City of Stillwater
P.O. Box 1449
723 South Lewis
NOTICE TO BIDDERS
Stillwater, Oklahoma 74076-1449
The City of Stillwater will receive sealed bids in the Department of Finance at the
Municipal Building, 723 South Lewis, P.O. Box 1449, Stillwater, Oklahoma 74076-1449 for:
Supply rear load refuse containers for 2003 /04 fiscal year
TWO COPIES of the bid proposal are to be submitted. Bids will be received by the Deputy
City Clerk until
3:00 p.m., Monday, January 26,, 2004
and publicly opened at 3:00 p.m. and read aloud by the City Clerk in the City of Stillwater Municipal Building, 723 South
Lewis, Stillwater, Oklahoma, 74074.
The outside of the bid envelope should be clearly marked with the name of the bidder, the project or item(s) being bid, and the date and time of the bid opening using the labels provided with the bid package.
Any bid received by the Deputy City Clerk more than ninety-six (96) hours, excluding
Saturdays, Sundays and holidays, before the time set for the opening of bids, or any bid so received after the time set for opening of bids, shall not be considered and shall be returned unopened to the bidder submitting same.
Bids will be referred to city staff for evaluation. The City Commission may award to the
"lowest and best responsible bidder". The City Commission reserves the right to reject any or all bids and to waive any technicalities in the bidding process. No bid may be altered, withdrawn, or resubmitted within 30 days after the date set for the opening of bids.
Bid documents consisting of notice to bidders, instructions to bidders, specifications, proposal, non-collusion affidavit, and other forms may be examined in the office of the
Sanitation Division, 707 East 8 th
Avenue, Stillwater, Oklahoma during regular business hours. Copies of these documents may be obtained at the same location. Questions regarding the bid package and specifications should be directed to John L. McClure,
Sanitation Superintendent, (405) 742-8269.
Dated this_________ day of_________ , 2003.
Deputy City Clerk
INSTRUCTIONS TO BIDDERS
1. Receipt and Opening of Bids
The City Commission of the City of Stillwater, Oklahoma invites sealed bids on the referenced services on the bid forms included in the bid documents, all blanks of which must be appropriately filled in. All bids received must be signed. Bids will be received at the time and place set forth in the Notice to Bidders and then, at said time and place, be publicly opened and read aloud.
Two copies of the bid proposal, non-collusion affidavit and bid bond (if the latter is required in the notice to bidders) shall be submitted. The outside of the envelope containing the bid shall be clearly marked with the name of the bidder, the project being bid, and the date and time of the bid opening. The bidders shall use the prepared label included with the bid documents to identify their bid.
The city may reject any bid not prepared and submitted in accordance with the provisions hereof and may reject any and all bids. Any bid may be withdrawn prior to the scheduled time for the opening of bids or authorized postponement thereof. Any bid received after the time and date specified shall not be considered. No bidder may alter or withdraw his bid within the time set forth in the Notice to Bidders after opening thereof.
All bids will be referred to city staff for evaluation.
Conditional bids will not be accepted. A conditional bid is one containing exceptions to or deviations from the specifications or other part of the bid package. If a bidder cannot meet any requirement it shall be addressed as required in section 5 below. Exceptions to the bid specifications shall be grounds for rejecting a bid.
The city reserves the right to reject any or all bids and to waive any technicalities in the bid specifications and/or the bidding process.
2. General Instructions
Requirements and/or conditions not herein mentioned but necessary to furnish a complete service, ready for use upon contract award, shall be included in the bid.
The service provided shall conform to generally recognized standards of quality, materials and workmanship, subject to the bid specifications in full and in compliance with any and all applicable federal, state and local regulations and requirements.
The specifications shall be construed as the minimum standards acceptable. Where brand names are mentioned the term "or approved equal" shall apply. All "approved equals" must be submitted for consideration at or before the pre-bid meeting.
3. Qualification of Bidder
The city may make such investigation as deemed necessary to determine the ability of the bidder to provide the service being obtained. The bidder shall furnish all such information and
data for this purpose as the city may request. The city reserves the right to reject any bid if the evidence submitted by, or the investigation of, such a bidder fails to satisfy the city that the bidder is properly qualified and able to carry out the obligations of the contract and to supply the service contemplated therein.
4. Conditions of the Contract
Each bidder must inform themselves fully of the conditions relating to providing the service described in the specifications. Failure to do so will not relieve the successful bidder of the obligation to furnish the service as necessary to carry out the provisions of their contract. Insofar as possible, the contractor, in supplying the service, must employ such methods necessary to prevent any interruption of, or interference with, the work of any other contractor.
5. Addendum and interpretation
No exception or deviation to the plans, specifications, or other contract documents will be made to any bidder orally. Every request for exceptions or deviations should be in writing addressed to the person listed in the Notice to Bidders as the appropriate official to answer questions.
To be given consideration any such request must be received at or before the pre-bid meeting. Any and all exceptions or deviations and any supplemental instructions will be in the form of written addenda to the specifications, which if issued, will be mailed to all prospective bidders, not later than three working days prior to the date fixed for the opening of bids. Failure of any such bidder to receive any such addendum or interpretation shall not relieve such bidder from any obligation under his bid as submitted. All addendum so issued shall become a part of the contract documents.
6. Warranty Requirements
Any standard manufacturer's or dealer's warranty shall be supplied covering the service being purchased. Any documentation required to validate the warranty(s) shall be completed by the successful bidder.
7. Laws and Regulations
The bidder's attention is directed to the fact that all applicable state and federal laws, municipal ordinances, and the rules and regulations of all authorities having jurisdiction over the services being purchased shall apply to the contract throughout, and they will be deemed to be included in the contract the same as though herein written out in full.
8. Method of Award
The city reserves the right to reject any and all bids.
In the event a contract is awarded, it shall be awarded to that responsible contractor submitting the best bid consisting of the items on the bid proposal.
When a bid is submitted to the City of Stillwater, opened, evaluated and subsequently accepted by the City Commission and a purchase order established, the bid becomes a binding and legal contract between the
City of Stillwater and the vendor. Additionally, no changes, additions or deletions will be allowed after the bid is opened. The terms as submitted in the vendor's bid shall be binding.
Payment will be made ONLY upon completion of services bid. Contracts that exceed 30 days in length shall allow for monthly billing for services received.
9. Obligation of the Bidder
At the time of the opening of bids, each bidder will be presumed to have read and to be thoroughly familiar with the plans, specifications and contract documents (including all addenda). The failure or omission of any bidder to examine any form, instrument, or document shall in no way relieve any bidder from any obligation in respect to their bid.
CITY OF STILLWATER
REAR LOAD CONTAINERS SPECIFICATIONS
The specifications listed below are minimum requirements and are intended to govern in general, the size and type of requirements desired. The City reserves the right to evaluate any variation from these specifications.
Trunnion (or pick up) Bar
The Trunnion Bar shall be full 1-1\4" round, solid steel shaft at least 77-1/2" long with 3/16" thick steel washers firmly welded at each end.
The End Panels shall be one piece, they shall be designed in such a manner as to bend around the outside and bottom corner and lap the main body panel.
Lids shall be a minimum of .150 high density polyethylene (HDPE) treated to resist chalking, color changing and brittleness. In addition, the lids shall be interchangeable from left to right side and designed in such a manner as to form a continuous hinge to pivot on without the need for welds.
LID HINGE ROD:
The LID HINGE ROD shall be a minimum of 3/8" round, solid steel bar securely fastened at each end, yet removable for easy replacement.
The outside container seam shall be welded continuously in such a manner to make the container watertight. Interior welds shall be made in such a manner as to provide the greatest amount of strength and penetration in the area used. All welds shall be made in a good professional manner.
The Caster Pads shall de designed as to have at least fifty percent of the upper, horizontal surface bearing against the bottom of the container to support the caster.
The caster pad shall run the entire length of the container bottom for additional support. In addition, all caster bolts and nuts shall be cadmium.
All Containers shall have: Four swivel casters
All casters shall be furnished with a 2" wide by 6" high wheel made of phenolic composition or equivalent. All swivels shall be furnished with ball bearings and equipped with zert fittings.
All casters shall have a minimum load rating of 550 pounds each as rated by the Caster and Floor Truck Manufacturers Association (CFTMA) and shall be plated with cadmium or zinc to resist rust.
All containers shall have a 1" drain hole in the bottom for removal of excess fluids. The drain hole shall be fitted with a tight fitting plug designed so as not to allow it to rust to the drain hole and prevent removal.
All containers shall be cleaned of all weld splatter, loose rust and other foreign matter before painting. The clean surface shall be primed inside and outside with a quality rust inhibiting primer and allowed to dry before the finish coat is applied.
The finish coat shall be
Environmental National Blue
as manufactured by
Anchor Paint Manufacturing Company
, 6707 East 14 th
Street , Tulsa Oklahoma, or
, and applied so as to protect the surface from the elements and to enhance the appearance of the container.
MINIMUM STANDARDS FOR CONTAINERS
The Container will be constructed with the gauge of steel as shown on Table
#1 (on page 3). The front, and rear, and bottom will be broken from one continuous sheet of metal. Where end panels connect welding must be of a continuous nature.
All Containers must have a slight taper to prevent hanging of large refuse.
Containers will be supported on the top perimeter by a continuous tube formed into the top of each body panel and strip welded.
REAR LOAD CONTAINER SPECIFICATIONS
FRONT STRIKER PLATE: (Bump Bar)
The Striker Plates shall be at least 12 gauge steel and shall be made in a manner as to extend at least 4" across the face of the container and 1" along the side, forming a continuous angle vertically up the corner of the container.
TABLE # 1
2 yd. 3 yd. 4.yd
14 GA 12 GA 12 GA
14 GA 14 GA 12 GA polyethylene lids on all units
77.5" 77.5" 77.5"
Swivel Swivel Swivel
*** 3 yard container and 4 yard containers must be sloped rear load type with cable dump hook ups. All containers must have wheels to allow movement to vehicle.
2003 / 2004
CITY OF STILLWATER
UTILITY AUTHORITY / SANITATION DIVISION
CITY OF STILLWATER
P.O. BOX 1449
We hereby propose to furnish and deliver, in compliance with your Official Notice and Specification:
2 cubic yard containers $________________ each with lids
3 cubic yard containers $________________ each with lids
4 cubic yard containers $________________ each with lids
2 cubic yard containers $________________ each without lids
3 cubic yard containers $________________ each without lids
4 cubic yard containers $________________ each without lids
Delivery fee per container (if applicable) $_____________each
We further agree to furnish additional fill in requirements of the City Of Stillwater on a per unit basis for the period between January 26, 2003 and June 30, 2004 at the per unit price.
AUTHORIZED SIGNATURE: ____________________________
NONCOLLUSION AFFIDAVIT OF PRIME BIDDER
STATE OF __________________________________)
COUNTY OF ________________________________)
____________________________________, of lawful age, being first duly sworn, deposes and says that:
(l) He is ______________________________of _________________, the bidder that has submitted the attached bid:
(2) He is fully informed respecting the preparation and contents of the attached bid and of all pertinent circumstances respecting such bid;
(3) Such bid is genuine and is not a collusive or sham bid;
(4) Neither the said Bidder nor any of its officers, partners, owners, agents, representatives, employees or parties in interest, including this affiant, has in any way colluded, conspired, connived or agreed, directly or indirectly with any other Bidder, firm or person in restraint of freedom of competition by submitting a collusive or sham Bid in connection with the contract for which the attached bid has been submitted or by retaining from bidding in connection with such contract, or has in any manner, directly or indirectly sought by agreement or collusion or communication or conference with any other bidder to fix any overhead, profit or cost element of the bid price or the bid price of any other bidder, or to secure through any collusion, conspiracy, connivance or unlawful agreement any advantage against the City of Stillwater, Oklahoma or any person interested in the proposed contract; and has not participated in any discussions between bidders and any Stillwater official concerning exchange of money or other thing of value for special consideration in the letting of a contract; and has not paid, given or donated or agreed to pay, give or donate to any officer or employee of the City of Stillwater any money or other thing of value, either directly or indirectly, in the procuring of the award of a contract pursuant to this bid.
NONCOLLUSION AFFIDAVIT OF PRIME BIDDER
(5) The price or prices quoted in the attached Bid are fair and proper and are not tainted by any collusion, conspiracy, connivance or unlawful agreement on the part of the bidder or any of its agents, representatives, owners, employee, or parties in interest, including this affiant.
SUBSCRIBED AND SWORN to before me the undersigned, a notary public, this
________day of _____________, 2004
My Commission Expires: