Loading...
HomeMy WebLinkAbout15.B.1. Authorization to Seek Bids for the Purchase of Three Fire Trucks /s, (jJ L CITY OF SHAKOPEE Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: Fire Truck Specs DATE: November 10, 2004 Attached is a memorandum from Fire Chief Terry Stang requesting authorization to seek bids on three fire vehicles. These were included in the 2005 Equipment Fund discussion. The specifications were reviewed with the Fire Truck Committee by Councilors Helkamp and Joos, and the Finance Director and myself. Some revisions have been made which will make the specifications more general, and will emphasize the ability to accept equivalents to the components otherwise specified. It is our believe that this will increase the likelihood of multiple bids. The desire is to get bids out, and back before January 1 st. We have been informed that there is typically a cost increase from the suppliers, that is effective as ofthe first ofthe year. ~ Mark McNeill City Administrator MM:th IS; 8./, To: Mark McNeil, City Administrator From: Terry Stang, Shakopee Fire Chief Date: 10/13/04 RE: Letting Bids for Budgeted Rescue Truck and Pumping Engines' Introduction: The 2005 capital budget includes three fire apparatus. The first is a mediUm rescue'truck, which was originally in the 2001 bu4get and has been pushed back. This rescue is to replace 9511, the donated light rescue currently out of station 51. Consideration is being given to keeping 9511 as an expansion vehicle as it is in good condition but undersized for the current duty. The second is a pumping engine, which was originally in the 2002 budget for replacement of unit 9521, a 1974 Mack Pumper. This purchase has also been delayed. The third isa quint-pumping engine was originally budgeted in 2004. This apparatus is to replace 9522, a 1985 Hendrickson Pumper with a large balanced proportioning foam system. Backl!round: The current light rescue 9511 is not sized for it's current duty. This unit is used for specialized heavy rescue; hazardous materials response and rescue diving. Currently the truck is overloaded with all of the necessary equipment for these responses. Weare requesting the addition of a medium rescue, which is designed to carry the needed equipment and personnel for these calls. We would like to keep and maintain the current 9511-step van rescue as it is in good shape and will serve well as a light rescue out of Station 51 now and could moveto a satellite station in the future. The current 1974 Mack pumping engine has served us well over the years but it is currently 1ihowing it's age. The pump has not been tested in the last three years after failing in 2001. It has been determined that about $15,000 would be required for pump repairs. We don't feel this is a good investment in a 30-year-old truck. In addition, this truck has a 5speed manual transmission, which many new members of the department fmd difficult to operate. . The replacement pumper will be the first unit out of station 50 or station 51. This truck will be outfitted with a large foam system to replace the capabilities of the 1985 l'f' . Hendrickson pumper. The current 1985 Hendrickson pumper has been a second unit out the station for almost 20 years and.it has had heavy use as a supply pumper and a primary foam response unit. The replacement quint pumper will also be a first or second unit out of one of the current stations and could move out to a satellite station in the future.. The replacement of the foam system on the 1985 Hendrickson has been moved to the pumping engine above, as it is impractical with the quint design. This quint provides additional capabilities with an. articulating deluge gun for fighting large or hard to reachfrresin large buildings such as apartments or warehousetype structures. Discussion: We are currently operating out of 2 stations and are anticipating additional satellite stations in the next few years to provide the required coverage. The addition of these apparatus refreshes our fleet with the capabilities to provide the needed fire / rescue services out of our current stations. In the future we will be able to roll some of these apparatus to new satellite stations as they are put into service. The truck cOmn;nttee spent a large arIlOunt oftime putting together specifications for each apparatus that ~VI'i1lJitintQ_ollJ:~p_erllting pr~.~~11fe~ a~d_~~~~ the requirements of the department Thecontractual - --- .- portions of the specifications have been revieweda~dapproved hyihe- dt)iartomey.. If Council members. ... wish to vie", th~specifications, they are in t~e City Administrator's office. Action Items: Authorize ShakopeeFire to advertise for bids on one medium rescue, one pumper and one qui11t pumper -. SHAKOPEE FIRE DEPARTMENT 11/12/2004 FIRE APPARATUS SPECIFICATIONS Information for Contractors Sealed bids are desired from reputable makers of automobile fire apparatus in ( accordance with these specifications and with the advertisement, a copy of which is attached, for the piece of apparatus listed as follows: One (1) Fire Department pumper truck, midship mounted fire pump, class A and B foam system, apparatus body, booster tank, and all other equipment in accordance with the following; One (1) Fire Department Medium Rescue One (1) Fire Department quint pumper midship mounted fire pump, apparatus body, booster tank, and all other equipment in accordance with the following; It is the intent of the following specifications to cover the manufacture and delivery of a 1500 gpm 750 gallon top of the line pumper, a medium rescue truck and a 1500 gpm Quint Pumper. Certain methods of construction and specific name brands have been specified to provide a vehicle which meets specific fire department quality standards. The City of Shakopee reserves the right to reject any and all bids based upon the required bid criteria and quality of bid response GENERAL REQUIREMENTS Each bid must be accompanied by bidders accurate written specifications covering each apparatus and equipment which it is proposing to furnish and to which the apparatus furnished under the Contract must conform. It is the intent of these specifications to cover the furnishing and delivery to the purchaser, complete apparatus equipped as specified. All specifications herein contained are considered as minimum. Some items have been specified by brand name or model number. These have been carefully selected because of their reliability, compatibility with present equipment, and local availability of parts. No exceptions will be allowed relating to the make and model of fire pump, valves and plumbing, gauge and types of materials, size of compartments, methods of construction, and overall design features of the apparatus. 1 SHAKOPEE FIRE DEPARTMENT Where specific brand names are called for in these specifications, equivalents will be considered as long as each area where the bidder deviates from the specific name brand is listed on a separate page explaining in detail why the bidder feels that the item they are supplying is equal to, or better than that specified. Pictures, brochures, samples, etc. should be provided to support the explanation. Such details and other construction features not specifically covered herein or not at variance with these specifications should conform with specifications as outlined in Booklet No. 1901, current edition, and any changes or additions made to those specifications since that date, by the National Fire Protection Association and approved by the International Association of Fire Chiefs. Any test equipment required or expense incurred for the UL pump test shall be borne by the contractor supplying this equipment. RELIABILITY OF CONTRACTOR Contractor shall furnish satisfactory evidence that he has the ability to construct the apparatus specified, and shall state in the bid proposal the location of the factory where the apparatus is to be built, and also where future service work will be performed. Bids will only be considered from full time fire apparatus manufacturers who are current members of the Fire Apparatus Manufacturers Association (FAMA). FAMA is a non profit organization designed to keep fire truck manufacturers abreast with latest technologies and governing standards, and to act as a liaison to the IAFC and NFPA. Bidder shall include evidence of their affiliation to the FAMA in the bid proposal. All bidders shall provide with their proposal, pictures of similar apparatus as that being specified, and the names of ten cities where similar apparatus has been furnished and in service for a minimum of 15 years. Bidders shall provide the name and telephone number of a contact person for each City listed. Failure to provide pictures and required users list with the bid proposal may be cause for rejection of that proposal. SUBMISSION OF PROPOSALS Each bid shall be submitted in sequence with the attached specifications for each apparatus to allow for ease of checking compliance of bids with bidders specifications. All bids shall be submitted on manufacturer's letterhead, and not a reproduction of these specifications. Each bid proposal shall be signed by an Officer of the manufacturing company being bid. 2 SHAKOPEE FIRE DEPARTMENT Any bid which is not signed by an Officer of the manufacturing company being bid, not submitted on manufacturers letterhead or not in sequence with the advertised specifications will be immediately rejected. 3 SHAKOPEE FIRE DEPARTMENT BID BOND All bidders shall provide a bid bond as security for the bid in the form of a 10% bid bond, to accompany their bid. This bid bond shall be issued by a Surety Company who is listed on the U.S. Treasury Department's list of acceptable sureties as published in Department Circular 570. The bid bond shall be issu~d by an authorized representative of the Surety Company and shall be accompanied by a certified power of attorney dated on or before the date of bid. The bid bond shall include language which assures that the bidder/principal shall give a bond or bonds, as may be specified in <the bidding or contract documents, with good and sufficient surety for the faithful performance of the contract, including warranty, and for the prompt payment of labor and material furnished in the prosecution of the contract. All bidders must have the ability to provide the requested Bidder's Bond and Performance Bonds when called for in these specifications. Companies who are only able to provide Supply Bonds in lieu of Performance Bonds will not be considered. INSURANCE REQUIREMENTS Each bidder must submit with their bid prop<;>sal a Certificate of Insurance listing the proposed manufacturer's product liability insurance coverage. Liability insurance shall be a minimum amount often (10) million dollars with coverage attained with a minimum of $2,000,000.00 underlying insurance and $8,000,000.00 umbrella coverage. Submitted Certificate shall name the apparatus manufacturer, insurance company, policy number, and effective dates of the insurance policy. Bids submitted without the required Certificate, or for Certificates listing less than two (2) million dollars of underlying coverage, plus. the eight (8) million dollar umbrella coverage, will be considered non responsive and automatically rejected. No exceptions are allowed to the minimum insurance coverage requirement. The manufacturer shall maintain full insurance coverage on the purchaser's cab and chassis from time of first possession by the manufacturer until the apparatus is delivered and accepted by the purchaser. No exceptions. Purchaser reserves the right to require proof of insurance from the manufacturer's insurance carrier prior to entering into a contract for the apparatus. DELIVERY AND OPENING OF PROPOSAL Each bid and all papers bound and attached thereto, together with the bid bond, shall be placed in an envelope and securely sealed therein. The envelope shall be marked "Bid On Fire Equipment". Bids will be received at or prior to the time set for the opening of bids. Proposals received after the "Bid Opening" will be returned unopened. 4 SHAKOPEE FIRE DEPARTMENT The bids will be opened publicly and read aloud at the time and date stated on the advertisement for bids. The City reserves the right to award all three trucks to one bidder or to split the award as deemed in the best interest of the city. Each bidder is requested to submit an option for the trade of; 1) 1974 Mack Pumper 2) 1985 Hendrickson Pumper 5 SHAKOPEE FIRE DEPARTMENT DRAWINGS A CAD produced line drawings for each of the exact apparatus being proposed must be furnished with the bid. Since the blueprint drawing is required of all bidders, any bid submitted without drawings as specified will be considered non responsive and automatically rejected. Drawing must include the left side with chassis cab, right, and rear views of the vehicle, and is to fully detail all compartment sizes, door openings, and hosebed arrangement. Drawing must be a large size, minimum scale of 3/4" = 10", and shall be a drawing of the exact apparatus as proposed, not a drawing of another similar unit. All submitted drawings will become a part of the bid proposal. All submitted proposal and/or engineering drawings shall be signed by an on staff degreed engineer to assure that the apparatus and all components are built in full compliance to current acceptable engineering practices. Bidder shall submit proof of on staff degreedengineer with the bid proposal. Failure to provide blueprint drawings that are signed by a degreed engineer, with the bid proposal, will be cause for rejection of that proposal. REJECTION OF BIDS The right is reserved to reject any or all proposals or to accept such proposal as is in the best interest of the purchaser. All bid requirements and specifications as written are considered minimum. Bids will be rejected which substitute less substantial materials and/or methods of body construction than those specified. Since all manufacturers have the ability to purchase the materials described as well as to shear, fabricate and assemble body panels as specified, these areas are considered a strict requirement of the specification. Bids may be rejected for any alteration, erasures, or penciled entries. No bidder may withdraw his proposal for at least 30 days after the scheduled closing time for the receipt of bids. Bidders taking "total exception" to these specifications are hereby advised that any such statement will result in immediate rejection of the bid proposal. COMPLETION DATE Bidders shall indicate in their proposals the number of calendar days for delivery of the completed apparatus, from the date of bid acceptance by the Purchaser. 6 . SHAKOPEE FIRE DEPARTMENT CARRYING CAPACITY The GAWR and GCWR or GVWR of each chassis shall be adequate to carry the fully equipped apparatus including full water and other tanks, unequipped personnel weight, and a miscellaneous equipment allowance. A permanent placard shall be affixed and visible to the driver which states the maximum number of personnel the vehicle is designed to carry. The height of each fully loaded vehicle's center of gravity shall not exceed the chas~is manufacturer's maximum limit. WARRANTY As a condition of the acceptance of each apparatus, the contractor shall furnish the following warranty: We the Company, warrant each new piece of fire apparatus manufactured by us to be free from defects in material and workmanship under normal use and service. Our obligation under this warranty is limited to repair or replacing, as the Company or our designated representative may elect, any part or parts thereof which shall be returned to us with transportation charges prepaid and as to which examination shall disclose to the company's satisfaction to have been defective, provided that such part or parts thereof shall be returned to us not later than one year after delivery of said vehicle. Such defective part or parts will be returned or replaced free of charge and without charge for reinstallation, to the original purchaser. This warranty will not apply: 1. To normal maintenance, service or adjustments. 2. To any vehicle which has been repaired or altered outside of our factory in any way so' as in our judgment, to affect its stability, which has been subject to misuse, negligence, or accident, which has been operated at a speed exceeding the factory rated speed, or which has been loaded beyond the factory rated load capacity. 3. To the truck chassis and associated equipmentfurnished with the chassis, including, but not limited to; engine transmission, axles, frame rails, alternator, batteries, or other trade accessories in as much as they are warranted separately by their respective manufacturers. All additional warranty information including but not limited to: chassis, fire pump if specified, apparatus body, and all other specified features shall be listed and included in the bid proposal. 7 SHAKOPEE FIRE DEPARTMENT This Warranty is in lieu of all other warranties expressed or implied and of all other obligations or liabilities on our part and we neither assume nor authorize any other person to assume for us any liability in connection with the sale of our apparatus. ALTITUDE REQUIREMENTS Each apparatus shall be designed to meet the specified rating at purchaser's destination altitude. DESIGN REQUIREMENTS Specified design features of each apparatus have been carefully selected because of their safety, integrity and consistency with existing apparatus. It is expected that all bidders will adhere to the compartmentation layout, etc., since these features can be produced by all fire apparatus manufacturers. All aspects of the vehicle shall be properly engineered with priority given to firefighter safety, as well as ease of operation and maintenance of the apparatus. The vehicle shall be free from hazardous protrusions, angles or sharp corners which might bring injury to a firefighter or equipment. Previously delivered units will be judged for compliance to these factors. All water, air, fuel, hydraulic and/or oil lines on the chassis and apparatus shall. be properly located, and securely tie wrapped to prevent scuffing or abrasion. Durable type grommets or loom material shall be used to protect the lines wherever a line passes through the apparatus body or frame rail sections. All grease fittings, bleeders, filler plugs, drains and check points shall be located so as to be easily accessible. No special tools shall be required to access these components for normal service or maintenance of the vehicle. All parts and components on the vehicle shall be positioned for ease of inspection, and recognition of wear or failure. Easilyremovable access or cover plates shall be provided for all items requiring periodic service or adjustment. Access panels shall be of the hinged or quick disconnect design allowing ease of access. Design of the apparatus shall be such that no disassembly of the body or any of its parts is required for normal maintenance. All components of the chassis and apparatus shall be protected against rain, snow or other adverse weather conditions. 8 . SHAKOPEE FIRE DEPARTMENT CONTRACT AWARD Contract will be awarded to the most "responsible bidder", provided that bid is in the best interest of the purchaser. When analyzing the bid proposals, and in recommending a successful bidder, superior design, workmanship, materials, operating costs, location of factory, past experience, length of incorporation and compliance to specifications will be taken into consideration. The city reserves the right to waive any defects or technicalities determined to be in the bids in the best interest ofthe purchaser and, also, to accept any item in the Bid found to be of superior quality or otherwise preferred by the Purchaser. ACCEPTANCE TESTS AND REQUIREMENTS Acceptance tests on behalf of the purchaser shall be prescribed and conducted prior to delivery or within 10 days after delivery of each apparatus, by the manufacturer's representative in the presence of such person or persons as the purchaser may designate in the requirements for delivery. Each apparatus, loaded with a full complement of hose and men, a full water tank, and equipment as specified, shall meet the tests on paved roads, dry and in good condition. Tests shall be on the basis of two runs, in opposite directions over the same route, the engine not operating in excess of the manufacturer's maximum rpm. From a standing start, through the gears, the vehicle shall attain a true speed of 35 mph within 25 seconds. From a steady speed of 15 mph the vehicle shall accelerate to a true speed of 35 mph within 30 seconds. Each vehicle shall attain a top speed of 72 mph on a level road. Each apparatus shall be able to maintain a speed of at least 20 mph on any grade up to and including 6 percent. Manufacturers pump test and Certification tests shall be conducted by the manufacturer in accordance with requirements of NFPA #1901. Certificate of testing shall be furnished to the purchaser. NOTE Responsibility for all apparatus and all equipment shall remain with the contractor until the apparatus and equipment is delivered to and accepted by the purchaser. 9 . SHAKOPEE FIRE DEPARTMENT FAILURE TO MEET TESTS In the event any of the apparatus fails to meet the test requirements on first trial, a second trial may be made at the option of the Contractor within thirty days of the date of the first trial. Such trials shall be final and conclusive and failure to comply with these requirements shall be cause for rejection. Failure to make such changes as the Chief of the Fire Department and/or the city may consider necessary to conform to any clause of the specifications within thirty days after notice is given to the Contractor to make such J changes shall also be cause for rejection of the apparatus. DOCUMENTATION For each apparatus the manufacturer must supply at time of delivery, the manufacturer's statement of origin and at least one copy of: 1. Engine manufacturer's certified brake horsepower curve showing the maximum no load governed speed. 2. Manufacturer's record of pumper construction details. 3. Pump manufacturers certification of suction capability. 4. Pump manufacturers certification of hydrostatic test. 5. The certification of inspection and testing by the Underwriter's Laboratories Incorporated. 6. A copy of the apparatus manufacturer's approval for pumping applications. \ 7. Weight documents from a certified scale showing .actual loading on the front axle, rear axle(s), and overall vehicle (with water tank full but without personnel, equipment, or hose). 8. Copy of a certified Noise Level Testing procedure on the Actual Vehicle Delivered to assure that the vehicle conforms to NFPA 1901 maximum noise level requirements. Note; Noise level test must be performed on the actual unit delivered, and shall be certified by an officer of the app~ratus manufacturer. 9. At least two copies of the complete operation and maintenance manual covering 'the completed apparatus as delivered, along with parts manuals including the pump and fire fighting equipment delivered with the apparatus. NO EXCEPTIONS WILL BE ALLOWED TO ANY OF THE DOCUMENTATION REQUIREMENTS. 10 . . " SHAKOPEE FIRE DEPARTMENT A test data plate shall be provided at the pump operators position which gives the rated discharges and pressures together with the speed of the engine as determined by the manufacturer's test for this unit. Plate must comply with requirements of NFPA #1901. A permanent data plate shall be affixed in the drivers compartment specifying and quantity and type of the following fluids used in the vehicle. . 1. Engine Oil 2. Engine Coolant 3. Chassis Transmission Fluid 4. Pump Transmission Lubrication Fluid 5. Pump Primer Fluid 6. Drive Axle Lubrication Fluid 7. Air Conditioning refrigerant 8. Air Conditioning lubrication oil 9. Power steering fluid Permanent placards shall be affixed and visible to all seated occupants instructing the occupants to wear their seat belts. A permanent placard shall be affixed to the rear step area to instruct that riding on the rear step is prohibited. PAYMENT Payment for the apparatus shall be made via wire transfer within five days following the delivery and acceptance for each qf the completed vehicles. Due to insurance liability, the apparatus will not be left at the purchasers location without full acceptance or prior agreement between the Purchaser and Bidder. Final delivery price shall not include any Local, State or Federal taxes. The Bidder shall not be liable for any State or Federal- mandated tax or program after sale or delivery of the apparatus. PRE-CONSTRUCTION CONFERENCE (AT MANUFACTURER) For each of the apparatus, a pre-construction conference shall be conducted at the apparatus manufacturers factory at which time all final designs and equipment mounting locations will be approved, prior to any sheet metal being cut. A factory employed design engineer shall be present during the pre-construction conference to answer any design, and/or engineering questions relating to the layout of the apparatus. Air travel (for distances over 250 miles), meals, and lodging expenses shall be borne by the contractor. BIDDER SHALL INDICATE INTENTION TO PROVIDE THE REQUIRED PRE-CONSTRUCTION CONFERENCE IN THE PROPOSAL PACKET. 11 , , ~ SHAKOPEE FIRE DEPARTMENT INSPECTION TRIPS For each of the apparatus, two (2) inspection trips for three (3) Fire Department personnel shall be made to the manufacturer's facility during the course of construction of the apparatus. Successful bidder shall consult with Fire Department committee chairperson as to the proper timing of the inspection trips. Air travel (for distances over 250 miles), meals, and lodging expenses shall be borne by the contractor. BIDDER SHALL INDICATE INTENTION TO PROVIDE THE REQUIRED INSPECTION TRIPS IN THE PROPOSAL PACKET. FINAL DELIVERY Final delivery of all of the completed apparatus shall be made via drive-way F.O.S. fire department headquarters. TRAINING: Fire Department personnel shall be instructed as to the proper use of the. entire apparatus including, but not limited to, chassis, fire pump system, the apparatus and all equipment. Training shall be made by a factory trained Specialist who shall be responsible for complete instruction as to operation and maintenance of the chassis, and the completed vehicle. Training specialist shall remain at the Fire Department for a sufficient amount of time to provide thorough training of all personnel, or as instructed by Chief of the Department. All meals, motel and travel costs shall be the responsibility of the successful bidder. ]2