8.1. SR 04-06-2015City of
Elk
River
Request for Action
To
Item Number
Mayor and City Council
8.1
Agenda Section
Meeting Date
Prepared by
General Business
Aril 6, 2015
T. ohn Cunnin ham, Fire Chief
Item Description
Reviewed by
Fire Department Ladder 1 Change Order
Tim Simon, Finance Director
Reviewed by
Cal Portner, City Administrator
Action Requested
Approve, by motion, a total project budget of $246,209.50 for the refurbishment of Ladder 1.
Background /Discussion
The Fire Department's ladder truck, built in 1990, was sent out for refurbishment earlier this year. Two
bids were received and the contract was awarded to Custom Fire Apparatus, Inc. for $229,392, with a
contingency of $5,500 held to cover any unforeseen costs that might arise.
As part of the truck's refurbishment, the vendor completed a thorough evaluation of the vehicle's
plumbing, hydraulic, and electrical systems. This involved tearing apart many of the components to
better evaluate wear and tear. The true condition of the interior working parts, such as pumps,
hydraulics, drivetram, etc., are unknown until the vehicle is disassembled. While the truck is in excellent
condition, there were a number of items that needed additional work, above that of what was anticipated
in the original Invitation to Bid. This includes some significant repairs to the hydraulic cylinders,
rebuilding of the aerial platform's rotation motor, and the replacement of the pump impeller. The total
cost of the additional work is $16,042.50. Staff was able to deduct $4,225 of repairs and parts from the
original proposal, bringing the total change order to $11,817.50. Staff is also recommending replacing
hose and other miscellaneous firefighting tools at a cost not to exceed $5,000.
While the project cost has increased slightly, the overall cost is still significantly lower than a new truck
($1.2 million). The added improvements are necessary to the core functions of the truck and will enhance
the vehicle's overall lifespan.
Financial Impact
The change order and additional equipment is a 4.77% increase over the original budgeted amount of
$235,000. Funds are available in the Equipment Replacement Fund to cover the additional
improvements.
Attachments
Change order summary
December 15, 2014, Request for Action
P a w E A E U s r
NaA f RE]
Built For Life
u M 1=1
JOB CHANGE ORDER
CUSTOMER Elk River, MN 1
DATE PROPOSED MARCH OF 2015 Job # 15 -134
TYPE OF CHANGE Pre Pre -Build
QW PART i
DESCRIPTION
CHANGE COST
INITIAL TO SELECT
1
Driver side roll out tray —floor mounted
$450.00
YES-
NO-2
Passenger side roll out tray -floor mounted
$450.00
YES- NO_
3
Repairs to hydraulic cylinder— stripped threads. Needs to be
retooled
$4,340.00
YES-
NO-4
Rebuild Aerial rotation motor
$1,990.00
YES _NO_
5
Replace 4 Outrigger lights with LED. Not in original proposal
$1,040.00
YES-
NO-6
Replace pump impeller. Existing is not repairable per
$2,200.00
YES. NO
7
Replace 5 chassis marker lights with LED version.
$750.00
YES-
NO-8
Change rear electrical outlets to 20 amp household 3 prong.
$400.00
YES_NO_
9
Mount fire extinguishers in compartment P3.
$300.00
YES-
NO-10
Add 2 sets of seat belts for jump seats
$756.00
YES-
NO-11
Replace water tank with UPF brand poly tank.
$1,500.00
YES-
NO-12
PAC Irons Lok #K5003 to be mounted in aerial platform
$276.00
YES NO_
13
Add 6 adjustable shelves with tracks in 6 compartments.
$966.12
YES-
NO-14
Add one -4 bottle cylinder rack lined with Line X.
$624.38
YES- NO_
SUBTOTAL OF ADD -ONS:
$16,042.50
1
Replace only the front shocks. Per conversation with Aaron
- $800.00
YES NO
2
Rear dual valve stem extensions - existing ones are good
- $40.00
YES-
NO-3
Remove hub covers and lug nut covers. Existing OK
- $300.00
YES- NO_
4
Remove 2 rear fans
- $175.00
YES_ NO
5
Remove 2 rear heaters. Plenty of heat exists.
- $600.00
YES NO
6
Remove replacement interior trim in rear area of back wall.
- $500.00
YES-
NO-7
Remove crew cab interior spray. Not necessary.
- $300.00
YES— NO
8
Remove repelling eyes per conversation with Aaron.
- $500.00
YES-
NO-9-
Remove Parapet hooks per conversation with Aaron.
- $500.00
YES NO
10
Remove storage box on driver side of base section ladder.
- $450.00
YES NO
11
Remove lighting for inside stokes storage box on ladder.
- $60.00
YES-
NO-SUBTOTAL OF DEDUCTS:
- $4,225.00
CHANGE ORDER TOTAL PER TRUCK $11,817.50
CHANGE ORDER ACCEPTANCE MUST BE RECEIVED AT FACTORY BY 10 days from receipt FAILURE TO RETURN ACCEPTANCE BY ABOVE: DATE WILL BE
CONSTRUCTIVE: ACCEPTANCE AND WORK WILL BE COMPLETED AT THE COST SHOWN ABOVE:.
* * * * * * * * * ** CONDITIONS OF CUSTOMER ACCEPTANCE * * * * * * * * * **
THIS CHANGE: ORDER BECOMES PART OE' AND IN CONFORMANCE WITH THE EXISTING CONTRACT. THE ABOVE: PRICES AND SPECIFICATIONS OF THIS
CHANGE: ORDER ARE SATISFACTORY AND ARE HEREBY ACCEPTED. ALL WORK TO BE PE:RE'ORM N:D UNDER SAME: TERMS AND CONDITIONS AS
SPECHIED IN ORIGINAL CONTRACT UNLESS OTHERWISE: STIPULATED.
CUSTOMER ACCEPTANCE
BY:
DATE:
City of
River
Request for Action
To
Item Number
Mayor and City Council
4.11
Agenda Section
Meeting Date
Prepared by
Consent
December 15, 2014
T. John Cunningham, Fire Chief
Item Description
Reviewed by
Accept Bid for Ladder Truck Refurbishment
Cal Portner, City Administrator
Reviewed by
Action Requested
Approve, by motion, the bid from Custom Fire Apparatus, Inc. in the amount of $229,392 for the
refurbishment of Ladder 1, with a contingency of $5,500.
Background /Discussion
Included in the 2014 Equipment Replacement Fund in the amount of $235,000 is the refurbishment of
the Fire Department's ladder truck. The truck was originally built in 1990 and is still in great working
condition. A replacement truck would cost in excess of $1 million.
A committee consisting of Elk River firefighters and officers has worked over the past year to develop a
Est of specifications, which included a comprehensive service of the vehicle, pump and ladder as well as
upgrades to the vehicle's lighting, heating system and pump panel.
Two (2) sealed bids were received and opened on December 8, 2014:
• Custom Fire Apparatus, Inc. - $229,392
• Red Power Diesel Service, Inc. - $253,361
Staff reviewed both proposals to ensure adherence to the published invitation to bid and specifications
document and recommends the bid from Custom Fire Apparatus, Inc. in the amount of $229,392. Staff
is also requesting a contingency of $5,500 be held to cover any unforeseen costs that might arise that was
not provided for in the invitation to bid. The bidder has provided a 10% bid bond.
The department anticipates an additional 10 useful years of the ladder truck due to this refurbishment and
continued regular maintenance.
Financial Impact
$235,000 has been budgeted in the 2014 Equipment Replacement Fund.
Attachments
■ NA
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