6009-OCC-UTV

1.0 SCOPE AND CLASSIFICATION

1.1 Scope: It is the intent of the City of Columbus, Division/Department of Public Utilities to obtain formal bids to establish a contract for the purchase of One (1) Bobcat Utility Terrain Vehicle.

1.2 Classification: The contract resulting from this bid proposal will provide for the purchase and delivery of One (1) Bobcat Utility Terrian Vehicle. All Offerors must document the manufacture certified reseller partnership. Bidders are required to show experience in providing this type of equipment and warranty service as detailed in these specifications.

1.2.1 Bidder Experience: The offeror must submit an outline of its experience and work history in these types of equipment and warranty service for the past five years.

1.2.2 Bidder References: The offeror shall have documented proven successful contracts from at least four customers that the offeror supports that are similar in scope, complexity, and cost to the requirements of this specification.

1.3 For additional information concerning this bid, including procedures on how to submit a proposal, you must go to the City of Columbus Vendor Services web site at and view this bid number.

2.0 APPLICABLE PUBLICATIONS AND STANDARDS

2.1 Must meet or exceed all City, State, Federal safety guidelines and standards.

2.2 All OSHA applicable guidelines and standards.

2.3 Lighting equipment: Department of Transportation (D.O.T.)

2.4 Federal Motor Vehicle Safety Standards (F.M.V.S.S.).

2.5 Environmental Protection Agency (E.P.A.) requirements.

2.6 References to a particular trade or manufacturer's model number are made for descriptive purposes to guide the bidder in interpreting the requirements of the City. They should not be construed as excluding proposals on other types of materials, equipment and supplies.

3.0 REQUIREMENTS

3.1 General Information:

3.1.1 Term: The contract awarded as a result of this proposal is for a one time purchase.

3.1.2 Pricing: Bidders are to bid firm or fixed prices, FOB Destination, Freight Prepaid and Allowed. All pricing must include manufacturer warranty. All manufacturer warranties will be passed on to the City of Columbus.

3.1.3 Quantity: One (1) Bobcat Utility Terrain Vehicle

3.1.4 Quality Standards: The City intends to purchase new, unused and the most current model. The specifications describe a minimum acceptable requirement which a bidder has to meet. However, the bidder is allowed to exceed a minimum requirement where the excess enhances the function of the unit and which the City can accept. It is not acceptable for a bidder to exceed a maximum desired limit.

3.2 Bidder Requirements: The City will use the requirements of this section to determine if each bidder meets the minimum standards to be considered a responsible bidder. Please print, complete and attach Reference pages and attach any supplemental pages as may be necessary to meet these requirements. For instructions on how to attach a document to your bid, go to page 36 of the Vendor Services User Guide.

3.2.1 Experience Required: Documentation shall include (at a minimum) information meeting the following criteria.

3.2.1.1 Equipment and Warranty Capabilities: Offerors must document, and submit in a letter attached to the bid, their capability of providing the equipment and warranty service specified herein.

3.2.1.2 Manufacturer Relationship: The offeror shall provide the history of their relationship with manufacturer(s) that will potentially be providing these types of equipment/parts and warranty service for the past five years, including but not limited to the following:

a) Length of the relationship

b) Level of the relationship

c) A brief history of the relationship

3.2.2 References: The offeror shall have documented proven successful contracts from at least four customers that the offeror supports that are similar in scope, complexity, and cost to the requirements of this specification.

3.2.2.1 Contact Information Required: The reference contact information shall include the customer name, customer e-mail address, street address, telephone number, fax number, contact name and equipment purchase date.

3.2.2.2 Equipment / Warranty Service Information: A description of the equipment/parts provided and type of warranty service that was provided.

3.2.3 Subcontractor Information Required: If subcontractor(s) are to be used, please list names, addresses, telephone numbers and a contact person for each subcontractor. All subcontracts must have valid contract compliance certification.

3.2.3.1 Subcontractor Contact: Should the offeror use subcontractors, the City shall use the offeror as the primary contact point.

3.2.4.1 For further instructions on how to submit "Vendor Questions" through the Vendor Portal, please see Section "Add Vendor Questions" provided on page 47 of the City of Columbus Vendor Services User Guide.

3.2.4.2 The City has instructional videos to assist bidders at the portal. Tutorial videos are available to be viewed through You Tube or by clicking the following link:

Alternates: Bids will be considered on units complying with the specifications. All alternates must be detailed in an attached letter to bid and the Manufacturer and Model clearly identified. Explanations must fully state what is to be furnished. All alternates must exceed specifications. The City of Columbus reserves the right to determine whether any proposed alternates are within the specifications.

4.0 SAMPLING, INSPECTION AND TEST PROCEDURES

4.1 Demonstration: The City reserves the right to require a demonstration of any equipment prior to award of the bid. Such demonstration shall be conducted, at the sole discretion of the City, either on roads in the City of Columbus, or in another municipal setting in Franklin County, Ohio where such equipment is in daily operation. All costs associated with such demonstration are to be the responsibility of the supplier. All demonstrations shall be concluded within five (5) working days after notification of demo request. Failure to comply may be used as a basis for rejection of the bid.

4.2 Inspection: All parts shall be thoroughly, physically inspected upon delivery by an authorized representative of the Division/Department of Water for verification of conformance to the specifications. Any damaged, defective, or substandard item shall be promptly removed by the supplier, and replaced at no cost to the City of Columbus. The supplier will be responsible for all shipping costs.

5.0 ORDERING, DELIVERY and INVOICING

5.1 Ordering Procedure: A written purchase order will be established by the Director of Finance and Management. The Purchase Order will have the delivery information and invoice information.

5.2 Delivery days after Order: Bidder shall insert in the "Discount" tab of the bid the Lead Time expressed as the number of calendar days after receipt of order that delivery will be made. Vendors shall state actual delivery time in calendar days in the space provided under Delivery/Payment Terms. Delivery time may be a factor in determining award of bid. Failure to deliver in the days proposed may lead the City to consider the contract holder in partial or full breach of the contract. In the case of such breach, the City reserves the right to pursue all remedies and actions available under this contract and relevant law.

5.2.1 Delivery Location: The equipment will be delivered FOB Destination Freight Prepaid and Allowed (Seller Bears All Freight Costs) to:

Ryan Conley

910 Dublin RD

Columbus, OH 43215

(SPECIFY IF INSIDE DELIVERY OR ANY OTHER REQUIREMENTS)

5.2.2 The City of Columbus requires no less than twenty-four (24) hours advance notice before the actual delivery. Delivery can be made Monday through Friday 7:00 AM - 2:30 PM (local time), except on a City of Columbus recognized holiday. City of Columbus personnel will uncrate any carton packaging. The contact information and delivery location will be will be included on the Purchase Order.

5.3 Packaging: All items must be packaged in the minimum standard packing material designed to protect against damage during shipment. Note the use of Environmentally Friendly materials is encouraged.

5.4 Invoicing: Each invoice shall show the City Purchase Order number, a brief description identifying the item, the unit price, and the total amount. The invoice amount must exactly match the purchase order amount in accordance with the bid proposal. All Invoices should be mailed to the following address to ensure proper payment:

City of Columbus ATTN: Jason Smith

4211 Groves RD

Columbus, OH 43232

6.0 NOTES

6.1 Online Bidding Instructions: Bidders are requested to quote firm or fixed prices on the corresponding line item(s) only. Within the "Comment" section of each line bidders are requested to provide the make, model and manufactured year of the unit quoted. It is understood that all parts that may not be specifically mentioned must be included to make the unit operational and complete.

6.1.1 Alternates: Bids will be considered on units complying with the specifications. All alternates must be detailed in an attached letter to bid. Explanations must fully state what is to be furnished. All alternates must exceed specifications. The City of Columbus reserves the right to determine whether any proposed alternates are within the specifications.

6.2 Warranty: The equipment specified herein shall be covered by the manufacturer's warranty at no additional charge. Bidders shall submit warranty on a separate sheet attached to the bid proposal.

6.2.1 Warranty Period: The warranty period shall be a minimum of 12 months at no additional charge. Bidders shall submit copies of the warranty as an attachment with the bid proposal.

6.2.2 Delayed Warranty: Bidder shall submit on a separate sheet attached to the bid a procedure for delayed warranty for starting dates to cover the interval between time of delivery of the complete vehicle and the actual date that the equipment is placed in service by the City. This delayed time period will cover inspection, operator and mechanic training, etc.

6.2.3 Fully Franchised: The bidder shall contract with a warranty service provider whose primary business is the sale and/or repair of the equipment proposed in this bid proposal. Warranty service must be performed by a franchised OEM dealer that is authorized by the manufacturer(s) to perform warranty service. The warranty work shall be the responsibility of the successful bidder and the successful bidder shall coordinate all warranty work. Any defects shall be corrected and the equipment returned to the City within ten (10) days for written (mail, email or fax) notification of the service need. Any defects shall be corrected without cost to the City of Columbus. Under no circumstances shall the "out of operation" time of the equipment exceed ninety (90) days. Warranty work is not deemed complete until Fleet Management has accepted work as satisfactory.

6.2.4 Warranty Service Logistics: Cost of transport of equipment for warranty purposes shall be the responsibility of the successful bidder. The successful bidder will be required to pick-up the equipment and transport it to the warranty service location. At the successful bidder's discretion, the equipment may be transported (not towed) to a location within Franklin or contiguous counties. For a warranty service location outside of a contiguous county, the equipment must be transported (not towed).

6.3 Literature:

6.3.1 To aid in the evaluation of bids, all bidders are to furnish with this bid current published literature and Dealer's specifications that best explains the unit offered, model and identification of the options that meet or exceed the specifications. Published literature shall include pictures and complete descriptive matter.

6.3.2 Bidders shall submit a copy of dealer's build sheets with bid.

6.4 Manuals:

6.4.1 The successful bidder shall supply two (2) copies of all parts lists, service, maintenance, and operation manuals upon delivery of the equipment to the City of Columbus. The City of Columbus would prefer that all parts and service manuals be supplied on CD-ROM.

6.5 Correspondences: During the bidding and evaluation process Offerors are strictly prohibited from communicating with any City employees or officers regarding the solicitation. Any communication from the vendor to the City should be limited to only the contact(s) listed in the RFQ and/or below. A violation of this section on the part of the Offeror may lead to disqualification.

All correspondences regarding this bid should be sent via email to