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City of Iola, Kansas Custom-Cab Fire Engine and Equipment Project # 21-PF-012 Notice of Invitation to Bid

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City of Iola, Kansas Custom-Cab Fire Engine and Equipment Project # 21-PF-012 Notice of Invitation to Bid City of Iola, Kansas Custom-Cab Fire Engine and Equipment Project # 21-PF-012 Notice of Invitation to Bid The City of Iola, Kansas is accepting bids for the following items and equipment: • 1 x New Construction Custom-Cab Fire Engine • Loose Equipment, Fire Hose, Nozzles, Tools, and Accessories for the Fire Engine The City of Iola, Fire Department will receive sealed bids for a Custom-Cab Fire Engine and Equipment, Project # 21-PF-012 at the office of the City Clerk no later than May 27th, 2021 at 2:30 pm, at which time or thereafter said bids will be opened and read aloud. Bids received after this time will be returned unopened. Bids shall be valid for 60 calendar days after the bid opening date. The general scope of services includes: • 1 x New Construction Custom-Cab Fire Engine • Loose Equipment, Fire Hose, Nozzles, Tools, and Accessories for the Fire Engine Bids must be submitted on the City’s Bid Forms. Bidders may obtain a copy of the Contract Documents from the City of Iola at: 2 W. Jackson, Iola, KS 66749. Bid opening will be held at Iola City Hall located at 2 West Jackson Street, Iola, Kansas at 3:00 PM on Thursday, May 27th, 2021. For those bidders wishing to attend the bid opening, hand- delivered bid packets may be turned in at City Hall no earlier than 2:00 PM and no later than 2:30 PM on Thursday, May 27th, 2021. Likewise, hand-delivered bids may be turned in to the City of Iola prior to 2:30 PM. Bid award will be made to the lowest responsible bidder. Federal Requirements: This project is being financed in part by Community Development Block Grant funds (24 CFR Part 570) from the U.S. Department of Housing and Urban Development (HUD). All contracts pertaining to this project will be subject to certain requirements including but not limited to: HUD Federal Labor Standards Provisions (HUD 4010) - Davis-Bacon Prevailing Wages; Section 3 Economic Opportunities Requirements (24 CFR Part 135); Information pertaining to the Federal requirements is incorporated into this bid document and is on file with the City of Iola. The City of Iola has made every attempt to make this bid specification sheet as generic as possible to ensure fair and equitable competition between multiple vendors and, as such, has not intentionally tried to write specifications biased in favor of any one manufacturer or vendor. We have tried to keep components and pieces of equipment which are not available through multiple manufacturers/vendors to a minimum. Occasionally, trademarked brand names can enter the fire service parlance as being synonymous with the generic name of those products (an example of which is how “Jaws of Life” has become synonymous with all extrication tools despite being a trademark of HURST™.) While we have attempted to avoid such usage in this bid specification, any instance thereof is accidental and generic or alternatively branded products are acceptable so long as the product meets all of the specified requirements. The City of Iola understands that engineering a fire apparatus is a complicated process and some of the bid specifications contained herein may be vague, may make references using laymen’s terms, or may not adequately describe what the fire department is looking for in terms of apparatus design, layout, or equipment. Therefore, the City of Iola encourages prospective vendors to contact the Fire Chief with any questions or points of clarification as necessary. Bidders may deviate from this specification sheet with “alternative solutions” if any manufacturer offers products, equipment, or systems which may include materials, features, engineering designs, or proprietary technology that slightly deviate from this specification sheet. However, any and all alternative solutions and deviations from this specification sheet must be clearly and explicitly stated in the bid documentation and must be specified by individual line item in this document. Some vendors may not be able to meet 100% of the bid specifications, particularly without the use of alternative solutions, therefore failure to meet 100% compliance with every line item in the specification sheet is not grounds for automatic disqualification, however priority will be given to bids with the fewest amount of deviations from this specification and/or with the solution closest to the apparatus and equipment package outlined in these specifications. These specifications contain loose equipment, delineated under the final section of this document: “Equipment, Tools, Adapters, Nozzles, and Appliances.” Vendors are encouraged to bid the loose equipment as an optional “package” in addition to the price of the apparatus, as an “a la carte” price list in addition to the price of the apparatus, both or a combination of the two, however the city will not disqualify any bidder who chooses to include the equipment as part of the base bid for the apparatus. Bidders offering “package deal” pricing may consider some large-dollar-value items (such as extrication tools or SCBA) as severable from the package pricing. Since bidders are permitted to submit more than one bid, bidders are allowed to bid a “package deal” for the apparatus and equipment and also submit a different bid whereupon equipment is priced a la carte, separate from the fire engine itself, at a different price than the package deal. However, the city does require that if any vendor does choose to bid the loose equipment as a la carte add-ons to the price of the apparatus, that a sum total of the prices be included in the bid documentation to eliminate the need for the department to make lengthy calculations to determine the total price. While the city has intended to limit the number of items specified in such a way as to narrow down the number of brands or makes/models which are acceptable in order to keep the specification as generic as possible, however for some items it is necessary that our requirements are quite precise in terms of size or capabilities of the equipment. If a vendor is not able to supply the equipment (or a suitable alternative) that meets our needs the city reserves the right to purchase such equipment from a different vendor. Likewise, vendors are strongly encouraged to notate in the bid documentation for loose equipment (particularly when a la carte prices are provided) if those prices will or will not be honored should the city purchase the apparatus from a different vendor. Finally, concerning loose equipment, the city acknowledges that the territorial nature of fire equipment manufacturers prohibits some vendors from selling some equipment to departments in different sales territories, even if they are an authorized dealer of said equipment, therefore the city specifically acknowledges that each vendor has the option of partnering with other suppliers as subcontractors for loose equipment, however in that instance the bidder shall be required to disclose in the bid documentation any instance in which they plan to utilize a third-party equipment vendor as a partner/subcontractor. All loose equipment shall arrived mounted on (or stored inside) the apparatus when the apparatus is delivered EXCEPT when specifically noted in bid documentation or when the loose equipment is purchased from a vendor other than the apparatus manufacturer or dealer. For all loose equipment, bidders shall specify the make, models, and quantities of the pieces of equipment being quoted in the bid. All loose equipment bid as part of this specification sheet shall be in brand new condition. Demo units, refurbished equipment, floor models, returns, scratch-and-dent items, used equipment, and salvage items shall not satisfy this requirement. The bid specifications require that the apparatus, chassis, cab, and fire pump be Made in America. The City prefers, but does not require, that the loose equipment also be Made in America. The specifications contained in this document includes Optional specifications which vendors may include in their base bid, may list at an upgrade price, or may choose not to specify. Priority will be given to vendors meeting the optional specifications either as part of the base bid or at an upgrade price, however vendors which do not bid Optional upgrade specifications will not be disqualified as these specifications are beyond the minimum specifications required by the City of Iola. Any options, add-ons, loose equipment, or a la carte items not included as the base bid on the apparatus must be explicitly stated in the bid documentation. In the bid specifications later in this document, each specification will be followed by three checkboxes: a “Yes” checkbox, a “No” checkbox, and an “Alt.” checkbox. Vendors shall check “Yes” only if their bid meets that aforementioned specification. Vendors shall check “No” if their bid does not meet that aforementioned specification. Vendors may check the “Alt” if they are proposing an Alternative Solution which they believe will generally comply with the intended spirit of the specification, however includes materials, features, engineering designs, differing brands, or proprietary technology that slightly deviate from this specification sheet. Any Alternative Solutions must be accompanied by documentation noting the line item for which an alternative solution is being proposed, clearly delineating the alternative solution, and explaining how it differs from the bid specification. All bidders shall guarantee that, if selected as the winning vendor, the City shall have the ability to make minor changes in the design of the apparatus from the time the bid is received until the time the bid is formally accepted without any engineering or design related change-order fees imposed on the City, notwithstanding the vendor’s right to adjust the price of the apparatus accordingly pursuant to any engineering or design changes if and only if those changes increase the actual cost to the vendor in terms of labor, materials, or equipment to physically produce the apparatus.
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