City of Grand Forks Staff Report Service / Safety Committee May 24, 2016 City Council June 6, 2016 06/06/2016

Agenda Item: Purchase of Vehicle Lift from the North Dakota State Bid and Consideration of Bids for Project #7580 CAT Vehicle Lift Replacement with New Lift Pit and Old Lift Infill

Submitted by: Dale Bergman, Public Transportation Division Director Ali Rood, Mobility Manager

Staff Recommended Action: • Approve purchase of Stertil Koni Eco Lift from the North Dakota State Bid for $88,913 • Approve low bid from Peterson Construction for Project #7580 CAT Bus Lift Pit Replacement and Old Lift Pit Infill. • Contracts subject to City Attorney’s Office review and approval

Committee Recommended Action:

Motion by Schneider and Bjerke to approve recommendation and refer to city council. Motion carried.

Council Action:

BACKGROUND: As part of the Public Transportation Facility renewal and renovation plan, the current bus lift will be replaced and a new lift pit built and an existing lift pit will be filled in. This project will replace two lifts that are considered unsafe and have no safety feature as currently required. City staff worked with EAPC to design and solicit bids for the pit infill and replacement construction project.

ANALYSIS & FINDINGS OF FACT: • • •

Staff recommends purchasing a Stertil Koni Eco Lift from the North Dakota State Bid for $88,913. The lift has a 60,000 lbs capacity needed to lift CAT’s larger class buses. Peterson Construction provided the lowest and best bid for Project #7580 CAT Pit Infill and replacement lift pit for replacement Stertil-Koni lift. The total project cost is $173,513, of which will be paid from the City’s Public Transportation cash carry over budget.

SUPPORT MATERIALS: •

Certified Bid Tabulation from EAPC

QUOTE 200 Log Canoe Circle, Stevensville, MD 21666 Phone 410.643.9001 Fax 410.643.8901 [email protected]

DATE: APRIL 28, 2016

www.stertil-koni.com TO

Dale Bergman Division Director Cities Area Transit 867 South 48 th Street Grand Forks, ND 58201

QTY

1 each

DESCRIPTION

UNIT PRICE

Stertil-Koni Model ECO-60-13 In-Ground Scissors Lift System

$88.913.00

LINE TOTAL

$88,913.00

Includes:

-60,000 Lbs. Capacity Lift meeting the attached layout -Full Freight to Grand Forks, ND -Complete installation into finished pit provided by others -Full Training by a factory representative on safe operation of this lift and lifts in general

Pricing per WSCA-NASPO Master Price Agreement #06405 and North Dakota State Term Contract #395

SUBTOTAL

$88,913.00

SALES TAX

N/A

TOTAL

WIRELESS MOBILE COLUMNS

SKYLIFT

THANK YOU FOR YOUR BUSINESS!

$88,913.00

ECOLIFT

lilil l 3100 DeMers Avenue Crand Forks ND 58201

1

T∈ LE 7017フ 5 3000

1

FAX

フO]フ 723605

May 23,2016

Subl: CAT Renovalon&Addた on Phase l― Lift lnl‖ &Replacement Rel Bid Award Recommendajon

C ty of Grand Forks― C‖ y Area Trandt

Attn:Dale Bergman 867 South 48th Street

Grand Forks,ND 58203

Vra ema″ Oη ly dbecma″ @gra″ dforksgο ソ00m

F‖

e:

20162080/City#7580

Dear Mr. Bergman:

The certifled Bid Tabulation is attached. forms..DBE The review by city Attorney Howard swanson clarifying questions on Byrd Anti-Lobbying to the bid is amendment as an bid envelope documentation. and deducis written on the outside of the also attached. being Based on the clarifications and recommendations made by the city Attorney, all documentation the that recommend we bidder, low are the they fact that the i; th. .quired time frame, and Construction' project Peterson to bity of Grand Forks award the

;r;;J"l

Sincerely,

¨ ク Kristine Zach

for EAPC Encl/ Bid Tabulation, City Attorney Review Cc w encl/ Todd F eland via email tfeland@grandforksgov com

―

-1-―

―

―

―

―

______

L一 ―

一

―

―

」

BID ttABULA丁 10N FORM PRO」 ECTI

Phase l― Lift lnl‖ &Replacement LOCAT10N: Grand Forks,North Dakota PRO」 NO: 20162080 City#7580

3100 DeMers Avenue Crand Fo「 ks,ND

58201

(701)775-3000

N0

Ｓ

LICENSE

Ｗ Ｒ賜 ＤＵ ︲ Ｂ ＣＥ

BIDDERS

CAT Renova‖ on&Addnon

DBE FORMS (VVttN 48HRS)

Peterson Contstruction

1021

X

X

Structures, lnc.

2112

X

X

lnnes Construction

1543

X

X

ICS,lnc

20742

X

X

BID DATE:

Tuesday,May 17,2016

BID TIME:

2:00 P M loca1lme

ANTI― LOBBYING

CERTIFICATE (OVER S100,000)

X

X

ADDENDUM N01

LUMP SUM BASE BID

X

$84,60000

X

$88,24400

X

S94,100

X

$88,861

The undersigned certifies this Bid Tabulation.

Signed:

_

Kristine Zach

Sent:

Howard Swanson < [email protected] Monday, May 23, 2016 434 PM

To:

Kristine Zach

Cc:

Kellie Ebertowski; [email protected] RE: City Project 7580 - Bid Review (Part 1/2)

From:

Subject:

Follow Up Flag: Flag Status:

>

Follow up Flagged

the bid specifications including the bid invitation/announcement. ln particular, you have asked questions as to whether the Byrd anti-lobbying form was required to be included within the submitted bid documents; whether the bidders needed to submit DBE documentation along with their bid submittals and .,deduct third, whether a S1,000" handwritten on the outside of the bid envelope is an effective amendment I have reviewed

of that bid.

provision addressing With respect to the Byrd anti-lobbying form and the DBE certification, there is no specific document itself the these issues in the bid specifications or the bid invitation/an nouncement. Furthermore, that the Byrd antiindicates that it does not apply to projects under 5100,000. Consequently, it is my opinion Byrd antilobbying affidavit was not required to be included within the bid submittals. Any bids lacking the lobbying affidavit may be considered. specificallY indicate With respect to the DBE certification, the proposed forms to be completed by the bidders No other that the information may be submitted no later than 48 hours after the bid due date and time or bid directives, instructions or changes appear within the bid specifications DBE information may invitation/a nnouncement. Consequently, it is my opinion that bids submitted without of the date and time of bid be considered if the bidder submits the necessary documentation within 48 hours openinB.

written on the outside of the bid envelope indicating a within the bid specifications or deduction of S1,000 from the sealed written bid, I find no provision contained written on the outside of the bid bid solicitation/announcement which would allow for such a bid modification that the bid would be envelope to be considered. The applicable statutory requirements contemplate solicitation/a nnouncement contained within the sealed bid envelope. However, the bid specifications and research further indicates that there reserved the city's authority to waive minor defects or irregularities. My on the outside of the bid envelope is an is a split among jurisdictions as to whether the writing of a bid change within the bid effective alteration or modification of a submitted bid. Without clear cut language contained I believe the city language, statutory specifications or the bid solicitation/a nnouncement and without specific on the outside of the would have the authority to determine that the handwritten modification appearing form as modified' However' bid envelope is a minor irregularity and that the city could receive and accept the which is whether the there are obvious risks and concerns associated with such a position, not the least of policy decision to be it handwritten notation is genuine and from a person with authority' While I believe is a of the envelope not determined by the City Council, it is my recommendation that the notation on the outside appearing on the formal bid tab be considered to be a minor irregularity and that such bid be recorded as contained within the bidder's sealed envelope Lastly, with respect to the handwritten notation

Should you have any questions or concerns regarding this matter, please do not hesitate to contact me.

From: Kristine Zach Imailto:[email protected]] Sent: Monday, May 23, 2016 2:50 PM To: Howard Swanson Cc: Kellie Ebeftowski

Subject:

RE: City Project 7580

- Bid Review (Part 1/2)

Good afternoon Howard,

wanted to check in with you in regards to the bid review we discussed last week. Do you think you will be able to review and advise before tomorrow evening's service safety meeting? I

Hope you had a good weekend. Thank you,

Kristine Zach Structural Engineering Designer

:E Fapg 7017753082 7017753000 7017723605

D rect

Ma n FaX

From:Howard Swanson imalLo:hswansonOswbwLd COml Sent:Tuesday,May 17,20164:46 PM To:Knsune zachく Knsune zach@eapc net> Cc:Ke‖ ie Ebertowskiく kebertowskiOswlaWLd Com> SutteCt:RE:City Prolect 7580-Bid Review(Part 1/2) Did vou include a copy ofthe envelope with the deduction?

From:K‖ stine Zach[mJltO:K“

stine Zach⑥ eapc net]

Sent:Tuesday′ May 17′ 20164:07 PM T● :Howard

Swanson

::搬 霧彫 躍証7580-Ы d

ReMew(ht1/2)

Impo由 nce:High Howard,

Attached l have the four bids we received at the bid opening for City Prolect 7580-City Area Transit Lift lnf‖

Replacement along wth the proleCt Specrica■

￨&

On documents{these wi‖ comein a second emain we have several■

ems

that we need you to review in orderfor usto make a bid recommendation o

Peterson Construction did not submた DBE Attachment 6 orthe Byrd Ant卜 Lobbying formsin their bid(found in spec section 00 3000),iS there bid sti‖ vand?

o o

.

The DBE form notes "The lollowing informotion will be due no loter thon 48 hours ofter the bid due dote and time." Based on this as long as Peterson submits the form before Thursday at 2:00 pm it should be valid. Do you agree? The Byrd Anti-Lobbying form slales "To be submitted with eoch bid or oller exceeding 5700,000". Since the bid was below 5100,000 the form not being included should be a mute issue and the bid is still valid, correct?

lnnes Construction did not submit the Byrd Anti-Lobbying form in their bid. o The Byrd Anti-Lobbying form states "To be submitted with edch bid or oller exceeding 5100,000". since the bid was below 5100,000 the form not being included should be a mute issue and the bid is still valid,

correct?

.

Structures lnc included a deduction written on the exterior of the envelope for their bid which was initialed before the bid. o The note was "Deduct 51,000.00 RJ". ls this deduct valid or not?

Dale Bergman needs to have the recommendation for bid to submit this Thursday, 5/L9lf6,by noon so that it can make this next round of meetings for approval, if he does not make this round of safety service he cannot get in until July for approval. lf you could review at your soonest convenience it would be greatly appreciated' Thanks,

Kristine Zach Structural Engineering Designer

鷹 辱今‐ 791静 隔 7017753082 7017753000 7017723605

Direct

Main Fax

www eaoc net www facebook com/EAPCOroaress ve

BID ttABULA丁 10N PRO」 ECT:

FORM

CAT Renovation&Addlon Phase l― Llft lnfi‖ &Replacement

3100 DeMers Avenue Grand Forks,ND 58201

LOCAT10N: Grand Forks,Nolth Dakota PRO」 NO: 20162080 City#7580

(701)775-3000

BID DATEI BID TIME

Ｅ Ｓ

つ４ ︵υ

Peterson Contstruction

NO

Ｗ Ｒ％ ＤＵ ︲ Ｂ Ｃ

BIDDERS

LiCENSE

DBE FORMS

2100 P M Iocalume

ANT卜 LOBBYING

CERTIFICATE

(WttN 48HRS) (OVER S100 000)

X

X

Structures, lnc.

2112

X

X

lnnes Construction

1543

X

X

20742

X

X

ICS,inc

Tuesday,May 17,2016

X

X

ADDENDUM N01

LUMP SUM BASE BID

X

S84,60000

X

$88,21400

X

S94,100

X

S88,861

The undersigned certifies this Bid Tabulation.

Signedr

_