5.3. SR 12-07-2009 - Laserfiche WebLink

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Monday, December 28, 2009 at 9:30 a.m. at City Hall. The Fire Department's Truck Committee will review the bids and present its recommendation to the City Council in January. The Mayor. and the City Council reserve the right to reject any or all bids or to hold bids for 45 days; or accept any bid, which, in the opinion of the City Council, serves the best interest of the City; and to waive any minor irregularities. The Fire Department realizes this is a very aggressive schedule but has spent considerable time in developing specifications and an Invitation to Bid document that is thorough, complete, and will foster a competitive bidding environment. Due to the length of the vehicle specifications document, it has not been included in the packet. If you would like to review these specifications, please contact me at 763.635.1105 and I will be happy to provide a copy. Financial Impact The proposed 2010 Fleet CIP had originally allocated $240,000 to replace the current vehicle. After developing vehicle specifications and meeting with a number of apparatus manufacturers, the Fire Department's Truck Committee concluded it will cost approximately $300,000 to acquire a new rescue vehicle. Due to the specialized nature of this vehicle and changes that occurred in national firefighting standards in 2009, an unanticipated price increase resulted. On Wednesday, November 18, 2009, the City's Fleet Committee unanimously agreed to adjust the 2010 CIP budget to allocate an additional $60,000 towards the purchase of the new rescue. The Fleet Committee agreed to adjust the priority of this upcoming year's purchases by delaying some purchases until 2011. The recommended adjusted total is $300,000 for the purchase of the vehicle in the 2010 Fleet CIP. The overall Fleet CIP amount has not changed. The current design and specifications currently reflect emissions standards prior to 2010. It is the intention of the. Truck Committee to advertise and award a bid based upon the current standards in 2009 to avoid a substantial price increase in 2010. The committee is hopeful that enough inventory remains available of pre-2010 engines to avoid any additional price increases. The Invitation to Bid and Specifications document contains language to allow bidders to offer discounts for prepayment (partial or full) in an effort to save money in the City's 2010 Fleet CIP. Any discounts will be presented as options only and will be evaluated against the City's current rate of return for final approval by the Council. An additional option for atrade-in of the Police Department's current SWAT/special operations truck has also been included in the Invitation to Bid. All bidders are required to submit a 10% bid bond. The successful bidder will be required to furnish a 100% performance bond. The Truck Committee is confident that this truck will serve the Department and the City of Elk River fox many years to come. Attachments • None Action Motion by Second by Vote Follow Up C:\Documents and Settings\jmiller\Local Settings\Temporary Internet Files\OLK3E\City Council -Authorization to Bid (2).doc