City of Ocean Springs – Two (2) Compact Excavators 1

REQUEST FOR UNPRICED PROPOSALS

For the procurement of

Two (2) Compact Excavators

One (1) 5-Ton Class Compact Excavator & One (1) 6-Ton Class Compact Excavator

A Reverse Auction Event

For

City of Ocean Springs

Hosted By:

Publication Dates: July 22, 2026, and July 29, 2026

Unpriced Responses Due: August 11, 2026, at 10:00 AM

Reverse Auction: August 14, 2026, at 10:00 AM

City of Ocean Springs – Two (2) Compact Excavators 2

ADVERTISEMENT FOR BIDS

NOTICE is hereby given that the City Council of the City of Ocean Springs will receive unpriced proposals for prequalification until 10:00 AM on August 11, 2026, for furnishing the City of Ocean Springs’ requirements for the following:

Copies of the Bid Package are available for free download at www.oceanspringsbids.com.

Documents must be downloaded through the website to be on the official plan holders list. For questions regarding website accessibility or obtaining bid documents, please contact PH Bidding Group at 662-407-0195 or via email at bids@phbidding.com.

Unpriced proposals shall be submitted through the bid site. Responses will be reviewed and vendors meeting the requirements in the bid package will be invited to participate in an online reverse auction, which will be held on August 14, 2026, at 10:00 a.m. Pricing will only be received by approved bidders through the online reverse auction.

Bid preparation will be in accordance with the Instructions to Bidders bound in the Documents. The City of Ocean Springs reserves the right to waive irregularities and to reject any and/or all bids.

Minority and women’s business enterprises are solicited to bid on this contract as prime bidders and are encouraged to make inquiries regarding potential subcontracting opportunities and equipment, material, and/or supply needs.

Any contract or contracts awarded under this invitation for bids are expected to be funded in whole by the City of Ocean Springs. This procurement will be subject to the provisions of Section 31-7-13 of the Mississippi Code of 1972.

CITY OF OCEAN SPRINGS

Christine Millard City Clerk

PUBLISH:

July 22, 2026, and July 29, 2026 http://www.oceanspringsbids.com/ mailto:bids@phbidding.com

City of Ocean Springs – Two (2) Compact Excavators 3

INFORMATION FOR BIDDERS

CITY OF OCEAN SPRINGS, MISSISSIPPI

1. Scope and Intent

The City of Ocean Springs is soliciting unpriced bid proposals for the purchase of two (2) compact excavators, one 5-ton class compact excavator and one 6-ton class compact excavator, designed for municipal operations. All proposed equipment must meet or exceed the performance, capacity, durability, and safety requirements stated in these specifications.

The City of Ocean Springs intends to award a single contract to the lowest-priced, responsible bidder whose equipment is determined to meet or exceed the specifications and evaluation criteria set forth in this bid package.

2. Procurement Method – Multi-Step with Reverse Auction This is a multi-step competitive procurement:

A. Phase One: Unpriced Technical Proposal

➢ Vendors submit the completed Specification Response Form, descriptive literature, warranty information, and other required documentation.

➢ The City of Ocean Springs will evaluate submissions for compliance with minimum specifications and overall acceptability.

➢ Only vendors whose submitted equipment configuration meets the minimum specifications, or whose clearly identified deviations are accepted by the City in writing, will be approved to proceed.

B. Phase Two: Online Reverse Auction (Pricing Phase)

➢ PH Bidding Group will issue detailed instructions and login credentials to approved vendors.

➢ Vendors will submit pricing only through the reverse auction at the scheduled date / time.

➢ Bidders will see their ranking but not competitors’ prices. The event may automatically extend if bids are placed near closing, per PH Bidding Group’s standard rules.

➢ No pricing of any kind is to be included with the unpriced proposal. Pricing will only be accepted through the Reverse Auction by bidders that are approved to participate.

3. General Requirements A. All items shall be new, current production, and covered by full manufacturer warranty and support.

B. All equipment shall be shipped FOB Destination, City of Ocean Springs, Mississippi, with all freight and delivery charges prepaid by the vendor.

C. The bidder bears the burden of demonstrating compliance with specifications through literature, technical data, and completed response forms.

D. Any exceptions or deviations from the specifications must be clearly stated on a separate sheet and referenced in the Specification Response Form.

E. The City of Ocean Springs will not accept escalation clauses, fuel surcharges, or other add-on fees beyond the bid price.

F. Substitutions or equivalent equipment may be proposed, provided they meet or exceed all specified requirements. Any proposed alternate equipment must be clearly identified in the bid submission and supported with detailed technical documentation demonstrating compliance with the specifications. The City of Ocean Springs reserves the right to accept or reject any proposed substitution. Approval of an equivalent does not relieve the bidder of responsibility for equipment performance, durability, compatibility, or compliance with all bid requirements.

City of Ocean Springs – Two (2) Compact Excavators 4

4. Trade-In Allowance

The City of Ocean Springs may make one existing compact excavator available as a possible trade-in toward the purchase of the new compact excavators requested in this solicitation. The existing trade-in unit is a Caterpillar 305.5E compact excavator, currently owned by the City of Ocean Springs. Bidders are responsible for verifying all information regarding the trade-in unit, including but not limited to make, model, serial number, year, hours, condition, included attachments, mechanical condition, hydraulic condition, undercarriage condition, and overall suitability for resale or use.

Photographs of the existing trade-in unit are included with this bid package for general reference only. The photographs are provided to assist bidders in evaluating whether they wish to offer a trade-in allowance. The photographs shall not be considered a warranty, guarantee, or complete representation of the condition of the unit.

The existing trade-in unit will be offered as-is, where-is, with all faults, defects, wear, damage, and conditions, whether known or unknown. The City makes no warranties, guarantees, or representations, either expressed or implied, regarding the condition, value, merchantability, fitness for a particular purpose, operating condition, remaining useful life, service history, hours, repairs needed, title status, or suitability of the trade-in unit.

Bidders are strongly encouraged to inspect the trade-in unit in person before submitting a trade-in allowance.

Failure by a bidder to inspect the unit shall not relieve the bidder of its offer or obligations if the City accepts the trade-in allowance. Any bidder submitting a trade-in allowance shall be deemed to have satisfied itself as to the condition and value of the trade-in unit.

The City may provide reasonable access for inspection of the trade-in unit by appointment. Inspections shall be conducted at a time and approved by the City. Bidders shall not operate, test, move, disassemble, remove parts from, or otherwise alter the trade-in unit unless expressly authorized by the City in writing.

Any trade-in allowance offered shall be submitted separately from the reverse auction pricing. Trade-in values shall not be entered into the reverse auction platform and shall not be used to determine bidder ranking during the auction.

The City reserves the right, in its sole discretion, to accept or reject any trade-in allowance. The City may award the purchase with or without accepting the trade-in allowance, whichever is determined to be in the best interest of the City. Submission of a trade-in allowance does not guarantee that the City will trade in the existing unit.

If the City accepts a trade-in allowance, the allowance shall be shown as a separate deduction on the final invoice or purchase documentation. The allowance shall not reduce the bidder’s responsibility to provide fully compliant new equipment in accordance with the bid specifications.

If the trade-in is accepted, the successful bidder shall be responsible for all pickup, loading, hauling, transportation, insurance during transport, and removal costs associated with the trade-in unit unless otherwise agreed to in writing by the City. The trade-in unit shall be removed from the City’s property only after the City authorizes release of the unit. The City may require that the new equipment be delivered, accepted, and placed into service before releasing the trade-in unit.

The City reserves the right to retain, sell, dispose of, or trade the existing compact excavator by any lawful method available to the City. The City further reserves the right to reject any trade-in allowance that is deemed too low, conditional, unclear, or not in the City’s best interest.

City of Ocean Springs – Two (2) Compact Excavators 5

Trade-In Inspection Bidders are strongly encouraged to inspect the trade-in unit before submitting a trade-in allowance. Inspection of the trade-in unit is not mandatory; however, bidders who choose not to inspect the unit shall not later claim lack of knowledge regarding the condition, appearance, components, wear, defects, or value of the unit.

Inspection appointments must be scheduled in advance. Bidders shall coordinate inspection requests through the designated bid contact. No verbal statements made during inspection shall modify the bid documents. Any questions regarding the trade-in unit must be submitted in writing and answered only by written addendum if the City determines a response is necessary.

The trade-in unit may include visible wear, rust, scratches, dents, hydraulic components, hoses, tracks, attachments, buckets, or other equipment shown in the photographs; however, bidders shall not rely solely on the photographs to determine condition or value. The City makes no guarantee that all components shown in photographs are included unless expressly stated in the bid documents.

Trade-In Unit Photos (For Reference Only)

City of Ocean Springs – Two (2) Compact Excavators 6

5. Evaluation Criteria

Bids will be evaluated based on, but not limited to, the following criteria:

➢ Compliance with technical specifications

➢ Pricing and overall value (as determined by the reverse auction)

➢ Delivery timeframe

➢ Warranty coverage and service support

➢ Estimated Annual service and maintenance costs

➢ Vendor reputation and past performance

➢ Completeness and quality of the unpriced proposal

6. Submission of Unpriced Technical Proposals To be considered for an invitation to participate in the Reverse Auction and potential award for this project, bidders must submit all required documentation as outlined in the Information for Bidders.

A. Proposal Submission and Evaluation Proposals may be opened at any time after receipt. Once opened, all proposals will be taken under advisement. The City of Ocean Springs reserves the right to conduct written and/or oral discussions with potential bidders as part of the evaluation process.

B. Reverse Auction Process Only vendors approved through the multi-step qualification process will be permitted to submit pricing through the Reverse Auction. Unpriced technical proposals may be opened at any time after receipt and will be evaluated under advisement. The City of Ocean Springs reserves the right to determine the responsiveness of all offers and proposals, waive minor informalities or irregularities, reject any or all proposals, and invite priced bids only from those companies deemed most advantageous to the buyer.

C. Proposal Conditions By submitting a proposal, bidders acknowledge that they have read, understood, and agree to comply with all specifications as written. Proposal modifications, alterations, or corrections received after the specified closing time will not be considered. All proposals must remain valid for at least sixty (60) days from the date of opening. City of Ocean Springs is a tax-exempt government entity.

D. Signature and Submission Requirements Unpriced technical proposals must be signed by an owner, authorized officer, or manager of the bidding company. It is the bidder’s responsibility to ensure that complete and timely proposals, including all required documentation, are received. Late or incomplete proposals will not be considered.

E. Reverse Auction Invitation Bidders selected to participate in the Reverse Auction will receive detailed instructions outlining the bidding process and submission requirements for priced bids.

City of Ocean Springs – Two (2) Compact Excavators 7

7. INSTRUCTIONS FOR ELECTRONIC SUBMISSIONS

The following information applies to all proposals. The preferred submission method is electronic submission through www.oceanspringsbids.com.

A. Unpriced Proposal Submission (Electronic Submission) To submit your unpriced proposal electronically, follow the steps below:

1. Prepare Documents

a. Scan all required documentation into a single PDF file.

2. Access the Bid Portal

a. Go to www.oceanspringsbids.com.

b. Log in using your credentials.

c. On the left side of the homepage, click “Public Bids.”

d. Select the appropriate bid solicitation you wish to participate in.

e. Click the “Submit Bid” tab.

3. Upload Your Documents

a. Complete or verify your profile information.

b. Under the “PDF Attachments” section, drag and drop your PDF file into the upload box, or click “click here” to browse and upload your file manually.

4. Review and Submit

a. Under the “Review and Verify” section, check the box to agree to the terms and conditions.

b. Click “Submit” when you are ready to finalize your submission.

5. Confirmation

a. A confirmation message will appear once your proposal has been successfully submitted.

b. Important: If you do not receive confirmation, your submission was not received.

▪ For assistance, contact bids@phbidding.com or call (662) 407-0195.

6. After submission,

a. Once the submission deadline has passed, the City of Ocean Springs will review all proposals.

b. You may revise or withdraw your submission at any time before the official bid opening deadline.

c. Approved bidders will be invited to participate in the reverse auction phase.

B. Required Submission Documents Your unpriced proposal must include the following as a SINGLE PDF FILE:

1. Completed Specification Response Form

2. Product Specifications and Brochures

3. Warranty Information

4. Vendor Information

5. PH Bidding Supplier Agreement

6. Any additional information you wish the City of Ocean Springs to consider

8. Opening and Review of Proposals

Unpriced proposals may be opened any time after receipt and will be taken under advisement. The City of Ocean Springs may conduct written and/or oral discussions with vendors as part of the evaluation process.

Only vendors determined to be responsive and technically acceptable will be invited to participate in the reverse auction pricing phase.

City of Ocean Springs – Two (2) Compact Excavators 8

9. REVERSE AUCTION

The reverse auction will be conducted on August 14, 2026, at 10:00 AM Central Time, through the following platform: www.phbidding.procureclix.com

➢ A separate registration is required to access the reverse auction platform.

➢ Vendors approved to participate will receive detailed registration instructions and login credentials prior to the auction.

➢ Reverse auction pricing shall be based only on the price for the new equipment being offered, including all required machines, attachments, buckets, hydraulic curved thumbs, quick couplers, auxiliary hydraulic quick-connect couplers, counterweights, hydraulic breaker/jack hammer for Machine B, delivery, setup, dealer preparation, training, fees, and all other required costs.

A. Participation Requirements Vendors must submit their unpriced proposals by the bid deadline. Proposals that meet all minimum specifications will be invited to participate in the Online Reverse Auction.

B. Reverse Auction Process The Online Reverse Auction is a live, competitive bidding event in which participants submit progressively lower bids.

C. During the event:

➢ Bidders will be able to view their ranking in real time.

➢ Bidders will not be able to view other participants’ actual bid amounts.

➢ Bidders may revise and lower their bids as often as desired throughout the auction.

➢ To ensure fairness, the system automatically extends the auction if new bids are placed near the close:

➢ Any bid submitted within the final 3 minutes of the auction will trigger an automatic 3-minute extension.

➢ Each subsequent bid will continue to extend the auction by 3 minutes until a full 3-minute period passes with no new bids.

➢ Once no bids are received during that window, the auction will close automatically.

D. Additional Information Comprehensive instructions and event details will be included in the official Invitation to Participate sent to approved vendors.

** PH Bidding Group does not participate in the evaluation or selection process of the awarded vendor.

10. Award Following conclusion of the reverse auction, the City of Ocean Springs will evaluate results and may make award to the lowest-priced, responsible vendor whose offer is determined to be in the best interest of the City of Ocean Springs. The City of Ocean Springs reserves the right to: reject any or all proposals, waive informalities or irregularities, re-advertise or solicit new bids, or accept the bid deemed most advantageous to the City of Ocean Springs.

Reverse auction pricing shall be submitted for the two new compact excavators only and shall include all required equipment, attachments, buckets, hydraulic curved thumbs, quick couplers, auxiliary hydraulic quick-connect couplers, counterweights, hydraulic breaker for Machine B, delivery, setup, dealer preparation, training, fees, and all other costs necessary to provide fully operational machines.

Trade-in allowances shall be submitted separately and shall not be entered into the reverse auction or used to determine bidder ranking during the auction.

http://www.phbidding.procureclix.com/

City of Ocean Springs – Two (2) Compact Excavators 9

11. Questions and Addenda

Failure to examine any specifications and instructions will be at the bidder’s risk. All procedural and technical questions, or if the attached specifications are incomplete, not clear, or not standardized, shall be made in writing.

For questions regarding obtaining bid documents or regarding the online reverse auction process, prospective bidders may contact PH Bidding Group at 662-407-0195. Email: bids@phbidding.com

No oral explanations by any member of the City of Ocean Springs staff will be binding. Receipt of addenda must be acknowledged in writing. Submitting vendors shall be responsible for ensuring that they have received all addenda.

City of Ocean Springs – Two (2) Compact Excavators 10

SPECIFICATION RESPONSE FORM

CITY OF OCEAN SPRINGS

Bidders shall indicate compliance with checking “YES” or non-compliance with “NO” for each line item. Any space left blank will be interpreted as non-compliant. All exceptions must be clearly explained in the “Variance” column or on an attached sheet.

MACHINE A

5-Ton Class Compact Excavator

A Item

# GENERAL REQUIREMENTS

ACKNOWLEDGE

VARIANCE

YES NO

A 1.1 The machine shall be a new, current-production, enclosed cab compact hydraulic excavator in the 5-ton Class

A 1.2 Machine shall be compact-radius, reduced-tail-swing, or short-tail-swing design suitable for municipal, utility, drainage, grading, ditching, site maintenance, and general excavation work.

A 1.3 The machine shall be delivered fully assembled, inspected, serviced, lubricated, and ready for immediate operation.

A 1.4 All equipment, attachments, safety equipment, accessories, freight, setup, dealer preparation, and inspection charges necessary for safe and proper operation shall be included

A Item

# ENGINE, SIZE, AND PERFORMANCE

ACKNOWLEDGE

VARIANCE

YES NO

A 2.1 Engine shall be diesel-powered, liquid-cooled, and shall meet current applicable U.S. EPA emissions requirements for this class of equipment.

A 2.2 Net engine horsepower shall be not less than 44 horsepower.

A 2.3 Operating weight in the proposed cab configuration shall be not less than 11,000 lb and should generally not exceed 13,500 lb, unless specifically approved by the Owner.

A 2.4 Machine shall include the manufacturer-approved counterweight or heavy counterweight appropriate for the machine configuration bid.

A 2.5 Bidder shall state the operating weight of the machine as bid, including cab, blade, counterweight, tracks, bucket, thumb, coupler, and any other included attachments or options.

A 2.6 Maximum digging depth shall be not less than 11 feet with standard stick configuration.

A 2.7 If long stick/long arm is offered, maximum digging depth shall be not less than 12 feet.

A 2.8 Maximum reach at ground level shall be not less than 18 feet.

A 2.9 Bucket digging force shall be not less than 10,500 lbf.

A 2.10 Arm/stick digging force shall be not less than 5,600 lbf.

A 2.11 Bidder shall state maximum digging depth, maximum reach at ground level, maximum dump height, bucket digging force, arm/stick digging force, net horsepower, and operating weight.

City of Ocean Springs – Two (2) Compact Excavators 11

A Item# HYDRAULIC SYSTEM, BOOM, AND ATTACHMENT

CAPABILITY

ACKNOWLEDGE

VARIANCE YES NO

A 3.1 Hydraulic system shall be manufacturer’s standard heavy-duty hydraulic system for the machine size class.

A 3.2 Main hydraulic pump flow shall be not less than 35 gpm.

A 3.3 Primary auxiliary hydraulic flow shall be not less than 20 gpm.

A 3.4 Machine shall include auxiliary hydraulic plumbing to the boom/arm for operation of attachments.

A 3.5 Machine shall include auxiliary hydraulic quick-connect couplers at the boom/arm for attachment operation.

A 3.6 Hydraulic system shall be capable of one-way and two-way flow, or bidder shall clearly state available auxiliary flow capabilities.

A 3.7 Hydraulic hoses and lines shall be routed and protected to reduce risk of damage during normal excavation work.

A 3.8 Bidder shall state main hydraulic flow, auxiliary hydraulic flow, system pressure, and whether machine is equipped with standard stick or long stick.

UNDERCARRIAGE, TRAVEL, AND BLADE

ACKNOWLEDGE

VARIANCE YES NO

A 4.1 Machine shall be equipped with rubber tracks

A 4.2 Track shoe width shall be approximately 15.5 inches to 16 inches, or manufacturer’s nearest equivalent.

A 4.3 Overall track width shall be approximately 78 inches to 80 inches

A 4.4 Machine shall include two-speed travel.

A 4.5 Low travel speed shall be not less than 1.7 mph.

A 4.6 High travel speed shall be not less than 3.0 mph.

A 4.7 Machine shall be equipped with hydraulically operated front dozer/backfill blade.

A 4.8 Blade width shall be not less than 78 inches.

A 4.9 Straight blade is acceptable. Angle blade, six-way blade, or other blade configuration may be offered if available and shall be clearly identified in the bid response.

# CAB, SAFETY, AND ACCESSORIES

ACKNOWLEDGE

VARIANCE YES NO

A 5.1 Machine shall include enclosed cab with heat/ air conditioning.

A 5.2 Cab shall include approximately 30% tinted windows/glass all around the cab, including front, side, rear, and door glass.

Bidder shall identify whether tint is factory-installed or dealer-installed.

A 5.3 Cab shall meet applicable ROPS, TOPS, and/or FOPS standards for this class of equipment.

A 5.4 Machine shall include manufacturer’s standard display, monitor, or instrument panel showing operating information, warning indicators, service information, and machine status.

A 5.5 Machine shall include pilot-operated joystick controls, electrohydraulic controls, or manufacturer’s current equivalent control system.

A 5.6 Machine shall include front work lights and boom or cab-mounted work lights suitable for low-light operation.

A 5.7 Machine shall include windshield wiper and washer system.

A 5.8 Machine shall include travel alarm, horn, mirrors and/or rearview camera if standard or available, warning decals, safety decals, guards, covers, and shields.

City of Ocean Springs – Two (2) Compact Excavators 12

Item

ATTACHMENTS

ACKNOWLEDGE

VARIANCE YES NO

A 6.1 Machine shall include a hydraulic curved thumb compatible with the machine, bucket, coupler, linkage, and hydraulic system.

A 6.2 Machine shall include a manufacturer-approved or dealer-approved quick coupler for bucket and attachment changes.

Bidder shall state whether coupler is manual, hydraulic, pin-grabber, wedge-style, or manufacturer-specific.

A 6.3 Machine shall include thumb-ready linkage or equivalent provisions for operation of hydraulic thumb.

A 6.4 Machine shall include certified lifting eye, lift point, or manufacturer-approved lifting provision if available for the proposed model.

A 6.5 Machine shall be supplied with three buckets compatible with the machine, hydraulic curved thumb, quick coupler, linkage, and hydraulic system.

A 6.6 Bucket package shall include one small digging bucket, approximately 12-18 inches with removable teeth. Bidder shall state bucket width, capacity, tooth type, and compatibility.

A 6.7 Bucket package shall include one large digging bucket, approximately 24-36 inches, with removable teeth. Bidder shall

A 6.8 Bucket package shall include one ditching/grading bucket not less than 48 inches wide. Larger ditching/grading buckets are preferred, provided they are compatible with the machine, coupler, hydraulic thumb, and intended municipal use. Bidder shall state proposed ditching bucket width and capacity.

A 6.9 All buckets shall be manufacturer-approved or dealer-approved for the machine and shall be compatible with the quick coupler furnished with the machine.

A 6.10 Bidder shall identify whether each bucket is included as standard equipment, dealer-installed equipment, or aftermarket equipment approved for use with the proposed machine.

City of Ocean Springs – Two (2) Compact Excavators 13

MACHINE B

6-Ton Class Compact Excavator

B Item

GENERAL REQUIREMENTS

ACKNOWLEDGE

VARIANCE YES NO

B 1.1 Machine shall be a new, current-production, enclosed cab compact hydraulic excavator in the 6-ton class

B 1.2 Machine shall be compact-radius, reduced-tail-swing, or short-tail-swing design suitable for municipal, utility, drainage, grading, ditching, site maintenance, and general excavation work.

B 1.3 Machine shall be delivered fully assembled, inspected, serviced, lubricated, and ready for immediate operation.

B 1.4 All equipment, attachments, safety equipment, accessories, freight, setup, dealer preparation, and inspection charges necessary for safe and proper operation shall be included unless otherwise stated.

B Item

ENGINE, WEIGHT, AND PERFORMANCE

ACKNOWLEDGE

VARIANCE YES NO

B 2.1 Engine shall be diesel-powered, liquid-cooled, and shall meet current applicable U.S. EPA emissions requirements

B 2.2 Net engine horsepower shall be not less than 55 horsepower.

B 2.3 Operating weight in the proposed cab configuration shall be not less than 14,000 lb and should generally not exceed 16,500 lb.

B 2.4 Machine shall include the manufacturer-approved counterweight or heavy counterweight appropriate for the machine

B 2.5 Bidder shall state the operating weight of the machine as bid, including cab, blade, counterweight, tracks, bucket, thumb, coupler, and any other included attachments or options.

B 2.6 Maximum digging depth shall be not less than 12 feet with standard stick configuration.

B 2.7 If long stick/long arm is offered, maximum digging depth shall be not less than 13 feet 6 inches.

B 2.8 Maximum reach at ground level shall be not less than 20 feet.

B 2.9 Bucket digging force shall be not less than 11,000 lbf.

B 2.10 Arm/stick digging force shall be not less than 5,900 lbf.

B 2.11 Bidder shall state maximum digging depth, maximum reach at ground level, maximum dump height, bucket digging force, arm/stick digging force, net horsepower, and operating weight.

HYDRAULIC SYSTEM, BOOM, AND ATTACHMENT

CAPABILITY

ACKNOWLEDGE

VARIANCE YES NO

B 3.1 Hydraulic system shall be manufacturer’s standard heavy-duty hydraulic system for the machine size class.

B 3.2 Main hydraulic pump flow shall be not less than 40 gpm.

B 3.3 Primary auxiliary hydraulic flow shall be not less than 24 gpm.

B 3.4 Machine shall include auxiliary hydraulic plumbing to the boom/arm for operation of attachments.

B 3.5 Machine shall include auxiliary hydraulic quick-connect couplers at the boom/arm for attachment operation.

B 3.6 Hydraulic system shall be capable of one-way and two-way flow, or bidder shall clearly state available auxiliary flow capabilities.

B 3.7 Hydraulic hoses and lines shall be routed and protected to reduce risk of damage during normal excavation work.

B 3.8 Bidder shall state main hydraulic flow, auxiliary hydraulic flow, system pressure, and whether machine is equipped with standard stick or long stick.

City of Ocean Springs – Two (2) Compact Excavators 14

B

UNDERCARRIAGE, TRAVEL, AND BLADE

ACKNOWLEDGE

VARIANCE YES NO

B 4.1 Machine shall be equipped with rubber tracks unless otherwise approved by the Owner.

B 4.2 Track shoe width shall be approximately 16 inches, or manufacturer’s nearest equivalent.

B 4.3 Overall track width shall be approximately 78 inches to 80 inches B 4.4 Machine shall include two-speed travel.

B 4.5 Low travel speed shall be not less than 1.7 mph.

B 4.6 High travel speed shall be not less than 3.0 mph.

B 4.7 Machine shall be equipped with hydraulically operated front dozer/backfill blade.

B 4.8 Blade width shall be not less than 78 inches.

B 4.9 Straight blade is acceptable. Angle blade, six-way blade, or other blade configuration may be offered if available and shall be clearly identified in the bid response.

# OPERATOR STATION, CONTROLS, AND SAFETY

ACKNOWLEDGE

VARIANCE YES NO

B 5.1 Machine shall include enclosed cab with heat/ air conditioning.

B 5.2 Cab shall include approximately 30% tinted windows/glass all around the cab, including front, side, rear, and door glass. Bidder shall identify whether tint is factory-installed or dealer-installed.

B 5.3 Cab shall meet applicable ROPS, TOPS, and/or FOPS standards for this class of equipment.

B 5.4 Machine shall include manufacturer’s standard display, monitor, or instrument panel showing operating information, warning indicators, service information, and machine status.

B 5.5 Machine shall include pilot-operated joystick controls, electrohydraulic controls, or manufacturer’s current equivalent control system.

B 5.6 Machine shall include front work lights and boom or cab-mounted work lights suitable for low-light operation.

B 5.7 Machine shall include windshield wiper and washer system.

B 5.8 Machine shall include travel alarm, horn, mirrors and/or rearview camera if standard or available, warning decals, safety decals, guards, covers, and shields.

B

ATTACHMENTS AND ACCESSORIES

ACKNOWLEDGE

VARIANCE YES NO

B 6.1 Machine shall include a hydraulic curved thumb compatible with the machine, bucket, coupler, linkage, and hydraulic system.

B 6.2 Machine shall include a manufacturer-approved or dealer-approved quick coupler for bucket and attachment changes.

Bidder shall state whether coupler is manual, hydraulic, pin-grabber, wedge-style, or manufacturer-specific.

B 6.3 Machine shall include thumb-ready linkage or equivalent provisions for operation of hydraulic thumb.

B 6.4 Machine shall include certified lifting eye, lift point, or manufacturer-approved lifting provision if available for the proposed model.

B 6.5 Machine shall be supplied with three buckets compatible with the machine, hydraulic curved thumb, quick coupler, linkage, and hydraulic system.

City of Ocean Springs – Two (2) Compact Excavators 15

B 6.6 Bucket package shall include one small digging bucket, approximately 12-18 inches, with removable teeth. Bidder shall

B 6.7 Bucket package shall include one large digging bucket, approximately 24-36 inches, with removable teeth. Bidder shall

B 6.8 Bucket package shall include one ditching/grading bucket not less than 48 inches wide. Larger ditching/grading buckets are preferred, provided they are compatible with the machine, coupler, hydraulic thumb, and intended municipal use. Bidder shall state proposed ditching bucket width and capacity.

B 6.9 All buckets shall be manufacturer-approved or dealer-approved for the machine and shall be compatible with the quick coupler furnished with the machine.

B 6.10 Bidder shall identify whether each bucket is included as standard equipment, dealer-installed equipment, or aftermarket equipment approved for use with the proposed machine.

B 6.11 Machine B shall include one hydraulic breaker/jack hammer attachment properly sized and rated for the proposed 6-ton class compact excavator.

B 6.12 Hydraulic breaker/jack hammer shall be compatible with the machine’s auxiliary hydraulic system, quick-connect couplers, hydraulic flow, operating pressure, and quick coupler.

B 6.13 Hydraulic breaker/jack hammer shall include all required mounting brackets, pins, hoses, fittings, couplers, tools, and accessories necessary for full operation at delivery.

B 6.14 Bidder shall state the make, model, operating weight, required hydraulic flow range, required operating pressure, impact energy/class, tool diameter, and included tool bit type for the hydraulic breaker/jack hammer.

B 6.15 Hydraulic breaker/jack hammer shall be manufacturer-approved or dealer-approved for use with the proposed machine and shall be covered by applicable manufacturer or dealer warranty.

SERVICE, WARRANTY, DELIVERY AND TRAINING

C Item

REQUIREMENT

ACKNOWLEDGE

VARIANCE YES NO

C 1.1 Machine shall be designed for routine maintenance access to engine, hydraulic components, filters, fluid checks, battery, cooling system, and service points.

C 1.2 Machine shall include lockable service doors or panels where applicable.

C 1.3 Machine shall include centralized or conveniently accessible grease points where available.

C 1.4 Bidder shall provide operator’s manual, maintenance manual, and parts manual in printed or electronic format.

C 1.5 Bidder shall identify required service intervals.

C 1.6 Bidder shall state the full standard manufacturer warranty and any separate engine, powertrain, hydraulic, structural, or emissions warranty.

C 1.7 Bidder shall identify available extended warranty options in the unpriced technical proposal. Pricing for any extended warranty options shall not be included in the unpriced proposal and may only be submitted during the pricing phase if requested by the Owner.

City of Ocean Springs – Two (2) Compact Excavators 16

C 1.8 Warranty service shall be performed by an authorized dealer or manufacturer-approved service provider.

C 1.9 Bidder shall maintain or have access to adequate parts and service support for the machine offered.

C 1.10 Bidder shall identify the nearest authorized service location and the location from which warranty service, field service, and parts support will be provided.

C 1.11 Bidder shall state expected response time for service calls, if available.

C 1.12 Machine shall be delivered to the location designated by the Owner fully assembled, inspected, serviced, fueled as allowed, lubricated, and ready for operation.

C 1.13 Bidder shall state estimated delivery time after receipt of purchase order.

C 1.14 Bidder shall provide operator familiarization and basic maintenance training at the time of delivery or at a mutually agreed time. Training shall include safe operation, daily inspection, controls, attachment operation, maintenance points, fluid checks, and warranty/service procedures.

C Item

LITERATURE, EXCEPTIONS, AND EQUIVALENT

PRODUCTS

ACKNOWLEDGE

VARIANCE YES NO

C 2.1 Bidder shall provide manufacturer literature for the exact model bid.

C 2.2 Any exception, deviation, substitution, or alternate configuration shall be fully explained in writing.

C 2.3 Failure to identify exceptions may be grounds for rejection or may require the bidder to furnish equipment fully compliant with these specifications at no additional cost to the Owner.

C 2.4 Brand names, model numbers, proprietary names, or manufacturer-specific features, if mentioned, are used only to establish the general type, size, quality, and performance level desired.

C 2.5 The Owner reserves the right to determine whether a proposed equivalent product meets the intent of the specifications.

C 2.6 The Owner may consider overall value, warranty, service support, delivery time, compliance with specifications, machine configuration, attachment compatibility, and long-term operational suitability when evaluating bids.

City of Ocean Springs – Two (2) Compact Excavators 17

TRADE-IN ALLOWANCE

D Item

Trade-In Allowance

ACKNOWLEDGE

VARIANCE YES NO

D 1.1 Bidder acknowledges that the City may make one existing compact excavator available as a possible trade-in.

D 1.2 Bidder shall state whether a trade-in allowance is being offered for the City’s existing compact excavator.

D 1.3 Any trade-in allowance offered shall be listed separately from the bid price for the new equipment.

D 1.4 Bidder acknowledges that the trade-in unit is offered as-is, where-is, with all faults and without warranties or guarantees by the City.

D 1.5 Bidder acknowledges that photographs are provided for general reference only and do not constitute a warranty or complete representation of condition.

D 1.6 Bidder acknowledges that it has had the opportunity to inspect the trade-in unit before submitting a trade-in allowance.

D 1.7 Bidder acknowledges that failure to inspect the trade-in unit shall not relieve bidder of its trade-in offer if accepted by the City.

D 1.8 Reverse auction pricing should be for the two new compact excavators only, including all required equipment, attachments, delivery, fees, and setup. Trade-in allowances shall NOT be entered into the Reverse Auction. Trade-in values shall be submitted separately and will not affect bidder ranking during the auction.

D 1.9 Bidder acknowledges that the City reserves the right to accept or reject the trade-in allowance and may award the purchase with or without the trade-in.

D 1.10 If the trade-in is accepted, bidder shall be responsible for pickup, loading, hauling, transportation, insurance during transport, and removal of the trade-in unit unless otherwise agreed in writing.

D 1.11 Bidder acknowledges that the City may require delivery and acceptance of the new equipment before releasing the trade-in unit.

TRADE-IN ALLOWANCE INFORMATION

Trade-In Allowance Offered: $________________________

Trade-In Unit Inspected by Bidder: YES: _____ NO: _____

Date of Inspection, if applicable: ________________________

Name of Person Inspecting Unit: ________________________

Conditions, assumptions, or exclusions related to trade-in allowance, if any:

City of Ocean Springs – Two (2) Compact Excavators 18

EQUIPMENT INFORMATION

Proposed Machine A Make and Model Number: _______________________________________

Machine A Delivery Time: ______________________________ (Calendar Days)

Proposed Machine B Make and Model Number: _______________________________________

Machine B Delivery Time: ______________________________ (Calendar Days)

Dealer Performing Warranty Work: ________________________________________

Distance from City of Ocean Springs Shop to Authorized Service Location:

Bidder’s Checklist

Photos are included: YES: _____NO: _____

Completed Specification Response Form: YES: _____NO: _____

Signed PH Bidding Supplier Agreement: YES: _____NO: _____

Three-bucket package included for Machine A: YES: _____ NO: _____

Three-bucket package included for Machine B: YES: _____ NO: _____

Hydraulic breaker/jack hammer included for Machine B: YES: _____ NO: _____

Attachment specifications/literature included: YES: _____ NO: _____

Trade-In Allowance Response Form completed: YES: _____ NO: _____ N/A: _____

Bid is: _____ as per specifications, taking no exceptions.

_____ taking only those specification exceptions listed below or by letter attached and referenced to page numbers specified.

City of Ocean Springs – Two (2) Compact Excavators 19

VENDOR INFORMATION

Company Name

Address

City State Zip

Company Representative

Title

Phone

Email

Date

Authorized Signature:

Addenda Acknowledgement

Addendum # Date:

City of Ocean Springs – Two (2) Compact Excavators 20

Supplier Agreement

INTENT AND CONTACT

This document shall detail the conditions upon which a supplier, contractor, vendor or other individual, business or corporation seeking to do business with any client who has contracted, whether verbally, by resolution or any other means with PH Bidding Group for the use of its reverse auction platform shall be allowed to utilize the PH Bidding Group Reverse Auction Platform located at www.phbidding.procureclix.com. Only through completion of this document and unconditional agreement to this agreement in its entirety will you or your assigns, agents or employees or other designees be allowed to utilize this platform to submit pricing to the client(s) of PH Bidding Group.

This Agreement contains provisions for an administrative fee, discussed in Section 16.

PH Bidding Group hereby agrees to all sections contained within which outline its obligations and responsibilities.

PH Bidding Group Contact information is:

PH Bidding Group

605 West Main Street

Tupelo, MS 38804

662.407.0195 bids@phbidding.com

TERMS OF USE

Reverse Auction and Strategic Procurement Software – One Time Use Agreement for Suppliers Only

If you have difficulty in completing this document, email us at bids@phbidding.com or call us direct at

662.407.0195.

By participating in the reverse auction procurement process initiated by PH Bidding Group and its strategic partner(s), you agree that you have accepted this agreement in its entirety, without exception, and that you, your representatives, and assigns agree to the following terms, statements and conditions:

Definitions:

“PH Bidding Group” shall mean the provider of a Reverse Auction Event Platform used in conjunction with Buyers to negotiate pricing on desired service, goods or information.

Initials

City of Ocean Springs – Two (2) Compact Excavators 21

“You”, “Supplier” or “Suppliers” shall mean anyone signing this agreement that will use or direct the use of PH Bidding Group’s Reverse Auction Event Platform for the purpose of selling services, goods or information to Buyers who retain the services of PH Bidding Group.

“Buyer” shall mean any client or customer of PH Bidding Group who chooses or has chosen in the past to procure using a Reverse Auction Event Platform or information provided by or in conjunction with PH

Bidding Group.

“Reverse Auction Event Platform” shall mean the platform accessed within or from or in conjunction with the website address at www.phbidding.procureclix.com which is used by various Buyers to procure services, goods or information.

1.) All information related to bids, projects, specifications, and terms of sale to potential clients of PH

Bidding Group are based on information received directly from the client and not necessarily approved by PH Bidding Group. PH Bidding Group makes no warranty concerning information approved by its clients for use in reverse auction events.

2.) PH Bidding Group cannot and will not be held liable for delays in reverse auction events, server failures or changes in scheduling for reverse auction events.

3.) You acknowledge that PH Bidding Group is merely the conduit through which pricing is achieved for the benefit of our clients, and not an endorsement of our clients’ creditworthiness, ability to perform upon a contract or agreement, nor the proper use of materials, equipment or any other service or goods purchased through the use of our reverse auction software. PH Bidding Group shall not be held liable clients’ failure to perform or award upon a given reverse auction event. All agreements that arise between suppliers and buyers are then the sole responsibility of those two parties, wherein PH Bidding Group shall be indemnified.

4.) This agreement shall be good for a one-time use of PH Bidding Group’s reverse auction strategic procurement solution. Only through acceptance of this agreement are you permitted to utilize the bidding platform. If you violate any of the terms of any part of this agreement, PH Bidding Group may, in its sole and absolute discretion, terminate your ability to access the platform. If PH Bidding

Group terminates your access to the reverse auction software for any reason, neither you nor your assigns, affiliates, employers, employees or subsidiaries or beneficiaries shall have a claim against

PH Bidding Group, its employees, assigns or beneficiaries.

5.) PH Bidding Group shall provide basic training and basic instruction concerning operation of the supplier side functions of its reverse auction software, which is operated entirely online. Supplier shall be solely responsible for his or her attendance to this training. PH Bidding Group shall make reasonable efforts to accommodate training to Supplier’s schedule, but Supplier acknowledges that he or she is ultimately solely responsible for attendance. Supplier agrees not to attempt to reverse engineer, model or copy this software.

6.) It shall be the supplier’s responsibility to comply fully with terms and conditions set forth by clients of PH

Bidding Group, and to ensure that supplier conduct falls within state purchasing laws.

7.) It shall be the sole and absolute responsibility of the Supplier to meet all deadlines for specification responses and sample presentations or the attending of any pre-bid conferences, or any other functions as may be required from time to time by either PH Bidding Group or the Buyer. Failure to meet any of these deadlines or appointments does not entitle the supplier to an extension of the deadline or a delay in the scheduled date of the reverse auction event.

City of Ocean Springs – Two (2) Compact Excavators 22

8.) Supplier shall also be solely responsible for his own access to the Internet. If Supplier has no access to the Internet and is unable to locate access on his own, PH Bidding Group may, at its sole and absolute discretion, assist Supplier in locating sufficient Internet access for the purposes of participating in a contemplated Reverse Auction Event. Supplier also agrees that he is solely responsible for using his access to the Internet in a responsible manner in conjunction with this

Reverse Auction Event so as not to intentionally interfere with another Supplier’s access to the

Reverse Auction Event.

9.) It shall be the sole and absolute responsibility of the supplier to ensure that it meets all state and federal regulations with respect to product offerings and its ability to offer such items or services.

10.) Suppliers agree that all information they provide shall be accurate and truthful. PH Bidding Group shall take reasonable precautions deemed necessary in its sole and absolute discretion to protect and safeguard that information but shall not be held liable in the event of a breach of that security.

PH Bidding Group does not guarantee either the validity of your information or the safety of the information you provide. In the event your information becomes compromised, PH Bidding Group will issue you a new password.

11.) Supplier agrees that he has no right to transfer this one-time use license.

12.) Supplier agrees that he shall have no claim against PH Bidding Group for any virus that may infect the hardware or software of the supplier as a direct or indirect result from the use or perceived use of PH Bidding Group’s reverse auction software.

13.) Supplier agrees that his sole remedy if supplier determines he dislikes the reverse auction process or service is to stop using the service.

14.) Supplier agrees that he will neither share nor leak his password to the service for the purpose of allowing competitors of PH Bidding Group to view the reverse auction process or allow unauthorized persons to view a Reverse Auction Event for the purpose of providing information to other unauthorized users, regardless of intent or consequence. In the event of a breach of this section of the agreement, PH Bidding Group may, in its sole and absolute discretion, remove access to the

Reverse Auction Event or any other portion of Internet based material from the Supplier.

15.) Supplier agrees that in the event of an Internet or server failure on the side of PH Bidding Group, arrangements may be made by PH Bidding Group in conjunction with the buyer for an alternate date for the Reverse Auction Event. Suppliers shall have no claim against PH Bidding Group, its employees, assigns or beneficiaries.

16.) An investment of time and financial resources is necessary for the continued operation of Reverse

Auction Events run on PH Bidding Group platform. Therefore, a transaction fee based solely upon the final awarded purchase price shall be charged to the supplier. This transaction fee shall be self-assessed by the Supplier, who, by participating or reviewing or viewing PH Bidding Group’s Reverse

Auction Platform, website or information prepared by or in conjunction with PH Bidding Group, acknowledges receipt of service from PH Bidding Group regardless of the means of the final arrangement of pricing, whether through PH Bidding Group’s Reverse Auction Event or other direct negotiations or bids. Supplier agrees that if he or she at any time has used the Reverse Auction platform or any portion or part of the software or Internet platform or website or information provided by or prepared by or in conjunction with PH Bidding Group for purposes of a contemplated bid, the fees described within this agreement as being due to PH Bidding Group shall be due in full in accordance with normal billing procedures set forth herein and are fully earned by PH Bidding Group.

City of Ocean Springs – Two (2) Compact Excavators 23

Fees shall be self-assessed by the winning Supplier in the following amount and shall apply to all bids:

4% of the total contract price, including all service…