HomeMy WebLinkAboutItem 2f: Reject Bids for Vehicle Exhaust Extraction/Evacuation System for Fire Station 106 and Direct Staff to Re-BidDATE: October 19, 2010
TO: Mayor and City Council
FROM: Tony L. Trabbie, Fire Chief
Prepared by: Dave Haney, Deputy Fire Chief /Operations
SUMMARY
DISCUSSION
STAFF REPORT
Fire Department
SUBJECT: REJECT THE BIDS FOR A VEHICLE EXHAUST
EXTRACTION /EVACUATION SYSTEM FOR FIRE STATION 106 AND
DIRECT STAFF TO RE -BID THE CONTRACT
Recommendation: Approve
On September 7, 2010, the Fire Department conducted a formal bidding process to
award a contract for the purchase and installation of a vehicle exhaust
extraction /evacuation system at Fire Station 106. However, even though the bid was
publicly advertised and several contractors obtained a bid package, there were only two
(2) bids that were received.
It is staffs opinion re- bidding the project will generate more bids and will result in the
City receiving more competitive prices. Therefore, staff recommends that the City
Council reject the bids submitted for the purchase and installation of a vehicle exhaust
extraction /evacuation system at Fire Station 106 and direct staff to re -bid the contract.
Fire Station 106 was constructed in 1994 with a passive vehicle exhaust
extraction /evacuation system. This system is unable to capture and remove most of the
exhaust emissions produced within the apparatus bay. As a result, all persons in the
area are exposed to harmful fumes from engine exhaust systems, mainly diesel
exhaust. These areas are not only used by Fire Department personnel but are also
routinely used for educating members of the community on fire safety. In particular, Fire
Station 106 serves as the City's back -up Emergency Operations Center (EOC), fire
training classroom, and is often used for tours by elementary and middle school children
as well as senior groups.
In March of 2010, the Fire Department secured funding through the federal Assistance
to Firefighters Grant (AFG) in the amount of $43,900.00 to assist the City of Arcadia
Mayor and City Council
October 19, 2010
with the purchase and installation of a vehicle exhaust extraction /evacuation system to
replace the existing passive system currently in place at Fire Station 106. The new
system will be capable of capturing and removing virtually 100 percent of vehicle
exhaust from the fire station.
City staff conducted a competitive bidding process for the vehicle exhaust
extraction /evacuation system. Notices inviting bids were published in local newspapers,
the City bulletin board, and the solicitation hotline that is maintained by the City's
Purchasing Department. Sealed bids were opened on September 7, 2010 with the
following results:
Bidder Amount
Weidner Fire
Air Cleaning Systems
EMS Specialty Equipment
Nederman USA
Haldeman, Inc.
Bagley Interprises
Christian Brothers
$54,710.00
$59,950.00
No response
No response
No response
No response
No response
Even though the bid was publicly advertised and several contractors obtained a bid
package, staff received only two (2) bids. To ensure that more bidders participate in the
bidding process, staff recommends that the City Council reject the bids submitted for the
vehicle exhaust extraction /evacuation system and direct staff to re -bid the contract.
Staff will take the necessary steps to ensure that more bids are received, which will
result in receiving additional bids and making the bidding process more competitive.
FISCAL IMPACT
Sufficient funds have been appropriated in the Fiscal Year 2010 -2011 Capital
Improvement Program to cover the cost of this acquisition. In addition, the $43,900.00
Assistance to Firefighters Grant award will also help offset the City's financial
responsibility of this purchase.
RECOMMENDATION
1. Reject all bids for the purchase and installation of a vehicle exhaust
extraction /evacuation system at Fire Station 106.
2. Direct staff to re -bid the contract.
Approved by:
Donald Penman, City Manager