Bid Notice-Street Sweeper Bid.pdf

Bid opening Friday, October 16th, 2026.

CITY OF DODGE CITY,

KANSAS

STANDARD SPECIFICATIONS

FOR

Mechanical Street Sweeper

1.0 GENERAL PROVISIONS: Sealed bids are invited and will be received until 10:00 a.m., local time, on Friday, October 16th at the Municipal Services Building at 100 Chaffing Road, Dodge City, Kansas 67801-0880. All bids will be opened immediately thereafter.

Bids submitted by mail shall be placed in an envelope, sealed and marked “Mechanical Street Sweeper” and mailed in a second envelope to address above.

A bid form to be used by each bidder is attached. This bid form shall be completed and submitted, together with complete specifications for the equipment being proposed, as the official bid. This form will be used to compare all bids and failure to utilize such form shall be grounds for rejection of any bid not properly and completely submitted.

The equipment, regardless of source, deemed by the City to furnish the best service for the City will be recommended to the City Commission for purchase. The City is exempt from State and Federal taxes.

2.0 SCOPE: This specification describes a new, current year model, mechanical street sweeper. All Federal and State safety regulations pertaining to this equipment shall be a part of this specification.

2.1 ADHERENCE TO SPECIFICATIONS: Deviation from any of the requirements below shall be stated on the bid form or attached to said form. Unless so stated by the bidder, the City of Dodge City shall assume that all requirements have been met and shall hold the bidder to each part of the specification.

"Approved Equal" shall mean equipment or components which will furnish the level of service required. The "equal" product shall be of the same or better than that described. The City will be the sole judge of suitability

Bid opening Friday, October 16th at 10:00 a.m. at the MSB

STANDARD SPECIFICATIONS

Mechanical Street Sweeper

2.2 HEAVY DUTY: If used in these specifications, "Heavy Duty" shall mean that the item to which the term is applied shall exceed the usual quality, quantity or capacity supplied with standard production equipment and shall be able to withstand unusual strain, exposure, temperature, wear and use.

2.3 WARRANTY: The vehicle shall be new and unused current model and shall be completely prepared for service prior to delivery. The unit shall include all warranty material normally furnished in the trade in accordance with standard warranty policy. Said warranty maintenance requirements, when performed by the City of Dodge City shops, shall be acceptable to the Dealer when it meets or exceeds the Dealer's certification requirements. Evidence of such preventative maintenance shall be furnished by the City at no cost.

2.3.1 DESIGN AND MANUFACTURING DEFECTS: Whenever defects of major component parts clearly due to design or manufacture occur beyond the standard or extended warranty period, the City reserves the right to obtain adjustment of material, parts and labor.

2.3.2 IMPLEMENTATION OF WARRANTY: The Bidder shall furnish an outline of the method of implementation of the manufacturer's standard warranty.

2.3.3 DELIVERY: The unit shall be completely serviced at the time of delivery in accordance with factory service specifications. The vehicle shall be delivered with appropriate invoices, registration warranty papers, predelivery inspection sheets and required manuals. In any case, where a vehicle is delivered minus any detail, including parts, items or accessories issued as standard manufacturer's equipment and/or as specified by the City, the Dealer will be notified immediately and he shall furnish the missing detail within 72 hours, otherwise, the City reserves the right to purchase such detail from another source and bill the Dealer for the cost including installation.

The use of Dealer identifying items such as license plate frames, bumper stamps, dealer tags or any type of Dealer advertising material attached to the equipment shall not be permitted. This shall not apply to manufacturer’s trademarks and model designations normally installed on the equipment at the factory. The City will not accept delivery of any equipment if such material is attached, and should it be necessary for the City to require the removal of any such items, any damage caused to the equipment shall be repaired by the Dealer in a like-new condition.

Price Bid shall include delivery to the City Public Works Maintenance Shops at 111 Water Street, Dodge City, Kansas 67801.

2.3.4 INFORMALITY The City of Dodge City reserves the right to accept or reject any or all bids, waive any informality or to select any bid deemed to be in the best interest of the City.

2.3.5 Trade In: There will be no trade in.

DETAILED SPECIFICATIONS

FOR

Mechanical Street Sweeper

COMPLY

YES NO

1.0 INTENT

1.01 It is the intent of this specification to provide for the purchase or lease purchase of one (1) new and unused street sweeper having a three wheel configuration, belt conveyor, 3.6 cubic yard front high dumping hopper, hydrostatic transmission, and right side broom with variable down pressure controlled from cab.

The following specification is based upon an ELGIN PELICAN P street sweeper S/N 3000 and

up. The CITY OF DODGE CITY Public Works Department has evaluated different types of street sweepers and has determined that this product is best suited for the CITY OF DODGE CITY needs in safety, quality, performance, and standardization. This specification is not to be interpreted as restrictive, but rather as a measure of the safety, quality and performance against which all sweepers bid will be compared.

In comparing proposals, consideration will not be confined to price only. The successful bidder will be one whose product is judged to best serve the interests of the CITY OF DODGE CITY when standardization, price, product, safety, quality and delivery are considered. The CITY OF DODGE CITY reserves the right to reject any or all bids or any part thereof, and to waive any minor technicalities. A contract will be awarded to the bidder submitting the lowest responsible bid meeting the requirements of this specification.

2.0 EQUIVALENT PRODUCT

2.01 Bids will be accepted for consideration on any make or model that is equal or superior to the sweeper specified. Decisions of equivalency will be at the sole interpretation of the CITY OF DODGE CITY. A blanket statement that equipment proposed will meet all requirements will not be sufficient to establish equivalence. Original manufacturer's brochures of the proposed unit are to be submitted with the proposal. All modifications made to the standard production unit described in the manufacturer's brochures must be certified by the manufacturer and submitted with the bid, or the bid will be deemed "non-responsive" and rejected without further review.

Bidder must be prepared to demonstrate a unit similar to the one proposed, if requested.

3.0 INTERPRETATIONS

3.01 In order to be fair to all bidders, no oral interpretations will be given to any bidder as to the meaning of the specification documents or any part thereof. Every request for such a consideration shall be made in writing to the CITY OF DODGE CITY Purchase Agent. Based upon such inquiry, the CITY OF DODGE CITY may choose to issue an Addendum.

4.0 GENERAL

4.01 The specification herein states the minimum requirements of the CITY OF DODGE CITY. All bids must be regular in every respect. Unauthorized conditions, limitations, or provisions shall be cause for rejection. The CITY OF DODGE CITY consider as "irregular" or "non-responsive" any bid not prepared and submitted in accordance with the bid document and specification, or any bid lacking sufficient technical literature to enable the CITY OF DODGE CITY to make a reasonable determination of compliance to the specification.

It shall be the bidder's responsibility to carefully examine each item of the specification. Failure to offer a completed bid or failure to respond to each section of the technical specification

(COMPLY: YES NO) will cause the proposal to be rejected without review as "non-responsive".

All variances, exceptions and/or deviations shall be fully described in the appropriate section.

Deceit in responding to the specification will be cause for rejection.

5.0 CHASSIS

5.01 Configuration shall be three wheel, rear steer. Front steer configurations shall not be acceptable.

5.02 For safety, steering strut shall have dual tires. Single tire steer wheels shall not be acceptable in case of flat tire.

5.03 To protect the target vehicle receiving the hopper discharge, sweeper shall have permanently fixed heavy-duty steel bumpers with rubber padding, capable of limiting the forward movement of the sweeper before the sweeper drive wheels or chassis can impact the target vehicle.

5.04 For maximum strength, chassis shall be fully welded; formed channel and boxed tube style. Bolt together chassis shall not be acceptable due to limited structural strength.

5.05 Chassis shall have front and rear tow hooks.

5.06 Engine compartment cover shall have two raising assist cylinders.

5.07 Rear axle shall be strut type, having a minimum capacity of 7,400 lbs.

5.08 Front axles shall be stub type, each having a minimum capacity of 10,000 lbs.

5.09 For additional ease-of-access and daily cleaning of main broom and conveyor compartment(s), there shall be "Quick-Clean" access panels located on Left Hand and Right Hand sides of chassis; able to be removed/mounted without the use of any tools.

5.11 The automatic lubrication system is for the complete sweeper. Bearing lubrication is automatically delivered to each lube point, through individual nylon lines from a 2 liter reservoir.

The process is controlled by a solid-state timer with 14 settings between 3.5 to 65 minutes.

6.0 CHASSIS ENGINE

6.01 Horsepower rating shall be 74 HP @ 2500 RPM.

6.02 Power rating shall be 74 hp @ 2400 RPM.

6.03 Engine shall have ECU for throttle control and management of after treatment system.

6.04 Engine shall be rubber mounted.

6.05 For greater heat dissipation and lower cost of maintenance, engine shall have individually replaceable wet sleeve cylinder liners.

6.06 Air cleaner shall be dual element safety dry-type.

6.07 Anti-freeze/water mixture shall be rated at -20 degrees.

6.08 Diesel fuel tank shall have a minimum capacity of 35 U.S. gallons.

6.09 For operator safety in the event of engine cutout, steering system shall have a manual override.

6.10.0 An engine shutdown shall be included which protects against damage when either low oil pressure or high coolant temperature conditions occur.

7.0 HYDROSTATIC TRANSMISSION

7.01 Pump shall be variable displacement with separate variable displacement wheel drive motors.

7.02 Power shall be evenly distributed through planetary torque hubs.

7.03 Power shall be transferred from wheel drive motors to planetary torque hubs without side loading.

7.04 Single foot pedal shall automatically produce required torque at a set pressure.

7.05 To prevent the possibility of contamination and the resulting damage to the transmission system, transmission shall be protected by 10 micron filter with cab restriction indicator.

7.06 Single foot pedal shall control both forward and reverse directions.

7.07 Hydrostatic transmission shall be computer controlled to optimize propel system to engine power.

8.0 TIRES AND WHEELS

8.01 Front drive tires shall be tubeless radial tires, 11R22.5 (Load range H) mounted on disc wheels.

8.02 Dual rear tires shall be tubeless radial tires, 215/75 R17.5 (Load range H) mounted on disc wheels.

8.03 Sweeper shall be equipped with rear suspension, providing smooth ride for operation, while reducing chassis fatigue.

8.04 Rear suspension shall be single-sided swingarm type -- design allows for ease of tire accessibility -- utilizing heavy duty twin springcoils with shock absorbers -- for superior dampening of ground input during operation.

9.0 BRAKES

9.01 Service brakes shall be full power, hydraulically applied, twin-caliper disk type.

9.02 For safety, the hydrostatic system shall be equipped with a priority relief valve to enable the sweeper to gradually coast to a stop when the accelerator pedal is released. The CITY OF DODGE CITY has determined that systems that abruptly stop the sweeper by dynamically braking when the accelerator pedal is in the neutral position are potentially dangerous to our operators and following vehicles and will not be accepted.

9.03 For safety, loss of engine power shall not automatically engage brakes.

9.04 For safety, loss of hydraulic power shall not automatically engage brakes.

9.05 For safety, neither brake engagement nor disengagement shall be dependent upon the engine running.

9.06 For safety, neither brake engagement nor disengagement shall be dependent on any electrical circuit.

9.07 To safely provide redundancy, parking brake shall be positively and mechanically applied to drive axle.

9.08 Neither parking brake engagement nor disengagement shall be dependent on any electrical circuit.

10.0 CAB

10.01 To maximize operator visibility, cab glass area shall be not less than 8,500 square inches.

10.02 For safety and maximum operator visibility, doors shall be all glass. The doors should be capable of latching completely sealed and 6" open for flow through ventilation.

10.03 Front windows shall be tinted. Front window area shall be a minimum of 2300 square inches for optimum forward visibility.

10.04 For safety, minimum cab visibility shall be approximately 360 degrees without using mirrors.

10.05 For operator safety, cab doors shall be rear opening (hinged at front).

10.06 Cab interior environment shall be fully conditioned by filtered fresh air heater pressurizer / defroster and air conditioner (A/C) with adjustable vents.

10.08 Sweeper shall include one (1) inside rear view mirror and two (2) outside west coast type mirrors.

10.09 To maximize operator visibility, outside mirrors shall be mounted forward of the cab enclosure.

10.10 For safety during night sweeping, rocker switches shall be internally illuminated so that they can be readily identified without the use of the cab dome light.

10.11 Windshield wiper shall be two speed intermittent with washer.

10.12 Interior of cab shall be lined with acoustical insulation, have automotive type trim, and center console.

10.13 Dash shall be faced with soft molded plastic.

10.14 There shall be a soft textured steering wheel with center horn at the operator position with tilt and telescopic steering wheel for safer operation.

10.15 Sweeper shall have an automatic electronic back-up alarm.

10.16 Sound levels within the cab shall not exceed OSHA standards.

10.17 Cab shall feature opening front opera windows to aid in flow through ventilation.

10.18 Doors and ignition shall be keyed alike.

10.19 Unheated and hand controlled west coast cab mirrors and standard hopper cross view unheated mirrors shall be provided.

10.22 An AM/FM radio with CD player and 2 speakers with two map lights is added to the truck.

10.31 Limb guards to protect both the right and left sides of the sweeper and is used to direct low tree branches up and over the sweeper.

11.0 SIDE BROOM

11.01 Side broom shall be hydraulic, direct drive, vertical digger type mounted on right side.

11.02 To provide flexibility for varying sweeping conditions, broom speed shall be variable, (90 RPM to 160 RPM), by operator from cab while moving independent of sweeping speed.

11.03 Broom down pressure shall be adjustable by operator from the cab while sweeping.

11.04 Side broom shall consist of four (4) replaceable plastic segments, filled with 26" long tempered wire.

11.05 Broom diameter shall be not less than 36", protruding not less than 13" beyond outside of tire while sweeping.

11.09 Electrically operated tilting mechanism allows operator to change inward/outward tip of the right Sidebroom. Angle can be changed from the cab while sweeping. This allows efficient sweeping of irregular surface that could require special manual setting of the broom.

11.10 Electrically operated tilting mechanism allows operator to change inward/outward tip of the left Sidebroom. Angle can be changed from the cab while sweeping. This allows efficient sweeping of irregular surface that could require special manual setting of the broom.

12.0 MAIN BROOM

12.01 Broom shall be hydraulic, direct drive, not less than 35" diameter and not less than 68" long.

12.02 To provide flexibility for varying sweeping conditions, broom speed shall be variable, (80 RPM to 140 RPM), by operator from cab while moving independent of sweeping speed.

12.05 Sweeping path shall be not less than 8 feet wide with one gutter broom activated.

12.06 To protect the broom mechanism, the main broom shall raise automatically when the sweeper is reversed. The broom will return to its sweep position and set down pressure when a forward direction is resumed.

12.12 The standard main broom is replaced with a United Rotary Brush brand brush, paddle type strip broom.

13.0 CONVEYOR

13.01 Conveyor with Chevron style cleats and sipes shall be hydraulically driven and able to load body to 100% of rated useable capacity.

13.02 Conveyor shall be reversible in direction without stopping or reversing any broom.

13.03 Conveyor shall be capable of effectively sweeping debris of varying sizes (from large bulky trash 6" in height to fine sand) without the need to make any adjustments to the conveyor system.

13.04 To reduce wear on all conveyance components, a conveyor belt having molded Chevron style cleats and sipes shall carry, not drag, debris to the hopper.

13.05 To protect the broom mechanism, the main broom shall raise automatically when the sweeper is reversed. The broom will return to its position and down pressure when a forward direction is resumed.

13.07 Cleans lower conveyor roll by diverting fill water, at hydrant pressure, through the conveyor roll area.

14.0 HOPPER

14.01 For safety, the hopper shall be front dumping, allowing an operator to observe the dump target and surrounding area at all times from the cab, without the use of mirrors.

14.02 Hopper shall dump at varying heights ranging from ground level through a height of 9-1/2 feet.

14.03 Hopper shall have a dumping reach of 33 in. forward.

14.04 To extend wear life, tilt arm bearings shall be permanently - lube Teflon impregnated composite.

14.05 Dump cycle shall be not more than 60 seconds.

14.06 Volumetric capacity shall be not less than 3.6 cubic yards, useable capacity not less than 3.5 cubic yards.

15.0 WATER SYSTEM

15.01 Tank capacity shall be not less than 220 U.S. gallons.

15.02 Tank shall be constructed of non-rusting material (polyethylene or 7 gauge type 304 stainless steel).State tank construction ______________________________.

15.03 Pump shall be a 5 chamber diaphragm pump that is self priming and capable of running dry.

15.04 Water fill gauge shall be visible from normal operating position.

15.05 Sweeper shall be equipped with an automatic internal hopper/conveyor flush and wash down system.

15.06 Water fill hose shall be not less than 16'8" in length, equipped with 2-1/2" NST hydrant coupler.

15.07 Storage basket shall be provided for fill hose.

16.0 HYDRAULIC SYSTEM

16.01 Power shall be provided by shaft and gear driven pumps.

16.02 Hydraulic reservoir shall be not less than 33 gallons, baffled and with sight gauge.

16.03 Test ports shall be at staggered height, including individual ports for sweeping functions, hopper functions and propulsion.

16.04 To prevent contamination of the reservoir during the dump cycle, the reservoir vent shall be equipped with 10 micron, spin on filter.

16.05 To prevent the possibility of contamination and the resulting damage to the hydraulic system, suction lines for drive to have 10 micron filter with cab mounted restriction indicator.

16.06 To prevent the possibility of contamination and the resulting damage to the hydraulic system, return lines for drive to have 10 micron filter with cab mounted restriction indicator.

16.07 To prevent contamination of the reservoir when adding hydraulic fluid, all oil added shall pass through a 10 micron filter located within the fill spout.

16.08 To maximize cooling efficiency and permit thorough cleaning, the hydraulic cooler shall be mounted along side the water radiator.

16.09 Cooler shall be protected by a 125 PSI bypass valve.

16.10 To minimize environmental damage caused by leaking hydraulic fittings, all pressure hydraulic fittings shall be flat-face "O" ring or "O" ring boss type.

16.11 All circuits shall have quick-disconnect check ports.

16.12 A warning indicator shall be supplied to warn operator if the hydraulic oil in the reservoir falls below the acceptable level required.

17.0 ELECTRICAL

17.01 Unitized alternator/regulator shall be not less than 120 ampere.

17.02 Battery shall be maintenance free, 12 volt, 180 minimum reserve, 925 CCA.

17.03 For safety, all electrical circuits shall be protected with automatically self-resetting circuit breakers which do not require any action by the operator to reset.

17.04 All lighting shall be D.O.T. approved including combination stop and tail lights, sealed multiple beam headlights, high beam-low beam switch, adjustable side broom spotlights, illuminated gauges and instrument panel, internally illuminated rocker switches, self canceling directional signals, and hazard switch.

17.05 For ease of electrical "trouble shooting", all wiring shall be harnessed, identified by color coded and word coded wires (i.e. "Ignition", "Headlight" etc.)

17.06 All terminals shall be properly crimped and splices ultrasonically welded.

17.07 To prevent deterioration from oxidation all electrical splices shall be fully and completely insulated with heat shrinkable tubing.

17.08 All electrical connections shall be sealed with weatherproof, polarized connectors.

17.09 Electrical system shall have complete plug-in diagnostics that includes fault codes and troubleshooting.

17.21 Sweeper shall be provided with One LED Strobe W/ Guard

18.0 CONTROLS

18.01 All sweeper controls shall be mounted on a central control console with locking ignition for use from either the right or left position. This allows the operator to view all important information from either operating position.

18.02 The controls shall include all sweep, spray water, and lighting functions.

18.03 The controls for sweep, spray water (if equipped with a water system), and lighting functions shall be conventional rocker switches.

18.04 Rocker switches shall be clearly identified by name and international symbol.

18.05 Hydraulic functions shall be controlled by electric rocker switches.

18.06 Hopper dump functions shall be controlled by a single joystick that meets the SAE standard.

Multiple levers shall not be acceptable.

19.0 INSTRUMENTS

19.01 Instrument panel shall be full vision illuminated with tachometer, hour meter, speedometer, odometer, fuel gauge, hydrostatic oil temperature gauge, water temperature gauge, oil pressure gauge, voltmeter gauge, hydraulic filter/drive filter indicator and engine air intake restriction indicator.

19.02 An automatic rear view camera with full color 5.6" LCD monitor shall be provided. Camera shall monitor display the area behind the sweeper whenever the sweeper is moving in reverse. The display shall be selectable to allow continuous rear view at all times. The display shall have an additional camera input to allow future expansion of additional cameras. The camera shall be equipped with infra red lamps to allow night vision.

20.0 PAINT

20.01 All visible exterior metallic surfaces shall be coated prior to assembly with polyester powder coat.

The paint must be a minimum of 2 mils thick. The uses of acrylic enamels and/or polyurethanes are not acceptable.

20.02 Color shall be the manufacture's standard color of "White".

20.03 Vehicle shall have an accent color of Grey on the lower portions of the unit.

21.0 MANUALS

21.01 A sweeper parts manual shall be provided.

21.02 A sweeper operation manual shall be provided.

21.03 A John Deere Powertech operator's manual shall be provided.

21.04 A John Deere Powertech parts manual shall be provided.

21.15 A repair, service and trouble shooting manual shall be provided.

22.0 WARRANTY

22.01 Manufacturer's warranty shall be not less than one (1) year on entire vehicle.

22.02 Bidders submitting literature stating warranties which do not fully comply with warranty requirements of this specification, must submit a letter from the manufacturer certifying warranty compliance as an integral part of their proposal. Failure to comply may cause the proposal to be deemed "non-responsive" and rejected without further review.

23.0 SERVICE AND TRAINING

23.01 Vendors shall have a full parts and service facility within a reasonable distance from the CITY OF DODGE CITY Garage. State location and distance.

23.02 A qualified technician shall provide complete training to CITY OF DODGE CITY personnel at the CITY OF DODGE CITY Garage. Training shall include safety, operation, maintenance and service.

24.0 DELIVERY

24.01 Sweeper shall be delivered F.O.B. CITY OF DODGE CITY in new operating condition.

24.02 Acceptance shall be subject to the inspection and approval of the CITY OF DODGE CITY.

24.03 Bidder shall state delivery time after receipt of order:

25.0 REFERENCES

25.01 Bidder shall state the length of time in service as an authorized dealer for the product being proposed.

25.02 Bidder shall submit the name, address, responsible party and phone number of not less than ten

(10) municipal owners of comparable models(including having an identical debris conveyance system) to that being offered, who have used such models over a ten year span. If none, state so.

26.0 QUALITY

26.01 Sweeper shall be manufactured by a company with a registered quality standard no less than

ISO 9001.

27.0 OPTIONAL ITEMS

27.01 The CITY OF DODGE CITY may choose, at its sole discretion, to add any or all of optional items to this purchase. Bidder shall state the amount to be added to the Bidder's Proposal, should each item be selected. ADDITIONAL COST: $_______________________

28.0 OPTIONAL TRADE-IN

29.0 EXCEPTIONS AND DEVIATIONS

29.01 Bidder shall fully describe every variance, exception and/or deviation. Additional sheets may be used if required.

PROPOSAL

TO: Purchasing Agent Ryan Reid

MSB

100 Chaffin Road Dodge City, Kansas 67801-0880

The undersigned hereby proposes to furnish one, new, current model MECHANICAL STREET SWEEPER meeting the minimum specifications. Items or equipment not complying with the minimum specifications are noted with an explanation as to why the item is proposed instead of that required by the specifications.

It is also understood that the delivery of the complete unit shall be F.O.B. to the MSB.

List all Exceptions

Manuals:

List manuals, parts lists and instructions to be furnished:

PROPOSAL

Mechanical Street Sweeper

As Per Specification

Bid Price

Make __________________ Model ___________________ $________________

Total Bid Complete/Ready for Service $________________________

Name, address and phone of nearest authorized parts and service

Firm:__________________________________________________________

By:____________________________________________________________

Signature:_____________________________________________________

Position:______________________________________________________

Address:_______________________________________________________

Email: ____________________________________________________

Phone: _______________________________________________________

Date: _______________________________________________________

Payment: Provide the Purchasing Agent with an invoice as soon as possible to allow for more rapid payment. Payment will typically be occur between two to three weeks after the invoice is received.

FOR