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HomeMy WebLinkAbout131-01 RESOLUTION• • RESOLUTION NO. 131-01 A RESOLUTION APPROVING THE PURCHASE OF A 2001 NEW HOLLAND ARTICULATED LOADER IN THE AMOUNT OF SIXTY-SEVEN THOUSAND FOUR HUNDRED NINETY-NINE DOLLARS ($67,499.00) FROM WILLIAMS TRACTOR, INC. TO BE USED PRIMARILY BY THE SOLID WASTE DIVISION. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council hereby approves the purchase of a 2001 New Holland Articulated Loader in the amount of Sixty -Seven Thousand Four Hundred Ninety -Nine Dollars ($67,499.00) from Williams Tractor, Inc. to be used primarily by the Solid Waste Division. Section 2. That the City Council hereby authorizes the Mayor or his duly authorized representative to sign any documents required to complete said purchase. PASSED AND APPROVED this 18th day of September, 2001. By: i a Ga,� eather Woodruff, City Clerk APPROVED: �F • NAME OF FILE: CROSS REFERENCE: Resolution No. 131-01 • 09/18/01 Resolution No. 131-01 09/11/01 Bid #01-51 and bid information 08/29/01 Copy of Purchase Requisition 09/18/01 Staff Review Form 09/25/01 Memo to W. A. Oestreich, Fleet Operations, from Heather Woodruff, City Clerk NOTES: FLEET PE 7 Ygnroillth WER=OFFICE MEMORANDUM 4444495 FAX; 4444425 TO: Mayor/City Council THRU: Greg Boettcher, Director of Public Works THRU: Peggy Vice, Purchasing Manager FROM: W. A. Oestreich, Fleet Operations Superintendent DATE: September 12, 2001 SUBJECT: BID AWARD RECOMMENDATION - BID #01-51 PROJECT # 98061 Reference the attached Agenda Request for the Award of Bid 01-51, Item #1. The lowest qualified bidder meeting specifications is Williams Tractor, P.O.Box 1346, Fayetteville, AR 72702. (Vendor #1346). The Bid Tabulation Sheet dated September 11, 2001, a copy of the bid submitted by Williams Tractor and a copy of the formal bid with the attached specifications that was sent to each of the vendors on the Bidders List attached are included. The item listed has been evaluated for compliance with original specifications along with anticipated Manufacturer and Dealer support necessary to maintain this unit in a proper and efficient manner. It has been with an objective attitude that this bid has been evaluated. This recommendation has been reviewed by Solid Waste Division, Fleet Operations Division and the Equipment Committee. Therefore, the following is submitted for purchase approval by the Council: ITEM 1. 2001 New Holland Model LW -110 Wheel Loader $67,499.00 The budgeted amount for this item is in the Shop Fund Capital Expenditures Program, Vehicles & Equipment, Replacement/Expansion Backhoe/Loader Project 98061-001. With the purchase of this item at $67,499.00, a balance of $48,555.00 remains to complete other items needed in this project. Sent By: CITY OF FAY PURCHASING; • 1 i 5015758241; Sep -12-01 10:15AM; Page 1/2 • CITY OF FAYETTEVILLE KA, tt Fayetteville, AR 72701 FLEET OPERATIONS 801.444-3494 INVITATION TO BID BID 9: 01-51 DATE ISSUED: August 29, 2001 DATE & TIME OF OPENING: September 11,2001 - 11:00 A.M. BUYER: Peggy Vice, Purchasing Manager, Room 306 - (501) 575-8289 DATE REQUIRED AS COMPLETE UNIT: 45 Days from receipt of order. F.O.B.: Fayetteville, AR "Guaranteed Delivery Date: 45 Days from MO ITEM 1 DESCRIPTION: QTY- 1 • PRICE: 67,499.00 1. Rubber Tired Wheel Loader New & Unused 1 67,499.00 Per Specifications attached: 2. Rubber Tired Wheel Loader Demonstrator Unit with Maximum of 400 Hours 1 WA Per Specifications attached: • EXECUTION OF BID - Upon signing this Bid, the bidder certifies that they have read and age to the requirements set forth in this bid proposal, including teens and standard conditions, and pertinent information regarding the article being bid on. Unsigned bids will be rejected. "NAME OF FIRM: Williams Tractor, Inc. •BUSINESS ADDRESS: 2501 Shiloh, P.O. Box 1346 *CITY- Fa etteville `STATE: AR "ZIP: 72702 Sent By: CITY OF FAY PURCHASING; 'PHONE: 501 2 84 "AUTHORIZED SIGNATURE: 'TITLE: 5015758241; i President Sep -12-01 10:16AM; Page 2/2 • 1-442 -6013 PLEASE NOTE: ALL ITEMS MARKED' ARE CONSIDERED MANDATORY REQUIREMENT FOR CONSIDERATION OF BID. FAILURE TO COMPLETE THESE ITEMS MAY RESULT IN REJECTION OF BID. THIS REQUEST FOR BID IS NOT TO BE CONSTRUED AS AN OFFER, A CONTRACT, OR A COMMITMENT KIND; NOR OES IT COMMIT THE CIITYYTOPAY ANY COSTS INCURREDBY BY BIDDER IN THE PREPARATION OF THIS BID. 1. All bids shall be submitted on forms provided by theT by provide tth eitem e Citybid and dtthe bid eir bids num sige r stated ono the tate officer shaven legal au. Billy to subrnit bids on �f of the bidder. The entire cost of n employee orpmvi providing re legal shall be bombe by the bidder. prepenng and Biding reapanees 2. Bidders shall include SI applicable local, state, and federal sales tax in this bid. The responsibility of payment shall remain with the successful bidder. Taos amount MUST show as a separate item. 3. Bids received after the data and time set for receiving bids will NSI be considered. The City will NOI be responsible for misdirected bids. Vendor should �d all theing a and � the Office at bid (501) 575- 8289 to insure receipt of their bid documents prior orm 4. The City reserves the right to accept or reject any or all bids, waive formalities in the bidding and make a bid award deemed to be in the best Interest of the City. The City shall be able to purchase more or less Menthe quantity indicated subject to availability of funds. g. Each bidder MUST state on the face of the bid form the anticipated number of days from the date of receipt of order for delivery of the completed units to the City of Fayetteville, Arkansas. 6. Time is specifically made of the essence of this contract and faihae to deliver on or before the time specified in the contract may subject the contractor to the payment of damages. 7. All bld prises shah be FOB Fleet Operations, r525 S. Happy Hollow Rd., FayetteviNe. es. labor, materials. overhead, profit, surance, and shall Include all dealer preparation charges, inspection fees, etc., to cover the furnishing of the unitunits bid. 8. Standard Mantdacturets Warranty shall apply to each unit as specified. A copy of the applicable warranty MUST accompany the bid with any exception to the warranty dearly rated on the Bid Form. Warranty on ycsorieslequIpment furnished by an after market vendor MART be noted. 9. Any exceptions to the requirements of the City of Fayetteville MUST be noted ons Bip�� the products andlor components other than those described on this hid document bidder must include complete descriptive literature and technical specifications Th�re rya atter les reserves the right to request any additional information It deems necessary any all submission deadline. • • CITY OF FAYETTEVI LLE Rio Fayetteville, AR 72701 FLEET OPERATIONS 501-444-3494 INVITATION TO BID BID #: 01-51 DATE ISSUED: August 29, 2001 DATE & TIME OF OPENING: September 11, 2001 - 11:00 A.M BUYER: Peggy Vice, Purchasing Manager, Room 306 - (501) 575-8289 DATE REQUIRED AS COMPLETE UNIT: 45 Days from receipt of order. F.O.B.: Fayetteville, AR *Guaranteed Delivery Date: ITEM: DESCRIPTION: QTY. * PRICE: Rubber Tired Wheel Loader New & Unused Per Specifications attached: Rubber Tired Wheel Loader Demonstrator Unit with Maximum of 400 Hours Per Specifications attached: 1 1 EXECUTION OF BID - Upon signing this Bid, the bidder certifies that they have read and agree to the requirements set forth in this bid proposal, including terms and standard conditions, and pertinent information regarding the article being bid on. Unsigned bids will be rejected. 'NAME OF FIRM: *BUSINESS ADDRESS: *CITY: 'STATE: *ZIP: • • *PHONE: *FAX: *AUTHORIZED SIGNATURE: *TITLE: PLEASE NOTE: ALL ITEMS MARKED * ARE CONSIDERED MANDATORY REQUIREMENTS FOR CONSIDERATION OF BID. FAILURE TO COMPLETE THESE ITEMS MAY RESULT IN REJECTION OF BID. THIS REQUEST FOR BID IS NOT TO BE CONSTRUED AS AN OFFER, A CONTRACT, OR A COMMITMENT OF ANY KIND; NOR DOES IT COMMIT THE CITY TO PAY ANY COSTS INCURRED BY THE BIDDER IN THE PREPARATION OF THIS BID. 1. All bids shall be submitted on forms provided by the City with the item bid and the bid number stated on the face of the sealed envelope. Bidders MUST provide the City with their bids signed by an employee or officer having legal authority to submit bids on behalf of the bidder. The entire cost of preparing and providing responses shall be borne by the bidder. 2. Bidders shall include all applicable local, state, and federal sales tax in this bid. The responsibility of payment shall remain with the successful bidder. Tax amount MUST show as a separate item. 3. Bids received after the date and time set for receiving bids will NOT be considered The City will NOT be responsible for misdirected bids. Vendor should call the Purchasing Office at (501) 575- 8289 to insure receipt of their bid documents prior to opening date and time listed on the bid form. 4. The City reserves the right to accept or reject any or all bids, waive formalities in the bidding and make a bid award deemed to be in the best interest of the City. The City shall be able to purchase more or less than the quantity indicated subject to availability of funds. 5. Each bidder MUST state on the face of the bid form the anticipated number of days from the date of receipt of order for delivery of the completed units to the City of Fayetteville, Arkansas. 6. Time is specifically made of the essence of this contract and failure to deliver on or before the time specified in the contract may subject the contractor to the payment of damages. 7. All bid prices shall be FOB Fleet Operations, 1525 S. Happy Hollow Rd., Fayetteville, AR, 72701, and shall include all dealer preparation charges, labor, materials, overhead, profit, insurance inspection fees, etc., to cover the fumishing of the unit/units bid. 8. Standard Manufacturers Warranty shall apply to each unit as specified. A copy of the applicable warranty MUST accompany the bid with any exception to the warranty clearly noted on the Bid Form. Warranty on accessories/equipment fumished by an after market vendor MUST be noted. 9. Any exceptions to the requirements of the City of Fayetteville MUST be noted on the Bid Form. If products and/or components other than those described on this bid document are proposed, the bidder must include complete descriptive literature and technical specifications. The City reserves the right to request any additional information it deems necessary from any or all bidders after the submission deadline. • • 10. Installation of Dealership/Distributorship Logo is PROHIBITED. 11. The completed unit delivered to the City of Fayetteville shall comply with all accepted commercial standards for materials and supplies which are new and unused except for normal testing and evaluation needed prior to release for delivery 12. All items marked "MANDATORY REQUIREMENT FOR CONSIDERATION OF BID" MUST be completed and retumed with the bid or the bid may be considered as non responsive and rejected on that basis. 13. Altemates will be considered provided each Supplier clearly states on the face of his proposal exactly what he proposes to fumish and forwards necessary descriptive material which will clearly indicate the character of the article covered by his bid. All Bids are subject to Staff analysis. Fleet standardization requirements replacement parts availability, warranty service availability and Manufacturer/Distributor/Dealer Field support of operational units will be considered. ANY BIDDER, WHETHER A MANUFACTURER OR DESIGNATED DEALER, WHO CAN PROVIDE MATERIALS , FEATURES OR OPTIONS TO MEET THE SPECIFICATIONS OUTLINED HEREIN AND WILFULLY FAILS TO DO SO BECAUSE OF PRICE OR TO GAIN A PRICING ADVANTAGE IN A COMPETITIVE BID SITUATION WILL BE DEEMED NON- RESPONSIVE. THERE WILL BE NO FURTHER CONSIDERATION OF THEIR BID SUBMISSION. SHOULD THEIR CURRENT LITERATURE OR PRICE LISTS FOR MATERIALS, FEATURES, OR OPTIONS INDICATE THEIR ABILITY TO PROVIDE SAME TO MEET THESE SPECIFICATIONS, AND THEY FAIL TO DO SO, THEY WILL BE DEEMED NON-RESPONSIVE AND DECLARED INELIGIBLE TO RECEIVE THE AWARD FOR THE UNIT SPECIFIED. FINALLY, ANY CLAIMS THAT AN ITEM BID EXCEEDS THE STATED SPECIFICATION MUST BE DEMONSTRATED IN A PERFORMANCE DEMONSTRATION IN DIRECT COMPETITION WITH OTHER UNITS BID BY OTHER MANUFACTURERS PRIOR TO AN AWARD OR THE BID WILL BE DEEMED UNRESPONSIVE FOR FAILURE TO SUBSTANTIATE THE CLAIM ALL UPGRADE OR DOWNGRADE VARIATIONS/DEVIATIONS/SUBSTITUTIONS MUST BE CLEARLY ANNOTATED IN THE ABSENCE OF SUCH STATEMENTS. THE BID SHALL BE ACCEPTED AS IN STRICT COMPLIANCE WITH ALL TERMS. CONDITIONS. AND SPECIFICATIONS AND THE SUPPLIER SHALL BE HELD LIABLE. All equipment shall be new and unused and of the Manufacturer's Current Model Year and shall include all standard equipment as advertised by the Manufacturer. All vehicles and equipment listed herein shall comply with applicable Federal and State Safety, Emission and Pollution Control Requirements in effect at time of delivery. Standard Manufacturer's Warranty shall be fumished. Minimum Warranty period shall be no less than 1 year. Field demonstrations of currently operational units which are offered as a substitute, variation, or deviation may be required as part of Staff analysis at the option of Staff members or other qualified interested parties. Properly documented referrals may be required of vendors which allows field evaluation of units in a comparable operational area. The City of Fayetteville reserves the right to accept the best bid for the City, and is not required to accept the lowest priced bid. The City also reserves the right to reject any or all bids and will be the sole judge of what comprises the best and most advantageous unit to meet the needs of the City. • • To best service the requirements of the purchaser, it is the intent of these specifications to secure equipment, which can be properly maintained and serviced without the necessity of stocking an expensive parts inventory or being subjected to long periods of interrupted service due to the lack of spare parts. All suppliers submitting proposals must have available a parts and service facility within an area to allow 1 day service on any parts or service needs. The facility shall be staffed with full time technical personnel as well as order and shipping personnel, during regular business hours and days. BASIC SPECIFICATIONS WHEEL LOADER General Specification Requirements are as follows for a WHEEL LOADER These are MINIMUM SPECIFICATIONS ONLY and are not limited or restricted to the following. COMPLIANCE WITH APPLICABLE FMVSS-OSHA-MSHA CRITERIA IN EFFECT AT TIME OF PRODUCTION SHALL SUPERSEDE REQUIREMENTS LISTED BELOW. MINIMUM SPECIFICATIONS ONLY OPERATOR AREA: Enclosed Cab with ROPS, Sound Suppression (Operator Sound Exposure 78db), Tinted Windshield, Safety Glass, OEM Heater/pressurizer and Air Conditioner, Minimum 25,000 BTU Output, Defroster to be effective on all windows, AM -FM Radio, Lockable Oil Filler Cap, Locking Fuel Filler Cap, Hood Lock, Electric Hour Meter, Back Up Alarm, One Interior and Two Exterior Mirrors, Fully Adjustable Suspension Style Cushioned Seat with Cushion side bolsters, 3 position lower back support, seat height, cushion tilt and suspension dampening with weight support adjustment, Retractable 3" Belt, Rear View Mirror, Hand Throttle, Fuel Gauge, Coolant Temperature Gauge, Tachometer, Air Cleaner Restriction Indicator, Oil Pressure Waming Lamp and Altemator Waming Lamp, Front, Side & Rear wipers and washers, Electronic Monitoring Operator Waming System. DIESEL ENGINE: 6 CYL. MINIMUM ONLY: 359 C.I.D., Rated 109 SAE NET Flywheel H.P., Dry Type Air Cleaner with Restriction Indicator, Fuel Fitter with Water/Sediment Separator, Automatic Waming System with Automatic Shut Down, Manifold Cold Start Aid, Engine Coolant Heater, Electric Fuel Shut-off, Allowance must be made for cleaning of Radiator without panel removal. MANDATORY REQUIREMENT FOR CONSIDERATION. PLEASE STATE' MANUFACTURER: MODEL DESIGNATION: 4 DISPLACEMENT: H.P. RATING: TORQUE RATING: Ca)_ R.P.M. BASIC WEIGHT: BASIC LENGTH: BASIC WIDTH: HEIGHT: TRANSMISSION: ELECTRICAL: 18,100 Ib. MINIMUM 20'-11" Tires - 7'-5" - Bucket - 8'-1/2" Max. 10'-2" 3 Speed Forward - 3 Speed Reverse Single Lever Control, Forward and Reverse Speed of 20 MPH is desired. 24 Volt System, 50 AMP. Alternator, Dual 900 CCA Batteries, Exterior Lighting to consist of 4 -70 Watt Halogen Drive/Park Lamps, 2 Rear combination and tail lamps, Tum Signals with Hazard Warning, 2 Front & 2 Rear 70 Watt Work Lamps, Amber Rotating Beacon, All wiring to be color coded and numbered. COOLING: 10 Gal. Cap. with Radiator Guard, protected to minus 50F. STEERING: Hydraulic w/40 degree steering angle, Cylinders to be Chrome Plated Double Acting. STARTING AIDS: Engine Coolant Heater, Low Temperature Start System. BUCKET: Multi -Purpose style, 2 Yard w/bolt on Cutting Edge, 8'-1/2" Wide, 8'-7" Dump Clearance @ full Lift, 17,000 Ib. Breakout force, Automatic Bucket Leveler, Bucket Heel Plates. HYDRAULICS: Open Center Gear Pump. 26 Gal Reservoir, 3 Function Tilt Circuit, Cycle Time per SAEJ-732 © 2200 RPM: Raise Loaded - 6.0, Dump Loaded -1.2, Lower Empty - 3.0, Total Cycle 10.2. MISC: Crankcase guard, Power Train Guard, 3 Piece Rims w/15.5-25 tires, Front & rear Fenders, Automatic Lift Kick out, Hydraulic diagnostics connector, Air over Hydraulic Wet disc Service Brakes, Spring Applied Air Release Park Brake capable of holding empty machine on 25% Grade, Oscillating Rear Axle, Reverse Alarm Buzzer, Rear Mounted Draw Bar, 5 • • NOTICE TO BIDDER BID NO. 01-51 COMMODITY: RUBBER TIRED WHEEL LOADER The City of Fayetteville, Arkansas will receive sealed bids at the Purchasing Office, City Hall, 113 W. Mountain Street, Fayetteville, Arkansas, 72701, until 11:OOA.M., SEPTEMBER 11, 2001, for the fumishing of: COMMODITY: RUBBER TIRED WHEEL LOADER Bid forms and specifications for the units being purchased may be obtained from the Purchasing Office, located in Room 306, 3rd floor of the City Administration Building, 113 W. Mountain St., Fayetteville, AR 72701. The City reserves the right to reject any and all bids and to waive any forrnalities deemed to be in the City's best interest. Peggy Vice, Purchasing Officer PUBLISH 9/2/01 NORTHWEST ARKANSAS TIMES Billing refer to P.O.# • • BIDDERS LIST 1. Williams Tractor & Equipment Co. P.O.Box 1346 Fayetteville, AR 72702-1346 2. J.A Riggs Tractor Co. 9125 Interstate 30 Little Rock, AR 72709 3. Scott Construction Equipment 4831 N. Thompson Springdale, AR 72764 4. E.A.Martin Machinery Co. 650 W. Highway 264 Springdale, AR 72765-0874 501.756.8080 FAX501.756.8099 5. Traksan Equipment Co. 1531 E. Ford Ave Springdale, AR 72764 6. Clark Machinery Co. P.O.Box 1985 Fort Smith, AR 72901 7. Mitchell Machinery Co. P.O.Box 1267 Van Buren,AR 72956 8. Warrior of Arkansas 2003 South 8th St. Rogers, AR 72756 9. Midwestem Equipment Co. P.O.Box 3445 Tulsa, OK 74101 Attn: Newton Box 800-324-6144 10. Head & Engquist Equipment 781 Randall Wobbe Lane Springdale, AR 72764 888-200-6343 FAX 501-927-1514 11. Little Rock Equipment Sales 13001 Interstate 30 Little Rock, AR 72209 • • 12. Hugg & Hall Construction Equipment 2275 Ford Ave. Springdale, AR 72764 501-751-6610 FAX 501-756-9574 13. Hertz Contractors Supply 4269 Wagon Wheel Road Springdale, AR 72762 501-750-3313 14. Rushing & Mason Equipment Co. Inc. 7720 Interstate 30 Little Rock, AR 72209 501-562-4500 FAX 501-568-6500 Tax: TOTAL: - $0.00 Approwis: • - ...dn Mayor. Department DYedor Purchasing Manager. Admin. Services Director. Budget Coordinator: Data Processing Mgr. Item k ■ ) | \ - 7 ; \ 2R ƒ| CITY OF FAYETTEVILLE Purchase Requisition (not • purls other) SHIPPINGIHANDLING 1 To Appear 9/2/01 Advertise for Bid 01-51 |� ! / 1 72702 i| to Account Number 'Requester's Employe&: 241 ! 0 FOB Port: Faye#teville, Ak , £ $ | \ |� 1 |1 g / | g ) Na \a 10/53/20 :area : oN uomsinbaa j Feed Asset # STAFF REVIEW FOR AGENDA REQUEST XXXX CONTRACT REVIEW GRANT REVIEW For the Fayetteville City Council meeting of September 18, 2001 FROM: W.A.Oestreich Name ACTION REQUIRED: Fleet Operations Division Public Works Department A RESOLUTION APPROVING THE PURCHASE OF A 2001 NEW HOLLAND ARTICULATED LOADER, MODEL LW -110, FROM WILLIAMS TRACTOR, P.O. BOX 1346, FAYETTEVILLE, AR 72702, VENDOR #12860. THIS UNIT WILL PRIMARILY BE UTILIZED BY THE SOLID WASTE DIVISION. (REFERENCE BID # 01-51) COST TO CITY: $ 67 499 00 Cost of this Request 9700-1920-5802.00 Account Number 98061— t Project Number $ 116,054.00 Category/Project Budget $ 0.00 Funds Used To Date $ 116,054.00 Remaining Balance Backho&JLoader Repl/Exp Category/Project Name Vehicles & Equipment Program Name Shop Fund BUDGET REVIEW: oordinator XX Budgeted Item Budget Adjustment Attached Administrative Services Director CON CT/G/LEASE REVIEW: "ting M er City e mor y Purchasing Officer STAFF RECOMMENDATION GRANTING AGENCY: d ADA Coordinator Date ate Audi,` �t -c Q Date 4 ala l o Date App rcha as list Imve Division sed/ p Ailt ktiritc . rrector 4Admin •ve Services Di tel Mayor 1 /2-4/ Date �f/3-0( Date 9/4/0 I Date DD Cross Reference Newttem: Yes No Prev Ord/Res #: Ong Contract Data: SL Re Fo • • FAY Err EV ILLS STAFF REVIEW FORM Description: Articulated Loader Meeting Date: September 18, 2001 Comments: Reference Comments: Budget Coordinator: Accounting Manager: City Attorney: Purchasing Officer: ADA Coordinator: Internal Auditor: FAYETTEVPLLE THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENTAL CORRESPONDENCE To: W. A. Oestreich, Fleet Operations From: Heather Woodruff, City Clerk Date: September 25, 2001 Attached is a copy of Resolution No. 131-01 approving the purchase of a 2001 new Holland articulated loader from Williams Tractor, Inc., to be used primarily by the Solid Waste Division. The original will be microfilmed and filed with the City Clerk. cc: Nancy Smith, Internal Audit Peggy Vice, Purchasing Division M c