HomeMy WebLinkAboutItem #04 Approval of Award of Bid #B13-07 Truck Mounted Air Vacuum Excavation SystemI 4W � �'/�
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AGENDA ITEM COVER SHEET
Meeting Date: June 18, 2013
Item # L4
Reviewed By:
Contact Name: Joyce Tolbert Department Director:
Contact Number: 1516 City Manager: r
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Subject: Award of B13 -07 Truck Mounted Air Vacuum Excavation System
Background Summary:
The Utilities Department requested and had approved in the Fiscal Year 2013 budget the purchase of a truck -
mounted air vacuum excavation system. This system will accommodate existing utility locates and expose
conflicts for the upcoming State Road 50 widening and any other project within the City; and will also make
access to utility infrastructure in back alleys possible. The Department does not currently have equipment capable
of remote air vacuum excavation ( "potholing "), and this will improve accuracy, efficiency and timeliness of utility
locates. Most back alleys are overgrown and do not permit access for heavy equipment. In the event of
emergencies, this system has appurtenances which have the ability to access the alleys and assist with the
excavation process.
The City of Ocoee, Florida (City) solicited bids for the purchase of an air - vacuum excavation system that performs
small, remote excavations, using high pressure air and high pressure water, to breakdown soils so as to expose
underground conflicts and accommodate water, reclaim and wastewater maintenance operations. The system has a
remote capability including remote actuator reach to a distance of two hundred feet (200') from the vacuum
equipment. The equipment is new; truck mounted, and includes the items specified. All equipment meets or
exceeds all federal and state safety standards.
The bid was publicly advertised on April 28, 2013, and opened on May 21, 2013. There was a total of two (2)
bids received ranging from $113,101.00 to $148,750.00. All bids are available in the Finance Department for
review. The Utilities and Finance Departments reviewed all bids received and all were considered responsive.
Staff recommends awarding the bid to Vacmasters, Division of Barone Inc. for $113,101.00 as the most
responsive and responsible bidder, per the attached recommendation from Charles Smith, Utilities Director.
Vacmasters bid is $1,899.00 lower than the budgeted amount of $115,000.00.
The table below is a listing of the bids received.
Bidder
Total Bid
1.
Vacmasters, Division of Barone Inc.
$ 113,101.00
2.
Vermeer Southeast
$ 148,750.00
Issue:
Should the City Commission award the bid for the purchase of a Truck Mounted Air Vacuum Excavation System to
Vacmasters, Division of Barone Inc., as recommended by the Utilities Director?
Recommendations:
Staff recommends that the City Commission award Bid #1313 -07 for the purchase of a Truck Mounted Air
Vacuum Excavation System to Vacmasters, Division of Barone Inc. in the amount of $113,101.00 and authorize
Staff to issue a purchase order for this procurement.
Attachments:
1. Bid Tabulation
2. Award Recommendation from Utilities Dept.
3. Vacmasters Bid
4. Invitation to Bid #1313 -07
Financial Impact:
There is $115,000.00 available in this fiscal year's budget for this project.
Type of Item: (please mark with an x')
Public Hearing
For Clerk's Dept Use:
Ordinance First Reading
Consent Agenda
Ordinance Second Reading
Public Hearing
Regular Agenda
Resolution
X Commission Approval
Discussion & Direction
Original Document /Contract Attached for Execution by City Clerk
X Original Document /Contract Held by Department for Execution
N/A
Reviewed by City Attorney
N/A
Reviewed by Finance Dept.
_
N/A
Reviewed by ( )
2
Mayor
S. Scott Vandergrift
City Manager
Robert Frank
TO:
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Florida
MEMORANDUM
Honorable Mayor and
City Commission
THRU: Rob Frank
City Manager
FROM:
DATE:
Charles K. Smith, P.E.
Utilities Director
June 18, 2013
RE:
e-
Commissioners
John Grogan, District 1
Rosemary Wilsen, District 2
Rusty Johnson, District 3
Joel F. Keller, District 4
Recommendation for Award of Bid #B13 -07 to Vacmasters, Incorporated for
the Purchase of a Truck - Mounted Air Vacuum Excavation System
RECOMMENDATION: Based on the review of the bid documents and bid tabulation, vendor's
qualifications and references, the Utilities Department recommends the award of the Truck -
Mounted Air Vacuum Excavation System purchase to Vacmasters, Incorporated, in the amount
of $113,101.
BACKGROUND: The Utilities Department requested and had approved in the Fiscal Year 2013
budget the purchase of a truck - mounted air vacuum excavation system. This system will
accommodate existing utility locates and expose conflicts for the upcoming State Road 50
widening and any other project within the City; and will also make access to utility
infrastructure in back alleys possible. The Department does not currently have equipment
capable of remote air vacuum excavation ( "potholing'), and this will improve accuracy,
efficiency and timeliness of utility locates. Most back alleys are overgrown and do not permit
access for heavy equipment. In the event of emergencies, this system has appurtenances
which have the ability to access the alleys and assist with the excavation process.
SPECIFICATIONS /MINIMUM REQUIREMENTS: The overall minimum requirements specified for
the Truck - Mounted Air Vacuum Excavation system include:
1. Power Source
2. Vacuum System
3. Air Compressor
City of Ocoee Utilities - 1800 A.D. Mims Road - Ocoee, Florida 34761
Phone: (407) 905 -3159 - Fax: (407) 877 -5899 • www.ocoee.org
4. High Pressure Water System
5. Spoils Tank
6. Operator's Control Panel & Remote Activation
7. Vacuum Filtration System
8. Completely enclosed powerhead
9. Various specified standard equipment
10. Truck- Mounted
11. Documentation
12. Training
13. Warranty
BID PROCESS: The City advertised the request for bids on April 28, 2013 and sealed bids were
opened on May 21, 2013. Two bids were received, with the first from Vacmasters,
Incorporated for $113,101, and the second from Vermeer Southeast for $148,750. Bid
Tabulation for the submitted bid has been included with the Staff Report for the Commission
agenda item.
REFERENCES: Vacmasters, Incorporated, provided reference information for Mr. Robert
Oliphant with Citizens Water Company of Indianapolis, Indiana. Mr. Oliphant indicated that the
training, service and reliability his company has received from Vacmasters has been excellent.
Citizens Water has purchased three (3) units from Vacmasters, the first being in 2000, which is
still used daily. Mr. Oliphant highly recommended Vacmasters Incorporated and its products.
FUNDING: The Fiscal Year 2013 budget was approved with total funding of $115,000 for the
purchase of a truck - mounted vacuum excavation system; split between the water and
wastewater field operations divisions.
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TABLE. OF CONTENTS
FOR
BID #1113 -07
TRUCK MOUNTED AIR VACUUM EXCAVATION SYSTEM
BID DOCUMENTS
Section Page
Legal Advertisement 3
Bid Instructions 4-6
General Terms & Conditions 7-12
References /Experience* p. 12
Summary ofLitigation *, p. 12
Acknowledgement ofAddenda *, p.12
SPECIFICATIONS, BID FORM
Section Pate
Exhibit A — Specifications 13-14
Exhibit B — Bid Form* 15
Company Information and Signature Sheet *, p. 16
*Submit with Bid
End Table of Contents
B13 -07 Truck Mounted Air Vacuum Excavation System 2
Invitation to Bid
The City of Ocoee, Florida, (the "City ") is soliciting sealed bids for the following project: Bid HB13 -07 Truck
Mounted Air Vacuum Excavation System. Bids will be received at the office of Joyce Tolbert, CPPB
Purchasing Agent, Finance Department/Purchasing, Second Floor, 150 North Lakeshore Drive, Ocoee, Florida
34761 until 2:00 pm, local time, on May 21, 2013. Bids received after that time will not be accepted under
any circumstances. Sealed Bids that have been timely received wi11 be publicly opened and read aloud at that
time. No Pre -bid conference is scheduled at this time. Prospective bidders may secure a copy of the documents
required for submitting a bid through Onvia/Demandstar by accessing the City's website at
under Finance Department/Purchasing. Partial sets of the documents required for
submitting a bid will not be issued. By using Onvia/Demandstar, prospective bidders will be provided with all
addendums and changes to the project requirements. Membership with Onvia/Demandstar is not required to
submit a bid; fees may apply for non - members. Persons other than prospective bidders may inspect the
documents required for submitting a bid at the Ocoee City Hall City Clerk's Office, 150 N. Lakeshore Drive,
Ocoee, FL 34761. Persons inspecting the documents at the City Clerk's office that request copies will be
required to pay a fee as prescribed by statute. Beth Eikenberry, City Clerk, April 28, 2013.
B13 -07 Truck Mounted Air Vacuum Excavation System
CITY OF OCOEE
INVITATION TO BID 91313 -07
TRUCK MOUNTED AIR VACUUM EXCAVATION SYSTEM
INTENT:
Sealed bids for Bid 91313 -07 will be received by the City of Ocoee, hereinafter called "City" or "Owner," by
any person, firm, corporation or agency submitting a bid for the work proposed, hereinafter called `Bidder" or
"Respondent".
The proposed Contract will be for furnishing and delivering a truck mounted air vacuum excavation system that
performs small, remote excavations, preferably using high pressure air and high pressure water, to breakdown
soils so as to expose underground conflicts and accommodate water, reclaim and wastewater maintenance
operations, in accordance to the "Specifications/Bid Form" sections of this Invitation to Bid.
BIDDING INSTRUCTIONS:
A. Each Bidder shall furnish the information required on the bid form supplied and each accompanying sheet
thereof on which an entry is made. Bids submitted on any other format shall be disqualified. Please check
your prices before submission of bid, as no changes will be allowed after bid opening. Bids must be
typewritten or handwritten using ink. Do not use pencil. No erasures are permitted. Mistakes may be crossed
out and the correction typed adjacent and must be initialed and dated by the person signing the bid. Bid
documents must be signed by a legally responsible representative, officer, or employee and should be
properly witnessed and attested. All bids should also include the name and business address of any person,
firm, or corporation interested in the bid, either as a principal, member of a firm, or general partner. If the
Bidder is a corporation, the bid should include the name and business address of each officer, director, and
holder of 10% or more of the stock of such corporation.
B. Any questions or concerns regarding this bid should be addressed in writing to the Finance Department,
City of Ocoee, FL, Attention: Joyce Tolbert, CPPB, Purchasing Agent (407) 905 -3100, extension 1516, fax
(407)905 -3194, or email preferred :. !! , and must be received not later than 2:00 P.M.
on May 14, 2013. Any clarifications /changes will be made by way of written addenda only, issued by the
Finance Department. Bidders should not contact other City staff or other City consultants for information
before the bid award date. Any contact with any other member of the City Staff, City Commission, or its
agents during this time period may be grounds for disqualification.
C. This bid must be received as one (1) original and one (1) copy, of the required submittals only, by the
Finance Department not later than 2 :00 P.M., local time, on May 21, 2013. Bids received by the Finance
Department after the time and date specified will not be considered, but will be returned unopened.
"Postage Due" items will not be accepted. Bids transmitted by fax or e-mail will not be accepted. Bids shall
be delivered in a sealed envelope, clearly marked with the bid number, title, and opening date and time to:
City of Ocoee
Finance Department
Attention: Joyce Tolbert, CPPB, Purchasing Agent
150 N Lakeshore Drive
Ocoee, FL 34761 -2258
D. Bids will be publicly opened and read aloud in the Ocoee City Hall Conference Room, 150 N. Lakeshore
Drive, Ocoee, Florida 34761 -2258 at 2:01 P.M., or as soon thereafter as possible, on the above - appointed
date_ Bidders or their authorized agents are invited to be present. The actual contract award will be made by
the Ocoee City Commission at a later date. PIease be aware that all City Commission meetings are duly
noticed public meetings and all documents submitted to the City as a part of a bid constitute public records
under Florida law.
B13 -07 Truck Mounted Air Vacuum Excavation System 4
E. All Bidders shall thoroughly examine and become familiar with the bid package and carefully note the items
which must be submitted with the bid, such as:
a) List of References/Experience
b) Summary of Litigation;
c) Addenda Acknowledgement;
d) Bid Form;
e) Product Information;
I) Any other information specifically called for in these Bid Documents.
F. Submission of a bid shall constitute an acknowledgment that the Bidder has complied with Paragraph
E. The failure or neglect of a Bidder to receive or examine a bid document shall in no way relieve it from
any obligations under its bid or the contract. No claim for additional compensation that is based upon a lack
of knowledge or understanding of any of the Contract Documents or the specifications will be allowed. All
items quoted shall be in compliance with the bid documents /specifications.
G. No Pre -Bid Conference has been scheduled for this project.
H. Any response by the City to a request by a prospective Bidder for clarification or correction will be made in
the form of a written addendum communicated through Onvia/Demandstar issued not later than twenty -four
(24) hours before bid opening. It shall be the responsibility of each prospective Bidder to obtain a copy of
all issued Addenda. The City reserves the right to issue Addenda concerning date and time of bid opening,
at any time up to the date and time set for bid opening. In this case, bids that have been received by the City
prior to such an addendum being issued will be returned to the Bidder unopened. In case any Bidder fails
to acknowledge receipt of any such Addendum in the space provided in the bid documents, its bid will
nevertheless be construed as though the Addendum had been received and acknowledged. Submission
of a bid will constitute acknowledgment of the receipt of the Bid Documents and all Addenda. Only
interpretations or corrections provided by written Addenda shall be binding on the City. Bidders are
cautioned that any other source by which a Bidder receives information concerning, explaining, or
interpreting the Bid Documents shall not bind the City.
I. Any of the following causes may be considered as sufficient for the disqualification of a Bidder and the
rejection of its bid:
a) Submission of more than one (1) bid for the same work by an individual, firm, partnership or
corporation under the same or different name. For purposes of this subparagraph, firms, partnerships
or corporations under common control may be considered to be the same entity;
b) Evidence of collusion between or among Bidders;
c) Being in arrears on any of its existing contracts with the City or in litigation with the City or having
defaulted on a previous contract with the City;
d) Poor, defective, or otherwise unsatisfactory performance of work for the City or any other party on
prior projects that, in the City's judgment and sole discretion, raises doubts as to Bidder's ability to
properly perform the work; or
e) Any other cause which, in the City's judgment and sole discretion, is sufficient to justify
disqualification of Bidder or the rejection of its bid.
J. CONVICTED VENDOR LIST (PUBLIC ENTITY CRIME). A person or affiliate who has been placed
on the convicted vendor list following a conviction for a public entity crime may not submit a bid on an
award to provide any goods or services to a public entity, may not subnut a bid on an award with a public
entity for the construction or repair of a public building or public work, may not submit bids on leases of
real property to a public entity, may not be awarded or perform work as a Contractor, Supplier,
B13 -07 Truck Mounted Air Vacuum Excavation System
Subcontractor, or Consultant under a award with any public entity, and may not transact business with any
public entity in excess of the threshold amount provided in section 287.017 for Category Two for a period
of 36 months from the date of being placed on the convicted vendor list. [See s. 287.133(2)(a), Florida
Statutes.]
K. FLORIDA PUBLIC RECORDS LAW. In accordance with Chapter 119, Florida Statutes, and, except as
may be provided by Chapter 119, Florida Statutes, and other applicable State and Federal Laws, all Bidders
should be aware that the Bid and the responses thereto are in the public domain and are available for public
inspection. Bidders are requested, however, to identify specifically any information contained in their bids
that they consider confidential and/or proprietary and that they believe to be exempt from disclosure, citing
specifically the applicable exempting law. All bids received in response to this Invitation to Bid become the
property of the City and will not be returned. In the event of an award, all documentation produced as part
of the contract will become the exclusive property of the City.
L. No bid may be withdrawn for a period of ninety (90) days after the time and date scheduled for the bid
opening. A request for withdrawal or a modification of a bid may be submitted to the Purchasing Agent, in
writing, at any time prior to the deadline for submitting bids. After expiration of the deadline for receiving
bids, no bid may be withdrawn or modified.
M. The City reserves the right to accept or reject any or all bids, to waive formalities, technicalities or
irregularities, to request clarification of information submitted in any bid, or to re- advertise for new
bids. The City may accept any item or group of items of any bid, unless the Bidder qualifies its bid by
specific limitations. The City may accept one or more bids if, in the City's discretion, the City
determines that it is in the City's best interest to do so.
The City reserves the right to award the contract to the Bidder which, in the City's sole discretion, is
the most responsive and responsible Bidder. The City reserves the right, as an aid in determining
which bid is responsible, to require a bidder to submit such additional evidence of Bidder's
qualifications as the City may deem necessary, and may consider any evidence available to the City of
the financial, technical, and other qualifications and abilities of a Bidder, including past performance
(experience) with the City and others. The City Commission shall be the final authority in the
selection of any and all bids.
(Remainder of page left blank intentionally).
B13 -07 Truck Mounted Air Vacuum Excavation System 6
GENERAL TERMS & CONDITIONS:
BID SECURITY:
Not Required. Bidder warrants by virtue of bidding the prices in his bid response will be good for an
evaluation period of ninety (40) days from the date of bid opening.
2. PERFORMANCE AND PAYMENT BONDS
Not Required.
DEFAULT:
As a result of bids received under this Invitation, the award of the contract may be based, in whole or in
part, on delivery and specification factors. Accordingly, should the Contractor not meet the delivery
deadline(s) set forth in the specifications or should the Contractor fail to perform any of the other
provisions of the specifications and/or other contract documents, the City may declare the Contractor in
default and terminate the whole or any part of the contract. Upon declaring the Contractor in default and
the contract in whole or in part, the City may procure and/or cause to be delivered the equipment,
supplies, or materials specified, or any substitutions thereof and the Contractor shall be liable to the City
for any excess costs resulting therefrom. In the event the Contractor has been declared in default of a
portion of the contract, the Contractor shall continue the performance of the contract to the extent not
terminated under the provisions of this paragraph. Where the Contractor fails to comply with any of the
specifications, except for delivery deadline(s), the City may, in its discretion, provide the Contractor
with written notification of its intention to terminate for default unless prescribed deficiencies are
corrected within a specified period of time_ Such notification shall not constitute a waiver of any of the
City's rights and remedies hereunder.
4. PATENT INDEMNITY:
Except as otherwise provided, the successful Bidder agrees to indemnify the City and its officers, agents,
and employees against liability, including costs and expenses for infringement upon any letters patent of
the United States arising out of the performance of this Contract or out of the use or disposal by or for
the account of the City or supplies furnished or construction work performed hereunder.
PRICING:
Pricing should be provided as indicated on the Specifications/Bid Form attached. Please note that
alternate bids will not be accepted unless specifically called for on the Specifications/Bid Form_ In case
of a discrepancy between the unit price and extended price, the unit price will be presumed to be correct.
Cost of preparation of a response to this bid is solely that of the bidder and the City assumes no
responsibility for such costs incurred by the bidder.
The Bid form may not be completed in pencil. All entries on the Bid form shall be legible. The City
reserves the right, but does not assume the obligation, to ask a Bidder to clarify an illegible entry on the
Bid form. If the Bid form requires that the Bid price, or constituent portions of the Bid price, be stated
in unit prices and total price; the unit prices and the total price for the stated number of units identified
on the Bid form should be provided by the Bidder and be correctly computed. If there is an arithmetical
conflict, between the unit price stated by the Bidder on the Bid form and the total price stated by the
Bidder on the Bid form, the unit price stated by the Bidder on the Bid form shall take precedence. The
City may unilaterally correct such arithmetical conflict on the Bid form to calculate the total price,
B 13 -07 Truck Mounted Air Vacuum Excavation System 7
utilizing the unit prices that have been identified by the Bidder. The taking of such action by the City
shall not constitute grounds for the Bidder to withdraw its bid nor shall it provide a defense constituting
discharge of the bid bond. The City reserves the right, but does not assume the obligation, to waive any
mistake, omission, error or other irregularity that may appear on the Bid form. However, the City
reserves the right to reject as non - responsive Bid forms that are incomplete or contain information that is
not required.
a) The Bidder represents that the article(s) to be furnished under this Invitation to Bid is (are) new and
unused (unless specifically so stated) and that the quality has not deteriorated so as to impair its
usefulness.
b) The prices in this bid have been arrived at independently, without consultation, communication, or
agreement for the purpose of restriction competition, as to any matter relating to such prices with
any other Bidder or with any competitor;
c) Unless otherwise required by law, the prices which have been quoted in this bid have not been
knowingly disclosed by the Bidder and will not knowingly be disclosed by the Bidder prior to
opening, directly or indirectly to any other Bidder or to any competitor;
d) No attempt has been made or will be made by the Bidder to induce any other person or firm to
submit or not to submit a bid for the purpose of restricting competition. Every contract, combination
or conspiracy in restraint of trade or commerce in this State is unlawful (s. 542.18, Florida Statutes,
and all applicable federal regulations);
e) Bidder warrants the prices set forth herein do not exceed the prices charged by the Bidder under a
contract with the State of Florida Purchasing Division; and
f) Bidder agrees that supplies /services furnished under this quotation, if awarded, shall be covered by
the most favorable commercial warranties the Bidder gives to any customer for such
supplies /services and that rights and remedies provided herein are in addition to and do not limit any
rights offered to the City by any other provision of the bid award.
6. DISCOUNT'S-
a) Trade and time payment discounts will be considered in arriving at new prices and in making
awards, except that discounts for payments within less than 30 days will not be considered in
evaluation of bids. However, offered discounts will be taken for less than 30 days if payment is
made within discount period.
b) In connections with any discount offered, time will be computed from date of delivery and
acceptance at destination, or from the date correct invoice is received in the office of Finance,
whichever is later. Payment is deemed to be made, for the purpose of earning the discount, on the
date of City Check.
7. SAMPLES:
See Specifications section of this Invitation to Bid. Samples of items, when required, must be furnished
free of expense to the City and, if not called for within fifteen days from date of bid opening, same will
be disposed of in the best interest of the City.
B13 -07 Truck Mounted Air Vacuum Excavation System 8
AWARD CRITERIA:
Award will be made to the lowest responsible and responsive Bidder meeting the Specifications; with
price, product quality, previous performance, reliability, delivery time, warranty, and a successful
reference check, among the factors to be considered. The City shall be the sole judge on the type of
equipment that will best meet the operational and financial needs of the City.
9. LITERATURE:
If required by the specifications, descriptive literature/brochures/manuals shall be included with this bid
in order to properly evaluate make /model offered Bids submitted without same may be considered non-
responsive and disqualified.
10. BID PROTESTS:
All Bid Protests shall be submitted to the Purchasing Agent in the following manner:
1. A Bidder shall file a written bid protest under this Article or be barred any relief, oral protests
shall not be acknowledged.
2. A bid protest shall be limited to the following grounds: (a) issues arising from the procurement
provisions of the Project Manual, its addenda, and other bidding documents; and/or (b) applicable
federal, state, or local law. No bid protest may be based upon questions concerning the design
documents (drawings and specifications). The Bidder shall clarify all questions concerning the design
documents of the project prior to submitting its bid.
3. The content of the bid protest shall fully state the factual and legal grounds for the protest and
the legal basis for the relief requested.
4. The bid protest shall be filed with the Purchasing Agent not later than three (3) calendar days
after the posting of the notice of intent to award or recommendation of award by staff, whichever is
earlier.
5. The Purchasing Agent, on behalf of the Owner, shall make a determination of the merits of the
protest not later than five (5) business days after receipt of the protest. If Owner denies the protest,
Owner may proceed with award of the contract unless enjoined by order of a court of competent
jurisdiction.
11. PAYMENT TERMS:
The City shall issue an official City Purchase Order for products based on the terms of the bid.
Upon delivery and acceptance by the City, vendor shall submit an official invoice for payment. Payment
for work completed will be made within (30) days of approved invoice. No payment will be made for
products ordered without proper purchase order authorization. Payment cannot be made until materials,
goods or services, have been received and accepted by the City in the quality and quantity ordered.
Payment cannot be made until the City receives the proper Certificate of Origin/Title Paperwork from
the vendor.
The City of Ocoee, Florida has Florida Sales & Use Tax Exemption Certificate No. 85- 8013779974C -0;
and, pursuant to Chapter 212, Florida Statutes, is exempt from federal excise, state, and local sales taxes.
B13 -07 Truck Mounted Air Vacuum Excavation System 9
12. DRUG -FREE WORKPLACE:
If applicable, provide a statement concerning the Bidder's status as a Drug -Free Work Place or evidence
of an implemented drug -free workplace program.
13. CERTIFICATION OF NON - SEGREGATED FACILITIES
The Bidder certifies that the Bidder does not and will not maintain or provide for the Bidder's
employees any segregated facilities at any of the Bidder's establishments and that the Bidder does not
permit the Bidder's employees to perform their services at any location, under the Bidder's control,
where segregated facilities are maintained. The Bidder agrees that a breach of this certification will be a
violation of the Equal Opportunity clause in any contract resulting from acceptance of this Bid. As used
in this certification, the term "segregated facilities" means any waiting room, work areas, time clocks,
locker rooms and other storage and dressing areas, parking lots, drinking facilities provided for
employees which are segregated on the basis of race, color, religion, national origin, habit, local custom,
or otherwise. The Bidder agrees that (except where the Bidder has obtained identical certification from
proposed contractors for specific time periods) the Bidder will obtain identical certifications from
proposed subcontractors prior to the award of such contracts exceeding $10,000 which are not exempt
from the provisions of the Equal Opportunity clause, and that the Bidder will retain such certifications in
the Bidder's files.
The non - discriminatory guidelines as promulgated in Section 202, Executive Order 11246, and as
amended by Executive Order 11375 and as amended, relative to Equal Opportunity for all persons and
implementations of rules and regulations prescribed by the U.S. Secretary of labor, are incorporated
herein.
14. STATEMENT OF AFFIRMATION AND INTENT:
The Bidder declares that the only persons, or parties interested in their bid are those named herein, that
this bid is, in all respects, fair and without fraud and that it is made without collusion with any other
vendor or official of the City of Ocoee. Neither the Affiant nor the above named entity has directly or
indirectly entered into any agreement, participated in any collusion, or otherwise taken any action in
restraint of free competitive pricing in connection with the entity's submittal for the above project. This
statement restricts the discussion of pricing data until the completion of negotiations and execution of
the Agreement for this project_
The Bidder certifies that no City Commissioner, other City Official or City employee directly or
indirectly owns assets or capital stock of the bidding entity, nor will directly or indirectly benefit by the
profits or emoluments of this Bid. (For purposes of this paragraph, indirect ownership or benefit does
not include ownership or benefit by a spouse or minor child.)
The Bidder certifies that no member of the entity's ownership or management is presently applying for
an employee position or actively seeking an elected position with the City. In the event that a conflict of
interest is identified in the provision of services, the Bidder agrees to immediately notify the City in
writing.
The Bidder further declares that a careful examination of the scope of services, instructions, and terms
and conditions of this bid has occurred, and that the bid is made according to the provisions of the bid
documents, and will meet or exceed the scope of services, requirements, and standards contained in the
B 13 -07 Truck Mounted Air Vacuum Excavation System 10
Bid documents.
Bidder agrees to abide by all conditions of the negotiation process. In conducting negotiations with the
City, Bidder offers and agrees that if this negotiation is accepted, the Bidder will convey, sell, assign, or
transfer to the City all rights, title, and interest in and to all causes of action it may now or hereafter
acquire under the Anti-trust laws of the United States and the State of Florida for price fixing relating to
the particular commodities or services purchased or acquired by the City. At the City's discretion, such
assignment shall be made and become effective at the time the City tenders final payment to the Bidder.
The bid constitutes a firm and binding offer by the Bidder to perform the services as stated.
15. PUBLIC ENTITY CRIME STATEMENT:
All invitations to bid as defined by Section 287.012(l 1), Florida Statutes, requests for Bids as defined by
Section 287.012(16), Florida Statutes, and any contract document described by Section 287.058, Florida
Statutes, shall contain a statement informing persons of the provisions of paragraph (2)(a) of Section
287.133, Florida Statutes, which reads as follows:
"A person or affiliate who has been placed on the convicted vendor list following a conviction for a
public entity crime may not submit a bid on a contract to provide any goods or services to a public
entity, may not submit a bid on a contract with a public entity for the construction or repair of public
building or public work, may not submit bids on leases of real property to a public entity, may not be
awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with
any public entity, and may not transact business with any public entity in excess of the threshold amount
provided in Section 287.017, for CATEGORY TWO for a period of 36 months from the date of being
placed on the convicted vendor list."
All Bidders who submit a Bid or Request for Bid to the City of Ocoee are guaranteeing that they
have read the previous statement and by signing the bid documents are qualified to submit a bid
under Section 287.133, (2)(a), Florida Statutes.
16. USE BY OTHER GOVERNMENTAL AGENCIES
City of Ocoee invites other governmental agencies in the State of Florida to "piggyback" this Bid;
however, the City of Ocoee will not be responsible for any transactions between the successful
Bidder(s) and any public entity that may elect to utilize this Bid.
(Remainder of page left blank intentionally.)
B13 -07 Truck Mounted Air Vacuum Excavation System 11
17. REFERENCES/EXPERIENCE OF RESPONDENT WITH SIMILAR WORK
The Bidder shall complete the following blanks regarding experience with similar type of work for the
past three (3) years. Bidder must demonstrate ability to perform services of similar complexity, nature,
and size of this project within past three (3) years.
DATE OF CONTRACT /AMOUNT OF PROJECT /CLIENT'S NAME AND ADDRESS/ TELPHONE
NUMBER/EMAIL ADDRESS/NAME OF CONTACT ,
Have you any similar work in progress at this time? Yes No
Length of time in business _S 7 e� 6
Bank or other financial references:
'156 17 � S4 , , !& i-�- Flo. r
(Attach additional sheets if necessary)
18. SUMMARY OF LITIGATION:
Provide a summary of any litigation, claim(s), bid or contract dispute(s) filed by or against the Bidder in
the past five (S) years which is related to the services that the Bidder provides in the regular course of
business. The summary shall state the nature of the litigation, claim, or contact dispute, a brief
description of the case, the outcome or projected outcome, and the monetary amounts involved. If none,
please so state, attach additional sheets if necessary.
�Le- P
19. ACKNOWLEDGEMENT OF ADDENDA:
Bidder acknowledges receipt of the following addenda:
No.
Dated
No.
Dated
No.
Dated
No.
Dated
No.
Dated
B13 -07 Truck Mounted Air Vacuum Excavation System 12
CITY OF OCOEE
BID #B13 -07
TRUCK MOUNTED AIR VACUUM EXCAVATION SYSTEM
EXHIBIT A
SPECIFICATIONS
1.0 General Description:
The City of Ocoee Utilities Department is interested in procuring an air - vacuum excavation system that performs
small, remote excavations, preferably using high pressure air and high pressure water, to breakdown soils so as
to expose underground conflicts and accommodate water, reclaim and wastewater maintenance operations.
The system must have a remote capability including remote actuator reach to a distance of two hundred feet
(200') from the vacuum equipment. The equipment must be new, truck mounted, and shall include, but not be
limited to, the items specified. All equipment must meet or exceed all federal and state safety standards.
Please note that the above specifications are intended as minimum and preferred; and equipment meeting
equivalent specifications will be considered, provided it meets budgetary constraints. Bidder must provide
justification how the brand /model offered meets or exceeds the quality level of the specifications. Please
submit a bid on only one (1) type of truck mounted air vacuum excavation system that best meets the
specifications.
2.0 Vacuum Excavation System Minimum Requirements:
2.1 Power Source
2.1.1 68 hp diesel engine driving the vacuum system, compressor and high pressure water system.
2.1.2 Power transmission through a V -belt drive system (direct drive belt driven system with no clutch
and no transmission)
2.1.3 30- gallon fuel tank
2.2 Vacuum System
2.2.1 Positive displacement blower rated at 780 CFM, 15" HG
2.2.2 Capable of operating through 4" I.D. and 3" I.D. vacuum hoses
2.2.3 Capable of vacuum excavation with 200' hose laid nearly horizontal
2.2.4 Absorption type silencer
2.3 Air Compressor
2.3.1 Rotary screw, single stage, oil flooded compressor
2.3.2 100 CFM @ 150 psi and 100 psi
2.4 High Pressure Water System
2.4.1
Triplex plunger pump
2.4.2
Electrically energized through an electromagnetic clutch
2.4.3
3,000 psi @ 3 gpm (with pressure adjustment control)
2.4.4
85 gallon water tank
2.4.5
Winterizing kit
B13 -07 Truck Mounted Air Vacuum Excavation System 13
EXHIBIT B
BID FORM
B13-07 TRUCK MOUNTED AIR VACUUM EXCAVATION SYSTEM
� D- Cy1aS�C�'� D�V• o� �arprt��ri.C•
Company Name
Specify Make and Model to be supplied: 5y 5 T E M 0 o4 l�;r - �1c�c ,.,.��x <a�a�i
Warranty J
Delivery Time: 1 Do calendar days after receipt of City Purchase Order. Delivery
shall be F.O.B. Destination:
City of Ocoee Utilities Department
1800 A.D. Mims Road
Ocoee, FL 34761
TOTAL BID INCLUDING DELIVERY FOR ONE (1) TRUCK MOUNTED AIR
VACUUM EXCAVATION SYSTEM L oleJ p IL )
k "—sc.y y oole L��y x J o h L Dollars and cents
A orize Office ature
i, �.,ar ,MKto V. (� SA1ts
Name/Title (ple a print)
B13 -07 Truck Mounted Air Vacuum Excavation System 15
BID HB13 -07 COMPANY INFORMATION /SIGNATURE SHEET
FAILURE TO COMPLY WITH THESE BID INSTRUCTIONS WILL RESULT IN DISQUALIFICATION
OF YOUR BID. PLEASE SIGN BELOW ATTESTING THAT YOU HAVE READ AND UNDERSTAND
ALL BID INSTRUCTIONS AND THAT THE PRICES REFLECTED ON THE "SPECIFICATIONSIBID
FORM" ARE ACCURATE AND WITHOUT COLLUSION. THE PERSON SIGNING THIS BID SHOULD
HAVE THE LEGAL AUTHORITY TO BIND THE COMPANY INTO A LEGAL CONTRACT.
� CAL�iaSrCY S• 1 � v � we �+ 2c,
COMPANY NAME
o 7-
TELEFfiONE (INCLUDE AREA CODE)
3 j yZ - 3`'r7
FAX (1I CLUDE AREA CODE)
yacv�g5 ?er S. (0X-7
E -MAIL ADTZESS
D S / /( /y RE (manual)) 1(
'T HO
CO'1KO(I S S f Wr�`
NAME[FITLE (P ASE PRINT)
5S7'� �J. s6 f4 je
k TREE T ADDRESS
rva L �OOO 2—
CITY STATE ZIP
FEDERAL ID # 1 V `O Y6 6 a yQ
IF IIE:MCITANCE ADDRESS IS DIFFERENT
FROM PURCHASE ORDER ADDRESS,
PLEASE INDICATE BELOW:
Individual / �Corporation Partnership Other (Specify)
Sworn to and subscribed before me this 1 5 - r - " day of M A'� , 20
Personally Known V - --- o1
Produced Identification
(Type of Identification)
Notary Public -State of C C LO Q n c� O
CKe
OTAR. ���
N V
Nom•. PUBLIC
OF
County of f `� SO ✓J
C _ U �l 3o l aol�
Siguatu4 of Kotary Public
IGA I T L' Cr tG C - t:, i2-
Printed, typed or stamped
Commissioned name of Notary Public
B13 -07 Truck Mounted Air Vacuum F,xcavation System 16
f Dg "a v
I�f, � v x,ti,'S ��,�. >��'�.+ p�p:a> �`�'ld 4�� t�'✓�:'r�f ✓ � i x l ! / -!p� 'a f
DACCA$ S .n o r v r s, o !�, 0 t 13 /4 a o rJ t:, i o r,.
BILL TO: SALES ORDER # 14492
CITY OF OCOEE P.O. #
150 N LAKESHORE DRIVE
OCOEE FL 34761, ATTN.- JOYCE TOLBERT DATE
SHIP TO: CITY OF OCOEE UTILITIES DEPARTMENT
1800 A.D. MA4S ROAD
OCOEE, FL 34761, ATTN: GARY GLEA SON
DELIVERY DATE: 17 -I8 WEEKS ARO
SUBJECT TO PRIOR COMMI'T'MENT
SHIP VIA: TRUCK
TAXABLE: EXEMPT OUT -OF- STATE DELIVERY
SALESMAN• TRFVOR CONNOLLY
MAY 14, 2013
*INCLUDE BARREL -TOP INTERCEPTOR
PER PURCHASE ORDER
BALANCE DUE WITHIN 30 DAYS OF DELIVERY
QUANTITY SYSTEM DESCRIPTION
NOTE: THIS PROPOSAL INCLUDES DELIVERY AND 2 DAYS TRAINING
BY A FACTORY TECHNICIAN AT YOUR LOCATION.
(1) VACMASTERS SYSTEM 1000 AIR- VACUUM EXCAVATION SYSTEM $
INSTALLED ON 2013 DODGE 5500 DIESEL CHASSIS (SEE BELOW)
68 HP JOHN DEERE DIESEL ENGINE POWERING
(A) VACUUM SYSTEM
780 CFM/I5" HG WITH 4" DIA.IIOSE
(B) AIR COMPRESSOR
100 CFM @ 150 PSI
RETRACTABLE HOSE REEL
(C) HIGH PRESSURE WATER SYSTEM
0 -3000 PSI @ 3 GPM, 85 GALLON WATER TANK
500 GALLON SPOILS TANK
(2) UNDERBODY TOOL STORAGE BOXES
L.E,D. TRAFFIC DIRECTION BOARD
VACUUM HOSE RACK
WORKLIGHTS W/ REAR 12VDC OUILET & SPOTLIGHT
(1) 2013 DODGE 5500 DIESEL CHASSIS (@ COST W/O MARK -UP) $
19,500 GVW
6.7 LITER CUMMINS V8 DIESEL ENGINE
ALLISON AUTOMATIC TRANSMISSION, 4X4
AIR CONDITIONING
(1) 14' FLATBED TRUCK BODY W/HEADB OARD ( @COST W/O MARKUP) $
3/16" STEEL DIAMOND TREADPLAT E DECK
CUSTOMER CONFIRMATION SUB TOTAL $
APPROVED SIGNATURE:
COMPANY: CITY OF OCOEE
DELIVERY
DATE: TOTAL
pct D kNFST 5R' AVR. ;�RVAIV\, Cl;s 66302 PH' i'303) �AX (303) t{2P -3x71
AMOUNT
62,946.00
46,105.00
4,050,00
113,10100
INCLUDED
$ 113,101.00
VACMASTERS
VACMASTERS f SYSTEM 1000 AIR - VACUUM EXCAVATION SYSTEM
TECHNICAL. SPECIFICATIONS TS 104
0 Usage
This air - vacuum excavation system will be used to create small "pothole" excavations, typically
1' x1' x 4 -5' deep using high pressure air, with high pressure water available as a back -up for
very difficult soils, for the purpose of exposing underground utilities for survey purposes or for
maintenance procedures. The system may also be used to clean -out valve boxes, catch
basins, underground vaults, etc.
The system to be installed on a Dodge 5500, 4x4 Chassis
2.0 Vacuum Excavation System
2.1 Power Source
2.1.1 68HP diesel engine driving the vacuum system, compressor and high
pressure water system.
2.1.2 Power transmission through a V- belt drive system
2.1.3 30 gallon fuel tank
2.2 Vacuum System
2.2.1 Positive displacement blower rated at 780 CFM, 15" HG
2.2.2 Capable of operating through 4" 1. D. and 3" 1. D. vacuum hoses.
2.2.3 Absorption type silencer
2.3 Air Compressor
2.3.1 Rotary screw, single stage, oil flooded compressor.
2.3.2 100 CFM @ 150 PSI and 100 PSI
2.4 High Pressure Water System
2.4.1 Triplex plunger pump
2.4.2 Electrically energized through an electromagnetic clutch
2.4.3 3000 PSI @ 3 GPM (with pressure adjustment control)
2.4.4 85 gallon water tank
2.4.5 Winterizing Kit
2.5 Spoils Tank
2.5.1 300 gallon capacity standard. 500 gallon optional
2.5.2 Hydraulically raised for emptying via electric over hydraulic pump
2.5.3 Remote operators station
2.5.4 Posi -Seal TM manway
2.6 Operators Control Panel
2.6.1 Fully supervised for automatic shutdown due to temperature, pressure or
vacuum being out of normal operating ranges.
2.6.2 Instrumentation for engine RPM and temperature, oil pressure, air pressure and
vacuum. Hourmeter
2.7 Vacuum Filtration System
2.7.1 Cyclonic separation with washable polyester filter
2.8 Completely enclosed powerhead (engine, compressor and blower)
2.9 Standard Equipment
2.9.1
Fiberglass air lance with laminar flow nozzle
2.9.2
High pressure water wand
2.9.3
Low pressure water wand (for wash -down)
2.9.4
Hoses
3.1.2
2.9.4.1 50' of 9 /" high pressure air hose
3.1.3
2.9.4.2 50' of 3/8" high pressure water hose
3.1.4
2.9.4.3 33' of 4" smooth bore vacuum hose
2.9.5
Winterizing kit for high pressure water system
2.9.6
Flashing beacon
2.9.7
Vacuum Hose Rack
2.9.8
Retractable air hose reel
2.10 Optional Equipment
2.10.1
Storage boxes
2.10.2
Traffic direction board
2.10.3 Work lights, 12vdc outlet and spotlight
2.10.4
500 gallon spoils tank
2.10.5
Barrel -Top Interceptor
3.0 System Installation
3.1 Trailer Mounted
(C:)pt'iorr,
3.1.1
14,900 GVW
3.1.2
Body size: 14'Long x 76" wide
3.1.3
Tandem Axle
3.1.4
Multi -leaf slipper spring rated for trailer GVW
3.1.5
Wheels & Tires sized for applicable trailer GVWR
3.1.6
Dexter 12" x 2" electric brakes on all wheels.
3.1.7 Deck Structure
3.7.1 Floor 118" steel deck plate
3.7.2 Main Frame / Tongue — 7" steel channel
3.7.3 Cross members — 3" steel channel on 16" centers.
3.1.8 Lights / Reflectors — ICC /DOT approved, shock mounted, sealed beam,
dual stop / turn lights, fully enclosed.
3.1.9 Electrical Connector — Cole — Hersee # 1236 6 pole round plug wired to SAE
standards.
3. 1.10 Hitch — Adjustable height, 2'/ lunette eye.
3. 1.11 Jackstand — (1) 12,000 lb. top crank with drop foot.
3.1.12 Paint — Steel all 100% primed and painted
3.1.13 Safety chains — (2) 3/8" grade 70 chains with slip hook ends.
3.1.14 Breakaway switch / battery.
3.2 Truck Mounted (Optional)
3.2.1 Dodge 5500 or equivalent
3.2.2 19,000 GVW minimum
4.0 Documentation
4.1 Owner's manual with operating and maintenance instructions
5.0 Training
5.1 Two days services of field service technician to train operator's personnel in
operations and maintenance.
6.0 Warranty
6.1 One year limited warranty on parts and workmanship
January 8, 2013
mayor
S. Scott Vandergrift
City Manager
Robert Frank
Co lter of G00c3
E
F1c)IIda
Commissioners
John Grogan, District I
Rosemary Wilsen, District 2
Rusty Johnson, District 3
Joel IPeller, District 4
CITY OF OCOEE
INVITATION TO BID #1313 -07
TRUCK MOUNTED AIR VACUUM
EXCAVATION SYSTEM
City of Ocoee • 150 N Lakeshore Drive • Ocoee, Florida 34761
phone: (407) 905 -3100 • fax: (407) 905 -3194• www.ocoee.org
TABLE OF CONTENTS
FOR
BID #1113 -07
TRUCK MOUNTED AIR VACUUM EXCAVATION SYSTEM
BID DOCUMENTS
Section Page
Legal Advertisement 3
Bid Instructions 4-6
General Terms & Conditions 7- 12
References /Experience * p. 12
Summary of Litigation *, p. 12
Acknowledgement ofAddenda *, p.12
SPECIFICATIONS, BID FORM
Section Page
Exhibit A — Specifications 13 - 14
Exhibit B — Bid Form*
Company Information and Signature Sheet *, p. 16
*Submit with Bid
End Table of Contents
B13 -07 Truck Mounted Air Vacuum Excavation System 2
Invitation to Bid
The City of Ocoee, Florida, (the "City ") is soliciting sealed bids for the following project: Bid #B13 -07 Truck
Mounted Air Vacuum Excavation System. Bids will be received at the office of Joyce Tolbert, CPPB
Purchasing Agent, Finance Department /Purchasing, Second Floor, 150 North Lakeshore Drive, Ocoee, Florida
34761 until 2:00 pm, local time, on May 21, 2013. Bids received after that time will not be accepted under
any circumstances. Sealed Bids that have been timely received will be publicly opened and read aloud at that
time. No Pre -bid conference is scheduled at this time. Prospective bidders may secure a copy of the documents
required for submitting a bid through Onvia/Demandstar by accessing the City's website at
http: / /www.ocoee.or�l, under Finance Department /Purchasing. Partial sets of the documents required for
submitting a bid will not be issued. By using Onvia/Demandstar, prospective bidders will be provided with all
addendums and changes to the project requirements. Membership with Onvia /Demandstar is not required to
submit a bid; fees may apply for non - members. Persons other than prospective bidders may inspect the
documents required for submitting a bid at the Ocoee City Hall City Clerk's Office, 150 N. Lakeshore Drive,
Ocoee, FL 34761. Persons inspecting the documents at the City Clerk's office that request copies will be
required to pay a fee as prescribed by statute. Beth Eikenberry, City Clerk, April 28, 2013.
B13 -07 Truck Mounted Air Vacuum Excavation System 3
CITY OF OCOEE
INVITATION TO BID #B13 -07
TRUCK MOUNTED AIR VACUUM EXCAVATION SYSTEM
INTENT:
Sealed bids for Bid #B 13 -07 will be received by the City of Ocoee, hereinafter called "City" or "Owner," by
any person, firm, corporation or agency submitting a bid for the work proposed, hereinafter called "Bidder" or
"Respondent ".
The proposed Contract will be for furnishing and delivering a truck mounted air vacuum excavation system that
performs small, remote excavations, preferably using high pressure air and high pressure water, to breakdown
soils so as to expose underground conflicts and accommodate water, reclaim and wastewater maintenance
operations, in accordance to the "Specifications /Bid Form" sections of this Invitation to Bid.
BIDDING INSTRUCTIONS:
A. Each Bidder shall furnish the information required on the bid form supplied and each accompanying sheet
thereof on which an entry is made. Bids submitted on any other format shall be disqualified. Please check
your prices before submission of bid, as no changes will be allowed after bid opening. Bids must be
typewritten or handwritten using ink. Do not use pencil. No erasures are permitted. Mistakes may be crossed
out and the correction typed adjacent and must be initialed and dated by the person signing the bid. Bid
documents must be signed by a legally responsible representative, officer, or employee and should be
properly witnessed and attested. All bids should also include the name and business address of any person,
firm, or corporation interested in the bid, either as a principal, member of a firm, or general partner. If the
Bidder is a corporation, the bid should include the name and business address of each officer, director, and
holder of 10% or more of the stock of such corporation.
B. Any questions or concerns regarding this bid should be addressed in writin to the Finance Department,
City of Ocoee, FL, Attention: Joyce Tolbert, CPPB, Purchasing Agent (407) 905 -3100, extension 1516, fax
(407)905 -3194, or email preferred itolbertnci.ocoee.fl.us , and must be received not later than 2:00 P.M.
on May 14, 2013. Any clarifications /changes will be made by way of written addenda only, issued by the
Finance Department. Bidders should not contact other City staff or other City consultants for information
before the bid award date. Any contact with any other member of the City Staff, City Commission, or its
agents during this time period may be grounds for disqualification.
C. This bid must be received as one (1) original and one (1) copy, of the required submittals only, by the
Finance Department not later than 2:00 P.M., local time, on May 21, 2013. Bids received by the Finance
Department after the time and date specified will not be considered, but will be returned unopened.
"Postage Due" items will not be accepted. Bids transmitted by fax or e -mail will not be accepted. Bids shall
be delivered in a sealed envelope, clearly marked with the bid number, title, and opening date and time to:
City of Ocoee
Finance Department
Attention: Joyce Tolbert, CPPB, Purchasing Agent
150 N Lakeshore Drive
Ocoee, FL 34761 -2258
D. Bids will be publicly opened and read aloud in the Ocoee City Hall Conference Room, 150 N. Lakeshore
Drive, Ocoee, Florida 34761 -2258 at 2:01 P.M., or as soon thereafter as possible, on the above - appointed
date. Bidders or their authorized agents are invited to be present. The actual contract award will be made by
the Ocoee City Commission at a later date. Please be aware that all City Commission meetings are duly
noticed public meetings and all documents submitted to the City as a part of a bid constitute public records
under Florida law.
B13 -07 Truck Mounted Air Vacuum Excavation System 4
E. All Bidders shall thoroughly examine and become familiar with the bid package and carefully note the items
which must be submitted with the bid, such as:
a) List of References /Experience;
b) Summary of Litigation;
c) Addenda Acknowledgement;
d) Bid Form;
e) Product Information;
f) Any other information specifically called for in these Bid Documents.
F. Submission of a bid shall constitute an acknowledgment that the Bidder has complied with Paragraph
E. The failure or neglect of a Bidder to receive or examine a bid document shall in no way relieve it from
any obligations under its bid or the contract. No claim for additional compensation that is based upon a lack
of knowledge or understanding of any of the Contract Documents or the specifications will be allowed. All
items quoted shall be in compliance with the bid documents /specifications.
G. No Pre -Bid Conference has been scheduled for this project.
H. Any response by the City to a request by a prospective Bidder for clarification or correction will be made in
the form of a written addendum communicated through Onvia/Demandstar issued not later than twenty -four
(24) hours before bid opening. It shall be the responsibility of each prospective Bidder to obtain a copy of
all issued Addenda. The City reserves the right to issue Addenda concerning date and time of bid opening,
at any time up to the date and time set for bid opening. In this case, bids that have been received by the City
prior to such an addendum being issued will be returned to the Bidder unopened. In case any Bidder fails
to acknowledge receipt of any such Addendum in the space provided in the bid documents, its bid will
nevertheless be construed as though the Addendum had been received and acknowledged. Submission
of a bid will constitute acknowledgment of the receipt of the Bid Documents and all Addenda. Only
interpretations or corrections provided by written Addenda shall be binding on the City. Bidders are
cautioned that any other source by which a Bidder receives information concerning, explaining, or
interpreting the Bid Documents shall not bind the City.
I. Any of the following causes may be considered as sufficient for the disqualification of a Bidder and the
rejection of its bid:
a) Submission of more than one (1) bid for the same work by an individual, firm, partnership or
corporation under the same or different name. For purposes of this subparagraph, firms, partnerships
or corporations under common control may be considered to be the same entity;
b) Evidence of collusion between or among Bidders;
c) Being in arrears on any of its existing contracts with the City or in litigation with the City or having
defaulted on a previous contract with the City;
d) Poor, defective, or otherwise unsatisfactory performance of work for the City or any other party on
prior projects that, in the City's judgment and sole discretion, raises doubts as to Bidder's ability to
properly perform the work; or
e) Any other cause which, in the City's judgment and sole discretion, is sufficient to justify
disqualification of Bidder or the rejection of its bid.
J. CONVICTED VENDOR LIST (PUBLIC ENTITY CRIME). A person or affiliate who has been placed
on the convicted vendor list following a conviction for a public entity crime may not submit a bid on an
award to provide any goods or services to a public entity, may not submit a bid on an award with a public
entity for the construction or repair of a public building or public work, may not submit bids on leases of
real property to a public entity, may not be awarded or perform work as a Contractor, Supplier,
B13 -07 Truck Mounted Air Vacuum Excavation System 5
Subcontractor, or Consultant under a award with any public entity, and may not transact business with any
public entity in excess of the threshold amount provided in section 287.017 for Category Two for a period
of 36 months from the date of being placed on the convicted vendor list. [See s. 287.133(2)(a), Florida
Statutes.]
K. FLORIDA PUBLIC RECORDS LAW. In accordance with Chapter 119, Florida Statutes, and, except as
may be provided by Chapter 119, Florida Statutes, and other applicable State and Federal Laws, all Bidders
should be aware that the Bid and the responses thereto are in the public domain and are available for public
inspection. Bidders are requested, however, to identify specifically any information contained in their bids
that they consider confidential and/or proprietary and that they believe to be exempt from disclosure, citing
specifically the applicable exempting law. All bids received in response to this Invitation to Bid become the
property of the City and will not be returned. In the event of an award, all documentation produced as part
of the contract will become the exclusive property of the City.
L. No bid may be withdrawn for a period of ninety (90) days after the time and date scheduled for the bid
opening. A request for withdrawal or a modification of a bid may be submitted to the Purchasing Agent, in
writing, at any time prior to the deadline for submitting bids. After expiration of the deadline for receiving
bids, no bid may be withdrawn or modified.
M. The City reserves the right to accept or reject any or all bids, to waive formalities, technicalities or
irregularities, to request clarification of information submitted in any bid, or to re- advertise for new
bids. The City may accept any item or group of items of any bid, unless the Bidder qualifies its bid by
specific limitations. The City may accept one or more bids if, in the City's discretion, the City
determines that it is in the City's best interest to do so.
The City reserves the right to award the contract to the Bidder which, in the City's sole discretion, is
the most responsive and responsible Bidder. The City reserves the right, as an aid in determining
which bid is responsible, to require a bidder to submit such additional evidence of Bidder's
qualifications as the City may deem necessary, and may consider any evidence available to the City of
the financial, technical, and other qualifications and abilities of a Bidder, including past performance
(experience) with the City and others. The City Commission shall be the final authority in the
selection of any and all bids.
(Remainder of page left blank intentionally).
B13 -07 Truck Mounted Air Vacuum Excavation System 6
GENERAL TERMS & CONDITIONS:
BID SECURITY:
Not Required. Bidder warrants by virtue of bidding the prices in his bid response will be good for an
evaluation period of ninety (90) days from the date of bid opening.
2. PERFORMANCE AND PAYMENT BONDS
Not Required.
3. DEFAULT:
As a result of bids received under this Invitation, the award of the contract may be based, in whole or in
part, on delivery and specification factors. Accordingly, should the Contractor not meet the delivery
deadline(s) set forth in the specifications or should the Contractor fail to perform any of the other
provisions of the specifications and /or other contract documents, the City may declare the Contractor in
default and terminate the whole or any part of the contract. Upon declaring the Contractor in default and
the contract in whole or in part, the City may procure and /or cause to be delivered the equipment,
supplies, or materials specified, or any substitutions thereof and the Contractor shall be liable to the City
for any excess costs resulting therefrom. In the event the Contractor has been declared in default of a
portion of the contract, the Contractor shall continue the performance of the contract to the extent not
terminated under the provisions of this paragraph. Where the Contractor fails to comply with any of the
specifications, except for delivery deadline(s), the City may, in its discretion, provide the Contractor
with written notification of its intention to terminate for default unless prescribed deficiencies are
corrected within a specified period of time. Such notification shall not constitute a waiver of any of the
City's rights and remedies hereunder.
4. PATENT INDEMNITY:
Except as otherwise provided, the successful Bidder agrees to indemnify the City and its officers, agents,
and employees against liability, including costs and expenses for infringement upon any letters patent of
the United States arising out of the performance of this Contract or out of the use or disposal by or for
the account of the City or supplies furnished or construction work performed hereunder.
5. PRICING:
Pricing should be provided as indicated on the Specifications /Bid Form attached. Please note that
alternate bids will not be accepted unless specifically called for on the Specifications /Bid Form. In case
of a discrepancy between the unit price and extended price, the unit price will be presumed to be correct.
Cost of preparation of a response to this bid is solely that of the bidder and the City assumes no
responsibility for such costs incurred by the bidder.
The Bid form may not be completed in pencil. All entries on the Bid form shall be legible. The City
reserves the right, but does not assume the obligation, to ask a Bidder to clarify an illegible entry on the
Bid form. If the Bid form requires that the Bid price, or constituent portions of the Bid price, be stated
in unit prices and total price; the unit prices and the total price for the stated number of units identified
on the Bid form should be provided by the Bidder and be correctly computed. If there is an arithmetical
conflict, between the unit price stated by the Bidder on the Bid form and the total price stated by the
Bidder on the Bid form, the unit price stated by the Bidder on the Bid form shall take precedence. The
City may unilaterally correct such arithmetical conflict on the Bid form to calculate the total price,
B13 -07 Truck Mounted Air Vacuum Excavation System 7
utilizing the unit prices that have been identified by the Bidder. The taking of such action by the City
shall not constitute grounds for the Bidder to withdraw its bid nor shall it provide a defense constituting
discharge of the bid bond. The City reserves the right, but does not assume the obligation, to waive any
mistake, omission, error or other irregularity that may appear on the Bid form. However, the City
reserves the right to reject as non - responsive Bid forms that are incomplete or contain information that is
not required.
a) The Bidder represents that the article(s) to be furnished under this Invitation to Bid is (are) new and
unused (unless specifically so stated) and that the quality has not deteriorated so as to impair its
usefulness.
b) The prices in this bid have been arrived at independently, without consultation, communication, or
agreement for the purpose of restriction competition, as to any matter relating to such prices with
any other Bidder or with any competitor;
c) Unless otherwise required by law, the prices which have been quoted in this bid have not been
knowingly disclosed by the Bidder and will not knowingly be disclosed by the Bidder prior to
opening, directly or indirectly to any other Bidder or to any competitor;
d) No attempt has been made or will be made by the Bidder to induce any other person or firm to
submit or not to submit a bid for the purpose of restricting competition. Every contract, combination
or conspiracy in restraint of trade or commerce in this State is unlawful (s. 542.18, Florida Statutes,
and all applicable federal regulations);
e) Bidder warrants the prices set forth herein do not exceed the prices charged by the Bidder under a
contract with the State of Florida Purchasing Division; and
I) Bidder agrees that supplies /services furnished under this quotation, if awarded, shall be covered by
the most favorable commercial warranties the Bidder gives to any customer for such
supplies /services and that rights and remedies provided herein are in addition to and do not limit any
rights offered to the City by any other provision of the bid award.
6. DISCOUNTS:
a) Trade and time payment discounts will be considered in arriving at new prices and in making
awards, except that discounts for payments within less than 30 days will not be considered in
evaluation of bids. However, offered discounts will be taken for less than 30 days if payment is
made within discount period.
b) In connections with any discount offered, time will be computed from date of delivery and
acceptance at destination, or from the date correct invoice is received in the office of Finance,
whichever is later. Payment is deemed to be made, for the purpose of earning the discount, on the
date of City Check.
7. SAMPLES:
See Specifications section of this Invitation to Bid. Samples of items, when required, must be furnished
free of expense to the City and, if not called for within fifteen days from date of bid opening, same will
be disposed of in the best interest of the City.
1313 -07 Truck Mounted Air Vacuum Excavation System 8
AWARD CRITERIA:
Award will be made to the lowest responsible and responsive Bidder meeting the Specifications; with
price, product quality, previous performance, reliability, delivery time, warranty, and a successful
reference check, among the factors to be considered. The City shall be the sole judge on the type of
equipment that will best meet the operational and financial needs of the City.
9. LITERATURE:
If required by the specifications, descriptive literature /brochures /manuals shall be included with this bid
in order to properly evaluate make /model offered. Bids submitted without same may be considered non-
responsive and disqualified.
10. BID PROTESTS:
All Bid Protests shall be submitted to the Purchasing Agent in the following manner:
1. A Bidder shall file a written bid protest under this Article or be barred any relief; oral protests
shall not be acknowledged.
2. A bid protest shall be limited to the following grounds: (a) issues arising from the procurement
provisions of the Project Manual, its addenda, and other bidding documents; and /or (b) applicable
federal, state, or local law. No bid protest may be based upon questions concerning the design
documents (drawings and specifications). The Bidder shall clarify all questions concerning the design
documents of the project prior to submitting its bid.
3. The content of the bid protest shall fully state the factual and legal grounds for the protest and
the legal basis for the relief requested.
4. The bid protest shall be filed with the Purchasing Agent not later than three (3) calendar days
after the posting of the notice of intent to award or recommendation of award by staff, whichever is
earlier.
5. The Purchasing Agent, on behalf of the Owner, shall make a determination of the merits of the
protest not later than five (5) business days after receipt of the protest. If Owner denies the protest,
Owner may proceed with award of the contract unless enjoined by order of a court of competent
jurisdiction.
11. PAYMENT TERMS:
The City shall issue an official City Purchase Order for products based on the terms of the bid.
Upon delivery and acceptance by the City, vendor shall submit an official invoice for payment. Payment
for work completed will be made within (30) days of approved invoice. No payment will be made for
products ordered without proper purchase order authorization. Payment cannot be made until materials,
goods or services, have been received and accepted by the City in the quality and quantity ordered.
Payment cannot be made until the City receives the proper Certificate of Origin/Title Paperwork from
the vendor.
The City of Ocoee, Florida has Florida Sales & Use Tax Exemption Certificate No. 85- 80137799740 -0;
and, pursuant to Chapter 212, Florida Statutes, is exempt from federal excise, state, and local sales taxes.
B13 -07 Truck Mounted Air Vacuum Excavation System 9
12. DRUG -FREE WORKPLACE:
If applicable, provide a statement concerning the Bidder's status as a Drug -Free Work Place or evidence
of an implemented drug -free workplace program.
13. CERTIFICATION OF NON - SEGREGATED FACILITIES
The Bidder certifies that the Bidder does not and will not maintain or provide for the Bidder's
employees any segregated facilities at any of the Bidder's establishments and that the Bidder does not
permit the Bidder's employees to perform their services at any location, under the Bidder's control,
where segregated facilities are maintained. The Bidder agrees that a breach of this certification will be a
violation of the Equal Opportunity clause in any contract resulting from acceptance of this Bid. As used
in this certification, the term "segregated facilities" means any waiting room, work areas, time clocks,
locker rooms and other storage and dressing areas, parking lots, drinking facilities provided for
employees which are segregated on the basis of race, color, religion, national origin, habit, local custom,
or otherwise. The Bidder agrees that (except where the Bidder has obtained identical certification from
proposed contractors for specific time periods) the Bidder will obtain identical certifications from
proposed subcontractors prior to the award of such contracts exceeding $10,000 which are not exempt
from the provisions of the Equal Opportunity clause, and that the Bidder will retain such certifications in
the Bidder's files.
The non - discriminatory guidelines as promulgated in Section 202, Executive Order 11246, and as
amended by Executive Order 11375 and as amended, relative to Equal Opportunity for all persons and
implementations of rules and regulations prescribed by the U.S. Secretary of labor, are incorporated
herein.
14. STATEMENT OF AFFIRMATION AND INTENT:
The Bidder declares that the only persons, or parties interested in their bid are those named herein, that
this bid is, in all respects, fair and without fraud and that it is made without collusion with any other
vendor or official of the City of Ocoee. Neither the Affiant nor the above named entity has directly or
indirectly entered into any agreement, participated in any collusion, or otherwise taken any action in
restraint of free competitive pricing in connection with the entity's submittal for the above project. This
statement restricts the discussion of pricing data until the completion of negotiations and execution of
the Agreement for this project.
The Bidder certifies that no City Commissioner, other City Official or City employee directly or
indirectly owns assets or capital stock of the bidding entity, nor will directly or indirectly benefit by the
profits or emoluments of this Bid. (For purposes of this paragraph, indirect ownership or benefit does
not include ownership or benefit by a spouse or minor child.)
The Bidder certifies that no member of the entity's ownership or management is presently applying for
an employee position or actively seeking an elected position with the City. In the event that a conflict of
interest is identified in the provision of services, the Bidder agrees to immediately notify the City in
writing.
The Bidder further declares that a careful examination of the scope of services, instructions, and terms
and conditions of this bid has occurred, and that the bid is made according to the provisions of the bid
documents, and will meet or exceed the scope of services, requirements, and standards contained in the
B13 -07 Truck Mounted Air Vacuum Excavation System 10
Bid documents.
Bidder agrees to abide by all conditions of the negotiation process. In conducting negotiations with the
City, Bidder offers and agrees that if this negotiation is accepted, the Bidder will convey, sell, assign, or
transfer to the City all rights, title, and interest in and to all causes of action it may now or hereafter
acquire under the Anti -trust laws of the United States and the State of Florida for price fixing relating to
the particular commodities or services purchased or acquired by the City. At the City's discretion, such
assignment shall be made and become effective at the time the City tenders final payment to the Bidder.
The bid constitutes a firm and binding offer by the Bidder to perform the services as stated.
15. PUBLIC ENTITY CRIME STATEMENT:
All invitations to bid as defined by Section 287.012(l 1), Florida Statutes, requests for Bids as defined by
Section 287.012(16), Florida Statutes, and any contract document described by Section 287.058, Florida
Statutes, shall contain a statement informing persons of the provisions of paragraph (2)(a) of Section
287.133, Florida Statutes, which reads as follows:
"A person or affiliate who has been placed on the convicted vendor list following a conviction for a
public entity crime may not submit a bid on a contract to provide any goods or services to a public
entity, may not submit a bid on a contract with a public entity for the construction or repair of public
building or public work, may not submit bids on leases of real property to a public entity, may not be
awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with
any public entity, and may not transact business with any public entity in excess of the threshold amount
provided in Section 287.017, for CATEGORY TWO for a period of 36 months from the date of being
placed on the convicted vendor list."
All Bidders who submit a Bid or Request for Bid to the City of Ocoee are guaranteeing that they
have read the previous statement and by signing the bid documents are qualified to submit a bid
under Section 287.133, (2)(a), Florida Statutes.
16. USE BY OTHER GOVERNMENTAL AGENCIES
City of Ocoee invites other governmental agencies in the State of Florida to "piggyback" this Bid;
however, the City of Ocoee will not be responsible for any transactions between the successful
Bidder(s) and any public entity that may elect to utilize this Bid.
(Remainder of page left blank intentionally.)
B 13 -07 Truck Mounted Air Vacuum Excavation System
17. REFERENCES /EXPERIENCE OF RESPONDENT WITH SIMILAR WORK
The Bidder shall complete the following blanks regarding experience with similar type of work for the
past three (3) years. Bidder must demonstrate ability to perform services of similar complexity, nature,
and size of this project within past three (3) years.
DATE OF CONTRACT /AMOUNT OF PROJECT /CLIENT'S NAME AND ADDRESS/ TELPHONE
NUMBER/EMAIL ADDRESS/NAME OF CONTACT
Have you any similar work in progress at this time? Yes_ No _
Length of time in business
Bank or other financial references:
(Attach additional sheets if necessary)
18. SUMMARY OF LITIGATION:
Provide a summary of any litigation, claim(s), bid or contract dispute(s) filed by or against the Bidder in
the past five (5) years which is related to the services that the Bidder provides in the regular course of
business. The summary shall state the nature of the litigation, claim, or contact dispute, a brief
description of the case, the outcome or projected outcome, and the monetary amounts involved. If none,
please so state, attach additional sheets if necessary.
19. ACKNOWLEDGEMENT OF ADDENDA:
Bidder acknowledges receipt of the following addenda:
No.
Dated
No.
Dated
No.
Dated
No.
Dated
No.
Dated
B 13 -07 Truck Mounted Air Vacuum Excavation System 12
CITY OF OCOEE
BID #1313 -07
TRUCK MOUNTED AIR VACUUM EXCAVATION SYSTEM
EXHIBIT A
SPECIFICATIONS
1.0 General Description:
The City of Ocoee Utilities Department is interested in procuring an air - vacuum excavation system that performs
small, remote excavations, preferably using high pressure air and high pressure water, to breakdown soils so as
to expose underground conflicts and accommodate water, reclaim and wastewater maintenance operations.
The system must have a remote capability including remote actuator reach to a distance of two hundred feet
(200') from the vacuum equipment. The equipment must be new, truck mounted, and shall include, but not be
limited to, the items specified. All equipment must meet or exceed all federal and state safety standards.
Please note that the above specifications are intended as minimum and preferred; and equipment meeting
equivalent specifications will be considered, provided it meets budgetary constraints. Bidder must provide
justification how the brand /model offered meets or exceeds the quality level of the specifications. Please
submit a bid on only one (1) type of truck mounted air vacuum excavation system that best meets the
specifications.
2.0 Vacuum Excavation System Minimum Requirements:
2.1 Power Source
2.1.1 68 hp diesel engine driving the vacuum system, compressor and high pressure water system.
2.1.2 Power transmission through a V -belt drive system (direct drive belt driven system with no clutch
and no transmission)
2.1.3 30- gallon fuel tank
2.2 Vacuum System
2.2.1 Positive displacement blower rated at 780 CFM, 15" HG
2.2.2 Capable of operating through 4" I.D. and 3" I.D. vacuum hoses
2.2.3 Capable of vacuum excavation with 200' hose laid nearly horizontal
2.2.4 Absorption type silencer
2.3 Air Compressor
2.3.1 Rotary screw, single stage, oil flooded compressor
2.3.2 100 CFM @ 150 psi and 100 psi
2.4 High Pressure Water System
2.4.1
Triplex plunger pump
2.4.2
Electrically energized through an electromagnetic clutch
2.4.3
3,000 psi @ 3 gpm (with pressure adjustment control)
2.4.4
85 gallon water tank
2.4.5
Winterizing kit
B13 -07 Truck Mounted Air Vacuum Excavation System 13
2.5 Spoils Tank
2.5.1 500 gallon capacity standard
2.5.2 Hydraulically raised for emptying via electric over hydraulic pump
2.5.3 Remote operator's station (can only be turned on and ran from operator's station and is not
mobile)
2.5.4 Posi -Seal TM manway
2.6 Operator's Control Panel and Remote Activation
2.6.1 Remote Activator
2.6.1 Fully supervised for automatic shutdown due to temperature, pressure or vacuum
being out of normal operating ranges.
2.6.2 Instrumentation for engine RPM and temperature, oil pressure, air pressure vacuum, hour
meter
2.7 Vacuum Filtration System
2.7.1 Cyclonic separation with washable polyester filter
2.8 Completely enclosed powerhead (engine, compressor and blower)
2.9 Standard Equipment
2.9.1 Fiberglass air lance with laminar flow nozzle (Rated at a minimum of 200 psi)
2.9.2 High pressure water wand
2.9.3 Low pressure water wand (for wash -down)
2.9.4 Hoses
2.9.4.1 50' of 3 /" high pressure air hose (rated at a minimum of 200 psi)
2.9.4.2 50' of %" high pressure water hose (rated at a minimum of 4,000 psi)
2.9.4.3 200' of 4" smooth bore vacuum hose
2.9.5 Flashing beacon (standard DOT approved)
2.9.6 Vacuum hose rack (holds 75' of 4" smooth bore vacuum hose)
2.9.7 Retractable air hose reel
2.9.8 Storage boxes (decision on size and quantity will be determined during design by the City)
2.9.9 Traffic direction board (LED and at least 6' wide)
2.9.10 12 volt do external unit mounted outlet
2.9.11 12 volt spotlight including a minimum of 20 feet of cord
2.9.12 Barrel top interceptor for and including 55 gallon barrel
3.0 Truck Mounted
3.0.1 Dodge 5500 or Ford F -550 or equivalent, diesel and all wheel drive
3.0.2 19,000 GVW minimum
4.0 Documentation
4.1 Owner's manual with operating and maintenance instructions
5.0 Training
5.1 Two days services of field service technician to train operator's personnel in operations and
maintenance. Training shall be provided at no cost to the City of Ocoee within one week after delivery.
6.0 Warranty
6.1 One year limited warranty on parts and workmanship. The warranty period will begin on the date the
unit is satisfactorily placed in service.
B13 -07 Truck Mounted Air Vacuum Excavation System 14
EXHIBIT B
BID FORM
B13 -07 TRUCK MOUNTED AIR VACUUM EXCAVATION SYSTEM
Specify Make and Model to be supplied:
Warranty
Delivery Time: calendar days after receipt of City Purchase Order. Delivery
shall be F.O.B. Destination:
City of Ocoee Utilities Department
1800 A.D. Mims Road
Ocoee, FL 34761
TOTAL BID INCLUDING DELIVERY FOR ONE (1) TRUCK MOUNTED AIR
VACUUM EXCAVATION SYSTEM
S
Dollars and
Company Name
Authorized Officer Signature
Name /Title (please print)
cents
B13 -07 Truck Mounted Air Vacuum Excavation System 15
BID #1313 -07 COMPANY INFORMATION /SIGNATURE SHEET
FAILURE TO COMPLY WITH THESE BID INSTRUCTIONS WILL RESULT IN DISQUALIFICATION
OF YOUR BID. PLEASE SIGN BELOW ATTESTING THAT YOU HAVE READ AND UNDERSTAND
ALL BID INSTRUCTIONS AND THAT THE PRICES REFLECTED ON THE "SPECIFICATIONS /BID
FORM" ARE ACCURATE AND WITHOUT COLLUSION. THE PERSON SIGNING THIS BID SHOULD
HAVE THE LEGAL AUTHORITY TO BIND THE COMPANY INTO A LEGAL CONTRACT.
COMPANY NAME
AUTHORIZED SIGNATURE (manual)
NAME /TITLE (PLEASE PRINT)
STREET ADDRESS
CITY STATE ZIP
FEDERAL ID #
Individual Corporation
Sworn to and subscribed before me this
Personally Known or
Produced Identification
(Type of Identification)
TELEPHONE (INCLUDE AREA CODE)
FAX (INCLUDE AREA CODE)
E -MAIL ADDRESS
IF REMITTANCE ADDRESS IS DIFFERENT
FROM PURCHASE ORDER ADDRESS,
PLEASE INDICATE BELOW:
Partnership Other (Specify
day of
20
Notary Public - State of
County of _
Signature of Notary Public
Printed, typed or stamped
Commissioned name of Notary Public
B13 -07 Truck Mounted Air Vacuum Excavation System 16