Wanco Large Metro Message Board - Qty 5.pdf

Information/Instructions to Bidders | P a g e 0

City of Salem

FLEET SERVICES DIVISION

INVITATION FOR BID

to provide

WANCO LARGE METRO MESSAGE BOARD WITH HYDRAULIC LIFT BOARD

QUANTITY 5

The Contracts and Procurement Manager of the City of Salem will receive bids electronically thru Equity

Hub’s Bid Locker, until, but not after 11:00 a.m., (Local Time) SEPTEMBER 29, 2025, at which time said bids will be publicly opened and read virtually using Zoom. The Zoom call in information will be posted on OregonBuys at least 3 days prior to bid opening date and time.

Bidders may obtain these bid documents by registering on the OregonBuys website and downloading them.

Bidders shall consult the OregonBuys system regularly until closing date and time to avoid missing any notices. To register on OregonBuys go to https://oregonbuys.gov. The City shall advertise all Addenda on

OregonBuys. Prospective bidders are solely responsible for checking OregonBuys to determine whether or not any Addenda have been issued. Bid documents will not be mailed to prospective Bidders.

Bids must be submitted on the bid forms furnished by the City. Completed bids must arrive electronically via Equity Hub’s Bid Locker at https://bidlocker.us/a/salem_or/BidLocker. The City will not accept bids submitted in any other manner.

Failure of the Electronic Procurement System. In the event of a failure of the City’s electronic procurement system that interferes with the ability to submit electronic offers, or to otherwise participate in the procurement, the Purchasing Manager may cancel the procurement or may extend the date and time for receipt of electronic offers by providing notice of the extension immediately after the electronic procurement system again becomes available. The City shall open electronic offers in accordance with any electronic security measures in effect at the time the electronic offer is received. The bidder submitting the electronic bid assumes all risk of premature disclosure of the bid due to submission in electronic form.

Technical inquiries regarding this Invitation for Bid should be directed to Morgan Thatcher who may be reached at mthatcher@cityofsalem.net (email). Any Substitution Requests shall be submitted on the attached form no later than 5:00 PM (local time), SEPTEMBER 24, 2025 to libergerson@cityofsalem.net.

Bidders will be notified of approved substitutions by addendum.

If an award is made, it shall be based on the lowest responsive and responsible Bid meeting the specifications. Bid pricing terms shall be FOB Delivered City of Salem Fleet, 1455 22nd St SE, Salem, OR, Full

Freight Allowed. Invoice terms shall be Net 30.

Neither the City of Salem, nor its officers or agents, shall be responsible for any costs associated with responding to this bid document.

By submitting a response to this invitation to bid, bidder agrees that any terms and conditions stated within any agreement that is awarded as a result of this invitation to bid shall also include the following:

https://oregonbuys.gov/ https://bidlocker.us/a/salem_or/BidLocker mailto:mthatcher@cityofsalem.net mailto:libergerson@cityofsalem.net

Information/Instructions to Bidders | P a g e 1

The following laws of the State of Oregon are hereby incorporated by reference into this invitation to bid: ORS 279B.220, 279B.225, 279B.230, and 279B.235.

This invitation to bid shall be governed by the laws of the State of Oregon without regard to conflict of laws principals. Exclusive venue for litigation of any action arising under this invitation to bid shall be in the Circuit Court of the State of Oregon for Marion County. The parties expressly waive any and all rights to maintain an action under this invitation to bid in any other venue and expressly consent that, upon motion of the other party, any case may be dismissed or its venue transferred, as appropriate, so as to effectuate the choice of venue made in this section.

Successful bidder and subcontractors shall use recyclable products to the maximum extent economically feasible in the performance of the work.

The City is an Equal Employment Opportunity Employer. The City will provide ADA accommodations upon request to the Contracts & Procurement Administrator.

HUMAN RIGHTS: It is the express policy of the City that no person shall be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity on the grounds of race, religion, color, national origin, sex, marital status, familial status or domestic partnership, age, mental or physical disability, sexual orientation, gender identity or source of income as provided by Salem Revised Code Chapter 97, Title VI of the Civil Rights Act of 1964 and other federal non-discrimination laws. The City’s complete Title VI Plan may be viewed at www.cityofsalem.net.

Successful bidder agrees to comply with all applicable requirements of federal, state and local civil rights and rehabilitation statutes, rules and regulations if awarded a contract by the City.

Solicitations for Subcontracts, Including Procurements of Materials and Equipment: In all solicitations either by competitive bidding or negotiation made by the successful bidder for work to be performed under a subcontract, including procurements of materials or leases of equipment, each potential subcontractor or supplier shall be notified by the contractor of the contractor’s obligations under this contract, Salem Revised Code Chapter 97, Title VI of the Civil Rights Act of 1964, and other federal nondiscrimination laws.

As required by ORS 279B.235, Provider shall comply with ORS 652.220 and shall not discriminate against any of Provider’s employees in the payment of wages or other compensation for work of comparable character, the performance of which requires comparable skills, or pay any employee at a rate less than another for comparable work, based on an employee’s membership in a protected class. Commencing on

January 1, 2019, Provider must comply with ORS 652.220 as amended and shall not unlawfully discriminate against any of Provider’s employees in the payment of wages or other compensation for work of comparable character on the basis of an employee’s membership in a protected class. “Protected class” means a group of persons distinguished by race, color, religion, sex, sexual orientation, national origin, marital status, veteran status, disability or age. Provider’s compliance with this article constitutes a material element of this Agreement and a failure to comply constitutes a breach that entitles the City to terminate this Agreement for cause. Provider may not prohibit any of Provider’s employees from discussing the employee’s rate of wage, salary, benefits, or other compensation with another employee or another person. Provider may not retaliate against an employee who discusses the employee’s rate of wage, salary, benefits, or other compensation with another employee or another person.

Information/Instructions to Bidders | P a g e 2

INFORMATION/INSTRUCTIONS TO BIDDERS

1. FORM OF PROPOSAL: A form for bidding is attached. All bids shall be on the form furnished by the City, and in addition to necessary unit price items and total prices in the column of totals to make a complete bid, all applicable blanks giving general information must be filled in and the bid signed, by the Bidder or a duly authorized agent. Any statement accompanying and tending to qualify a bid may cause rejection of such bid, unless such statement is required in a proposal embracing alternative bids. The City shall not consider, and is not responsible for, bids submitted in any manner other than that required or permitted in this solicitation document.

All bids shall be on the form furnished by the City, and in addition to necessary unit price items and total prices in the column of totals to make a complete bid, all applicable blanks giving general information must be filled-in and the bid signed by the Bidder or a duly authorized agent. Any statement accompanying and tending to qualify a bid may cause rejection of such bid, unless such statement is required in a proposal embracing alternative bids. The City shall not consider, and is not responsible for, bids submitted in any manner other than that required or permitted in this invitation to bid.

Discrepancies between the multiplication of units in Work and unit prices will be resolved in favor of the unit prices. Discrepancies between the indicated sum of any column of figures and the correct sum thereof will be resolved in favor of the correct sum.

Unless otherwise specified, bidders shall bid on all bid items included in this solicitation document and the low bidder shall be determined as noted in the AWARD statement within these

Information/Instructions to Bidders. Except as provided herein, bids which are incomplete, or fail to reply to all items required in this invitation to bid, will be rejected.

2. RECEIPT OF BID: The bidder is responsible for ensuring the City receives the bid via Equity

Hub’s Bid Locker at https://bidlocker.us/a/salem_or/BidLockerprior to the closing date.

3. LATE BIDS, LATE WITHDRAWALS AND LATE MODIFICATIONS: Bids received after the scheduled closing time for filing bids, as set forth in the Invitation to Bid will be rejected unless such closing time has been previously extended by the City. A bidder's requests for modification of a bid, or withdrawal of a bid, received after closing is late. The City shall not consider late bids, late requests for modifications or late withdrawals.

4. MODIFICATION OR WITHDRAWAL OF BID: A bidder may modify their bid, in writing, prior to bid closing. The bidder shall initial and submit any correction or erasure to its bid prior to the opening, in accordance with the instructions for submitting a bid set forth in this invitation to bid. Any modification must include the bidder's statement that the modification amends and supersedes the bidder's prior bid. The bidder shall identify the submitted modification with the following: (1) "Bid Modification" and (2) Title of the Bid.

A bidder may withdraw their bid, by written notice submitted on the bidder's letterhead, signed by the bidder's authorized representative, and e-mailed to the individual at the e-mail address specified in this invitation to bid for the receipt of bids. To be effective, the withdrawal must be received prior to closing date. The bidder shall mark a written and e-mailed request to withdraw a bid as follows:(1) "Bid Withdrawal", and (2) Title of the Bid. The City will notify by e-mail to the bidder’s e-mail address that the bid has been withdrawn from consideration.

https://bidlocker.us/a/salem_or/BidLocker

Information/Instructions to Bidders | P a g e 3

5. PRICE DISCREPANCY: In case of discrepancy between unit prices and extensions, the unit prices shall govern.

6. AWARD: shall be made to the lowest responsive and responsible bidder by TOTAL BID. All items must be bid. It is anticipated that this bid will be awarded within 30 calendar days after closing date of bid.

7. F.O.B. DESTINATION POINT: The bid price shall include delivery, F.O.B. City of Salem destination point, full freight allowed.

8. TIME DISCOUNTS: Due to the City's schedule for payment of invoice, discounts allowed for payment in less than 30 calendar days from receipt of material and invoice cannot be considered in the award of the bid.

9. ALTERNATE BIDS: Bids which contain conditions which will alter or modify the bid form, specifications, or other bidding documents shall not be considered as responsive bids and are unacceptable.

10. FEDERAL EXCISE TAXES: Prices bid shall exclude federal excise taxes from which municipal agencies are exempt.

11. OBLIGATION TO AWARD: The City's obligation to award this bid is contingent upon appropriation or approval of funds.

12. EVALUATION OF BIDS: Bids shall be evaluated only as set forth in this invitation to bid, and in accordance with the Public Contracting Rules (PCR) and any other applicable law.

13. NONRESIDENT BIDDERS: In determining the lowest responsive bid or most advantageous proposal, the City shall apply the reciprocal preference. When evaluating bids, a percentage increase shall be added to the bid of a non-resident bidder equal to the percentage, if any, of the preference that would be given to that bidder in the state in which the bidder resides. The list prepared and maintained by the Oregon Department of Administrative Services pursuant to ORS 279A.120(4) will be used to determine whether the non-resident bidder's state gives preference to in-state bidders and the amount of such preference.

14. CLARIFICATION OF BIDS: After opening, the City may engage in discussions with apparent responsive bidders for clarification of bids, to assure full understanding of the bids and to determine whether an offer is responsive. All bidders submitting bids needing clarification shall be afforded an opportunity to clarify their bids.

15. NEGOTIATIONS PROHIBITED: The City will not negotiate with any bidder.

16. ADDENDA: In the event that it becomes necessary to revise any part of this Invitation to Bid, the addenda will be posted on OregonBuys. Prospective Bidders are solely responsible for checking

OregonBuys to determine whether or not any Addenda have been issued. The City is not responsible for any explanation, clarification, interpretation, or approval made or given in any manner except by addenda. Addenda, if necessary, will be issued not later than 72 hours before closing unless the addenda also extend the closing date. A request for change to an addendum must be made not later than the close of the next business day following issuance of the addendum. Bids received without properly signed addenda will be considered non-responsive and will not be further considered for contract award.

Information/Instructions to Bidders | P a g e 4

17. PUBLIC INSPECTION OF BIDS: After bid opening or notice of intent to award is issued, as applicable, bids shall be available for public inspection, except for those portions that the bidder has designated as trade secrets or as confidential proprietary data in its bid, in accordance with ORS

192.501(2) and ORS 646.461-646.475. Prices, makes, model or catalog numbers of items offered, scheduled delivery dates and terms of payment are not confidential, and shall be made publicly available regardless of a bidder's designation to the contrary. To the extent a designation of information as trade secrets or confidential proprietary information is not in accordance with ORS

192.501(2), the City shall make those portions available for public inspection.

[end of section]

Proposal Form | P a g e 1

CITY OF SALEM, OREGON

WANCO LARGE METRO MESSAGE BOARD WITH HYDRAULIC LIFT BOARD

CLOSING DATE: SEPTEMBER 29, 2025

CLOSING TIME: 11:00 am (LOCAL TIME)

PROPOSAL FORM (MUST BE SUBMITTED)

The City of Salem requests your best quotation, F.O.B. delivered, full freight allowed, on the following:

DESCRIPTION PRICE QUANITY TOTAL

EACH BID

WANCO LARGE METRO MESSAGE

BOARD WITH HYDRAULIC LIFT $ X 5 $

DISPLAY SIZE: 48” X 96”

INCLUDING THE FOLLOWING OPTIONS:

-HYDRAULIC LIFT BOARD OPTION

-4G WANCO MODEM WITH GPS PACKAGE

-WANCO SECURITY BATTERY BOX WITH PUCK LOCKS

OR APPROVED EQUAL

SEE SUBSTITUTION REQUEST FOR INSTRUCTIONS

It is the City's intent to award within seven (7) days after Bid Closing. Prices quoted shall be firm offers, irrevocable, valid and binding for a period of ninety (90) calendar days after the award date to allow for the order of additional quantities.

└─┘ If submitting a "NO BID", please check this box and give your explanation/reason(s) why:

Proposal Form | P a g e 2

ONLY SIGNED PROPOSALS WILL BE DEEMED "RESPONSIVE".

By:_______________________________________

Firm Name Signature Date

Mailing Address (Print or Type Signature Name)

City State Zip Code Telephone Number

Email address

[End of Proposal Form]

Proposal Form | P a g e 1

SUBSTITUTION REQUEST FORM

(Submitted by Proposers/Bidders Only

(Public Improvement Projects) TO: The City of Salem

Purchasing Manager

PO Box 14300 Salem, OR 97309-3986 Email: contracts@cityofsalem.net

Substitution Request Forms must be received no later than SEPTEMBER 24, 2025 at 5:00 PM (local time).

PROJECT: WANCO LARGE METRO MESSAGE BOARD WITH HYDRAULIC LIFT

Specified Item:

Section Page Paragraph Description

The undersigned Proposer/Bidder submits and requests consideration and determination of the following proposed substitution as an "Approved Equal" for the Specified Item:

PROPOSED SUBSTITUTION:

Attached data includes product description, specifications, drawings, photographs, performance and test data adequate for evaluation of the request; applicable portions of the data are clearly identified. The City reserves the right to request additional information of a clarifying nature.

Attached data also includes description of changes to contract documents which proposed substitution will require for its proper installation or use.

The undersigned states that the following paragraphs, unless modified on the attachments are correct:

1. The proposed substitution does not affect the dimensions shown on the drawings (if any).

2. The undersigned will pay for design changes including engineering design, detailing and construction, or manufacturing/fabrication costs caused by the requested substitution.

3. The proposed substitution will have no adverse affect on other trades, the delivery or construction schedule, or specified warranty requirements.

4. Support, maintenance, and service parts will be locally available for the proposed substitution.

The undersigned further states that the function, appearance and quality of the proposed substitution are equivalent or superior to the specified item.

Submitted by (Proposer/Bidder):

Name

Firm

Address

Date

Telephone

Email

For use by Contract Administrator

Accepted Accepted as noted

Not accepted Received too late

Not Submitted by Proposer/Bidder

(see attached plan holders list)

By Contract Administrator

Date

Remarks mailto:contracts@cityofsalem.net