RFP 2025-0327-001 AWD Motor Grader.pdf

REQUESTS FOR PROPOSALS

RFP 2025-0327-001 AWD Motor Grader

The Board of County Commissioners will receive sealed proposals for Two (2), All Wheel Drive

Motor Graders with Rear Ripper-Scarifier, until 4:00 p.m. MST, Wednesday, March 26, 2025 at the office of the County Commissioners, 218 West Kiowa Ave, Fort Morgan, Colorado. All responses will be publicly opened and read aloud 9:00 a.m. MST, Thursday, March 27, 2025. Location of proposal openings will be at 218 West Kiowa Ave, Fort Morgan, Colorado. Vendors and/or public will be able to view RFP opening via a Zoom meeting. Details will be posted on the county website at:

https://morgancounty.colorado.gov/bids-and-proposals.

The RFP is on file in the office of Administrative Services Department at 218 West Kiowa Avenue, Fort Morgan, CO and also on the Morgan County Website at https://morgancounty.colorado.gov

All Proposals can be submitted as follows:

Email – Proposals may be emailed to: bccadmin@co.morgan.co.us. Emailed proposals must include the following statement on the email: “I hereby waive my right to a sealed proposal”. An email confirmation will be sent when the County receives the proposal within 24 hours of normal business hours.

Hand delivery - Two (2) copies of the proposal may be hand delivered to the Office of the Board of

County Commissioners, 218 W. Kiowa Ave. Fort Morgan, CO 80701.

Mail - All proposals must be clearly marked on the envelope RFP 2025-0327-001.

Please address as follows:

Morgan County Attn: Mindi Cloyd, Administrative Services Manager 218 W Kiowa Ave Fort Morgan, CO 80701

Mindi Cloyd Mindi Cloyd Administrative Services Manager Morgan County, Colorado https://morgancounty.colorado.gov/bids-and-proposals mailto:bccadmin@co.morgan.co.us

TABLE OF CONTENTS

PROPOSAL INFORMATION

Requests for Proposal Page 1 Table of Contents Page 2 General Instructions to Responders Page 3

WORK DOCUMENTS

Proposal Requirements Page 5 Product Specifications and Options Page 7 Reply Form Page 10

Complete response packet contains 11 pages of documents

GENERAL INSTRUCTIONS TO RESPONDERS

1. A “proposal” is a responsive, conforming, unconditional, complete, legible, and properly executed offer by a responder to provide the product specified in the Request for Proposal (RFP) for the compensation specified.

2. Responses shall be clearly marked with the RFP 2025-0327-001, Company Name, contact person, mailing address, telephone number of the responder, and contact email address.

3. It shall be the responsibility of the responder to ensure that the response is in proper form and in the County’s possession by or before the time and date designated in the RFP.

Responses will not be accepted after the designated time and date. Any response received late will be returned to the responder unopened, if possible.

4. If a mistake is made or discovered during or after the County’s review of responses, the County reserves the right to determine which party made the mistake and whether the mistake is material and, after these determinations, the County, in its sole reasonable discretion, shall decide whether to accept or reject the proposal. No advantage shall be taken by any party of manifest clerical errors or omissions in any proposal. Responders shall notify the County immediately of any errors or omissions that are encountered.

5. Any item which does not meet all of the terms, conditions, or specifications of this package must be clearly indicated on the exceptions section of the Proposal Reply Form or on a separate sheet of paper and returned with the proposal.

6. The County shall not reimburse any responder for any cost incurred in preparing a proposal or attending equipment demonstrations, inspections, pre-proposal conferences, or interviews.

7. Any amplification, clarification, explanation, interpretation, or correction of a response shall be made only by written addendum, and a copy of the addendum shall be mailed or delivered to each person receiving a RFP. The County is not responsible for any amplification, clarification, explanation, or interpretation or correction of a proposal not contained in written addenda.

8. The County reserves the right to determine, in its sole reasonable discretion, whether any proposal meets the needs or purposes intended and is within the approved budget. The County does not base its award on prices alone. Also to be considered are: quality of product; past experience with the responder or any subcontractors, consultants, products or suppliers; qualifications of the responder and/or subcontractors or suppliers; services offered; warranties; maintenance considerations; long-range costs; delivery; and similar conditions.

9. The final award shall be made by the Board of County Commissioners in the best interests of Morgan County. Morgan County may grant a 5% preference to local businesses.

A local business shall be a business which maintains a physical place of business in Morgan County.

10. The County reserves the right to conduct such investigations as it deems necessary to assist in the evaluation of any proposal to establish the experience, responsibility, reliability, references, reputation, qualifications, or financial ability of any responder, manufacturer or supplier. The purpose of such investigation is to satisfy the County that the responder has the ability to supply the specified product and to perform the necessary warranty and product support in accordance with the RFP in the prescribed manner and time.

11. The County reserves the right, if it deems such action to be in its best interests, to reject any and all responses or to waive any irregularities or informalities therein. Any incomplete, false, or misleading information provided by any responder shall be grounds for rejection of the proposal. If proposals are rejected, the County further reserves the right to investigate and accept the next best proposal in order of ranking, or to reject all proposals and re-solicit for additional proposals.

12. No proposal shall include federal excise taxes or state or local sales or use taxes.

13. Each proposal shall include a statement of standard warranty of the manufacturer.

14. Any response received as a result of this request is prepared at the responder’s expense and becomes County property and is therefore a public record upon opening by the County.

15. If responder considers any of the information being submitted to be trade secrets, privileged information, or confidential commercial, financial, geological, or geophysical data, it is responder’s responsibility to label the information as such. Otherwise, all information submitted shall be available as a public record for public inspection.

16. By submitting a proposal, the responder acknowledges that (a) the preparation of the proposal, and other quotations herein contained, does not obligate the County in any way;

(b) the County assumes no obligation to enter into an agreement for the product; (c) all responsive documents are understood; and (d) the responder has the ability to deliver the product/equipment as specified herein in accordance with the RFP.

17. No proposal may be withdrawn for a period of sixty (60) days after the deadline for proposals

PROPOSAL REQUIREMENTS

1. The equipment shall be brand new, of the latest design in current production, be equipped with all standard equipment and include all required equipment necessary to provide a complete functional unit whether specified or not. All equipment and options listed in the specification section of this document must be included in the proposal.

2. The specifications and options list below are intended to describe the Motor Grader in a way that meets the requirements and needs of the County. It is not meant to represent a complete list of specifications.

3. Any variations to the specifications or options listed below must be noted on the Exceptions

Section.

4. Responders may supply a price sheet outlining additional options recommended for this equipment type. Additional options will not be considered as part of the award. Once an award has been made, the County may consider these additional options at the outlined price to add to the final specifications.

5. Pricing shall include delivery to Morgan County Shop, 17303 County Road S, Fort

Morgan, Colorado 80701.

6. Responders must include a complete list of specifications and options for the equipment they intend to provide. (As built list)

7. Responders must include manufactures printed standard specifications for the equipment they intend to provide.

8. All responding companies shall make available to Morgan County a motor grader of the same model proposed with similar equipment for field testing purposes at the request of Morgan County. If field testing is required, Morgan County would request (3) full working days to evaluate the machine.

9. Responder must provide a Guaranteed 7 Year / 10500 Hour Buy Back. Buy back pricing shall be provided by year according to the following matrix.

1 Year / 1500 Hour 2 Year / 3000 Hour 3 Year / 4500 Hour 4 Year / 6000 Hour 5 Year / 7500 Hour 6 Year / 9000 Hour 7 Year / 10500 Hour

10. Machine shall have a Five Year / 7500 Hour Total Machine Extended Warranty

11. An Operators Manual shall be supplied for each machine purchased

12. A Parts Book shall be supplied for each machine purchased.

13. A complete set of Service & Repair Technical Manuals for the complete machine shall be supplied. Either a hard copy or an electronic format is acceptable.

14. Proposal shall include Trade in Values for the following equipment:

2018 Cat 140M3AWD Motor Grader with Rear Ripper/Scarifier, VIN#N9J00848, 10,043 Current Hours.

2018 Cat 140M3AWD Motor Grader with Rear Ripper/Scarifier, VIN#N9J00876, 9154 Current Hours.

15. All proposals must be submitted on the “Proposal Reply Form”.

16. Two (2) copies of all proposals must be submitted.

SPECIFICATIONS AND OPTIONS

All specifications and options listed below are the minimum requirements needed to meet the needs of Morgan County Government

INTENDED MACHINE MODEL EXAMPLES;

Deere 772GP, Cat 150 AWD

SIZE

Base operating weight shall be no less 38,000 pounds

ENGINE & RELATED

Engine shall develop a rated net power of at least 200 hp Engine shall have a variable horsepower arrangement to increase net power (200 hp to 265 hp) Engine shall be at least 9.0L with electronically controlled fuel injection Engine shall be a turbo-charged, direct injection, four stroke, 6-cylinder diesel engine Engine cooling fan shall be a hydraulic driven, automatic, reversing, variable speed to reduce engine demand Dual element air cleaner with service indicator Engine shall be equipped with an injector type air pre-cleaner Heavy-duty cooling system Automatic metered ether cold weather starting aid 110 volt engine coolant heater Lockable engine compartment doors

ELECTRICAL & LIGHTING

24 volt electric start Dual maintenance free, heavy duty batteries, minimum 1125 CCA capacity each Machine shall have a 100 amp alternator Electric master disconnect switch 24 to 12 volt convertor, 25 amp continuous minimum (radio communications) Two (2) High beam headlights mounted at front of machine Two (2) Low beam headlights mounted at front of machine Two (2) LED front turn signal lights mounted at front of machine Two (2) 3x3 inch halogen tow work lights mounted mid frame Two (2) 3x3 inch halogen heel work lights mounted on lower cab Two (2) 5x5 inch and two (2) 3x3 inch halogen work lights mounted top front of cab Two (2) 3x3 inch halogen work lights mounted top rear of cab Two (2) LED turn signal lights mounted at rear of machine Two (2) LED stop lights mounted at rear of machine Two (2) Reversing lamps mounted at rear of machine Cab mounted amber strobe light Reverse warning alarm

POWERTRAIN/TRANSMISSION

Machine shall have a direct drive, powershift transmission Transmission shall have a load compensating system to ensure consistent shift quality in all applications Machine shall have a minimum of (8) forward and (4) reverse speeds Operator controlled differential Lock/Unlock Machine shall be equipped with an inching pedal Machine shall be equipped with over-speed protection Machine shall not allow starting when the transmission is in gear Transmission shall be guarded to protect it from impact damage Electronic Throttle Control (cruise control)

BRAKES

Service brakes shall be multi-disc, oil-cooled and completely sealed Service brakes shall be hydraulically actuated Hydraulic brake accumulators Engaged parking brake shall neutralize the transmission

HYDRAULIC SYSTEM

Hydraulics system shall be a closed center, load sensing type, with a variable displacement pump Lock valves shall be integrated into the system to prevent cylinder drift Blade lift cylinders shall have independent float capability Valve & control group for front lift attachment (Snow Plow) Hydraulics lines group for front attachment (Snow Plow) Valve & control group for rear lift attachment (Ripper/scarifier) Hydraulics lines group for rear attachment (Ripper/scarifier)

TIRES & WHEELS

Rims shall be, 10 inch x 24 inch 3-piece design Michelin X Snow Plus or equal design Standard tire size shall be 14:00R24

STEERING AXLE

Front axle base lean shall be set to zero degree wheel lean and the toe adjustment corrected for this base lean setting Hydraulic driven front wheels for 6 wheel drive and front wheel drive only applications Machine shall be supplied with steerable front fenders

CIRCLE & MOLDBOARD

Circle shall have a circle drive slip clutch to reduce impact damage Circle shall have replaceable wear items at all wear surface areas Moldboard shall be minimum 14 ft x 24 in x 7/8 in Moldboard cutting edge retention bolts shall be 5/8” Moldboard rails shall be hardened and have replaceable wear inserts top and bottom Blades-(2) 5/8” x 6” x 84” heat treated/punched for 5/8” plow bolts Replaceable end bits on moldboard Blade lift and center shift cylinders shall have replaceable wear inserts in the ball sockets

WORK TOOLS

Machine shall have a front mounted lift assembly for snow plow attachment (Balderson Style) Machine shall have a rear ripper/scarifier Machine shall have three (3) ripper teeth and shanks Machine shall have nine (9) scarifier bits and shanks

MISCELLANEOUS EQUIPMENT

Machine shall have pressurized oil sample ports on engine, transmission/differential, hydraulics and coolant Machine shall have a tool box Machine shall have a slow moving emblem Locks on all compartment doors and unsecured fluid compartments

OPERATORS STATION

Machine shall have a full enclosed operators cab with roll over protection Cab shall be insulated for sound suppression Cab shall have left and right side entrance doors and ladders Cab shall be pressurized, fresh air filtered and include air conditioning, heater and defrosters Four-speed fan for air conditioner, heater and defroster Machine shall have rear window defroster Windshield wipers with washer Rear wipers with washer Lower front windshield wipers with washer-right & left side Joystick controls for steering, hydraulic functions, articulation and transmission Auxiliary controls for attachment implements and/or work tools with float capability Instrument cluster that includes a speedometer, tachometer, coolant temperature, fuel level, DEF level and articulation angle gauge.

Machine hour meter shall be provided.

Entertainment package, including AM/FM CD player with speakers Premium deluxe cloth covered air suspension type seat with armrest and adjustments for height, weight, back, suspension dampening and seat belt Heated exterior mounted rear view mirrors, left & right side In cab monitor with backup/reverse camera.

Interior mounted rear view mirror 12 volt power supply mounted in cab Cab interior light

MACHINE MONITORING

Machine shall have a condition and location monitoring system able to report by both satellite and cellular systems.

Condition monitoring shall include the basic software plan for viewing the information free for the first three years.

PROPOSAL REPLY FORM

Proposal Reply Form

Name and Address of Responder:

Name of Company________________________________________________________

Address of Company______________________________________________________

City_________________________ State_____________ Zip Code__________________

Representative_____________________________ Title__________________________

Signature________________________________________________________________

Phone Number_________________________ Fax Number________________________

Email: __________________________________________________________________

Proposal

Equipment Make __________________________

Equipment Model __________________________

Total Price per Machine __________________________

Price for Trade-In Machine VIN#N9J00848 __________________________

Price for Trade-In Machine VIN#N9J00876 __________________________

Estimated Delivery Time Frame __________________________

PROPOSAL REPLY FORM

Proposal Reply Form

Guaranteed Buy Back Price

1 Year / 1500 Hour ____________________________________

2 Year / 3000 Hour ____________________________________

3 Year / 4500 Hour ____________________________________

4 Year / 6000 Hour ____________________________________

5 Year / 7500 Hour ____________________________________

6 Year / 9000 Hour ____________________________________

7 Year / 10500 Hour ____________________________________

Signature__________________________________________Date:_____________________

Additional Warranty

Does your Company offer additional total machine warranty coverage for up to 7 years/10,000 Hours? Y / N

If so please provide coverage information and pricing to be added to proposed price per machine if Morgan County chooses extended warranty coverage of 7 year 10,000 hour.

Price to add additional coverage per machine $_________________

Exceptions to Proposal

If additional space is needed attach additional sheet.