City of Butler _ Mini_Ex RFP (10_20_2025).pdf

City of Butler C&S Project No.: B9501.030 Mini-Excavator RFP October 2025

Request for Proposal for Equipment

Mini-Excavator for the City of Butler, Georgia

OWNER: City of Butler

Equipment: Mini-Excavator

Proposal Due: December 4, 2025 at 2:00 PM

The City of Butler, Georgia (the City) is interested in purchasing a Mini Excavator for the purpose of identifying municipal water service lines. The Mini Excavator shall meet all aspects of the included requirements and specifications provided herein.

The City of Butler reserves the right to reject any and all proposals received.

1. Invitation to Submit Proposals

The City of Butler, Georgia will receive sealed proposals for a Mini Excavator until Thursday, December 4th, 2025 at 2:00 PM local time. The City invites vendors to submit proposals responsive to the requirements set forth in this Request for Proposal.

Sealed proposals shall be submitted to: Vicki Wainwright, City Administrator

City of Butler

12 Cedar Street

Butler, Georgia 31006

All proposals must be marked “Mini Excavator RFP”. The envelope containing the proposal must bear on the outside the name and address of the vendor. No proposal may be withdrawn or modified in anyway after the deadline for proposal openings, and no faxed or emailed proposals will be accepted. Proposals received after the scheduled opening time and date will remain unopened and will not be considered.

All questions should be directed in writing to David Windham, Public Works Director at the City of

Butler at dwindham@cityofbutlerga.com before 5:00 P.M. on November 21st, 2025. Answers to all questions will be answered by email not later than 5:00 P.M on November 26th, 2025.

The City of Butler provides equal opportunity for all businesses and does not discriminate against any person or business because of race, color, religion, sex, national origin, or veteran’s status. This policy ensures all segments of the business community have access to supplying goods and services needed by the City of Butler.

Equipment will be funded in part or whole by the Drinking Water State Revolving Fund administered by the Georgia Environmental Finance Authority. For this reason, the Equipment is subject to the

Build America, Buy America (BABA) Act. Build America, Buy America (BABA) Act requirements are included in this proposal as an attachment.

The City of Butler reserves the right to reject any and all proposals received.

2. Minimum Specifications

The following, at a minimum, will be included in the bid price:

- Tier 4 Diesel Engine, 40 – 50 HP

- Operating Weight of at least 11,000 lbs.

- Minimum Digging Depth of 11 ft.

- Falling Object Protective Structure (FOPS)

- Tip-Over Protective Structure (TOPS)

- Roll-Over Protective Structure (ROPS)

- Minimum 12-gallon Hydraulic Tank

- Minimum 17-gallon Fuel Tank

- Zero Tail Swing

- 24” Digging Bucket

- Hydraulic Thumb

- Minimum 15.7” Rubber Tracks

- Hydraulic Attachment Coupler System, Valves, etc.

- Furnish Additional 18” Bucket

- Floating Dozer Blade

- Enclosed Cab w/ Air Conditioning

- Lifetime Frame Warranty

- Standard Warranty of 1 year/2,500 hours

- Delivery to the City of Butler

3. Alternate Items

Vendor may choose to bid and price separately any add-ons for additional warranties, maintenance agreements, maintenance equipment, mechanical, electronic, or hydraulic systems, or other support equipment that may seem beneficial. Vendor shall list and describe any variations or difference from the minimum specifications listed above.

mailto:dwindham@cityofbutlerga.com

4. Addenda

If the City determines that an amendment is required to this RFP, the City representative will post a written addendum on the City Website at www.cityofbutlerga.com and upon posting will be deemed to form part of this RFP. No amendment of any kind to the RFP is effective unless posted in a formal written addendum on the City Website. Upon submitting a Proposal, Proponents will be deemed to have received notice of all addenda that are posted on the City Website.

5. Proposal Requirements

- All proposals shall include vendor’s full specifications and total costs including shipping and any applicable fees

- Vendor shall include service and maintenance schedule of equipment, as well as any vendor-provided service and maintenance options.

- Proposals shall include the cost of the proposed equipment and any accessories or add-ons deemed important by the vendor. These shall all be itemized and listed separately

- Proposals shall include a tentative date for product delivery

- Submittals shall also include references of three (3) previous customers who have purchased similar equipment.

6. Proposals will be evaluated on:

- Conformance to Minimum Specifications listed in this RFP;

- Value added accessories, warranties, or other items in addition to the base equipment

- Cost of the equipment plus accessories, warranties, etc.;

- Date of Delivery;

- References from previous customers.

7. Conflict of Interest

Vendors shall disclose any potential conflicts of interest and existing business relationships they may have with the City. If requested by the City, vendors should provide all pertinent information regarding ownership of their company at the City’s request.

8. Negotiations & Contract Award

The City is under no obligation to accept any Proposal submitted. The City reserves the right in its sole discretion to waive informalities in, or reject any or all proposals, or to accept any Proposal deemed most favorable in the interest of the City or cancel the competition at any time without award. Thereafter, the City may issue a new Invitation Request, sole source, or do nothing.

http://www.cityofbutlerga.com/

Section 4 – Appendices

Appendices