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HomeMy WebLinkAboutItem 06.kDate: 11 July 2011 Item No. RESOLUTION ACCEPTING BIDS AND AWARDING THE CONTRACT FOR THE INSTALLATION OF A WATER TANKER BODY TO STEPP MFG CO INC. Proposed Action Staff recommends adoption of the following motion: Move to accept bids for the installation of a water tanker body and award the contract to Stepp Mfg Co Inc. Passage of this motion enables the fabrication and installation of a water tanker body on a City provided cab and chassis. Overview The current water tanker based on a 1988 cab and chassis, repurposed from a snowplow. The tanker body was installed in 2000 and has seen a variety of uses over its lifetime, from flooding rinks to supporting the Vactor in clearing frozen storm sewers to pre- wetting the pavement ahead of street sweepers. Its use is limited by its configuration. The Operations & Maintenance Department advertised for bids on 16 June 2011 and sent bid packages to five vendors interested in supplying the tanker body. Bids were received from two vendors and opened on 6 July 2011. The bid from Stepp Mfg Co Inc at $76,270.28 represents the least cost to the City while meeting all of the specifications for the water tanker body. Staff has reviewed and evaluated the bids, recommends their acceptance and award of the contract to Stepp Mfg Co Inc. Primary Issues to Consider • The need to replace the existing water tanker. Maintenance costs for the cab and chassis are increasing annually. The tanker body is rusting and is not repairable. The water tanker is limited in design and does not support the variety of street maintenance needs. Supporting Information • A copy of the bb -tion and contract are attached. risto • er J. Petree Operations & Maintenance Director Financial Impact: $76,270.28 Budgeted: Yes Source: 4114.6540 Related Documents (CIP, ERP, etc.): CIP Notes: City provided cab and chassis at $69,564.38 ATTEST: Charlene Friedges, City Clerk CITY OF LAKEVILLE RESOLUTION NO: RESOLUTION ACCEPTING BIDS AND AWARDING THE CONTRACT FOR THE INSTALLATION OF A WATER TANKER BODY TO STEPP MFG CO INC. WHEREAS, notices to bidders for the acceptance of sealed bids for the installation of a water tanker body were officially published on 16 June 2011, and WHEREAS, sealed bids were opened at 1:30 p.m. on 6 July 2011, and WHEREAS, the lowest responsible bidder for the installation of a water tanker body is Stepp Mfg Co Inc, 12325 River Road, North Branch, MN with a bid of $76,270.28 for the fabrication and installation of a water tanker body. NOW, THEREFORE, BE IT RESOLVED, that the bids are accepted for the installation of a water tanker body and the contract is awarded to Stepp Mfg Co Inc. APPROVED AND ADOPTED this 18 day of July 2011 by the City Council of the City of Lakeville. CITY OF LAKEVILLE Mark Bellows, Mayor Company Bid Bond (5%) Total Bid Price Stepp Mfg Co Inc Yes $76,270.28 Ruffridge - Johnson Equipment Co, Inc Yes $96,357.61 BID TABULATION SHEET BID FOR THE INSTALLATION OF A WATER TANKER BODY City of Lakeville Operations & Maintenance Department 20195 Holyoke Avenue Lakeville, Minnesota 55044 Bid Advertised: 16 June 201 1 No addenda were issued for this bid package. Bid Opening: 6 July 2011, 1:30 p.m. Bids will be evaluated prior to award in accordance with paragraph 2.2, Basis of Award, as contained in the specifications. AGREEMENT THIS AGREEMENT, made this 18 day of July, 2011, by and between the City of Lakeville, hereinafter called "City" and Stepp Mfg Co Inc doing business as a corporation, hereinafter called "Contractor ". WITNESSETH: That for and in consideration of the payments and agreements hereinafter mentioned: 1. The Contractor will commence and complete installation of a water tanker body on a cab and chassis provided by the City. The Work must be completed within thirty (30) days after receiving the cab and chassis. 2. The Contractor will furnish all of the materials, supplies, tools, equipment, labor, and other services necessary for the installation and completion of the project described herein. 3. The Contractor agrees to perform all of the work described in the Contract Documents for the sum of $ 76,270.28 inclusive of taxes. 4. The Contractor shall not commence work under this Agreement until it has obtained all insurance required under this section and shall have filed the certificate of insurance or the certified copy of the insurance policy with the City. Each insurance policy shall contain a clause providing that it shall not be cancelled by the insurance company without thirty (30) days written notice to the City of the intent to cancel. Minimum requirements: A. General Liability. During the term of this Agreement, Contractor shall maintain a general liability insurance policy with limits of at least $1,000,000 for each person, and each occurrence, for both personal injury and property damage. This policy shall name the City as an additional insured for the services provided under this Agreement and shall provide that the Contractor's coverage shall be the primary coverage in the event of a Toss. B. Worker's Compensation. The Contractor shall secure and maintain such insurance as will protect Contractor from claims under the Worker's Compensation Acts and from claims for bodily injury, death, or property damage which may arise from the performance of Contractor's services under this Agreement. In addition to all listed coverage, Contractor shall procure and maintain an Umbrella or Excess liability policy in a minimum limit of $2,000,000. 5. The Contractor shall indemnify and hold harmless the City and its officers, agents and employees from and against all claims, damages, losses or expenses, including attorney fees, which may be suffered or for which they may be held liable, arising out of or resulting from the assertion against them of any claims, debts or obligations in consequence of the performance of this Agreement by the Contractor, its employees, agents or subcontractors, whether or not caused in part by a party indemnified hereunder. Contractor shall comply with all applicable Laws and Regulations relating to the safety of persons or property, or to the protection of persons or property from damage, injury, or loss. 6. The term "Contract Documents" means and includes the following A. Specifications and Bid for the Installation of a Water Tanker Body B. Part 1. Instructions to Bidders C. Part 2. Technical Specifications D. Attachment 1: Cab and Chassis Specifications E. Bid Form 7 The City will pay to the Contractor within 30 days after approval of an invoice. Final payment shall not be made until the Contractor furnishes the City a properly completed IC 134. The Contractor is responsible for prompt payment to all subcontractors in accordance with Minnesota Statute 471.425. 8. Any changes to the work specified by this Agreement shall be made in writing and signed by both parties. Only the Operations & Maintenance Director will have the authority to initiate any change orders. No payment will be made for any claim for additional charges not processed in this manner. 9. This Agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors, and assigns. 10. All data created, collected, received, maintained or disseminated for any purpose in the course of this Contract is governed by the Minnesota Government Data Practices Act, Minn. Stat. Ch. 13, any other applicable state statute, or any state rules adopted to implement the act, as well as federal regulations on data privacy. All books, records, documents and accounting procedures and practices to the Contractor and its subcontractors, if any, relative to this Contract are subject to examination by the City. 11. If the equipment provided by the Contractor pursuant to this Contract contains software, including that which the manufacturer may have embedded into the hardware as an integral part of the equipment, the Contractor shall pay all software licensing fees. The Contractor shall also pay for all software updating fees for a period of one year following cutover. The Contractor shall have no obligation to pay for such fees thereafter. Nothing in the software license or licensing agreement shall obligate the City to pay any additional fees as a condition for continuing to use the software. 12. If the Contract requires, or the Contractor desires, the use of any design, devise, material or process covered by letters, patent or copyright, trademark or trade name, the Contractor shall provide for such use by suitable legal agreement with the patentee or owner and a copy of said agreement shall be filed with the Owner. If no such agreement is made or filed as noted, the Contractor shall indemnify and hold harmless the Owner from any and all claims for infringement by reason of the use of any such patented designed, device, material or process, or any trademark or trade name or copyright in connection with the Project agreed to be performed under the Contract, and shall indemnify and defend the Owner for any costs, liability, 13. The laws of the State of Minnesota govern the interpretation of this Contract. In the event of litigation, the exclusive venue shall be in the District Court of the State of Minnesota for Dakota County. 14. Pursuant to Minn. Stat. § 471.25, Subd. 4a, the Contractor must pay any subcontractor within ten (10) days of the Contractor's receipt of payment from the City for undisputed services provided by the subcontractor. The Contractor must pay interest of 1 1 /2 percent per month or any part of a month to the subcontractor on any undisputed amount not paid on time to the subcontractor. The minimum monthly interest penalty payment for an unpaid balance of $100.00 or more is $10.00. For an unpaid balance of less than $100.00, the Contractor shall pay the actual penalty due to the subcontractor. IN WITNESS WHEREOF, the parties hereto have executed, or caused to be executed by their duly authorized officials, this Agreement in two copies, each of which shall be deemed an original on the date first above written. (Seal) CITY: Attest: By: Title: Name: By: Title: Title: (Seal) Attest: Name: Title: (Seal) Attest: Name: Title: NOTE: Two (2) corporate officers are to sign if applicable. State of County of CONTRACTOR: Signature Address CONTRACTOR: Signature Address Date Date License Number (if applicable) Title Title The foregoing instrument was acknowledged before me this day of , 2011. Notary Public, County, My Commission Expires