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Home My WebLink About17 - Fireman's Fund Heritage GrantCITY OF NEWPORT BEACH City Council Staff Report May 13, 2014 Agenda Item No. 17. TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Scott L. Poster, Fire Chief — (949) 644 -3101, sposter @nbfd.net PREPARED BY: Katie Eing, Emergency Services Coordinator PHONE: 644 -3109 TITLE: Accept the Fireman's Fund Heritage Grant ABSTRACT: The Newport Beach Fire Department has been awarded a $5,000 grant from the Fireman's Fund Heritage Grant Program. The grant money will be used to purchase forcible entry training equipment for Fire Operations. RECOMMENDATION: a) City Council accept the Fireman's Fund Heritage Reward Grant in the amount of $5,000 to purchase a forcible entry prop for training; b) Approve a sole source contract with Forcible Entry Equipment with an amount not to exceed $6,474 for the training prop and commercial cutting door; and c) City Council approve Budget Amendment No. 14BA -043 increasing revenue estimates by $5,000 in 2320 -4914 and appropriating those funds into Fire Department account 2320 -8200. FUNDING REQUIREMENTS: Budget Amendment required. The total cost of the forcible entry prop is $6,474.00. The Budget Amendment records and appropriates $5,000.00 in additional revenue from the Fireman's Fund Insurance Company, the balance of $1,474 will be paid out of the Fire Operations account #2320 -8200. DISCUSSION: The Fireman's Fund launched the Heritage Grant Program in 2004, renewing the company's mission to support firefighters for safer communities by providing grants to purchase needed equipment, training, and community education programs. Ms. Rosita Massie, a local agent, selected the Newport Beach Fire Department to receive a grant. Pursuant to her recommendation the fire department has been awarded a $5000.00 grant from the Fireman's 396 Fund Heritage Grant Program. The Fireman's Fund has provided the Newport Beach Fire Department over $100,000 in grant funds over the years to support a safer community in Newport Beach. Our current award of $5,000 will be used toward the purchase of a forcible entry prop which will be used for training firefighters. The total cost of the prop is $6,474.00. The balance of $1474.00 will be paid from the fire department budget, account #2320 -8200. Within the City of Newport Beach there are various types of buildings, with countless types of doors and locking mechanisms. When the situation is warranted and doors are locked, firefighters must use force to enter the buildings. Newport Beach Firefighters train constantly on forcible entry in all types of buildings. In order to develop necessary forcible entry skills specially developed forcible entry props that simulate realistic conditions are required. This type of equipment is very specialized and vendors are limited. Forcible Entry Equipment is a local company that manufactures specialty props for fire departments across the nation. They were selected because of their customer service and support, as well as proximity to the city which reduces costs of shipping, service, and support. The props that we are purchasing from them will enable specialized training and simulations for our firefighters. The two props we plan on purchasing are: Catalyst Force Door Prop -This prop is a full sized door that provides forcible entry training for both residential and commercial doors. Commercial Cutting Prop -This is a commercial door prop that allows our firefighters to use advanced force entry techniques with power tools. Receiving the Fireman's Fund Grant helps the Fire Department to purchase essential operational training equipment for our personnel that may not otherwise be provided. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this action is not subject to the California Environmental Quality Act ( "CEQA ") pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly. NOTICING: The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). ATTACHMENTS: Description Attachment A -Award Letter Attachment B - Compliance Agreement Attachment C - Check Attachment D - Forcible Entry Prop Quote Attachment E - Budget Amendment 397 ATTACHMENT A March 18, 2014 Katie Eing Newport Beach Fire Department 100 Civic Center Newport Beach, CA 92660 Dear Katie: Fireman's Fund Insurance Company Protecting your Future since 1863 On behalf of everyone at Fireman's Fund Insurance Company (Fireman's Fund®) and our parent company, Allianz Group, I want to thank you for all you do to make our communities safer and congratulate your organization on being selected to receive a grant through our Heritage Program®. Fireman's Fund launched the Heritage Program in 2004, renewing the company's founding mission to support firefighters for safer communities. Through our employees and independent agencies, Fireman's Fund awards millions of dollars in grants to fire departments and fire and burn prevention non - profits for needed equipment, training, and community education programs. Local insurance agent, Rosita Massie selected your organization to receive a grant. Participating agencies are able to direct grants to fire departments based on the growth of their business with Fireman's Fund, allowing us to support fire departments in communities where our business is growing. For your reference, I have attached a copy of the compliance agreement you previously signed. This document provides additional background information on our expectations regarding the utilization of our grant funds. There are several things we respectfully ask of your organization: ➢ If you haven't already, please be sure to let your firefighters, elected officials, board and others in the community know about the grant from Fireman's Fund. Post it on your social media channels, send an email, mention it at your meetings or put it in your newsletter. ➢ To stay updated on our program —including any special activities to support firefighters or to see our growing list of fire departments receiving grants — please follow us on: • http:// www. facebook .com /SupportingFirefighters • www.twitter.com /FFund • www.firemansfund.com /heritage ➢ Tell us your stories about how this grant helped your organization save lives or made a difference in your community. These real -life stories demonstrate the value of our program, and ultimately help enable other fire departments across the nation to benefit from our grant program. Stories can be posted on our Supporting Firefighters Facebook page or emailed to heritage6g ffic.com. Again, thank you for all you do to make the communities you serve safer and congratulations on your grant. Best Regards, Melissa Queen Grant Coordinator, Heritage Program at Fireman's Fund Encl.: Check Signed Compliance Agreement Fireman's Fund Insurance Companies 777 San Marin Dr. Novato, CA 94998 w .firemansfund.com •M ATTACHMENT B The Heritage Program° by Fireman's Fund Grant Compliance Agreement This agreement is made and entered into by and between the Fireman's Fund �_ Insurance Company Protecting your future since 1863 (Department/District) ( "the ?0U(.0u and Fireman's Fund Insurance Company ( "Fireman's Fund ") of Novato, CA and its respective subsidiaries (collectively referred to as the "Company "). Fireman's Fund provides donations to fire departments and fire and burn prevention programs at non - profit organizations. Whereas, it is intended that the Department will utilize a grant award or donation received from Company for the specific purpose outlined in the Department's grant application and /or approved by Company. Company reserves the right to communicate with and visit the Department on an ongoing basis to ensure that the funding is utilized for the express purpose intended. The Department is required to apply a grant or donation from Company within 90 days of receipt of funds or obtain an extension from Company. Additionally, the Department must supply Company with a copy of the paid invoice within 30 days of purchases utilizing funding from the Heritage Program. Invoice copies should be sent to: Fireman's Fund Insurance Company Attn: Melissa Queen 777 San Marin Drive SM -1, A18 Novato, CA 94998 -1000 melissa.queen@ffic.com The Department must notify Company within 60 days of receipt of funds if it decides to purchase a different quantity of items than what was awarded by Company, or if it chooses to apply funds differently than originally intended or approved by Company. Unused funds must be returned to Company. If the Department plans to use funds for any purpose other than originally outlined and approved by Company, the Department must first obtain approval from Company. In the event that the funding is not utilized for the purpose(s) approved by Company and /or outlined in the original application and Company is not notified of any changes to the original request, Company reserves the right to revoke the funding or donation, request the return of the full donation amount, and eliminate the Department from consideration for future funding through the Heritage Program. It is the intention of Company to promote the donation and Company will work with the Department on promotional efforts to ensure that they are mutually beneficial. If the Department is awarded a grant or donation, Company expects the Department to participate in a check presentation ceremony that is scheduled mutually, but held within three months after the check is received and /or when the equipment arrives. Company reserves the right to film and /or photograph the award presentation and publicize the request and award in all internal and external marketing and communications activities related to the Company Heritage Program. Company will provide stickers to the Department which indicate that the Page 1 of 2 399 equipment was purchased with a donation from Company and the stickers are to be placed on the equipment purchased with funds directed by Company, as well as an electronic logo for printed materials. For large donations such as fire safety houses, Company has the right to assist the Department with design and signage on the equipment and may provide additional funding for this purpose. Company invites your department to contact us to discuss any additional marketing or public relations assistance we can provide on your behalf. Finally, as a way to demonstrate the overall impact of this program, Company asks that the Department provide documentation demonstrating the effect the donation has had on operations. This can be documented via E -mail, letter, photos, video, or however the department sees fit. We request that this impact be documented and shared with Company within six months of the receipt of the donation or as special calls occur and the donation helped make a difference. By signing this agreement, Department agrees to carry out the aforementioned activities as planned. Agreed to and Accepted: Department: By: Date: Print Name and Title: Dept. Tax/Fed ID #: Make Checks Payable to: + Send Check to: + �7 l: (No PO Boxes) I0c) t l t If check is payable directly to a vendor: Vendor Name: Contact Name: Tax ID Number: Street Address (NO PO Boxes) for check to be sent: FEB 21 2014 PLEASE PRINT LEGIBLY Page 2 of 2 ff -0l/ (0 M Accounts Payable Dept. 4111111—A w. 507CC / HERITAGE Fireman's 777 SAN MARIN DR and NOVATO CA 94998 415 -899 -6570 NEWPORT BEACH FIRE DEPARTMENT 100 CIVIC CENTER NEWPORT BEACH CA 92660 Page 1 of 1 ATTACHMENT C _Inv. No ' -.Inv Date ,'Voucher In%.�Gress 'Discount Federal'Tax W Inv. det _ - . _ ... _.._ �. -. 31314 03/13/14 00609594 5,000.00 51000.00 DESC: HERITAGE GRANT#1485 Check No ,= Date :� Vendor No ?':Check Total °Amount 2158426 1 03/14/14 000009236 $5,000.00 ,. THE FACE OF THIS CHECK CONTAINS AVOID .PANTOGRAPH FEATURE ON THE FRONT AND ARARTIFICIALVVATERMAR !(ON THE BACK WHEN HELD AT AN ANGLE. CIA Accounts Payable Dept,_p 4 415-899-6570 s v v� ;•; Pa FLVE T THOUSAND 'AND 00 /100 - - - - - - - ' y. Net Pay THE NORTHERN. TRUST COMPANY, CHICAGO, IL 0710 1 1 1 1 1 PAYABLE THROUGH NORTHERN TRUST DUPAGE, OAK BROOK, IL. Pay to the - order of: NEWPORT BEACH FIRE DEPARTMENT 100 CIVIC CENTER NEWPORT BEACH CA 92660 nwD002i58426n• t :07i923828t:0 DID 57 SL. i8u' L-i jj q _ _, SENIOR VICE, PRESIDENT AND TREASURER E 401 /Airt[yCll7tl=I0ka11, GOOLE Fry Equipment Forcible Entry Forcible Entry Equipment 4440 Creekside Dr. Shingle Springs, CA 95682 Phone: (916) 337 -5705 Fax: (530)677-5866 DESCRIPTION Fire Stand Alone Assembly - 1- Complete Door with fire hinges 1 - Monster Base Plate 1- Academy Breaking System 4 - Steel inserts 2 - Base Extensions All Hardware Wall System Commercial Cutting Door THANK YOU FOR YOUR BUSINESS! QUOTE DATE: February 27, 2014 INVOICE # 10207 PILL TO: Newport Beach Fire Department # AMOUNT 1 $ 4,895.00 1 1 $ 895.00 SUBTOTAL I $ 5,790.00 TAX RATEI 7.50% SALES TAXI $ 434.25 S/H I 250.00 TOTAL I $ 6,474.25 402 ATTACHMENT E City of Newport Beach NO. BA- 14BA -043 BUDGET AMENDMENT 2013 -14 AMOUNT: $s,000.ao EFFECT ON BUDGETARY FUND BALANCE: X Increase Revenue Estimates Increase in Budgetary Fund Balance X Increase Expenditure Appropriations AND Decrease in Budgetary Fund Balance Transfer Budget Appropriations PX No effect on Budgetary Fund Balance SOURCE: from existing budget appropriations X from additional estimated revenues from unappropriated fund balance EXPLANATION: This budget amendment is requested to provide for the following: To increase revenue estimates and expenditure appropriations for a sole source contract with Forcible Entry Equipment to purchase a forcible entry prop for training. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Fund Account REVENUE ESTIMATES (3601) Fund /Division Account 01012320 4914 EXPENDITURE APPROPRIATIONS (3603) Amount Description Debit Credit Description Fire -Ops - Firemans Fnd Heritge Grant Description Division Number 2320 Fire -Ops Account Number 8200 Special Dept Supplies NOC Signed: Signed: Signed: Approval: City Manager City Council Approval: City Clerk $5,000.00 Automatic $5,000.00 Date :V(- 1,+ Date Date 403