8.2 2001 Awd VE Phase 2
CITY OF SALINA
REQUEST FOR CITY COMMISSION ACTION
DATE
5/21/01
TIME
4:00 P.M.
AGENDA SECTION:
NO. 8
ORIGINATING DEPARTMENT:
APPROVED FOR
AGENDA:
CITY MANAGER
ITEM
NO.
2
BY:
Jason Gage
B
Item:
Report on bids received for 2001 Vehicles and Equipment Plan - Phase 2 purchases.
Backaround:
Bids were opened for the Vehicles and Equipment Plan - Phase 2 items on May 15, 2001. Attached are
the specific Phase 2 purchase recommendations for each item as analyzed and recommended by the City
Manager's Office (Attachment A) and a spreadsheet which provides a cost update of vehicles and
equipment purchases to date (Attachment B).
The total Phase 2 cost for the purchases as recommended is $112,158.33, which is $34,841.67 less than
estimated. The bid received for the Wastewater Division's forklift is $2,974 higher than the original cost
estimate. However, Staff does believe the low bid is very competitive and recommends approval for this
item. Bids for the remaining recommended items are all below the cost estimate.
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. You will find that
total expenditures to date are well under the revised cost estimates.
Bids were also received for a % ton pickup truck to be used by the Water Customer Accounting Division.
Due to the bid amounts received and the need to review the specifications, Staff recommends re-bidding
this item. In addition, a remaining Phase 2 vehicle bid for a wastewater line televising truck is still under
review and will be presented for City Commission action at the June 4th meeting.
Recommendation:
The Staff recommendation is to:
1) approve the requested 2001 Vehicle and Equipment Plan - Phase 2 purchases.
Attachments: A - Itemized Purchase Recommendations
B - Vehicle and Equipment Cost Update Spreadsheet
GENERAL FUND
2001 Vehicle and Equipment Plan
Phase 2 Bid Overview
Department: Gen. Services - Street
Item: 2001 Backhoe
Bidder:
Sellers Tractor Co., Salina
Foley Tractor, Salina
Victor L. Phillips, Topeka
Victor L. Phillips, Topeka
Murphy Tractor, Topeka
Berry Tractor, Wichita
Budget: $72,000
Model
Amount
Diff. from
Estimate
- $18,552
- $18,198
- $17,960
- $15,073
- $11 ,000
- $6,796
ATTACHMENT "A"
Delivery
60 to 90 Days
60 Days
60 Days
60 Days
30 Days
30 Days
JCB 214 Series III
Caterpillar 416 D
Case 580 M
Case 580 M Turbo
John Deere 310 SG
Komatsu WB 140PS-2
$53,448 wi Alter.
$53,802 w/ Alter.
$54,040 w/ Alter.
$56,927 w/ Alter.
$61,000 wI Alter.
$65,204 wI Alter.
Recommendation:
The alternate bid item is a hydraulic option that allows us to attach our external hydraulic equipment
(hydra-hammer and vibratory compaction device) to the tractor. Some of the bids did contain minor
irregularities to the specifications. The bid from Sellers Tractor Company is the lowest bid and fully meets
the specifications. As a result, Staff recommends purchasing the JCB 214 Series III backhoe, with the
alternate hydraulic, from Sellers Tractor Company, Salina, for $53,448.
WATERlWASTEWATER FUND
Department: Utilities - Water
Item: 4WD Backhoe/Loader
Bidder:
Sellers Tractor, Salina
Berry Tractor, Wichita
Foley Tractor, Salina
Murphy Tractor, Topeka
Victor Phillips, Topeka
Budget: $60,000
Model Amount
JCB 214 Series III $40,737 wi trade
Komatsu WB-140PS-2 $46,444 w/ trade
Caterpillar 416 D $46,950 wI trade
John Deere 310 SG $50,750 w/ trade
Case 580 M $58,053 w/ trade
Diff. from
Estimate
- $19,263
- $13,556
- $13,050
- $9,250
- $1,946
Delivery
60 to 90 Days
30 Days
60 Days
30 Days
60 Days
Recommendation:
The bid from Sellers Tractor Company is the lowest bid and fully meets the specifications. The trade is a
1993 model backhoe that is at the end of its useful life. As a result, Staff recommends purchasing the
JCB 214 Series III backhoe/loader from Sellers Tractor Company, Salina, for $40,737 with trade.
Department: Utilities - Wastewater
Item: Forklift
Budget: $15,000
Bidder: Model Amount
Continental Hydraul., Salina Kalmar 60BXHGPSSN $17,973.33
Berry Materials, Wichita Yale GP060TGN $18,725
United Rentals, Wichita Komatsu FG30HT-12 $18,889
Sellers Tractor, Salina Hyster H60XM $19,499
Ditt. from
Estimate
+ $2,974
+ 3,725
+ $3,889
+ $4,499
Delivery
20 to 35 Days
1 00 Days
40 to 80 Days
80 to 120 Days
Recommendation:
While the bids received are higher than the original cost estimate, Staff believes them to be competitive.
The bid from Continental Hydraulics is the lowest bid and meets the specifications. As a result, Staff
recommends purchasing the Kalmar 60BXHGPSSN forklift from Continental Hydraulics and Equipment
Company, Salina, for $17,973.33.
Department: Utilities - Water Cust. Acct.
Item: % Ton Pickup
Budget: $16,000
Bidder:
Long-McArthur, Salina
Long-McArthur, Salina
Long-McArthur, Saline
Melton Motors, Belleville
Conklin Cars, Salina
Ditt. from
Estimate
+ $3,323
+ $1,323
+ $1,995
+ $2,292
+ $1,900
Model
2001 Ford F-150
2001 Ford F-150
2002 Ford F-150
2002 Chevy 1500
2002 Chevy 1500
Amount
$19,323
$17,323
$17,995
$18,292
$17,900
Deliverv
60 to 90 Days
60 to 90 Days
60 to 90 Days
90 Days
90 Days
Recommendation:
All bids, except the $17,995 bid from Long-McArthur, vary in differing degrees from the specifications
provided. This bid is $1,995 higher than estimated. Staff also believes that a more in-depth review of the
specifications is necessary as they relate to the day-to-day use of this truck. As a result, Staff
recommends rejecting the bids for this vehicle and requests authorization to re-bid.
2
2001 VEHICLES AND EQUIPMENT PLAN
Cost Update
ATTACHMENT "B"
................ ..................... . "'Ct. . ~l~~~::-~~t . A,1>~~~'i?W} F:~i1diriii InN~~
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DePtJl)iV:. ..................O'.......c......
',',"',>....:>:'. ~~cnp IQI\:" ......... .
General Flood Control Tractor $83,000 $82,245 ($755) 1 Martin Tractor Co., Topeka
General Fire & EMS Two (2\ 4 X 4 SUV Vehicles $44,000 $43,476 ($524 1 Long-McArthur Ford, Salina; incl. $20,000 trade-in.
General Fire - EMS Ambulance (refurbish) $65,000 $59,494 ($5,506) 2 Re-bid.
General Fire Rescue Tool $12,500 2
General Fire SCBA Reolacement $12,000 2
General Parks - Bid. Main Cargo Van - 1/2 Ton $21,000 $19,996 ($1,004) 1 Lona-McArthur Ford, Salina
General Parks - Forestrv Manlift Truck - 90' $71,000 $69,662 ($1.338) 1 MTllnsulated Products; F!. Wavne, IN
General Parks - Main!. Two (2) Pickuos - 1/2 Ton $27,000 $25,362 ($1,638) 1 Lona-McArthur Ford, Salina
General Parks - Main!. Two (2) Out-front Mowers $27,000 $25,500 ($1,500) 1 Outdoor EQuipment, Wichita
General Parks - Rec. Minivan $22,000 $20,770 ($1,230) 1 Marshall Motors, Salina
General Parks - Rec. ATV $5,500 $4,581 ($919) 1 Salina Motorsoorts, Salina
General Police Intoxilizer Van $24,000 $22.355 1$1,645) 1 Long McArthur Ford, Salina
General Police Six (5) Patrol Units ($24,500 each) $78,000 $76,720 ($1,280) 1 Lona McArthur Ford, Salina 14 units)
General Police Eiaht (8) Radar Units $15,500 $15,934 $434 1 Aoolied Concepts, Piano, TX
General Police Traffic Sianal Preemotion Devices $10,500 $12,650 $2.150 1 Tomar Electronics/Gades Sales, Wichita
General Street Pickup - 1/2 Ton $19,000 $18,041 ($959) 1 Lacy Regehr Motors, McPherson
General Street Backhoe $72,000 $53,448 1$18,552\ 2 Sellers Tractor Co., Salina
General Golf Course Eiaht 18\ Golf Carts $17,000 $17,600 $600 M&M Golf Cars; Lee's Summit, MO
General Contingency $24,000
TOTAL REQUESTED $650,000 BUDGET REMAINING: $82,166
. BUDGET: $650,000 EXPENDED $567,834 EXPEND. REMAINING: $24.500
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.<...iorAiGe~kAiFU~ ... . $567;8.j~( PROJ. BALANCE: $57,666
Gas Tax I Street Street Sweeper $84,000 $84,870 I $870 I 1 Sellers Tractor Co., Salina
TOTAL REQUESTED $84,000 BUDGET REMAINING: $15,130
BUDGET: $100,000 EXPENDED $84,870 EXPEND. REMAINING: $0
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.... >.. iOTAL GAs tAX FUNO .. .. . ~p~ PROJ. BALANCE: $15,130
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Golf Course I Golf Course Out-Front Mower $18,000 I I F.R I
TOTAL REQUESTED $18,000 BUDGET REMAINING: $35.000
BUDGET: $35,000 EXPENDED $0 EXPEND. REMAINING: $18,000
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.... .toiALGOLFCOORSSFI1NO..... ...............$0. PROJ. BALANCE: $17,000
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Sanitation Sanitation Refuse Truck - 25 C.Y. $100,700 $80,488 r ($20,212)T 1 I Downina Sales & Service; Phillipsbura, MO
Sanitation Sanitation Pickup - 1/2 Ton Extended Cab $19,000 $19,952T $952 I 1 I Long McArthur Ford, Salina
TOTAL REQUESTED $119,700 BUDGET REMAINING: $19,560
BUDGET: $120,000 EXPENDED $100,440 EXPEND. REMAINING: $0
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....... i~tA4$AMtAri(jjM #,(fNi:),. .. . ....$1.ojj;""O. PROJ. BALANCE: $19,560
Solid Waste Solid Waste Dozer - D7 $211,000 $208,695 ($2,305) 1 Folev Eauipment Co., Salina
Solid Waste Solid Waste Tractor - 65 HP. $14,000 $12,800 1$1,200) 1 Dauer Imolement, Salina
Solid Waste Solid Waste Unallocated $25.000
TOTAL REQUESTED $250,000 BUDGET REMAINING: $28,505
BUDGET: $250,000 EXPENDED $221,495 EXPEND. REMAINING: $0
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....... .... toiAi SQUDWASti;:..... . . mi;"~ PROJ. BALANCE: $28,505
WaterlW.W. Meter Readino Pickuo - 1/2 Ton $16,000 2 Recommend re-bid.
WaterlW.W. Water Pickup - 1/2 Ton Compact $16,000 $16,396 $396 1 Lono-McArthur Ford, Salina
WaterlW.W. Water Backhoe $60,000 $40,737 1$19,2631 2 Sellers Tractor, Salina
WaterlW.W. Water Two 12\ Lime Slakers $100,000 2
WaterlW.W. Wastewater Forklift $15,000 $17 ,97 4 $2,974 2 Continental Hvdraulics, Salina
WaterlW.W. Wastewater TV Truck & EQuipment $95,000 2
TOTAL REQUESTED $302,000 BUDGET REMAINING: $224,893
BUDGET: $300,000 EXPENDED $75,107 EXPEND. REMAINING: $211,000
. .....r~tiW,llTkMv,w,/=ci~... ............ .
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<<...;101 PROJ. BALANCE: $13,893
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TOTAL GAANPTotAi. REQUESTED. $~i4~.700 , BUDGET REMAINING: $405. 254
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BUDGET: $1 ........ .
,455,000 .......... . EXPEND. REMAINING: $253, 500
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.~~. rqrA4 tW!e:~O ~1 iO~;146 PROJ. BALANCE: $151, 754
FUNDING STATUS KEY
Phase Recommended phasing for authorization in 2001 (I.e., Phase 1,2 or possibly 3)
F.R. = Recommended for further review with future budget authorization.
Updated: May 21, 2001
Proposed: March 26, 2001