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SR-02-24-2015-3ECity Council Report City of Santa mouiea City Council Regular Meeting: February 24, 2015 Agenda Item: :3' To: Mayor and City Council From: Scott Ferguson, Fire Chief Subject: Purchase of Mobile Training Building Prop for Fire Department Recommended Action Staff recommends that the City Council: 1. Award RFP #18 to Fire Training Structures, LLC (FTS), an Arizona -based company for the purchase, delivery and installation of one new mobile Urban Search and Rescue (USAR) and Hazardous Materials (HazMat) building prop for the Fire Department Training Center; 2. Authorize the City Manager to negotiate and execute a contractual service agreement with FTS, in an amount not to exceed $805,044; and 3. Authorize the budget changes as outlined in the Financial Impacts and Budget Action section of this report. Executive Summary On March 25, 2014 the City was awarded initial funding from the Urban Area Security Initiative (UASI) 2013 grant for one new mobile, detachable Urban Search and Rescue (USAR) and Hazardous Materials (HazMat) training prop for the Fire Department Training Center. On February 24, 2015 the City accepted additional funds from the 2014 UASI to complete the purchase of the mobile training prop. In January 2015, the City solicited proposals through a Request for Proposals (RFP) for the purchase of one new mobile, detachable USAR and HazMat prop for the Fire Department Training Center. The mobile training prop provides realistic rescue and live fire training scenarios. The training disciplines include confined space, trench rescue, interior natural gas leaks and flammable liquids. Staff recommends FTS as the best bidder for the purchase and delivery of the training prop in an amount not to exceed $805,044. The purchase is being funded with $655,044 from the 2013 UASI grant and $150,000 from the 2014 UASI grant. 1of6 Background The UASI program supports national preparedness by focusing on enhancing regional preparedness in major metropolitan areas. The UASI program is intended to assist participating jurisdictions in developing integrated regional systems to prevent, protect, respond to and recovery from natural or man -made disasters. The UASI grant program was created to support large, "core" cities and those other cities with borders contiguous to core cities. The UASI grant program is 100% federally funded from the Department of Homeland Security managed through the State of California. The City of Los Angeles is the Los Angeles region's core city for the UASI grant and allocates funds to the City of Santa Monica. These funds have been used to purchase necessary equipment, supplies, and provide training to support of overall regional goals to promote effective information gathering, sharing, and response to threats and /or acts of terrorism. The purchase of the mobile training prop allows Santa Monica Fire and other local fire departments to train in real -life scenarios preparing them to respond to threats and /or acts of terrorism. The City is authorized to receive funds from the City of Los Angeles through subrecipient agreements. As part of the ongoing UASI grant program, the City of Los Angeles awarded funds to the City of Santa Monica Fire Department for project years 2013 ($752,076) and 2014 ($278,507). Over the course of these two project performance periods, funds in the amounts of $655,044 in 2013 and $150,000 in 2014 were specifically earmarked for props and equipment for the development of a training satellite site in Santa Monica that would support regional homeland security goals by providing realistic training opportunities allowing the department to increase response capabilities. UASI grant funds carry specific spending and performance deadlines that must be met in order for a project to qualify for the funds. RFP for Modular Training Prop On September 22, 2014, the City issued a RFP to furnish and deliver a modular training prop according to specifications developed by a training committee comprised of Fire Department personnel. The RFP was posted on the City's on -line bidding site, and 2of6 notices were advertised in the Santa Monica Daily Press in accordance with City Charter and Municipal Code provisions. Seven hundred forty -one vendors were notified and 36 vendors downloaded the RFP. On October 20, 2014, the City received two proposals for the purchase, delivery and installation of one new modular detachable Urban Search and Rescue and Hazardous Materials Training Facility for the Fire Department Training Center. The two firms that responded were Kirila Fire and Fireblast Global. A selection panel of staff from the Finance and Fire departments reviewed the responses. Staff then interviewed both firms. Upon evaluation of the two bids, the City determined that Kirila Fire submitted the only responsive bid. Kirila Fire was the only vendor able to guarantee the delivery date, which was listed as a mandatory requirement in the RFP. On December 16, 2014 staff recommended to Council that all proposals for RFP #9 -22- 2014 be rejected due to the fact the facility, as specified, could not be permitted at its proposed location without protracted variance proceedings that would delay the delivery of the Expandable Training Facility beyond the due date set by the Federal Government for the grant funds. Based on that determination, staff recommended that Council reject all proposals for the Expandable Training Facility. Council approved the rejection of the previous proposals based on the RFP criteria. Discussion The Fire Department worked with the City of Los Angeles and other City departments to investigate other feasible projects as part of the grant spending plan. The group was able to identify a mobile training prop that would be able to adhere to the City's zoning ordinance and worked to develop specifications for a new RFP. This mobile training prop meets the UASI program goals by providing realistic training opportunities to first responders. The training prop would provide the Santa Monica Fire Department with the flexibility to develop and execute different types of emergency scenarios related to fire, rescue, building collapse, and hazardous materials emergencies. The system is designed to accommodate training in a manner that provides for maximum safety, while still allowing for realistic training scenarios. The training disciplines include confined 3of6 space, trench rescue, and interior natural gas leaks and /or flammable liquid. The prop is considered a regional asset and will be available to other Area A partner cities (West Hollywood, Culver City, Beverly Hills) as well as the other thirty fire agencies within Los Angeles County. In 2013, the City received $655,044 and in 2014 the City received an additional $150,000 for the training prop. The Subrecipient Agreement for the 2013 grant requires the City to complete all expenditures from the 2013 grant by March 31, 2015, even though the grant performance period is actually open until May 31, 2015. Due to the amount of.the expenditure, purchase of the mobile training prop requires a performance bond which extends the deadline for delivery and installation beyond the May 31St performance deadline until August 31, 2015. The City has required the vendor to deliver, install and ensure the mobile training prop is fully functional by August 15, 2015, thus allowing for additional time to ensure compliance and finalize all necessary paperwork. Vendor /Consultant Selection On January 8, 2015, the City issued a RFP to furnish and deliver one mobile detachable USAR and HazMat training prop. The RFP included specifications that met the UASI grant requirements that these funds were specifically earmarked for props and equipment for the development of a training satellite site in Santa Monica that would support regional homeland security goals. The RFP process was used to allow vendors flexibility to present their design that would best meet City requirements, space, and code restrictions. Designs were developed by a technical training committee comprised of Fire Department personnel. The RFP was posted on the City's on -line bidding site, and notices were advertised in the Santa Monica Daily Press in accordance with City Charter and Municipal Code provisions. Five hundred and four vendors were notified; twenty -four vendors downloaded the RFP. Two proposals were received and publicly opened on January 26, 2015. 4of6 A selection panel of staff from the Fire Department reviewed the responses to the RFP. Proposals were evaluated based on the criteria in SMMC 2.24.072, including previous experience, price, capacity and skill, ability to deliver within the specified timeline, future maintenance or service costs, ability to secure a performance bond, and compliance with City's scope of work. Upon evaluation of the two proposals, the City determined that FTS was the best bidder. FTS met all criteria on the ability to create the technical specifications, product availability, detailed timeline and delivery schedule, quality of material and an extensive demonstrated history of .completing other like mobile training facility projects. FTS had multiple examples of recent completed projects including detailed drawings that met or exceeded specifications and also included photos of training props they recently built that are very similar to the HazMat and USAR features included in the RFP. The project design was very descriptive detailing each prop's capabilities and functionality. FTS's proposal also provided for a structural integrity warranty. Based on these criteria, FTS, the best - qualified firm is recommended as the best bidder for the purchase, delivery and installation of one new mobile detachable Urban Search and Rescue (USAR) and Hazardous Materials (HazMat) building prop for the Fire Department Training Center in accordance with the City's request for proposals. Although FTS is an Arizona -based company, this is a federally funded project which is not subject to the Arizona purchasing restrictions. The receipt of federal funds disallows barring Arizona -based companies from the competitive bidding process. 5of6 Financial Impacts and Budget Actions The contract to be awarded to FTS is for an amount not to exceed $805,044. Funds in the amount of $150,000 are included in the FY 2014 -15 budget at account 0209108.589000. Award of the contract requires a budget transfer from account 20312.555399 in the amount of $655,044 to account 0209108.589000. Prepared By: Terese Toomey, Principal Administrative Analyst Approved Scott Ferguson Fire Chief Forwarded to Council Elaine M. Polachek Interim City Manager 6of6 Reference: Agreement No. 10031 (CCS)