523530 ASPHALT RECYCLING MACHINE.pdf

Bureau of Purchasing

City Hall Room 105A, 30 Church Street

Rochester, New York 14614-1281 www.cityofrochester.gov

Phone: 585.428.7041 Fax: 585.428.6038 TTY: 585.428.6054 EEO/ADA Employer

PRINTED NAME OF BIDDER

ASPHALT RECYCLING MACHINE – ONE TIME BUY

Invitation to Bid No. 523530 Issued: August 18, 2025

PURCHASING BUREAU CONTACT: Claire LaDelia, Purchaser (585) 428-7042

BID CLOSING: Wednesday, September 3, 2025 @ 11:00 am Join Meeting: https://cityofrochester.zoom.us/j/4564119010 Meeting ID: 456 411 9010 Password: 4564119010

Sealed Bids are to be submitted electronically through BidNet prior to the closing date and time. Alternatively, bids may be submitted in hard copy to the Office of the Director of Purchasing, City Hall, Room 105A, Rochester, NY 14614, prior to the closing date and time, after which all bids properly received will be opened, read, and recorded via Zoom. Only submit one bid – either electronically or in hard copy.

This Invitation to Bid includes the Terms and Conditions specified herein, the Proposal, the attached General Terms and Conditions and Instructions to Bidders, and any addenda and other documents and/or specifications incorporated by reference herein.

CONTRACT CHARACTERISTICS

(For definitions or explanations, see General Conditions)

Type of Contract: ONE TIME BUY (OTB)

Bid Deposit Requirement: NONE

Performance Security Requirement: NONE

Insurance Requirement: NONE

Samples Requirement: NONE

Descriptive Literature/Technical Data Requirement: SEE SECTION 2.

BIDDERS: Please note that prices, company identification and authorized signature are to be entered on the Proposal which appears at the end of the specifications.

https://cityofrochester.zoom.us/j/4564119010

ASPHALT RECYCLING MACHINE – OTB

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1. SCOPE

1.1 The following specifications are intended to meet the requirements of the City of Rochester to make a One Time Purchase of one (1) new and unused portable asphalt recycling machine, capable of recycling up to a maximum of ten (10) tons per hour, of either broken chunk or milled (RAP) asphalt, at the repair site.

1.1.1 The requested make and model of the machine is Bagela BA10000.

1.2 The unit shall be a portable, diesel powered, trailer mounted continuous operating asphalt recycler, designed to recycle asphalt using convection type heating. By design, flame from the burner shall not come in direct contact with material inside mixing drum.

Material is to be loaded into front of recycler via hydraulically operated hopper and discharged through rear of mixing drum at rear of recycler. Recycling operations shall not be interrupted to load or discharge recycled material. Normal output shall equate to one ton of recycled mix approximately every six minutes. The asphalt recycler shall be the manufacturer's current production model.

1.3 Wherever in these specifications a particular make or model number is indicated, it is done solely to establish the level of quality desired. This should not be interpreted to mean that the make or model specified is the only one acceptable. Bidders may submit a City approved equivalent that meets or exceeds the specifications listed herein.

1.3.1 If the bidder submits a bid on a make or model other than specified (an

“alternate”), the bidder must present with the bid a detailed specification describing the items the bidder proposes to furnish.

1.3.2 The bidder shall point out in detail wherein the item(s) proposed to furnish differs from the items called for in these specifications. The Director of Purchasing of the City of Rochester reserves the right to consider whether a substitute meets the requirements of this specification, and the Director of Purchasing's judgment shall be considered final.

1.4 Where any part or parts of the equipment are not specified or specifically mentioned, it shall be understood that what is usually provided as the manufacturer's stock model shall be furnished together with full appurtenances complete and ready for operation.

2. PREPARATION OF PROPOSAL

2.1 The proposal is contained in these contract documents and MUST NOT BE DETACHED

HERE FROM by any bidder when submitting a proposal.

2.2 All blank spaces on the proposal page of these specifications must be correctly filled in.

Either a unit price or a lump sum price, as the case may be, must be stated for each and every item, either typed in or written in ink, in figures, and if requested, in words.

2.3 INSTRUCTIONS TO BIDDERS

2.3.1 Proposals will be received by the Director of Purchasing of the City of Rochester in accordance with the contract documents set forth herein.

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2.3.2 Bids shall be made only on the form(s) provided with these specifications.

2.4 INFORMATION TO BE FURNISHED WITH BID

2.4.1 The bidder shall submit with his bid DETAILED SPECIFICATIONS AND DRAWINGS, along with complete descriptions including pictures and catalogs, and all other pertinent data on the equipment he proposes to furnish.

2.5 BASE BID

Attention of the Bidder is called to the fact that the Proposal and Bid Form requires, under Base Bid, the Net Delivered Price covering the item(s) specified. Any deductions for freight allowance, cash discount, or quantity rebate should be included in the total net price, as given on the Proposal sheet, and should not be listed as separate items.

3. METHOD OF AWARD

3.1 Award will be made to the lowest responsive and responsible bidder whose bid is the lowest best value offer to the City by Net Delivered Unit Price. The City deserves the right to make an award based on the lowest cost to the City after factoring in the cost to the City of any or all Options selected.

3.2 For purposes of this bid, if one or more bids are submitted by a business certified as an

MWBE business by New York State on the date of the bid, the MWBE bidder(s) shall receive a five percent (5%) price advantage over non-MWBE bidders pursuant to Section 8 of Ordinance No. 2018-54. The lowest best value offer shall be defined as the lowest bid after adjusting for any MWBE price advantage. For example, if three bids are received, one for $100.00, one for $103.00, and one by an MWBE business for $105.00., the lowest best value offer would be the bid submitted by the MWBE business for $105.00. If instead the MWBE business submitted a bid for $105.01, the lowest best value offer would be the bid for $100.00. If award of the contract is based upon award by total bid, or by group, or by item, the City reserves the right to determine its lowest best value offer based upon total bid, group and per item prices offered.

3.3 Bidders must include in their bid price all reasonable and necessary transportation, shipping, handling and delivery charges. The City of Rochester does not pay fuel surcharges.

3.4 The Director of Purchasing may reject any bidder who proposes an unacceptable product or cannot prove to the satisfaction of the Director of Purchasing its ability to execute the terms and conditions of this contract.

3.5 The City of Rochester reserves the right to reject any and all bids or proposals of the best interest of the City will be served by such action.

3.6 The City reserves the right to reject any bid that is unrealistic or where a disproportionate unit cost is proposed.

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3.7 The City of Rochester reserves the right to consider informal a bid not prepared and submitted in accordance with the provisions of the bid.

4. CONTRACT PERIOD

The successful bidder agrees to enter into a contract with the City for a period of one-hundred twenty (120) days after date of award.

5. PRICES

Price stated on the bid Proposal shall be firm during the term of the contract.

6. DELIVERY

6.1 The City of Rochester requires delivery of the equipment as soon as possible, but not later than ninety (90) calendar days from the date of award. The unit(s) shall remain the property of the bidder until accepted by the City of Rochester. Upon delivery, the unit(s) shall be thoroughly tested in operation of the unit as a whole. The successful bidder shall make, at his own expense, any adjustments or alterations that may be required by the City as a result of the operation test.

6.2 Each bidder is required to list on the Proposal and Bid Form the latest date he expects delivery to be made at FOB destination. FAILURE TO INCLUDE A SPECIFIC DATE

MAY BE SUFFICIENT GROUNDS FOR REJECTION OF BID.

7. GUARANTEES AND WARRANTIES

7.1 The Contractor shall guarantee all equipment furnished for a period of two (2) years from date of delivery and acceptance if such equipment is not included in the manufacturer's standard warranty. The engine and powertrain, including all major drive components, shall be fully warranted for two (2) years or 2,000 hours, whichever comes first. All warranties shall be of the non-declining type.

7.2 The Contractor hereby warrants and guarantees that, for a period of two (2) years from date of final acceptance, he will, at his own expense and without any cost to the City, replace all defective parts and make any repairs that may be required or made necessary by reason of defective design, material, or workmanship, or by reason of non-compliance with these specifications. Any warranty offered by the manufacturer over and above this two (2) year minimum warranty shall be deemed to be part and parcel of these specifications.

7.3 Contractor shall also furnish a copy of the standard factory warranty.

7.4 In the event of a machine failure of the warranted component during the warranty period, the contractor shall supply an equivalent loaner at no charge.

7.5 The starting date of warranty for each machine shall be the date the machine is placed into actual service, not the date when it is delivered by the Contractor.

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7.6 The Contractor will be notified by the City of Rochester in writing of the date the machine(s) are placed in service.

7.7 All guarantees and warranties shall be furnished by the Contractor and shall be delivered to the Equipment Services Division before the final payment on the contract is issued.

7.8 Upon approval from the Contractor, warranty repairs may be performed by the City.

Under emergency conditions, the City WILL perform work that would normally be covered under warranty if the Contractor cannot perform the work on a timely basis. The Contractor hereby agrees to reimburse the City for all reasonable costs associated with warranty work performed by the City upon the City providing documentation of the work that was done, and to continue to honor the terms of the warranty as if the work was performed by an authorized warranty repair facility. Labor costs will be at the City’s current fully loaded hourly rate structure, and parts will be billed at the City’s cost. The City will notify the Contractor if the City needs to perform work covered by the warranty.

7.9 In order to insure that any warranty work performed by the City is preformed in accordance with OEM requirements, the City requests that the Contractor provide in-house training to selected City staff to perform warranty work. The Contractor may bill the City for the cost of any in-house training as agreed between the City and the Contractor. The per hour charge for a certified trainer shall be provided in the Proposal, and shall be the same as the per hour rate Training referenced in Section 15. If accepted, the City will pay such costs of training. The Contractor, with the approval of the City, may combine this training with the training required under Section 15.

7.10 The Contractor will provide the City with an itemized list, including all costs, for all work performed under warranty performed by that Contractor.

8. QUALIFICATION OF BIDDER

8.1 No bid will be considered unless the firm submitting the bid can meet the following conditions:

8.1.1 That the bidder(s) or manufacturer(s) has in operation a warehouse adequate for and actively engage in the manufacture of the equipment which he proposes to furnish.

8.1.2 That there are at least fifty (50) units similar to the type bid upon which have been in satisfactory operation for a period of at least two (2) years. This shall not be construed as prohibiting the manufacturer from having altered or improved the design or construction of its machinery as evidenced by engineering changes incorporated in the manufacturing blueprints. Upon request of the Director of Purchasing, manufacturer shall furnish evidence that the unit to be furnished has been commercially available through him to the trade for a period of not less than two (2) years and has been fully field tested. The City of Rochester shall verify to its satisfaction that the model to be furnished has met such field tests.

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8.2 BIDS WILL BE CONSIDERED ONLY FROM ASPHALT RECYCLING MACHINE

MANUFACTURERS AND FROM AUTHORIZED DEALERS OF ASPHALT RECYCLING

MACHINE MANUFACTURERS.

8.3 MANUFACTURER'S CERTIFICATION

If requested, bidder must submit a certificate executed by the manufacturer stating that bidder is an authorized agent, dealer, or distributor of the manufacturer and that the equipment offered is completely in compliance with the specifications and proposal and will be available during the term of the contract.

8.4 No proposal will be accepted from or contract awarded to any person, firm or corporation that has failed to perform faithfully any previous contract with the City.

9. INVOICES AND PAYMENT

9.1 Payment will be based on any invoice used in the contractor's normal course of business. Payment will not be made, however, unless the invoice is clearly legible and contains at a minimum all of the following information.

9.1.1 Accurate item description

9.1.2 Catalog number of the item

9.1.3 Quantity

9.1.4 Unit price per item

9.1.5 Net total cost to the City, after discount

9.1.6 City contract number

9.1.7 Date of delivery

9.1.8 Location of delivery

9.2 All billings must be accompanied with a signed contractor invoice.

9.3 The responsibility to submit a properly completed invoice rests entirely with the contractor. Failure to submit a properly completed invoice will result in rejection of a claim for payment.

9.4 PAYMENT

9.4.1 Payment will be made by the City to the Contractor upon submission of invoice by the Contractor in the form used by the City of Rochester within thirty (30) days after the equipment has been delivered, inspected and accepted, and approved by the Director of Purchasing in conjunction with the ordering facility's representative for equipment purchases.

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9.4.2 When the COMPLETE ORDER is delivered by the Contractor, the City may process the invoice for the full amount of the Contract price if, in the Director of Purchasing's opinion, the unit(s) is in compliance with the specifications.

However, if poor workmanship or deviations from specifications exist, the City may process up to 80% of the Contract price upon delivery and delay payment of the balance until Contractor has made all necessary corrections.

9.4.3 The invoice(s) shall be forwarded to the “Ordered By/Bill To” department indicated on the Purchase Order.

9.4.4 No payment made under the contract shall be conclusive evidence of the performance of the contract, either wholly or in part, and no payment made for the delivery of the items in whole or in part should be construed as an acceptance of defective work or improper materials, nor relieve the Contractor from correcting the defects.

9.4.5 The final acceptance shall not be conclusive nor binding upon the City of

Rochester should it subsequently develop that the Contractor has furnished inferior items or has deviated from the specifications and/or the terms of the contract. Should such a condition become evident, the Director of Purchasing shall have the right, notwithstanding final acceptance and payment, to cause the item(s) to be furnished in accordance with the specifications (and drawings, if any) at the expense of the Contractor or his Surety, if any.

10. CHANGE ORDERS

Minor changes to the equipment specifications may be made subsequent to the order but prior to delivery, upon the mutual written agreement of the vendor and the City. Such changes are intended to permit modifications for upgrades or improvements during construction which the City determines will improve the quality and/or efficiency of the equipment. Additions or deletions which affect the total cost must be authorized by a Change Order approved by the Director of Purchasing.

11. SERVICING

All EQUIPMENT shall be completely serviced. Service shall include not less than the following:

lubrication, conditioning, and all other checks and adjustments required for proper complete servicing of new EQUIPMENT. Particular attention shall be given to hardware, paint condition, and overall operation. It shall be the contractor's responsibility to insure at that time that all components and accessories have been properly installed.

12. INSPECTION OF WORK

12.1 Representatives and/or agents of the City of Rochester, as designated by the Director of Purchasing of the City of Rochester, shall, for the purpose of inspection, have free and safe access at any and all reasonable times to the buildings and shops of the contractor, his subcontractors and material men, wherever any items for this contract are being prepared or manufactured.

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12.2 The cost of any such inspection trip(s) by agent(s) of the City of Rochester will be at the expense of the City of Rochester. A final inspection will be made when the apparatus is ready for delivery and before it leaves the manufacturer's shop.

12.3 If, during the final inspection of item or items to be furnished under this contract, any are found to be defective, fail in any way to meet the terms of the contract, or fail to meet any of the specifications, the item or items will be rejected by the Director of Purchasing of the City of Rochester. Any rejected item or items shall be altered or replaced to comply with the specifications, at the expense of the contractor.

12.4 If the item or items called for in the specifications are delivered and fail to meet specifications in any respect, the bidder will be notified and he will arrange for their removal from the City of Rochester property at no expense to the City of Rochester. If the successful bidder fails to remove the items which, in the opinion of the Director of Purchasing, do not meet specifications, the City will arrange to have such items removed, and any expense connected therewith will be the responsibility of the contractor.

13. ITEMS REQUIRED AT DELIVERY

Each contractor invoice shall include the following at the time of vehicle delivery:

13.1 City Contract Number

13.2 Year, Make, and Model

13.3 Delivery Date

13.4 P.O. Number

13.5 Vehicle Titles and Certificates of Origin all registered to:

ROCHESTER, CITY OF

945 MT. READ BLVD.

BLDG. 100

ROCHESTER, NY 14606

13.6 An Odometer Disclosure Statement for each vehicle

13.7 Each vehicle shall be supplied with:

13.7.1 Engine Serial Number

13.7.2 Transmission Serial Number

13.7.3 Paint Code Number

13.7.4 Key Code

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13.8 All Warranty and Certification Documents

13.8.1 Certificates of Origin

13.8.2 Warranty and Guarantee Certificates

13.8.3 Certification specified in the Contract

13.8.4 Manuals specified in the Contract

13.9 The following manuals are required for each group of like vehicles delivered:

13.9.1 Two (2) factory shop/service manuals;

13.9.2 Two (2) wiring diagrams of complete electrical system;

13.9.3 Two (2) troubleshooting manuals;

13.9.4 Two (2) powertrain control/emissions diagnosis manual

13.9.5 Two (2) parts manuals

13.9.6 Four (4) operator manuals

13.10 The contractor shall provide three (3) sets of keys for each vehicle at the time of delivery.

14. TECHNICAL SERVICE BULLETINS

The contractor shall also furnish any and all bulletins, modification notices, service letters and related addenda, throughout the life of equipment being furnished under this contract. This data shall be sent to the City of Rochester, Motor Equipment Division, 945 Mt. Read Boulevard, Bldg.

#100, Rochester, NY 14606, Attn: Fleet Manager.

15. TRAINING

15.1 If requested by the City, the contractor shall provide the services of qualified factory technician(s) for a period of up to two (2) full working days at the City of Rochester’s shop to train and instruct City personnel including in-depth diagnostic training. This may be for up to two shifts of City technicians and one (1) day for operators. These services shall be provided at a time so designated by the Fleet Manager of the City of Rochester.

The contractor shall be so advised by the Fleet Manager of the City no less than ten (10) days prior thereto.

15.2 The contractor may also be requested to provide additional City personnel training sessions at the request of the Fleet Manager throughout the useful life of the equipment, including in-depth diagnostic training. The contractor shall so be advised by the Fleet Manager of the City no less than ten (10) days prior thereto.

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15.3 The contractor may be requested by the Fleet Manager of the City to review the results of the instructions, and the functions of the equipment after having been in service. The contractor shall be so advised by the Fleet Manager of the City no less than ten (10) days prior thereto.

15.4 The contractor shall provide operator training materials (e.g. Power Point, DVD) to the

City of Rochester prior to the delivery of equipment. The training materials shall include OSHA approved complete operational instructions and equipment safety guidelines.

15.5 Bidders shall submit in the proposal section the cost per hour per trainer of the

Contractor’s or manufacturer’s employee who will provide the training as required in Section 15. The City will pay the cost per hour for all training upon prior approval of the City of such cost.

16. SPECIAL NOTICE TO BIDDERS

16.1 The successful bidder must furnish to the Director of Purchasing upon request, a copy of the factory order and number covering the equipment bid upon within fifteen (15) days after the date of the receipt of Purchase Order.

16.2 The Director of Purchasing of the City of Rochester may require the successful bidder to furnish copies of all correspondence (including purchase orders) placed with the various manufacturers or suppliers for materials, supplies, and equipment being bid upon for which a contract has been awarded, as proof that the contract is being fulfilled as expeditiously as possible. Failure to furnish these documents within fifteen (15) working days after receipt of a written request, or failure to submit documents which clearly demonstrate that the contract will be fulfilled within the required delivery date, may be deemed sufficient grounds for cancellation of the contract. The Director of Purchasing's decision in these matters will be final.

17. W-9

A W-9 is required with each bid.

18. SUBMITTAL OF BIDS

18.1 Bid proposals for this bid should be submitted in a marked sealed envelope, to include a signed original hard copy of the Proposal, bid specifications, addenda and any support documentation required, delivered to and received by the Director of Purchasing at the Bureau of Purchasing, Room 105-A, City Hall, Rochester, New York 14614 by the closing date and time specified in the Invitation to Bid or any addenda.

18.2 For this bid, instead of submitting a hard copy per Section 18.1, bid proposals may be submitted by the bidder as an electronic submission through BidNet as a .pdf of the signed original hard copy of the Proposal, bid specifications, addenda and any support documentation required. Electronic bid proposals are date and time stamped by BidNet.

Bids stamped after the bid closing date and time will not be read by the City of Rochester. The City reserves the right to declare any bid non-responsive that is

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By submitting a bid electronically, a bidder agrees and accepts that a notification of award and/or City purchase order will create a legally binding contract between the City and the bidder as if the bidder had submitted a signed original of the bid.

18.3 Bidders should not submit two bids. Submit a bid either in hard copy per Section 18.1 or electronically per Section 18.2. The City reserves the right to reject any and all bids if multiple bids are received from one bidder.

ALL BIDS WILL BE OPENED VIA ZOOM

Wednesday, September 3, 2025 at 11:00 a.m.

Join Zoom Meeting https://cityofrochester.zoom.us/j/4564119010 Meeting ID: 456 411 9010 Password: 4564119010

Bid results will be posted on www.bidnetdirect.com

19. CERTIFICATION OF COMPLIANCE WITH THE IRAN DIVESTMENT ACT

19.1 The contract resulting from this bid shall be subject to the requirements of the Iran Divestment Act of 2012 (the “Act”), Chapter 1 of the 2012 Laws of New York, State Finance Law (SFL) § 165-a and New York General Municipal Law § 103-g both effective April 12, 2012. Under the Act, the Commissioner of the Office of General Services (OGS) is responsible for developing a list of “persons” who are engaged in “investment activities in Iran” (both are defined terms in the law) (the “Prohibited Entities List”). The Prohibited Entities List as required by SFL § 165-a (3) (b) is found on the OGS web site at http://www.ogs.ny.gov/about/regs/docs/ListofEntities.pdf.

19.2 CERTIFICATION. “By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that each bidder is not on the list created pursuant to paragraph (b) of subdivision 3 of section 165-a of the State Finance Law.”

19.3 Any bidder/contractor seeking to renew or extend this contract or assume the responsibility of the contract awarded in response to this bid solicitation must certify at the time the contract is renewed, extended or assigned that it is not included on the Prohibited Entities List.

12.4 During the term of the contract or any extension, should the City receive information that the contractor is in violation of the above-referenced certification, the City will offer the person or entity an opportunity to respond. If the person or entity fails to demonstrate that he/she/it has ceased engagement in the investment which is in violation of the Act within 90 days after the determination of such violation, then the City shall take such action as may be appropriate including, but not limited to, imposing sanctions, seeking compliance, recovering damages or declaring the contractor in default.

19.5 The City reserves the right to reject any bid or request for assignment for a bidder/contractor that appears on the Prohibited Entities List prior to the award of a https://cityofrochester.zoom.us/j/4564119010 http://www.bidnetdirect.com/ http://www.ogs.ny.gov/about/regs/docs/ListofEntities.pdf

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20. POLITICAL SUBDIVISIONS

Bidders should note that other political subdivisions may participate in the contract resulting from this bid award as authorized by General Municipal Law. Use of this contract by any other political subdivision must be coordinated between the subdivision and the contractor. The City will have no responsibility for any such purchases and will have no other role other than to provide other political subdivisions a copy of this contract if requested.

21. NON-COLLUSIVE BIDDING CERTIFICATION

By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party certifies as to its own organization, under penalty of perjury, that to the best of knowledge and belief:

21.1 The prices in this bid have been arrived at independently without collusion, consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or with any competitor.

21.2 Unless otherwise required by law, the prices which have been quoted in this bid have not knowingly been disclosed by the bidder and will not knowingly be disclosed prior to the bid opening, directly or indirectly, to any other bidder or to any competitor.

21.3 No attempt has been or will be made by the bidder to induce any other person, partnership or corporation to submit or not to submit a bid for the purpose of restricting competition.

22. PERFORMANCE CHARACTERISTICS

22.1 The detailed design specifications prescribed herein are intended to describe units which have been determined to meet performance parameters and characteristics required by the City of Rochester. Bidders having units which fully meet the intent of the specifications but may vary in a non-substantial manner from the specified design characteristics, may offer such equipment as they can demonstrate meets the intended performance requirements. In such case the bidder shall be required to submit with his bid a detailed listing of design variances and a full explanation of how the units offered will meet the desired performance characteristics. A decision as to equivalency shall be made by the City of Rochester, whose decision shall be final.

22.2 These specifications are to establish a minimum acceptable standard. All products equal to these specifications will be considered provided they meet the foregoing criteria and specifications.

22.3 Any references herein to a particular make or model are not intended to be restrictive, but to set forth an acceptable level of quality, design, and performance.

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23. SPECIFICATIONS

The detailed design specifications prescribed herein are intended to describe units which have been determined to meet performance parameters and characteristics required by the City of Rochester. Bidders having units which fully meet the intent of the specifications, but may vary in a non-substantial manner from the specified design characteristics, may offer such equipment as they can demonstrate meets the intended performance requirements. In such case the bidder shall be required to submit with his bid a detailed listing of design variances and a full explanation as to how the units offered will meet the desired performance characteristics. The City may also require on-site demonstration of the unit (s) offered to determine functional and structural equivalency such demonstration shall be made at no cost to the City. A decision as to equivalency shall be made by the Director of Purchasing, whose decision shall be final.

SPECIFICATIONS ARE AS FOLLOWS:

24. BODY

24.1 Unit shall be portable, mounted on a municipal grade trailer (Trailer specs to follow).

24.2 Frame shall be compact all steel, welded construction.

24.3 Frame shall have lifting hooks.

24.4 Quick release panels, on both sides of unit shall allow for full access to all components.

24.5 Length shall not exceed 266" (incl. Trailer).

24.6 Width shall not exceed 92" (incl. Trailer).

24.7 Height shall not exceed 97" (incl. Trailer).

24.8 Weight shall not exceed 11,000 lbs. (Incl. Trailer).

25. DRUM

25.1 Drum for asphalt materials shall rotate continuously. The City has evaluated various types of asphalt recyclers and has determined that only devices able to constantly tumble the product will be considered.

25.2 Drum shall be compact all steel, welded construction.

25.3 Drum shall be chain driven, powered by unit hydraulics.

25.4 Chain shall be readily accessible and adjustable.

25.5 Drum shall be guided on four heavy steel rollers.

25.6 Drum rotation speed shall be between 7 rpm and 14 rpm.

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25.7 Drum shall rotate in two directions (forward and reverse).

25.8 Drum shall be equipped with solid steel ribbing, ensuring the tumbling and mixing of milled and broken chunk asphalt material during the recycling process.

25.9 Loading of the drum shall be accomplished by introducing material from the hydraulically operated top-loading hopper.

25.10 Drum shall be self-unloading.

25.11 Tilting of the drum shall be accomplished by changing the adjustable height setting of the towing tongue or jack stands.

25.12 Drum rotation and operation functions shall all be controlled at the operator’s station.

25.13 For operator safety, the drum housing shall be fully insulated.

25.14 For operator safety, the drum and its chain drive are fully enclosed by steel sheeting.

26. ENGINE

26.1 Engine shall be Kubota diesel, model D1403 or equal.

26.2 Engine horsepower shall not be less than 27 hp.

26.3 Engine shall be equipped with 12 volt integral starting system, key activated.

26.4 Engine shall run at approx. 2600 rpm, during operation.

26.5 A 12-volt DC battery shall be provided.

26.6 Engine shall power a 230V, 50HtZ power convertor.

26.7 Battery charging shall be by an inverter.

26.8 Engine shall be mounted on a bracket, set onto rubberized connections, to eliminate vibrations.

26.9 Engine is installed within a separate compartment.

26.10 Fuel capacity – 58.9 gallons

27. HYDRAULICS

27.1 The hydraulic system shall be driven by the engine. A hydraulic gear pump is directly mounted to the engine to produce oil flow.

27.2 The pump capacity shall be not less than 13.4 gallons/minute.

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27.3 Hydraulic motor capacity shall not be less than 25.3 cu. inches.

27.4 Hydraulic reservoir capacity shall not be less than 44 gallons.

27.5 Top hydraulic hopper lifts and lowers via two cylinders, located on either side of the hopper.

27.6 Hydraulic system shall include all control valves, pressure gauges, return-flow filters, piping and flexible hoses.

27.7 Readily removable panels shall provide full access to all hydraulic components and hoses.

28. HEATING SYSTEM

28.1 The heating system will be diesel fueled.

28.2 The burner capacity shall not be less than 1.4MBTU/hr

28.3 Processing capacity shall include RAP, millings and broken chunk asphalt pieces.

28.4 Burner system is to mount at rear of unit, and shall be easily accessible and removable.

28.5 The twin stage burner operates automatically according to the preselected mode.

28.6 All burner system operations are to be controlled at operator station.

28.7 For safety, the burner system can automatically sense any faults. Should a fault occur, the diesel flow is automatically interrupted.

28.8 The rated capacity of ten (10) tons can be recycled within a 60 minute time period.

28.9 Temperature of the recycled asphalt material shall be controlled by the operator.

28.10 Heating system shall include fuel piping, hoses, and solenoid valves.

28.11 The machine shall come equipped with a fully functional, externally mounted, Hubbell Model HBL262SW power outlet properly wired into the machines 230V electrical system.

This outlet will allow the machine to be powered by an external power source.

29. CONTROLS

29.1 Engine room control panel shall include the following:

- Keyed ignition start

- Engine oil lamp

- Battery control lamp

29.2 Operator station shall include the following:

- Drum rotation lever (Forward/Reverse)

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- Drum speed control lever

- Hydraulic top hopper control lever

- Drum open/close lever

- Raytek infrared thermometer model MT4

29.3 Operator station control panel shall include the following:

- Burner controls

- Hydraulic pressure gauges

- Hour meter

- Temperature gauge

- Minimum pressure governor for fuel pump

29.4 All of the operation controls are located at the operator station, ensuring that the operator can visually monitor all functions.

30. TRAILER

30.1 Trailer shall be municipal grade, tandem axle and shall be rated at not less than 11,000 lbs. GVWR.

30.2 Trailer to be fitted with a height adjustable tongue.

30.3 Perimeter and tongue frame members shall be constructed of heavy wall steel tube.

30.4 Suspension shall be leaf spring type.

30.5 Pintle hitch shall be provided.

30.6 Trailer is to be painted Lesonal (or equal)RAL 3020 Red.

30.7 Tires shall be 7.50 R16LT.

30.8 Trailer electrical system shall be 12 volt DC.

30.9 Reflectors are to mount at the rear and sides of the unit.

31. PAINTING

31.1 The patcher body and all related equipment shall be coated with two (2) finish coats.

31.2 Prior to the application of any coatings, all surfaces shall be thoroughly cleaned and conditioned.

31.3 The primer used shall be Dupont Zinc Chromate Primer.

31.4 The finish coats on the body shall be the manufacturers standard color.

31.5 All paint shall be applied in accordance with the paint manufacturer’s specifications and shall be lead, chromate, and isocyanate free.

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32. LINE TICKETS

The successful bidder shall furnish the City with a copy of the factory line assembly covering the components of the vehicle(s), by serial number of components. This data shall be furnished for each vehicle at the time of delivery of the equipment covered in this contract.

33. ADVERTISING

Except for inconspicuous identification plates, serial number plates, precautionary instruction plates, etc., no name, trademark, decal or other identification, other than that of the manufacturer, shall be applied to the vehicle. IDENTIFICATION OF VEHICLE AND

EQUIPMENT DEALERS AND INSTALLERS SHALL NOT BE ATTACHED TO THE VEHICLE.

IN ANY INSTANCE OF VIOLATION OF THESE RESTRICTIONS, THE COST OF REMOVAL

OF SUCH ADVERTISING WILL BE DEDUCTED FROM CONTRACTOR'S OUTSTANDING

INVOICE.

34. DATA PLATE

Identification plates listing data specifically applicable to the TRUCK CHASSIS BODY, etc., shall be permanently and inconspicuously installed on the appropriate piece of equipment.

Plates shall include at least the model and serial number.

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P R O P O S A L

The undersigned bidder hereby agrees to furnish the goods or services specified and to otherwise fully meet all terms, conditions, and specifications contained in this Invitation to Bid without exception, unless exceptions are clearly noted in this proposal. Signature must be that of the bidder or of an employee or agent authorized to sign on behalf of the bidder.

ONE (1) TRAILER MOUNTED, ASPHALT RECYCLING MACHINE in accordance with specifications and provisions:

NET DELIVERED UNIT PRICE: $ ___________________________________

[Total Net Delivered Price]

Net Price In Words: __________________________________________________

MANUFACTURER MODEL #_____________________

DELIVERY DATE ____________CALENDAR DAYS AFTER RECEIPT OF PURCHASE

Cost per hour per trainer to meet requirements of Section 15 $ __________________

Authorized Signature Typed Name and Title of Authorized Signer

Typed Name of Company

(Continued through Page 26)

523530 19

The undersigned bidder hereby agrees to furnish the goods or services specified and to otherwise fully meet all terms, conditions, and specifications contained in this Invitation to Bid without exception, unless exceptions are clearly noted in this proposal. Signature must be that of the bidder or of an employee or agent authorized to sign on behalf of the bidder.

O P T I O N S

These options shall be bid as separate items and will not be considered as part of the base bid price.

The City reserves the right to purchase all, part of, or none of the optional equipment bid herein, throughout the term of the contract. Prices bid shall be the unit price where relevant.

EXTENDED WARRANTIES (inclusive of the required 2 years)

36 month/5000 hour powertrain warranty $ _____________________________

60 month/6000 hour powertrain warranty $ _____________________________

36 month/5000 hour full machine warranty $ _____________________________

60 month/6000 hour full machine warranty $ _____________________________

Authorized Signature Typed Name of Authorized Signature

523530 20

Equipment Information Sheet Completion of this form is required – please put N/A for sections that do not apply to this equipment.

Cab & Chassis: _________________________ Make/Model

Body: _________________________ Make/Model

Engine: _________________________ Make/Model

Oil Type: __________ Qty: Coolant Type: __________ Qty: ____

Fuel Type: __________ Qty: ____

Transmission: _________________________ Make/ Model

Oil Type: __________ Qty: ____

Hydraulic System: _________________________ Make/Model

Oil Type: __________ Qty: ____

Tires: Front Size: _____________ psi: _________ Rear Size: _____________ psi:_________

Capacities: Gross Vehicle Weight Rating _______________ lbs.

Unladen Vehicle Weight _______________ lbs.

Maximum Load Capacity _______________ lbs.

Clearance: Vehicle Height Feet: _____ Inches: _____

Wheel Base Inches: __________

Speed: Top “Over the Road” Speed __________ mph

Top Right Hand Drive Speed ______________ mph

Equipped With: List relevant equipment features (e.g. air conditioning, power windows, neutral interlock)

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QUESTIONNAIRE FORM FOR CITY SPECIFICATIONS

TO BE FILLED IN BY BIDDER AND PRESENTED WITH BID PROPOSAL

PROPOSED UNIT: MAKE: ____________________ MODEL: _____________________

YEAR: _____________ CHASSIS WEIGHT________ LBS.__________

GENERAL WHEELBASE________________________ IN.

DIMENSIONS: OVERALL WIDTH_____________________IN.

FRAME HEIGHT______________________IN.

ENGINE: MAKE____________________________ MODEL_____________________

NET S.A.E. BRAKE HORSEPOWER______________ AT__________RPM

NET S.A.E. TORGUE ____________ LB. FT. ____________________RPM

NUMBER OF CYLINDERS ______________________________________

PISTON DISPLACEMENT ___________________________________ CU.IN.

LUBE SYSTEM OIL CAPACITY ________________________________U.S. GAL.

TRANSMISSION: MAKE_____________________ MODEL_____________________

DRIVE LINE : MAKE_____________________ MODEL_____________________

AIR CLEANER: MAKE_____________________ MODEL_____________________

523530 22

QUESTIONNAIRE FORM FOR CITY SPECIFICATIONS - continued

COOLING SYSTEM: CAPACITY ENTIRE SYSTEM______________QUARTS

TYPE RADIATOR _____________________

ALTERNATOR: MAKE: ____________________ MODEL: _____________________

CHARGING R.P.M.: ____________________________________________

CAPACITY RATING: ____________________________________________

BATTERY: VOLTAGE:____________________ AMP HRS. __________________________

GROUP: ______________________ MAKE _____________________________

STEERING: TYPE:__________________________________________________________

MAKE:__________________________________________________________

RATIO: _________________________________________________________

CAPACITY: ____________________________________________________LB.

TURNING RADIUS: ________________________________________________

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BRAKES: SERVICE BRAKE, FRONT: MAKE _______________________

TYPE________________________

SIZE_________________________

LINING AREA _________________

SERVICE BRAKE, REAR: MAKE _______________________

LINING AREA_________________

PARKING BRAKE: MAKE _______________________

LOCATION____________________

FRAME: TYPE STEEL: _____________________________________________

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TIRES: FRONT: MAKE ____________________ TYPE:__________________

MATERIAL: ____________________________

SIZE: _________________________________

CAPACITY:____________________________EA.

REAR: MAKE ____________________ TYPE:__________________

MATERIAL: ____________________________

SIZE: _________________________________

CAPACITY:____________________________ EA.

FUEL TANK: CAPACITY: _____________________________________ EA.

LOCATION:

WARRANTY PROVIDED

GENERAL YEARS: __________________________

HOURS:__________________________

DRIVE TRAIN YEARS:_____________________

HOURS:_____________________

523530 25

QUESTIONNAIRE FORM FOR CITY SPECIFICATIONS – continued

TO BE FILLED IN BY BIDDER AND PRESENTED WITH BID PROPOSAL

Is this bid in conformance with specifications? Yes_________ No__________

If answer is "No,” bidder must identify and explain each exception taken, and reference each page and paragraph to which the exception will apply.

It shall be understood that if no exception is taken, the contractor shall supply all materials or services as specified.

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PRINT OR TYPE THE FOLLOWING INFORMATION:

Name of Firm or Corporation

Street Address

City State Zip Code

Telephone/Fax No./ Cell Federal Employer ID No.

E-mail Address of Recipient of Contract Awards and Extensions

Date

ACCEPTED ON BEHALF OF THE CITY OF ROCHESTER FOR:

Contract No _________________ Contract Term:__________________________

Director of Purchasing

Date

523530 27

City of Rochester

Bureau of Purchasing

Department of Finance

GENERAL CONDITIONS AND INSTRUCTIONS TO BIDDERS

The general rules and conditions which follow are incorporated by reference into every City of Rochester Invitation to Bid and apply to any and all purchase orders or contract awards issued by the Director of Purchasing as a result of such Invitation to Bid, unless otherwise specified. Bidders or their authorized representative are expected to fully inform themselves as to these conditions, requirements and specifications before submitting bids. Failure to do so will be at the bidder's own risk and a bidder cannot secure relief on the plea of error.

Subject to applicable Federal, State and Local laws, ordinances, rules, regulations and limitations, bids on all advertisements and invitations issued by the Department of Finance, Purchasing Bureau will bind bidders to applicable conditions and requirements set forth herein unless otherwise specified in the Invitation to Bid.

CONDITIONS OF BIDDING

1. Proposal Forms: Bids shall be submitted only on the forms provided by the City in the Invitation to Bid. The bidder submit one (1) complete signed copy of the Proposal, attached to the Invitation to Bid. When submitting a hard copy of the bid, the bid shall be signed and sealed in the envelope provided by the City for that purpose. When using an envelope other than the one provided by the City, the following required information must be entered in the lower left corner on the face of the envelope: Bid Number, Bid Title, Closing Date and Time, and Submitted By. The envelope must be mailed or hand delivered to the Office of the Director of Purchasing, City Hall, Room 105A, 30 Church St., Rochester, NY 14614. When submitting an electronic copy of the bid, where permitted in the Invitation to Bid, the bid shall be signed and submitted through the electronic bidding service specified in the Invitation to Bid. No other form of electronic submittal of a bid will be accepted by the City.

2. Late Bids: Formal bids, amendments thereto, or requests for withdrawal of bids received by the City after time the bid closing date and time specified will not be accepted by the City.

3. Withdrawal of Bids: A written request for the withdrawal of a bid or any part thereof may be granted if the request is received by the City prior to the specified date and time of the bid closing.

4. Submittal of Bids: Bids that are mailed or delivered to the City in hard copy must be sealed and submitted in the envelope supplied by the City or otherwise clearly marked with the Bid Number, Bid Title, Bid Closing Date and Time and Submitted By. In the event that the bid contains bulky subject material, the special mailing envelope must be firmly affixed to any other wrapper being used. Bids not received in the actual office of the Director of Purchasing by the date and time established for the bid closing shall be rejected, even if mailed earlier. It is

523530 28 entirely the bidder’s responsibility to ensure that the bid is received in the office of the Director of Purchasing by the bid closing date and time. Submittal of electronic bids, where permitted in the Invitation to Bid, is subject to the terms and conditions specified in the Invitation to Bid. In no circumstance shall a bid, either hard copy or electronic, that is submitted after the closing date and time be accepted by the City of Rochester.

5. Completeness: All information required by Invitation to Bid must be supplied to constitute a responsive bid.

6. Bids Binding 45 Days: Unless otherwise specified, all formal bids submitted shall be binding for forty-five (45) days following bid opening date. Bids will remain open if the bidder agrees to an extension upon request of the Director of Purchasing or otherwise does not formally withdraw the bid.

7. Conditional Bids: Qualified bids are subject to rejection in whole or in part.

8. Payment Terms: Prompt payment discounts allowing less than thirty (30) days for discount to apply shall not be considered as a cost factor in the evaluation of bids. In connection with any prompt payment discount offered, time will be computed from the date of receipt of correct invoice or receipt and acceptance of shipment, whichever is later.

9. Bids for All or Part: Unless otherwise specified by the City or by the bidder, the Director of Purchasing reserves the right to make award on all items or on any of the items according to the best interests of the City. The Director of Purchasing shall further have the right to award separate items or groups to different vendors. Bidder may restrict the bid to consideration in the aggregate by so stating, but should offer a unit price on each item bid upon; any bid in which the bidder offers a total price without quoting a price on each and every separate item may be rejected at the option of the City.

10. Errors in Bids: When an error is made in extending total prices, the unit bid price will govern.

Carelessness in quoting prices, or in preparation of bid otherwise, will not relieve the bidder.

Erasures or changes in bids should be initialed.

11. Questions Regarding Specifications: Except for Public Works, any information relative to interpretation of specifications and drawings shall be requested of the Director of Purchasing, in writing, in ample time before the bid closing date.

DO NOT MAKE INQUIRES BY PHONE OR IN PERSON.

Inquiries should be submitted in writing no later than five (5) days prior to the bid closing date.

Inquiries received after that time may not be accepted. Any interpretation made to prospective bidders will be expressed in the form of an addendum to the specifications. Addenda will be publicly advertised and available to all prospective bidders no later than three (3) days before the bid closing date. Oral answers will not be binding on the City.

12. Response to Invitation to Bid: Bidders must indicate in their Proposal if they are taking ANY exception to the documents…