HomeMy WebLinkAboutAgenda Statement 1974/08/20 Item 10
AGENDA ITEM NO. [ 10 ]
CHULA VISTA CITY COUNCIL MEETING OF:
August 20, 1974
ITEM TITLE:
Resolution - Accepting bids and awarding contract for purchase
of one (1) bituminuous distributor
INITIATED BY:
Purchasing Agent
BACKGROUND
On July 2, 1974, Council appropriated funds for the purchase of one (1) bit-
uminous distributor for the Public Works Department.
Bids were received and opened at 10:00 A.M. on J~ly 22, 1974 in the office of
the Purchasing Agent for the purchase of one (1) bituminous distributor.
Two vendors were mailed proposal forms with the two submitting bids as follows:
BIDDER Make&;,Mode 1 Delivery UNIT PRICE CASH DISC.
Mustang Equip. Co~ Rosco RRE 2000 60 days $12,989.00 2%/30 days
El Cajon, Ca.
United Equip. Co. Etnyre BT-RS200 180 days 12,350.00 2%/15 days
The low bidder, United Equipment Company, stated that their Etnyre Unit varied from
City specifications and submitted the list of variations for our consideration. The
bid variations were reviewed by the Public Works staff and the recommendation made
that the unit was unacceptable. See Exhibit No.1.
The exceptions as listed by the Public Works Department are valid reasons for rejection
of the Etnyre Unit. The Rosco unit meets the City's specifications in all areas.
Funds required for the purchase of the Rosco distributor are $12,989.00, plus $779.34
sales tax, for a total of $13,768.34.
ATTACHED:
Resolution [~
Ordinance [ ]
Agreement [ ]
Plat [ ]
See EXHIBITS~] No. 1,2(t~~";:~l~
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Financial Statement:
Appropriation of $14,500.00 from Account
49-8900-5568 authorized by Resolution #7360.
Commission-Board Recommendation:
Department Head Recommendation: Purchasing Agent and Director of Public Works
recommend acceptance of bids and awarding of
contract to Mustang Equipment Company.
City Manager Recommendation: Concur
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I!'orm No. F-229
12/73
CERTIFICATE OF CITY/DIRECTOR OF fINANCE
Certification of Unappropriated Balance
I HEREBY CERTIFY that the monzy required for the
appropriation of funds for the purpose set forth in the attached
resolution is available in the Treasury, or is anticipated to
come into the Treasury, and is ot.herwise unappropriated.
Amount $
FUP.d
purpose
Bidder
.
Director of Finance
The city of Chula Vista
Date
By .
certi.fication of UnenctLwered Balance
I h1:R.~BY CERTIFY that the indebtedness and oblig,ation
to be incurred by the contra:t or agreement autho!iz~d by the
attached resolution can be incurreD. 'vlithout the violation of any
of the provisions of the Charter of the City of Chula Vist~f or
the Con5titutio~ or the laws of the State of Califorri2, that
sufficient monies have be~n appropriated for the purpose of said
contract, that suf:icient monies to meet the obligations of the
contract are actually in the Treasury, or are anticipated to come
into the Treasury to the credit of the appropriation from which
the same are to be drawn, and that said wonies now actually, in
the Treasury, together with the monies anticipated to come into
the Treasury, to the credit of said app:r:opriation are otherwise
unencul'llbered.
Amount Not to Exceed $ 14,500.00
~I}~~ rn.~_
ni:ector of Finance
The City of Chula Vist.a
Date ~ust 16, 1974
Fund 49-8900-5568
By
Dept./Activity
Purpose Authorizing the expenditure. ~~~500.00
Bidder Mustang~Eq~ment ComE.an~ _
Ccrtifici;11-:.e No.
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Augus t 14, 1974 EXHIBIT
1
TO:
Jim Espinosa, Purchasing Agent
FROM:
Bill Robens, Assistant Director
of Public Works (rJ f)
SUBJECT:
Bituminous Distributor
,John Crouse, the Street Superintendent, John Alden, the Equipment
Maintenance Superintendent and I have reviewed the bid submitted
by United Equipment Company for the bituminous distributor. The
unit which they intend to provide is the Etnyre Model BT-RS 2000
which they claim meets the intent of our 'specifications in every
wayo As required by our specifications, they have submitted a
list of items from which their unit di~fers from our specifications.
Based upon the Public Works Department review of their submitted
list of exceptions, I recommend that the City not accept the unit
bid by united Equipment Company and that the City accept the Roscoe
RRE 2000 item bid by Mustang Equipment Company,. The Roscoe dis-
tributor meets the City's specifications in every way.
The attached memorandum from John Alden details the areas where
the Etnyre fails to meet City specificationso The reasons for
my recommending disapproval are given below and are based upon
the information contained in the attached memorandumo
1. STATE SAFETY REQUIREMENTS:
The vendor states specifically concerning their unit that they
lido not know if it will comply with applicable sections of the
safety orders of the California Division of Industrial Safety
or if it is equipped with all legal accessories required by the
California Department of Motor Vehicles." Our specifications
require an affirmative statement in this regard. I believe it
is incumbent upon the vendor to guarantee that their unit meets
all State Safety Requirements and their refusal to so guarantee,
in my opinion, is in itself a valid reason for rejection of this
equipment.
The Roscoe distributor, bid by Mustang Equipment Company, does
meet all State Safety Requirements. It would be unfair to Mustang
Equipment Company for the City to accept the bid by United Equipment
Company and then spend considerable time and money to determine
whether or not the Etnyre unit meets ,safety requirements, If the
Etnyre unit does not meet safety requirements, it might be necessary
for the City to spend additional monies on the unit to bring it
up to State Safety Requirements,
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20 LOCATION OF PUMP POWER PLANT:
Our specifications require the power unit' for the pump to be
located perpendicular to the tank and at the rear of the unit.
The purpose of this requirement is to provide ease of operation
from the rear of the tank for the distribution of asphalt. This
is very important in an operation such as ours which requires
frequent stopping and starting of the application of asphaltic
material.
The Roscoe distributor meets this requirement.
The Etnyre distributor does not meet'this requirement. The
power plant is located longitudinally along the centerline of
the tank at the rear of the tank. Because this separates the
operator's catwalk area from the controls, it appears that this
will present serious operator problems to control the flow of
asphalt. There is no unit similar to this in the area that we
could observe, but it would appear that both safe operation and
quick controlled operation would be difficult to attain. It
might be noted that the basic production model is constructed
for operation from the cab. This might be satisfactory for many
applications of the asphaltic materials, but is not satisfactory
for the type of application which we do in this City.
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3. OTHER MISCELLANEOUS EXCEPTIONS:
There are five other exceptions to our specifications by United
Equipment Company for their Etnyre model. They include less
than required thickness of metal, spacing of surge plates beyond
our requirement, cleanout location and the transmission for the
power pumping unit. Individually these items are not important
enough to cause rejection of the Etnyre unit. Taken in the
aggregate, however, they clearly provide serious cause for
rejection of the unit.
COUNTY RECOMMENDATION:
The County of San Diego has ,an Etnyre'unit as bid for our speci-
fication in operation except that their unit is cab operated.
In discussion with Ralph Minga, who is the Superintendent of
County Roads for Division I, he indicates that they are not
satisfied with the performance of their unit. A general sum-
mation of his comment would relate basically to the overall
quality of the unit as well as many'of the objections contained
above in this memorandumo
WJR/b
Attachment
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VEPARTMENTAL CORRESPONVENCE
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DATE: August 8, 1974
TO: J. Crouse
FROM: J. Alden
SUBJECT: Bituminous distributor
The unit bid by United Equipment, Etnyre model BT-R8, doesn't meet
specifications specifically in the following areas:
Materials and construction: gauge of heads is 8 gauge,
specified 7 gauge: jacket 20 gauge, specified 18 gauge:
surge plate spacing not specified, specifications call for
40" spacing maximum.
cleanout: no cleanout or sump provided, pump is bolted
directly to bottom of tank, sp~cifica'tions call for 8"
sump with a 411 drain plug.
Pump power unit: twq speed transmission, speci~ications
call for four speed transmission. ·
Mounting: pump powe'r plant is mounted in line with tank
at rear, specifications call for pump and power unit to
be mounted lateral to the tank at the rear.
Miscellaneous: vendor states they lido not know if it
will comply with applicable sections of the safety
order of the State of california Division of Industrial
safety or if it is equipped with all legal accessories
required by the California Department. of Motor Vehicles."
specifications state the equipment delivered shall comply
with applicable sections of the safety orders of the
California Division of Industrial Safety and shall be
e9uipped with all legal accessories as required by the
california Department of Motor Vehicles.
C~ty 06 Chuta v~~ta, Cati6o~n~a
111
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Comments: The specifications were written w1th three prime
~onsiderations; 1) ease of operation and safety, 2) quality
for strength and durability, and 3) ease of maintenance.
The Etnyre distributor, due to the configuration of the unit,
appears to present problems for the operator to be able to
reach the controls without considerable movement involved due
to the placement of the power plant. This could be a hazard
to the operator. Mr. Chase of United Equipment was contacted
on 7/30/74 and asked if a machine similar to the one ,being
bid we1;'e available for. inspection to determine if the machine
would be acceptable with the exceptions bid. Apparent1y
no machines are in use in this area with the type pumping
unit bid, therefore we cannot determine if the exceptions
bid are acceptable or not.
Conclusion: The Etnyre distributor does not meet specifications.
The Rosco distributor meets all specifications.
Reco~nendation: The Equipment Maintenance Superintengent
recommends the Rosco bid be accepted.
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