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4.1. SR 12-18-2000 r~1 -\) ( ~ . City of ~ Elk Item 4.1. MEMORANDUM River Mayor and Council Patrick Klaers, City Administrator I Bruce A. West, Fire Chief B 1/4./ FROM: DATE: December 18, 2000 SUBJECT: Purchase of New Fire Department Pumper The Elk River Fire Department is requesting Council approval for advertisement of bids on a new 1250 GPM Class A Pumper. The newly purchased pumper will be a replacement for the 1972 Ford Pumper currently In use. . The purchase of a new pumper has been discussed during budget sessions and budget workshops with the Mayor and City Council. During the budget worksession, discussion was held regarding an alternate bid proposal for a demonstrator (demo) pumper unit and the possible availability of a demonstrator type unit. I have had numerous discussions with a variety of vendors on the "demo style" unit. More vendors are now using the demo program for "show and tell" type units in their presentations to various fire departments and their truck committee members. Mter recent discussions with various vendors, the availability of a demonstrator type unit is very good at the end of this calendar year. Many vendors are looking to sell the current model year demonstrator with a potential cost savings to the prospective buyer. Many vendors will be purchasing 2001 model demonstrators for their use in the upcoming year. Action Reauested The Elk River Fire Department is requesting Council approval to advertise for the purchase of a new pumper. The advertisement for bids includes the following options: . bidding on a new pumper · alternate bid for a current model demonstrator type pumper . I have reviewed the bid specifications with City Attorney Peter Beck and he has found them to be in compliance. I will be in attendance at the Monday, December 11, 2000, Council meeting to answer any questions you may have in reference to the above issue. 13065 Orono Parkway. P.O. Box 490. Elk River, MN 55330. TDD & Phone (763) 441-7420. Fax (763) 441-7425 . NOTICE OF ADVERTISEMENT FOR BIDS The City Council of the City of Elk River will receive sealed bids at the office of the City Clerk at the City Hall, 13065 Orono Parkway, Elk River, Minnesota, until 10:00 a.m. on January 26,2001, for: PUMPER FIRE APPARATUS All bids shall be accompanied by a cash deposit, cashier's check, bid bond, or certified check payable to the order of the City of Elk River for not less than five percent (5%) of the amount bid. . Bids shall be addressed to the City Clerk, securely sealed, and endorsed upon the outside wrapper with a brief statement or summary as to work, equipment, or materials for which the bid is made. Copies of the specifications will be furnished on request to any prospective bidder at no cost. The City Council reserves the right to reject any or all bids or any alternates or to hold bids for forty-five (45) days; or accept any bid which, in the opinion of the City Council, serves the best interest of the City; and to waive any minor irregularities. Bids will be opened and tabulated by the City Clerk or his/her assistant at City Hall at 10:00 a.m. on January 26,2001. Sandy Peine City Clerk . . . . INSTRUCTIONS TO BIDDERS A. All bids must be written in ink or typewritten. B. All bids must be submitted in duplicate. C. All bid envelopes must bear the inscription, "Fire Apparatus Proposal", and/or "Fire Apparatus Proposal Alternate", as well as name and address of bidder. D. The bid envelope shall be addressed to City of Elk River, City Clerk, 13065 Orono Parkway, Elk River, Minnesota 55330. E. The bid must be accompanied by a certified check, cashier's check, or bid bond payable to the City of Elk River in the amount of not less than five percent (5%) of the bid. BID AWARD AND ACCEPTANCE Bids will be received at the Elk River City Hall, 13065 Orono Parkway, Elk River, Minnesota 55330, until 10:00 a.m. on January 26,2001, at which time and place bids will be opened and read. Award shall be based on, but not necessarily limited to, the factors of price, delivery date, City's experience with the products proposed, City's experience with the services proposed, City's evaluation of the bidder's ability to service City in terms of the requirements as called for in specifications, quality of merchandise offered, analysis and comparison of specifications detail. The City reserves the right to accept or reject any or all bids (or alternate bids) or any part of this bid and to waive any defects or technicalities or to advertise for new bids where the acceptance, rejection, waiving, or advertising of such would be in the best interest of the City. The City also reserves the right to award all or in part by item, group of items, or by sections where such action serves the City's best interest, and to hold all bids for 45 days. The final decision as to whether a bid proposal meets minimum specifications rests with the City. General Specifications A. The vehicle and/or equipment called for herein shall be a new, currently advertised standard production model incorporating all of the latest changes and features, including those called for herein. . . . In addition to a new pumper fire apparatus, an alternate bid for the same type of pumper that is a pre-built current model demonstrator, or a stock pumper that meets or exceeds these specifications shall be considered. B. Vehicles and/or equipment, new and/or current model demonstrator or stock apparatus, shall meet all Federal safety standards including those mandated by OSHA, noise level requirements, ICC requirements, and NFPA requirements. C. To facilitate comparison of proposal and to provide a means of checking adherence to the specifications detail, each bidder shall submit with his proposal descriptive literature. Where the equipment bid differs from the specifications detail set herein, a list of variations shall also be submitted on the form provided. Where variations are not cited it shall be assumed that the bidder proposed to meet all the requirements of the specifications. D. All brand names used in these specifications are intended to be used as examples of the type of quality considered acceptable: A bidder may substitute a brand of equal or higher quality. The decision of quality of substitute rests with the City. DELIVERY PRICE Bidder shall quote delivery price. The vehicle/equipment called for hereunder shall be delivered to the Elk River Fire Department, 415 Jackson Avenue, Elk River, Minnesota 55330. DELIVERY DATE Bidder shall indicate on the attached proposal form number of calendar days after receipt of order by which time the equipment shall be delivered to the City. FINANCING OPTIONS The bidder shall include various financing options available to the City of Elk River. The bidder shall include, but not be limited to: interest rates, financing periods, lease-purchase plans, down paYment options, pre-paYment options, etc. The bidder shall include the financing options as part of the bid document. . The City of Elk River shall consider finance options when evaluating the lowest bid. MANUFACTURER'S SPECIFICATIONS A complete set of manufacturer's specifications and illustrated descriptions shall be furnished in duplicate with each bid. LICENSES The City shall obtain its own vehicle license, but the vendor must supply the City with the necessary papers properly completed and signed to enable the City to secure each license and/or title. TRAINING OF OPERATOR Bidder must provide a factory representative to train all of the City firefighters in operation of the equipment. This training is to be conducted over a period of two (2) days. BID SECURITY . Money deposited as represented by the certified check, cashier's check, or bid bond accompanying the bid shall be held until delivery is completed and accepted. ERRORS AND OMISSIONS The bidder shall not be allowed to take advantage of any errors or omissions in the specifications. Where errors or omissions appear in the specifications, the bidder shall promptly notify the City of such error or omission. Inconsistencies in the specifications are to be reported before the bids are received. S:offsite \fire \ad4bids .