Loading...
HomeMy WebLinkAbout5.C.1. Approve Plans and Specifications and Authorize Bidding for Ice Resurfacer 5. C. \ I CITY OF SHAKOPEE CONSENT MEMORANDUM To: Mayor and City Council Mark McNeill, City Administrator From: Joshua Barrick, Recreation Supervisor - Ice Arena Operations Meeting Date: January 2nd, 2007 Subject: Approve Plans and Specifications and Authorize Bidding for Ice Resurfacer INTRODUCTION In July 2006, City Council authorized staff to develop plans and specifications to replace the current ice resurfacerat the Ice Arena. This memo is to request approval of the plans and specifications and authorize bidding. DISCUSSION Essentially, there are two vendors that manufacture ice resurfacers: Zamboni and Olympia. We currently have an Olympia resurfacer. During the process of developing bid specifications for the ice resurfacer replacement, therewere four key components that we identified as being important in ensuring a quality ice sheet: . Transmission: Two transmissions are available, automatic and hydrostatic. The specifications request an automatic transmission due to its ease of operation with a single foot movement to control speed (no need to switch gears). . Water Tank Capacity: Two water tank capacities are available. Having a larger flood water tank capacity and wash water tank capacity helps ensure restoring the ice back to a quality ice surface in a shorter time frame. . Cutting Blade Length: We currently have a working inventory of seven 84" long blades. The specifications are requesting an equivalent blade length so we can use our existing blades, and reduce the amount of time it takes to resurface the rink. Replacement blades run $450 each. . Parts Availability: The ice resurfacer is used between every rental year- round. Although the City is retaining the current resurfacer for use at Lions Park, and it will serve as a backup, parts and service availability is important. We have specified that parts and service be available within 12 hours. Bud~et This is a budgeted 2007 expense with $75,000 allocated from the Equipment Fund. RELATIONSHIP TO VISION A. Active and Healthy Community C. Great Place for Kids to Grow Up REQUESTED ACTION If Council concurs, move to approve plans and specifications and authorize bidding for an ice resufacer. INSTRUCTION TO BIDDERS A. INTENT OF CONTRACT It is theintent of these specifications to describe equipment for an Ice resurfacer as furnished. It is the intent of the City not to be restrictive to anyone manufacturer; however, the unit proposed should meet the enclosed specifications. If the bidder's proposal is not in .strict accordance with these specifications, the bidder must so indicate and describe any deviations in their proposal. The City reserves the right to evaluate any and all equipment specifications, and accept or reject any bidder that does not meet the City's desired specifications. All units bid shall be current production models furnished as specified. All parts required for a complete unit and necessary for safe operation shall be furnished. Product information showing the equipment and complete specifications of the equipment the bidder proposes to furnish shall accompany the bid. Bidder shall supply the City with names and addresses of other Cities or private companies, preferably in the Seven-County Metro area, who have the type of equipment that is being bid so the City can inspect the bidder's equipment. B. WARRANTY The successful bidder shall guarantee the equipment and installation for a period of at least 2 (two) years from the date of acceptance by the City. Any manufacturer's warranties which exceed the two-year period shall also apply. All warranties proposed by these specifications and proposals shall apply where applicable. The supplier shall guarantee the equipment and delivery against defective materials and/or workmanship. Any material found defective within the guarantee period shall be replaced at the manufacturer's expense, including labor and travel costs. C. SERVICE The bidder shall state in their proposal the location of the nearest stock of repair parts or service representatives who may be called if required. D. DELIVERY The successful bidder shall deliver the equipment to the Shakopee Ice Arena, 1255 Fuller Street South. Shakopee. Minnesota. The bidder shall deliver freight prepaid. Contract is anticipated to be awarded on Febuary 6th, 2007. Bidder shall state an anticipated delivery and installation date in bid document based on February 6th, 2007 contract award. E. PA YMENT Payment will be made within 30 days following acceptance of the equipment received. F. NON-DISCRIMINA TION The contractor shall be in compliance with all applicable federal and state statutes regarding non-discrimination and equal employment opportunity. Failure to comply with such statutes and/or affirmative action program may lead to the non-award of the contract or once a contract has been let, the cancellation of such contract. G. TAX EXEMPTION The City of Shakopee is subject to State sales tax only. H. IN SERVICE TRAINING A trained manufacturer representative shall provide the City with training and instruction in the operation and maintenance of the unit at no cost to the City. I. MANUALS The successful bidder shall furnish the City with: . Two (2) Complete Maintenance/Service and Repair Manuals J. AWARDS Award of contract by the City of Shakopee will be based upon but not necessarily limited to the factors of (1) Price; (2) Analysis and comparison of specifications details; and (3) Delivery date. It is the intent of the City of Shakopee to award the bid to the lowest responsible bidder meeting the specifications, provided that the bid has been submitted in accordance with the bid requirements. The City reserves the right to waive any informality or irregularity in any bid received and to award the bid which is in the best interest of the City. The City reserves the right to reject any or all bids. K. BIDS Proposals or bids must be written and conform to the form hereto attached and directed to the City of Shakopee, 129 S..Holmes Street, Minnesota, 55379, ATTN: City Clerk. All bids must be sealed and marked "BID ON ICE RESURFACER MACHINE". In case the successful bidder fails to furnish the equipment by the time frame indicated in the bid documentation and desired by the City, the security (certified check, cash or bond) shall be forfeited to the City as liquidated damages. The bidder shall not stipulate in his proposal any conditions not contained in the contract conditions prescribed by the City. The City reserves the right to hold all bids for ninety (90) days. CITY OF SHAKOPEE PARKS AND RECREATION DEPARTMENT BID SPECIFICATIONS FOR Ice Resurfacer Machine INTENT OF CONTRACT: Manufacture and. deliver to the City of Shakopee, Shakopee Ice Arena. With the equipment meeting or exceeding the specifications in this proposal. GENERAL SPECIFICATIONS: Unit shall be so designed that the following can be achieved as a one-person operation: Plane the ice Pick up snow and store snow Wash and squeegee surface Distribute water for freezing sheet of ice Dump snow from storage tank. Unit shall be equipped as specified and will have all of the manufacturer's advertised standard equipment and any other specification listed in the bid document. Unit shall be a new currently manufactured model. All equipment will be delivered as per bidder's proposal. The bidder shall deliver freight prepaid. 1. CHASSIS Chassis shall be equipped with four-wheel operation and front steering. Control of steering is to be done by an automobile type steering wheel. 2. LPG FUEL SYSTEM Machine is to be equipped with a liquid propane withdrawal type system. Dual vertical mounted L.P. tanks with low fuel indicatorlight mounted on the dash. Switch over valve shall be included in the system so that the operators can switch from one propane tank to another. This valve shall be within easy reach of the operator. 3. POWER TRAIN: Should be a four wheel drive system. 4. ADVANCED EMISSION CONTROL SYSTEM Includes: CATALYTIC EXHAUST PURIFIER A 3 way catalytic exhaust purifier will be installed that is capable of purging approximately 90% of the carbon monoxide (CO) emissions, 90% of the nitrogen dioxide (NOx) and 80% of the hydrocarbons (HC) from the hot engine exhaust. This system is to meet all indoor air quality requirements for the state of Minnesota. 5. TRANSMISSION Machine shall be equipped with an automatic transmission with no manual gear switching. 6. SHAVING AND CONDITIONING UNIT Steel ice shaving blade shall not be less than 84" long. 7. WASH WATER SYSTEM A wash water system with water pump and squeegee shall be installed on the machine. With this system, the operator shall be able to wash the ice or remove water, as ice surface conditions require. Water pump shall be a 1-1/4" self priming pump.Hydraulic motor shall direct drive water pump. Wash water tank capacity to be a minimum of 54 gallons and shall be made of stainless steel. 8. WATER STORAGE Ice making water tank for restoring the ice surface shall contain at least 210 gallons of water and shall be made of stainless steel. Ice making water tanks to be equipped with water level sight gauge. The flood pipes shall also be made of stainless steel. 9. AUTOMATIC TOWEL LIFT Machine is to be equipped with an automatic spreader towel lift that lifts the towel up and away form the ground to prevent the towel form touching the ground when the conditioner is in the up position. The towel will be lifted a minimum of 9" from the ground 10. SNOW CONVEYOR Snow shall be collected and carried from the surface of the ice by means of a conveyor system that throws the snow into the snow dump tank. Conveyor system will be auger type. Horizontal auger is to be a single flight and the vertical auger is to be capable of easily reversing direction to allow clearing of minor obstructions. Hydraulic motor shall be a direct drive vertical auger. The use of chains or belts to drive the vertical auger is not acceptable. 11. AUTOMATIC SNOW BREAKER Machine shall be equipped with automatic hydraulically controlled snow breaker. 12. SNOW DUMP TANK Snow collection tank shall dump forward. 13. BOARD BRUSH Machine shall be equipped with a hydraulically operated board brush for the purpose of sweeping excess snow from the edge of the dasher boards. Board brush is to be operated with a single lever control and be retractable when not in use. Brush attachment shall be equipped with a non-marking roller and shock absorber system to protect the assembly and the dasher boards during the brushing operation. 14. HYDRAULICS 12-gallon aluminum tank with side mounted fluid level gauge and full flow filtration with easy access to the replaceable filter. 15. HAND PUMP A hydraulic hand pump capable of lifting both the dump tank and the conditioning unit shall be installed on the machine. 16. TIRES & WHEELS Radial snow tires with tungsten tip studs for traction shall be installed on the machine. Four aluminum wheels shall be installed on the machine to prevent rust. 17. GUIDE WHEELS A roller shall be attached to the left front of the machine and an additional roller is to be built into the left rear of the conditioning unit. Rollers are to be made of non-marking urethane. 18. PAINT Paint and primer shall meet factory specifications for metal and fiberglass applications. White, black, red, charcoal, and silver must be available as color options for the City to choose from. Final color selections will be made following award of contract. 19. BACK UP ALARM Machine is to be equipped with an automatic back up alarm. 20. MISCELLANEOUS ACCESSORIES The fOllowing accessories and supplies shall be furnished as part of the resurfacing unit: 1 (one) Spare tire and steel wheel 1 (one) Jack for raising the unit 1 (one) Set of miscellaneous tools as required for servicing the unit 2 (two) Service and parts manuals 1 (one) Magnetic blade guard for protection in changing the blade 2 (two) Blade hooks for changing the blade 21. SET. UP AND TRAINING Set-up and training of arena personnel, on the proper operation and maintenance procedures shall be included. This shall be performed by a factory trained representative at location of the machines intended use. 22. INSTRUMENTAL PANEL Amp meter and Hour meter Water temperature gauge Oil pressure gauge LPG lowfuel indicator light Tachometer Horn Light Switch AudioNisual warning system for low oil/high temperature 23. GAUGES Flood water level gauge Hydraulic oil level gauge Wash water level gauge 24. EXHAUST STACK Exhaust stack and stainless steel exhaust tip, vented 80 inches above the ice surface at the rear of the machine, opposite of the driver station. 25. MUFFLER & EXHAUST SYSTEM The muffler and exhaustsystem shall be made of stainless steel. 26. SERVICE LOCATION AND PARTS SUPPLY The use of the resurfacer without significant time out for repairs is critical. Repair parts and service must be adequate and readily available and deliverable within a 12-hour time frame, including weekends and holidays. Bidder must confirm this requirement and state location of parts. City of Shakopee Bid Proposal Form SFIAKOPEE Ice Resurfacer Machine COMMUNITY PRIDE SlNCE1SS7 Tuesday, January 31,2007, 10:00 a.m. Item # litem Cost 1 Ice Resurfacer Machine with all the requested equipment and options. 2 Delivery 3 Sales Tax 4 Total to Be Paid by City DELIVERY DATE: State whether bidder is: Individual: Firm: Partnership: Name of Bidder: Authorized Signature: Address of Bidder: Telephone Number: FAX: Email and Web Site: CITY OF SHAKOPEE NOTICE OF ADVERTISEMENT FOR BIDS FOR Ice Resurfacer Machine I BIDS CLOSE AT 10:00AM, TUESDAY JANUARY 31,2007 I NOTICE IS HEREBY GIVEN: The City of Shakopee will receive bids at the office of the City Clerk until 10:00 A.M., on January 31,2007, at which time they will be publicly opened in the Council Chambers of the City Hall, 129 South Holmes Street, Shakopee, Minnesota 55379, by the City Clerk and Ice Arena Supervisor, and will then be tabulated and will be considered by the City Council for: Purpose of supplying the City of Shakopee a new 2007 Model Ice Resurfacer in accordance to the specifications on file in the Parks and Recreation Office, 1255 Fuller Street South, Shakopee, Minnesota, 55379. The City of Shakopee reserves the right to reject any and all bids and to waive any informalities or irregularities herein as they deem to be in the best interest of the City. By order of the City Council: JUDITH S. COX CITY CLERK Published in the Shakopee Valley News on: January 11 , 2007