CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the Award of Sole Source Procurement 17-088, Phase II - Emergency Vehicle Exhaust Extraction System Replacement, to Hastings Air Energy for an amount not to exceed $123,599, plus a 5% contingency.
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DEPARTMENT: Fire Department
SUBMITTED BY: Mark Puknaitis, Fire Chief
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The City’s ten fire stations depend on a vehicle exhaust extraction system (VEES) to prevent vehicle exhaust fumes and particulate matter from accumulating in the fire stations. VEES systems connect to emergency vehicle exhausts while the vehicles are in the fire station and then automatically disconnect upon departure from the fire station. These systems are important to maintaining the health of the Fire personnel that work at the fire stations. The majority of the VEES systems were installed over fifteen years ago. Due to the age of the systems, it is becoming increasingly difficult to locate parts and authorized repair technicians.
In 2016, the City conducted a Request for Proposal (RFP) to procure a new VEES system for Fire Stations 2, 3 and 6. Through the evaluation process, the City selected the Plymovent VEES system. The contract to install the VESS system was awarded to Hastings Air Energy, the sole distributor and maintenance provider for Plymovent in this area.
DISCUSSION:
The RFP included a provision to allow the City the right to retain the Supplier selected via the RFP to complete the VEES modifications at the City’s remaining seven fire stations if it was determined that the selected VEES system performed as required. Since the completion of the VEES system installations at Fire Stations 2, 3 and 6, DPW and the Fire Department have been monitoring the performance at the three stations. To date, there have been no issues with the quality or functionality of the Plymovent VEES systems.
In keeping with the goal to have system conformity, it is recommended that Hastings Air Energy complete Phase II of this project by replacing the existing VEES systems at Fire Stations 4, 7 and 8 with the Plymovent VEES system. Hasting’s cost proposal for the three fire stations in Phase II is consistent with the original award for the three stations in Phase I.
The remaining four stations included in Phase III are intended to be completed in CY18.
FISCAL IMPACT:
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CIP # MB199 - Emergency Vehicle Exhaust System |
Phase II - Emergency Vehicle Exhaust Extraction System project is expensed to the Capital Improvement account below. This item is related to MB199, Emergency Vehicle Exhaust System Replacement, for which $125,000 has been budgeted in CY2017. The requested award of $123,599 is within the budgeted amount for this item.
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Account Number |
Fund Description |
Total Budget Amount |
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332-4240-418.70-89 |
G.O. Bond Funds |
$996,250 |