Bid Package-Two (2) Compact Excavators-Ocean Springs

REQUEST FOR UNPRICED PROPOSALS
For the procurement of
Two (2) Compact Excavators
One (1) 5-Ton Class Compact Excavator &
One (1) 6-Ton Class Compact Excavator
A Reverse Auction Event
For
City of Ocean Springs
Hosted By:
Publication Dates: July 22, 2026, and July 29, 2026
Unpriced Responses Due: August 11, 2026, at 10:00 AM
Reverse Auction: August 14, 2026, at 10:00 AM
City of Ocean Springs - Two (2) Compact Excavators 1

ADVERTISEMENT FOR BIDS
NOTICE is hereby given that the City Council of the City of Ocean Springs will receive unpriced proposals
for prequalification until 10:00 AM on August 11, 2026, for furnishing the City of Ocean Springs'
requirements for the following:
Two (2) Compact Excavators
Copies of the Bid Package are available for free download at www.oceanspringsbids.com.
Documents must be downloaded through the website to be on the official plan holders list. For questions
regarding website accessibility or obtaining bid documents, please contact PH Bidding Group at 662-407-0195
or via email at bids@phbidding.com.
Unpriced proposals shall be submitted through the bid site. Responses will be reviewed and vendors
meeting the requirements in the bid package will be invited to participate in an online reverse auction,
which will be held on August 14, 2026, at 10:00 a.m. Pricing will only be received by approved bidders
through the online reverse auction.
Bid preparation will be in accordance with the Instructions to Bidders bound in the Documents. The City of
Ocean Springs reserves the right to waive irregularities and to reject any and/or all bids.
Minority and women's business enterprises are solicited to bid on this contract as prime bidders and are
encouraged to make inquiries regarding potential subcontracting opportunities and equipment, material, and/or
supply needs.
Any contract or contracts awarded under this invitation for bids are expected to be funded in whole by the City
of Ocean Springs. This procurement will be subject to the provisions of Section 31-7-13 of the Mississippi
Code of 1972.
CITY OF OCEAN SPRINGS
___________________________________
Christine Millard
City Clerk
PUBLISH:
July 22, 2026, and July 29, 2026
City of Ocean Springs - Two (2) Compact Excavators 2

INFORMATION FOR BIDDERS
Two (2) Compact Excavators
CITY OF OCEAN SPRINGS, MISSISSIPPI
1. Scope and Intent
The City of Ocean Springs is soliciting unpriced bid proposals for the purchase of two (2) compact
excavators, one 5-ton class compact excavator and one 6-ton class compact excavator, designed for
municipal operations. All proposed equipment must meet or exceed the performance, capacity, durability,
and safety requirements stated in these specifications.
The City of Ocean Springs intends to award a single contract to the lowest-priced, responsible bidder whose
equipment is determined to meet or exceed the specifications and evaluation criteria set forth in this bid
package.
2. Procurement Method - Multi-Step with Reverse Auction
This is a multi-step competitive procurement:
A. Phase One: Unpriced Technical Proposal
Vendors submit the completed Specification Response Form, descriptive literature, warranty
information, and other required documentation.
The City of Ocean Springs will evaluate submissions for compliance with minimum
specifications and overall acceptability.
Only vendors whose submitted equipment configuration meets the minimum
specifications, or whose clearly identified deviations are accepted by the City in writing,
will be approved to proceed.
B. Phase Two: Online Reverse Auction (Pricing Phase)
PH Bidding Group will issue detailed instructions and login credentials to approved vendors.
Vendors will submit pricing only through the reverse auction at the scheduled date / time.
Bidders will see their ranking but not competitors' prices. The event may automatically
extend if bids are placed near closing, per PH Bidding Group's standard rules.
No pricing of any kind is to be included with the unpriced proposal. Pricing will only be accepted
through the Reverse Auction by bidders that are approved to participate.
3. General Requirements
A. All items shall be new, current production, and covered by full manufacturer warranty and support.
B. All equipment shall be shipped FOB Destination, City of Ocean Springs, Mississippi, with all freight
and delivery charges prepaid by the vendor.
C. The bidder bears the burden of demonstrating compliance with specifications through
literature, technical data, and completed response forms.
D. Any exceptions or deviations from the specifications must be clearly stated on a separate sheet
and referenced in the Specification Response Form.
E. The City of Ocean Springs will not accept escalation clauses, fuel surcharges, or other add-on fees
beyond the bid price.
F. Substitutions or equivalent equipment may be proposed, provided they meet or exceed all specified
requirements. Any proposed alternate equipment must be clearly identified in the bid submission and
supported with detailed technical documentation demonstrating compliance with the specifications. The
City of Ocean Springs reserves the right to accept or reject any proposed substitution. Approval of an
equivalent does not relieve the bidder of responsibility for equipment performance, durability,
compatibility, or compliance with all bid requirements.
City of Ocean Springs - Two (2) Compact Excavators 3

4. Trade-In Allowance
The City of Ocean Springs may make one existing compact excavator available as a possible trade-in toward
the purchase of the new compact excavators requested in this solicitation. The existing trade-in unit is a
Caterpillar 305.5E compact excavator, currently owned by the City of Ocean Springs. Bidders are
responsible for verifying all information regarding the trade-in unit, including but not limited to make, model,
serial number, year, hours, condition, included attachments, mechanical condition, hydraulic condition,
undercarriage condition, and overall suitability for resale or use.
Photographs of the existing trade-in unit are included with this bid package for general reference only. The
photographs are provided to assist bidders in evaluating whether they wish to offer a trade-in allowance. The
photographs shall not be considered a warranty, guarantee, or complete representation of the condition of the
unit.
The existing trade-in unit will be offered as-is, where-is, with all faults, defects, wear, damage, and conditions,
whether known or unknown. The City makes no warranties, guarantees, or representations, either expressed
or implied, regarding the condition, value, merchantability, fitness for a particular purpose, operating condition,
remaining useful life, service history, hours, repairs needed, title status, or suitability of the trade-in unit.
Bidders are strongly encouraged to inspect the trade-in unit in person before submitting a trade-in allowance.
Failure by a bidder to inspect the unit shall not relieve the bidder of its offer or obligations if the City accepts the
trade-in allowance. Any bidder submitting a trade-in allowance shall be deemed to have satisfied itself as to the
condition and value of the trade-in unit.
The City may provide reasonable access for inspection of the trade-in unit by appointment. Inspections shall be
conducted at a time and approved by the City. Bidders shall not operate, test, move, disassemble, remove
parts from, or otherwise alter the trade-in unit unless expressly authorized by the City in writing.
Any trade-in allowance offered shall be submitted separately from the reverse auction pricing. Trade-in values
shall not be entered into the reverse auction platform and shall not be used to determine bidder ranking during
the auction.
The City reserves the right, in its sole discretion, to accept or reject any trade-in allowance. The City may
award the purchase with or without accepting the trade-in allowance, whichever is determined to be in the best
interest of the City. Submission of a trade-in allowance does not guarantee that the City will trade in the
existing unit.
If the City accepts a trade-in allowance, the allowance shall be shown as a separate deduction on the final
invoice or purchase documentation. The allowance shall not reduce the bidder's responsibility to provide fully
compliant new equipment in accordance with the bid specifications.
If the trade-in is accepted, the successful bidder shall be responsible for all pickup, loading, hauling,
transportation, insurance during transport, and removal costs associated with the trade-in unit unless otherwise
agreed to in writing by the City. The trade-in unit shall be removed from the City's property only after the City
authorizes release of the unit. The City may require that the new equipment be delivered, accepted, and
placed into service before releasing the trade-in unit.
The City reserves the right to retain, sell, dispose of, or trade the existing compact excavator by any lawful
method available to the City. The City further reserves the right to reject any trade-in allowance that is deemed
too low, conditional, unclear, or not in the City's best interest.
City of Ocean Springs - Two (2) Compact Excavators 4

Trade-In Inspection
Bidders are strongly encouraged to inspect the trade-in unit before submitting a trade-in allowance. Inspection
of the trade-in unit is not mandatory; however, bidders who choose not to inspect the unit shall not later claim
lack of knowledge regarding the condition, appearance, components, wear, defects, or value of the unit.
Inspection appointments must be scheduled in advance. Bidders shall coordinate inspection requests through
the designated bid contact. No verbal statements made during inspection shall modify the bid documents. Any
questions regarding the trade-in unit must be submitted in writing and answered only by written addendum if
the City determines a response is necessary.
The trade-in unit may include visible wear, rust, scratches, dents, hydraulic components, hoses, tracks,
attachments, buckets, or other equipment shown in the photographs; however, bidders shall not rely solely on
the photographs to determine condition or value. The City makes no guarantee that all components shown in
photographs are included unless expressly stated in the bid documents.
Trade-In Unit Photos (For Reference Only)
City of Ocean Springs - Two (2) Compact Excavators 5

5. Evaluation Criteria
Bids will be evaluated based on, but not limited to, the following criteria:
Compliance with technical specifications
Pricing and overall value (as determined by the reverse auction)
Delivery timeframe
Warranty coverage and service support
Estimated Annual service and maintenance costs
Vendor reputation and past performance
Completeness and quality of the unpriced proposal
6. Submission of Unpriced Technical Proposals
To be considered for an invitation to participate in the Reverse Auction and potential award for this
project, bidders must submit all required documentation as outlined in the Information for Bidders.
A. Proposal Submission and Evaluation
Proposals may be opened at any time after receipt. Once opened, all proposals will be taken under
advisement. The City of Ocean Springs reserves the right to conduct written and/or oral discussions
with potential bidders as part of the evaluation process.
B. Reverse Auction Process
Only vendors approved through the multi-step qualification process will be permitted to submit
pricing through the Reverse Auction. Unpriced technical proposals may be opened at any time
after receipt and will be evaluated under advisement. The City of Ocean Springs reserves the right
to determine the responsiveness of all offers and proposals, waive minor informalities or
irregularities, reject any or all proposals, and invite priced bids only from those companies deemed
most advantageous to the buyer.
C. Proposal Conditions
By submitting a proposal, bidders acknowledge that they have read, understood, and agree to
comply with all specifications as written. Proposal modifications, alterations, or corrections received
after the specified closing time will not be considered. All proposals must remain valid for at least
sixty (60) days from the date of opening. City of Ocean Springs is a tax-exempt government entity.
D. Signature and Submission Requirements
Unpriced technical proposals must be signed by an owner, authorized officer, or manager of the
bidding company. It is the bidder's responsibility to ensure that complete and timely proposals,
including all required documentation, are received. Late or incomplete proposals will not be
considered.
E. Reverse Auction Invitation
Bidders selected to participate in the Reverse Auction will receive detailed instructions outlining the
bidding process and submission requirements for priced bids.
City of Ocean Springs - Two (2) Compact Excavators 6

7. INSTRUCTIONS FOR ELECTRONIC SUBMISSIONS
The following information applies to all proposals. The preferred submission method is electronic submission
through www.oceanspringsbids.com.
A. Unpriced Proposal Submission (Electronic Submission)
To submit your unpriced proposal electronically, follow the steps below:
1. Prepare Documents
a. Scan all required documentation into a single PDF file.
2. Access the Bid Portal
a. Go to www.oceanspringsbids.com.
b. Log in using your credentials.
c. On the left side of the homepage, click "Public Bids."
d. Select the appropriate bid solicitation you wish to participate in.
e. Click the "Submit Bid" tab.
3. Upload Your Documents
a. Complete or verify your profile information.
b. Under the "PDF Attachments" section, drag and drop your PDF file into the upload
box, or click "click here" to browse and upload your file manually.
4. Review and Submit
a. Under the "Review and Verify" section, check the box to agree to the terms and
conditions.
b. Click "Submit" when you are ready to finalize your submission.
5. Confirmation
a. A confirmation message will appear once your proposal has been
successfully submitted.
b. Important: If you do not receive confirmation, your submission was not received.
For assistance, contact bids@phbidding.com or call (662) 407-0195.
6. After submission,
a. Once the submission deadline has passed, the City of Ocean Springs will review all
proposals.
b. You may revise or withdraw your submission at any time before the official bid
opening deadline.
c. Approved bidders will be invited to participate in the reverse auction phase.
B. Required Submission Documents
Your unpriced proposal must include the following as a SINGLE PDF FILE:
1. Completed Specification Response Form
2. Product Specifications and Brochures
3. Warranty Information
4. Vendor Information
5. PH Bidding Supplier Agreement
6. Any additional information you wish the City of Ocean Springs to consider
8. Opening and Review of Proposals
Unpriced proposals may be opened any time after receipt and will be taken under advisement. The City
of Ocean Springs may conduct written and/or oral discussions with vendors as part of the evaluation
process.
Only vendors determined to be responsive and technically acceptable will be invited to participate in the
reverse auction pricing phase.
City of Ocean Springs - Two (2) Compact Excavators 7

9. REVERSE AUCTION
The reverse auction will be conducted on August 14, 2026, at 10:00 AM Central Time, through the
following platform: www.phbidding.procureclix.com
A separate registration is required to access the reverse auction platform.
Vendors approved to participate will receive detailed registration instructions and login
credentials prior to the auction.
Reverse auction pricing shall be based only on the price for the new equipment being offered,
including all required machines, attachments, buckets, hydraulic curved thumbs, quick
couplers, auxiliary hydraulic quick-connect couplers, counterweights, hydraulic breaker/jack
hammer for Machine B, delivery, setup, dealer preparation, training, fees, and all other required
costs.
A. Participation Requirements
Vendors must submit their unpriced proposals by the bid deadline. Proposals that meet all minimum
specifications will be invited to participate in the Online Reverse Auction.
B. Reverse Auction Process
The Online Reverse Auction is a live, competitive bidding event in which participants submit
progressively lower bids.
C. During the event:
Bidders will be able to view their ranking in real time.
Bidders will not be able to view other participants' actual bid amounts.
Bidders may revise and lower their bids as often as desired throughout the auction.
To ensure fairness, the system automatically extends the auction if new bids are placed near the
close:
Any bid submitted within the final 3 minutes of the auction will trigger an automatic 3-minute
extension.
Each subsequent bid will continue to extend the auction by 3 minutes until a full 3-minute period
passes with no new bids.
Once no bids are received during that window, the auction will close automatically.
D. Additional Information
Comprehensive instructions and event details will be included in the official Invitation to Participate sent
to approved vendors.
** PH Bidding Group does not participate in the evaluation or selection process of the awarded vendor.
10. Award
Following conclusion of the reverse auction, the City of Ocean Springs will evaluate results and may
make award to the lowest-priced, responsible vendor whose offer is determined to be in the best interest
of the City of Ocean Springs. The City of Ocean Springs reserves the right to: reject any or all
proposals, waive informalities or irregularities, re-advertise or solicit new bids, or accept the bid deemed
most advantageous to the City of Ocean Springs.
Reverse auction pricing shall be submitted for the two new compact excavators only and shall include
all required equipment, attachments, buckets, hydraulic curved thumbs, quick couplers, auxiliary
hydraulic quick-connect couplers, counterweights, hydraulic breaker for Machine B, delivery, setup,
dealer preparation, training, fees, and all other costs necessary to provide fully operational machines.
Trade-in allowances shall be submitted separately and shall not be entered into the reverse auction or
used to determine bidder ranking during the auction.
City of Ocean Springs - Two (2) Compact Excavators 8

11. Questions and Addenda
Failure to examine any specifications and instructions will be at the bidder's risk. All procedural and
technical questions, or if the attached specifications are incomplete, not clear, or not standardized, shall be
made in writing.
For questions regarding obtaining bid documents or regarding the online reverse auction process,
prospective bidders may contact PH Bidding Group at 662-407-0195. Email: bids@phbidding.com
No oral explanations by any member of the City of Ocean Springs staff will be binding. Receipt of
addenda must be acknowledged in writing. Submitting vendors shall be responsible for ensuring that
they have received all addenda.
City of Ocean Springs - Two (2) Compact Excavators 9

SPECIFICATION RESPONSE FORM
Two (2) Compact Excavators
CITY OF OCEAN SPRINGS
Bidders shall indicate compliance with checking "YES" or non-compliance with "NO" for each line item. Any space left blank will be
interpreted as non-compliant. All exceptions must be clearly explained in the "Variance" column or on an attached sheet.
MACHINE A
5-Ton Class Compact Excavator
A Item ACKNOWLEDGE
GENERAL REQUIREMENTS
# VARIANCE
YES NO
A 1.1 The machine shall be a new, current-production, enclosed cab
compact hydraulic excavator in the 5-ton Class
A 1.2 Machine shall be compact-radius, reduced-tail-swing, or short-
tail-swing design suitable for municipal, utility, drainage, grading,
ditching, site maintenance, and general excavation work.
A 1.3 The machine shall be delivered fully assembled, inspected,
serviced, lubricated, and ready for immediate operation.
A 1.4 All equipment, attachments, safety equipment, accessories,
freight, setup, dealer preparation, and inspection charges
necessary for safe and proper operation shall be included
A Item ACKNOWLEDGE
ENGINE, SIZE, AND PERFORMANCE
# VARIANCE
YES NO
A 2.1 Engine shall be diesel-powered, liquid-cooled, and shall meet
current applicable U.S. EPA emissions requirements for this
class of equipment.
A 2.2 Net engine horsepower shall be not less than 44 horsepower.
A 2.3 Operating weight in the proposed cab configuration shall be not
less than 11,000 lb and should generally not exceed 13,500 lb,
unless specifically approved by the Owner.
A 2.4 Machine shall include the manufacturer-approved counterweight
or heavy counterweight appropriate for the machine
configuration bid.
A 2.5 Bidder shall state the operating weight of the machine as bid,
including cab, blade, counterweight, tracks, bucket, thumb,
coupler, and any other included attachments or options.
A 2.6 Maximum digging depth shall be not less than 11 feet with
standard stick configuration.
A 2.7 If long stick/long arm is offered, maximum digging depth shall be
not less than 12 feet.
A 2.8 Maximum reach at ground level shall be not less than 18 feet.
A 2.9 Bucket digging force shall be not less than 10,500 lbf.
A 2.10 A rm/stick digging force shall be not less than 5,600 lbf.
A 2.11 B idder shall state maximum digging depth, maximum reach at
ground level, maximum dump height, bucket digging force,
arm/stick digging force, net horsepower, and operating weight.
City of Ocean Springs - Two (2) Compact Excavators 10