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Home My WebLink AboutPR 23895: CONTRACT WITH FARRWEST ENVIRONMENTAL SUPPLY, FIRE DEPT. City of ort rtitur 7f�sas INTEROFFICE MEMORANDUM Office of the Fire Chief Date: August 29, 2024 To: Ron Burton, City Manager From: Antonio O. Mitchell, Interim Deputy Fire Chief RE: Proposed Resolution 23895 Nature of the Request: The Fire Department has outsourced the maintenance, calibration, and leasing of its hazardous materials monitoring and detection equipment, as well as the service and certification of its vapor protective entry ensembles. This decision was based on the technical complexity of these tasks, manufacturer warranty requirements, and the importance of third-party verification for critical life safety equipment. By leasing certain monitoring devices, the Department has found cost savings, especially regarding routine maintenance and equipment replacement. The fire department is currently using Farrwest and would like to continue for another year which will covers all monitoring and detection equipment, including AreaRae, MultiRae, and ToxiRae devices. It also includes annual inspections, certifications, and training for Fire Department personnel. The annual cost of this service is $66,987.61. Staff Analysis, Considerations: Pursuant to Resolution No. 23-333, the Fire Department currently contracts with FarrWest Environmental Safety Supply, LLC of Schertz, Texas, for hazardous materials monitoring and detection equipment maintenance, calibration, and leasing services. FarrWest has consistently provided excellent service and is a participant in the BuyBoard program with contract number 603-20. The annual cost of$66,987.61 will be divided into four quarterly payments. This contract is essential for the Fire Department's ability to respond to and mitigate hazardous materials incidents safely, effectively, and efficiently. Recommendations: The Fire Department recommends the council approval of PR 23895. Budget Considerations: The total annual cost of this program is $66,987.61. This is a budgeted item with funds available in Account# 149-19-630-5318-00-30-000 "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. 23895 08/29/2024 aom 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 603-20 IN THE ANNUAL AMOUNT OF $66, 987 . 61 ; FUNDING AVAILABLE IN ACCOUNT NO. 001-19-047-5318-00-30-000 PENDING FY25 APPROPRIATION 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, pursuant to Resolution No. 02-341, the City entered into an interlocal agreement for cooperative purchasing with BuyBoard Cooperative Purchasing; and 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 BuyBoard Cooperative Purchasing; as an alternative to formal bid process; and WHEREAS, the fire department has been satisfied with the past service of Farrwest Environmental Supply, and would like to 4 continue the service . A copy of the contract is attached in substantially the same form 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 an annual 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 603-20 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. , 2024, 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 APPROVED AS • Roxann Pais c:otroheo, City Attorney APPROVED FOR ADMINISTRATION: Ron Burton, PM, ty Manager ert . Havens, Interim Fire Chief APPROVED AS TO AVAILABILITY OF FUNDS: ';45:j;7 4, 2C-C11,Zes Lynda Boswell Director of Finance fil Al Clifton Williams, CPPB Purchasing Manager EXHIBIT "A" Multi-Year Equipment fr 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 2024,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 Mu1tiRAE Lite(Sensors: 10.6eV LR PID,LEL,02,CO,H2S,SO2)wireless • 1 x RAE Systems Mu1tiRAE 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 Mu1tiRAE(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) 111 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 maybe 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 1.../zSignature: // Signature: Name: Travis Brown Name: Title: CEO Title: Date: 8/1/2024 Date: FARRWEST/CITY OF PORT ARTHUR FD Page 4 of 5 FARRWEST/CITY OF PORT ARTHUR FD Page 5 of 5