The URL can be used to link to this page

Home My WebLink About07 - Purchase and Installation of Vehicle Exhaust System Capture Equipment —Award of Contract No. 8889-1 (23M12)Q SEW Pp�T CITY OF z NEWPORT BEACH c�<,FORN'P City Council Staff Report October 10, 2023 Agenda Item No. 7 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Jeff Boyles, Fire Chief - 949-644-3101, jboyles@nbfd.net PREPARED BY: Raymund Reyes, Administrative Manager, rreyes@nbfd.net PHONE: 949-644-3352 TITLE: Purchase and Installation of Vehicle Exhaust System Capture Equipment —Award of Contract No. 8889-1 (23M12) FA 739-:YTl*19 Vehicle exhaust capture systems are designed to contain and vent vehicle exhaust from fire apparatus (engines, trucks, and ambulances) to the outside, thereby limiting exhaust fumes within a fire station's apparatus bay and reducing exposure to fire personnel. The City of Newport Beach (City) was previously awarded an Assistance to Firefighters Grant from the Federal Emergency Management Agency (FEMA) to help offset the cost of installing vehicle exhaust capture systems in six of the Fire Department's fire stations. The City has received construction bids for the purchase and installation of vehicle exhaust capture system equipment. Staff requests City Council approval to award a contract to Air Exchange, Inc. for the purchase and installation of pre -packaged vehicle exhaust capture systems at Fire Stations 3, 4, 5, 6, 7 and 8. RECOMMENDATIONS: a) Find this project exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301_Class 1 (addition of health protection devices in conjunction with existing facilities) of the CEQA Guidelines, because this project has no potential to have a significant effect on the environment; b) Approve the project documents and specifications; c) Award Contract No. 8889-1 to Air Exchange, Inc., for the total bid price of $355,210.79 for the Purchase and Installation of Vehicle Exhaust System Capture Equipment, and authorize the Mayor and City Clerk to execute the contract; and d) Establish a contingency of $35,522 (approximately 10 percent of the total bid) to cover the cost of unforeseen work not included in the original contract. DISCUSSION: The City's fleet of fire engines, fire trucks, and advanced life-saving ambulances are currently powered by diesel engines. Various studies and reports, including those produced by the California Department of Public Health, all indicate that exposure and inhalation of diesel exhaust increase the risk of cancer and other health issues. 7-1 Purchase and Installation of Vehicle Exhaust System Capture Equipment October 10, 2023 Page 2 Diesel exhaust contains unburned hydrocarbons, carbon monoxide, nitrogen oxide and other gasses. The solid material emitted by diesel exhaust is known as diesel particulate matter (DPM) and is comprised of various compounds, including over 40 known cancer - causing organic substances. Even with apparatus or garage bay doors open, exhaust fumes are still present and inhalation by fire personnel is a risk. Vehicle exhaust capture systems are designed to contain and re-route exhaust directly from a vehicle and vent it outside of a garage or enclosed facility. They can remove nearly 100 percent of the vehicle exhaust and help create a safer working environment for fire personnel. During the construction of the new Lido Peninsula Fire Station 2, a Plymovent Corporation (Plymovent) manufactured system was installed. The system uses a packaged airflow unit that uses hoses that magnetically connect to a vehicle's exhaust pipe. This hose can quickly detach when an apparatus is sent out on a call. The system has performed well over time with no issues. The City issued a Request for Qualifications (RFQ) in early 2023 to select a specific system manufacturer that would be later detailed in a construction bid to purchase and install additional systems. Plymovent was one of only two manufacturers to submit equipment proposals. Plymovent equipment was selected following an evaluation panel (consisting of Public Works and Fire Department staff) and later specified in the construction bid documents. On August 25, 2023, a formal construction bid was publicly advertised and posted on the City's PlanetBids Portal. 160 vendors were notified via PlanetBids, and 15 prospective bidders or vendors viewed or downloaded the bid documents. Although Plymovent equipment and specifications were listed because of the previous RFQ process, the bid allowed for contractors to submit equivalent equipment substitutions from other manufacturers as part of their bids. At 3 p.m. on September 18, 2023, the City Clerk opened and read the following bids for this project: BIDDER TOTAL BID AMOUNT Low Air Exchange, Inc. $ 355,210.79 The only bidder, Air Exchange, Inc., possesses the necessary California Contractor's licenses and is a certified installer of Plymovent systems. No other firms elected to provide substitution requests or submit a bid. Reference checks from other agencies, as well as past performance on Fire Station 2, indicate satisfactory completion of similar past projects. Air Exchange, Inc.'s bid costs came in approximately 30 percent lower than the Engineer's Estimate of $510,000. This estimate was conservative, based on sample pricing numbers in 2022 and an assumed high rate of inflation. Pursuant to the contract documents, the contractor will have 60 consecutive working days after a Notice to Proceed is issued to complete the project. 7-2 Purchase and Installation of Vehicle Exhaust System Capture Equipment October 10, 2023 Page 3 FISCAL IMPACT: The adopted budget includes sufficient funding for the purchase and installation of the equipment. In 2021, the City was successful in obtaining $274,900 in grant funds from the Federal Emergency Management Agency (FEMA) through its Assistance to Firefighters Grant (AFG.) The AFC's objective is to provide funding directly to fire departments for the purpose of protecting health and safety of the public and fire responder personnel. The City applied for all eligible stations (those built prior to 2003) and originally secured $274,900 in funding for Stations 1, 2, 3, 4, 6 and 8, provided that the City contribute a 10% match. Station 2 is now ineligible for grant funding due to its construction schedule in relation to the grant submission timeline. The replacement of Station 1 is currently in the design phase and an exhaust capture system will be installed during construction, negating the need to install one at the existing facility. Therefore, the City now anticipates receiving approximately $195,386 in funding from FEMA. Additional project funding was approved as part of the Fiscal Year 2022-23 Capital Improvement Program (CIP) Budget from the General Fund to cover additional costs and include the installation of systems at Stations 5 and 7. This funding has carried over to Fiscal Year 2023-24. Upon approval, the following funds will be expended: Account Description Assistance to Firefighters Grant Fire Equipment CIP (23M12) Proposed uses are as follows: Vendor Air Exchange, Inc. Air Exchange, Inc. Various Account Number Amount 75604-911013-G2240 $ 195,386.16 75601-980000-23M12 $ 196,346.63 $ 391, 732.79 Purpose Amount Construction Contract $ 355,210.79 Construction Contingency $ 35,522.00 Printing & Incidentals $ 1,000.00 $ 391, 732.79 The project documents and specifications will be available for review at the October 10, 2023 City Council meeting or upon request. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this project exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301_Class 1 (addition of health protection devices in conjunction with existing facilities) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential to have a significant effect on the environment. NOTICING: The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). 7-3