2004 AGN MAY 18 I13 - Laserfiche WebLink

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Item #13 CITY OF COLTON AGENDA REPORT FOR CITY COUNCIL MEETING OF MAY 18, 2004 TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS FROM: DILU DE ALWIS, FINANCE DIRECTOR SUBJECT: APPROVE PURCHASE AND INSTALLATION OF A DEISEL EXHAUST SOURCE CAPTURE VENTILATION SYSTEM FOR THE FIRE DEPARTMENT TO AIR CLEANING SYSTEMS IN THE AMOUNT OF $128,901.35. DATE: MAY 10, 2004 BACKGROUND On December 14`" and 2V', 2002 the City's Central Services Division advertised for sealed bids for the purchase and installation of a Diesel Exhaust Source Capture System to be installed at Fire Station #2. The bid opening was held in the Central Services office on January 10, 2002. City Council approved the award of bid to the low bidder, Air Cleaning Systems, at the Council meeting of February 5, 2002. Air Cleaning Systems completed the project at Fire Station #2 in April 2002. This project has provided Fire Station #2 with a carcinogenic free environment reducing health and safety risks. DISCUSSION/ ANALYSIS At the Council meeting of January 20, 2004 Council approved the acceptance of the FEMA, (Federal Emergency Management Agency), Federal Assistance to Fire Fighters Grant. This grant was distributed nation-wide through a submittal and application process. The City of Colton was one of the 300 agencies awarded the grant to help fund the Fire Fighter Respiratory Protection Project. Section 3.08.140 E of the City's Purchasing Ordinance states in part, Competitive bidding, either formal or informal, is not required when the City Manager determines it is in the best interest of the City and its administrative operations to dispense with public bidding. Staff feels that it is in the City's best interest to continue with our standardization of equipment and uniformity efforts by having the same system installed at all Fire stations. This will reduce the risk of Fire Fighters mishandling equipment when moving from one station to the next and enhance the fire fighters ability to operate the equipment efficiently and effectively. Therefore staff is recommending that the City Council waive the bidding requirement and award the purchase and installation of Diesel Exhaust Source Capture System, to be installed at Fire Station #1, #3, and #4, based on the previous bid solicited by the City of Colton Central Services Division to Air Cleaning Systems in the amount not to exceed $128,901.35. FINANCIAL IMPACT Funds are approved and available in the FY 03/04 budget, Fire Department Miscellaneous Equipment account number 100-6090-6091-4930. ENVIRONMENTAL IMPACT 100% Removal of carcinogenic gases from the fire apparatus reducing health and safety risks. CONFLICT OF INTEREST Air Cleaning Systemsss President: Jim Bunting, Owner/CEO Contact: Jim Cleary, Project Manager Report Prepared By: Nicole Mihld, Admin. Analyst II