HomeMy WebLinkAbout4.08 Evidence CabinetCITY CLERK
File # ����-��
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: February 1, 2000
SUBJECT:
ATTACHMENTS:
RECOMMENDATION:
FINANCIAL STATEMENT:
Request for authorization to distribute a Request for Bids for a
Forensic Evidence Safety Cabinet
Report Prepared By: Amy Cunningham,�ti Administrative
Assistant
1. Request for Bids
1. Authorize staff to distribute Request for Bids to qualified
companies
$17,665 is budgeted in the Fiscal Year 1999-2000 Capital
Improvement Budget for purchase of the cabinet.
DESCRIPTION: The Request for Bids will begin the process of awarding a contract for the purchase
and installation of a Forensic Evidence Safety Cabinet. The purpose of this request is to solicit bids from
a vendor to purchase and install a Forensic Evidence Safety Cabinet.
BACKGROUND: The City of Dublin, Police Services is in need of a Forensic Evidence Safety
Cabinet to protect police personnel from potential exposure to airborne particulate, including harmful
bacteria, viruses, and putrid odors of decomposition. The cabinet provides the additional benefit of
protecting evidence from potential cross -contamination, which could negatively affect the prosecution of
a case by the District Attorney.
Currently, personnel face potential exposure to AIDS/HIV, Hepatitis B and Tuberculosis when evidence
containing these pathogens is stored in the Police Services Evidence Room. To comply with OSHA
Regulations regarding protection of personnel from bloodborne pathogens and other harmful bacteria or
viruses, an approved containment system must be utilized.
OSHA regulations require procedures involving blood or other potentially infectious materials be
performed in a manner which minimizes "splashing, spraying, spattering and generation of droplets of
these substances." The regulations further require that these materials be placed in a container which
"prevents leakage during collection, handling, processing, storage, transport, or shipping."
The Forensic Evidence Safety Cabinet will meet these requirements by cleaning the incoming "drying" air
through pre -filtration and filtering the cabinet exhaust air through a combination of bonded carbon and
HEPA filtration, thereby reducing the risk of exposure to personnel.
COPIES TO:
ITEM NO.
'PROCESS: The Request for Bids has been prepared to solicit bids from vendors to purchase
and install a Forensic Evidence Safety Cabinet. The Request for Bids will be circulated February 2, 2000,
with bids due back to the City by 10:00 A.M., February 17, 2000. Once the vendors have been evaluated
according to their responses, negotiations have concluded and references checked, Staff will return to the
City Council for the award of the purchase. It is anticipated that the award of the purchase will be at the
March 7, 2000, City Council meeting.
RECOMMENDATION: It is recommended that the City Council authorize staff to distribute the
Request for Bids for a Forensic Evidence Safety Cabinet (Attachment 1).
City of Dublin, California
Police Services
Request for Bids for a
"Forensic Evidence Safety Cabinet"
February 2, 2000
City of Dublin
Forensic Evidence Safety Cabinet
Notice to Bidders
Notice is hereby given that sealed bids, subject to the conditions named herein and in the
Specifications therefore for the City of Dublin Forensic Evidence Safety Cabinet will be received
at Police Services, 100 Civic Plaza, 1st Floor, Dublin, CA 94568, up to February 17, 2000, at
10:00am, at which time they will be publicly opened and read.
A complete set of bid documents is available at Police Services, 100 Civic Plaza, Dublin, CA
94568.
For further information on this bid contact Amy Cunningham, Administrative Assistant at 925-
833-6655.
Amy Cunningham, Administrative Assistant
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1.0 General Information
1.1 City Objective
The City of Dublin is soliciting bids for a forensic evidence safety cabinet. This cabinet
will protect police personnel from exposure to particulate, including harmful bacteria,
viruses, and putrid odors of decomposition. The cabinet will provide the additional
benefit of protecting evidence from potential cross-contamination, which could
negatively affect the prosecution of a case by the District Attorney.
1.2 Bid Instructions
In order to receive consideration, all bids shall be made in accordance with the following
instructions:
1.2.1
Bids shall be made upon the forms provided therefore, properly executed
and with all items filled out; the signature of all persons signing shall be
in long hand.
1.2.2
Blank spaces in the forms must be properly filled in, and the phraseology
thereof must not be changed. Additions must not be made to the items
mentioned therein. Any unauthorized conditions, limitations or
provisions attached to a proposal may cause its rejection. Alterations by
erasures or interlineation must be explained or noted in the proposal over
the signature of the vendor.
1.2.3
No FAXED bids will be considered. No proposal received after the time
fixed for receiving them will be considered. Late bids will be returned to
the vendor unopened.
1.3 Proposal Format
1.3.1 An authorized corporate officer shall sign bids.
1.3.2
Bid Forms. Each vendor shall fill out completely and accurately the
proposal forms supplied with this invitation to respond to the bid. Failure
to use the forms provided will invalidate the proposal. Failure to answer
any of the questions or provide any of the information requested in the
bid specifications may subject the entire proposal to rejection. The
inability to meet a specific feature or item of equipment requested or any
specific general condition will not invalidate your proposal, but will be
weighed in the final selection of the successful vendor. It is the vendor's
responsibility to point out those items and or conditions, which can not
be met.
1.3.3 Valid Period. Include a statement that the terms of the proposal will
remain valid for 60 days.
1.3.4
Qualifications. Provide three references of agencies where similar
equipment is in use. In each case indicate a contact person and phone
number.
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1.4
1.5
1.6
1.7
1.8
1.9
1.10
1.11
Deadlines
1.4.1 Due date for response: February 17, 2000, at 10:00 am
1.4.2 One copy of the bid should be submitted to:
City of Dublin
Police Services
100 Civic Plaza, 1 st Floor
Dublin, CA 94568
Bid Clarification. Upon receipt of your bid, you may be called for additional
information and/or detailed discussion of the bid.
Addenda or bulletins. Any addenda or bulletins issued by the City during the
time of the bidding shall be provided to the bidder for the preparation of his bid
and shall be covered in the bid and made a part of the agreement.
Withdrawal of bids. Any bidder may withdraw a bid, either personally or by a
written request, at any time prior to the scheduled deadline for receipt of written
bids.
Economy of preparation. The bids should be prepared simply and economically,
providing a straight forward, concise description of the bidder's capabilities to
satisfy the requirements of the specification. The bidder shall be responsible for
costs incurred in the proposal preparation and delivery.
City Right to Accept or Reject Bids. The City of Dublin reserves the right to
accept or reject any bids, and all subsequent material, either verbal or written,
exclusive of an executed written contract. This invitation to respond to the bid
in no way obligates the City of Dublin to any company, supplier, manufacturer,
or respondent to the bid.
Award and Execution of the Purchase. The award of the purchase, if it is
awarded, will be to the lowest responsible bidder whose bid proposal complies
with all the requirements prescribed.
Errors and Omissions. The City of Dublin shall not be held responsible for
errors, omissions, or oversights brought to the attention of the City of Dublin
subsequent to the due date of this proposal which alter or modify the information
forming the basis for evaluation of the submitted bid response, and shall remain
the responsibility of the vendor. Additionally, any errors, omissions, or
oversights of a material nature may constitute grounds for rejection of the
submitted bid.
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1.12
The vendor shall represent and warrant that he has sufficiently informed himself
in all matters affecting the performance of the work. Furnishing of the labor,
supplies, material and equipment called for in the specifications and that s/he has
checked the bid for errors and omissions; that the prices stated in the bid are
current and as intended and are complete and correct in terms of prices, labor,
supplies, equipment, and equipment required by the bid documents.
2. Specifications and Bid Form
2.1
Scope of Work. Documents may be secured from the City of Dublin, Police
Services, 100 Civic Plaza, 1st Floor, Dublin, CA 94568; 925-833-6655. One copy
will be provided to each bidder free of charge.
2.2 Warranty. A two year factory warranty shall be included on products, parts and
labor.
Addition Information: Questions related to this document may be addressed to:
Amy Cunningham
Administrative Assistant
City of Dublin
100 Civic Plaza
Dublin, CA 94568
925-833-6655
police.admin~ci.dublin.ca.us
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Bid Summary Form
City of Dublin - Forensic Evidence Safety Cabinet
I have received the documents relative to the City of Dublin Forensic Evidence Safety Cabinet.
The bid package includes Notice and Instruction to Bidders and Specifications detailing the
desired cabinet.
The following costs relate to the total cost of the project as defined in the specifications including
all applicable delivery charges, taxes, and fees.
A. Cost Summary
Category Total
Equipment $
Warranty $
Labor $
Shipping/Delivery Charges $
Grand Total $
B. References
Please list three references for which you have provided similar equipment.
Co
Addendum's Included
This proposal includes all modifications contained in the following addendum's or
clarification's.
Addendum # Date Issued
D. Submitted by
Name: Firm Name:
Address: Phone:
Signature Date
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Equipment Cost Detail
Equipment Manufacturer Unit Price Estimated Total
Type [Model/4] Description Quantity Price
Forensic Evidence Misonix [FR-6000]; 60"W x 24"D x 1
Cabinet 84"H; 115V/60Hz; 2 amps; 700 lbs;
with motor including 2 brushless,
sparkless motor blowers. Features:
chemically resistant fiberglass liner;
polyurethane coated aluminum frame
and head assembly; lower aluminum
base support; clear lexan door; stainless
steel coat rack; built-in drain; lower
interior support and door lock. Alarms:
indicate when filters are operating
properly; indicate when pre-door filters
and after filters shall be replaced.
Filters: 4 pre-filters (2 door/2 interior);
2 HEPA filters; 2 carbon filters; and 2
after filters.
Stainless steel Misonix [FR-230]; 12" x 18"; pkg. of 3 1
removable shelves
Plumbing Misonix [FR-260]; water spray hose 1
and manual water pump
Clothing separator Misonix [FR-280]; white PVC 1
Sterilizing unit Misonix [FR-290]; formalin
Total
Labor Cost Detail
Labor Hourly Rate Estimated Hours to Subcontractor (if
complete applicable)
Installation of Forensic
Evidence Cabinet
Employee Training
Total
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