City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: JULY 2, 2024 FROM: FIRE DEPARTMENT WARD: 1 SUBJECT: APPROVE THE DESIGN-BUILD AGREEMENT FOR FIRE VEHICLE EXHAUST EXTRACTION SYSTEM, GENERAL SERVICES – FIRE STATION NO. 6 FROM AIR EXCHANGE, INC OF ONTARIO, CALIFORNIA, IN THE AMOUNT OF $93,847.23 PLUS 10% CONTIGENCY PURSUANT TO PURCHASING RESOLUTION 24101, SECTION 702(c) AND WAIVE THE COMPETITIVE BID REQUIREMENT PURSUANT TO CITY CHARTER SECTION 1109 IN ACCORDANCE WITH PURCHASING RESOLUTION 24101 SECTION 702(N) ISSUE:
Approve the Design-Build Agreement with Air Exchange, Inc. of Ontario, California, in the amount of $93,847.23 for the Fire Vehicle Exhaust Extraction System for Riverside Fire Department Station No. 6, pursuant to Purchasing Resolution 24101, Section 702(c) and waive the competitive bid requirement pursuant to the City Charter Section 1109 in accordance with Purchasing Resolution 24101 Section 702(n).
RECOMMENDATIONS:
That the City Council:
Approve the Design-Build Agreement with Air Exchange, Inc. of Ontario, California, for Fire Vehicle Exhaust Extraction System for Fire Station No. 6 in the amount of $93,847.23 plus 10% contingency in the amount of $9,384.73, in accordance with Section 702(c) of Purchase Resolution 24101; Authorize the City Manager, or his designee, to execute the Design-Build agreement with Air Exchange, Inc. for Fire Vehicle Exhaust Extraction System for Fire Station 6 and all other documents for the purchase as needed, including making minor and non-substantive changes; and By at least five affirmative votes, waive the competitive bid requirement pursuant to City Charter Section 1109, in accordance with Purchasing Resolution 24101 Section 702(n).
BACKGROUND:
Through the Department of Homeland Security, the Assistance to Firefighters Grant (AFG) program provides two-year awards to fire departments to enhance the safety of the public and firefighters with respect to fire and fire-related hazards. The City of Riverside Fire Department was awarded 2021 AFG grant funds to purchase and install vehicle exhaust extraction systems to reduce the health and safety element of the exposure of toxic fumes, or exhaust. The objective is to utilize the grant funding to install a vehicle exhaust extraction system in Fire Station No. 6, which will reduce firefighter exposure to diesel fuel emissions.
DISCUSSION:
On October 18, 2022, the City of Riverside Fire Department received City Council approval to accept funding in the amount of $120,000 from the Department of Homeland Security 2021 Assistance to Firefighters Grant (AFG). The purpose of the funding is to implement a diesel exhaust system at Station No. 6 to remove cancerous toxins from the apparatus bay area.
The City of Riverside Fire Department’s Station No. 6 apparatus bay is currently exhausted by means of either wall mounted exhaust ducting that are activated either by a switch on the wall or by operation of the bay doors. While this system was adequate and effective at the time of installation, it has become antiquated and does not offer complete removal of exhaust gases from the fire apparatus bays. The Fire Department in conjunction with the General Services Department is proposing to use the Department of Homeland Security AFG Grant to install an automatic hose type positive capture diesel exhaust system at Fire Station No. 6. This system will offer state of the art removal of harmful exhaust gases from the apparatus bays and provide a safer working environment for fire personnel.
Air Exchange, Inc. of Ontario California is the only manufacturer-approved distributor of the system in the Southern California area. On July 7, 2023 Air Exchange has provided quote number 6029141 to provide the supplies and labor to install the diesel exhaust system at Station No. 6. On January 10, 2024 Air Exchange updated the quote with a new valid through date of April 8, 2024 with no update in price.
Purchasing Resolution 24101, Section 702 states “Exceptions. Competitive Procurement through the Informal Procurement and Formal Procurement process shall not be required in any of the following circumstances: (c) When the Procurement can only be obtained from a sole source and the Manager is satisfied that the best price, terms and conditions for the Procurement thereof have been negotiated; (n) When the Awarding Entity waives bidding requirements under and according to the circumstances set forth in Section 1109 of the City Charter.” The General Services Director concurs with the recommendations in this report.
The Purchasing Manager concurs that the recommended actions complies with Purchasing Resolution No. 24101, Section 702(c) and 702(n).
STRATEGIC PLAN ALIGNMENT:
This item contributes to Strategic Priority No. 2 Community Well-Being and Goal No. 2.3 – Strengthen neighborhood identifies and improve community health and the physical environment through amenities and programs that foster an increased sense of community and enhanced feelings of pride and belonging citywide.
This item aligns with Each of the five Cross-Cutting Threads as follows:
Community Trust – The installation of the diesel exhaust source capture system will minimize the amount of air that needs to be removed and helps establish clean, safe, and breathable air for fire personnel and the surrounding community.
Equity – The Riverside Fire Department strives to serve the community and personnel by preserving the environment through reduction and prevention of diesel fuel emissions throughout the stations and surrounding areas.
Fiscal Responsibility – To Assistance to Firefighters Grant will provide funding to install exhaust systems that capture deadly fumes and eliminate risk to personnel to protect their health and reduce any potential risk in the future.
Innovation – Automatic source capture exhaust systems offer state of the art removal of harmful exhaust gases from the apparatus bays and will provide a safer working environment for fire personnel. Diesel exhaust systems are the most efficient and effective way for a healthier work environment. The goal is to protect firefighters from hazards, whether visible or invisible.
Sustainability & Resiliency – Virtually every firefighter in the department receives hazardous chemicals and fumes training as a part of their normal training agenda. The diesel exhaust source capture system will provide the community with a sense of well-being by reducing toxic fumes in the air, while protecting the health of employees and the public.
FISCAL IMPACT:
The fiscal impact of this action is $103,231.96, which includes a 10% contingency of $9,384.73. The available funding for the purchase is budgeted and available as indicated in the table below.
Fund
Program
Account
Amount
Grants & Restricted Programs
Assistance to Firefighters – Grant Funds
9176500-440110
$84,462.50
General Fund
Assistance to Firefighters – City Funds
9176510-440301
$9,384.73
General Fund
Fire Operations – Assistance to Firefighters (Contingency) 9176500-440110
*$9,384.73
Total
$103,231.96
*10% contingency
Prepared by: Angie King, Administrative Services Manager Approved by: Michael D. Moore, Fire Chief
Certified as to
availability of funds: Kristie Thomas, Finance Director/Assistant Chief Financial Officer Approved by: Mike Futrell, City Manager
Approved as to form: Pheadra A. Norton, City Attorney
Attachment: Design-Build Agreement for Fire Station No. 6 Air Exchange Sole Source - Page 2