HomeMy WebLinkAbout8A - Resolution 99-131 - Purchase of 2200-Gallon Fire Dept. Tanker Truck
CITY COUNCIL AGENDA REPORT
AGENDA ITEM:
December 6, 1999 . i/:5;
8A
Bruce Sames, Fire Chief and Fire Department Tanke Truck Committee
CONSIDER APPROVAL OF RESOLUTION 99- AWARDING BID FOR
THE PURCHASE OF ONE (1) 2200-GALLON FIRE DEPARTMENT TANKER
TRUCK, TRADE-IN OF A USED TANKER TRUCK, AND AUTHORIZING
THE MAYOR AND CITY MANAGER TO EXECUTE DOCUMENTS
ASSOCIATED THEREWITH.
MEETING DATE:
AGENDA #:
PREPARED BY:
DISCUSSION:
History
The City of Prior lake is contractually obligated to provide firefighting service
to Spring lake and Credit River Townships, which collectively represent over
6000 households, none of which are served with municipal water. There are
also approximately 200 homes in Prior lake which are not connected to
municipal water. Therefore, water for firefighting must be transported to the
scene of each fire. Each Township pays the City an annual fee to defray the
costs of providing them with fire service including the pro-rata cost of
equipment. (About 36% of the tanker cost is paid by the Townships under this
agreement).
The City presently owns a 1978 Ford l800 2000-gallon tanker truck. This truck
was purchased used in 1991 to replace a tanker which was destroyed in an
accident. The cab and chassis have accumulated 6,000 miles -- very low for a
vehicle of this age. The truck engine, however, is underpowered for a tanker.
Moreover, the truck is equipped with hydraulic rather than air brakes. This
means we have to chock the vehicle at fires to prevent it from rolling. At one
fire scene, the truck did roll, pinning a firefighter between the truck and drop
tank. Finally, a key problem is that the chassis to which the water tank is
connected (consisting both of wood and metal) has rusted and rotted to the
point that we are concerned about the tank breaking away from the chassis.
The chassis, despite its low mileage, is not repairable.
The existing 2000-gallon tank itself has serious problems. Recently, after a
fire, the tank began to leak significantly. The leak was cause by baffles that
tore away from the tank sides and ruptured the container in the process. The
tank was repaired about three weeks ago, but is beginning to leak again.
Because of the above safety issues, I have sent a memorandum to the other
cities in our mutual aid group advising them that the tanker will not be
available. While we continue to use the tanker for Prior lake and Township
fires, but we prohibit the operation of the truck at emergency response speed
with lights and siren.
16200 Eagle Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245
AN EQUAL OPPORTUNITY E"lPLOYER
City Council Agenda Item 8A
December 6, 1999
Current Circumstances
On June 7, 1999, the City Council adopted Resolution 99-63 authorizing the
preparation of plans and specifications and solicitation of bids for replacement
of the tanker truck.
A committee consisting of the following fire department personnel was formed
to prepare specifications: Fire Chief Bruce Sames, Mark Friedrich, Kurt
Chelgren and Ken Klingberg. The latter two representatives have considerable
expertise regarding trucks and fire equipment since each is employed full-time
as a fleet mechanic.
After preparing draft specifications, the City Attorney provided input to assure
that the proper language was contained in the bid documents. The documents
contained a timeline to afford bidders considerable time to prepare their
proposals, and a means was provided for vendors to propose parts or
equipment to determine if they are equivalent to those specified.
Five vendors requested specifications. One vendor, Danko Emergency
Equipment, requested, in accordance with the specifications, that they be
allowed to substitute a 2200-gallon plastic or poly tanker in lieu of the metal
tank specified. The Fire Department Tank Truck Committee met, as required
by the specifications, to review the proposed alternative.
After reviewing the equipment specifications and viewing the tank, the
Committee approved the poly tanker proposed by Danko subject to five
conditions. The Committee also expressed concern in writing about the
location and method of drop tank storage on this model.
On October 15th, the bids were received. While five vendors had requested
specifications, only two submitted a bid proposal. Shown below as Table 1 is a
summary of the bids submitted:
NET PRICE
Delivery Date
....... Custom Fire Apparatus
. Osceola, WI..
Bid Bond
Addendum
Cab & Chassis Bids
Tanker Bid
TOTAL COST
Inspection Deduct
Trade-In Value
Other Deduct
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City Council Agenda Item 8A
December 6, 1999
The Issues
The Fire Department Tanker Truck Committee recommends that the contract
for the tanker truck be awarded to Custom Fire Apparatus since that bid is in
complete conformance with the City's bid specifications.
The Danko bid does not conform to specifications with respect to gross vehicle
weight, front axle, engine/transmission brake, fuel tank and battery box
material, driver and passenger seats, radios (mobile and AM/FM) and cab
receptacle.
The bids specify that, "unless an exception is accepted by the City, the
delivered apparatus shall be fully compliant with these specifications or may be
subject to rejection by the City. Any bid which takes complete exception to the
specifications, or fails to identify a significant exception as determined solely
by the City shall be immediately rejected." (page 4. section 21.4.1),
Shown below as Table 2 is a summary of the specifications and a comparison
of the Danko and Custom bids.
Bid Specifications Require:
Gross Vehicle Weight=40,000
(Front plus back axle) ·
(p. 5,section 1.2) ......
CUSTOM FIRE BID
40,000 Ibs.
14,600 Ibs.
26,000 Ibs.
Engine or Transmission Brake to be
provided. (p;6, section 1.4) ~ Engine brake provided.
conform with NFPA 1901.
Aluminum Fuel Tank Aluminum fuel tank
(p. 7,sectioh1. 8)
Driver Seanobe High back Cloth on
Air (p. 7, section 1.9)
Passenger Seat to be High back Cloth
on Air.. (p. 7,. section 1.9) .
Duplex receptacle in Cab for Chargirig
Radios/Flashlights
(p.11, section 2.2) >.
1:\COUNCIL\AGNRPTS\99\ 1206_8B.DOCKelly Meyer
Aluminum battery box
High back cloth with air-
cushion ride
High back cloth with air-
cushion ride
AM/FM Radio included
Mobile Radio included
Handheld included
Supplied
DANKO Bid
38,000 Ibs.
12,000 Ibs.
26,000 Ibs.
No brake specified.
Steel fuel tank
Steel battery box
low back vinyl on air
cushion
low back vinyl,
no air-cushion ride
No AM/FM Radio
No Mobile Radio
No Handheld included
Not Supplied
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City Council Agenda Item 8A
December 6, 1999
The Danko bid should be rejected for the following reasons:
(1) Failure to specify an engine brake: This vehicle carries 17,600 Ibs. of water
in addition to its own weight. NFPA 1901 sets the standards for fire vehicles.
A separate braking system other than the primary system must be provided
for safety. The City and the bidders are required to conform with this NFPA
requirement. The Custom bid is in compliance, and the Danko bid is not.
(2) Axle weight less than specified: The specifications required a minimum
front axle weight of 14,600 Ibs. and rear axle of 26,000 Ibs. The Custom
proposal conforms with this requirement, but the Danko bid contemplates a
12,000 lb. front axle. This exception was neither identified nor approved when
the plastic tank was proposed. The lighter axle weight affects road worthiness
and future accessories which may be carried on the truck.
(3) Failure to meet quality and workmanship criteria: The specifications
provide that vehicles bid should display a resistance to rust by use of
aluminum, stainless steel, fiberglass chassis and cab construction to facilitate
maximum apparatus lifespan. The Danko bid provides for a steel fuel tank
and battery box, while Custom proposes aluminum for each.
(4) Failure to provide all equipment: Driver and passenger seats, radios and
electrical receptacle are either not supplied or do not meet City specifications
in the Danko bid.
(5) Drop tank location and operation: Another important consideration in
determining the lowest responsible bidder is the safety and operability of the
drop tank. The drop tank, which is carried on the tanker truck is a collapsible
3'x3'x20' 2500-gallon capacity portable canvas container supported by a
steel/aluminum frame. At a fire scene the two firefighters operating the truck
park in the appropriate location, remove the drop tank from the vehicle, set it
up and empty the water from the truck into the drop tank. The truck then
leaves to get more water.
The specifications contemplated a drop tank located on the passenger side of
the vehicle (p 19, section 4.10) stored in a drop-down rack which allows the
drop tank to be lowered from its storage position to within 20" from the
ground.
The Danko bid provides for drop tank storage on the rear of the truck about
five to eight feet above the ground. When stored, the tank lays on an angled
surface on the back of the truck atop the plastic tank.
The Fire Department looked at loading and unloading of the drop tanks on the
two trucks. To do so, they travelled to St. Cloud twice to test and video tape
methods and locations for storage of the drop tanks. The Danko configuration
is considered unsatisfactory because:
(1) The drop tank is located at the rear and not the side of the truck. Fire
Department policies prohibit personnel at the back of the truck whenever
possible to reduce roll-over hazards.
(2) The Danko proposal locates the drop tank five to eight feet from the ground
and does not provide for any mechanism to lower the tank to the ground.
Since the tank is about 150 Ibs., and 3'x3'x20' in size, removal and
replacement is particularly difficult, if not impossible with two firefighters. The
I :\COUNCI L \AGNRPTS\99\ 1206_8B.DOCKelly Meyer
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City Council Agenda Item sA
December 6, 1999
FISCAL IMPACT:
ALTERNATIVES:
RECOMMENDED
MOTION:
REVIEWED BY:
Custom side-mounted storage minimizes firefighters lifting the tank to with 20"
off the ground by mechanically lowering the tank to within 20".
(6) Delivery date: A final consideration is the delivery date. Danko indicates that
their unit will not be completed and ready for delivery until August of next
year. The Custom equipment can be delivered by January, a full seven
months earlier. Satisfactory service to the townships require a tanker which is
dependable, safe and road-worthy for emergency response. The Fire Chief
and Department believe that from both a safety and service delivery
perspective, the existing tanker truck should be removed from service as
soon as possible. The Custom bid allows the City to do so at the earliest
possible date.
I have forwarded a copy of this report both to Danko and Custom asking that
they respond in writing by November 26, 1999 if we have not accurately
interpreted their bids. We have' received a letter of clarification from Custom
but nothing from Danko.
The Equipment Replacement Fund contains $115,000 for this acquisition. The
shortfall of $21,790 would be drawn from that fund. The Finance Director
indicated that due to previous acquisition savings, the Fund will be sufficient
without impact upon planned purchases.
(1) Adopt Resolution 99-XX awarding bid for the 2200-gallon tanker truck to
Custom Fire Apparatus, approving trade-in of the existing tanker and
authorizing the Mayor and City Manager to execute contract documents
associated therewith.
(2) Direct the staff to prepare a Resolution awarding bid to Danko.
(3) Take no action.
Alternative (1). This equipment will be used by our volunteer fire department
for many years. The Custom Fire bid meets specifications, contains all
equipment requested, and entails the greatest safety on the road and at the
fire scene.
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5
RESOLUTION 9;;xi
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A Resolution Accepting Bids and Awarding
Contract for One (1) 2200-Gallon Tank and
Cab and Chassis for the Prior Lake Volunteer Fire Departm
Motion By:
Second By:
WHEREAS,
pursuant to an advertisement for bids for the 2200-gallon T nk and Cab and Chassis
Truck for the Volunteer Fire Department; and
Bidders
Custom Fire Apparatus, Inc.
Danko Emergency Equipment
WHEREAS,
the following bids were received, opened, and tabula d according to law and the
following bids were received complying with the advertis ment:
WHEREAS,
the City Council has determined that Cust Fire Apparatus of Osceola, Wisconsin is
the lowest responsible bidder
Now THEREFORE, be it resolved by the City Coun II of the City of Prior lake that the following are
hereby adopted:
(1) The Mayor and City Manager are here y authorized to enter into a contract with Custom Fire
Apparatus of Osceola, Wisconsin in t name of the City of Prior lake for the purchase of one
(1) 2200-gallon tank and cab and ch ssis truck in the amount not to exceed $136,790.
(2) The City Manager is hereby auth rized and directed to return to all bidders the deposits made
with their bids once a contract h s been signed.
PASSED AND ADOPTED THIS 6T DAY OF DECEMBER, 1999.
{Seal}
YES
NO
Mader
Kedrowski
Petersen
Schenck
Wuellner
Mader
Kedrowski
Petersen
Schenck
Wuellner
City Manager, City of Prior lake
16200 Eagle Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245
AN EQUAL OPPORTUNITY EMPLOYER
November 15, 1999
Danko Emergency Equipment Co.
A TTN: Paul Spano
4565 W. 77th Street #135
Edina, MN 55435-5009
Re: City of Prior Lake Fire Department / Award of Tanker Truck Bid
Dear Bidder:
The City Council will be considering the award of bid for the 2200-Gallon Tanker and Cab and
Chassis at their Monday, December 6, 1999 regular meeting. The meeting commences at
7:30p.m. at the Fire Station City Council Chambers located at 16776 Fish Point Road.
At that time, the Council will determine if the exceptions cited in the Danko bid is a material
difference from the City's specifications. You are invited to provide written comments regarding
the proposed Council report (attached). We are especially seeking input regarding the
accuracy of the report.
Please submit your letter by Friday, November 26, 1999 at 4:30 p.m.
cc: Fire Chief Bruce Sames
16200 Eagle Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245
AN EQUAL OPPORTUNITY E"IPLOYER
November 15, 1999
Custom Fire Apparatus
ATTN: Christy
609 - 68th Avenue
Osceola, WI 54020
Re: City of Prior Lake Fire Department I Award of Tanker Truck Bid
Dear Bidder:
The City Council will be considering the award of bid for the 2200-Gallon Tanker and Cab and
Chassis at their Monday, December 6, 1999 regular meeting. The meeting commences at
7:30p.m. at the Fire Station City Council Chambers located at 16776 Fish Point Road.
At that time, the Council will determine if the exceptions cited in the Danko bid is a material
difference from the City's specifications. You are invited to provide written comments regarding
the proposed Council report (attached). We are especially seeking input regarding the
accuracy of the report.
Please submit your letter by Friday, November 26, 1999 at 4:30 p.m.
Sincerely,
cc: Fire Chief Bruce Sames
16200 Eagle Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245
AN EQCAL OPPORTUr\ITY Ei'-IPLOYER
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CUSTOM FIRE APPARATUS, INC.
November 24,1999
Mr. Frank Boyles, City Manager
City of Prior Lake
16200 Eagle Creek Ave. S. E.,
Prior Lake, MN 55372-1714
Dear Mr. Boyles,
We are in receipt of your letter dated November 15, 1999 and thank you for the opportunity to comment on the Bid
analysis done by your Truck Committee for the Proposed new Fire Department tanker. We were very impressed
with the homework done by your Committee and their efforts to analyze such using NFPA requirements and by
traveling to locations where they could inspect the Danko product to detennine suitability. Dave Dreelan is the only
person on our staff with any exposure to this product (his previous position was with Danko Emergency Equipment)
and so we have relied on his comments on the product we are up against to fonnulate the following additional
information to add to the findings of your Committee.
The style of tanker we have proposed iscommonly called a "dry side tanker" and that refers to the fact that we are
providing a complete body, totally encompassing the water tank. We have custom designed this tanker to meet the
requirements of your Fire Department. The Danko tanker is a stock unit, same design for one and all, and features a
partial body with the booster tank sides exposed. These tankers typically sweat; allowing moisture to build up on the
exposed tank sides, therefore being dubbed "wet sided". Due to the inherent design issues commonly arising from
this scenario, Custom Fire chooses not to manufacture wet side tankers.
CF A is also proposing three (3) separate drop-down chutes, each with their own valve, one on each side at the rear
corners and one at the rear proper. Your Department will be able to "nurse" three separate drop-tanks, quickly
dumping to all three at once if required. Danko's tanker features telescoping chutes with shorter extensions and
typically extensive leaking at each of the telescopic joints. Their chutes are 3-way off one (I) dump valve; therefore
you can only supply one drop tankat a time, a money saving design - not a time saving one.
Our final comments involve warranty, not only are we closer as a manufacturer should you have a major problem,
we are also all too familiar with the finger-pointing that can arise from a split responsibility perspective if the body
manufacturer does not also manufacture the tank. Questions arise such as: Where did the problem originate and
therefore whose fault is it really? Who is responsible for labor to disassemble the body and therefore access the
warranty area onthe tank? How soon can the warranty be resolved and therefore what is the "down time"?
Thank you once again for being allowed to present these additional comments, if you would like further clarification
on any of the features we proposed, please feel free to contact us toll-free at 1-800/443-8851 and ask for Jim
Kirvida, Gib Yakesh, or Dave Dreelan. We are very interested in keeping your City's business and stand ready to
a:;sist you in the final stages of your decision making process.
Ycurs very truly,
~~JJwj
Kristi Scheet
Office Manager
509 68th Avenue
Osceola, Wisconsin 54020
(715) 294-2555
.
WHEREAS,
WHEREAS,
WHEREAS,
WHEREAS,
WHEREAS,
WHEREAS,
WHEREAS,
WHEREAS,
RESOLUTION 99-XX
A Resolution Accepting Bids and Awarding
Contract for One (1) 2200-Gallon Tank and
Cab and Chassis for the Prior Lake Volunteer Fire Department
Motion By:
Second By:
pursuant to an advertisement for bids for the 2200-gallon Tank and Cab and Chassis
Truck for the Volunteer Fire Department; and
the following bids were received, opened, and tabulated according to law and the
following bids were received pursuant to the advertisement:
Bidders
Custom Fire Apparatus, Inc.
Danko Emergency Equipment
Bid Amount
$136,790
$110,857
bid specifications provided that "unless an exception is accepted by the City, the
delivered apparatus shall be fully compliant with these specifications or may be subject
ot rejection by the City. Any bid which takes complete exception to the specifications, or
fails to identify the significant exception as determined solely by the City shall be
immediately rejected."; and
the Danko Emergency Equipment bid did not comply with certain of the City's bid
specifications; specifically with respect to gross vehicle weight, front axle, conformance
with NFPA 1901, aluminum full tank, aluminum battery box, driver and passenger seat,
AM/FM radio, mobile radio, hand-held radio and duplex receptacle; and
the Danko Emergency Equipment bid did not identify any of these exceptions to the bid
specifications in its bid proposal; and
Danko was provided a second opportunity to comment upon its exceptions in a
November 15, 1999 letter and failed to do so; and
the Fire Department Tanker Truck Committee has expressed in writing its concerns
about the safety and operability of the drop tank configuration on the Danko proposed
unit; and
the City Council has determined that the bid submitted by Custom Fire Apparatus of
Osceola, Wisconsin meets all specifications, without exception, and is therefore the
lowest responsible bidder.
Now THEREFORE, be it resolved by the City Council of the City of Prior lake that the following are
hereby adopted:
(1) The recitals set forth above are incorporated as if fully set forth herein.
(2) The Danko Emergency Equipment bid does not comply with the City's bid specifications and is
found to be not responsive to the bid specifications..
(3) The Custom Fire Apparatus bid complies with the City's specifications.
(4) The Mayor and City Manager are hereby authorized to enter into a contract with Custom Fire
Apparatus of Osceola, Wisconsin in the name of the City of Prior lake for the purchase of one
(1) 2200-gallon tank and cab and chassis truck in the amount not to exceed $136,790.
(5) The City Manager is hereby authorized and directed to return to all bidders the deposits made
with their bids once a contract has been signed.
PASSED AND ADOPTED THIS 6TH DAY OF DECEMBER, 1999.
YES
NO
{Seal}
Mader Mader
Kedrowski Kedrowski
Petersen Petersen
Schenck Schenck
Wuellner Wuellner
City Manager, City of Prior Lake
R\COUNCI l \RESOlUTI\ADM I N RES\99\FI RETRUK. DOC