5.3. SR 11-19-2007REQUEST FOR ACTION
To Item Number
Ci Council 5.3.
Agenda Section Meeting Date Prepared by
Administration November 19, 2007 Rich Czech, Ice Arena Mana ex
Item Description Reviewed by
Authorization to Advertise for Bids fox Ice Resuxfacex Tim Simon, Finance Director
Reviewed by
Action Requested
Authorization to advertise fox 2008 ice resuxfacex.
Background/Discussion
Next year (2008) uudex capital improvements, the Arena's budget includes the purchasing of a new ice
resuxfacex. While talking to sales representatives, discussion took place regarding pricing and a timeline
fox the delivery of a new machine. According to the sales representative, price increases will be occurring
the first part of January. The price uicxease will Cary anywhere from 3% to 8%, increasing the cost of a
machine as much as $8,000. Machines being ordered now have a delivery date sometime in August of
2008.
To avoid any kind of cost increases and to xeseroe a spot in the production line, the sales representative
has suggested that the bidding process be started now. This will guarantee us a price before the increase
of a new machine as well as hold a spot in the production line, which will get the machine to us before
the start of the 2008 - 2009 regular season.
Upon authorization of bids by the Mayor and Ciry Council on November 19, 2007, bids will be opened at
Elk River City Hall on December 17, 2007, at 10:OOa.m. After bid opening, the Ice Arena Manager shall
review any and all bids fox their compliance with the published set of specifications. The Mayor and City
Council will reserve the right to reject any or all bids ox to hold bids for 45 days; ox accept any bid which,
in the opinion of the City Council serves in the best interest of the Ciry; and to waive any minor
irregularities. On January 7, 2008, the City Council will decide final approval and awarding of the bid fox
the new ice resuxfacex. At no time will we be committed to purchasing a new ice resuxfacex until the
CouncIl would approve the purchase at the January 7, 2008, Council meeting.
Financial Impact
Financing fox this purchase does not need to he approved at this time, it is anticipated that the Municipal
Liquor Fund will purchase the ice resuxfacex.
Attachments
• Notice of Advertisement for Bids
Action Motion by Second by Vote
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Follow Up
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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 December 17, 2007,
fox:
One Ice Resurfacer
All bids shall be accompanied by a cash deposit, cashier's check, bid bond, ox certified check payable
to the order of the City of Elk Ricer fox not less than ten percent (10%) of the amount bid.
Bids shall be addressed to the Ciry Clerk, securely sealed, and endorsed upon the outside wrapper
evith a brief statement ox summary of work, equipment, ox materials fox which the bid is made.
Copies of the specifications will be furnished on request to any prospective bidder at no cost by
calling (763) 635-1000.
The City Council reserves the right to reject any or all bids or any altexnadves or to hold bids for
forty-five (45) days; ox accept any bid which, in the opinion of the City Coundl, serves the best
interest of the City; and to waive any minor irregularities. The City Council will review the bids on
January 7, 2008.
Bids will be opened and tabulated by the City Clerk ox his/hex assistant at City Hall at 10:00 a.m. on
December 17.2007.
Tina Allard
Ciry Clerk
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