ORDER N0.28633 REQUEST FOR BIDS ROAD AND BRIDGE DEPARTMENT Came to be heard this the 10th day of May 2004 with a motion made by Commissioner Letz, Seconded by Commissioner Baldwin, the Court unanimously approved by a vote of 4-0-0, to approve the advertising for bids on a 5-year lease of a Backhoe. ~~3~ COMMISSIONERS' COURT AGENDA REQUEST PLEASE FURNISH ONE ORIGINAL AND NINE COPIES OF THIS REQUEST AND DOCUMENTS TO BE REVIEWED BY_THE COURT. MADE BY: Leonard Odom, Jr. OFFICE: Road & Bridge MEETING DATE: May 10, 2004 TIME PREFERRED: SUBJECT: (PLEASE BE SPECIFIC) Consider advertising for bid on the 5-yr lease of a Backhoe EXECUTIVE SESSION REQUESTED: (PLEASE STATE REASON) NAME OF PERSON ADDRESSING THE COURT• Leonard Odom, 3r. ESTIMATED LENGTH OF PRESENTATION: 5 minutes "" IF PERSONNEL MATTER -NAME OF EMPLOYEE: Time for submitting this request for Court to assure that the matter is posted in accordance with Title 5, Chapter 551 and 552, government Code, is a follows: Meeting scheduled for Mondays: 5:00 P.M. previous Tuesday THIS REQUEST RECEIVED BY: THIS REQUEST RECEIVED ON: All Agenda Requests will be screened by the County Judge's Office to determine if adequate information has been prepared for the Court's formal consideration and action at time of Court Meetings. Your cooperation will be appreciated and contribute towards your request being addressed at the earliest opportunity. See Agenda Request Rule Adopted by Commissioners' Court. Kerr County Road & Bridge Advertisement for Bid On 5-yr Lease of Backhoe Loader Sealed bids will be received at the Kerr County Clerk's Office until 5:00 p.m. Friday, May 21, 2004 for lease of Backhoe Loader. Sealed bids are to be addressed to the Kerr County Clerk, 700 Main, Kerrville, Texas 78028, and it shall state on the envelope "038-04, Backhoe Loader." Bids will be publicly opened and read at 10:00 a.m., Monday, May 24, 2004, in Commissioners' Court. Bid forms and specifications aze available at the Kerr County Road & Bridge Department, 4010 San Antonio Hwy., Kerrville, TX 78028 or call 830-257-2993. Kerr County reserves the right to reject any or all bids. BID FORMS for LEASE Of 426C BACKHOE LOADER (or equivalent) Kerr County Road & Bridge 4010 San Antonio Hwy. Kerrville, Texas 78028 830-257-2993 SPECIFICATION # 4038-04 PAGE 2 5/4/04 Invitation For Bid No. 0038-04 Wheel Loader Bid Due Date: May 21, 2004, 5:00 p.m Opening date: May 24, 2004 10:00 a.m This entire bid packet must be completed and returned. I. General A. Kerr County Clerk will accept sealed, competitive bids for the lease of one (1) Backhoe Loader. B. Bids must be submitted no later than 5:00 p.m., Friday, May 21, 2004, at the Kerr County Clerk's Office. Bids will be opened at 10:40 a.m., Monday, May 24, 2004, at the Kerr County Commissioners Court. Bids must be original and in sealed envelopes clearly marked "Sealed Bid 003804." Bidders are invited to attend the bid opening. C. Bids must be submitted on the Bid Forms as provided with this Invitation for Bids, or a copy thereof. Bidders must provide unit prices for each Item Number on the Bid Sheet. A "No Bid" or blank quote for any Item Number on the bid Sheet will be ~'- considered a rejection of the entire bid. A "No Charge" or "Zero" quote will be considered as incurring no cost to the County. D. Kerr County is not responsible for late delivery by the United States Postal Service or any independent carrier. Late bids will be returned unopened without consideration. Facsimile transmittals are not acceptable. E. Bid award will be made to the responsible bidder offering equipment meeting specifications at the lowest total price as shown on the Bid Form. F. Kerr County reserves the right to accept or reject any or all bids. G. As this bid is expected to exceed $25,000.00, a bid bond often percent (10%) of the bid price must accompany each bid. Bonds submitted by unsuccessful bidders will be returned within ten (10) days of bid opening. The bond submitted by the successful bidder will be returned upon equipment delivery. H. All equipment ordered by the County must be delivered, at no cost to the County, to Kerr County Road & Bridge, 4010 San Antonio Hwy., Kerrville, Texas 78028. SPECIFICATION # 0038-04 PAGE 3 5/4/04 II. Guaranteed Total Maximum Repair Costs A. The bidder shall state on the Bid Form the guaranteed maximum total costs to the County for repair of the wheel loader specified herein, pursuant to the terms stated herein. B. The County will assume responsibility for alt repair costs resulting from damage due to fire, windstorm, flood and rising waters, lightning, theft and pilferage, vandalism, accidents, and operator and mechanic's negligence. Total cost of the repairs due to the above circumstances will not be included in computing the guaranteed maximum total cost of repairs covered under the contract. C. The successful bidder shall pay for all repairs (including parts and labor} to the equipment covered by the manufacturer's warranty, and these costs shall not be included in the guaranteed total costs of repairs. D. The County shall assume, at its expense, all costs including labor to repair or replace all parts and components normally consumed in day-to-day operations such as tires, tubes, tire repairs, lubricating oil, filters of all types, grease fuel, antifreeze, cutting edges, batteries, headlights, glass breakage, belts, hrake lining, cleaning and painting. These costs will not be included in computing the guaranteed maximum total cost of repairs under this contract. E. At the termination of the contract, the vendor agrees to pay to the County the cost of repairs that are in excess of the amount bid on REPAIR EXPENSE. F. The County shall maintain the equipment in accordance with manufacturer's recommendations. G. The successful bidder has the right to inspect the equipment during normal department working hours and to make recommendations for repairs and improved maintenance in keeping with the requirements stated by the manufacturer in the shop manual for the maintenance and repair of the equipment. H. Any repairs, other than those covered in subparagraphs B, C, and D of this section, which exceed $100.00 may be repaired by the vendor, at his option. If the vendor chooses to repair the equipment, repairs shall commence within one (1}day after notification by the County. I. The accumulation of charges from County labor and parts, as well as vendor invoices for repairs, other than those covered in subparagraphs B, C, and D of this section shall be the basis for computing the guaranteed maximum total cost of repairs under this contract. SPECIFICATION # 0038-04 PAGE 4 5/4/04 J. The vendor shall have the right to examine repair costs at any reasonable time. Should a dispute occur between the County and the vendor, as to whether a charge should be included in computing the guaranteed maximum total cost of repairs, then the entire matter shall become subject to arbitration as set forth in the bid documents. Name of individual authorized to bid: Signature: Firm Name: Address: Telephone: (`) FAX: (_~ - SPECIFICATION # 0038-04 PAGE 5 5/4/04 DATA SHEET for Kerr County Road & Bridge 4010 San Antonio Hwy. Kerrville, Texas 78028 (830}257-2993 This specification packet must be completed and returned as part of your bid Bidders Name Address: Telephone: TO BIDDER: We will be accepting bids to lease one (1) Backhoe Loader in the best interest of Kerr County according to; parts, service, warranty, proven reliability, and not necessarily low bid. Wheel Loader 1. Model New -Current CAT 426C or Equivalent 2. Engine 80 Horse Power Net 3. Hydraulics Closed Center/Piston 4. Transmission 4 Speed Forward &Reverse-Shuttle 5. Front Axle All Wheel Drive (4 wheel drive) 6. Brakes Hydraulic Inboard Mounted 7. Standard Lights Including flashers, tachometer, and Gages hour meter, and Rotating Beacon 8. Wheels and Tires Front -11L-16 12PR F3 Rear - 19.5 - 24 1 OPR 9. Canopy ROPS Canopy 10. Loader Bucket 1.4 CY General Purpose with 2 piece edge Proposed Specifications SPECIFICATION # 0038-04 PAGE 6 5/4/04 11. Controls 12. Counter Weight 13. Stabilizers 14. Operating Weight I5. Auxiliary Hydraulic Lines 16. Backhoe Dig Depth 17. Backhoe Buckets 18. Backhoe Bucket Dig Force 19. Machine Warranty 20. Delivery Universal /Wobble Stick 1,000 LB Minimum Reversible street pads Stabilizer Guards 16,500 Lb. Minimum Auxiliary lines to stick with all Necessary valves and connections To run a Hydraulic Hammer Standard Stick 15' 6" Quick Coupler Design Heavy Duty with teeth 24" & 12" 14,000 LB. Minimum Standard Warranty 60-90 days or sooner FOB Kerr County Any specifications that do not meet required specifications will not be considered. Kerr County reserves the right to reject any and all bids. Sealed bids will be accepted until 5:00 p.m., May 21, 2004, at the Kerr County Clerks Office. Sealed bids are to be addressed to the Kerr County Road & Bridgc Department and be stated "SEALED BID 0038-04 BACKHOE LOADER" on the envelope. Bids will be publicly opened and read at 10:00 a.m., May 24, 2004 in Commissioners Court.