v2 RFP for Skid steer Purchase.pdf

TOWN OF PETERSBURGH

PO Box 130

65 Main Street

Petersburgh, New York 12138

Request for Proposal (RFP) for purchase of a large frame, wheeled skid steer and certain attachments for the Petersburgh Highway Department.

Bid Packet including Bid Form and Bid Specifications

Bids are due on or before September 18, 2026 at 11:00am

Town of Petersburgh

Notice to Bidders

County of Rensselaer

State of New York

Please take notice that sealed bids will be received at the Office of the Town Clerk of the Town of Petersburgh located at the Town Hall, PO Box 130, 65 Main Street, Petersburgh, New York

12138 up to September 18, 2026 at 11:00am for purchase of a single skid steer and certain attachments. All bids should be plainly marked “Skid Steer” on the outside of the envelope.

All bids will be publicly opened and read aloud at noon on September 18, 2026 in the Town

Clerks office, and a summary of each bid shall be prepared by the Office of the Town Clerk for public review at the following Town Board meeting currently scheduled for September 21, 2026 at 7:00pm.

The Town of Petersburgh reserves the right to reject any and all bids for no stated reason and to waive any formalities or technicalities. Bidders are fully responsible for delivery of bids.

Reliance upon mail or public carriers is at the bidders’ risk. Late bids will not be considered.

Persons with general questions on the bid package may contact the Petersburgh Highway

Superintendent, Dave Hewitt, at (518) 419-6095.

Deidre Fowler

Petersburgh Town Clerk

NON-COLLUSIVE BIDDING CERTIFICATION

The following statement must be subscribed by the bidder and is affirmed by the bidder under penalties of perjury.

“By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of their knowledge and belief:

1. The price and terms in this bid have been arrived at independently without collusion, consultation, communication, or agreement for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or with any competitor; and

2. Unless otherwise required by law, the price which has been quoted in this bid have not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to opening, directly or indirectly, to any other bidder or to any competitor;

and

3. No attempt has been made or will be made by the bidder to induce any other person, partnership or corporation to submit or not to submit a bid for the purpose of restricting competition".

DATED: ________________________

By: __________________________________________

Title:__________________________________________

WAIVER OF IMMUNITY

The bidder hereby agrees that, in accordance with Section 103(a) of the General Municipal Law of the State of New York, that when called before a grand jury to testify concerning any transaction or contract had with the State, any political subdivision thereof, a public authority or with any public department, agency or official of the State or of any political subdivision thereof or of a public authority, he will sign a waiver of immunity against subsequent criminal prosecution and will answer any relevant question concerning such transaction or contract.

In the event of non-compliance with this provision, this contract may be canceled or terminated without incurring any penalty or damages on account of such cancellation or termination, but any money owed by the Town of Petersburgh for goods delivered or work done prior to the cancellation or termination shall be paid.

DATED: _____________________________

By: ___________________________________

BID FORM

We, _________________ hereby agree to furnish to the Town of Petersburgh, a Municipal

Corporation, the following:

The Town of Petersburgh seeks your firm fixed price proposal for the purchase of a single large sized frame, vertical lift wheeled skid steer with a minimum operating capacity of

6,000 lbs, and a minimum lift capacity of 2,000 lbs. In addition, the skid steer will require high-flow auxiliary hydraulics to operate certain attachments including a pallet fork, a boom arm mower/light brush cutter, a street sweeper broom, and a box broom.

Proposals should include a detailed cost break-out of the skid steer and a separate cost break-out of each attachment requested. The proposal should also include any shipping cost to the Petersburgh Highway Garage located at 67 Main Street, Petersburgh. Basic training, instruction and operations / maintenance knowledge should be provided by the winning bidder to certain Petersburgh Highway Department employees at no charge.

The undersigned bidder, having visited the site, and having thoroughly examined each and every document comprising the RFP, hereby offer and agrees as follows:

1. Skid Steer and attachments:

Total vertical lift, wheeled skid steer: $__________________

Pallet fork: $__________________

Boom arm mower / light brush cutter: $__________________

Street sweeper broom: $__________________________

Box broom: $_________________________

Shipping cost to Highway Garage (if any): $_____________________

Total bid cost (exempt from NYS taxes): $_____________________

Approximate lead time for delivery (insert date):__________________

SPECIAL COMMENTS (please provide a description for any separate expected timelines for delivery of either the skid steer or any or all of the requested attachments. In addition, if you believe that an alternative equipment package is better suited to our requested needs, which would result in a change to the required specifications, please explain in detail below. We will consider your recommendations into the Town Boards consideration of your bid.

(add additional pages to the Bid Form if necessary)

ACKNOWLEDGEMENT

In submitting this Bid Form, the undersigned bidder acknowledges that the price(s) cover the completed purchase, shipping and service warranties called for in the RFP.

REQUIRED DISCLOSURES (circle the correct response)

1. Is the bidder on any disbarment list by the State of New York of the County or

Rensselaer?

a. YES

b. NO

2. Has the bidder or any entity affiliated with it been cited for (3) or more willful or serious violations of any occupational safety and health act or of any standard, order or regulation promulgated by the State of New York or the Occupational Safety and Health

Act of 1970?

3. Has the bidder received one or more criminal convictions related to injury or death of any employee in the three-year period preceding this Bid?

4. Has the bidder or any of its principals been involved for the most recent five-year period in any pending or resolved arbitration or litigation related to the sale of any skid steers or similar equipment?

5. Has the bidder or any of its principals ever been found to have violated any state or local ethics law, regulation, ordinance, code, policy or standard or to have committed any other offense arising out of submission of Bids in excess of $30,000 in value?

RECOMMENDATIONS

List the name and contact details of at least 3 entities in which you have sold comparable equipment to.

BIDDER DETAILS

FIRM NAME:

ADDRESS:

PHONE:

FEDERAL OR TAX ID:

SIGNATURE OF AUTHORIZED REPRESENTATIVE:

NAME AND TITLE OF AUTHORIZED REPRESENTATIVE:

BID SPECIFICATIONS

The Town of Petersburgh is seeking proposals from qualified equipment suppliers (Contractor) for the purchase of a single large frame, vertical lift wheeled skid steer and the following attachments including : a pallet fork, a boom arm mower/light brush cutter, a street sweeper broom, and a box broom.

If interested in submitting a bid, the Bidder should contact the Petersburgh Highway Superintendent to discuss the equipment specifications of the skid steer and the various requested attachments as outlined herein. Each Bidder may directly contact the Highway Superintendent, Dave Hewitt, at 518 419-6095 or highway@petersburgh.org.

From the date of issuance of this bid, and until a binding purchase order (following an authorized Town Board resolution) is executed with a selected firm, all specific written or email communications between the Town of Petersburgh and the Bidders or any of their individual members, shall be through formal communications with the Highway Superintendent with an email copy sent to the Town Clerk office at townclerk@petersburgh.org.

No informal communication shall occur regarding this procurement, including requests for information, comments, speculation, etc., between a Bidder (or any of its sub-contractors), and any other employee or elected official of the Town of Petersburgh, other than the Highway Superintendent.

1.0 Scope of the Purchase

The scope of the equipment purchase consists of 1) a large frame, vertical lift (in contrast to a radial lift) wheeled skid steer with a minimum operating capacity of 6,000 lbs , a minimum lift capacity of 2,000 lbs or more and high-flow auxiliary hydraulics to operate; 2) various attachments to increase functionality including a pallet fork, a boom arm mower/light brush cutter, a street sweeper broom, and a box broom, and 3) training and instruction on the use and maintenance of the skid steer and each of the requested attachments. Please submit pictures of the proposed skid steer and attachments along with the Bid Package.

The Petersburgh Highway Department, amongst many things, maintains the roads, culverts, and vegetation adjacent to our roads and municipal facilities throughout the year. As such, the

Department has a clear need for a multi-functional, large frame, wheeled skid steer with specific attributes and attachments. Currently, we use rental arrangements for some of the specific equipment needs such as a brush cutter/mower and a street sweeper, but such arrangements limit our flexibility in usage. The wheeled skid steer should be able to accommodate the following attachments:

• a pallet fork

• a boom arm mower / light brush cutter

• a street sweeper broom

• a box broom

The Contractor agrees to ship all of the requested equipment to the Highway Garage located at

67 Main Street, Petersburgh, NY and after accepted delivery provide all labor for instruction to designated Highway Department employees in the usage, maintenance and repair of the respective equipment.

It is expected the Petersburgh Town Board will make its decision and award the purchase order at its regular Town Board meeting on September 21, 2026. We would expect thereafter for a purchase order to be promptly completed by the chosen Contractor and placed with the respective manufacturer, if such equipment is not already available on the dealers lot. An important consideration in making the award is the expected delivery time for both the skid steer and the respective attachments. We understand there may be differences in availability and delivery of the skid steer versus some or all of the requested attachments. Please provide such information in the Special Comments section of the Bid Form.

The Petersburgh Town Board will fund such purchases from its regular Highway Fund Town

Budget. However, we also expect to seek reimbursement funds from the New York State CHIPS and EWR apportionments for Petersburgh. As such, the timing of both the delivery and the payment for the equipment is also an important consideration. Ideally, we would like delivery and payment to have been completed before November 2, 2026, although that is not an absolute requirement, but a strong preference in awarding the purchase order contract.

The Bid Form includes a section for submitting references including contact names and phone numbers with a minimum of three references preferably of municipalities who have made similar or larger equipment purchases to this RFP.

The Town of Petersburgh reserves the right to accept or reject any or all bids and to waive any informalities or irregularities that occur, and select the bid that, in its opinion, best serves the needs of the Town of Petersburgh within budget limitations.

The bid pricing of this agreement shall remain in effect throughout the life of the purchase award. No escalation will be permitted.

2.0 Schedule of Events

• August 20, 2026 – Start advertisement process for Bids

• September 18, 2026 – 11:00am Bids Due

• September 18, 2026 – noon Bid Opening

• September 21, 2026 – 7:00pm Bid Review by Town Board, and possible Awarding of

Contract

3.0 Basis for Award

The winning contract bid will be awarded based on the Total Bid cost which shall include any alternatives (details of any alternative equipment recommended to be noted in the Special

Comments section of the Bid Form) based on a best value analysis after taking into consideration a combination of factors including (but not limited to): the proposed total bid cost, completeness of warranties, description, scope and cost estimates of any alternative equipment, references from others in New York State, and a history of meeting contract timelines. Alternatives or extended warranty packages may increase or decrease the total bid cost depending on the cost of the proposed alternative. Some alternatives may be additional items, while others may be replacement for other bid specifications.

4.0 Insurance (no insurance requirement)

5.0 Warranties

The Contractor or the underlying equipment manufacturers shall warranty coverage of the respective equipment shall be of good quality, in conformance with Bid Specifications, and guarantee to repair or replace covered components that fail due to defects in material or workmanship within the lesser of 2 years or 2000 hours of operations. Coverage shall include the full skid steer including powertrain, hydraulics, and electrics, and each of the respective attachments.

We will also entertain any options for an extended warranty coverage package on either or both the skid steer and the attachments. If you are prepared to offer an extended warranty coverage package, then please provide such information and additional cost in the Special Comments section of the Bid Form.

If the warranty’s are different depending on the type of equipment, then such differences should be noted in the Special Comments section of the Bid Form. If the Contractor cannot meet any of these warranty specifications then it should provide such appropriate commentary in the Special Comments section of the Bid Form. Warranties are one of the important considerations in evaluating all of the bids.

6.0 Payment

Upon delivery and acceptance of the requested equipment, the Contractor shall send an invoice of actual cost to the Town. Payment shall be made in a lump sum within (30) days of receipt of the invoice. We understand the delivery timelines for the skid steer and the various attachments may be different. We will accept separate invoices for such attachments, if delivered after acceptance by the Town of the skid steer. The Contractor agrees that the Town may withhold any or all payment for damage or destruction, accidental or otherwise, incurred either before or during shipment caused by poor performance, damaged or defective parts or personnel utilized by the Contractor. Additionally, it is agreed that the Contractor shall also be liable to the Town for replacement of any damaged or defective parts occasioned by such damage or destruction.

State Payment Requirements here: