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CR 91-26 LRT - Street Sweeper Bid Award . '\ y 0 \ 0 A' ~. January 28, m Council Report; 1991 -Y '" 91-26 o P K \ "'- STREET SWEEPER BID AWARD Proposed Action staff recommends adoption of the following motion; "Award the bid for one (1) Three Wheeled Street Sweeper with Elevating Hopper to MacOueen Equipment for an Elqin S.E. Hydro at a net cost of $58.862.00." Overview Bid opening for a Three Wheeled Street Sweeper with Elevating Hopper was held at the City Hall Council Chambers on January 25, 1991. Only one bid was received. MacQueen Equipment bid the Elgin S.E. Hydro with single gutter broom. It is the updated version of the 1981 Elgin Pelican that we currently own and are trading in. Over the last 10 years it has proven to be a very reliable machine that our mechanics are familiar maintaining. In checking with other equipment supervisors from other cities who have used this machine and also the Athey Three Wheel Sweeper, the vast majority prefer the Elgin S.E. . Model for the type of work we require. We had hoped to have second bid from Boyum Equipment for the Athey a Three Wheel Sweeper. Boyum did not bid because their machine did not meet specifications in that it has a totally hydraulic system. Also, after demonstrating the machine to our operators, it received alot of negative feedback. Boyum felt that due to these considerations they could not bid competitively and did not want to sell us a machine that we would not be happy with. staff recommendation on purchase of the Elgin S.E. Hydro is based on compliance with specifications, delivery date and overall best interest in long term costs. Primary Issues to Consider. 0 Is the MacQueen bid competitive and in the best interest of the city of Hopkins? 0 How will the sweeper be funded? Supporting Information 0 Detailed background 0 Analysis of Issues 0 MacQueen Bid Specification . ~(1</ Jt;~ Norbert Kerber, Building & Equipment Services Supt. . Council Report; 91-26 Page 2 . Detailed Background COMPANY MODEL BID PRICE MacQueen Equipment Elgin Model S.E. Single 88,340.00 Trade-in 1981 Elgin Pelican Premier (29,478.00) Net Cost to City 58,862.00 Amount budgeted in Equipment Replacement Schedule (ERS) 83,200.00 Estimated Salvage value in ERS (10,000.00) Net amount available from fund 73,200.00 Net Cost (minus Trade-in) for Sweeper 58,862.00 Amount under budget amount 14,330.00 The reason the bid came in under the amount budgeted was because the resale value on this model is high because it has proven to be a very reliable machine and our old sweeper was in fairly good condition. Another contributing factor was that MacQueen Equipment purchased six of these units from the factory at a reduced price and has passed the savings on to the city. This fact also contributed to Boyum's choice not to bid, as they did not feel they could compete with MacQueen's '. price. Below are the bid results received by the City of Maplewood from their Sweeper bid opening on December 20, 1990. I have included it in this report because their specifications were almost identical to ours and their trade-in was only 2 years older than ours. They did receive two bids, ours is $1/000 higher due to our request for radial tires and strobe lights. COMPANY MODEL BID PRICE MacQueen Equipment Elgin S.E. Hydro 87,114.00 Trade in 1979 Elgin Pelican Premier (29,478.00) Net cost 57,686.00 Boyum Equipment Athey HI0 79,859.00 Trade in 1979 Elgin Pelican Premier (15,000.00) Net Cost 64,859.00 . .. Council Report; 91-26 Page 3 I . Analysis of Issues 0 Is the MacQueen bid competitive and in the best interest of the city of Hopkins? The 1981 Sweeper that the City now owns is in need of replacement. Costs and downtime for repairs on the sweeper are hindering the sweeping schedule required to keep the streets clean and free of debris which can develop into storm sewer problems. After checking with other cities and comparing other sweeper models available, staff feels this is a competitive price for a quality piece of equipment. 0 How will the sweeper be funded? The Sweeper is on the Equipment Replacement Schedule for replacement this year, 1991. The net amount budgeted is $73,200.00, sufficient funds for this purchase. . . ~ .~ + '..... " SPECIFICATIONS AND . BIDDER'S PROPOSAL CITY OF HOPKINS 1010 FIRST STREET SOUTH HOPKINS, MN 55343 - . OPENING DATE: January 251 1991 PLACE: city of Hopkins 1 City Hall 1010 First street South Hopkins 1 MN 55343 TIME: 10:00 a.m. Local Time BIDDER'S NAME: MacQueen Equipment, Inc. ADDRESS: 595 Aldine St. St. Paul, MN 55104 . :c. sweeper Page 2 . ADVERTISEMENT FOR BID The city Council of Hopkins, Minnesota, will receive sealed bids for the purchase of: ONE (1) THREE WHEELED STREET SWEEPER WITH ELEVATING HOPPER Bids will be received until 10:00 a.m. on the 25th Day of January, 1991, at the city Hall, 1010 First street South, Hopkins, MN 55343, at which time and place all bids will be publicly opened and read aloud. 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 THREE WHEELED STREET SWEEPER WITH ELEVATING HOPPER". Bids shall be accompanied by cashier's check, bid bond or certified check, payable to the order of the city of Hopkins, for five (5%) percent of the bid. Submit bid to Norbert Kerber, city of Hopkins, Public Works, 1010 First street South, Hopkins, Minnesota 55343, no later than 10:00 a.m., January 25, 1991. 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 Administration offices, located at 1601 Second street . South, Hopkins, MN 55343. Published in the Construction Bulletin on January 4, 1991 Published in the Hopkins Sailor on January 9, 1991 CITY OF HOPKINS HOPKINS, MINNESOTA . Sweeper Page 3 . SPECIFICATIONS FOR THREE WHEELED STREET SWEEPER WITH ELEVATING HOPPER GENERAL These specifications contemplate the furnishing and delivery to the City of Hopkins, one (1) THREE WHEELED STREET SWEEPER WITH ELEVATING HOPPER, complete and ready for operation with all equipment and accessories needed for efficient operation whether or not specified herein. The bidder shall furnish only the latest 1990 or 1991 model of equipment now in production and which has demonstrated it will satisfactorily perform the work to be done. The unit shall be equipped with all accessory equipment that is normally furnished as standard equipment with the particular model bid as specified herein. 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 'I or "Equivalent" must be described in writing and must be approved by the Building & Equipment services Superintendent, Norb Kerber, and if not approved may be used to disqualify the bid. . METHOD OF PAYMENT Payment for the equipment will be by cash or check. TAX EXEMPTION CERTIFICATE The city will execute a Federal Tax Exemption Certificate where applicable. BID SECURITY No proposal shall be considered unless accompanied by a cash deposit, certified check, or bid bond in the amount of at least five percent (5%) of the 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 upon execution of contract. In case the successful bidder fails to enter such a contract, the amount of the bid guarantee shall be forfeited to the City as liquidated damages. PROPOSALS 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 4It completion of the attached questionnaire. -.- -- Sweeper Page 4 . INTENT It is the intent of the City not to be restrictive to anyone manufacturer. However, the unit desired must meet the enclosed standards, and any unit bid which does not comply with the aforementioned specifications may be rejected. All items appearing in the bidder's regular specifications, which are in addition to these standards are assumed to be included in the bidder's proposal. DELIVERY Delivery shall be within 90 days of award of bid. Unit will be F.O.B. Hopkins Public Works, 1601 Second Street South, Hopkins, MN 55343. If successful bidder cannot furnish a sweeper by delivery date, they shall furnish a sweeper of equal or greater specifications at no charge to the city or be subject to a $100 per work day penalty until a unit is provided. SERVICE FACILITIES Because the maintenance of this equipment in good operating condition without protracted time out for repairs ~s critical, repair parts and service must be adequate and readily available. The bidder will certify that they maintain an adequate stock of parts wi thin the seven county metropolitan area and employs qualified serviceman within the area, . available on short notice. The bidder shall state in his proposal f the location and telephone number of the service shop and parts depot. One (1) set of parts books and shop manuals are also to be provided by the successful bidder. TRAINING PERIOD The contractor agrees to provide a training program for the city of Hopkins employees in sufficient scope to assure efficient and economical performance and maintenance of the equipment. In addition, the contractor agrees to furnish a competent operator for the period of one day for instruction of operators. DOWNTIME Throughout the three year period, the vendor-contractor agrees to furnish at no cost to the agency after any continuous 72 hour period (excluding weekends and holidays) of in operation of this unit (due to need of mechanical repairs) a unit in good operating condition equivalent to the unit called for herein, until the unit is repaired and in operation. Should the contractor fail to provide a unit, the contractor hereby agrees to pay the agency fifty dollars ($75.00) per day for all downtime up to eight (8) hours per day, excluding weekends and holidays, after the period ci ted above. Any unit furnished or any monies credited are not to be construed as a penalty, but as liquidated damages to compensate for 4It additional costs incurred by the agency. .- - - - --- - - -- --- --- ,,. Sweeper Page 5 . WARRANTY All bids shall be accomplished by details of manufacturers WARRANTY and information including cost of all available extended warranties. I . . Sweeper Page 6 . THREE WHEEL, FRONT DUMP, MECHANICALLY DRIVEN BROOM STREET SWEEPER single engine, three wheel design, hydrostatic drive, front high dump street sweeper using all current production components. SPECIFICATIONS BIDDER RESPONSE CHASSIS 3 wheel configuration, high front dump design. In Comoliance steering strut to be dual tired for safety. In Compliance Chassis to be wishbone reinforced, unitized type In Compliance Dual Tow Hooks front and rear. In Compliance ENGINE 4 cylinder, turbocharged, 239 cutin. 110 H.P. @ 2500 RP~ 100 HP @ 2500 rpm, 200 ft/lb. torque @ 1500 rpm 270 ft/lb ~1600 RPM Dual safety dry-type air cleaner with cab restriction indo In Comoliance 50/50 anti-freeze/water mixture In Comoliance Diesel tank to be 35 gal capacity As Specified . BRAKES Full power, enclosed hydraulic, internal expanding shoe As Specified Parking brake positively & mechanically appliedS As Specifi ed An operational holding brake (micro accumulock) included As Soecified CAB To help see the entire curbline, door windows shall be see-thru type with slide down bubble windows As Specified Total glass area to be no less than 5,000 sq/in. As SDf'cifi f'd All glass in cab to be safety glass As Spf'cifiprl Rear windows to be sliding type for ventilation As Specifi ed Cab to have rear opening doors on both sides As Soecifif'd Visibility to be full 360 degrees without using mirrors As Specified Seats to be spring suspension, adjustable deluxe, with seat belts As Soecifi ed One inside rear view and two outside west coast mirrors As Soecified Cab to be equipped with dual sun visors, electric windshield wipers, and washers and interior dome light As Soeci fi ed 4It Interior covered with automotive type trim, molded dash and center console, with soft textured steering wheel As Specified Full vision illuminated instrument panel with key Sweeper Page 7 locking ignition, tachometer, hour meter, ~speedometer, odometer, fuel, hydrostatic oil temp., water temp., oil pressure, voltmeter gauges and broom mileage recorder As Specified Auto engine shut down for low oil pressure/high temp. As Soecified Noise level in cab during operation meets or exceeds O.S.H.A. standards As Specified Cab to be equipped with Factory installed air conditioning integral with a fresh air heater, pressurizer, ventilation and defroster system. As Specified ELECTRICAL Battery 12 volt 625 CCA Maintenance free As Specified Alternator unitized 105 amp As Specified TIRES & WHEELS Steel Belted Radial tires, disc wheels, 4 on vehicle As Specified lO:Oox20 front, 8:25x15 rear s As Specified Sprung guide wheel As Specified HYDRAULIC SYSTEM 4Itpower provided by shaft and gear driven pumps (no belts) As Specified Hydraulic system to be totally separate from sweeper drive system with its own filters, pump reservoir, etc. As Specified Hydraulics controlled by direct connection valves As Specified TRANSMISSION Back to back variable displacement pump and fixed displacement motor, driven through a heavy duty truck type tow speed axle to give two vehicle speed ranges As Specified 10 micron transmissions filter wjcab mounted temp. gauge As Specif; ed Hydrostatic reservoir to be completely separate from the hydraulics to avoid intermixing of any contaminants As Specified . , ,> Sweeper Page 8 . GUTTER BROOM positive mechanical connection Mechanical drive, to the engine & 6 way protection (in/out, up/down, forward/rearward) As Soecified Pressure adjustments on-the-go from the cab As Specified variable speeds, independent of vehicle speed or direction As Spec if i ed Disposal segments, filled with 26" long tempered wire As Spec ifi ed 3611 diameter, and shall protrude a minimum of 13" outside tire As Specified MAIN BROOM Mechanically driven, minimum. 6811X35" As Specified Pick up broom shall be Tuft/Sweep 2001 segment broom 35" in diameter, free floating As Specified Adjustable for pressure, wear and anticoning from cab As Soecified Main broom suspension to be controlled by double acting hydraulic cylinder As Soecified Broom to have variable speed and operate completely independent of the ground drive of sweeper. As Specified Broom electric position indicators to be mounted in cab within easy view of operator. As Specified . CONVEYER Must be able to load hopper to 100% of rated capacity As Specifi ed Reversible in direction wlo stopping or reversing any broom As Snecified Able to sweep large bulky items, leaves or sand & gravel w/o the need to make any adjustments, and wlo stalling As Specifi ed Belt type conveyor. As Specifi ed HOPPER Front variable high dump to 9' 6" clearance As Soecified All moving parts and tilt pins to be greasable As Spec; fi ed Dump cycle to be approximately 60 seconds As Specifi ed Rear dump not acceptable As Specified 3.5 cu/yds. volumetric capacity with 3 yds usable As Snecifi ed . - "--- Sweeper Page 9 WATER SYSTEM . 180 gallon, rust proof, removable, polyethylene or steel tank As Specifi ed centrifugal pump capable of running dry indefinitely w/o any damage to the system with 100 mesh stainless filter As Specified Water fill gauge visible from the operators station As Specified Internal hopper/conveyor flusher/washdown As Specified 16' 8" fill hose with storage basket As Specified PAINT All visible exterior surfaces including axles, frame, running gear and fuel tank to be shot blasted, primed and sprayed with a two component white acrylic enamel As Specifi ed WARRANTY WARRANTY to be one year or 1250 hours on entire machine As Specified Wheel drive mechanism to have a three (3) year WARRANTY As Specified Water tank to have a lifetime rust-through . WARRANTY As Specified Engine to have a two (2) year, 2000 hour WARRANTY As Soecified No deviation from the terms of this specification is acceptable. The undersigned bidder proposes to furnish equipment in accordance with these specifications. TRADE-IN The bidder shall state on the proposal a guaranteed trade-in price for the 1981 Premier Sweeper SIN 4846 owned by the City of Hopkins. The successful bidder shall guarantee the trade-in price until delivery and acceptance of the new sweeper. Unit is offered (as is) and (where is). The City of Hopkins reserves unto itself the option to sell the existing sweeper to another party and therefore not exercise the guaranteed trade in option. The 1981 Elgin Pelican may be inspected Monday through Friday between 8:00 a.m. and 2:30 p.m. by contacting Norbert Kerber at (612) 939-1382. . '- Sweeper Page 10 . BID FORM 1. MAKE & MODEL OF EQUIPMENT BEING BID: MAKE: Elgin MODEL: SE HYDRO SINGLE $ 88,340.00* F.O.B. Hopk; ns , MINNESOTA (Delivery Point) LESS TRADE-IN: Buyer reserves the right to accept or reject either option in the best interest of the city. 2. OPTION I MODEL: Elgin Premier SIN: 4846 $ 29,478.00(-) 3. TOTAL COST LESS TRADE-1N'S $ 58,862.00 DELIVERY DATE: 30 DAYS AFTER AWARD . NAME OF BIDDER: MacQueen Equipment. Inc. ADDRESS: MN 55104 SIGNED BY: Sales Coordinator (TITLE) BID ACCEPTED: BY: (Date) TITLE: *NOTE: IF THE CITY ELECTS TO KEEP THE TRADE-IN UNIT, THE OUTRIGHT PURCHASE PRICE OF THE NEW UNIT WILL BE $79,506.00 WHICH IS THE LIST PRICE LESS A 10% DISCOUNT. . Ii- , S'weeper Page 11 . AFFIDAVIT AND INFORMATION REQUIRED OF BIDDERS Affidavit of Non-Collusion I hereby swear (or affirm) under the penalty for perjury: (1) That I am the bidder (if the bidder is an individual), a partner in the bidder (if the bidder is a partnership), or an officer or employee of the bidding corporation having the authority to sign on its behalf (if the bidder is a corporation) ; (2) That the attached bid or bids have been arrived at by the bidder independently, and have been submitted without collusion with, and without any agreement, understanding, or planned common course of action with any other vendor of materials, supplies, equipment or services described in the invitation to bid, designed to limit independent bidding or competition; (3) That the contents of the bid or bids have not been communicated by the bidder or its employees or agents to any person not an employee or agent of the bidder or its surety of any bond furnished with the bid or official opening of the bid or bids; and (4) That I have fully informed myself the accuracy of the 4It statements made in this af ,avit. Signed Firm Name - -- Subscribed and sworn to before me this .-/=: of </-:,L'~'/!_l:, , 1991 //./'" ~.' /' .~_-"~r ""_~,~.-~~";'f.~~'~~~f..~ ,-("<::'c!$~--:~e--<0-" My Commission Expire~ 3~ HE1\TI-lE~ J. BOSJGI /., ~. h'~' L~U!"i-lY l-'U~L!\; -,.lI:",>iESO- .. ' ~.~~~'~\ WASHINGTON COUrT B~dders E. I. Number ',~ \~it. MyCamm, Exp"MJ 15, .s, ~~ ...?-~~.:.., ~ltt'~~-'.-"Pf"./.~~.~~~YK", (Number used on Employer's Quarterly Federal Tax Return, U.S. Treasury Department Form 940) 41-0845185 . 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 IIfair trade" contract between the bidder and the person or firm supplying the item to the bidder (Use reverse side if necessary)/ .