REQUEST FOR PROPOSALS FOR QUINT FIRE APPARATUS WITH EQUIPMENT FOR CITY OF ...

92 Pages·2017·0.69 MB·English

by  Angie Tour

REQUEST FOR PROPOSALS

FOR

QUINT FIRE APPARATUS WITH EQUIPMENT

FOR

CITY OF DECATUR

April 5, 2018

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REQUEST FOR PROPOSALS

The City of Decatur will receive sealed proposals for a Quint Fire Apparatus with Equipment
for the City of Decatur Fire Department, Decatur, Georgia, until 2:00 p.m. on Wednesday,
May 9, 2018, in the City Manager’s Office at Decatur City Hall, 509 North McDonough Street,
Decatur, Georgia 30030, at which time all bids will be publicly opened and read aloud in the City
Commission Meeting Room. This work includes the purchase of a fire pumper engine and
equipment.

The proposal package for the Quint Fire Apparatus with Equipment is available on-line at no
charge at www.decaturga.com/requestforproposals.

All prices quoted by the vendors shall be based upon the cost for all equipment and services
necessary to complete the project. Any deviation from the materials specified must be noted in
the proposal submitted. The vendor shall include an estimated start date and an estimate of the
number of days required to complete the project. The vendor shall be responsible for
establishing the means and methods for prosecuting the work and for supplying all labor,
materials and equipment and all else necessary for the timely completion of the Project.

Any questions regarding bids and/or misunderstandings that may arise from this proposal
should be submitted, in writing, and should be directed to Toni Washington, Fire Chief, at
[email protected], no later than 12:00 noon on Thursday, April 19, 2018.

Proposals are to be submitted on a proper form furnished by the City and shall be addressed to
the City Manager, City Hall, 509 North McDonough Street, Decatur, Georgia 30030, sealed,
dated and enclosed in an envelope appropriately marked on the outside "Bid for Quint Fire
Apparatus for City of Decatur Fire Department, Decatur, Georgia" marked with the name of
the bidder and date and hour of opening, and mailed or delivered to reach the designated office
on or before 2:00 p.m. on Wednesday, May 9, 2018 at which time they will be publicly opened
and read aloud.

The following documents, at a minimum, are required to be submitted as part of the vendor’s
proposal package:

 Instructions
 Compliance with Specifications
 Proposed Warranty
 Experience and References
 Equipment Price Form
 E-Verify Affidavit

Proposals may be held by the City of Decatur for a period not-to-exceed sixty (60) days from the
date of the opening of proposals for the purpose of reviewing the proposals and investigating
the qualifications of vendor, prior to awarding of the contract. The City reserves the right to
reject any and all proposals and to waive informalities.

City of Decatur

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Bid Instructions

One original and two signed copies of the bid must be received in a sealed envelope
plainly marked “Quint Fire Apparatus” with the date and time of the bid opening on the
front of the envelope.

A representative of the company submitting the bid must sign bids in blue or black ink.

Submittals Due

All responses to the Request for Bid must be submitted in a sealed envelope clearly
marked “Quint Fire Apparatus” no later than 2:00 p.m. on Wednesday, May 9, 2018, to:

City Manager
City of Decatur
509 North McDonough Street
P.O. Box 220
Decatur, Georgia 30031

Any submittals not received by this date will not be considered. Three copies of
the proposal are required. Proposals should be in an 8½" x 11" format.

Bid opening will be on Wednesday, May 9, 2018 at 2:00 p.m. in the City
Commission Room of the Decatur City Hall, 509 North McDonough St., Decatur,
Georgia 30030.

The City of Decatur has the right to accept and or reject any and all bids.

Bid Inquiries

Inquiries about this request should be made no later than 12:00 Noon Thursday,
April 19, 2018 to:

Toni Washington, Fire Chief
Decatur Fire Department
230 E. Trinity Place
Decatur, Georgia 30030
Phone: [phone]
Email: [email protected]

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Terms and Conditions

 The City of Decatur reserves the right to reject any and all proposals or parts of a
proposal and waive technicalities, and to adjust quantities.

 All proposals will be considered final. No additions, deletions, corrections, or
adjustments will be accepted after the due date.

 All delivery costs or charges shall be included in the destination price.

 State of Georgia sales tax and federal tax are not applicable to sales made to the
city of Decatur and must be excluded.

 Vendors are required to clearly identify any deviations from the specifications in
this document.

 The authorized officer of the company submitting the proposal must sign in blue
or black ink.

 Vendors must submit three (3) copies of their proposal; one is to be an original
and so marked.

 Sealed proposals received after the designated time of the receipt of the sealed
proposals will be considered as “No Bid” and “Void” and will not be opened.

 The successful bidder is specifically denied the right of using in any form or
medium the names or logo of City of Decatur or any other public entity within the
City of Decatur for public advertising unless express written permission is
granted.

 All bidders must possess the necessary and appropriate business and or
professional licenses in their field.

 All bids shall remain in effect for sixty (60) days after proposal is issued.

 Bidders shall provide a list of at least three (3) references where similar goods
have been provided. Each reference shall include the name of the organization,
the complete mailing address, the name of the contact person and telephone
number.

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INTENT OF SPECIFICATIONS

It is the intent of these specifications to cover the furnishing and delivery to the
purchaser a complete apparatus equipped as hereinafter specified. With a view of
obtaining the best results and the most acceptable apparatus for service in the fire
department, these specifications cover only the general requirements as to the type of
construction and tests to which the apparatus must conform, together with certain
details as to finish, equipment and appliances with which the successful bidder must
conform. Minor details of construction and materials where not otherwise specified are
left to the discretion of the contractor, who will be solely responsible for the design and
construction of all features. The apparatus will conform to the requirements of the
current (at the time of bid) National Fire Protection Association Pamphlet #1901 for
Motor Fire Apparatus unless otherwise specified in these specifications.

Bids will only be considered from companies which have an established reputation in
the field of fire apparatus construction and have been in business for a minimum of
fifteen (15) years.

Each bid will be accompanied by a set of "Contractor's Specifications" consisting of a
detailed description of the apparatus and equipment proposed and to which the
apparatus furnished under contract must conform. Computer run-off sheets are not
acceptable as descriptive literature.

The specifications will indicate size, type, model and make of all component parts and
equipment.

It is the full intent of Decatur Fire Department to purchase an apparatus that is extreme
duty and safe in every area. Structural integrity, fire fighter safety, and Life Cycle Cost
will all be considered in the evaluation process. While price will be considered for
budget reasons, price will not be the driving factor in the decision-making process. This
specification will be the number one deciding factor in the decision-making process. The
city puts a lot of hours into developing this specification and each bidder is required to
meet the minimum requirements mentioned herein. NO EXCEPTIONS

STATEMENT OF EXCEPTIONS TO NFPA 1901

If, at the time of delivery, the apparatus manufacturer is not in compliance, a statement
of exceptions must be provided as follows:

 The specific standard affected.
 A statement describing why the manufacturer is not in compliance.
 A description of the remedy, and who the responsible party is.

The document must be signed by an officer of the company, and an authorized agent of
the purchaser. NO EXCEPTIONS
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NOTICE TO BIDDERS

Bidders are reminded to carefully examine the bid and specifications upon receipt. Any
questions concerning this Bid must be submitted via mail, emailed or hand delivery prior
to bid opening by 12:00 Noon on April 19, 2018 to the Fire Chief. Requests submitted
after that time, WILL NOT be considered. (See page 2 for contact person).

ACCEPTANCE

Bid shall remain fixed and valid for acceptance for (60) calendar days starting on the
due date of the bid.

The City of Decatur reserves the right to accept any part of this bid deemed to be in the
best interest of the City. The City also retains the right to accept or reject any or all
bids.

PAYMENT TERMS AND INVOICING:

The City of Decatur will pay properly submitted vendor invoices within (30) days of
receipt of goods or services. Payment will not be made until goods are delivered and
installed and accepted as specified.

QUALITY AND WORKMANSHIP

The design of the apparatus must embody the latest approved automotive engineering
practices.

The workmanship must be the highest quality in its respective field. Special
consideration will be given to the following points: Accessibility to various areas
requiring periodic maintenance, ease of operation (including both pumping and driving)
and symmetrical proportions.

Construction must be rugged and ample safety factors must be provided to carry loads
as specified and to meet both on and off-road requirements and speed as set forth
under "Performance Test and Requirements."

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PERFORMANCE TESTS AND REQUIREMENTS

A road test will be documented with the apparatus fully loaded and a continuous run of
ten (10) miles or more will be made under all driving conditions, during which time the
apparatus will show no loss of power or overheating. The transmission drive shaft or
shafts, and rear axles will run quietly and free from abnormal vibration or noise
throughout the operating range of the apparatus. The apparatus, when loaded, will be
approximately 66% on the rear axle. The successful bidder will furnish a weight
certification showing weight on the front and rear axle, and the total weight of the
completed apparatus at the time of delivery.

a. The apparatus must be capable of accelerating to 30 MPH from a
standing start within 25 seconds on a level concrete highway without
exceeding the maximum governed engine RPM.

b. The service brakes will be capable of stopping the fully loaded vehicle
within 35 feet from a speed of 25 MPH on a level concrete highway.

c. The apparatus, fully loaded, will be capable of obtaining a speed of 50
MPH on a level highway with the engine not exceeding 95% of its
governed RPM (full load).

d. The apparatus will be tested and approved by a qualified testing agency in
accordance with their standard practices for pumping engines.

e. The contractor will furnish copies of the Pump Manufacturer's Certification
of Hydrostatic Test (if applicable), the Engine Manufacturer's current
Certified Brake Horsepower Curve and the Manufacturer's Record of
Construction Details.

FAILURE TO MEET TESTS

In the event the apparatus fails to meet the test requirements of these specifications on
the first trial, a second trial may be made at the option of the bidder within thirty (30)
days of the date of the first trials. Such trials will be final and conclusive and failure to
comply with these requirements will be cause for rejection. Permission to keep and/or
store the apparatus in any building owned or occupied by the purchaser will not
constitute acceptance of same.

EXCEPTIONS TO SPECIFICATIONS

The following specifications will be strictly adhered to. Exceptions will be considered if
they are deemed equal to or superior to the specifications, provided they are fully
explained on a separate page entitled "EXCEPTIONS TO SPECIFICATIONS."
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Exceptions will be listed by page and paragraph.

Failure to denote exceptions in the above manner will result in immediate rejection of
the proposal. In addition, a general statement taking "TOTAL EXCEPTION" to the
specifications will result in immediate rejection of bid.

Bidder Has Met Above Section 100% Yes_________NO_________

GENERAL CONSTRUCTION

The apparatus will be designed, and the equipment mounted with due consideration to
distribution of load between the front and rear axles so that all specified equipment,
including filled water tank, a full complement of personnel and fire hose will be carried
without injury to the apparatus. Weight balance and distribution will be in accordance
with the recommendations of the International Association of Fire Chiefs and National
Fire Association (or American Insurance Association). Certified Laboratories certificate
will be submitted by the manufacturer. Weight of apparatus will meet all federal axle
load laws.

Bidder Has Met Above Section 100% Yes_________NO_________

DELIVERY REQUIREMENTS

The apparatus will be completely equipped as per these specifications upon arrival and
on completion of the required tests will be ready for immediate service in the fire
department of the purchaser. Any and all alterations required at the scene of delivery to
comply with these specifications must be done at the contractor's expense.

Bidder Has Met Above Section 100% Yes_________NO_________

PURCHASER RIGHTS

The Purchaser reserves the right to accept or reject any bid. The purchaser also
reserves the right to award in their best interest and reserves the right to waive any
formalities.

Bidder Has Met Above Section 100% Yes_________NO_________

U.S.A. MANUFACTURER

The entire apparatus will be assembled within the borders of the Continental United
States to insure more readily available parts (without added costs and delays caused by
tariffs and customs) and service, as well as protecting the purchaser should legal action
ever be required.

Bidder Has Met Above Section 100% Yes_________NO_________
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MANUFACTURER'S EXPERIENCE

Manufacturer will have an extensive experience in constructing similar apparatus, and
have an acceptable safety and service history for at least fifteen (15) years.

Bidder Has Met Above Section 100% Yes_________NO_________

ELIMINATION OF DIVIDED RESPONSIBILITY

It is required that each bidder produce both the chassis and complete apparatus. To
eliminate divided responsibility and service, the chassis and body must be
manufactured by the same Company. Manufacturer will state the number of years the
Company has been producing their own chassis and body. Manufacturer will state
compliance with the paragraph. Bidders who have been building their own chassis less
than 3 years will not be considered. NO EXCEPTIONS.

How many years has bidder been manufacturing their own chassis_________________

Bidder Has Met Above Section 100% Yes_________NO_________

FAMA COMPLIANCE

Manufacturer must be a current member of the Fire Apparatus Manufacturer's
Association.

PRICING OF FUTURE PURCHASES AND “TAG ON” ORDERS

Apparatus purchased in future years beyond the bid award date are subject to cost
increases for material and labor. The successful bidder will extend the proposed price
for future years through the use of the U.S. Bureau of Labor Statistics, Producer Price
Index (PPI) to calculate the selling price increase.

The price adjustment will not exceed the percentage adjustment of the PPI at the time
of the bid opening date to the most current month for which the statistic is available.
The original quoted price will be the base price.

FUTURE PURCHASES AND “TAG ON” ORDERS

The successful bidder will accept “tag on” orders to this bid proposal for a period not to
exceed three (3) years from the bid opening date. The successful bidder will honor the
“tag on” order from any municipality within the United States or Canada.

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CONFIGURATION OF TAG ON ORDERS

In many cases the entity wishing to “tag on” to an existing order may require their
apparatus to be configured differently from the original proposed apparatus. The
successful bidder will allow changes to the configuration within good engineering
guidelines. The changes will be subject to current pricing in effect at the time of order.
For example, a different engine may be required. This will be considered a “change
order” and the purchase price will be adjusted up or down depending on the current
option price.

Bidder Has Met Above Section 100% Yes_________NO_________

BID SEQUENCE

For ease of evaluation, all bid proposals will be submitted in the same order as the fire
department’s specification. NO EXCEPTIONS.

Bidder Has Met Above Section 100% Yes_________NO_________

PROPOSAL DRAWING

A general layout drawing depicting the apparatus layout and appearance will be
provided with the bid. The drawing will consist of left side, right side, frontal and rear
elevation views. Apparatus equipped with a fire pump, will have a general layout view
of the pump operators panel scaled the same as the elevation views. The drawing will
be a depiction of the actual apparatus proposed and not of a generic similar product.

Bidder Has Met Above Section 100% Yes_________NO_________

APPROVAL DRAWING

After the award of bid and pre-construction conference, a detailed layout drawing
depicting the apparatus layout and appearance including any changes agreed upon will
be provided for customer review and signature. The drawing will become part of the
contract documents. The drawing will consist of left side, right side, frontal and rear
elevation views. Apparatus equipped with a fire pump, will have a general layout view
of the pump operators panel scaled the same as the elevation views.

Bidder Has Met Above Section 100% Yes_________NO_________

PRE-CONSTRUCTION CONFERENCE

After award of the contract, and prior to construction of the apparatus, a pre-
construction conference will be held at the facility of the manufacturer. A provision will
be provided in the bid price for all travel, food and lodging to accommodate five (5)
City/Fire Department personnel.
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