CITY OF FREEPORT Water & Sewer Commission GIS DATA COLLECTION EQUIPMENT 524 W. STEPHENSON STREET FREEPORT, IL BID DOCUMENTS MARCH 2012

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1 CITY OF FREEPORT Water & Sewer Commission GIS DATA COLLECTION EQUIPMENT BID DOCUMENTS MARCH 2012 CITY OF FREEPORT 524 W. STEPHENSON STREET FREEPORT, IL BID SUBMITTAL 10:00 AM, FRIDAY, MARCH 23, 2012 CITY CLERK S OFFICE 3 RD FLOOR CITY HALL

2 BID SOLICITATION Sealed bids for GIS Data Collection Equipment will be received at the Water & Sewer Commission office located at 524 W. Stephenson Street, Office of the City Clerk, 3 rd Floor, Freeport, IL until 10:00 am Friday, March 23, 2012, and at that time will be publicly opened and read. Contract documents may be obtained from the Water & Sewer Commission main office located at the above address. A pre-bid will not be held. Questions should be directed to Curt Suttman at or Curt questions at csuttman@cityoffreeport.org. Date: March 8, 2012 By: Craig Joesten City of Freeport, Water & Sewer Commission Finance/Executive Director END OF SECTION

3 Instructions to Bidders Request for Bids The City of Freeport Water & Sewer Commission is accepting Bids for GIS data collection equipment. The equipment will be used to gather spatial data for every water & sewer asset within the city limits to an accuracy of The bidder shall provide a solution for collecting spatial data to an accuracy of Information contained in this request for bid shall become a part of the contract for GIS data collection equipment. Defined Terms Terms used in these Instructions to Bidders. The term "Bidder" means one who submits a Bid directly to the OWNER, as distinct from a sub-bidder, who submits a bid to a Bidder. The term "Successful Bidder" means the lowest, qualified, responsible, and responsive Bidder to whom the OWNER (on the basis of the OWNER's evaluation as hereinafter provided) will enter into a contract. The term "Bidding Documents" includes the Advertisement or Invitation to Bid, Instructions to Bidders, the Bid Form, and the proposed Contract Documents (including all Addenda issued prior to receipt of Bids). Contract Documents shall include the City of Freeport Purchasing Policy dated City of Freeport Purchasing Policy is available at Interpretations and Addenda All questions about the meaning or intent of the Contract Documents are to be directed to the OWNER. Interpretations or clarifications considered necessary by the OWNER in response to such questions will be issued by Addenda via PDF file to all parties recorded by the OWNER as having received the Bidding Documents. Questions received less than 24 hours prior to the date for opening of Bids may not be answered. Only questions answered by formal written Addenda as submitted via provided address will be binding. Oral and other interpretations or clarifications will be without legal effect. Addenda may also be issued to modify the Bidding Documents as deemed advisable by the OWNER. Contract In the event the OWNER selects a rent or lease contract, the term of the contract will be 24 months from the date of Delivery to the OWNER, with an option to renew on a month-to-month basis. There shall be no penalty for early cancellation of the contract within the 24 month period. Bid Form The Bid Form is included with the Bidding Documents; additional copies may be obtained from the OWNER, or the following link: All names must be typed or printed below the signature. The address and telephone number for communications regarding the Bid must be shown. Bidder must provide contact address for Award and Addenda. Instructions to Bidders Page 1 of 3

4 Opening of Bids Bids will be opened and (unless obviously non-responsive) read aloud publicly. An abstract of the amounts of the base Bids and major alternates (if any) will be made available to Bidders after the opening of Bids. Bids to Remain Subject to Acceptance All bids will remain subject to acceptance for 10 business days after the day of the Bid opening; however it is the Freeport Water & Sewer Commission s intent to award a contract or submit a purchase order on or about Friday, March 30, Award of Contract The OWNER reserves the right to reject any and all Bids, to waive any and all informalities not involving price, time, or changes in the Work and to negotiate contract terms with the Successful Bidder, and the right to disregard all nonconforming, non-responsive, unbalanced, or conditional Bids. In evaluating Bids, the OWNER will consider the submittals provided by the Bidders, whether or not the Bids comply with the prescribed requirements, and such alternates, unit prices, and other data, as may be requested in the Bid Form. If the contract is to be awarded, it will be awarded to the lowest Bidder whose evaluation by the OWNER indicates to the OWNER that the award will be in the best interests of the Project. If the contract is to be awarded, the OWNER will provide the Successful Bidder with notice within 10 business days after the day of the Bid opening. Contract or Purchase Order Execution When the OWNER provides notice to the Successful Bidder, the Bidder shall provide the OWNER with 3 Vendor/Company contracts. In the event the OWNER selects a purchase option, the OWNER shall provide the successful bidder with a purchase order for the amount specified in the bid. Sales and Use Taxes The OWNER is exempt from Illinois State Sales and Use Taxes on materials and equipment to be incorporated in the Work. Said taxes shall not be included in the Contract Price. The Bidder shall: 1. Provide an original and two copies of their bid. 2. Sign and date the bid form by an authorized individual with the bidder. 3. Your bid must be received no later than 10:00 AM, Friday, March 23, 2012 at the City Clerk s office. Bid Packet (original & two copies) shall include the following information: 1. Bid form summarizing your bid and fee/cost structure, along with supporting documentation required per the Bid Form. 2. Example of Vendor/Company Standard Contract for Rent/Lease bids. Instructions to Bidders Page 2 of 3

5 Bids to Remain Subject to Acceptance All bids will remain subject to acceptance for 10 business days after the day of the Bid opening. Scope of the Contract 1. The Proposer must be prepared for delivery of the GIS data collection equipment within 10 business days of contract approval. 2. The GIS data collection equipment shall meet one of the following criteria: 1. All new equipment with a one year warranty, technical support, and training. 2. Used equipment with a one year warranty, technical support, and training. 3. Rent or leased equipment for up to 24 months, with an option to go month to month. 4. Rent or lease to own equipment on or before 24 months. 3. GIS data collection equipment shall collect data to a spatial accuracy of 0.01 in the x, y, and z planes. Robotic total stations shall achieve a spatial accuracy of 0.01 to 0.02 in the x, y, and z planes within a 1500 radius from the instrument s setup location. Equipment must be able to capture data within a timeframe of 60 seconds from the start of point observation. 4. The GIS equipment shall include all appurtenances required for an eight hours of operation daily: For example, batteries, cables, cases, etc., while this is not an extensive list the OWNER may request items from the Bidder at no additional cost to make the equipment complete such that the 8 hours of daily operation may be performed. 5. All GIS data collection equipment shall have a one year warranty from the date of delivery to the OWNER. The warranty shall ensure that the GIS data collection equipment will perform in accordance with all published specifications and be free of defects in both material and workmanship. All replacement and/or repairs within the warranty shall be the sole financial responsibility of the bidder, including all shipping and handling costs. 6. Training shall be provided for basic function of the GIS data collection equipment, ensuring that GIS data collection crew will be capable of setting up the equipment, handling and maintaining the equipment, collecting water and sewer asset data, and exporting the collected data to a file format suitable for GIS integration. 7. Technical support shall be provided for no less than one year from the date of delivery of the GIS data collection equipment to the OWNER. The technical support shall be for all hardware and software as specified in the bid. The above information is provided as a baseline of services needed and expected by the Commission. The Proposers are encouraged to submit additional information and outline of services and contract criteria. Freeport Water & Sewer Commission retains the right to reject any and all bids and/or to waive any technical irregularities. END OF SECTION Instructions to Bidders Page 3 of 3

6 BID FORM Project Identification: GIS Data Collection Equipment Contract Identification and Number: [12-60] This BID is submitted to: Freeport Water & Sewer Commission 524 W. Stephenson Street Office of the City Clerk, 3 rd Floor Freeport, IL The undersigned BIDDER proposes and agrees, if this BID is accepted, to enter into an agreement with OWNER to furnish all products/equipment as specified or indicated in the Contract Documents for the Contract Price indicated in this BID and in accordance with the other terms and conditions of the Contract Documents. 2. BIDDER accepts all of the terms and conditions of the Advertisement, Solicitation, or Invitation to BID and Instructions to BIDDERS. This BID will remain subject to acceptance for 10 business days after the day of BID opening. BIDDER will provide a contract subject to City of Freeport Corporation Counsel approval no longer than 10 days after the date of the OWNER's selection. 3. In submitting this BID, BIDDER represents; a. BIDDER has examined copies of all the Bidding Documents and of the following Addenda (receipt of all that is hereby acknowledged): Date Number b. BIDDER has familiarized itself with the nature and extent of the Contract Documents. Work, site, locality, and all local conditions and Laws and Regulations that in any manner may affect cost, progress, performance or furnishing of the GIS data collection equipment. c. BIDDER has given the OWNER written notice of all conflicts, errors or discrepancies that he has discovered in the Contract Documents and the written resolution thereof by the OWNER is acceptable to BIDDER. d. The BID is genuine and not made in the interest of or on behalf of any undisclosed person, firm, or corporation and is not submitted in conformity with any agreement or rules of any group, association, organization, or corporation; BIDDER has not directly or indirectly induced or solicited any other BIDDER to submit a false or sham BID; BIDDER has not solicited or induced any person, firm, or corporation to refrain from Bidding; and BIDDER has not sought by collusion to obtain for itself any advantage over any other BIDDER or over the OWNER. Bid Form Page 1 of 4

7 4. BIDDER shall provide at least one of the following: NO. A. GIS Data Collection Equipment Est. Qty. UNIT Price ITEM 1 GIS Data Collection Equipment, All New with a 1 year warranty, Training and all Manuals, & Technical Support - Complete 1 LS $ $ 1a Additional 1 year warranty 1 LS $ $ Total Est. Price Total $ NO. B. GIS Data Collection Equipment Est. Qty. UNIT Price ITEM 1 GIS Data Collection Equipment, All Used with 1 year warranty, Training and all Manuals, & Technical Support - Complete 1 LS $ $ 1a Additional 1 year warranty 1 LS $ $ Total Est. Price Total $ NO. C. GIS Data Collection Equipment Est. Qty. UNIT Price ITEM 1 GIS Data Collection Equipment, Rent or Lease per month up to 24 months, Training and all Manuals, & Technical Support - Complete 24 Month $ $ Total Est. Price 1a Additional Rental or Lease beyond 24 months 1 Month $ $ Total $ Bid Form Page 2 of 4

8 NO. D. GIS Data Collection Equipment Est. Qty. UNIT Price ITEM 1 GIS Data Collection Equipment, Rent or Lease to Own per month on or before 24 months, Training and all Manuals, & Technical Support - Complete 24 Month $ $ Total Est. Price Total $ Select from the following: GIS Data Collection Equipment Documentation (Please circle selections) Number of years the equipment has been in the market place, if Bidder is a Vendor. Number of years your Company has been in business using survey equipment of the nature specified, if the Bidder is a 3 rd Party provider. Select from the following: OR AND If Bidder is 3 rd Party provider, non-vendor or retailer, provide references and examples demonstrating how the product specified is in use and the degree of accuracy experienced. If the Bidder is a Vendor, provide references and examples demonstrating how the product specified is in use and the degree of accuracy experienced. OR AND Example of Contract for Rental/Lease of GIS Data Collection Equipment. NOTE: The Contract shall be awarded on bid provided. The items bid here include all labor, insured delivery to the OWNER, equipment, services and materials needed to complete the Contract. The Owner reserves the right to award any, all, or none of the work. 5. BIDDER agrees that all GIS Data Collection Equipment as bid: GIS data collection equipment shall be delivered to the OWNER within 10 business days of signing the contract. Failure to deliver the GIS data collection equipment within the time specified shall void the contract unless authorized by the OWNER. Bid Form Page 3 of 4

9 6. Communications concerning this BID shall be addressed to: 7. Submitted by: Curt Suttman City of Freeport Water & Sewer Commission 524 W. Stephenson Street, Suite 330 Freeport, Illinois Office: (815) Cell: (815) Submitted on, 20.. Company Name Contact for Award and Addenda Respectfully submitted: Signature Title License Number (if applicable) Address Date: (SEAL - if BID is by a corporation) Attest: END OF SECTION Bid Form Page 4 of 4

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