20240530_Landfill_ADC_Tarp_System_RFB_rev2.docx

PROJECT REQUEST TEMPLATE

REQUEST FOR BID

Revised 05.2024

1. Complete the Request for Bid Drafting Document by filling in all green text boxes.

2. Make sure this document encompasses all desired specifications and requirements associated with the intended purchase.

3. You will upload this document as part of the OpenGov – Project Request Intake Process.

1. BID SPECIFICATIONS

List out the bid specifications that are required. Make sure to utilize the 1. 2. 3. numbering scheme for all specs. Headings can be created to separate different categories of specs by copying and pasting the “Bid Specifications” header and the first 3 bid specs (1. 2. 3.) and then revising the header name and specs accordingly.

Bid Specifications Bidder may prepare and submit a bid on either the Base or Alternate Bid or submit a bid for both the Base and Alternate Bid, listed below.

Base Bid

1. Automatic roll-out system compatible with DEERE 850L LGP and/or Bomag BC1173 RB-5 (pictured below).

2. Spool assembly and all accessories necessary to make the automatic roll-out system complete.

3. Ability to be controlled remotely by one (1) machine operator.

4. Anticipated area to be covered on a daily basis: 200 feet x 150 feet.

5. Minimum tarp width: 30 feet.

Alternate Bid

1. Minimum 6,000 square feet of additional tarps.

Delivery Specifications (if applicable)

1. To be delivered to:

Dane County Waste and Renewables 7102 Maahic Way Madison, WI 53718

Additional Questions to Ask Vendors (if applicable) Base Bid

1. Do you offer alternatives that do not meet the bid specifications? If so, what are the costs associated with those alternatives?

2. Do you offer any additional system add-ons that may be beneficial? If so, please provide a summary of available add-ons with a description and associated cost.

3. What material and thickness or weight does your tarp consist of?

4. What is the replacement cost for the tarps? Please include delivery charges.

5. What is the expected lifespan of a tarp?

6. Is your equipment compatible with other tarps? If so, what tarps are compatible with your system?

7. What does the installation entail? Please describe.

8. What training is required and/or available to operate the system?

9. Please provide your standard warranty language.

10. Do you offer the ability to service or perform routine maintain on the system? If so, what does your service and/or maintenance entail?

Alternative Bid

1. What material and thickness or weight does your tarp consist of?

2. What is the replacement cost for the tarps? Please include delivery charges.

3. What is the expected lifespan of a tarp?

4. What equipment is compatible with your tarps?

2. PRICING PROPOSAL

· Below is a table to use to plan the pricing section.

· If multiple pricing tables are needed, select and copy the existing pricing table and paste the additional table below it. Don’t worry about changing the numbering for each item between tables – Purchasing will auto-number later in the process.

· We strongly encourage pricing to be broken down as much as possible, however, a 1-line lump sum pricing table may be acceptable for certain RFB’s.

· Hourly rate pricing may be acceptable in some scenarios as well.

· If applicable, Purchasing will add a Unit Cost and/or Total Cost column to the Final Pricing Table.

· Optional? Column – if an item listed is optional (not required for vendors to provide as part of the bid), then type “Yes” into the OPTIONAL column field for that item. This could be additional accessories or optional equipment add-ons, etc.

Base Bid

Do you want to ask for Future Pricing (in the form of % increase)?

NOTE: Maximum 5 Terms allowed per ordinance

YES

Alternative Bid

Do you want to ask for Future Pricing (in the form of % increase)?

NOTE: Maximum 5 Terms allowed per ordinance

YES

3. CONTRACT TERM(S)

Base Bid

1. Anticipated Terms (Calendar Dates):

· Write in the Start Date and End Date for each possible Term. These may be adjusted by Purchasing during the review process.

· *Max. total term length is 5 years. If able, it is recommended to have the end date be December 31 for each term.

2. Initial and Renewal Terms:

· Select which terms will be included in the initial term. Then select which terms will be included as possible renewal terms. Selections should be made by placing an “X” in each applicable field.

4. VENDOR NOTIFICATION LIST

Provide the email addresses of any potential vendors that would be interested in this RF.

· Purchasing will select and utilize Category/Commodity Codes on OpenGov for the solicitation.

· OpenGov generates a vendor list based on the selected codes and will send a notification through the system once the bid is officially issued.

· The OpenGov vendor database may not capture all vendors that we want to notify, therefore, we will send out regular email notifications to the list provided below as well.

Base Bid

Alternative Bid

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