HomeMy WebLinkAboutWater Truck Bid PacketKITTITAS VALLEY EVENT CENTER
Home of the Kittitas County Fair and Ellensburg Rodeo
901 E. 7th Ave, Suite 1, Ellensburg, WA 98926
EventCenter@co.kittitas.wa.us
Office (509) 962-7639
Fax (509) 962-7010
REQUEST FOR BIDS
BID OPENING DATE: November 19, 2019
TIME: 12:00 PM
LOCATION: EVENT CENTER DIRECTOR
KITTITAS VALLEY EVENT CENTER
901 E 7th AVE, SUITE 1
ELLENSBURG, WA 98926
BID TITLE: Water Truck
BID NO.: KVEC2019-01
DEPARTMENT: Kittitas Valley Event Center
NOTICE TO ALL BIDDERS
You are hereby notified that it its Kittitas County’s intent to establish a standard of competition.
You are, therefore, encouraged to bid at variance with those specifications which you considered
immaterial to the overall operation and performance. Kittitas Valley Event Center (a department
of Kittitas County) reserves the right to include in their analysis of responsible bidder, the past
and/or anticipated performance of either the bidder or the product being bid.
RFB PURPOSE AND SPECIFICATIONS
The Kittitas Valley Event Center (hereby referred to as “KVEC”) anticipates the need for one
water truck. The equipment shall be used and meet all the minimum specifications. Any
additions, deletions or variations from the following specifications contained in this bid must be
noted or the bid will be rejected.
VENDOR CONTACTS
KVEC conducts its procurements to maximize competition and provide all vendors with an
opportunity to compete fairly. For any procurements over $50,000.00, all contacts and
correspondence with the Kittitas Valley Event Center after the Request for Bids go out, must be
exclusively through a designated Contact Person, and no one else.
The designated contact for this procurement is Kady Porterfield, Event Center Director at
(509)962-7675 or email: kady.porterfield@co.kittitas.wa.us. Questions must be submitted by
email at the email address listed above.
Bidders, their agents, and representatives are directed not to contact or lobby other staff
members, management or members of the Board of County Commissioners of Kittitas County
regarding this RFB. Questions raised through the designated contact person and answers thereto
will be emailed to all known prospective bidders.
RFB TIMELINE
November 19, 2019 Issuance of RFB
November 20, 2019 RFB advertised in the Daily Record and Daily
Journal of Commerce
November 26, 2019 – 5:00PM Deadline for the Submission of Bids
November 27, 2019 – 10:00AM KVEC open bids and review
December 3, 2019 Kittitas County Board of Commissioners awards bid
and authorizes purchase
Kittitas County reserves the right to modify this schedule as it deems necessary.
SUBMITTAL DEADLINE DATES
All Bids must be submitted no later than 5:00 p.m. on November 26, 2019 in sealed envelopes
and to the address listed above. Bids must be submitted by mail, delivery service or Bids must be
enclosed in a sealed envelope, plainly marked as: 'BIDS – “Water Truck ", and addressed as
follows:
Event Center Director
Kittitas Valley Event Center
901 E 7th Ave, Suite 1
Ellensburg, WA 98926
Note: Bids received by fax or e-mail will not be considered. Interested parties and their agents
and representatives are directed not to contact or lobby members of the Board of County
Commissioners of Kittitas County or KVEC staff members regarding this invitation.
QUANTITIES
KVEC intends to purchase one water truck as specified in this bid document. KVEC shall be
provided with access to all vehicles bid for mechanical/operational inspection.
CONDITION
The water truck shall meet all Federal and State laws and regulations, including applicable
emission standards and meet the minimum specifications or otherwise specify the deviations.
SPECIFICATIONS
The equipment specifications are set forth in Form A and form an integral part of this bid
document and the bidder’s response. All equipment parts shall be of sufficient strength, quality
of material and workmanship to what is generally provided in the industry. It shall be bidder’s
obligation to respond to the bid specifications and to indicate whether or not the equipment it
bids meets, or does not meet, each listed bid specification. For each deviation from the
specifications, bidder may provide documentation, if any, of equivalence. Bidder should include
any manufacturer’s literature or specification sheets evidencing compliance with the
specifications.
BID SECURITY
KVEC will not require a Bid Bond and a Performance Bond in the amount of 5% of the bid
amount.
EQUIVALENTS
Where, in the Bid documents, one certain kind, type, brand, technology or product manufacturer
is named, it shall be regarded as the required standard of quality. It is not meant to exclude
competition in any way. Similar equipment, products, or services, which are equal in quality,
performance, and compatibility and equally adaptable for the intended purposes, as determined
by the Agency and are submitted as specified in the bid documents, will be considered and may
be accepted. The decision of the Agency as to equal will be final.
COMPLIANCE WITH LAWS, REGULATIONS AND STANDARDS
The equipment which vendor is submitting a bid shall comply with all Federal and State laws
and regulations, including applicable emissions standards as well as all applicable safety
standards, including those set by OSHA, PESH, the National Highway Safety Administration,
the U.S. Environmental Protection Agency.
MANUALS
The awardee shall be required to furnish, at no additional cost to KVEC, one (1) complete set of
manuals (maintenance, operation, service, and parts listing) for each unit purchased. All manuals
shall be furnished at time of equipment delivery.
DELIVERY
The equipment purchased as a result of this Bid solicitation shall be delivered to the KVEC
specified site contained within the bid. All responsibility, liability and cost associated with the
delivery of the equipment shall be borne by the vendor. The vendor shall provide two hours of
on-site training for all staff as part of the cost for the purchased equipment.
Equipment is to be delivered within seven (7) days of bid award and purchase authorization.
INSPECTION/APPROVAL
The equipment to be delivered hereunder will be subject to KVEC’s inspection and approval
within a reasonable time after delivery. KVEC will have the right to reject defective or non-
conforming equipment and at Bidder’s (i.e. Seller’s) risk and expense return the defective
equipment to be promptly replaced with complying equipment. Such a return of defective
equipment will not extend the required delivery date.
For any such defective, non-conforming or rejected equipment, KVEC shall also have the
alternative option of returning the equipment at Bidder’s (Seller’s) expense and cancelling all or
the remainder of the order. As a third option, KVEC may accept the defective or non-conforming
equipment at an agreed upon price reduction from the Bidder (Seller) which will result in an
appropriate reduction in the contract sum before final payment.
LIQUIDATED DAMAGES
KVEC and the successful bidder agree that time is of the essence in the delivery of the
equipment, which is the subject of this bid, and that KVEC will suffer financial loss if the
equipment is not delivered on time. Accordingly, KVEC and the vendor will agree to a provision
in the contract setting liquidated damages at fifty dollars ($50.00) per day for each day after the
required delivery date that vendor does not deliver the equipment to be purchased hereunder free
of equipment defects and deviations.
LOCAL SERVICE LOCATIONS
Bidders shall specify proper service and maintenance operations that can complete repairs and
regular operating maintenance for the equipment on site at KVEC facilities. The Bidder should
also designate a facility, within 100 miles of Ellensburg, WA, that can perform factory-
authorized warranty work, as well as other necessary repairs that otherwise cannot be completed
on site.
INSURANCE RESPONSIBILITY
The successful bidder will be responsible for the equipment and shall properly insure the
equipment during transit and until KVEC accepts the equipment in writing.
CONSIDERATION AND PAYMENT
The Contract will set forth the agreed upon price for the equipment to be paid by KVEC.
Payment will be made net thirty (30) days after receipt by KVEC of invoice and completed W-9
IRS Form from the seller. KVEC’s tender of payment by check is sufficient. No charges for
shipping, handling, packaging or insurance will be allowed unless stated in the contract.
FAILURE TO PROMPTLY EXECUTE CONTRACT
If the successful Bidder fails or refuses to sign and deliver the Contract, including the attached
proposed contract conditions and the necessary insurance within fifteen (15) calendar days of
contract award, KVEC may cancel the award to that Bidder and award to the next lowest
responsible and responsive bidder meeting the bid specifications and the original low bidder
shall have no recourse against the Agency.
DISQUALIFICATION OR TERMINATION
If the equipment to be provided hereunder by Bidder to KVEC exceeds $74,000.00, in total,
KVEC reserves the right to disqualify the Bidder or terminate any contract with Bidder, at any
time during its term, by written notification to successful Bidder, in accordance with the
notification provisions above, in the event it is found that the certification filed by the Bidder
during the procurement process was intentionally false or intentionally incomplete or in the event
that Bidder engages in an impermissible contact.
BID INSTRUCTIONS
All blank spaces in the Bid Forms applicable to the Contract for which a Bid is being submitted
must be appropriately filled in with ink and with both words and figures, and the Bid must be
properly executed. Bids must be submitted by mail, delivery service or personal delivery and
received by KVEC by the date and time specified in the Bid Solicitation. Late Bids will not be
considered. Bids may not be submitted via fax or email. If the Bid is made by a corporation, the
official corporate name shall be given, and the Bid shall be signed by an authorized officer of the
corporation, and the corporate seal affixed. If the Bid is made by a partnership, the official name
as it appears on the Assumed Name Certificate shall be given and the Bid shall be signed by a
partner. If the Bid is made by a sole proprietorship, the Bid shall be signed by the individual
owner.
MISTAKES/DISCREPANCIES IN BIDS
In the event there is a discrepancy in any Bid between unit prices and the extended totals, the
unit prices shall govern. In the event there is a discrepancy between the unit or lump sum prices
written in figures and those written in words, the unit or lump sum prices written in words shall
govern. Bids which do not contain a price for every item contained in the applicable Bid Form
(when required) shall be subject to rejection. Unless otherwise required by law, the sole remedy
for a mistake in a Bid shall be the withdrawal of such Bid and the return of the Bid security, if
any, to such Bidder. KVEC may, in its sole discretion, award the Contract to the next lowest
Bidder or re-bid the Contract. Any amendment to or reformation of a Bid or a Contract to rectify
such an error, mistake, or omission therein is strictly prohibited.
APPLICABLE LAW
Any Contract for the purchase of the equipment Bid herein shall be interpreted in accordance
with the laws of the State of Washington.
REQUIRED FORMS AND ATTACHMENTS
All submittals must include fully completed forms, as listed below, which are signed by a duly
authorized officer or employee:
Form A Equipment Specifications
Form B Business Information Form
Form C Bid Sheet
COVER LETTER
The submittal must include a cover letter with the following:
a. Statement that the bids are applicable for 120 days from the submittal deadline.
b. Commitment of Vendor to carry out all provisions of the RFB if selected by the
Agency.
c. Statement that all information in the entire submittal, including all forms and
supplemental submittals, are included and are accurate and factual.
COSTS FOR PREPARATION OF BID
The Bidder is responsible for all costs associated with the preparation of a bid. None of these
costs will be the responsibility of the Agency.
FORM A
EQUIPMENT SPECIFICATIONS
Equipment Specifications Meets
Specs
(Y/N)
If No, explain in detail. May also provide comments
here.
Used truck chassis, 2004-2007
or newer than 2012, with a
business chassis day cab
preferred, 260,000 miles or
less and no more than 280,000
miles maximum, with a total
weight of 66,000lbs, double
axle, with an approximate 188
inch wheel base, and a
minimum of 230 HP engine,
manual transmission and a
preference of 385x65x22.5 ply
tires and steel wheels.
Spring suspension on chassis,
with an air ride cab, power
steering, and locking rear
ends.
Minimum of 100 gallons of
fuel capacity, but engine
should have a single exhaust.
Minimum 4000 gallon water
tank capacity attached to
chassis, steel, and non-
portable.
Tank shall have:
One 24” circular manway in
the tank.
One Non-skid walkway on
top of tank.
One 2 inch hydrant fill with
swivel swing out spout.
Hydrant fill should have an air
gap or backflow prevention
device.
One rear mounted sight
gauge with shut-off.
One rear mounted ladder
with hand rails.
One 750 GPM at 70 PSI
ATP water pump.
One clutch shift PTO, cab
mounted and controlled.
One 1000 series PTO shaft.
One 4” distribution
manifold.
Two front sprayers
independently cab controlled.
Two rear sprayers
independently cab controlled.
At least one (but two
preferred) side spray - cab
controlled.
One 1.5” discharge ball
valve drivers side.
One cab mounted 5 spray
head control panel.
One DOT rear push block
with storage area and lid.
One DOT rear ICC underrun
protection.
One sanction loading
system with hand primer.
One 100 foot by 1.5”
manual rewind hose reel with
nozzle.
Operators Cab:
Air horn and electric horn
8” convex mirror on right
side of hood
Air-conditioned
Air suspension driver seat
FORM B
BIDDER BUSINESS INFORMATION FORM
1. Name of Firm:
2. Address:
3. Contact Person:
4. Phone Number:
5. Email Address:
6. Check All Appropriate:
Municipally Owned and Operated
Closely Held Corporation - State of Incorporation: ______________________________
Publicly Held Corporation- State of Incorporation: ______________________________
Proprietorship - Name of Proprietor: __________________________________
Partnership - List of Principal Partners: __________________________________
__________________________________
__________________________________
__________________________________
7. Years in Business:
8. Describe the Firm's Experience:
10. Chief Executive/Operating Officer:
Name:
Address:
Phone Number:
FORM C
BID SHEET
Vendor Name:
Address:
Business Telephone:
Email:
Authorized Agent:
Used Unit Gross Purchase Price in Words:________________________________
Used Unit Gross Purchase Price in No.’s ($):______________________________
Does the Water truck meet specifications exactly as written (check one): Yes No
(If no, bidder is required to list ALL deviations on the Equipment Specification Form)
Please verify the following information has been provided:
Equipment Specification Form
Warranty information (if applicable)
Specification of Local Service Facility
Signature: _________________________________________ Date: ___________________