Huntingtown Volunteer Fire Department, Inc. Apparatus Procurement Committee Policies

140 Pages·2017·14.12 MB·English

DEPARTMENT OF PUBLIC SAFETY
INTEROFFICE MEMORANDUM
TO: Board of County Commissioners
VIA: Terry L. Shannon, County Administrator TLS
Jacqueline K. Vaughan, Director of Public Safety.:.—.*Nf
FROM: James W. Richardson, Coordinator, Fire-Rescue-EMS Divisio07.,-)r2-
DATE: June 22, 2017
SUBJECT: Apparatus Grant — Huntingtown Volunteer Fire Department
BACKGROUND:
The Huntingtown Volunteer Fire Department is requesting a $603,000 Fire and Rescue Apparatus Grant for the
purchase of an Engine.
DISCUSSION:
In order to apply for this grant, Huntingtown Volunteer Fire Department adopted by resolution formal
procurement procedures, procurement committee standards and contract administration policies. Apparatus
specifications received the approval of the Chief's Council, Fire & Rescue Association and the Fire & Rescue
Commission. Finally, the Company has agreed to a promissory note through which the grant funding would be
repaid through service over twenty (20) years.
This unit will replace a Pierce Lance Engine with 92,174 miles. This current apparatus has a service agreement
in effect through January 1, 2021, with a balance due of $36,578.24. In order to proceed with their procurement,
the department requests that the BOCC forgive the $36,578.24 balance on this current agreement and release the
security interest. Proceeds from the sale of the current apparatus are required to be applied to the purchase of the
replacement apparatus and/or equipment.
The $603,000 requested is included in the FY 2018 Capital Budget for the purchase of the Engine. The County
will receive a Security Deed of Trust that will complement the new promissory note
The Calvert Fire and Rescue Commission approved this request and a copy of their Apparatus Replacement
Committee's Inspection Report is attached.
RECOMMENDATION:
1. Recommend the BOCC forgive the $36,578.24 balance on the current agreement and release the security
interest.
2. Recommend that the BOCC approve the Huntingtown VFD Apparatus Grant request for the
replacement of Engine 62 and authorize the President of the Board of County Commissioners' to sign
the Fire and Rescue Apparatus Grant agreements.
Attachments
Coordination:
Alisa R. McLeish, Capital Projects Analyst
Apparatus Review Committee
Inspection Report
Department: Huntingtown VFD Unit ID: Engine 62
Make / Model: Pierce Lance VIN #: 4PICT0259TA000619
Year: 1996 Age: 20 Mileage: 90,186
Maintenance Record: ['Very Good Z Satisfactory q Poor q Unsatisfactory
Vehicle Use: (check all that apply) Z Emergency Response / High Speed Off Road
Drivetrain: Inspection and review of maintenance records identified history of minor issues,
Detroit Series 60 engine with oil leaks noted
Chassis: Appears in poor condition, physical inspection noted major corrosion on frame
Body: Physical inspection identified corrosion
Electric (chassis): Appears in satisfactory with minor age related electric issues
Electric (body): Appears in satisfactory with minor age related electric issues
Appearance: The overall physical appearance is satisfactory for the age of the apparatus,
clean and well maintained
Pump: Although the pump past the most recent annual performance tests, we found the
overall condition poor
The Committee is recommending that this apparatus be:
Z Replace q Defer & Re-inspect:
This recommendation is based on: After reviewing the apparatus maintenance history,
physical inspection and interview with the departments representatives, the Committee is
recommending replacement. This recommendation is based on the vehicles age, mileage and
significant frame rail corrosion
Committee Chair: Michael Moore Date: August 28, 2016
DEPARTMENT OF PUBLIC SAFETY
TE 'A? FFICE MEMORANDUM
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VIA: Jacqueline Vaughan, Director, Public Safety
F1 James W. Richardson, Coordinator, FREMS Divisi
DATE: June 16, 2017
SUBJECT: Fire-Rescue-EMS Apparatus Grant Documents — Engine 62
Background:
Attached are the grant agreement documents for Engine 62 to be purchased by the Huntingtown
Volunteer Fire Department. The documents assure that there is a security interest filed on the
vehicle title for the Board of County Commissioners, and that the department provides
fire/rescue/EMS services to our citizens for the life of the loan. These documents are prepared as
required by the County's Fire and Rescue Apparatus Grant Agreement when there is County
funding provided for the purchase of a piece of apparatus or vehicle for a fire/rescue department.
A performance bond will be required from the vender awarded the contract to supply the apparatus.
Discussion:
None
Conclusion/Recommendation:
Your review is requested of the Grant Agreement documents. Please return the documents to this
office after your review and approval. Your signature is required on page 8 of the agreement.
T RECEIVED
_
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JUN I 6 M7
COUNTY ATTORNEY
BOARD OF COUNTY COMMISSIONERS
OF CALVERT COUNTY
Fire & Rescue Apparatus
Grant Application
COURTHOUSE
175 MAIN STREET
PRINCE FREDERICK, MD 20678
[phone]
Appar;titNI,Imit
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BOARD OF COUNTY COMMISSIONERS OF CALVERT COUNTY
FIRE & RESCUE APPARATUS GRANT APPLICATION
DATE SUBMITTED July 1, 2017
FUNDING FISCAL YEAR FY 2018
APPARATUS TYPE Engine 62
NAME OF APPLICANT Huntingtown Volunteer Fire Department, Inc.
ADDRESS OF APPLICANT 4030 Old Town Road
Huntingtown, MD 20639
COMPANY CHIEF MICHAEL D. CLARK, JR
TELEPHONE [phone] FAX [phone] EMAIL
PROCUREMENT COMMITTEE CHAIR MICHAEL D. CLARK, JR
TELEPHONE [phone] FAX [phone] EMAIL
FISCAL OFFICER JASON R. JONES
TELEPHONE [phone] FAX [phone] EMAIL
FUNDING SUMMARY
COUNTY FUNDS $603,000.00
COMPANY FUNDS
TOTAL PROJECT FUNDS
As the duly authorized representative of the applicant, I hereby certify that the applicant will comply with the
above certific
Chie Date
President Dale G. Bowen Date
Arplik:i111,11
BOARD OF COUNTY COMMISSIONERS OF CALVERT COUNTY
FIRE & RESCUE APPARATUS GRANT APPLICATION
APPLICANT INSTRUCTIONS
1. Verify approved County funding in current fiscal year Capital Improvement Program Budget
2. Complete the attached application.
3. Obtain signature of Company Chief.
4. Attach copies of the following documents:
• Apparatus Procurement Procedures
• Apparatus Procurement Committee Policies
• Contract Administration Procedures
• Resolution adopting Fire & Rescue Apparatus Procurement Policies and Procedures
5. Submit application package to the Calvert County Department of Public Safety.
6. No funds may be spent or encumbered until applicant receives a signed and executed grant award. If
approved, grant award documents will be provided within 30 days of receipt of application.
Attached to this application is Grant Agreement Exhibit B — Specifications Development Process. It is
highly recommended that work begin to develop specifications and obtain the necessary approvals as
soon as possible. This work can begin prior to the submittal of the grant application.
The Grantee will be required to obtain a Performance Bond from the vendor awarded the contract to
supply the apparatus. A sample Performance Bond is attached.
For assistance or more information, contact:
Fire/Rescue/EMS Coordinator
Department of Public Safety
175 Main Street
Prince Frederick, MD 20678
[phone] ext. 406
App:IL,iti:i o:Aq
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Huntingtown Volunteer Fire Department, Inc.
Apparatus Procurement Procedures
These procedures establish the Company's formal methodology to be used in the selection and procurement of
new fire or rescue apparatus.
1. Establish the base replacement grant available from the county and the estimated trade or resale value of the
unit to be replaced.
2. Review apparatus being replaced to establish a list of features to be continued and/or changes to be
considered.
3. Research market to develop a list of potential vendors available.
4. Develop an Apparatus Evaluation Sheet that is specific to the type of apparatus being replaced.
5. Develop the apparatus specifications and submit for approval by the Chief's Council, Fire & Rescue
Association and Fire & Rescue Commission.
6. Select the appropriate method of procurement based on market and vendor research. Allowable methods
include: Formal Bid, Competitive Request for Proposals, and Single Source Request for Proposal.
7. Initiate the procurement process to obtain final pricing from the vendor(s) to be involved.
8. Review the final submission(s) for completeness, accuracy and compliance with the specifications.
9. Complete the Apparatus Evaluation Sheet and score for final contract award.
10. Submit grant request package with contract award selection through proper county channels for purchase
approval.
11. Award contract and obtain all necessary documents and signatures to proceed with purchase including any
pre-payment item schedules.
12. FORWARD VENDOR CONTRACTS AND ALL SUPPORTING DOCUMENTS TO CONTRACT
ADMINISTRATION OFFICER OR COMMITTEE.
ADOPTED ACCORDING TO RESOLUTION NO. 01-02
DATED DECEMBER 17, 2002
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Huntingtown Volunteer Fire Department, Inc.
Apparatus Procurement Committee Policies
These policies establish the requirements and guidelines for the performance of members of the Company's
Apparatus Procurement Committee.
1. Each member shall have a minimum of five (5) years of Fire or EMS experience.
2. Each member shall possess a level of technical or practical experience as to qualify his or her opinions as
reasonable and valuable to the process.
3. Each member shall attend all possible meetings and site visits to maintain current knowledge of each step in
progression.
4. Any member related to or employed by a vender will be deemed to have a conflict of interest and shall be
prohibited from participating in the selection, award or administration of a contract.
5. Each member shall be prohibited from revealing confidential information or making promises to any vendor
involved in submitting bids or proposals for apparatus. Each member shall also be prohibited from accepting
gifts from these vendors.
6. Any breech of the above standards will result in the member being removed from the committee.
ADOPTED ACCORDING TO RESOLUTION NO. 01-02
DATED DECEMBER 17, 2002
Fite PL:,:coc ( II 11111
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Huntingtown Volunteer Fire Department, Inc.
Contract Administration Procedures
These procedures establish the methodology to be employed by the Company in the administration of grants
and contracts related to the procurement of fire and rescue apparatus.
1. Meet with vendor for a final review of the apparatus specifications and contract to eliminate any
misinterpretations or misunderstandings.
2. Approve deposit payments to be made.
3. Establish a mutually agreeable site visit schedule to monitor progress.
4. Maintain a contract administration file that includes all vendor contacts; pertinent conversations; problems
encountered; solutions worked out; progress reports; factory visit reports and any situations or events that
could effect the process in any way.
5. Upon completion and delivery of the apparatus conduct a final specification compliance review before
accepting the vehicle for final payment.
6. Note any and all deficiencies found and record the agreed upon steps that are to take place to correct them.
7. WHEN VEHICLE IS FOUND TO BE ACCEPTABLE AND THE CONTRACT IS COMPLETE
THE PACKAGE WILL BE SIGNED OFF ON AND PRESENTED TO THE DEPARTMENT FOR
FINAL PAYMENT AND FILED FOR POSSIBLE FUTURE AUDIT.
ADOPTED ACCORDING TO RESOLUTION NO. 01-02
DATED DECEMBER 17, 2002
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RESOLUTION No. 01-02
PERTAINING TO THE ADOPTION OF A POLICY REGARDING FIRE AND RESCUE
APPARATUS PROCUREMENT PROCEDURES
WHEREAS, it is the desire of the (Huntingtown Volunteer Fire Department, Inc.) to
establish policies and procedures regarding apparatus procurement procedures.
NOW, THEREFORE, BE IT RESOLVED by the (Huntingtown Volunteer Fire
Department, Inc.) that the Apparatus Procurement Committee Policy, the Apparatus Procurement
Procedures, and the Contract Administration Procedures attached hereto as Exhibit A, regarding fire
and rescue apparatus procurement policies and procedures, BE and hereby ARE, adopted. This
resolution shall be effective on the date first written below.
DONE, this 12th day of December , 2002, by the Huntingtown Volunteer Fire
Department, Inc. Board of Directors at its regular meeting.
Huntingtown Volunteer Fire Department, Inc.
Michael J. Bowen
President
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