HomeMy WebLinkAbout2010-12-01 PACKET 04.K.REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA
MEETING I #
DATE 12/01/201
PREPARED BY: Public Works
Les Burshten
ORIGINATING DEPARTMENT STAFF AUTHOR
COUNCIL ACTION REQUEST:
Adopt resolution approving the specifications and establishing a January 10, 201 bid date for
the purchase of an Ice Resurfacer.
STAFF RECOMMENDATION:
Recommend the Council adopt the resolution approving the specifications and establishing a
January 10, 201 bid date for the purchase of an Ice Resurfacer.
ADVISORY COMMISSION ACTION:
F PLANNING
❑ PUBLIC SAFETY
F PUBLIC WORKS
❑ PARKS AND RECREATION
❑ HUMAN SERVICES/RIGHTS
F ECONOMIC DEV. AUTHORITY
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SUPPORTING DOCUMENTS:
DATE REVIEWED
APPROVED
DENIED
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❑ MEMO/LETTER: Zac Dockter, November 1, 201
❑ RESOLUTION:
❑ ORDINANCE:
F ENGINEERING RECOMMENDATION:
❑ LEGAL RECOMMENDATION
Z OTHER: Advertisement for Bid, Instructions to Bidders, and Bid Form.
❑amity Admi4strator Date
COUNCIL ACTION TAKEN: Y'A P R 0 V E D ❑ DENIED L-IOTHER
7!I% CITY OF • • .'I
�A MINNESOTA
To: Honorable Mayor and City Council
From: Zac Dockter
Date: 11/1/10
Subject: Ice Resurfacer Request for Proposal
Introduction
The equipment replacement program identifies the replacement of an ice resurfaces in 2012.
The purchase of a new ice resurfaces would replace the existing 1984 Zamboni. The purchase
is anticipated to be financed using equipment certificates or a capital lease over a five year
period. Due to production lead times of 10 months or more, staff is asking that the city council
consider authorizing a call for bids at this time.
Background
The ice arena currently operates one machine to maintain each sheet of ice. The life
expectancy of these machines is approximately fifteen years when maintaining one sheet of
ice. However, the Zamboni being suggested for replacement actually resurfaced two sheets of
ice for approximately 13 years meaning that the city certainly exceeded the expected life of the
machine. Much of this extended life can be attributed to the quality workmanship from our ice
maintenance technician. As part of the bid package, bidders will be asked to provide a trade -in
value for the 1984 ice resurfacer. Should those values not be satisfactory, council and /or staff
may choose to put the item for sale on the open market or find an alternative use.
Due to the extended lead time of manufacturing a new machine, staff is requesting
authorization to call for bids from vendors to supply a new ice resurfacing machine to the City
of Cottage Grove no later than January 15, 2012. The specification guidelines are attached for
your review.
Staff is proposing to advertise for bids beginning December 15, 2010 with all bids being due
January 10, 2011. At the January 19, 2011 city council meeting, council would provide final
action to accept or reject proposals.
Authorize staff to call for bids for the purchase of an ice resurfacing machine to be used at the
Cottage Grove Ice Arena with a bid date of January 10, 201 at 1 - .00 p.m.
O'
Adopt resolution to approve the specifications and establish a January 10, 2011 bid date for
the purchase of an Ice Resurfacer.
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NOTICE IS HEREBY GIVEN, that sealed bids will be received in the office
of City Clerk, located at 7516 80 Street South, Cottage Grove, MN 55016, until
1:00 P.M., Monday, January 10, 201 at which time they will be opened and
read aloud for the furnishing of:
Bid Instructinns, Specifications and the Bid Form may be obtained from
the Public Works Department.
No bid will be considered unless it is securely sealed in an envelope,
labeled with the nature of the bid and submitted to the office of the City Clerk
prior to the time noted above for closing of bids.
Each bid shall be accompanied by Bid Security in form of certified check,
cashier's check, or bid bond in the amount of five (5%) percent of Base Bid
submitted, made payable to Owner, as guarantee that Bidder will, if awarded,
enter into Contract Documents and submitted Bid.
The City reserves the right to reject a Bid, which is in any way incomplete
or irregular, or to waive informalities or irregularities in a Bid received, and accept
a Bid, which in the City judgment is in the City's best interest.
The City Council will consider awarding of the bid at a regular scheduled
City Council meeting.
Dated this 1 9 th day of January 201
Caron Stranskv
City Clerk
1 11 p �10
It is the intent of the City of Cottage Grove not to be restrictive to any one
manufacturer. The bidder understands and agrees that the City is not limited to
the acceptance of the low bid as the only requirement in its final purchase
decision. The City may also consider the quality of construction and materials
used, the desirability of the unit design, including exterior and interior
components assurance of quality, completely new parts, service, warranty
coverage, features that may exceed the Specifications and the timely delivery of
the ice resurfacer. The bidder understands the City reserves the right to reject
any or all bids for any reason deemed in the best interest of the City and the
interests of the community served by the City.
The successful bidder will be required to deliver to the City one new model Ice
Resurfacer no later than January 15, 2012. This ice resurfacer will be used by
the City to resurface multiple sheets of ice at the Cottage Grove Ice Arena.
The attached Specifications are intended to describe the type, size, and quality of
the ice resurfacer desired by the City. The Specifications are considered
minimum design and construction standards against which the ice resurfacer will
be inspected. It is the City's intent to receive bids for ice resurfacers that meet
the Specifications. Any bid that is submitted that does not comply with the
Specifications shall state this information on the Bid Form. The City reserves the
right to review the exceptions and to determine whether they would be
acceptable.
1. Warranties
As a condition of the acceptance of the ice resurfacer, the successful bidder shall
furnish a mmanufacturer's signed warranty to cover parts and repairs to correct
defects in material workmanship for 24 months from date the machine is placed
into service.
include, The successful bidder will be required to provide one complete set of
service/maintenance manuals on all equipment provided with the ice resurfacer
which shall but • be .d to, chassis/engine repair parts
manual, operators o of the wiring schematics.
3. Service Support
Bidders shall supply, with their bids, detailed information on the bidder's ability to
perform routine and emergency service on the ice resurfacer after its delivery to
the City. Detailed information shall be provided on service facilities, personnel,
service ice resurfacers, and the type and nature of repair work the bidder is able
to provide. The bidder shall state the number of miles from the City to the
nearest fully staffed repair facility operated by the bidder. It is the intent of the
City to assure that parts and service are readily available for the ice resurfacer
and its equipment. Service capabilities will be one of the criteria examined by the
City in its award of the bid.
0
Bids may be withdrawn in writing by an authorized partner or officer (as the case
may be) of the Bidder on the Bidder's letterhead received by the City by mail,
personal delivery or facsimile, and marked to the attention of the City Clerk, prior
to the time scheduled for opening of bids.
The original of any modification or withdrawal transmitted by facsimile must also
be mailed to the City (and marked to the attention of the City Clerk), be
postmarked the same date as the date of the bid opening, and received by the
City no later than 12:00 p.m. on the second business day following the date of
the bid opening. Any modification or withdrawal that is transmitted by facsimile
shall be transmitted to: 651-458-2897.
Bids may not be modified or withdrawn after the bid opening.
IMNMLO •
Each Bid Form, specifications, together with bid security and any additional
information, shall be submitted in a sealed envelope with the name of the bidder
and the nature of the bid clearly indicated thereon. All bids must be mailed or
personally delivered to City Hall located at: 7516 80 Street South, Cottage
Grove, Minnesota 55016. Telephone, oral or facsimile bids will not be accepted.
The envelope shall be time stamped no later than 1:00 p.m. on January 10,
2011. Late bids will not be accepted. It shall be the responsibility of the bidder to
assure that their proposal arrives at the location and time indicated in the
advertisement for bid. The City shall have no responsibility or liability to any
bidder whose bid is not received within the time frame designated herein,
regardless of whether a delay is caused by a third party, the United States Postal
Service, or failure or unavailability of any transmitting device or service.
The bids will be opened in the office of the City Clerk, City of Cottage Grove
located at 7516 80 Street South, Cottage Grove, Minnesota 55016, at 1:00 p.m.
on Monday, January 10, 2011 . The City Council will consider the bids at 7:30
p.m. on Wednesday, January 19, 2011. A bid shall be valid for a period of
ninety (90) days from the date of bid opening.
6. Evaluation of Bids
The City reserves the right, in its sole discretion, to reject any and all bids, accept
any bid, waive informalities in bids submitted, and waive minor discrepancies
between a bid and these Bid Instructions, the Specifications and the Bid Form, as
it deems to be in its best interests. Any waiver of the City with respect to the
requirements of these Bid Instructions, the Specifications or the Bid Form shall
apply only to the particular instance for which it was made or given, and no such
waiver shall constitute a permanent or future waiver of such requirements.
Bid Form
City of g• Grove
75168
C
November 24, 2010
We, the undersigned, have examined the Bid Instructions, the
Specifications, and the Advertisement for Bids and hereby
propose to furnish the following:
One (1) new Ice Resurfacer
From: City of Cottage Grove
Office of the City Clerk
7516 80 Stre -t South
Cottage Grove, MN 55016
1,1
and Location: January 10, 2011 at 1:00 p.m.
City of Cottage Grove
Office of the City Clerk
7516 80 Street South
Cottage Grove, MN 55016
Equipment
Delivery: On or before January 15, 2012
City of Cottage Grove Ice Arena
80208 01h Street South
Cottage Grove, MN 55016
Contact: Zac Dockter, Arena /Recreation Manager
City of Cottage Grove
651- 458 -3415 or
zdoekter (� cottaa -ro ves
WITH THE PRESENT SPECIFICATIONS
SPECIFICATIONS
ICE RESURFACING MACHINE
SELF PROPELLED HEAVY DUTY MODEL
This column lists the minimum standards
required.
CONFIRMATION
This column to be completed by the bidder
showing particulars of equipment to be
supplied. Where detailed information is not
required "yes" or "no" must be inserted. A
detailed explanation is required if "no" is
inserted.
1. GJENERAL
The unit shall be new, of the current model
and year.
The unit shall be designed so the following
can be achieved as a one person operation.
(a) Plane the ice.
(b) Pick up and store snow.
(c) Wash and squeegee ice.
(d) Distribute water for freezing a
SPECI CONFIRMATION
sheet of ice.
(e) Dump snow from storage tank
to front.
(f) Sweep and clean close to boards.
Frame designed by the manufacturer to
provide proper support for the loads
required.
Required preference will be given to welded
2°" x 5" steel tubing frame.
Shall be four (4) wheel drive.
I
3. AXLES
Axles application must be certified and
warranted by the manufacturer to properly
support the maximum loads.
Shall be four (4) wheel drive type and
will be equal to or better than:
Spicer model 44 front.
Spicer model 60 rear.
Capacity shall be minimum:
front 4300 lb.
rear 6400 lb.
4. STEERING
Shall be front wheel power steering.
Control of steering is to be done
by automotive type steering wheel.
H r
r
To be equipped with heavy duty
hydraulic drum type braking system.
6. ENGINE
Maximum four cylinder, 75 HP, liquid cooled.
Must be of sufficient capacity to provide efficient
and dependable service while minimizing
emissions and its required ventilation.
•
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6. ENGINE (continued)
Propane engine shall be equipped with
hardened valve seats and be L.P.G. certified
by the manufacturer.
Throttle control - Electronic governor and
speed limiter capable of "hands -free" operation
with independent load - sensing adjustments.
Exhaust piping to be stainless steel.
Exhaust to be vertical and mount to top
outside of unit complete with guard.
Heavy duty inuffler, low noise type.
Catalytic converter for emissions control
and/or fuel system management.
Engine to be equipped with spin on oil filter.
Vehicle speed control shall be through
a foot operated device that will
cause the machine to come to a full
and complete stop if operator falls
off or releases the controls.
Cooling system to be protected to -25
degrees fahrenheit.
8. FUEL SYSTEM
Propane system includes mounting brackets
to allow for two (2) 33 lb. or 40 lb. tanks
(not included).
Switch to alternate between tanks by
means of manual crossover lever to be
installed.
Dual pressure relief valves to be installed.
SPECIFY CONFIRMATION
I
60 amp minimum alternator.
10. BATTERY
600 CCA minimum, maintenance free.
11. INSTRUMENTATION
A tachometer/hour meter shall be installed.
Ammeter /voltmeter gauge be installed.
SPECIFY CONFIRMATION
Indicator lights for oil pressure, coolant
temperature are to be dash mounted in
view of operator.
12. HYDROSTATIC TRANSMISSION
The hydrostatic drive will provide
infinitely variable vehicle speed.
Transmission shall have a maximum
speed range of approximately
0 - 10 M.P.H. State range 0 -
Hydrostatic transmission shall enable
operator to use full hydraulic power at
any vehicle speed and shall be equipped
with a bypass valve to allow towing if
engine is inoperative.
Charge loop oil filter.
1 ".
Pumps will be direct driven thereby
eliminating belts to ensure maximum
power transfer and reduce maintenance.
A double hydraulic pump with two
distinct hydraulic systems, one to
power the vertical conveyor, the other
to power the horizontal conveyor.
M.P.H.
13. HYDRAULIC SYSTEM (continued)
Hydraulically driven accessory
equipment will not be affected by
vehicle speed and a directly driven
pump for each auger must be provided.
Hydraulic oil tank capacity shall be
25 USG.
Oil filter with change indicator installed.
14. CONVEYOR SYSTEM
The method used to convey the shavings
shall be by a horizontal and vertical
auger system.
Snow will be collected and carried from
the surface of the ice by means of a conveyor
system which throws the snow into the snow
dump tank by a high capacity slinger of
approximately 1.6" x 5 ".
STATE SLINGER SIZE
All conveyor augers shall have a minimum
diameter of 10" and shall be
double flighted.
The horizontal auger will have double
flighting.
The vertical auger will be 10" in
diameter and have the ability to completely
fill the snow tank.
All conveyors to be hydraulically driven
and controlled at operator's station.
1\7[II.9
The unit must have the ability to completely
resurface the corners of a standard hockey
rink without conditioner off sets.
STATE MINIMUM RADIUS A' - I'
ONDITIONER
7
A hydraulically controlled board brush
which is retractable and detachable when
not in use shall be installed on the drivers
side of the machine for close sweeping along
boards to prevent snow build -up.
Brush controls will be located at the operator's
station.
The brush will be approximately 15" in
diameter and rotate only when extended
to the operating position.
STATE SIZE
The brush will be equipped with a system
to protect the assembly and the dasher
boards during the brushing process.
When not in operation the brush attachment
shall be capable of being retracted to a
position close to the body of the machine
and raised above the ice surface.
17. SHAVING AND CONDITIONING UNIT
Steel ice shaving blade will be not less
than 77" x 5" x 1/2" with two bolt hole
rows for longer life.
BLADE SIZE x x
BIade holding apparatus shall secure the
blade so that the ends are tapered upwards
approximately 1/16" to ensure feather
edge effect under normal shaving conditions.
The unit must have the ability to shave smooth
and deep, the blade height and angle adjustment
shall be made from outside of the shaving unit
and accomplished in a single easy method.
Power coated conditioner
Shaving apparatus shall include a spring
loaded down pressure system that provides
constant downward force on the shaving
blade.
Supply ten (10) blades with the unit
18. SNOW DUMP TANK
The snow collecting tank shall empty
forward and shall be capable of dumping
itself clean.
A manual auxiliary pump is required to
lift both the dump tank and conditioner.
Dump Tank Light
The snow collection tank shall be enclosed and
be capable of holding a minimum of 2.83 in
(100 ft of snow or 108 USG of water
that can be dumped at a location away from the
ice surface. Compacted snow capacity shall be
a minimum 3.5 m (125 ft 3 .)
STATE ACTUAL SNOW CAPACITY
STATE ACTUAL WATER CAPACITY
Ice making water tank for restoring the ice
surface shall contain a minimum of 200 USG
of water and be molded high density
polyethylene to completely eliminate potential
to rust.
STATE CAPAC:;ITY
c)
19. WATER STORAGE (continued)
Tank shall have an access cover of no
less than 8" in diameter.
An additional 72 USG water tank will be
provided for washing the ice surface,
or flooding, by a rod operated manual valve.
This second tank shall be made of high
density polyethylene.
A wash water system with water pump with
blue impellor and squeegee shall be installed
on the machine. With this system, the
operator shall be able to wash the ice or
remove excess water as ice conditions require.
The brass water pump shall be a 1 1/4" self
Priming pump equipped with electro- magnetic
clutch (Jabsco or approved equal) and powered
by hydraulic motor.
Regular adjustable v -belt
STATE PUMP SIZE
MAKE
MODEL
20. TIRES
16" steel belted radials with double
shoulder tungsten tip studs for traction
21. ACCESSORIES
Guide wheel mounted on left front
bumper.
Headlights.
Horn.
Ice making & wash water site glass.
Automatic snow breaker.
10
21. ACCESSORIES (continued)
Backup alarm.
Low fuel light.
Black towel (ice making)
22. WARRANTY
Manufacturer's signed warranty to
cover parts and repairs to correct
defects in material workmanship for
24 months from date the machine
is put into service.
23. PARTS AND SERVICE
Addresses where parts and service will be
available.
The supplier shall ensure that spare parts
will be available to maintain and repair
the machine supplied for a reasonable
period of time consistent with the normal
life of the unit.
24. PAINT
Standard manufacturer's Black & Gold
25. MANUALS
One complete service manual.
One complete parts manual.
One complete operators manual.
Set -up and training of arena personnel on
proper operation and maintenance
procedures shall be included.
One complete parts manual.
26. SET -UP AND TRAINING (continued)
One complete operator's manual.
27. Delivery:
Bidder shall deliver freight prepaid.
Delivery of machine to be no later
than January 15, 2012 to
City of Cottage Grove Ice Arena
8020 80` Street South
Cottage Grove, MN 55016
28. Bid Security:
Each bid shall be accompanied by
Bid Security in form of certified check,
cashier's check or bid bond in the amount
of five (5 %) percent of Base Bid submitted,
made payable to Owner, as guarantee that
Bidder will, if awarded, enter into Contract
Documents and submitted Bid.
29. Total Bid Price
30. Alternate Deduct #1
Trade -in Value
Zamboni
Model 500 HD
Serial 3225
Condition Fair
Hours 7,282
Bidder may schedule an appointment with arena staff at 651 -458 -3400.
z
A. General Provisions. Bidder understands and agrees that failure to comply with any or all of
the provisions of this Agreement shall constitute an event of Default ( "Default "). The Default shall
exist at the time of the failure to comply with the provisions of the contract, whether or not either
party has notice. The City, in addition to other available legal remedies, may, at the City's discretion,
elect to impose any single remedy or penalty, or combination of remedies and/or penalties. The City
may impose remedies and penalties in addition to those remedies and penalties specified in this
Agreement.
B. Conflicting Provisions. In the event that provisions set forth in this section conflict with any
other provisions set forth elsewhere in this Agreement, it is agreed by Bidder and the City that
the provision which is more strictly in favor of the City shall be the governing contracting
provision.
C. Specific duties of Bidder. The Bidder shall do the following:
I . Review all proposal specifications and be familiar with the requirements outlined in
the Bid Specifications;
2. Provide the City with the name of the Bidder's contact person;
3. Schedule the delivery, and keep the City informed at all times of the delivery schedule
of the vehicle and all equipment pertaining to the vehicle;
4. Inventory all equipment for this vehicle in the presence of a representative of the City;
and
5. Perform or coordinate all training requirements as described in the proposal
specifications and Bid Specifications with the City.
D. Remedies and Penalties. The City shall seek any remedies and penalties to which it is
entitled under federal, state or local laws. The City shall seek any remedy or penalty,
including, but not limited to, those remedies and penalties specifically provided for in this
Agreement.
E. Liquidated Damages. Bidder shall be liable for liquidated damages for failure to deliver ice
resurfacer by January 15, 2012 at the rate of $500.00 per week. In the event that the cause for
non - completion is the fault of the City or uncontrollable natural occurrences, the City
shall waive liquidated damages. The calculation and accumulation of liquidated damages will
not commence without written notice from the City to Bidder.
F. Termination. This Agreement shall continue in effect until Bidder has completed its
delivery and the City has paid to Bidder the Purchase Price.
G. Entire Agreement. This Agreement, any attached exhibits and any addenda or amendments
signed by the City and Bidder shall constitute the entire agreement between the City and
bidder with respect to the Delivery. This Agreement supersedes any other written or oral
agreements between the City and Bidder. This Agreement may only be modified in writing
signed by the City and Bidder.
H. Compliance with the Minnesota Government Data Practices Act. Data provided to
Bidder or compiled by Bidder under this Agreement shall be lalse or sham bid. The
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undersigned represents that it has not solicited or induced any person, firm or organization
or corporation to refrain from bidding; and that it has not sought by collusion to obtain for
itself any advantage over any other bidder or over the City.
(A Corporation
(An Individual
(A Partnership
By:
Submitted by
Name of Bidder
Printed Name of Signer Address
Title
City, State, Zip
Telephone Number
E
RESOLUTION NO. 2010-
RESOLUTION APPROVING EQUIPMENT SPECIFICATIONS AND
ESTABLISHING A BID DATE FOR AN ICE RESURFACER
WHEREAS, equipment specifications have been prepared in accordance
with the City standards and specifications for the purchase of the Ice Resurfacer;
and
WHEREAS, the Parks and Ice Arena Manager has presented such plans
and specifications to the City Council for approval.
NOW THEREFORE BE IT RESOLVED, by the City Council of the City of
Cottage Grove, County of Washington, State of Minnesota, as follows
1. Sealed bids will be received at the office of the City Clerk until 1:00
p.m. on Monday, January 10, 2011.
Passed this 1st day of December, 2010.
_________________________
Myron Bailey, Mayor
Attest:
____________________________
Caron M. Stransky, City Clerk