2025-27 RFB.PDF

CITY OF GREEN BAY

REQUEST FOR BIDS

RFB #: 2025-27

Title: Chipper Body w/ Hoist

City Agency: Parks, Recreation & Forestry

Due Date: September 16, 2025, 2:00 PM (CDT)

CC: 06500

REQUEST FOR BIDS RFB # 2025-27

Page i

Table of Contents

1 NOTICE TO BIDDERS

1.1 Summary

1.2 Important Dates

1.3 Format

1.4 Labeling

1.5 Delivery of Bids

1.6 Appendix A: Standard Terms & Conditions

1.7 Appendix B: Sample Contract for Purchase of Services

1.8 Multiple Bids

1.9 City of Green Bay Contact Information

1.10 Inquiries, Clarif ications, and Exceptions

1.11 Addenda

1.12 Bid Distribution Networks

1.13 Oral Presentations/Site Visits/Meetings

1.14 Acceptance/Rejection of Bids

1.15 Withdrawal or Revision of Bids

1.16 Subcontracting or Third Party Payments

1.17 Non-Restrictive Specif ications and Vendor Alternates

1.18 Non-Material and Material Variances

1.19 Public Records

1.20 Contract Quantities

1.21 Usage Reports

1.22 Partial Award

1.23 Tax Exempt

1.24 Cooperative Purchasing

1.25 Appeals Process

1.26 Bidders Responsibility

2 DESCRIPTION OF SERVICES/COMMODITIES

2.1 Background

2.2 Quantity/Type

2.3 Basis of Award

2.4 Responsibilities

2.5 Specif ications

2.6 Vendor Requirements

2.7 Insurance Requirements

2.8 Delivery

2.9 Warranty

3 REQUIRED INFORMATION AND CONTENT FOR SUBMITTAL OF BIDS

Form A: Signature Af f idavit

Form B: Receipt of Forms and Submittal Checklist

Form C: Vendor Prof ile

Form D: Bid Of fer Form

Form E: References

Appendix A: Standard Terms & Conditions

Appendix B: Contract for Purchase of Services

1 NOTICE TO BIDDERS

1.1 Summary

The City of Green Bay (“City”) Parks, Recreation & Forestry is soliciting bids f rom qualif ied vendors for Chipper Body w/ Hoist. Vendors submitting bids (“Bidders”) are required to read this Request For Bids

(“RFB”) in its entirety and follow the instructions contained herein.

1.2 Important Dates

Deliver bids no later than the due date and time indicated below. The City will reject all late bids:

RFB Issue Date: 09/02/2025

Pre-Bid/Site Inspection Date: N/A

Questions Due Date: 09/11/2025

Addendum Posted Date: 09/12/2025

Due Date: September 16, 2025, 2:00 PM (CDT)

1.3 Format

The City will not consider illegible bids.

Elaborate bids (i.e., expensive artwork) beyond that suf f icient to present a complete and ef fective bid, are not necessary or desired.

Complete and return Forms A through E and any mandatory forms to the City of Green Bay Purchasing

Department with your submittal.

1.4 Labeling

All bids must be clearly labeled: Bidder’s Name and Address

Title: Chipper Body w/ Hoist

Due: September 16, 2025, 2:00 PM (CDT)

All email correspondence must include RFB #2025-27 in the subject line.

1.5 Delivery of Bids

Delivery of hard copies via U.S.

Mail or Common Carrier – Delivery to:

City of Green Bay Purchasing Department

100 North Jef ferson St. – Room 410

Green Bay, WI 54301

Delivery of electronic copies to: via eBidding platform on DemandStar (see Section 1.12) or on a commonly used media with the hard copies.

Emailed or faxed bids will not be considered.

Bids must be delivered as instructed. Deliveries to other City departments and/or locations may result in disqualif ication.

NOTE: When mailing your response via a third-party delivery service, the outside of the packaging MUST be clearly marked with the RFB name and number. This ensures that the bid can be delivered to the correct purchasing agent without having to open the bid.

1.6 Appendix A: Standard Terms & Conditions

Bidders are responsible for reviewing this attachment prior to submission of their bids. City of Green Bay Standard Terms and Conditions are the minimum requirements for the submission of bids.

1.7 Appendix B: Sample Contract for Purchase of Services

Bidders are responsible for reviewing this attachment prior to submission of their Bids. The Sample Contract for Purchase of Services shall serve as the basis of the contract resulting f rom this RFB. The terms of this template contract shall become contractual obligations following award of the RFB. By submitting a bid, bidders af f irm their willingness to enter into a contract containing these terms.

(applicable only to bids for services)

The City of Green Bay utilizes a web based electronic signature program (DocuSign) for the execution of contracts that do not require notarization. By submitting your bid you are agreeing to the use of this program to sign documents should you receive an award . There is no cost to the bidder associated with this process.

1.8 Multiple Bids

Multiple bids f rom bidders are permitted; however, each must fully conform to the requirements for submission. Bidders must sequentially label (e.g., Bid #1, Bid #2) and separately package each bid.

Bidders may submit alternate pricing schemes without having to submit multiple bids.

1.9 City of Green Bay Contact Information

The City of Green Bay Purchasing Department administers the procurement function:

Troy Van Handel

City of Green Bay Purchasing Department

100 North Jef ferson St. – Room 410

Green Bay, WI 54301

PH: (920) 448- 3049

FAX: (920) 448-3050

purchasingag@greenbaywi.gov

Contacting City staf f outside of the Purchasing Department regarding this RFB without written consent f rom the Purchasing Department may result in your bid being rejected.

1.10 Inquiries, Clarif ications, and Exceptions

Bidders are to raise any questions they have about the RFB document without delay. Direct all questions, in writing, to the Purchasing Department Buyer (see Section 1.9).

Bidders f inding any signif icant ambiguity, error, conf lict, discrepancy, omission, or other def iciency in this

RFB document shall immediately notify the Buyer and request clarif ication. In the event that it is necessary to provide additional clarif ication or revision to the RFB, the City will post addenda (see Section 1.11). Bidders are strongly encouraged to check for addenda regularly.

Bids should be as responsive as possible to the provisions stated herein. A prospective vendor may take “exception” to bid terms, conditions, specifications and dates stated within the bid package. However, the

City of Green Bay reserves the right to disqualify any and all bids submitted which include exceptions, if deemed not in the City’s best interests .

mailto:purchasingag@greenbaywi.gov

1.11 Addenda

In the event that it is necessary to provide additional clarif ication or revision to the RFB, the City will post addenda to its Bids distribution websites (see Section 1.12). It is the Bidders responsibility to regularly monitor the websites for any such postings. Bidders must acknowledge the receipt of any addenda on

Form B. Failure to retrieve addenda and include their provisions may result in disqualif ication.

1.12 Bid Distribution Networks

The City of Green Bay posts all Request for Bids, addenda, tabulations, awards and related announcements on two distribution networks – VendorNet and DemandStar. The aforementioned documents are available exclusively f rom these websites. It is the bidders responsibility to regularly monitor the bid distribution network for any such postings. Bidders failure to retrieve such addenda and incorporate their appropriate provisions in their response may result in disqualif ication. Both sites of fer f ree registration to City bidders.

State of Wisconsin

VendorNet System:

State of Wisconsin and local agencies bid network. Registration is f ree.

http://vendornet.state.wi.us/vendornet

DemandStar: National bid network – Free subscription is available to access bids f rom the

City of Green Bay and other Wisconsin agencies, participating in the Wisconsin Association of Public Purchasers (WAPP). A fee is required if subscribing to multiple agencies that are not included in WAPP.

Home Page: www.demandstar.com

1.13 Oral Presentations/Site Visits/Meetings

Bidders may be asked to attend meetings, make oral presentations, inspect City locations or make their facilities available for a site inspection as part of this RFB process. Such presentations, meetings or site visits will be at the bidders expense.

1.14 Acceptance/Rejection of Bids

The City reserves the right to accept or reject any or all Bids submitted, in whole or in part, and to waive any informalities or technicalities, which at the City's discretion is determined to be in the best interests of the City. Further, the City makes no representations that a contract will be awarded to any Bidder responding to this request. The City expressly reserves the right to reject any and all Bids responding to this invitation without indicating any reasons for such rejection(s). Any bids submitted without all required forms as indicated shall be rejected.

The City reserves the right to postpone due dates and openings for its own convenience and to withdraw this solicitation at any time without prior notice.

1.15 Withdrawal or Revision of Bids

Bidders may, without prejudice, withdraw bids submitted prior to the date and time specif ied for receipt of bids by requesting such withdrawal before the due time and date of the submission of bids. Af ter the due date of submission of bids, no bids may be withdrawn for a period of 90 days or as otherwise specif ied or provided by law. Bidders may modify their bids at any time prior to opening of bids.

1.16 Subcontracting or Third Party Payments

All subcontracting shall be pre-approved upon award by the City before any work begins. Subcontractors must abide by all terms and conditions of the bid. The prime contractor shall be responsible for all subcontractor(s) work and payment.

http://vendornet.state.wi.us/vendornet http://www.demandstar.com/

1.17 Non-Restrictive Specif ications and Vendor Alternates

Specif ications are intended to def ine the general level of quality and performance of this purchase and not to restrict competition. Vendors may of fer one or more alternates with lesser or greater features, however the City reserves the right to make its selection based on the best interest of the City. Vendors of fering alternates shall submit, with their quote, an itemized comparison with this specif ication, documenting equivalence for quality, performance, etc. Failure to identify exceptions or deviations in this manner may be a basis to declare the quote as non-responsive. If in your opinion, any of the specif ications, terms and conditions of this RFB prevents you f rom of fering a bid, consideration will be given to a vendor’s request for change.

1.18 Non-Material and Material Variances

The City reserves the right to waive or permit cure of nonmaterial variances in the of fer if , in the judgment of the City, it is in the City’s best interest to do so. The determination of materiality is in the sole discretion of the City.

1.19 Public Records

Bidders are hereby notif ied that all information submitted in response to this RFB may be made available for public inspection according to the Public Records Law of the State of Wisconsin or other applicable public record laws. Information qualifying as a “trade secret”⎯def ined in State of Wisconsin

Statutes⎯may be held conf idential.

Bidders shall seal separately and clearly identify all information they deem to be “trade secrets,” as def ined in the State of Wisconsin Statutes. Do not duplicate or co -mingle information, deemed conf idential and sealed, elsewhere in your response.

S. 19.36(5)

(5) TRADE SECRETS. An authority may withhold access to any record or portion of a record containing information qualifying as a trade secret as def ined in s. 134.90(1)(c).

s. 134.90(1)(c)

(c) “Trade secret” means information, including a formula, pattern, compilation, program, device, method, technique or process to which all of the following apply:

1. The information derives independent economic value, actual or potential, f rom not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value f rom its disclosure or use.

2. The information is the subject of ef forts to maintain its secrecy that are reasonable under the circumstances.

The City cannot ensure that information will not be subject to release if a request is made under applicable public records laws. The City cannot consider the following conf idential: a bid in its entirety, price bid information, or the entire contents of any resulting contract. The City will not provide advance notice to bidders prior to release of any requested record.

To the extent permitted by such laws, it is the intention of the City to withhold the contents of bids f rom public view⎯until such times as competitive or bargaining reasons no longer require non-disclosure, in the City’s opinion. At that time, all bids will be available for review in accordance with such laws.

1.20 Contract Quantities

The estimated annual quantities identif ied for each item on the Bid Of fer Form are for bid purposes only and are based on historical data. The City does not guarantee to purchase any specif ic quantity or dollar amount. Bids that state the City must guarantee a specif ic quantity or dollar amount may be disqualif ied.

1.21 Usage Reports

Annually, the successful Bidders shall furnish to City Purchasing usage reports summarizing the ordering history for each department served during the previous contract year. The report, at a minimum, must include each and every item or service ordered during the period, its total quant ities and dollars by item/service and in total. The City reserves the right to request usage reports at any time and request additional information, if required, when reviewing contract activity.

1.22 Partial Award

Unless otherwise noted, it will be assumed that bidders will accept an order for all or part of the items/services priced.

1.23 Tax Exempt

The City of Green Bay as a municipality is exempt f rom payment of federal excise taxes and State of Wisconsin taxes per Wisconsin statute 77.54(9a). Federal Tax ID #39-6005458. A completed Wisconsin

Department of Revenue Form S-211 (R.2-00) can be requested through the Purchasing Department. Our tax-exempt number is 008-0000428893-07.

1.24 Cooperative Purchasing

Bidders may choose to extend prices of fered on bids to other municipalities. Under Wisconsin Statutes, a municipality is def ined as a county; city; village; town; school district; board of school directors; sewer district; drainage district; vocational, technical and adult education district; or any other public or quasi-public corporation, of f icer, board or other body having the authority to award public contracts. This is known as “cooperative” or “piggyback” purchasing, a practice common amongst units of government. The City is not responsible for any contract resulting f rom a cooperative purchase using this RFB as a basis;

they are made solely between the bidders and third-party unit of government.

1.25 Appeals Process

Notices of intent to protest and protests must be made in writing . Protestors should make their protests as specif ic as possible and should identify Wisconsin Statutes or City of Green Bay ordinance provisions that are alleged to have been violated.

The written notice of protest must be f iled with the Procurement Manager, Green Bay, WI, 100 North Jef ferson St. Room 410, Green Bay, WI 54301, and received no later than 72 business hours af ter the intent to award notice is issued.

1.26 Bidders Responsibility

Bidders shall examine this RFB and shall exercise their judgment as to the nature and scope of the work required. No plea of ignorance concerning conditions or dif f iculties that exist or may hereaf ter arise in the execution of the work under the resulting contract, as a consequence of failure to make necessary examinations and investigations, shall be accepted as an excuse for any failure or omission on the part of the Bidders to fulf ill the requirements of the resulting contract.

2 DESCRIPTION OF SERVICES/COMMODITIES

2.1 Background

Contractor shall furnish all materials, supervision and labor necessary for the successful completion of this project to City’s satisfaction as specif ied herein.

2.2 Quantity/Type

One (1) current year and production chipper body with hoist for the City of Green Bay Parks Department.

To be mounted on a 2026 International 26,000 lb G.V.W.R. single axle conventional cab truck chassis (purchased separately).

2.3 Basis of Award

The award will be made to the lowest responsive, responsible Bidder.

2.4 Responsibilities

Contractor shall examine this request and contract documents and shall exercise their own judgment as to the nature and scope of the work required. No plea of ignorance of conditions or difficulties that exist or may hereaf ter arise in the execution of the work under this contract as a result of failure to make necessary examinations and investigations, shall be accepted as an excuse for any failure or omission on the part of the quote to fulf ill the requirements of the contract. The contractor shall be res ponsible for familiarizing themselves with the site conditions prior to bidding. It is the intent of this specif ication to describe the minimum requirements for the work that is to be completed for this request .

All items, details of work, services or features not specif ically mentioned which are regularly furnished in order to provide the required services shall be furnished at the price bid and shall conform in strength, quality and workmanship to that usually provided by this profession. It is the intent of this specif ication to describe the minimum requirements for the work that is to be completed for this request .

2.5 Specif ications

It is the intent of this specif ication to describe the minimum requirements for the work that is to be completed for this request.

For each minimum requirement below, respond by marking “Y” for compliant and “X” for exception or deviation. Failure to identify exceptions or deviations in this manner may be a basis to declare the quote as non-responsive.

Mark “Y” for Compliant

Mark “X” for Exception or Deviation (describe the exception underneath the requirement)

1. Chipper Body Dimensions:

Forestry body to f it 138” dual rear wheel chassis cab.

Body Length: 144” (OD).

Outer Body Width: 96” (OD) To be f ree of all obstructions, no pole saw box.

Body Height: 84” (total inside height of 72” f rom f loor to roof top).

Capacity: 21-yard chip capacity.

2. Chipper Body:

Shall be mounted, undercoated, chemically degreased, cold tar epoxy coating (inside chip box), primed and painted to match cab or City of Green Bay’s specif ic color.

State Paint Warranty: _____________________________

Shall come equipped with stainless steel hinge pins.

3. Chipper Body Cont’d:

Chipper air exhaust vents.

4. Chipper Body Materials:

All A-40 Galvannealed (Zinc Coated, Rust Resistant)

Sides & Front: Shall be 12-guage galvanneal smooth.

Top/Roof Panel: Shall be 14-gauge plate galvanneal. Roof panels shall be reinforced with roof bow bracing.

Floor: 10-gauge plate galvanneal. Shall be supported by 3” structural channel across sills and 6” minimum structural long sills.

Floor: 3/16” f loor option in lieu of 10-gauge f loor.

5. Chipper Body Support(s):

Rear Vertical Support: Structural square tubing.

Cross Members: 3” structural channel.

Rear Horizontal Support: 4”x2”x1/4” rectangular tubing.

Vertical Formed Bracing: 24” on center f ront to rear and f loor to roof .

Horizontal Bracing: 16” and 32” f rom roof down.

6. Chipper Body Tailgate:

Door: 24” height double panel tailgate.

12-guage galvanneal plate w/ tubing f rame to swing to curb side of body with folding latch.

Swings open 270° w/ latch in open position.

Greaseable door hinges.

7. Chipper Body Lights:

Shall be LED and meet FMVSS 108 Specif ications. Shall be recessed LED clearance lights.

Factory chassis S/T/T lights to be mounted with clear visibility when body is down and clear of body while in raised position.

LED S/T/T lights and backup lights to be mounted in rear of body.

LED Strobe Lights: 2 forward facing and 2 rear facing, mounted in top corners of box. Wired to fused switch in cab dash w/ label.

8. Chipper Box Wiring:

All wiring shall be conduit.

9. Chipper Box Side Panels:

Shall have punched upper vents in side panels.

10. Paint:

Body shall be fully protected by electrodeposition prime and water-based undercoating (or equal).

Shall be sandblasted, re-primed and the paint shall match cab or City of Green Bay Parks Dept.

color(s).

11. Hoist Assembly:

Shall come equipped w/ Knapheide KHA-1520SF-DC subframe hoist assembly (or equal).

Manufacturer: ___________________________________

Model Number: __________________________________

Warranty: _______________________________________

Class F single or twin cylinder hoist with lif ting capacity of 15 tons.

Hot shif t PTO w/ direct mount pump valve/tank combo.

Cab mounted air hoist controls.

Small air-controlled switch in dash and power take of f for automatic transmission with control switch in cab dash.

Power take of f switch to be wired to a dash mounted PTO switch (if available).

All hinge points must be greaseable.

12. Subframe:

Shall come with built in rear hinge and body prop.

13. Pintle Hitch:

1/2” plate trailer hitch with class four (4) receiver tube and pintle style hitch mounted at 21” inches f rom ground to center and 5/8” D ring safety chain hooks w/ trailer light connector 7 pin RV type wired to electric brake control.

14. Back-Up Alarm:

Shall come equipped w/ backup alarm.

15. Electric Trailer Brake Controller:

Vendor to supply and install electric trailer brake controller.

16. Mudflaps:

Shall come equipped w/ 1 set of mudf laps, rear mounted to f rame, not to chipper body.

17. Pre-Build Meeting:

There shall be a pre-build meeting between the City of Green Bay and the awarded vendor.

2.6 Vendor Requirements

Bidder must be an original manufacturer, or distributor, or dealer authorized by manufacturers with service and repair capabilities for the product.

Bidder must be in the business of Truck Bodies for the past 5 years.

Bidder must supply references f rom 3 f irms to which similar products have been provided during the past 5 years to a comparable-sized institution or company. If contacted, all of those references must verify that a high level of satisfaction was provided. Use Form E to list references.

2.7 Insurance Requirements

Bidder shall provide a Certif icate of Insurance upon award and maintain the minimum limits specif ied for the term of the contract. Proof of Insurance is required when award is made.

2.8 Delivery

Bid prices shall be complete to include all delivery charges, travel, labor, equipment, materials, parts, supplies, incidental items and anything else needed in order to complete this project to the City’s satisfaction unless otherwise specif ied. Fuel surcharges or surcharges of any kind and mileage charges will not be allowed.

2.9 Warranty

Vendor shall provide the manufacturer’s warranty on the product(s) at no additional cost to the City. The warranty period shall begin on the date of the signed and executed certif icate of f inal completion, unless otherwise specif ied in a separate contract.

3 REQUIRED INFORMATION AND CONTENT FOR SUBMITTAL OF BIDS

In order for your bid to be considered, the following forms/information must be completed and submitted as part of your bid response. Failure to provide these forms/information with your bid submittal may disqualify your bid.

a. Form A- Signature Af f idavit

b. Form B- Receipt Forms and Submittal Checklist

c. Form C- Vendor Prof ile Information

d. Form D- Bid Of fer Form

e. Form E- References

Form A: Signature Affidavit

This form must be returned with your response.

In signing Bids/Proposals, we certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise take any action in restraint of f ree competition; that no attempt has been made to induce any other person or f irm to submit or not to submit Bids/Proposals, that Bids/Proposals have been independently arrived at, without collusion with any other Proposers, competitor or potential competitor; that Bids/Proposals have not been knowingly disclosed prio r to the opening of Bids/Proposals to any other Bidders/Proposers or competitor; that the above statement is accurate under penalty of perjury.

The undersigned, submitting this Bid/Proposal, hereby agrees with all the terms, conditions, and specif ications required by the City in this Request for Bids/Proposals, declares that the attached Bids/Proposals and pricing are in conformity therewith, and attests to the truthfulness of all submissions in response to this solicitation.

Bidders/Proposers shall provide the information requested below. Include the legal name of the

Bidders/Proposers and signature of the person(s) legally authorized to bind the Bidders/Proposers to a contract.

Has your company ever been debarred? No Yes (if yes, please explain)

COMPANY NAME

SIGNATURE DATE

PRINT NAME OF PERSON SIGNING

Form B: Receipt of Forms and Submittal Checklist

Proposers hereby acknowledge the receipt and/or submittal of the following forms:

Forms

Initial to

Acknowledge

SUBMITTAL

Initial to

Acknowledge

RECEIPT

Description of Services/Commodities N/A

Form A: Signature Af f idavit N/A

Form B: Receipt of Forms and Submittal Checklist N/A

Form C: Vendor Prof ile N/A

Form D: Bid Of fer Form N/A

Form E: References N/A

Statement of Qualif ications (SOQ) if necessary

Appendix A: Standard Terms & Conditions N/A

Appendix B: Contract for Purchase of Services N/A

Addendum #

Addendum #

Addendum #

Addendum #

COMPANY NAME

Form C: Vendor Profile Information

COMPANY INFORMATION

COMPANY NAME (Make sure to use your complete, legal company name.)

FEIN (If FEIN is not applicable, SSN collected upon award)

CONTACT NAME (Able to answer questions about proposal.) TITLE

TELEPHONE NUMBER FAX NUMBER

EMAIL

ADDRESS CITY STATE ZIP

ORDERS/BILLING CONTACT

Address where City purchase orders/contracts are to be mailed and person the department contacts concerning orders and billin g.

CONTACT NAME TITLE

PROCUREMENT CARD (P-CARD)

STATE IF COMPANY ACCEPTS PAYMENT BY CREDIT CARD:

The City does not pay service charges.

YES or NO

(check one)

The City of Green Bay has implemented a Procurement Card (P-Card) Program. Bidders must have the capability to accept credit cards for payments or must be willing to take the necessary steps in order to accept credit card payments by the City prior to the implementation of this agreement as the City may opt to use the P-Card as its method of payment.

While acceptance of credit cards for payments may be mandatory, this shall not be the City’s exclusive method of payment. Bidders shall not charge a surcharge, convenience fee or any other fees associated with the acceptance of payment by the City’s P-Card..

Form D: Bid Offer Form

MODIFY THIS FORM TO YOUR NEEDS

Prepare the bid of fer form as all inclusive, not-to-exceed, f ixed fees:

• All Inclusive – Covers all direct and indirect necessary expenses including but not limited to;

travel, telephone, copying and other out-of -pocket expenses.

• Not To Exceed – The actual fees shall not exceed the amount specif ied in fee proposal.

• Fixed Fee – All prices, rates, fees and conditions outlined in the proposal shall remain f ixed and valid for the entire length of the contract and any/all renewals.

Any pricing increases or additions must be agreed upon in writing by both parties.

1.

YEAR/BRAND/MODEL CHIPPER BODY W/

HOIST, TARP SYSTEM AND BULKHEAD

QUOTED:

2.

PRICE FOR DUMP BODY WITH HOIST, TARP

SYSTEM AND BULKHEAD: $

COMPANY NAME (Make sure to use your complete, legal company name.)

LEAD TIME (Upon receipt of order)

PAYMENT TERMS (Net 30)

Yes No Other

EARLY PAYMENT DISCOUNT (Special Terms)

Form E: References

REFERENCE #1 – CLIENT INFORMATION

COMPANY NAME CONTACT NAME

CONTRACT PERIOD YEAR COMPLETED TOTAL COST

DESCRIPTION OF THE PERFORMED WORK

REFERENCE #2 – CLIENT INFORMATION

REFERENCE #3 – CLIENT INFORMATION

Appendix A City of Green Bay

Solicitations Standard Terms and Conditions

General. Throughout this document, "City of Green Bay," "City" and "Purchasing" shall be synonymous and mean the City of Green Bay. The words "bid" and "proposal" are synonymous, as are the words "bidder," "proposer," “vendor,” and "contractor." The phrases "request for proposal," "request for bids," “request for quotes,” “quote,” "request," "invitation," and "solicitation" shall also be synonymous.

As applied to the winning or selected bidder, the words "bid," "proposal," and "contract" are synonymous.

Purchase Order. A City Purchase Order or other Contract may be issued to the awarded Vendor and shall constitute the entire agreement of the City and Vendor and no other terms and conditions, whether oral or written, shall be ef fective or binding unless expressly agreed to in writing by the City following issuance of the Purchase Order.

If a Purchase Order is not executed, this Request for Bids Standard Terms and Conditions, the City’s published Request for Bids, and the version of the Vendor’s bid that was accepted by the City, shall constitute a contract and will be the entire agreement.

Bid Selection. This Request for Bids does not commit the City to award a contract, pay any costs incurred in preparation of bids, or to procure or contract for services or equipment. The City reserves the right to postpone due dates and openings for its own convenience and to withdraw this Request for Bids at any time without prior notice. The City reserves the right to accept or reject any or all bids submitted, without indicating any reasons for such rejections(s), in whole or in part, and to waive any informalities or technicalities which at the City’s discretion are determined to be in the best interests of the City. The City may require the Vendor to participate in negotiation and to submit such additional price or technical or other revisions to its bids as may result f rom negotiation. The Vendor shall be responsible for all costs incurred as part of its participation in the pre-award process.

Addenda. Changes af fecting the specif ications will be made by addenda. Changes may include, or result in, a postponement in the bid due date. Vendors are required to complete the Vendor Response Sheet, acknowledging receipt of all parts of the bid, including all addenda.

Price Proposal. All Vendors are required to identify the proposed manufacturer and model, and to indicate the proposed delivery time on the attached Proposal Form. Failure to do so may cause the bid to be considered not responsive. If desired, the Vendor may include pro duct literature and specif ications. The price quoted will remain f irm throughout each contract period. If price escalation/de-escalation clause is required that will be negotiated into Contract Terms.

Price Inclusion. The price quoted in any bid shall include all items of labor, materials, tools, equipment, and other costs necessary to fully complete the furnishing and delivery of equipment or services pursuant to the specif ications attached thereof . Any items omitted f rom the specif ications that are clearly necessary for the completion of the project shall be considered a portion of the specif ications although not directly specif ied or called for in these specif ications.

Pricing and Discount. Unit prices shown on the bid/proposal or contract shall be the price per unit of sale

(e.g., gal., cs., doz., ea., etc.) as stated on the bid/proposal or contract. For any given item, the quantity multiplied by the unit price shall establish the extended price. If an apparent mistake exists in the extended price, the unit price shall govern in the bid/proposal evaluation and contract administration.

In determination of award, discounts for early payment will only be considered when all other conditions are equal. Early payment is def ined as payment within f if teen (15) days providing the discount terms are deemed favorable. All payment terms must allow the option of Net 30.

F.O.B. Destination Freight Prepaid. Bid prices must include all handling, transportation and insurance charges. Failure to bid FOB Destination Freight Prepaid may af fect acceptance of submittals.

Award. The City will have sole discretion as to the methodology used in making the award. Where none is specif ied, the award will be made to the lowest responsible Vendor in compliance with the specif ications and requirements of this solicitation. Award will be made to the responsible and responsive Vendor whose bid is most advantageous to the City with price and other factors considered.

Responsiveness is def ined as the Vendor’s conformance to the requirements of the solicitation. Being not responsive includes the failure to furnish information requested.

Responsibility is def ined as the Vendor’s potential ability to perform successfully under the terms of the proposed Contract. A responsible Vendor has adequate f inancial resources or the ability to obtain said resources; can comply with required delivery considering other business commitments; has a satisfactory performance record; has a satisfactory record of integrity and business ethics; and has the necessary organization, experience, and technical skills.

The right is reserved to make a separate award of each item, group of items or all items, and to make an award in whole or in part, whichever is deemed in the best interest of the City.

The City reserves the right to refuse to accept any bid f rom any person, f irm, or corporation that is in arrears or is in default to the City, or has failed to perform faithfully any previous contract with the City. If requested, the Vendor must present within f ive (5) working days, a Statement of Qualif ications (SOQ), consisting of evidence satisfactory to the City of performance ability, possession of necessary facilities, f inancial resources, adequate insurance, and any other resources required to determine the Vendor’s ability to comply with the terms of this solicitation document.

Specif ications.

All Vendors must be in compliance with all specif ications and any drawings provided with this solicitation.

Exceptions taken to these specif ications must be noted on your bid. When specif ic manufacturer and model numbers are used, they are to establish a design, type, construction, quality, functional capability and/or performance level desired. When alternates are bid/proposed, they must be identif ied by manufacturer, stock number, and the Vendor/proposer is responsible for providing suf f icient information to establish equivalency. The City shall be the sole judge of equivalency. Vendors are cautioned to avoid bidding alternates that do not meet specif ications, which may result in reject ion of their bid/proposal.

Warranty. Unless otherwise specif ically stated by the Vendor, products shall be warranted against defects by the Vendor for one (1) year f rom the date of receipt. If Vendor or manufacturer of fers warranty that exceeds one year, such warranty shall prevail.

Ownership of Printing Materials. All artwork, camera-ready copy, negative, dies, photos, digital f iles, and similar materials used to produce a printing job shall become the property of the City. Any furnished materials shall remain the property of the City. Failure to meet this requirement will disqualify your bid.

Nonexclusive. Unless otherwise stated, the City reserves the right to purchase work or materials f rom multiple vendors.

Item Return Policy. Vendor will be required to accept return of products ordered in error for up to thirty (30) calendar days f rom date of receipt, with the City paying only the return shipping costs. Indicate in detail on the Vendor Response Sheet, your return policy.

Payment Terms and Invoicing.

Invoices presented for payment must be submitted in accordance with instructions contained on the purchase order, including reference to purchase order and submittal to the correct address for processing.

Invoice payment processing address will be shown on the purchase order. Send invoices to Bill To address on the purchase order. Do not send invoices to ship to address. Vendor must state its ability to invoice within 60 days af ter the last day of service or af ter delivery.

Vendors shall include discounts for early payment as a percent reduction of invoice. Invoice discounts shall be determined where applicable, f rom the date of acceptance of goods and/or the receipt of invoice, whichever is later. Discounts for early payment terms stated on the bid/proposal must be shown plainly on the invoice; discounts for early payment not shown on the invoice will be taken.

Tax Exemption. The City of Green Bay is exempt f rom the payment of Federal Excise Tax and State Sales Tax. The City Tax Exempt number is 008-0000428893-07. Any other sales tax, use tax, imposts, revenues, excise, or other taxes which are now, or which may hereaf ter be imposed by Congress, the State of Wisconsin, or any other political subdivision thereof and applicable to the sale of material delivered as a result of the Vendor’s bid and which, by terms of the tax law, may be passed directly to the

City, will be paid by the City.

Nondiscrimination. A Vendor must state that it will agree to the following statement: During the term of this

Contract, the Vendor, and the employees, representatives, agents, and/or volunteers thereof, shall not discriminate against any person based on race, color, creed, religion, sex, national origin, age, ancestry, disability, sexual orientation, gender identity, gender non-conformity, gender expression, transgender status, pregnancy, or marital or parental status.

The City supports and encourages Minority Business Enterprises (MBE), veterans, and disadvantaged businesses to participate in City bidding processes.

Prevailing Wage. Where applicable under federal law, the Vendor warrants that prevailing wages will be paid to all trades and occupations.

Contractor Status. Vendor must identify in writing its status as state or federal contractor, including any previous actions, including but not limited to, debarment as a contractor or listing as an entity excluded f rom federal procurement and non-procurement contracts.

Indemnif ication. A Vendor must state that it will agree to an indemnif ication clause that will read:

Contractor hereby agrees to indemnify, defend and hold harmless the City of Green Bay, its elected and appointed officials, officers, employees, agents, representatives and volunteers, and each of them, from and against any and all suits, actions, legal or administrative proceedings, claims, demands, damages, liabilities, interest, attorneys’ fees, costs and expenses of whatsoever kind or nature in any manner directly or indirectly caused, occasioned, or contributed to in whole or in part or claimed to be caused, occasioned, or contributed to in whole or in part, by reason of any act, omission, fault, or negligence, whether active or passive, of contractor or of anyone acting under its direction or control or on its behalf, even if liability is also sought to be imposed on City of Green Bay, its elected and appointed officials, officers, employees, agents, representatives and volunteers. The obligation to indemnify, defend and hold harmless the City of Green Bay, its elected and appointed officials, officers, employees, agents, representatives, and volunteers, and each of them, shall be applicable unless liability results from the sole negligence of the City of Green Bay, its elected and appointed officials, officers, employees, agents, representatives, and volunteers.”

Contractor shall reimburse the City of Green Bay, its elected and appointed officials, officers, employees, agent or authorized representatives or volunteers for all legal expenses and costs incurred by each of them in connection therewith or in enforcing the indemnity herein provided.

If Contractor employs other persons, firms, corporations, or entities (sub-contractor) as part of the work covered by this Agreement, it shall be Contractor’s responsibility to require and confirm that each sub -contractor enters into an Indemnity Agreement in favor of the City of Green Bay, its elected and appointed officials, officers, employees, agents, representatives, and volunteers, which is identical to this Indemnity Agreement.

This indemnity provision shall survive the termination or expiration of this Agreement.

Open Records. Both parties understand that the City is bound by the Wisconsin Public Records Law, and as such, responses and other communications may be subject to public disclosure. The Vendor may request records be identif ied as trade secret pursuant to Wis. Stat. 19.36(5). The request for trade secret status must be made in writing at the time the record is submitted.