CC 2017-03-28_09c Purchase Diesel Exhaust Removal System
MEMORANDUM
TO: CITY COUNCIL
FROM: STEPHEN LIEBERMAN, FIRE CHIEF
DEBBIE MALICOAT, DIRECTOR OF ADMINISTRATIVE SERVICES
SUBJECT: CONSIDERATION OF SOLE SOURCE PURCHASE FOR PLYMOVENT
DIESEL EXHAUST REMOVAL SYSTEM
DATE: MARCH 28, 2017
RECOMMENDATION:
It is recommended the City Council approve a sole source purchase with Air Exchange for
a Plymovent diesel exhaust removal system and authorize the Interim City Manager to
execute any required documents.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The Mid-Year Budget appropriated $81,000 for the project. Purchase and installation of
the equipment will cost $70,653.99. Additional minor costs will be incurred for electrical
work and connectivity, separate from the purchase of the Plymovent system.
BACKGROUND:
Currently the fire station located on Traffic Way does not have a diesel exhaust removal
system. Diesel vehicle exhaust emissions pose a significant cancer health risk to both
employees and members of the public. At the February 28, 2017 meeting, the City
Council appropriated $81,000 from the Fire Protection Impact Fee Fund to install such a
system.
ANALYSIS OF ISSUES:
Five Cities Fire Authority operates out of the Arroyo Grande, Grover Beach and Oceano
fire stations. The station in Arroyo Grande is the only one that does not have a
Plymovent diesel exhaust removal system installed. Plymovent is the recognized leader
in the field of source capture fume extraction. In order to maintain consistency with the
other stations, facilitate maintenance and ensure correct training and operation, it is
recommended that a Plymovent system be installed at the Arroyo Grande station. Air
Exchange has a certified Plymovent installation crew and was the vendor used to install
the systems at the other two fire stations; therefore it is recommended to approve a sole
source purchase with Air Exchange for this transaction.
Item 9.c. - Page 1
CITY COUNCIL
CONSIDERATION OF SOLE SOURCE PURCHASE FOR PLYMOVENT DIESEL
EXHAUST REMOVAL SYSTEM
MARCH 28, 2017
PAGE 2
ALTERNATIVES:
The following alternatives are provided for City Council consideration:
1. Approve the sole source purchase
2. Do not approve the sole source purchase;
3. Provide direction to staff.
ADVANTAGES:
Installation of a diesel exhaust removal system will help protect the health of employees
and the public that use the Fire Station by removing harmful particulates and gases from
the air. The use of Fire Protection Impact Fees for this purpose is consistent with their
restricted use for providing for fire facilities in the community.
DISADVANTAGES:
No significant disadvantages are identified. There is limited opportunity to utilize the
funding for other projects as the use is restricted.
ENVIROMENTAL REVIEW:
No environmental review is required for this item.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code Section 54954.2.
Attachment:
1. Quote from Air Exchange
Item 9.c. - Page 2
495 Edison Court, Suite A, Fairfield, CA 94534
1494-B East Francis St., Ontario, CA 91761
Phone: 800-300-2945 Fax: 707-864-2700
E-Mail: info@airexchange.com
PROUDLY SERVING CALIFORNIA & NEVADA SINCE 1972
CA State Contractors License #664135 – NV State Contractors License #0062193
1.17.17
Riki Heath (805) 473-549
Battalion Chief, Training & Operations
Five Cities Fire Authority
140 Traffic Way
Arroyo Grande, CA 93420
Subject: Costs for Plymovent Diesel Exhaust Removal Systems, Station # 1
The costs below are for equipment, all miscellaneous materials, installation (less electrical), labor at prevailing
wage rates. Freight costs and sales taxes are included as well.
Station # 1 This is for equipment to provide two (5) SBTA systems for back-in coverage for two (2)
vehicles (BRUSH 1 in bay 3 & VEHICLE MAINTENANCE AREA in bay 6) & two (2)
STRA-65-D systems (TRUCK 5 in bay 1 & ENGINE ONE in bay 2) for door-to-door
drive thru coverage . The 5 HP fan is sized to accommodate all vehicles leaving at the
same time if required. System includes UL certified electrical control panel, auto start
sensors, dedicated compressor, filter scrubber, complete pneumatic system for passive
release, and all labor, at prevailing rates to complete the installation.
MATERIAL: $38,658.00
SALES TAX @ 7.75% $ 2,995.99
SUB TOTAL: $41,653.99
INSTALLATION: including Plymovent system, install all ducting, fan mounting, system supports, filter
scrubber, lifts, travel time, truck cost and all labor at prevailing wage rate. Also includes the required state of
California Sheet Metal Union Apprentice program. The installation is being completed by factory trained and
certified personnel as required by Plymovent. $27,000.00
FREIGHT: $ 2,000.00
TOTAL: $ 70,653.99
PAYMENT TERMS: Net 30 days
EXPIRATION DATE: 90 days from the date on this quote
ATTACHMENT 1
Item 9.c. - Page 3
EXCLUSIONS: Electrical hook up and connection
Any structural engineering costs
Any electrical engineering costs
Exhaust tail pipe modification of any kind
Bonds of any kind (can be provided at additional cost if required)
Permit cost but can be provided @ $145 per hour plus cost of permit
AIR EXCHANGE has been serving the California market since 1972, and currently services hundreds of
customers each month by providing complete systems, installations, contract service and filter replacement. We
keep in stock a full complement of spare parts and filters for all the equipment we sell, as well as many other
manufacturer’s products. We are also a licensed contractor in the state of California (# 664135).
AIR EXCHANGE performs all of the service (both warranty and non-warranty) for all of the systems we sell
and install, as well as systems provided and installed by others. We always keep spare parts in stock that are
most commonly required and generally can provide service within 24 hours, on stocked parts, as well as
emergency service when required, including evenings and weekends. Many times we perform the service the
same day it is requested. In the unlikely event the required part is not in our stock, the factory will ship the part
for next day delivery if requested.
PLYMOVENT is the recognized leader in the field of source capture fume extraction. They are a worldwide
company with facilities in New Jersey, Sweden, Canada, Germany, and Russia. Experience counts and we both
have it!
Since 1990, AIR EXCHANGE and Plymovent have been providing diesel exhaust extraction systems to fire
departments in the Southern California area. Over 800 fire stations in Los Angeles, Orange, Ventura, San
Bernardino, Riverside, and San Luis Obispo counties, as well as Clark County Nevada currently hav e
Plymovent Diesel Exhaust systems in operation. In San Diego County, as well as Northern California, there are
approximately another 800 fire stations currently using the same Plymovent system.
Plymovent was chosen by the City of Los Angeles Fire Department as the product and contractor of choice to
install the Plymovent Vehicle Exhaust Extractor System in all fire facilities that house diesel emitting
apparatus in the City of Los Angeles. The recommendation was made by a work group, which was formed to
evaluate how to reduce and/or eliminate diesel exhaust in the workplace. As the result of their extensive study
and evaluation, the Plymovent System was chosen and subsequently recommended. This project represents a
total of 105 fire stations. The project is now complete & represents approximately $6,500,000 in total scope.
All installations of Plymovent diesel smoke extraction systems are installed only by factory trained and certified
installers. This guarantees consistency with all installations. There are currently six (6) certified installation
crews in Southern California that are authorized to install the Plymovent system.
Sincerely,
AIR EXCHANGE
Jim Cleary
909-720-7064
jtc1@roadrunner.com
Item 9.c. - Page 4