16D - Plow Bolts, Nuts _ Washers.pdf

GENESEE COUNTY ROAD COMMISSION

REQUEST FOR QUOTE

ITEM #16D – PLOW BOLTS, NUTS & WASHERS

RFQ #16D – Plow Bolts, Nuts & Washers Page 1 of 9

(This is not a sealed bid)

Please note that the words Bid and Quote will be used interchangeably.

Quotes are being solicited for Plow Bolts, Nuts & Washers by the Genesee County Road Commission located at 211 West Oakley Street, Flint, Michigan.

BID DUE DATE: Monday, August 4, 2025, @ 11:00 a.m. (ET)

Please email general bidding questions to Stephanie Jaeger, Purchasing Administrator at sjaeger@gcrc.org.

SUBMISSION AND RECEIPT OF BIDS

Please email your response to sjaeger@gcrc.org or submit it electronically on BidNet Direct.

NO LATE BIDS WILL BE ACCEPTED.

GENESEE COUNTY ROAD COMMISSION’S BUDGET YEAR BEGINS OCTOBER 1ST AND ENDS SEPTEMBER

30TH.

The Genesee County Road Commission officially distributes bid documents from the Purchasing Division or through BidNet. Copies of bid documents obtained from any other source are not considered official copies. Only those vendors who obtain bid documents from either the Purchasing Division or the BidNet System are guaranteed access to receive addendum information, if such information is issued.

Genesee County Road Commission reserves the right to accept or reject any or all bids, waive irregularities, increase or reduce quantities and delete bid items in the Bid Sheet, and to accept the bids either on an entire or individual basis that is in the best interest of the Genesee County Road Commission. The Genesee County Road Commission accepts no responsibility for any expense incurred by the bidder in the preparation and presentation of a bid. Such expense shall be borne exclusively by the bidder.

The successful bidder will have to fill out an Employment Opportunity Plan and provide an IRS Form W9 before Purchaser will issue any payment to Seller.

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STANDARD TERMS AND CONDITIONS

TERM OF CONTRACT & CONTRACT RENEWAL: The term of the contract shall be awarded for two (2) years beginning on the effective date of the contract. The cost shall remain the same for two (2) years. For administrative purposes, Genesee County Road Commission will issue a renewal purchase order annually over two (2) years. By agreement of both parties, this bid can be extended for twelve (12) months, for two (1) renewal period.

EQUAL EMPLOYMENT: All contracts will be awarded by the Genesee County Road Commission without consideration as to race, religion, sex, national origin or disability of bidder.

AWARD OF CONTRACT: The Genesee County Road Commission reserves the right to reject any or all quotes, and to select any part or parts thereof without accepting the entire quote.

The quote will be awarded to that responsible, responsive vendor whose quote, conforming to this solicitation will be most advantageous to the GCRC with not only price but also availability of product, location and quality of product/service considered.

CONTRACT: When applicable, the bid, when properly supplemented by any bonds and/or certificate of insurance as may be required herein, and when accepted by the Genesee County Road Commission, shall constitute a Contract equally binding between the successful bidder and the Genesee County Road Commission. No invoices will be paid prior to acceptance of Contract by the Genesee County Road Commission. No different or additional terms will become a part of this Contract.

INTERLOCAL PARTICIPATION: It is hereby made a precondition of any bid for a Contract for supplies or services and a part of these specifications, that the submission of any bid in response to this request constitutes a bid made under the same conditions, for the same price, and for the same effective period as this bid, to any other governmental entity having an interlocal agreement with the Genesee County Road Commission.

When applicable, it is further understood, that any other governmental entity that elects to use a Genesee County Road Commission semi-annual or annual award will issue its own Contracts or purchase orders and will require separate billing.

FUNDING: Funds for payment have been provided through the Genesee County Road Commission budget approved by the Board of Commissioners for the current fiscal year only.

PRICING/DELIVERY: All charges must be included on the Bid Sheet(s) and must include all associated cost (including but not limited to delivery, freight, etc.) for the goods or services being bid.

SALES TAX: The Genesee County Road Commission is exempt by law from payment of Michigan Sales Tax and Federal Excise Tax.

TERMS OF PAYMENT: Terms of payment shall be Net Thirty (30) Days from receipt of acceptable invoice and/or acceptance of conforming goods, whichever is later. However, alternate terms will be considered and may be bid.

BRAND NAME: The brand products are required and it has been deemed that sufficient competition exists in the marketplace to allow for competition. No substitutions will be accepted.

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STANDARD TERMS & CONDITIONS CONTINUED

DESCRIPTIONS: Any reference to model and/or make/manufacturer used in bid specifications or scope of work are descriptive, not restrictive. It is used to indicate the type and quality desired. Bids on items of like quality will be considered.

Bid must provide hardware specifications where hardware is offered.

ADDENDA: The Genesee County Road Commission officially distributes bid documents from the Purchasing Division or through BidNet. Copies of bid documents obtained from any other source are not considered official copies. Only those vendors who obtain bid documents from either the Purchasing Division or the BidNet System are guaranteed access to receive addendum information, if such information is issued.

DEFAULT OF BIDDER: When applicable, if successful bidder defaults by failing to supply bonds and/or certificate of insurance within the ten (10) day period allotted, award shall pass to the next lowest bidder.

Bidder, in submitting this bid, agrees that the Genesee County Road Commission shall not be liable to prosecution for damages in the event that the Genesee County Road Commission declares the bidder in default.

LATE BIDS: Bids received in the Purchasing Department after submission deadline will be considered void and unacceptable. The Genesee County Road Commission is not responsible for lateness or non-delivery of mail, carrier, etc., and the date/time stamp in the office of the Purchasing Coordinator shall be the official time of receipt. Quotes received after the opening date and time will be rejected.

ALTERING BIDS: Bids cannot be altered or amended after submission deadline. Any interlineation, alteration, or erasure made before opening time must be initialed by the signer of the bid, guaranteeing authenticity.

SUBSTITUTIONS TO BID: Bidders offering substitutions shall state these by attachment as part of the bid. The Genesee County Road Commission reserves the right to accept any and all or none of the substitutions deemed to be in the best interest of the Road Commission.

WITHDRAWAL OF BID: A bid may not be withdrawn or canceled by the Vendor without the permission of the Genesee County Road Commission for a period of ninety (90) days following the date designated for the receipt of bids, and Vendor so agrees upon submittal of their bid.

Assignment/Transfer: Assignment or transfer of this contract without written consent of the Genesee County Road Commission (Purchaser) may be construed by the Purchaser as a breach of contract sufficient to cancel this agreement at the discretion of the Purchaser.

SILENCE OF SPECIFICATIONS: The apparent silence of the specifications contained as a part of this package as to any detail or to the apparent omission of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail. All interpretations of these specifications shall be made on the basis of this statement.

PROTEST & APPEAL PROCEDURES: Bidders aggrieved by the award of any solicitation or resulting contract, may file a written notice of protest with the Purchasing Administrator within sever (7) calendar days of award.

ETHICAL CONDUCT: The bidder shall not offer or accept gifts or anything of value, not enter into any business arrangement with any employee, official, or agent of the Genesee County Road Commission. The bidder affirms that the only person or parties interested in this bid as principals are those named herein, and that this bid is made without collusion with any other person, firm, or corporation.

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NON-DISCRIMINATION CLAUSE: The bidder agrees not to discriminate against any employee or applicant for employment, to be employed in the performance of such contract, with respect to hire, tenure, terms, conditions or privileges, of employment, or any matter directly or indirectly related to employment, because of race, color, religion, national origin, age, sex, height, weight, or marital status. Breach of this covenant may be regarded as material breach of the contract as provided for in Act 220 and Act 453 of the Public Acts of 1976, as amended, entitled “Michigan Handicapper’s Civil Rights Act” and the Michigan Elliott Larson Civil Rights Act.” The bidder further agrees to require similar provisions from any subcontractors, or suppliers.

MINIMUM STANDARDS FOR RESPONSIBLE PROSPECTIVE BIDDERS: A prospective bidder must affirmatively demonstrate bidder’s responsibility. A prospective bidder must meet the following requirements:

1. Have adequate financial resources, or the ability to obtain such resources as required;

2. Be able to comply with the required or proposed delivery schedule;

3. Have a satisfactory record of performance;

4. Have a satisfactory record of integrity and ethics;

5. Be otherwise qualified and eligible to receive an award.

The Genesee County Road Commission may request representation and other information sufficient to determine bidder’s ability to meet these minimum standards listed above.

REFERENCES: During an analysis of all bids, the Genesee County Road Commission may request bidder to supply a list of three (3) references to which like services or materials have been supplied by bidder. If requested, references should include name of firm, address, telephone number and name of representative.

WARRANTY: Seller warrants that it has good and merchantable title to the goods sold hereunder and that said goods shall conform to the descriptions and applicable specifications and samples. Such goods shall be of good merchantable quality and fit for the known purposes for which sold, and are free and clear of all liens and encumbrances. Seller and Purchaser agree that this order does not exclude, or in any way limit, other warranties provided for in this agreement or by law.

If applicable, the manufacturer’s warranty and/or component warranties must be stated. Unsatisfactory or inadequate warranty provisions shall, in themselves be justification for the denial of the award of this bid by the Genesee County Road Commission.

Where applicable, warranty certificates or letters on all applicable and requested warranty items shall be provided to the end user upon delivery. All warranties shall start from the in-service date with the Genesee County Road Commission.

INSPECTION: All goods and services shall be subject to inspection and approval by Purchaser at all reasonable times including inspection during manufacture. Inspection and approval by Purchaser at Contractor’s (Seller’s) plant does not preclude rejection for defects upon discovery by subsequent inspection. Any goods and services rejected by Purchaser shall be promptly repaired or replaced at Seller’s expense. Any and all costs incurred by Purchaser in connection with the return of goods rejected by Purchaser as defective shall be at Seller’s risk and expense.

FOB AND RISK OF LOSS: All items must be FOB Destination and all freight charges must be included in the Proposal unless otherwise indicated in this document regardless of FOB point, Seller agrees to bear all risks of loss, injury or destruction of goods and materials ordered herein which occur prior to delivery and acceptance; and such loss, injury or destruction shall not release Seller from any obligation hereunder.

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RECORDS: The Genesee County Road Commission reserves the right to inspect all vendor documents relating to this agreement for up to three (3) years after expiration.

SUBCONTRACTING: The use of a subcontractor is subject to the written approval of the Genesee County Road Commission Purchaser.

TERMINATION OF CONTRACT: When in the Genesee County Road Commission’s best interest, the Genesee County Road Commission may unilaterally cancel this agreement at any time, whether or not the Contractor is in default of any of its obligations hereunder. The contract can be canceled by the Genesee County Road Commission upon giving written notice to the Contractor with no penalty to the Genesee County Road Commission or Contractor. The Contractor shall fill all Genesee County Road Commission requirements submitted to the Contractor until the termination date contained in the notice.

Under any such cancellation, the Contractor agrees to waive any claim for damages, including loss of anticipated profit on account hereof. However, the Genesee County Road Commission agrees that the Contractor shall be paid for items and/or services already accepted by Genesee County Road Commission, but in no event shall the Genesee County Road Commission be liable for any loss of profits on the order or portion thereof so terminated. Either party may terminate this agreement at any time for the failure of the other to comply with any of its material terms and conditions.

The Genesee County Road Commission requires the Contractor to continue to provide the items and services at the firm fixed (non- adjusted) cost until the termination of the contract term then in effect. If the Genesee County Road Commission does agree to adjusted costs, these adjusted costs shall not be invoiced to the Genesee County Road Commission until the Contractor receives notice in writing signed by a person authorized to bind the Genesee County Road Commission in such matters.

If the Genesee County Road Commission, in its interest and in its sole opinion, determines that the Contractor in a capricious manner attempted to use this section of the contract to relieve themselves of a legitimate obligation under the contract, and no unusual circumstances had occurred, the Genesee County Road Commission reserves the right to take any and all action under law or equity. Such action shall include, but not be limited to, declaring the Contractor in default and disqualifying him for receiving any business from the Genesee County Road Commission for a stated period of time.

INDEMNIFICATION CLAUSE: The successful bidder (herein after referred to as Vendor), shall defend, indemnify, and save harmless the Genesee County Road Commission and all its officers, agents, and employees from all suits, actions, or other claims of any character, name, and description brought for or on account of any injuries or damages of any negligent act or fault of the Vendor; or on account of or in consequence of any neglect in safeguarding the work; or through use of unacceptable materials in constructing the work; or because of any act of omission, neglect, or misconduct of said Vendor; or because any claims or amount recovered from any infringements of patent, trademark, or copyright; or from any claims or amounts arising recovered under the Workmen’s Compensation Act, or any other law ordinance, order, or decree; or of any agent, employee, subcontractor, or supplier in the execution of, or performance under, any Contract which may result from award of bid/offer.

Further, Vendor indemnifies and will indemnify and save harmless the Genesee County Road Commission from liability, claim or demand on their part, their agents, servants, customers, and/or employees, whether such liability, claim, or demand arise from event or casualty happening within the job site itself or elsewhere. Vendor shall pay any judgment with costs which may be obtained against the Road Commission growing out of such injury or damages.

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DAMAGE LIABILITY AND INSURANCE

INSURANCE: The Contractor shall comply with the following:

A. INDEMNIFICATION

The Contractor shall hold harmless, indemnify and defend in litigation the County of Genesee, the Board of County Road Commissioners of the County of Genesee, the Genesee County Road Commission, and its agents and employees, against all claims for damages to public or private property and for injuries to persons arising out of and during the progress of and to completion of the work.

B. WORKER’S COMPENSATION INSURANCE

The Contractor shall certify before the execution of the contract that the Contractor carries Worker’s Compensation Insurance as required by Michigan law.

C. COMMERCIAL GENERAL LIABILITY

$2,000,000 each occurrence / $3,000,000 aggregate

D. AUTO LIABILITY

$2,000,000 bodily injury each occurrence / $3,000,000 aggregate (to cover all Contractor’s owned, non-owned and hired vehicles); statutory $1,000,000 property damage

E. NOTICE

The Vendor shall not cancel or reduce the coverage of any insurance required by this Section without providing 30-day prior written notice to the Genesee County Road Commission. All insurance policies and binders must include an endorsement by which the insurer shall agree to notify the Genesee County Road Commission, in writing, immediately of any cancellation or reduction in the insurance coverage. The Vendor shall cease operations if any insurance is canceled or reduced, and shall not resume operations until new insurance is in force.

All insurance policies and binders must also include endorsements by which the insurer shall agree to provide the Genesee County Road Commission, in writing, the following:

1. A 30-day prior notice of any insurer initialed cancellation or reduction in coverage for reasons other than nonpayment of the premium.

2. A 10-day prior notice of any cancellation or reduction in coverage for nonpayment of the premium.

F. REPORTS

The Contractor or the Contractor’s insurance carrier shall report to the Genesee County Road Commission claims received, inspections made and disposition of claims. The Genesee County Road Commission will withhold the final estimate or reserve until either the contractor pays the claim or until final disposition of the claim by the Contractor’s insurance company has been received by the Genesee County Road Commission.

Hold Harmless To the fullest extent permitted by law, Vendor agrees to defend, pay in behalf of, indemnify and hold harmless the Genesee County Road Commission, its elected and appointed officials, employees and volunteers and others working in behalf of the Genesee County Road Commission against any and all claims, demands, suits, or loss, including all costs and attorney fees connected therewith, and for any damages which may be asserted, claimed or recovered against or from the Genesee County Road Commission, its elected and appointed officials, employees, volunteers or others working in behalf of the Genesee County Road Commission by reason of personal injury, including bodily injury and death and/or property damage, including loss of use thereof, which arises out of or is in any way connected or associated with this contract.

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SPECIFICATIONS AND SCOPE OF WORK

TERM OF CONTRACT & CONTRACT RENEWAL: The term of the contract shall be awarded for two (2) years beginning on the effective date of the contract. The cost shall remain the same for two (2) years. For administrative purposes, Genesee County Road Commission will issue a renewal purchase order annually over two (2) years. By agreement of both parties, this bid can be extended for an additional one (1) year period.

The following requirements and specifications shall be in addition to the other requirements contained herein and shall supersede the other requirements where applicable.

BRAND NAME: If and wherever, in the specifications a brand name, make, name of any manufacturer, trade name or vendor catalog number is mentioned it is for the purpose of establishing a grade or quality of material only. However, if a product other than that specified is bid, it is the vendor’s responsibility to name such a product within his bid and to prove to the Genesee County Road Commission that said product is equal to that specified. Evidence in the form of samples may be requested if brand is other than specified. Such samples are to be furnished after the date of bid opening only upon request of the Road Commission. If samples should be requested, such samples must be received by the Genesee County Road Commission no later than seven (7) days after formal request is made.

The Genesee County Road Commission reserves the right to reject or accept any or all proposals, in whole or in part, and waive any irregularities or formalities therein.

DESCRIPTION: Requesting bid for furnishing ITEM #16D – PLOW BOLTS, NUTS & WASHERS. Bid price shall include cost of delivery to the Genesee County Road Commission located at 211 W. Oakley Street, Flint, MI on an as needed basis.

PLOW BOLTS NUTS LOCK WASHERS

5/8” – 11 x 3 Grade 8 5/8” – 11 Grade 8 5/8” Grade 8 ¾” – 10 x 3 Grade 8 ¾” – 10 Grade 8 ¾” Grade 8 5/8” – 11 x 3.5 Grade 8 5/8” – 11 Grade – Nylock 5/8” Grade 8 – Flat Washers 5/8” – 11 x 4.5 Grade 8

PRICING/DELIVERY: All items should be priced – FOB Destination Full Freight Allowed, inside delivery. The Genesee County Road Commission will not pay for any additional transportation and/or shipping charges.

Bid price shall include cost of delivery as requested by the Fleet Maintenance & Facilities Department. Deliveries shall be made on an as needed basis.

No charges may be billed to the Genesee County Road Commission unless such costs were explicitly included in the bid.

Bidder will incur any costs not explicitly included in the bid and/or mutually agreed to in writing by the Genesee County Road Commission Purchasing Department.

The Road Commission of Genesee County will not pay fuel surcharges.

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BID SHEET

WE THE UNDERSIGNED agree to furnish and deliver to the Genesee County Road Commission PLOW BOLTS, NUTS & WASHERS conforming to the attached specifications at the pricing indicated.

Delivery is to be made on an as needed basis. Increases or decreases to the following estimated quantity will not affect the bid price.

Description Approx. Qty. Unit Price Total Plow Bolts 5/8” – 11 x 3 Grade 8

¾” – 10 x 3 Grade 8

5/8” – 11 x 3.5 Grade 8

5/8” – 11 x 4.5 Grade 8

5,000

1,000

Nuts 5/8” – 11 Grade 8

5/8” – 11 Grade – Nylock

¾” – 10 Grade 8

6,000

6,000

Lock Washers 5/8” Grade 8

¾” Grade 8

5/8” Grade 8 – Flat Washers

5,000

Total $_____________

Please state any exceptions, substitutions, deviations, etc. from the Genesee County Road Commission specifications:

Terms: _________________________ Delivery: _______________________ Warranty: ________________________

Company Name: __________________________________

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BID SHEET

The bidder(s) affirms that he/she is duly authorized to execute this bid, that this company, corporation, firm, partnership or individual has not prepared this proposal in collusion with any other bidder(s) and that the contents of this proposal as to prices, terms or conditions have not been communicated by the undersigned, nor by any employee or agent, to any competitor, and will not be, prior to the award and the bidder(s) has full authority to execute any resulting contract awarded as the result of, or on the basis of the proposal.

The submission of a bid hereunder shall be considered evidence that the bidder is satisfied with respect to the conditions to be encountered and the character, quantity and quality of the work to be performed.

Company Name Date

Address Phone Number

City State Zip Email

Signature of Person Authorized to Sign Printed Name

DESCRIPTION: Requesting bid for furnishing ITEM #16D – PLOW BOLTS, NUTS & WASHERS. Bid price shall include cost of delivery to the Genesee County Road Commission located at 211 W. Oakley Street, Flint, MI on an as needed basis.