Bookmobile Bid Review 2014

To: Humboldt County Board of Commissioners From: Ben Garrett, Roads Superintendent Date: May 8, 2014 Subject: Bookmobile Bid Review 2014 Bid proposals were requested from various vendors for the manufacture and purchase of truck chassis and library box to replace the current Bookmobile bus style. The bid process was facilitated by Public Bid a free service associated with the Auction House for our surplus equipment. The process gave the unit national exposure. In excess of 25 vendors viewed and downloaded the specifications. The bid process complies with NRS Chapter 332. Six vendors responded with bids. Bid Breakdown: (ranked by price) 1. OBS Specialty Vehicles $233,100.00 a. Meets the majority of the specifications, but proposed an alternative location for the Generator not in the specifications. OBS feels the proposed generator location is structurally unsafe for the operator and the maintenance staff. OBS will not build the unit to Humboldt County’s specifications, but offered an alternative solution. b.270 Day Delivery Time c. OBS expects progress payments with 20% down upfront, not our normal practice for the purchase of equipment or vehicles. d.Exceptions question on the Proposal Summary page left blank. e. Exceptions: i. No certified dust free environment. ii. Generator location. iii. Electrically operate step instead of an air operated step. iv. Several other exceptions listed in the margins of the original specifications, but not on the exception page. 2. Matthews Specialty Vehicles $275,919.00 a. No exceptions taken or clarifications listed. However, after the bid was submitted, conversations with Matthews Specialty Vehicles indicated a concern regarding the safety of placing the generator in the location specified in the bid which would negate the manufacturer’s warranty. b.240 Day Delivery Time. 3. Farber Specialty Vehicles $285,800.00 a. 240 Day Delivery Time. b.Exceptions i. No Certified Dust Free Environment. ii. After the bid was submitted, conversations with Farber Specialty Vehicles indicated a concern regarding the safety of placing the generator in the location specified in the bid which would negate the manufacturer’s warranty. iii. Horizontal exhaust, not vertical exhaust as specified. iv. 14,700 lb. front axle, not 12,000 lb. front axle. 1 | P a g e v. 2‐50 gallon fuel tanks instead of 1‐100 gallon fuel tank. vi. Tires specified are no longer in production a comparable tire will be provided. vii. Accu‐Shield finish on steel wheels not available. viii. Instrument panel with wood finish is standard with the convenience package. ix. Add $5,500 if colors other than standard Supreme colors. x. Add $3,100 if lower body is nonstandard colors. 4. LDV Inc. $326,489.00 a. 240 Day Delivery Time b. Exceptions i. None listed, only clarifications on the Warranty and the upgrades to the Specifications. 5. Summit Body Works $367,046.00 a. 180 Day Delivery Time b.Proposal Summary indicates unit meets or exceeds Specifications, however the Exception Summary page lists several exceptions. c. Exception Summary page indicates unit meets or exceeds, but several items are listed. d.Exceptions (all upgrades) i. Electronic deadbolts Cargolock vs Yale as specified ii. Double Handrails vs angled rails at the step wells. iii. 2 exterior storage compartments with LED lighting. iv. The storage compartment in the Pullman used for electrical components. v. Coleman MACH 8 low profile AC / Heating units w/ 15,000 BTUs cooling and 6,000 BTUs heating for vehicle height limits. vi. Federal Signal Quadra Flare LED lighting instead of Thin Lite 162 vii. Aqua Hot heating system instead of Espar Airtronic units. viii. 2‐12 foot electric awnings in place of 1‐24 foot as this only comes in a manual system from their normal vendor. 6. Gerling and Associates $334,604.39 a. Not submitted in a timely fashion, thereby disqualified. Bid Summary: OBS Specialty Vehicles $233,100.00 without options OBS Specialty Vehicles $234,213.00 with options Matthews Specialty Vehicles $275,919.00 without options Matthews Specialty Vehicles $276,716.00 with options Farber Specialty Vehicles $285,800.00 without options
Farber Specialty Vehicles $287,011.00 with County Specified options Farber Specialty Vehicles $295,611.00 with County Specified options & potential additional paint Cost identified by Farber LDV Inc. LDV Inc. 2 | P a g e $326,489.00 without options
$327,761.00 with options Summit Body Works $367,046.00 without options Summit Body Works $368,606.00 with options Gerling and Associates Disqualified bid arrived late Review: All the new Bookmobile bid proposals warranty the entire vehicle for a minimum of 12 months, but only the Matthews proposal covers the cabin dust for 1 year. All the vendors listed warranties for the engine, transmission, chassis, box, generator, heaters, air conditioner and other add‐on items to be covered by the manufacturer. All the warranties were similar in length, if not identical. All service centers for warranty work are in Sparks, Nevada or Elko, Nevada. OBS Specialty Vehicles is unwilling to locate the generator over the chassis cab for reasons of operator safety and maintenance staff safety. OBS asserts the library cabin structure (Supreme Body) is not built to withstand the additional weight of an 800 pound generator and the housing. OBS has an exception for payment in the terms and conditions. As a general practice, Humboldt County pays for vehicles after delivery. On larger projects, such as, buildings and other fixed assets progress payments have been made. Payment to be made 20% upon order, 30 % upon receipt of shell at OBS, 45% upon delivery and 5% 30 days from delivery, as requested by OBS, seems to be beyond our normal practice. Matthews took no exceptions; however, conversations with the vendor confirmed the Supreme Body specified will not accommodate the generators weight without substantial reinforcement. The vendor felt confident the modification could be accomplished, but would void the warranty from Supreme. Farber took exceptions, but none were significant to the performance of the vehicle. Conversations with the vendor confirmed the Supreme Body specified will not accommodate the generators weight without substantial reinforcement, but had more confidence in custom built body other than Supreme. The vendors were unanimous in that the Supreme Body specified will not support the current configuration with the generator in the attic without modification. The stock Supreme Body attic is rated at a 300 pound capacity, the generator is 800 pounds plus enclosure. All the vendors offer an upgrade to the body capable of supporting the generator in the attic. The issue is not the construction of the vehicle as specified, but the long term durability of the product. Another concern is a potential for the generator to overheat, if the enclosure is too small. The bid proposals from LDV and Summit represent indicated a custom body with the engineering to support the project, however the cost is substantial greater. Farber, Matthews and OBS also have in‐house engineering staff. All vendors sent a list of references and verification of experience in the manufacture of numerous specialized vehicles. From conversations with the vendors, the design changes can be achieved with a body manufacturer other than Supreme. The upgrade cost estimates range from $15,000‐$22,000. I recommend further engineering or a change order to accommodate the safety concerns of the vendors. In fairness to the vendors all, but OBS, bid to our specifications in relation to the placement of the generator. After further investigation and conversations with the various vendors, it appears that there may be some safety concerns, and therefore, some liability issues, with the location of the generator in the original specifications. Therefore, additional engineering and/or a change order would be appropriate. 3 | P a g e

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