HomeMy WebLinkAboutResolution - 4018 - Contract - TCFP, LFD - Emergency Program - 11_12_1992Resolution No. 4018
November 12, 1992
Item #31
RESOLUTION
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK:
THAT the Mayor of the City of Lubbock BE and is hereby authorized and
directed to execute for and on behalf of the City of Lubbock the City Con-
tract Number 92-0220 by and between the Texas Commission on Fire Protection
and the Lubbock Fire Department, a department of the City, which Contract
is attached hereto, and shall be spread upon the minutes of the Council and
as spread upon the minutes of this Council shall constitute and be a part
of this Resolution as if fully copied herein in detail.
Passed by the City Council this 12th day of
ATTEST:
Sally St A e, Acting City
Secretary
APPROVED AS TO CONTENT:
Don Stevens, Fire Chief
APPROVED AS TO FORM:
AL't'ea �a
aro Willard, Assistant City
Attorney
HW:js/K92-0220.RES
D1-Agenda/November 5, 1992
November , 1992.
DAVID A N TON, MAY -OR
Resolution No. 4018
November 12, 1992
Item #31
CONTRACT NUMBER 92-0220
FIRE DEPARTMENT EMERGENCY PROGRAM
STATE OF TEXAS ]
COUNTY OF TRAVIS ]
SECTION 1. PARTIES TO AND PURPOSE OF CONTRACT
This contract, which includes Exhibits A through D, is made and
entered into by and between the Texas Commission on Fire
Protection, an agency of the State of Texas, hereinafter referred
to as "TCFP," and the Lubbock FD hereinafter referred to as
"Contractor."
The purpose of this contract is to provide a grant to the
contractor as follows: Swede Survival System for $11,940. Items
acquired will closely match the specifications described in the
application submitted by contractor and contained herein as
Exhibit A.
SECTION 2. AMOUNT AND METHOD OF DISBURSEMENT
A. The total amount of the award pursuant to this contract shall
not exceed $11,940.
B. Contractor must complete any applicable bidding requirements
in compliance with applicable law, and submit to the TCFP copies
of bidding and other related documents as explained in Exhibits B
and C. Only after receipt and approval of these documents by the
TCFP shall the TCFP prepare documentation necessary to issue a
state treasury warrant to the contractor for the amount of the
award made by contractor.
C. Notwithstanding any other provision in this contract, it is
expressly understood that TCFP's liability for disbursing funds
under the terms of this contract is contingent upon there being
adequate state funds available to TCFP.
SECTION 3. RETENTION AND ACCESSIBILITY OF RECORDS
A. Contractor shall maintain records and supporting documentation
for activity under this contract as follows:
1) a copy of the application submitted for assistance under
this program (Exhibit A).
2) an original of this contract;
3) original bidding and related documents as explained in
Exhibits B and C;
4) bank records which clearly identify all deposits and
expenditures related to this contract;
5) original receipts for all items purchased or acquired;
6) originals of all purchase contracts;
7) all correspondence sent or received by contractor
8) A copy of the Project Completion Report (Exhibit D).
B. Contractor acknowledges that the Auditor of the State of
Texas, and TCFP, or any of their duly authorized representatives,
have access to and the right to examine all books, accounts,
records, files, and other papers, things or property belonging to
or in use by contractor pertaining to this contract. Contractor
agrees to maintain all such items for a minimum of two years
after the expenditure of funds pursuant to this contract.
C. Contractor shall include the substance of this Section 3 in
any purchase contracts it may execute.
SECTION 4. REPORTING REQUIREMENTS
A. Contractor shall submit to TCFP any additional reports on the
operation and performance of this contract as may be required by
TCFP.
B. Contractor shall submit to TCFP legible copies of receipts for
all items purchased or acquired in whole or in part as a result
of the financial assistance provided by this contract.
C. Contractor shall submit a Project Completion Report to TCFP as
shown in Exhibit D no later than thirty days after the contractor
has received the items detailed in Section 1 of this contract.
D. Contractor acknowledges that the TCFP will monitor this
contract by on -site inspection or other appropriate means within
one year of the distribution of funds to the Contractor.
SECTION 5. ASSURANCES
Contractor assures the TCFP the following:
A. Regular reporting through the Texas Fire Incident Reporting
System (TEXFIRS) will be commenced within one year from the date
of distribution of funds pursuant to this contract.
B. Contractor will fully participate in a certification program
approved by the TCFP or State Department of Insurance for a
period of time of at least one year after the date of
distribution of funds pursuant to this contract.
C. Contractor will not sell, convey or otherwise encumber
property purchased or acquired under the terms of this contract
without prior written approval of TCFP.
D. Contractor will comply with all applicable State, federal and
local laws and ordinances.
E. Contractor will provide its own liability insurance, and
property insurance coverage on items purchased or acquired
pursuant to this contract in amounts necessary to equal the
amount of funds distributed under this contract.
F. Contractor assures the TCFP that Contractor has the legal
authority to execute this contract.
SECTION 6. CONSEQUENCES OF DEFAULT OR OTHER VIOLATION OF TERMS
A. In the event Contractor fails to comply with any term of this
contract as determined by TCFP, TCFP may suspend and terminate
this contract in whole or in part. Notwithstanding any other
provision of this contract, it is explicitly understood that
Contractor is directly liable for any expenditures which may be
made by Contractor in violation of this contract and that TCFP
may demand repayment by Contractor of a part, or all, such
invalid expenditures.
B. In the event of failure to comply with the provisions of this
contract, venue for enforcement action will be Travis County
except as otherwise allowed by law.
SECTION 7. CHANGES AND AMENDMENTS
Any alterations, additions or deletions to the terms of this
contract shall be by amendment hereto in writing and executed by
both parties to this contract.
Approved and accepted on behalf
ana ure of Fire"Chiet or
CITY OF LUBBOCK:
DAVID STON, OR
of the Lubbock FD:
Don Stevens
Typed Name of Fire Chief or Other Official
Approved and accepted on behalf of the TCFP:
Approved as to Form:
old Willard, Assistant City Attorney
Date
10—/4. �1L---
Date
r4c,41 Y/r �
EXHIBIT A
Serial Number
(note: do not fill in this space)
TEXAS COMMISSION ON FIRE PROTECTION
Fire Department Emergency Program
P.O. Box 2286
Austin, Texas 78768-2286
(512) 873-1700
APPLICATION FOR FINANCIAL ASSISTANCE
Date Submitted byApplicant
PART A: IDENTIFICATION OF ORGANIZATION
Ex ] 1. Official name and address of applicant:
a) Don Stevens
(Name of Fire Chief)
b) Lubbock Fire Department
(Name of Organization)
c) 519 Avenue K
(Address)
d) Lubbock. Texas 79401 Lubbock
(City) (Zip Code) (County)
e) (806) 767-2630 (806) 744-4208
(Telephone Number) (Fax Number)
f) Municipal x Rural/Unincorporated area n/a
Ex ] 2. Identification Numbers
a) Texas Commission on Fire Protection IDI 1380
b) TEXFIRS ID# PY-603
c) Association Name b ,#: n/a
d) Federal ID # 75-6000590
e) corporate charter # n/a
f) Comptroller Payee ID # 1-75-6000-590-6
PART B: DESCRIPTION OF AP2LICP_NT'S ORGANIZATION:
[ x]
1. Number of personnel: Volunteer
n/a Paid 263
[ x)
2. Area (square miles) 104
Population 186,206
[ x ]
3. Types of services provided: Fire
Rescue, Haz-Mat, Fire Prevention &
Investigation
[ x]
4. General description of physical resources:
give Numbers of:
a) Buildings: Fire stations 14
Training facilities_
b) Apparatus: 33
c) Personal protective clothing: _260 NFPA approved? YPC
d) Self contained breathing apparatus 157 NFPA app? 100
PART C: FINANCIAL ASSISTANCE REQUESTED
[ x] 1. Type and amount of assistance requested:
LOAN $ n/a Grant $ 23,880 Scholarship $ n/a
11
[ x] 2. Purpose and need for requested assistance:
The Lubbock Fire Training Academy has a live fire training facility. This facility
consists of a masonry building, cinder block construction with a metal deck for interior
ceiling and roof protection with normal roofing material for the exterior roof. Purpose
of this building is to provide realistic training in locating and attacking small fires
in structures. This facility does an adequate job of teaching fire fighters how to
extinguish fire in very specific and conventional environments. The conditions that
precede flashovers are never allowed to develop as the structure is not designed for
such an occurrence. If the structure was used to create flashovers, safety for students
could not be assured.
The flashover container is designed to teach fire fighters how to recognize and
mitigate fire behavior conditions that lead to flashover. Flashover causes great danger
to emergency responders and destruction of property. By learning to recognize fire
conditions that precede flashover the fire fighter can take immediate and specific action
to prevent its occurrence.
Funds received will be utilized for the purchase of the Swede Survival Systems
Flashover Container and Educational Program. Container system meets or exceeds NFPA 1403
Standard for fire service. System to be located at the Lubbock Fire Training Academy,
102 Municipal Dr., Lubbock, Texas.
2
U X 1 3. Give examples as to how approval of request would be in the
public interest (benefit to local and close -by areas, etc.):
This request would benefit the local area of Lubbock, as well as a wide
geographical area around Lubbock, as the fire fighters from other
governmental agencies would be able to receive flashover training (which
has not been obtainable for fire fighters in our area before this time).
En/al 4. if awarded assistance in the form of a loan, describe
proposed plan of repayment:
[n/a] S. if applying for scholarships for education and training,
describe the proposed program and agency approving curricula:
En/a] 6. if applying for funds for facilities, provide a brief
description:
97
[x ] 7. If applying for funds for equipment, provide a brief
description:
Swede Survival System, Inc.
Dimensions: 20' long, 8' wide, 8' high - Observation Container
10' long, 8' wide, 11' high - Burn Container
Weight: 6,500 pounds
PART D: APPLICANT FINANCIAL DATA
[x ] 1. List all income to the organization (provide annual amounts -
estimate totals if exact amounts are not fixed):
Tax base $ 0 Reimbursement $ 0 Donations $ 0
Fund raisers $ 0 other $ 0 Total $ 0
Comments: Copies of Comprehensive Annual Financial Report (CAFR). are
available upon request. Because of budget constraints, no other funds
have been made available for purchase of the Swede Survival System.
[x ] 2. List and give amounts of any existing debts owed by the
organization:
Normal debt funding for General Fund and Enterprise Funds. Information
available in CAFR.
[x ] 3. List and identify matching funds for the proposed project which
have been applied for, received or dedicated to the project:
n/a
[x ] 4. Provide a total budget breakdown by major category for the
project requested:
Complete Swede Survival System $22,500.00
Transportation & Shipping Costs to
Lubbock, Texas $ 1,380.00
Terms: NET 30 Days
Total $23,880.00
4
[' x I
5. Does the organization have resources for unexpected costs
associated with this project?
[x I
Yes X No Explain:
or educational funds transfers.
6. Credit References
n/a
PART E : CURRENT PROGRAMS AND ACTIVITIES
I x I
[ xI
[ x I
Through budget operational expenses
1. Describe the organization's current training programs:
The Lubbock Fire Department, through its training section, has training
for Haz-Mat Team, Rescue, Scuba and Fire Suppression training, as well
as recruit schools through the Lubbock Fire Academy. ARFF training is
taught through certified LFD instructors at Lubbock Regional Airport
(Fire Station #11).
2. List certification programs participated in by the
organization:
Recruit School (structural)
Radiological
Haz-Mat/1st Responder
Heavy Rescue
ECA
ARFF
3. The organization's fire notification procedure comprised of:
central dispatch 911 service x Pagers x Telephone
Siren system Via Sheriff's Dept. Other
Briefly describe procedure:
The Lubbock Fire Department has a 911 Service. Pagers are utilized for
staff positions, usually after normal office hours or for certain procedures
(specialty or 2nd alarm, etc.).
5
4. Number of responses for each class below for Last 3 Years:
Three -Year Total
I x I
a) Structure 1,297
b) Vehicle 765
c) Ground Cover 693
d) EMS (& assists)
e) Rescue (& assists) 453
f) Other 7,168
Total
10,376
Rey Rate . /S V
(Do not fill in this space)
* included in (e)
S. Describe the organization's record keeping procedure:
Check writing, bookkeeping and bank reconciliation are conducted through
the City of Lubbock Accounting Department, Purchasing and other related
functions are conducted through a Central Purchase Department with
competitive bids for purchases. Independent audits are completed annually.
6. TEXFIRS reporting system :
a) Does the organization now report to TEXFIRS? Yes x No _
b) If no, will the organization start reporting fires through
TEXFIRS? Yes _ No _ n/a
7. Describe mutual aid activity:
Mutual Aid is furnished between governmental units (cities, other entities)
and the Lubbock Fire Department. LFD responds to incorporated towns and
cities upon request. Mutual Aid Agreements have been signed with various
area cities.
NOTE: APPLICANT MAY BE REQUIRED TO PROVIDE ADDITIONAL DATA TO
INSURE COMPLIANCE WITH ALL STATE AND FEDERAL LAWS.
( x I Don Stevens , hereby attest that the
information provided in this application is accurate and truthful
to the best of my knowledge.
Attested to on August 11, 1992 (date)
(applicant's signature)
O C T- 2 7- 9 2 WED 1 0: 0 4
P _ 0 1
FAX TRANSMISSION FROMt
PWEDle: SUF'W I AL SYSTEM
8;32 S3utn r i c M Lan 8
GA 92bM4
V S r
Telt (619) 632-0624
FAXt (619) 632-0455
Date:-- - ----
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Attentiont
Facsimile Numbers
This message consists of this lead page plus __. ( ____ pages.
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Call (619) 632-0624 14 there has been a problem with this transmission or If
you have any questions.
(FAXFORM)
Andrew F. Mehl
Chairman
El Paso
Roy Chapman
Vice Chairman
Abilene
David Burkhart
Secretary
Arlington
Ronnie James
Wichita Falls
Pat Hughes
North Richland
Hills
Armando Caceres
Corpus Christi
Alonzo Lopez
Kingsville
Larry McKee
Austin
Gerald Hood
Benbrook
Elizabeth Jane
Atchley
Lefors
Steve Perdue
Mineral Wells
Jan Stalder
Parker
Michael E. Hines
Executive Director
Texas Coy emission on
Fire Protection
P.O. Box 2286 • Austin, Texas 78768-2286 • (512) 873-1700
October 19, 1992
Mr. Don Stevens, Fire Chief
Lubbock FD
519 Avenue K
Lubbock, Texas 79401
Dear Chief Stevens:
Your application for financial assistance under the Fire Department
Emergency Program was reviewed by the Funds Allocation Advisory
Committee (FAAC) on October 13, 1992.
On October 14, both the FAAC and the full Commission approved funding
as follows: a grant for $11,940.
We have enclosed three copies of the contract. If you have no
problem with the terms, please sign all three copies, return two of
them to us and keep one for your files.
If you have questions or concerns about the contract, please call the
Program Liaison immediately in order to expedite the process.
Congratulations on your successful application. We hope that it will
significantly help you with your fire fighting responsibilities.
Please let us know if you have any questions.
Sincerely,
Michael E. Hines
Executive Director
Ernest A. Emerson
State Fire Marshal enclosures (3 )
EXHIBIT B
PROCUREMENT STANDARDS
The following explains standards and guidelines for purchasing or
acquiring fire fighting apparatus, equipment and training under
assistance provided by the Fire Department Emergency Program.
This information is being provided to ensure that all such items
are obtained efficiently and economically and in compliance with
applicable law.
Procurement may be made by one of the following methods:
1. Small Purchases - purchase of items which cost, in the
aggregate, not more than $10,000. Price quotes from at least
three sources must be obtained, and reasons for the award made
described, on the "Bidding Record for Items Less than $10,000"
form shown in Exhibit C.
2. Competitive Sealed Bids - must be used for items which, in the
aggregate, total more than $10,000; may be used for items of
any cost total. Sealed bids are publicly solicited and
publicly opened and a firm, fixed price contract is awarded to
the most responsible bidder. The competitive sealed bids
process must include the following:
a) a complete, adequate and realistic specification or purchase
description;
b) two or more responsible suppliers willing and able to
compete;
c) the procurement lends itself to a firm, fixed -price
contract, and the selection can be made primarily on the
basis of price;
d) bids should be solicited from known suppliers and publicly
advertised for at least seven days prior to opening the
bids;
e) the invitation for bids (the advertisement) must clearly
define the items being solicited in order for the bidders to
properly respond to the invitation and must state the time
and location that the bids will be publicly opened
f) a firm, fixed -price contract award shall be made in writing
to the responsible bidder whose bid, conforming to the
invitation for bids, is lowest.
During the bid process, discussion of price ranges with bidders
is not allowed. All bids may be rejected if none conform to the
specifications or if all exceed the amount of funds available to
the Contractor for particular items.
3. Noncompetitive Negotiation (Sole Source) - purchase of items
by negotiations with only one supplier, or, after solicitation
from several sources, competition is deemed inadequate.
Noncompetitive negotiation, or sole source procurement, is
allowed under the following circumstances:
a) the item is available from only one source; or
b) emergency situations where the urgency for purchasing items
will not permit time for the competitive process; or
c) after solicitation from several sources, competition is
deemed inadequate.
EXHIBIT C
BIDDING RECORD FOR ITEMS LESS THAN $10,000
Lubbock FD 92-0220
Description of items to be purchased:
Contacts Made:
1.
Name of firm/supplier 1
Name of Person Contacted
2.
Name of firm/supplier 2
Name of Person Con acte
3.
Name of firm/supplier 3
Name of Person Contacted
Date Con acte
Quoted Price
Date Con ac e
Qiio—ted Price
Date Contacted
Quo-adQuoE-ed Price
Based on the contacts concerning the above items to be purchased,
I authorize
on
to supply the items or begin work for the quoted price.
Reason(s) for Selection:
Signature of Fire Chief or Other Official
Typed Name of Fire Chief —or -0-'Eher O icial
Date
119
EXHIBIT D
PROJECT COMPLETION REPORT
Funding Recipient: Lubbock FD Contract #: 92-0220
Contract Effective Date:
TCFP Funds
Contract Funds
Items Purchased Amount Expended Balance
Total
Match Funds
Expended
CERTIFICATIONS:
As authorized signatory of the Lubbock FD I certify that:
1) The information contained in this report is accurate to the
best of my knowledge; and,
2) All records related to the Contractor's activities under this
contract are available for review; and,
3) Contractor and each of its officers, directors, employees and
agents have observed and enforced all provisions of State,
federal and local law applicable to this contract.
Signature of Fire Chief or Other O icia
Typed Name of Fire Chief or other O icia
Da e