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5.2. SR 06-14-1999 rei ----'\) ( ); ~l}{ Item #5.2. MEMORANDUM Mayor & City Council DATE: Pat Klaers, City Adm..in.~. i t at r ..-12 June 14, 1999 ~. SUBJECT: Ice Resurfacer Bids Based on a variety of reasons, including the desire to have a new ice resurfacer available this upcoming skating season, the City Council authorized going out for bids for this machine at its May 24, 1999, meeting. Bids will be opened on June 14 and presented to the City Council that evening for its consideration. It is anticipated that the machine will cost approximately $80,000 plus shipping and tax. . At the May 24 meeting, the City Council requested additional information regarding possible funding sources for this piece of equipment. A recommendation that staff has for this acquisition is that the funding come from one source rather than being spread around to a variety of funds. This request is based on the ease of administering this purchase. The preferred source of funds is from the net revenue from the Holt and Jackson land sale. It is unknown whether or not this purchase will take place in 1999, due to the need for a conditional use permit, but nonetheless, it is likely that if this sale doesn't go through another one will in the not too distant future. One half of the net proceeds from this land transaction would be in the $140,000 range. (The other halfis recommended to go into the development reserve.) Another source of funding that is possible is equipment reserves. The audit identified over $500,000 in cash in this reserve. However, the City Council has committed over $200,000 of this fund for expenses, including $190,000 in the 1999 budget. This remaining $300,000 equipment reserve amount is spread around between designated and undesignated funds, but those are simply internal staff labels and can be changed at any time. If equipment reserves become the source of funding, it is suggested that the City Council simply indicate such and staff will take the money out of the undesignated and most appropriately labeled source. On May 24, it was noted that equipment certificates was a possibility for this acquisition, but based on a preliminary review of the upcoming budget, this source is no longer being suggested. The above two sources are listed in priority. A final suggestion would be use of the NSP contribution. In the past this fund has been dedicated toward park and recreation activities and the city hall land purchase. The 1998 NSP contribution was not spent by the City Council. This was done so in an effort to accumulate some funds in this reserve for future needs. The available 1998 and 1999 contributions are over $200,000. . Please call if you need more information regarding this issue prior to the council meeting. 13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330 · TDD & Phone: (612) 441-7420 · Fax: (612) 441-7425 . ELK RIVER ARENA 1000 SCHOOL STREET ELK RIVER, MN 55330 To: Mayor and City Council From Rich Czech, Arena Manager Date: May 21, 1999 Subject: Ice Resurfacer The existing Zamboni has just completed its fifteenth season. The Zamboni has been a very reliable machine over its year of service, however it has shown signs of its age recently. Over the last couple of seasons we have found ourselves repairing and replacing parts more frequently thus making the machine less reliable than before. With two sheets of ice the Zamboni is now worked even harder. With the age of the current Zamboni it is just a matter of time before a major repair will be needed. Experience has shown that these repairs usually come at the most inconvenient times, during a resurface, in the middle of the season. If the machine does go down during the season, it could result in thousands of dollars in lost revenues not to mention the frustration of our customers. . I feel the existing machine would make a good back up, which could be used when resurfacing times over lap, second machine during Varsity games, and when a new machine would need service. The last few years we have\(/Aj~ second Zamboni from Becker Big Lake Youth Hockey on a year to year basis. As a second Zamboni it has served us well, however this Zamboni is in need of its own repairs which would amount to thousands of dollars. Becker Big Lake Youth Hockey is not interested in a long-term agreement because they are interested in building a rink of their own. The need for a reliable machine can not be emphasized enough, the Arena's whole operations revolves around keeping the ice schedule on time. I feel that the existing machine can no longer be relied on as that machine and that is why I have a new Ice resurfacer as the Arena's number one capital improvement. . 06/07/99 12:10 "a'4417425 CITY/ELK RIVER ~002 . Bid specifications for one (1.) New Ice Resurfacer The following specifications are intended to detail and specify the requirements for furnishing one new (unused) currently manufactured model selfpropelled ice rink resurfacing unit to the City of Elk River. 1) C...eneral: The ice resurfacer will need to be designed so that the following can be achieved with a one - person operation: Shave the ice Pick up shaved ice and store the ice Wash and squeegee the ice surface Distribute water evenly for freezing for a quality sheet of ice Dump snow from storage tank from the front . The ice resurracer shall be the manufacturers current produ(,,"tion model and shall be delivered complete and ready for service. The ice resurfacer shall be equipped with all the manufacturers standard equipment as advertised, whether or not specifically mentioned ill these specifications, in addition to all other equipmenl and attachments hecein. 2) Detail DescriDtion: The ice resurfacer shall conform to the following minimum requirements: A. Vehicle power . Vehicle shall be powered) with a Trojan Battery or approved equal. The charger shall be microprocessor controlled. and have diagnostic capabilities. The charger shall be a Trojan 2300 or approved equal. B. Chassis The chassis shall be equipped with four- (4) wheel drive and front wheel steering. The control of the steering is to be done by an automobile type steering wheel. C. VehicleDrive The ice resurfacer shall have traction drive motor directly mounted to a transfer case. The drive motor shall be a minimum IS-horse power. The ice resurfacer shall have a speed range of 0 - 12 miles per hour. and shall be controlled through a foot-operated device. . \ 06/07/99 12:10 "5'4417425 CITY/ELK RIVER @OOJ . Bid specifications Page 2 Of4 D. Electric Controls The ice resurfacer shall have electric controls with full diagnostic capabilities and ciac;h display, E. Axles The axle loading shall be fully approved by original equipment manufacturer for the application and minimum capabilities of the axles shall be: Front 6,400 lbs. Rear 6,200 Ibs. F. Breaks The ice resurfaceE shaH have front disc breaks) rear drum breaks, and a parking brake. G, Hydraulics The ice resurfacer shall have an auxiliary hydraulic pump that powers the machine's hydraulic system. The pump wiU be driven by a separate electric motor, . H, Shaving and Conditioning Unit The ice resurfacer shall have a shaving blade that is a minimum of77", The apparatus holding the blade shall secure the blade so that the ends can be tapered upwards appro"imately 1/16" to insure a feather edge effect under normal shaving conditions. A down pressure system shall be included with apparatus so that a constant downward force is applied on the shaving during normal operations. Adjustments to the height and the angle of the blade shall be made from the outside of the conditioner unit, so that easy adjustments can be performed during the operation of the ice resurfacer. The conditioner should be powder coated. 1. Snow Conveyor Snow shall be removed from the ice surface by a conveyor system, which will distribute the snow evenly in the snow dump tank. A high capacity slinger of approximately 15" in diameter shall be used. J. Snow Dump Tank The snow I;ollection tank shall dump forward 'fi'om a min.imum height of48". The dump tank shall be enclosed and acruaJ. volume provided for shavings shall be no less than 100 cubic feet. The dump tank shall also be able to hold at least 110 gallons of water that then can be dumped at a location away from the ice surface. The dump tank shall also include a valve to remove water from the dump tank. This valve shall be no less than 2". . 06/0i/99 12:11 "a'441 i425 CITY/ELK RIVER I4J 004 . Bid specifications Page 3 Of4 K. Water Storage A tank made of high-density polyethylene, which has the capability of storing a minimum of 190 gallons of water, shaU be provided to store the ice making water. To store the wash water, a tanlc made from high-density polyethylene that has a minimum capacity of 72 gallons will be available for washing the ice surface. L. Washing System A wash water pump and squeegee shall be installed on the machine. The operator must be able to wash the ice or remove excess water, as iee surface conditions require. The water pump shall be a self-prime pump. M. Tires Tires shall be L T 215 85R 16" steel belted radials tires with double shoulder tungsten tip studs for traction or equal. N. Guide Wheel A roller shall be attached to the left of the machine to protect both machine and boards in the rink corners. The roller shall bc made from a non-marking rubber. . O. Board Brush A brush attachment shall be installed on the machine that is capable of brushing away-accumulated snow at the base of the dasher boards. The brush attachment will be hydraulically powered through an electronic control valve. The switch to activate the system will be located on the instrument panel. The brush shall be approximateJy 15" in diameter and will rotate only when ex.tended to the operating position. When not in operation, the brush will be capable of being retracted to a position close to the body of the machine and raised above the ice surface. The attachment shall be designed so that the hydraulic cylinder absorbs the shock from the boards during the brushing process. The attachment will have a non marking rubber roller attached to the end of the arm to al;t as a guide while against the boards. P. AdditionaJ Items To Be Included 1) One (1) spear machine tire with rime. 2) One (1) hydraulic jack for raising unit. 3) One (I) spear shaving blade. 4) One (1) set of miscellaneous tools as may be needed for servicing unit. 5) One (1) pint of touch up paint (each color). 6) One (I) water pump impeller 7) One (1) service maintenance manual. 8) One (1) Spear key. . 06/07/99 12:11 '5'4417425 CITY/ELK RIVER [4]005 ~- - ..- --- .- - ._. . Bid specifications Page 4 Of 4 3) Alternate Iterns The following items will be optional as part of the ice reSUIfacing unit: A) Advertising racks .. Side racks: These racks shall accommodate signs of at least 27" x 72" and allow easy exchange of signs, Front rack: this sign shall accommodate signs of at least 24"x: 48" and allow for easy ~xchange of signs. B) Advance water system C) Water Gun for batteries D) Back up alarm E) Auto Snow Breaker F) Snow Tank Light 4) Labels and Warnings Equipment shall comply with the American National Standards (ANSI Z 35.1) and National Safety Council recommended practices for signs and warnings. . 5) Trninio2 Supplier shall furnish training and instruction on safe operation ofke resurfacing unit, emphasizing resurfacing fum....tions and machine controls. 6) Guarantee The resurfacer shall carry a one - year or 1 ~OOO-hour warranty on aU labor and a two- year or 2.000 hour warrant.y on all parts. 7) References The bidder shall furnish the names often (10) locations where the ice resurfacer bid are presently in operation. Along with the names of the locations, bidder shall furnish complete addresses, telephone numbers and contact persons. Bidders failing to furnish this information may be disqualified, Note: The conta.ct person for information on technical specifica.tions is Rich Czech~ Arena Manager, (612) 441 ~29S6 . 06/07/99 12:12 "5'4417425 . CITY/ELK RIVER !4l 006 City of Elk River. Minnesota 13065 Orono Parkway Proposal for One (1) New Ice Resurfacer To: The City Council of Elk River,:M1\r The undersigned hereby agrees to provide the ice resurfacer specified in accordcmce with the contract and approved specifications of the city of Elk River, :MN Base Bid: One (1) New Tee ResUrfacer $ Alternates: Add Advertising racks 27"x 72" (2) 24" x 48" (1) Add advance water system Add water gun for batteries Add back up alarm Add auto snowbreakcr Add snow tank light Total: 74,4?~ nn $ 490.00 $ 175.00 $ 2,500.00 $ 230.00 $ 375.00 $' 875.00 $_ 170.00 $ 79,240.00 v/(;vo ') /(vo) Estimated freight cost;$ 1,750.00 Estimated delivery date: 180 Davs A. R. O. . Descriptive literature for the ice resurfacer is enclosed as part of this proposal, The ice resurfacer is to be completely serviced by the dealer before deljv~, subject to inspet"iion and approval by the Arena Manager of the Elk River Arena. No material deviation from the specifications will be permitted. Bid price does not include Federal or state taxes. It is agreed that the ice resurfacer will be delivered complete within 180 days. Delivery will be made to the Elk River Arena, 1000 School Street Elk River, Minnesota. Bidders are required to complete the attached affidavit of non-collusion, Failure to comply shall result in disqualification of bid. Name of individua~ Partner or Corp.: Frank J. Zamboni & Co., Ine. Co1orado Ave. Address: u 907 3 AUthorized Signature: Title: . Telephone Number: 800-926-2664 / 562-633-0751 Note: Bids to be open at .2:00pm on June 14, 1999 06/07/99 12:12 "a4417425 CITY/ELK RIVER f4l 007 - -.- -- .-. . City of Elk River 13065 Orono Parkway P.O, Box 490 Elk River, MN 55330 Affidavit and iIlfonnation required of bidders Affidavit of non collusion . I hereby swear (or affinn) under the penalty of perjury: 1) That T am the bidder (ifthc bidder is an individual) a partner in the bidder (if the bidder is a partnership), or an officer or employee of the bidder corporation having authority to sign on behalf (if the bidder is a corporation); 2) That the attached bid or bids have been arrived at the bidder independently, and have been submitted withuut colltlsion with, and \Vithout any agreement, understanding, or planned common course of action with, any other vendor of materials, supplies, equipment or set"vices 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 c.:on11nunicated by the bidder or its employees or agents to any perSOll not an employee or agent of the bidder or its surely on any bond furnished with the bid or bids, and will not be communicated to any such perSOll prior to the official opening of the bid or bids; and 4) That I have :fully informed myself regarding the accuracy of the statements made in this affi "t. ~k-J- Signed: / , Year ~/ ~ <l ~'Ji <&'d2 c~ '':c-o:=::>~)' ~~oo,,; n..~UUD! .~::t:lln~~: . . ::J C () ill ;., ~ Q9 l" <( r3 ~, a; o{'..!) 19. '. "'0 'v. .p 0: It! ~\.,. . ~ __J C. t) r l3 Of ;. -< t; !( '.'.;: [= b 0 ~\t) <:C::8()-'u~' I>: z >- ~ - ~ ---{ ~"""'N'--I \ ~,:i0:~;~>\ V ~. ,;,:...:-:':....1 ::,;:1..... . i':i.. ~ ; t; j t ; '\~_~~ ~~0/ i ~i\'l,;h~ Firm Name; Frank J. OCo., Inc. ubscribed and sworn to bef9~e me this 10 . V~ ~~ Notary Public; My commission expires ~ . ;lS~ day of June Bidder's RI. Number (Number used on Employer's Quarterly Federal Tax RetllIll, U.S. Treasury Department Form 941): 95-2982566 Fair Trade Items; List below each item upon which bid is made, the price ofwhich is affected by a resale price maintenance OT '"fair trade" contract between the bidder and the person or firm supplying the item to the bidder. (Use reverse side if necessary). .