INVITATION TO BID JETTER-SEWER CAMERA TRAILER

January 25, 2013 INVITATION TO BID JETTER-SEWER CAMERA TRAILER Sealed bids will be received at Gardiner City Hall, 6 Church Street, Gardiner, Maine, ...
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January 25, 2013

INVITATION TO BID JETTER-SEWER CAMERA TRAILER Sealed bids will be received at Gardiner City Hall, 6 Church Street, Gardiner, Maine, until 10:00 a.m. on Feb 19, 2013, for One (1) Sewer JET/CAMERA TRAILER Package as equipped herein specified, to be delivered to the City of Gardiner Public Works Department. Enclosed with this letter are Instructions to Bidders, Specifications and Proposal Forms. Please forward your bid, using the form provided, along with documentation for the equipment to be provided, in a sealed envelope showing the name and address of the bidder and marked “SEWER JETTER-CAMERA TRAILER to this proposal should be directed only to Chuck Applebee, Wastewater Superintendent, at (207) 582-1351. Vendors are encouraged to offer alternatives or make recommendations that may vary from the provided specifications. Alternatives and recommendations will be considered by the City and may or may not be accepted as equivalents/equals by the City. The delivery date of this sewer maintenance equipment is April 16th, 2013 or before. A fifty dollar per day penalty applies for delivery beyond April 16th, 2013.

The City of Gardiner reserves the right to accept, reject or negotiate any or all bids and to make the award in the City's best interest. Sincerely,

Chuck Applebee Wastewater Director

CITY OF GARDINER, MAINE STANDING CONDITIONS AND INSTRUCTIONS TO BIDDERS 1. Bidders shall use the enclosed form for quotations. Whenever, in bid forms and specifications, an article or material is defined by using a trade name and catalog number of a manufacturer or vendor, the term "or approved equal" if not inserted therewith, shall be implied. Any reference to a particular manufacturer’s product, either by trade name or by limited description, has been made solely for the purpose of more clearly indicating the minimum standard of quality desired. The term "or approved equal" is defined as meaning any other make which in the opinion of the City is of such character, quality and performance equivalence as to serve the purpose for which it is to be used equally as well as that specified. Consideration will be given to proposals submitted on alternate commodities to the extent that such action is deemed to serve the best interest of the City of Gardiner. The bidder quoting on a commodity other than as specified, shall furnish complete identification, descriptive literature or data with respect to the alternate commodity he proposes to furnish. 2. Submit a separate unit price for each item unless otherwise specified in the bid request. Award will be made on a basis of each item, or as a group, whichever is in to the best interest of the City of Gardiner. Prices should be stated, delivered to destination, less all trade discounts. Cash discounts are considered in determining low bidder. 3. Please indicate firm name and manually sign this bid in ink before returning it to the City. Failure of bidder to sign the bid may be cause for rejection of bid. 4. Bid amendments thereto, or withdrawals of bids, received after the opening date and hour will not be considered. Bids shall be subject to acceptance by Purchase Order by the City. Bids may be withdrawn by written notice, provided such notice is received prior to the time set for the opening of bids. 5. Any discrepancy between unit and total price will be governed by unit price as quoted on the original bid. 6. The City of Gardiner reserve the right to waive any formality and technicality in bids whichever is deemed best for the interest of the City of Gardiner. 7. Awards will be made to the lowest responsible bidder considering the quality of the services, supplies, materials or equipment to be supplied, their conformity with specifications, the purpose for which is required, date of delivery, and ultimate cost thereof to the City; the intent being to purchase in a manner that will best secure the greatest possible economy consistent with the grade or quality of service, supplies, materials and equipment best adapted for the purpose for which it is needed. 8. The vendor must furnish the item as specified on the bid and any deviation maybe grounds for rejection. Any deviations will be supplied in writing from the bidder.

9. All transportation charges, including expense for freight, transfer express, mail etc., shall be prepaid and be at the expense of the vendor unless otherwise specified in the bid. 10. Payment can be expected 30 days from delivery date. Please specify terms and cash discounts. Time, in connection with discount offered, will be computed from date of delivery at destination after final inspection and acceptance, or from date of correct invoice, whichever is later. 11. Time of proposed delivery must be stated in definite terms. If time varies for different items, the bidder shall so state. If time is the essence of the bid, the earliest date may be a factor in the award. 12. The City is exempt from payment of Federal Excise Taxes on the articles not for resale, Federal Transportation Tax on all shipments and Maine Sales Tax and Use Taxes. Please quote less these taxes. Upon application, exemption certificate will be furnished with the Purchase Order when required. 13. No contract may be assigned, sublet, or transferred without the written consent of the City of Gardiner. 14. In case of default by the vendor, the right is reserved by the City of Gardiner to procure the materials or supplies from other sources and charge any excess cost occasioned thereby to the vendor. However, the vendor shall not be held liable for any failure or delays in fulfillment of his contract arising from strikes, fires, Act of God, or any other cases, which by reasonable diligence could not be prevented. 15. The successful bidder may be required to furnish a bond conditioned for full and faithful performance of the contract. 16. These General Conditions and Instructions to bidders shall be an integral part of the attached specifications. 17.

Payment can be expected 30 days from delivery date.

The delivery date of this Camera/Jetter is April 16, 2013 or before. A fifty dollar per day penalty applies for delivery beyond April 16, 2013.

18.

SPECIFICATIONS FOR PORTABLE COLOR VIDEO PIPELINE INSPECTION & SEWER JETTING SYSTEM

1. GENERAL The purpose of this specification is to secure the necessary equipment and accessories that will comprise an electrically safe pipeline video inspection system and sewer jetting machine described herein. A detailed list of the basic components required is included and this is the basis upon which a proposal must be made. All necessary items needed to operate the unit even though not specifically mentioned in this specification must be supplied. All equipment, materials and workmanship shall be of the highest standard. All equipment provided will be manufactured from component levels. The equipment supplied will be new and unused except for the necessary testing, calibration and transportation unless otherwise agreed as part of the resulting contract.

2. DEMONSTRATION OF EQUIPMENT The purchaser may require a supplier to demonstrate the equipment specified in his bid document. If called upon to do so, failure to successfully demonstrate equipment and prove compliance claims, in a live environment within a specific time period, may be cause for disqualification of a proposal.

THE CITY OF GARGINER REQUIRES THAT EACH BIDDER TRUTHFULLY RESPOND TO ALL SECTIONS AND LINE ITEMS IN THIS BID DOCUMENT. FAILURE TO FULLY DISCLOSE ALL INFORMATION RELATING TO EQUIPMENT DEVIATIONS AND EXCEPTIONS WILL BE CAUSE FOR IMMEDIATE DISQUALIFICATION OF THE BID. 3. COMPLIANCE STATEMENTS THE BIDDER WILL INDICATE PARAGRAPH BY PARAGRAPH, IN THE SPACE PROVIDED, THE DEGREE OF COMPLIANCE WHEN COMPARING THE EQUIPMENT OFFERED TO THE STATED SPECIFICATION, AS FOLLOWS: A) WHERE THE EQUIPMENT OFFERED IS 100% IN COMPLIANCE WITH THE SPECIFICATION ITEM DESCRIPTION THE BIDDER WILL ENTER “COMPLIES” IN THE SPACE PROVIDED UNDER THE “COMPLIANCE STATEMENT” COLUMN, THUS INDICATING 100% COMPLIANCE TO SPECIFICATION. B) WHERE THERE IS ANY DEGREE OF NONE COMPLIANCE THE “COMPLIANCE STATEMENT” COLUMN SHOULD BE LEFT BLANK. C) WHERE THE “COMPLIANCE COLUMN” IS LEFT BLANK DEVIATIONS FROM THE STATED SPECIFICATION SHOULD BE LISTED, UNDER THEIR SPECIFICATION ITEM NUMBER, ON ATTACHMENT “A” ENTITLED “LIST OF EXCEPTIONS/ALTERNATIVES TO STATED SPECIFICATION.

4. GENERAL CAMERA SYSTEM REQUIREMENTS Compliance Statement A) B)

The system proposed must be capable of providing color video inspection of pipelines from 4” – 15” in diameter via a self propelled robotic crawler/transporter. _________ The system must be a wheeled, fully portable unit that utilizes a retractable handle for ease of movement by one person. _________

C) D) E) F) G) H) I) J) K) L) M)

The complete system shall be operable by one individual and contain all of the following key components designed into the unit. _________ A lightweight, weather-proof control console that houses the monitor and all system controls. ________ The control console must be capable of multi-angle positioning and be removable for remote operation utilizing up to a 30’ cord. _________ Minimum M8” TFT Screen _________ Control for tractor movement. _________ A weather-proof main body housing that utilizes a flip down door to expose keyboard. _________ “QWERTY” keyboard. _________ Choice of Power or manual drum with a built in footage counter. _________ Minimum 1000’ of cable _________ Rear Pendant Controller _________ All system components shall be new and unused as required by Paragraph 1, above. _________

5. CAMERA SAFETY REQUIREMENTS AND ELECTRICAL CERTIFICATIONS Compliance Statement A. All proposed CCTV inspection equipment shall be manufactured under a documented quality control program authorized by an independent regulating body. An ISO 9001 Quality Manufacturing Standard, or equal is required. Documentation (certificate) of a quality control program must be included with the bid proposal. ___________

6. TRAINING Compliance Statement

A. A minimum of sixteen (16) hours of training shall be included at the customer’s facility for all personnel operating the equipment proposed. All costs shall be included in this proposal. ____________ B. A complete set of User Training Manuals on the CCTV system and related components shall be provided. ____________

C. One (1) week Technical Training Course shall be offered at the manufacturer’s facility. This course must cover preventative maintenance, diagnostic trouble-shooting and equipment repair. The purchaser may elect to send as many people as necessary to the Technical Training Course. ___________ D. Technical Training Course cost will not exceed $150.00 for each person attending. This cost must cover lunch Monday – Friday, a training course manual for each attendee. All other variable expenses, example, airfare, accommodation, rental vehicle, meals, etc. are not to be included in this bid. Such expenses will be the responsibility of the customer at the date of training. ___________

7. WARRANTY Compliance Statement All CCTV equipment furnished in accordance with these specifications shall be covered by the manufacturer's and/or supplier's standard warranty or guarantee on new equipment. The minimum warranty period of the new video pipeline inspection equipment manufactured must be One (1) year for parts and labor. Warranty documents must be included in the Bid Proposal. Bids without warranty documents will not be considered. The two-year warranty shall be included in the price of this proposal. Warranty of external components of unit such as DVR etc.. shall be covered under that manufacturers warranty. __________

8. COLOR PAN & TILT CAMERA/TRACTOR ASSEMBLY Compliance Statement

A.

Horizontal resolution of up to 460 TV lines

__________

B.

Ultra-bright White 8LEDs, maintenance free-life

__________

IP68 Pressure Rating – operates fully submersed to depths of 328+ feet

__________

D.

Stainless steel and aluminum construction

__________

E.