CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Sole Source Procurement 18-115, Phase III - Emergency Vehicle Exhaust Extraction System Replacement, to Hastings Air Energy for an amount not to exceed $185,886, plus a 5% contingency
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
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 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 VEES system was awarded to Hastings Air Energy, the sole distributor and maintenance provider for Plymovent in this area.
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. In 2017, the City Council awarded Contract 17-088 to install Plymovent VEES systems in Fire Stations 4,7, and 8.
DISCUSSION:
Since the completion of the VEES system installations at Fire Stations 2, 3, 4, 6, 7 and 8, DPW and the Fire Department have continued to monitor the performance at the six 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 III of this project by replacing the existing VEES systems at Fire Stations 1, 5, 9 and 10 with the Plymovent VEES system. Hasting’s cost proposal for the four fire stations in Phase III is consistent with the original award in Phase I.
As part of the 2018 CIP submittal, the replacement of the VEES system at Fire Station 5 was put on hold. However, the condition of the Nederman VEES system at this station has deteriorated, and parts have become obsolete. For the safety of operations, Fire Station 5 will be included in this final phase.
FISCAL IMPACT:
CIP #: MB199 - Phase III - Emergency Vehicle Exhaust Extraction System Replacement
The cost of this contract will be expensed to the infrastructure account below, as part of the Emergency Vehicle Exhaust System Replacement project (MB199), for which $130,000 has been budgeted in 2018. The additional $55,886 needed to complete this project, including the addition of Fire Station 5, will be funded through savings from other DPW capital projects, including MB145 (Flooring at Municipal Facilities), SW001 (Stormwater Management), and PA040 (EAB Removal and Replacement Program).
|
Account Number |
Fund Description |
Total Budget Amount |
|
31252300-551502 |
Bond Fund |
$1,368,500 |
*Per Council directive, contingency on construction projects is set at 3% on projects over $500,000 and 5% on projects under $500,000.