MEMORANDUM. Updates to Plymovent Source Capture Exhaust Systems at Fire Stations

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Dwain Berry
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FIRE DEPARTMENT 405 S. River Road Des Plaines, IL 60016 P: 847.391.5333 desplaines.

1 FIRE DEPARTMENT 405 S. River Road Des Plaines, IL P: desplaines.org MEMORANDUM Date: March 16, 2017 To: From: Subject: Michael Bartholomew, City Manager Alan Wax, Fire Chief Tim Oakley, Director of Public Works and Engineering Updates to Plymovent Source Capture Exhaust Systems at Fire Stations Issue: The hose assemblies and associated systems of the Fire Department s vehicle exhaust source-capture system in the fire stations requires upgrading. Analysis: The Fire Department uses the Plymovent System for source-capture of vehicle exhaust fumes in the stations. The system hooks-up directly to each vehicle tail pipe and captures exhaust fumes, directing the fumes to the atmosphere above each station. The current equipment is very worn, having been in place for many years. Wear has required frequent repairs, and the current system that uses pneumatic pressure to attach the hose to the vehicle exhaust has had problems lately, with frequent hose tears and heat-related degradation, release malfunctions, and other required repairs, along with leaks in the system. In the last five years, the repairs to the systems have cost nearly $ 16,000. Included in the 2017 Budget are funds to upgrade and improve the system by replacing the pneumatic "grabber" systems with magnetic systems. Magnetic systems are easier to operate, have less "breakable" parts, provide safety disconnects, and are expected to reduce repair costs. The upgraded hose systems need to integrate into the existing main Plymovent exhaust and manifold systems in the stations. Thus, the new hose systems need to be Plymovent. The only authorized Plymovent dealer for our region is Hastings Air Energy control, Inc. of New Berlin, Wisconsin thus this would be a sole-source purchase. Recommendation: We recommend approval of the Resolution authorizing the purchase and installation of the Plymovent magnetic hose systems in the three fire stations through Hastings Air Energy Control of New Berlin, WI, in the amount of $ 20, Funds are budgeted within the Public Works & Engineering Facilities and Grounds Maintenance budget. Attachment: Resolution, Sole Source Confirmation Letter, Price Quotes per Station Page 1 of 7

2 CITY OF DES PLAINES RESOLUTION R A RESOLUTION APPROVING A CONTRACT WITH HASTINGS AIR ENERGY CONTROL, INC. FOR THE PURCHASE AND INSTALLATION OF MAGNETIC HOSE SYSTEMS FOR THREE FIRE STATIONS. WHEREAS, Article VII, Section 10 of the 1970 Illinois Constitution authorizes the City to contract with individuals, associations, and corporations in any manner not prohibited by law or ordinance; and WHEREAS, the Fire Department currently uses Plymovent source capture exhaust systems to externally vent vehicle exhaust from the interior of its fire stations ( Plymovent Systems ); and WHEREAS, the Fire Department desires to upgrade the currently installed Plymovent Systems at three fire stations by replacing the existing pneumatic hoses with magnetic hoses ( Equipment ); and WHEREAS, the City has appropriated funds in the Public Works & Engineering Facilities and Grounds Maintenance Budget for the procurement and installation of the Equipment by the Fire Department in the 2017 Fiscal Year; and WHEREAS, in order to be compatible with the other components of the Department s existing Plymovent Systems, the Equipment is required to be manufactured by Plymovent; and WHEREAS, in accordance with Section of the City Code of the City of Des Plaines ( City Code ) and the City purchasing policy, the City Council has determined that the purchase of the Equipment is not adapted to award by competitive bidding because the Equipment is only available from a single source, the regional authorized dealer of Plymovent, Hastings Air Energy Control, Inc. of New Berlin, Wisconsin ( Vendor ); and WHEREAS, the City desires to procure the Equipment and its installation from Vendor in the not-to-exceed amount of $20,593.05; and WHEREAS, the City Council has determined that it is in the best interest of the City to purchase the Equipment from Vendor in the not-to-exceed amount of $20,593.05; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Des Plaines, Cook County, Illinois, in the exercise of its home rule powers, as follows: SECTION 1: RECITALS. The foregoing recitals are incorporated into, and made a part of, this Resolution as findings of the City Council. Attachment 1 Page 2 of 7

3 SECTION 2: WAIVER OF COMPETITIVE BIDDING. Pursuant to Section of the City Code and the City purchasing policy, the City Council hereby waives the requirement that competitive bids be solicited for the purchase of the Equipment by the City. SECTION 3: APPROVAL OF PURCHASE AND INSTALLATION. The City Council hereby approves the purchase by the City of the Equipment from Vendor in the total notto-exceed amount of $20, SECTION 4: AUTHORIZATION OF PURCHASE. The City Manager and City Clerk are hereby authorized and directed to execute such documents approved by the General Counsel, and to make such payments, on behalf of the City, as are necessary to complete the purchase and installation of the Equipment from Vendor in the total not-to-exceed amount of $20, SECTION 5: EFFECTIVE DATE. This Resolution shall be in full force and effect from and after its passage and approval according to law. PASSED this day of, APPROVED this day of, VOTE: AYES NAYS ABSENT MAYOR ATTEST: Approved as to form: CITY CLERK Peter M. Friedman, General Counsel DP-Resolution Approving Contract with Hasting Air Energy Control for Purchase and Installation of the Plymovent Magnetic Hose Systems 2 Attachment 1 Page 3 of 7

January May 1, 28, 2017 To Whom It May Concern, The pur p ose of this letter is to confirm that Hastings Ai r Energy Control Inc.

As the only Plymovent dealer in this territory, Hastings Air Energy Control Inc.

For over 35 years, Pl ymovent has created products that provide a safe and h ealthy work environment.

4 January May 1, 28, 2017 To Whom It May Concern, The pur p ose of this letter is to confirm that Hastings Ai r Energy Control Inc. is the exclusive dealer of Plymoven t vehicle exhaust extraction syste m s in the state of Illinois for the zip codes inclusive of As the only Plymovent dealer in this territory, Hastings Air Energy Control Inc. is in good standing and has the exclusive rights to sell, install and service our vehicle exhaust extraction systems. For over 35 years, Pl ymovent has created products that provide a safe and h ealthy work environment. Together with our nationwide dealer network, Plymovent continuously strives to design and engineer products that meet or exceed our customers expectations and needs. If you have any questions, please do not hesitate to contact me. Kindest regards, PLYMOVENT CORP. Brad Pit z l President/General M anager Attachment 2 Page 4 of 7 Attachment 2

5 Page 2 of 3 Cheif Chris Wozny Des Plaines Fire Dept. #1 (Main) 405 South River Road Ship To: Des Plaines Fire Dept. #1 (Main) 405 South River Road Date: 3/1/2017 Sales Person: Dean Havnen Quote #: QUO H5X9J9 Expires: 5/31/2017 Part # Description Qty DISC-023 Safety disconnect handle for 4" hose on Magnetic Systems 3.00 ADAP-111 Reducer 5" - 3.5" Kit 2.00 GRAB-019 Magnetic Grabber STR 5". Includes Magnetic Grabber Nozzle With 4" Hose Connection, Conical Tailpipe Connector 5" And Balancer Locking Cable. ADAP-110 Tailpipe Adaptor, 5", Conical, Kit 1.00 FX-CWCW-4O2 FH Grade Hose, yellow/black, 4"x25' 1.00 SADL-018 4" 90 deg Saddle 3.00 FX-FF-401 LOWER HOSE ONLY, 2' LONG 4" DIA. BLACK SPECIALITY HI TEMPERATURE 4.00 INST-M Mechanical installation of the magnetic nozzle conversion 1.00 FRT Freight $8, NOTE: Shipping and Tax are NOT INCLUDED. I have read the terms page, a single, separate page from the pricing, and I accept the terms and conditions of this quotation. Signed: Name: Title: Terms: Prepay - 3% Discount: Net 30 Days from Shipment Visa/Mastercard/Discover Purchase Order # Thank you for considering Hastings. Attachment 3 Please remit to: Hastings Air-Energy Control, Inc S. Westridge Drive New Berlin, WI Page 5 of 7

6 Page 2 of 3 Chief Chris Wozny Des Plaines Fire Dept. # East Oakton Ship To: Des Plaines Fire Dept. # East Oakton Date: 3/1/2017 Sales Person: Dean Havnen Quote #: QUO P7Z9V3 Expires: 5/31/2017 Part # Description Qty DISC-023 Safety disconnect handle for 4" hose on Magnetic Systems 2.00 GRAB-019 Magnetic Grabber STR 5". Includes Magnetic Grabber Nozzle With 4" Hose Connection, Conical Tailpipe Connector 5" And Balancer Locking Cable. FX-FF-401 LOWER HOSE ONLY, 2' LONG 4" DIA. BLACK SPECIALITY HI TEMPERATURE 2.00 INST-M Mechanical installation of the magnetic nozzle conversion 1.00 FRT Freight $3, NOTE: Shipping and Tax are NOT INCLUDED. I have read the terms page, a single, separate page from the pricing, and I accept the terms and conditions of this quotation. Signed: Name: Title: Terms: Prepay - 3% Discount: Net 30 Days from Shipment Visa/Mastercard/Discover Purchase Order # Thank you for considering Hastings. Attachment 3 Please remit to: Hastings Air-Energy Control, Inc S. Westridge Drive New Berlin, WI Page 6 of 7

Page 2 of 3 Chief Chris Wozny Des Plaines Fire Dept. #63 130 East Thacker Ship To: Des Plaines Fire Dept.

7 Page 2 of 3 Chief Chris Wozny Des Plaines Fire Dept. # East Thacker Ship To: Des Plaines Fire Dept. # East Thacker Date: 3/1/2017 Sales Person: Dean Havnen Quote #: QUO K9H2F1 Expires: 5/31/2017 Part # Description Qty DISC-023 Safety disconnect handle for 4" hose on Magnetic Systems 4.00 ADAP-FAB-7 7" Tailpipe Adapter 1.00 GRAB-019 Magnetic Grabber STR 5". Includes Magnetic Grabber Nozzle With 4" Hose Connection, Conical Tailpipe Connector 5" And Balancer Locking Cable. FX-CWCW-4O2 FH Grade Hose, yellow/black, 4"x25' 2.00 SADL-018 4" 90 deg Saddle 4.00 FX-FF-401 LOWER HOSE ONLY, 2' LONG 4" DIA. BLACK SPECIALITY HI TEMPERATURE 4.00 INST-M Mechanical installation of the magnetic nozzle conversion 1.00 FRT Freight $8, NOTE: Shipping and Tax are NOT INCLUDED. I have read the terms page, a single, separate page from the pricing, and I accept the terms and conditions of this quotation. Signed: Name: Title: Terms: Prepay - 3% Discount: Net 30 Days from Shipment Visa/Mastercard/Discover Purchase Order # Thank you for considering Hastings. Attachment 3 Please remit to: Hastings Air-Energy Control, Inc S. Westridge Drive New Berlin, WI Page 7 of 7

AGENDA STAFF REPORT FISCAL YEAR FLEET REPLACEMENT

AGENDA STAFF REPORT FISCAL YEAR FLEET REPLACEMENT rfof( AGENDA STAFF REPORT e~ti E4 Ai Q DATE: February 27, 2017 TO: THRU: FROM: Honorable Mayor and City Council Jill R. Ingram, City Manager Steve Myrter, P. E., Director of Public Works SUBJECT: FISCAL