TRANSMITTAL MEMORANDUM The Honorable ... AWS
General Manager
334 From Screec Kecchikan, AK 9990 I Phone (907) 228-5603 Fax (907) 225-5075
TRANSMITTAL MEMORANDUM TO:
The Honorable Mayor and City Council
FROM:
Karl R. Amylon , General Manager
DATE:
April?, 2016
RE:
Bids for Contract No. 17-10 Manufacturing Company
Telephone Line Truck, Time
In adopting the 2017 Ketchikan Public Utilities Operating and Capital Budget, the City Council appropriated $465,000 to the Telecommunications Division for vehicle acquisition. As indicated in the attached memorandum from Telecommunications Division Manager Ed Cushing, the Utility has advertised for and received sealed bids for Contract No. 17-10, Small Bucket Truck. Four bids were received and publicly opened on Wednesday, March 29, 2017 at 2:00 p.m. in the City Council Chambers. The Telecommunications Division Manager's report contains a summary of the bids received . Time Manufacturing Company submitted the apparent low bid meeting specifications in the amount of $171 ,810. Mr. Cushing is recommending a five percent contingency in the amount of $8,590, bringing the total project cost to $180,400. A Notice of Intent to Award was issued on Tuesday, April4, 2017. As of the date of this report, no appeals have been received . The Telecommunications Division Manager will be attending the City Council meeting of April 20, 2017, in order to address any questions and/or concerns that Councilmembers may have. A motion has been prepared for City Council consideration. RECOMMENDATION
It is recommended that the City Council adopt the motion accepting the bid of Time Manufacturing Company in the amount of $171 ,810 for Contract No. 17-10, Telephone Line Truck; establishing a five percent contingency in the amount of $8,590, bringing the total project cost to $180,400; authorizing funding from the Telecommunications Division's 2017 Vehicle Acquisition capital account; and directing the City Manager to execute the contract documents on behalf of the City Council.
Recommended Motion: I move the City Council accept the bid of Time Manufacturing Company in the amount of $171 ,810 for Contract No. 17-10, Telephone Line Truck; establish a five percent contingency in the amount of $8,590, bringing the total project cost to $180,400; authorize funding from the Telecommunications Division's 2017 Vehicle Acquisition capital account; and direct the City Manager to execute the contract documents on behalf of the City Council.
AGENDA- 04/20/17- KPUNB2
K.PU ~-
-~
.,-,
Memorandum To:
Karl R. Amylon , KPU General Manager
From:
Ed Cushing, KPU Telecommunications Division Manager
Date:
April?, 2017
Subject:
Contract No. 17-10, Telephone Line Truck - 2017 Vehicle Acquisition Project
In adopting the 2017 KPU annual budget, the City Council appropriated $465,000 to the Telecommunications Division for the replacement of vehicles and improvement of the fleet. Included in this budget was a "Telephone Line Truck" to be used for construction and repair work. Bid documents for the project were compiled and publically advertised for bids on February 25, 2017. Sealed bids were opened on March 29, 2017 at 2:00pm in the City Counci l Chambers. Four bidders responded with a complete bid packet: Magnum Enterprises
$201,798.26
Time Manufacturing Company
$171,810.00
Altec Industries Inc.
$164,542.00
RWC International Ltd.
$227,401.00
Notice of Intent to Award was issued on April 4, 2017 for Time Manufacturing Company. KPU Telecommunications is recommending the Contract No. 17-10 be awarded to Time Manufacturing Company in the amount of $171 ,810. Time Manufacturing ($171 ,400) is being recommended over Altec's lower bid ($164,252) for two primary reasons: 1. In keeping with the vehicle's "Product Specifications" requirements, T ime had the most Compliant bid. For example, and most critically, we specified outriggers with a maximum spread of 153" (item 18c). Time met the outrigger specification. Altec failed to meet this specification, offering instead an outrigger spread of 103". 2. Time had the best delivery date (240 days/8 months). Altec specified a delivery time of 300 -330 days (10- 11 months). A 5% Contingency is recommended in the amount of $8,590.00 for a total project cost of $180,400.00. Funding will come from the 2017 Vehicle Acquisition capital budget account.
Recommended Motion:
I move the City Council award Contract 17-10, "Telephone Line Truck" to Time Manufacturing Company in an amount of $171 ,810.00; establishing a contingency of $8,590.00 for a total project cost of $180,400.00 from the 2017 Vehicle Acquisition capital account; and directing the City Manager to execute the contract on its behalf. cc:
David Martin, Assistant KPU Manager Bob Newell, City Finance Director
BIDDER'S LIST
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Bid Open Date: 03/29/2017
Contract No: 17-10
Bid Name: Telephone Line Truck
Bid Open Time: 2:00 pm Local Bidder
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KPU Telecommunications 2970 Tongass Avenue Ketchikan, AK 99901 Phone (907) 225-1 000 Fax (907) 225-1788
April4, 2017 Time Manufacturing Company 7601 Imperial Drive PO Box 20368 Waco, Texas 76702-0368 [email protected] ATIN: Stan Tomchesson Re:
Intent to Award- Contract No. 17-10, Telecommunications Line Truck
Dear Mr. Tomchesson, Please be advised that the City of Ketchikan d/b/a KPU Telecommunications intends to award the referenced project on April20, 2017 as follows: Time Manufacturing Company
$171 ,810.00
Four (4) proposals were received and screened by a committee of five (5) representatives. A unanimous consensus was reached to recommend City Council award the contract to Time Manufacturing Company. Any bidder or proponent who has any objection to the recommended award of bid or proposal shall file a written notification of appeal with the City Clerk- City of Ketchikan I Clerk's Office, 334 Front Street, Ketchikan, Alaska 99901 or by tax to 907-225-5075. The notification of appeal shall specifically state all the reasons for the appeal; the specific action requested by the bidder or proponent; the specific part(s) of the bid or proposal documents on which the appeal is based; the reason(s) the bidder or proponent claims to be the lowest responsible bidder or most qualified proponent; and all statements, documents, and other relevant materials which the bidder or proponent will submit in support of its appeal. The notification of appeal shall be filed with the Ketchikan City Clerk by either: 1) 5:00 pm on the Thursday one (1) week prior to the City Council meeting where the bid is to be awarded; or 2) Within five (5) calendar days from the date the intent to award was initially delivered to the bidder which filed the notification of appeal, whichever is earlier. The City of Ketchikan and KPU Telecommunications would like to thank you for your response to the RFB/RFP. We hope to see your interest extended to our future projects.
SinceriQ_
Ed Cushmg KPU Telecommunications Division Manager
Division: Telecommunications
Project Priority:
Project Title: Vehicle Acquisition
Start Date: End Date:
18
Project Number:
01/17 12/21
Estimated Project Cost: Design Description: Land/Right-of-Way This capital account funds replacement of aging vehicles to prevent excessive maintenance costs and breakdowns Construction Management affecting production. In 2017, this project will fund the replacement of the Construction Lift Truck, a vehicle that is Construction specific to building new aerial plant or replacing damaged cable, and one bucket truck. Equipment Other Project Total
Source of Funds Revenue Generating Fund
Total
Prior Years
Reappropriated
Adopted 2017 New Funding Total 465,000 465,000
465,000
D - 19
465,000
1,465,000 1,465,000
Projected Requirements 2018 250,000
2019 250,000
2020 250,000
2021 250,000
Total Project 1,465,000
250,000
250,000
250,000
250,000
1,465,000
334 From Screec Kecchikan, AK 9990 I Phone (907) 228-5603 Fax (907) 225-5075
TRANSMITTAL MEMORANDUM TO:
The Honorable Mayor and City Council
FROM:
Karl R. Amylon , General Manager
DATE:
April?, 2016
RE:
Bids for Contract No. 17-10 Manufacturing Company
Telephone Line Truck, Time
In adopting the 2017 Ketchikan Public Utilities Operating and Capital Budget, the City Council appropriated $465,000 to the Telecommunications Division for vehicle acquisition. As indicated in the attached memorandum from Telecommunications Division Manager Ed Cushing, the Utility has advertised for and received sealed bids for Contract No. 17-10, Small Bucket Truck. Four bids were received and publicly opened on Wednesday, March 29, 2017 at 2:00 p.m. in the City Council Chambers. The Telecommunications Division Manager's report contains a summary of the bids received . Time Manufacturing Company submitted the apparent low bid meeting specifications in the amount of $171 ,810. Mr. Cushing is recommending a five percent contingency in the amount of $8,590, bringing the total project cost to $180,400. A Notice of Intent to Award was issued on Tuesday, April4, 2017. As of the date of this report, no appeals have been received . The Telecommunications Division Manager will be attending the City Council meeting of April 20, 2017, in order to address any questions and/or concerns that Councilmembers may have. A motion has been prepared for City Council consideration. RECOMMENDATION
It is recommended that the City Council adopt the motion accepting the bid of Time Manufacturing Company in the amount of $171 ,810 for Contract No. 17-10, Telephone Line Truck; establishing a five percent contingency in the amount of $8,590, bringing the total project cost to $180,400; authorizing funding from the Telecommunications Division's 2017 Vehicle Acquisition capital account; and directing the City Manager to execute the contract documents on behalf of the City Council.
Recommended Motion: I move the City Council accept the bid of Time Manufacturing Company in the amount of $171 ,810 for Contract No. 17-10, Telephone Line Truck; establish a five percent contingency in the amount of $8,590, bringing the total project cost to $180,400; authorize funding from the Telecommunications Division's 2017 Vehicle Acquisition capital account; and direct the City Manager to execute the contract documents on behalf of the City Council.
AGENDA- 04/20/17- KPUNB2
K.PU ~-
-~
.,-,
Memorandum To:
Karl R. Amylon , KPU General Manager
From:
Ed Cushing, KPU Telecommunications Division Manager
Date:
April?, 2017
Subject:
Contract No. 17-10, Telephone Line Truck - 2017 Vehicle Acquisition Project
In adopting the 2017 KPU annual budget, the City Council appropriated $465,000 to the Telecommunications Division for the replacement of vehicles and improvement of the fleet. Included in this budget was a "Telephone Line Truck" to be used for construction and repair work. Bid documents for the project were compiled and publically advertised for bids on February 25, 2017. Sealed bids were opened on March 29, 2017 at 2:00pm in the City Counci l Chambers. Four bidders responded with a complete bid packet: Magnum Enterprises
$201,798.26
Time Manufacturing Company
$171,810.00
Altec Industries Inc.
$164,542.00
RWC International Ltd.
$227,401.00
Notice of Intent to Award was issued on April 4, 2017 for Time Manufacturing Company. KPU Telecommunications is recommending the Contract No. 17-10 be awarded to Time Manufacturing Company in the amount of $171 ,810. Time Manufacturing ($171 ,400) is being recommended over Altec's lower bid ($164,252) for two primary reasons: 1. In keeping with the vehicle's "Product Specifications" requirements, T ime had the most Compliant bid. For example, and most critically, we specified outriggers with a maximum spread of 153" (item 18c). Time met the outrigger specification. Altec failed to meet this specification, offering instead an outrigger spread of 103". 2. Time had the best delivery date (240 days/8 months). Altec specified a delivery time of 300 -330 days (10- 11 months). A 5% Contingency is recommended in the amount of $8,590.00 for a total project cost of $180,400.00. Funding will come from the 2017 Vehicle Acquisition capital budget account.
Recommended Motion:
I move the City Council award Contract 17-10, "Telephone Line Truck" to Time Manufacturing Company in an amount of $171 ,810.00; establishing a contingency of $8,590.00 for a total project cost of $180,400.00 from the 2017 Vehicle Acquisition capital account; and directing the City Manager to execute the contract on its behalf. cc:
David Martin, Assistant KPU Manager Bob Newell, City Finance Director
BIDDER'S LIST
J
Bid Open Date: 03/29/2017
Contract No: 17-10
Bid Name: Telephone Line Truck
Bid Open Time: 2:00 pm Local Bidder
CO:MPANY NM.ffi
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KPU"
KPU Telecommunications 2970 Tongass Avenue Ketchikan, AK 99901 Phone (907) 225-1 000 Fax (907) 225-1788
April4, 2017 Time Manufacturing Company 7601 Imperial Drive PO Box 20368 Waco, Texas 76702-0368 [email protected] ATIN: Stan Tomchesson Re:
Intent to Award- Contract No. 17-10, Telecommunications Line Truck
Dear Mr. Tomchesson, Please be advised that the City of Ketchikan d/b/a KPU Telecommunications intends to award the referenced project on April20, 2017 as follows: Time Manufacturing Company
$171 ,810.00
Four (4) proposals were received and screened by a committee of five (5) representatives. A unanimous consensus was reached to recommend City Council award the contract to Time Manufacturing Company. Any bidder or proponent who has any objection to the recommended award of bid or proposal shall file a written notification of appeal with the City Clerk- City of Ketchikan I Clerk's Office, 334 Front Street, Ketchikan, Alaska 99901 or by tax to 907-225-5075. The notification of appeal shall specifically state all the reasons for the appeal; the specific action requested by the bidder or proponent; the specific part(s) of the bid or proposal documents on which the appeal is based; the reason(s) the bidder or proponent claims to be the lowest responsible bidder or most qualified proponent; and all statements, documents, and other relevant materials which the bidder or proponent will submit in support of its appeal. The notification of appeal shall be filed with the Ketchikan City Clerk by either: 1) 5:00 pm on the Thursday one (1) week prior to the City Council meeting where the bid is to be awarded; or 2) Within five (5) calendar days from the date the intent to award was initially delivered to the bidder which filed the notification of appeal, whichever is earlier. The City of Ketchikan and KPU Telecommunications would like to thank you for your response to the RFB/RFP. We hope to see your interest extended to our future projects.
SinceriQ_
Ed Cushmg KPU Telecommunications Division Manager
Division: Telecommunications
Project Priority:
Project Title: Vehicle Acquisition
Start Date: End Date:
18
Project Number:
01/17 12/21
Estimated Project Cost: Design Description: Land/Right-of-Way This capital account funds replacement of aging vehicles to prevent excessive maintenance costs and breakdowns Construction Management affecting production. In 2017, this project will fund the replacement of the Construction Lift Truck, a vehicle that is Construction specific to building new aerial plant or replacing damaged cable, and one bucket truck. Equipment Other Project Total
Source of Funds Revenue Generating Fund
Total
Prior Years
Reappropriated
Adopted 2017 New Funding Total 465,000 465,000
465,000
D - 19
465,000
1,465,000 1,465,000
Projected Requirements 2018 250,000
2019 250,000
2020 250,000
2021 250,000
Total Project 1,465,000
250,000
250,000
250,000
250,000
1,465,000
