HomeMy WebLinkAbout20-14 RESOLUTIONRESOLUTION NO. 20-14
A RESOLUTION TO AWARD BID #13-59 AND TO APPROVE THE
PURCHASE OF WILDLAND FIRE GEAR WHICH INCLUDES HELMETS,
GOGGLES, GLOVES, SHELTERS, COATS AND TROUSERS FROM
EMERGENCY VEHICLE SPECIALISTS IN THE AMOUNT OF $115,190.86
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby awards Bid
#13-59 and approves the purchase of wildland fire gear which includes helmets, goggles, gloves,
shelters, coats and trousers from Emergency Vehicle Specialists in the amount of $115,190.86.
PASSED and APPROVED this 21' day of January 2014.
APPROVED:
LI • NELD O' IAN, Mayor
ATTEST:
By: 6e: 4114,1-&
SONDRA E. SMITH, City Clerk/Treasurer
otnurt,,,io
David Dayringer
Submitted By
City of Fayetteville Item Review Form
2013-0253
Legistar File Number
1-21-2014
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
Action Required:
Fire
Department
A resolution awarding Bid 13-59 for the purchase of wildland fire gear-- helmets, goggles, gloves,
shelters, coat, and trousers from the vendor EVS Emergency Vehicle Specialists in the amount of
$115,190.86
Does this item have a cost?
$115,190.86
Yes
Cost of this request
1010.3020.5302.01
Account Number
31303/1
Project Number
Budgeted Item?
Yes
$150,920.00
Fire FEMA Grant-Wildland Fire Gear
Category or Project Budget Program or Project Name
$22,000.00 Fire Improvements
Funds Used to Date Program or Project Category
$13,729.14 General
Remaining Balance Fund Name
Budget Adjustment Attached?
No
Previous Ordinance or Resolution #
Original Contract Number:
►-3-zol4
V20130812
dry-)
a'�rille
THE CITY OF FAYETTEVILLE, ARKANSAS
DEPARTMENT CORRESPONDENCE
ARKANSAS
www.accessfayetteville.org
CITY COUNCIL AGENDA MEMO
To: Mayor Jordan and City Council
From: David Dayringer, Fire Chief
Date: January 2, 2013
Subject A resolution awarding Bid 13-59 for the purchase of wildland fire gear-- helmets,
goggles, gloves, shelters, coat, and trousers from the vendor EVS Emergency Vehicle Specialists
in the amount of $115,190.86
PROPOSAL:
The procurement of this wildland firefighting gear will allow The Fayetteville Fire Department to
meet all requirements of the NFPA 1977 Protective Clothing and Equipment for the work of
Wildland Fire Fighting.
RECOMMENDATION:
Staff recommends a resolution awarding Bid 13 -59 -Fire Department Wildland Firefighting Gear
to the vendor EVS Emergency Vehicle Specialists who was the vendor to meet the specifications
for the wildland gear helmets, goggles, gloves, shelters, coat, and trousers and approving the
purchase of wildland firefighting gear for a total price of $115,190.86 including sales tax.
BUDGET IMPACT:
Funds for the purchase of the wildland firefighting gear have been budgeted in project #31303/1
as a result of the Federal Emergency Management Agency Assistance to Firefighters Grant Award
of $120,736.00 and matched with $30,184.00 from Fire Department Act 833/46/Misc. Revenue.
The $115,190.86 purchase price will be paid as follows: $92,152.69 of remaining grant funds
from FEMA matched with $23,038.17 of Act 833 money which has been previously approved for
the purchase amount of $115,190.86. The Act 833 project is funded by the State Fire Protection
Services Program—Act 833 of 1991 through a half of 1% premium tax on fire insurance policies.
RESOLUTION NO.
A RESOLUTION TO AWARD BID #13-59 AND TO APPROVE THE
PURCHASE OF WILDLAND FIRE GEAR WHICH INCLUDES HELMETS,
GOGGLES, GLOVES, SHELTERS, COATS AND TROUSERS FROM
EMERGENCY VEHICLE SPECIALISTS IN THE AMOUNT OF $115,190.86
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby awards Bid
#13-59 and approves the purchase of wildland fire gear which includes helmets, goggles, gloves,
shelters, coats and trousers from Emergency Vehicle Specialists in the amount of $115,190.86.
PASSED and APPROVED this 21' day of January 2014.
APPROVED: ATTEST:
By: By:
LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer
v'F�e. vile
THE CITY OF FAYETTEVILLE, ARKANSAS
FIRE DEPARTMENT
303 West Center Street
Fayetteville, AR 72701
P (479) 575-8365 F (479) 575-0471
ARKANSAS
www.accessfayetteville.org
To: Andrea Foren, Purchasing
From: Kevin Murray, Assistant Chief Fire
Re: Bid 13-59
Date: December 31, 2013
On November 26, 2013, Bid #13-59 — Wildland Gear was opened. Bids were submitted from
Casco Industries, Emergency Vehicle Specialists (EVS), Kenco Fire Equipment, NAFECO, and
The Supply Cache Inc. Upon completing the bid tabulation, the lowest to highest bidders in
order were as follows:
Helmet — Kenco, The Supply Cache, Nafeco, EVS [Casco — No Bid]
Goggles — The Supply Cache, Nafeco, EVS, [Casco and Kenco — No Bid]
Bandana Face Mask — Kenco, The Supply Cache, Nafeco, EVS, [Casco — No Bid]
Gloves — The Supply Cache, Nafeco, Kenco, EVS, Casco
Shelters — The Supply Cache, EVS, Nafeco [Casco & Kenco — No Bid]
Backpack — The Supply Cache, Nafeco, EVS, [Casco & Kenco — No Bid]
Coat — Emergency Vehicle Specialists, Nafeco [Casco, Kenco, The Supply Cache — No Bid]
Trouser — Emergency Vehicle Specialists, Nafeco [Casco, Kenco, The Supply Cache — No Bid]
After reviewing the bids versus specifications, the following was determined:
The Supply Cache would not meet warranty specifications, therefore their bid was rejected on
all items.
Kenco — The helmet did not meet specifications as it did not have an under brim shade. The
gloves do not meet specs as they are cowhide and not pigskin, had no Nomex wristlet, no
keystone thumb and no gunn cut. Their bandana face mask did meet specs.
Casco Industries — The only item in the bid that they bid on was the gloves and while they did
meet specs, they were not low bidder.
Nafeco — While Nafeco was the next lowest bidder on the goggles, they did not meet
specifications as they were single lens instead of dual lens therefore this portion of their bid was
rejected. Their gloves also did not meet specifications as they were cowhide and not pigskin.
Their coat and trouser did meet specifications however they were not the lowest bidder on these
items. Their backpack did meet specifications and they were the lowest bidder after the
rejection of the Supply Cache.
Telecommunications Device for the Deaf TDD (479) 521-1316 113 West Mountain - Fayetteville, AR 72701
THE CITY OF FAYETTEVILLE, ARKANSAS
Emergency Vehicle Specialists — They were not the low bidder on the helmets however, their
helmet did meet specifications. All other items they bid did meet specifications.
It is requested that we award the following:
Helmet (both Red and White) — Emergency Vehicle Specialists
Goggles — Emergency Vehicle Specialists
Bandana Face Mask — Kenco Fire Equipment
Forest Protection Shelters — Emergency Vehicle Specialists
Backpack — NAFECO
Coat & Trouser — Emergency Vehicle Specialists
Gloves—Emergency Vehicle Specialists
Telecommunications Device for the Deaf TDD (479) 521-1316 113 West Mountain - Fayetteville, AR 72701
5ttyi11e
Bid 13-59, Wildland Fire Gear
91.0 0611211197126
UM Pap
BIG: 13-59
11/25113
3:00 PM
CI71r06 1Ay0TT619L2
71774 MIG 9639E
NOTES
1 Casco Ind.091..
10
16
HelmS (Red)
Helmet (White)
102
6
1
6
2
Midland Goggles
110
1
3
Bandana Face Mask
110
1
4
WiMIand Firefighter Gloves
82411046.0
110
1
31.12
1
3.100.10
2
6A
Foreal Protection Shelters -Regular
50
1
56
For. Protection Shelters - Large
54
1
6
Backpack
110
1
-
7A
Tan Wiltllantl Cwt
110
1
76
Name Plate
110
1
0
Wiklland Trouser
110
1
1
9.866 29
2 Emergency Vehicle Specialists
10
Helmet (Red)
'6firO6PI49a�.W5
102
6
7196
1
7;199,•0.
3
IB
Helmet (White)
: 9i9l j3136555 -.SW
9
'1
1395
5
091.50
3
2
WddWltl Goggles
MPPaWwM10.WEA
110
8
30.09
5'.
4.241.60
2
3
Madam Fre.Masi
I19233Nk.,14--00
110
1
51.20
1
5,05200
3
4
% idland Flr5gMV Gloves
5 'a56
110
6
30.69
9
3.354,60
1
50
Forest Prolaction Shelter. -Regu1w
Anchor eMua61W145245
56
$
317.14
5
17,766.14
1
66
Forasl Protection Sheller. - Large
ieSrwse 01151aisc{4515
14
3
371.69
5
20.071.20
1
6
Backpack
CoaxsherlF5101
110
0
21906
$
24.10460
2
^Sizes 561-71
70
Tan WOdMM Cat
f155$415841.1909
110
5
24377
6
26,614.70
1
7B
Name Pints
hstwInd
110
i
-
3
0
Midland 7,0.5.,
fsegn0.OSI
110
6
223.10'
5
24,641.00
1
5
16114610.1
3 H.cc Fire Equipment Inc
1A
helmet (Red)
Bull1rt63141111116
120
1
14.11.
3
3,670.90
not meet specs because they don't have the under brim
Helmet (While)
Bullard/F14911HR
9
1053
1
267.92
1B
0
ode
2
%Midland Goggles
110
3
3
3
Bandana Face Mask
Hot 54NI4NB-V2
110
5
0..99
1 '
4,311..99 '
1
Their glove was low bid but didn't meet specs as it was
4
Wildland Firefighter Gloves
Glove Cra Mere/RW-225
110
1
3970
9
0,09500
cowhide and not pigskin, no game retardant wristlet and
nIs .uncut
5.0
Forest Protection Shelters -Regular
506
1
•1
56
Fore.) Prolecgon Shelters - Large
5/
1
-
1
6
Backpack
110
0
-
1
741
Tan W,Idian3 Coal
110
1
-
1
76
Name Plate
110
1
-
1
B
159490,0 Trse1N
110
1
-
1
1
37.46110
4 N07E0O
1A
Helmet(R.)
BULLARD/FN.11NR
102
3
45.16
S
4.924.66
3
19
Helmet (While)
■01ardl1103441tl1
0
1
5011
1
406,0
2
Wildland Goggles
ESS/FlrePro Wraaraand740-0377
114
9
36.13
1
3.600.20
ESS Fire Pro wraparound 740-0377 do not meet specs
because they don't have the dual lens
3
Bandana Face Mask
Hot ShiekWB-02
110
5
9712
5
9.1%.70
2
9
%idland Firefighter Gloves
Glove 05.0.1s/HW-225
614
1
2125
1
0,00060
Their glove was low bld but didn't meet specs as it was
cowhide and not pigskin
5A
Forest Protection Shelters - Regular
Now Goner..
O6
3
275.0
1
21,13440
2
66
Forest Prctecl1on Shelters - Large
IFN Gamer..
51
3
24444
1
23,97600
2
6
Backpack
Coaxaher/FS1 RANGER
110
3
46521
1
20.336-60
.9
7A
Tan Wildland Cat
TecOen/XJ3T'Level 3
110
$
%i25
1
29.290.30
2
76
Name Plate
IN.Aaded
110
5
-
/
B
\Midland Trouser
Tec0en/XPT3'Leve13
110
3
131110
1
79.30996
2
1
17..106,51
5 The Supply Cache, Inc
18
Helmet(Red)
Bullard/FH-9110R
102
5
3150
1
3.62500
16
Helmet(White)
6.94.3711460.7
8
5
21.30
3
30000
2
% iidWd Goggles
SMISIroM30221
110
3
26.60
3
2,00600
3
Bandana Face Mask
ma SS.WUBN2
116
5
46.60
5
6,11500
4
Midland Firefighter Gloves
North.lar/2991
110
5
1375
5
1,51250
DID NOT MEET SPEC
5A
Forest Protection Shelters -Regular
Anchor lre911592621
it
0
20375
5
16,09000
DISQUALIFIED FOR NOT
5B
Forest Protection Shelters - Large
Anchor Ind/0003027
54
0
33525
5
10,10350
MEETING WARRANTY
6
Backpack
Ccus5aT1.101
110
0
1002615
19,627,50
REQUIREMENTS
7A
Tan Wildland Cal
110
1
-
i
76
Name Plate
110
i
1
-
0
Wildland Trouser
110
1
-
i
-
1
S74T12D1
044234 P.v,e.
11 'Velcro iod¢ws ulal3hm we/
Boston Mountain
SOLID WASTE DISTRICT
September 26, 2014
City of Fayetteville
Brian Pugh
1560 S. Happy Hollow Road
Fayetteville, AR 72701
RE: Boston Mountain.Solid Waste District 2014 Recycling Grant Award
Grant Number: FY 05-14 1
Grant Name: Code"Compliance Activity Book Update 'ji3lis 4 .pIiiaf'
Amount Awarded: $ 5000 i h e iril�11
CongratulationsI We are excited to notify you of your grant award.
This grant administered by Boston Mountain Solid Waste District, instead of ADEQ, however, the grant
program requirements remain the same. Below are some details of the program:
• All grant funds must be spent within three years of date awarded.
• All grant funded projects must be started before you are eligible to apply for recycling grants in the next
year grant round.
Grant Reimbursement Requirements
• A detailed invoice
• A warrant, check copy, and/or credit card receipt. Showing proof of payment.
• For equipment purchased: make, model, serial or VIN number, and physical address of where
equipment will be housed.
• Reference Grant Number on all submittals.
• Can be submitted electronically or in paper form.
Grant Issues Requiring Board Approval
• Any changes in grants. (Grant Change Order)
• If you choose to trade, sell, or scrap equipment previously purchased with grants funds.
All forms related to the grant program will be available online soon. If you need a form before then, please
feel free to contact the District
The District would like to thank you for all of the great grant applications and project proposals submitted this
year. We have enclosed a copy of your final grant application. We look forward to working with you on your
future solid waste management programs!
Sincerely,
oily. e
Director
Boston Mountain Solid Waste District
Enclosure
11398 Bond Road
Prairie Grove, Arkansas 72753
p 479.846.3005 f 479.846.4614
bostonmountain.org
Recycling
Grant Application
Boston Mountain
SOLID WASTE DISTRICT
Grant Name: Fayetteville Code Compliance Activity Book update
APPLICANT: CITY OF FAYETTEVILLE
ADDRESS:1560 S. HAPPY HOLLOW ROAD
COUNTY: WASHINGTON
PHONE: (479 ) 718-7685
CONTACT: BRIAN PUGH
CITY: FAYETTEVILLE
ZIP CODE: 72701
E-MAIL: SPUGH@FAYETTEVILLE-AR.GOV
PROJECT TYPE
(CATEGORY)
GRANT FUNDS
REQUESTED
MATCHING FUNDS
COMMITTED
TOTAL PROJECT COST
EDUCATION
5,000
0
5,000
Select only one category
• Administrative
• Recycling Equipment
• Composting
• Planning
• Recycling Programs
■ Education
■ Transfer Station with
Recycling
• Material Recovery Facility
• Waste Reduction Activities
1. Other than Recycling Grant funds, how are expenses for the continuation of this project
to be funded (including maintenance, repairs, labor and operating expenses)? Reprint of
the Code Compliance Activity Books will be built into the annual budget for
Community Resources Division.
2. Who will manage the finances of this grant and how may s/he be contacted? (Who is
responsible for maintaining records of income and expenses related to this grant?) Brian
Pugh — contact information is listed above.
Version: 1-2014 Page 1 of 5 Grant Number:
Please provide as detailed information as possible about your proposed recycling grant project. The
more information and detail you are able to provide the better understanding the reviewers will have of
your project. For questions regarding eligible applicants and/or grant projects please refer to the Boston
Mountain Solid Waste District: Recycling Grant Program Guidelines 2014.
All items must be completed and returned to the Boston Mountain Solid Waste District (District) by the
close of business August 1, 2014. Electronic or paper copies are acceptable.
APPLICATION CHECKLIST:
U Representative attend pre -application meeting
U Complete Project Summary and Budget Narrative
0 Completed grant application signed by authorizer representative
t=i Submitted to Boston Mountain Solid Waste District by August 1st
PROJECT DESCRIPTION & BUDGET
Limit to a two page narrative.
• Include any dimensions for facilities, equipment brochures, drawings, pictures, etc.
• For construction projects (including building modifications, parking lots and fencing), please tell us who
owns the property.
Applicants should provide an overview of the proposed project, what will be purchased, the
project's purpose and scope and the specific methods and technologies that will be
incorporated to implement the project. The summary should include a timeline in narrative
form for the major project implementation events including securing of permits and/or licenses,
construction of facilities and completion of service contracts. Include the specific material or
initiative being targeted and projected tons or capacity rating forecasted. How do you keep the
public informed about the recycling, waste reduction and educational opportunities provided by
your program? Applicants should demonstrate the financial and operational rationale for the
requested funding and provide supporting information. State how the proposed project
supports the strategic and educational goals of the District and State solid waste management
plans.
Include a detailed budget.
Narrative —
The City of Fayetteville Community Resources Division utilizes a Code Compliance
Activity Book with Elementary School children to teach them the importance of
compliance with city codes to maintain a clean and beautiful City. Since the Recycling
program has a new recycling mascot — Rooty the Recycling Pig- the Recycling and
Version: 1-2014 Page 2 of 5 [Grant Number:
Trash Collection Division would like to have revisions completed to the activity book to
add in Rooty and a page covering recycling in Fayetteville. This inclusion will increase
the exposure of the mascot to Fayetteville Elementary students and teach them of the
importance of recycling correctly in Fayetteville.
Budget -
The cost to upgrade the activity book is roughly $5,000 to be spent with an artist to
create the recycling page and then reprint of copies.
MINIMUM CONDITIONS OF RECYCLING GRANTS
GRANT RECIPIENTS AGREE TO:
• Comply with the guidelines and requirements of the Boston Mountain Solid Waste District Recycling
Grant Program Guidelines
• Actively develop a recycling program, as outlined in the grant application, and expend all grant funds in
the three (3) years following the date of the grant award by the District.
• Actively seek to market or reuse the materials diverted under the recycling program from deposition in
landfills in the period of three (3) years following the date of the grant award by the department.
• Start prior year grant project before August 15t, the date pre -applications for the next grant round are due
to the department.
• Use facilities or equipment purchased with grant funds no less than 50 percent of the time on the
purposes specified in the grant application.
■ Ensure all applicable federal, state and local permits and licenses have been obtained.
• Use any interest earned on grant funds exclusively for recycling programs consistent with the District's
Solid Waste Management Plan.
• Maintain an orderly accounting system to document that grant expenditures are made in accordance with
project budget. This includes keeping copies of all bids, paid invoices, canceled checks, and other
appropriate paperwork.
• Report for five years after receipt of grant funds or until all funds are expended, whichever is longer, as
directed by Statute. and regulation.
• Conform to all state laws on the purchase, use or sale of equipment and facilities secured with grant
funds.
■ Seek competitive bids or requests for proposals (RFP) for purchase of equipment or services as required
by state and local procurement laws.
• Receive written approval from the Board for any modifications to the grant, including requests for time
extensions.
• Receive written consent from the Board and the department before selling, trading or transferring facilities
or equipment.
The following items are not eligible for funding from recycling grants:
Taxes Legal fees Vehicle registration
Reimbursement of funds Licenses or permits Utilities
Retroactive purchases
ADMINISTRATIVE REQUIREMENTS
All grants are subject to audit. District personnel have the right of access to all records pertaining to grant -
funded project or activity.
Version: 1-2014 Page 3 of 5 Grant Nurnl�er:
Grant application must include: answers to the Project Description questions and a complete Budget, as required.
Incomplete grant applications will not be considered and may delay processing of grant funds.
THE BOSTON MOUNTAIN SOLID WASTE DISTRICT AGREES TO
Submit a list of all completed grant applications received by eligible applicants to the Boston Mountain Solid
Waste District Grant Committee.
Publish a list of grants to be submitted to the Board with for public comment open for 30 days past publication.
Copies of any comments received regarding the grant request shall be forwarded to the Board If no comments are
received, send an e-mail stating such at the end of the comment period.
Notify the Board in the event a recipient has not met conditions of the approved grant application.
Ensure that the project is compatible with the approved RSWMD plan on file with ADEQ or submit documentation
demonstrating why a deviation is necessary.
Maintain copies of invoices, purchase orders, checks or other supporting documents for grant expenditures at the
regional solid waste district office.
Compile annual reports as required.
SIGNATURE & CERTIFICATION
I certify that to the best of my knowledge, the information provided in this application and its
attachments is correct and true. I understand and agree that if grant money is subsequently awarded as
a result of this application, I will comply with all applicable statutory and regulatory provisions and with
applicable terms, conditions, and procedures of the Recycling Grants program. I have read and agree
to abide by the Minimum Conditions of Recycling Grants. I certify that all proposed activities will be
carried out and that all grant money received will be utilized solely for the purposes for which it is
intended unless written authorization is provided by the Regional Solid Waste Management District
Board ii{ Directors.
Date
THE ABOVE -REFERENCED GRANT IS HEREBY APPROVED.
1ct)k\(2 c.
13MSWD Director
Date
Version: 1-2014 Page 4 of 5 Grant Number:
BMSWD Board Chair
FOR DISTRICT USE ONLY:
DATE RECEIVED:
APPLICATION _�
COMPLETE:
IF NO,
RETURNED TO: tV
RECEIVED kfd-
BY:
COMMENTS
N�
DATE:
Date
Version: 1-2014 Page 5 of 5 Grant Number:
AJOWtt II WLUU Al I �v U,a ) 4
City of Fayetteville Staff Review Form 1000
2014-0335
Legistar File ID
n/a
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
Brian Pugh 7/18/2014 Recycling & Trash Collection /
Transportation Services Department
Submitted By Submitted Date Division / Department
Action Recommendation:
Mayors signiture needed for grant application process.
Budget Impact:
Account Number
Project Number
Budgeted Item? No
Does item have a cost? No
Budget Adjustment Attached? No
Current Budget
Funds Obligated
Current Balance
Item Cost
Budget Adjustment
Remaining Budget
Fund
Project Title
$
$
5
S
V20140710
Previous Ordinance or Resolution #
Original Contract Number:
Comments
Approval Date:11/721/14/