HomeMy WebLinkAbout2016-229 Contract - TEC Equipment
CITY OF ASHLAND
CONTRACT FOR PURCHASE OF EQUIPMENT
CONTRACT
Contract made this 8th day o f Auk , 2016, between the City of Ashland ("City") and
Tec Equipment, Inc. ("Contractor").
City and Contractor agree:
1. Contract Documents: This contract is made as a result of an Invitation to Bid issued by City
entitled "INVITATION TO BID" for a HEAVY DUTY CAB & CHASSIS Bid No. #2016-
101, Contractor was awarded the bid as the lowest responsible bidder on August 2, 2016. The
contract documents are comprised of the Invitation to Bid and all included attachments, which
are hereby incorporated by this reference, and the Contractor's Bid, which is also incorporated
by this reference. In the event of a conflict between this contract and the Invitation to Bid, the
terms of this contract govern. In the event of a conflict between the Invitation to Bid and the
Bid, the Invitation to Bid shall take precedence over the Bid.
2. Scope: Contractor shall produce and deliver the equipment described in the contract
documents within the time prescribed in the contract documents.
3. Price and Payment: City shall pay Contractor the sum of $110,724.42 (total amount)
for the specified HEAVY DUTY CAB & CHASSIS (equipment) to be delivered FOB
Ashland
within 30 Days days after receipt of order. Complete delivery due by 09/19/2016.
CORPORT_~DFFICER CITY OF ASHLAND
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City Administrator
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Page 14 of 14 - ITB, GEN COND, SPECIFICATIONS, SPECIAL PROVISIONS, BID FORM, CONTRACT
X NOTICE:
011
Ira
City of Ashland
Invitation to Bid #2016-101
Heavy Duty Cab and Chassis
Bids are due prior to 2:00pm (PST), Thursday, July 21, 2016
The City of Ashland is seeking bids for a new heavy duty cab and chassis. Upon receipt of the cab and
chassis, a 10-12 cubic yard dump body will be purchased and installed on the cab and chassis.
The INVITATION TO BID is available online at www.ashland.or.us (Log on to the City's website,
scroll down to the Ashland 24/7 ribbon and click on "Proposals, Bids and Notifications". Scroll down to
public notice and click on REQUEST BID PACKET beneath the public notice. You will need to log in to
the system each time you would like to download the solicitation documents and any subsequently issued
addenda.)
In accordance with AMC Section 2.50.080, Competitive sealed bids and competitive sealed proposals
may be available online, but applicants will NOT be able to submit their proposals and/or responses
online. Bids and proposals must be delivered in hard copy form to the City in accordance with the
requirements outlined in the ITB. Individuals that obtain the solicitation materials electronically are
responsible for regularly checking for instructions, addenda, and related materials.
All questions and inquiries regarding this ITB must be directed to the Purchasing Representative (Sole
Point of Contact), Kari Olson, via email kari.olsongashland.or.us or telephone 541-488-5354.
Please note the following deadline for submitting questions and/or requests for additional information to
aid in the clarification of the Invitation to Bid.
DEADLINE FOR QUESTIONS 5:00 PM (PST), Friday, July 15, 2016
Sealed bids must be received prior to 2:00pm (PST), Thursday, July 21, 2016, by Kari Olson,
Purchasing Representative in the City of Ashland, Purchasing Office located at 90 N. Mountain Avenue,
Ashland OR 97520. The bids will be publicly opened and read at 2:00pm (PST), Thursday,
July 21, 2106.
Kari Olson
Purchasing Representative
City of Ashland, Oregon
Kari.Olsonna,ashland.or.us
Tel: 541-488-5354
Published: July 1, 2016
Page 1 of 14 - ITB, GEN COND, SPECIFICATIONS, SPECIAL PROVISIONS, BID FORM, CONTRACT
a
Y
CITY OF ASHLAND BID NO: 2016-101
Ashland Service Center DATED: June 30, 2016
90 N. Mountain Avenue
Ashland, Oregon 97520
(541) 488-5354
FAX (541) 488-5320
INVITATION TO BID, GENERAL CONDITIONS AND SPECIFICATIONS
FOR EQUIPMENT
The City of Ashland ("City") is accepting bids for the purchase of a HEAVY DUTY CAB & CHASSIS
further referred to in this Invitation to Bid as "equipment". All bids shall be subject to the following
conditions:
1. Time and Place for Receiving Bids: Bids must be received by Kari Olson, Purchasing Representative,
Ashland Service Center, 90 N. Mountain Avenue, Ashland, Oregon 97520, prior to 2:00pm (PST),
Thursday, July 21, 2016. At that time, bids will be publicly opened and read in Room 106 of the Service
Center. Bids may not be withdrawn after the time set for the opening of bids. Late, emailed and/or faxed
bids will not be considered
Bid submittal requirements:
■ One (1) original complete copy of the bid, including bid form and specifications, SIGNED IN INK.
■ One (1) additional complete copy of the signed bid
■ The complete bid is to be submitted in a sealed envelope or box and labeled as follows:
BID NO: 2016-101
PURCHASE OF A HEAVY DUTY CAB & CHASSIS
BID OPENING: 2:OOPM (PST), THURSDAY, JULY 21, 2016
Please note: Bids shall be submitted in a sealed envelope or box appropriately marked. Late, electronic
and facsimile bids will not be considered. It is recommended that you request available delivery options for
the City of Ashland and verify that our method of shi ment will arrive prior to the due date and time.
2. Sole Point of Contact: The City of Ashland Purchasing Representative, Kari Olson, is the sole point of
contact during the entire solicitation process, including clarification and/or protest of specifications, method of
bidding, the evaluation and award process, and/or other questions that may arise. Information, correspondence
and questions pertaining to this solicitation shall ONLY be directed to:
Name: Kari Olson
Title: Purchasing Representative
Address: City of Ashland
90 N. Mountain Avenue, Ashland, OR 97520
Telephone: 541-488-5354
Fax: 541-488-5320
Email: kari.olsongashland. or.us
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ation Schedule: In accordance with OAR 137-047-0255 (2)(c)(A), the solicitation schedule is as
S:
CTIVITY DATE
Invitation to Bid Released July 1, 2016
1St Public Notice July 1, 2016
Deadline for Questions 5:00 PM (PST), Friday, July 15, 2016
DUE DATE AND TIME 2:00pm (PST), Thursday, July 21, 2016
(Note: Bids must be received prior to the due date and time.) Location: City of Ashland, Purchasing Office,
90 N. Mountain, Ashland, OR 97520
Evaluation Process July 21-26, 2016
Contract Recommendation Upon completion of evaluation process
Notice of Intent to Award At least seven (7) days before the
award of a public contract
Contract Recommendation August 2, 2016
Presented to City Council forapproval Subject to approval of funds
Public Contract Award Upon Council approval and at least seven (7) days
after the release of the Notice of Intent to Award
NOTE: Any changes made to the closing date of the ITB will be made in the form of a written addendum and mailed to
all potential bidders who have received the ITB documents.
4. Electronic Solicitation: Pursuant to AMC Section 2.50.080, competitive sealed bids are available
online at www. ash land. or. us, but applicants will NOT be able to submit their bids or responses online.
Bids must be delivered in hard copy form to the City in accordance with the requirements for the
competitive solicitation. Individuals that obtain the solicitation materials electronically are responsible for
regularly checking for instructions, addenda, and related materials.
5. Bidders Right to Protest Solicitation: Any prospective bidder who contends that the provisions of the
contract documents or that the procurement process is contrary to law or that this solicitation document is
unnecessarily restrictive, is legally flawed or improperly specifies a brand name, must submit a written
protest with the Purchasing Representative not less than ten (10) days prior to the date on which the bids
are due. Failure to file a protest will be deemed a waiver of any claim by a bidder or prospective bidder
that the procurement process violates any provision of ORS 279A, ORS 279B or AMC Chapter 2.50. If
protests, inquiries or comments by bidders raise issues that require clarification by the City, addenda will
be issued by the Purchasing Representative.
6. Disclaimer of Responsibility. The City will not be responsible for oral interpretations. Should a bidder
find discrepancies in, or omissions from, the contract documents, or be in doubt as to their meaning, such
bidder shall notify the person designated in paragraph 2. Any and all such interpretations or approval of
manufacturer's materials to be substituted will be made only in the form of written addenda to the
specifications which, if issued, will be mailed or faxed to all prospective bidders receiving a set of such
documents. All addenda so issued shall be considered by the bidder in preparing the bid, shall be
submitted with the bid and, shall become a part of the contract documents.
7. Specifications: Specifications for the equipment are attached to this Invitation to Bid. Any deviations
from the specifications shall be identified in the bid utilizing the method outlined in paragraph GC 17 of
the general conditions/specifications documents. The uses of brand names in the specifications are utilized
to describe the type and quality of item required. Bidders are not limited to the brand specified but may
Page 3 of 14 - ITB, GEN COND, SPECIFICATIONS, SPECIAL PROVISIONS, BID FORM, CONTRACT
any brand of equivalent type and quality. Any deviations from the specifications, however, shall be
Afied in the bid, and City reserves the right to reject a bid on the basis of deviations or brands which
not equivalent in type or quality.
8. General Conditions: The City's general conditions for purchase of equipment are attached to and
incorporated in this Invitation to Bid. Any bid that attempts to modify or abrogate any of the general
conditions including, but not limited to, provisions on warranties may be rejected as nonresponsive.
9. Addenda: All bidders are encouraged to ask questions and request additional information that will aid
in the clarification of the solicitation requirements. Questions and requests for information will be
promptly considered, and written responses will be provided in the form of a written addendum and
posted on the City's website at www.ashland.or.us Receipt of an addendum must be acknowledged by
signing and returning it with the bid. The provisions of this ITB, cannot be modified by oral
interpretations or statements. Addenda will be issued within a reasonable time to allow bidders time to
consider the addenda in preparing their bids. Addenda shall not be issued less than 72 hours before the
closing unless the addendum also extends the closing.
10. Proprietary Information (Trade Secrets After the City issues a notice of intent to award a contract, the
City may withhold from disclosure to the public trade secrets, as defined in ORS 192.501, and information
submitted to the City in confidence, as described in ORS 192.502, that are contained in the bid. It is the
responsibility of the proposer to clearly identify trade secrets and proprietary information as confidential
information by indicating in bold capitalized letters "CONFIDENTIAL" prior to the information. The City
)f Ashland, in good faith, will honor the bidder's request to keep the proprietary information confidential
n accordance with the Oregon Revised Statutes.
11. Bid Form:
11.1. Bidders shall complete the bid form on page 12. All pages of the bid form must be left in
)roper sequence. Bids may be rejected as nonresponsive if they are altered, incomplete, conditional or
itherwise irregular.
11.2. If the bid is submitted by a partnership, it must be signed by a partner. If the bid is submitted
y a corporation, it must be signed by a corporate officer and be accompanied by proof of authority to
ign.
11.3. The bid must include a statement on whether or not the bidder is a resident bidder as defined
ORS 279A. 120(1)(b). "Resident bidder" means a bidder who has paid unemployment taxes or income
xes in this state during the 12 calendar months immediately preceding submission of the bid, has a
.isiness address in this state and has stated on the bid that the bidder is a "resident bidder". This
quirement can be satisfied by having a corporate officer complete and sign the Certificate of Compliance
,und on pie 13 of this ITB.
11.4 In accordance with ORS 279A.110 (4), the bidder shall certify that the bidder has not
scriminated and will not discriminate, in violation of ORS 279A.I I0(1), against any minority, women or
lerging small business enterprise certified under ORS 200.055, in obtaining any required subcontract.
its requirement can be satisfied by having a corporate officer complete and sign the Certificate of
)mpliance found on Vjge 13 of this ITB.
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trements of Contract Documents: Each bidder must examine the general conditions,
.lcations and other contract documents and take such other reasonable and prudent actions that the
.,der deems necessary to ascertain the requirements of the contract documents. A bidder shall not at any
time, after submission of its bid, assert that there was any misunderstanding concerning the nature, quality
or description of the equipment to be supplied.
13. Withdrawal of Bids: Any bid may be withdrawn at any time prior to the time set for opening bids, by
providing written request for withdrawal of the bid to the Purchasing Representative. The request shall be
executed by the bidder or a duly authorized representative. The City shall not consider late bids,
withdrawals or modifications. All bids shall be irrevocable for a period of 60 days from the day of
opening.
14. Acceptance of Bid: The City may reject any bid if the City determines that the bidder has an interest in
more than one bid; there is collusion between bidders; the bid is not responsive; the bid is not in
compliance with the terms of the contract documents and all applicable public bidding laws, rules and
ordinances; or the bidder is not qualified to provide the equipment covered by the contract documents.
14.1. Pursuant to ORS 279A.120(2), to determine the lowest responsive bid, the City will add a
i
)ercent increase on the bid of a nonresident bidder equal to the percent, if any, of the preference given to
:hat bidder in the state in which the bidder resides.
14.2. Terms or discounts which are conditioned upon payment within a certain time will not be
;onsidered for purposes of comparison of bids.
14.3. Pursuant to ORS 279A.120(2), the City shall give preference to equipment manufactured or
produced in Oregon if price, availability and quality are otherwise equal.
14.4 Pursuant to ORS 279A.125(2), the City shall give preference to goods that are certified to be
lade from recycled materials if. (a) The recycled product is available; (b) The recycled product meets
pplicable standards; (c) The recycled product can be substituted for a comparable nonrecycled product;
nd (d) The recycled product's costs do not exceed the costs of nonrecycled products by more than five
ercent, or a higher percentage if a written determination is made by the City.
14.5 Pursuant to ORS 279B.055(2)(g), the contractor or subcontractor is to possess an asbestos
)atement license, if required under ORS 468A.710.
14.6 Pursuant to ORS 279B.100(l), any solicitation or procurement described in the solicitation
ay be canceled, or any or all bids may be rejected in whole or in part, when the cancellation or rejection
in the best interest of the City as determined by the City. The City is not liable to any bidder for any
ss or expense caused by or resulting from the cancellation or rejection of the solicitation, bid or award.
14.7 Pursuant to ORS 279B.100(2), any solicitation or procurement described in the solicitation
ay be delayed or suspended when the delay or suspension is in the best interest of the City as determined
the City. The City is not liable to any bidder for any loss or expense caused by or resulting from the
lay or suspension of the solicitation, bid or award.
. Notice of Intent to Award: The City will post or provide to each bidder at least seven days before the
,ard of a public contract a notice of intent to award pursuant to ORS 279B.135.
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.lders Right to Protest Notice of Intent to Award: A bidder may protest the notice of intent to
,,,,d by submitting a written protest specifying the grounds for the protest in accordance with ORS
/9B.410 to the Purchasing Representative prior to 5:00pm on the seventh day after the release of the
notice of intent to award. Failure to file a protest will be deemed a waiver of any claim by a bidder that the
intent to award violates any provision of ORS 279A, ORS 279B or AMC Chapter 2.50.
17. Award of Contract: The City shall award the contract to the lowest responsible bidder whose bid
substantially complies with the requirements and criteria set forth in the Invitation to Bid and with all
prescribed public procurement procedures and requirements.
18. Cooperative Procurement: Pursuant to OAR 137-046-04301 this solicitation is a Permissive
Cooperative Procurement and authorized agencies may utilize a Permissive Cooperative Contract pursuant
to ORS 279A.215.
W 6 of 14 - ITB, GEN COND, SPECIFICATIONS, SPECIAL PROVISIONS, BID FORM, CONTRACT
i
GENERAL CONDITIONS FOR PURCHASE OF EQUIPMENT
t. Contract Documents: The contract documents are integrated. A requirement in one of the contract
aocuments is as binding as though occurring in all. In the event of any inconsistency in the terms of the
contract documents the following order of precedence shall govern unless otherwise stated:
1. Specifications; 2. These general conditions and special provisions; 3. The Invitation to Bid; 4 The
successful bid.
The apparent silence of the contract documents as to any detail shall be regarded as meaning that
only the best practice is to prevail and that only equipment of first quality are to be provided by bidder.
X2. New Equipment: All equipment shall be new unless otherwise specified in the special provisions or
specifications.
30. Payment: Payment shall be made by City warrant within thirty days after City has inspected the
,-quipment or has had a reasonable opportunity to do so. City may reserve payment until all equipment is
•eceived.
X4. Risk of Loss: Bidder shall have the risk of loss until the equipment has been delivered to City's
acility and is approved after inspection by City.
X5. Inspection: Equipment furnished under this contract shall be subject to inspection and testing by
.ity at times and places determined by City. If City determines that the equipment is not in compliance
pith the specifications, City may reject the equipment and require Bidder to either cure defects or make an
quitable price reduction. If Bidder refuses to cure defects within a time deemed reasonable by City, City
iay cancel the contract or enforce City's remedies for default. Nothing in this provision shall impair City's
ghts to enforce warranties, revoke acceptance of the equipment or enforce any other remedies under
►RS Chapter 72.
C6. Safety and Health Requirements: Equipment shall comply with all federal Occupational Health and
afety (OSHA) requirements and with all Oregon safety and health statutes and administrative rules
cluding, but not limited to, those of the Workers' Compensation Department.
All "Material Safety Data Sheets" for hazardous chemicals that are subject to ORS 654.750 and
AR Chapter 435, Division 155 shall be submitted to City before the chemicals are delivered.
C7. Taxes: City generally is not subject to taxation. Bidder shall be responsible for paying all taxes on
sale of the equipment, except fuel taxes included in the bid price.
~8. Compliance with Law: This agreement will be governed by and construed in accordance with laws
the State of Oregon. Each party agrees that it will perform its obligations hereunder in accordance with
applicable state, federal and local laws, rules and regulations now, or hereafter in effect. Bidder shall
mply with applicable provisions of ORS 279C.505, 279C.515, 279C.520 and 279C.530. Bidder is a
ibject employer" as defined in ORS 656.005. Bidder shall comply with all applicable workers'
,npensation laws including, but not limited to, ORS 656.017.
'9. Patented Equipment: Bidder shall defend, indemnify and hold City harmless from any claims for
ringement of patent arising out of City's use of the equipment.
e 7 of 14 - ITB, GEN COND, SPECIFICATIONS, SPECIAL PROVISIONS, BID FORM, CONTRACT
. rability: If any provision of the contract documents shall be held to be invalid or
,;eable, such invalidity or unenforceability shall not affect any other provision of the contract
,ments. The contract documents shall be construed as if such invalid or unenforceable provision had
.ever been included.
GC 11. No Waiver: No provision of the contract documents shall be deemed waived unless such waiver is
in writing and signed by the party claimed to have waived its rights. Any waiver of a breach by any party,
whether expressed or implied, shall not constitute waiver of any other different or subsequent breach.
GC 12. Successors: The successors, assigns and legal representatives of Bidder and City shall be subject to
ill provisions of the contact documents. Bidder shall not assign Bidder's rights or obligations under this
agreement without prior written consent of City.
X 13. Indemnification: Bidder shall defend, indemnify and save City, its agents, and employees harmless
rom any and all losses, claims, actions, costs, or other damages resulting from injury to any person or I
lamage to property, of whatsoever nature arising out of or incident to the performance of this agreement
iy Bidder or defects in the equipment. Bidder shall not be held responsible for any losses, claims, actions,
osts, judgments, or other damages, directly, solely, and proximately caused by the negligence of City.
IC14. Notices: Any notice required to be given under this contract, or any notice required to be given by
tw, shall be in writing and shall be given by personal delivery or by registered or certified mail, to Bidder
t the address stated in the bid form or to City at the address of the Purchasing Representative stated in the
ivitation to Bid.
C 15. Entire Agreement: The contract documents are the entire, final and complete agreement of the
irties and supersede all prior and existing written or oral understandings except as otherwise continued
effect by the terms of the contract documents. No modification of the contract documents shall be valid
iless in writing and signed by the parties.
216. Acceptance of Specifications: Bidders must satisfy themselves by personal examination of the
ecifications and by such other means as they prefer, as to the actual conditions and requirements of the
ecifications and shall not at any time, after submission of the bid, dispute, complaint, or assert that there
is any misunderstanding in regard to the nature, quality or description of the item to be supplied. Bidder
ist submit with its bid a statement accepting each and every specification or accepting each and every
I ification not otherwise excepted under paragraph GC 17.
17. Exceptions (Substitutions): The bidder may take exception to any standard of these specifications.
e prospective bidder who cannot meet each and every requirement of the specifications need not be
isidered unqualified to submit a bid. By taking exceptions and clearly stating the substitution, in writing
:he column provided on the specifications, a bidder may still compete in the process. The City reserves
right to review bidder exceptions pursuant to standards set forth under OAR 137-047-0255(3). The
y reserves the right to reject a bid if the item being provided as an exception or substitution is not equal
;uperior to the product specified. A bid taking "total" exception to the specifications will be considered
i-compliant.
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SPECIFICATIONS FOR PURCHASE OF EQUIPMENT
S 1. ACCEPTANCE: Bidders must satisfy themselves by personal examination of the specifications and
special provisions, and by such other means as they prefer, as to the actual conditions and requirements of
the specifications and special provisions of the contract documents, and shall not at any time, after
submission of the bid, dispute, complain, or assert that there was any misunderstanding in regard to the
nature, quality or description of the item to be supplied. Bidder must submit with its bid a statement
accepting each and every specification or accepting each and every specification not otherwise accepted
under section 2.
S2. EXCEPTIONS (SUBSTITUTIONS): The bidder may take exception to any standard of this
specification. The prospective bidder who cannot meet each and every requirement of the specifications
need not be considered unqualified to submit a bid. By taking exceptions and clearly stating the
substitution, in writing in the column provided on the specifications, a bidder may still compete in the
process. The City reserves the right to reject a bid if the item being provided as an exception or
substitution is not equal or superior to the product specified. A bid taking "total" exception to the
specifications will be considered non-compliant.
S3. SPECIFICATIONS: The specifications for the equipment to be supplied are attached to this
document.
SPECIFICATIONS ARE ATTACHED ASE IT A.
Please note: The Citv's ngen is to encourage competition. It is flee bndcier's responsibifl - 110
advise the City in writing if any language, requirement, specifications, or any combination
thereof, inadvertently restricts or limits the requirements stated in the ITB to a single source.
Such notification must be received by the sole point of contact for this solicitation not less than
ten 10 days prior to due date and time for submitting bids. Thank you.
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SPECIAL PROVISIONS FOR PURCHASE OF EQUIPMENT
These special provisions are part of the contract documents for the purchase of a HEAVY DUTY CAB &
CHASSIS. The following special provisions modify and supplement the City's general conditions for this
purchase. These special provisions supersede contrary general conditions.
1. Definitions: The following definitions supplement and take precedence over definitions in the general
conditions:
1.1. "Contract Documents" shall mean the general conditions, these special provisions, the
specifications (including samples), exhibits that are incorporated in other contract documents by reference,
Bidder's bid, and the written agreement signed by City and Bidder.
1.2. "Goods" and "Equipment" are synonymous and shall mean the equipment specified in Bidder's
bid, including all parts, components and accessories necessary for complete operating units as stated in the
specifications.
2. Use of Equipment: The equipment will be used by the City as a vehicle (cab and chassis) for a
10-12 cubic yard dump body to be purchased and installed upon receipt of the cab and chassis, and
other purposes for which the equipment is designed.
I Delivery: The cab and chassis shall be delivered complete and fully operational to the City of Ashland
Service Center, 90 N. Mountain Ave., Ashland, OR 97520, no later than 120 days ARO-
MANDATORY/NO EXCEPTIONS. The bid price will be F.O.B. delivered. Shipment with any
reservation is prohibited. Any risk of loss prior to delivery and acceptance of the equipment shall be borne
by Bidder.
3.1. The delivered equipment will be examined for conformance to specifications before
acceptance can be made. The successful bidder will assume all responsibility for the equipment prior to
acceptance by the City.
3.2. Unless the equipment is a passenger vehicle, a competent delivery engineer shall accompany
the vehicle at the time of delivery. The delivery engineer shall be an employee of the vehicle manufacturer
or an accredited delivery service.
4. Liquidated Damages for Late Delivery:
4.1. Any delay in delivery of the equipment beyond the date specified in section 3 will cause
inconvenience and material expense to City. It is essential that the equipment be delivered to City on or
before the date specified. It is and will be impractical and difficult to ascertain the actual damage City
sustains by reason of delay. Bidder will pay to City, not as a penalty, but as liquidated damages, for each
calendar day of delay beyond the delivery date, the sum of $200.00. City may deduct liquidated damages
from the contract price.
4.2. City, at City's sole discretion, may grant Bidder an extension of time for delivery of the
equipment if the delay is caused by occurrences beyond Bidder's control. An extension will not be granted
for shortage or inadequacy of labor, equipment or materials; negligence or fault of Bidder, Bidder's
suppliers or subcontractors; or other deficiencies within the province of Bidder's control or responsibility.
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5. Contract Price: The contract price shall be the "lump sum" purchase price payable to Bidder for the
equipment, as stated in the bid. The contract price shall cover all costs incurred by Bidder in providing the
equipment including, but not limited to, the cost all components and accessories, shipping, and insurance.
6. Payment: Payment of the contract price, less any liquidated damages, shall be made by City within
thirty days after the equipment is delivered and accepted.
7. City Purchasing_Representative/Sole Point of Contact: Notwithstanding section 2 of the Invitation to
Bid, all correspondence pertaining to the specifications shall be directed to the City of Ashland Purchasing
Representative or designee, and, after the written agreement is signed, the Wes Hoadley, Fleet/Safety
Supervisor, , or designee, shall administer the contract for City.
8. Warranties:
8.1. Bidder warrants that equipment when delivered will be in good working order and will
perform in accordance with the manufacturer's published specifications and City's specifications. In the
event of any discrepancy between City's specifications and the manufacturer's specifications, City's
specifications shall take precedence.
8.2. The equipment also shall be subject to the warranties provided by ORS 72.3120, 72.3130,
72.3140 and 72.3150, and any waiver of such warranties in the manufacturer's written warranty shall be
void.
8.3. If the equipment continually fails to operate as warranted, City may require Bidder to provide
substitute equipment or pursue other remedies that are available.
9. Delivery: The equipment shall be delivered to the City no later than 120 days ARO -
MANDATORY/NO EXCEPTIONS unless the City agrees to a later date. If a bidder will not be able to
deliver the equipment by the date specified in this section, the bidder may submit an alternative with the
bid. If the City determines that the delivery date proposed by the bidder will cause inconvenience or
hardship to the City, the bid may be rejected as nonresponsive.
10. Manuals: For all equipment purchased for the City, the Bidder shall provide the City with two copies
of all manuals, electrical and mechanical schematics and part lists that are necessary for effective
operation and maintenance of the equipment. These shall include, but are not limited to: lubrication
charts, wiring diagrams, and manuals for parts, service and operation. Parts manuals must list original part
manufacturer's numbers. If parts have been re-numbered by the equipment manufacturer, a cross-index to
the original part manufacturer's numbers must be furnished. Manuals available on CD or DVD are
preferred; however, book style will be acceptable for those that are not available on CD or DVD.
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CITY OF ASHLAND
Invitation to Bid 42016-101
HEAVY DUTY CAB & CHASSIS
BID FORM
I, the undersigned, an authorized representative of the bidder whose name is:
is?
Address: ,C
City, State & Zip: -776 Phone No.: 541- - 6 K6 FAX No.
have read and thoroughly understand the contract documents including the Invitation to Bid, general
conditions, special conditions, specifications, and all other conditions of the invitation for bids issued by
the City of Ashland for a HEAVY DUTY CAB & CHASSIS.
Acting on behalf of my firm which is listed above, I do attest that the equipment offered by this firm
meets the City's specifications in every respect except those described on the attached list of exceptions,
and that all exceptions are equal to, or better than, the equipment specified.
Barring circumstances beyond our control, we agree to deliver within days from receipt of a
purchase order. This bid is set forth as follows: Total Amount $ 11017Zq-qZ
The bidder hereby acknowledges receipt of Addendum Nos. I , Z , , to this ITB.
In accordance with OAR 137-047-0480, a bid is a firm offer, irrevocable, valid and binding on the bidder
for not less than sixty (60) days following the bid closing.
The Invitation to Bid, exhibits and subsequently issued addendums released by the City must be submitted
complete with your bid.
Corporate Officer: By:
Signature
C, f4 V 7~7-4EA/
Print Name
Title: -7 (v
Date:
Page 12 of 14 - ITB, GEN COND, SPECIFICATIONS, SPECIAL PROVISIONS, BID FORM, CONTRACT
CERTIFICATE OF COMPLIANCE
Residency Statement:
In compliance with OAR 137-047-0255(2)(a)(E), each bid must contain a statement as to whether
the bidder is a "Resident bidder". This is defined by ORS 279A.120: "Resident bidder" means a
bidder that has paid unemployment taxes or income taxes in this state during the 12 calendar months
immediately preceding submission of the bid, has a business address in this state and has stated in
the bid whether the bidder is a "resident bidder".
Yes, I certify that I am a "Resident bidder" as defined by ORS 279A.120.
No, I certify that I am not a "Resident bidder" as defined by ORS 279A.120.
I am domiciled in the State of (Indicate State)
Compliance with Oregon Tax Laws:
In compliance with OAR 137-047-0255(2)(c)(C)(e), I hereby attest or affirm under penalty of
perjury: That I am authorized to act on behalf of the contractor in this matter, that I have authority
and knowledge regarding the payment of taxes, and that contractor is, to the best of my knowledge,
not in violation of any Oregon Tax Laws, as defined in ORS 305.380.
Compliance with Nondiscrimination Laws:
In compliance with ORS 279A.110(4) and OAR 137-047-0255(2)(a)(F), I hereby attest or affirm
under penalty of perjury that I am authorized to act on behalf of contractor in this matter, and to the
best of my knowledge the contractor has not discriminated against minority, women or emerging
small business enterprises or against a business enterprise that is owned or controlled by or that
employs a disabled veteran in obtaining any required subcontracts, and that the Bidder is not in
violation of any Discrimination Laws.
Corporate Officer:
g
By:
Signature
61,6G- 5c-i+ u T -Cej~-J Htu
Print Name
Title.
Date:
Page 13 of 14 - ITB, GEN COND, SPECIFICATIONS, SPECIAL PROVISIONS, BID FORM, CONTRACT
CITY OF ASHLAND
CONTRACT FOR PURCHASE OF EQUIPMENT
CONTRACT
Contract made this day of , 2016, between the City of Ashland ("City")
and ("Contractor").
City and Contractor agree:
1. Contract Documents: This contract is made as a result of an Invitation to Bid issued by City
entitled "INVITATION TO BID" for a HEAVY DUTY CAB & CHASSIS Bid No. #2016-
101, Contractor was awarded the bid as the lowest responsible bidder on . The
contract documents are comprised of the Invitation to Bid and all included attachments, which
are hereby incorporated by this reference, and the Contractor's Bid, which is also incorporated by
this reference. In the event of a conflict between this contract and the Invitation to Bid, the terms
of this contract govern. In the event of a conflict between the Invitation to Bid and the Bid, the
Invitation to Bid shall take precedence over the Bid.
2. Scope: Contractor shall produce and deliver the equipment described in the contract
documents within the time prescribed in the contract documents.
3. Price and Payment: City shall pay Contractor the sum of (total amount)
for the specified HEAVY DUTY CAB & CHASSIS (equipment) to be delivered FOB Ashland
within days after receipt of order.
CORPORATE OFFICER CITY OF ASHLAND
BY BY
Signature Dave Kanner
City Administrator
Print Name
REVIEWED AS TO FORM:
Title:
BY
Legal Department
Fed ID # Date
Purchase Order
Page 14 of 14 - ITB, GEN COND, SPECIFICATIONS, SPECIAL PROVISIONS, BID FORM, CONTRACT
CITY F
ASHLAND
July 14, 2016
To Whom It May Concern:
Subject: ADDENDUM #1
Invitation to Bid 92016-101
HEAVY DUTY CAB & CHASSIS
Please review, sign, and include the following addendum with your bid.
If you have any questions and/or need additional information, please call (541) 488-5354.
Thank you.
Respectfully,
Kari Olson
Purchasing Representative
ITB 42016-101, Heavy Duty Cab & Chassis, Addendum 41
~CC°Post ~ort:rnr,.r Cm;Fnt
6
Invitation to Bid #2416-101
HEAVY DUTY CAB & CHASSIS
ADDENDUM #1
Question: Line 90, Driver side steering wheel air bag "MANDATORY" originally I thought this was
a Volvo only option, however there may be one other OEM that can provide it, but I would
like to know if MANDATORY means other bids will be rejected without this option.
Answer: Please delete the specification requiring a mandatory driver's side steering wheel air bag.
Bidders may bid a driver's side steering wheel air bag "if available".
Question: Line 95, Inside hood release for component safety, as far as I know this is a Volvo only
specification.
Answer: Please delete line 95 of the specifications.
Question: Line 26, Transmission, minimum 4 speed reverse, this request would most likely be
referring to the Volvo proprietary 12 speed I Shift, to meet this request will force the other
OEM's to a more expensive 18 speed transmission.
Answer: Bidder may bid an appropriate transmission to accommodate the requirement for
"minimum 4 speed reverse". The City's understanding is "4 speed reverse" is not
proprietary or brand specific.
Question: Line 27, Clutch 17" single plate, I believe that this is also proprietary to Volvo and the
automated I Shift transmission.
Answer: The specification is simply being used as an example. Truck manufacturer to determine
and bid appropriate clutch required for the transmission being provided. Bidders may bid
an "equivalent".
Question: Line 72 & 74, Is the City asking for the venders to provide a hydraulic pump.
Answer: Yes, the specifications are being revised to include the addition of a Parker F 1-81,
hydraulic pump, or equivalent- Bidders may bid a Parker Pump Fl-81 or equivalent type
pump.
Pease review, sign, and return this addendum with the ITB documents.
I acknowledge rec ip of ADDENDUM #1.
Signed by: Date: 7
Printed name: C~~/Jftz!5;
Title: AAJ C+~ /off
Firm:
U1 7
THIS SIGNED ADDENDUM MUST BE RETURNED WITH YOUR BID.
ITB 42016-101, Heavy Duty Cab & Chassis, Addendum #1
1
CITY F
XSHLAND
July 15, 2016
To Whom It May Concern:
Subject: ADDENDUM #2
Invitation to Bid 92016-101
HEAVY DUTY CAB & CHASSIS
Please review, sign, and include the following addendum with your bid.
If you have any questions and/or need additional information, please call (541) 488-5354.
Thank you.
Respectfully,
JJJJJS Gi! / JI L r6~ ~ ~ ~L..r"r°°^.w°niV`°~
~Y
Kari Olson
Purchasing Representative
ITB #2016-101, Heavy Duty Cab & Chassis, Addendum #2
i0~^b?ac-Con;umrrGanu.:n
Invitation to Bid #2016-101
HEAVY DUTY CAB & CHASSIS
ADDENDUM #2
Error
Addendum 41 deleted Line #95 in its entirety in error.
Correction:
Line 495 is being revised as follows:
Hood shall be fiberglass with side mounted air intake and hydraulic assist tilt.
Pease review, sign, and return this addendum with the ITB documents.
I acknowledge receipt of ADDENDUM 92.
Signed by: Date: 07 /6 A,
Printed name: Title:
Firm:
THIS SIGNED ADDENDUM MUST BE RETURNED WITH YOUR BID.
ITB #2016-101, Heavy Duty Cab & Chassis, Addendum #2
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Predictor Information
INPUTS REQUIRED VALUE
Vehicle Type DumpTruck
Desired Cruise Speed 57.0
Desired Road Speed Limit (RSL) 60.0
Performance Level PL3
Frontal Area (ftsq) 92.0
HP/Accessory Loss 11.0
VEHICLE SPECIFICATION SUMMARY
Model VHD84F200
Gross Combination Weight 80,000 LB GROSS COMBINATION WEIGHT
Vehicle Application ON HIGHWAY, STARTING GRADES<16%
BodylTrailer Type TRUCK / ASPHALT OR DUMP BODY
Loading/Unloading Surface Type CONCRETE LOADING AND / OR UNLOADING SURFACE
Engine VOLVO D13-455 HP 180ORPM 1750-1550 LB-FT ECO-TORQUE - EPA'14 EMISSION LEVEL
Peak Power 456 HP @ 1400 - 1700 RPM
Peak Torque 1735 lb-ft @ 1050
Transmission VOLVO I-SHIFT FOR SEVERE DUTY, AT02612D, 12 SPEED
Rear Axle MERITOR MT-40-14X4D HYPOID (HEAVY DUTY HOUSING) 40,000 LB CAPACITY
Rear Axle Ratio 3.90
Rear Tire 11R22.5H BRIDGESTONE M770 (24020 LBS. GAWR) LONG / REGIONAL HAUL
Tire RPM 492
Total Reduction 3.06
CALCULATED PERFORMANCE SUMMARY
MPH RPM DESIREDIRECOMMENDED VALUE STATUS
Engine RPM @ 65 MPH 65.0 1631
Engine RPM Desired Cruise Speed 57.0 1430 1200 - 1500 RPM OK
Engine RPM @ Road Speed Limit (RSL) 60.0 1506 < 1800 OK
Sweet Spot Cruise Speed Range in Top Gear 47.8-59.8 1200- 1500
Top Gear Speed Range 23.9-71.7 1000 - 1800 60.0 OK
Minimum Practical Speed in Reverse 1.4 600
Maximum Practical Speed in Reverse 4.1 1800
Minimum Practical Speed in Lowest Forward Gear 1.6 600
Maximum Practical Speed in Lowest Forward Gear 4.8 1800
Concrete 1 Asphalt
Wheel HP Required at (57.0 MPH) Cruise Speed 241.5 / 245.9 HP
Wheel HP Required at (60.0 MPH) Road Speed 266.5 / 271.5 HP
Limit
Wheel HP Required at (71.7 MPH) Top Speed 382.5 / 389.6 HP
Gradeabllity Recommended Min. Gradeabillty in Top
Gear
Maximum in Top Gear (Concrete) 2.4% 0.0 OK
Maximum in Top Gear (Asphalt) 2.3% 0.0 OK
SLgtabillity Recommended Min. Martablillity
In Lowest Gear 27.7% 16.0 OK
Loading/Unloading Surface Type CONCRETE LOADING AND / OR
UNLOADING SURFACE
Recommended Speed on 1.5% Grade
Speed on a 1.5% Grade (Concrete) 61.9 MPH 54 - 60 MPH OK
@1555 RPM in 12th ear PL3
Suggested Value for Gear Down Vehicle Speed RSL - 10
DrIveablilty Ratirr STATUS
100% Max Power available after shift Very Good
95% Very Good >90% Acceptable
Performance Level Recommended Speed on 1.5% Grade Min Gradeabillifty ` in To` Gear ;
PL5 - High Performance > 67 MPH 1.9%
PL4 - Performance 61 - 67 MPH 1.7%
PL3 - Economy 54 - 60 MPH 1.5%
PL2 - Fleet / Construction 47 - 53 MPH 1.3%
PL1 - Heavy Haul 40 - 46 MPH 1.1%
Price Level: Apr 04, 2016 1 Page: 14 Date: Thu Jul 14 2016
Deal: 04/05/16update2017 D13-455 w I-Shift 4 Dealer ID: 5254D
axle dump truck specs
Two
Startability
28 27.7
26
24
22 21.6
20
18
CJ 16.4
16
L
V 14
12.6
0 12
10 9.6
8 7.4
6 5.6
4.2
4 3
2.1
2 1.4 0.9
0 - _
1 2 3 4 5 6 7 8 9 10 11 12
Gear
Forward Geared Speed
12
11
10
9
8.
L 7
f~
G!
V 6
5
4
3
2
1
0 5 10 15 20 25 30 35 40 45 50 55 60 65 70 75
MPH
Price Level: Apr 04, 2016 1 Page: 15 Date: Thu Jul 14 2016
Deal: 04/05/16update2017 D13-455 w I-Shift 4 Dealer ID: 5254D
axle dump truck specs
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Shift Chart
2,200
2,100
2,000
1,900
1 / e e e
1,800 l e s ® e i e e e
t / e 0 a A 1 1 1 1 1
1,700 / / 1 E ! 0 1 1
1 A A 1 E / B 1 ! a E
0®1 e B A p e B I B o® e e ® A
1,600
1,500
f
1,400
1,300
21,200
CL 1,100
1,000
900
800
700
600
500
400
300
200
100
00 5 10 15 20 25 30 35 40 45 50 55 60 65 70 75 80 85
MPH
1900 RPM Shift-2100 RPM Shift Peak Torque
Gradeability at Max Torque
52 50
50
48
46
44
42
40 39.9
38
36
34
32 30.6
30
RS 28
L 26
V 24 23.9
0 22
20 18.6
18
16 14.5
14
12 11.3
10 8.7
8 6.6
6 4.9
4 ®®3.6 2.4
2
_
1 2 3 4 5 6 7 8 9 10 11 12
Gear
Price Level: Apr 04, 2016 1 Page: 16 Date: Thu Jul 14 2016
Deal: 04/05/16update2017 D13-455 w I-Shift 4 Dealer ID: 5254D
axle dump truck specs
\I
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Reverse Geared Speed
Engine Operating RPM (600 - 1800 RPM)
R1
R2
L
V
R3
R4
0 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23
MPH
Horsepower vs. Speed
525
500
s
475
° a
450
425'
r v
D. 400
®r
= 375'
r °
_ 350
325 ° d
S 300
275
CJ 250
M 225
200
RS 175 r °
Q 150
125 9' y ® °
.w~
100
75
50
25 p
00 5 10 15 20 25 30 35 40 45 50 55 60 65 70 75 80 85
MPH
9th Gear-10th Gear-11th Gear, 12th Gear 0.0% Grade-1.5% Grade- 3.0% Grade- 4.5% Grade-Cruise Speed-90% Power 9:, Power
Price Level: Apr 04, 2016 1 Page: 17 Date: Thu Jul 14 2016
Deal: 04/05/16update2017 D13-455 w I-Shift 4 Dealer ID: 5254D
axle dump truck specs
VOEVo
mom
DESCRIPTION DWG REF LENGTH in
Front Frame Extension(in) FE 0.0
Bumper to Front Axle(in) BA 29.1
Wheelbase(in) WB 234.0
Overhang(in) OH 55.0
Overall Length(in) OL 318.1
Bumper to Back of Cab(in) BBC 113.6
Eff. Bumber to Back of Cab(in) EBBC 113.6
Eff. Cab to Rear Axle(in) ECA 149.5
Eff. Front Axle to Back of Cab(in) EAC 84.5
Eff. Cab to End of Frame(in) ECEF 204.5
Unladen 5th Wheel Height(in) 5W 0.0
Unladen Frame Height(in) FH 42.7
Cab Height(in) CH 74.3
Overall Height(in) OVH 117.0
Driver CG(in) DCG 64.5
First Pusher Axle(in) PAS 59.8
,Bogie Spread(in) BS 54.0
EBBC ECEF
BBC
DCG
z
r BS O
3
4
d O
Y
EAC J ECA
BA WB OH
FE OL
Price Level: Apr 04, 2016 1 Page: 18 Date: Thu Jul 14 2016
Deal: 04/05/16update2017 D13-455 w I-Shift 4 Dealer ID: 5254D
axle dump truck specs
DESCRIPTION SALES DWG REF DRIVER PASSENGER
CODE SIDE in SIDE in
234" WHEELBASE 400234 WI3 234.0 234.0
LEFT HAND BATTERY BOX - 3 CAPACITY BEHIND FUEL 3XBACX DSC'C 104.3 0.0
TANK, DEF TANK MOUNTED TO LEFT HAND FUEL TANK
VHDF
FRAME MOUNTED SCR FORWARD POSITION VHDF 3YBABX 111SCC 0.0 89.0
FRAME SPACE, FRONT OF FUEL TANK N/A FS F 0.0 0.0
FRAME SPACE REAR OF FUEL TANK N/A I'SIZ 16.9 32.2
1 HENDRICKSON COMPOSILITE SC 13K STEERABLE 335035 PS13 26.0 26.0
PUSHER AXLE - AUXILIARY WHEEL AND TIRE
SELECTION SUBJECT TO HENDRICKSON GUIDELINES
FOR TIRE TO GROUND CLEARANCE
60" 1520MM AHEAD OF FWD DRIVE AXLE GYXHPX PAS 59.8 59.8
54" BOGIE SPREAD 1370MM GWXDGX 1-1135 27.0 27.0
1 f
PSCC FSR PS13 PAS j HOBS
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Price Level: Apr 04, 2016 1 Page: 19 Date: Thu Jul 14 2016
Deal: 04/05/16update2017 D13-455 w I-Shift 4 Dealer ID: 5254D
axle dump truck specs
Purchase Order
Fiscal Year 2017 Page: 1 of: 1
B City of Ashland
L ATTN: Accounts Payable w; Purchase
L 20 E. Main Order # ~J QO
Ashland, OR 97520
T
O
V S C/O Fleet/Shop Division
E TEC EQUIPMENT INC H 90 North Mountain Ave
N PO BOX 11272
D PORTLAND, OR 97211 P Ashland, OR 97520
Phone: 541/488-5358
O R TO Fax: 541/552-2304
~n_ r~Ptr n~ l mt~er _ nos d-WI_ _ EW-WIIN mom- -
503 285-7667 Wes Hoadle
_ = - - _ -
08/18/2016 550 FOB ASHLAND OR City Accounts Payable
2016 Volvo HD Cab & Chassis
The Above Purchase Order Number Must Appear On All
Correspondence - Packing Sheets And Bills Of Lading
1 2016 Volvo HD Cab and Chassis 1.0 EACH $110,724.42 $110,724.42
Invitation to Bid #2016-101
Approved by Council August 2, 2016
Department: Street
Vehicle: #1027 (Replacing 36)
GL Account: $110,724.42
GL SUMMARY
081000 - 703000 $110,724.42
By: Date:
Authorized Signature - ° $110,724.42,
FORM #3 CITY OF
ASHLAND
REQUISITION ~ Date of request: 08/15/2016
Required date for delivery:
Vendor Name TF-r' Fni6Qmont Inn
Address, City, State, Zip 1110 Fact \lilac Rd Mpdfnrd, OR 97,902
Contact Name & Telephone Number
Casey Jones 541-770-6861
Fax Number
SOURCING METHOD
❑ Exempt from Competitive Bidding ❑ Emergency
❑ Reason for exemption: ® Invitation to Bid (Copies on file) ❑ Form #13, Written findings and Authorization
❑ AMC 2.50 Date approved by Council: 08/0212016 ❑ Written quote or proposal attached
❑ Written quote or proposal attached Attach co of council communication -(If council approval required, attach co of CC
❑ Small Procurement Cooperative Procurement
Less than $5,000 ~ ❑ Request for Proposal (Copies on file) ❑ State of Oregon
Date approved by Council;
❑ Direct Award -(Attach copy of council communication) Contract #
❑ Verbal/Written quote(s) or proposal(s) ❑ State of Washington
Intermediate Procurement ❑ Sole Source Contract #
GOODS & SERVICES ❑ Applicable Form (#5,6, 7 or 8) ❑ Other government agency contract
$5,000 to $100,000 ❑ Written quote or proposal attached Agency
❑ (3) Written quotes and solicitation attached ❑ Form #4, Personal Services $5K to $75K Contract #
PERSONAL SERVICES ❑ Special Procurement Intergovernmental Agreement
$5,000 to $75,000 ❑ Form #9, Request for Approval ❑ Agency
❑ Less than $35,000, by direct appointment ❑ Written quote or proposal attached Date original contract approved by Council:
❑ (3) Written proposals/written solicitation Date approved by Council: (Date)
❑ Form #4, Personal Services $5K to $75K Valid until: Date - (Attach copy of council communication)
Description of SERVICES Total Cost
Item # Quantity Unit Description of MATERIALS Unit Price Total Cost
1 2016 Volvo HD cab and chassis number 1027 replacing number 36 110,724.42
TOTAL COST
® Per attached quote/proposal $110,724.42
Project Number _ Account Number 730-08-10-00-703000
Account Number--- Account Number - - - - _
*Expenditure must be charged to the appropriate account numbers for the financials to accurately reflect the actual expenditures.
IT Director in collaboration with department to approve all hardware and software purchases:
IT Director Date Support -Yes /No
By signing this requisition form I certify that the City's public contracting requirements have been satisfied.
Employee: Department Head: ; a t Qr
i A~4 ~gqual to or greater ",tan $5,000)
Department ManagerlSupervisor:' City Administrator:
(Equal to or greater than $25,000)
Funds appropriated for current fiscal year: YES / NO
Finance Director- (Equal to orgreferthan $5,000) Date
Comments:
Form #3 - Requisition