IFB 2633 Automated Gate Bid Package

INVITATION FOR BID IFB No. 2633
CITY OF PIQUA, OHIO
Purchasing Department
201 W. Water St.
Piqua, Oh 45356 Date: October 7,2026
For further information contact:
Bev Yount, NIGP-CPP, CPPB
Contract & Purchasing Manager
Phone: 937-778-4002
Email: byount@piquaoh.gov
Your sealed, written bid is requested for: Installation of an Automated Gate per the included bid form and
specifications.
Bids must be received in Purchasing Office no later than: 2:00 P.M. Thursday, October 29, 2026
Envelopes shall be plainly marked: IFB 2633 Gate on left, lower comer of envelope
Envelopes should be addressed as follows: Bev Yount
City of Piqua-Purchasing Dept.
201 W. Water St.
Piqua, OH 45356
User agency: Streets Department
Location: 859 S. Main St., Piqua, Ohio 45356
Submit signed original bid and one (1) copy of the bid.
Bidder is requested to use the City's bid form that is enclosed, as none other will be accepted.
LEGIBLE INFORMATION MUST BE GIVEN IN THE SPACES PROVIDED.
A copy of the Bid Tabulation may be obtained by sending a stamped self-addressed envelope.
All federal, state, and local laws regarding competitive bidding, anti-competitive practices, and conflict of
interest shall be applicable to this I.F.B.
Bids are to include all shipping costs to the point of delivery as indicated above.
The City ofPiqua is exempt from payment of federal excise taxes and state retail sales taxes (Federal Excise
Tax Exemption Certification No. 31-6000136).
State Manufacturer and Model No. of items you are bidding and send DESCRIPTIVE LITERATURE on
same with your bid. Any brand names on our bid form are to establish quality levels and do not indicate
preference.
The City ofPiqua reserves the right to reject any or all bids, to waive any irregularities in a bid, or to accept
the bid or bids which the judgment of proper officials, is to the best interest of the City.
The City ofPiqua reserves the right to accept a part or parts of a bid unless otherwise restricted in the bid. If
you are not in a position to quote, advise to this effect so we may keep your name on our active bid list.

BID to the
City ofPiqua, Ohio
Purchasing Department
Reply To I.F.B. 2633 - Automated Gate No Later Than: October 29, 2026 at 2:00 p.m.
Via mail or hand deliver to Bev Yount, Contract & Purchasing Manager, City ofPiqua, 201 W. Water St.
Piqua, OH 45356. The undersigned proposes and agrees to furnish any or all items bid at the prices stated
herein.
STREETS DEFT. AUTOMATED GATE
The City ofPiqua is accepting bids from qualified and experienced contractors for the furnishing and
installation of a new automated security gate at the City ofPiqua Public Works Department, located at 859
S. Main Street, Piqua, Ohio 45356.
The successful contractor shall furnish all labor, materials, equipment, supervision, and incidental items
necessaiy to provide a complete, operational, and professionally installed automated gate system in
accordance with the requirements outlined below.
All work shall be performed in a professional and workmanlike manner and in accordance with applicable
federal, state, and local codes, regulations, and manufacturer requirements.
1. AUTOMATED GATE SYSTEM
The contractor shall furnish and install one horizonal 26'-0" x 7'-0" gate as shown in Exhibit A.
The automated gate system shall include, at a minimum:
A. Safety and Operating Equipment
1. One (1) flashing warning strobe.
2. Safety sensors appropriate for the automated gate system.
3. Free-exit safety loops.
4. All necessary controls, wiring, hardware, and accessories required for a complete and operational
system.
5. The gate operator shall be programmable to allow the gate to remain in the open position during
designated periods, as directed by the City.
B. Access Control
1. One (1) HID card reader mounted on a gooseneck pedestal on the driver's side of the entrance.

2. One (1) long-range vehicle access reader.
3. Fifty (50) vehicle access tags for City ofPiqua vehicles.
4. One (1) wireless receiver capable of allowing authorized personnel to open and operate the gate
using a mobile phone or other compatible device.
5. Contractor shall program and test all access-control equipment to verify proper operation prior to
final acceptance.
2. ELECTRICAL REQUIREMENTS
1. A dedicated 120-volt, 20-amp electrical circuit shall be provided by the City/Others at the
designated gate location.
2. The contractor shall be responsible for all electrical connections, wiring, controls, and other
electrical work necessary from the point of connection to the gate operator and associated
equipment.
3. All electrical work performed by the contractor shall comply with applicable electrical codes and
manufacturer requirements.
4. The contractor shall coordinate with the City regarding the location and availability of the electrical
service prior to installation.
3. CONCRETE PAD
1. The contractor shall coordinate the required pad dimensions, location, anchor-bolt configuration,
and other installation requirements with the gate manufacturer prior to construction.
2. The contractor shall verify that the concrete pad is suitable for installation before mobilizing
equipment.
3. Any required modifications to the concrete pad resulting from contractor or manufacturer
requirements shall be identified to the City prior to commencement of work.
4. BOLLARDS
The contractor shall furnish and install:
1. Four (4) 6 5/8" diameter x 6' high yellow-sleeved bollards.
2. Bollards shall be securely installed and positioned to provide protection for the gate operator and
associated equipment while maintaining required vehicle access and gate operation.

5. DEMOLITION AND SITE PREPARATION
The performing contractor shall be responsible for all demolition and site preparation associated with the
project.
This shall include, but not be limited to:
* Removal of existing fencing, gates, posts, hardware, concrete, or other obstructions as necessary to
complete the installation.
* Disposal of demolition materials in accordance with applicable regulations.
* Preparation of the work area necessaiy for installation.
* Restoration of disturbed areas resulting from the contractor's work.
* Removal of all construction debris and excess materials from the site upon completion.
No additional compensation will be made for demolition or site preparation that is reasonably necessary to
complete the project unless specifically authorized in writing by the City.
6. GATE POSTS AND EXISTING FENCE
The contractor shall furnish and install:
1. Two (2) 4" gate posts as required for the new automated gate installation.
2. The contractor shall tie the existing chain-link fence into the new gate posts.
3. All connections between the existing fence and new gate installation shall be secure, professional in
appearance, and suitable for the intended use.
4. Contractor shall field-verify existing conditions prior to submitting a bid.
7. CONTRACTOR RESPONSIBILITIES
The successful contractor shall:
1. Provide all labor, materials, equipment, tools, supervision, and incidental items necessary for a
complete installation.
2. Verify all field dimensions and existing site conditions prior to ordering materials.
3. Coordinate the installation with the City of Piqua Public Works Department.
4. Protect existing utilities, fencing, pavement, structures, and other City property during construction.
5. Be responsible for obtaining any permits required for the contractor's work.
6. Maintain a safe and orderly work area throughout the project.

7. Remove all construction debris and leave the work area clean upon completion.
8. Provide manufacturer documentation, operating instructions, warranties, and applicable
programming information to the City upon completion.
9. Test the complete gate and access-control system with City representatives prior to final
acceptance.
8. PROJECT COMPLETION
All work associated with this project shall be fully completed no later than December 15, 2026.
The contractor shall coordinate the project schedule with the City ofPiqua to ensure sufficient time is
available for installation, testing, programming, corrections, and final acceptance prior to the required
completion date.
9. PRE-BID MEETING
A mandatory pre-bid meeting will be held at the project site at:
Location:
City of Piqua Public Works Department
859 S. Main Street
Piqua, Ohio 45356
Date: October 19, 2026
Time: 10:OOa.m.EST
Attendance at the pre-bid meeting is required for all prospective bidders. Contractors shall have the
opportunity to inspect existing conditions, review the proposed installation area, and ask questions
regarding the project.
Bidders are responsible for familiarizing themselves with existing site conditions prior to submitting a bid.
10. FINAL ACCEPTANCE
The project shall not be considered complete until all components of the automated gate system have been
installed, programmed, tested, and demonstrated to the satisfaction of the City ofPiqua.
Final acceptance shall include verification of:
* Proper gate opening and closing.
* Proper operation of all safety devices.
* Proper operation of the card reader.

* Proper operation of the long-range vehicle reader and vehicle tags.
* Proper operation of the wireless/mobile access system.
Proper operation of the flashing warning strobe.
Proper operation of the fi-ee-exit safety loops.
* Proper operation of the programmable gate-open feature.
Proper connection of the existing fence to the new gate posts.
* Proper installation and protection of the gate operator and bollards.
The contractor shall correct any deficiencies identified by the City prior to final acceptance.
BID SUBMITTAL
The bidder shall provide a lump-sum bid price for the complete project as described herein.
The bid shall include all labor, materials, equipment, mobilization, permits, inspections, supervision, and
incidental costs necessary to complete the work, except for those items specifically identified as excluded.
The City ofPiqua reserves the right to reject any or all bids, to waive informalities, and to accept the bid
deemed to be in the best interest of the City.
This project is anticipated to be completed by December 15, 2026.
Total cost of the Automated Gate Package Bid $
(including all materials, equipment and labor)
Approximate time to complete work: _ days once purchase order has been
issued. Reminder to attach warranty information and references upon return of your bid to
the City.
Contact Bob Graeser, at 937-606-0822 or via e-mail bgraeser(%piquaoh.gov with any questions regarding
the specifications. All questions must be received in writing by October 22, 2026 at 3 p.m. and will be
answered directly to the person making the inquiry and also posted to the City's website. Any addendums
will be distributed to all known potential bidders and posted on our web site at www.piquaoh.gov. All
vendors are responsible for checking this site for any additional information.
The successful bidder must have and maintain current workers compensation insurance, comprehensive
general liability and automobile insurance for bodily injury, death or loss of or damage to property of third
persons in the minimum amount of $1,000,000.00 per occurrence with the City ofPiqua as an additional
named insured.

It is the policy of the City of Piqua not to discriminate on the basis of race, color, national origin, age,sex,
or disability in its hiring and employment practices, or in admission to, access to, or operation of its
programs, services and activities. With regard to all aspects of your proposal and contract. Contractor
certifies and warrants it will comply with this policy. Please sign and return with your proposal the
Americans with Disabilities Act Compliance Certification and the Drug-Free Workplace Compliance
Affidavit Forms provided.
THE UNDERSIGNED HEREBY CERTIFIES THAT ITEMS FURNISHED AS A RESULT OF THIS BID WILL BE W FULL
ACCORDANCE WITH THE CITY OF PIQUA SPECIFICATIONS APPLYING THERETO UNLESS EXCEPTIONS ARE STATED
ABOVE. THE CITY OF PIQUA RESERVES THE RIGHT TO REJECT ANY OR ALL BIDS, TO WAIVE ANY IRREGULARITIES IN A
BID, OR TO ACCEPT THE BID OR BIDS WHICH THE JUDGMENT OF PROPER OFFICIALS, IS TO THE BEST INTEREST OF THE
CITY. THE CITY OF PIQUA RESERVES THE RIGHT TO ACCEPT A PART OR PARTS OF A BID UNLESS OTHERWISE
RESTRICTED IN THE BID.
All delivery costs are included in this quotation Bidding Company:
regardless ofF.O.B. designation.
Cash Discount Allowed: % 10thProximo. Address:
Leave blank if your terms are Net 30 days.
City State Zip Code
Delivery will be made within calendar
days after receipt of order. By:.
(please print or type) Name and Title
Prices quoted will remain firm for acceptance
within 90 calendar days after bid opening unless Signature:
otherwise stated.
Phone No.: /Fax No.:
Email Address:
Fed. I.D. No.:
INSTRUCTIONS TO BIDDERS
It will be assumed that all bids are based upon the specifications unless the bidder stipulates to the contrary
on the proposal form; in which case, the bidder shall point out in detail any and all deviations from the
specifications. Any exceptions to, or deviations from the specifications shall be clearly noted and
explained in detail on a separate sheet entitled BID EXCEPTION SHEET.
MINIMUM SPECIFICATIONS FOR NEW BLINDS
This specification shall describe an Automated Gate Installation for the Streets Dept. located at 659 S.
Main St., Piqua, OH 45356. Bidders must submit with their bid, complete specifications and warranty
information on the items they propose to furnish. It is required that the gate be completely assembled and
made ready for use.

No performance bond is required. No prevailing wages are required. A minimum of three references must
be submitted with your bid. The successful bidder will do a final walk through with Bob Graeser to ensure
everything is completed to the City's expectations.
It is required that the gate, as specified herein, shall be completely assembled and adjusted, and that all
equipment including standard and optional equipment, be installed, and the gate made ready for operation.
The bidder shall represent by their bid that all materials to be furnished under this bid are new and unused.
Standard Terms and Conditions
1. BILLING: All goods or services must be billed to the City ofPiqua and at prices not exceeding those stated on the purchase order. If prices or
terms do not agree with your quotation, you must notify (lie Purchasing Department within three business days or your disagreement is waived.
2. rNVOICE: Prepayment or progress payments are not permitted unless prior permission is obtained from the Finance Department. All invoices
are to be in duplicate and are to be mailed to the Finance Department and shall reference the City's purchase order number. Failure to include
the purchase order number may prevent timely payment. Each purchase order must be invoiced separately. Unless specified otherwise, the
invoice will only be paid upon completion of the order. The City ofPiqua may issue payments to vendors electronically upon muhial agreement
of both parties.
3. CASH DISCOUNTS: All cash discount terms will be effective from date of actual receipt and acceptance of the items purchased, or receipt of
correct and acceptable invoice, whichever is later.
4. FREIGHT: NO COLLECTION FREIGHT SHIPMENTS WILL BE ACCEPTED. All quotations are solicited on a "delivered price" basis.
Wlien, in rare instances, tlie City accepts a quotation not including all shipping charges, your claim for reimbursement, must be itemized on the
invoice and supported with a copy of the original freight bill.
5. TAXES: The City ofPiqua is exempt from payment of Federal excise taxes and State retail sales twes. Our Federal Excise Tax Exemption
Certificate Number is 31-6000136. You are responsible for all Social Security taxes and Workers' Compensation contributions for yourself or
any of your employees.
6. DELIVERIES: All deliveries on this order must be in fiill accordance with specifications, properly identified with the purchase order number
and must not exceed the quantities specified.
7. CANCELLATION: The City ofPiqua reserves the right to cancel this order by written notice if you do not fulfill your contractual obligations
with respect to timeliness, quality and/or any otlier reason.
8. DEFAULT PROVISIONS: In case of your default, the City ofPiqua may procure the items from other sources and hold you responsible for any
excess costs occasioned tliereby and any other damages permitted by law, if you have been notified in writing by (lie City ofPiqua you are in
default and you have failed to cure the default within the time specified.
9. NO VERBAL AGREEMENTS: The City ofPiqua will be bound only by the terms and conditions of this order, and will not be responsible for
verbal agreements made by any officer or employee of the City ofPiqua. In order to be binding on the parties, any changes made to tliese
Terms and Conditions shall be in writing and signed by botli parties.
10. PATENT AND COPYRIGHT INFRINGEMENT: It is hereby understood (and by acceptance of this order) you agree to defend, indemnify and
save harmless the City ofPiqua, Ohio, its officers, agents and employees from any and all loss, costs or expense on account of any claim, suit or
judgment as a result of, caused by, or incident to any patent, copyright or trademark infringement and/or royalty, actual or claimed, because of
the use or disposition by said City of any article enumerated on this order and sold to said City pursuant to this order.
11. INSPECTION: The City of Piqua may inspect the items ordered hereunder during their manufacture, construction and/or preparation at
reasonable times and shall have the riglit to inspect such items at the time oftlieir delivery and/or completion. Items furnished hereunder may at
any time be rejected for defects revealed by inspection, analysis, or by manufacturing operations or use after delivery even though such items
may have previously been inspected and accepted. Such rejected items may be returned to you for full refund to City ofPiqua including
shipping and transportation charges.
12. WARRANTY: You warrant that the items and tlieir production or completion shall not violate any federal, state or local laws, regulations or
orders. You warrant all items delivered hereunder to be free from defects of material or workmanship, to be good quality, and to conform
strictly to any specifications, drawings or samples which may have been specified or furnished by the City ofPiqua, and you farther warrant that
you have good title to the items free and clear of all liens and encumbrances and will transfer such title to the City ofPiqua. Said warranties
shall not negate nor limit any implied warranties ofmerchantability or fitness. This warranty shall survive any inspection, delivery, acceptance
or payment by the City ofPiqua.
13. RISK OF LOSS: Title and risk of loss to and with respect to the items shall remain with you until tlie items in a complete state have been
delivered to and accepted by the City ofPiqua or to an agent or consignee duly designated by the City ofPiqua at the location specified on the
face hereof, items which are to be shipped shall be shipped F.O.B. destination unless otherwise specified by the City ofPiqua. A packing slip
must accompany each such shipment and if a shipment is to a consignee or an agent of the City ofPiqua, a copy of the packing slip shall be
forwarded concurrently to the City ofPiqua. If no such packing slip is sent, the count or weight by the City ofPiqua or its agent or consignee is
agreed to be final and binding on you with respect to such shipment.
14. SAVE HARMLESS: You shall indemnify and hold the City ofPiqua, its officers, elected officials, agents, consignees, employees, volunteers,
and representatives harmless from and against all expenses, damages, claims, suits, or liabilities (including attorney's fees of the City ofPiqua)
of every kind whatsoever by reason of, arising out of, or in any way connected with, accidents, occurrences, injuries or losses to or any person
or property which may occur before or after acceptance of the completed items by the City ofPiqua upon or about in any way due to resulting
from, in whole or in part, the preparation, manufacture, construction, completion, and/or delivery of the items, including such as are caused by

your subcontractors and excluding only such as are caused by the sole negligence of the City ofPiqua other than where the City ofPiqua's
negligence consists of its failure to discover a condition caused or permitted to exist by you or any subcontractor of yours.
15. INSURANCE: IfrequestedbytheCityofPiqua, you shall maintain policies of liability insurance such types and such amounts and with such
companies as may be designated by the City ofPiqua, which policies shall be written so as to protect the City ofPiqua and you from the risks
enumerated in Section 14. Such policies of insurance shall not be cancelable except upon thirty (30) days written notice to the City ofPiqua and
proof of such insurance shall be furnished by you to the City ofPiqua. In addition, such policies shall protect all your subcontractors. You
agree to make prompt written report to the insurance company involved of all accidents, occurrences, injuries or losses which may occur and of
any and all claims made against the persons insured under said policies of insurance and to send copies of such reports to the City ofPiqua
within twenty-four (24) hours of the time that you obtained knowledge of the occurrence thereof.
16. SPECIFICATIONS CONFIDENTIAL: Any document marked confidential or proprietary, received from The City of Piqua, shall not be
released by the Company prior to the City's consent that the information to be released is disclosable and/or a public record. The City shall
receive immediate notice of any other document disclosed by the Company.
17. EXAMFNATION OF PREMISES: If work is to be performed hereunder on the premises of the City ofPiqua, you represent that you have
examined the premises and any specifications or other documents furnished in connection with the items and that you have satisfied yourself as
to the condition of the premises and site and agrees that no allowance shall be made in respect of any error as to such on your part.
18. CLEANING OF PREMISES: If work is to be performed hereunder on the premises of the City ofPiqua, you shall at all times keep the premises
free from accumulation of waste material or rubbish. At the completion of the items you shall leave the premises and the items broom-clean.
19. EQUAL EMPLOYMENT OPPORTUNITY:
(a) You agree that you will not discriminate against any employee or applicant for employment because of race, color, religion, sex, ancestry,
national origin, place of birth, age, marital status, or handicap with respect to employment, upgrading promotion, or transfer, recruitment or
recruitment advertising, lay-off determination; rates of pay or other forms of compensation; and selection for training, including apprenticeship.
(b) It is expressly agreed and understood by you that Section 19 (a) constitutes a material condition of this contract as fully as specifically
rewritten herein, also that failure to comply therewith shall constitute a breach thereof entitling the City to temiinate the contract at its option.
20. AGREEMENT TO BE EXCLUSIVE: This purchase order contains the entire agreement behveen the parties and supersedes all other oral
agreements only when there is no executed contract between the parties. The parties acknowledge and agree that neither of them has made any
representation with respect to the subject matter of this purchase order or any representation inducing the execution and delivery of this
purchase order, except such representations as are specifically set forth here, and each party acknowledges that it has relied on these
representations in connection with its dealings with the other.
21. GOVERNING LAW: This purchase order, the performance under it, and all suits and special proceedings under it, shall be construed in
accordance with the laws of the State of Ohio. In any action, special proceeding or other proceeding that may be brought arising out of, in
connection with, or by reason ofthis agreement, the laws of the State of Ohio shall be applicable and shall govern to the exclusion of the laws of
any other forum, without regard to the jurisdiction in which the action or special proceeding may be instituted.
22. ADDITIONAL RIGHTS: Any rights or remedies granted to the City ofPiqua in any part of this purchase order shall not be exclusive of, but
shall be in addition to, any other rights or remedies granted in another part of this purchase order and any other rights or remedies that the City
ofPiqua may have at law or in equity in any such instance. Any litigation arising from disputes herein shall be instituted only in Miami County,
Ohio.
23. GOVERNING DOCUMENT: Should there be any conflict behveen the terms of the executed contract and this purchase order, the terms of the
contract govern.
24. INDEPENDENT CONTRACTOR: The contractor, his assigns, heirs, successors, employees and any and all subcontractors are independent
contractors and are not agents and/or employees of the City ofPiqua.
25. ASSIGNMENT: This purchase order is not assignable to any other entity or contractor. Assignment of the purchase order shall void the
purchase order.

Bidders' List:
DH Pace Company - Columbus
estimating@dhpace .corn
614-796-4119
777 Dearborn Park Lane, Suite R, Columbus, OH 43085
Buckeye Gate Controls
614-579-5708
P.O. Box 693, Canal Winchester Ohio, 43110
Security Fence Group, Inc.
4260 Dane Ave., Cincinnati Ohio 45223
dave(%sfence. corn
Bellbrook Fence Company
1130 East Dorothy Lane, Kettermg, Ohio 45419
Info(%bellbrookfence.com
Automatic Gates Plus LLC
513-921-4283
2186 Franklin Laurel Rd., New Richmond, Ohio 45157
connie@automaticgatesplus.com
10