HomeMy WebLinkAbout2009-094 Agrmt - Williams Group
THE WILLIAM~ GROUP
P. O. Box 810 . NEWPORT, OR 97365 . (541) 867-3710
May 15, 2009
Ann Seltzer
Risk Management Analyst
20 East Main Street
Ashland, Oregon 97520
Ann,
Thank you for your call last Tuesday. The Williams Group would be interested in
providing grant writing services for the City of Ashland's Department of Fire &
Rescue. We have been writing grants for several Fire Departments and Fire
Districts since 2002 and have been very successful in securing dollars through the
FEMA programs of Assistance to Fire Fighters, SAFER and the Prevention
components.
My understanding is that there is a new pot of inoney coming down in early
summer for the construction of new facilities. If Homeland Security holds to their
previous grant application standards, the fee for the grant writer is an eligible
reimbursable administrative cost to the Department if the project is funded.
What I would like to propose is a tentative scope of work that would include at a
minimum the following items:
1. One to three on-site visits to see the current status of the building
to be demolished and site of the new fire station.
2. Meet with you and Fire Department personnel to discuss issues of
need, design, and cost of the project.
3. Gather all the documentation needed to complete a grant application
including but not limited to service statistics, personnel numbers and Fire
Fighter I or II status, banking information for electronic payment, review
of Standard Operating Procedures for equipment needs within the new
facility.. Meet with the Chamber of Commerce, as they usually know of
any future building projects as well as having up to date demographics.
Take a tour of the City.
4. Determine who will be my single point of contract throughout the length
of the contract as much of the questions I would be asking could be
relayed bye-mail or telephone and reduce travel expenses.
Serving Non Profit Communities Since 1978
5. Secure any information that is currently available on demolition.
costs, RFP's for bidders, schematics, anticipated costs, timelines, internal
equipment needs or other special needs of the Department that will meet
NFP A standards. The transition plans into trailers during construction,
for what duration and how will effect personnel.
6. Discuss with staff the reasons behind having a new facility constructed,
. including age of the facility and the fact they provide fire-based EMS
servIces.
7. If the contract period for writing the grant is long ie. 60,90 or 120
days, we can break up the project costs into a reasonable payment
schedule for the Department.
8. I'm estimating the project cost without knowing more at $4,500 to
$5,500. Whatever the [mal figure, I would place a cap on costs in the
contract.
In the meantime, I will be following the Department of HomelandSecurity web-
site for anllouncement, as other districts/departments are waiting for the same
announcement. Several of my clients only need major remolding to bring their
facilities up to NFP A standards rather than full blown construction.
Thank: you again for your interest.
~/J~
Marcia Lee Williams
The Williams Group, Inc.
Inc: Company Portfolio
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CITY OF
ASHLAND
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fiECORDER
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20 E MAIN ST.
ASHLAND, OR 97520
(541) 488-5300
6/26/2009
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09006
VENDOR: 014271
WILLIAMS GROUP, THE
PO BOX 810
NEWPORT, OR 97365
SHIP TO: City of Ashland
(541) 488-6002
20 E MAIN STREET
ASHLAND, OR 97520
FOB Point:
Tenns: Net
Req. Del. Date:
Speciallnst:
Req. No.:
Dept.: PUBLIC WORKS
Contact: Ann Seitzer
Confirming? No
f;!~JQlj"a-iitfiYh~ i7JUhit:S; ~:;U~~li&i~,J~~.:'a;"'_;:l:t~'k:~:i/:t:K:Z~b~scriptione,i::b:.~T~r~~:~i=i~J:.~:l~1"Si~2.'(g'!:j ~ji~\Uim1RFi~:iii; S,:K;]Eh{Rrili/(fi -~ j
Grant Writer FEMA - AFG - Federai
Stimulus, Fire Station #2. Not to
exceed $5,000. Per attached proposal.
5,000.00
BILL TO: Account Payable
20 EAST MAIN ST
541-552-2028
ASHLAND, OR 97520
SUBTOTAL
TAX
FREIGHT
TOTAL
5 000.00
0.00
0.00
5,000.00
tEf?A'C'c1fumrijUiTiiier~<j L~rr>jecf!Nlrmbertr::l~~C~~ ;::~::;.JWAnlc)unt:~r;_:~ ~j{AccountJNu"'n,tie-r~~ 52;:~JP,roject1Nurnw;r~t~ci\J ?;i~ Si~l~'motJntI1~~i,N
E 410.08.24.00.70100 E 000175.999 5 000.00
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Authorized Signature VENDOR COPY
'-..-.
A request, for a Purchase Order
REQUISITION FORM
CITY OF
'ASHLAND
THIS REQUEST IS A:
o Change Order(existing PO #
Date ot Request: I (J Is / fJq ,
. .
Required Date ot Delivery/Service: I (; 1/ L//1 7 ' I
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Vendor Name
Address
City, State, Zip
Telephone Number
Fax Number
Contact Name
SOLICITATION PROCESS
Small Procurement o Sole Source 0 Invitation to Bid
~Less than $5,000 o Written findings attached (Copies on file)
o Quotes (Optional) o Quote or ProDosal attached ,
Coooerative Procurement 0 Request for Prooosal
o State of ORIWA contract (Copies on fiie)
Intermediate Procurement o Other government agency contract 0 Soeciall Exemot
o (3) Written Quotes 0 Copy of contract attached 0 Written findings attached
(Copies attached) 0 Quote or Proposal attached
0 Contract # 0 Emeraencv
0 Written findings attached
0 Quote or Prooosal attached
Description of SERVICES
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Total Cost
o Per attached PROPOSAL
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'$ ,",6"""'1J'PiJ' ,':.', ~-' ' ,
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Item #
Quantity
Unit
Description of MATERIALS
Unit Price
Total Cost
,
o Per attached QUOTE
~~,TOTAL,C~OST;:
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Project Number u j .75- jg# & tJ '7 tl ( tJ ,f-CJ
Account Number':!J& -tJi - )!f~
. Items and selVices must be charged to the ap loptiate account numbels fOI the financials 10 reflect the actuat exnenditures accuratety.
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By signing this requisition form, / certify that the intormation provided above meets the City of Ashland public contracting requirements,
and the documentation can be provided upon request.
Employee Signature:U A .(J ~ J SupervisoriDept. Head Signature:(~
G: Finance\Procedure\AP\Forms\8_Requisition form revised.doc
Updated on: 6/4/2009