Project Information

Bid Title

Fairway Mower (Unit 2037) Bid Packet.pdf

Issuing Agency

City of Salina

Location

Kansas

Published Date

Mar 16, 2026

Closing Date

Apr 9, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

	Name	Size
File	Fairway Mower (Unit 2037) Bid Packet.pdf	0.6 MB

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CITY OF SALINA

REQUEST FOR BIDS

Project No.: N/A

Project Title: 2026 Vehicles and Equipment

Bid Deadline: Thursday, April 9th, 2026 at 10:00 a.m.

City’s Project Manager:

Mike Fuller

Fleet Supervisor

418 E. Ash St.

Telephone Number: (785) 309-5752

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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