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Home My WebLink AboutPR 25082: CONTRACT BETWEEN THE PORT ARTHUR FIRE DEPARTMENT AND FARRWEST ENVIRONMENTAL SERVICES, LLC Eneigy; City of cif,..\ ortex 11 as INTEROFFICE MEMORANDUM Office of the Fire Chief Date: July 27,2026 To: Ron Burton,CMP,City Manager From: Robert L.Havens,Fire Chief RE: Proposed Resolution 25082 Authorizing a Service Contract Between the Port Arthur Fire Department and FarrWest Environmental Services,LLC Staff Analysis,Considerations: The Fire Department requests City Council authorization for the City Manager to execute the fourth year (third and fmal renewal) of the agreement with FarrWest Environmental Supply,LLC, of Schertz, Texas, through BuyBoard Cooperative Purchasing Contract No. 703-23, for the leasing, calibration, maintenance,inspection, and certification of hazardous materials monitoring and detection equipment and vapor-protective entry suits in the annual amount of$66,987.61. Pursuant to Resolution No. 23-333, the City entered into a one-year agreement with FarrWest Environmental Supply,LLC,with the option to renew the contract for three(3) additional one-year terms. This renewal represents the fourth year of the agreement and the third and final renewal authorized under the original contract. The Fire Department relies on specialized hazardous materials monitoring and detection equipment to safely respond to incidents involving hazardous substances, toxic gases, and radiological materials. This equipment, including AreaRAE, MultiRAE, and ToxiRAE monitoring devices, together with vapor- protective entry suits, requires routine maintenance, calibration, inspection, and certification in accordance with manufacturer specifications and applicable industry standards to ensure accuracy, reliability,and compliance with life safety requirements. The Department has determined that outsourcing these highly specialized services remains the most efficient and cost-effective approach. The contract includes equipment leasing, preventive maintenance, calibration, annual inspections, certifications, and technical support, allowing the Department to maintain operational readiness while reducing equipment replacement costs and ensuring compliance with manufacturer warranties. The agreement also provides annual training to Fire Department personnel on the proper operation and maintenance of the equipment. Budget Considerations: The annual contract amount is $66,987.61, payable in four quarterly installments. Funding is available in Equipment Maintenance Account No. 001-19-047-5318-00-30-000, contingent upon the adoption of the Fiscal Year 2026-2027 Budget. Recommendations: The Fire Department recommends the approval of PR 25082.FarrWest Environmental Supply, LLC, has consistently provided reliable and satisfactory service throughout the term of the agreement and has agreed to renew the contract under the same terms, conditions, and cooperative purchasing pricing established through the BuyBoard Cooperative Purchasing Program. "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. 25082 7/27/2026 rlh — tnr RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE THE FOURTH YEAR (THIRD AND FINAL RENEWAL) OF THE CONTRACT WITH FARRWEST ENVIRONMENTAL SUPPLY, LLC, OF SCHERTZ, TEXAS, THROUGH BUYBOARD COOPERATIVE PURCHASING CONTRACT NO. 703-23, FOR THE LEASING, CALIBRATION,MAINTENANCE,INSPECTION,AND CERTIFICATION OF FIRE DEPARTMENT HAZARDOUS MATERIALS MONITORING AND DETECTION EQUIPMENT AND VAPOR-PROTECTIVE ENTRY SUITS, IN THE ANNUAL AMOUNT OF $66,987.61; PROVIDING FOR FUNDING FROM EQUIPMENT MAINTENANCE ACCOUNT NO. 001-19- 047-5318-00-30-000, CONTINGENT UPON THE ADOPTION OF THE FISCAL YEAR 2026-2027 BUDGET. WHEREAS, the Port Arthur Fire Department routinely responds to hazardous materials emergencies requiring specialized equipment to detect, identify,monitor, and mitigate hazardous substances in order to protect the health, safety, and welfare of the public and emergency response personnel; and WHEREAS,the Fire Department utilizes specialized hazardous materials monitoring and detection equipment, radiation survey instruments, and vapor-protective entry suits that require routine maintenance, calibration, inspection, certification, and servicing in accordance with manufacturer specifications and applicable industry standards to ensure operational readiness and compliance with safety requirements; and WHEREAS, pursuant to Resolution No. 23-333, the City Council authorized a one-year agreement with FarrWest Environmental Supply, LLC, of Schertz, Texas, through the BuyBoard Cooperative Purchasing Program, with the option to renew the agreement for three (3) additional one-year terms; and WHEREAS, the Fire Department has determined that outsourcing the maintenance, calibration, certification, and leasing of this specialized equipment continues to be in the City's best interest due to the technical expertise required, manufacturer warranty requirements, third- party certification standards, and the cost savings realized through equipment leasing and preventative maintenance services; and WHEREAS, the contract provides for the leasing, maintenance, calibration, inspection, and certification of hazardous materials monitoring and detection equipment,including AreaRAE, P.R. No. 25082 7/27/2026 rlh - tnr MultiRAE,and ToxiRAE monitoring devices,together with annual inspections,certifications,and training necessary to maintain the Department's hazardous materials response capabilities; and WHEREAS, FarrWest Environmental Supply, LLC, has satisfactorily performed all contractual obligations during the previous contract terms and has agreed to renew the agreement for the fourth year, constituting the third and final renewal,under the same terms, conditions, and cooperative purchasing pricing established through BuyBoard Cooperative Purchasing Contract No. 703-23; and WHEREAS, the annual cost of the renewal is $66,987.61, payable in four (4) quarterly installments; and WHEREAS,funding for this contract is available in Equipment Maintenance Account No. 001-19-047-5318-00-30-000, contingent upon the adoption of the Fiscal Year 2026-2027 Budget. NOW THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR,TEXAS: Section 1. That the facts and opinions in the preamble are true and correct. Section 2.The City Council hereby authorizes the City Manager to execute the fourth year (third and final renewal) of the contract with FarrWest Environmental Supply, LLC, of Schertz, Texas, through BuyBoard Cooperative Purchasing Contract No. 703-23, for the leasing, calibration, maintenance, inspection, and certification of Fire Department hazardous materials monitoring and detection equipment and vapor-protective entry suits, in the annual amount of $66,987.61,in substantially the same form as attached hereto as Exhibit"A." Section 3. Funding for the contract shall be provided from Equipment Maintenance Account No. 001-19-047-5318-00-30-000, contingent upon the adoption of the Fiscal Year 2026- 2027 Budget Section 4. 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., 2026, at a Regular Meeting of the City Council of the City of Port Arthur, Texas,by the following vote: P.R. No. 25082 7/27/2026 rlh AYES: Mayor: Councilmembers: NOES: Charlotte M. Moses, Mayor ATTEST: Christe Whitley Ned, TMRC, City Secretary APPROVED AS TO FORM: Roxann Pais Cotroneo, City Attorney APPROVED FOR INISTRATION: Ron Burton, CPM ty Manager Robert L. avens, Fire Chief APPRO D AS TO AVAILABILITY OF FUNDS: yn a Boswell, M.A. , IC -CM Director of Finance & 64/, Clifton Williams, CPPB Purchasing Manager P.R. No. 25082 7/27/2026 rlh EXHIBIT "A" Multi-Year Equipment V..)/ 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 15ii 2026,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 MuItiRAE Lite(Sensors:10.6eV LR PID,LEL,02,CO,H2S,SO2)wireless • 1 x RAE Systems MultiRAE Pro(Sensors:10.6eV HR PID,LEL,02,CO,H2S,Gamma) wireless • 1 x RAE Systems MultiRAE 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 HazMatID 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 PI)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-This agreement shall serve as the fourth year of the contract and constitutes the third and final renewal authorized under the original contract,as approved$y the City Council pursuant to Resolution No.23-333.Upon expiration of this renewal term,no additional renewal options will remain under the original agreement. (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: Name: Title: _ Title: Date: Date: FARRWEST/CITY OF PORT ARTHUR FD Page 4 of 5 FARRWEST/CITY OF PORT ARTHUR FD Page 5 of 5