7.7. SR 01-02-2007
City of Elk River Item Number
REQUEST FOR COUNCIL ACTION 7.7.
Agenda Section I Meeting Date Prepared by
_Administration January 2, 2007 Bruce A. \\1 est, Fire Chief
Item Description Reviewed by
Autllorization to Advertise for Bids for Fire Department 2,000
Gallon Tanker
Introduction
On bellalf of the Elk River Fire Department and its Truck Committee, I am requesting Council appro\ral
and autllorization to ad'vertise for bids for a Fire Department tanker. -J'he ne"\v purchase "\vill be a 2,000
gallon tanker of "\vhich \vill include a 500 gallon per minute pump, ladders, dump tank, and many other
National Fire Protection Association (NFP A) required Fire Department tanker items. The ne\v tanker is
scheduled for mid-summer 2007 deli\rery and is part of our 20-year capital improvement plan as a
replacelnent of Tanker 1, a 1987 Ford Tanker. This tanker is included in the 2007 budget.
Discussion
The Elk Ri\rer Fire Department Truck COlTunittee has spent numerous hours gathering information for a
set of specifications for the Fire Department 2,000 gallon tanker. I \vould like to tllank tIle Elk Ri\rer Fire
Department Truck Committee for their hard \vork in putting together a set of specifications for this Fire
Department tanker. The Truck Committee has also visited the Public \YJorks shop to inspect and drive
tlle 'larious cormnercial chassis that are being used on a daily basis at the Public Works shop.
City Attorney Peter Beck has revie\ved tlle Notice of Ad,rertisement for Bid information along \Vitll tile
set of tanker specifications. Timelines regarding the bid process for the ne\v tanker have also been
discussed ,vith 1\'&. Beck.
Upon audlorization of bids by the Mayor and City Council on January 2,2007 the follo\ving timetable ,vill
occur: On January 29, 2007, at 10:00 a.m., bids will be opened at Elk River City Hall
~\fter bid opening the Fire Department Tluck COlnmittee shall review any and all bids for their
compliance ,vith the published set of specifications. The l\1Iayor and City Council reser'\7e the right to
reject any or all bids or any alternates or to hold bids for 45 days; or accept any bid \vhich, in the opinion
of the City Council, serves in the best interest of the city; and to \vai,re any minor regularities. It is
anticipated that upon acceptance and compliance of a submitted bid by the Elk Ri\rer Fire Department
Tluck Committee, I \vill return to the City Council on February 5, 2007 for final appro\ral and a"\varding
of the bid for a ne\v Fire Department tanker.
Due to dle length of the tanker specificatiol1s, they ha\re not been included in tlle packet. If you \vould
like to re\r1.e\v these specifications please contact me at the Elk Ri\Ter Fire Department at 763.635.1105 or
contact City Hall at 763.635.1000.
financial Impact
Altll0Ugh financing for this purchase does not need to be appro\red at this time, I 11ave met \vith City
s: \ Council \Bruce \ 2007\Auth Ad Tanker. doc
Administrator Lori Johnson ta discuss \Tariaus options. As part of the notice of the advertisement far
bids, financing options sllall be included by each bidder as part of the bid document. The bidder shall
include, but nat be limited to, interest rates, financing periods, lease purchase plans, do\vn payment
options, prepayment options, etc. The City of Elk River may consider all finance options \vhen e,raluating
the lo\vest bid.
Attachments
· Notice of Ad'Tertisement for Bids
Action Requested
On behalf of the Elk River Fire Department and its Truck Committee, I am requesting Council appro\lal
ta ad'Tertise far bids for a ne\v Fire Department tanker. I \vill be present at the January 2, 2007 City
Council meeting to ans\ver any and all questions you may ha've in reference to authorization of bids for
the ne\v Fire Department tanker. If you ha've any questions prior to the City Council meeting, please feel
free to call me at the Elk River Fire Department at 763.635.1105.
Council Action
:evIotion by _
Second by _
'Tote
Follow Up
s: \ Council \ Bruce \ 2007\A uth .Ad Tanker .doc
NOTICE OF ADVERTISEMENT FOR BIDS
Tlle City Council of the City of Elk Ri,Ter \vill receive sealed bids at the office of the City
Clerk at tile City Hall, 13065 Orono Parbvay, Elk Ri\/er, :r:Vli1111esota, until 1 0:00 a.m. on
Janual1' 29, 2007, for:
2000 Gallon Fire Department Tanker
1\.11 bids shall be accompanied by a casIl deposit, cashier's check, bid bond, or certified check
payable to the order of the City of Elk Ri,rer for not less dlan ten percent (100/0) of the
amount bid.
Bids sllall be addressed to the City Clerk, securely sealed, and endorsed upon the outside
\vrapper \vith a brief statement or summal1T as to \vork, equipment, or materials for \vhicll
tlle bid is made.
Copies of tlle specifications \vill be furnished on request to any prospective bidder at no cost
by calling (763) 635-1000.
TIle City Council reserves the right to reject any or all bids or any alternates or to hold bids
for forty-fi,re (45) days; or accept any bid \vhich, in the opinion of the City Council, serves
tlle best interest of the City; and to \vai~re any minor irregularities.
Bids \vill be opened and tabulated by the City Clerk or bis/her assistant at City Hall at 10:00
a.m. on J anua17 29, 2007.
Tina Allard
City Clerk
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INSTRUCTIONS TO BIDDERS
i\. All bids must be ~vritten in ink or type~vritten.
B. All bids must be submitted in duplicate.
C. All bid envelopes must bear the inscription, "Bid for 2000 Gallon Fire Department
Tanker", as \vell as name and address of the bidder.
D. The bid envelope shall be addressed to City of Elk Ri\Ter, City Clerk, 13065 Orono
Parbvay, Elk River, I:v1innesota 55330.
E. The bid must be accompanied by a certified check, cashier's check, or bid bond
payable to tile City of Elk River in the amount of not less than ten percent (100/0) of
the bid.
BID AWARD AND ACCEPTANCE
Bids ~vill be received at the Elk River City Hall, 13065 Orono Parbvay, Elk River, I:v1innesota
55330, until 10:00 a.m. on] anuary 29, 2007, at ~vhich time and place bids \vill be opened and
read.
_A \vard shall be based on, but not necessarily limited to, the factors of price, deli\rery date,
City's experience ,vith tlle products proposed, City's experience \vitil tile services proposed,
City's e\Taluation 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 any part of this bid and to
\vaive any defects or technicalities or to ad,Tertise for ne\v bids \vhere the acceptance,
rejection, \Vai''\ling, or ad,Tertising of such would be in the best interest of the City. TIle City
also reserves the right to a~vard all or in part by item, group of items, or by sections ~vllere
such action serves the City's best interest, and to hold all bids for 45 days. The final decision
as to ~vhether a bid proposal meets minimum specifications rests \vitll the City.
General Specifications
~L\. The vehicle and/or equipment called for llerein shall be a ne\v, currently advertised
standard production model incorporating all of the latest cllanges and features,
including those called for herein.
B. \1 ehicles and/ or equipment shall meet all Federal safety standards including tllose
mandated by OSHA, noise le,rel requirements, ICC requirements, and NFP A
requirements.
C. To facilitate comparison of proposals and to pro\ride a means of checking adherence
to the specifications detail, each bidder shall submit \vith his proposal descripti,re
literature. Where the equipment bid differs from the specifications detail set herein, a
list of variations shall also be submitted on the form pro,rided. \Vhere variations are
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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
tile type of quality considered acceptable: A bidder may substitute a brand of equal
or higher quality. The decision of quality of substitute rests ,-vith the City.
DELIVERY PRICE
Bidder shall quote delivery price. The vehicle/ equipment called for hereunder shall be
deli1lered to the Elk Ri'\rer Fire Department, Station #2, located at 13073 Orono Parbvay,
Elk River, TvIinnesota 55330.
DELIVERY DATE
Bidder shall indicate on tlle attaclled proposal form number of calendar days after receipt of
order by \vhich time tlle equipment shall be deli,rered to the City.
FINANCING OPTIONS
Tile bidder shall include \Tarious financing options a"\railable to the City of Elk River. Tile
bidder shall include, but not be limited to: interest rates, financing periods, lease-purchase
plans, do\vn payment options, pre-payment options, etc. The bidder shall include the
financing options as part of tlle bid document.
The City of Elk Ri,rer shall consider finance options ,-vhen evaluating the lo\vest bid.
MANUFACTURER'S SPECIFICATIONS
A complete set of manufacturer's specifications and illustrated descriptions shall be
furnished in duplicate \vith each bid.
LICENSES
The City shall obtain its o\vn vehicle license, but the vendor must supply the City \v-ith tlle
neCeSSaly papers properly completed and signed to enable the City to secure eaclllicense
and/ or tide.
TRAINING OF OPERATOR
Bidder must provide a factory representative to train all of the City firefighters in operation
of tlle equipment. This training is to be conducted o\Ter a period of t\vo (2) days.
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BID SECURITY
1vfoney 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 recei,red.
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