Fairway Mower (Unit 2037) Bid Packet.pdf

CITY OF SALINA
REQUEST FOR BIDS
Project No.: N/A City's Project Manager:
Mike Fuller
Fleet Supervisor
Project Title: 2026 Vehicles and Equipment
418 E. Ash St.
Telephone Number: (785) 309-5752
Bid Deadline: Thursday, April 9th, 2026 at 10:00 a.m. mike.fuller@salina.org
1. INVITATION TO BID
1.1 The City of Salina, Kansas is seeking Bids for the purchase of one (1) Fairway Mower as is
more particularly described in this Request for Bids and the detailed Specifications.
1.2 Sealed Bids will be received at the City-County Building, 300 W. Ash, Room 206, P.O. Box
736, Salina, Kansas 67402, until the above-referenced Bid submission deadline, for
furnishing materials, equipment, and/or supplies, as described herein.
1.3 Submissions must be hand-delivered, or sent via return receipt delivery effected by certified
mail, priority mail, commercial courier service, overnight delivery service, or other reliable
personal delivery service to the City's above-referenced address. Facsimile or electronic
submissions will not be accepted. Submissions received after the specified time and date will
be returned unopened.
1.4 Bids will be opened publicly and read aloud at 10:00 a.m. (CST), on the above-referenced
Bid submission deadline, at the City-County Building, 300 W. Ash, Room 206, Salina,
Kansas 67401.
1.5 All questions concerning this solicitation during the bidding process shall be forwarded to
the Project Manager listed above.
2. SUMMARY OF SOLICIATION
Purchase of one fairway mower.
3. DEFINITIONS
3.1. Bid: A completed and properly signed response to this Request for Bids, which, if accepted
by the City, will bind the Bidder to perform the resultant Contract.
3.2. Bidder: A person or entity that submits a Bid in response to this Request for Bids.
3.3. Bid Documents: This Request for Bids, and all documents and information attached hereto
or incorporated herein.
3.4. City: The City of Salina, Kansas.
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3.5. Contract: A binding legal agreement between the City and the Successful Bidder, which
includes, without limitation, the City's Standard Purchase Terms and Conditions.
3.6. Deliverables: The goods, products, equipment, materials, and/or services to be provided to
the City under a Contract with the Successful Bidder.
3.7. Specifications: The stated minimum requirements for a Bid to be considered by the City,
including those set forth in Exhibit A attached to this Request for Bids, and all other written
the directions, provisions, and requirements pertaining to: (a) the kind and type of
Deliverables; (b) the qualities of materials to be furnished; and/or (c) the method and manner
of providing the related services.
3.8. Successful Bidder: The Bidder submitting a responsive Bid to whom the City awards a
Contract.
4. BID SUBMISSIONS
4.1 Written Bids shall be typewritten or written in ink on the form enclosed. Officials of
corporations shall designate their official title; partners or sole owners shall so state, giving
the names of all interested parties. The person signing the Bid shall initial all corrections or
erasures.
4.2 Bids with all required submittals and information shall be submitted at the time and place
indicated herein, in writing, within a sealed envelope. The envelope shall be identified on
the outside with Bidder's name and address and the project number, and addressed to the City
of Salina, in care of: Nikki Goding, City Clerk, City-County Building, 300 W. Ash, Room
206, P.O. Box 736, Salina, Kansas 67402.
4.3 Sufficiency of Documents, Interpretations, Addenda.
4.3.1. The submission of a Bid will constitute an incontrovertible representation that the
Bidder will comply with every term and condition of the Bid Documents and that
such documents and specifications therein are sufficient in scope and detail to indicate
and convey understanding of all requirements for furnishing the Deliverables.
4.3.2. Any questions about the meaning or intent of the Bid Documents or requirements
must be submitted in writing to the Project Manager not less than seven (7) days prior
to the date of Bid opening. Questions thus submitted will be answered by written
addenda issued to all prospective Bidders who have obtained a copy of this Request
for Bids from the City. Oral or other interpretations or clarifications will be void,
without any legal effect, and do not bind the City.
4.3.3. Addenda to the Request for Bids shall be properly acknowledged in the space
provided on the Bid form.
4.4 Each Bidder shall attach to its Bid copies of all warranties to be provided by the manufacturer,
distributor and/or Bidder.
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4.5 Prior to Contract award, Bidders may be required to submit evidence that they: (a) have
adequate financial and technical ability to furnish and service the Deliverables; (b) maintain
spare parts for maintenance and repair of the Deliverables; and (c) have an acceptable service
record on Deliverables previously supplied to others.
4.6 In some cases, alternate Bids may be requested with respect to some elements of the
Specifications. Alternate pricing shall be provided on the forms provided for such purpose,
and shall be presented as an addition or reduction to the base Bid amount.
4.7 Bidders shall state the delivery terms in the Bid, unless already specified in the Bid form
and/or the Specifications, in which case delivery shall be made within the time(s) set forth.
Bidders shall further state in the Bid any and all prepayment and discount options offered to
the City.
4.8 The City is exempt from Kansas sales tax on materials and equipment to be purchased
hereunder. Consequently, sales tax shall not be included in the Bid.
4.9 The City shall not be liable for any costs incurred by a Bidder in preparing and submitting a
Bid, or in performing any other activities relative to this Request for Bids.
4.10 The City may have trade-in equipment to be purchased. If so, the equipment will be listed
on or attached to the Specifications sheet, along with instructions for viewing or obtaining
additional information regarding this equipment. In all cases, the trade will be at the option
of the City, and the City reserves the right to either trade any or all of the listed equipment,
or to pay the Bid price of the item before trade and retain the trade-in equipment.
4.11 When approximate quantities are stated, the City reserves the right to increase or decrease
the quantity as best fits its needs.
5. BID SECURITY
5.1 The City's Bid security requirements are as follows ("X" indicates applicability):
Each Bidder shall submit with its Bid a certified check, cashier's check, or an acceptable
bidding bond (written on a penal sum form), in the amount of five percent (5%) of the total
amount shown on the Bid. The Bid security shall be made payable to the City and will serve
as a guarantee that the Bidder will enter into any Contract awarded to the Bidder in
accordance with the terms of the Bid. If a Bidder fails or refuses to enter into a Contract, or
to hold the Bid price, terms, or conditions firm, then, in addition to exercising any other
available remedy at law or in equity (including but not limited to the remedies available to
the City pursuant to Section 11 of the City's Standard Purchase Terms and Conditions
attached hereto), the City may consider the Bidder to be in default and the Bid security of
that Bidder shall be forfeited and the money derived therefrom will be turned to the use of
the City. The City may retain the security of any Bidder until sixty-one (61) days after the
Bid opening, at which time the Bid security shall be returned to all unsuccessful Bidders.
Bid security is not required for this project.
6. BID WITHDRAWAL
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6.1 Bids may be withdrawn by notice in writing, but only if the written notice is received by the
City prior to Bid opening. Any such withdrawal notice must be delivered in the same manner
as Bids are required to be submitted. After Bid opening, Bids may not be withdrawn and
shall remain open for sixty (60) days.
7. AWARD OF CONTRACT
7.1 The City reserves the right to reject any and all Bids; to waive any and all informalities or
defects; to disregard all nonconforming, non-responsive or conditional Bids; or to accept such
proposals as shall be deemed to be in the best interest of the City to do so. Discrepancies
between words and figures will be resolved in favor of words. Discrepancies between the
indicated sum of any column of figures and the correct sum thereof will be resolved in favor
of the correct sum.
7.2 Bids will be evaluated and award will be made to the lowest and best responsive and
responsible Bidder whose Bid conforms to the City's requirements, and whose Bid is
considered to be the most advantageous to the City, price and other factors considered.
Factors to be considered may include, but are not limited to, Bidder's past performance, total
unit cost, economic cost analysis, life cycle costs, warranty, service response time, quality,
maintenance cost, durability, operational requirements of the City, and any other such
information in the City's discretion.
7.3 The City may elect to accept a Bid for the Deliverables without trade-in of any or all of the
listed trade-in equipment (if any is listed in the Specifications), or the City may elect to accept
the Bid with any combination of trade-in equipment. The selection of particular units, if any,
of the identified trade-in equipment to be traded rests solely with the City.
8. CONTRACT TERMS
8.1 Within ten (10) days of acceptance by the City and the issuance of a notice of award, the
Successful Bidder will enter into a Contract with the City. The Contract between the City and
the Successful Bidder shall be subject to, and shall include, the City's Standard Purchase Terms
and Conditions, a copy of which is attached hereto. The Standard Purchase Terms and Conditions
shall not be modified and shall supersede any terms, conditions, or provisions proposed by the
Bidder which may be inconsistent therewith. Submission of a Bid constitutes an offer to contract
on these terms, and the City's issuance of a purchase order constitutes the City's acceptance of
the Successful Bidder's offer on these terms, and forms a Contract.
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BID FORM
TO THE BOARD OF COMMISSIONERS
CITY OF SALINA, KANSAS
Project Name: 2026 Vehicle and Equipment Bids
Project No.: N/A
1. Proposal to Enter into Contract. The undersigned Bidder hereby submits the following
Bid for the Deliverables indicated above, in accordance with the terms and Specifications of the Request
for Bids and related Bid Documents. Bidder proposes and agrees, if this Bid is accepted, to furnish all
Deliverables for which a Contract is awarded, within the date(s) specified, in the manner and at the prices
herein stated, and in accordance with the terms and conditions of the Bid Documents.
2. Bidder's Acknowledgments. Bidder accepts all of the terms and conditions of the Bid
Documents, including but not limited to the City's Standard Purchase Terms and Conditions (as
applicable). This Bid will remain subject to acceptance for sixty (60) days after the Bid opening, or for
such longer period of time that Bidder may agree to in writing upon request by the City.
3. Bidder's Representations. In submitting this Bid, Bidder represents that:
a. Bidder has carefully reviewed the Bid Documents, and the following addenda, receipt
of which is hereby acknowledged:
1.
2.
b. Bidder understands and agrees that in signing this Bid, Bidder waives all rights to
plead any misunderstanding regarding the Bid Documents or the above-referenced
addenda.
c. Bidder has given the Project Manager written notice of all conflicts, errors,
ambiguities, or discrepancies that Bidder has discovered in the Bid Documents, and
the Project Manager's written explanation is acceptable to Bidder.
4. Bid Price. Bidder will sell the specified Deliverables in accordance with the Bid
Documents, for the following prices:
Vendor's Bid
Bid Price (including delivery) $
Allowance for Trade-In (if accepted) $
5. Delivery Date; Delivery Charges. Bidder represents and warrants that, if this Bid is
accepted, Bidder will deliver the Deliverables and provide all related services within
___________________ days after receipt of a notice of award, or in accordance with the following
timeframe _________________________________________________________________________.
The Bid prices above shall include all transportation, preparation, and handling charges.
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6. Trade-In Offer. If this Bid is accepted, Bidder will accept the City's trade-in equipment
and credit the bid price in the following lump-sum amount (trade in price should not be deducted from
Bidder's prices above): _______________________________________.
7. Discount Terms.
7.1 The City's Discount Terms are as follows ("X" indicates applicability):
Bidder offers the following discount or promotional terms (as applicable)
______________________________________________________
Discount Terms are not applicable for this project.
8. Definitions. Terms used in this Bid shall have the meanings assigned to them in the Bid
Documents.
9. Bid Enclosures. Bidder has included with this Bid submittal:
(Items Marked with "X" must be enclosed)
Bid Security
Copies of Warranties and related information
Original manufacturer's brochures and specification sheets
10. Business Designation. Bidder represents that its business designation is as follows
(check one):
Individual/Sole Proprietorship
Partnership
Kansas Corporation
Kansas Limited Liability Company
_________________ Corporation*
_________________Limited Liability Company*
Other: ___________________________________
*Please indicate the state in which entity is organized
COMPANY:
AUTHORIZED REPRESENTATIVE:
TITLE:
ADDRESS:
E-MAIL ADDRESS:
PHONE:
SIGNATURE:
DATE SUBMITTED:
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Exhibit A
Description of Deliverables
The Deliverables purchased under this Agreement shall consist of the following items, all of
which shall conform to the Contract Documents, including the detailed Specifications contained in the
City's Request for Bids:
BID SPECIFICATIONS FOR ONE (1) Fairway Mower
TYPE: New Used Demo Unit Demo units shall carry full new unit warranty.
Mandatory/Preferred Option Compliance
Mandatory Preferred N/A Yes No
GENERAL SPECIFICATIONS
A. Model: Year shall be 2026 or latest model
available Fairway Mower.
B. Engine: Minimum 24 HP, liquid cooled diesel
engine.
C. Reel Assembly: 22" reel width, 7" reel diameter,
8 blade reels, 100" total cutting width, standard
bedknife height for cutting between .5"-.75"
D. Mowing Ground Speed: Forward at least 7 mph
E. Controls: Key operated ignition switch. Steering to
be power steering with tilt wheel.
F. Wheel configuration: 3-wheel configuration
G. Lighting: Equipped with 3-4 forward facing
headlights
H. Seats: Deluxe seat with forward back adjustment
I. Rollers: Must have wiehle rollers on front of
cutting units and a smooth roller on rear with brush
cleaning rollers on rear and scrapers on front roller
J. Accessories: Sunshade, work light kit
K. Safety: ANSI compliant. Manufacturers' standard
ROPS, operator seat belt and attaching system.
L. Fuel Capacity: 7 Gallons
TRADE-IN EQUIPMENT
2012 Toro Reelmaster 5510 with 3656 hours
Call Ethan Swartzman 785-534-0403 for more on trade.
A. Warranty Service: Manufacturer's standard
warranty to include on site repairs and travel
expenses.
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Mandatory/Preferred Option Compliance
Mandatory Preferred N/A Yes No
B. Literature: Successful bidder shall furnish one
set of digital media for parts and technical
service, manuals covering mower and traction
unit, and one set of digital operator training
media. Vendor to also furnish one complete set
of filters to include; engine oil, engine air,
transmission and hydraulic, where applicable.
C. Inspection: Inspection of the mower will be
performed as soon as possible upon delivery.
Mower with missing equipment or otherwise
failing to meet specifications will not be
accepted and will become the vendors'
responsibility.
D. Delivery: F.O.B. City of Salina
Municipal Golf Course
2500 East Crawford Street
Salina, KS 67401
E. Additional Information:
F. Bidder's Comments:
A complete set of specifications of the units bid, descriptive literature, date of delivery, and
warranty information (including copies of the actual warranties and disclaimers to be issued)
shall be included with the bid submittal. The window sticker shall be left on the vehicle. All
deviations or variances from the above specifications shall be expressly identified and explained.
Failure to provide this information may result in a bid not being considered.
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CITY OF SALINA, KANSAS
STANDARD PURCHASE TERMS AND CONDITIONS
1. Contractor's Obligations. The Contractor 6. Invoices. Invoices shall be prepared and
shall fully and timely provide all Deliverables submitted in duplicate to the "ship-to" address
described in the Contractor's Bid in strict accordance specified on the purchase order. Separate invoices are
with the terms, covenants, and conditions of this required for each purchase order. Invoices shall
Contract, the Specifications, and all applicable federal, contain the following information: purchase order
state, and local laws. number, item number, description of goods or
services, sizes, units of measure, quantity, unit price,
2. Effective Date; Term. This Contract shall be and extended totals.
effective as of the date of the City's purchase order,
and shall continue in effect until all obligations are 7. Payment. The City shall pay the Contractor
performed in accordance with this Contract. The for goods and services rendered, in one lump sum,
Contractor shall furnish the Deliverables, and provide which shall be due and payable to Contractor within
all related services, on or before the date(s) or within thirty (30) calendar days after the City's receipt of the
the time(s) specified in the Contractor's Bid. invoice. Provided, however, that no payment shall be
due until after: (a) the City has issued a Notification of
3. Title & Risk of Loss. Title to and risk of loss Acceptance with respect to all Deliverables covered
of the Deliverables shall pass to the City only when by the invoice; and (b) the Contractor has provided
clear and unencumbered title to the Deliverables has clear and unencumbered title to the Deliverables. No.
been furnished to the City and Notification of C.O.D.s will be accepted.
Acceptance has been issued by the City.
8. Warranties. The Contractor warrants and
4. Delivery Terms and Transportation Charges. represents that all Deliverables sold to the City under
All deliveries shall be F.O.B. destination with all this Contract shall be free from defects in design,
transportation and handling charges paid by the workmanship or manufacture, and further represents
Contractor. The place of delivery shall be that and warrants that all Deliverables shall conform in all
location set forth in the purchase order. material respects to: (i) the Specifications, drawings,
and descriptions; (ii) any samples furnished by the
5. Inspections; Rejection; Withholding Contractor; (iii) the terms, covenants and conditions of
Acceptance Pending Cure. The City expressly this Contract; and (iv) all applicable state, federal or
reserves all rights to inspect the Deliverables within a local laws, rules, and regulations, and industry codes
reasonable time after delivery, and to reject defective and standards. These warranties shall be in addition to
or non-conforming goods. Notwithstanding anything any other warranty or guarantee provided by the
to the contrary contained in applicable law or in any Contractor. Unless otherwise stated in the
laws of sales or standards and practices in the Specifications, the Deliverables shall be new
industry, any acknowledgement of receipt or delivery merchandise, and not used or reconditioned. The
of the Deliverables by the City shall not constitute Contractor may not limit, exclude or disclaim the
acceptance by the City or waiver of any defects or forgoing warranties or any warranty implied by law,
nonconformance. Acceptance of the Deliverables and any attempt to do so shall be without force or
shall not be deemed to occur until the City's issuance effect. The warranty period shall be at least one year
of the written Notification of Acceptance to the from the date of acceptance of the Deliverables or
Contractor. The City reserves the right to reject the from the date of acceptance of any replacement
Deliverables, in whole or in part, if the Deliverables Deliverables, or such longer period as may be required
fail in any respect to conform to the Specifications and by the Specifications. If the Contractor is not the
requirements contained in or made a part of the Bid; if manufacturer and the Deliverables are covered by a
they are defective in any respect; or if they have not separate manufacturer's warranty, the Contractor shall
been properly or satisfactorily installed or equipped. transfer and assign such manufacturer's warranty to
If the Deliverables are substantially in compliance the City. If for any reason the manufacturer's
with the Specifications, but are defective or warranty cannot be fully transferred to the City, the
nonconforming to some degree, the City may, in its Contractor shall assist and cooperate with the City to
sole discretion, withhold acceptance until the the fullest extent to enforce such manufacturer's
Deliverables are rendered non-defective and conform warranty for the benefit of the City.
in every respect to the Contract.
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9. Indemnification. To the fullest extent available for such purposes, for all goods delivered
permitted by law, the Contractor shall defend, and services performed and obligations incurred prior
indemnify and hold harmless the City, its agents, to the date of termination in accordance with the terms
representatives, officers, officials and employees from hereof.
and against all claims, damages, losses and expenses
(including but not limited to attorney fees and court 13. Special Tools and Test Equipment. If the
costs) attributable to bodily injury, sickness, disease, price stated in the Contractor's Bid includes the cost
death, or injury to, impairment, or destruction of of any special tooling or special test equipment
property, including loss of use resulting therefrom, to fabricated or required by the Contractor for the
the extent that such claims, damages, losses, and purpose of fulfilling this Contract, such special tooling
expenses relate to, arise out of, or are alleged to have equipment and any process sheets related thereto shall
resulted from the wrongful acts, errors, mistakes, become the property of the City and shall be identified
omissions, or defective work or services of the by the Contractor as such.
Contractor, its employees, agents, or any tier of
subcontractors in the performance of this Contract. 14. Equal Opportunity.
10. Default. The Contractor shall be in default (a) In conformity with the Kansas act against
under this Contract if the Contractor fails to perform discrimination and Chapter 13 of the Salina
any of its obligations under this Contract within ten Code, the Contractor and its subcontractors, if
(10) days after written notice to comply has been any, agree that:
mailed by the City to the Contractor ("Event of
Default"). (1) The Contractor shall observe the provisions
of the Kansas act against discrimination and
11. Remedies. Upon the occurrence of an Event Chapter 13 of the Salina Code and in doing
of Default, the City may exercise any or all of the so shall not discriminate against any person
following remedies, which are in addition to, and not in the performance of work under this
in lieu of, any other remedies available to the City Contract because of race, sex, religion, age,
under law or equity: (a) terminate this Contract and color, national origin, ancestry or disability;
the Contractor's rights under the Contract; (b) procure
the Deliverables from another source, and hold the (2) The Contractor shall include in all
Contractor liable for the difference in cost together solicitations, or advertisements for
with incidental and consequential damages, including employees, the phrase "equal opportunity
costs and reasonable attorney fees; or (c) hold the employer," or a similar phrase to be
Contractor liable for the difference between market approved by the city's human relations
price of the Deliverables and the agreed price herein, director;
together with incidental and consequential damages,
including costs and reasonable attorney fees. In (3) If the Contractor fails to comply with the
addition, the City may pursue any available remedy at manner in which the Contractor reports to
law or in equity (including specific performance) by the Kansas human rights commission in
suit, action, mandamus or other proceeding to enforce accordance with the provisions of K.S.A. 44-
and compel the performance of the Contractor's duties 1031 and amendments thereto, the
and obligations set forth in this Contract, to enforce or Contractor shall be deemed to have breached
preserve any other rights or interests of the City under this Contract and it may be canceled,
this Contract or otherwise existing at law or in equity terminated or suspended, in whole or in part,
and to recover any damages incurred by the City by the City;
resulting from such Event of Default.
(4) If the Contractor is found guilty of a
12. Termination without Cause. The City shall violation of Chapter 13 of the Salina Code or
have the right to terminate this Contract, in whole or the Kansas act against discrimination under a
in part, without cause, at any time upon thirty (30) decision or order of the Salina human
calendar days' prior written notice. Upon receipt of a relations commission or the Kansas human
notice of termination, the Contractor shall promptly rights commission which has become final,
cease all further work pursuant to the Contract, with the Contractor shall be deemed to have
such exceptions, if any, specified in the notice of breached this Contract and it may be
termination. The City shall pay the Contractor, to the canceled, terminated or suspended, in whole
extent of funds appropriated or otherwise legally or in part, by the City;
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