REQUEST FOR PROPOSAL / BACKHOE LOADER
June 9, 2016
Ellis County is requesting proposals for consideration of purchasing one low hour used or demo backhoe loader for the Transfer Station. Purchase will be determined upon review of all available criteria, including but not limited to price, resale value, estimated operational cost, warranty, suitability for intended use, and other information as may be considered by Ellis County to be in the best interest of the County. Any vendor or interested party with concerns or questions regarding the purchasing procedure must contact Ellis County Public Works no later than 5 days prior to proposal deadline. Ellis County reserves the right to reject any or all proposals or limit the number and type of purchases, or waive technicalities and purchase the equipment considered to be in the best interest of the County. All interested vendors shall submit proposals as per the following specifications;
1) Backhoe loader shall be quoted using Proposal Form "BL", detailing outright purchase price, trade allowance, bid balance, warranty cost, and delivery date. Exceptions to bid proposal or machine specifications must be noted and explained on Exception Form "E.” Vendor failure to correctly note bid or technical exceptions may result in rejection of vendor’s proposal. A bid Proposal Form “OPTIONAL TIRES” shall be submitted for the optional purchase of tires as per specifications on Proposal Form “OPTIONAL TIRES”. All costs shall be quoted F.O.B. Hays, Kansas.
2) Proposal shall list all standard warranties. Additionally, proposal shall detail a 5-year/5000 hour powertrain and hydraulics warranty. Vendor will be fully responsible for all mileage, labor, and transportation costs under any warranty. Vendor will be responsible for all costs to correct failures that are not caused, contributed, or preventable by Ellis County Public Works. Copies of all warranties detailing the coverage’s are to be attached to the bid proposal. Vendor will be responsible for repairing equipment within seven (7) calendar days of the date of notification of need of repairs, or shall provide a similar piece of equipment at no cost to the County for use until repairs are completed. Any exclusions, transportation costs, or restrictions must be detailed. Vendor will be responsible to provide machine maintenance instruction upon machine delivery to help ensure Ellis County staff is adequately trained to provide scheduled maintenance and periodical adjustments.
3) Proposal shall include supporting literature and documentation or information detailing machinery operating cost-per-hour estimate.
4) Proposal shall indicate current production model year, current series, and delivery.
5) Proposal shall meet all technical and submittal specifications as indicated on attached pages:
SUBMITTAL
All proposals shall be submitted by mail to;
Ellis County Public Works
Attn. Bill Ring, Public Works Director
1195 280th Ave.
P.O. Box 691
Hays, KS 67601
Or may be hand delivered to;
Ellis County Public Works
Attn. Bill Ring, Public Works Director
1195 280th Ave.
Hays, KS 67601
All proposals must be labeled "Proposal— Backhoe Loader “ and must be received by 10:00 a.m., Monday June 27th, 2016 at the Ellis County Public Works office in Hays, Kansas, at which time and place all properly received proposals will be publicly opened and read aloud. All bidders are encouraged to be present for the proposal opening.
Specifications are not intended to dissuade any vendor from submittal. Any exception or deviation from specifications and proposal requirements must be clearly noted and explained on Exception Form "E.” This deviation may or may not affect final purchase decision.
Technical Specification questions shall be directed to Mark Polifka, Shop Foreman.
TRADE-IN: 2005 Komatsu WB 140-2N Backhoe Loader—unit #2-517,
Serial# 22211
EQUIPMENT TECHNICAL SPECIFICATIONS AS FOLLOWS:
BACKHOE LOADER TECHNICAL SPECIFICATIONS
CURRENT PRODUCTION MODEL AND SERIES
ENGINE
Minimum 88 H.P. (net), Turbo Charged.
Engine shall be fully equipped, 4 cylinder, 4 stroke, diesel with necessary operating accessories. (List cid of engine)
Engine must meet current EPA standards.
Engine air cleaner shall be dual element dry type, radial seal, with a service indicator.
Engine air cleaner shall have an automatic integrated dust ejection system.
Side doors on engine compartment or tilt hood with side panels.
Cold start aid (specify cold start aid)
Engine block heater.
Muffler - spark arresting.
Extended life coolant.
Full access to radiator with clean out provisions. (Specify clean out provisions) Radiator to be a heavy duty with high ambient cooling package.
Exhaust pipe curved with muffler drain or straight pipe with rain cap.
DRIVE TRAIN
Backhoe Loader shall have a power shift transmission or a power shuttle transmission, capable of making speed and direction changes without engine deceleration.
Machine shall have a loader lever mounted transmission neutralizer button.
Transmission oil cooler.
The transmission and axles will have 4-wheel drive. The 4-wheel drive can be engaged and disengaged by a console switch from 2-wheel drive to 4-wheel drive.
Final drives shall be of planetary design.
Shall be equipped with differential lock on the rear axle.
BRAKE
Machine shall have oil disc-type self-adjusting service brakes, sealed from water, mud, and dust.
Foot-operated brake pedals shall be able to be interlocked for roading. Backhoe Loader shall have automatic four wheel braking enabled by a console switch.
Parking brake shall be independent of service brakes.
HYDRAULICS
Hydraulic system shall be fully filtered and completely sealed.
Machine shall have automatic bucket positioner and lift kick out. Bucket positioner and lift kick out shall be adjustable to different bucket angles and lift heights.
Loader controls shall a have joystick for operation. Backhoe Loader shall have a hydraulic oil cooler.
Backhoe controls shall have pilot operated joysticks for operation of the backhoe with a standard pattern changer for SAE excavator or ISO backhoe control patterns. The pattern changer shall be easily changed with a switch or lever in the cab.
CAB
Two-door integral ROPS cab shall be standard.
Cab shall be sound suppressed and meet both OSHA and MSHA current standards for operator sound.
Cab shall include a heater/defroster. Front and rear defroster fans or venting to windows for adequate defrosting capability.
Cab shall have pressurized and filtered air circulation system.
Machine shall be equipped with an air conditioning system for the operator's compartment that uses R134a refrigerant.
Machine shall be equipped with a multi-level warning system which will signal machine and component malfunctions. System should differentiate between major and minor malfunctions. Warning system shall record occurrences of periodic malfunctions.
Steering wheel shall be adjustable as a single unit.
Operator's seat shall be a cloth covered air suspension-type with adjustments for height, weight, fore/aft, and suspension dampening with a high back. Seat shall include adjustable armrests on left and right and retractable seat belt. Seat will have 180 degree swivel.
Cab shall have windshield wipers with a washer system for front and rear windows.
Cab shall have 1 convex internally mounted rearview mirrors and two outside rearview mirrors.
Cab shall have an AM/FM radio, speakers, and antenna installed in cab.
Cab shall be equipped with rubber floor mat and tinted safety glass.
Cab shall be equipped with ventilation windows on both sides and shall be lockable when opened.
Cab shall be equipped with a sun visor.
Machine shall have a hand and foot throttle control. Hand throttle shall be accessible from both the loader and backhoe positions.
ELECTRICAL
Machine equipped with a 12V system for starting and operating with a 90-amp alternator minimum.
Machine equipped with a key start, key shut off switch, horn, and backup alarm.
Machine equipped with the following lights:
4-way warning flashers
Turn signals
Halogen driving lights
Combined tail and stop lights
Minimum of 2 front and 2 rear halogen floodlights
Permanent mounted electronic strobe beacon. Strobe to
be a Sae J1318, class 2 strobe with 12 joules output.
Machine equipped with electronic instrument with warning lights and audible alarm for the following:
Hour meter
Fuel gauge
Engine oil pressure
Engine water temperature
Alternator - Battery voltage
Transmission oil pressure
Transmission oil temperature
Transmission oil filter restriction
Hydraulic oil filter restriction
Hydraulic oil temperature
Air cleaner service
Tachometer
Dual batteries 600 cold cranking amps minimum.
Backhoe Loader equipped with a minimum of one 12-volt power point plug.
GENERAL MACHINE
Backhoe Loader shall not have more than 200 hours on it as a used or demo unit.
Machine basic operating weight with attachments shall be no less than 15,000 lbs. (List weight)
Backhoe to have a transport lock.
Backhoe shall have an extendahoe and shall increase the reach no less than 3’6”. Extendahoe shall be constructed of an outer box frame sliding over an inner frame.
Backhoe loader to have a minimum of 1000 lbs. of front counterweight. Counterweight shall match the machine being bid. (List amount of counterweight added)
Backhoe shall have 2 stabilizers with lock valves. Stabilizers to have a rubber pad for concrete application. Stabilizers to be equipped with guards.
Loader bucket minimum width 92". (List width)
Loader shall have a safety lock for the loader boom.
Machine equipped with the following:
Backhoe Loader shall have 1.25 yard minimum heaped capacity heavy duty bucket with bolt on cutting edge (list capacity).
Backhoe Loader shall be equipped with ride control.
Lift and tie down brackets
Vandal protection lockup package
Rear tires are to be a 19.5 X 24 or equivalent, 10 ply
Front tires are to be a 14 X17.5 or equivalent, 10 ply
Slow moving vehicle sign
Front axle drive shaft guard
Machine shall have factory installed belly guards, cylinder guards, and driveline guards for a Transfer Station application.
Machine to come with operator's manual. (Book type)
Machine to come with parts manual. (Book type)
Machine to come with service manual. (Book type)
PROPOSAL FORM "BL"
COST
VENDOR NAME: _________________________________________________
BACKHOE LOADER
SERIES/MODEL/YEAR: _________________________________________________
OUTRIGHT PURCHASE PRICE
(F.O.B. Hays): _________________________________________________
TRADE-IN
(2005 Komatsu WB1402N)(1) _________________________________________________
NET BID (BALANCE): ________________________________________________
LIST STANDARD WARRANTY TERMS ___________________________________________
WARRANTY (5-YEAR/5,000 HOUR)
(POWERTRAIN & HYDRAULICS) COST (2)__________________________________________
DELIVERY: ________________________________________________
(1) Ellis County reserves the right to retain the trade-in and sell
outright, or trade-in, whichever is in the best interest of the County. In the event the trade-in offer is not accepted, the NET BID shall be adjusted accordingly.
(2) Any Vendor unable to provide the power train/hydraulics warranty shall so indicate by "NA" on the appropriate bid line. Vendor may list an alternative warranty, including cost for the warranty and any incidental costs associated with warranty work.
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By submitting this bid, the Vendor agrees to all terms set forth herein and will provide the specified equipment at the BID stated herein.
VENDOR: _____________________________________
AUTHORIZED SIGNATURE: _____________________________________
TITLE: _____________________________________
DATE: _____________________________________
NOTE: ELLIS COUNTY RESERVES THE RIGHT TO REJECT ANY OR ALL PROPOSALS OR WAIVE TECHNICALITIES AND PURCHASE THE EQUIPMENT THAT IS DETERMINED TO BE IN THE BEST INTEREST OF THE COUNTY.
EXCEPTION FORM “E”
EXCEPTIONS: _____________________________________________________ ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
PROPOSAL FORM "OPTIONAL TIRES"
COST
VENDOR NAME: ___________________________________________________
FOAM FILLING EXISTING
NEW TIRES COST: ____________________________________________________
______________________________________________________________________________
VENDOR NAME: ____________________________________________________
SETCO TIRES FOR
FRONT AND REAR COST: ____________________________________________________
SPECS FOR SETCO TIRES:
Solid tire to have the soft ride design. Tread design shall be a staggered gear lug.
Wheels to fit backhoe loader provided.
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By submitting this bid, the Vendor agrees to all terms set forth herein and will provide the specified equipment at the BID stated herein.
VENDOR: _____________________________________
AUTHORIZED SIGNATURE: _____________________________________
TITLE: _____________________________________
DATE: _____________________________________
NOTE: ELLIS COUNTY RESERVES THE RIGHT TO REJECT ANY OR ALL PROPOSALS OR WAIVE TECHNICALITIES AND PURCHASE THE EQUIPMENT THAT IS DETERMINED TO BE IN THE BEST INTEREST OF THE COUNTY.
EXCEPTION FORM “TIRES”
EXCEPTIONS: _____________________________________________________ ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
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Each vendor assumes all responsibility in obtaining all information required for submission of proposals and acquainting themselves with submission procedures. In presenting said proposal, vendor acknowledges acceptance of said responsibility. All proposals shall be binding upon the vendor for 30 days following opening. All proposals must be clearly identified and descriptive. Prices must not be noted on supporting literature. Proposals determined to not comply with submission criteria may be rejected.
All proposals shall be submitted F.O.B. Ellis County Public Works facility.
All practices, materials, supplies, and equipment shall comply with the Federal Occupational Safety and Health Act, as well as any pertinent and applicable federal, state, and/or local safety or environmental regulations.
All contractual agreements shall be subject to, and governed by and construed according to the laws of the State of Kansas.
In submitting this proposal, the vendor declares that he/she is the only person interested in the said proposal; that it is made without any connection with any person or persons making another proposal for the same contract; that the proposal is in all respects fair and without collusion, fraud, or misrepresentation, and that he/she is qualified and authorized to make said proposal.
HOLD HARMLESS: The vendor agrees to protect, defend, indemnify and hold the Board of County Commissioners, it's officers, employees, and agents, free and harmless from and against any and all losses, penalties, damages, settlements, costs, charges, professional fees or other expenses or liabilities of every kind and character arising out of or relating to any and all claims, liens, demands, obligation, actions, proceedings or causes of action of every kind and character in connection with or arising directly or indirectly out of this agreement and/or performance thereof.
Without limiting the generality of the foregoing, all such claims, etc., relating to personal injury, infringement of any patent, trademark, copyright, or application for any thereof, or of any other tangible or intangible personal or property right, or actual or alleged violation of any applicable statute, ordinance, administrative order, rule or regulation, or decree of any court, shall be included in the indemnity hereunder. The vendor further agrees to investigate, handle, respond to, provide defense for and defend any such claims, etc., at his/her sole expense and agrees to bear all other costs and expenses related thereto, even if such claim is groundless, false or fraudulent.