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Home My WebLink AboutF.REJECT CHIP SPREADER BIDS CITY OF PORT ARTHUR, TEXAS MAYOR AND CITY COUNCIL COMMUNICATIONS Date: Referenee No. Subject Reject all bids for one (1) serf-propelled chip spreader for / Page 625-1801- the Public Works-Street Division I I of 3 3/14~3 531.93-03 RECOMMENDATIONS: We recommend that the City Council reject all bids for one (1) self-propelled chip spreader for the Public Works-Street Division due to the bids being non-responsive, and that the Public Works Department be authorized to amend the specifications and re-advertise for bids. BACKGROUND: The Public Works-Street Division uses a self-propelled chip spreader in the reconstruction of city streets to apply the two-course rock chip surface to some streets. We are currently using a 1991 model Etnyre spreader with 1,809 operating hours which cost $70,750 when purchased new. The unit has begun to experience application computer problems, thus causing the incorrect amount of rock chips to be applied or shutting us down completely. This is a piece of equipment that cannot be rented on short notice like other common pieces of equipment. Advertisement for bids were published on December 15, 2002 and December 22, 2002, with thirteen (13) bid packets being picked up or mailed out. Three (3) bids were received and opened on January 15, 2003, to wit: VENDOR Geffs Manufacturing, Inc. Pocatella, Idaho EQUIPMENT PRICE $138,500 EXTENDED WARRANTY PRICE TOTAL $2,660 w/SO Deduct. $141,160 R.B. Everett & Company Houston, Texas $187,455 NoBid $187,455 Cooper Equipment Company (BuyBoard quote) San Antonio, Texas $188,830.26 No Bid $188,830.26 Cooper Equipment Company San Antonio, Texas $192,310 No Bid $I92,310 The two lowest bidders were asked to hold their bids for an additional twenty (20) days beyond the initial sixty (60) day period in order to analyze the bids properly. Geffs Manufacturing listed three (3) exceptions to the power train specifications as they relate to their method of powering and braking their unit. These do not seem to be material THOUGH the power train is a mechanical system versos a hydrostatic system as specified. Equipment Services personnel Prepared by:LEM/vkl Disposition by Council: Processed by City Secretmy Approved by: ( ) Approve ( ) Other (Describe) Date: CITY OF PORT ARTHUR, TEXAS MAYOR AND CITY COUNCIL COMMUNICATIONS 3/14/03 ReferenCe No. 625-1801- 531.93-03 I Subject Reject all bids for one (1) self-propelled chip spreader for Public Works-SlxCet Division Page 2 of 3 reviewed the exceptions and have determined them to be approved equals to the specifications. They also took one (1) exception to the Rollover Protection System for the unit since it is not an OSHA requirement on this category of equipment, and one (1) exception to the front brush guard requkement since the unit has the chip hopper mounted on the front. They did not state their standard manufacturer's warranty, but did quote an extended warranty as requested, all of which would be handled through Mustang Tractor in Beaumont. This could not be verified by agenda deadline. Though included for a response, a license from the Texas Department of Transportation-Motor Vehicle Division in Geffs' name is not required since they are an out-of-state company. References with similar equipment, supplied by G-efts shortly before agenda deadline, could not be reached for comments on their experience with the Gefts chip spreader. Geffs' bid would be considered non- responsive. R.B. Everett indicated "lq/A" on several general specifications dealing with method of handling warranty service on the unit, brakes and air compressor without clearly indicating if they were taking exceptions, and did not otherwise qualify their responses. They indicated that a radio would not be installed on the unit contrary, to the specifications, as well as indicating that they did not intend to provide the specified engine shutdown/alarm system. As with Geffs, no front bush guard would be provided due to the chip hopper mounting, nor would the Rollover Protection System be provided. Everett did not state their standard manufacturer's warranty, nor did they bid an extended warranty since the Entyre company does not offer such on their equipment. Everett does possess a proper TxDOT motor vehicle license as an in-state converter and manufacturer's representative. Everett's bid would be considered non-responsive.. Cooper did not indicate the brand name of the equipment bid, nor did they provide any equipment brochures. They did not state their standard manufacturer's warranty or bid on an extended warranty, nor were they going to provide a radio on the unit. They also had a number of responses as above where N/A was shown with such not being otherwise qualified. They also showed an N/A response regarding the TxDOT motor vehicle license requirement even though they are an in-state company. Cooper's bid would be considered non-responsive due to no information being provided on the equipment bid. BUDGET/FISCAL EFFECT: Funds for the purchase of the chip spreader was approved by the City Council in the FY 2003 Budget in the Equipment Replacement Fund No. 625, Account No. 625-1801-531.93-03 in the amount of $197,000, with that funding still being available. IPrepared by:LEM/vld Approved by: /Disposition by Council: ( ) Approve ( ) Other (Describe) Processed by City Secrelary Date: CITY OF PORT ARTHUR, TEXAS MAYOR AND CITY COUNCIL COMMUNICATIONS 625-1801- the Public Works-Street Division 3 of 3 531.93-03 Date: 3/14/03 STAFF/EMPLOYEE EFFECT: The purchase of the new chip spreader will allow the Street Division employees to be more efficient in the course oftbeir work. SUMMARY: We recommend that the City Council reject all bids for one (1) self-propelled chip spreader for the Public Works-Street Division duc to the bids being non-responsive, and that thc Public Works Department be authorized to amend the specifications and re-advertise for bids. Leslie E. McMaben, P.E. Director of Public Works Rebecca Underhill Director of Finance Director of Transportation jo~Broussard, I , ' Purchasing Coordinator P~epared by:LEM/vkl Approved by: Disposition by Council: ( ) Approve . /l~ocessed by City Secretmy Date: ( ) Other (De~rib~)