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HomeMy WebLinkAboutMN-BFC-2016-03-03Board of Fire Commissioner Meeting Minutes March 3, 2016 1 CITY OF ITHACA BOARD OF FIRE COMMISSIONERS SPECIAL MEETING MINUTES March 3, 2016 Present: Chair Gilligan Commissioners: Ellsworth, Guttridge, Hoard, Sparks, Chief Parsons Excused: Alderperson Gearhart, Commissioner Guttridge Call to Order: Chair Gilligan called the special meeting to order at 1602 hours to consider a resolution to reject all valid bids received for a new pumper and to consider a resolution to approve the purchase of a new pumper. New Business: Chief Parsons provided an overview of the process to solicit bids for a new pumper and noted that of the original 10 vendors who had indicated their intention to submit a bid on the new pumper only 7 had submitted them by the extended deadline. Of the 7 bids received, only 3 were within the funding authorization limit. In reviewing these bids the Chief and the apparatus committee noted that they all contained various exceptions to the specifications required by the Ithaca Fire Department. The committee was able to identify another option for obtaining the apparatus as a direct purchase contract from a vendor listed with the Houston-Galveston Area Council (H-GAC). This Council is a political sub-division of the State of Texas, which allows local governments and departments nationwide to utilize purchase agreements made with vendors of public safety, public works, and communication products and services. One of their vendors is Seagrave Fire Apparatus, LLC of Clintonville, Wisconsin. The Chief noted that during the process of developing specifications for the new pumper the Committee had reviewed the specs developed in 2009 and then updated them to address various ergonomic issues, current department needs and the vehicle’s operating environment. He noted that they were reducing the water tank capacity from 1,000 gallons to 750 gallons and that the hose bed would be lower. The vehicle will weigh less and be more durable. It is expected to require less maintenance than other design and material options. Following discussion the Board acted on the proposed resolutions. Board of Fire Commissioner Meeting Minutes March 3, 2016 2 Resolution to Reject All Bids Received For A New Fire Department Pumper By Commissioner Hoard: seconded by Commissioner Ellsworth WHEREAS, on December 8, 2015, the Controller of the City of Ithaca issued bid documents for the purchase of a new fire department pumper; and WHEREAS, on January 22, 2016, at 2 p.m., seven (7) bids were received and publicly opened in Common Council Chambers at City Hall; and WHEREAS, the Fire Chief and the Apparatus Specification Committee reviewed all the bids for compliance to specifications and value; and WHEREAS, the Fire Chief determined that four (4) of the seven bids, inclusive of base price and options, exceeded the funding authorized by Common Council; and WHEREAS, the Fire Chief determined that the three (3) remaining bids, included exceptions to the bid specifications, advertised on December 8, 2015, are not acceptable; now, therefore be it RESOLVED, That the Board of Fire Commissioners authorizes the Controller of the City of Ithaca to reject all bids received and opened on January 22, 2016 for a new fire department pumper Carried Unanimously Resolution Approving The Award Of A Contract Between Seagrave Fire Apparatus, LLC and the City of Ithaca By Commissioner Hoard: Seconded by Commissioner Ellsworth WHEREAS, General Municipal Law §103 authorizes the City to purchase apparatus, materials, equipment and supplies, including vehicles, and to contract for services related to the installation, maintenance or repair of those items, through the use of contracts let by the United States or any agency thereof, any state or any other political subdivision or district therein so long as the contract is let in a manner that constitutes competitive bidding consistent with state law; and WHEREAS, the Houston-Galveston Area Council (H-GAC), a political subdivision of the state of Texas, issues public competitive bids and awards contracts for public safety, public works, and communication products and services, which are made available to local governments nationwide through H-GAC Buy; and WHEREAS, H-GAC’s competitive bidding process is consistent with New York State law in that it publicly advertises each contract and bid specifications, evaluates and selects the contract award based on the lowest responsible bidder or best value standard; both methods are also authorized under New York State law, and with specific regard to best value, was authorized within the City pursuant to Local Law; and WHEREAS, The Fire Chief and the Department’s Apparatus Specification Committee has reviewed specifications, options, and costs for a new fire department pumper from H-GAC contracts; and Board of Fire Commissioner Meeting Minutes March 3, 2016 3 WHEREAS, The Fire Chief recommends the purchase of a new fire department pumper in accordance with H-GAC purchasing contracts; now, therefore, be it RESOLVED, That the Board of Fire Commissioners approves the award of a contract between Seagrave Fire Apparatus, LLC of Clintonville, Wisconsin, and City of Ithaca in accordance to the pricing and bid specifications submitted to H-GAC Cooperative Purchasing Program for Five Hundred Twenty-Nine Thousand, Three Hundred Sixteen Dollars ($529,316.00), excluding unanticipated changes and additional equipment purchases not to exceed a total budget of Five Hundred Fifty Thousand Dollars ($550,000.00). Carried Unanimously Adjournment: On a motion the meeting adjourned at 1635 hours. ______________________________ William Gilligan, Chair