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3. Award Bid - Solid Waste Automated SideloaderCity of Kalispell Public Works Department Post Office Box 1997, Kalispell, Montana 59903-1997 - Telephone (406)758-7720, Fax (406)758-7831 REPORT TO: Mayor and City Council FROM: James C. Hansz, P.E., Director of Public Works SUBJECT: Award Bid — Solid Waste 26 Cubic Yard Automated Sideloader MEETING DATE: September 16, 2002 BACKGROUND: The fiscal year 2002/2003 Solid Waste budget includes an appropriation of $170,000.00 for the purchase of a new 26 cubic yard capacity automated side loading packer truck. A comprehensive specification was developed and bids were requested by September 4''. The bid request included provisions for possible trade-in of old equipment in order to reduce capital outlay. Bids were received from Kois Brothers Equipment, totaling $174,697.00 base bid and $162,197.00 after trade-in of old equipment, and from Transport Equipment, totaling $160,765.00 base bid and $144,765.00 after trade-in of old equipment. Following analysis, it was determined that the equipment to be supplied by Transport equipment would not comply with specifications. The Transport Equipment bid was submitted with ten specific exceptions to the specifications. Six exceptions were taken in areas of safety and operational requirements. Four exceptions were taken regarding strength of materials and parts used in construction. The materials and parts exceptions were analyzed and determined to be unacceptable compromises of equipment durability and longevity. The safety and operations exceptions were analyzed and determined to be unacceptable compromises to the safe and efficient operation of equipment by the drivers and a significant hazard to the public. Further, the analysis showed that the proposed equipment has a 29 cubic yard capacity that could result in the loaded vehicle routinely exceeding GV W restrictions. As a result of this analysis, the Transport Equipment bid was deemed non -responsive and rejected. The bid of Kois Brothers was found to be in full compliance with all specifications. The Kois bid also reflects an allowance of $12,500.00 for trade-in of old equipment. After reviewing the available data, staff believes this reflects a reasonable valuation and likely exceeds what could be reasonably expected if auctioned separately. September 16, 2002 Award 26 Yard Sidebader RECOMMENDATION: Award the contract for a 26 Cubic Yard Solid Waste Automated Sidearm Packer to Kois Brothers Equipment of Great Falls based on the bid of $162,197.00 after trade-in of old equipment. ACTION REQUESTED: AT CITY COUNCIL MEETING OFSEPTEMBER 16—MOTION TO AWARD KOIS BROTHERS EQUIPMENTA CONTRACT TO PR0VIDE A 26 YARD SOLID WASTE A UTOMA TED SIDEARM PACKER FISCAL EFFECTS: Expenditure of budgeted funds totaling $162,197.00 ALTERNATIVES: As suggested by the City Council Respectfully James C. Hansz, P.E. Director of Public Works ity Engineer Attachment: Bid Recommendation September 16, 2002 Award 26 Yard Sideloader Chris A. Kukulski City Manager Report compiled September 11, 2002 Interoffice Memo To: Jim Hansz, Public Works Director From: Terri Loudermilk, Administrative Coordinator Date: 9/11 /02 Re: 26 Cubic Yard Solid Waste Automated Sideloader Bid The fiscal year 2002/2003 Solid Waste Budget includes an appropriation of $170,000 for the purchase of a new 26 cubic yard solid waste automated sideloader garbage truck. Specifications were written and put out for bid. On September 4, 2002 we received two bids, which are summarized below: Kois Brothers Transport Equipment, Inc. $174,697.00 (Base Bid) $162,197.00 (W/Trade-in) $160,765.00 (Base Bid) $144,765.00 (W/Trade-in) After careful analysis, it was determined that Transport Equipment's bid was considered non -responsive since they did not meet our specifications on ten items. Several of the items that they failed to meet specifications were safety related issues. They also failed to meet specifications on strength of materials and parts, which would result in higher maintenance costs for the City. Transport Equipment also bid a 29 cubic yard automated sideloader, which when fully loaded will exceed GVW requirements subjecting the City to violations. It is my recommendation that the bid be awarded to Kois Brothers for $162,197.00 (w/trade-in).