TRANSMITTAL MEMORANDUM. The Honorable Mayor and City Council. Bids for Contract No Small Bucket Truck, Time Manufacturing Company

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1 KPU General Manager 334 Front Street Ketchikan, AK 9990 I Your Comm11nity, Your Utility Phone (907) Fax (907) TRANSMITTAL MEMORANDUM TO: FROM: DATE: RE: The Honorable Mayor and City Council Karl R. Amylon, General Manager April 7, 2016 Bids for Contract No Small Bucket Truck, Time Manufacturing Company 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 , Small Bucket Truck. Two bids were received and publicly opened on Wednesday, March 22, 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 in the amount of $94,401. Mr. Cushing is recommending a five percent contingency in the amount of $4,720, bringing the total project cost to $99,121. A Notice of Intent to Award was issued on Tuesday, April4, 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 $94,401 for Contract No , Small Bucket Truck; establishing a five percent contingency in the amount of $4,720, bringing the total project cost to $99,121 ; 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.

2 Recommended Motion: I move the City Council accept the bid of Time Manufacturing Company in the amount of $94,401 for Contract No , Small Bucket Truck; establish a five percent contingency in the amount of $4,720, bringing the total project cost to $99,121 ; 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- KPUNB1

3 Memorandum To: From: Karl R. Amylon, KPU General Manager Ed Cushing, KPU Telecommunications Division Manager Date: April 7, 2017 Subject: Contract No , Small Bucket Truck 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 "Small Bucket Truck" to be used for installation and repair work. Bid documents for the project were compiled and publically advertised for bids on February 25, Sealed bids were opened on March 22, 2017 at 2:00pm in the City Council Chambers. Two bidders responded with a complete bid packet: Altec Industries, Inc. $123, Time Manufacturing Company $94, Notice of Intent to Award was issued on April 4, 2017 for Time Manufacturing. KPU Telecommunications is recommending the Contract No be awarded to Time Manufacturing Company in the amount of $94, Furthermore, a 5% Contingency is recommended in the amount of $4, for a total project cost of $99, Funding will come from the 2017 Vehicle Acquisition capital budget account. Recommended Motion: I move the City Council award Contract No , "Small Bucket Truck" to Time Manufacturing Company in the amount of $94,401.00; establishing a contingency of $4, for a total project cost of $99, 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

4 BIDDER'S LIST I Contract No: Bid Open Date: 03/22/2017 Bid Name: Small Bucket Truck Bid Open Time: 2:00 pm COrvfl> ANY NAl\1E Local Non- Bid Ack. Bidder Collusion Bond Addend Other BID AMOUNT (USD) 1. A--1 f-e~ I t$ f/(8) 99~,00 2 IJ~ f}1ar1utac}url.na I tf:qj.!, L/.D!. oo _) Prepared by:...uk:2!aty~su~it~ er'----~i+pr- Opened in:!:::c~ le~rk!:...! 's:!...!o~ffi~lc~e~?lj =-- winword\fonns\bidlistdocx

5 KPU" KPU Telecommunications 2970 Tongass Avenue Ketchikan, AK Phone (907} Fax (907) April4, 2017 Time Manufacturing Co Imperial Drive Waco, Texas ATIN: Stan Tomchesson Re: Intent to Award - Contract No , Small Bucket Truck Dear Mr. Tomchesson, Please be advised that the City of Ketchikan d/b/a KPU Telecommunications intends to award the referenced project on April 20, 2017 as follows: Time Manufacturing Company $94, Two (2) 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 objecting to the recommended award of contract shall file a written notice of appeal with the City Clerk- City of Ketchikan I Clerk's Office, 334 Front Street, Ketchikan, Alaska or by fax to The notice 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 notice 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. Ed Cushing KPU Telecommunications Division Manager

6 Division: Telecommunications Project Priority: 18 Project Number: Project Title: Vehicle Acquisition Start Date: 01/17 Estimated Project Cost: End Date: 12/21 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 1,465,000 Other Project Total 1,465,000 Adopted 2017 Projected Requirements Prior Reappro- New Total Source of Funds Years priated Funding Total Project Revenue Generating Fund 465, , , , , ,000 1,465,000 Total 465, , , , , ,000 1,465,000 D - 19