roll -off container shall be procured from the City of Fayetteville Recycling and Trash Collection Division. Use of a Non -City dumpster or roll -off container is not allowed. c. Open burning and blasting are not allowed on City projects. d. Contractor is responsible for obtaining all applicable permits; however, fees for City -issued permits shall be waived. END OF INSTRUCTIONS TO BIDDERS City of Fayetteville, AR Bid 25-33, Low -Profile Equipment Trailers Page 15 of 19 City of Fayetteville Bid 25-33, Low -Profile Equipment Trailers SECTION 03: REFERENCES The following information is required from all Bidders so all bids may be reviewed and properly evaluated: COMPANY NAME: NUMBER OF YEARS IN BUSINESS: 5 �2 (�Al'e s OW LONG IN PRESENT LOCATION: TOTAL NUMBER OF CURRENT EMPLOYEES: 3 ) FULLTIME PARTTIME NUMBER OF EMPLOYEES PLANNED FOR THIS CONTRACT: �� FULLTIME PART TIME PLEASE LIST FOUR (4) REFERENCES THAT YOU HAVE PREVIOUSLY PERFORMED SIMILAR CONTRACT SERVICES FOR WITHIN THE PAST FIVE (5) YEARS (All fields must be completed): 1. Lc�l ov✓ic� C°��1����vl h COMPANY NAME A(45y tr) CITY, STATE, ZIP s' ul ii�' �'e CONTACT PERSON L$3(© TELEPHONE DATE COMPLETED Q Lcya0�� E-MAIL ADDRESS 3. I V c F", (L Q tiTa COMPANY NAME CITY, STATE, ZIP -V*' A� 1�' k9 CONTACT PERSON TELEPHONE DATE COMPLETED I E-MAIL ADDRESS 11 City of Fayetteville, AR Bid 25-33, Low -Profile Equipment Trailers Page 16 of 19 2.6�4 O 2C41011� C MIAII NAME CITY, STATE, ZIP CONTACT PERSON TELEPHONE �a ZO's DATE COMPLETED E- AILADDRESS 4. le����? i)l'lr COMPANY `NAME M'pm �i" TD CITY, STATE, ZIP CONTACT PERSON zv1K-%4y -7033 TELEPHONE DATE COMPLETED , &1�udCs �pJA E-MAIL ADDRESS h , c�vLJ City of Fayetteville Bid 25-33, Low -Profile Equipment Trailers SECTION 04: BID FORM 1. DISCLOSURE INFORMATION Upon signing this Bid, the bidder certifies the following: a. Bidder shall disclose any possible conflict of interest with the City of Fayetteville, including, but not limited to, any relationship with any City of Fayetteville employee. Response shall disclose if a known relationship exists between any principal or employee of your firm and any City of Fayetteville employee or elected City of Fayetteville official. If, to your knowledge, no relationship exists, this should also be stated In your response. Failure to disclose such a relationship may result in cancellation of a purchase and/or contract as a result of your response. PLEASE CHECK ONE OF THE FOLLOWING OPTIONS, AS IT APPROPRIATELY APPLIES TO YOUR COMPANY: 1.) NO KNOWN RELATIONSHIP EXISTS 2.) RELATIONSHIP EXISTS (Please explain): b. Bidder has read and agrees to the requirements set forth in this bid, including specifications, terms, standard conditions, and any pertinent information regarding the articles being bid on. c. Unless otherwise noted and explained, the unit(s) bid and listed meets or exceeds all of these requirements as specified by The City of Fayetteville. d. The Bidder can and will comply with all specifications and requirements for delivery, documentation and support as specified herein. e. Pursuant Arkansas Code Annotated §25-1-503, the Contractor agrees and certifies that they do not currently boycott Israel and will not boycott Israel during any time in which they are entering into, or while in contract, with any public entity as defined in §25-1-503. If at any time during contract the contractor decides to boycott Israel, the contractor must notify the contracted public entity in writing. f. Pursuant Arkansas Code Annotated §25-1-1002, the Contractor agrees and certifies that they do not currently boycott Energy, Fossil Fuel, Firearms, and Ammunition Industries during any time in which they are entering Into, or while in contract, with any public entity as defined in §25-1-1002. If at any time during the contract the contractor decides to boycott Energy, Fossil Fuel, Firearms, and/or Ammunition Industries, the contractor must notify the contracted public entity in writing. City of Fayetteville, AR Bid 25-33, Low -Profile Equipment Trailers Page 17 of 19 g. I certify that; as an officer of this organization, or per the attached letter of authorization, am duly authorized to certify the information provided herein is accurate and true; and my organization shall comply with all State and Federal Equal Opportunity and Non -Discrimination requirements and conditions of employment. h. Bidder shall comply with all State and Federal Equal Opportunity and Non -Discrimination requirements and conditions of employment in addition to all federal, state, and local laws. 2. ADDENDA ACKNOLEDGEMENT: Acknowledge receipt of addenda for this invitation to bid by signing and dating below. All addendums are hereby made a part of the bid documents to the same extent as though it were originally included therein. Bidders should indicate their receipt of same in the appropriate blank listed herein. Failure to do so may subject Contractorto disqualification. ADDENDUM NO. SIG ATUREAND PRINTED NAME DATE ACKNOWLEDGED 3. DEBARMENT CERTIFICATION a. As an interested party on this project, you are required to provide debarment/suspension certification indicating compliance with the below Federal Executive Order. Certification can be done by completing and signing this form. b. Federal Executive Order (E.O.) 12549 "Debarment and Suspension" requires that all contractors receiving individual awards, using federal funds, and all sub -recipients certify that the organization and its principals are not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency from doing business with the Federal Government. c. Signature certifies that neither you nor your principal is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. City of Fayetteville, AR Bid 25-33, Low -Profile Equipment Trailers Page 18 of 19 4. SIGNATURE SUBMITTAL *NAME OF COMPANY: ��b�c+ �n 1'154-4eS -TS6O 1 l Purchase order\/Payments shall he Issued to this name *D/B/AorCorporation Name Mo V�eh 3v�� inSY�i�° , 'TA(I *BUSINESS ADDRESS: 5 t D � S' S fro( q3 *CITY: `�i)lo� �INeS� C �1 *STATE: 0)0 *ZIP: (06 aj 3 *PHONE: Spo. L-I 7'e' f-��f� 1 FAX: LJ 1 7--762- 3 46(4 *E-MAIL: (���5 �0� � �d�5°CoI" so VP *TAX IDNUMBER: /13,-0�1�5�`c� (��� AR SECRETARY OF STATE FILING #: o� � W qO UNIQUE ENTITY NUMBER: C*(o CAGE NUMBER: M �i PRINTEDNAME: L)6 gpuoef TITLE: \) \ICC Qg� A'P4 DATE: I Q024— END OF BID FORM City of Fayetteville, AR Bid 25-33, Low -Profile Equipment Trailers Page 19 of 19 City of Fayetteville Bid 25-33, Low -Profile Equipment Trailers Appendix A: Technical Specifications ALL BIDDERS SHALL SUBMIT THIS "TECHNICAL SPECIFICATIONS" SECTION WITH BID. FAILURE TO SUBMIT A RESPONSE ON THIS "TECHNICAL SPECIFICATIONS" FORM IN A COMPLETED FORMAT CAN RESULT IN BID REJECTION. BIDDING REQUIREMENTS: so by writing in "no" and writing on the Cit,/s bid forms how the specification is not met or how or not. 1. GENERAL- 1.1 It is the intent of the following specifications to describe a low -profile equipment trailer. The City of Fayetteville intends to purchase trailers on an as needed basis throughout 2025. Pricing shall remain firm through December 31". 2025. 1.2 This bid is for equipment only. 1.3 All specifications are written to minimums, unless otherwise noted. 1.4 All unit(s) bid shall meet or exceed the minimum requirements, or they will be deemed incomplete and will not be considered for bid award. 1.5 Unit(s) bid shall be new and of the latest standard production model as offered for commercial trade. 2. MANUFACTURER/MODEL— a.1ej Trailer shall be a minimum of 102" wide. 04e5 Trailer shall be equipped with a minimum of 3/16" no slip drive over fenders. c._46 Trailer shall be equipped with a 16" square tubing top rail in front of the fenders. d.145 Trailer shall be equipped with two (2) 60" heavy-duty stand-up ramps with spring assist. e. o Trailer shall be equipped with two (2) 12,000lbs jacks. f.90 Trailer shall be equipped with rub rail and stake pockets. g.'`j&) _ Trailer shall be 18' long plus a 3' dovetail with metal cleats. The total length of the trailer shall be 21'. h`` eA_ Trailer shall be equipped with two (2) 10,0001bs oil bath torsion axles with 82" between the fenders. i.�V Trailer shall be equipped with a 10" frame, or larger. j.'I ?A Trailer shall be equipped with 16 ply tires and include a spare. k. 3 Crossmembers shall have a 12" center. I.� Trailer floor shall be made from either pine or oak. m. ni Trailer shall be equipped with LED lights, including reverse lights, with enclosed wiring. City of Fayetteville, AR Bid 23-33, Low -Profile Equipment Trallers Appendix A: Technical Specifications n)Ae Trailer shall be equipped with six at least (6) EA D-rings, four (4) in front of the fenders \�II and two (2) behind the fenders. o.YV Trailer shall be equipped with an adjustable pintle hitch and a flat plate. City of Fayetteville, AR Bid 25-33, Low -Profile Equipment Trailers Appendix A: Technical Specifications Bid 25-33, Addendum 1 Date: Friday, February 28, 2025 To: All Prospective Vendors From: Kenny Fitch —479.575.8258—kfitch@fayetteviIIe-ar.Bov RE: Bid 25-33, Low -Profile Equipment Trailers This addendum is hereby made a part of the contract documents to the same extent as though it were originally included therein. Interested parties should indicate their receipt of same in the appropriate blank of the Bid. BIDDERS SHALL ACKNOWLEDGE THISADDENDUM ON THE DESIGNATED LOCATION ON THE BID FORM. • DEADLINE EXTENSION: o Due to the following changes of the specifications, the deadline for bid submission has been extended to Tuesday, March 11th at 3:00pm. An updated bid form has replaced the previous bid form to reflect the extended deadline and changes to the specifications. • QUESTION: o Regarding Technical Specification 2c, a 16" square tubing top rail in front of the fenders is not a typical feature on equipment trailers. Is this rail intended to be custom, or was there a make and model used for this specification? • This rail is likely to be custom. Pictures of a current City of Fayetteville trailer with the specified rails will be attached to this addendum for clarification. • SPECIFICATION CHANGES: o Technical Specification 2d has been changed to "Trailee hall be equipped with two (2) 60" heavy-duty stand-up ramps with spring assist." o Technical Specification 2g has been changed to "Trailer deck shalhe 18' long plus a 3' dovetail with metal cleats. The total length of the trailer shall be 21'." ! • ATTACHMENT: o Trailer Photo City of Fayetteville, AR Bid 25 -33, Low -Profile Equiprnent Trallers Page 11 Telecommunications Device for the Deaf TDD(479)521-1316 113 West Mountain- Fayetteville, AR 72701 %. i/ ƒ/ >\\.;f � y, .- � v:d %\\ � \ '4A \ �/HOLDENr CUSTOMER QUOTATION Date / Quote No: )31025-0858HU- 3/10/2025 8:59 Holden Industries, Inc. 5624 S State Hwy 43 Southwest City, MO 64863 Phone (417) 762-3218 Fax(417) 762-3464 Rob Brooks rb ro o k s lob. h o l d e n tra i l e rs. co m Customer Name: Fayetteville Water & Sewer Address: 113 West Mountain Street Fayetteville, AR 72701 Contact: Kenny Fitch Phone / Fax: 479-575-8203 Email: kfitch(a4fayetteville-ar.gov Trailer Model: Holden HUT20 2 $ 18,489.00 $ pintle pull utility trailer Axles: Tandem 10,000 capacity each, rubber torsion with grease zerts Tires: 215/75R17.5" LR-H, 16-ply radials Wheels: 6" x 16", 8-hole disc with lug nut torque markers Spare: one matching spare with mount on tongue Brakes: electric on all wheels with DOT breakaway kit, battery & charger Suspension: slipper spring, underslung Deck Length: 21' total including 18' flat plus 3' cleated beavertail Deck Width: 79" Ramps: 60" long lined wit4 expanded metal and spring assist stand up bars Decking: 2" treated pine Drawbar length: 5' long A -frame Overall width: 102" Lights: LED Sealed beam , rubber mounted with reverse lights Wiring: sealed modular harness with 7-way slotted RV type electric plug Towing device: 3" ID adjustable pintle eye with flat nose plate Jacks: tandem 12000 lbs. jacks w/ spring loaded drop leg with driver's side crank Fenders: 3/16" steel treadplate drive over fenders lined with with raised expanded metal for no slip traction Safety chains: 3/8" P-70 w/safety hooks Stake pockets: 6 pair with rub rails D-rings: 6 each, 4 ahead of fenders and 2 behind fenders Top rails: square tubing x 16" tall around front of deck Frame: 10" channel iron with 3" channel crossmembers on 12: centers stacked on top of main beams Color: Black with DOT conspicuity striping Delivered to Fayetteville, AR 36,978.00 Total: $ 36,978.00 3/10/2025 8:59 AM