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5.10. SR 06-17-1996City of ITEM 5.10. 'ver FROM: DATE: SUBJECT: MEMORANDUM Mayor & City Council Lori Johnson, Asst. City Administrator June 17, 1996 Fire Department Pumper Financing The fire department is requesting authorization to advertise for bids for a pumper with a cost of approximately $300,000. The estimated delivery date is approximately one year after award of the bids, or the fall of 1997. In anticipation of this purchase, $48,000 has been set aside and it is anticipated that another $24,000 will be included in the 1997 budget making $72,000 available at the time of purchase. The remaining balance (approximately $225,000) will need to be financed either through equipment certificates, a payment plan with the vendor, use of reserves or another source. Based on the information received from one prospective vendor, a finance option through the vendor would require payments of approximately $40,000 per year for seven years. This is an increase of $16,000 above the $24,000 amount already included in the budget process. Although final financing for this purchase does not need to be approved at this time, the City Council should discuss and consider how it plans to fund this purchase. Also, it is anticipated that the fire department will have additional major capital outlay requests in the next several years that will need to be considered. Ideally, an equipment capital outlay plan would be implemented so that reserves can be set aside for future purchases. We do not have such a plan but the Fire Chief will be able to give us a good idea of future plans and anticipated costs that need to be considered. s:XcouncilXpmpr.doc 13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330 · (612) 441-7420 · Fax: (612) 441-7425 .City of MEMORANDUM TO: FROM: DATE: SUBJECT: Mayor & City Council Bruce West Fire Chief June 7, 1996 Authorization of Bids for a 1250 GPM Triple Combination Pumper At the June 17, 1996, City Council meeting, the Elk River Fire Department and its truck committee will be asldng the City Council for authorization for bids for a 1250 GPM Triple Combination Firefighting apparatus. The new purchase will be a class "A' pumper of which will include a 1250 GPM pump, equipment, ladders, generator, and many other NFPA required firefighting items. The Elk River Fire Department Truck Committee has spend appro~4mately 12 months putting together a set of specifications that address today's fixefighting and also firefighting into the year 2010 and beyond. I would li]re to thank the Elk River Fire Department Truck Committee for their diligent work in putting together a set of specifications for this pumper truck. Upon authorization of bids by the City Council on June 17, 1996, the following timetable will occur. On July 23, 1996 at 10:00 a.m. bids will be opened at the Elk River City Hall. After bid opening, the Fire Department Truck Committee shall review all bids for their compliance with the set of specifications. The bids may be held for up to 45 days, but it is anticipated that the Fire Department Truck Committee upon acceptance and compliance of a submitted bid, we will return to the City Council on August 19, 1996, for final approval and awarding of the bid for the new Fire Department pumper. As many of you are aware, the City of Elk River now has a ISO insurance services rating of class 5. With the continual growth and development of the City of Elk River, we are, and will be required to have three class A pumpers along with our aerial ladder. With the purchase of a new pumper, the Elk River Fire Department will have in its inventory three class A pumpers and also the aerial ladder. One of my goals as Fire Chief is cont. inual 13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330 · (612) 441-7420 · Fax: (612) 441-7425 improvements of our fire insurance classification rating and the possibility of lowering our insurance ra_~ing to a class 4. I, along with the Elk River Fire Department Truck Committee will be present at the June 17, 1996, Council meeting to answer any questions you may have in reference to authorization of bids for the new Fire Department pumper. City of 'ver NOTICE OF ADVERTISEMENT FOR BIDS The 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 July 23, 1996, for: 1250 GPM Triple Combination Pumper 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 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 her assistant at City Hall at 10:00 a.m. on July 23, 1996. Sandy Thackeray City Clerk 13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330 · (612) 441-7420 · Fax: (612) 441-7425 INSTRUCTIONS TO BIDDERS A. All bids must be written in ink or typewritten. B. All bids must be submitted in duplicate. All bid envelopes must bear the inscription, '~Bid for 1250 GPM Triple Combination Pumper", as well as n~me and address of the bidder. Do The bid envelope shall be addressed to City of Elk River, City Clerk, 13065 Orono Parkway, Elk River, Minnesota 55330. The bid must be accompanied by a certified check, cashier's check, or bid bond payable to the City of Elk River in the ~mount 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 July 23, 1996, at which time and place bids will be opened and read. Award sh~l! 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 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 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. Bo Vehicles and/or equipment shall meet all Federal safety standards including those mandated by OSHA, noise level requirements, and ICC requirements, and NFPA requirements. Co To facilitate comparison of proposals 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. Do All brand nsmes used in these specifications are intended to be used as exsmples of the type of quality considered acceptable: A bidder may substitute a brand of equal or higher qualiW. 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 shsll be delivered to the City. 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 obtsin 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 factor 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.