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HomeMy WebLinkAbout31-02 RESOLUTION• • RESOLUTION NO.31-02 A RESOLUTION APPROVING THE PURCHASE OF A TRAILER MOUNTED SEWER WASHER IN THE AMOUNT OF TWENTY- EIGHT THOUSAND FIVE HUNDRED EIGHTY-FIVE DOLLARS ($28,585.00) FROM THE LOWEST QUALIFIED BIDDER, HENARD UTILITY PRODUL lb, INC. 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 trailer mounted sewer washer in the amount of Twenty -Eight Thousand Five Hundred Eighty -Five Dollars ($28,585.00) from the lowest qualified bidder, Henard Utility Products, Inc. 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 5th day of March, 2002. !.,> • R a I INSPc APPROVED: By: itt DAN COODY, Mayf PgI'HER WOODRUFF itv Clerk • NAME OF FILE: CROSS REFERENCE: Resolution No. 31-02 03/05/02 Resolution No. 31-02 11/02/01 Bid:01-59 02/14/02 Memo to Mayor/City Council thru Greg Boettcher, PW Dircctor, thru Peggy Vice, Purchasing Manager, from W. A. Oestreich, Fleet Operations Superintendent, regarding Bid Award Recommendation 01- 59 Project 02080 01/22/02 Memo to Bill Oestreich, Shop, from Paul Mitchell, Water/Sewer, regarding Sewer Wash Trailer Bid Bid Information 03/05/02 Staff Review Form 03/07/02 Memo to W. A. Oestreich, Fleet Operations, from Heather Woodruff, City Clerk NOTES: FAYETTfkILLE TI IF. CITY OF FAYF'ITF:VH.1.F. ARKANSAS DEPARTMENTAL CORRESPONDENCE To: Bill Oestreich, Shop From: Paul Mitchell, Water/Sewer ga Date: January 22, 2002 Subject: Sewer Wash Trailer Bid • The wash trailer bid meets the specifications requested. The only difference was the color and I don't feel that should be an issue. 1t will probably make it safer for our crew to operate by being orange instead of white. Thank you for your assistance. On1UwastarfBkI. WPI) A Y ETT EN/11-1.F 501.3495 TO: Mayor/City Council THRU: Greg Boettcher, Public Works Director THRU: Peggy Vice, Purchasing Manager FROM: W. A. Oestreich, Fleet Operations Superintendent DATE: February 14, 2002 SUBJECT: BID AWARD RECOMMENDATION 01-59 Protect 02080 Ile arr itf CT OPIE ,lr°S OOHS FAME -Cr EMCEE INTER -OFFICE MEMORANDUM _ FAX: 501. X3475 Reference the attached Agenda Request for the Award of Bid 01-59, Rem #1 to the lowest qualified bidder meeting specifications. This Vendor is Henard Utility Products, Inc., Searcy, AR 72143. (Vendor #395). This is a budgeted item. The Bid Tabulation Sheet dated November 02, 2001, is included along with a copy of the formal bid that was sent to each of the vendors on the Bidders List. Also attached is a completed copy of the successful bid. Note the pricing details listed which reflect a $400.00 discount due to color difference As all other items of the specifications were properly met, the color factor was considered a plus due to safety factors. This item has been evaluated for compliance with original specifications along with anticipated Manufacturer and Dealer support necessary to maintain it 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 Representatives of the Water/Sewer Division, Fleet Operations Division and the Equipment Committee. Therefore, the following is submitted for purchase approval by the Council: ITEM 1. ** Trailer Mounted Sewer Washer Henard Utility Products $28,585.00 This Bid was accepted as it met original Specifications. This should provide unit that will be efficient, reliable and compatible to our operations. 0 • ID 0 SUMMARY TO BE DELIVERED AS ONE COMPLETE UNIT: TOTAL BID AWARD: 828.585.00 The budgeted amount for items of this type is $412,013.00 in account 9700-1920-5802.00, Project 02080. With the purchase of this item at $28,585.00 we will have a balance remaining of $377,353.00. 1113 OCT 2 3 2001 FAYETI ILLS I CITY OF FAYETT / `a\(1 E VV3 Fayetteville, AR 72701 ALTERNATE BID BID #: 01-59 FLEET OPERATIONS 501-444-3494 INVITATION TO BID DATE ISSUED: October 19, 2001 DATE & TIME OF OPENING: November 2, 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: 5 to 7 days. In stock unit. ITEM: DESCRIPTION: QTY. • PRICE: 1. Trailer Mounted Sewer Cleaner Per Specifications attached: 1 $ 28, 585.00 (1 exception paint color) 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: Henard Utility Products, Inc. `BUSINESS ADDRESS: 1920 South Main `CITY: Searcy `STATE: AR *ZIP: 72143 `PHONE: 800-776-5990 `FAX: 501-26R-7417 `AUTHORIZED SIGNATURE: �l *TITLE: Municipal Sales BID #: 01-59 0 CITY OF FAYETTEVILLE ff23 Wo Nom guy c ttt, Fayetteville, AR 72701 FLEET OPERATIONS 501-444-3494 INVITATION TO BID DATE ISSUED: October 19, 2001 DATE & TIME OF OPENING: November 2, 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: Trailer Mounted Sewer Cleaner Per Specifications attached: 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 an 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. 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 furnished 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. Alternates 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 furnished. 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 General Specification Requirements are as follows for a TRAILER MOUNTED SEWER CLEANER. 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 It is the intent of these specifications to descnbe the minimum requirements for a new High Pressure Water Jet designed for the removal of sand, dirt, grease, detergents, and other materials normally found in storm, drain and sanitary pipes. The machine described will be designed to deliver high performance capabilities and provide maximum operator safety and convenience. All parts not specifically mentioned which are required for a complete unit shall conform in design, strength, quality of material, and workmanship to the highest standards of engineering practice. WATER TANKS SYSTEM: Shall be minimum 700 -gallon total capacity. The tank system shall be constructed of 1/2" thick polyethylene. Polyethylene material shall be U.V. stabilized for protection against damaging ultraviolet rays. Tank color either black or white. Tank system to be baffled to minimize water movement and therefore provide safety and protection to the vehicle and operators when the unit is being transported. The tank system will be vented and have a tank top port hole to permit inspection and cleaning of the tank. FILL SYSTEM: An overhead type tank filling assembly with a 2-1/2" fire hydrant fitting shall be located on the curb side. A positive air gap anti -siphon system shall be incorporated to protect the potable water supply. A tank top strainer will also be supplied to filter water supply. A water level sight gauge shall be provided and the machine will have a quick dumping valve so that the system may be drained by gravity. A suction line strainer with removable screen shall be provided. WATER PUMP: Pump shall be positive displacement, heavy duty, single acting triplex type having a capacity of at least 40 GPM at 2000 PSI. The high-pressure pump and hose will be protected from freezing with an air purge valve. The water pump shall be equipped with drain valves for protection during freezing conditions. As standard equipment, the unit will have a recirculating valve that allows the operator to run water through the entire jetting system during cold weather operation. 4 • SAFETY HOSE REEL AND CONTROLS: The hose reel will be constructed of 1/4" steel, designed to withstand maximum working pressure without distortion. The narrow designed reel shall be self -leveling type for operator safety. Capacity of reel shall be a minimum of 600' x 3/4" high-pressure sewer hose. Reel flanges shall be 1-1/4' and shall be designed to prevent hose damage from contact during all normal working conditions. The reel shall be driven with hydraulic power in both directions, either with or without the water pump in operation. The hydraulic drive shall have sufficient power to retract the hose when fully extended into the pipe with the cleaning nozzle in operation. The safety reel will rotate a full 190 degrees providing easy access to manholes. The 190 -degree rotation will enable the operator to position the machine out of the traffic pattern and provide protection for himself while operating the machine. The rotating ability of the hose reel allows the operator to manipulate the hose reel into various positions depending on location of manhole. This allows for proper positioning of the hose reel without backing up or repositioning sewer machine. The hose reel is mounted on an industrial swivel bearing that is sealed and eliminates contamination from dirt. The industrial swivel bearing shall have minimum requirements of 7.88 I.D., 14" O.D.,and 2' thickness.. The industrial swivel bearing shall have a minimum load bearing weight of 5,000 Ft. -lbs.. The bearing design shall have no wear points except the greasable ball bearings and the races which are constructed of hardened steel to minimize wear. The bearing design minimizes any friction for easy pivoting. Rotating reels using plastic material for swivel action will not be accepted. A single, right hand side control panel mounted on the rotating hose reel shall provide access to all necessary operating controls. The control panel shall rotate with the hose reel. Controls mounted on the rotating hose reel control panel will consist of: engine throttle control, starter with key lock starting switch, volt meter, oil pressure gauge, water pressure gauge, tachometer, hour meter, 12 - volt plug for spotlight, pendant control plug, light switches and low water waming light. The hydraulic controls for the rotating hose reel will consist of a variable speed control and a forward, neutral, reverse directional control. The rotating hose reel will lock into position using a spring loaded safety pin at 2" intervals. SEWER HOSE: Shall be high-pressure polyurethane hose and specially formulated thermoplastic construction expressly designed for sewer cleaning use. The hose shall have an abrasion, acid and scuff resistant cover. Hose is to be a minimum of 500 ft. in length, 3/4" I.D. Hose PSI rating: 2,500. HOSE REEL DRIVE SYSTEM: The hydraulic power system for driving the hose reel shall consist of a pump directly driven by an auxiliary engine; a hydraulic motor with chain drive to the hose reel; a valve with built in overload relief, and hydraulic hose rated to withstand the maximum system pressure. The hydraulic pump shall have a minimum operating capacity of at least 8 GPM and a tank with a strainer that can be cleaned or replaced. 5 HAND GUN CLEAN-UP: The clean-up systems will include a wash -down gun, 25 ft. of 1/2' I.D. hose and will be equipped with a quick -disconnect fitting near the operator's station. The gun shall be a machine grip with trigger shut-off and guard. The high-pressure hose shall have a rating of 2,000 PSI working pressure and an 8,000 PSI burst pressure. Clean-up system shall not exceed 500 PSI. PIPING: All piping systems shall be fabricated of heavy-duty steel with the appropriate pressure ratings based on specific component function. PVC piping is not an acceptable substitute. A strainer with a 40 -mesh screen shall be installed in the suction line at a location accessible for cleaning. All piping shall be installed to drain by gravity through suitable openings equipped with plugs, drain cocks, or ball valves. Pressure to the cleaning nozzle shall be regulated by an overload relief valve. To control water flow from water pump, a single lever control shall regulate direction of water either to hose reel or back to tank utilizing a high pressure valve assembly. This single lever control shall control a 3 -way valve. The recirculation ability of this system allows for use of unit in sub -freezing temperatures. Water delivery to hose reel shall pass through a 90 -degree swivel rotary coupling. ENGINE: The engine shall be gasoline- powered, water-cooled, four cylinder type with industrial type governor, air cleaner and muffler. Horsepower rating: 80. The required engine accessories shall be fumished, including, but not limited to: 12 -vole ignition system with alternator and battery - Electronic throttle control- Starter with key lock starting switch - Replaceable cartridge type oil filter - Positive crankcase ventilation system - Tachometer and hour meter - Voltmeter, oil pressure gauge, and water temperature gauge The engine shall be equipped with an over -center type clutch power take -off to permit operating the engine and hose reel without operating the water pump. Power band belt, from engine sheave to pump sheave, is adjustable by movement of water pump. The engine fuel tank will have a capacity of 16 gallons and will be mounted below the frame for safety. STEEL SHROUD AND ACCESS DOORS: The shroud design of the trailer jet shall allow for ease of maintenance and for protection against pilferage and inclement weather. The water pump and auxiliary engine will be fully enclosed in the same shrouding compartment. The shroud shall be constructed of 14 - gauge steel. The shroud shall include three (3) full hinged access doors that are locking and keyed alike. These doors allow for protection of interior components from weather and vandalism. Units with only top shrouding, without locking doors will not be accepted. 6 TRAILER: The frame shall be heavy gauge steel. Unit will be equipped with dual spring style axles, 7,000 Ib. capacity per axle. Unit will be equipped with four (4) radial tires. Trailer unit will be equipped with heavy duty fenders, 2-5/16" ball type hitch, and electric brakes with breakaway switch. Unit will be equipped with complete ICC light group, reflectors, license plate holder and safety chains. TOOL STORAGE: Unit will be equipped with a fender mounted, heavy duty 20 gauge toolbox with keyed lock system for storage of nozzles and valuable hydraulic root cutting tools. Toolbox will measure 12-3/4" high, 32-7/16" wide and 11-1/4" deep. Weather stripping will protect tool box from intrusion of water. PAINTING: Before painting, all metal shall be cleaned and etched with a phosphoric material to insure permanent bond of primer and paint. The entire unit shall be painted white. MISCELLANEOUS: 25' fill hose - Finned style nozzle extension - 15 -degree standard nozzle with a forward jet - 30 -degree standard nozzle - Mini -missile nozzle - BB hose guide - Upstream pulley guide - Wash -down gun with 25' x 1/2" extension hose - Complete Root Cutter Kit including skids and saws for up to 15" lines - Operator's manual (3 copies) - Touch-up paint - Hose level wind assembly with friction style footage counter. 7 r L#1-1tcl-tleiik N STAFF REVIEW FORM XXX AGENDA REQUEST CONTRACT REVIEW �1lIo2 GRANT REVIEW For the Fayetteville City Council meeting: FROM: W.A.Oestreich Fleet Operations Public Works Name Division Department rt .r ��r�rL FAY GTTEV r LLF AtTIAN RFCyt1RFr1 Acceptance of the lowest qualified Bidder meeting specifications - Bid 01-59, Item #1 -1 Trailer Mounted Sewer Washer, with the authorization to purchase this item from Henard Utility Products, Inc., Searcy, AR 72143, Vendor #395. rnsT Tn CITY. $ 28,585.00 Cost of this Request 9700-1920-5802.00 Account Number $ 412,013.00 Repl/EXp Other Veh/Eguipment Category/Project Budget Category/Project Name $ 6,075,00 Vehicles & Equipment Funds Used To Date Program Name 02080 $ 405,938.00 Shop Project Number Remaining Balance Fund BUDGET REVIEW: XX Budgeted Item _ Budget Adjustment Attached udget Coordinator Administrative Services Director Accounting Man Z//5/az. Date � Ledir ger J Date ADA Coordinator CitvA Purchasing Officer STAFF RFCAMMFNfATIAN• al15CIE9- Date (AiAt Internal Audit Date Date jd 01 59,with the Authorization to Purchase Item #1. 02 Ddte Cross Reference New Item: Yes No Prev Ord/Res #: Orig Contract Date:_ Mayor $ R e AY E TT a N/ILLe STAFF REVIEW FORM 111 Description: Trailer Mounted Sewer Washer Meeting Date: March 5. 2002 Comments: Reference Comments: Budget Coordinator: Accounting Manager: City Attorney: Purchasing Officer: ADA Coordinator: Internal Auditor: FAYETTEVILLE THE CITY Of FAYETTEVIIIE. ARKANSAS DEPARTMENTAL CORRESPONDENCE • To: W. A. Oestreich, Fleet Operations Superintendent From: Heather Woodruff, City Clerk Date: March 7, 2002 Please find attached a copy of Resolution No. 31-02 approving the purchase of a trailer mounted sewer washer from Henard Utility Products, Inc. The original will be microfilmed and filed with the City Clerk cc: Nancy Smith, Internal Auditor Peggy Vice, Purchasing Manager c 0 010 03 update Document Reference RES City of Fayetteville lIF ndex Maintenance Ite Action Date Ref. Taken Brief Description 3052002 31-02 • TRAILER MOUNTED SEWER WASHER 3/12/2002 8:52:01 Enter Keywords • RES. 31-02 PURCHASE TRAILER MONTED SEWER WASHER $28,585.00 HENARD UTILITY PRODUCTS, INC. File Reference # • MICROFILM Security Class • Retention Type: _ Expiration Date • **** Active **** Date for Cont/Referred: Name Referred to • Cmdl-Return Cmd8-Retention Cmd4-Delete Cmd3-End Press 'ENTER' to Continue CmdS-Abstract Yes No (c) 1986-1992 Munimetrix Systems Corp.