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Home My WebLink About109-00 RESOLUTION• RESOLUTION Na 109 00 MICROFILMED A RESOLUTION AWARDING BID NO. 00-56 TO WILLIAMS TRACTOR FOR ITEMS NO. 1, 2, 3 AND 4 IN THE AMOUNT OF $94,200, LESS TRADE VALUE OF $31,760 FOR ITEMS, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15, 16, 17 AND 18, BRINGING THE TOTAL BID TO $62,440. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council hereby awards Bid No. 00-56 to Williams Tractor for Items No. 1, 2, 3 and 4 in the amount of $94,200, less trade value of $31,760 for Items, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15, 16, 17 and 18, bnnging the total bid to $62,440. A copy of the bid tabulation is attached hereto marked Exhibit "A" and made a part hereof. PASSED AND APPROVED this1s` day of' August , 2000. By: A9/70fc Heather Woodruff, City Cleri� APPROVE By: red Hanna, Mayor • NAME OF FILE: �A�! /D 4 00 CROSS REFERENCE: • A/ Date Contents of File Initials ff.-FDD; - /p 9" D D < 7 -N -DO Z-XiifirT 114 " ( Ad) 7:942a,47-roAD(WOO--S0 «/Ioo A4s1A0 to yl%9yoR //AMA yt CI7U GDztocil. 7tyn Zl o i29A41nnlE /e -a2/ ll2te A -Join IL, 4 1?,4s y,QE ZCI? ,PE : / _z -in h ",rc4 m, AMAL zz DO -tel Aen,;ccr4/4b'D4SPAn*4f44,-P- .11-276-66 MSD %D 12.4 0Es T, ,creg l�,P/t7n j� K��,n LeD .��" : Lrt 44 -A446 -L6-14 / 111$-06 trA LAlPogym' rrDA/ (AA&Es /-4) x g -Day iti,o2n (XTy e% X A/ DESCRIPTION: Tractors & Equipment w/Sale or Trade of Tractor & Equipment 2 z COan § Z « 2 § Z 2 $ P / 2 m 2 A 0 b Z % + ¢ 0 z 4 • R. 0 + 0 K CO ¢ S b z t•••• z - Darrell Lackey Williams Ford Tractor Darrell Lackey Williams Ford Tractor ■ % Pt ■ « § o 2 Z ot z _ 0 k 2 z Darrell Lackey 0 fire William Ford Tractor EXHIBIT A - tXw a!* Thew d V 118 I HXB • FLEET J PI 7 INTER-LOFFICE MEMORANDUM TO: Mayor/City Council THRU: John Maguire, Administrative Services Director THRU: Peggy Vice, Purchasing Manager FROM: W. A. Oestreich, Fleet Operations Superintendent DATE: July 18, 2000 SUBJECT: BID AWARD RECOMMENDATION 00-56 PROJECT # 98065 AND 98068 NS Reference the attached Agenda Request for the Award of Bid 00-56, Items #1, 2, 3, and #4 with the acceptance of the trade allowance offered for Items #5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15, 16, 17 & #18. The only qualified bidder meeting specifications is Williams Tractor, P.O.Box 1346, Fayetteville, AR 72702. (Vendor #1346). These are budgeted items for the calendar year 2000. The Bid Tabulation Sheet dated July 18, 2000, is included along with a copy of the formal bid with the attached specifications that was sent to each of the vendors on the Bidders List attached. The items listed have been evaluated for compliance with original specifications along with anticipated Manufacturer and Dealer support necessary to maintain these units in a proper and efficient manner. This bid was sent to 50 prospective bidders, with only two acceptable responses. I spoke to some of the potential bidders for the sale items with the response that they did not feel they would be able to match pricing from a local vendor who would be very competitive. Evaluation of the bid shows that the pricing structure received for the new units is in line with other units on the market in the same size and horsepower category. It has been with an objective attitude that this bid has been evaluated. This recommendation has been reviewed by Pollution Control Plant/Sludge Management Site, Fleet Operations Division and the Equipment Committee. Therefore, the following is submitted for purchase approval by the Council: • • ITEM 1. 145 PTO HP - 4 Wheel Drive Utility Tractor Per Item 1 of Specifications ITEM 2. Mower Conditioner per Item 2 of Specifications ITEM 3. Tedder per Item 3 of Specifications 2 @ $2,850.00 ITEM 4. Rotary Cutter per Item 4 of Specifications TOTAL LESS TRADE ALLOWANCES OFFERED ON THE FOLLOWING: FA# 02306 New Holland Roll -A -Bar Rake VIN: 782843 FA# 02975 Walton Tedder VIN: 2137 7. FA# 02976 Walton Tedder VIN: 2135 8. Unit 537 - John Deere 17 H.P. LX188 Hydrostatic Drive 48" Riding Mower VIN: MOL188X075739 9. FA# 2470 New Holland Pop Up Loader VIN: NSN 10. FA# 2471 Hay Elevator VIN: NSN 11. FA# N/A Service CY-72 Rotary Cutter VIN: NSN 12. FA# N/A 6 Way -7' -Box Blade VIN: 1029 13. FA# 02190 Bush Hog 6' Rotary Cutter VIN: 10125 14. Unit# 968 1411 New Holland Mower Conditioner VIN: 594480 15. Unit#522 John Deere Model 4430 Tractor VIN: 366449R 16. FA# 03048 Rhino Twister TW -72 Rotary Cutter VIN: 10714 $72,500.00 $14,500.00 $ 5,700.00 $ 1,500.00 $94,200.00 $ 2,000.00 $ 1,000.00 $ 750.00 $ 400.00 $ 250.00 $ 100.00 $ 700.00 $ 150.00 $ 500.00 $ 7,500.00 $12,000.00 $ 400.00 • • 17. FA# N/A Land pride 3pt Mower Mdl 25-72 (Less Gearbox) VIN: UNK $ 10.00 18. Unit# 523 1990 Ford Model 1520 Tractor VIN: UH25702 $ 6,000.00 TOTAL CREDIT SUMMARY TO BE DELIVERED AS COMPLETE UNITS: ITEMS 1, 2, 3 & 4 Williams Tractor LESS TRADE CREDIT: ITEMS 5,6,7,8,9.10,11,12,13,14,15,16.17&18 $31,760.00 $94,200.00 <$31,760.00> TOTAL BID AWARD: $ 62,440.00 The budgeted amount for these items is in the Shop Fund Capital Expenditures Program, Vehicles & Equipment, Replacement/Expansion Tractor/Mower Project 98068-001 and Replacement/Expansion Other Vehicles & Equipment Project 98065-001. With the purchase of these items at $62,440.00, a balance of $126,841.00 remains to complete the other items needed in these projects. TO: FROM: DATE: SUBJECT: • Bill Oestreich Roy Reed 20 July, 2000 BID # 2000-56 MEMORANDUM • Mr. Oestreich, After reviewing BID # 2000-56, the 145 h.p.tractor, tedders, mower conditioner, and rotary cutter equipment specifications presented by Williams Ford Tractor have been found to meet the requirements of the Paul R. Noland WasteWater Treatment Facility. Thank you, i/ego..94)\ Roy D. Reed SMS Director City of Fayetteville/OMI • • CITY OF FAYETTEVILLE 113 W. Mountain St. Fayetteville, AR 72701 FLEET OPERATIONS 501-444-3494 INVITATION TO BID BID #: 2000-56 DATE ISSUED: June 28, 2000 DATE & TIME OF OPENING: July 18, 2000 - 11:00 A.M. BUYER: Peggy Vice, Purchasing Manager, Room 306 - (501) 575-8289 DATE REQUIRED AS COMPLETE UNIT: 60 Days from Date of Order F.O.B. Fayetteville, AR ITEM: DESCRIPTION: CITY: • PRICE: *TOTAL 1. 145 PTO HP Tractor per Item #1 of Specifications Attached 1 $ 79 Son nn $ *GUARANTEED DELIVERY SCHEDULE: 60 days 2. Mower Conditioner per Item #2 1 $ 74,500.00 of Specifications Attached *GUARANTEED DELIVERY SCHEDULE: 10 days 3. Tedder per Item #3 2 $ 2,850.00 of Specifications Attached *GUARANTEED DELIVERY SCHEDULE: 10 days 7,5nn nn 5,700.00 1 • • 4. Rotary Cutter per Item #4 of Specifications Attached *GUARANTEED DELIVERY SCHEDULE: 1 $ 1.500.00 $ 1 10 days ITEMS 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15, 16, 17 OFFERED FOR EITHER SALE OR TRADE FA# 02306 New Holland Roll -A -Bar Rake VIN: 782843 .snn on 8r 18 ARE *PRICE: $ 2,000.00 6. FA# 02975 Walton Tedder $ 1 Pn0 n0 VIN: 2137 FA# 02976 Walton Tedder VIN: 2135 8. Unit 537 - John Deere 17 H.P. LX188 Hydrostatic Drive 48" Riding Mower VIN: MOL188X075739 9. FA# 2470 New Holland Pop Up Loader VIN: NSN 750.00 $ 400.00 10. FA# 2471 Hay Elevator VIN: NSN 11. FA# NIA Service CY-72 Rotary Cutter VIN: NSN 12. FA# N/A 6 Way -7' -Box Blade VIN: 1029 13. FA# 02190 Bush Hog 6' Rotary Cutter VIN: 10125 14. Unit# 968 1411 New Holland Mower Conditioner VIN: 594480 2sn nn 100.00 700.00 ao u 2 15. Unit#522 John Deere Model 4430 Tractor VIN: 366449R • $ 17 nnn nn 16. FA# 03048 Rhino Twister TW -72 Rotary Cutter 400.00 VIN: 10714 17. FA# N/A Landpride 3pt Mower Mdl 25-72 (Less Gearbox) 10.00 VIN: UNK 18. Unit# 523 1990 Ford Model 1520 Tractor VIN: UH25702 NOTE: ITEMS 5, 6, 7, 9 10, 11, 13,14, & UNITS LISTED IN ITEM #1, 2, 3, & 4. 'BIDDER IMPOSED RESTRICTIONS ON 15 WILL NOT ITEMS 5, 6, 7, $ 61100 nn BE RELEASED PRIOR TO RECEIPT OF THE 8,9,10,11,12,13,14,15,16,17818 Trade only. EXECUTION OF BID - Upon signing this Bid, the bidder certifies that they have read and agree to the requirements set forth in this bid proposal, including specifications, terms and standard conditions, and pertinent information regarding the articles being bid on, and agree to furnish these articles at the prices stated. Unsigned bids will be rejected. Items marked are mandatory for consideration. *NAME OF FIRM: Williams Tractor P.O. Box 1346 *BUSINESS ADDRESS: *CITY: Fayetteville *PHONE: 501-442-8284 *AUTHORIZED SIGNATURE: P *STAT *ZIP: 727071/46 'TITLE: Virp Pr -pc -iv -lent CO SSNOTE: ALL ITEMS MANDATORY REQUIREMENT IDERATION OF BID. FAILURE TO COMPLETE TTHESEIITEMSMAY RESULT IN REJECTION OF BID. 3 • CITY OF FAYE2TEVILLE BID ATTENDANCE SHEET BID NO. bb S R % COMMODITY +, kb tthEE 4. Qt 5. 6 7. 8. 9 10. 11 12. • COMPANY DATE: TIME: TITL$ LA /1 . ailJi -la-do 6/J eta / 7? 4 • • BIDDERS LIST Tractors 1. Warrior of Arkansas, Inc. 2003 South 8th St. Rogers, AR 72756 Att: Wendell Bridges 501-636-8220 FAX 501-636-1271 2. Springdale Tractor Co. Hwy 68 West Springdale, AR 72764 3 Williams Ford Tractor & Equipment Co. P.O.Box 1346 Fayetteville, AR 72702-1346 4 Aces Inc. Hwy 71 North Springdale, AR 72764 5. E.A.Martin Machinery Co. 802 E. 264 Hwy Springdale, AR 72764 6. Traksan Equipment Co. 1531 E. Ford Ave Springdale, AR 72764 7. J.A.Riggs Tractor Co. 9125 Interstate 30 Little Rock, AR 72209 • • June 19, 2000 BIDDERS LIST SALE ITEMS 1. CULVER TRUCK SALES P.O.BOX 21 GREENLAND, AR 72737 501-521-2870 2. Elliott Equipment Co. 3100 W. 76th Street Davenport, Iowa 52806 Attn: Phil Allen 800-786-4841 FAX 319-391-8823 3. Abdul Waheed 8403 E. 98TH TERRACE KANSAS CITY, MO 64134 816-765-0707 FAX -SAME- WARFORD AUTO WRECKERS INC. PUMP STATION ROAD FAYETTEVILLE, AR 72701 5. DARREL MEREDITH TRUCK SALES 1749 S. SCHOOL FAYETTEVILLE, AR 72701 6. Auto Wholesalers P.O.Box 445 Hollidaysburg, PA 16648 814-696-4343 Fax 814-696-1324 7. Meuser Heavy Equipment 4100 S. Hiway 71B Springdale, AR 72764 501-751-0680 8. CHICAGO MOTORS INC. 2553 WEST CHICAGO AVE. CHICAGO, ILLINOIS 60622 Attn: ANIS GHANIWALA 312-235-6500 (800-942-0005) FAX 312-235-6532 9. GCDC, INC. P.O.BOX 15158 FORT LAUDERDALE, FL 33318 ATTN: ALEX ZAGRUZNY 954.792.7777 FAX 954.792.7050 10. AMI AUTO BROKER 16329 CENTER POINT GROVER, MO 63040 314-458-1380 • • 11. ATLAS AUTO LEASING 750 E. IRVING BLVD. IRVING, TEXAS 75060 972-554-1117 12. Davis Truck & Equipment 4282 Hwy 90 East San Antonio, TX 78219 210.333.5570 Fax 210.333.2217 13. DIXIE SURPLUS EQUIPMENT P.O.BOX 8507 ALEXANDRIA, LOUISIANA 71306 ATTN: KENNETH MCKAY 318-765-3068 FAX:318-765-9312 14. WHITTLE TRUCK SALES P.O.BOX 7061 SPRINGDALE, AR 72766 ATTN: RICK WHITTLE 501-750-9410 15. CENTRAL OKLAHOMA POLICE SUPPLY 1329 N. HARRISON SHAWNEE, OK 74810 ATTN: CHRIS HURLEY 800-259-7177 405-275-7177 16. Trucks & Parts of Tampa 1015 S. 50th St. Tampa, FL 33619 800-488-8889 Attn: Bruce Goldenberg 17. Dale Frederick 6537 Huntsville Rd. Fayetteville, AR 72701 18. Al Coakley 2761 Boxwood Fayetteville, AR 72703 19. Mountain Creek Real Estate Co. P.O.Box 520 Huntsville, AR 72740 Attn: Bill G. Cotton 501-456-2547 Fax 501-738-6262 20. Raymond E. Purser P.O.Box 1489 Huntsville, AR 72740 501-738-6420 • • 21. SITC Services Corp. 18603 E. Hwy. 412 Springdale, AR 72764 Attn: James Dudley 501-751-4001 Fax 303-688-1372 22. Police Cars Unlimited P.O.Box 770893 Woodside, NY 11377 Attn: Tammy 23. Reeder Simco Truck Center, Inc. 3421 South Zero Fort Smith, AR 72908 Attn: Ken Plemmons 800-643-2013 Fax 501-646-0533 24. Dickson Equipment Co., Inc. P. O. Box 565242 Dallas, TX 75356-5242 800.634.7531 Fax 214.741.5515 25. Hancock Farms Equipment & Supply 290 East Main - Hwy 62 Farmington, AR 72730 Attn: Brad Hancock 501-267-3685 26. AG Products 2525 W. Broadway Phoenix, AZ 85041 602-268-8707 27. Methvin Sanitation, Inc. Rte. 1 - Box 271 D Lead Hill, AR 72644 Attn: Mark Methvin 870.436.8095 28. Gary L. Cooper Rte. 1 - Box 356 Prairie Grove, AR 72753 501.761.3686 501.761.3348 29. Fayetteville Tree Service P.O. Box 376 West Fork, AR 72774 Attn: Ken Rogers 501.575.0977 501.443.5407 30. Don Lee Harding 113 Lark Lane Farmington, AR 72730 501.267.2428 • • 31. J. Hall Wood 919 Janelle Fayetteville, AR 72701 32. Travis Dotson Rt. 1 - Box 21 Wesley, AR 72773 501.456.2678 33. Bush Machinery Inc. P.O.Box 850 Blue Springs, MO 64013 800.443.6415 FAX 816.229.9800 34. Unlimited Resources Corporation Highway 63 South Route 1, Box 25E Cairo, MO 65239 800.423.9062 FAX 660.263.1185 Att: Harold Reisch 35. Lawrence Motors P.O.Box 472 Morton Grove, IL 60053 773.693.2060 FAX 773.693.9560 Att: Lawrence Van De Walle Email: l awren cemoto rs@h otmai I. com 36. Asia Motors, Inc. 1659 W. Grand Ave. Chicago, IL 60622 312.733.1777 (888.741.1777) FAX 312.733.1745 37. RDK Truck Sales & Service 3214 Alamo Dr. Tampa, FL 33605 888.735.8789 Fax 813.241.0414 38. Gunter's Services Inc. 7501 Stadium Blvd. Kansas City MO 64129 800.697.3573 Fax 816.921.0194 39. Joe Stevens 429 Sutton Fayetteville, AR 72702 40. Shane Hausam 15483 Riches Road WC841 Fayetteville AR 72704 501.587.1980 501.575.8390 280 SERIES n' CUU'irE Five, Six -and Seven -Foot Models for All Medium Duty Cutting Jobs. Header flotation is ensy to adjust, so you can cut more crop witli lar scalping or Imp damage. 5 New Holland 70 Series GENESIS'*" 145 to 210 PTO hp Tractors 8670 8770 8870 8970 NW HOLLAN.7 • • • CITY OF FAYETTEVILLE 113 W. Mountain St. Fayetteville, AR 72701 FLEET OPERATIONS 501-444-3494 INVITATION TO BID BID #: 2000-56 DATE ISSUED: June 28, 2000 QI Tf-oe DATE & TIME OF OPENING: July 18, 2000 - 11:00 A.M. BUYER: Peggy Vice, Purchasing Manager, Room 306 - (501) 575-8289 DATE REQUIRED AS COMPLETE UNIT: 60 Days from Date of Order F.O.B. Fayetteville, AR ITEM: DESCRIPTION: QTY: " PRICE: *TOTAL 1. 145 PTO HP Tractor per Item #1 of Specifications Attached 1 $ $ *GUARANTEED DELIVERY SCHEDULE: 2. Mower Conditioner per Item #2 of Specifications Attached 1 $ $ *GUARANTEED DELIVERY SCHEDULE: 3. Tedder per Item #3 of Specifications Attached 2 $ $ *GUARANTEED DELIVERY SCHEDULE: 1 4. Rotary Cutter per Item #4 of Specifications Attached 1 $ *GUARANTEED DELIVERY SCHEDULE: ITEMS 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15, 16, 17 & 18 ARE OFFERED FOR EITHER SALE OR TRADE *PRICE: 5. FA# 02306 New Holland Roll -A -Bar Rake VIN:782843 6. FA# 02975 Walton Tedder VIN: 2137 7. FA# 02976 Walton Tedder VIN: 2135 8. Unit 537 - John Deere 17 H.P. LX188 Hydrostatic Drive 48" Riding Mower VIN: MOL188X075739 9. FA# 2470 New Holland Pop Up Loader VIN: NSN 10. FA# 2471 Hay Elevator VIN: NSN 11. FA# N/A Service CV -72 Rotary Cutter VIN: NSN 12. FA# N/A 6 Way -7' -Box Blade VIN: 1029 13. FA# 02190 Bush Hog 6' Rotary Cutter VIN: 10125 14. Unit# 968 1411 New Holland Mower Conditioner VIN: 594480 F Ii 15. Unit#522 John Deere Model 4430 Tractor VIN: 366449R 16. FA# 03048 Rhino Twister TW-72 Rotary Cutter VIN: 10714 17. FA# N/A Landpride 3pt Mower Mdl 25-72 (Less Gearbox) VIN: UNK 18. Unit# 523 1990 Ford Model 1520 Tractor VIN: UH25702 *BIDDER IMPOSED RESTRICTIONS ON ITEMS 5, 6, 7, 8,9 10, 11, 12, 13, 14, 15, 16, 17 & 18 EXECUTION OF BID - Upon signing this Bid, the bidder certifies that they have read and agree to the requirements set forth in this bid proposal, including specifications, terms and standard conditions, and pertinent information regarding the articles being bid on, and agree to furnish these articles at the prices stated. Unsigned bids will be rejected. Items marked * are mandatory for consideration. *NAME OF *BUSINESS ADDRESS: *CITY: *STATE: *ZIP: *PHONE: *AUTHORIZED SIGNATURE: *TITLE PLEASE NOTE: ALL ITEMS MARKED*ARE CONSIDERED MANDATORY REQUIREMENT FOR CONSIDERATION OF BID. FAILURE TO COMPLETE THESE ITEMS MAY RESULT IN REJECTION OF BID. 3 BID 2000-56 SPECIAL TERMS & CONDITIONS ITEMS #1, 2, 3, &4 THIS 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 ANY COSTS INCURRED BY THE BIDDER IN THE PREPARATION OF THIS BID. All bids shall be submitted on forms provided by the City with the item bid and the bid number stated on the face of the sealed envelope. Bidders MUST provide the City with their bids signed by an employee or officer 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. 2. Bidders shall include all applicable local, state, and federal sales tax in this bid: The responsibility of payment shall remain with the successful bidder. Tax amount MUST show as a separate item. II 3. Bids received after the date and time set for receiving bids will NOT be considered. The City will NOT be responsible for misdirected bids. Vendor should call the Purchasing Office at (501) 575-8289 to insure receipt of their bid documents prior to opening date and time listed on the bid form. 4. The City reserves the right to accept or reject any or all bids, waive formalities in the bidding and make a bid award deemed to be in the best interest of the City. The City shall be able to purchase more or less than the quantity indicated subject to availability of funds. 5. Each bidder MUST state on the face of the bid form the anticipated number of days from the date of receipt of order for delivery of the completed units to the City of Fayetteville, Arkansas. 6. Time is specifically made of the essence of this contract and failure to deliver on or before the time specified in the contract may subject the contractor to the payment of damages. 7. All bid prices shall be FOB Fleet Operations, 1525 S. Happy Hollow Rd., Fayetteville, AR, 72701, and shall include all dealer preparation charges, labor, materials, overhead, profit, insurance, inspection fees, etc., to cover the furnishing of the unittunits bid. 8. Standard Manufacturers Warranty shall apply to each unit as specified. A copy of the applicable warranty MUST accompany the bid with any exception to the warranty clearly noted on the Bid Form. Warranty on accessories/equipment furnished by an after market vendor MUST be noted. 9. Any exceptions to the requirements of the City of Fayetteville MUST be noted on the Bid Form. If products and/or components other than those described on this bid document are proposed, the bidder must include complete descriptive literature and technical specifications. The City reserves the right to request any additional information it deems necessary from any or all bidders after the submission deadline. 41 I 10. Installation of Dealership/Distributorship Logo is PROHIBITED. 11. The completed unit delivered to the City of Fayetteville shall comply with all accepted commercial standards for materials and supplies which are new and unused except for normal testing and evaluation needed to prior to release for delivery. 11. All items marked "MANDATORY REQUIREMENT FOR CONSIDERATION OF BID" MUST be completed and returned with the bid or the bid may be considered as non -responsive and rejected on that basis. 12. Parts and Service Manuals shall be provided to cover the Chassis, Power train, Body and any modifications to production items. 13. A training session shall be provided at a City of Fayetteville Facility to familiarize City Employees with the operational and maintenance needs of any special equipment furnished. ADDITIONAL TERMS AND CONDITIONS SALE ITEMS ONLY ITEMS #5,6,7,8,9,10,11,12,13,14,15,16,17&18 All bids shall be submitted on forms provided by the City. Bids received after the date and time set for receiving bids will not be considered. 3. The City reserves the right to accept or reject any or all bids, waive formalities in the bidding and make a bid award deemed to be in the best interest of the City. 4. The City assumes no responsibility for the safety of the Bidder during inspection of the item listed herein. 5. The items listed will be sold "AS IS -WHERE IS" with no warranty either express or implied. 6. Arrangements for inspection may be made by appointment with Fayetteville Fleet Operations Division, 1525 S. Happy Hollow Road, Fayetteville, AR., 501-444-3494 & 501- 444-3496, between 9:00 A.M. and 4:00 P.M. Wednesday, July 5, 2000 thru Friday, July 7, 2000 and Monday, July 10, 2000 thru Friday, July 14, 2000. 7. Questions regarding these items may be directed to the Fleet Operations Division, 1525 S. Happy Hollow Road, Fayetteville, AR., 72701 501-444-3494 & 501-444-3496 8. Notification of bid award will not be made prior to proper approval of the acceptance of this bid by the City. Therefore, the following provisions for payment and possession are contingent on required approval by the City of Fayetteville. A. Payment for the item/items listed herein shall be made after notification of bid award and prior to release of the item/items awarded. B. Removal of the item/items listed herein awarded to the successful bidder shall be the sole responsibility of said successful bidder. 9. The item bid and the bid number shall be stated on the face of the sealed bid envelope. BID#2000-56 BASIC SPECIFICATIONS TRACTOR & MISC. EQUIPMENT General Specification Requirements are as follows for TRACTOR & MISC. EQUIPMENT. These are MINIMUM SPECIFICATIONS ONLY and are not limited or restricted to the following. ALL UPGRADE OR DOWNGRADE VARIATIONS/DEVIATIONS/SUBSTITUTIONS MUST BE CLEARLY ANNOTATED. IN THE ABSENCE OF SUCH STATEMENTS, THE BID SHALL BE ACCEPTED AS IN STRICT COMPLIANCE WITH ALL TERMS. CONDITIONS, AND SPECIFICATIONS AND THE SUPPLIER SHALL BE HELD LIABLE. Alternates will be considered provided each Supplier clearly states on the face of his proposal exactly what he proposes to furnish and forwards necessary descriptive material which will clearly indicate the character of the article covered by his bid. All Bids are subject to Staff analysis: Fleet standardization requirements, replacement parts availability, warranty service availability and Manufacturer/Distributor/Dealer Field support of operational units will be considered. All Units Bid shall show deviations to line item specifications on the "Minimum Specification" attached with referral to each item. Utilizing a copy of these specifications with variations "hi-lited" and specifics noted is suggested. ANY BIDDER, WHETHER A MANUFACTURER OR DESIGNATED DEALER, WHO CAN PROVIDE MATERIALS , FEATURES OR OPTIONS TO MEET THE SPECIFICATIONS OUTLINED HEREIN AND WILFULLY FAILS TO DO SO BECAUSE OF PRICE OR TO GAIN A PRICING ADVANTAGE IN A COMPETITIVE BID SITUATION WILL BE DEEMED NON- RESPONSIVE. ANY FURTHER CONSIDERATION OF. THEIR BID SUBMISSION WILL NOT BE CONSIDERED. SHOULD THEIR CURRENT LITERATURE OR PRICE LISTS FOR MATERIALS, FEATURES, OR OPTIONS INDICATE THEIR ABILITY TO PROVIDE SAME TO MEET THESE SPECIFICATIONS, AND THEY FAIL TO DO SO, THEY WILL BE DEEMED NON -RESPONSIVE AND DECLARED INELIGIBLE TO RECEIVE THE AWARD FOR THE UNIT SPECIFIED. FINALLY, ANY CLAIMS THAT AN ITEM BID EXCEEDS THE STATED SPECIFICATION MUST BE DEMONSTRATED IN A PERFORMANCE DEMONSTRATION IN DIRECT COMPETITION WITH OTHER UNITS BID BY OTHER MANUFACTURERS PRIOR TO AN AWARD OR THE BID WILL BE DEEMED UNRESPONSIVE FOR FAILURE TO SUBSTANTIATE THE CLAIM. All equipment shall be new and unused and of the Manufacturers Current Model Year and shall include all standard equipment as advertised by the Manufacturer. All vehicles and equipment listed herein shall comply with applicable Federal and State Safety, Emission and Pollution Control Requirements in effect at time of delivery. Standard Manufacturer's Warranty shall be furnished. Minimum Warranty period shall be no less than 1 year. Field demonstrations of currently operational units which are offered as a substitute, variation, or deviation may be required as part of Staff analysis at the option of Staff members or other qualified interested parties. Properly documented referrals may be required of vendors which allows field evaluation of units in a comparable operational area. The City of Fayetteville reserves the right to accept the best bid for the City, and is not required to accept the lowest priced bid. The City also reserves the right to reject any or all bids and will be the sole judge of what comprises the best and most advantageous unit to meet the needs of the City. GENERAL PROVISIONS AND REQUIREMENTS 1. GENERAL It is the intent and purpose of these specifications to secure for the purchaser the necessary equipment and accessories which will be capable of performing in a safe, practical and efficient manner consistent with accepted commercial standards. 2. MATERIALS AND WORKMANSHIP All equipment, materials and workmanship shall be of the highest grade in accordance with modem practice . The equipment supplied will be new and unused except for the necessary testing, calibration and transportation. 3. WARRANTY All items furnished in accordance with these specifications shall be covered by the manufacturer's and/orsupplier's standard warranty or guarantee on new equipment. The minimum warranty period on new equipment must be one year. Warranty which will be honored by other than the supplier bidding must be annotated. 4. PARTS AND SERVICE To best service the requirements of the purchaser, it is the intent of these specifications to secure equipment, which can be properly maintained and serviced without the necessity of stocking an expensive parts inventory or being subjected to long periods of interrupted service due to the lack of spare parts. All suppliers submitting proposals must have available a parts and service facility within an area to allow 1 day service on any parts or service needs. The facility shall be staffed with full time technical personnel, as well as order and shipping personnel, during regular business hours and days. A complete set of Parts and Service Manuals are to be provided for each unit. ITEM 1. 145 PTO HP UTILITY TRACTOR COMPLIANCE WITH APPLICABLE FMVSS SUPERCEDES REQUIREMENTS AS LISTED BELOW. MINIMUM SPECIFICATIONS ONLY OPERATOR AREA: Enclosed Cab with OEM Heater and Air Conditioner, AM/FM Radio, Locking Fuel Filler Cap, Hood Lock Bracket, Electric Hour Meter, Back Up Alarm, Cushioned Seat with Belt, Rear View Mirror, Hand & Foot Throttle, Tachometer, Fuel Gauge, Coolant Temperature Gauge, Air Cleaner Restriction Indicator, Oil Pressure Warning Lamp and Alternator Warning Lamp. DIESEL ENGINE: 6 CYL. MINIMUM ONLY: 456 C.I.D., NET 145 P.T.O. H.P., Turbocharged, Intercooled, 22 Qt. Oil Cap., 28 Qt. Coolant Cap., Fuel Filter with Water/Sediment Separator, Automatic Warning System with Automatic Shut Down, Manifold Cold Start Aid, Electric Fuel Shut-off. I MANDATORY REQUIREMENT FOR CONSIDERATION. PLEASE STATE: MANUFACTURER: MODEL DESIGNATION: C.I.D. DISPLACEMENT: NET H.P. RATING: TORQUE RATING: @ R.P.M.' TRANSMISSION: 16 X 9 Progammable Shuttle Powershift POWER TAKE -OFF: Independent Hydraulic actuation, 540/1000 RPM. REAR AXLE: FRONT AXLE: ALTERNATOR: 60"-124" Tread, W/Differential Lock, Wet Disc Brakes. FWD 60"-88" Tread, 178" Turning Radius w/72"Tread Setting, w/fenders. 130 AMP. BATTERY: 12 Volt - 1900 C.C.A. 8 ITEM 2. FUEL SYSTEM: TIRES: 110 Gal. Cap. Tank 14.9 R-28 Front- 18.4 R-38 Rear. SAFETY EQUIPMENT: Back -Up Alarm, Front & Rear Work Lights Total Combination of 15, MINIMUM of 2 Flashing Safety Lights, Directional Lights, Tail Lights, 2 Halogen Headlamps, Horn, Front Weight Bracket with 12 - 88 lb. Weights, External Rear View Mirror, Hydraulic Coupler to Dump Sump and Full Harness for Hesston 4755 Baler. HYDRAULIC SYSTEM: Closed Center/Load Sensing, 2750 psi, 55 gpm, 4 Valve - 8 Port. THREE POINT HITCH: Draft Sensing Top Link w/2 Lever Control, 12,500 lb. Cap, Category III. TRANSPORT WIDTH: 11'3" FIELD WIDTH: 16' TRANSPORT LENGTH: 16'10" FIELD LENGTH: 15'7" TRANSPORT HEIGHT: 5'3" CUTTING HEIGHT: 4'5" TRANSPORT GROUND CLEARANCE: 18: WHEEL TREAD WIDTH: 8'8" WEIGHT: 4100 lb. DRIVE PROTECTION: Main driveline-slip clutch with overrunning clutch, conditioner roll drive - v -belt with spring loaded idler. HEADER: 104" Cutting Width, Vertical and radial flotation, 36" - 84" Windrow Width, Hydraulic Header Lift. CUTTER BAR: Modular, 8 - 19.7" Disc w/2 knives per disc, Bevel Gear drive in sealed module, 3000 RPM, 1.25" - 3" Cutting Height, -2 deg. To -10 deg. Cutter Bar Angle, • CONDITIONER: Intermeshing Rolls w/4HB v -belt & spur gear drive. ROLLS: Molded rubberw/intermeshing chevron design, 102" length, 10.38" dia. 635 RPM. TRAVEL SPEED: 9 MPH. CAPACITY: 6.1 A/hr @6 MPH & 80% field efficiency. TIRE: 11 LX 15 - 6 ply tubeless agricultural implement 2. fli JACK: Side -Wind TONGUE SWING: Hydraulic ITEM 3. TEDDER WORKING WIDTH: 174" TRANSPORT WIDTH: 8'4" TIRES: 350 X 8 ROTORS: 4 ARMS PER ROTOR: 6 TINES: 24R OPERATING SPEED: 10 MPH WEIGHT: 1070 LB. ITEM 4. ROTARY CUTTER CUTTING WIDTH: 6' TRANSPORT WIDTH: 77" LENGTH: 114" HITCH: CAT II 4 l CUTTING HEIGHT: 1-1/2" TO 10-1/2" CUTTING CAPACITY: 2" 10 STAFF REVIEW FORM XX AGENDA REQUEST CONTRACT REVIEW GRANT REVIEW For the Fayetteville City Council meeting of August 1, 2000 FROM W.A.Oestreich Fleet Operations Administrative Services Name Division Department r r'rrnta RRQTTTRVn- Acceptance of the qualified Bidder for the purchase of 1 Tractor, 1 Mower Conditioner, 2 Tedders, and 1 Rotary Mower (Items 1, 2, 3 & 4 - Bid 00-56) with the trade of 14 various used items which were declared surplus or are being replaced by the items purchased (Items 5 thru 18 - Bid 00-56) The Vendor for this purchase will be Williams Tractor, P.O.Box 1346, Fayetteville, AR 72702 (Vendor #1346). rngT Tn rTmy• Cost:$ 94,200.00 Trade Allowance: $31,760.00 Net Cost:$ 62,440.00 $ 62,440.00 Cost of this Request 9700-1920-5802.00 Account Number 98068 & 98065 Project Number BUDGET REVIEW: Coordinator $ 270,001.00 Category/Project Budget $ 80,720.00 Funds Used To Date $ 189,281.00 Remaining Balance XX Budgeted Item Repl/Exp Other Veh/Equip Repl/Exp Tractor/Mower Category/Project Name Vehicles & Equipment Program Name C-oR Shop Fund Budget Adjustment Attached ve Services Director REVIEW: GRANTING AGENCY: c I a/-od Acckintin Ma er Date�,(� ADA Coordinator Date/ uu tty Attorn Date Int nal Auditor Date 7-aotoo Purchasing Officer Date G'T T rr nL+nranlr'mT TT1T. Acceptance of Bid 00-56 with the Authorization to Purchase Items 1, 2, 3 & 4 With acceptance of trade allowance offer of Items 5, 6, 7, 8, 9, 10, 11, 12, Division Head Date Cross Reference New Item: Yes No Date �J\� / �U for ate 71/ DO Date Prev Ord/Res #: Orig Contract Date: RESOLUTION NO. 109„00 A RESOLUTION AWARDING BID NO. 00-56 TO WILLIAMS TRACTOR FOR ITEMS NO. 1, 2, 3 AND 4 IN THE AMOUNT OF $94,200, LESS TRADE VALUE OF $31,760 FOR ITEMS, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15, 16, 17 AND 18, BRINGING THE TOTAL BID TO $62,440. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council hereby awards Bid No. 00-56 to Williams Tractor for Items No. 1, 2, 3 and 4 in the amount of, $94,200, less trade value of $31,760 for Items, 5 6 7 8, 9, 10, 11, 12, 13, 14, 15, 16, 17 and 18, bunging the total bid to $62,440. A copy of the bid tabulation is attached hereto marked Exhibit !'A" and made a part hereof. PASSED AND APPROVED this 1" day of August , 2000. APPROVE 0i By: red Hanna, Mayor