8.5 Vehicles & Equip, Phase 1
CITY OF SALINA
REQUEST FOR CITY COMMISSION ACTION
DATE
1/27103
TIME
4:00 P.M.
AGENDA SECTION:
NO.
8
ORIGINATING DEPARTMENT:
CITY MANAGER
APPROVED FOR
AGENDA:
ITEM
NO.
5
BY:
Jason Gag
BY:
Item:
Report on bids received for Phase 1 Vehicles and Equipment purchases for 2003.
Background:
Bids were opened for these items on January 14, 2003. Attached is a spreadsheet of the vehicles and
equipment bids submitted to the City Commission for Phase 1 approval (Exhibit A) and the specific
recommendations for each item as analyzed and recommended by the City Manager's Office (Exhibit B).
The total Phase 1 cost for the purchases as recommended is $959,750, which is $152,750 less than
estimated. Only two items bid were over the cost estimate, while the remaining 13 items are either at or
significantly below the cost estimate. Those items above the cost estimate include a patrol car (Police
+$3,828) and air compressor (Landfill - +$1,349). As mentioned in the recommendation, the cost estimate
for the patrol car did not include the cost of optional equipment that was needed this year due to the re-
use of the existing unit for Municipal Court. The cost estimate for the air compressor assumed some
value for a trade-in, though none was received. The bids submitted for these two items are still
considered to be competitive, with Staff recommending approval. In addition, Staff recommends rejecting
bids received for the chipper truck (Parks - $45,000 budget) in order to lower the gross vehicle weight
(GVW) specification and overall vehicle class size. The vehicle would then be re-bid in February.
The price quotation for the folderlinserter (Water Customer Accounting - $25,210) is the result of a priced-
competitive proposal solicitation from the two known vendors. The price quotation for the golf course
greens mower (Golf Course - $13,950) is the result of a negotiated purchase arrangement of a
demonstrator model, a program that has been successfully used by the golf course since 1994.
To take advantage of low interest rates, eliminate broad variations in capital cash outlays, and continue to
solidify the golf course's ability to withstand uncontrollable seasonal factors, Staff is recommending the
two Golf Course Fund purchases be funded through a lease-purchase option. This option has been
successfully used before. The annual outlay is estimated to be approximately $31,000. If approved, Staff
will provide lease-purchasing options to the City Commission for review in mid-February.
The enclosed bid summary sheet includes each individual product to be purchased, the respective bid as
provided (with and without a proposed trade-in), and Staff's purchase recommendation. The total budget
estimate for the Vehicles and Equipment Plan - Phase 1 purchases is $1,112,500. The total budget
allocated for this year's plan is $1,555,000.
Recommendation:
The Staff recommendation is to:
1) approve the requested 2003 Vehicle and Equipment Plan - Phase 1 purchases as recommended and
re-bid the chipper truck for the Parks Division.
Attachments: Exhibit A - Vehicle and Equipment Bid Spreadsheet
Exhibit B - Itemized Purchase Recommendations
Exhibit C - Mower Recommendation Memo - Parks & Recreation Department
Exhibit D - Foldingllnserting Machine Recommendation - Finance Department
~)jii~
General
General
General
General
General
General
General
General
General
General
General
General
General
BUDGET:
Gas Tax
Gas Tax
BUDGET:
......... .
.......... .
......... .
.......... .
. Þ~Þ1i[).iW
Fire
Fire
Fire
Fire - EMS
Forestry
Parks
Parks
Recreation
Police
Police
Police
Street
$400,000
I Street
Street
$210,000
Golf Course I Golf Course
Golf Course I Golf Course
"BUDGET:
$90,000
EXHIBIT "A"
2003 VEHICLES AND EQUIPMENT PLAN
Phase 1 - Recommended Bid Awards
.. .
. .
.ø~~¡~i~~
Breathing Air Cascade System
SCBA
Rescue Equipment
Monitor/Defibrillator
Chipper Truck
54" Mower
Two (2) 6' Mowers
Mini Bus w/ Lift (22 passenger)
Patrol Command Vehicle (4X4)
Patrol Unit
K-9 Unit (4X4)
Crack Sealing Machine
Undesignated
TOTAL REQUESTED
Phase 1 Recommended
.... ................
....................... .
....................... .
..t()tÅiø.ii1iit~A4~NØ..
Street SweeDer
Dumptruck -12 C.Y.
TOTAL REQUESTED
Phase 1 Recommended
...................... .
...................... .
...................... .
fqtÅÞØÂ$t~#@p
21 Out-front Mowers -10 1/2'
Greens Mower - 88"
TOTAL REQUESTED
Phase 1 Recommended
SEE BUDGET NOT BELOW
............................ .
............................ .
............................ .
.. TQrA4 ØQiiFÇ@~$i?@¡i¡þ..
Sanitation I Sanitation Refuse Truck - 25 C.Y.
¡TOTAL REQUESTED
BUDGET: $110,000 Phase 1 Recommended
Solid Waste
Solid Waste
Solid Waste
BUDGET:
WaterlW.W.
WaterlW.W.
WaterlWW.
WaterlW.W.
BUDGET:
Solid Waste
Solid Waste
Solid Waste
$470,000
......................... .
......................... .
......................... .
. iótj!4 $Mrt)¡tj~ #@þ..
Comoactor
Air ComDressor
Contingency
TOTAL REQUESTED
Phase 1 Recommended
..................... .
..................... .
..................... .
tOMii $ôtrøWÂS$
Water Cust. Acc Foldlna/lnsertlna Machine
Water Plant Laboratorv EQuiDment
Wastewater Skid Loader
Undesignated
TOTAL REQUESTED
$275,000 Phase 1 Recommended
.......................... .
.......................... .
.......................... .
.. t~rJ\i w..iif~ffiW.W1F@~..
...-
:ç~:
:¡;~iiii¡¡"
$20,000
$14,000
$10,000
$20,000
$45,000
$10,000
$28,000
$48,000
$32,000
$23,000
$27,500
$30,000
$92,500
$307,500
$147,097
.mj4:~D~mm~:J~~m) [II]
2
2
2
2
1
1
2
1
1
1
1
1
F.R. - Ph. 2
$252,903
$137,009
$115,894
.. ......'
......... .
......... .
$i..iJøØ1
$100,000
$110,000
$210,000
$167,210
.....'." .
........ .
. ........
$1!1~~i1Ø
$75,000
$15,000
$90,000
$83,912
........ .
....... .
........ .
~j9W
$110,000
$110,000
$93,922
........ .
........ .
........ .
$9.t9~*
$450,000
$12,000
$8,000
$470,000
$424,799
......... .
........ .
. ........
$4å4ii$$
$35,000
$68,000
$35,000
$137,000
$138,000
$42,810
........ .
........ .
$04rM1Ò
RE-BID
$9,125
1$875
RECOMMEND REJECTING and REBIDDING
Price Brothers EquiDment, Wichita
Kansas Truck Equipment, Wichita
Long-McArthur Ford, Salina
Shawnee Mission Ford, Shawnee (opt. equip.)
Long-McArthur Ford, Salina
Paving Maintenance Supply, Wichita
ABOVE/(BELOW) ESTIMATE
($23,403)
1 ISeliers Tractor Company, Salina
1 IRusty Eck Ford Isuzu Sterling, Wichita
$42,790 ABOVE/(BELOW) ESTIMATE
$0 ($42,790)
$42,790
1 Turf Professionals EquiDment, Wichita
1 Modern Distributing Company, Lenexa
$6,088 ABOVE/(BELOW) ESTIMA TE
$0 ($6,088)
$6,088
1 IDownlng Sales & Service, Phillipsburg, MO
$16,078 ABOVE/(BELOW) ESTIMATE
$0 ($16,078)
$16,078
1
1
Foley EqulDment COmDany, Salina
M6 Concrete Accessory, Wichita (no tradel
$40,860
$21,429
$26,828
$25,310
$23,545
($7,140)
($10,571)
$3,828
($2,190)
($6,455)
$45,201
$0
$45,201
ABOVE/(BELOW) ESTIMA TE
($37,201)
BUDGET REMAINING:
EXPEND. REMAINING:
PROJ. BALANCE:
$89,797 I ($10,203)
$77,413 I ($32,587)1
BUDGET REMAINING:
EXPEND. REMAINING:
PROJ. BALANCE:
$69,962 /5,038)1
$13,950 I (1,050)1
BUDGET REMAINING:
EXPEND. REMAINING:
PROJ. BALANCE:
$93,922 I ($16,078)
BUDGET REMAINING:
EXPEND. REMAINING:
PROJ. BALANCE:
$411,450
$13,349
/$38,550
$1,349
1
1
1
F.R. - Ph. 2
$232,190
$68,000
$164,190
Central Plains Business Forms, Inc., Salina
Replacement
Straub International, Salina
Equipment items under further review for Phase 2.
ABOVE/(BELOW) ESTIMATE
($27,190)
BUDGET REMAINING:
EXPEND. REMAINING:
PROJ. BALANCE:
$25,210
/$9,790
TOTAL .$M~ÞwJM~~94~$1"~þ. .~1;$~~lØW BUDGET REMAINING: $595,250 ABOVE/(BELOW) ESTIMA TE
BUDGET: $1,555,000 .'.'...........'.'.........'.'...'.'.'.....'.'.......'.'. ........... EXPEND. REMAINING: $205,009 ($152,750)
......... .
~~1 !9f# Ri¥qq~~~@¡:¡;j.. ...........
j~ij)1W PROJ. BALANCE: $390,241
Recommended: January 27, 2003
$17,600
($17,400
NOTES:
Golf Course Equipment Funding: Proposed 3-year lease-purchase
- Revised budget indicates total equipment cost of $90,000
- 2003 and annual cash outlay (lease-purchase payment) estimated at $31,000
BUDGET REMAINING:
EXPEND. REMAINING:
PROJ. BALANCE:
EXHIBIT "B"
2003 Vehicle and Equipment Plan
Phase 1 Bid Overview
GENERAL FUND
Department: Parks-Forestry
Item: 2003 Chipper Truck
Budget: $45,000
Ditt. from
Bidder: Model Amount Estimate Delivery
Kansas Truck Center, Salina 2004 Freightliner M2 $51,996 + $6,996 75 to 140 Days
$51 ,496 wI trade + $6,496
Stewart InternationaL, Salina International 4200 $50,053 + $5,053 120 Days
Rusty Eck Ford, Wichita Sterling Acterra $50,681 + $5,681 60 to 90 Days
$50,181 wI trade + $5,181
Recommendation:
All bids were at least $5,000 over the vehicle estimate. Staff believes that changes in the gross vehicle
weight (GVW) specification is needed. This will reduce the size class of vehicle while still meeting the
functional load requirements. As a result, Staff recommends REJECTING the bids, amending the
specifications, and re-bidding the vehicle.
Department: Parks-Parks Budget: $10,000
Item: 54" Out-Front Mower
Ditt. from
Bidder: Model Amount Estimate Delivery
Dauer Implement, Salina John Deere 1435 $13,626 + $3,626 30 to 45 Days
$13,226 wI trade + $3,226
Straub International, Salina New Holland MC28 $14,700 + $4,700 30 Days
$14,200 wI trade + $4,200
Straub International, Salina New Holland MC22 $14,000 + $4,000 30 Days
$13,500 wI trade + $3,500
Price Brothers Equip, Kubota F2560E $9,875 - $125 Feb. 14
Wichita $9,125 wI trade - $875
Turf Professionals Equip., Toro Grounds $13,994 + $3,994 Feb. 14
Wichita Master 228-D $13,894 wI trade + $3,894
Great American Turf, John Deere 1435 $11,545 + $1,545 30 Days
Kansas City, MO $11 ,495 wI trade + $1,495
Excel Sales, Hesston Excel Hustler $16,354 + $6,354 2 Weeks
3400ZT $15,354 wI trade + $5,354
Recommendation:
Staff recommends purchasing the Kubota F2560E from Price Brothers Equipment, with trade, in the
amount of $9,125.
Department: Parks-Recreation Budget: $48,000
Item: 2003 Mini Bus wI Wheelchair Lift
Ditt. from
Bidder: Model Amount Estimate Delivery
Kansas Truck Equipment EI Dorado/Ford $43,280 - $4,720 120 Days
Co., Wichita Aerotech E-450 $38,280 w/ trade - $9,720
w/ Alternate $45,860 - $2,140
$40,860 w/ trade - $7,140
Diamond Coach, Oswego Diamond Coach $41,595 - $6,405 60 Days
2500 VI P
wI Alternate $42,582 - $5,418
Note: Alternates in bid include overhead luggage racks, fold down seat, audio-visual package and
lockable storage.
Recommendation:
Staff recommends purchasing the EI Dorado/Ford Aerotech E-450, including alternates, and with trade,
from Kansas Truck Equipment Company, in the amount of $40,860.
Department: Police
Item: 4WD Command Vehicle
Budget: $32,000
Bidder:
Long-McArthur Ford,
Salina
Model
2003 Ford
Expedition
Amount
$31 ,429
$21 ,429 w/ trade
Ditt. from
Estimate Delivery
- $571 60 to 90 Days
- $10,571
Recommendation:
The bid from Long-McArthur was the only bid received, but is considered to be very competitive. As a
result, Staff recommends purchasing the 2003 Ford Expedition, with trade, from Long-McArthur Ford in
the amount of $21 ,429.
Department: Police
Item: Patrol Unit
Budget: $23,000
Bidder:
Long-McArthur Ford,
Salina
Shawnee Mission Ford,
Shawnee
Model
2003 Ford Crown
Victoria Interceptor
2003 Ford Crown
Amount
$27,592
$26,828
Ditt. from
Estimate Delivery
+ $4,592 90 to 120 Days
+ $3,828
90 to 120 Days
Recommendation:
The budget estimate from Staff does not reflect the optional equipment (lights, siren, prisoner seat & locks,
etc.) included with the vehicle bid. This equipment is typically traded from vehicle to vehicle. Since the
car taken out of the patrol fleet will be passed down to the Municipal Court warrant officer, Staff recently
decided not to remove this equipment for use in the new vehicle. This equipment is valued at between
$5,500 and $6,000. Taking equipment cost into consideration, the bids are considered to be very
competitive. As a result, Staff recommends purchasing the Ford Crown Victoria Interceptor from Shawnee
Mission Ford, with optional equipment, in the amount of $26,828.
2
Department: Police
Item: 4WD Canine Unit
Budget: $27,500
Bidder:
Long-McArthur Ford,
Salina
Model Amount
2003 Ford Explorer $28,310
XL T $25,310 wI trade
Ditt. from
Estimate Delivery
+ $810 60 to 90 Days
- $2,190
Recommendation:
The bid from Long-McArthur was the only bid received, but is considered to be very competitive. As a
result, Staff recommends purchasing the 2003 Ford Explorer XL T, with trade, from Long-McArthur Ford in
the amount of $25,310.
Department: Street Division
Item: Crack Sealing Machine
Budget: $30,000
Bidder:
Vance Brothers Inc.,
Kansas City, MO
Paving Maintenance Supply, Crafco Super
Wichita Shot 125
Model
Cimline 110 DHR
Amount
$23,595
$22,095 wI trade
$24,745
$23,545 wI trade
Ditt. from
Estimate
- $6,405
- $7,905
- $5,255
- $6,455
Delivery
3 Weeks
45 Days
Recommendation:
The Cimline product does not include an important safety feature that eliminates the possibility of
pressurized spillage of hot product. In addition, product can result in longer setup due to material setting
up in the hose. As a result, Staff recommends purchasing the Crafco 110 DHR crack sealing machine
from Paving Maintenance Supply, with trade, in the amount of $23,545.
GAS TAX
Department: Street
Item: Street Sweeper
Budget: $100,000
Bidder:
Sellers Tractor Company,
Salina
Model Amount
2003 Johnston 3000 $124,797
$89,797 wI trade
Ditt. from
Estimate Delivery
+ $24,797 90 to 120 Days
- $10,203
Recommendation:
The bid from Sellers Tractor Company, Inc. was the only bid received, but is considered to be very
competitive. As a result, Staff recommends purchasing the 2003 Johnston 3000 street sweeper, with
trade, from Sellers Tractor Company, Inc., with trade, in the amount of $89,797.
Department: Street
Item: 12 G.Y. Dump Truck
Budget: $110,000
Ditt. from
Bidder: Model Amount Estimate Delivery
*Rusty Eck Ford Sterling Isuzu, 2003 Sterling L T7501 $74,898 - $35,102 60 to 90 Days
Wichita Warren FL650
*Kansas Truck Center, Inc., 2004 Freightliner M2 $75,803 - $34,197 75 to 150 Days
Salina Warren FL650
3
*Melton Motor Co., Inc., 2003 Chevy CC8500 $76,996
Belleville Henderson XD
*Kansas Truck Center, Inc., 2004 Freightliner M2 $77,188
Salina Warren FL650
Rusty Eck Ford Sterling Isuzu, 2003 Sterling L T7501 $77,413
Wichita Henderson XD
*Melton Motor Co., Inc., 2003 Chevy CC8500 $77,421
Belleville Henderson XD
*Kansas Truck Center, Inc. 2004 Freightliner M2 $77,620
Salina Warren FL650
*Kansas Truck Center, Inc. 2004 Freightliner M2 $78,268
Salina Henderson XD
*Kansas Truck Center, Inc. 2004 Freightliner M2 $79,697
Salina Henderson XD
Kansas Truck Center, Inc. 2004 Freightliner M2 $80,085
Salina Henderson XD
*Stewart International, Inc., 2003 International 7400$80,770
Salina Warren FL650
*Stewart International, Inc., 2003 International 7400$83,285
Salina Henderson XD
- $33,004 120 to 130 Days
- $32,712 75 to 150 Days
- $32,587 60 to 90 Days
- $32,579 120 to 130 Days
- $32,380 75 to 150 Days
- $31,732 75 to 150 Days
- $30,303 75 to 150 Days
- $29,915 75 to 150 Days
- $29,230 90 to 120 Days
-$26,715 90 to 120 Days
Recommendation:
The ,*, denotes bids that do not fully meet specifications. Only two bids meet the specifications. Those
not meeting specifications fail to meet essential requirements related to daily service needs. These
include, but are not limited to: dump body type, suspension, frame strength and engine torque. As a
result, Staff recommends purchasing the 2003 Sterling L T 7501 dump truck from Rusty Eck Ford Sterling
Isuzu, in the amount of $77,413.
GOLF COURSE
Department: Golf Course
Item: (2) 11' Out-Front Mowers
Budget: $75,000
Bidder: Model Amount
Turf Technology, Lenexa 2003 Howard Price $77,449
$76,449 wi trade
Great American Turf, 2003 John Deere $74,207
Kansas City, MO 1600 Turbo $73,207 wI trade
Turf Professional Equip., 2002 Toro 4000D $67,829
Wichita (Demos) $66,329 wI trade
2003 Toro 4000D $69,962
$68,462 wI trade
U.S. Turf, Grandview MO 2003 Jacobsen HR $84,768
5111 $79,768 wI trade
Dauer Implement, Salina 2003 John Deere $70,577
1600 Turbo $66,000 wI trade
Note: The bids by Turf Professionals include a First Tee Program discount.
Ditt. from
Estimate Delivery
+ $2,449 45 Days
+ $1,449
- $797 March 3rd
- $1,797
-$7,171 Feb.10
- $8,671
- $5,038 Feb. 10
- $6,538
+ $9,768 30 Days
+ $4,768
- $4,423 30 Days
- $9,000
4
Recommendation:
Staff believes we can get more value for our trade in by selling it outright. In addition, these mowers are
included as part of a three-year, lease-purchase arrangement that has been used previously for golf
course equipment. This arrangement is very cost effective due to low interest rates and the elimination of
broad variations in capital cash outlays. In return, it provides more financial stability for the Golf Course
Fund and better protects against uncontrollable seasonal impacts. The annual cost is estimated to not
exceed $31,000. In mid-February, Staff will present lease-purchase options for City Commission
consideration. As a result, Staff recommends purchasing the 2003 Toro 40000 mowers, without trade,
from Turf Professionals Equipment in the amount of $69,962.
Department: Golf Course
Item: 88" Greens Mower
Budget: $15,000
Bidder:
Modern Distributing Co.,
Lenexa
Model Amount
2000 Toro Greens- $14,701
master 3100 $13,950 wI trade
Ditt. from
Estimate Delivery
+ $474 Upon Order
- $276
Recommendation:
Since 1994 the City has purchased demonstrator mowers that had been used by Kansas State from this
vendor. We have had very good experience with these mowers and believe the price proposal to be
competitive. Please see attached summary memorandum from Steve Snyder, Director of Parks and
Recreation. In addition, this item is to be included in the lease-purchase arrangement previously
mentioned. As a result, Staff recommends purchasing the 2000 Toro Greensmaster 3100 88"
demonstrator greens mower from Modern Distributing Company, with trade, in the amount of $14,724.
SANITATION FUND
Department: Gen. Services - Sanitation Budget: $110,000
Item: Refuse Truck - 25 C.Y.
Ditt. from
Bidder: Model Amount Estimate Deliverv
* American Equipment Co., 2003 Sterling L T7500 $99,409 - $10,591 90 Days
Kansas City, MO E-Z Pack G-300-25 $90,409 wI trade - $19,591
* 2003 Freightliner M2 $99,757 - $10,243 120 Days
E-Z Pack G-300-25 $90,757 wI trade - $19,243
*Downing Sales & Service, 2003 Chevy CC8500 $103,541 - $6,459 130 to 145 Days
Phillipsburg, MO NewWay King Cobra $91 ,405 wI trade - $18,595
* 2003 Chevy CC8500 $103,966 - $6,034 130 to 145 Days
NewWay King Cobra $91,465 wI trade - $18,535
* American Equipment Co., 2003 Chevy CC8500 $100,498 - $9,502 120 Days
Kansas City, MO E-Z Pack G-300-25 $91,498 wI trade - $18,502
*Downing Sales & Service, 2003 Freightliner M2 $104,620 - $5,480 130 to 145 Days
Phillipsburg, MO NewWay King Cobra $92,120 wI trade - $17,880
* 2003 Sterling L T7500 $104,622 - $5,378 90 to 135 Days
NewWay King Cobra $92,122 wI trade -$17,878
* 2003 Chevy CC8500 $105,341 - $4,659 130 to 145 Days
Loadmaster Excel $92,841 wI trade - $17,159
* 2003 Chevy CC8500 $105,766 - $4,234 130 to 145 Days
Loadmaster Excel $93,266 wI trade - $16,734
* 2003 Freightliner M2 $106,420 - $3,580 90 to 135 Days
NewWay King Cobra $93,920 wI trade - $16,080
* 2003 Freightliner M2 $1 06,420 - $3,580 90 to 135 Days
5
Loadmaster Excel $93,920 wI trade - $16,080
2003 Sterling L 17500 $106,422 - $3,578 90 to 135 Days
Loadmaster Excel $93,922 wI trade - $16,078
*Melton Motor Co., Inc., 2003 Chevy CC8500 $102,747 - $7,253 120 to 130 Days
Heil PT1000 $95,247 wI trade - $14,753
*Kansas Truck Center, Inc., 2004 Freightliner M2 $102,644 - $7,356 75 to 150 Days
Salina Heil PT1000 $95,644 wI trade - $14,356
*Melton Motor Co., Inc. 2003 Chevy CC8500 $103,171 - $6,829 120 to 130 Days
Belleville Heil PT1000 $95,671 wI trade - $14,329
Downing Sales & Service, 2003 Freightliner M2 $108,220 - $1,780 90 to 165 Days
Phillipsburg, MO Loadmaster Excel $95,720 wI trade - $14,280
Midwest Truck Equipment, 2003 Sterling L T7500 $103,081 - $6,919 90 Days
Wichita Heil PT1000 $96,081 wI trade -$13,919
*American Equipment Co. 2003 International 7400 $105,478 - $4,522 120 Days
Kansas City, MO E-Z Pack G-300-25 $96,478 wI trade - $13,522
*Downing Sales & Service, 2003 International 7400 $109,558 - $442 1 05 to 135 Days
Phillipsburg, MO NewWay King Cobra $97,058 wI trade - $12,942
Kansas Truck Center, Inc., 2004 Freightliner M2 $104,414 - $5,586 75 to 150 Days
Salina Heil PT1000 $97,414 wI trade - $12,586
*MHC Kenworth, Salina 2003 Kenworth T3000 $104,881 - $5,119 March 15
Heil PT1000 $97,881 wI trade -$12,119
*Custom Truck Sales, 2003 Freightliner M2 $102,714 - $7,286 60 to 75 Days
Kansas City, MO E-Z Pack G-300-25 $98,714 wI trade -$11,286
*Downing Sales & Service, 2003 International 7400 $111,358 + $1,358 130 to 145 Days
Phillipsburg, MO Loadmaster Excel $98,858 wI trade - $11,142
*Midwest Truck Equipment, 2003 International 7400 $108,017 - $1,983 90 Days
Wichita Heil PT1000 $101,017 wI trade - $8,983
Recommendation:
The '*' denotes bids that do not fUlly meet specifications. Only four bids meet the specifications. Those
not meeting specifications fail to meet essential requirements related to daily service needs. These
include, but are not limited to: packer cycle time, rate of compaction, frame strength, engine horsepower,
gross vehicle weight, and suspension weight. As a result, Staff recommends purchasing the 2003 Sterling
L T 7500 chassis with the Loadmaster Excel packer body, with trade, from Downing Sales & Service in the
amount of $93,922.
SOLID WASTE
Department: Utilities - Solid Waste
Item: Landfill Compactor
Budget: $450,000
Bidder:
Foley Equipment Co.,
Salina
Model
Caterpillar 826G-1I
Amount
$451,450
$411,450
Ditt. from
Estimate Delivery
+ $1,450 7 to 8 Weeks
- $38,550
Recommendation:
The bid from Foley Equipment Company was the only bid received, but is considered to be very
competitive. As a result, Staff recommends purchasing the Caterpillar 826G-II, with trade, from Foley
Equipment Company in the amount of $411 ,450.
6
Department: Utilities - Solid Waste Budget: $12,000
Item: Air Compressor
Diff. from
Bidder: Model Amount Estimate Delivery
M6 Concrete Accessory, 260 Sullair $13,349 + $1,349 4 Weeks
Wichita
Stewart & Stevenson, 260 Sullair $14,700 + $2,700 4 Weeks
Great Bend
Cullum & Brown, Wichita 260 Sullair $15,460 + $3,460 3 Weeks
Recommendation:
The cost estimate for air compressor assumed a value placed on trade-in equipment. However, none of
the vendors expressed an interest in the trade-in equipment offered. With this in mind, Staff believes the
low bid is very competitive. As a result, Staff recommends purchasing the Sullair 260 from M6 Concrete
Accessory in the amount of $13,349.
WA TERIWASTEWA TER FUND
Department: Utilities - Water Customer Acct.
Item: Folding/Inserting Machine
Bidder:
Pitney Bowes Inc., Wichita
Model
Pitney Bowes
5 Series
Formax FD 644
Central Plains Business
Forms, Inc., Salina
Budget: $35,000
Diff. from
Amount Estimate Delivery
$26,873 - $8,127 30 Days
$25,210 - $9,790 30 Days
Recommendation:
Since the number of vendors is limited for this type of specialized equipment, the Water Customer
Accounting ryvCA) staff obtained priced-competitive proposals from the two known vendors. They
determined that either unit would affordably meet the needs, but the Formax machine is best suited to our
regular use and includes the lowest purchase and maintenance cost. Please see attached summary
memorandum from Rod Franz, Director of Finance. As a result, Staff recommends purchasing the
Formax FD 644 folding/inserting machine from Formax in the amount of $25,210.
Department: Utilities - Water
Item: Skid Loader
Bidder: Model
Straub International, Salina Case 40XT
Victor L. Phillips, Topeka Case 40XT
Murphy Equipment, Topeka John Deere JD 240
Sellers Tractor, Burlington Mustang 2050
Foley Equipment, Salina Cat 228
Sellers Tractor, Salina JCB 170
Budget: $35,000
Amount
$17,600
$21,449
$23,412
$23,655
$23,755
$25,683
Diff. from
Estimate
- $17,400
- $13,551
-$11,588
-$11,345
-$11,245
-$9,317
Delivery
30 Days
30 to 60 Days
30 to 45 Days
60 to 90 Days
March 24
90 to 120 Days
Recommendation:
Staff recommends purchasing the Case 40XT skid loader from Straub International in the amount of
$17,600.
7
/
EXHIBIT "C"
To: Jason Gage
From: Steve Snyder
Re: Golf Course green's mower
Date: January 2, 2003
The 2003 Vehicle and Equipment program includes a replacement green's
mower for the Municipal Golf Course, with budget of $15,000. We currently have
six (6) greens mowers at the course and one (1) located at E.C.R.A. to mow
infields, all of which are similar Toro models. In 1994, 1996, 1998, and 2000 we
purchased Toro demonstrator mowers from Modern Distributing Company,
Wichita, that had been used at the Kansas State University Experiment Station,
Manhattan. These mowers were all equipped with heads and features necessary
for our use and all had approximately 100 hours of use.
We again have the opportunity to purchase a demo model currently used at K-
State. This mower, though, is a 2000 model with 260 hours of use. Apparently,
this mower was kept additional time for K-State's use and not offered for public
sale. The price quoted for this mower is $14,723.55 including $750 for trade in of
our oldest mower, a 1988 model.
A new Toro mower with the same features was quoted at $16,735 with trade. In
1992, the last time we bid a new mower, we purchased a Toro model for
$13,377. We have had excellent results utilizing the demo units over the past
nine years. Even though the particular mower being offered us has additional
hours, the unit still carries a full two-year warranty.
-
The ability to purchase the same line of mower is important due to the
considerable inventory of parts and attachments that we currently have in stock.
We maintain a variety of different cutting heads that are needed in daily
operation, and the interchangeability of the equipment is important.
I am recommending we purchase the Toro model 3100 green's mower from Turf
Professional Equipment Company, (formerly Modern Distributing Company),
Wichita, for $14,723.55, with trade of 1988 model Toro mower.
DEPARTMENT OF FINANCE
AND ADMINISTRATION
Rodney Franz, Director
300 West Ash, P.O. Box 736
Salina, Kansas 67402-0736
TELEPHONE (78 EXHIBIT "D"
FAX (78bJ ,)u~-::>{J/j
TDD (785) 309-5747
E-MAIL rodJranz@salina.org
Website: www.cLsalina.ks.us
Salina
DATE:
TO:
1/21/2003
FROM:
RE:
Jason Gage, Assistant City Manager
Rod Franz, Director of Finance and Administration
Purchase of Folding/Inserting Machine
Water Customer Accounting staff have been investigating prospects for replacing the
folder/inserter machine now operated by that department for approximately a year. The
existing unit is a Pitney Bowes Mail Center 2000 (known informally as "Stuffanie"), and,
while never easy to use, has been increasingly problematic. Some parts are now
available only through cannibalization.
Based on initial quotes from Pitney Bowes, we placed $40,000 in the Water Customer
Accounting budget for 2003.
Staff di9 investigate outsourcing this function, but have been unable to locate a source
able to handle the variety of work we do (see attachment) with acceptable logistics, price,
timing and control.
During the course of staff investigation, we discovered a second vendor of folding inserting
machines. And we thus were able to acquire competitive quotes. The results are:
Vendor Purchase Annual
Price Support
Pitney Bowes (Includes Shipping) $26,873 $3,166
Formax (Includes Shipping) $25,210 $2,300
The Formax is quoted with a jogger to reduce static, an output conveyor, and a cabinet on
which to mount the unit. These items total $2,385 in the Formax quote, and are not
included in the Pitney Bowes quote. It is our understanding that they would have to be
acquired separately, if available.
Staff has visited existing installations for both machines, and watched both in a number of
operations within the business environment. A full staff report is attached, however it is
clear that the FORMAX has more flexible features, is more suited to our uses, is easier to
operate, is more reliable, is less costly to purchase, is less costly to maintain, and
occupies a smaller footprint. Both machines have a similar anticipated service life of 5 to
7 years at our volumes. The Pitney Bowes is has a higher rated speed (4,200 pieces per
hour compared to the Formax at 3,500 pieces), however, considering the differences in
operating the units, it is doubtful that this translates to any real advantage.
The service has been reported to be reliable for both companies.
Staff recommendation is to acquire the Formax from Central Plains Business Forms at the
quoted price.