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FEMA AFG FY 2025 NOFO
By adhering to these guidelines, recipients can ensure compliance with FEMA requirements for payment requests during the closeout period.
Amendments to AFG Program Awards: Guidelines
General Expectations:
• Recipients are expected to complete their projects as awarded. • The AFG Program does not guarantee approval of any deviation from the original award. • Amendments may be approved by FEMA on a case-by-case basis for specific reasons.
Allowable Reasons for Amendments:
1. Extension of the Period of Performance (POP):
• Extensions are limited to 6 months and only to complete the original, unamended scope of work. (vehicles/apparatus awards may be granted additional time) • Extensions cannot be used to utilize excess funds.
• Extension requests must be submitted 120 days prior to the period of performance expiring
2. Changes to the Award Scope:
• Changes to specific item descriptions.
• Adjustments to quantities of items or services procured. • Retroactive approval (pre-award).
• Closeout issues.
3. Budget Changes:
• Non-closeout deobligation of funds.
• Adjustments to unit prices due to changes in quantities.
Submission Requirements:
• Amendments must be submitted via FEMA GO.
• Requests must include specific and compelling justifications for the proposed changes. • Amendments must be submitted at least 120 days before the end of the Period of Performance (POP).
Additional Requirements:
• Recipients must maintain an active SAM.gov registration for all amendments to be considered.
By adhering to these guidelines, recipients can ensure their amendment requests are properly submitted and have the best chance of being approved by FEMA.
Deobligation of Unused Funds: Guidelines
What is Deobligation?
• Deobligation refers to the return of unused funds, including:
o Funds previously drawn down via payment requests.
o Remaining award funding that was never requested.
Process for Deobligation:
1. Submit an Amendment in FEMA GO:
• The recipient must submit an amendment stating that the unliquidated funds are not necessary for fulfilling the grant’s obligations or mission. • The amendment must also indicate the recipient’s understanding that the returned funds will be deobligated and will no longer be available for any future award expenses.
2. Confirmation Process:
• FEMA will confirm the deobligation amendment with all points of contact listed in the grant.
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FEMA AFG FY 2025 NOFO
• After confirmation, FEMA will hold the approved deobligation request for 14 days to allow the recipient time to reconsider.
3. Finalization:
• Once processed, the deobligation of funds is permanent and cannot be reversed.
Impact of Deobligation:
• Deobligation will:
o Decrease the federal portion of the grant.
o Reduce the recipient’s Cost Share obligation.
o
By following this process, recipients can return unused funds in compliance with FEMA guidelines while ensuring proper documentation and understanding of the deobligation's finality.
Disposition of Grant Funded Equipment
A recipient must use, manage, and dispose of AFG Program-funded equipment in accordance with the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards at 2 C.F.R. § 200.313. Except for state governments, when original or replacement equipment acquired under an AFG award is no longer needed for the original project, program, or other activities currently or previously supported by a federal awarding agency, the recipient must request disposition instructions from FEMA. FEMA strongly recommends contacting the Fire Grants Help Desk prior to the disposition of AFG Program funded equipment, to include vehicles.
(877) 637-3473
Quote
Quote # QT2122636
Date 10/09/2026
QT2122636
Bill To
HANFORD FIRE DEPARTMENT
Accounts Payable
350 W GRANGEVILLE BLVD
HANFORD CA 93230-2855
United States
Expires 12/31/2026
Sales Rep Ortiz, Jason
PO # Scott 5.5 AirPaks for AFG with RDI Comms
Shipping Method FedEx Ground
Customer HANFORD FIRE DEPARTMENT (CA)
Customer # C49808
Ship To
HANFORD FIRE DEPARTMENT
Accounts Payable
350 W GRANGEVILLE BLVD
HANFORD CA 93230-2855
United States
Item Alt. Item # Units Description QTY Unit Price Amount X5915026305303 3M™ Scott™ Air-Pak™ X3 Pro SCBA with SnapChange X5915026305303, 5.5, E-Z Flo C5, QD Hose, UEBSS, Pak-Tracker
27 $8,225.09 $222,077.43
200970-01 CYL&VALV,QD,CARB,45/5500 ASSY
3M Scott Safety 5.5 Snap Change Cylinder
54 $1,535.16 $82,898.64
Scott X3 FP1M50001M0000
0 FP1M50001M00000
Scott X3
3M™ Scott™ Vision C5 Facepiece w/Radio Direct
Interface, No Bone Conduction Gen 2, BK Radio
Connection RDI, 5-Strap, Kev, Medium
27 $1,419.91 $38,337.57
***This is not our best and final offer. We are awaiting special pricing from Scott Safety***
Contact: C49808 HANFORD FIRE DEPARTMENT (CA) : Jared Bracy (559) 585-2545 Subtotal $343,313.64
Shipping Cost $0.00
Tax Total $28,323.38
Total $371,637.02
This Quotation is subject to any applicable sales tax and shipping and handling charges that may apply. Tax and shipping charges are considered estimated and will be recalculated at the time of invoice to ensure they take into account the most current information.
All returns must be processed within 30 days of receipt and require a return authorization number and are subject to a restocking fee.
Custom orders are not returnable. Effective tax rate will be applicable at the time of invoice.
Ph: 510-839-5111
TF: 800-443-3556
[email protected]
UEI#: DDLSADSWN7U7
Pacific North Division
6723 Sierra Court, Suite C
Dublin, CA 94568
www.LNCurtis.com
Quotation
CUSTOMER: SHIP TO:
Hanford City Fire Department
CA
Accounts Payable
315 North Douty Street
Hanford CA 93230
Hanford City Fire Department
CA
Attn: Bryan Wolfe
350 West Grangeville Boulevard
Hanford CA 93230
QUOTATION NO. ISSUED DATE EXPIRATION DATE
407475 10/07/2026 11/06/2026
SALESPERSON CUSTOMER SERVICE REP
Chris Parano
[email protected]
559-301-5156
Steve Price
[email protected]
510-268-3333
REQUISITION NO. REQUESTING PARTY CUSTOMER NO. TERMS OFFER CLASS Bryan Wolfe C33112 Net 30 SW-PPE
F.O.B. SHIP VIA DELIVERY REQ. BY
SP Standard Shipping
SPECIAL INSTRUCTIONS
Pricing per Sourcewell contract #
PPE - 010424
Member ID# 85061
NOTES & DISCLAIMERS
Thank you for this opportunity to quote. We are pleased to offer requested items below. If you have any questions, need additional information, or would like to place an order, please contact your Customer Service Rep as noted above.
Safety Warning Notice: Products offered, sold, or invoiced herewith may have an applicable Safety Data Sheet (SDS) as prepared by the manufacturer of the product. The SDS is provided with the product. In addition, manufacturer’s safety and/or warning notices, instructions and information relating to the proper use and care of the product is provided with the product. All applicable SDS, safety and/or warning notices, instructions and other information provided with the product should be thoroughly read, reviewed, and understood prior to handling, distributing, using, reselling, or servicing any and all products provided by Curtis. Materials utilized to clean, repair, maintain and/or service your owned equipment, as well as Curtis owned equipment, may contain per-and polyfluoroalkyl substances (PFAS) to meet national standards or original equipment manufacturer specifications. For other important product notices and warnings, or to request an SDS, product specifications, manufacturer’s safety notices, instructions and/or warning notices, please contact Curtis or visit https://www.lncurtis.com/product-notices-warnings
LN QTY UNIT PART NUMBER DESCRIPTION PL UNIT PRICE TOTAL PRICE 1 17 PR 4301420-10-M
GLO
Size 10M 14" Supralite Pull-On
Structural Firefighting Boots, Meets
NFPA
** WARNING: This PPE product
incorporates PFAS to achieve liquid
repellency, breathability, or durability
and/or to meet current applicable NFPA
performance standards.
SIZES TBD
List Price - $ 913.00
Less 27.5% per Sourcewell contract
#010424 - $ 661.93
SFR $661.93 $11,252.81
Ph: 510-839-5111
TF: 800-443-3556
[email protected]
UEI#: DDLSADSWN7U7
Pacific North Division
6723 Sierra Court, Suite C
Dublin, CA 94568
www.LNCurtis.com
LN QTY UNIT PART NUMBER DESCRIPTION PL UNIT PRICE TOTAL PRICE 2 17 PR FC-87SL-L
FIRECRAFT
Large FireLine Wildand Gloves, Red Pull
Tab, Elastic Snugger, Meets NFPA 1977
SIZES TBD
List Price - $ 58.00
Less 5% per Sourcewell contract #
010424 - $ 55.10
SFR $55.10 $936.70
3 17 EA M2002LR
SHELTER
Large Size New Generation Fire Shelter
with Blue Carrying Case and Plastic
Liner
OM $667.53 $11,348.01
4 17 EA 112726-001-41
MYS RANCH
Large Black Plus 900 MWP OM $420.00 $7,140.00
5 17 EA 113354-001-01
MYS RANCH
Black Hydro 2.0, One Size OM $110.00 $1,870.00
6 17 EA G-XTREME PRO
JACKET -
INNOVATE -
GLOBE CUSTOM
Globe G-XTREME PRO Jacket with
GORE-TEX CROSSTECH Innovate
Moisture Barrier, as Below:
#7C745M, GXP G-XTREME
*Per Hanford City specifications
List Price - $ 4,291.56
Less 37% per Sourcewell contract
#010424 - $ 2,703.69
SFR $2,587.00 $43,979.00
7 17 EA GPS-REGULAR -
INNOVATE -
GLOBE CUSTOM
Globe Pant System Regular Fit Pants
with GORE-TEX CROSSTECH Innovate
Moisture Barrier, as Below:
#FC745M, GPS
*Per Hanford City specifications.
List Price - $ 2,979.79
Less 37% per Sourcewell contract
#010424 - $ 1,877.27
SFR $1,796.00 $30,532.00
Ph: 510-839-5111
TF: 800-443-3556
[email protected]
UEI#: DDLSADSWN7U7
Pacific North Division
6723 Sierra Court, Suite C
Dublin, CA 94568
www.LNCurtis.com
LN QTY UNIT PART NUMBER DESCRIPTION PL UNIT PRICE TOTAL PRICE Small Business
CAGE Code: 5E720
SIC Code: 5099
Federal Tax ID: 94-1214350
UEI #DDLSADSWN7U7
This pricing generally remains firm until 11/06/2026. Pricing is subject to change if product is affected by the implementation of a tariff. Contact us for updated pricing after this date.
Due to market volatility, global supply chain pressures, and supply shortages, we recommend contacting your local L.N. Curtis and sons office prior to placing your order to confirm pricing and availability. This excludes our GSA Contract and other Fixed Price Contracts which are governed by contract-specific prices, terms, and conditions.
Subtotal $107,058.52
Estimated Tax Total $8,832.33
Transportation* $0.00
*(to be added when order ships)
Total $115,890.85
View Terms of Sale and Return Policy
Date 10/7/2026
Quotation # BC10726
Expiration Date: 11/30/2026
Terms Net 30
Sales Rep. Brian Cox
Quantity Part Number Description Unit Price Amount
34 G2L (76N)-MD Fire Dex Dex-Pro 3D Leather Structural Glove - Gauntlet Cuff, Medium $135.00 $4,590.00 17 TG51SC Fire Dex TecGen 51 Standard Coat $499.00 $8,483.00 17 TG51SP Fire Dex TecGen 51 Standard Pant $400.00 $6,800.00 Notes: Subtotal $19,873.00
Tax Rate (8.25%) $1,639.52
Freight/Shipping
Total $21,512.52
If you have any questions concerning this quotation contact:
Brian Cox
Cell: (559) 862-7776
[email protected]
[email protected]
QUOTATION
350 W Grangeville Blvd
Hanford Fire Department
Customer Ship To:
** "Shipping and handling charges are not included in this quotation unless explicitly stated.
Bryan Wolfe
Hanford CA 93230
The total S&H amount will be determined and applied at the time of invoice." ** Thank you!
619-729-6578
Date:
To: EXPIRES 11/7/2026
Attn:
Phone:
E-Mail:
Qty Unit Description Price Extension
17 Ea Phenix Model TC003D-ESS - TC-1 Traditional Composite NFPA Fire Helmet $422.50 $7,182.50
Colors: TBD
Ratchet Suspension
8" Black Detachable Nomex Earflaps
Custom Comfort Pad
Nomex Combination Chinstrap
REMOVE - ESS Firepro Goggles w/ Long Strap
ADD ESS Firepro Goggles w/ 2-piece retainers
ADD ESS Underbrim Snap On/Snap Off Kit
American made Brass Eagle Finial
Reflective L/Y Tetrahedrons
Black Brim Trim
17 Ea Bullard FH911HR - Full Brim Wildland Helmet $87.85 $1,493.45 Colors: TBD
17 Ea Bullard R222 - Ear/Neck/Face Protector $53.75 $913.75 26 Ea Lion HD395142 - RedZone Particulate Hood, Black $159.00 $4,134.00 **The shipping below is an estimate. Actual shipping will be billed***
Terms: Net30
FOB: Factory
Delivery: 4-8 Weeks
Subtotal $13,723.70
8.250% $1,132.21
Quoted by - Thalia Reyes Shipping $109.00
[email protected] Total $14,964.91
Hanford Fire Dept
Sales Quote
#260930TR2
October 8, 2026
12328 Lower Azusa Road * Arcadia, California 91006 * Phone 626-652-0900 * Fax 626-652-0920 Bryan Wolfe
619-729-6578
Per your request, we are pleased to quote on the following. [email protected]
010424-MES
Rev. 3/2022 1
Solicitation Number: RFP #010424
CONTRACT
This Contract is between Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 (Sourcewell) and Municipal Emergency Services, Inc., 12 Turnberry Lane, 2nd Floor, Sandy Hook, CT 06482 (Supplier).
Sourcewell is a State of Minnesota local government unit and service cooperative created under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that offers cooperative procurement solutions to government entities. Participation is open to eligible federal, state/province, and municipal governmental entities, higher education, K-12 education, nonprofit, tribal government, and other public entities located in the United States and Canada.
Sourcewell issued a public solicitation for Firefighting Personal Protective Equipment with Related Equipment Cleaning from which Supplier was awarded a contract.
Supplier desires to contract with Sourcewell to provide equipment, products, or services to Sourcewell and the entities that access Sourcewell’s cooperative purchasing contracts (Participating Entities).
1. TERM OF CONTRACT
A. EFFECTIVE DATE. This Contract is effective upon the date of the final signature below.
EXPIRATION DATE AND EXTENSION. This Contract expires March 27, 2028, unless it is cancelled sooner pursuant to Article 22. This Contract allows up to three additional one-year extensions upon the request of Sourcewell and written agreement by Supplier. Sourcewell retains the right to consider additional extensions beyond seven years as required under exceptional circumstances.
B. SURVIVAL OF TERMS. Notwithstanding any expiration or termination of this Contract, all payment obligations incurred prior to expiration or termination will survive, as will the following: Articles 11 through 14 survive the expiration or cancellation of this Contract. All other rights will cease upon expiration or termination of this Contract.
2. EQUIPMENT, PRODUCTS, OR SERVICES
010424-MES
Rev. 3/2022 2
A. EQUIPMENT, PRODUCTS, OR SERVICES. Supplier will provide the Equipment, Products, or Services as stated in its Proposal submitted under the Solicitation Number listed above.
Supplier’s Equipment, Products, or Services Proposal (Proposal) is attached and incorporated into this Contract.
All Equipment and Products provided under this Contract must be new and the current model.
Supplier may offer close-out or refurbished Equipment or Products if they are clearly indicated in Supplier’s product and pricing list. Unless agreed to by the Participating Entities in advance, Equipment or Products must be delivered as operational to the Participating Entity’s site.
This Contract offers an indefinite quantity of sales, and while substantial volume is anticipated, sales and sales volume are not guaranteed.
B. WARRANTY. Supplier warrants that all Equipment, Products, and Services furnished are free from liens and encumbrances, and are free from defects in design, materials, and workmanship.
In addition, Supplier warrants the Equipment, Products, and Services are suitable for and will perform in accordance with the ordinary use for which they are intended. Supplier’s dealers and distributors must agree to assist the Participating Entity in reaching a resolution in any dispute over warranty terms with the manufacturer. Any manufacturer’s warranty that extends beyond the expiration of the Supplier’s warranty will be passed on to the Participating Entity.
C. DEALERS, DISTRIBUTORS, AND/OR RESELLERS. Upon Contract execution and throughout the Contract term, Supplier must provide to Sourcewell a current means to validate or authenticate Supplier’s authorized dealers, distributors, or resellers relative to the Equipment, Products, and Services offered under this Contract, which will be incorporated into this Contract by reference. It is the Supplier’s responsibility to ensure Sourcewell receives the most current information.
3. PRICING
All Equipment, Products, or Services under this Contract will be priced at or below the price stated in Supplier’s Proposal.
When providing pricing quotes to Participating Entities, all pricing quoted must reflect a Participating Entity’s total cost of acquisition. This means that the quoted cost is for delivered Equipment, Products, and Services that are operational for their intended purpose, and includes all costs to the Participating Entity’s requested delivery location.
Regardless of the payment method chosen by the Participating Entity, the total cost associated with any purchase option of the Equipment, Products, or Services must always be disclosed in the pricing quote to the applicable Participating Entity at the time of purchase.
010424-MES
Rev. 3/2022 3
A. SHIPPING AND SHIPPING COSTS. All delivered Equipment and Products must be properly packaged. Damaged Equipment and Products may be rejected. If the damage is not readily apparent at the time of delivery, Supplier must permit the Equipment and Products to be returned within a reasonable time at no cost to Sourcewell or its Participating Entities.
Participating Entities reserve the right to inspect the Equipment and Products at a reasonable time after delivery where circumstances or conditions prevent effective inspection of the Equipment and Products at the time of delivery. In the event of the delivery of nonconforming Equipment and Products, the Participating Entity will notify the Supplier as soon as possible and the Supplier will replace nonconforming Equipment and Products with conforming Equipment and Products that are acceptable to the Participating Entity.
Supplier must arrange for and pay for the return shipment on Equipment and Products that arrive in a defective or inoperable condition.
Sourcewell may declare the Supplier in breach of this Contract if the Supplier intentionally delivers substandard or inferior Equipment or Products.
B. SALES TAX. Each Participating Entity is responsible for supplying the Supplier with valid taxexemption certification(s). When ordering, a Participating Entity must indicate if it is a taxexempt entity.
C. HOT LIST PRICING. At any time during this Contract, Supplier may offer a specific selection of Equipment, Products, or Services at discounts greater than those listed in the Contract.
When Supplier determines it will offer Hot List Pricing, it must be submitted electronically to Sourcewell in a line-item format. Equipment, Products, or Services may be added or removed from the Hot List at any time through a Sourcewell Price and Product Change Form as defined in Article 4 below.
Hot List program and pricing may also be used to discount and liquidate close-out and discontinued Equipment and Products as long as those close-out and discontinued items are clearly identified as such. Current ordering process and administrative fees apply. Hot List Pricing must be published and made available to all Participating Entities.
4. PRODUCT AND PRICING CHANGE REQUESTS
Supplier may request Equipment, Product, or Service changes, additions, or deletions at any time. All requests must be made in writing by submitting a signed Sourcewell Price and Product Change Request Form to the assigned Sourcewell Supplier Development Administrator. This approved form is available from the assigned Sourcewell Supplier Development Administrator.
At a minimum, the request must:
x Identify the applicable Sourcewell contract number;
010424-MES
Rev. 3/2022 4
x Clearly specify the requested change;
x Provide sufficient detail to justify the requested change; x Individually list all Equipment, Products, or Services affected by the requested change, along with the requested change (e.g., addition, deletion, price change); and x Include a complete restatement of pricing documentation in Microsoft Excel with the effective date of the modified pricing, or product addition or deletion. The new pricing restatement must include all Equipment, Products, and Services offered, even for those items where pricing remains unchanged.
A fully executed Sourcewell Price and Product Change Request Form will become an amendment to this Contract and will be incorporated by reference.
5. PARTICIPATION, CONTRACT ACCESS, AND PARTICIPATING ENTITY REQUIREMENTS
A. PARTICIPATION. Sourcewell’s cooperative contracts are available and open to public and nonprofit entities across the United States and Canada; such as federal, state/province, municipal, K-12 and higher education, tribal government, and other public entities.
The benefits of this Contract should be available to all Participating Entities that can legally access the Equipment, Products, or Services under this Contract. A Participating Entity’s authority to access this Contract is determined through its cooperative purchasing, interlocal, or joint powers laws. Any entity accessing benefits of this Contract will be considered a Service Member of Sourcewell during such time of access. Supplier understands that a Participating Entity’s use of this Contract is at the Participating Entity’s sole convenience and Participating Entities reserve the right to obtain like Equipment, Products, or Services from any other source.
Supplier is responsible for familiarizing its sales and service forces with Sourcewell contract use eligibility requirements and documentation and will encourage potential participating entities to join Sourcewell. Sourcewell reserves the right to add and remove Participating Entities to its roster during the term of this Contract.
B. PUBLIC FACILITIES. Supplier’s employees may be required to perform work at governmentowned facilities, including schools. Supplier’s employees and agents must conduct themselves in a professional manner while on the premises, and in accordance with Participating Entity policies and procedures, and all applicable laws.
6. PARTICIPATING ENTITY USE AND PURCHASING
A. ORDERS AND PAYMENT. To access the contracted Equipment, Products, or Services under this Contract, a Participating Entity must clearly indicate to Supplier that it intends to access this Contract; however, order flow and procedure will be developed jointly between Sourcewell and Supplier. Typically, a Participating Entity will issue an order directly to Supplier or its authorized
010424-MES
Rev. 3/2022 5
subsidiary, distributor, dealer, or reseller. If a Participating Entity issues a purchase order, it may use its own forms, but the purchase order should clearly note the applicable Sourcewell contract number. All Participating Entity orders under this Contract must be issued prior to expiration or cancellation of this Contract; however, Supplier performance, Participating Entity payment obligations, and any applicable warranty periods or other Supplier or Participating Entity obligations may extend beyond the term of this Contract.
Supplier’s acceptable forms of payment are included in its attached Proposal. Participating Entities will be solely responsible for payment and Sourcewell will have no liability for any unpaid invoice of any Participating Entity.
B. ADDITIONAL TERMS AND CONDITIONS/PARTICIPATING ADDENDUM. Additional terms and conditions to a purchase order, or other required transaction documentation, may be negotiated between a Participating Entity and Supplier, such as job or industry-specific requirements, legal requirements (e.g., affirmative action or immigration status requirements), or specific local policy requirements. Some Participating Entities may require the use of a Participating Addendum, the terms of which will be negotiated directly between the Participating Entity and the Supplier or its authorized dealers, distributors, or resellers, as applicable. Any negotiated additional terms and conditions must never be less favorable to the Participating Entity than what is contained in this Contract.
C. SPECIALIZED SERVICE REQUIREMENTS. In the event that the Participating Entity requires service or specialized performance requirements not addressed in this Contract (such as ecommerce specifications, specialized delivery requirements, or other specifications and requirements), the Participating Entity and the Supplier may enter into a separate, standalone agreement, apart from this Contract. Sourcewell, including its agents and employees, will not be made a party to a claim for breach of such agreement.
D. TERMINATION OF ORDERS. Participating Entities may terminate an order, in whole or in part, immediately upon notice to Supplier in the event of any of the following events:
1. The Participating Entity fails to receive funding or appropriation from its governing body at levels sufficient to pay for the equipment, products, or services to be purchased; or
2. Federal, state, or provincial laws or regulations prohibit the purchase or change the Participating Entity’s requirements.
E. GOVERNING LAW AND VENUE. The governing law and venue for any action related to a Participating Entity’s order will be determined by the Participating Entity making the purchase.
7. CUSTOMER SERVICE
010424-MES
Rev. 3/2022 6
A. PRIMARY ACCOUNT REPRESENTATIVE. Supplier will assign an Account Representative to Sourcewell for this Contract and must provide prompt notice to Sourcewell if that person is changed. The Account Representative will be responsible for:
x Maintenance and management of this Contract;
x Timely response to all Sourcewell and Participating Entity inquiries; and x Business reviews to Sourcewell and Participating Entities, if applicable.
B. BUSINESS REVIEWS. Supplier must perform a minimum of one business review with Sourcewell per contract year. The business review will cover sales to Participating Entities, pricing and contract terms, administrative fees, sales data reports, performance issues, supply issues, customer issues, and any other necessary information.
8. REPORT ON CONTRACT SALES ACTIVITY AND ADMINISTRATIVE FEE PAYMENT A. CONTRACT SALES ACTIVITY REPORT. Each calendar quarter, Supplier must provide a contract sales activity report (Report) to the Sourcewell Supplier Development Administrator assigned to this Contract. Reports are due no later than 45 days after the end of each calendar quarter. A Report must be provided regardless of the number or amount of sales during that quarter (i.e., if there are no sales, Supplier must submit a report indicating no sales were made).
The Report must contain the following fields:
x Participating Entity Name (e.g., City of Staples Highway Department); x Participating Entity Physical Street Address;
x Participating Entity City;
x Participating Entity State/Province;
x Participating Entity Zip/Postal Code;
x Participating Entity Contact Name;
x Participating Entity Contact Email Address;
x Participating Entity Contact Telephone Number;
x Sourcewell Assigned Entity/Participating Entity Number; x Item Purchased Description;
x Item Purchased Price;
x Sourcewell Administrative Fee Applied; and
x Date Purchase was invoiced/sale was recognized as revenue by Supplier.
B. ADMINISTRATIVE FEE. In consideration for the support and services provided by Sourcewell, the Supplier will pay an administrative fee to Sourcewell on all Equipment, Products, and Services provided to Participating Entities. The Administrative Fee must be included in, and not added to, the pricing. Supplier may not charge Participating Entities more than the contracted
010424-MES
Rev. 3/2022 7
price to offset the Administrative Fee.
The Supplier will submit payment to Sourcewell for the percentage of administrative fee stated in the Proposal multiplied by the total sales of all Equipment, Products, and Services purchased by Participating Entities under this Contract during each calendar quarter. Payments should note the Supplier’s name and Sourcewell-assigned contract number in the memo; and must be mailed to the address above “Attn: Accounts Receivable” or remitted electronically to Sourcewell’s banking institution per Sourcewell’s Finance department instructions. Payments must be received no later than 45 calendar days after the end of each calendar quarter.
Supplier agrees to cooperate with Sourcewell in auditing transactions under this Contract to ensure that the administrative fee is paid on all items purchased under this Contract.
In the event the Supplier is delinquent in any undisputed administrative fees, Sourcewell reserves the right to cancel this Contract and reject any proposal submitted by the Supplier in any subsequent solicitation. In the event this Contract is cancelled by either party prior to the Contract’s expiration date, the administrative fee payment will be due no more than 30 days from the cancellation date.
9. AUTHORIZED REPRESENTATIVE
Sourcewell's Authorized Representative is its Chief Procurement Officer.
Supplier’s Authorized Representative is the person named in the Supplier’s Proposal. If Supplier’s Authorized Representative changes at any time during this Contract, Supplier must promptly notify Sourcewell in writing.
10. AUDIT, ASSIGNMENT, AMENDMENTS, WAIVER, AND CONTRACT COMPLETE A. AUDIT. Pursuant to Minnesota Statutes Section 16C.05, subdivision 5, the books, records, documents, and accounting procedures and practices relevant to this Contract are subject to examination by Sourcewell or the Minnesota State Auditor for a minimum of six years from the end of this Contract. This clause extends to Participating Entities as it relates to business conducted by that Participating Entity under this Contract.
B. ASSIGNMENT. Neither party may assign or otherwise transfer its rights or obligations under this Contract without the prior written consent of the other party and a fully executed assignment agreement. Such consent will not be unreasonably withheld. Any prohibited assignment will be invalid.
C. AMENDMENTS. Any amendment to this Contract must be in writing and will not be effective until it has been duly executed by the parties.
010424-MES
Rev. 3/2022 8
D. WAIVER. Failure by either party to take action or assert any right under this Contract will not be deemed a waiver of such right in the event of the continuation or repetition of the circumstances giving rise to such right. Any such waiver must be in writing and signed by the parties.
E. CONTRACT COMPLETE. This Contract represents the complete agreement between the parties. No other understanding regarding this Contract, whether written or oral, may be used to bind either party. For any conflict between the attached Proposal and the terms set out in Articles 1-22 of this Contract, the terms of Articles 1-22 will govern.
F. RELATIONSHIP OF THE PARTIES. The relationship of the parties is one of independent contractors, each free to exercise judgment and discretion with regard to the conduct of their respective businesses. This Contract does not create a partnership, joint venture, or any other relationship such as master-servant, or principal-agent.
11. INDEMNITY AND HOLD HARMLESS
Supplier must indemnify, defend, save, and hold Sourcewell and its Participating Entities, including their agents and employees, harmless from any claims or causes of action, including attorneys’ fees incurred by Sourcewell or its Participating Entities, arising out of any act or omission in the performance of this Contract by the Supplier or its agents or employees; this indemnification includes injury or death to person(s) or property alleged to have been caused by some defect in the Equipment, Products, or Services under this Contract to the extent the Equipment, Product, or Service has been used according to its specifications. Sourcewell’s responsibility will be governed by the State of Minnesota’s Tort Liability Act (Minnesota Statutes Chapter 466) and other applicable law.
12. GOVERNMENT DATA PRACTICES
Supplier and Sourcewell must comply with the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as it applies to all data provided by or provided to Sourcewell under this Contract and as it applies to all data created, collected, received, maintained, or disseminated by the Supplier under this Contract.
13. INTELLECTUAL PROPERTY, PUBLICITY, MARKETING, AND ENDORSEMENT A. INTELLECTUAL PROPERTY
1. Grant of License. During the term of this Contract:
a. Sourcewell grants to Supplier a royalty-free, worldwide, non-exclusive right and license to use the trademark(s) provided to Supplier by Sourcewell in advertising and promotional materials for the purpose of marketing Sourcewell’s relationship with Supplier.
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b. Supplier grants to Sourcewell a royalty-free, worldwide, non-exclusive right and license to use Supplier’s trademarks in advertising and promotional materials for the purpose of marketing Supplier’s relationship with Sourcewell.
2. Limited Right of Sublicense. The right and license granted herein includes a limited right of each party to grant sublicenses to their respective subsidiaries, distributors, dealers, resellers, marketing representatives, and agents (collectively “Permitted Sublicensees”) in advertising and promotional materials for the purpose of marketing the Parties’ relationship to Participating Entities. Any sublicense granted will be subject to the terms and conditions of this Article. Each party will be responsible for any breach of this Article by any of their respective sublicensees.
3. Use; Quality Control.
a. Neither party may alter the other party’s trademarks from the form provided and must comply with removal requests as to specific uses of its trademarks or logos.
b. Each party agrees to use, and to cause its Permitted Sublicensees to use, the other party’s trademarks only in good faith and in a dignified manner consistent with such party’s use of the trademarks. Upon written notice to the breaching party, the breaching party has 30 days of the date of the written notice to cure the breach or the license will be terminated.
4. Termination. Upon the termination of this Contract for any reason, each party, including Permitted Sublicensees, will have 30 days to remove all Trademarks from signage, websites, and the like bearing the other party’s name or logo (excepting Sourcewell’s pre-printed catalog of suppliers which may be used until the next printing). Supplier must return all marketing and promotional materials, including signage, provided by Sourcewell, or dispose of it according to Sourcewell’s written directions.
B. PUBLICITY. Any publicity regarding the subject matter of this Contract must not be released without prior written approval from the Authorized Representatives. Publicity includes notices, informational pamphlets, press releases, research, reports, signs, and similar public notices prepared by or for the Supplier individually or jointly with others, or any subcontractors, with respect to the program, publications, or services provided resulting from this Contract.
C. MARKETING. Any direct advertising, marketing, or offers with Participating Entities must be approved by Sourcewell. Send all approval requests to the Sourcewell Supplier Development Administrator assigned to this Contract.
D. ENDORSEMENT. The Supplier must not claim that Sourcewell endorses its Equipment, Products, or Services.
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14. GOVERNING LAW, JURISDICTION, AND VENUE
The substantive and procedural laws of the State of Minnesota will govern this Contract. Venue for all legal proceedings arising out of this Contract, or its breach, must be in the appropriate state court in Todd County, Minnesota or federal court in Fergus Falls, Minnesota.
15. FORCE MAJEURE
Neither party to this Contract will be held responsible for delay or default caused by acts of God or other conditions that are beyond that party’s reasonable control. A party defaulting under this provision must provide the other party prompt written notice of the default.
16. SEVERABILITY
If any provision of this Contract is found by a court of competent jurisdiction to be illegal, unenforceable, or void then both parties will be relieved from all obligations arising from that provision. If the remainder of this Contract is capable of being performed, it will not be affected by such determination or finding and must be fully performed.
17. PERFORMANCE, DEFAULT, AND REMEDIES
A. PERFORMANCE. During the term of this Contract, the parties will monitor performance and address unresolved contract issues as follows:
1. Notification. The parties must promptly notify each other of any known dispute and work in good faith to resolve such dispute within a reasonable period of time. If necessary, Sourcewell and the Supplier will jointly develop a short briefing document that describes the issue(s), relevant impact, and positions of both parties.
2. Escalation. If parties are unable to resolve the issue in a timely manner, as specified above, either Sourcewell or Supplier may escalate the resolution of the issue to a higher level of management. The Supplier will have 30 calendar days to cure an outstanding issue.
3. Performance while Dispute is Pending. Notwithstanding the existence of a dispute, the Supplier must continue without delay to carry out all of its responsibilities under the Contract that are not affected by the dispute. If the Supplier fails to continue without delay to perform its responsibilities under the Contract, in the accomplishment of all undisputed work, the Supplier will bear any additional costs incurred by Sourcewell and/or its Participating Entities as a result of such failure to proceed.
B. DEFAULT AND REMEDIES. Either of the following constitutes cause to declare this Contract, or any Participating Entity order under this Contract, in default:
1. Nonperformance of contractual requirements, or
2. A material breach of any term or condition of this Contract.
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The party claiming default must provide written notice of the default, with 30 calendar days to cure the default. Time allowed for cure will not diminish or eliminate any liability for liquidated or other damages. If the default remains after the opportunity for cure, the non-defaulting party may:
x Exercise any remedy provided by law or equity, or
x Terminate the Contract or any portion thereof, including any orders issued against the Contract.
18. INSURANCE
A. REQUIREMENTS. At its own expense, Supplier must maintain insurance policy(ies) in effect at all times during the performance of this Contract with insurance company(ies) licensed or authorized to do business in the State of Minnesota having an “AM BEST” rating of A- or better, with coverage and limits of insurance not less than the following:
1. Workers’ Compensation and Employer’s Liability.
Workers’ Compensation: As required by any applicable law or regulation.
Employer's Liability Insurance: must be provided in amounts not less than listed below:
Minimum limits:
$500,000 each accident for bodily injury by accident
$500,000 policy limit for bodily injury by disease
$500,000 each employee for bodily injury by disease
2. Commercial General Liability Insurance. Supplier will maintain insurance covering its operations, with coverage on an occurrence basis, and must be subject to terms no less broad than the Insurance Services Office (“ISO”) Commercial General Liability Form CG0001 (2001 or newer edition), or equivalent. At a minimum, coverage must include liability arising from premises, operations, bodily injury and property damage, independent contractors, products-completed operations including contractual liability, blanket contractual liability, and personal injury and advertising injury. All required limits, terms and conditions of coverage must be maintained during the term of this Contract.
Minimum Limits:
$1,000,000 each occurrence Bodily Injury and Property Damage $1,000,000 Personal and Advertising Injury
$2,000,000 aggregate for products liability-completed operations $2,000,000 general aggregate
3. Commercial Automobile Liability Insurance. During the term of this Contract, Supplier will maintain insurance covering all owned, hired, and non-owned automobiles in limits of liability not less than indicated below. The coverage must be subject to terms
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no less broad than ISO Business Auto Coverage Form CA 0001 (2010 edition or newer), or equivalent.
Minimum Limits:
$1,000,000 each accident, combined single limit
4. Umbrella Insurance. During the term of this Contract, Supplier will maintain umbrella coverage over Employer’s Liability, Commercial General Liability, and Commercial Automobile.
Minimum Limits:
$2,000,000
5. Professional/Technical, Errors and Omissions, and/or Miscellaneous Professional Liability. During the term of this Contract, Supplier will maintain coverage for all claims the Supplier may become legally obligated to pay resulting from any actual or alleged negligent act, error, or omission related to Supplier’s professional services required under this Contract.
Minimum Limits:
$1,000,000 per claim or event
$1,000,000 – annual aggregate
6. Network Security and Privacy Liability Insurance. During the term of this Contract, Supplier will maintain coverage for network security and privacy liability. The coverage may be endorsed on another form of liability coverage or written on a standalone policy. The insurance must cover claims which may arise from failure of Supplier’s security resulting in, but not limited to, computer attacks, unauthorized access, disclosure of not public data – including but not limited to, confidential or private information, transmission of a computer virus, or denial of service.
Minimum limits:
$2,000,000 per occurrence
$2,000,000 annual aggregate
Failure of Supplier to maintain the required insurance will constitute a material breach entitling Sourcewell to immediately terminate this Contract for default.
B. CERTIFICATES OF INSURANCE. Prior to commencing under this Contract, Supplier must furnish to Sourcewell a certificate of insurance, as evidence of the insurance required under this Contract. Prior to expiration of the policy(ies), renewal certificates must be mailed to Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 or sent to the Sourcewell Supplier Development Administrator assigned to this Contract. The certificates must be signed by a person authorized by the insurer(s) to bind coverage on their behalf.
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Failure to request certificates of insurance by Sourcewell, or failure of Supplier to provide certificates of insurance, in no way limits or relieves Supplier of its duties and responsibilities in this Contract.
C. ADDITIONAL INSURED ENDORSEMENT AND PRIMARY AND NON-CONTRIBUTORY INSURANCE CLAUSE. Supplier agrees to list Sourcewell and its Participating Entities, including their officers, agents, and employees, as an additional insured under the Supplier’s commercial general liability insurance policy with respect to liability arising out of activities, “operations,” or “work” performed by or on behalf of Supplier, and products and completed operations of Supplier. The policy provision(s) or endorsement(s) must further provide that coverage is primary and not excess over or contributory with any other valid, applicable, and collectible insurance or self-insurance in force for the additional insureds.
D. WAIVER OF SUBROGATION. Supplier waives and must require (by endorsement or otherwise) all its insurers to waive subrogation rights against Sourcewell and other additional insureds for losses paid under the insurance policies required by this Contract or other insurance applicable to the Supplier or its subcontractors. The waiver must apply to all deductibles and/or self-insured retentions applicable to the required or any other insurance maintained by the Supplier or its subcontractors. Where permitted by law, Supplier must require similar written express waivers of subrogation and insurance clauses from each of its subcontractors.
E. UMBRELLA/EXCESS LIABILITY/SELF-INSURED RETENTION. The limits required by this Contract can be met by either providing a primary policy or in combination with umbrella/excess liability policy(ies), or self-insured retention.
19. COMPLIANCE
A. LAWS AND REGULATIONS. All Equipment, Products, or Services provided under this Contract must comply fully with applicable federal laws and regulations, and with the laws in the states and provinces in which the Equipment, Products, or Services are sold.
B. LICENSES. Supplier must maintain a valid and current status on all required federal, state/provincial, and local licenses, bonds, and permits required for the operation of the business that the Supplier conducts with Sourcewell and Participating Entities.
20. BANKRUPTCY, DEBARMENT, OR SUSPENSION CERTIFICATION
Supplier certifies and warrants that it is not in bankruptcy or that it has previously disclosed in writing certain information to Sourcewell related to bankruptcy actions. If at any time during this Contract Supplier declares bankruptcy, Supplier must immediately notify Sourcewell in writing.
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Supplier certifies and warrants that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from programs operated by the State of Minnesota; the United States federal government or the Canadian government, as applicable; or any Participating Entity. Supplier certifies and warrants that neither it nor its principals have been convicted of a criminal offense related to the subject matter of this Contract. Supplier further warrants that it will provide immediate written notice to Sourcewell if this certification changes at any time.
21. PROVISIONS FOR NON-UNITED STATES FEDERAL ENTITY PROCUREMENTS UNDER
UNITED STATES FEDERAL AWARDS OR OTHER AWARDS
Participating Entities that use United States federal grant or FEMA funds to purchase goods or services from this Contract may be subject to additional requirements including the procurement standards of the Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards, 2 C.F.R. § 200. Participating Entities may have additional requirements based on specific funding source terms or conditions. Within this Article, all references to “federal” should be interpreted to mean the United States federal government.
The following list only applies when a Participating Entity accesses Supplier’s Equipment, Products, or Services with United States federal funds.
A. EQUAL EMPLOYMENT OPPORTUNITY. Except as otherwise provided under 41 C.F.R. § 60, all contracts that meet the definition of “federally assisted construction contract” in 41 C.F.R. § 60-
1.3 must include the equal opportunity clause provided under 41 C.F.R. §60-1.4(b), in accordance with Executive Order 11246, “Equal Employment Opportunity” (30 FR 12319, 12935, 3 C.F.R. §, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, “Amending Executive Order 11246 Relating to Equal Employment Opportunity,” and implementing regulations at 41 C.F.R. § 60, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor.” The equal opportunity clause is incorporated herein by reference.
B. DAVIS-BACON ACT, AS AMENDED (40 U.S.C. § 3141-3148). When required by federal program legislation, all prime construction contracts in excess of $2,000 awarded by nonfederal entities must include a provision for compliance with the Davis-Bacon Act (40 U.S.C. § 3141-3144, and 3146-3148) as supplemented by Department of Labor regulations (29 C.F.R. § 5, “Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction”). In accordance with the statute, contractors must be required to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor. In addition, contractors must be required to pay wages not less than once a week. The non-federal entity must place a copy of the current prevailing wage determination issued by the Department of Labor in each solicitation. The decision to award a contract or subcontract must be conditioned upon the acceptance of the wage determination. The non-federal entity must report all suspected or reported violations to the federal awarding agency. The contracts must also include a provision for compliance with
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the Copeland “Anti-Kickback” Act (40 U.S.C. § 3145), as supplemented by Department of Labor regulations (29 C.F.R. § 3, “Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States”). The Act provides that each contractor or subrecipient must be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled. The non-federal entity must report all suspected or reported violations to the federal awarding agency. Supplier must be in compliance with all applicable Davis-Bacon Act provisions.
C. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT (40 U.S.C. § 3701-3708). Where applicable, all contracts awarded by the non-federal entity in excess of $100,000 that involve the employment of mechanics or laborers must include a provision for compliance with 40 U.S.C. §§ 3702 and 3704, as supplemented by Department of Labor regulations (29 C.F.R. § 5).
Under 40 U.S.C. § 3702 of the Act, each contractor must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 40 U.S.C. § 3704 are applicable to construction work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence. This provision is hereby incorporated by reference into this Contract. Supplier certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Supplier must comply with applicable requirements as referenced above.
D. RIGHTS TO INVENTIONS MADE UNDER A CONTRACT OR AGREEMENT. If the federal award meets the definition of “funding agreement” under 37 C.F.R. § 401.2(a) and the recipient or subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that “funding agreement,” the recipient or subrecipient must comply with the requirements of 37 C.F.R. § 401, “Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,” and any implementing regulations issued by the awarding agency. Supplier certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Supplier must comply with applicable requirements as referenced above.
E. CLEAN AIR ACT (42 U.S.C. § 7401-7671Q.) AND THE FEDERAL WATER POLLUTION CONTROL ACT (33 U.S.C. § 1251-1387). Contracts and subgrants of amounts in excess of $150,000 require the non-federal award to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. § 7401- 7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. § 1251- 1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA).
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Supplier certifies that during the term of this Contract will comply with applicable requirements as referenced above.
F. DEBARMENT AND SUSPENSION (EXECUTIVE ORDERS 12549 AND 12689). A contract award (see 2 C.F.R. § 180.220) must not be made to parties listed on the government wide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 C.F.R. §180 that implement Executive Orders 12549 (3 C.F.R. § 1986 Comp., p. 189) and 12689 (3 C.F.R. § 1989 Comp., p. 235), “Debarment and Suspension.” SAM Exclusions contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549. Supplier certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation by any federal department or agency.
G. BYRD ANTI-LOBBYING AMENDMENT, AS AMENDED (31 U.S.C. § 1352). Suppliers must file any required certifications. Suppliers must not have used federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any federal contract, grant, or any other award covered by 31 U.S.C. § 1352. Suppliers must disclose any lobbying with non-federal funds that takes place in connection with obtaining any federal award. Such disclosures are forwarded from tier to tier up to the non-federal award. Suppliers must file all certifications and disclosures required by, and otherwise comply with, the Byrd Anti-Lobbying Amendment (31 U.S.C. § 1352).
H. RECORD RETENTION REQUIREMENTS. To the extent applicable, Supplier must comply with the record retention requirements detailed in 2 C.F.R. § 200.333. The Supplier further certifies that it will retain all records as required by 2 C.F.R. § 200.333 for a period of 3 years after grantees or subgrantees submit final expenditure reports or quarterly or annual financial reports, as applicable, and all other pending matters are closed.
I. ENERGY POLICY AND CONSERVATION ACT COMPLIANCE. To the extent applicable, Supplier must comply with the mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act.
J. BUY AMERICAN PROVISIONS COMPLIANCE. To the extent applicable, Supplier must comply with all applicable provisions of the Buy American Act. Purchases made in accordance with the Buy American Act must follow the applicable procurement rules calling for free and open competition.
K. ACCESS TO RECORDS (2 C.F.R. § 200.336). Supplier agrees that duly authorized representatives of a federal agency must have access to any books, documents, papers and
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records of Supplier that are directly pertinent to Supplier’s discharge of its obligations under this Contract for the purpose of making audits, examinations, excerpts, and transcriptions. The right also includes timely and reasonable access to Supplier’s personnel for the purpose of interview and discussion relating to such documents.
L. PROCUREMENT OF RECOVERED MATERIALS (2 C.F.R. § 200.322). A non-federal entity that is a state agency or agency of a political subdivision of a state and its contractors must comply with Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act. The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 C.F.R. § 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring solid waste management services in a manner that maximizes energy and resource recovery; and establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines.
M. FEDERAL SEAL(S), LOGOS, AND FLAGS. The Supplier cannot use the seal(s), logos, crests, or reproductions of flags or likenesses of Federal agency officials without specific pre-approval.
N. NO OBLIGATION BY FEDERAL GOVERNMENT. The U.S. federal government is not a party to this Contract or any purchase by a Participating Entity and is not subject to any obligations or liabilities to the Participating Entity, Supplier, or any other party pertaining to any matter resulting from the Contract or any purchase by an authorized user.
O. PROGRAM FRAUD AND FALSE OR FRAUDULENT STATEMENTS OR RELATED ACTS. The Contractor acknowledges that 31 U.S.C. 38 (Administrative Remedies for False Claims and Statements) applies to the Supplier’s actions pertaining to this Contract or any purchase by a Participating Entity.
P. FEDERAL DEBT. The Supplier certifies that it is non-delinquent in its repayment of any federal debt. Examples of relevant debt include delinquent payroll and other taxes, audit disallowance, and benefit overpayments.
Q. CONFLICTS OF INTEREST. The Supplier must notify the U.S. Office of General Services, Sourcewell, and Participating Entity as soon as possible if this Contract or any aspect related to the anticipated work under this Contract raises an actual or potential conflict of interest (as described in 2 C.F.R. Part 200). The Supplier must explain the actual or potential conflict in writing in sufficient detail so that the U.S. Office of General Services, Sourcewell, and Participating Entity are able to assess the actual or potential conflict; and provide any additional information as necessary or requested.
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R. U.S. EXECUTIVE ORDER 13224. The Supplier, and its subcontractors, must comply with U.S.
Executive Order 13224 and U.S. Laws that prohibit transactions with and provision of resources and support to individuals and organizations associated with terrorism.
S. PROHIBITION ON CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT. To the extent applicable, Supplier certifies that during the term of this Contract it will comply with applicable requirements of 2 C.F.R. § 200.216.
T. DOMESTIC PREFERENCES FOR PROCUREMENTS. To the extent applicable, Supplier certifies that during the term of this Contract will comply with applicable requirements of 2 C.F.R. § 200.322.
22. CANCELLATION
Sourcewell or Supplier may cancel this Contract at any time, with or without cause, upon 60 days’ written notice to the other party. However, Sourcewell may cancel this Contract immediately upon discovery of a material defect in any certification made in Supplier’s Proposal. Cancellation of this Contract does not relieve either party of financial, product, or service obligations incurred or accrued prior to cancellation.
Sourcewell Municipal Emergency Services
By: __________________________ By: __________________________ Jeremy Schwartz John Walker
Title: Chief Procurement Officer Title: CFO
Date: ________________________ Date: ________________________
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Bid Number: RFP 010424 Vendor Name: Municipal Emergency Services Inc
Table 148: Depth and 8readth of Offered Equipment Products and Services Indicate below if the listed types or classes of equipment, products, and services are offered within your proposal. Provide additional comments in the text box provided, as necessary.
Line
Item Category or Type Offered * Comments
76 Protective Clothing Yes
No
MES offers this product with the purpose to protect firefighters from radiant and thermal exposure, punctures and other hazards while providing protection, safety, and comfort. We have a variety of vendors our customers are able to use.
*
77 Helmets and related accessories Yes
No
MES offers helmets and other accessories for fire protection such as shields and other required NFPA accessories.
We ensure that minimum standards are met such as retention systems, absorption, reflective trim and ear covers.
*
78 Other related equipment and
accessories
Yes
No
MES offers fire blankets, heat detectors, and suppression equipment. * 79 Firefighting apparel and station-wear Yes
No
Our station wear includes shirts and pants that can be made of fire resistant materials if required. We are also able to customize and offer a variety of colors. * 80 Extractors, laundry machines,
mechanical dryers, drying and
storing racks
Yes
No
MES is aware of fire contaminants that can expose firefighters to harmful materials. We offer equipment that specializes in cleaning turnout gear and other equipment with exceptional, professional care.
*
81 Cleaning and decontamination
service and maintenance
Yes
No
Our vendors offer all levels of decon services and strategies that include wash of gear and equipment, personal wash and wipes, and air decontamination for effective results. 82 Firefighting PPE cleaning supplies Yes
No
Our vendors in this category offer effective and robust cleaning solutions. Our major focus is to ensure that soiled areas are cleaned and uncontaminated after use. 83 Cleaning equipment for other
firefighting equipment and tools
Yes
No
Our vendors also provide equipment for proper storage based on NFPA standards and the cleaning supplies to be used after use.
84 Services Related to the equipment
described above
Yes
No
Services related to the equipment described are listed below. Also, MES is able to offer customizable solutions. By contacting our Sales Rep and providing information on the needs and requirements, in most cases, we are able to offer a quote offering a plan to address our customer's requirements.
Exceptions to Terms, Conditions, or Specifications Form Only those Proposer Exceptions to Terms, Conditions, or Specifications that have been accepted by Sourcewell have been incorporated into the contract text.
Documents
Ensure your submission document(s) conforms to the following:
1. Documents in PDF format are preferred. Documents in Word, Excel, or compatible formats may also be provided.
2. Documents should NOT have a security password, as Sourcewell may not be able to open the file. It is your sole responsibility to ensure that the uploaded document(s) are not either defective, corrupted or blank and that the documents can be opened and viewed by Sourcewell.
3. Sourcewell may reject any response where any document(s) cannot be opened and viewed by Sourcewell.
4. If you need to upload more than one (1) document for a single item, you should combine the documents into one zipped file. If the zipped file contains more than one (1) document, ensure each document is named, in relation to the submission format item responding to. For example, if responding to the Marketing Plan category save the document as "Marketing Plan." Pricing - MES Sourcewell 010424 Vendor Pricing.zip - Wednesday January 03, 2024 11:32:34 Financial Strength and Stability - Financial Statements.zip - Monday January 01, 2024 15:47:44 Marketing Plan/Samples (optional)
WMBE/MBE/SBE or Related Certificates (optional)
Warranty Information (optional)
Standard Transaction Document Samples - QT1730512.FIREDEX.pdf - Tuesday January 02, 2024 14:08:12 Requested Exceptions - MES Insurance Exceptions.pdf - Monday January 01, 2024 17:15:56 Upload Additional Document - MES Documents 010424.zip - Tuesday January 02, 2024 14:25:24 Bid Number: RFP 010424 Vendor Name: Municipal Emergency Services Inc
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Sourcewell Contract # 011822-JHB | Amendment #1
AMENDMENT #1
TO
CONTRACT # 010424-FDX
THIS AMENDMENT is effective upon the date of the last signature below by and between Sourcewell and Fire-Dex, LLC (Supplier).
Sourcewell awarded a contract to the Supplier to provide Firefighting Personal Protective Equipment with Related Equipment Cleaning to Sourcewell and its Participating Entities, effective March 26, 2024, through March 27, 2028 (Contract).
NOW, THEREFORE, the parties wish to amend the Contract as follows:
Section 18. Insurance–Subsection A. Requirements– Item 5. Professional/Technical, Errors and Omissions, and/or Miscellaneous Professional Liability of the Contract is deleted in its entirety.
Except as amended by this Amendment, the Contract remains in full force and effect.
Sourcewell Fire-Dex, LLC
By: By:
Jeremy Schwartz, Chief Procurement Officer Jackie Dobro, Director of Sales Operations Date: Date:
ADMINISTRATION DEPARTMENT | 319 N. DOUTY ST. HANFORD CA 93230 559.585.2500 | WWW.HANFORD.CITY
FY27
To Whom It May Concern:
This form must be used as justification for a purchase for a single or sole source provider without open competition when the purchase is $5,000 or above.
The following statements, in my professional judgment, are correct. I have researched my requirements to support these findings. I also certify that no personal advantage, gain, or privilege has (or will) accrued to me through the purchase from this vendor. I have reviewed the vendor’s proposed costs and find those fair and reasonable for the item proposed.
Explanation for Single/Sole Source:
We are requesting approval for a sole source purchase for AllStar Fire Equipment, Inc. as they are the only vendor in California who sells and distributes Phenix Technology equipment, including fire helmets and the accompanying accessories. HFD is seeking to purchase 17 sets of Structural Turnout Gear and 17 sets of Wildland Gear through the Fiscal Year 2025/2026 Assistance to Firefighters Grant which include fire helmets. HFD currently uses Phenix Technology as the preferred vendor for this equipment and it is important to keep uniformity amongst new and existing equipment for staff safety.
Valeria Virgen
Administrative Analyst
Phenix Technology, Inc.
3453 Durahart Street
Riverside, California 92507
951-272-4938
www.phenixfirehelmets.com
May 18, 2026
To Whom It May Concern,
Phenix Technology, Inc. and AllStar Fire Equipment currently have an agreement for Allstar Fire Equipment to be our authorized distributor and sole sales source representing our product line in the state of California. In compliance with our distributor network agreements, there are currently no other distributors within or outside of California authorized to sell to California Fire Departments seeking Phenix products.
Please contact AllStar Fire Equipment at 626-652-0900 for more information on placing an order or requesting a quote for Phenix products.
We appreciate your interest in Phenix helmets, and we’re confident that AllStar Fire Equipment will offer the exceptional service we expect from every partner in our distributor network.
If you have any questions, feel free to reach out.
Sincerely,
Melisa Sanchez
Chief Operating Officer
Phenix Technology, Inc.
+1-951-272-4938
12.B.
AGENDA
STAFF REPORT
MEETING DATE: 10/20/2026 AGENDA SECTION: CONSENT CALENDAR SUBJECT:
Waive the 2nd reading and adopt Ordinance 26-07, approving Prezone 0016-26, a request to prezone the property proposed to be annexed under Annexation 167 as a combination of R-L-5 LowDensity Residential and R-M Medium-Density Residential, consistent with the General Plan designation for the area, Low-Desnity Residential and Medium-Density Residential. The project is located south of Lacey Boulevard, west of 12 1/2 Avenue (Aquifer Drive). APNs 011-010-003, -004, - 005, -006, -007, -008 and -009.
RECOMMENDATION:
Recommendation: Staff recommends that the City Council waive the second reading and adopt Ordinance 26-07 approving Prezone No. 0016-26.
Recommended Motion: I move to waive the second reading and adopt Ordinance 26-07, approving Prezone No. 0016-26.
BACKGROUND:
On October 6, 2026, the City Council held a public hearing for Annexation 167 and Prezone No. 0016-26. During the meeting, the City Council introduced the ordinance and waived the first reading of Ordinance No. 26-07 for Prezone No. 0016-26 by a 5,0 vote.
Prezone No. 0016-26 is a request to prezone the properties to be annexed in Annexation 167 as a combination of R-L-5 Low-Density Residential (5.08 acres) and R-M Medium-Density Residential (8.38 acres), consistent with the General Plan Designation.
General Plan and Zoning Designation
The site is designated by the General Plan as a combination of Low-Density Residential and Medium-Density Residential.
Figure 1: General Plan Designation (outlined in red)
Figure 2: Prezone Request
R-L-5 Low-Density Residential and R-M Medium Density Residential (outlined in red)
Prezone No. 0016-26
In accordance with the Hanford Municipal Code Section 17.86.030, before a zone change may be approved, all of the following findings shall be made by the reviewing authority:
1. That the amendment is internally consistent with the goals, objectives, and policies of the General Plan and the Municipal Code.
Analysis: That Prezone No. 0016-26 is internally consistent with the goals, objectives, and policies of the General Plan, specifically consistent with Land Use Policies L15, L16, and L17.
The development proposed in the annexation area, under Vesting Tentative Tract 952, conforms with all regulations pertaining to the R-L-5 Low-Density Residential and R-M Medium-Density Residential zone district, utilizing the small lot provisions set forth in Section 17.10.100 and
17.12.100 (with the exception of garage width, which is in the process of being amended).
2. That the amendment would not be detrimental to the public health, safety, or welfare of the
community.
Analysis: That this application has been reviewed by the various interested agencies, utility companies, City Fire Department, City Building Department, and other involved departments. Any mitigation required for public health and safety were applied to the proposal and required in the mitigation monitoring and reporting program.
3. That the amendment would maintain the appropriate balance of land uses within the City.
Analysis: That jobs-housing balance is achieved by increasing opportunities for people to work and live in close proximity. The ratio is expressed as the number of jobs divided by the number of housing units. The jobs-housing balance is a general tool for analyzing where people work, where they live, and how effectively they can travel between the two. In the planning area, the existing jobs-housing balance ratio in 2013-2014 was 1.17. It is estimated that the implementation of the General Plan would increase the jobs-housing balance by 0.45 to 1.62, which would make the planning area a jobs-rich area. The prezone is consistent with the General Plan and considered an implementation of the General Plan, which designates the project site as Low-Density Residential and Medium-Density Residential.
4. That the anticipated land uses on the subject site would be compatible with existing and future surrounding uses.
Analysis: That the anticipated land uses on the subject site are single-family residential, as proposed under Vesting Tentative Tract 952. The land use is compatible with existing nearby residential projects and would be compatible with future surrounding land uses, including LowDensity Residential, Medium-Density Residential, and Future Open Space.
FISCAL IMPACT:
There is not a fiscal impact associated with the approval of the prezone ordinance.
ATTACHMENTS:
1. Ordinance 26-07 Prezone
ORDINANCE NO. 26-07
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF HANFORD PREZONING ANNEXATION 167, CONSISTENT WITH THE 2035 HANFORD GENERAL PLAN LAND USE MAP
The City Council of the City of Hanford does ordain as follows:
Section 1: The following described territory situated in the City of Hanford is hereby prezoned under the terms of Chapter 17.86 of the Hanford Municipal Code:
Annexation 167: filed by Bonadelle Neighborhoods, Inc.
FROM: County zoning AL 10 Limited Agricultural-10
TO: City zoning R-M Medium-Density Residential and R-L-5 Low-Density Residential
On property described as follows:
16.65 acres, generally located south of Lacey Boulevard, west of 12 ½ Avenue (Aquifer Drive), as depicted in attached Exhibit A; and
Section 2: The Council does hereby find as a fact that this Ordinance has been recommended for passage by the Planning Commission of the City of Hanford after public hearing before the Planning Commission after notice required by Section 17.70.100 of the Hanford Municipal Code and Government Code Section 65854. The City Council found that the Project would have a less than significant impact on the environment with the incorporation of mitigation measures and certified Mitigated Negative Declaration No. 2026-53 (SCH #2026071023) for the project. The City Council hereby finds that the prezoning is required to achieve the objectives of the zoning regulations as set forth in Section 17.06.010 of the Hanford Municipal Code, and that this Ordinance has been introduced by the City Council after public hearing held on the 6th day of October 2026 at 7:00 p.m. of said day after notice required under the provisions of Section 65856 of the Government Code.
Section 3: This Ordinance shall take effect thirty (30) days after its passage, and shall be published once in the Hanford Sentinel within fifteen (15) days after its passage, and the zoning will apply to such property in the event of subsequent annexation to the City under the provisions of Section 65859 of the Government Code.
Passed and adopted at a regular meeting of the City Council of the City of Hanford duly called and held on the 20th day of October 2026, by the following roll call vote:
ATTEST:
Natalie Corral
APPROVED
_________________________
MAYOR of the City of Hanford
CITY CLERK
STATE OF CALIFORNIA )
COUNTY OF KINGS ) ss
CITY OF HANFORD )
I, NATALIE CORRAL, City Clerk of the City of Hanford, do hereby certify the foregoing ordinance was duly introduced at a regular meeting of the City Council of the City of Hanford on the 6th day of October, 2026 and it was duly passed and adopted at a regular meeting of the City Council of the City of Hanford held on the _______ day of ______________, 2026.
Dated: _____________________ _____________________________ Natalie Corral
City Clerk
Exhibit A
From: County zoning AL 10 Limited Agricultural-10
To: City zoning R-L-5 Low-Density Residential and R-M Medium Density Residential (outlined in red)
12.C.
AGENDA
STAFF REPORT
MEETING DATE: 10/20/2026 AGENDA SECTION: CONSENT CALENDAR SUBJECT:
Approve the purchase of one (1) used Jet Fuel tanker truck for the Hanford Municipal Airport from World Fuel Services, of Parish, NY, in the amount of $191,440.13 from the Airport Capital Fund (0301).
RECOMMENDATION:
Recommendation: Staff recommend that the City Council, by motion, approve the purchase of one (1) used jet fuel tanker truck for the Hanford Municipal Airport from World Fuel Services, of Parish, NY, in the amount of $191,440.13 from the Airport Capital Fund (0301).
Recommended Motion: I move to authorize the City manager to purchase one (1) used jet fuel tanker truck for the Hanford Municipal Airport from World Fuel Services, of Parish, NY, in the amount of $191,440.13 from the Airport Capital Fund (0301).
BACKGROUND:
On April 21, 2026, Council approved the appropriation of $2,878,000 from the General Fund for the construction of a new airport fueling island to include jet fuel. With the inclusion of jet fuel, a fuel tanker truck is needed to refuel larger commercial and private jet aircraft. Council approved a budget of $370,000 for the purchase of a fuel tanker truck that would meet the needs of the new fuel island.
Staff began researching different fuel truck options that would meet the needs of the airport and the various aircraft that would require fueling. Staff obtained quotes from vendors for both new and used fuel trucks. Staff found that new vehicle costs were significantly higher than used vehicles, while mileage and idle hours were very low on used vehicles. The main reason for this being fuel tanker vehicles were typically parked inside the airport and only used to drive short distances to fuel aircraft.
These fuel tankers are also not normally registered for street and highway driving and are considered off-road vehicles. For these reasons and the cost of a new vehicle, staff investigated the purchase of a used fuel tanker.
Staff received quotes from four (4) vendors. Fresno Truck Center submitted two (2) quotes for new fuel tankers. These quotes ranged from $284,232 to $369,232 using a Sourcewell purchasing contract. Staff also received quotes for used fuel tankers from SkyMark Refuelers, Garsite, and World Fuel Services. These fuel tankers ranged in cost from $220,000 to $191,440, with World Fuel Services being the lowest quote. Staff then reached out to World Fuel Services to discuss the condition of the fuel tanker. World Fuel Services were willing to deliver the fuel tanker for our City Fleet Staff to inspect the vehicle. A third party inspection service was also used to review the used fuel tanker, with the third party review in favor of the fuel tanker from World Fuel Services.