ITEM 9B - Lake Minnetonka Conservation District

ITEM
9B
April 21, 2015
TO:
Board of Directors
FROM:
Judd Harper, Administrative Technician
SUBJECT:
2015 EWM Trucking Bids
BACKGROUND
Trucking bids for the hauling of Eurasian Watermilfoil (EWM) and other lake vegetation
for the 2015 EWM Harvesting Program were recently advertised in the Lakeshore
Weekly News. Completed sealed bids were due in the Lake Minnetonka Conservation
District Office (LMCD) by 2:00 p.m., Central Standard Time, on 4/14/15. Two sealed
bids were received by this deadline, which are detailed below:
Company
Date Received
C & C Lawns, Inc.
4/14/15
(9:30 a.m.)
Curfman Trucking &
Repair, Inc.
4/14/15
(12:10 p.m.)
One-Truck
Service
$66
Two-Truck
Service
$132
$70
$140
LMCD staff reviewed both sealed bids to verify completeness with the approved
specifications. The bid received from Curfman Trucking and Repair Inc. appeared to be
complete and information provided showed that the trucks would meet minimum
specifications.
Staff identified irregularities in the C & C sealed bid. C&C has proposed to use hooklift
dumpster trucks. Staff is unsure how the use of trucks with removable dumpsters would
work with the LMCD equipment. Staff does not believe the placement of dumpsters at
the various offload sites would be desirable because of various terrains and the
possibility of damage to the surface of the accesses. Also the need for mobility of the
trucks and the room and time needed to load the dumpsters on the trucks. The use of
these trucks with dumpsters may work if they could be operated like a typical dump
truck as long as they meet the minimum dimensional requirements outlined in the bid
specifications document.
The bid information received from C & C Lawns Inc. showed that there was a
discrepancy with the cubic yard capacity of their vehicle 2. Section 3-18 states that the
trucks or trailers should have a capacity to hold a minimum of 25 cubic yards of
harvested aquatic weeds per load. The dimensions provided by C & C Lawns were (12'
X 7'4" X 7'5") 24.17 cubic yards for vehicle 2. This is a deficiency of .83 cubic yards.
The bid information received from C & C Lawns Inc. describing truck one stated that it
will have the capacity of at least 25 cubic yards but was missing the height dimension
for LMCD staff to verify the storage capacity. The bid information on the second vehicle
stated "this truck is similar to #1 in its operation" There was no specific information
provided on the height of the bed of the box, tonnage, or description of the rear gate.
LMCD Staff consulted with the district attorney on this and he suggested getting
additional information from C&C for clarification. Staff communicated with C&C and
received pictures of the trucks and dumpsters and the following clarification on
dimensions. "The Dumpster height on the primary vehicle is right at 53" and the
dimensions of the dumpster are 16' long x 7'4" wide x 70" tall. The Secondary height is
46" and the dumpster dimensions are 12' long x 7'4" wide x 7' 9" tall and the capacity is
7 tons." The dumpster dimensions on the second truck was different from the
dimensions initially given in the sealed bid.
Section 3-18 states that the trucks shall be so configured that it can safely and easily
receive off-loaded weeds from a shore conveyor that is 7 feet 4 inches wide at its point
of entry into truck storage container. The width dimensions of the dumpsters provided
by C & C Lawns was 7' 4". Staff believes that this will not work because the shore
conveyor has to fit between the walls of the box of the truck/dumpster.
RECOMMENDATION
LMCD staff recommends that the Board reject the bid of C& C Lawns on the ground
that it is not responsive to the specifications. C & C did not provide information in its bid
that was required in the instructions to bidders, and the trucks proposed do not meet the
specifications. Staff further recommends that the Board award the contract to Curfman
Trucking & Repair Inc. for the trucking of EWM and other lake vegetation for the 2015
EWM Harvesting Program. If the Board approves this recommendation, a contract will
be executed with Curfman Trucking & Repair Inc. after all necessary documents have
been received.