New Guy Questions.

[jhardyjr]

Yes we are still completing all of our projects.

[SLY4420]

So you're still completing all the projects you requested, correct?

[jhardyjr]

We wrote the grant with 4 projects. 2 projects (Generator and Exhaust System came back lower than what was budgeted, 2 ( Fire Spriklers for 2 Stations) came back higher than budgeted. We asked to move excess funds from the first 2 projects to the Fire Sprinklers to help complete all of these projects.

FEMA did grant us our Amendment Request.

[SLY4420]

What would you be amending?

[jhardyjr]

Thanks for all of the help everyone. We contacted FEMA and they told us to submit an amendment. That will have to get approved, and we will be good to go. The city still has to come up with a little bit more cash. I go Monday to ask for it. I have a good feeling that they will go for it. We shall see. Thanks again. Hope this helps someone else

[admpaul]

I might be wrong on this but I thought you could not include extended warranty on a grant item. I know you can put in for extra maintenance.

[NoCoFire]

No one said I could read....... Thanks

Good news is that we now have the generator installed and all of the electrical work complete. The vendor came up and started the Generator on Tuesday and provided training to the department, included in the project scope. About 9 members showed up, some community members and some members of the highway department. A good showing for the middle of the day in a rural area (Volunteer). When I bid the generator I included 5 years of a comprehensive maintenance program. I know a generator is not a big deal for many departments but this is big for us. Prior to this..... well you do the math. -NoCoFire

[LVFD301]

First off let me say that I am new at this...

No they were upset that the total cost of generator and installation was about 33,000 way more than the award of 25000. In the end it worked out fine.

No one said I could read....... Thanks

[NoCoFire]

This is a typo right? Or the board is upset it cost less?

First off let me say that I am new at this...

No they were upset that the total cost of generator and installation was about 33,000 way more than the award of 25000. In the end it worked out fine.

[LVFD301]

Generator: amount awarded was 25,000 and amount of generator after going out to bid was 23500 something but, and this is a big but, the cost of installation was, after competitive bidding, 9800 (public building so many rules had to be followed etc...) - so the Board of Fire Commissioners had to eat this and it had to go out for a public referendum to make up the difference out of their capital improvement fund.

Got it now..

[NoCoFire]

Ok so let me make sure I understand this,
1. It's all or none on the grant, I can't remove 1 project.
2. They do the work, We request the money from FEMA, then pay them ASAP.

We, Chief and I, have a meeting with the Finance Director, City Administrator, and Mayor tomorrow morning. We are going to ask the City to cover the difference, or do some of the digging, and some of the other work to make up the difference. Hopefully they will go for it.

When we figured costs I guess I didn't take into consideration the water main from the street to the building......lessons learned.

Thanks for everyones help.

A speacial thank you to MCFDRICHEY!! I owe ya Brother.

jhardyjr,

I ran into similar problems and this is what I did, (and how I learned)

Our washer extractor: Amount awarded and asked for $4500 actual cost was about 5500, we ate the difference - no big deal on that one because it was something we needed and were happy to get what we got. Our situation is different in the regards that if I estimated poorly and things changed based on pre award bids I had some cushion room, but not a lot...

Generator: amount awarded was 25,000 and amount of generator after going out to bid was 23500 something but, and this is a big but, the cost of installation was, after competitive bidding, 9800 (public building so many rules had to be followed etc...) - so the Board of Fire Commissioners had to eat this and it had to go out for a public referendum to make up the difference out of their capital improvement fund.

Now the board of fire commissioners is not too happy... (But that is another story)

So the final part of my grant was for PPE and after asking around a little when I sent out the bid packets I broke each part of the PPE down as to what it cannot exceed based on the amount that I was awarded - I was not sure how this was going to work out and some people cautioned me against it but others said to give it a shot. After the bids came back in most bidders were below the amount by a lot and I had some extra money in the line to "exercise option 1" after we picked a vendor/manufacturer that met our needs, delivery time, and most importantly specifications.

This was my first grant award. This forum was very helpful for me, and so was my "FEMA Regional Representative".

-NoCoFire

[jhardyjr]

Ok so let me make sure I understand this,
1. It's all or none on the grant, I can't remove 1 project.
2. They do the work, We request the money from FEMA, then pay them ASAP.

We, Chief and I, have a meeting with the Finance Director, City Administrator, and Mayor tomorrow morning. We are going to ask the City to cover the difference, or do some of the digging, and some of the other work to make up the difference. Hopefully they will go for it.

When we figured costs I guess I didn't take into consideration the water main from the street to the building......lessons learned.

Thanks for everyones help.

A speacial thank you to MCFDRICHEY!! I owe ya Brother.

[ktb9780]

admpaul is right on. First let the bidders go to war with each other. Publicly reject all bids as too high and reopen the bid process again for another 30 days giving everyone a chance to re-bid. You don't have to tell them squat about how far out of bid price they were; just simply state "all bids were higher than project costs and available funding would allow".

[admpaul]

I would reject all the bids and tell them all to resharpen the pencil. Tell them all they are about 10,000 over your funds. They don't need to know the exact 8200. If they want the business they will come down in price. I know you have a year to do this but I would not sit on it with the way prices are increasing on metals and other things.

[jam24u]

Regarding 1yr window that is correct. But I'd suggest getting ordering done before Dec 1. With energy pricing going up we're likely to be in same situation as 07/08 were prices were going up quickly. In particular transportation costs. You're likely seeing 2-5% price increases for 2011. I would not be surprised to see mid year price increases in 2011. Certainly see price for 2012. So if delay stay on top of what might be happening with prices. Most suppliers know at least 30days out and will lock in bids of 30days.

Oh, that's right. When sept. '08 came, Galveston had a hurricane adding to the already higher gas prices. With almost $5.00 gal pricing and stations out of fuel, vendors got a little sticky with freight and shipping expenses. I almost forgot about that.