AGENDA #4d
TO: Mayor and Town Council
FROM: W. Calvin Horton, Town Manager
SUBJECT: Award of Bid for Engine 31 Replacement
DATE: November 13, 2000
The attached resolution would authorize the Manager to acquire a fire pumper for use by the Fire Department (replacing Engine 31 that is currently housed in Headquarters Fire Station) based on the bid of KME Fire Apparatus, Inc. at a cost of $206,495.00.
Funding for this purchase would come from the Vehicle Replacement Fund purchases for the current year 2000-2001 also included on tonight’s agenda.
The purchase of this fire truck to replace Engine 31 is included in the Vehicle Replacement Fund. This fire truck would be the primary responding unit from Headquarters Fire Station. The delivery time for this type of fire truck is 240 days from the time of order.
The fire truck was designed by Fire Department personnel to meet the specific fire protection challenges of the uptown area and the University campus. The fire truck is smaller than the engine it is replacing, allowing better mobility in narrow alleys and streets, but still equipped to carry 500 gallons of water and a full complement of hose needed to suppress fires. The bids for this fire truck included an alternate bid requesting the truck have an additional two and one-half inch attack fire line. It was necessary to write the alternate bid specification to ensure the vendors could incorporate three attack lines while maintaining the smaller size requirement of the fire truck.
Attachment A details responsiveness of the two bids evaluated by Fire Department staff. Fire Master Fire Apparatus submitted the low bid of $197,894. Fire Master only met 81% of the bid requirements and did not meet any of the size requirements for length, height or hose capacity needed. KME offered an alternate bid of $206,495 that included three attack lines and met 99.4% of the bid requirements.
The pumper would be paid for through the Vehicle Replacement Fund. The cost for replacing Engine 31was originally estimated at approximately $360,000. However the original estimate was based on a full size, custom fire truck design. With the new design criteria for the smaller, attack-type fire truck, the cost estimate was reduced to approximately $220,000. The recommended bid is lower than the final estimate.
Specifications and bid notices were distributed to eleven (11) vendors in North Carolina, Virginia and Wisconsin and also to four (4) minority business organizations in North Carolina.
The Notice to Bidders was published in The Chapel Hill News classifieds on Sunday, September 3, 2000. Two (2) bids were received and opened on October 3, 2000. The bids received were as follows:
Vendor Bid
Fire Master Fire Apparatus. $197,894.00
2049 East Division, Springfield, Missouri 65803
Jack Slagle Fire Equipment/KME Fire Apparatus $206,495.00
One Industrial Complex, Nesquehoning, PA 18240
Fire Department staff judged the bids offered by Fire Master Fire Apparatus and KME Fire Apparatus to determine responsiveness of each vendor’s bid against key elements of the original specification. The fire truck was designed to operate in the uptown area and on the UNC campus, both known for crowded travel lanes and heavy pedestrian traffic during special events. Critical in the design of the fire truck was its reduced size, turning radius and clearance zones. In addition to the size limitations placed on the manufacturers, Fire Department staff wanted three attack lines arranged in a cross-wise configuration.
The bid specification required the manufacturers to meet size limitations and have two cross lays. An alternate bid was let requiring manufacturers to meet size limitations and have three cross lays. It was necessary to include the alternate bid to ensure the vendors could stay with size limitations and have flexibility to design the additional 2 ˝ inch attack line. The bid by KME Fire Apparatus, Inc. meets over 99% of the specifications and is the lowest responsive bid.
That the Council adopt the attached resolution authorizing the Manager award bids for a Fire Pumper to KME Fire Apparatus, Inc. for the alternate bid price of $206,495.00.
1. Engine 31 Bid Specification Grading Sheet (p. 4)
A RESOLUTION AWARDING BIDS FOR A FIRE PUMPER TO KME APPARATUS, INC. (2000-11-13/R-4)
WHEREAS, the Town of Chapel Hill solicited formal bids by legal notice in The Chapel Hill News on September 3, 2000, in accordance with G.S. 143-129 for the purchase of a Fire Pumper; and
WHEREAS, the low, responsive bid was submitted by Ferrara Fire Apparatus, Inc. at the bid price of $206,495.00 and met the specifications established by the Town;
NOW, THEREFORE, BE IT RESOLVED by the Council of the Town of Chapel Hill that the Council awards the bids for a Fire Pumper to KME Fire Apparatus, Inc. in the amount of $206,495.00.
This the 13th day of November, 2000.