“Cedar Rapids is a vibrant urban hometown – a beacon for people and businesses that are invested in
building a greater community now and for the next generation.”
REQUEST FOR BID
April 23, 2020
ROTARY SCREW AIR COMPRESSOR
City of Cedar Rapids
Purchasing Services Division
TABLE OF CONTENTS
Section Number Section Name
Notice of Request for Bids (RFB)
Instructions to Bidders
Special Terms and Conditions
Scope of Work and Specifications
Bid Evaluation and Award
Standard Terms and Conditions
(General Company Information, Certification Regarding Ability to Obtain Required Insurance, Bid Pricing Submittal Form,
Signature Page Form, Buy Local Packet)
SECTION 1.0 – NOTICE OF REQUEST FOR BIDS (RFB)
1.1 Notice of Request for Bid
Notice is hereby given that sealed bids will be received via EMAIL before 3:00 pm CDT on Thursday, May 7, 2020,
at the Purchasing Services Division, in City Hall, 101 First Street SE, Cedar Rapids, Iowa 52401 for one Rotary Screw
Air Compressor as requested by the City of Cedar Rapids Facilities Maintenance Department.
1.2 RFB Timeline
Name of the Bid
Rotary Screw Air Compressor, RFB#PUR0420-185
Date of Issuance
Thursday, April 23, 2020
Deadline for Questions
Thursday, April 30, 2020
Deadline for Bid Submittal
Thursday, May 7, 2020 before 3:00 pm CDT
Bids time stamped 3:00 pm or after are late
Recommendation for Award
Week of May 11, 2020
Method of Submittal
AT THIS TIME EMAIL BIDS ARE BEING ACCEPTED UNTIL FURTHER
NOTICE. PLEASE EMAIL BIDS TO firstname.lastname@example.org
Contact Person, Title
Ann Harris, Purchasing Agent
Phone/ Fax Numbers
1.3 The City is not responsible for delays occasioned by the U.S. Postal Service, the internal mail delivery system of the
City, or any other means of delivery employed by the Bidder. Similarly, the City is not responsible for, and will not
open, any bid responses that are received on or after the time stated above. Late submittals will be retained in
the RFB file, unopened. No responsibility will be attached to any person for premature opening of a bid not
1.4 The bid tabulation will be posted no later than 3:30 pm on Friday, May 8, 2020. This will be a preliminary
tabulation provided for informational purposes only. The final bid tabulation, with awarded vendor, will be
posted after the department has had the opportunity to review all bids.
1.5 Bids will be evaluated promptly after opening. After an award is made, a bid tabulation summary will be sent to
all companies who submitted a bid. Bid results will not be given over the telephone or prior to award. Bids may
be withdrawn any time prior to the scheduled closing time for receipt of bids; no bid may be modified or withdrawn
for a period of sixty (60) calendar days thereafter.
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SECTION 2.0 – INSTRUCTIONS TO BIDDERS
2.1 This Project is not federally funded.
2.2 NOTICE: INSURANCE IS REQUIRED FOR THIS PROJECT
WORK SHALL NOT BEGIN UNTIL THE CERTIFICATE OF INSURANCE AND ALL REQUIRED ENDORSEMENTS ARE
RECEIVED AND APPROVED BY THE CITY.
At all times during the term of the Work and the Contract, and any extensions thereof, the Contractor shall
purchase, at its own expense, and maintain with insurance companies in good standing and acceptable to the City.
Such insurance will protect the Contractor from liability and claims for injuries and damages which may arise out
of or result from the Contractor’s operations under the Contract and for which the Contractor may be liable,
whether such operations are by the Contractor or by a Subcontractor or by anyone directly or indirectly employed
by any of them, or by anyone for whose acts any of them may be liable.
For the protection of the Contractor and the City, but without restricting or waiving any obligations of the
Contractor herein contained, the Contractor shall insure the risks associated with the Work and the Contract with
minimum coverages and limits as set forth in Attachment B, INSURANCE REQUIREMENTS.
2.3 Whenever used in this RFB the following terms shall have the meaning given as follows: City shall mean the City of
Cedar Rapids, Iowa. Contractor shall mean the firm providing the Rotary Screw Air Compressor at the Facilities
Maintenance Department. Project Manager shall mean Pat McDonald, Facilities Project Manager, who is the
designated coordinator and administrator for the Work under this project.
2.4 A company representative who is authorized to bind the Company will sign on behalf of the company to indicate
to the City that you have read, understand and will comply with the instructions and all terms and conditions stated
in this Request for Bid and all attachments.
2.5 Pre-Bid Meeting
There is no Pre-bid meeting for this Project.
2.6 This Request for Bid does not commit the City to make an award, nor will the City pay any costs incurred in the
preparation and submission of bids, or costs incurred in preparing necessary studies for the preparation of bids.
Any matter of this bid package that requires explanation or interpretation must be inquired into by the Bidder in
writing by Wednesday, April 22, 2020 at 3:00 pm, CDT. E-MAIL all questions to Ann Harris 888-815-3659 or
email@example.com. Any and all questions will be responded to in the form of written addenda to all
Bidders. All addenda that you receive shall become a part of the Contract Documents and shall be acknowledged
and dated on the bottom of the Signature Page Form (Attachment C). All Addenda will be posted on the City’s
website. It is the Bidder’s responsibility to check for addenda.
2.8 Exceptions to Documents
The Bidder shall clearly state in the submitted bid any exceptions to, or deviations from, the minimum bid
requirements, and any exceptions to the terms and conditions of this RFB. Such exceptions or deviations will be
considered in evaluating the bids. Bidders are cautioned that exceptions taken to this RFB may cause their bid to
2.9 Silence of Specifications
Commercially accepted practices shall apply to any detail not covered in the specification and to any omission of
the specification. Any omission or question of interpretation of the specification that affects the performance or
integrity of the work being offered shall be addressed in writing and submitted with the Bid.
2.10 Incomplete Information
Failure to complete or provide any of the information requested in this Request for Bid, including references,
and/or additional information as indicated, may result in disqualification by reason of "non-responsiveness".
2.11 In the event of conflict, the Special Terms and Conditions shall take precedence over the Standard Terms and
Conditions, included herein.
Be advised that any conversations (in reference to this RFB) between bidders and any City employee, City official
or City Project Manager, outside of the Purchasing Services Division, during the entire competitive bidding process
is strictly prohibited. Such actions will result in removal of the Contractor from the vendors list and rejection of
the Contractor’s bid. The ONLY official position of the City is that position which is stated in writing and issued
by the Purchasing Services Division. No other means of communication, whether written or oral, shall be
construed as a formal or official response statement.
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SECTION 3.0 – SPECIAL TERMS AND CONDITIONS
3.1 Term of Contract
3.1.1 The initial term of the Contract shall commence on the date the City executes the Contract and shall end
on August 31, 2020.
A Contract, prepared by the City and signed by the City Manager, shall become the document that
authorizes the Work to begin, assuming the insurance requirements have been met. Each section
contained herein, the attachments, and any addenda and the response from the successful Bidder shall
also be incorporated by reference into the resulting agreement.
The City reserves the right to make changes to the Work to be provided which are within the Project. No
assignment, alteration, change, or modification of the terms of the Contract shall be valid unless made in
writing and agreed to by both the City and the Contractor. The Contractor shall not commence any
additional work or change the scope of the Work until authorized in writing by the City. Contractor shall
make no claim for additional compensation in the absence of a prior written approval and amendment of
the Contract executed by both the Contractor and the City. The Contract may only be amended,
supplemented or modified by a written document executed by the Contractor and the City Manager.
3.1.4 In accordance with the provisions and conditions of the Contract, Contractor shall freely enter into the
Contract for the purpose of providing Work to the City and to be compensated for the Work.
3.2 Contract Forms
If a Bidder intends to request that the City of Cedar Rapids enter into any agreement form in connection
with the award of this project, the form must be submitted with the Bid for review by the City’s legal
counsel during the evaluation of Bids. If such agreement requires that payments be remitted to other
than the Bidder, the Bidder shall indicate the name and address of the firm to whom Bidder would request
payments to be made, and the firm’s relationship to the Bidder.
Bidders are advised that in the event any such agreement contradicts the City of Cedar Rapids
requirements, the bid may be rejected due to the contradiction unless Bidder indicated deletion of such
clauses. If agreement form indicated a firm other than the Bidder is Contractor, or payee, the proposed
Contractor or payee must also indicate concurrence with the deletion of such clauses.
If no agreement form is included with the bid, no such form will be approved by the City during the
evaluation or award processes, or following award of Contract. If the bid does not indicate the proposed
Contractor, vendor or payee to be a person or company other than the Bidder, (1) only the Bidder will be
considered as Contractor and (2) payments will be made only to the Bidder to whom the Contract is
3.2.4 The City of City Rapids will in no case agree to terms not submitted for review with the bid submittal.
3.3 Payment Terms and Invoice Submittal
Payment terms for Work authorized under the contract shall be net forty-five (45) days upon receipt of
an acceptable original invoice and after Work is performed, inspected and accepted and all required
documentation and reports are received in a format acceptable to the City.
3.3.2 As a minimum, the invoice shall include the following information:
Contractor name and address
Date of Work
City PO number
Description of Work
The total amount being invoiced
The Project Number / Contract Number (#PUR0420-185)
3.3.3 Surcharges (i.e. fuel surcharges, restocking) shall NOT be allowed to be added to invoices as an additional
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