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059-89 Ordinance Amended RECORD OF ORDINANCES Dayton Legal Blank Co, Form No, 30043 Ordinance No. __m??-:~?_J.t\ntended) Passed, -.______, _B ___,_19 '__'_.. AN ORDINANCE ACCEPTING THE LOWEST AND BEST BID FOR A NEW 1989 VACUUM STREET CLEANER, AUTHORIZING AND DIRECTING THE CITY MANAGER TO EXECUTE A CONTRACT FOR THE PROCURE- MENT OF SAID EQUIPMENT, AND DE- CLARING AN EMERGENCY WHEREAS, after advertising and receiving bids for a new 1989 Vacuum Street Clearner; and, WHEREAS, Council has determined that the lowest and best bid for said Vacuum Street Cleaner is from Wagoner Machinery, Inc. in the amount of $105,641.00. NOW, THEREFORE, BE IT ORDAINED by the Council of the City of Dublin, State of Ohio, 5 of the elected members concurring: Section 1. That the bid from Wagoner Machinery, Inc. , in the amount of $105,641.00 for a new 1989 Vacuum Street Cleaner be, and hereby is, accepted. Section 2. That the City Manager be, and hereby is, authorized and directed to execute a contract with Wagoner Machinery, Inc. governing the procurement of said equipment pursuant to the bid specifications and documents on file in the Office of Personnel & Purchasing. Section 3. That this Ordinance be, and the same hereby is, declared to be an emergency measure necessary for the preservation of the public health, safety, and welfare, and for further reason that said bid is valid for a limited period of time and, therefore, this Ordinance shall take effect and be in force immediately upon its passage. Passed this 17th day of July , 1989. ~pr~d Attest: /7 ---!Ju0uh lnJ. ~ Clerk of Council Sponsors: City Manager Maintenance Superintendent Director of Personnel and Purchasing I hereby certify that copies of this Ordinance/Resolution were posted in t'-,- City of Dublin in accordance wlth Section 731.25 of the It.lio Revised Code JAt:wtUAJ YJ; - r;L~~ ClerklOLf llJIJlQI.. .publin, Ohio _ 4. _ ~~ _',~ _ ._.. ;:>:: L, n . t::l L, t%:! . .0 C rl 1-" C 'd '1 t:Id S ::l I-'- (1) (1) c:;l.. ::l '1 c:;l.. rt .. ~ t; n H 0 ::l S n 'd . 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VlO VI t::l 1-" 0 1-" ~ C ..... 0 = 0 o Hl 0" C OQ 0 ::r: ~ :>rtrt 0- ::r: . t""' ~ m 0 CVlPl~' 0 1-" W .. rt 000 1-" . (,)rtOl-"rt0'0 ~ CD . '0 0 Hl tIl I-' OPl rtO 0'0 OQ ti ti 0'0 CD o 0-' (l) . b:len CD .. CD :> 0-' OCD ~: ti Oti 1-" ti 1-" 0. ti ti H (')0-'000. ~ 0.0 S Pl = 0 ti o CD t""' :>Hl 0 t""' '0 .... ~. ~ 0 S I-'- o.O-fhS 1-" (l) ii rt 0 en b:l ~ o.ti ..... ~ I-" ti S .. ti 1-" n " CD I-" 0 0 ~ -fhCDW ti CD 1-'1:1 I-">-d 0 OQ No.O .. ti lD rt I-"ti S .. " 0 CD (l) \0 . Pl 0. en 1-" VI 0 ~ en ~ 0 0 0. >-dC . ti ti 0 CD CD 0 en en C c<: c<: c<: c<: c<: c<: Itl:l tl:l ti CD CD CD CD CD CD o ~. CD en en en en en en 1:1 0. .. 0. - . ADMINISTRATIVE REPORT TO: Members of Dublin City Council FROM: Timothy C. Hansley, Ci ty Manager / SUBJECT: 1989 Vacuum Street Cleaner Bids DATE: July 5, 1989 Report Initiated By: David L. Harding, Director of Personnel & Purchasing Summary and Action Recommended After advertising and receiving bids for a new 1989 vacuum street cleaner, said bids were opened at 10:00 A.M. on Monday, June 5, 1989. Attached please find the bid tabulation and Ordinance No. 59-89 accepting the lowest and best bid. After evaluating the bids, relative to the bid specifications, Staff recommends acceptance of the bid submitted by Wagoner Machinery, Inc. in the amount of $106,409.00. Staff further recommends that Ordinance No. 59-89 be adopted as emergency legislation for the reason that said bid is valid for a limited period of time. Issue - Due in part to the construction activity within the City, dirt, mud, and other debris has a tendency to accumulate in the streets, along the curb and gutters, and in catch basins. To alleviate this problem, the City has, in the past, contracted with private companies for the provision of street cleaning services. In an effort to provide the highest quality service possible to the residents of Dublin, Mr. Dan Johnson (Maintenance Superintendent) recommended, as part of the 1989 budget process, the procurement of a vacuum street cleaner. Although $90,000 was budgeted for the purchase of said vacuum street cleaner, the total bid price is $106,409.00. However, the City has sufficient unappropriated reserves to cover the $16,409.00 differential between the budgeted amount and the total bid price. Should Council accept the bid from Wagoner Machinery, Inc. in the amount of $106,409.00, Staff will submit an appropriations amendment at an appropriate time later in the year. Analysis/Evaluation of Bids As reflected in the attached bid tabulation, the City received bids from the following companies: * Wagoner Machinery, Inc. * Productive Equipment * J. J. Turner, Inc. * MCD Equipment Company During the bid evaluation process, Staff determined that all bids, except for the bid submitted by Wagoner Machinery, Inc., deviated substantially from the equipment specifications. The bid submitted by Wagoner Machinery, Inc. met all requirements of the equipment specifications. In Staff's judgement, the bid submitted by Wagoner Machinery, Inc. is the lowest and best bid. Conclusion Since, in Staff's judgement, the bid submitted by Wagoner Machinery, Inc. , in the amount of $106,409.000, is the lowest and best bid, Staff recommends that said bid be accepted. MEMORANDUM TO: Members of Dublin City Council FROM: Timothy C. Hansley, City Manager SUBJECT : Vacuum Street Cleaner Bids DATE: July 11, 1989 BY: David L. Harding, Director of Personnel & Purchasing In regard to Ordinance No. 59-89 accepting the lowest and best bid for a vacuum street cleaner, staff wishes to revise their original recommendation contained in the Administrative Report (dated 7-5-89) accompanying said ordinance. Instead of the original staff recommendation to accept the bid from Wagoner Machinery, Inc. for the Elgin Whirlwind Sweeper on the Mack MS 300P chassis, staff recommends acceptance of the alternate bid from Wagoner Machinery, Inc. for the Elgin Whirlwind Sweeper on the Ford C8000 chassis from Northwest Ford. The reason staff is revising their recommendation is that Council Member Sutphen has raised a concern over the availability of parts for the Mack MS 300P chassis. Staff agrees that the availability of parts is a valid concern and, therefore, has agreed to revise their recommendation accordingly. There will be an increase in the time frame for delivery due to the selection of the Ford C8000 chassis. The estimated time frame for delivery of the Ford C8000 chassis alone is approximately 12 weeks. An additional 13-20 weeks will be required to install the Elgin Sweeper on the Ford chassis. On the other hand, the total time frame for delivery, to the City, of the Elgin Sweeper on the Mack chassis would be 13-20 weeks. Selection of the Ford chassis would result in a reduction in the bid price of $768.00. The total bid price, therefore, would be reduced from $106,409.00 to $105,641.00. Therefore, if Council accepts the bid from Wagoner Machinery, Inc. for the Elgin Whirlwind Sweeper on the Ford C8000 chassis, Ordinance No. 59-89 would need to be amended to change the amount noted in said ordinance from $106,409.00 to $105,641.00. DLH:dp . " CITY OF DUBLIN VACUUM STREET CLEANER BID PROCESS DEVIATIONS FROM BID INSTRUCTIONS CONDITIONS, AND EQUIPMENT SPECIFICATIONS (Deviations that do not meet the bid instructions, conditions and equipment specifications) BIDDER: WAGONER MACHINERY, INC_ BASE BID: 1989 Elgin Whirlwind on a Mack MS 300P Chassis DEVIATIONS: References - Did not submit the specified list of references with bid. Sample Warranties and Guarantees - Did not submit the specified samples of warranties and guarantees with bid. Service and Warranty - did not state in bid where a complete stock of parts and service would be readily available. General Comments: There is a concern regarding the availability of parts for the Mack MS 300P chassis. Staff recognizes this concern and is willing to change their original recommendation which was to accept this bid. If Council considers the availability of parts as a critical concern, and wishes not to accept this bid, staff can live with that decision. ALTERNATE BID: 1989 Elgin Whirlwind on a Ford C8000 chassis from Graham Ford DEVIATIONS: Sample Warranties and Guarantees - Did not submit the specified samples of warranties and guarantees with bid. References - Did not submit the specified list of references with bid. Cab - Charcoal interior as compared to the specified black or brown; does not have intermittent wipers, convex integral mirrors, padded dash, or air ride adjustable seats as specified. Service and Warranty - Did not state in bid where a complete stock of parts and service would be readily available. General Comments: This bid contains a 250 HP engine at .- . an additional cost of $3,300. Specs requested a 200 HP engine. Although the 250 HP engine exceeds the spec., staff does not feel that we need a 250 HP engine and, therefore, does not judge this bid to be the lowest and best bid given the cost of this 250 HP engine ($3,300). Acceptance of this bid, in the judgement of staff, would not be in the best interest of the City. ALTERNATE BID 1989 Elgin Whirlwind on a Ford C8000 chassis from Northwest Ford DEVIATIONS: Sample Warranties and Guarantees - Did not submit the specified samples of warranties or guarantees with bid. References - Did not submit the specified list of references. Axles - 12,000 lb. capacity front springs as compared to the specified 12,500 lb. capacity springs; 2,300 lb. capacity rear springs as compared to the specified 25,000 lb. capacity springs. Cab - Charcoal interior as compared to the specified black or brown; does not have intermittent wipers, convex integral mirrors, padded dash, AM/FM radio, or air ride adjustable seats as specified. Service and Warranty - Did not state in bid where a complete stock of parts and service would be available. General Comments: Although there are some deviations in this bid, they are not considered to be of great significance, and in light of the concern regarding the availability of parts for the Mack MS 300P chassis, this bid, relative to the remaining bids, provides the next closest match with the specs at the least expensive relative price. Therefore, in staff's judgement, if Council does not accept the bid with the Mack chassis, this bid would then be the lowest and best bid. ALTERNATE BID: Elgin Whirlwind on a Ford CF 7000 chassis DEVIATIONS: Sample Warranties and Guarantees - Did not submit the specified samples of warranties and guarantees with bid. . . .. References - Did not submit the specified list of references with bid. Gross Vehicle Weight (Chassis) - 29,500 lbs. instead of the specified 35,0001bs. Drive Engine - 170 HP as compared to the specified 200 HP. Axles - 21, 000 lb capacity rear axle instead of the specified 23,000 lb. capacity; 11,000 lb. capacity front springs instead of the specified 12,500 lb. capacity; 18,500 lb. capacity rear springs instead of the specified 25,000 lb. capacity. Transmission - Allison AT 545 instead of the Allison 17T643 or equal specified. Electrical System (Drive Engine) - 60 amp alternator instead of the specified 105 amp alternator. Cab - Non-suspended individual driver's and passenger bench seats instead of the specified air ride adjustable seats. Service and Warranty - Did not state in bid where a complete stock of parts and service would be readily available. General Comments: This bid contains substantial deviations in several areas of major importance, i.e. gross vehicle weight, drive engine, weight capacity of rear springs, and transmission. These substantial deviations are judged by staff to be of great significance and represent critical deficiencies. In staff's judgement, this bid does not provide an acceptable match with the specs and, therefore, staff does not recommend acceptance of this bid. ALTERNATE BID: Elgin Whirlwind Premier Sweeper DEVIATIONS: Sample Warranties and Guarantees - Did not submit sample warranties and guarantees with bid as specified. References - Did not submit list of references with bid as specified. Gross Vehicle Weight (Chassis) - 32,000 lbs. as compared to the specified 35,000 lbs. . . , Drive Engine - 180 HP at 2500 RPM as compared to the specified 200 HP at 2600 RPM Transmission - Allison AT545 as compared to the specified Allison 17T643 or equal. Axles - 20,000 lb. capacity rear axle as compared to the specified 23,000 lb. capacity; 23,500 lb. capacity rear springs as compared to the requested 25,000 lb. capacity. Service and Warranty - Did not state in bid where complete stock of parts and services would be readily available. General Comments: In light of the deficiencies, especially in the areas of gross vehicle weight, drive engine, horse power, and transmission, staff does not judge this bid to offer the most suitable match with the specs, and, therefore, staff does not recommend acceptance of this bid. ~ CITY OF DUBLIN VACUUM STREET CLEANER BID PROCESS DEVIATIONS FROM BID INSTRUCTIONS, CONDITIONS, AND EQUIPMENT SPECIFICATIONS (Deviations that do not meet the bid instructions, conditions, and equipment specifications.) BIDDER; PRODUCTIVE EQUIPMENT ALTERNATE BID: 1989 Tymco Model 600 on a 1988 Ford LN 7000 Chassis. Deviations: Model Year - 1988 Ford chassis as compared to the specified requested 1989 model year. Sample Warranties and Guarantees - Did not submit samples of warranties and guarantees with bid as specified. Gross Vehicle Weight (Chassis) - 26,000 lbs. as compared to the specified 35,000 lbs. Cab - Tilt hood as compared to the specified cab-over-engine type with tilt cab; dual electric horns as compared to the specified dual air horns; AM radio as compared to the specified AM/FM radio; non-suspended bench seats as compared to the specified air ride adjustable seats. Drive Engine - 170 H.P. at 2600 RPM and 402 foot lbs. of torque at 1600 RPM as compared to the specified 200 H.P. at 2600 RPM and 500 foot lbs. torque at 1600 RPM; does not have the specified silicone hoses. Transmission and Axle Drive - Allison AT 545 transmission as compared to the specified Allison 17T643 or equal; single speed rear axle as compared to the specified two-speed rear axle. Axles - Front axle capacity of 7000 lbs. as compared to the specified 12,000 lbs.; 7000 lb. capacity front springs as compared to the specified 12,000 lb. capacity; rear axle capacity of 21,000 lbs. as compared to the specified 23,000 lb. capacity. Tires and Wheels - 11,000 x 22.5 2 ply tires as compared to the llR22.5 (14 P.R.) tires; no spare provided as compared to the specified spare tire and rim. Steering - Dual integral steering as compared to the specified dual operator controlled full power hydraulic steering. Instruments - Does not have an engine hour meter as requested; does not have high water temperature and low oil pressure alarms as specified. Electrical System - 90 ampere drive engine alternator as compared to the specified 105 ampere alternator; 55 ampere sweeper alternator as compared to the specified 105 ampere alternator. Sweeper Controls - Throttle operated through a toggle switch as compared to the specified vernier type throttle cable with hold cap. Sweeper Engine - 75 H.P. at 2150 RPM and 208 foot 1bs. torque at 1000 RPM as compared to the requested minimum of 109 H,P, at 2500 RPM and 178 foot 1bs. torque at 1400 RPM; does not have silicone hoses. Hydraulic System - 9.5 gallon sweeping system reservoir capacity as compared to the specified 15 gallon capacity. Blower - Regenerative air which was listed in specifications as not acceptable; blower made of heavy duty die cast, high strength aluminum alloy which specifications listed as not acceptable; blower drive off PTO from auxiliary engine as compared to the specified blower driven off sweeper engine. Side Brooms - 43" diameter gutter brooms as compared to the requested 28" diameter side brooms; gutter brooms automatically controlled as compared to the specified hydraulically driven and either hydrau- lically or pneumatically raised, lowered, and suspended, and activated by a switch on the control panel. (This machine does not have the specified number and type of brooms.) Underbody Broom - Does not have an underbody broom as specified. (This is due to the fact that the machine . .. offered is a regenerative sweeper which was clearly listed in specifications as not acceptable. ) Vacuum Nozzles - Single pick-up head as compared to the specified dual nozzles; 133" sweeping path as compared to the specified 30" nozzle path, 48" nozzle and side broom path, 78" nozzle and underbody broom path, and 96" nozzle side broom and underbody broom path. Hopper - 7.3 cubic yards with 6.0 cubic yard capacity as compared to the specified 8 cubic yard volumetric chamber capacity; dumping of debris done through the use of a rubber bar as compared to the specified raising of body hydraulic- ally with two-stage telescopic cylinder. Water System - 170 gallon water capacity as compared to the specified 280 gallon minimum capacity; one year warranty on water tank as compared to the specified two year minimum warranty; one spray nozzle in hopper as compared to the specified two spray nozzles; does not have a wash-down hose as specified; does not have underbody broom or spray nozzles as specified (4 specified). Paint - White as compared to the specified Omaha Orange with 8" forest green "Scotch Lite" strip mid-height all around apparatus. Wandering Hose - 10'8" wandering hose with 40" nozzle as compared to the specified 48" nozzle; does not have hydraulic assisted hose as requested. General Comments: This bid deviates substantially from the bid instructions, conditions, and equip- ment specifications in 21 separate areas. The equipment offered in this bid, in staff's judgment, is not manufactured to perform to services of the equipment class for which the City is seeking or the City needs. Section 2.3 of the General Bid Bid Conditions and Instructions states: It is not the intent of these specifications and documents to exclude any vendor from participation in the bid process. Equipment or equipment features deviating from these specifications, but manufactured to provide the services of the equipment class, may be presented as bid alternates, provided that such deviations shall be described in full detail in the form of a written text and shall accompany the bid when submitted." I ~ In staff's judgment, this bid does not provide a suitable match with the City's needs and, therefore, staff does not recommend acceptance of this bid. ALTERNATE BID: 1989 Tymco Model 600 on a 1988 Ford Carbo CF 7000 Chassis Deviations: Model Year - 1988 Ford chassis as compared to the specified 1989 model year. Sample Warranties and Guarantees - Did not submit sample warranties and guarantees with bid. Gross Vehicle Weight (Chassis) - 30,500 lbs. as compared to the specified 35,000 lbs. Cab - Dual electric horns as compared to the specified dual air horns; non-suspended seats as compared to the specified air ride adjustable seasts. Drive Engine - 175 H.P. at 2600 RPM and 400 lbs. torque at 1700 RPM with cubic inch displacement of 401 inches as compared to the specified minimum 200 H.P. at 2600 RPM and 500 foot lbs. torque at 1600 RPM with Q minimum displacement of 636 cubic inches; does not have silicone hoses as specified. Transmission and Axle Drive - Allison AT545 transmission with a single speed rear axle with a 4.88 to 1 as compared to the specified two-speed rear axle with 4.88 and 6.8 to 1 ratio. Axles - 11,000 lb. front spring capacity as compared to the specified 12,500 lb. capacity; 18,500 lb. rear spring capacity as compared to the specified 25,000 lb. capacity. Brakes - 9.5 CFM as compared to the requested 12 CFM; 15" front and rear disc brakes as compared to the specified front drum anbd 15" x 7" rear drum brakes. S~ eering - Dual operator controlled power steering as compared to the specified dual operator controlled power hydraulic steering. . . Electrical System - 90 ampere engine alternator as compared to the specified 105 ampere alternator; 66 ampere sweeper engine alternator as compared to the specified 105 ampere alternator. SWeeper Controls - Throttle operated by toggle switch as compared to the specified vernier type throttle cable with hold cap. SWeeper Enqine - 75 H.P. at 2150 RPM and 20% foot lbs. torque at 1000 RPM as compared to the specified 109 H.P. minimum at 2500 RPM and 278 foot lbs. torque at 1400 RPM; does not have the specified silicone hoses. Hydraulic System - 9.5 gallon reservoir capacity on sweeping system as compared to the specified 15.0 gallon capacity. Blower - Regenerative air which was listed in specifications as not acceptable; blower made of heavy duty die cast, high strength aluminum alloy which specifications listed as not acceptable; blower drive off PTO from auxiliary engine as compared to the specified blower driven off sweeper engine. Side Brooms - 43" diameter gutter brooms as compared to the requested 28" diameter side brooms; gutter brooms automatically adjustable as compared to the requested hydraulic drive and either hydraulically or pneumatically raised, lowered, and suspended, and activated by switch on control panel. (This machine does not have the specified number and type of brooms.) Underbody Broom - Does not have the specified underbody broom. (This is due to the fact that the machine offered is a regenerative sweeper which was clearly listed in specs as not acceptable.) Vacuum Nozzles - Single pick-up head as compared to the requested dual nozzles; 133" sweeping patch as compared to the specified 30" nozzle path, 48" nozzle and side broom path, 78" nozzle and underbody broom path, and 96" nozzle side broom and underbody broom path. (It appears that bidder has listed 133" inch sweeping path instead of individual broom paths . because his machine does not have the specified number or type of nozzles and brooms. ) Hopper - 7.3 cubic yard volumetric with 6 cubic load capacity as compared to the specified 8 cubic yard capacity; dumping of debris is done through an 84" x 44" raker bar as compared to the specified dumping of debris by raising the body hydraulically with a two-stage telescopic cylinder. Water System - Note on bid form states capacity is 280 gallons, however, manufacturer's literature states that standard capacity is 170 gallons with an optional 220 gallon capacity. (It appears a second water tank is being proposed although it is not properly explained in bid.) (Specifications requested one tank with a capacity of 280 gallons.) Warranty on tanks is one year as compared to the specified two year minimum warranty. Wandering Hose - 10' long 8" hose with a 40" nozzle as compared to the requested 12' long 8" diameter hose with 48" nozzle. General Comments: This bid does not meet the intent of the City's bid specifications and documents. The intent of the specifications and documents was to allow equipment which deviated from the specifications, but manufactured to provide the services of the equipment class, to be presented as bid alternates. The previously listed deviations, in staff's judgment, clearly demonstrate that the equipment offered is clearly not manufactured to perform the services of the equipment class the City needs. In staff's judgment, this bid does not provide a suitable match with the City's needs and, therefore, staff does not recommend acceptance of this bid. .... . CITY OF DUBLIN VACUUM STREET CLEANER BID PROCESS DEVIATIONS FROM BID INSTRUCTIONS, CONDITIONS AND EQUIPMENT SPECIFICATIONS (Deviations that do not meet the bid instructions, conditions, and equipment specifications) BIDDER: J.J_ TURNER, INC_ ALTERNATE BID: Johnston 600 Sweeper on a 1990 Ford C8000 chassis Cab and Chassis Deviations * Dashboard not padded * No intermittent wipers * Convex mirrors are not integral * No trip odometer * Interior is charcoal gray in color * No air ride adjustable seats Transmission and Axle Deviations * front spring capacity of 12,500 lbs. specified vs. 12,000 bid * rear spring capacity of 25,000 lbs. specified vs. 23,000 lbs. bid Fuel System Deviations * 2 interconnected tanks specified vs. non-interconnected bid Instrument Deviations * No sweeper engine air pressure gauge * Instrument gauges located on left side (not center or both sides) Electrical System Deviations: * Two 535 CCA batteries with 104 amp hour specified vs. tow 625 CCA with 93 amp hour bid * 105 ampere alternator specified vs. 55 ampere bid * headlights not halogen * wiring not word coded Sweeper Engine Deviations: * 109 HP at 2500 RPM specified vs. 86 HP at 2600 RPM bid * 278 foot lbs. torque at 1400 RPM specified vs. 204 foot lbs. at 1600 RPM Hydraulic System Deviations * specified no pipe thread fitting vs. pipe thread bid * no filter restriction indicator * hopper and rear door cylinders operate off truck engine (specified sweeper engine) * no hydraulic pressurizing system Pneumatic System Deviations * supplied from truck engine (specified sweeper engine) * Blower optional coatings not available * Side brooms extend 24.5" (specified 30" minimum) * Underbody broom specified 60" length vs. 53" length bid Vacuum Nozzle Deviations: * pick up area of 173 square inches specified vs. 155 sq. inches bid * vacuum test gauge with thread fitting specified vs. no threaded fittings bid * nozzle to be removable without tools specified vs. nozzle removable with screw driver * nozzle & side broom sweeping path of 48" specified vs. 46" bid * nozzle & underbody " " " 78" " " 77" bid * nozzle, side, underbody " " " 96" " " 93" bid Wandering Hose Deviations * hydraulic controls on nozzle specified vs. remote hydraulic controls bid * specified to be mounted to rear of sweeper vs. overhead mounted bid General Comments: This bid contains substantial deviations in areas of major importance. In staff's judgement this bid does not provide the most suitable match with the City's needs and, therefore, staff does not recommend acceptance of this bid. ALTERNATE BID: Johnston 600 Sweeper on a 1989 Ford CF7000 chassis Cab and Chassis Deviations: * Gross vehicle weight of 35,000 lbs. specified vs. 29,500 lbs. bid * Dashboard not padded * Seats-mechanical suspension (air ride specified) * Blue interior (black or brown was specified due to exterior orange paint) Truck Engine Deviations: * 200 HP specified vs. 170 HP bid * 500 foot lbs. torque at 1600 RPM specified vs. 412 lbs. at 1400 RPM bid * Minimum displacement of 636 cubic inches specified vs. 401 cubic inches bid * No silicone hoses Axle Deviations: * 12,500 lbs. minimum front spring capacity specified vs. 11,000 lbs. bid * 25,000 lbs. minimum rear spring capacity specified vs. 18,500 lbs. bid * 23,000 lbs. minimum rear axle capacity specified vs. 21,000 lbs. bid Brake Deviations: * 12 CFM air compressor specified vs. 9.5 CFM bid Fuel System Deviations: , , ' ... * Interconnected fuel tanks specified vs. non-interconnected tanks bid. Instrument Deviations: * No sweeper engine air pressure gauge Electrical System Deviations: * 104 amp. hour batteries specified vs. 63 amp. hour bid * 105 ampere sweeper engine alternator specified vs. 55 ampere bid. * 105 ampere drive engine alternator specified vs. 90 ampere bid. * wiring not word coded Sweeper Engine Deviations: * diesel engine of not less than 109 HP at 2,500 RPM specified vs. 86 HP at 2,600 RPM bid * 278 foot lbs. torque at 1400 RPM specified vs. 204 foot Ibs. at 1600 RPM bid Hydraulic System Deviations: * Specified: "no pipe thread fittings allowed" vs. pipe thread fittings bid * 10 micron filter specified vs. 25 micron filter bid * filter restriction indicator specified vs. no filter restriction indicator bid * specified hopper and rear door cylinders to operate off sweeper engine vs. cylinders operate off truck engine bid * No hydraulic pressurizing system. Pneumatic System Deviations: * Specified to be driven off sweeper engine vs. driven off truck engine. Blower Deviations: * specified to be driven off sweeper engine vs. driven by set-up gearbos via fluid drive coupler. Side Brooms Deviations: * Specified to extend at least 30" vs. 24.5 bid Underbody Broom Deviations: * specified to be 60" long vs. 53" long bid Vacuum Nozzles * Specified pick-up area of not less than 173 square inches vs. 155 square inches bid * Nozzle and hose connectors to be made of abrasion resistant steel specified vs. nozzles and connectors made of steel and lined with abrasion resistant rubber bid * Test gauge with a threaded fitting specified vs. no threaded fittings. * Specified for nozzle to be removable without the use of tools vs. "removal requires a flat screwdriver" * Sweeping Paths Specified Bid Nozzle and side 48" 46" Nozzle and underbody 78" 77" Nozzle, underbody, side 96" 93" Wandering Hose Deviations: * specified hydraulic controls to be on nozzle vs. remote hydraulic controls bid * specified to be mounted to rear of sweeper vs. overhead . mounted bid General Comments: This bid contains substantial deviations in areas of major importance. Deviations are of great significance and, in staff's judgement, represent critical deficiencies. In staff's judgement, this bid does not provide a suitable match with the City's needs and, therefore, staff does not recommend acceptance of this bid. ALTERNATED BID: Leach Vac-All on a 1990 Ford C8000 chassis Cab and Chassis Deviations * no padded dash * no integral convex mirrors * no trip odometer * no air ride seats (would have fixed base) * charcoal gray interior Instrument Deviations * no air pressure gauge on sweeper engine Electrical System * 105 ampere alternator on sweeper engine specified vs. 65 amp alternator bid * wiring not word coded Sweeper Engine Deviations * 4 cylinder turbocharged diesel specified vs. 6 cylinder naturally aspirated diesel bid * specified engine to be mounted on rubber mountings vs. engine mounted to frame Hydraulic System Deviations * pump is timing gear driven, not belt driven as specified * specified no pipe thread fittings allowed vs. pipe thread fittings used in bid * no filter restriction indicator * rear door lifted by separate power pack, not by power from sweeper engine as specified * no T's to pressurize hydraulic system Blower Deviations * 3400 RPM specified vs. 2800 RPM bid * 60" negative pressure specified vs. 48" bid * No down pressure control capability on side broom but rotational speed is variable * No underbody broom Vacuum Nozzle Deviations * no shutter door to accommodate larger objects * sweeping paths specified bid nozzle only 30" 42" nozzle and side brooms 48" 68" Hopper Deviations * dumping cylinder is single stage not 2 stage as specified Water System Deviations * one year warranty, not 2 as specified * 7 streams of water specified vs. 6 streams bid Wanderinq Hose Deviations * 12' L/18" diameter specified vs. 10' L/12" diameter bid General Comments: This bid contains susbstantia1 deviations. In staff's judgement this bid does not provide the most suitable match with the City's needs given the relative price of the machine. Is not the lowest and best bid. Therefore, staff does not recommend acceptance of this bid. ~ , CITY OF DUBLIN VACUUM STREET CLEANER BID PROCESS DEVIATIONS FROM BID INSTRUCTIONS, CONDITIONS, AND EQUIPMENT SPECIFICATIONS (Deviations that do not meet the bid instructions, conditions, or equipment specifications) BIDDER: MCD EQUIPMENT COMPANY ALTERNATE BID: 1989 Peabody Myers Sun Vac 782 Sweeper on a 1990 Ford C8000 chassis Cab and Chassis Deviations: - No intermittent wipers - No trip odometer - No padded dash - Convex mirrors not integral - Interior is charcoal gray - Uses Ammeter rather than volt meter on drive engine Electrical System - Wiring color and number coded instead of the specified color and word coded Sweeper Engine Deviations: - 109 HP specified vs. 100 HP bid - 278 foot pounds specified vs. 250 foot pounds bid - 1400 RPM with 239 cubic inches displacement specified vs. 1500 RPM with 239 cubic inches displacement Hydraulic System Deviations: - Belt driven pump specified vs. direct mounted pump driven by sweeper engine -- no belts Blower Deviations: - 3400 RPM by 5 "v" banded power specified vs. 3000 RPM by 6 "V" bid - 60" negative water pressure specified vs. 56" negative water pressure bid - 175 MPH nozzle suction specified vs. 250 MPH bid Under Body Broom Deviations - 60" length and 16" diameter specified vs. 58" length and 19" diameter bid Vacuum Nozzle Deviations: - 173 square inch pick up area specified vs. 166 square inch bid - Nozzle not removable - 30" nozzle specified vs. 28" bid - 78" nozzle and underbody broom specified vs. 72" bid Water System Deviations: - No electric clutch (pump hydraulically driven) - No stainless steel spray tubes (use brass instead) No guaranteed delivery date in bid. General Comments: This bid contains substantial deviations. This machine comes with a 250 HP engine and although it , { exceeds the specs, staff does not believe we need the 250 HP engine. In staff's judgement, this bid does not provide the most suitable match with the City's needs given the relative price of the machine and, therefore, staff does not recommend acceptance of this bid. ALTERNATE BID: 1989 Peabody Myers Sun Vac 782 Sweeper on a 1989 Ford CF 8000 chassis Cab and Chassis Deviations: - No intermittent wipers - No trip odometer - No silicone hoses - No air pressure gauge for sweeper engine - Uses ammeter rather than volt meter on drive engine Brake Deviations: - 9.5 CFM air compressor instead of the specified 12 CFM compressor Electrical System - Wiring color and number coded instead of the specified color and word coded Sweeper Engine Deviations: - 109 HP specified vs. 100 HP bid - 278 foot pounds specified vs. 250 foot pounds bid - 1400 RPM with 239 cubic inches displacement specified vs. 1500 RPM with 239 cubic inches displacement bid Hydraulic System Deviations: - Belt driven pump specified vs. direct mounted pump driven by sweeper engine -- no belts Blower Deviations: - 3400 RPM by 5 "V" banded power specified vs. 3000 RPM by 6 "V" - 60" negative water pressure specified vs. 56" negative water pressure bid - 175 MPH nozzle suction specified vs. 250 MPH bid Under Body Broom Deviations - 60" length and 16" diameter specified vs. 58" length and 19" diameter bid Vacuum Nozzle Deviations: - 173 square inch pick up area specified vs. 166 square inch bid - Nozzle not removable - 30" nozzle specified vs. 28" bid - 48" nozzle and side broom specified vs. 52" bid - 78" nozzle and underbody broom specified vs. 72" bid Water System Deviations: - No electric clutch (pump hydraulically driven) - No stainless steel spray tubes (use brass instead) No guaranteed delivery date in bid. General Comments: This bid contains substantial deviations. In staff's judgement, this bid does not provide . the most suitable match with the City's needs given the relative price of the machine and, therefore, staff does not recommend acceptance of this bid. ALTERNATE BID: 1989 Peabody Myers Sun Vac 782 Sweeper on a 1989 Ford CF7000 chassis Cab and Chassis Deviations: - Gross vehicle weight of 35,000 lbs. specified vs. 29,500 lbs. bid - No padded dash - No air ride adjustable seats as specified - Blue interior instead of the specified black or brown Truck Engine Deviations: - 200 HP specified vs. 170 HP bid - 500 foot lbs. torque at 1600 RPM specified vs. 412 lbs. at 1400 RPM bid - Minimum displacement of 636 cubic inches specified vs. 401 cubic inches bid - No silicone hoses Axle Deviations: -12,500 lbs minimum front spring capacity specified vs. 11,000 lb. bid - 25,000 lb. minimum rear spring capacity specified vs. 18,500 lb. bid - 23,000 minimum rear axle capacity specified vs. 21,000 lb. bid Brake Deviations - 12 CFM air compressor specified vs. 9.5 CFM bid Electrical System Deviations: - 104 amp. hour batteries specified vs. 63 amp hour bid - 105 amp. drive engine alternator vs. 90 amp bid - wiring color coded instead of the specified color and word coded Sweeper Engine Deviations: - 109 HP specified vs. 100 HP bid - 278 foot pounds specified vs. 250 foot pounds bid - 1400 RPM with 239 cubic inches displacement specified vs. 1500 RPM with 239 cubic inches displacement bid Hydraulic System Deviations: - Belt driven pump specified vs. direct mounted pump driven by sweeper engine -- no belts Blower Deviations: - 3400 RPM by 5 "V" banded power specified vs. 3000 RPM by 6 "V" - 60" negative water pressure specified vs. 56" negative water pressure bid - 175 MPH nozzle suction specified vs. 250 MPH bid Under Body Broom Deviations - 60" length and 16" diameter specified vs. 58" length and 19" diameter bid Vacuum Nozzles Deviations: - 173 square inch pick up area specified vs. 166 square inch bid - Nozzle not removable . - 30" nozzle specified vs. 28" bid - 48" nozzle and side broom specified vs. 52" bid - 78" nozzle and underbody broom specified vs. 72" bid Water System Deviations: - No electric clutch (pump hydraulically driven) - No stainless steel spray tubes (use brass instead) General Comments: This bid contains substantial deviations in areas of major importance. Deviations are of great signifcance and, in staff's judgement, represent critical deficiencies. In staff's judgement, this bid does not provide a suitable match with the needs of the City and, therefore, staff does not recommend acceptance of this bid. ALTERNATE BID: 1989 Peabody Myers Sun Vac 782 Sweeper on a 1988 Ford CF7000 chassis Model Year Deviations - 1989 chassis specified vs. 1988 chassis bid Cab and Chassis Deviations: - Gross vehicle weight of 35,000 lbs. specified vs. 29,500 lbs. bid - No padded dash - No air ride adjustable seats as specified - Blue interior instead of the specified black or brown Truck Engine Deviations: - 200 HP specified vs. 170 HP bid - 500 foot lbs. torque at 1600 RPM specified vs. 412 lbs. at 1400 RPM bid - Minimum displacement of 636 cubic inches specified vs. 401 cubic inches bid - No silicone hoses Axle Deviations: -12,500 lbs minimum front spring capacity specified vs. 11,000 lb. bid - 25,000 lb. minimum rear spring capacity specified vs. 18,500 lb. bid - 23,000 minimum rear axle capacity specified vs. 21,000 lb. bid Brake Deviations - 12 CFM air compressor specified vs. 9.5 CFM bid Electrical System Deviations: - 104 amp. hour batteries specified vs. 63 amp hour bid - 105 amp. drive engine alternator vs. 90 amp bid - wiring color coded instead of the specified color and word coded Sweeper Engine Deviations: - 109 HP specified vs. 100 HP bid - 278 foot pounds specified vs. 250 foot pounds bid - 1400 RPM with 239 cubic inches displacement specified vs. 1500 RPM with 239 cubic inches displacement Hydraulic System Deviations: - Belt driven pump specified vs. direct mounted pump driven by sweeper engine -- no belts , . . Blower Deviations: - 3400 RPM by 5 "V" banded power specified vs. 3000 RPM by 6 "V" - 60" negative water pressure specified vs. 56" negative water pressure bid - 175 MPH nozzle suction specified vs. 250 MPH bid Under Body Broom Deviations - 60" length and 16" diameter specified vs. 58" length and 19" diameter bid Vacuum Nozzle Deviations: - 173 square inch pick up area specified vs. 166 square inch bid - Nozzle not removable - 30" nozzle specified vs. 28" bid - 48" nozzle and side broom specified vs. 52" bid - 78" nozzle and underbody broom specified vs. 72" bid Water System Deviations: - No electric clutch (pump hydraulically driven) - No stainless steel spray tubes (use brass instead) General Comments: This bid contains substantial deviations in areas of major importance. Deviations are of great significance and, in staff's judgement, represent critical deficiencies. In staff's judgement, this bid does not provide a suitable match with the needs of the City and, therefore, staff does not recommend acceptance of this bid. . MEMORANDUM TO: Members of Dublin City Council FROM: Timothy C. Hansley, City Manager SUBJECT : Attached List of Deviations Regarding Vacuum Street Cleaner Bids DATE: July 14, 1989 BY: David L. Harding, Director of Personnel and Purchasing As requested at the July 11, 1989 Council Meeting, attached please find a list of deviations regarding the vacuum street cleaner bids. Please note that the devia- tions are grouped together for each bidder and are listed for each bid by general subject area as arranged in the specifications. In addition, a general comments section has been provided for each bid. Please review the following pages in light of the following bid conditions as listed in the bid documents: "2.3 It is not the intent of these specifications and documents to exclude any vendor from participation in the bid process. Equipment or equip- ment features deviating from these specifications, but manufactured to provide the services of the equipment class, may be presented as bid alternates, provided that such deviations shall be described in full detail in the form of a written text and shall accompany the bid when submitted." "2.4 Bid proposals shall impose no liability or obligation on the City of Dublin, and the City of Dublin reserves the right to request future bid proposals at its discretion. In awarding the contract, the City of Dublin reserves the right to consider all elements entering into the question of determining the responsibility of the bidder, his/her agents, or representatives. Any bid proposal, which in the opinion of the City of Dublin, is incomplete, conditional, obscure or which contains irregularities, deficiencies, or deviations of any kind, or for any reason, may be rejected. The City of Dublin reserves the right to reject any or all bid proposals, to waive any or all irregularities, deficiencies, or deviations in a bid proposal, and to accept the bid proposal, which in its judgment, is in the best interest of the City of Dublin and, which in its opinion, is the lowest and best bid." "5.1 In awarding the contract, the City of Dublin reserves the right to consider all elements entering into the question of determining the responsibility of the bidder, his/her agents, or representatives. Any bid proposal which in the opinion of the City of Dublin, is incomplete, conditional, obscure, or which contains irregularities, deficiencies, or - Vacuum Street Cleaner Bids Page Two deviations of any kind, or for any reason, may be rejected. The City of Dublin reserves the right to reject any or all bid proposals, to waive any or all irregularities, deficiencies, or deviations in a bid proposal, and to accept the bid proposal, which in its judgment, is in the best interest of the City of Dublin and, which in its opinion, is the lowest and best bid. Staff Recommendation and Conclusion Staff recommends that Council accept either the bid submitted by Wagoner Machinery including the Elgin Whirlwind Sweeper on the Mack MS 300P chassis or the alternate bid submitted by Wagoner Machinery including the Elgin Whirlwind Sweeper on the Ford caooo chassis. Although the bid submitted by Wagoner Machinery including the Elgin Whirlwind Sweeper on a Mack MS 300P chassis offers the best match with the equipment specifications, staff recognizes the concern of Council Member Sutphen regarding the availability of parts as a valid concern. If Council as a whole considers the concern over the availability of parts as a critical concern and, therefore, wishes to accept the alternate bid submitted by Wagoner Machinery including the Elgin Whirlwind Sweeper on the Ford caooo chassis, staff can live with that decision.