24-65_DMD EDITS.docx

INVITATION FOR BIDS

OFFICE OF PROCUREMENT & CONTRACTS

1. INSTRUCTIONS FOR BIDDERS

a. Sealed bids will be received in the Office of Procurement & Contracts, Mississippi State University, for the lease of the items listed herein.

b. All bids must be received in the Office of Procurement & Contracts on or before the bid opening time and date listed herein. Delivery of bids must be during normal working hours, 8:00 a.m. to 5:00 p.m. CST, except on weekends and holidays when no delivery is possible.

c. Bidders shall submit their bids either electronically or in a sealed envelope. To submit electronically, follow the instructions below. Bids CANNOT be emailed.

i. Sealed bids should include the bid number on the face of the envelope as well as the bidders’ name and address. Bids should be sent to: 245 Barr Avenue, 610 McArthur Hall, Mississippi State, MS 39762.

ii. At this time we only accept non-ITS bids electronically. For electronic submission of bids, go to: portal.magic.ms.gov.

and use the RFX number on the next page as your reference number.

d. All questions regarding this bid should be directed to the Office of Procurement & Contracts at 662-325-2550.

2. TERMS AND CONDITIONS

a. All bids should be bid “FOB Destination”

b. Bidders must comply with all rules, regulations, and statutes relating to purchasing in the State of Mississippi, in addition to the requirements on this form. General Bid Terms and Conditions can be found here: https://www.procurement.msstate.edu/procurement/bids/Bid_General_Terms_May_2019_V2.pdf

c. Any contract resulting from this Invitation for Bid shall be in substantial compliance with Mississippi State University’s Standard Contract Addendum: https://www.procurement.msstate.edu/contracts/standardaddendum.pdf Bid Number/RFX Number: 24-65/RFX #3160006742 Opening Date: August 9, 2024 at 2:00 p.m.

Description: Farm Equipment Rental Vendor Name: ______________________________________________________ Vendor Address: _____________________________________________________ Telephone Number: __________________________________________________ Days the Offer is Firm: ________________________________________________ Authorized Signature: ________________________________________________ Name: _____________________________________________________________ Title: ______________________________________________________________

Required Equipment

10 max Row Crop Tractor – 295+ HP with autosteer capability and dual rear wheel. MSU will guarantee 100 minimum hours.

Row Crop Tractor – 160 – 180 HP with autosteer capability. MSU will guarantee 100 minimum hours.

Livestock Loader Tractor – 105 – 13 HP equipped with front end loader and bucket – minimum of 6 eight machines; maximum of 10 machines. MSU will guarantee 100 minimum hours.

Optional Equipment

The Mississippi Agricultural and Forestry Experiment Station (MAFES) seeks bids for renting of tractors and related agricultural equipment to be used at research and extension centers throughout Mississippi. Tractors and related agricultural equipment will be used in support of research, demonstration, and production agricultural activities by MAFES staff.

Specifications requested for the rental program are as follows:

1. Bidders must bid on all required equipment. The winner will be determined based on the required items only.

1. Minimum rental period for rental equipment shall be eight (8) months all equipment otherwise agreed upon.

1. Maximum rental period for all rental equipment is twelve (12) months.

1. Any equipment with less than 600 hours of use showing on the hour meter at the time of deliver to MSU shall be considered “new” rental equipment and may be supplied in fulfillment of the bid.

1. Once rental equipment attains maximum agreed upon rental usage limits, the successful bidder and University may mutually elect to replace such equipment with new rental units

1. If the successful bidder cannot deliver new rental units at the end of the specified rental period and MSU chooses to extend the contract with the successful bidder, University will be allowed to retain existing rental units until replacements in fulfillment of a new rental agreement arrive.

1. University agrees to sign a rental agreement with the successful bidder for each piece of rental equipment rented pursuant to a mutually agreed upon Master Agreement.

1. The successful bidder will be responsible for equipment maintenance beyond that of normal wear and tear. If a rental unit breaks down and cannot be repaired in a timely manner, the successful bidder will provide a suitable replacement with a reasonable period of time.

1. All bids should be submitted in $/hour of equipment use unless otherwise specified A separate equipment rental agreement will be completed for each piece of equipment rented by University which shall be a contract between the University and the successful bidder. The equipment rental agreement should include, at a minimum, the model, size, description, and product identification number for each piece of equipment, along with the rental term and rate, and the responsible parties names and locations.

At the end of the rental term, equipment should be returned by University users in good, usable condition. Reasonable wear and tear is expected including surface scratches, small dents, touch up painting, and tire abrasions. Equipment returned with little or no useful life remaining may result in additional charges to the University. Examples may include:

1. Wheels and tires with cuts into the core of the tire

1. Damages to tires where the tire does not hold air or has cuts exposing core fibers

1. Missing parts, attachments, or damages above normal wear and tear Users There should be no restrictions on the number of users. Maximum usage hours/miles are negotiable per each type of machine requested.

Maintenance and Support Routine machine maintenance and software support shall be provided by the successful bidder. University agrees to pay fees to access autosteer capabilities for each so equipped machine where needed.

Term

MSU extends the option to renew this bid for up to two additional 8-12 month periods.

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