66-20251218195911 WCBS.pdf

Request for Proposals Brush Chipper For Warren County Road Department

The Warren County Board of Supervisors will receive SEALED BIDS until 10:00 a.m. on Friday, January 9, 2026, for purchase of one NEW MODEL BRUSH CHIPPER for use by the Warren County Road Department. The Bid File Number is 2025-1215.

The equipment furnished under this Request for Bids shall be NEW and of the latest improved model in current production as offered to commercial trade.

The specification package and instructions for submission of priced technical proposals may be obtained by visiting the website Central Bidding (Central Bidding House) at https://www.centralauctionhouse.com/ or by contacting Victoria Bell, Purchasing Agent by email victoriab@warrencountyms.gov . Proposals may be submitted via electronic, or paper delivery means. Paper delivery shall be to the Warren County Purchasing Department, 913 Jackson St, Vicksburg MS 39183. Late or incomplete proposals will not be considered. Modifications will not be considered after the closing date and time. For any questions relating to the electronic bidding process, please call Central Bidding at 225-810-4814 or the Warren County Purchasing Dept., 913 Jackson Street, Vicksburg, MS 39183, 601-638-7428. The following criteria shall be used to evaluate priced technical proposals:

1. Compliance with Request for Proposals/Bids submission requirements;

2. Response to Technical Specifications of Equipment or Services required;

3. Demonstrated experience, ability and resources of the vendor to provide Equipment or

Services required;

4. Warren County’s experience with the bidder or manufacturer, brand or model offered;

5. Warranty, maintenance and support services if applicable;

Companies submitting proposals must be licensed heavy equipment dealers by the Mississippi Department of Revenue. The dealer supplying the equipment shall deliver to Warren County Road Department.

Warren County reserves the right to conduct oral or written discussions of the priced technical proposals. Bidders may designate those portions of the priced technical proposals which contain proprietary data they wish to remain confidential. The item or service procured shall be furnished in accordance with the bidder’s technical proposal and shall meet the requirements of the request for proposals/bids.

The Warren County Board of Supervisors reserves the right to determine responsible bidders, responsive bids, the lowest and best bids, reject any and all bids, waive any informalities in the bids or bidding process and to award to the bidder determined to be most advantageous to the County.

Published pursuant to Board Order dated the 15th day of December 2025.

Warren County Board of Supervisors By: Victoria Bell, Purchasing Agent

Publish: November 19, 2025

November 26, 2025

WARREN COUNTY, MISSISSIPPI

INVITATION TO BID – BRUSH CHIPPER (15” Capacity Class) Bid Number:

Bid Opening Date & Time:

Location: Warren County Board of Supervisors Vicksburg, MS 39183

I. GENERAL

The Warren County Board of Supervisors is seeking proposals from qualified equipment vendors/dealers to provide one new TRAILER MOUNTED CHIPPER UNIT for use by the Warren County Road Department. Deadline for receipt of un-priced technical proposals is 10:00 a.m. on Friday, January 9, 2026. The Bid File Number is 2025-1215.

All equipment shall be NEW, current production, and of first-quality materials and workmanship. Demonstrator, used, shopworn, or discontinued models are unacceptable.

Specifications contained herein establish minimum requirements and are intended to promote maximum competition. It is the responsibility of the bidder to review the entire Invitation to Bid packet and to notify the Warren County Purchasing Department immediately if any of the attached specifications or conditions, in their opinion, unnecessarily restrict bidder competition

Equipment offered for consideration must equal or exceed these specifications. The absence of detailed specifications or the omission of detailed description shall be recognized as meaning only the best commercial practices are to prevail and that only first quality materials and workmanship are to be used. Bidders should note the name of the manufacturer and model number of the equipment they propose to furnish and submit descriptive literature with their bids.

To be considered, any inquiry or protest concerning these specifications must be received in the Warren County Purchasing Department office, in writing, no less than five (5) working days prior to the time and date set for the bid opening. The address is 913 Jackson Street, Vicksburg, MS 39183; the fax number is 601-634-4807.

In the event that addenda or changes to the specifications are issued within two working days prior to the bid opening, the bid date shall be reset giving bidders ample time to consider the addenda and submit a responsive bid.

The equipment furnished under this Request for Bids shall be NEW and of the latest improved model in current production as offered to commercial trade. Demonstrator, Used, Shopworn or Discontinued models are unacceptable.

The following specifications describe the minimum requirements for the equipment. The intent of these specifications is to obtain equipment that will adequately meet the needs of Warren County while promoting maximum competition. These specifications are intended to set a standard and identify minimum requirements. In no case are they issued with the intention to discriminate against any vendor, supplier or manufacturer. The fact that a manufacturer chooses not producing equipment to meet these minimum specifications will not be sufficient cause to adjudge these specifications as restrictive.

Equipment offered for consideration must equal or exceed these specifications. The absence of detailed specifications or the omission of detailed description shall be recognized as meaning only the best commercial practices are to prevail and that only first quality materials and workmanship are to be used. Bidders should note the name of the manufacturer and model number of the equipment they propose to furnish and submit descriptive literature with their bids.

It is the responsibility of the bidder to review the entire Invitation to Bid packet and to notify the Warren County Purchasing Department immediately if any of the attached specifications or conditions, in their opinion, unnecessarily restrict bidder competition.

To be considered, any inquiry or protest concerning these specifications must be received in the Warren County Purchasing Department office, in writing, no less than five (5) working days prior to the time and date set for the bid opening. The address is 913 Jackson Street, Vicksburg, MS 39183; the fax number is 601-634-4807.

In the event that addenda or changes to the specifications are issued within two working days prior to the bid opening, the bid date shall be reset giving bidders ample time to consider the addenda and submit a responsive bid.

II. QUALIFICATIONS OF RESPONDENTS

Warren County reserves the right to investigate bidder qualifications, ability, and capacity to provide equipment, warranty, and repair services.

III. TRADE-IN

No trade-in is required.

IV. DELIVERY, WARRANTY & REPAIR

Equipment shall be delivered, completely assembled and adjusted including standard and optional equipment required, in ready for use condition, to the Warren County Road Department at 200 County Lane, Vicksburg, MS 39183. Delivery shall be made within specified number of calendar days ARO as stated on the bid form. Purchase Order date shall be the official order date. Failure to deliver on time may be cause for cancellation of order.

A full description of all warranty terms and conditions must be included in the bid. The warranty shall begin on the date the unit is determined to meet all specifications and is accepted into Warren County's equipment fleet. Warranty shall be standard manufacturer’s warranty with warranty work to be done at an authorized repair facility. Brush chipper shall have minimum one-year parts and labor with three years structural warranty.

All respondents shall provide information on a factory-authorized repair facility from which technicians shall be dispatched for warranty calls and for parts and maintenance after warranty expiration. Such repair/parts facility shall be within the State of Mississippi and within 75 miles of the Warren County Road Department address shown above.

V. METHOD OF AWARD

Several factors shall be considered when determining the lowest and best bid received. Warren County reserves the right to consider any, all or any combination of these factors in determining the lowest and best bid. Factors to be considered include but are not limited to the following:

1. Total Cost of Equipment, including Purchase Price and Estimated Maintenance Costs;

2. Number of calendar days required for delivery ARO; Purchase Order date shall determine order date; Failure to deliver equipment within specified time shall be grounds for cancellation of order;

3. Warranty terms and conditions;

4. Location of repair facility;

5. The ability and facilities of the vendor to provide the equipment required;

6. Compliance with the RFB minimum requirements;

7. Warren County's prior experience with bidder, equipment brand or model, if any;

8. Any preference laws from bidder’s home state; Mississippi’s preference law is reciprocal, therefore any preference the bidder’s home state would apply against a Mississippi bidder, we shall also apply to give preference to a Mississippi bidder.

VI. CONDITIONS FOR BID SUBMISSION

Pursuant to Section 27-17-3 of the Mississippi Code, Annotated, the Local Business Privilege License Act, persons desiring to do business in this State shall obtain a privilege license from the Mississippi County or Municipality in which their business is located. This applies only to businesses that have a physical location inside the State of Mississippi.

All Mississippi bidders shall provide proof of compliance with Section 27-17-3. A copy of the LPL shall be submitted with and made an official part of the bid. All bidders shall provide the name of their home state or corporate office location.

Each and every specification must be answered, in writing. It is understood that bidders have read, understood and accepted these specifications as written, and by submitting a bid, agree to meet the specifications as written. Bids modifications, alterations or corrections received after the closing time specified shall not be considered.

Warren County is exempt from Mississippi State Sales Tax per Miss. Code 1972 27-65-105.

Bids shall remain valid for minimum of 60 calendar days from bid opening date. Bidders shall use the form(s) attached to submit bids, by entering their pricing offered in the areas provided, and shall include printed equipment literature which will confirm that the equipment offered will meet or exceed these specifications.

To be considered, bids must be signed by an Owner, Corporate Officer or Authorized Manager of the company, and sealed with the bidder's name and address on the outside of the envelope.

Description of item being considered for bid, the bid file number and the time and date of the bid opening shall be shown in the lower-left corner of the envelope.

THIS IS VERY IMPORTANT!!!!!

Bids must be sealed, signed, and clearly marked:

“BID FOR PURCHASE OF BRUSH CHIPPER”

“BID FILE NUMBER 2025-0407”

“BID OPENING 10:00 A.M. ON June 3, 2025”

Bids that are not identified as shown shall be rejected and returned unopened to the bidder.

Warren County assumes no responsibility for bids opened in error if they are incorrectly identified.

Bids shall be mailed or delivered to the Warren County Purchasing Office, Attention: Victoria Bell, 913 Jackson Street, Vicksburg, MS 39183. Deadline for receipt of bids is 10:00 a.m. on Tuesday, June 3, 2025. Bids will be time and date stamped when received in the Purchasing office. Bidders should allow adequate mailing and delivery time as late bids shall not be considered. Warren County assumes no responsibility for bids received late due to commercial or postal carrier error.

VII. BID OPENING

Bids will be opened and read aloud in the Board of Supervisors meeting scheduled for the date specified, shortly after the time and date specified for receipt of bids. All bidders are invited to attend the bid opening meeting to hear/review submitted bids. An award may or may not be made at the bid opening meeting.

The Warren County Board of Supervisors reserves the right to determine responsive bids, the lowest and best bid, to reject any and all bids, and to waive any informalities in the bids or bidding process.

VIII. QUESTIONS

General questions should be directed to:

Victoria Bell, Purchasing Agent 913 Jackson Street, Vicksburg, MS 39183

(601) 638-7428 | vbell@co.warren.ms.us

Questions regarding detail specifications for the equipment should be directed to:

Robert Hudson, Road Shop Manager

(601) 636-1431 | roberth@co.warren.ms.us

IX. DETAIL SPECIFICATIONS

Equipment offered for consideration must be new and of the latest improved model in current production and shall be of quality workmanship and material. Used, demonstrator or discontinued models are unacceptable. Bidders shall include printed literature and detailed specifications for the equipment offered. The following specifications are considered minimum acceptable.

INSTRUCTIONS TO BIDDERS

1. Sealed bids must be submitted in an envelope clearly marked “BRUSH CHIPPER BID – Do Not

Open”.

2. Include one (1) original and one (1) copy.

3. Prices must include delivery, freight, and setup.

4. All prices must remain firm for 90 days.

5. Delivery will be made to the Warren County Road Department.

6. Bidders must indicate Yes/No on each specification.

See attached detailed technical specifications and compliance sheets.

BID FORM-MARK SPECIFICATIONS (REQUIRED)

DETAILED SPECIFICATIONS – BRUSH CHIPPER

GENERAL

Y___ N___ Trailer mounted

Y___ N___ 15" capacity class

Y___ N___ Minimum length 180" or less (feed table up, tongue retracted)

Y___ N___ Maximum length 220" or less (feed table down, tongue extended)

Y___ N___ Overall height 105" or less

Y___ N___ Unit weight 7,500 lbs or less

ENGINE

Y___ N___ Industrial, liquid-cooled, turbocharged Tier 4 Final

Y___ N___ Minimum 130 HP

Y___ N___ Spin-on replaceable oil filter

Y___ N___ Minimum 45-gallon fuel capacity

Y___ N___ Minimum 5-gallon DEF tank

Y___ N___ 12-volt battery, minimum 950 CCA

Y___ N___ Minimum 135-amp alternator

TRAILER

Y____ N____ Frame constructed with a minimum of 1/4" Z channel

Y____ N____ Rubber torsion type suspension with a minimum 8000 lb rating

Y____ N____ Minimum of 16" x 8" wheels with 8 lugs

Y____ N____ Minimum load range E tires

Y____ N____ Minimum 8" up and down adjustable hitch

Y____ N____ Equipped with electric brakes

Y____ N____ Equipped with emergency breakaway switch

Y____ N____ Equipped with two towing chains with a minimum thickness of 5/16" and latching hooks Y____ N____ Equipped with jack with a minimum capacity of 3500 lbs

CUTTING SYSTEM

Y____ N____ Drum style with a minimum drum size of 22.5" diameter and 22" width

Y____ N____ Drum shall have two safety lock positions for changing knives

Y____ N____ Drum shall have two knives , bolted in place with a minimum of three bolts per knife

Y____ N____ Knives shall be a minimum of 5" x 8" and 5/8" thickness

Y____ N____ Knives shall be double edged and constructed with A8 chipper steel

FEED SYSTEM

Y____ N____ Equipped with hydraulic infeed system

Y____ N____ Equipped with two vertical feed rollers with a minimum 20.9" diameter 20" height

Y____ N____ Feed rollers shall have helical knife pattern

Y____ N____ Feed rollers powered by two hydraulic motors with a minimum displacement of

28.3 cu in

Y____ N____ Adjustable feed rate with a maximum feed rate f 122 fpm

Y____ N____ Minimum feed table length of 67" from nip of feed rollers to end of table

Y____ N____ Feed table minimum 27" height above the ground

Y____ N____ Infeed curtains to dampen noise and reduce thrown objects

Y____ N____ Equipped with engine speed monitoring system that automatically controls feeding of material into cutter according to engine rpm with the ability to reverse material automatically and in turn, restart feeding process without any operator interface once engine speed returns to preset rpm

Y____ N____ Equipped with engine control system to lower engine speed if material has not been chipped for 1 to 5 minutes depending on operator selection. Engine speed is increased by changing the throttle selection or by resetting the run button to be located on both sides of the unit

DISCHARGE SYSTEM

Y____ N____ Chute must be a minimum of 104" high

Y____ N____ Chute rotation of 270° controlled with rotating handle

Y____ N____ Chute rotation must be self locking in all positions

CLUTCH

Y____ N____ Equipped with minimum 13" automotive style self adjusting clutch

Y____ N____ Clutch engagement linkage incorporated into throttle system so that clutch can only be engaged at low engine idle

FEED BARS

Y____ N____ Equipped with a bottom feed stop bar located on the leading edge f the feed table

Y____ N____ Bottom feed bar located to make it possible for the operator's leg to strike the bar and shut off the feed either intentionally or automatically in an emergency situation

Y____ N____ A button shall be positioned within reach of each side of the feed table to restart the feed rollers and momentarily override the bottom feed stop bar if so required by the operator

Y____ N____ The upper feed control bar shall be a 4-position bar with forward, reverse, and 2 neutral/stop positions, used to control the directional rotation of the feed rollers

Y____ N____ The bottom feed stop bar equipped with two sensitivity setting

Y____ N____ The bottom feed stop bar and upper feed control bar are red in color

HYDRAULIC SYSTEM

Y____ N____ Equipped with live hydraulics, meaning the pump is driven directly from the engine

Y____ N____ System is open center with return type filtration system

Y____ N____ Equipped with suction strainer in hydraulic tank

Y____ N____ Pump shall have a minimum capacity of 5.5 gal/min at maximum rpm and a relief pressure of 2800-2900 psi

Y____ N____ Equipped with a hydraulic tank with a minimum capacity of 12 gallons

INSTRUMENTATION/ENGINE SHUTDOWN

Y____ N____ Primary machine controls located near the infeed chute

Y____ N____ Equipped with multifunction display

Y____ N____ Equipped with fuel gauge

Y____ N____ Equipped with DEF gauge

Y____ N____ Equipped with automatic high temperature engine shutdown

Y____ N____ Equipped with automatic low oil pressure engine shutdown

STORAGE/SECURITY

Y____ N____ Equipped with lockable battery area

Y____ N____ Equipped with lockable toolbox

Y____ N____ Equipped with lockable control panel

Y____ N____ Equipped with lockable fuel fill

MANUALS/INSTRUCTIONS/TRAINING

Y____ N____ Supplied with operator's manual

Y____ N____ Supplied with maintenance manual

Y____ N____ Supplied with service manual

Y____ N____ Supplied with parts manual

Y____ N____ Supplied with operator's manual

MISCELLANEOUS

Y____ N____ Portal access with cellular service for monitoring and troubleshooting

PRICING BID FORM

Base Price: $_______________________

Optional Equipment: $___________________________

Delivery/Freight: $________________________

TOTAL BID PRICE: $______________________________

Delivery Time ARO: ________ Calendar Days

Standard machine warranty which comes with the machine:

years:_______________ hours:_______________

Standard engine warranty which comes with the machine:

years:_______________ hours:_______________

Machine extended warranties available:

years:______________ hours:____________ cost with PM:___________ cost w/o PM: ____________ years:______________ hours:____________ cost with PM:___________ cost w/o PM: ____________

Engine extended warranties available:

years:__________________ hours:________________ cost:_______________ years:__________________ hours:________________ cost:_______________

PM programs available:

years:__________________ hours:________________ cost:_______________ years:__________________ hours:________________ cost:_______________

BIDDER INFORMATION FORM

Company Name:_______________________________________________________________

Address:________________________________________________________________________

Phone:__________________________________________________________________________

Email:___________________________________________________________________________

Authorized Representative:__________________________________________________

Signature:______________________________________________________________________

Date:_________________________