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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