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Item #14 <br />CITY OF COLTON <br />AGENDA REPORT <br />FOR CITY COUNCIL MEETING OF FEBRUARY 5, 2002 <br />TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS <br />FROM: DILU DE ALWIS, FINANCE DIRECTOR V;X <br />SUBJECT: APPROVE PURCHASE AND INSTALLATION OF A DEISEL EXHAUST <br />SOURCE CAPTURE VENTILATION SYSTEM FOR THE FIRE <br />DEPARTMENT TO AIR CLEANING SYSTEMS IN THE AMOUNT OF <br />$9,716.00. <br />DATE: JANUARY 28, 2002 <br />BACKGROUND <br />On December 14'" and 21 s', 2002 the City's Purchasing Division advertised for sealed bids and mailed three (3) sets of bid <br />documents to Exhaust Ventilation System vendors for the purchase and installation of a Diesel Exhaust Source Capture <br />System to be installed at Fire Station #2. Bid(s) were opened in the Purchasing Office at 3:00 p.m., January 10, 2002. <br />Two (2) Bids were received and evaluated. Bids were received from Air Cleaning Systems and Clean Air Systems of <br />America, Inc. <br />DISCUSSION/ ANALYSIS <br />Air Cleaning Systems Bid was in the amount of $9,716.00 and was fully responsive to the City's Bid Package submittal <br />requirements. Clean Air Systems of America, Inc. Bid was in the amount of $20,374.50 and was non-responsive for the <br />following reasons 1) The Bid submitted was not accompanied by a Bid Security and 2) All of the required Bid Documents <br />were not completed. The City's purchasing ordinance allows the City Council to award a contract when a single <br />responsive bid is received, as long as the bid is received from a responsible vendor and is within the amount that was <br />budgeted and the City would not have any advantage by re -bidding. Staff feels that the City would not gain any advantage <br />by re -bidding this project due to the bid price that was submitted by the non-responsive proposer. <br />FINANCIAL IMPACT <br />Funds are approved and available in the FY 01/02 budget, Fire Department Miscellaneous Equipment account number <br />100-6090-6091-4930. <br />ENVIRONMENTAL IMPACT <br />100% Removal of carcinogenic gases from the fire apparatus reducing health and safety risks. <br />RECOMMENDATION <br />Staff recommends award of bid to Air Cleaning Systems for the purchase and installation of a Diesel Exhaust Source <br />Capture Ventilation System in the amount $9,716.00. <br />REVIEW TEA O L <br />City Attorney: Finance Director: <br />City Manager: OTHER: <br />Report Prepared By: Nicole Mihld, Buyer <br />