HomeMy WebLinkAbout09 - Purchase and Installation of Vehicle Exhaust Capture System Equipment — NOC for Contract No. 8889-1 (23M12)Q �EwPpRT
CITY OF
s NEWPORT BEACH
`q44:09 City Council Staff Report
September 24, 2024
Agenda Item No. 9
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Jeff Boyles, Fire Chief - 949-644-3101, jboyles@nbfd.net
PREPARED BY: Lili Banuelos, Assistant Management Analyst - 949-644-3360,
lbanuelos@nbfd.net
TITLE: Purchase and Installation of Vehicle Exhaust Capture System
Equipment — Notice of Completion for Contract No. 8889-1 (23M12)
On October 10, 2023, the City Council awarded Contract No. 8889-1 (23M12) for the
purchase and installation of vehicle exhaust capture system equipment to Air Exchange,
Inc. The project included the purchase and installation of pre -packaged vehicle exhaust
capture systems at Fire Stations 3, 4, 5, 6, 7 and 8. The work is now complete and staff
requests City Council acceptance and close out of the contract.
RECOMMENDATIONS:
a) Accept the completed work and authorize the City Clerk to file a Notice of Completion
for the project;
b) Authorize the City Clerk to release the Labor and Materials Bond 65 days after the
Notice of Completion has been recorded in accordance with applicable portions of
Civil Code; and
c) Release Faithful Performance Bond one year after acceptance by the City Council.
DISCUSSION:
Overall Contract Cost/Time Summary
Awarded
Total Contract
Contract
Final Total Contract
Change
Amount
Amount
Amount
Percent Contract Cost Change
$355,210.79
$374,436.18
$19,225.39
5.4%
Allowed Contract Time (Days) =
60
Actual Time Used (Days) =
53
The contracted work has been completed to the satisfaction of the Fire Department and
the Public Works Department. A summary of the construction cost is as follows:
Original Bid Amount:
Actual Cost of Bid Items Constructed:
Total Change Orders:
Final Contract Cost:
$355,210.79
$355,210.79
$19,225.39
$374,436.18
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Purchase and Installation of Vehicle Exhaust Capture System Equipment —
Notice of Completion for Contract No. 8889-1 (23M12)
September 24, 2024
Page 2
The final total contract amount was $374,436.18, which was approximately 5.4% higher
than the original bid amount. This cost increase was due to a $19,225.39 California use
tax amount owed on the equipment that was not originally incorporated in the contractor's
bid.
A summary of the project schedule milestones is as follows:
Start of Construction per Schedule
November 20, 2023
Actual Construction Start
November 27, 2023
Substantial Completion/Completion of Installation
January 19, 2024
Walkthrou h and Certification
February 26, 2024
Use Tax Payment
July 8, 2024
FISCAL IMPACT:
Funding for this project consisted of a combination of Federal Emergency Management
Agency (FEMA) Assistance to Firefighters Grant (AFG) funding and supplemental Capital
Improvement Program (CIP) funds allocated to the project as part of the FY2022-23 CIP
budget process.
The City of Newport Beach applied for all grant eligible stations (those built prior to 2003)
and originally secured $274,900 in funding for Stations 1, 2, 3, 4, 6 and 8, provided that
the City contribute a 10% match. Station 1 was not included in the project due to its
eventual reconstruction. Station 2 became ineligible for grant funding due to its
construction schedule in relation to the grant submission timeline.
Funds for the construction contract were expended from the following accounts:
Account Description Account Number Amount
Assistance to Firefighters Grant 75604-911013-G2240 $ 195,386.16
Fire Equipment CIP (23M12) 75601-980000-23M12 $ 179,050.02
$ 374,436.18
ENVIRONMENTAL REVIEW:
On October 10, 2023, the City Council found this project exempt from the California
Environmental Quality Act (CEQA) pursuant to Class 1 Section 15301 (addition of health
protection devices in conjunction with existing facilities) of the CEQA Guidelines,
California Code of Regulations, Title 14, Chapter 3, because it has no potential to have a
significant effect on the environment.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
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