3. Award Bid - Weight Class Motor GraderREPORT TO: Mayor and City Council
FROM: Jim Hansz, Director of Public Works
SUBJECT: Bids for Motor Grader
MEETING DATE: December 6, 1999
BACKGROUND: The current budget includes funding of $140,000.00 for a replacement motor grader.
Bids were solicited and due at 2:30 PM, November 10, 1999. Bids were received from Modern Machinery,
Long Machinery, and Triple W Equipment. The bid from Modern contained an irregularity that was
reviewed by the City Attorney. The City Attorney recommends rejection of the bid as non -responsive.
Comparison and analysis of the remaining bids and equipment shows that Triple W is low bid with an
exception to the bid. Bid analysis indicated that the equipment exception does not meet specification.
Subsequent to bid opening Triple W submitted a letter indicating the equipment could be supplied in -spec
for the bid price. The City Attorney has ruled that this is a change of bid and has recommended acceptance
of the bid from Long Equipment in an amount of $122,382.00.
RECOMMENDATION: Accept the bid of Long Equipment to supply a new Cat Motor Grader.
FISCAL EFFECTS: Expenditure of budgeted funds totaling $122,382.00. This is $17,618.00 less than
budgeted.
ALTERNATIVES: As suggested by the City Council
Respectfully sub ' d
c"
ansz, .E. Chris A. Kukulski
Director of Public E.
s / ity Engineer City Manager
Report compiled December 1,1999
Attachment: Street Superintendent's analysis
Post Office Box 1997 - Kalispell, Montana 59903-1997
Telephone (406) 758-7700 • FAX (406) 758-7758
To: Jim Hansz
From: Dick Brady
CC: File
Date: 12/01 /99
Re: Recommendation for grader/ loader bids
Bids were received on 11/10/99 for a motor grader and a tool carrier loader. Bidders were Modem
Machinery, Jones Equipment, Long Machinery and Triple W Equipment. Jones Equipment was
disqualified for failure to furnish a bid bond. Modern Machinery was disqualified for failure to follow
instructions in the bid spec guide. Specifically; under Extended Coverage Contract: the bidder was to
attach a copy of the proposed extended coverage contract to be optional. Modern Machinery included
the coverage in the total bid price. Triple W and Long Machinery are the two legitimate bidders. Their
bids are as follows.
Long Machinery: Grader: $122,382.00 Loader: $ 104,460.00
Triple W: Grader: $ 117,500.00 Loader: $ 103,000.00
Triple W is low bid on both pieces of equipment. However, they took exception to our spec on the
grader, which required a circle slip clutch, which we feel, is an important safety feature. The matter
became complicated when John Deere notified Triple W that the slip clutch is available. Triple W sent
us a letter stating that the bid spec for the circle slip clutch can be met and would be included in their
original bid price of $ 117,500.00. The decision of the City Attorneys office is to recommend the high
bid from Long Machinery since Triple W changed their position on the exemption after bids were
opened.
In summary, My recommendation is to accept Long Machinery's bid of $ 122,382.00 for the motor
grader and Triple Ws bid of $ 103,000.00 for the loader.
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BID ANALYSIS
BIDDER BID AMOUNT RECOMMENDATION
Modern Machinery $107,900.00 Rejected, bid irregularity
Triple W $103,000.00 Accepted
Long Machinery $104,460.00 Rejected, high bid
Jones Equipment $89,991.00 Rejected, no Bid Bond
Modern Machinery $121,489.00 Rejected, bid irregularity
Triple W $117,500.00 Rejected, not to specifications
Long Machinery $122,382.00 Accepted