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Home My WebLink About1994/07/26 Item 10 COUNCIL AGENDA STATEMENT REVIEWED BY: Item / tJ Meeting Date 7/26/94 Resolution / J511 - Accepting Bids and Awarding Contractfor Five Vehicle Exhaust Extrication Systems Director of Finanje/l-f' Fire Chief !IJ k{ ~ City Manager~ ~ :- (4/5ths Vote: Yes_NoX) ITEM TITLE: SUBMITTED BY: Bids have been received for the purchase and installation of exhaust extrication systems at Fire Stations 2,3,4, and 5 pursuant to the previously-approved Capital Improvement Program projects. Due to current economic conditions, all bids received were lower than anticipated, generating some significant savings. A portion of these savings is proposed to be applied to the exhaust extrication system at Fire Station 1 which is in need of upgrade. RECOMMENDATION: That Council accept the bids and award the contract to Comfort Zone Air Conditioning & Heating Service, Inc. BOARDS/COMMISSIONS RECOMMENDATION: Not applicable. DISCUSSION: Proiect Background CIP projects PS 131 and PS 135 were approved by the Council in FY 1992-93 and FY 1993-94 respectively. The projects' scope involves the purchase and installation of vehicle exhaust removal systems at Fire Stations 2,3,4, and 5. The purpose of the system is to capture the toxic exhaust fumes generated upon engine start-up and exhaust them, via ducting attached directly to the tailpipe of the fire apparatus, to the outside atmosphere. The result is an apparatus bay and surrounding interior living/office space breathing environment which is free from contamination. A total of $70,000 was appropriated for these projects. Proiect Bids Bids were advertised and mailed to four prospective vendors with the following bids received: 1#'/ Item J~ Meeting Date 7/26/94 Bidder Amount Comfort Zone Air Conditioning & Heating Service, Inc. Spring Valley $45.766.03 Pottorff Company Inc. Montebello, CA 47,708.00 AAir Purification Systems San Diego 56,238.00 Bid specifications called for a system that would efficiently capture exhaust fumes directly at the tailpipe of the diesel fire truck and transfer those fumes to the outdoor atmosphere. A walk-through was conducted of the four stations with the three bidders present two weeks prior to the bid opening. Specifications also required a list of customers for which the bidder had installed similar systems. Comfort Zone Air Conditioning & Heating Service Inc. submitted the low bid on the Nederman "Magnatrack" System. The model which was bid is presently in operation in fire stations within the City of San Diego. The other references out of the county were contacted and each stated their continued recommendation of the system. The Chula Vista Fire Chief therefore recommends the purchase from the low bidder. Current Station #1 System The system currently in use at Station #1 is the Nederman "Simple System" and was top- of-the-line in 1989 when it was installed. This system works moderately well in capturing exhaust emissions on motor start-up, but because of the truck room configuration and usage, the system disconnects from the vehicles before they fully exit the facility, causing large volumes of the toxic emissions to be exhausted into the area and into the remainder of the building. City employees and general public visitors use the truck room to enter and exit the station, and this results in unnecessary human exposure to diesel exhaust fumes. The current system will be able to accommodate the new ladder truck scheduled for delivery in January, 1995, but due to the new truck's longer overall length, the exhaust system hose will be stretched to the limit causing potential for added wear and tear to this hose. Proposed Uograde of Station #1 With a portion of the savings generated by PS 131 and PS 135 bids, it is proposed that much-needed improvements be made to the Station 1 system. The proposed upgrade would include repositioning of the ceiling exhaust fans and related duct work, and installation of the newer technology, Nederman "Magnatrack" system. The hose assembly ItJ -,( Item Jd Meeting Date 7/26/94 on this system will travel with departing vehicles to the exit doors before releasing, maximizing exhaust emission capture and release to the outside atmosphere through the roof ducting. The proposed system also has the capability of being hooked-up to the vehicle prior to station re-entry in order to capture emissions before engine shut-down, thereby further reducing breathing environment contamination. The bid for this system upgrade is $17,500. Staff has also evaluated remedial actions available to mitigate this problem but has found no other effective solutions. Items considered in this proposal: 1. Maximizing a safe breathina environment for emolovees and visitors. 2. Minimizing Maintenance Problems/Costs: New technology and materials will significantly reduce maintenance problems (maintenance costs alone will be reduced through the 2-year warranty). Significant cost savings have already been realized because of in-house repairs and maintenance, but current system is in need of major repairs estimated at $4,000 to $5,000. 3. Proiect Cost: This upgrade will be more cost-effective if done in concert with PS 131 and 135 projects (original estimate for the Station 1 project was in excess of $20,000 when bid separately). 4. Svstem Standardization: The systems in all the stations will be standardized with the same manufacturer and model. As previously stated, a total of $70,000 was budgeted for the purchase and installation of the four systems included in the CIP projects. With the purchase cost $24.233.97 be/ow budget estimate, staff requested a bid from the low bidder to retrofit Fire Station 1 with the Nederman "Magnatrack" in lieu of the existing Nederman "Simple System". Station 1 has three truck bays where Stations 2, 4 and 5 have two, and Station 3 has only one. Retrofitting would specifically consist of the following: 1. Removal of existing system. 2. Relocation of existing exhaust fans. 3. Modify existing duct work and installation of back draft dampers. 4. Installation of "Magnatrack" support system and three tracks. 5. Modification of electrical wiring. Staff recommends that Council approve the upgrade of the Fire Station 1 exhaust extrication system with the budget savings from CIP projects PS 131 and 135. FISCAL IMPACT: Funds are provided for the purchase and installation in CIP Accounts 600-6003-PS131 and PS135. The purchase cost will be $45,766.03. The upgrade will cost $17,500, for a total of $63,266.03 (a savings of $6,733.97, to be returned to the CIP fund balance). /t) ~ :t RESOLUTION NO. 175'1'1 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA ACCEPTING BID AND AWARDING CONTRACT FOR FIVE VEHICLE EXHAUST EXTRICATION SYSTEMS WHEREAS, the following three bids were received and opened at 2:00 p.m. on June 3, 1994 for the purchase and installation of exhaust extrication systems at Fire stations 2, 3, 4 and 5 pursuant to the previously-approved Capital Improvement Program projects: Comfort Zone Air Conditioning & Heating Service Inc. Spring Valley $45,766.03 Pottorff Company Inc. Montebello, Ca. $47,708.00 AAir Purification Systems San Diego $56,238.00 WHEREAS, due to current economic conditions, all bids received were lower than anticipated, generating some significant savings and a portion of these savings is proposed to be applied to the exhaust extrication system at Fire station 1 which is in need of upgrade; and WHEREAS, Comfort Zone Air Conditioning & Heating Service Inc. submitted the lowest responsive bid and the Fire Chief recommends the purchase from the low bidder. NOW, THEREFORE, BE IT RESOLVED the city Council of the City of Chula vista does hereby accept the bid of Comfort Zone Air Conditioning & Heating Service Inc. as responsive and hereby awards the contract for vehicle exhaust extrication systems to Comfort Zone Air Conditioning & Heating Service Inc. in the amount of $45,766.03, plus an additional $17,500.00 for the upgrade, for a total of $63,266.03. BE IT FURTHER RESOLVED that the Purchasing Agent of the City of Chula vista is hereby authorized and directed to execute said contract for and on behalf of the cit f Chula ista. OV.X Presented by form Robert Powell, Director of Finance Bruce M. Boo aar , city Attorney 1~"1