MINI EXCAVATOR BID.pdf

MINI EXCAVATOR

Bid Number: RFP-2025-FO-106

REQUEST FOR PROPOSALS

ISSUED BY: Jeremy Jaques, Fleet and Equipment Technician

Submit Bids to: Charter Township of Chesterfield Cindy Berry, Clerk

47275 Sugarbush Chesterfield, MI 48047

(586) 949-0400

NOTICE

OFFER TO RECEIVE BID FOR THE

CHARTER TOWNSHIP OF

CHESTERFIELD

MINI EXCAVATOR

BID NO. RFP-2025-FO-106

OVERVIEW

The Charter Township of Chesterfield is soliciting sealed bids from qualified vendors for the purchase of one (1) new Mini Excavator. The make and model used for the basis of this bid is the Cat® Model 305

Excavator – Mini. The Township will consider alternate makes and models that meet or exceed these specifications as acceptable “or equal” submissions. All proposals must include complete technical specifications and supporting documentation to be considered for evaluation.

1. SUBMISSION AND RECEIPT OF BIDS

Sealed bids will be received by the Charter Township of Chesterfield at the office of the Township Clerk, 47275 Sugarbush Road, Chesterfield, Michigan, 48047 until 10:00 a.m. local time Tuesday September 9, 2025. The bids will be publicly opened and read aloud immediately following the 10:00 a.m. deadline.

All questions regarding the bid must be submitted to Jeremy Jaques, via email to facilities@chesterfieldtwp.org by September 2, 2025.

Bids to receive consideration shall be received prior to the specified deadline time. NO LATE BIDS

WILL BE ACCEPTED. Bids are considered received when in the possession of the Chesterfield Township

Clerk’s Office. All bids must be labeled: Mini Excavator. Bids must be sealed when submitted. Bids must be typewritten or printed in ink and legibly prepared. Bids having erasures or corrections thereon may be rejected unless explained or initialed by bidder. Bids shall be mailed or delivered to the Township Clerk’s Office before the stated deadline.

2. ADDITIONAL BID INFORMATION

Unless otherwise specified, the Township reserves the right to accept any item in the bids. Bidders may submit on any item or group of items, provided however, that the unit prices are shown as required. It is the vendor’s responsibility to acquire knowledge of any change, modifications or additions to the bid documents. Any vendor who submits a bid and later claims it had no knowledge of any change, modifications or additions made by the Charter Township of Chesterfield to the bid specifications, shall be bound by the bid, including any changes, modifications or additions made by the Charter Township of Chesterfield to the bid specifications, and that vendor fails to accept the bid award, the Charter Township of Chesterfield may pursue costs and expenses to re-bid the item from that vendor.

The Charter Township of Chesterfield officially distributes bid documents from the Township

Clerk’s Office upon request, on our website chesterfieldtwp.org, or through the BidNet website.

Only those vendors who obtain bid documents from the Township Clerk’s Office, Township website, or through the BidNet website are guaranteed access to receive addendum information, if such information is issued that is not in the original bid documents. Each change or addendum issued in mailto:facilities@chesterfieldtwp.org relation to this bid will be on file in the Township Clerk’s Office. It shall be the bidder’s responsibility to make inquiry as to the changes or addenda issued, unless the addendum is contained in the original bid documents.

3. SPECIFICATIONS

The bidder, if awarded the contract, will be required to furnish the particular item(s) referred to in the specifications or description unless departure or substitution is clearly noted and described in the bid. The Charter Township of Chesterfield reserves the right to determine if equipment/product or service being bid is equal to the specified equipment/product or service requested.

4. ALTERNATE BIDS

Bidders are cautioned that any alternate bid, unless requested by the Township, or any changes, insertions, or omissions to the terms and conditions, specifications, or any other requirements of this bid, may be considered non-responsive and in the opinion of the Township, may result in rejection of the bid. The Township will consider alternate makes and models that meet or exceed these specifications as acceptable “or equal” submissions for this RFP.

5. PRICING

Bid Sheet is detailed in Appendix A. Prices shall be stated in units service specified in the bid document.

In case of a discrepancy in computing the amount of the bid, the unit price bid will govern.

6. QUANTITIES

All quantities stated, unless indicated otherwise, are estimates and the Township reserves the right to increase or decrease the quantity at the unit price bid as best fits it need.

7. DELIVERY

Bids shall include all charges for delivery, packing, crating, etc. General delivery hours are 8:00 AM to 4:00 PM. Monday-Friday.

8. TAXES, TERMS AND CONDITIONS

The Charter Township of Chesterfield is exempt from Federal Excise, State Sales Tax and Personal

Property Tax. The Township’s tax I.D. number is 38-6006891.

9. AWARD

The bid will be awarded to the responsible, responsive bidder whose bid, conforming to this solicitation, will be most advantageous to the Township, with price and other factors considered. The Charter

Township of Chesterfield reserves the right to accept any bid, to reject any or all bids, or waive irregularities in any bid in the best interest of the Township. Township reserves the right to perform a site visit at the bidder’s place of business. Bidders may submit bids on any item or groups of items provided unit prices are clearly shown and a notation is made on the bid document clearly indicating bidder’s intent.

10. CONTRACT & CHANGE ORDERS

Once the Contract is awarded, the prices offered by the successful bidder shall remain firm for the duration of the contract. No different or additional items will become part of this contract with the exception of a change order. No oral statement of any person shall modify or otherwise change, or affect the terms, conditions or specifications stated in the resulting contract.

All change orders to the contract will be in writing and at the discretion and approval of the

Township. No change order will be binding unless signed by an authorized representative of the

Township and Proposer.

11. CONTRACT TERMINATION

The Township reserves the right, upon thirty (30) days written notice, to terminate this contract for failure of vendor to comply with terms and conditions set forth herein. Nonperformance on the part of the vendor shall constitute breach of contract and shall nullify any and all contractual obligations between the seller and the purchaser.

12. WITHDRAWALS OF BIDS

Bids may be withdrawn in person by a bidder, or authorized representative, provided their identity is made known and a receipt is signed for the bid, but only if the withdrawal is made prior to the stated bid deadline. No bid may be withdrawn for at least 90 days after bid opening. In case of error by the bidder in making up a bid, the Township may, by discretion, reject such a bid upon presentation of a letter by the bidder which sets forth the error, the cause thereof and sufficient evidence to substantiate the claim.

13. DEFAULT CONDITIONS

In case of default by the contractor, the Charter Township of Chesterfield may procure the articles or services from other sources and hold the bidder responsible for any excess cost occasioned thereby. In case of error by the bidder relating to a Contract, the Township may, by discretion upon presentation of a written explanation by the bidder substantiating the error, reject the Contract and award to the next qualified bidder. Such error may be subject to default conditions.

14. INFRINGEMENTS AND INDEMNIFICATIONS

The bidder, if awarded a contract, agrees to protect, defend and save the Township and herein, its officials, employees, departments, and agents, harmless against; any demand for payment for the use of any patented material, process, or device that may enter into the manufacture, construction, or from a part of the work covered by either order or contract; and from suits or a charge of every nature and description brought against it for, or on account of, any injuries or damages received or sustained by the parties by or from any of the facts of the contractor, the contractor’s employees, or agents; from all liability claims, demands, judgments and expenses to persons or property occasioned, wholly, or in part, by the acts or omissions of the bidder, contractor, agents or employee.

15. BONDING

Bond is not necessary for this purchase.

16. INVOICING

All invoices shall be sent to:

accountspayable@chesterfieldtwp.org

Chesterfield Township Attn: Accounts Payable, 47275 Sugarbush Road, Chesterfield, MI 48047

17. INSURANCE (REQUIRED FOR WORK ON OR WITHIN TOWNSHIP PROPER/FACILITIES)

• Worker’s Compensations and Related Coverages o State: Statutory o Applicable (e.g. Longshoreman’s): Statutory o Employer’s Liability

▪ Max Limit Each Accident |Max Limit Policy Limit |Max Limit Each Employee mailto:accountspayable@chesterfieldtwp.org

• Contractor’s General Liability o General Aggregate: $1,000,000 o Products – Completed Operations Aggregate: $1,000,000 o Personal and Advertising Injury: $1,000,000 o Each Occurrence (Bodily Injury and Property Damage): $1,000,000 o Property Damage liability insurance will provide Explosion, Collapse, and

Underground coverages where applicable o Excess or Umbrella Liability:

▪ General Aggregate: $2,000,000 |Each Occurrence: $2,000,000 o Fire Damage: $50,000 o Medical Payments: $5,000

• Automobile Liability o Combined Single Limit: $1,000,000

• Contractual Liability o Bodily Injury:

▪ Each Accident: $1,000,000 | Annual Aggregate: $1,000,000 o Property Damage

▪ Each Accident: $1,000,000 | Annual Aggregate: $1,000,000

• Owner’s and Contractor’s Protective Liability Insurance Policy shall include as additional insured all persons/entities listed below o Charter Township of Chesterfield o Chesterfield Township Department of Public Works

• Owner’s and Contractor’s Protective Liability o General Aggregate: $2,000,000 o Each Occurrence: $1,000,000 o Combined Single Limit: $1,000,000

18. GENERAL INFORMATION

The base reference for this bid is the Cat® Model 305 Excavator – Mini with the specified options and or additions. Chesterfield Township will accept "or equal" bids for alternate makes and models, provided they meet or exceed all listed specifications. Bidders must clearly identify any differences and provide justification for equivalency.

Each bid must include complete technical specifications, manufacturer brochures or datasheets, warranty details estimated delivery timeframe, and itemized pricing for base unit and all options. Warranty expectations at minimum should include 12-month full unit warranty.

The Township reserves the right to inspect proposed equipment or request a demonstration prior to award. Model-specific training on the new unit will be required following the award.

The unit proposed shall be a new, unused Mini Excavator. The following specifications describe the minimum required features and capabilities. Bidders must indicate compliance or explain deviations for each item in their technical submittals. Specifications are as follows:

A. General Configuration

• Enclosed Cab with Heat and A/C

• Rear view camera

• Long stick minimum dig depth 12 feet with auxiliary hydraulics

• Hydraulic thumb

• Hydraulic Coupler

• Extra counterweight

• Rubber Tracks

• Work lights on cab front and rear and boom LED if possible

• Straight blade

• Angle blade option and cost

B. Additional Equipment

• Skid Steer attachment adapter

• Bucket 16”

• Bucket 24”

• Bucket 48”

• Flail Mower – HMF110 or equivalent

C. Monitoring

• Remote monitoring

• Email alerts for service due intervals

• Phone alerts for detected faults

19. DELIVERY/INSTALLATION

Provide the timeframe in which the Mini Excavator will be delivered to the DPW @ 52216 Sierra Dr Chesterfield, MI 48047.

20. FIRM PRICE GUARANTEE

N/A

21. WARRANTY COVERAGE

Please list all standard and extended warranty options and cost for each option, attach additional sheets if necessary:

Warranty Type Coverage Details Coverage Period

Cost

22. SERVICE PLAN

Please list any available service plans, attach additional sheets if necessary

Service Plan Coverage Details Cost

23. REFERENCES (Provide three)

Company Contact Person Phone #

1.

2.

3.

24. APPROVAL ACCEPTANCE/ACCEPTANCE OF SPECIFICATIONS

The undersigned herein submits this proposal and agrees to enter into an agreement, if awarded the contract, with the Charter Township of Chesterfield in accordance with the contract documents.

NAME OF BIDDER

BUSINESS ADDRESS OF BIDDER

BUSINESS TELEPHONE NUMBER OF BIDDER

AUTHORIZED SIGNATURE

TITLE OF SIGNER

DATE OF SIGNATURE

EMAIL

Internal Use:

_____ Warranty & Service Plan provided (#21 & #22) Initial

________ References listed (#23) Initial

________ Approval Acceptance and Specifications Completed (#24) Initial

________ Appendix A: Bid Sheet is complete and attached Initial

________ Insurance Provided Initial