Fort Walton Beach Council agenda — 03-12-02 regular Council agenda — reading text

YES ~ AMOUNT 9. FUND TRANSFER: YES ~ AMOUNT 10. FROM ACCT: N/ A ll.TO ACCT: N/ A 12. REASON FUNDS AVAILABLE FOR TRANSFER: N/ A 13. PRICE ANALYSIS: ATTACHED ADD' L MAT FDR INONEI BID I T E M D A T A 14. DESCRIPTION OF BID ITEM: Rubber Tire Backhoe/ Loader 15. SUPPLEMENTAL MATERIAL: ATTACHED ADD I L MAT FDR INONEI 16. BID INVITATIONS SENT: 17 17. BIDS RECEIVED: 6  o 18. RESPONSIVE BIDS: 5 19. RECOMMENDED VENDOR: Thompson Tractor Company 20. BID AWARD AMOUNT: $ 59, 323. 01 r 2l. COMMENTS: * 22. ESTIMATED QUANTITY TO BE PURCHASED ( BULK ITEMS): N/ A 23. ESTIMATED PURCHASE AMOUNT: N/ A 24. BID TABULATION ATTACHED: YES ADD I L MAT FDR 25. TERM OF CONTRACT: Net 30 days 26. BID VALID TO: 120 Days 27. BID PRICE VALID FOR TERM OF CONTRACT: ~ ESI NO 28. WARRANTY PERIOD: 12 month standard warranty plus optional 5 year/ 7, 500 hour power train warranty to be purchased at a cost of $ 1, 335. 00 29. DELIVERY TIME: 75 days 30. STATE CONTRACT: YES ~ 3l. CONTRACT #: N/ A 32. CO- OP PURCHASE: YES ~ 33. AGENCY: N/ A 34. EXPECTED LIFE OF ITEM: 10 Years 35. ITEM DEMO' D: IYESI NO 36. REFERENCES CHECKED: YES NO ~ 37. CONTRACT: ATTACHED ADD I I MAT FDR ~ 38. CONTRACT APPROVED FOR LEGAL SUFFICIENCY: YES NO 39. CURRENT VENDOR: N /A 40. CURRENT PRICE: N/ A REPORT PREPARED BY: Morris his Stewart Date Operations Manager REVIEWED & SUBMITTED BY: 3/2,/0 Z- homas Murray Date pu~~~ 3/ , REVIEWED AND CONCUR: Reid Silverboard I ' h<.. Date City Manager COMMENTS:  o ATTACHMENT 1 BID SUMMARY COMMENTS BID NO. 02- 105 n The following comments relate to the n* items in numerical order indicated on the Bid Award Summary Memorandum. 21. COMMENTS: We have reviewed the six bids submitted for the lease/ purchase of one ( 1) Backhoe/ Loader - Bid # 02- 105. The purchase price for the backhoe with the manufacturer' s extended warranty is shown, ranked from lowest to highest price, in the spreadsheet that is included with the Supplemental Materials. Bid Analysis: Units # 2, # 3, # 4 and # 6 These units do not conform to the specifications, each having multiple exceptions. exception common to these four machines is The most critical the gear pump hydraulic system. The specifications require a load sensing, variable flow axial piston pump hydraulic system. Pressure in gear pump system rises and falls with the engine speed. a Consequently, running the engine at full power is the only way to get high pressure, which provides strength to the hydraulic system. This is a fixed displacement system, for which the hydraulic flow rate is constant at any particular engine speed. This system type is less efficient with engine power and causes increased system wear. A variable flow pump has variable displacement. This increases system efficiency by pumping only the amount of oil the hydraulic system needs at the time. The pump adjusts its displacement to meet the pressure demand changes. This allows the system to operate at lower RPM' s, reducing fuel consumption, reducing engine wear, and reducing the operating noise level. Therefore, Staff does not recommend award of these units. Unit # 1 This unit does not conform to the specifications. It, as well as Units 2, 3, and 4, has insufficient backhoe breakout force and loader bucket size. Backhoe breakout force is the maximum amount of force that the backhoe can apply to a load. It is a measure of the backhoe' s general capacity for work. The bucket capacity is the volume of the load that the bucket can handle. Together, the breakout force and bucket capacity ratings are key indicators ofthe backhoe' s production capacity. These four units fall short of the specified production capacity. Therefore, Staff does not recommend award of this unit. Unit # 5 This is the only unit that conforms to the specifications.  V o Additional Considerations: Although not required, performance tests are allowed by the specifications for determining the quality offered. Therefore, we conducted performance tests for Units # 1 and # 5 since they were the only units with conforming hydraulic systems: Test Unit # 1 Unit # 5 Manhole lift - How Boom stick - Could not Boom stick - Lifted the effectively can the backhoe lift the load. load. lift a 4, 500 lb. standard Dipper stick - Lifted Dipper stick - Lifted sanitary sewer manhole the load. the load. bottom with the boom stick and dipper stick, from 12 feet away. Loader bucket lift - Fully Had to slightly back Lifted the loaded load the bucket from the away from the stockpile bucket without having stockpile and raise it to in order to lift the to back away. full dump height. loaded bucket. Test conclusion: Unit # 5 clearly outperformed unit # 1. Financing: Staff is completing the arrangements for financing the lease/ purchase through the Florida League of Cities Master Lease Program. This will be brought to the City Council for consideration and approval at the next Council meeting. Recommendation: Staff is requesting authorization to proceed with the award of the Caterpillar 420D backhoe to Thompson Tractor Company, Crestview, Florida, for 59, 323. 01 ( which includes $ 57, 988. 01 for the backhoe and $ 1, 335. 00 for a five- year/ 7500 Hour Extended Power Train Warranty). Financing through the Florida League of Cities Master Lease Program will be developed based on the 57, 988. 01 amount. The City will directly pay the $ 1, 335. 00 amount for the warranty.  o City of Fort Walton Beach Menwrandum TO: Reid Silverboard, City Manager ' f2 ? FROM: Thomas Murray, Public Works Director f DATE: March 5, 2002 SUBJECT: Request to Cancel Bid No. 02- 109, Purchase of Two Portable Stand-by Generators Bid No. 02- 109 was advertised for purchasing one 45 kW generator and one 200 kW generator. Bids were opened on February 12, 2002. While reviewing the bids, and the various configurations that they included, staff recognized that the circuit breaker specification for each generator was inadequate. As specified,the circuit breaker will protect the circuit for only the low voltage generation setting (high amperage). When the generator is set to the higher voltage setting, the circuit breaker will, in effect, be oversized for the resulting lower amperage. The circuit breaker will not protect the circuit with