REQUEST FOR BID _ TRACTOR 2026.pdf

INVITATION TO BID

May 12, 2026

The City of Bainbridge will receive sealed bids for one NEW TRACTOR, as described in the attached

Specifications, until Thursday, June 11, 2026, at 11:00 A.M. Eastern Standard Time and will be opened publicly and read aloud.

Bids shall be addressed to the attention of Brenda Strickland, Purchasing Agent, City of Bainbridge, (US Postal

Service) P.O. Box 158 (Zip Code 39818), (Courier Service/Hand Delivered) 1501 Pierce Street (Zip code 39817), Bainbridge, Georgia and plainly marked on the outside of the envelope “SEALED BID FOR TRACTOR”. We will not accept any bid unless it is plainly marked on the outside of the envelope as requested.

Bidders must complete all blanks on the enclosed Bid Form, or the bid may be subject to rejection. No bid will be entertained unless it is prepared upon the City of Bainbridge Bid Form and signed in ink by an official of the company submitting the proposal.

All prices quoted shall be firm for a period of 30 days from bid opening. The City of Bainbridge requires a minimum of 30 days to make payment to successful vendor after receipt of goods. However, a cash discount for early payment will be taken into consideration. If such a discount is available, please note this in your bid proposal.

The City of Bainbridge reserves the right to accept or reject any part of or all bids, and to waive technicalities or formalities in bidding, and the right to negotiate with the low bidder a final contract, and to accept the bid deemed to be in the best interest of the City.

Local Procurement Preference: A local preference of 2% for qualifying Decatur County Businesses will be permitted when evaluating bids for supplies, equipment, materials and personal services that are not a part of a construction project.

We welcome your proposal.

Sincerely, Enclosures: Bid Form (2 pages) Brenda Strickland

Specifications (5 pages) Purchasing Agent

BID FORM

City of Bainbridge, Georgia BID FOR TRACTOR

Please quote lowest price at which you will furnish the item listed below:

Each bidder is required to fill in every blank. Failure to do so can be used as a basis for rejection.

DESCRIPTION TOTAL BID PRICE

One Latest Production 100A Ag Utility Tractor “or approved equal” per attached specifications. $_______________________

ALL DELIVERY CHARGES INCLUDED IN BID PRICE

If awarded bid, a cash discount of ______________ will be allowed on Bid Price if paid within ________________ after the City of Bainbridge is in receipt of goods.

Mfg., Mdl., and Yr. of Tractor Bid: _______________________________________________________________

Equipment of the same make and model has been furnished to: (List three cities or counties and give length of time in service at each location. Include phone number and contact person). If available, list cities and counties in Georgia.

1. ________________________________________________________________________________________

2. ________________________________________________________________________________________

3. ________________________________________________________________________________________

DELIVERY: If awarded bid, the Tractor will be delivered, complete and ready for operation within no more than

________________________ days after the order is placed.

(Be specific, do not estimate)

Bidder shall state warranty period and all conditions of warranty: _____________________________________

The above in accordance with invitation to Bid dated May 12, 2026.

AUTHORIZED SIGNATURE: ____________________________________________________________________

BID FORM

City of Bainbridge, Georgia BID FOR TRACTOR

The undersigned certifies that the Bid Invitation and Specifications have been reviewed; and understands that once the bid opening begins, a bid cannot be withdrawn for modifications. All prices, terms, and conditions will be firm for a period of 30 days from bid opening.

FIRM NAME: _______________________________________________________________________________

ADDRESS: _________________________________________________________________________________

_______________________________________________ ZIP _______________________________

NAME AND TITLE OF PERSON SUBMITTING BID (Please Type or Print Legibly)

TELEPHONE: _______________________________________________________________________________

DATE: _____________________________________________________________________________________

EMAIL: ____________________________________________________________________________________

EVERIFY #: _________________________________________________________________________________

AUTHORIZED SIGNATURE: ____________________________________________________________________

THIS IS NOT A PURCHASE ORDER

City of Bainbridge, Georgia

SPECIFICATIONS: NEW TRACTOR

It is the intent of these specifications to describe a Tractor

The omission of any standard feature described herein shall not void the bidder’s responsibility to furnish a complete and operational Tractor with all standard equipment of the manufacturer’s latest model and design, quality of material, and workmanship. The bidder shall represent by his/her bid that all equipment, standard and optional, to be furnished, shall be new, unused and the same as the manufacturers’ current production model.

The apparent silence of these specifications as to any specific detail or the omission of a detailed description concerning any point, shall be regarded as meaning only the best commercial practice is to prevail and that only equipment, workmanship, and first quality materials are to be used. All interpretations of these specifications shall be made on this basis.

The Tractor as specified and all equipment, standard and optional, shall be assembled, adjusted, installed and ready for use by the City of Bainbridge.

If the equipment offered differs from the provisions contained herein, these differences must be explained in detail.

These specifications are to be used as guidelines. We realize that Tractors are different and vary from one manufacturer to another; and that few brands are exactly the same. Therefore, all bids will be evaluated taking this into consideration. Despite the differences in Tractors offered, however, the City of Bainbridge reserves the right to accept or reject any part of or all bids, and to waive technicalities or formalities in bidding and to accept the bid deemed to be in the best interest of the City, and to purchase the Tractor that best meets this

City’s particular needs.

SPECIFICATIONS: NEW TRACTOR

(Each bidder is required to fill in every blank)

GENERAL INFORMATION

Each bidder must indicate his/her compliance with these specifications by marking “YES” or “NO” in the appropriate column for each paragraph of these specifications, indicating “YES” will mean full compliance;

indicating “NO” will mean an exception is being taken. All exceptions must be fully explained on a separate page, titled “Exceptions” giving reference to the page and paragraph where the exception is being taken. Failure to comply with this requirement can be used as a basis for rejection of bid.

Bidder Complies

Engine: 4 cylinder 3.5-liter FPT “or approved equal” Y N

STATE MAKE AND MODEL ENGINE BID: ______________________________________

Maximum Horsepower Engine Rating: 101 Y N

Engine Displacement: 220 Y N

Tier 4 B/Final Compliant Engine Rating Y N

PTO Horsepower Rating: 85 Y N

Category 2 Rear Lift Y N

20X20 Power Shuttle Transmission Y N

3 Rear Remotes Y N

16.9 GPM Hydraulic Implement Flow Y N

Fuel Tank Capacity: 34.3 gallons Y N

4 Wheel Drive Y N

Cab Machine Y N

Machine Weight: 8000 lbs. Y N

Tractor Speed Rating: 25 mph Y N

Front Wheels: 12.4R24 R1W Y N

Rear Wheels: 18.4R30 R1W Y N

440 lbs. Rear Ballast Weights Y N

Wheelbase: 93” Y N

Wheel Length: 173” Y N

Overall Width: 75” Y N

Operator Station: Rollover Protective Structure, OOS Y N

Gearshift location: Console/floor Y N

Seat: Economy seat with mechanical suspension Y N

SERVICE AND WARRANTY

The vendor shall furnish a manufacturer’s service and warranty policy for 24 months/

2000 hours minimum and shall pay any cost of inspection and adjustment that may be necessary in accordance with warranty Y N

Because the maintenance of this equipment in good operational condition without protracted time out for repairs is very important, it is essential that repair parts and service be adequate and readily available. The parts and service center shall be staffed with full time technical, as well as order and shipping personnel during regular business hours and days. Y N

The bidder shall state name, address, and phone number where a complete stock of repair parts and service facilities are available: ______________________________

Can this center supply overnight technical assistance and parts to the City of Bainbridge

On Site if the city deems it necessary? Y N

DEMONSTRATION

The City of Bainbridge reserves the right to require from the bidder a demonstration of the Tractor and Boom Mower offered in an operational situation within the City of

Bainbridge for inspection before any bid is awarded Y N

LITERATURE

The bidder shall furnish with bid proposal, complete detailed specifications, descriptive literature and pictorial of the Tractor offered Y N

A factory spec sheet of the Tractor shall also accompany the bid

Service Manuals Y N

Parts Books Y N

Operator’s Manual Y N

Certificate of Origin Y N

W9 Form Y N

Signed E-Verify Form Y N

DELIVERY

The Tractor to be F.O.B. Bainbridge. The successful bidder will provide the Tractor in first class operating condition. Acceptance is subject to purchaser’s inspection and approval. Y N

COMPLIANCE

The Tractor shall be equipped with all standard equipment, all standard safety equipment and pollution control equipment as required by State (Georgia) and

Federal Standards. Y N

How long has your firm represented this equipment manufacturer? __________________________________

How long has this manufacturer produced the same equipment as bid? _______________________________

SUBMISSION REQUIREMENTS

The City reserves the right to establish any and all elements of terms of this procurement process. All bids submitted shall be binding upon each bidder’s team if accepted by the City.

BIDS DELIVERED VERBALLY OR BY ELECTRONIC MEANS, SUCH AS FACSIMILE AND EMAIL ARE NOT ALLOWED.

Except for otherwise provided in this bid, the City reserves the right to retain all bid materials regardless of which bidder is selected. All bids and accompanying documents become the property of the City.

REJECTION

The City reserves the right to reject any or all bids, to waive any informalities in bids received, to accept or reject any or all items bid, and to award the contract in whole or in part and/or negotiate any and or all items with individual bidders if it is deemed in the City’s best interest. Moreover, the City reserves the right to make no selection if bids are deemed to be outside the City’s fiscal constraint or not in the best interest of this City.

AWARD

The City reserves the right to award a contract, based on initial offers received from Bidders, without discussion and without conducting further negotiations. Under such circumstances, the acceptance of a proposal by the

City shall be deemed to be an acceptance of an offer such that acceptance will be binding upon both parties. A proposing offer should therefore be based on the most favorable terms available from a price, business requirements and technical standpoint. Contractual commitments are contingent upon the availability of funds, as evidenced by award of contract. Once awarded, the contract will be the final expression of the agreement between the parties and may not be altered, changed, or amended except by mutual agreement, in writing.

EXCEPTIONS TO THE BID

All request information in the bid must be supplied with the bid, and exceptions shall be clearly identified, referencing page numbers and category of bid. The written explanation shall include the scope of the exceptions, the ramifications of the exceptions for the City, and the description of the advantages or disadvantages to the City as a result of such exceptions. The City, at its sole discretion, may reject any exceptions or specifications within this bid.

SILENCE OF SPECIFICATIONS

The apparent silence of these specifications as to any specific detail or omission of a detailed description concerning any point shall be regarded as meaning that only the best commercial practice is to prevail, and that only workmanship of first quality is to be used. All interpretations of these specifications shall be made on this basis.