HomeMy WebLinkAbout2022-09-27-Meeting Minutes Public Safety Committee Meeting Commission Chamber - 9/27/2022
ATTENDANCE:
Present: Hons. Hardie Davis, Jr., Mayor; Clarke, Chairman; D. Williams, Vice Chairman; Garrett, member. Absent:
Hon. B. Williams, member.
PUBLIC SAFETY
1. Motion to approve Proposal from Faster Asset Solutions, Inc. for the Implementation of Faster Web as a
sole source procurement.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes
3-0.
Commissioner Brandon
Garrett
Commissioner Dennis
Williams Passes
2. Motion to approve award of RCCI's Inmates' Commissary operation to Stewart Distribution.Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes
3-0.
Commissioner Brandon
Garrett
Commissioner Dennis
Williams Passes
3. Motion to approve the minutes of Public Safety Committee September 13, 2022. Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes
3-0.
Commissioner Brandon
Garrett
Commissioner Dennis
Williams Passes
4. Motion to approve ARP Funds in the amount of $6,931,618 for the purchase of 2022 and 2023
replacement fire apparatus and light vehicles and additional funding for air light support unit approved in
2022 budget.
Item
Action:
Approved
Motions
Motion
Type
Motion Text Made By Seconded By Motion
Result
Approve
Motion to approve.
Motion Passes
3-0.
Commissioner Brandon
Garrett
Commissioner John
Clarke Passes
www.augustaga.gov
I N FORMAT!ON TECHNOTOGY
Tameka AIIen
Chief Information Offi cer
Gary Hewett
Officer Deputy Chief Information Officer
To: Ms. Geri Sams, Director, Procurement
From: Ms. Tameka Allen, CIO, Information T
Reggie Horne
Deputy Chief Information Officer
'ir*Sri'i5 4;{}li-'ii
Date: September 15,2022
Subject: Sole Source Justification for Fister Web
Faster Windows is the Fleet Asset Management system currently used by the Central Services
Department. Information Technology in conjunction with Central Services has been looking to
migrate this application to a new web-based platform known as Faster Web that was previously
unavailable when this system was initially implemented. This new platform will provide a better user
experience for both Fleet Services and City Departments/Offices.
This migration to the new platform will allow for features that currently do not exist to be used across
the City. Among those features are a web-based portal that can be used across City Departments to
track real-time fuel expenditures, preventative maintenance reports, work orders, and so forth.
Additionally, this move to the new platform will allow for a more efficient user interface with better
software tools that will assist Fleet Services in comprehensively managing vehicles from initial
acquisition planning through disposal.
I have attached the quote for this migration. I am requesting Sole Source approval based on the fact
that Faster Asset Solutions is the original manufacturer of this application and that there are no other
vendors who can provide this service. This migration to Faster Web will be funded from the Central
Service s capital budget (27 20 1 6440 - 5 424 I 20\.
I am requesting your approval to proceed with this endeavor and require your signature below. This.
item will go before Commission for lnal authorization if approved by you. Thank you in advance for
your ion and response.
a /2o--
Information Technology
535 Telfair Street. Building 2000
Augusta, GA 30901
('706) 82t-2s22 - FAX (706) 821-2530
www.AugustaGa.gov
rector, Procurement
Attachment
'2a-
Print Form
z-.a--t
-..-GIA
Sole Source Justification (Reference Article 6, Procurement Source Selection Methods and
Contract Awardso S 1-10-56 SOLE SOURCE PROCUREMENT
Vendor:Faster Asqpt Solr rtion<E-Verify Number:)'t)'t0,4
Commodity: Faster Web
Estimated annual expenditure for the above commodity or service:s124.17s.00
lnitial all entrieq helow thaf annlv to fhe nronosed purchase. Attach a memorandum containing complete
justification and support documentation as directed in initialed entry. (More than one entry will apply to most
sole source products/services requested).
t.SOLE SOURCE REQUEST IS FOR THE ORIGINAL MANUFACTURER OR PROVIDER,
THERE ARE NO REGIONAL DISTRIBUTORS. (Attach the manufacturer's written
certification that no regional distributors exist. Item no. 4 also must be completed.)
SOLE SOURCE REQUEST IS FOR ONLY THE AUGUSTA GEORGIA AREA
DISTRIBUTOR OF THE ORIGINAL MANUFACTURER OR PROVIDER. (Attach the
manufacturer's - not the distributor's - written certification that identifies all regional
distributors. ltem no. 4 also must be completed.)
THE PARTSiEQUIPMENT ARE NOT INTERCHANGEABLE WITH SIMILAR PARTS OF
ANOTHER MANUFACTURER. (Explain in separate memorandum.)
THIS IS THE ONLY KNOWN ITEM OR SERVICE THAT WILL MEET THE SPECIALIZED
NEEDS OF THIS DEPARTMENT OR PERFORM THE INTENDED FUNCTION. (Attach
memorandum with details of specialized function or application.)
THE PARTS/EQUIPMENT ARE REQUIRED FROM THIS SOURCE TO PERMIT
STANDARDIZATION. (Attach memorandum describing basis for standardization request.)
NONE OF THE ABOVE APPLY. A DETAILED EXPLANATION AND JUSTIFICATION
FOR THIS SOLE SOURCE REQUEST IS CONTAINED IN ATTACHED MEMORANDUM.
The undersigned requests that competitive procurement be waived and that the vendor identified as the supplier
of the service or material described in this sole source justification be authorized as a sole source for the service
or material.
Name:
2.
x
Department Head
Approval Aut
Technoloqy Date: 9/14/2022
o"t.,{[tq/o.ra+
Date: q/ilurn
3.
4.
5.
6.
Administrator Approval: (required - not required)
COMMENTS:
Rev.09/10/12
fieyuirn s fu7v1vYl,s*bn fuf"'t/''l
Date:
FASTER Asset Solutions Quote and Proposal
Reggie Horne
Deputy Chief Information Offic
Augusta-Richmond County, GA
FASTER Asset Solutions is pleased to submit our proposal, Augusta Richmond County, GA: FASTER Web Migration. FASTER has been in business
since 1982 and provides FMIS systems to cities, counties, states, universities, airports, transit, public utilities, and private companies. FASTER is
the largest provider of fleet management information systems (FMIS) to municipal governments in North America. We also believe FASTER is a
superior choice because of the following key strategic differences in our company.
The Most Experienced Staff in the Industry:
Seventy percent of FASTER’s technical staff have been with us for more than 10 years. Reference checks will also reveal that no other vendor
offers the level of professional technical support staff and responsiveness as FASTER. This results in a better implementation experience along
with superior ongoing support, which ultimately results in better system utilization and ROI.
FASTER Invests in the Long-Term:
No other systems provider offers better systems longevity or a more advanced and stable system. For nearly 40 years now we have
continuously improved our system through three generations of technology. FASTER Web is our latest release and includes the ability to deploy
as a cloud-based or on-premises system and integrate easily with other software through API technology.
We are Product and Service Focused:
Likely the most important distinction of our company is that FASTER is product and service focused. Our strategy to continually reinvest in our
products, solutions, and staff, allows us to build a reputation with our customers and partners to have industry leading software and the most
responsive and knowledgeable support team in the asset management space.
Thank you for the opportunity to earn your business. If there is any additional information we can provide, or questions we can answer, please
don't hesitate to let us know.
Sincerely,
Best Regards,
John Griffin
FASTER Asset Solutions
Business Development Manager
Direct 757.623.1700 ext 3034
Mobile: 205.515.2167
John.G@fasterasset.com
John Griffin
john.g@fasterasset.com
Quote
FASTER Asset Solutions - Quote # 1209 1 / 9
FASTER Asset Solutions
760 Lynnhaven Pkwy, Suite 203
Virginia Beach, VA 23452
United States
T: 4023055850
Quote #1209
Date Aug 10, 2022
Expires Aug 31, 2023
Contact John Griffin
Prepared for Augusta-Richmond County, GA
Reggie Horne
1568 Broad Street
Augusta, GA 30904-6009
United States
T: 706-821-1571
E: horne@augustaga.gov
Augusta Richmond County, GA: FASTER Web Migration
One-Time Fees
Category Item Qty Price Total
LICENSE FASTER WEB CORE LICENSE FEE
FASTER WEB Core license fee per standard asset.
Standard assets are those originally valued at $5,000 or greater and
active).
This includes one instance of the FASTER Web Application with one
database.
Unlimited user access (named accounts) included.
40% Item Discount ($50,310.00)
1677 $75.00 $125,775.00
$75,465.00
FASTER (Code: 001)
LICENSE FASTER WEB Non Standard Assets License Fee
For non standard assets (initial purchase price <$5,000). Includes setup,
license fee, lifetime software updates for customers, first year
maintenance and support.
Fuel Only assets are also considered non standard regardless of initial
purchase price.
40% Item Discount ($4,000.00)
400 $25.00 $10,000.00
$6,000.00
FASTER (Code: 012a)
ACCEPT QUOTE
Quote
FASTER Asset Solutions - Quote # 1209 2 / 9
One-Time Subtotal $137,775.00
Discount ($55,310.00)
Annual Support And
Maintenance Subtotal $36,155.00
SETUP /
INTERFACE
Database Management & Setup Migrating Customer
Establishment of one FASTER Web instance with a single Database. This
setup includes the FASTER Web test environment that will be used during
the entire implementation, all database configuration, testing, backup
configuration, and validation. Includes 24x7x365 cloud database
access. This same environment will be promoted to be the production
environment at the time of Go-Live.
Backups: Hourly database backups will be conducted to ensure
consistent and recoverable backups of the database to restore from
in the event of an emergency. Database Backups will be limited to 14
days of recoverability. Backups will also be sent daily to a secure,
offsite location
Item Discount ($1,000.00)
1 $2,000.00 $2,000.00
$1,000.00
Faster Asset (Code: 620)
Category Item Qty Price Total
Annual Fees
Category Item Qty Price Total
SUPPORT and
MAINTENANCE
FASTER WEB CORE ANNUAL SUPPORT & MAINTENANCE
FASTER WEB Core annual support and maintenance fee per standard
asset.
1677 $15.00 $25,155.00
FASTER (Code: 001A)
SUPPORT and
MAINTENANCE
FASTER WEB NON STANDARD ANNUAL SUPPORT & MAINTENANCE
FASTER WEB Non-Standard Assets annual support and maintenance fee
per non-standard asset.
400 $5.00 $2,000.00
FASTER (Code: FWNSALICANN)
SUPPORT and
MAINTENANCE
Database Annual Support and Maintenance
Annual fee for support, maintenance, software upgrades,
firmware/database management, data storage, and report management.
Backups: Hourly database backups will be conducted to ensure
consistent and recoverable backups of the database to restore from
in the event of an emergency. Database Backups will be limited to
14 days of recoverability. Backups will also be sent daily to a secure,
offsite location
Includes 24x7x365 cloud database access.
1 $9,000.00 $9,000.00
FASTER (Code: DBMSANN)
* Annual Support and Maintenance Fees billing schedules are outlined in the terms and conditions.
Quote
FASTER Asset Solutions - Quote # 1209 3 / 9
FASTER Web Interface Add-On Solutions
One-Time Fees
Category Item Qty Price Total
SETUP /
INTERFACE
Fuel Import - Single Vendor (Existing Customer)
Single Vendor Fuel Import
This is a single vendor fuel import for an existing customer who has been
live on a FASTER product for more than 6 months. The import includes 1
(one) of the following options:
1. Import a new fuel vendor fuel transaction file.
2. Import a new fuel file from your existing vendor.
FASTER will conduct complete configuration and testing of the fuel file
layout and export files (flat files) from the fuel system.
Site & Dispenser optional add on is available, if required, to the single
vendor fuel import
2 $3,605.00 $7,210.00
FASTER (Code: 301)
SETUP /
INTERFACE
Single Vendor Site and Dispenser Add On
This is an optional add-on to the Fuel Import (FI) to enable you to track the
specific fuel site and/or fuel dispenser. This optional add on allows
configuration to track Inventory Items so fuel imports deplete quantity from
inventory.
100% Item Discount ($2,575.00)
1 $2,575.00 $2,575.00
$0.00
Faster Asset (Code: 303)
SETUP /
INTERFACE
Dashboard
The Faster Dashboard provides easy access to an at-a-glance overview of
key performance indicators and data for your organization. The FASTER
Dashboard is designed to give fleets a way to monitor performance,
communicate, and make quick decisions about their operations. It comes
with 20 Key Performance Indicators (KPIs) charts within the Dashboard Add-
on, which includes the 8 module landing charts available within FASTER Web
which can also be accessed via the Dashboard for one convenient high level
overview.
100% Item Discount ($10,300.00)
1 $10,300.00 $10,300.00
$0.00
FASTER (Code: 207nc)
Quote
FASTER Asset Solutions - Quote # 1209 4 / 9
One-Time Subtotal $20,085.00
Discount ($12,875.00)
Annual Support And
Maintenance Subtotal $4,017.00
SETUP /
INTERFACE
Barcoding Add-On Setup Optional
The FASTER Barcoding Add-on provides the ability to scan and print labels
on customer provided hardware. This module allows for ease of data entry
as well as inventory control.
Beneficial add on for use with in-house numbering system. OEM labels
may be used effectively as well.
Simplifies inventory and intake processes for inventory items and
storerooms.
Quickly scan incoming inventory with 2D or Symbology – Code 128
barcodes.
Reduces data errors that occur with any manual data entry process.
Print barcode labels for items, including labels for a range of items
simultaneously.
1 $6,180.00 $0.00
Not Selected
FASTER (Code: 208)
Category Item Qty Price Total
Annual Fees
Category Item Qty Price Total
SUPPORT and
MAINTENANCE
Fuel Import Single Vendor Support and Maintenance Existing Customer
Annual support and maintenance for fuel import for existing customer
2 $721.00 $1,442.00
FASTER (Code: 301ann)
SUPPORT and
MAINTENANCE
Single Vendor Site and Dispenser Support and Maintenance
Annual support and maintenance for site and dispenser
1 $515.00 $515.00
FASTER (Code: 303ann)
SUPPORT and
MAINTENANCE
Dashboard Annual Support and Maintenance 1 $2,060.00 $2,060.00
FASTER (Code: 207ncann)
SUPPORT and
MAINTENANCE
Barcoding Add-On Annual Support & Maintenance Optional
Annual recurring support and maintenance for barcode module
1 $1,236.00 $0.00
Not Selected
FASTER (Code: 208ANN)
* Annual Support and Maintenance Fees billing schedules are outlined in the terms and conditions.
FASTER Web Data Services
One-Time Fees
Quote
FASTER Asset Solutions - Quote # 1209 5 / 9
One-Time Subtotal $40,000.00
Discount ($16,000.00)
Category Item Qty Price Total
Service / Data Migration Data Conversion
The Migration Data Conversion Product is used for migrating data from
FASTER Win to FASTER Web.
Data Migration for FASTER Win Add-Ons are quoted individually and
require an individual requirements scope
Data Migration for FASTER Win Customizations are quoted individually
and require an individual requirements scope
Item Discount ($8,000.00)
1 $20,000.00 $20,000.00
$12,000.00
Faster Asset (Code: 408)
Base Price $20,000.00 $20,000.00
Service /
Migration
Migration Win to Web Reports
FASTER Win report(s), previously developed using Crystal Reporting Services,
will be used as a template to build each corresponding report using the
FASTER Web Reporting tool.
Discounted cost reflects that no requirements, specification or
approval process related to these reports is needed.
The stored procedure and RPT file will be used as a template and re-
constructed for FASTER Web
Report(s) are delivered at Soft Go-Live for customer testing.
Reports will be transitioned without modification. Should customer
request/require modifications FASTER will conduct a requirements
reveiew and provide a cost for requested modifications.
Excel – Data Only option in FASTER Win requires a custom export for
FASTER Web to ensure you get data export format is presented as
desired
FASTER Web uses a structured database model which may result in
slight modifications between FASTER Win and Faster Web reports.
Item Discount ($8,000.00)
1 $20,000.00 $20,000.00
$12,000.00
Faster Asset (Code: 330m)
Win to Web Report Migrations:
ARC3219 (330m1)
ARC3219FV (330m2)
ARC3307 (330m3)
ARC3307Detail (330m4)
FASTER Web Training
One-Time Fees
Category Item Qty Price Total
Quote
FASTER Asset Solutions - Quote # 1209 6 / 9
Training System Overview Meetings (SOM)
System overview meetings take place via live, remote web-based sessions.
Either one or two overview meetings are conducted depending on the
number of participants and availability.
1 $3,300.00 $3,300.00
Faster Asset (Code: 511a)
Training Configuration Training
Configuration Training takes place via live, remote, web-based sessions. Up
to three sessions are scheduled based on number of participants, customer
availability, and if account coding configuration training is required.
1 $3,300.00 $3,300.00
Faster Asset (Code: 511b)
Training System Training/Go Live
On Site Training - Go Live
Hands-on instructor led training at a single location for up to 20 attendees.
Additional training sessions and instructors may be added at any time, if
needed, up to 4 (four) weeks prior to go live date.
1 $0.00 $0.00
FASTER (Code: 512)
Training Asset Module Go Live Training Class
4 Hour live training session with in person on site trainer
1 $800.00 $800.00
FASTER (Code: 512a)
Training Maintenance Module Go Live Training Class
4 Hour live training session with in person on site trainer
1 $800.00 $800.00
FASTER (Code: 512b)
Training Inventory Module Go Live Training Class
4 Hour live training session with in person on site trainer
1 $800.00 $800.00
FASTER (Code: 512c)
Training Fuel Module Go Live Training Class
1 Hour live training session with in person on site trainer
1 $200.00 $200.00
FASTER (Code: 512d)
Training Vendors & Accounting Module Go Live Training Class
1.5 Hour live training session with in person on site trainer
1 $300.00 $300.00
FASTER (Code: 512e)
Training Technician Module Go Live Training Class
2.5 Hour live training session with in person on site trainer
2 $500.00 $1,000.00†
FASTER (Code: 512f)
Category Item Qty Price Total
Quote
FASTER Asset Solutions - Quote # 1209 7 / 9
One-Time Subtotal $10,500.00
† Non-taxable item
Please contact us if you have any questions.
One-Time Subtotal $208,360.00
Discount ($84,185.00)
Total One-Time $124,175.00 USD
Total Annual Support
And Maintenance $40,172.00 USD
Training Go-Live Week System Training - Additional Trainer(s)Optional
Trainers are available on site for approximately 8 hours per day for the go
live week. If additional trainers are needed due to shift work, exceeding
maximum class size, or other customer driven training requirements. Costs
are per additional FASTER trainer per week. All costs include travel, lodging,
and per diem. No additional costs are included.
1 $2,750.00 $0.00
Not Selected
FASTER (Code: 512g)
Training Remote Training Sessions Optional
This instructor led remote video session includes three, 4-hour blocks of
follow-up, additional or review training. Session options include any module
or question and answer session with key users.
Participants have the option to interact with the software in training
mode during the remote session.
Training is conducted via web conference software provided by
FASTER.
1 $1,150.00 $0.00
Not Selected
FASTER (Code: 515)
Category Item Qty Price Total
Summary
Cost Breakdown
ACCEPT QUOTE
Quote
FASTER Asset Solutions - Quote # 1209 8 / 9
Cost Breakdown
Category One-Time Fees Annual Fees
SETUP / INTERFACE $22,085.00 —
SUPPORT and MAINTENANCE —$40,172.00
Service / Data $20,000.00 —
Service / Migration $20,000.00 —
Training $10,500.00 —
LICENSE $135,775.00 —
Discount ($84,185.00)—
Total $124,175.00 USD $40,172.00 USD
The FASTER Web Upgrade & Support fee will be due upon software delivery of FASTER Web. Any months remaining on FASTER Win
support will be deducted from the first year fee.
Standard agreement for recurring pricing model is 60 months.
Cancellation of service prior to term expiration will result in an early termination fee equal to 85% of the recurring fees for the
remaining term period.
Hourly database backups (secure, offsite location) will be conducted to ensure consistent and recoverable backups of the
database to restore from in the event of an emergency.
Complete database recovery backups are available for 14 (fourteen) days.
Recurring fees may be increased after the initial term is completed.
Legacy Data Preparation and Cleanup
FASTER Asset Solutions always recommends that customers confirm that all legacy system data is current, accurate, and in good order. Data
maintained in good order from previous systems will not typically require any corrections and can be imported effectively and efficiently into
the FASTER Web product without issue. In the event that there are legacy data issues that require correction by the customer, FASTER Web
consultants will support those efforts for our customers by providing guidance and advice.
Quote
FASTER Asset Solutions - Quote # 1209 9 / 9
Public Safety Committee Meeting
9/27/2022 1:20 PM
Approve Sole Source Procurement Proposal from Faster Asset Solutions, Inc. for the Implementation of Faster Web
Department:Information Technology
Presenter:Reggie Horne, Deputy CIO
Caption:Motion to approve Proposal from Faster Asset Solutions, Inc. for the
Implementation of Faster Web as a sole source procurement.
Background:Faster Windows is the Fleet Asset Management system currently used by
the Central Services Department. Information Technology in conjunction
with Central Services has been looking to migrate this application to a new
web-based platform known as Faster Web that was previously unavailable
when this system was initially implemented. This new platform will
provide a better user experience for both Fleet Services and City
Departments/Offices.
Analysis:This migration to the new platform will allow for features that currently do
not exist to be used across the City. Among those features are a web-based
portal that can be used across City Departments to track real-time fuel
expenditures, preventative maintenance reports, work orders, and so forth.
Additionally, this move to the new platform will allow for a more efficient
user interface with better software tools that will assist Fleet Services in
comprehensively managing vehicles from initial acquisition planning
through disposal.
Financial Impact:Estimated up-front cost is $124,175.00 to be funded from the Central
Services capital budget (272016440-5424120).
Alternatives:N/A
Recommendation:Approve Proposal from Faster Asset Solutions, Inc. for the
Implementation of Faster Web
Funds are Available in
the Following
Accounts:
This project is to be funded from the Central Services capital budget
(272016440-5424120).
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Public Safety Committee Meeting
9/27/2022 1:20 PM
Inmates Commissary
Department:Richmond County Correctional Institution
Presenter:Evan Joseph
Caption:Motion to approve award of RCCI's Inmates' Commissary operation to
Stewart Distribution.
Background:Under the Rules of the Board of Corrections, each prison facility is
authorized to operate a commissary for the benefit of assigned inmates.
Analysis:A Request for Proposal-(RFP #22-212) was completed in July 2022, and
four (4) compliant vendors responded. The committee met and evaluated
the submittals, and Stewart Distribution was the recommended vendor.
Financial Impact:There are no financial liabilities to the city. Inmates are allowed to spend
up to One Hundred ($100.00) dollars per week. The Commissary Vendor
will also pay the city an agreed upon percentage of the net sales.
Alternatives:
Recommendation:Request approval for three (3) years with two additional 1-year options for
a contract with Stewart Distribution effective January 1, 2023.
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Minutes:
Public Safety Committee Meeting Commission Chamber- 9/13/2022- 1:20 PM
PUBLIC SAFETY:
Present: Hons. J. Clarke, Chairman, D. Williams, Vice Chairman, B.
Williams and B. Garrett, members.
1. Motion to approve Contract with Koa Hills Consulting, LLC to provide On-
Demand ERP Support and Configuration Services.
It was a consensus of the committee to approve without objections.
2. Motion to approve the request to move funds to the Richmond County Sheriff’s
Office Training Range Capital Outlay.
It was a consensus of the committee to approve without objections.
3. Motion to approve the minutes of the Public Safety Committee held August 30,
2022.
It was a consensus of the committee to approved without objections.
***Meeting adjourned***
Public Safety Committee Meeting
9/27/2022 1:20 PM
Minutes Public Safety Committee
Department:Office of the Clerk of Commission
Presenter:Office Clerk of Commission
Caption:Motion to approve the minutes of Public Safety Committee September 13,
2022.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Public Safety Committee Meeting
9/27/2022 1:20 PM
ARP Funding Request for 2022 Fire Apparatus
Department:Office of the Administrator
Presenter:Chief Antonio Burden
Caption:Motion to approve ARP Funds in the amount of $6,931,618 for the
purchase of 2022 and 2023 replacement fire apparatus and light vehicles
and additional funding for air light support unit approved in 2022 budget.
Background:The Fire Department’s revenue stream comes from property taxes and
insurance premiums for salaries, general operating expenses, and
miscellaneous administrative fees, but does not provide enough funding
for fire apparatus replacements and light duty vehicles utilized by fire
suppression command staff, fire inspectors/investigators and various
administrative personnel. To ensure a consistent replacement schedule,
the Fire Department has historically used SPLOST funds to offset funding
for this expense. There were no funds allocated in SPLOST VIII to replace
fire trucks or light vehicles for the next five years. s a result, the Fire
Department needs a supplementary funding source to ensure steady
replacement of front-line fire apparatus and vehicles for support personnel.
Funds were approved in the Fire Department’s 2022 Budget to purchase
an air/light support unit. There will be a funding shortage for this project
due to supply chain issues and the increased cost of materials since the
submission of the 2022 Budget. We would like to utilize ARP funds
while they are available to continue these projects.
Analysis:According to Skip Gibson, Community Hazard Mitigation manager for
ISO, a full 50% of an organization’s ISO rating is attributed to apparatus.
As an ISO Class 1 department we are required to maintain a certain
number of reserve apparatus outfitted with tools and equipment
comparable to a frontline apparatus. It is also expected that all fire
department apparatuses are well maintained and in optimal working
condition. With several apparatus out of service due to ongoing
mechanical issues, we have been forced to use reserve apparatus as
frontline equipment for an extended length of time. This in turn takes those
resources out of ready reserve status. Not having the required reserve
apparatus could have a negative impact on our next ISO evaluation.
Vehicle replacement is based on community needs, years in service
maintenance costs, and fuel costs. Career fire department engines and
aerial trucks both have an expected life span of approximately 10 years
with the first 6 years being a front-line apparatus. After which, the
machine should be placed in the reserve fleet and replaced with a new
vehicle. The requested amount of $6,761,618, will cover light vehicle and
fire truck replacement for 2022 and 2023. The replacement needs for 2022
include seven support vehicles, a pumper engine, and an aerial ladder
truck. In 2023 it will be necessary to replace nine light vehicles, one
pumper engine, one tiller ladder truck, one tender, and one ambulance. The
nationwide supply/demand crisis has affected purchasing fire apparatus.
Currently most manufacturers are estimating an 18–24-month lead time to
build custom fire trucks. Within this system, manufacturers also build a
minimum amount of “stock” vehicles that can be obtained with much
smaller lead times, possibly as soon as years end. Ten-8 has stock vehicles
that closely meet the needs of the community and the department. These
trucks are similar to current apparatus being utilized by Augusta
firefighters. Ten-8 will make them available nationwide and on a “first
come, first serve” basis. This requires some quick attention on our part to
obtain them. To obtain speedy delivery for 2022 fire trucks, Procurement
has approved the purchase of stock vehicles on an emergency basis. 2023
fire trucks will be custom build and obtained via competitive bidding
arriving sometime in 2024. In addition, funds were approved in the Fire
Department’s 2022 Budget to purchase an air/light support unit. This
vehicle is responsible for supplying and replenishing oxygen to
firefighters’ SCBA equipment. At the time the budget was submitted in
August of 2021, the estimated cost to manufacture this vehicle was
$330,000. Due to supply chain issues and the increased cost of materials,
by January 2022 this estimate had increased to $375,000 leaving a shortfall
of $45,000.
Financial Impact:2022: $3,055,000 Engine - $800,000, Aerial Truck - 1,800,000, Air/Light
Support Unit - $45,000, Light Vehicles for Support Personnel - $410,000
2023: $3,706,618 Engine - $778,000, Tiller Ladder Truck - $2,000,000,
Tender - $344,844, Ambulance - $273,774, Light Vehicles for Support
Personnel - $480,000
Alternatives:None at this time.
Recommendation:To approve the motion to approve ARP Funds in the amount of $6,931,618
for the purchase of 2022 and 2023 replacement fire apparatus and light
vehicles and additional funding for air light support unit approved in 2022
budget.
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY: