Agenda Item #12.4
For Council Meeting of: March 1, 2022
CITY OF SANTA ROSA
CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: MIKE MCCALLUM, DIVISION CHIEF
FIRE DEPARTMENT
BRANDALYN TRAMEL, PURCHASING AGENT
FINANCE DEPARTMENT
SUBJECT: WAIVER OF COMPETITIVE BID AWARD – FTS FOREST TECHNOLOGY SYSTEMS LTD.– REMOTE AUTOMATIC WEATHER STATIONS (RAWS) AGENDA ACTION: RESOLUTION
RECOMMENDATION
It is recommended by the Fire and Finance Departments that the Council, by resolution, waive competitive bidding and approve a Purchase Order to FTS Forest Technology Systems Ltd., Victoria, British Columbia, for the purchase of six fixed Remote Automatic Weather Stations (RAWS) and one mobile station in the amount of $155,826.96.
EXECUTIVE SUMMARY
The Fire Department is submitting a request to waive competitive bidding and for the purchase of 6 fixed RAWS and 1 portable RAWS from FTS Forest Technology Systems LTD. (FTS), using the City’s standard Purchase Order terms and conditions. This purchase will utilize funding from the Federally funded Grant under FEMA # DR-4308 – PJ0308 and be in an amount not to exceed $155,826.96.
BACKGROUND
The RAWS will monitor the weather and provide weather data that assists land management and fire agencies with a variety of projects such as monitoring air quality, rating fire danger, and providing real time information for research applications. The City’s Fire managers can utilize this data to predict fire behavior and monitor fuels; resource managers will also use the data to monitor environmental conditions. This will allow the City of Santa Rosa real time data as it relates to the potential wildfire threat within the City and allow for additional preventative measures to occur by the City and its residents when the threat is considered high. Fire sought grant funding to be able to purchase this important monitoring system.
PRIOR CITY COUNCIL REVIEW
Not applicable.
ANALYSIS
The RAWS Grant was awarded on September 16, 2020 by CAL OES. The Fire Department requested a scope of work modification of the original request to include one mobile RAWS unit which was granted per written documentation on August 4, 2021. Researching potential vendors revealed that the only units that would comply with Federal annual maintenance requirements from the Interagency Wildland Fire Weather Station Standards & Guidelines (PMS426-3) are the FTS RAWS. Each unit must be serviced annually, and the maintenance must comply with Interagency Wildland Fire Weather Station Standards & Guidelines (PMS426-3). FTS equipment is specifically designed to meet and exceed the Interagency Wildland Fire Weather Station Standards & Guidelines (PMS426-3) published by the National Wildfire Coordination Group (NWCG). FTS is 100% compliant on all aspects of PMS 426.3. FTS equipment is fully supported by the National Interagency Fire Center. A Federal Waiver of Competitive bid document has been saved within the Fire Department’s grant file.
FISCAL IMPACT
Approval of this action does not have a fiscal impact on the General Fund.
ENVIRONMENTAL IMPACT
The proposed action is exempt from the provisions of the California Environmental Quality Act (CEQA) under CEQA Guidelines Section 15061(b)(3) and 15378 in that there is no possibility that the implementation of this action may have significant effects on the environment, and that no further environmental review is required.
BOARD/COMMISSION/COMMITTEE REVIEW AND RECOMMENDATIONS
Not applicable.
NOTIFICATION
Not applicable.
ATTACHMENTS
Attachment 1 – Sole Source Justification
Resolution / Exhibit A (FTS Quote)
CONTACT
Mike McCallum, [email protected], 707-543-3532
Brandalyn Tramel, [email protected], 707-543-3706
Sadie Bracy, [email protected], 707-543-3522
BID AWARD – FTS – REMOTE AUTOMATIC WEATHER STATIONS (RAWS) PAGE 3 OF 3