D-4. Award of Bid, Extractor Washing Machine for Fire DeptCITY OF
7700 Market Boulevard
PC Box 147
Chanhassen, MN 55317
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Phone: 952.227.1100
Fax: 952.227.1110
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Website
www.ci.chanhassen.mn.us
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MEMORANDUM
TO: Todd Gerhardt, City Manager
FROM: Don Johnson, Fire Chief
DATE: October 12, 2015
SUBJ: Award of Bid, Extractor Washing Machine and Authorization to Apply for
Grant Funds
PROPOSED MOTION
"The City Council approves a resolution awarding the bid to purchase a commercial extractor
washing machine from BDS Laundry Systems in the amount of $8,032; and authorizing staff to
apply for a Minnesota Department of Public Safety reimbursement grant."
Approval requires a simple majority vote of the City Council.
BACKGROUND
Firefighters participate in training exercises and respond to emergency calls that result in the
need to wash their turnout gear. The most dangerous calls include responding to house fires,
car fires, and live fire training exercises because byproducts from combustion oftentimes
include carcinogenic properties. Certain cancers result from these byproducts and cancer is the
second leading cause of firefighter deaths.
The Chanhassen Fire Department is proactive and monitors firefighter health and safety
activities. This includes mandatory annual gear cleaning and inspection, and requiring
firefighters to wash their turnout gear after incidents involving fire or calls that cause the gear
to become dirty.
The National Fire Protection Agency (NFPA) sets the guidelines for proper turnout gear
maintenance and cleaning to include standards for commercial grade washing machines. The
requirement is based on the rinse and spin cycles obtaining the appropriate revolutions per
minute to extract contaminates from the gear.
The State Fire Marshal Division, Minnesota Department of Public Safety has offered a partial
reimbursement program for this year, assisting departments in obtaining extractor washing
machines. The grant requires a 25% match and a resolution from the City Council supporting
the purchase of the equipment.
Two bids were obtained for an approved washing machine and are included in this packet.
The grant letter from DPS and proposed resolution is also included for your review.
Chanhassen is a Community for Life - Providing for Today and Planning for Tomorrow
Mr. Todd Gerhardt
October 26, 2015
Page 2
RECOMMENDATION
Staff recommends that the City Council award the bid for an extractor washing machine to the
low bidder, BDS Laundry Systems, in the amount of $8,032. The purchase will be made
using funds from the Capital Improvement Program. The new washing machine will replace
the current one that is 20+ years old. If our grant application is approved, the city will receive
a $6,024 reimbursement from the Minnesota Department of Public Safety.
ATTACHMENTS
1. Resolution
2. Bids from BDS Laundry Systems and Jefferson Fire Safety
3. Letter from Minnesota Department of Public Safety
g9fae dept\dj\council updates\council resolutions and memos\extractor washing machine 10-25-15.docx
CITY OF CHANHASSEN
CARVER AND HENNEPIN COUNTIES, MINNESOTA
DATE: October 26, 2015 RESOLUTION NO: 2015 -
MOTION BY:
SECONDED BY:
A RESOLUTION AWARDING THE BID FOR AN EXTRACTOR WASHING MACHINE FOR
THE CHANHASSEN FIRE DEPARTMENT; AND AUTHORIZING STAFF TO APPLY FOR A
GRANT FROM THE MINNESOTA DEPARTMENT OF PUBLIC SAFETY
WHEREAS, firefighters respond to emergency calls that can expose them to combustion
byproducts that include carcinogenic properties. Certain cancers result from these byproducts and add to
cancer being the second leading cause of death among firefighters; and
WHEREAS, to assist in monitoring the health and safety of our firefighters, it is necessary to
launder their turnout gear in order to minimize exposure to carcinogens; and
WHEREAS, the Minnesota Department of Public Safety is offering grants for the purchase of
commercial extractor washing machines to meet guidelines established by the National Fire Protection
Agency; and
WHEREAS, two quotes were received for an extractor washing machine as follows:
Bidder
1. BDS Laundry Systems, including installation
2. Jefferson Fire Safety, Inc., including installation
Total Bid
$8,032.00
$ 8,070.35
NOW THEREFORE, BE IT RESOLVED by the Chanhassen City Council as follows:
1. The City Council awards the bid for an extractor washing machine for the Chanhassen Fire
Department to the low bidder, BDS Laundry Systems in the amount of $8,032.00; and
2. That city staff is authorized to apply for a grant from the Minnesota Department of Public Safety
for the purchase of said washing machine. If said grant is awarded, the city agrees to pay the 25%
match, and further that the Mayor and City Manager are authorized to sign the grant agreement.
Passed and adopted by the Chanhassen City Council this 26d' day of October, 2015.
ATTEST:
Todd Gerhardt, City Manager Denny Laufenburger, Mayor
YES NO ABSENT
July 22, 2015
Chanhassen Fire Department
Mr. Don Johnson
7610 Laredo Drive
Chanhassen, MN 55317
Qe4zmm�
SQ�ot/ons Since �g6�
Custom Laundry Proposal for:
Chanhassen Fire Department
UniMac40 Ib. Capacity Rigid Mount Washer, UCN040KNFX
Voltage: 208-240/60/01
8" Steel Base
BIDS Delivery and Installation
BIDS Delivery and Installation Includes:
• Equipment delivery to site location.
• Washers set in place, leveled, anchored and grouted.
• Training laundry personnel to operate equipment properly.
• Removal of old laundry equipment.
Owner Responsibilities:
• All utility connections.
Unit Price I Ext. Price
$6,780.00 $6,780.00
$360.00
$630.00
• Utilities sizing in accordance with equipment manufacturer specifications; including water,
electrical, and sewer.
• Customer must coordinate chemical supply connection and equipment programming with the
chemical supply company.
Labor Warranty:
• 30 -Day BDS Labor Warranty
Terms of Agreement:
• Payment terms: Net on Invoice
Current applicable state and local taxes will be applied at time of sale.
• This proposal is valid for 30 days.
I
Signed �Gl .f�1 ; Sr. Sales Mgr. On -Premise Laundry
Dave Steenerson
DJ5/quotes/FD Chanhassen
2430 Enterprise Drive, St. Paul, MN 55120-1143 a 651.688.8000 / 800.688.0020 / Fax: 651.688.8820 9 bdslaundry.com
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MN Fire Department
Turnout Gear Washer/Extractor Award Program
Introduction:
Despite being more physically fit and healthier than the general population firefighters, both career
and volunteer/paid-on-call, experience cancer at a higher rates than those in the communities they
serve. Studies continue to show that firefighters are acutely exposed to known carcinogens during
structure and other fires and are continually exposed via turnout gear that is soiled due to exposure to
toxic combustion byproducts.
In recent years, fire departments across Minnesota have implemented turnout gear decontamination
procedures post fire events to help reduce firefighter exposure to toxic combustion byproducts. At
the same time mechanical turnout gear washers/extractors have been introduced as an effective and
efficient means by which firefighters can best clean their soiled turnout gear and greatly reduce their
exposure to combustion byproducts.
Many fire departments, however, have found commercial turnout gear washer/extractors; which can
cost upwards of $10,000, to be cost prohibitive. Therefore, the Minnesota Department of•Public
Safety, through the State Fire Marshal Division Is introducing a $200,000 matching award 'program to
assist eligible fire departments in the purchase of commercial turnout gear washer/extractors.
Anticipated Individual Grant Amounts:.
It is estimated that available funding will pay for individual grantsof no more than $10,000. A local
match of the grant award, as indicated in the chart below, is required. The required local match
amount will be based on the population of the applicant's fire department coverage area. The type of
equipment purchased will first need to meet the approval of the State Fire Marshal prior to funds
being awarded.
Population
Required Match %
Up to 10,000
10%
10,001-25,000
25%
25,001-50,000
35%
Over 50,000
50%
Eligible Applicants:
Only Minnesota fire departments that currently use the MNFIRS reporting system will be eligible to
receive funds.
EQUAL OPPORTUNITY EMPLOYER
Any fire service agency applying for an award must include a letter from the jurisdiction indicating their intent to
purchase a turnout gear washer/extractor(s). The letter must be from the governance entity (e.g. the city council for a
city fire service). A fire service agency is defined as having a fire department identification number (FDID) from the State
Fire Marshal Division.
Awards will be made to the jurisdiction submitting the award application. The award contract must be signed by a
representative of the lead jurisdiction having the legal authority to sign contracts for that jurisdiction. Legal authority
may be documented by a resolution or official minutes from the jurisdiction and will be required at the time that the
award contract is to be signed. It is not required for the grant application.
The Committee will consider the following factors and prioritize awards based on, but not limited to:
• Overall jurisdiction/fire department budget
• Number of firefighters
• Population serviced
• Current inventory of turnout gear cleaning equipment
Two or more jurisdictions, in close proximity, may submit joint applications
Grant Process:
An evaluation committee will review and score the applications based on the above criteria and present a
recommendation to the Commissioner of Public Safety who make the final determination. Once a request has been
awarded, a formal award agreement will be prepared and must be signed by the awardee organization and the
Department of Public Safety. Once the signature process has been completed, the award is considered fully executed
and becomes a legally binding agreement between the grantee organization and the Department of Public Safety.
Audit/Compliance:
The award funds are available on a cost reimbursement basis where costs are reimbursed after they are incurred and
paid by the grantee agencies. The grantee organization will be required to provide to the State Fire Marshal Division the
written summary of all expenditures, including documentation on how the award and matching funds were spent.
Application Submission:
A complete application packet must be received by 4:30 pm CST November 3, 2015, preferably by email
at nanci.libor(@state.mn.us or by mail:
State Fire Marshal Division
Attn: Nanci Libor
445 Minnesota Street, Suite #145
St. Paul, MN 55101-5145
Applications not received by this deadline will not be considered. It is the responsibility of the applicants to ensure that
their application is received by the deadline.
Any questions about the application process should be directed to Nanci Libor at 612-270-6956 or
nanci.libor@state.mn.us.
RECOMMENDATION
Staff recommends that city council approve the purchase of the extractor wash machine from the lower
of the two bids. The new washer will replace the current washer that is 20+ years old. Total purchase
price will be $8,032 and be funded from the Capital Improvement Program.
If approved for grant reimbursement, the City of Chanhassen would be reimbursed $6,024 of the
purchase.