3968 RFP Document.pdf

[#3968] REQUEST FOR PROPOSAL

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REQUEST FOR PROPOSAL

Title: One (1) New 13,300 Lb. Minimum Compact Track Loader w/ Mulcher as Specified

Description: The Knoxville Utilities Board (KUB) invites all interested, qualified Proposers to provide qualification information and pricing associated with the above referenced Proposal. KUB intends to evaluate all Proposals submitted and reserves the sole right to reject any or all Proposals and to enter into Agreements with one or more firms based on the results of its evaluations. Firms acknowledge that entering into an Agreement with KUB does not obligate KUB to purchase or enter into an Agreement with any Proposer.

RFP Control Number: [Control No. 3968] Date Issued: [October 3, 2025]

Response Due Date: [October 17, 2025] Time: [2:00 PM EDT]

RFP Opening Teleconference: [October 17, 2025] Conference ID: [559 530 793#]

KUB Contact: [Parker Pewitt] Phone Number: [865-558-2191]

Email Address: [parker.pewitt@kub.org]

RFP Documents may be viewed at www.bidnetdirect.com Proposals may be submitted as indicated below.

Subject to the instructions, conditions, Specifications, Addenda, and any other elements of this Request for Proposal, including those incorporated by reference.

Submit Proposal responses to: www.bidnetdirect.com

-OR-

Physical Location Mailing Address Knoxville Utilities Board Knoxville Utilities Board Procurement Department Procurement Department **Bid Room** 4505 Middlebrook Pike 4505 Middlebrook Pike Knoxville, TN 37921-5599 Knoxville, TN 37921

If submitting via hard copy, each sealed container/box/envelope containing the Proposal must have the Cover Sheet securely attached thereto with all required information included. No Proposal will be opened unless the outside of the sealed package containing the Proposal provide this information. If submitting electronically via www.bidnetdirect.com include Cover Sheet as page one of the submission. Electronic submission is referred.

http://www.periscopeholding.com/s2g

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REQUEST FOR PROPOSAL

TABLE OF CONTENTS

I. SCOPE AND TIMELINE

II. PROPOSAL SUBMITTAL REQUIREMENTS

III. PROPOSAL FUNCTIONAL REQUIREMENTS

IV. PROPOSAL EVALUATION CRITERIA

V. PROPOSAL EVALUATION PROCEDURES ....................................................................................... 3-4

VI. EXHIBITS

A. Proposal Cover Sheet B. Specifications & Pricing Sheet

VII. TECHNICAL SPECIFICATIONS

I. SCOPE AND TIMELINE

A. Statement of Intent: The Knoxville Utilities Board (KUB) operates under the Laws of the State of Tennessee and is an independent agency of the City of Knoxville. KUB provides electricity, fiber, gas, wastewater, and water services to more than 500,000 customers in Knoxville and parts of seven surrounding counties.

KUB values the safety and wellbeing of our customers and employees. KUB is committed to a safe work environment, to making adequate provisions for the safety and health of its employees at their place of employment, and to the safety and health of the customers KUB serves, as well as the general public.

KUB is also dedicated to operating in a responsible and efficient manner for the benefit of our customers and fellow employees. KUB intends to evaluate all Proposals submitted and reserves the sole right to reject any or all Proposals and reserves the sole right to enter into Agreements with one or more firms based on the results of the evaluations of Proposals. KUB reserves the right to award services separately or grouped together to different firms.

B. Scope of Service:

Knoxville Utilities Board is receiving proposals for One (1) New 13,300 Lb. Minimum Compact Track Loader W/ Mulcher to closely match the specifications provided by KUB. KUB is requesting vendors submitted to be able to demo the unit submitted in their bid at request.

C. RFP Tentative Timeline: The following is a list of key dates up to and including the date Proposals are evaluated, and a firm is selected:

1. RFP Issue Date October 3, 2025

2. Cut off for Questions (4:00pm local time) October 10, 2025

3. Issue Addendum (if required) October 13, 2025

4. RFP Responses Due Date October 17, 2025

5. Proposal Evaluation, Interviews/Demos , Selection on or around October 27, 2025

6. Selected firm(s) notified on or around November, 2025

7. Notice of Award on or before November, 2025

8. Notice to Proceed on or before November, 2025

II. PROPOSAL SUBMITTAL REQUIREMENTS

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A. Proposer must meet the following requirements and the Proposer’s submittal must contain all of the required information.

B. Read the RFP in its entirety, including all attachments, and the specification form.

A. Submit all questions via www.bidnetdirect.com or email to contact address noted on page 1 before the ‘Cut off for Questions’ deadline state in the tentative timeline of this RFP.

C. Organization and Contents of Proposal: Proposer shall submit the following information and arrange their Proposal in order as described below:

1. Proposal Cover Sheet

2. Terms and Conditions

3. Completed Specification Sheet (with Pricing)

4. Information on Demo Availability and how to coordinate a Demo with your firm

5. Any supplemental equipment Information related to your firm’s bid submission

D. Submit a complete and detailed Proposal package including the Proposal Cover Sheet

III. PROPOSAL FUNCTIONAL REQUIREMENTS

A. Functional Requirements are listed in the Specification excel sheet provided in the bid packet. This is a required document that must be filled out and submitted with your bid proposal. Lead time and trade-in offers must be filled out in the specification sheet. All pricing (including any fees and freight) should be included in the unit price field

IV. PROPOSAL EVALUATION CRITERIA

A. The Proposal will be evaluated based on the following criteria in order of importance:

1. The Pricing Sheet

2. Proposal Response, Technical Adherence to Functional Requirements, Lead time

3. Dealer Performance, Experience and References

4. Shortlisting Demo Availability/Evaluation

V. PROPOSAL EVALUATION PROCEDURES

A. Evaluation Team: an evaluation team consisting of knowledgeable KUB representative will review and independently rate each firm’s Proposal. This team, at its sole discretion, will determine the best Proposal and Proposer from its evaluation.

B. Retention of Proposals: KUB reserves the right to retain all Proposal documents submitted and use any idea in a Proposal package regardless of whether that firm is selected.

C. Evaluation Criteria: Proposals will be evaluated on the criteria specifically detailed in Section VI of this document. Proposers shall be evaluated on the completeness and content of information as it pertains to KUB’s interests and requirements. Proposer shall also be evaluated on the pricing of services/products based on the pricing of each of the line items and Proposer’s ability to supply the services/products indicated for each line item. In addition, Proposers shall be evaluated on any additional equipment or services not listed on the Pricing Sheet supplied by Proposer and of value to

KUB.

http://www.periscopeholding.com/s2g

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D. Initial Screening: All Proposals will be screened for completeness. Any major deficiencies that might prevent further evaluation shall be identified. Respective Proposer(s) may be contacted concerning deficiencies or with questions or clarifications as determined by KUB.

E. Short Listing of Proposers: KUB, at its sole discretion, may shortlist the Proposals to several top contenders. The use or extent of this process is determined by the quality of the Proposals, number of Proposals received, and point spreads and differences in the preliminary numerical ranking.

F. Interviews/Demo: During the evaluation process, the evaluation team may, at its discretion, request any of the Proposers to interview and/or provide a demo. In the event of an interview, the Proposer will be scheduled and an agenda for the interview will be transmitted to the Proposer so the Proposer may prepare accordingly. The evaluation team may, at its sole discretion, request any of the Proposers to provide an equipment demo for the submitted proposed equipment. Such demos will provide an opportunity for the project team to evaluate equipment ability to meet project needs.

G. Final Selections: The selection, if any, of a Proposer will be determined on the basis of which Proposal(s) are in the best interest of KUB based on the factors described in this RFP. KUB reserves the right to reject any or all Proposals, to waive technicalities or informalities and to contract with any firm determined to be in the best interest of KUB. KUB will not be responsible for misinterpretations that are caused by failure of a Proposer to follow the indicated Proposal format or to give proper and specific references when citing referenced material. KUB reserves the right, in is discretion and without incurring any liability to any Proposer, to modify or terminate this RFP at any time prior to the execution of a definitive Agreement, and to accept or reject any Proposal for any reason.

H. Final Selections: Submission of a Proposal package indicates acceptance by the Proposer of the conditions contained in this RFP unless exceptions are clearly and specifically noted in the submittal.

KUB reserves the right to negotiate, as deemed necessary by KUB, a final scope of services and a final fee or schedule of fees for services or products with the Proposer whose submittal, including any post submittal interviews, demonstration and/or subsequent submittal, is evaluated to be most favorable to KUB, based on the evaluation criteria identified in the RFP. If such negotiations are unsuccessful, KUB reserves the right to negotiate, as deemed necessary by KUB, a final scope of services and a final fee or schedule of fees for services or products with the Proposer(s) whose submittal(s), including any post submittal interview, demonstration and/or subsequent submittal, is (are) evaluated to be the next most favorable to KUB based on the evaluation criteria identified in the RFP.

END OF DOCUMENT

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PROPOSAL COVER SHEET

This form shall be firmly attached to the outside of the container/box/envelope containing the Proposal with all required information included. Otherwise, the Proposal will not be opened, and if opened by mistake prior to the proper date and time, it will not be considered.

Knoxville Utilities Board, Knoxville Tennessee

PROJECT: One (1) New 13,300 Lb. Minimum Compact Track Loader w/ Mulcher as Specified

CONTROL NUMBER: [Control No.3968]

Proposer Information. Proposer shall complete this cover sheet in full for Proposal to be considered.

PROPOSER’s COMPANY NAME: ____________________________________________________________

CONTACT NAME: ________________________________________________________________________

ADDRESS: ______________________________________________________________________________

CONTACT NUMBER: _____________________________________________________________________

EMAIL ADDRESS: ________________________________________________________________________

MBE (Minority Business Enterprise): _____ Yes _____ No

D. Submit a complete and detailed Proposal package including the Proposal Cover Sheet