09-Move to award a contract for a grit removal system at the wastewater treatment plant

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CITY COUNCIL AGENDA ITEM BRIEFING SHEET Submittal Date: Originating Department: Presented By: Agenda Item No.: 03/10/10 Council Date: Utilltles Doug Harris, Director of Utilities 9. 03/22,/10 RECOMMENDED MOTION: Move to award a contract for a grit removal system at the wastewater treatment plant to Smith and Loveless in the amount of $78,980 and authorizing the City Manager to negotiate and execute all necessary documents. POLICY ISSUE(S): Capital project; Bid award BACKGROUND: The wastewater treatment plant grit removal system reduces the accumulation of sand, gravel, and other inorganic materials in basins, channels, and piping in order to prevent excess wear on mechanical equipment. The current system was installed in 1986 and is in the FY 2009-2010 budget for replacement. The request for bids was advertised in The Paris News on February 14, 2010 and February 21, 2010. Bid packets were mailed to three vendors and two vendors submitted bids which were opened in public on March 9, 2010. BOARD/COMMISSION RECOMMENDATION: EXHIBITS: Resolution and exhibit; Recommendation memorandum; Bid tab; Product description ACTION: BUDGET INFO: ❑ Financial Report Z Minute Order Expense $78,980.00 ❑ Department Report ❑ Resolution Budgeted Amt. $75,000.00 ❑ Presentation ❑ Ordinance y'I'D Actual $0.00 ❑ Public Hearing ❑ Other Acct. Name Pista Grit System Acct. Number 11-0915-86-98 FiscAL NoTES: Funding for the grit removal system was included in the 2009/2010 Capital Projects Fund; The low bid received was $3,980.00 over the budgeted amount, with this difference to be taken from Capital Projects Fund account number 11-1002-86-99 (Machinery, Tools, Equipment). REVIEWED AND APPROVED BY: Z Administration Z City Clerk ❑ Community Development ❑ EMS/IT ❑ Finance ❑ Fire ❑ Municipal Court Z Legal ❑ Library ❑ Police ❑ Eng./Public Works Z Utilities City of Paris Revised 2/04/08 "'c o