Equipment_Rental_(Addendum_#2_Revision).pdf

PDF 639 KB Posted Jan 10, 2024

Attached to: Equipment Rental
Solicitation number: 2024-RFB-003-PR
Issued by: Dane County, Wisconsin

About this file

Written by GovTribe AI · Jul 1, 2025

This is a Request for Bid (RFB) #2024-RFB-003-PR issued by Dane County, Wisconsin for equipment rental services. The solicitation seeks to establish a contract for equipment rental from January 1, 2024, through December 31, 2024, with potential renewal options for four additional one-year terms through 2028. The bid covers a wide range of equipment including forklifts, excavators, dozers, light towers, tractors, compactors, rollers, transformers, generators, and various specialized machinery. Vendors are required to submit electronic bids through the county's eProcurement Portal by January 12, 2024, at 2:00 pm, with a deadline for questions on January 8, 2024.

The pricing structure includes daily, weekly, and monthly rental rates, with options for both vendor drop-off/pick-up and county pick-up/drop-off. Vendors must provide pricing for specific equipment categories, including make and model details, and can offer additional discounts on non-listed equipment from their catalogs. The county intends to award multiple vendors to ensure equipment availability and reserves the right to adjust quantities based on actual needs. Local vendors may receive preference, with additional points for businesses based in Dane County, adjacent counties, or Wisconsin. The bid also includes provisions for fuel pricing, future pricing increases, and requirements for insurance, warranties, and compliance with labor and safety standards.

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REQUEST FOR BID

2024-RFB-003-PR

EQUIPMENT RENTAL

County of Dane

City-County Building, Room 425, 53703

Madison, WI 53703

RELEASE DATE: December 11, 2023

DEADLINE FOR QUESTIONS: January 8, 2024

RESPONSE DEADLINE: January 12, 2024, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/countyofdane

County of Dane

REQUEST FOR BID

Equipment Rental

I. Introduction II. Bid Guidelines and Overview

III. Contract Term IV. Bid Specifications V. Pricing Table

VI. Vendor Questionnaire VII. Standard Terms and Conditions

Request For Bid #2024-RFB-003-PR Title: Equipment Rental

1. Introduction

1.1. Summary

The purpose of this document is to provide interested parties with information to enable them to prepare and submit a bid response for Equipment Rental for January 2024 - December 31, 2024.

The County intends to use the results of this process to award a contract(s) or issuance of purchase order for the product(s) and or services(s) stated above.

1.2. Contact Information

Pete Patten

Purchasing Manager

Email: patten.peter@countyofdane.com

Phone: (608) 267-3523

Department:

Purchasing

1.3. Timeline

Desired Bid Release Date December 11, 2023

Vendor Question Submission Deadline January 8, 2024, 4:00pm

Question Response Deadline January 10, 2024, 4:00pm

Proposal Submission Deadline January 12, 2024, 2:00pm mailto:patten.peter@countyofdane.com tel:(608)267-3523

2. Bid Guidelines and Overview

2.1. GENERAL SOLICITATION PROCESS

1. REASONABLE ACCOMMODATIONS

A. The County will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If you need accommodations at a vendor conference or site visit, contact the Purchasing Officer listed or call WI Relay 711 for TDD Services.

2. VENDOR REGISTRATION

A. Interested vendors are required to register at the County's eProcurement Portal. Registration is free and will ensure that you receive notifications of solicitations that match your profile and category codes as well as providing the County with up-to-date company contact information.

B. Once registered, please double check to make sure your vendor information including commodity codes is up-to-date by signing into your account at the County's eProcurement

Portal.

3. CALENDAR OF EVENTS

A. Specific and estimated dates and times of actions related to this solicitation are listed in the timeline in the Introduction Section. The actions with specific dates must be completed as indicated unless otherwise changed by the County. In the event that the County finds it necessary to change any of the specific dates and times in the calendar of events listed below, it will do so by issuing an addendum to this RFP and posting such addendum on the Dane

County eProcurement Portal.

4. CLARIFICATION OF THE SPECIFICATIONS / QUESTIONS

A. All inquiries concerning this solicitation must be submitted via the County's eProcurement

Portal.

B. Questions must be submitted before 4:00 pm on Monday, January 8, 2024.

1. Requests submitted after that time frame will not be considered.

C. Proposers are expected to raise any questions, exceptions, or additions they have concerning the solicitation at this point in the process. If a proposer discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this solicitation, the proposer should immediately notify the contact person of such error and request modification or clarification to the solicitation document.

D. Proposers are prohibited from communicating directly with any employee of Dane County, except as described herein. No County employee or representative other than those individuals https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane listed as County contacts on this solicitation is authorized to provide any information or respond to any question or inquiry concerning this solicitation.

5. ADDENDA & REVISIONS

A. In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this bid, addenda and/or supplements will be posted via the

County's eProcurement Portal. Bidders are responsible to regularly monitor the web site for any such postings. It is recommended to check the eProcurement Portal for addenda prior to submitting a proposal. Bidders must acknowledge the receipt/review of any addenda via the eProcurement Portal.

B. The Purchasing Division has the sole authority for modifications to specifications and/or the solicitation document.

6. INSPECTION OF PREMISES/VENDOR SITE VISIT - when applicable

A. When applicable, bidder’s may inspect site(s) prior to submitting bids to determine all requirements associated with the project by contacting Pete Patten. Failure to do so will in no way relieve the successful bidder from the necessity of providing, without additional cost to the

County, all necessary services that may be required to carry out the intent of the resulting contract.

2.2. BID / PROPOSAL SUBMISSION

Dane County strongly encourages all vendors to submit proposals well in advance of the solicitation deadline. By doing so, if there are any technical difficulties, there is time to attempt to resolve the situation before the deadline. Late bids will not be accepted.

If there are technical difficulties while trying to submit, first, contact OpenGov Support by clicking into the small blue circle on the bottom, right side of your screen while logged into the OpenGov system.

1. SUBMITTAL INSTRUCTIONS

A. Dane County reserves the right to accept any part of this bid deemed to be in the best interest of the County. The County also retains the right to accept or reject any or all bids.

B. Proposals must be submitted via the County's eProcurement Portal before 2:00 pm on Friday, January 12, 2024. Late, faxed, mailed, hand-delivered, or incomplete proposals will be rejected unless otherwise specified. Dane County is not liable for any cost incurred by proposers in replying to this solicitation.

C. To Submit a Proposal:

1. Register at the County's eProcurement Portal at https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane

2. Click on the green "+Subscribe" button on the left side of the screen and proceed to create an account or sign in if an account already exists.

3. Once registered, click on the "draft" button to draft your proposal.

4. Provide company information

5. Complete the entire Vendor Questionnaire

6. Where indicated, upload the required documents.

7. The file upload status can be seen for each document uploaded.

8. Confirm all files have been uploaded

9. Review your work and click on "submit" proposal

10. Acknowledge any addenda

2. MULTIPLE PROPOSALS & ACCEPTANCE

A. Multiple proposals from a vendor will be permissible; however, the proposer must create separate accounts with separate log-in sequences, emails, and passwords on the

County’s eProcurement Portal. Each such proposal must be submitted separately and labeled as

Proposal #1, Proposal #2, etc.

B. Please message procurementsupport@opengov.com with any questions regarding set up.

3. GENERAL INSTRUCTIONS ON SUBMITTING COST PROPOSALS

A. The Cost Proposal section of this solicitation will either be incorporated into the system as a

Pricing Table or as a separate Cost Proposal Attachment that must be downloaded, completed, saved, and uploaded to the Vendor Questionnaire section.

B. On occasion, certain Dane County Highway RFPs may not include a Cost Proposal element to the solicitation.

C. Price(s) quoted shall include all labor, materials, equipment, shipping and other costs and conditions outlined within the bid. Pricing shall remain fixed.

4. RIGHT TO REJECT PROPOSALS & NEGOTIATE CONTRACT TERMS

A. The County reserves the right to accept any part of a submission deemed to be in the best interest of the County and to reject any and all proposals and to negotiate the terms of the contract, including the award amount, with the selected proposer prior to entering into a contract. If contract negotiations cannot be concluded successfully with the highest scoring proposer, the County may negotiate a contract with the next highest scoring proposer.

mailto:procurementsupport@opengov.com

2.3. VENDOR QUESTIONNAIRE DEFINITIONS

1. LOCAL VENDOR PURCHASING PREFERENCE - applicable to RFBs - DOES NOT APPLY TO PUBLIC WORKS

BIDS

A. Under Dane County Ordinance 25.08(11)(c-e), a Locally Based and Owned Vendor, Locally

Operated Vendor, or Non-Locally Operated Vendor may be invited to match the low bid if the low bid is offered by a vendor that is not identified as a Locally Based and Owned Vendor, Locally Operated Vendor, or Non-Locally Operated Vendor according to Dane County Ordinance requirements. Local Vendor Preferences do not apply to bids for sand, gravel, salt, asphalt and concrete.

Locally Based and Owned Vendors:

1. When bids are reviewed, the County will determine if a Locally Based and Owned Vendor responding to the bid is the low bidder. If a Locally Based and Owned Vendor is the low bidder, they will be awarded the bid.

2. If a Locally Based and Owned Vendor is not the low bidder but is within 15% of the low bid, the

County will contact the Locally Based and Owned Vendor and provide that vendor the option of matching the low bid price.

3. If no Locally Based and Owned Vendors are among the responding bidders, or the Locally Based and Owned Vendor declines to match the low bid, then the County will determine if a Locally

Operated Vendor has responded to the bid.

Locally Operated Vendors:

4. If a Locally Operated Vendor is within 10% of the low bid, the County will contact the Locally

Operated Vendor and provide that vendor the option of matching the low bid price.

5. If no Locally Operated Vendors are among the responding bidders, or the Locally Operated

Vendor declines to match the low bid, then the County will determine if a Non-Locally Operated

Vendor has responded to the bid.

Non-Locally Operated Vendors:

6. If a Non-Locally Operated Vendor is within 5% of the low bid, the County will contact the Non-

Locally Operated Vendor and provide that vendor the option of matching the low bid price.

7. If no Non-Locally Operated Vendors are among the responding bidders, or the Non-Locally

Operated Vendor declines to match the low bid, then the County will award the bid to the low bidder without regard to the location of the vendor.

2. LOCAL VENDOR PURCHASING PREFERENCE - applicable to RFPs - DOES NOT APPLY TO PUBLIC WORKS

BIDS

A. Under County ordinances, a Local Vendor is defined as a supplier or provider of equipment, materials, supplies or services that has an established place of business within the County of

Dane. An established place of business means a physical office, plant or other facility. A post office box address does not qualify a vendor as a Local Vendor.

1. County ordinance provides that a local vendor (within Dane County) automatically receive five points toward the evaluation score.

2. County ordinance provides that vendors located within the counties adjacent to Dane County

(Columbia, Dodge, Green, Iowa, Jefferson, Rock, Sauk) automatically receive two points toward the evaluation score.

3. LOCAL CONTENT VENDOR PREFERENCE - generally only applicable to RFBs - DOES NOT APPLY TO

PUBLIC WORKS BIDS

A. Under Dane County Ordinance 25.08(4)(f-j), bidders offering goods made in Dane County, its surrounding counties, or the State of Wisconsin receive a price preference on sealed bid solicitations. Bids are first evaluated to determine if any bidders are offering products that qualify as Dane County-Made Goods, Regionally-Made Goods, or Wisconsin-Made Goods. Local

Vendor Preferences do not apply to bids for sand, gravel, salt, asphalt and concrete.

B. A bidder offering Dane County-Made Goods will be considered the successful bidder if their price is up to 15% higher than the low bid for goods that are not Dane County-Made Goods. If no vendors meet this criteria, then the County will determine if any bidder is offering Regionally-

Made Goods. If so, then such a bidder will be considered successful if their price is up to 12.5% higher than the low bid for goods that are not Regionally-Made Goods. If no vendors meet this criteria, then the County will determine if any bidder is offering Wisconsin-Made Goods. If so, that bidder will be considered successful if their price is up to 10% higher than the low bid for goods that are not Wisconsin-Made Goods. If no vendors are offering Dane County-Made, Regionally-Made, or Wisconsin-Made Goods, then the County will evaluate the low bid without regard to the content of the goods.

4. FAIR LABOR PRACTICES CERTIFICATION

A. Dane County Ord. 25.09 (1) is as follows:

1. (28) BIDDER RESPONSIBILITY. (a) Any bid, application or proposal for any contract with the county, including public works contracts regulated under chapter 40, shall include a certification indicating whether the bidder has been found by the National Labor Relations

Board (NLRB) or the Wisconsin Employment Relations Committee (WERC) to have violated any statute or regulation regarding labor standards or relations within the last seven years.

The purchasing manager shall investigate any such finding and make a recommendation to the committee, which shall determine whether the conduct resulting in the finding affects the bidder’s responsibility to perform the contract.

B. If a company indicates that they have been found by the NLRB or WERC to have such a violation in the Vendor Questionnaire section, a copy of any relevant information regarding such violation with is required to be uploaded with the bid submission.

C. Additional information about the NLRB and WERC can be found using the following links:

www.nlrb.gov and http://werc.wi.gov.

5. COOPERATIVE PURCHASING

https://www.nlrb.gov/ http://werc.wi.gov/

A. Participating in cooperative purchasing gives vendors the opportunity for additional sales without additional bidding. Municipalities and state agencies use cooperative purchasing to expedite purchases. A “municipality” is defined as any county, city, village, town, school district, board of school directors, sewer district, drainage district, vocational, technical and adult education district, or any other public body having authority to award public contracts (s.

16.70(8), Wis. Stats.). Federally recognized Indian tribes and bands in this state may participate in cooperative purchasing with the state or any municipality under ss. 66.0301(1) and (20, Wis.

Stats.

B. In the Vendor Questionnaire section, you will have the opportunity to participate in allowing municipalities and state agencies to piggyback this bid. Participation is not mandatory. A vendor’s decision on participating in this service has no effect on awarding the bid.

C. Dane County is not a party to these purchases or any dispute arising from these purchases and is not liable for delivery or payment of any of these purchases.

6. DESIGNATION OF CONFIDENTIAL & PROPRIETY INFORMATION - generally only applicable to RFPs

A. All restrictions on the use of data contained within a proposal and all confidential information must be clearly stated on the Vendor Information Attachment under the “Designation of

Confidential and Proprietary Information” section.

B. Proprietary information submitted in a proposal, or in response to the RFP, will be handled in accordance with the applicable Wisconsin State Statute(s).

C. Submitted pricing will always become public information when proposals are opened and therefore cannot be designated as confidential.

D. Other information cannot be kept confidential unless it is a trade secret. Trade secret is defined in Sect. 134(80)(1)(c) Wis. State Statutes, as follows: "Trade secret" means information, including a formula, pattern, compilation, program, device, method technique or process to which all of the following apply:

1. The information derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons who can obtain economic value from its disclosure or use.

2. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.

E. To the extent permitted by law, it is the intention of Dane County to withhold the contents of the proposal from public view until such times as competitive or bargaining reasons no longer require non-disclosure, in the opinion of Dane County. At that time, all proposals will be available for review in accordance with the Wisconsin Open Records Law.

F. In the event the Designation of Confidentiality of this information is challenged, is required to provide legal counsel or other necessary assistance to defend the Designation of Confidentiality.

G. Failure to designate confidential and proprietary information within the Designation of

Confidential and Proprietary Information section of the Vendor Information Attachment may mean that all information provided as part of the proposal response will be open to examination or copying. The County considers other markings of confidential in the proposal document to be insufficient. The undersigned agrees to hold the County harmless for any damages arising out of the release of any material unless they are specifically identified within the Designation of

Confidential and Proprietary Information section of the Vendor Information Attachment.

2.4. EVALUATION

1. PRELIMINARY EVALUATION

A. The proposals will first be reviewed to determine if all applicable requirements are met. Failure to meet mandatory requirements may result in the proposal being rejected. In the event that all vendors do not meet one or more of the mandatory requirements, the County reserves the right to continue the evaluation of the proposals and to select the proposal which most closely meets the requirements specified in the solicitation.

2. PROPOSAL SCORING - applicable to RFPs

A. Accepted proposals will be reviewed by an evaluation team and scored against the stated criteria in the evaluation section of the RFP posting. This scoring will determine the ranking of vendors based upon their written proposals. If the team determines that it is in the best interest of the County to require a Phase 2 Evaluation which may include oral presentations, the highest-ranking vendors will be invited to make such presentations. Those vendors that participate in the interview process will then be scored, and the final ranking will be made based upon those scores.RFP Cost Proposal's will be scored using a standard quantitative calculation where the most cost criteria points will be awarded to the proposal with the lowest cost.

3. ORAL PRESENTATIONS/INTERVIEW - applicable to RFPs

A. Top ranked selected proposers may be required to make oral interview presentations and/or site visits to supplement their proposals, if requested by the County. The County will make every reasonable attempt to schedule each presentation at a time and location that is agreeable to the proposer. Failure of a proposer to conduct a presentation to the County on the date scheduled may result in rejection of the vendor’s proposal.

2.5. AWARD

1. RFB AWARD

A. The County will award the bid to the most responsive and responsible bidder whose bid is most advantageous to the County. In determining the most advantageous bid, the County may consider criteria such as, but not limited to, cost, bidder’s past performance and/or service reputation, and service capability, quality of the bidder’s staff or services, customer satisfaction, references, the extent to which the bidder’s staff or services meet the County’s needs, bidder’s past relationship with the County, total long term cost to the County, fleet continuity and any other relevant criteria listed in this solicitation.

B. A resulting award and any part thereof shall not be subcontracted or assigned to another

Contractor without prior written permission of the County. The Contractor shall be directly responsible for any Subcontractor’s performance and work quality when used by the Contractor to carry out the scope of the job. Subcontractors must abide by all terms and conditions under this Contract.

2. RFP AWARD

A. An RFP award will typically be granted in one of two ways.

1. The award may be granted to the highest scoring responsive and responsible proposer.

2. Alternatively, the highest scoring proposer or proposers may be requested to submit final and best offers. If final and best offers are requested, they will be evaluated against the stated criteria, scored and ranked. The award will then be granted to the highest scoring proposer.

B. A resulting award and any part thereof shall not be subcontracted or assigned to another

3. PAYMENT TERMS AND INVOICING

A. Unless otherwise agreed upon in writing, Dane County will pay properly submitted vendor invoices within thirty (30) days of receipt of goods or services. Payment will not be made until goods or services are delivered, installed (if required), and accepted as specified. Invoices presented for payment shall be submitted to via email to the Department Invoice Email

Address shown on the Bill To section of the PO issued. The Dane County purchase order number must be noted on the submitted invoice.

B. Other incidental or standard industry charges not identified herein, are not allowed under this contract. Miscellaneous service charges used to help the Contractor pay various fluctuating current and future costs are not allowed. These charges include, but are not limited to, costs directly or indirectly related to the environment, energy issues, fuel charges, service and delivery of goods and services.

4. NOTIFICATION OF INTENT TO AWARD

A. Upon finalizing the award, a notification email may be sent via the OpenGov system showing the awarded vendor(s).

B. As a courtesy, the County may send a Notice of Intent letter to responding vendors at the time of the award. - applicable to RFPs

C. Written notice of award to a vendor in the form of a purchase order or other document, mailed or emailed to the address shown on the bid will be considered sufficient notice of acceptance of bid.

5. CERTIFICATE OF INSURANCE

A. The successful vendor is required to submit to Dane County a Certificate of Insurance prior to performing any work under this contract. The certificate is required prior to issuance of purchase order. See Section 22.0 Insurance Responsibility in the Standard Terms & Conditions.

B. Please contact your insurance representative to issue an Additional Insured Endorsement naming County of Dane, a municipal corporation, its boards, commissions, agencies, officers, employees and representatives listed as an ADDITIONAL INSURED on the General Liability policy.

C. Indicate mailing address as:

o County of Dane

Risk Management

City County Building Room 425

210 Martin Luther King Jr., Blvd.

Madison, WI 53703

D. Please inform your insurance representative that you have agreed to provide us with 30 Days written notice in the event of cancellation for any reason before the expiration date of your policy or policies.

E. Call 608-266-4965 with any questions.

6. PERMITS & LICENSES

A. The Contractor selected under this bid shall be required to obtain the necessary permits and licenses prior to performing any work under this contract. The Contractor will be required to demonstrate valid possession of appropriate required licenses and will keep them in effect for the term of this contract.

B. Contractor must be financially responsible for obtaining all required permits and licenses to comply with pertinent regulations, municipal, county, State of Wisconsin and Federal laws, and shall assume liability for all applicable taxes.

7. SATISFACTORY WORK

A. Any work found to be in any way defective or unsatisfactory shall be corrected by the

Contractor at its own expense at the order of the County. The County also reserves the right to contract out services not satisfactorily completed and to purchase substitute services elsewhere. The County reserves the right to charge the vendor with any or all costs incurred or retain/deduct the amount of such costs incurred from any monies due or which may become due under this contract.

8. GOVERNMENT STANDARDS

A. All materials, equipment, and supplies provided to the County must fully comply with all safety requirements as set forth by the Wisconsin Department of Commerce and all applicable OSHA

Standards. Bidders shall comply with all local, state and federal regulations, directives and laws.

9. DANE COUNTY SUSTAINABILITY PRINCIPLES

A. On October 18, 2012, the Dane County Board of Supervisors adopted Resolution 103, 2012-2013 establishing the following sustainability principles for the county:

o Reduce and eventually eliminate Dane County government’s contribution to fossil fuel dependence and to wasteful use of scarce metals and minerals;

o Reduce and eventually eliminate Dane County government’s contribution to dependence upon persistent chemicals and wasteful use of synthetic substances;

o Reduce and eventually eliminate Dane County government’s contribution to encroachment upon nature and harm to life-sustaining ecosystems (e.g., land, water, wildlife, forest, soil, ecosystems); and o Reduce and eventually eliminate Dane County government’s contribution to conditions that undermine people’s ability to meet their basic human needs.

2.6. CONTRACTING

1. CONTRACT/PROJECT ADMINISTRATION

A. The County department(s) utilizing the service will be responsible for drafting, coordinating, monitoring and administering the resulting service contract/purchase order. The department shall be responsible for notifying the awarded vendor about contract renewals or extensions.

Any modifications or additions to the contract(s)/purchase order(s) shall be communicated by the department to the Purchasing Division.

2. CONTRACT ASSIGNMENT - SUBCONTRACTORS

A. A resulting contract and any part thereof shall not be subcontracted or assigned to another

Contractor without prior written permission of the County. The Contractor shall be directly responsible for any subcontractor's performance and work quality when used by the Contractor to carry out the scope of the job. Subcontractors must abide by all terms and conditions under this Contract.

3. CONTRACT ADDITIONS

A. The County reserves the right to add new items and locations at a price conforming to other like items on the contract. The procedure for such additions shall be as follows:

1. The County Purchasing Officer will contact the vendor requesting pricing for the item(s) to be added.

2. The vendor, within three working days, should respond in writing and include the bid number, contract period and the price for each item or service to be provided.

3. Upon receipt, the County shall issue a Change Order adding the service or product(s) to the

Contract or Purchase Order.

B. The County reserves the right to accept or reject prices and obtain bids on the open market for these add ons.

C. When applicable, Contractor may be required to sign a Dane County Contract.

4. CONTRACT TERMINATION

A. If for any reason the successful contractor fails to fulfill the requirements of the contract for providing the specified services, the County shall have the right to cancel the contract at any time and negotiate for the services with another contractor.

5. CONTRACT PAYMENT TERMS & INVOICING

Address shown on the Bill To section of the PO issued. The Dane County purchase order number must be noted on the submitted invoice.

3. Contract Term

The contract shall be effective on the date indicated on the Dane County Purchase Order or the Dane

County Contract execution date.

If applicable, any optional or renewal terms are not automatic extensions. Renewal terms must be agreed upon mutually by Dane County and Contractor.

Anticipated Contract Terms

Term 1 - January 1, 2024 - December 31, 2024

Term 2 - January 1, 2025 - December 31, 2025 (if applicable and renewed)

Term 3 - January 1, 2026 - December 31, 2026 (if applicable and renewed)

Term 4 - January 1, 2027 - December 31, 2027 (if applicable and renewed)

Term 5 - January 1, 2028 - December 31, 2028 (if applicable and renewed)

4. Bid Specifications

Dane County as represented by the Purchasing Division will accept bids for the purchase of specified item(s) as described within this document.

The specifications below describe an acceptable product. Minor variations in specification may be accepted if, in the opinion of County staff, they do not adversely affect the quality, maintenance or performance of the item(s). Dane County reserves the right to accept or reject any and all bids, to waive informalities and to choose the bid that best meets the specifications and needs of the County.

Specification Compliance:

1. Bidder shall review every numbered specification listed within this section.

2. Any deviation from the minimum specifications stated herein must be identified in detail in the Bid

Spec Deviations section of the Vendor Questionnaire and must include a description of how the proposed item(s) differ from the bid specification requirements, along with detailed justification for such deviation.

3. Bidder shall include photos and schematics as necessary, for complete clarification. If additional documents are needed to explain and illustrate deviations, upload that file to the Supplemental

Documents section of the Vendor Questionnaire.

4.1. Specification Deviations

A. There are equipment specific specifications listed below - not all items on the pricing list have specific specs but when there are, it's the responsibility of the bidder to know and understand the specifications.

B. Deviations - On the Vendor Questionnaire in Section 4.0 Bid Specifications, list any specification deviations. - include #, Category Name, deviation and explanation of deviation.

C. On the pricing table in the Deviations Column, write in "YES" for any equipment containing deviations.

4.2. Service Level Expectations

A. Any equipment rented shall be guaranteed to be fully functional and capable of performing the task(s) it was designed to perform under the manufacturer’s guidelines.

B. All safety equipment/attachments shall be in place and functioning per the manufacturer’s design.

C. Any equipment not functioning properly (or becoming non-functional) will be picked up and replaced by the supplier at no additional charge during the rental period.

D. Equipment that needs to be replaced will be provided within 4 hours of the call for service. If the equipment cannot be replaced within 4 hours, the rental day is free.

E. Routine repairs (not caused by misuse of the equipment) shall be provided at no additional cost.

F. At the time Dane County takes possession of the equipment, the supplier shall provide information regarding current condition and any visual, pre-existing damage to the equipment and confirm that equipment requiring fuel contains a full tank of fuel.

G. For all equipment requiring fuel to operate, the Supplier will fill the fuel tank completely full prior to Dane County taking possession of that equipment.

H. The supplier and Dane County will review the equipment condition at point of delivery as well as at the point of return.

I. From receipt of order to delivery or pickup, Supplier shall provide a maximum turnaround time of 2 business days. If a supplier is unable to meeting the turnaround time, Dane County reserves the right to cancel the order/request and obtain equipment from the next lowest cost supplier able to provide equipment.

J. In urgent or emergency situations, if a supplier is unable to provide equipment to Dane County in the timeframe in which it's needed by, Dane County reserves the right to cancel the order/request and obtain equipment from the next lowest cost supplier able to provide equipment within the timeframe needed.

4.3. Pricing

A. Pricing listed in the Price Proposal section of this bid shall include any/all transportation charges, environmental charges, or other surcharges associated with renting equipment.

B. It shall be noted if particular equipment listed within this bid is not available at all branch locations.

C. Mileage shall not be charged if the supplier needs to travel to another branch location to pick up a piece of equipment.

D. The pre-printed terms on the reverse side of each Rental Agreement/Delivery Ticket shall govern the rental transaction only to the extent they are not in addition to, or in conflict of, the terms of the Master Agreement, which shall govern all transactions between the parties.

E. Pricing must be held firm for the entire duration of each term.

F. Pricing includes a Vendor Drop Off and Pick Up (Vendor Drop/Pick Up) and County Pick Up and

Drop Off option for each Rate. Both options must be filled out.

G. There are 4 rates on the pricing spreadsheet:

1. Daily Rate

2. 1 Week Rate

3. 4 Week Rate

4. April – October Rate (Highway Construction Season)

H. On the pricing table, make sure to include the Make and Model for each piece of equipment.

4.4. Supplier's Catalog/Product List

A. Each supplier must provide a catalog/product list with pricing for each item. The % discount submitted in the Pricing Section shall apply to all non-listed, related items from the supplier's catalog/product list pricing.

4.5. Invoicing

A. An invoice shall be issued and emailed to the Dane County invoice email address found on the

Bill To section of each Dane County purchase order issued for each department The invoicing format shall be subject to change at any time as subsequently requested by Dane County.

B. All invoices shall comply with the pricing and markups established by this specification and bid and/or Dane County contract.

C. All invoices must be itemized and contain the following information at minimum:

1. Supplier's Name

2. Remit To Address

3. Dane County Purchase Order Number

4. Time period of the services invoiced

5. Description of service provided

6. Price per the bid/contract, itemized so that the service and cost can be readily identified as being a part of this bid/contract.

D. Only properly submitted invoices will be processed for payment. Any invoice failing to comply with these provisions may be returned for correction and reissue. The Net 30 terms will begin upon equipment being returned. The Net 30 terms will begin upon receiving a corrected invoice.

E. Dane County shall not be responsible for paying any general charges, including but not limited to ‘sundries’, ‘miscellaneous parts charge’ or transportation, fuel, or other surcharges.

4.6. Bid Award

A. Dane County intends to award multiple vendors in order to ensure equipment availability to

County Departments.

B. The bid award

C. Equipment and pricing shall apply to any Dane County Department that needs to rent equipment.

4.7. Price List # 47/48 - 19,000 lb. Excavator w/ bucket

A. 19,000 lb machine or compatible size.

B. Bucket size to be determined.

C. With quick attach.

D. Aux. hydraulics to run a compactor.

E. Dane County Highway would pick-up equipment

4.8. Price List # 49/50 - 70,000 lb. Excavator w/ bucket

A. 70,000 lb machine or comparable size

B. 54” bucket with paddle teeth

C. W/ Quick attach

D. Dane County Highway would pick-up equipment.

4.9. Price List # 51/52 - 80,000 lb. Excavator w/bucket

A. 80,0000LB. Or compatible size

B. 54" Bucket with Paddle Teeth

C. W/ Quick attach

D. Dane County Highway would pick-up equipment.

4.10. Price List # 53/54 - Truck Mounted Hydro Excavator

A. 6" Suction system

B. 650 - 700 gal spoil tank

C. Hydraulic boom

D. Single axle vehicle

E. Dane County Highway would pick-up equipment.

4.11. Price List # 55/56 - 32,000 lb. Dozer

A. 32,000 lb machine or compatible size.

B. 6 way blade

C. LGP Series

D. Enclosed cab

E. Dane County Highway would pick-up equipment.

4.12. Price List # 57/58 - 52,000 lb. Dozer

A. 52,000 lb machine or compatible size

B. 6 way blade

C. LGP Series

D. Dane County Highway would pick-up equipment.

4.13. Price List # 59/60 - 10,000 lb. Compact Track Loader w/bucket

A. 10,000 Lb. machine or compatible size

B. 75Hp. Or compatible size engine

C. Hydraulic Quick coupler

D. Bucket size and type to be determined.

E. Dane County Highway would pick-up equipment.

4.14. Price List # 61/62 - Hydraulic Vac Trailer

A. Min. 1000 CFM

B. Hydraulic arm for suction hose

C. 800 gal tank

D. 4” suction

E. Dane County Highway would pick-up equipment.

4.15. Price List # 63/64 - 66" Single Drum Sheep Foot Compactor

A. 16,000lbs machine or compatible size

B. 100 Hp or compatible

C. Dane County Highway would pick-up equipment.

4.16. Price List # 65/66 - 66" Smooth Drum Roller

A. Single smooth drum

B. 66” Drum

C. Dane County Highway would pick-up equipment.

4.17. Price List # 67/68 - 84" Smooth Drum Roller

A. Single smooth drum

B. 84” Drum

C. Dane County Highway would pick-up equipment.

4.18. Price List # 69-74 - Utility Rollers - Double Steel Drum

A. 39" compaction width, 24.6 HP, water tank

B. 47" compaction width, 24.6 HP, water tank

C. 51" compaction width, 48.2 HP, water tank

4.19. Price List # 75/76 - Concrete Walk-Behind Saw

A. Self Propelled

B. Minimum 36" Blade

C. Diesel Powered

D. Minimum 60 HP

E. Dane County Highway would pick-up equipment.

4.20. Price List # 77/78 - Portable Light Tower

A. Minimum 4,000W

B. Towable

C. Diesel Power W/ Generator Capability

D. Power Lift Mast

E. LED Lights

F. Dane County Highway would pick-up equipment.

4.21. Price List # 79/80 - John Deere Tractor with Side Boom-Mulching Head

A. John Deere Cab Tractor - 6145M (minimum)

B. Tiger "Bengal" Series 25 foot reach boom mower

C. Tiger 36" minimum mulching head

4.22. Price List # 81/82 - John Deere Tractor with Side Boom Mower

A. John Deere Cab Tractor - 6145M (minimum)

B. Tiger "Bengal" Series 25 foot reach boom mower

C. Tiger 60" Rotary Head with 2 Blades

4.23. Price List # 83/84 - Trailer Mounted - Hydro Seeder - 600 gallon tank

A. Finn - T60T or equivalent

B. 23.5 HP engine or equivalent

C. 8.2 gallon fuel tank or equivalent

D. 600 gallons liquid - 500 gallons working capacity

E. Trailer mounted

5. Pricing Table

Pricing shall be inclusive of all labor, delivery costs and other expenses necessary to provide product in accordance with the specifications and terms and conditions of this bid document and your proposal.

EQUIPMENT RENTAL PRICING

NOTE: Please fill in the Make/Model, Daily Rate, 1 Week Rate, 4 Week Rate and April-Oct Rate Columns.

The system will require the Daily Rate column to be filled in - if you cannot provide the equipment and a daily rate, please type in $0.

Line Item Description Pick Up /

Drop Off Make /

Model Daily Rate

1 Week

Rate ($) 4 Week

Rate ($) April - Oct

Rate ($) No Bid Deviations

1 5,000 LB

Forklift -with pneumatic tires, propane with tank or gasoline.

VENDOR N/A

2 5,000 LB

Forklift -with pneumatic tires, propane with tank or gasoline.

COUNTY N/A

3 6,000 LB

Forklift -with pneumatic tires, quad mast, propane with tank or gasoline

VENDOR N/A

4 6,000 LB

Forklift -with pneumatic tires, quad mast, propane with tank or gasoline

COUNTY N/A

5 15,000 LB

Forklift -w/

8' tines with propane and tank or gasoline

VENDOR N/A

Line Item Description Pick Up /

Drop Off Make /

Model Daily Rate

1 Week

Rate ($) 4 Week

Rate ($) April - Oct

Rate ($) No Bid Deviations

6 15,000 LB

Forklift -w/

8' tines with propane and tank or gasoline

COUNTY N/A

7 Forklift -

Long Tine

Attachment

VENDOR N/A

8 Forklift -

Long Tine

Attachment

COUNTY N/A

9 Tennant T20

Floor

Scrubber -

Ride On

VENDOR N/A

10 Tennant T20

Floor

Scrubber -

Ride On

COUNTY N/A

11 Tennant

M20 Floor

Scrubber -

Ride On

VENDOR N/A

12 Tennant

M20 Floor

Scrubber -

Ride On

COUNTY N/A

13 30’ - 33’

Electric

Scissor Lift

VENDOR N/A

14 30’ - 33’

Electric

Scissor Lift

COUNTY N/A

15 30'

Articulated

Electric

Manlift

VENDOR N/A

16 30'

Articulated

Electric

Manlift

COUNTY N/A

Make /

Model Daily Rate

1 Week

Rate ($) 4 Week

Rate ($) April - Oct

Rate ($) No Bid Deviations

17 40' Manlift w/ jib

VENDOR N/A

18 40' Manlift w/ jib

COUNTY N/A

19 60' Manlift w/ jib

VENDOR N/A

20 60' Manlift w/ jib

COUNTY N/A

21 80' Manlift w/ jib

VENDOR N/A

22 80' Manlift w/ jib

COUNTY N/A

23 120' Manlift w/ jib

VENDOR N/A

24 120' Manlift w/ jib

COUNTY N/A

25 135' Manlift w/ jib

VENDOR N/A

26 135' Manlift w/ jib

COUNTY N/A

27 45 kVA

Transformer

-with all cables and other necessary components.

VENDOR N/A

28 45 kVA

Transformer

-with all cables and other necessary components.

Make /

Model Daily Rate

1 Week

Rate ($) 4 Week

Rate ($) April - Oct

Rate ($) No Bid Deviations

29 75 kVA 480-

280V

Transformer

-with all cables and other necessary components.

VENDOR N/A

30 75 kVA 480-

280V

Transformer

-with all cables and other necessary components.

COUNTY N/A

31 150 kVA

480-280V

Transformer

-with all cables and other necessary components.

VENDOR N/A

32 150 kVA

480-280V

Transformer

-with all cables and other necessary components.

COUNTY N/A

33 225 kVA

Transformer

-with all cables and other necessary components.

VENDOR N/A

34 225 kVA

Transformer

-with all cables and other necessary components.

Make /

Model Daily Rate

1 Week

Rate ($) 4 Week

Rate ($) April - Oct

Rate ($) No Bid Deviations

35 150 kW

Diesel

Generator

VENDOR N/A

36 150 kW

Diesel

Generator

COUNTY N/A

37 175 kW

Diesel

Generator

VENDOR N/A

38 175 kW

Diesel

Generator

COUNTY N/A

39 250 kW

Diesel

Generator

VENDOR N/A

40 250 kW

Diesel

Generator

COUNTY N/A

41 4,000W

Narrow

Horizontal

Light Tower

(non-LED)

VENDOR N/A

42 4,000W

Narrow

Horizontal

Light Tower

(non-LED)

COUNTY N/A

43 Highway

Message

Boards

VENDOR

44 Highway

Message

Boards

COUNTY

45 11,000 lb.

Mini

Excavator

VENDOR

46 11,000 lb.

Mini

Excavator

COUNTY

Make /

Model Daily Rate

1 Week

Rate ($) 4 Week

Rate ($) April - Oct

Rate ($) No Bid Deviations

47 19,000 lb.