Purchase of Grapple Truck with Knuckleboom Loader and Bypass Grapple

Invitation to Bid
NUMBER
ITB #26-UT-012
PURCHASE OF GRAPPLE TRUCK WITH
KNUCKLEBOOM LOADER AND BYPASS GRAPPLE
Whitney Donovan
Purchasing Coordinator
ITB 26-UT-012 - Purchase of Grapple Truck with Knuckleboom Loader and Bypass Grapple

LEGAL NOTICE
Notice is hereby given that the City of Mount Dora is accepting electronic responses only, for sealed
Invitation To Bid ITB# 26-UT-012, for the purchase and delivery of one (1) Grapple Truck with
Knuckleboom Loader and Bypass Grapple. Bids will be received until 2:00 p.m. on October 12, 2026
ITB# 26-UT-012
"PURCHASE OF GRAPPLE TRUCK WITH KNUCKLEBOOM LOADER AND BYPASS GRAPPLE"
A pre-bid meeting is not applicable for this solicitation.
All meetings, unless noted otherwise, will be held via electronic meeting format. Please be advised that
dates and times, are subject to change and updates posted on the City of Mount Dora's website at www.
mountdora.gov, on www.demandstar.com and in the City Hall Lobby.
The City of Mount Dora does not discriminate based on age, race, color, sex, religion, national origin,
disability or marital status.
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NOTE: Electronic responses will be the only method allowed for Bidders to respond to this solicitation.
Electronic responses are to be provided via DemandStar only. All submittals must be compatible with
Microsoft Office 2007. PDF files are acceptable. Bidding will be done through a secure locked box. Bidders can
only view/submit their Bid and will not have access to any other Bidder's submittals. The Bidder's Bid may be
changed at the Bidder's discretion until the due date and time have been reached at which time the Bidder will no
longer change or have access to the electronic bid submittal. The City will then open the Bids. Bidders who are
bidding for the first time are strongly encouraged to contact DemandStar by e-mailing questions to DemandStar at
www.demandstar.com. All bids must be received by the date and time specified above, when they will be opened,
via computer, and publicly read aloud. The bid time shall be scrupulously observed. The City shall not be
responsible for delays or internet outages caused by any occurrence. The City website does not accommodate
electronic responses to bids. Receipt of a bid in any other form does not satisfy this requirement. No exceptions
will be made.
If you have obtained this document from a source other than directly from DemandStar by Onvia.com you are not
on record as a plan holder. The Purchasing Department takes no responsibility to provide Addenda to parties not
listed as plan holders. The Bidder is responsible for verifying they have received all Bid Addenda.
CAUTION: Bidders should take caution that the City is not responsible for any power outages or internet failures.
It is suggested that you upload your response in adequate time to assure that it will post on the day prior to the
closing date.
1) INTRODUCTION/OVERVIEW
A) Purpose/Objective
The City of Mount Dora has issued this Invitation to Bid (hereinafter, "ITB"), as a joint solicitation on
behalf of the City, the Community Redevelopment Area (CRA) and the Northeast Community
Redevelopment Area (Northeast CRA), with the sole purpose and intent of obtaining competitive
sealed bids from qualified manufacturers and authorized dealers for the purchase and delivery of one (1)
new Grapple Truck with Knuckleboom Loader and Bypass Grapple, in accordance with the
specifications contained herein
The City intends to award this ITB to the lowest responsive and responsible Bidder proposing
equipment that meets the requirements of this ITB. The successful Bidder will hereinafter be referred to
interchangeably as the "Bidder," "Firm," "Vendor," or "Contractor."
If awarded, the purchase shall become effective upon approval by the City of Mount Dora City Council
(hereinafter, the "Council") and issuance of a Purchase Order to the successful Bidder.
B) Background
The city serves an area of 12.29 square miles with a population of approximately 18,896. The City's
fiscal year begins on October 1st and ends on September 30th. The Finance Department maintains the
funds and accounts of the City. The Finance Department is responsible for the custody and accounting
of funds of each department.
More detailed information on the government and its finances can be found in City of Mount Dora's
Annual Comprehensive Financial Report (ACFR) for fiscal year 2023-2024 and in the City's Annual
Budget for fiscal year 2025-2026. Copies of these documents may be viewed on www.mountdora.gov.
The City of Mount Dora is exempt from any and all state, local and federal taxes.
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C) Inquiries
Direct questions related to this ITB to Whitney Donovan, Purchasing Coordinator, and submit such
questions in writing to: donovanw@mountdora.gov. Please include the page and paragraph number for
each question in order to ensure that questions asked are responded to correctly.
Bidders must clearly understand that the only official answer or position of the City will be the one
stated in writing from donovanw@mountdora.gov. All questions asked, along with the answers rendered
will be electronically distributed to firms registered for this solicitation and additionally posted on the
City website (www.mountdora.gov) and on DemandStar (www.demandstar.com).
D) Method of Source Selection
The City is using the Competitive Sealed Bids methodology of source selection for this procurement, as
authorized by Resolution 2021-107 and 2024-36 (amendment) establishing and adopting the City
Purchasing Policy. Each Bid will be reviewed to determine if the Bid is responsive to the ITB. Bids
deemed to be non-responsive may be rejected without being evaluated by the Purchasing Coordinator.
The responsible city department will make a recommendation to the City Council who will make the
final selection(s). A responsive Bid is one which has been signed and submitted by the specified Bid
deadline, and has provided the information required to be submitted with the Bid. Poor formatting, poor
documentation, incomplete or unclear information may be considered substandard submissions and may
adversely impact the evaluation of a Bid. Bidders who fail to comply with the required and/or desired
elements of this ITB do so at their own risk.
The city may, as it deems necessary, conduct discussions with responsible Bidders determined to be in
contention for being selected for award for the purpose of clarification to assure full understanding of,
and responsiveness to solicitation requirements.
E) Pre-Bid Meeting
A pre-bid conference is not applicable for this solicitation.
A non-mandatory mandatory pre-bid meeting will be held on _________, commencing promptly
at _______, and will be held in the __________ Room, located at _______, Mount Dora, Florida 32757.
If this pre-bid conference is denoted as "mandatory," prospective Bidders must be present in order to
submit a bid response.
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F) Projected Timetable
The following projected timetable should be used as a working guide for planning purposes only. The
City reserves the right to adjust this timetable as required during the course of the ITB process.
Events Dates
Issue ITB Notice September 21, 2026
Last Date for Receipt of Written Questions September 30, 2026 - 4:00 pm
Addendum Issued (If Applicable) October 5, 2026
Bid Due/ Opening Date (See Exhibit "D") October 12, 2026 @ 2:00 pm
Issue Notice of Recommendation October 19, 2026
City Council Meeting Date (anticipated) November 3, 2026
2) GENERAL DESCRIPTION / SCOPE
The scope of this solicitation is the purchase and delivery of one (1) new Grapple Truck with
Knuckleboom Loader and Bypass Grapple in accordance with the technical specifications contained in
Exhibit "A."
See Exhibit "A" for detailed Technical Specifications.
MINIMUM CONTRACTOR REQUIREMENTS
The following mandatory minimum requirements have been established, subject to the city's right to
waive minor irregularities. The Bidders shall provide proof of the minimum qualification by furnishing
copies of letters, certificates, etc. (as applicable); which clearly document said qualifications.
A. The Bidder shall be the manufacturer or an authorized dealer or distributor of the proposed
equipment. Documentation demonstrating the Bidder's authorization to sell the proposed
equipment shall be submitted with the Bid.
B. The Bidder shall be authorized to sell the proposed equipment within the State of Florida.
C. Evidence of authority to conduct commercial business in the State of Florida - Provide Sunbiz
report showing your company registered as "Active".
D. The Bidder shall provide manufacturer's literature and specifications demonstrating compliance
with the minimum technical requirements contained in this ITB.
E. The Bidder shall identify the authorized service center closest to the City of Mount Dora that will
provide warranty repairs and service support for the proposed equipment.
F. The Bidder shall clearly identify any exceptions or deviations from the specifications. Failure to
identify exceptions may be interpreted as the Bidder's agreement to meet all requirements of this
ITB.
Failure to provide the appropriate and required documentation with your Bid will be grounds for
deeming your Bid non-responsive and removing it from further consideration.
COMPENSATION
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1. The City agrees to pay the successful Bidder the amount shown on the "Bid Pricing Form" for
furnishing and delivering the equipment specified herein.
2. The city will provide the vendor with a complete and fully executed Purchase Order.
3. The Bidder shall submit an invoice following delivery, inspection, final acceptance of the
equipment, and completion of all required documentation and training. The City shall review the
invoice for accuracy and approval, and payment shall be made in accordance with the Florida
Prompt Payment Act.
3) CITY'S RIGHT TO INSPECT
The City or its authorized Agent shall have the right to inspect the equipment, manufacturer's
documentation, and related materials at any reasonable time to verify compliance with the requirements
and specifications of this ITB.
4) TERMS AND CONDITIONS OF PURCHASE
The purchase resulting from this ITB shall be subject to the terms and conditions of this ITB and the
City-issued Purchase Order. The City will not be obligated to sign any contract, agreement, or other
document provided by the successful Bidder.
The Total Bid Price shall remain firm for a period of ninety (90) days from the Bid due date and, upon
award, shall remain firm through delivery and final acceptance of the equipment by the City.
5) GENERAL TERMS AND CONDITIONS
A) Licenses - Does not apply to this ITB
The Contractor is required to possess the correct occupational license, professional license, and
any other authorizations necessary to carry out and perform the work required pursuant to all
applicable Federal, State and Local Law, Statutes, Ordinances, and rules and regulations of any
kind.
If required and/or requested, copies of the required licenses must be submitted with the bid
response indicating that the entity proposing, as well as the team assigned to the City account,
are properly licensed to perform the activities or work included in the contract documents. A
Contractor, with an office within the city is also required to have a business tax receipt. If you
have questions regarding required professional licenses and Business Tax Receipt, contact the
Finance Department at (352) 735-7120.
B) Principals/Collusion
By submission of this Bid, the undersigned, as Bidder, does declare that the only person or
persons interested in this ITB as principal or principals is/are named therein and that no person
other than therein mentioned has any interest in this ITB or in the contract to be entered into; this
Bid is made without connection with any person, company or parties making a Bid, and that it is
in all respects fair and in good faith without collusion or fraud.
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C) Taxes
The city is exempt from Federal Excise and State of Florida Sales Tax.
D) Relation of City
It is the intent of the parties hereto that the Contractor shall be legally considered an independent
contractor, and that neither the Contractor nor their employees shall, under any circumstances, be
considered employees or agents of the City, and that the City shall be at no time legally
responsible for any negligence on the part of said Contractor, their employees or agents, resulting
in either bodily or personal injury or property damage to any individual, firm, or corporation.
E) Term Contracts - Fund Availability - Does not apply to this ITB.
If funds are not appropriated for continuance of a term contract to completion, cancellation will
be accepted by this Contractor on thirty (30) days prior written notice.
F) Termination - Does not apply to this ITB
Should the Contractor be found to have failed to perform his services in a manner satisfactory to
the City, the City may terminate this Agreement immediately for cause; further the City may
terminate this Agreement for convenience with a thirty (30) day written notice. The City shall be
sole judge of non-performance.
G) Liability
The Contractor will not be held responsible for failure to complete contract due to causes beyond
its control, including, but not limited to, work stoppage, fires, civil disobedience, riots,
rebellions, Acts of Nature and similar occurrences making performance impossible or illegal.
H) Indemnity
The successful Bidder shall indemnify and hold the City harmless from any and all liabilities,
damages, losses and costs, recognizing any applicable limitations under Florida law, with such
indemnification and hold harmless requirements applying to the purchase resulting from this
ITB.
I) Assignment
The Contractor(s) shall not assign, transfer, convey, sublet or otherwise dispose of this contract,
or of any or all of its rights, or interest therein, or his or its power to execute such contract to any
person, company or corporation without prior written consent of the City.
J) Lobbying/Cone of Silence
All Contractors are hereby placed on NOTICE that the City does not wish to be lobbied, either
individually or collectively about a matter for which a firm has submitted a Bids.
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Firms and their agents are not to contact members of the City Council for such purposes as
meeting or introduction, luncheons, dinners, etc. During the process, from Bid advertisement to
final Council approval, no firm or their agent shall contact any other employee of the City in
reference to this Bid, with the exception of the Finance Director or his designee(s). Failure to
abide by this provision may serve as grounds for disqualification for award of this contract to the
Contractor.
K) Single Bid
Each Bidder must submit, with their bid, all of the required forms included in this ITB. Only one
bid from a legal entity as a primary will be considered. A legal entity that submits a bid as a
primary or as part of a partnership or joint venture submitting as primary may not then act as a
sub-Contractor to any other Bidder submitting under the same ITB.
If a legal entity is not submitting as a primary, or, that legal entity may not act as a sub-
contractor to any other firm or firms submitting under the same ITB nor act as part of a
partnership or joint venture to the primary. All submittals in violation of this requirement will be
deemed non-responsive and rejected from further consideration.
L) Protest Procedures
Any appeal or protest to the Invitation To Bid shall be governed by the City of Mount Dora's
Purchasing Policy.
M) Public Entity Crime
A person or affiliate who has been placed on the convicted vendor list following a conviction for
a public entity crime may not submit a bid, bid, or reply on a contract to provide any goods or
services to a public entity; may not submit a bid, bid, or reply on a contract with a public entity
for the construction or repair of a public building or public work; may not submit bids, bids, or
replies on leases of real property to a public entity; may not be awarded or perform work as a
contractor, supplier, subcontractor, or Contractor under a contract with any public entity; and
may not transact business with any public entity for a period of 36 months following the date of
being placed on the convicted vendor list.
N) Conflict of Interest
Bidder shall complete the Conflict-of-Interest Affidavit included as an attachment to this ITB
document. Disclosure of any potential or actual conflict of interest is subject to City staff review
and does not in and of itself disqualify a firm from consideration.
These disclosures are intended to identify and or preclude conflict of interest situations during
contract selection and execution.
O) Responsible Vendor Determination
Prospective Vendor is hereby notified that Florida Statutes, Section 287.05701, requires that the
City may not request documentation of or consider a vendor's social, political, or ideological
interests when determining if the responding party is a responsible Vendor.
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P) Prohibition of Gifts to City Employees
No organization or individual shall offer or give, either directly or indirectly, any favor, gift,
loan, fee, service or other item of value to any City employee, as set forth in Chapter 112, Part
III, Florida Statutes, the current City Ethics Ordinance, and City Administrative Policy.
Violation of this provision may result in one or more of the following consequences: a.
Prohibition by the individual, firm, and/or any employee of the firm from contact with City staff
for a specified period of time; b. Prohibition by the individual and/or firm from doing business
with the City for a specified period of time, including but not limited to: submitting bids, ITB,
and/or quotes; and, c. immediate termination of any contract held by the individual and/or firm
for cause.
Q) Immigration Reform and Control Act
Bidder acknowledges, and without exception or stipulation, any firm(s) receiving an award shall
be fully responsible for complying with the provisions of the Immigration Reform and Control
Act of 1986 as located at 8 U.S.C. 1324, et seq. and regulations relating thereto, as either may be
amended. Failure by the awarded firm(s) to comply with the laws referenced herein shall
constitute a breach of the award agreement and the City shall have the discretion to unilaterally
terminate said agreement immediately.
R) Scrutinized Company List - State of Florida Requirement
Pursuant to Fla. Stat. 287.135, a company or other entity is ineligible to, and may not, bid on,
submit a proposal for, or enter into or renew a contract with the City for goods or services of:
i. One hundred thousand dollars or more if, at the time of bidding on, submitting a proposal
for, or entering into or renewing such contract, the company or other entity is on the
Scrutinized Companies or Other Entities that Boycott Israel List, created pursuant to
Fla. Stat. 215.4725, or is engaged in a boycott of Israel; or
ii. One million dollars or more if, at the time of bidding on, submitting a proposal for, or
entering into or renewing such contract, the company: (i) is on the Scrutinized
Companies with Activities in Sudan List or the Scrutinized Companies with Activities
in Iran Terrorism Sectors List, created pursuant to Fla. Stat. 215.473; or (ii) is
engaged in business operations in Cuba or Syria.
The Respondent representative authorized to sign on the required form found below on behalf
of the bidder CERTIFIES that the entity identified as the Respondent is not listed on either the
Scrutinized Companies with Activities in Sudan List; or the Scrutinized Companies with
Activities in the Iran Petroleum Energy Sector List; is not on the Scrutinized Companies or
Other Entities that Boycott Israel List or participating in a boycott of Israel; and does not have
any business operations with Cuba or Syria. Authorized representative understands that
pursuant to Fla. Stat. 287.135 and 215.473, the submission of a false certification may
subject the Respondent to civil penalties, attorneys' fees, and/or costs. A copy of the current list
of "Scrutinized Companies" can be found at the following link:
https://www.sbafla.com/reporting/.
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6) INSTRUCTIONS FOR BID
A) Compliance with the ITB
Bids must be in strict compliance with this ITB. Failure to comply with all provisions of the ITB
will result in disqualification of Bids.
B) Acknowledgment of Insurance Requirements
By submitting a Bid, the Bidder acknowledges and agrees to comply with the applicable
insurance requirements contained in this ITB. Evidence of required insurance shall be provided
by the successful Bidder upon request by the City.
C) Acknowledgment of Bonding Requirements
By signing its bid, and if applicable, Bidder acknowledges that it has read and understands the
bonding requirements for this bid. Requirements for this solicitation are checked.
Not Applicable at this time.
Bid Bond: Shall be submitted with Bid response in the form of AIA Form 310, or via
irrevocable letter of credit. The bid bond will be in a sum equal to 5% of the total bid amount.
The Bid Bond shall be retained by the City as liquidated damages if the successful Bidder fails to
execute and deliver to the City the unaltered contract, or fails to deliver any required
Performance and Payment Bonds or Certificates of Insurance, all within twenty-one (21)
calendar days after receipt of the Notice of Selection for Award. Bid Bonds shall be executed by
a corporate surety licensed under the laws of the State of Florida to execute such bonds, with
conditions that the surety will, upon demand, forthwith make payment to the City upon said
bond. The Bid Bonds of the three (3) highest ranked Bidders shall be held until the contract has
been executed by the successful Bidder and same has been delivered to the City together with the
required bonds and insurance, after which all three (3) Bid Bonds shall be released to the
respective Bidders. All other Bid Bonds shall be released within fourteen (14) calendar days of
the Evaluation Committee meeting date for shortlisting. No bids including alternates shall be
withdrawn within one hundred and eighty (180) days after the bid closing date thereof. If a bid
is not accepted within said time period it shall be deemed rejected and the Bid Bond shall be
released to the Bidder. In the event that the City awards the contract prior to the expiration of the
one hundred and eighty (180) day period without selecting any or all alternates, the City shall
retain the right to subsequently award to the successful Bidder said alternates at a later time and
approved by the Finance Director or designee, and the successful Bidder.
Performance and Payment Bonds: For projects estimated to be in excess of $200,000, bonds
shall be submitted by the Contractor(s) receiving award, and written for 100% of the award
amount, with the cost borne by the Bidder receiving an award. The Performance and Payment
Bonds shall be underwritten by a surety authorized to do business in the State of Florida and
otherwise acceptable to Owner; provided, however, the surety shall be rated as "A-" or better as
to general policy holders rating and Class V or higher rating as to financial size category and the
amount required shall not exceed 5% of the reported policy holders' surplus, all as reported in
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