Solicitation #13.25 Trench Compactor.pdf

CITY OF NEWBURGH

FINANCE DEPARTMENT

Bureau of Purchase and Supply

83 Broadway, Newburgh, New York 12550

(845) 569-7320 • www.cityofnewburgh-ny.gov

Todd Venning (CFO) Director of Finance

Robert VanVlack City Purchasing Agent

Todd Venning City Manager/CEO

Solicitation #13.25

Invitation for Bids (IFB)

Purchase of Trench Roller (Compactor)

For City of Newburgh, New York

Solicitation Schedule (Procurement Period)

Solicitation Release Date: Friday, September 19, 2025

Questions Due: Friday, September 26, 2025 by 4:00 p.m.

Acceptance of Sealed Bids (Bid Close): Friday, October 10, 2025 until 11:00 a.m.

Sealed Bid Opening: Friday, October 10, 2025 at 11:00 a.m.

http://www.cityofnewburgh-ny.gov/

Contents

1. Notice to Bidders

2. Specifications: Trench Roller (Compactor)

3. Alternative (“Or Equal”)

4. Bidder Qualifications

5. Insurance Requirements

6. Questions

7. Submission Requirements for Bids

8. Bid Opening

9. Award

10. Payment

11. Terms and Conditions

12. Attachments

13. Submittal Form A

14. Submittal Form B

15. Submittal Form C

16. Submittal Form D

17. Submittal Form E

18. Attachment I (Reference Only) – Draft Contract

1. Notice to Bidders

• The City of Newburgh, NY seeks sealed bids from qualified vendors for the purchase of a Trench Roller (Compactor). Delivery will be to 493 Little Britain Road, Newburgh, NY 12550.

• The use of a brand name is for the purpose of describing the standard of quality, performance, and characteristics desired and is not intended to limit or restrict competition.

• Solicitation Release Date: Friday, September 19, 2025.

• The solicitation can be downloaded by visiting https://www.bidnetdirect.com/new-york/city-of-newburgh (vendor registration required) or by request from rvanvlack@cityofnewburgh-ny.gov.

• Questions pertaining to the solicitation must be submitted by: Friday, September 26, 2025 by 4:00 p.m.

• Questions must be submitted through the solicitation at https://www.bidnetdirect.com/new-york/city-of-newburgh.

• All questions will be answered on https://www.bidnetdirect.com/new-york/city-of-newburgh.

• Sealed bids are due by: Friday, October 10, 2025 at 11:00 a.m.

• Sealed bids are to be mailed or delivered to: Robert Van Vlack, City Purchasing Agent, Office of the Comptroller – 4th Floor, City Hall, 83 Broadway, Newburgh, NY 12550.

• The public bid opening will be at Friday, October 10, 2025 at 11:00 a.m.

• The opening will be held at City Hall, 3rd Floor Council Chamber, 83 Broadway, Newburgh, NY.

• Notice of award will be made to the lowest responsive and responsible bidder.

• Responsive means a bidder meeting the specifications and submission requirements of the solicitation.

• Responsible means financial ability, legal capacity, integrity, and past performance of a business as related to public procurements.

• The City reserves the right to reject any and/or all bids.

• Justice, Equity, Diversity, and Inclusion are core values to the City of Newburgh, where there is a strong commitment to establishing and maintaining an environment free of discrimination. These values are promoted through the daily practice of professionalism, respect, acceptance and understanding. As such, City residents along with women, minorities, individuals with disabilities, members of the LGBTQ community, and veterans are encouraged https://www.bidnetdirect.com/new-york/city-of-newburgh https://www.bidnetdirect.com/new-york/city-of-newburgh mailto:RVanVlack@cityofnewburgh-ny.gov https://www.bidnetdirect.com/new-york/city-of-newburgh https://www.bidnetdirect.com/new-york/city-of-newburgh https://www.bidnetdirect.com/new-york/city-of-newburgh to apply. Minority and Women-owned Business Enterprises (“MBW/WBE”), small and disadvantaged businesses are encouraged to apply.

2. Specifications: Trench Roller (Compactor)

Wacker Neuson RTD-SC4 Standard

3. Alternative (“Or Equal”)

• The use of a brand name is for the purpose of describing the standard of quality, performance, and characteristics desired and is not intended to limit or restrict competition.

• A contract, if awarded, may be on the basis of the equipment as described in the Specifications, and “or equal” items submitted by the bidder and accepted by the City.

• When submitting an “Or Equal” bid it must at least meet or exceed the Wacker Neuson RTD- SC4 Standard specifications.

• If submitting an alternative (“or equal”), the bidder must submit two (2) copies of brochures/catalogs, specifications, and any other pertinent information, with the bid.

• Bidder must submit support that the alternative (“or equal”) meets or exceeds Wacker Neuson RTD-SC4 Standard specifications.

• Determination as to whether an alternate is equal is the sole determination of the City.

• If an alternate is bid, the City reserves the right to request a demonstration of the specific model.

4. Bidder Qualifications

• Bidder represents that all equipment offered under this specification shall be new.

• Vendor is to provide all operation manuals for trench roller (compactor).

• All parts not specifically mentioned which are necessary for the unit to be complete and ready for operation or which are normally furnished as standard equipment shall be furnished by the vendor. All parts shall conform in strength, quality, and workmanship to the accepted standards of the industry.

• All equipment and parts provided shall meet or exceed all Federal and State of NY laws, regulations, and standards in effect and applicable to equipment furnished at the time of manufacture.

• The following shall be considered the minimum requirements to qualify for Bidding:

1. Be an established business, registered to do business in the State of New York.

2. Must be doing business with or have done business within the past 2 years with at least one (1) other municipality providing similar equipment of equal or greater value.

3. If submitting a bid for an alternative (“or equal”) to the Trench Roller as described in specifications the bidder shall submit support that the alternative (“or equal”) meets or exceeds Wacker Neuson RTD-SC4 Standard specifications.

4. The bidder will make known and support any product warranties included in the final bid.

5. Insurance Requirements

• The selected vendor must provide proof of required insurances.

• The selected vendor shall be required to obtain, at vendor’s sole cost and expense, the types and amounts determined by the City in its sole discretion, including but not limited to those set forth in the City’s Goods Contract.

• The selected vendor shall submit the certificates of insurance from the insurer showing that the selected vendor has insurance in the required types and amounts.

6. Questions

• Questions, pertaining to the solicitation, must be received by Friday, September 26, 2025 by 4:00 p.m.

• All questions must be submitted through the solicitation at https://www.bidnetdirect.com/new-york/city-of-newburgh.

• Any impermissible contact with any other City officer or employee regarding the IFB during the procurement period shall result in the rejection of any such Contractor’s proposal.

Contractors shall communicate in writing only.

• All questions will be answered on https://www.bidnetdirect.com/new-york/city-of-newburgh.

7. Submission Requirements for Bids

• The requirements listed below must be included in bid package for a bidder to be considered responsive.

Submit a sealed bid proposal either mailed or delivered to: Robert Van Vlack, City Purchasing Agent, Office of the Comptroller – 4th Floor, City Hall, 83 Broadway, Newburgh, NY 12550.

All bids must be clearly marked as “#13.25 –“Trench Roller”.

Submittal Form A - BID – Trench Roller (Signed). Delivery included. The City of Newburgh, NY is tax exempt. Total Bid (all inclusive).

Submittal Form B - BIDDER ACKNOWLEDGEMENT FORM (Signed)

Submittal Form C - NON-COLLUSION BIDDING AFFIDAVIT (Signed and Notarized) https://www.bidnetdirect.com/new-york/city-of-newburgh

Submittal Form D - CERTIFICATION OF COMPLIANCE WITH THE IRAN DIVESTMENT ACT (Signed and Notarized)

Submittal Form E – Company Information (Signed) – Include supporting documentation as necessary.

Company W-9

Bid package must contain all original documents and one digital copy (flash drive)

If submitting an alternate (“or equal”), bidder shall submit two (2) copies of brochures/catalogs, specifications, and any other pertinent information, with the bid. Bidder will submit support that the alternative (“or equal”) meets or exceeds specifications listed.

• Deadline for submission (Bid Close) is Friday, October 10, 2025 at 11:00 a.m.

• All bids are to be submitted sealed.

• Mail or hand-deliver sealed bids to:

City of Newburgh City Hall, Office of the Comptroller 4th Floor

Attn: Robert Van Vlack, City Purchasing Agent 83 Broadway

Newburgh, New York 12550

• The City will accept all sealed bids that either are received by hand delivery or mailed. No electronic submissions.

• All received bids will be initialed, dated, and time recorded by Purchasing/Comptroller. The date and time will be recorded from an office computer or mobile (cell) phone.

• Responses that miss the deadline will not be considered.

• A bid may not be modified, withdrawn, or canceled for a period of forty-five (45) days after the date of the Bid opening; thereafter, a Bidder may withdraw his Bid only by a written notice of withdrawal submitted in advance of the bid award.

8. Bid Opening

• A Public Bid Opening will be held on Friday, October 10, 2025 at 11:00 a.m.

• The opening will be held at City Hall, 3rd Floor (Council Chambers), 83 Broadway, Newburgh, NY.

9. Award

• The City will award the contract to the lowest responsive and responsible bidder.

• A notice of award will be issued to selected bidder.

• The successful vendor must agree to the terms set forth in the City of Newburgh Goods

Contract (“Contract”), attached to this solicitation for reference, on substantially the same terms and conditions as provided therein.

• The Contract may be subject to approval by the City Council of the City of Newburgh.

10. Payment

• The City of Newburgh is Tax Exempt.

• A Purchase Order (PO) will be issued to selected vendor.

• The selected vendor will submit an invoice for payment.

• Invoices are sent electronically to apinvoices@cityofnewburgh-ny.gov.

• Invoices are to be approved by City Department (Water).

• Invoices are payable within 30 days of receipt and approval by City Department (Water) and the Comptroller’s Office.

• Payment is subject to additional terms and conditions as set forth in the Contract.

11. Terms and Conditions

• The City may, at its option, interview prospective bidder as part of this selection process.

However, selection may take place without such interviews. Therefore, applicants are urged to present proposals that are as complete as possible upon initial submission.

• The City may terminate the IFB process at any time for any reason.

• The City reserves the right to reject any and/or all bids.

• The City has no obligation to discuss its reasons for selecting, accepting, or rejecting any bids with the bidder or representatives of said bidder, but will entertain such requests.

• The issuance of the IFB does not mandate the City to select a bid and/or enter into any agreement. A submission does not constitute business terms under any eventual agreement.

• This IFB does not in any way obligate the City to reimburse respondents for any costs associated with the preparation and submission of a bid.

• The City will award the Contract to the lowest responsive and responsible bidder.

mailto:apinvoices@cityofnewburgh-ny.gov

• The Contract may require the approval of the Newburgh City Council.

12. Attachments

A. Submittal Form A – BID – Trench Roller (Compactor)

B. Submittal Form B – Bidder Acknowledgement Form

C. Submittal Form C – Non-Collusion Bidding Affidavit

D. Submittal Form D - Certification of Compliance with the Iran Divestment Act

E. Submittal Form E - Company Information

F. Reference Document - City of Newburgh Goods Contract

13. Submittal Form A

INVITATION FOR BIDS (IFB) #13.25

TRENCH ROLLER (COMPACTOR)

FOR THE

CITY OF NEWBURGH, NEW YORK

I (We) hereby submit the following Total Bid for consideration by the City of Newburgh.

The City of Newburgh is Tax Exempt.

*TOTAL Bid ($): __________________________________________________________

*The Total Bid will be for the complete (all inclusive) purchase price for the Trench Roller, delivery, warranties, etc.

Is this an alternative (“or equal”) to the Trench Roller as described in specifications? ________

Will the product be available upon agreement signing? If not describe availability.

COMPANY NAME:

COMPANY ADDRESS:

PHONE NO. ______________________ EMAIL ADDRESS _________________________

SUBMITTED BY/DATE

(SIGNATURE IN BLUE INK)

14. Submittal Form B

The undersigned certified, to the best of his/her knowledge and belief, that the Contractor and its principals:

o Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency;

o Have not within a three-year period preceding the proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State or Local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

o Are not presently indicted or otherwise criminally or civilly charged by a government entity

(Federal, State or Local) with commission of any of the offenses enumerated in paragraph (2) of this certification;

o Have not within a three-year period preceding the Agreement had one or more public transactions (Federal, State or Local) terminated for cause or default.

o By signing and submitting this Form for consideration by the City of Newburgh, I (We) acknowledge that I (We) have read, understand and agree to all aspects of the requirements of this solicitation as presented without reservation or alteration.

Company ____________________________________________________________________________

SUBMITTED BY ______________________________________________________________________

Signature of Authorized Representative

Printed Name/Title _____________________________________________________________________ Authorized Representative

Email ______________________________________________________________________________

Phone # ____________________________________________________________________________

Date: ________________________________

15. Submittal Form C

16. Submittal Form D

As a result of the Iran Divestment Act of 2012 (the “Act”), Chapter 1 of the 2012 Laws of New York, a new provision has been added to State Finance Law (SFL) §165-a and New York General Municipal Law §103-g, both effective April 12, 2012. Under the Act, the Commissioner of the Office of General Services (OGS) will be developing a list of “persons” who are engaged in “investment activities in Iran” (both are defined terms in the law) (the “Prohibited Entities List”). Pursuant to SFL §165-a (3)(b), the initial list is expected to be issued no later than 120 days after the Act’s effective date at which time will be posted on the OGS website.

By submitting a bid in response to this solicitation or by assuming the responsibility of a Contract awarded hereunder, each Bidder/Contractor, any person signing on behalf of any Bidder/Contractor and any assignee or subcontractor and, in the case of a joint bid, each party thereto, certifies, under penalty of perjury, that once the Prohibited Entities List is posted on the OGS website, that to the best of its knowledge and belief, that each Bidder/Contractor and any subcontractor or assignee is not identified on the Prohibited Entities List created pursuant to SFL §165-a(3)(b).

Additionally, Bidder/Contractor is advised that once the Prohibited Entities List is posted on the OGS Website, any Bidder/Contractor seeking to renew or extend a Contract or assume the responsibility of a Contract awarded in response to this solicitation must certify at the time of the Contract is renewed, extended or assigned that it is not included on the Prohibited Entities List.

During the term of the Contract, should the City receive information that a Bidder/Contractor is in violation of the above-referenced certification, the City will offer the person or entity an opportunity to respond. If the person or entity fails to demonstrate that he/she/it has ceased engagement in the investment which is in violation of the Act within 90 days after the determination of such violation, then the City shall take such action as may be appropriate including, but not limited to, imposing sanctions, seeking compliance, recovering damages or declaring the Bidder/Contractor in default.

The City reserves the right to reject any bid or request for assignment for a Bidder/Contractor that appears on the Prohibited Entities List prior to the award of a contract and to pursue a responsibility review with respect to any Bidder/Contractor that is awarded a contract and subsequently appears on the Prohibited Entities List.

I, ______________________________________, being duly sworn, deposes and says that he/she is the

________________________________ of the __________________________________ Corporation and that neither the Bidder/Contractor nor any proposed subcontractor is identified on the Prohibited Entities List.

SIGNED

Sworn to before me this ______ Day of _______________, 20__

Notary Public

17. Submittal Form E

1. Is the company registered to do business in the State of New York?

2. In the past 2 years has your company done business with another municipality providing similar equipment as requested in this solicitation? Must be of equal or greater value than bid submitted. (Provide specific references)

3. If submitting a bid for an alternative (“or equal”) to the Trench Roller as described in specifications the bidder must submit support that the alternative (“or equal”) meets or exceeds Wacker Neuson RTD- SC4 Standard specifications.

Is this an alternative (“or equal”) to the Trench Roller as described in specifications? ________

4. Describe any product warranties that are included in final bid.

COMPANY ____________________________________________________________

SUBMITTED BY ______________________________________________________________________

Signature of Authorized Representative

PRINTED NAME/TITLE _____________________________________________________________

Authorized Representative

DATE_________________________________

18. Attachment I (Reference Only) – Draft Contract