HomeMy WebLinkAboutCC AG PKT 2010-10-11 #H AGENDA STAFF REPORT
DATE: October 11, 2010
TO: Honorable Mayor and City Council
THRU David N. Carmany, City Manager
FROM: Jill R. Ingram, Assistant to the City Manager.
SUBJECT: APPROVE PURCHASE OF FURNITURE AND
EQUIPMENT AND CONSTRUCTION OF NEW FUEL
ISLAND CANOPY FOR FIRE STATION 48
SUMMARY OF REQUEST:
That the City Council:
1. Adopt Resolution No. 6065, approving the purchase of furniture and
equipment for the Fire Station 48 Community Room /Back -Up
Emergency Operations Center; and
2. Approve plans and specifications for the construction of a new fuel
island canopy for Fire Station 48, and authorize staff to advertise
and solicit bids for design and construction.
BACKGROUND:
At the September 13, 2010 City Council meeting, the City Manager indicated that
staff would be returning to the City Council with an item addressing two other
construction items for Fire Station 48; the fuel tank canopy and EOC /Community
Room furniture.
At the July 12, 2010 City Council meeting, the City Council accepted the
completion of the Fire Station 48 construction project. The new 12,901 square
foot state -of- the -art emergency services facility features three apparatus bays,
ten dormitory rooms, four bathrooms, a kitchen, day room, offices, and exercise
room to meet the needs of our firefighters. It also serves other important City
needs as well, including an apparatus bay for storage of the Community
Emergency Response Team (CERT) trailer and other future emergency
preparedness and response equipment and resource needs. Additionally, the
facility's community room /training room will serve an integral function as a
community room for use by community groups and organizations, as well as the
Agenda Item H
Page 2
City's secondary Emergency Operations Center (EOC).
In that regard, the main room of the community room is 1,055 square feet, with
maximum occupancy of 157 persons. Staff is proposing that the community
room be outfitted with furniture, including tables and chairs, at an optimum
capacity of 100 persons that can be scaled down to fit the specific needs of each
event, and unused furniture can be stored in the adjacent storage area. Attached
to this staff report as Attachment B is a proposed layout of the community room
at optimum capacity with 16 tables; however, the tables can be configured in
several different options depending upon the specific use of the community room.
The proposed furniture to be purchased is multi - functional in that it can be used
in either set -up as a community room or back -up EOC. Once the community
room is outfitted and fully functional, staff will evaluate whether additional
furniture is needed to accommodate the maximum capacity of 157 persons, and
if so, will address during the annual budget process.
Staff solicited four informal quotes for (16) 24" deep x 60" wide rectangular
laminate multi - purpose tables and (100) metal banquet chairs with fabric
upholstered backs and seats. A total of four quotes were submitted, which
include the costs of (16) tables and /or (100) chairs, sales tax, and shipping:
• The Atlantic Group (Long Beach, CA) $ 7,754.65
• Commercial Interior Services, Inc. (Huntington Beach, CA) $10,429.00
• Workplace Solutions, LLC (Anaheim, CA) $ 5,283.00
* *Note: Only submitted quote for tables, no chairs.
• Mity -Lite (Orem, UT) $ 5,477.75
* *Note: Only submitted quote for chairs, no tables.
Staff has reviewed the four submitted quotes and determined that the quotes by
The Atlantic Group and Commercial Interior Services, Inc. meet the
specifications, and therefore recommend the purchase of (16) tables and (100)
chairs from The Atlantic Group given that it is the lowest responsive quote.
Secondary EOC Equipment
The following items are recommended to equip the backup EOC at Fire Station
48. Prices are based upon current quotes obtained from internet providers of
EOC equipment and /or pricing from the purchase of equipment for the main EOC
at the Police Department:
1) Four (4) 42" LCD TV's with wall mounts
($1000 each including mounts) $4,000
2) Dell desktop computer $ 700
3) Logitech wireless keyboard and mouse $ 100
4) Touch screen monitor for desktop computer $ 700
5) Overhead projector — Optima TX 800 $2,000
Page 3
6) Wall screen — 6' X 6' $ 225
7) Four (4) Erasable white boards — Wall mounted 4' x 3'
($65 each) $ 260
TOTAL ESTIMATED COST $7,985
Construction of New Fuel Island Canopy
In May 2010 the City of Seal Beach was audited by the Santa Ana Regional
Water Quality Control Board. This audit was routine in nature, as all cities within
Orange County are being audited. One of the items within the Audit included
inspections of recent construction projects (both public and private), which
included an inspection of Fire Station 48. The Audit revealed that the fuel
dispensary needs to be covered with a permanent canopy. Staff has been in
contact with numerous firms that specialize in the design and construction of
structural canopies for this exact purpose. Two firms have submitted proposals
to construct the canopy. Staff is confident that formal competitive bidding may
yield more competitive prices. Attached to this staff report as Attachment C is a
schematic layout of the canopy for Fire Station 48. The recommended action to
authorize staff to advertise the project for bid includes design, acquisition of a
building permit, and construction of the canopy.
Staff has prepared a bid package to construct the new canopy for advertisement
and to solicit for bids. The bid package is available for inspection in the City
Engineer's Office.
FISCAL IMPACT:
Sufficient funds are budgeted in the Police Disaster Preparedness account for
the Emergency Operations Center.
RECOMMENDATION:
That the City Council:
1. Adopt Resolution No. 6065, authorizing the purchase of furniture
and equipment for the Fire Station 48 Community Room /Back -Up
Emergency Operations Center; and
2. Approve plans and specifications for the construction of a new fuel
island canopy for Fire Station 48, and authorize staff to advertise
and solicit bids for design and construction.
Page 4
SUBMITTED BY: NOTED AND APPROVED:
Jill . Ingram aR eS e David N. Carmilny
istant to the City Manager City Manager
Attachments:
A. Resolution No. 6065
B. Proposed Layout of FS 48 Community Room
C. Schematic Layout of Canopy
•
RESOLUTION NUMBER 6065
A RESOLUTION OF THE SEAL BEACH CITY COUNCIL
AUTHORIZING THE PURCHASE OF FURNITURE AND
EQUIPMENT FOR THE FIRE STATION 48 COMMUNITY
ROOM /BACK -UP EMERGENCY OPERATIONS CENTER •
WHEREAS, the Community Room at the newly constructed Fire Station No. 48
must be outfitted with furniture, including tables and chairs, and equipment, given
that it will serve an integral function as a community room for use by community
groups and organizations, as well as the City's secondary Emergency Operations
Center; and
WHEREAS, the City of Seal Beach solicited quotes from vendors to provide
furniture and equipment per the quote specifications.
NOW, THEREFORE, THE SEAL BEACH CITY COUNCIL DOES HEREBY
RESOLVE:
Section 1. The City Council hereby authorizes the purchase of sixteen tables
and one hundred (100) chairs for the Community Room from The Atlantic Group
for $7,754.65.
Section 2. The City Council hereby authorizes the purchase of equipment to
outfit the Community Room for use as the City's secondary Emergency
Operations Center in an approximate amount of $7,985.
PASSED, APPROVED and ADOPTED by the Seal Beach City Council at a
regular meeting held on the 11th day of October , 2010 by the following vote:
AYES: Council Members
NOES: Council Members
ABSENT: Council Members
ABSTAIN: Council Members
Mayor
ATTEST:
City Clerk
STATE OF CALIFORNIA }
COUNTY OF ORANGE } SS
CITY OF SEAL BEACH }
I, Linda Devine, City Clerk of the City of Seal Beach, do hereby certify that the
foregoing resolution is the original copy of Resolution Number 6065 on file in
the office of the City Clerk, passed, approved, and adopted by the Seal Beach
City Council at a regular meeting held on the 11th day of October , 2010.
City Clerk •
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