City of Milton P.O. Box 909 MILTON, FL Phone: (850) Fax: (850)

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1 City of Milton P.O. Box 909 MILTON, FL Phone: (850) Fax: (850) M E M O R A N D U M TO: FROM: RE: Interested Parties Michelle Abrahamsen, Purchasing Agent PURCHASE OF ONE (1) NEW TRUCK FOR WATER & SEWER DEPARTMENT DATE: October 30, The City of Milton is soliciting bids from qualified dealers to provide one (1) New Truck for the Water & Sewer Department. It is the City s intent that this solicitation permits competition, and the City s objective to make this purchase for the fleet within thirty (30) days of award. All information is available at miltonfl.org under Government, Departments, Purchasing, Bid. Documents are listed at the bottom of the Purchasing Page. All bidders must review and meet the specifications to ensure the proposal meets the requirements of the Scope of Work as provided in this document. The Bid Documents shall be obtained by download from the City of Milton s Website under the Purchasing Department miltonfl.org. The Bidder is responsible for obtaining full bid document(s), including addenda, which may be issued from the city s website. The deadline for submitting your proposal is November 30, 2018 at 2:00 p.m. at City Hall, Milton Florida. The bids will be opened at that time, and all interested parties are encouraged to attend. Questions should be submitted in writing and directed to Michelle Abrahamsen at mabrahamsen@miltonfl.org. All Addenda to the bid with questions and answers will be made available at MiltonFl.org for all parties to review, if necessary. All questions will be accepted until November 16, 2018 at 2:00 p.m. (CST), and answers will be posted on November 21, 2018 at 2:00 (CST).. Michelle Abrahamsen Michelle Abrahamsen, Purchasing Agent Page 1 of 5

2 INSTRUCTIONS FOR PROPOSAL SUBMITTAL I. Bids must be received by November 30, 2018 at 2:00 p.m. (CST) II. Proposals must be submitted to: City of Milton Attn: Purchasing Department 6738 Dixon Street, P.O. Box 909 Milton, Florida III. Bids must be complete and include: A. Public Entity Crime Form (FS Section ) (City website or online) B. Pricing and Detail Bid Form (last two pages of this document) All proposals submitted shall be subject to acceptance or rejection and the City of Milton specifically reserves the right to accept or reject any or all proposals, to waive any technicalities and formalities in the proposal process and award the bid in part or in any manner deemed to be in the best interest of the City. The City of Milton is exempt from sales tax. Upon a quote/bid award, the terms and conditions of this quote/bid or any portion thereof, may upon mutual agreement of the parties be extended for an additional term or for additional quantities. Interested parties shall submit all required forms and information simultaneously with sealed proposal, which forms and information become a part of the property of the City of Milton and will not be returned to the firm unless a written request to withdraw is received prior to November 30, 2:00 p.m. (CST). REQUIREMENTS FOR BIDDERS These items apply to and become a part of the terms and conditions of the proposal submitted. Any exceptions must be in writing. Notice is hereby given that the City of Milton will receive sealed proposals from interested parties until November 30, 2018 at 2:00 p.m. at its offices located at City Hall, Milton, Florida. Any proposal received thereafter will not be considered. Proposals will be publicly opened and read at the City of Milton, City Hall on the day and at the hour specified. The purchaser may consider as non-responsive, any bid in which there is an alteration of, or departure from the proposal form hereto attached. The proposal will be awarded to the best firm who complies with the conditions of the invitation for proposal. The firm to whom award is made will be notified at the earliest possible date. Page 2 of 5

3 The City of Milton reserves the right to reject the proposal of a firm who has previously failed to perform properly or complete on time, contracts of a similar nature, or the proposal of a firm who, in the sole opinion and discretion of the City of Milton is not in a position to perform the contract, or whose name appears on the United States Comptroller General s list of ineligible contractors. Proposals may be withdrawn by written or faxed request, provided such withdrawals are received prior to bid opening date. NOTE: Unless stated on the Proposal form the proposal submitted will assume all specifications will be met. Please note on the proposal form all exceptions. The successful bidder will be required to submit a Taxpayer Identification Number, Non-Collusion Affidavit and Florida Public Entity Crime Form before payment is made. NEW AUTOMOBILE ~ MINIMUM REQUIREMENTS Vehicle shall be in excellent mechanical, exterior and interior condition with no visible wear; no fluid leaks and free of any damage. Vehicle shall require no reconditioning and shall have a clean engine compartment. Vehicle shall have no mechanical and/or cosmetic problems as deemed by the City of Milton. Vehicle must have a clean title and the ability to pass all Federal and State inspections. Fire, frame, or water damaged will not be accepted. Vehicles must be delivered clean, complete and ready for service. Vehicle pre-delivery service preparation and inspection must be performed by the dealer according to the manufacturer s specifications at no extra cost. Each vehicle must be delivered with no less than a quarter (1/4) tank of gas. Minimum of two (2) complete sets of keys shall be furnished with each vehicle The successful bidder must furnish one (1) copy each of the following upon delivery of the vehicle: All ownership documents and papers required by FL DMV for titling and registration purposes; DMV Transfer of Ownership, Dealer s Report of Sale, Bill of Sale, Odometer statement (if applicable) and any other document required. Vehicle Warranty Information Manual Vehicle Owner s Manual Certificate/Statement of Origin. Pre-Delivery Inspection: The City of Milton reserves the right to inspect any service records, inspect and/or test drive the vehicle prior to acceptance of delivery and approval of vendor s invoice. Delivery Inspection: Each vehicle delivered will be checked for compliance with the specifications. If any deviations from the specifications, damage, or improper dealer preparation exist, the invoice will not be approved for payment until the vendor corrects all defects. The vendors shall have 2 business days to correct any deficiencies unless approved otherwise by the City of Milton, in writing. Taxes: No Taxes are to be included in the Bid Response pricing, including Federal Excise and State Sales Tax. The City of Milton shall furnish a Tax Exemption number upon request. Page 3 of 5

4 Specifications for the New Truck for the City of Milton Water & Sewer Department General specifications for: New Truck Water & Sewer Department Due Date: November 30, 2018 ************************************************************************* Year(s) 2019 Make Ford Model F-250 Trim XL Color White Power 4 X 2 Handling Rear Stabilizer Bar; Trailer Tow Package; Trailer Braker Controller Cab Style Ford F x 2 Crew Cab 176 W/Base (W2A) Box Style Knapheide Service Body; 696-J with Rear Step Bumper; Spray-in Bedliner Climate Features Comfort & convenience Cruise Control Entertainment System AM/FM/CD/SYNC BLUETOOTH Seating Exterior Appearance Windows & Glass Wheels and Tires LT245/75RX17E BSW A/5 Safety Security Brand & Model Bidding: State: GVWR Lbs. Size of Engine: Engine Type: 6.2 V-8 Gaseous Engine Current Mileage Cylinders & Liters BID PRICE: Maintenance and/or Service Agreement may be attached (In summary format) Note: Dealer shall state warranty and estimated delivery date for the vehicle. Warranty Information: Company Name Name of Representative Phone Company Address Page 4 of 5

5 RFQ # Request for Quotation City of Milton RFQ # Request For Quotation Purchase New Truck (Utilities Department) Joe Cook, Public Works Director Office Phone: (850) REFERENCE DESCRIPTION - REQUIRED SPECIFICATION PRICE 0EXTERIOR COLOR: WHITE 2019 FORD F x 2 CREW CAB 176 W/BASE (W2A) Price L V-8 Engine 044S 6 SPEED AUTO 0X3E 3.73 LIMITED SLIP 098F CNG/PROPANE GASEOUS ENGINE 0TBM LT245/75RX17E BSW A/T 090L POWER WINDOW & DOOR LOCKS 063R REAR STABILIZER BAR 052B TRAILER BRAKE CONTROLLER 0 TRAILER TOW PACKAGE 018B RUNNING BOARDS 066D PICKUP BED DELETE 0512 SPARE TIRE & WHEEL 2525 CRUISE CONTROL 0942 DAYTIME RUNNING LIGHTS 067E EXTRA EXTRA D/DUTY ALTERATION 240 AMP 0872 REAR VIEW CAMERA (W/BLUETOOTH) 0592 LED ROOF CLEARANCE LIGHTS 043C 110V/400W OUTLET 0585 AM-FM-MP3 066S UPFITTER SWITCHES 061L FT WHEEL WELL LINERS 476C EXTERIOR BACKUP ALARM 0 KNAPHEIDE SERVICE BODY J WITH REAR STEP BUMPER 0 SPRAY-IN BED LINER 0 CORNER STRONES (LED) 0 6 NOTE FOLLOWING THE CITY S ISSUANCE OF AWARD AND SUBSEQUENT PURCHASE ORDER, VENDOR MUST DELIVER SPECIFIED VEHICLE WITHIN 16 WEEKS (120 DAYS). IF VENDOR DELIVERY EXCEEDS 16 WEEKS (120 DAYS), LIQUIDATED DAMAGES WILL BE ASSESSED AT THE RATE OF PER CALENDAR DAY. BID PRICE: PROPOSED DELIVERY DATE: Page 5 of 5