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MEETING DATE:
AGENDA #:
PREPARED BY:
AGENDA ITEM:
DISCUSSION:
CITY COUNCIL AGENDA REPORT
August 21,2000
8A
Frank Boyles, City Manager
CONSIDER APPROVAL OF RESOLUTION OO-XX AWARDING BID FOR ONE
(1) 2000-GALLON FIRE DEPARTMENT TANKER TRUCK.
History
In 1999, the City solicited bids for one 2000-gallon Tanker Truck. The City received 2 bids.
The City Council rejected all bids. The City Council hoped, by revising the specifications,
the City could re-bid the project and have more vendors submit bids.
Earlier this year the staff was directed to examine the Tanker Truck specifications,
prepare new specifications and re-bid the vehicle in a fashion which would hopefully
encourage greater competition. The Tanker Truck committee of the Fire Department
subsequently revised the specifications for this purpose. The City Council reviewed and
approved the revised specifications.
Specifications were distributed to 22 vendors throughout the nation. Phone calls were
made to each confirming that they received the specifications and asking if they intended
to bid. Almost all the vendors said they had received the specifications and intended to
bid. However, the City only received bids from 3 vendors.
On July 7, 2000, bids were opened. Three bids were received which were as follows:
Vendor Yr./Model Cost wlo Cost wI Trade Delivery Date
Trade
Custom Fire 2001 120 work days
Apparatus Peterbilt 330 $145,485 $143,685 from order
Metro Fire 2001 Intern'l 90 days from
4900 $120,000 No bid receipt of
chassis
3-D Manufacturing 2001 210-240
Freightliner $147,194 No bid calendar days
FL-80 from order
Current Circumstances
The Tanker Truck committee has reviewed each bid. The bid of Metro Fire was submitted
under a provision in the specifications which allows a vendor to "submit a cost-effective
approach that meets the spirit and intent of the specifications". Under this provision, "all
16200 Eagle Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245
1:\COUNCIL\AGNRPTS\2000\0821_8A.DOC AN EQUAL OPPORTUNITY EMPLOYER
I II
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ALTERNATIVES:
RECOMMENDED
MOTION:
exceptions to the specifications must be listed and the City has the sole discretion in
determining if the specification exceptions are acceptable".
The Tanker Truck committee does not believe that the Metro Fire bid ($120,000) is
acceptable because the bid fails to meet numerous of the specified requirements
including but not limited to horizontal exhaust, locking transmission differential,
exhaust or transmission brake, axle weight, tank configuration, and water dump.
Metro also failed to identify its exceptions to the specifications in its bid. Each of
these exceptions are material, in the opinion of the Tanker Truck committee.
Therefore, the Metro Fire bid should be rejected as non-responsive due to the
material exceptions identified in the analysis of the bid.
The American LaFrance bid should not be accepted due to the bid price and
following exceptions: steel cab, horizontal exhaust and 14-inch tail board.
The Custom proposal meets specifications with one exception. The compartment
offered to store a City-provided pump is smaller than specified. This issue is
considered not material because it can be rectified in the construction phase.
Conclusion
The 1999 bids were rejected in an effort to encourage competition and therefore
better prices. Significant efforts were made. The specifications were liberalized to
encourage additional bids. Twenty-two bidders nationwide were sent
specifications and the City followed-up by telephone to confirm receipt and
encourage participation.
Despite these efforts, only three bids were received. I believe it is fair to say that
neither the staff or Fire department are pleased with the prices received and the
lack of bids. The new bids are higher than those received last year. The reason
for the price increase is primarily the new bid includes a 2001 cab and chassis
versus the last bid's 2000 models, increased labor and petroleum prices, and
additional costs associated with the new 2000 NFPA standards.
(1) Award bid to Custom Fire Apparatus in the amount of $143,685 including
trade of the 1978 Ford L 800 tanker truck.
(2) Reject all bids and provide staff with specific direction.
Alternative (1). Motion and Second to approve Resolution OO-XX Awarding Bid
to Custom Fire Apparatus in an amount not to exceed $143,685 and
authorizing trade of the 1978 Ford L800 tanker truck.
I :\COUNCIL\AGNRPTS\2000\0821_ 8A.DOC
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WHEREAS,
WHEREAS,
WHEREAS,
WHEREAS,
WHEREAS,
WHEREAS,
Whereas,
RESOLUTION OO-XX
RESOLUTION AWARDING BID TO CUSTOM FIRE APPARATUS
FOR A 2001 MODEL 200-GALLON FIRE DEPARTMENT
TANKER TRUCK
Motion By:
Second By:
the City currently utilizes a 1978 Ford L800 200-gallon Tanker Truck which is reaching
the end of the its useful life; and
the City Council has approved plans and specifications and authorized advertisement for
bids in accordance with state statute; and
the plans and specifications were distributed to twenty-two vendors nationwide and
encouraged to submit bids; and
pursuant to public notice bids were opened and read aloud on July 7, 2000; and
bids were received as follows:
Vendor Yr.lModel Cost wlo Trade Cost wI Trade Delivery Date
2001 120 work days
Custom Fire Peterbilt 330 $145,485 $143,685 from order
Metro Fire 2001 $120,000 No Bid 90 days from
Intern'l 4900 receipt of chassis
3-D Manufacturing 2001 $147,194 No Bid 210-240 calendar
Freightliner FL-80 days from order
the bid of Metro Fire is not deemed responsive to the specifications due to exceptions
on exhaust, locking transmission differential, exhaust or transmission brake, axle weight,
tank configuration and water dump; and
the Fire Department Tanker Truck committee has recommended award of bid to Custom
Fire Apparatus which conforms to specifications in all aspects except for the size of one
compartment.
Now THEREFORE, be it resolved by the City Council of the City of Prior Lake that the following are
hereby adopted:
1. Bid is awarded to Custom Fire Apparatus in an amount not to exceed $143,685.
2. The City's existing 1978 Ford L800 2000-gallon Tanker Truck is approved for trade.
16200 Eagle Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245
AN EQUAL OPPORTUNITY EMPLOYER
3. The Mayor and City Manager are authorized to enter into the City's standardized agreement on
behalf of the City.
4. The City Manager is authorized to retain the bid and securities of Custom and 3-D Manufacturing
until such time as Custom enters into a contract with the City in accordance with the Tanker Truck
specifications.
PASSED AND ADOPTED THIS 21ST DAY OF AUGUST, 2000.
YES
NO
Mader Mader
Ericson Ericson
Gundlach Gundlach
Petersen Petersen
vacant Vacant
{Seal}
City Manager, City of Prior Lake
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