HomeMy WebLinkAbout16- Facilities Management ORIGINAL
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL
ACTION
From: Debra Kurita, Assistant City Subject:
Manager/Acting Director of
Facilities Management
Resolution of the Mayor and Common Council of the City
Dept: Facilities Management of San Bernardino authorizing the execution of an
agreement and issuance of a purchase order to Air
Date: January 25, 2010 Cleaning Systems for the construction of the fire
department vehicle exhaust removal system.
_M/CC Meeting Date: February 16,2010
Synopsis of Previous Council Action:
4/21/08 — Resolution ratifying the submittal of an on-line grant application for the FY 2008
Assistance to Firefighters grant program submitted to the Department of Homeland Security in
the amount of$699,330.
3/16/09 - Resolution authorizing the City Manager or his designee to accept and administer an
award from the Department of Homeland Security (DHS) in the amount of$388,364.
Recommended Motion:
Adopt Resolution
c..
ZDelLra Kurita, Assistant ity
Manager/Acting Director of Facilities
Management
M Conrad, Fire Chief
Contact person: Tony Frossard Phone: 384-5244
Supporting data attached: Staff Report, Resolution Ward(s): 1, 3,4, 5, 6, & 7
G.
FUNDING REQUIREMENTS: Amount: $369,049
Source:: DHS Grant$295,239.20
Fire Department$73,809.80
(001-202-5193)
CITY OF SAN BERNARDINO — REQUEST FOR COUNCIL ACTION
STAFF REPORT
SUBJECT
Resolution of the Mayor and Common Council of the City of San Bernardino authorizing the
execution of an agreement and issuance of a purchase order to Air Cleaning Systems for the
construction of the Fire Department vehicle exhaust removal system.
BACKGROUND
In 2007, the Department of Homeland Security announced the availability of grant funding for
Fiscal Year 2008 Assistance to Firefighters Grant Program. This program assists rural, urban,
and suburban fire departments throughout the United States to more effectively protect the
health and safety of the public and their emergency response personnel with respect to fire and
all other hazards.
On March 16, 2008,the Mayor and Common Council adopted a resolution authorizing the City
Manager to accept and administer an award from the Department of Homeland Security in the
amount of$388,364. Of that amount, $360,764 will be supplemented with the City's match
and applied toward the purchase and installation of vehicle exhaust extraction systems for Fire
Stations 1 through 12 and the Fire maintenance shop. The remaining portion of the grant has
been dedicated to the procurement of Arildland fire equipment.
On December 23, 2009, a request for proposal (RFP) for the installation of the vehicle exhaust
removal systems was advertised. This RFP was faxed to the San Bernardino Chamber of
Commerce, published in the Sun newspaper, and placed on the City's website. Three bids
were received on January 26, 2010. These bids were reviewed by a panel consisting of staff
from the Fire, Development Services and Facilities Management Departments. The contractor
equipment submittals were also reviewed by Design West Engineering to confirm that all were
of equal quality and performance. The results are as follows:
Vendor Location Score Total Bid
I. Air Cleaning Systems Pomona, CA 376 $243,386.00
2. MagneGrip/Weidner& Associates, Inc Midvale, UT 334 $262,622.94
3. Christian Brothers Mira Loma, CA 184 $257,500.00
Based on the evaluation by the panel, Air Cleaning Systems which received the overall highest
score, 376 out of a possible 400 points, is recommended for the contract award.
Further, considering the base bid is less than the amount of the grant, staff recommends that the
following additive alternatives be included in the project.
• Furnish and install the vehicle exhaust extraction equipment $28,576
at the Fire Maintenance facility.
• Furnish and install secondary side ventilation devices at $33,000
Stations 221, 222, 223, 224, 226, 228, and 230.
• Furnish and install tailpipe modification for seven reserve $ 7,100
engines and two reserve trucks.
• Create a full length side vent system at Fire Station 224. $17,728
• Provide exhaust particulate removal filtration system, at all $ 5,709
stations and the Fire Maintenance facility.
Additive Alternatives Total $92,113
A contingency of 10 percent is also requested in the event of unforeseen circumstances.
Therefore, the total project costs are as follows.
Base bid amount $243,386
Additive Alternates $ 92,113
Contingency (10%) 33,550
Total Estimated Project Cost $369,049
FINANCIAL IMPACT
The total estimated project cost for the vehicle exhaust extraction systems is $369,049. As a
20 percent City match is required,the City's share of this cost is $73,809.80. These funds are
budgeted in the Fire Department's account for grant match(account no. 001-202-5193). The
$295,239.20 balance of the project funding is appropriated in the DHS grant fund.
RECOMMENDATION
1.) Adopt Resolution
1 COPT:
RESOLUTION NO.
�.. 2
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
3 OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF AN
4 AGREEMENT AND ISSUANCE OF A PURCHASE ORDER TO AIR
CLEANING SYSTEMS FOR THE CONSTRUCTION OF THE FIRE
5 DEPARTMENT VEHICLE EXHAUST REMOVAL SYSTEM.
6
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
7 CITY OF SAN BERNARDINO AS FOLLOWS:
8
9 SECTION 1. Air Cleaning Systems is the lowest responsible and most
10 responsive bidder for the Installation of Fire Department Vehicle Exhaust Removal
11 System at Fire Station 1 through 12 and the Fire Maintenance Shop of the City of San
12 Bernardino. An Agreement for Services is awarded accordingly to said Contractor in a
13 total amount of $335,499.00, with a contingency amount of $33,550.00. Such award
14
15 shall be effective only upon said agreement being fully executed by both parties. The
16 Mayor and Common Council hereby authorize the City Manager to execute on behalf of
17 the City an Agreement for Services, on file in the City Clerk's Office and incorporated
18 herein by reference. The Finance Department is hereby authorized and directed to issue
19 a Purchase Order which references this resolution to said Contractor in the amount of
20 $335,499.00.
21
22 SECTION 2.Any amendment or modification thereto shall not take effect or become
23 operative until fully signed and executed by the parties and no party shall be obligated
24 hereunder until the time of such full execution. No oral agreements, amendments,
25 modifications or waivers are intended or authorized and shall not be implied from any
26 act or course of conduct of any party. This resolution is rescinded if the parties to the
27
28 contract fail to execute it within sixty(60) days of the passage of this resolution.
1
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
2 OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF AN
3 AGREEMENT AND ISSUANCE OF A PURCHASE ORDER TO AIR
CLEANING SYSTEMS FOR THE CONSTRUCTION OF THE FIRE
4 DEPARTMENT VEHICLE EXHAUST REMOVAL SYSTEM.
5 1 HEREBY CERTIFY that the foregoing resolution was duly adopted by the
6 Mayor and Common Council of the City of San Bernardino at a
meeting thereof, held on the day of 2010, by the
7 following vote, to wit:
8
9 Council Members: AYES NAYS ABSTAIN ABSENT
10 ESTRADA
11 BAXTER
12 BRINKER
13 SHORRETT
14 KELLEY
15 JOHNSON
16 McCAMMACK
17
18 Rachel G. Clark, City Clerk
19 The foregoing resolution is hereby approved this day of
20 2010.
21
22 Patrick J. Morris, Mayor
23 City of San Bernardino
24 Approved as to form:
25
26 i i OJI
27
James Penman, City Attorney
28