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CR 95-185 Self Propelled Box Paver Bid Award• • • October 17, 1995 Proposed Action. Overview. BIDDER Aspen Equipment Zeigler Inc. Carlson Equipment Lano Equipment Supporting Information o Detailed Background o Analysis of Issues o Bid tabulation o Bid Specifications SELF PROPELLED BOX PAVER BID AWARD Council Report: 95 -185 Staff recommends adoption of the following motion: "Award the bid for a Used Self Propelled Box Paver to Zeigler Inc. for a Caterpillar Model AP 200 Paver Unit." Bid opening for a Box Paver unit was held at Hopkins City October 12, 1995. The following four bids were received: MODEL GEHL T 650 1993 748 HRS CAT AP -200 1994 337HRS CAT AP -200 1991 900 HRS MAULDIN 690E NEW Norbert Kerber, Bldg /Equipment Services Superintendent COST $17,750.00 $17,886.67 $18,994.00 $26,981.00 Hall on Staff recommendation for the Caterpillar Paver from Zeigler Inc. is based on compliance with specifications, past experience, reputation of bidder, and overall best interest of the city. Primary Issues to Consider o Is the award to Zeigler Inc. for the Caterpillar Paver unit in the best interest of the city? III Detailed Background • • Council Report: 95 -185 Page 2 Currently the city performs small paving projects with a small Layton pull behind paver. When a large paving project is scheduled the city has either contracted out the work or rented a paver. The Layton pull behind paver was scheduled to be replaced in 1991 in the equipment replacement schedule. The city did not replace the Layton paver in 1991 because rental units were readily available and were more cost effective. However, over the past several years rental units became harder to locate, especially where you needed them. Also, the cost to rent was reaching the 1000.00 to 1200.00 per week rain or shine. During the summer of 1995 staff decided to purchase a used or demo paver in order to reduce costs. The city solicited bids to see what was available from local vendors. The results of these bids are attached. Analysis of Issues o Is the award to Zeigler Inc. for the Caterpillar Model AP 200 unit in the best interest of the city? Public works staff has reviewed the bids and based our decision on the Box Paver that is in our opinion the most value for the money. o Is the bids within budget? The city budgeted $27,000 in 1991 for a new Box Paver. This money has been pushed ahead each year in the Equipment Replacement Schedule as rental units were a viable alternative. The bid amount from Zeigler Inc. for the Caterpillar Paver is $17,886.67. The lower cost is attributable to bidding a used unit. The unit bid by Zeigers, the 1994 AP200 has a retail of almost $40,000 new. City staff was very pleased with the bid from Zeiglers that will allow the public Works department to acquire a state of the art paver for half the cost of new. BIDDER CHK BOND TOTAL BID COMMENTS ASPEN EQUIPMENT X 17,750.00 GEHL T650 1993 748 HOURS ZIEGLER INC X 17,886.67 CAT AP -200 1994 337 HOURS CARLSON EQUIPMENT X 18,994.00 CAT AP -200 1991 900 HOURS LANO EQUIPMENT X 26,981.00 MAULDIN 690E NEW CITY OF HOPKINS • BID TABULATION SELF PROPELLED BOX PAVER • DATE: 10/12/95 • • • BIDDER'S NAME: ADDRESS: SPECIFICATIONS AND BIDDER'S PROPOSAL CITY OF HOPKINS 1010 FIRST STREET SOUTH HOPKINS, MN 55343 ONE (1) SELF PROPELLED BOX PAVER OPENING DATE: October 12, 1995 PLACE: City of Hopkins, City Hall 1010 First Street South Hopkins, MN 55343 TIME: 10:00 a.m. local time • • Paver Box Specs Page 2 ADVERTISEMENT FOR BID The City Council of Hopkins, Minnesota, will receive sealed bids for the purchase of: ONE (1) SELF PROPELLED BOX PAVER Bids will be received until 10:00 a.m. on the 12th day of October, 1995, at the Hopkins City Hall, 1010 First Street South, Hopkins, MN 55343, at which time and place all bids will be publicly opened and read aloud. The bidder shall state in his proposal a complete description of each item that does not meet or deviates from specifications and shall state the approximate date of delivery. Any item in the bidder proposal that does not meet specifications or is proposed as an "Approved Equal" or "Equivalent" must be described in writing and must be approved by the Public Works Director, Steven J. Stadler, and if not approved may be used to disqualify the bid. Submit bids on the proposal form supplied meeting all the specifications indicated. Show all information requested. Enclose bid in a sealed envelope marked "BID FOR HOPKINS BOX PAVER ". Bids shall be accompanied by a cashier's check, bid bond or certified check, payable to the order of the City of Hopkins, for five (5%) percent of the bid for each item bid. Submit bid to Steven J. Stadler, City of Hopkins Public Works, 1010 First Street South, Hopkins, Minnesota, 55343, no later than 10 :00 a.m., October 12, 1995. The City of Hopkins reserves the right to reject any and all bids and to waive irregularities and informalities therein and further reserves the right to award the contract in the best interest of the City. Proposal forms, including specifications, are on file and available at the Hopkins Public Works Administrative Offices, located at 1601 Second Street South, Hopkins, MN 55343. Published in the Construction Bulletin on September 15, 1995. Published in the Hopkins Sailor on September 20, 1995. James A. Genellie, City Clerk CITY OF HOPKINS, MINNESOTA - Paver Box Specs Page 3 GENERAL CONDITIONS BID SECURITY PROPOSAL SPECIFICATIONS FOR ONE SELF PROPELLED BOX PAVER These specifications contemplate the furnishing and delivery to the City of Hopkins, one (1) New or Used Self Propelled Box Paver. The unit when completed shall be ready for operation with all equipment and accessories needed for efficient operation whether or not specified herein. The City has also included an option Bid for a tandum trailer for transporting the specified box paver. No proposal shall be considered unless each bid item is accompanied by a cashier's check, certified check, or bid bond in the amount of at least five percent (5*) of each tendered bid. All forms of bid guarantee shall be made payable to the City of Hopkins. The bid guarantee of unsuccessful bidders will be returned within thirty (30) days following action by the City on the award of the contract and to the successful bidder on the completion of the contract. In case the successful bidder fails to enter such a contract, the amount of the bid guarantee shall be forfeited to the City. The bidder shall submit his proposal on forms as furnished in these specifications. Only proposals which are made out on the original form attached hereto will be considered, and no bid will be accepted without completion of the attached questionnaire. INTENT It is the intent of the City not to be restrictive to any one manufacturer. However, the unit desired must meet the enclosed standards, and any unit bid which does not comply with the aforementioned specifications will be rejected. All items which are in addition to these standards are assumed to be included in the bidder's proposal. MANUFACTURER'S SPECIFICATIONS A complete set of a manufacturer's specification and illustrated descriptions shall be furnished with the bid. • • • • • Paver Box Specs Page 4 DELIVERY SITE The paving unit is to be completely operational and ready for service upon delivery. The completed unit shall be delivered to the City of Hopkins, 1601 Second Street South, Hopkins, Minnesota 55343 at no additional compensation. State delivery time on Bid Sheet. MAINTENANCE The agency agrees to provide such preventative maintenance and daily and monthly services as described by the manufacturer. SERVICE FACILITIES Because the maintenance of this equipment in good operating condition without protracted time out for repairs is critical, repair parts and service must be adequate and readily available. The bidder will certify that they maintain an adequate stock of parts within the seven county metropolitan area and employs qualified serviceman within the area, available on short notice. The bidder shall state in his proposal, the location and telephone number of the service shop and parts depot. One set of parts books and shop manuals are to be provided by the successful bidder. TAX EXEMPTION The City of Hopkins is an instrumentality of the State of Minnesota and is subject to the general State sales tax provisions as of June 1, 1992. However, the City is not subject to Federal Excise Tax and is exempt from the State sales tax for certain purchases. Appropriate certificates shall be furnished if required. Paver Box Specs Page 5 SELF PROPELLED BOX PAVER SPECIFICATIONS: Unit bid shall be a new or used machine with less than 750 hours on the machine or be no more than 3 years old. Bid unit shall be demonstrated to the City of Hopkins Street Division prior to submitting a bid. DESCRIPTION: One (1) New or Used Self Propelled Box Paver PAVER: Hopper Size: 6 ton minimum Basic Paving Width: 9' Variable Widths: 4 1/2' - 12' Paving Depth: 0" - 611 Crown /Invert Adjustment: 0" - 2" minimum Steering Wheel Type Steering Dual Operator Platform: rubber mounted Dual Operator Controls Dual 18" Minimum Strike Off Extensions SCREED: 12" Wide Full Free Floating Exhaust and Propane Heated Screed High Frequency Hydraulic Vibrator MATERIAL AUGERS: Two Independently Hydraulically Driven DRIVE: Two Hydraulically Driven All Steel Tracks: Self cleaning and self adjusting • • • Paver Box Specs Page 6 ENGINE: 30 HP Gas: minimum 12 Gallon Fuel Capacity: minimum Electric Start: 4 cylinder minimum HYDRAULIC SYSTEM: f Separate Hydraulic Pumps for: 1 Track Motors 2 Cylinder Operation 3 Each Materials Feed Augers MATERIAL FLOW GATE: Two Hydraulically Operated 4 1/2" Wide Minimum Flow Gates Two Adjustable Side Gates Narrow Width Cut Off Plates OPERATING SPEED: Variable: Up to 130' per minute: minimum 4IP WARRANTY: Full factory warranty if bidding on a new machine. If bidding a used unit, state the warranty; minimum 40 hours or June 1, 1996 for the driveline, hydraulics, frame, and all major components.. Include warranty information with bid proposal. DELIVERY: F.O.B. Hopkins Public Works, 1601 Second Street South, Hopkins, MN 55343. Paver Box Specs Page 7 WARRANTY: OPTION BID One (1) New or Used Tandem Axle Trailer DESCRIPTION: The City of Hopkins will also be requesting an option bid for a tandem axle trailer. If bidding a used trailer, trailer shall be Tess than 4 years old. SPECIFICATIONS: 14,000 GVW: minimum Bed Length: 17' minimum with 2 1/2' beavertail Pintle Hitch with Safety Chains Sealed Flush Mounted Lights 1 1/2 inch Oak Deck in Good Condition Chainbox: self draining Tie Downs: minimum 5 - 0 Ring type 96" Minimum Width 72" Deck Load Width Rear and Side Ramps Three 10,000 lb. Dropleg Jacks Two for Side Loading One for Tongue Two 8,000 lb. Axles Tires: 275/75R x 17.5, Load Range D (50% Thread) Side Opening: 130" minimum Brakes: Electric 6 months on bed, frame, and axles. State warranty with bid proposal • • Paver Box Specs Page 8 BID FOR ONE (1) SELF PROPELLED BOX PAVER • BOX PAVER MAKE HOURS ON MACHINE TOTAL BID $ OPTION BID 14,000 GVW Tandem Trailer MAKE YEAR TOTAL BID DELIVERY DATE F.O.B. CITY OF HOPKINS PUBLIC WORKS 1601 2ND STREET SOUTH, HOPKINS, MN 55343. NAME OF BIDDER: ADDRESS: SIGNED BY: TITLE: MODEL YEAR MODEL BID ACCEPTED BY BID BOND CHECK % • Paver Box Specs Page 9 AFFIDAVIT AND INFORMATION REQUIRED OF BIDDERS Affidavit of Non - Collusion I hereby swear (or affirm) under the penalty for perjury• (1) That I am the bidder (if the bidder is an individual), a partner in the bidder (if the bidder is a partnership), or an officer . or employee of the bidding corporation having the authority to sign on its behalf (if the bidder is a corporation); (2) That the attached bid or bids have been arrived at by the bidder independently, and have been submitted without collusion with, and without any agreement, understanding, or planned common course of action with any other vendor of materials, supplies, equipment or services described in the invitation to bid, designed to limit independent bidding or competition; (3) That the contents of the bid or bids have not been communicated by the bidder or its employees or agents to any person not an employee or agent of the bidder or its surety of any bond furnished with the bid or bids, and will not be communicated to any such person prior to the official opening of the bid or bids; and (4) That I have fully informed myself regarding the accuracy of the statements made in this affidavit. Signed Firm Name Subscribed and sworn to before me this day of 1995. Bidders E.I. Number My Commission Expires (Number used on Employer's Quarterly Federal Tax Return, U.S. Treasury Department Form 940) Fair Trade Items List below_each item upon which a bid is made, the price of which is affected by a resale price maintenance or "fair trade" contract between the bidder and the person or firm supplying the item to the bidder (Use reverse side if necessary)