HomeMy WebLinkAboutPR 23278: CONTRACT WITH FARRWEST ENVIRONMENTAL SUPPLY, LLC TO LEASE CALIBRATE AND MAINTAIN FIRE DEPARTMENT HAZARDOUS MATERIALS, EQUIPMENT 1
4
City Uf 0"
'/
01.1 1 1 IT u� r-
111
INTEROFFICE MEMORANDUM
Office of the Fire Chief
Date: August 1, 2023
To: Ron Burton, City Manager
From: Greg Benson, Fire Chief
RE: Proposed Resolution 23278
Nature of the Request:
The Fire Department currently contracts out the maintenance and calibration of its hazardous
materials monitoring and detection equipment and vapor protective entry ensembles. Reasons for
this practice include the highly technical nature of the activity, manufacture warranty
requirements, and the prudent practice of third-party verification of sensitive life safety
equipment. The Fire Department has found that for some types of monitoring equipment it is
more cost effective to lease the items rather than purchase them outright. This is especially true
when it comes to routine maintenance and end of service replacement of items. This is the first
year of the contract, with an option to renew for three additional years, which provides for the
maintenance and calibration of all monitoring and detection equipment in the Fire Department's
inventory, the lease of AreaRae, MultiRae, and ToxiRae air monitoring devices, the annual
service inspection and certification of vapor protective entry ensembles, and annual equipment
and monitoring training to Fire Department personnel. The annual cost of this service is
$66,987.61.
Staff Analysis, Considerations:
Our current vendor is FarrWest Environmental Safety Supply, LLC of Schertz, Texas. This is a
new contract with an option to renew for 3 additional years. The department has received
excellent service for the last several years. Our current contract is expiring. FarrWest is a
BuyBoard participant. Their BuyBoard contract number is 703.23. The total annual cost of this
service, $66,987.61, will be paid in four (4) quarterly payments. The equipment and services
provided in this contract are vital to the Fire Department's ability to safely, effectively, and
efficiently respond to and mitigate hazardous materials incidents.
Recommendations:
The Fire Department recommends the council approval of PR 23278.
Budget Considerations:
The total annual cost of this program is $66,987.61. This is a budgeted item with funds available
in Account# 001-19047-5318-00-30-000.
"Remember we are here to serve the Citizens of Port Arthur"
P.O.BOX 1089 * PORT ARTHUR,TEXAS 77641-1089 * 409/983-8101 *FAX 409/982-6743
P.R. No . 23278
08-01-23 rlh
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER
INTO A CONTRACT WITH FARRWEST ENVIRONMENTAL SUPPLY,
LLC OF SCHERTZ, TEXAS TO LEASE, CALIBRATE AND MAINTAIN
FIRE DEPARTMENT HAZARDOUS MATERIALS MONITORING AND
DETECTION EQUIPMENT AND ENTRY SUITS, THROUGH BUYBOARD
COOPERATIVE PURCHASE CONTRACT 703-23 IN THE ANNUAL
AMOUNT OF $66, 987 . 61 ; FUNDING AVAILABLE IN ACCOUNT NO.
001-19-047-5318-00-30-000
WHEREAS, Chapter 271 of the Texas Government Code allows a
city, by resolution of its governing body, to participate in
cooperative purchasing programs, such as Texas Buyboard, as an
alternative to formal bid process; and
WHEREAS, pursuant to Resolution No. 02-341, the City of
Port Arthur entered into an interlocal agreement for cooperative
purchasing with Texas Buyboard; and
WHEREAS, the Fire Department routinely responds to
hazardous materials incidents where they must enter hazardous
atmospheres and conduct air monitoring, substance
identification, and/or radiation surveying operations to protect
the health and welfare of the public; and
WHEREAS, this is a new contract with FarrWest Environmental
Supply, LLC of Schertz, Texas . This is the first year of the
contract, with an option to renew for three additional years . A
copy of the contract for this program is attached as Exhibit
"A"; and
WHEREAS, funds were budgeted and available for this
purchase in account number 001-19-047-5318-00-30-000 .
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF PORT ARTHUR:
Section 1 . That the facts and opinions in the preamble are
true and correct .
Section 2 . That the City Council authorizes the City
Manager to enter into a one-year contract, with the option to
renew for three (3) additional one-year periods, with FarrWest
Environmental Supply, LLC of Schertz, Texas to lease, calibrate
and maintain Fire Department hazardous materials monitoring and
detection equipment and entry suits, through Buyboard
Cooperative Purchase Contract 703-23 in the annual amount of
$66, 987 . 61, attached in substantially the same form as Exhibit
"A,.
Section 3 . That a copy of the Resolution shall be spread
upon the Minutes of the City Council .
READ, ADOPTED AND APPROVED on this day of ,
A. D. , 2023, at a Regular Meeting of the City Council of the
City of Port Arthur, Texas, by the following vote :
AYES :
Mayor : ,
Councilmembers : ,
•
NOES :
Thurman Bartie, Mayor
ATTEST:
Sherri Bellard, City Secretary
APPR D AS TO FORM:
V(ZS ke-i4/1
al Tize o, City Attorney
APPROVED FOR ADMINISTRATION:
Ron Burto City Manager
Greg Benso , Fire Chief
APPROVED AS TO AVAILABILITY OF FUNDS:
Kandy Danie
Director of Finance
/
'U 4, A
Clif on Williams
Purchasing Manager
Exhibit A
Multi-Year Equipment
Pi FARRWEST Calibration & Maintenance
Program - Renewal
This equipment calibration and maintenance program is made according to
the following terms between CITY OF PORT ARTHUR FD and FarrWest
Environmental Supply, Inc (Farrwest).The following outlines the equipment and
services contemplated under this agreement by FarrWest in addition to the
responsibilities assigned to CITY OF PORT ARTHUR FD. This program will renew on
August 15th 2023, and be current for no less than 12 months.
Supplied Equipment
Equipment owned,calibrated,and maintained by Farrwest,leased to and operated by CITY OF PORT ARTHUR
FD.
• 4 x RAE Systems AreaRAE Pro(Sensors: 10.6eV ppb PID,CO,H2S,LEL,02, SO2,Gamma,
RAEMet)wireless
• 9 x RAE Systems MultiRAE Lite (Sensors: 10.6eV LR PID,LEL,02,CO,H2S,SO2)wireless
• 1 x RAE Systems MuItiRAE Pro(Sensors: 10.6eV HR PID,LEL,02,CO,H2S,Gamma)
wireless
• 1 x RAE Systems Mu1tiRAE Pro(Sensors: 10.6eV HR PID,LEL,02,SO2,Gamma)wireless
• 1 x RAE Systems MultiRAE(Sensors: 10.6eV HR PID,LEL,02,CO,H2S,SO2)wireless
• 2 x RAE Systems RAE Link 3 Wireless MESH Modem Kits
• 9 x RAE Systems ToxiRAE 3 (Sensors:CO)
• 2 x RAE Systems QRAAE 3 (Sensors:CO,HCN,02,LEL)
Maintained Equipment
Equipment owned and operated by CITY OF PORT ARTHUR FD,calibrated and maintained by Farrwest.
• 6 x RAE Systems AreaRAE(Sensors: 10.6eV PID,H2S,LEL,02,SO2)
• 2 x RAE Systems MiniRAE 3000 (Sensors PID)
• 6 x RAE Systems RAELink 3 Modems
• 6 x Ludlum Measurements 2241-3RK
• 10 x Canberra UltraRadiac Radiation Dosimeters
• 12 x RAE Systems GammaRAE II(verification only
• 1 x Smiths Detection Hazmat ID 360 (verification only)
• 1 x Smiths Detection RadSeeker(verification only
• 26 x Level A Personal Protective Suits
Calibration-Only Equipment
Equipment whose repair cannot be guaranteed due to unreliable supply of repair parts.
• 6 x RAE Systems AreaRAE(Sensors: 10.6eV PID,H2S,LEL,02,SO2)
• 1 x Industrial Scientific IBID MX6(Sensors:C12,CO,H2S,LEL,02)
FARRWEST/CITY OF PORT ARTHUR FD Page 1 of 5
Supplied Program Services
• 90 Day On-Site Service and Calibration
• Event Monitoring Support,as needed
• Annual Gas monitoring and equipment training class
• 24/7 Live support with RAE Certified Technician and Certified Hazmat Technician
• Loaner Equipment provided for down equipment
Performance Standards
(a) Every 90 days FarrWest will come on-site to one or more specified locations to inspect,
clean,maintain and calibrate the instrumentation outlined above. The monitors will be
serviced in preparation for the next service cycle.
(b) FarrWest will perform repairs for damage or failure occurring during normal usage of
equipment.All associated costs,parts and labor with these repairs will be the responsibility
of FarrWest,except where otherwise noted.Usually,these repairs can be completed on-site,
but occasionally Farrwest may need to take equipment back to its facility for repair.Any
equipment taken from location will be returned promptly once repaired.
(c) FarrWest will be responsible for any and all sensor replacement,should a sensor fail to
calibrate,including exotic sensors(ie.HCN or any sensor that doesn't have a 2 year
warranty)except where otherwise noted.
(d) Instruments marked Verification-only will be maintained to their manufacturers
specifications,usually a yearly calibration or optimization.These instruments will also
receive an operational test during the normal service cycle.For any repairs on verification-
only equipment in excess of$300,an estimate will be submitted to FarrWest's POC and
will be invoiced separately pending approval.
(e) All radiation equipment that requires calibration will be sent to a 3rd party,approved
radiation lab for annual calibration and adjustment,at the expense of FarrWest.All
equipment will be verified for proper working order during quarterly maintenance schedule.
For any repairs on radiation equipment in excess of$300,an estimate will be submitted
to FarrWest's POC and will be invoiced separately pending approval.
(f) All chemical and biological equipment(Smiths Detection)will be verified to proper working
order during scheduled maintenance visits.For any repairs on chemical and biological
equipment in excess of$300,an estimate will be submitted to CITY OF PORT ARTHUR FD
and will be invoiced separately pending approval.
(g) Due to cost and technology involved,FarrWest will not be responsible for the repair or
maintenance of weather related modules or attachments bundled with gas detection,
radiation,chemical and biological,or any other equipment.This includes but is not limited to
RAEMet Sensors.For any repairs on weather stations,sensors,modules or other weather
sensing/reporting equipment an estimate will be submitted to CITY OF PORT ARTHUR
FD and will be invoiced separately pending approval.
(h) Instruments labeled by the manufacturer as"discontinued"or having reached"end of life"
cannot always be maintained due to scarcity of repair parts and sensors.These instruments
will be considered as"calibration-only".Calibration-only instruments receive the same
interval calibration,but any repairs will be billed separately.All calibration-only instruments
will be designated as such in this contract.
(i) All supplied equipment(Farrwest owned)will be provided with the accessories necessary
for proper operation at the time of supply.Maintained equipment(CITY OF PORT ARTHUR
FD owned)is expected to have arrived with all necessary accessories at time of purchase.
FARRWEST/CITY OF PORT ARTHUR FD Page 2 of 5
Replacement accessories(i.e.chargers,charging cradles,protective boots,etc)will be
provided,up to 3%of the yearly cost of contract per instrument,per year.The cost for
replacement accessories beyond this dollar amount will be the responsibility of CITY OF
PORT ARTHUR FD and will be invoiced separately.
Program Updates or Alterations
(a) Sensor-type changes(i.e..replacing a Hydrogen Sulfide(H2S)sensor with a Ammonia(NH3)
sensor)can be done at the request of CITY OF PORT ARTHUR FD on supported equipment,
but may require a change in contract amount to reflect higher cost of sensors and calibration
standards.
(b) If additional equipment is added to this program during the course of the contract,the
contract will be amended for the cost of maintaining the new equipment.The maintenance
pricing of additional equipment will be charged in accordance with current contract pricing
and will be prorated for the remainder of the contract.Any other associated costs with the
equipment upgrade such as additional calibration gases or consumables will be the
responsibility of CITY OF PORT ARTHUR FD.
Documentation and Support
(a) FarrWest will maintain all service records and provide a copy of those records to CITY OF
PORT ARTHUR FD. Farrwest will also provide a login to the Farrwest customer portal in
order to obtain copies of calibration and repair documents.
(b) FarrWest will provide loaner units,usually within 24hrs of notice;in the event of unit failure
between service intervals for all Maintained and Supplied equipment.Calibration-only
equipment will only receive a loaner after a repair invoice has been approved. Due to
variety of equipment,exact loaner types may vary,below is the expected loaner type for
each type of equipment:
CITY OF PORT ARTHUR FD Instrument FarrWest Loaner
MultiRAE Lite RAE Systems MultiRAE Series
MultiRAE RAE Systems MultiRAE Series
MultiRAE Pro RAE Systems MultiRAE Series
AreaRAE Pro RAE Systems AreraRAE Series
ToxiRAE III RAE Systems ToxiRAE Series
MiniRAE 3000 RAE Systems MiniRAE Series
RAELink 3 Modem RAE Systems RAELink Series
RAE Link 3 Wireless MESH Modem RAE Systems RAELink Series
2241-3RK Ludlum Measurements 2241-3RK or 14C-3RK
UltraRadiac No Loaner Available
GammaRAE II No Loaner Available
HazMat ID 360 Smiths Detection HazMatlD 360
RadSeeker Smiths Detection RadSeeker
(c) Farrwest will provide 24/7/365 phone support for equipment or technical problems with a
1-hour response and solution time.
(d) FarrWest will maintain that it is a factory authorized service facility and will maintain RAE
Systems,Sensit Technologies,and Smiths Detection advanced certified technicians on staff at
FARRWEST/CITY OF PORT ARTHUR FD Page 3 of 5
all times.Farrwest will also maintain a Pro-Board Certified Hazmat technician on staff for
any technical questions.
Customer responsibilities:
(a) Lost,stolen,or destroyed equipment-CITY OF PORT ARTHUR FD agrees to be
responsible for the replacement costs of any Supplied equipment that is lost,stolen or
destroyed while in its possession.
(b) Return of Equipment-
- At Termination-CITY OF PORT ARTHUR FD agrees to promptly return ALL of
the equipment supplied under the terms of this agreement following the
termination of said agreement.This may occur at the conclusion of the contract or
under written terms of cancellation agreed upon by both parties.
- Loaner Equipment-CITY OF PORT ARTHUR FD agrees to return loaner equipment
to Farrwest promptly upon receiving their repaired equipment. As loaner
equipment is taken from FarrWest's rental fleet,unnecessarily extended loaner
periods result in a loss of rental revenue,which may be recouped from the CITY OF
PORT ARTHUR FD in the form of a rental invoice.
(c) Equipment Issues between service intervals_Many equipment issues can be fixed over
the phone or by email,eliminating the cost of shipping the instrument back and forth.CITY
OF PORT ARTHUR FD agrees to contact Farrwest,either by phone or email,prior to sending
equipment in for service.Unnecessary shipping costs may be recouped in a separate invoice.
(d) Renewal-At the end of this 12 -month agreement,CITY OF PORT ARTHUR FD will be
given the opportunity to renew the maintenance program for an additional 3 12-month
periods.These renewals will be automatic,payment of delivered invoice will signal
acceptance of renewal.
(e) Purchasing Contracts-For ease-of-purchasing,FarrWest Environmental Supply is a
vendor on both the Houston-Galveston Area Council(H-GAC)Cooperative Purchasing
Program and BuyBoard Cooperative Purchasing Program.FarrWest's HGAC contract number
is EP11-20.FarrWest's BuyBoard contract number is 703-23.The price below reflects the
discount pricing from these programs.
(f) Annual Fee for Equipment and Service-
- An annual payment of$66.987.61 will be made to FarrWest for the above
program. This payment can be made quarterly or monthly.
Farrwest Environmental Supply CITY OF PORT ARTHUR FD
Signature: Signature:
Name: Cody Hicks Name:
Title: Service Program Manager Title:
Date: Aug 3, 2023 Date:
FARRWEST/CITY OF PORT ARTHUR FD Page 4 of 5