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HomeMy WebLinkAboutR-2017-071 Fire Department's Participation in Federal Surplus Property Donation Program RESOLUTION NO. R-2017-071 A RESOLUTION AUTHORIZING THE FIRE DEPARTMENT'S PARTICIPATION IN THE FEDERAL SUPRLUS PROPERTY DONATION PROGRAM THROUGH THE MISSOURI STATE AGENCY FOR SURPLUS PROPERTY BE IT RESOLVED BY THE BOARD OF ALDERMEN OF THE CITY OF RIVERSIDE, MISSOURI AS FOLLOWS: THAT the Board of Aldermen approves the City's Fire Department's participation in the Federal Surplus Property Donation program through the Missouri State Agency for Surplus Property; and FURTHER THAT the Mayor, the City Administrator, the Fire Chief, and other appropriate City officials are hereby authorized to take any and all actions as may be deemed necessary or convenient to carry out and comply with the intent of this Resolution and to execute and deliver for and on behalf of the City all certificates, instruments, agreements and other documents, as may be necessary or convenient to perform all matters herein authorized. ASSED AND ADOPTED by the Board of Aldermen of the City of Riverside, Missouri, the day of ,—2017. Mayor Kathleen L. Rose ,ATTEST: Robin �ipuCaj�l„ 'ty gerk Missouri State Agency for Surplus Property About the Program... Eligibility The Federal Surplus Property Donation program enables certain nonfederal organizations to obtain property the Federal Government no longer needs. The Missouri State Agency for Surplus Property (MOSASP) obtains this surplus property from the Federal Government and donates it to eligible entities for a service charge. Eligible entities include: • Public agencies (State Agencies, cities, counties, schools, fire protection district, ambulance districts, etc.) • Not-for-profit educational and public health activities (these must be licensed or accredited by a recognized authority). • Agencies that primarily serve the homeless. • Agencies that provide assistance to the needy. • Agencies that receive funds from the Older Americans Act. • Certain Veterans organizations. To become eligible, forms must be completed by the chief administrative officer or executive head of the agency and MOSASP must make an eligibility determination. Once an agency is approved to receive property, the agency is called a donee. At that point, authorized representatives can visit the MOSASP facility and select property needed by the donee. Property is received on a daily basis so the inventory changes on a daily bases. Service Educational Activities Services Educational Activities (SEAS) are eligible to receive Department of Defense (DOD) property. Although their eligibility is determined by DOD, they should contact MOSASP for requirements. Property obtained by the SEA can only be used in their eligible program, and must be put into use within one year of receipt and used for at least one year. Small Business Administration Participants Participants in the Small Business Administration's (SBA's) 8(a) Business Development Program may be eligible to receive surplus property. The SBA will be responsible for determining eligibility and enforcing compliance. Want List To request property that is needed but not currently available, donees can place their names and the need items on the want list. When the property is received, staff will call and notify the donee that it is available. Return of Prope • If at any time during the period of restriction, the property is no longer suitable, usable, or further needed by the donee, the donee must return the property to MOSASR • If property cannot be used and is returned within 30 days from receipt, full credit will be given. If property is returned between 30 and 60 days from receipt, half credit will be given. After 60 days, no credit will be given. M0 soo-iem(1-,7) Hours of Operation The facility is open from 8:00 a.m. —4:30 p.m., Monday through Friday. Restrictions The Federal government requires that MOSASP place restrictions on property transferred through the donation program. Title to the property does not pass to the donee until it has been used for the period of restriction. A summary of these restrictions is as follows: • Property can only be used by the eligible donee. • Property obtained must be put into use within one year of receipt and remain in use for at least one year. • Passenger motor vehicles and items with an original acquisition cost of $5,000 or more must be used for a minimum period of 18 months. • Gas masks, body armor, aircraft, vessels, and foreign gifts have an additional period of restriction. • Personal use, unauthorized sale, disposal, cannibalization or destruction of property during the restriction period is considered noncompliance. • Property cannot be stored at a personal residence without the prior written approval of MOSASR Compliance MOSASP is required to verify compliance with the regulations. This is done by mailing utilization report forms and by making random unannounced compliance visits. During the compliance visits, we ask to see the property in use. State Surplus Prope In addition to the federal donation program, MOSASP operates the State surplus property program. This provides an opportunity for the same donees to obtain surplus property from the state agencies. State surplus property must be obtained for use by the eligible donees. Fixed Price Vehicle Program Under the fixed price program, MOSASP purchases vehicles form the Federal Government. These vehicles are then resold to eligible donees. The vehicles are typically lower mileage and later model year than those found through the donation program. These vehicles must be obtained for use by the eligible donee. Location Missouri State Agency for Surplus Property 2846 Highway 179 Jefferson City, MO 65102 Phone: (573) 751-3415 Toll Free: (888) 295-7796 Fax: (573) 751-1264 E-Mail: leeann.braun(goa.mo.gov Mw W(W 902 n-,n INSTRUCTIONS FOR COMPLETING ELIGIBILITY FORMS Please complete all blanks requiring information. lt you fall to do this, It will result in delays for establishing your eligibility. N you have questions or need assistance filling out the forms, do not hesitate to contact Brenda Kennedy at 573-751-3415 or 888-295-7796. 1. The Chief Administrative Office or executive head must sign all forms. (i.e., mayor, presiding commissioner, superintendent, chairman/president of the Board, director, etc.) 2. Only one of the above officials should sign the eligibility forms. (All Forms must be signed by the same individual.) 3. All signatures must be original, not stamped. 4. On the Application for Eligibility, if you are a Public Agency complete sections I & II only and sign. If you are a non-profit organization complete sections I & III only and sign. 5. A geographic location must be documented in the street address section on the Donee Authorization form. Many donee mailing addresses are either post office boxes or rural routes. If this applies to your activity, please show a highway, street, or give general directions to the facility/location where property obtained from our agency will be kept. This information is required to satisfy federal accountability and compliance regulations. 6. On the Donee Authorization form list the names of the people who are authorized to come in and sign for property for your agency. 7. If you are applying as a non-profit organization, a copy of the IRS tax-exempt ruling must accompany the application. The ruling must have the correct name and address of the applicant organization. If it does not, a name/and or address correction should be requested from the Internal Revenue Service, EP/EO Divisions, P.O. Box 192, Covington, KY 41012-0192 (Tel. #877-829-5500). A copy of this correspondence may be included with the application packet, since confirmation by the IRS generally may not be received for a long period of time. 8. If you are licensed, accredited, certified, or have received approval for your health or educational activity, please provide current copies of the documentation. We are required to keep this information current at all times. 9. A narrative description of services provided is required by Federal regulations. For the non-profit agencies, a more detailed description is necessary. Include brochures, pamphlets, etc. Political subdivisions, such as cities, may include a brief summary of services such as police department, sewer, water, street, etc. 10. Mail your completed paperwork to: MO State Agency for Surplus Property PO Drawer 1310 Jefferson City, MO 65102 or fax it to 573-751-1264 ra 300-,902(+-M SASP OFFICE USE ONLY STATE OF MISSOURI UPDATE ACCOUNTNUMBER MISSOURI STATE AGENCY FOR SURPLUS PROPERTY P.O.DRAWER 1310 NEW CODE NUMBER JEFFERSON CITY,MISSOURI 85102.1310 DONEE AUTHORIZATION ADMELETE EXPIRATION NAME OF DONEE INSTITUTION DATE City of Riverside MO 08/15/2017 DEPARTMENT(IF COLLEGE,UNIVERSITY,OR APPLICABLE) ADDRESS(STREET AND NUMBER) Fire Department 2990 NW Vivion Road MAILING ADDRESS CITY COUNTY 2990 NW Vivion Road Riverside Platte ZIP CODE TELEPHONE NUMBER(INCLUDE EXTENSION) FAX NUMBER 64150 (816)372-9200 (816)372-9150 FISCAL YEAR END NUMBER OF EM PEES(PAID AND VOLU E-MAILADDRESS MONTH June DAY 30 FULL TIME PARTTIMEgfowlston@dversidemo.com CHIEF ADMINISTRATIVE OFFICER OR EXECUTIVE HEAD TITLE Kathy Rose Mayor SEND INVOICES TO TITLE Gordon Fowlston Fire Chief NAME (PLEASE TYPE OR PRINT) TITLE PHONE EXTENSION EMAIL (IF DIFFERENT FROM ABOVE) Gordon A Fowlston Fire Chief 816-372-9200 gfowlston@riversidemo.com Jason Snarr Assistant Fire Chief 816-372-9203 jsnarr@riversidemo.com Keith Payne Assistant Fire Chief 816-372-9211 kpayne@riversidemo.com The above named individuals are authorized to act as representatives of our institution (until otherwise notified) in inspecting, selecting, signing and obligating necessary funds to pay service charges for property to be utilized by the institution. The donee assumes full responsibility for all property acquired by the representatives and agrees to terms and conditions applicable to property donated under the surplus property program and Civil Rights Act of 1964, as stated on reverse side of the Distribution Document. AUTHORIZED BY SIGNATURE(CHIEF ADMINISTRATIVE OFFICER OR EXECUTIVE HEAD) • ❑APPOINTED OR HIRED ❑ ELECTED —TERM EXPIRES 04 / 10 / 2018 TITLE Mayor ❑ HIRED BY CONTRACT— CONTRACT EXPIRES MOS 1902(1-17) STATE OF MISSOURI MISSOURI STATE AGENCY FOR SURPLUS PROPERTY P.O.DRAWER 1310 JEFFERSON CITY,MISSOURI 65102-1310 TERMS AND CONDITIONS OF DISTRIBUTION DOCUMENT You AGREE to the following when signing your name to a Distribution Documentlinvoice: To use the surplus property only in the official program that you represent. To use the surplus property for its intended purpose To put the surplus property into use within one year and to use it for at least one year To use certain items for eighteen months (18) or longer** You will not sell the property, lend it, trade it, or tear it down for parts unless given prior permission You will not permanently remove the property for use outside the state You will not stare property at a personal residence without prior written authorization To return property that is still under restriction but is no longer needed To pay the U.S. Government for the property if not used according to the terms and conditions specified on the distribution document. In short,the surplus property must be used in an authorized program. Personal or non-use of surplus property is prohibited. Permission must be received before selling, trading or cannibalizing the property. Understand your obligations by reading the back of your Distribution Document/Invoice. "Property that has an original acquisition cost of$5,000 or more and passenger motor vehicles regardless of acquisition cost are items that would fall under this restriction. Utilization reports will be mailed to you for completion every six months until the use requirement is met. Any authorized representative can complete this form if they have the necessary information. If you need assistance with these reports, contact our agency at(573) 751-3415 or toll free at(888)295-7796. RETURN POLICY Property returned within 30 days from acquisition = Full Credit Property returned between 30-60 days from acquisition = Half Credit No credit will be given for property returned after 60 days I agree to abide by the terms and conditions on the back of the distribution document and realize that failure to do so could render my organization ineligible to receive property. ORGANIZATION SIGNATU City of Riverside Fire Department DATE P I NAME S w Kathy Rose Moaao-,eox -,n STATE OF MISSOURI OFFICE OF ADMINISTRATION MISSOURI STATE AGENCY FOR SURPLUS PROPERTY NONDISCRIMINATION ASSURANCE Assurance to be executed by authorized representative of donee activity prior to receiving donations of surplus personal property from the State Surplus Property Agency on and after October 17, 1977. Assurance of Compliance with GSA Regulations under Title VI of the Civil Rights Act of 1964, Section 606 of Title VI of the Federal Property and Administrative Services Act of 1949, as amended, Section 504 of the Rehabilitation Act of 1973, as amended, Title IX of the Education Amendments of 1972, as amended, and Section 303 of the Age Discrimination Act of 1975 and the Civil Rights Restoration Act of 1987. City of Riverside Fire Department nniau o , hereinafter called the "donee,' hereby agrees that the program for or in connection with which any property is donated to the donee will be conducted in compliance with, and the donee will comply with and will require any other person(any legal entity)who through contractual or other arrangement will the donee is authorized to provide services or benefits under said program to comply with, all requirements imposed by or pursuant to the regulations of the General Services Administration (41 CFR 101-6.2. or 101-8) issued under the provisions of Title VI of the Civil Rights Act of 1964, Section 606 of Title VI of the Federal Property and Administrative Services Act of 1949, as amended, Section 504 of Rehabilitation Act of 1973, as amended, Title XI of the Education Amendments of 1972, as amended and Section 303 of the Age Discrimination Act of 1975,to the end that no person in the United States shall on the ground of race,color, national origin, sex,age or that no otherwise qualified handicapped person shall solely by reason fo the handicap, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity for which the donee received Federal Assistance from the General Services Administration; and hereby gives assurance that it will immediately take any measures necessary to effectuate this agreement. The donee further agrees that this agreement shall be subject in all respects to the provision of said regulations; that this agreement shall obligate the donee for the period during which it retains ownership or possession of any such property; that the United States shall have the right to seek judicial enforcement of this agreement; and, this agreement shall be binding upon any successor in interest of the donee and the word "donee"as used herein includes any such successor in interest. By signing below, I agree to the nondiscrimination assurance and certify that my representations are true and correct. CERTIFICATION REGARDING DEBARMENT, SUSPENSION,INELIGIBILITY AND VOLUNTARY EXCLUSION FOR LOWER TIER COV- ERED TRANSACTIONS MUST CHECK ONE BOX BELOW F1 The Applicant Organization certifies, by submission of this application, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in this transaction by any Federal department agency. ❑ The Applicant Organization is unable to certify any of the statements in this certification and shall attach an explanation to this proposal. SIGN RE OF CHIEF ADM ISTRA OFFICERIEXECUTIVE HEAD MLE709-0,5�17 ATE Mayor NAM F APPLICANT ORGAN TION ADDRESS CITY,STATE,ZIP City of Riverside Fire Department 2990 NW Vivion Road Riverside, MO 64150 MD 300-1802(1-1� STATE OF MISSOURI OFFICE OF ADMINISTRATION MISSOURI STATE AGENCY FOR SURPLUS PROPERTY APPLICATION FOR ELIGIBILITY I. A.LEGAL NAME OF APPLICANT ORGANIZATION City of Riverside Fire Department B.ADDRESS(STREET AND/OR P.O.BOX NUMBER) 2990 NW Vivion Road TELEPHONE (816)372-9200 C.HAS THE INSTITUTION BEEN APPROVED,ACCREDITED OR LICENSED?(ATTACH EVIDENCE) ❑YES El NO IF YES, BY WHAT AUTHORITY? D.NARRATIVE DESCRIPTION OF PROGRAM OR SERVICES OFFERED (ATTACH) PUBLIC AGENCIES FILL OUT SECTION If AND SIGN. NON-PROFIT INSTITUTIONS FILL OUT SECTION III AND SIGN. II. PUBLIC TAX SUPPORTED AGENCY A.CHECK TWE OF AGENCY ❑STATE GOVERNMENT ❑HEALTH ❑EDUCATION El CITY GOVERNMENT ❑COUNTY GOVERNMENT ❑OTHER 111.NON-PROFIT INSTITUTION A CHECK TYPE OF INSTRURON ❑COLLEGE ❑CHILD CARE CENTER ❑HEALTH CENTER/CLINIC ❑SECONDARY SCHOOL ❑RADIO/TV STATION ❑PROVIDER OF ASSISTANCE TO THE NEEDY ❑ELEMENTARY SCHOOL ❑LIBRARY ❑PROVIDER OF ASSISTANCE TO THE HOMELESS ❑SCHOOL FOR HANDICAPPED ❑MUSEUM ❑OLDER AMERICAN ACT FUNDING ❑NURSING HOME ❑HOSPITAL ❑OTHER B.HOW IS THE INSTITUTION FUNDED:(SHOW PERCENTAGES) 1.TAX SUPPORTED(OTHER THAN BY GRANT) 2.BY GRANT AND/OR CONTRIBUTIONS 3.OTHER(SPECIFY) 0.00% 0.00% 0.00% C.HAS THE INSTITUTION BEEN DETERMINED NON-PROFIT AND TAX-EXEMPT UNDER SECTION 501 OF THE U.S.INTERNAL REVENUE CODE? El YES (ATTACH IRS RULING LETTER) ❑NO D.ARTICLES OF INCORPORATION AND BYLAWS (ATTACH) CHIEF ADMINISTRATIVE OFFICE OR EXECUTIVE HEAD DATE SIO rRE TITLE 71 &tu Mayor FOR STATE USE ONLY ❑APPROVED ❑DISAPPROVED SIGNATURE OF MANAGER DATE 10300-1802(1-1]) CERTIFICATIONS AND AGREEMENTS (INCLUDING TERMS, CONDITIONS, RESERVATIONS,AND RESTRICTIONS) A.THE DONEE CERTIFIES THAT: (3)In the event the property is not so used as required by(C)(1)and (1) It is a public agency or a nonprofit Institution or organization, (2)' and Federal realdcdms (8)(1), (2) and (F) have expired, right to the exempt from taxation under Section 501 of the Irdemal Revenue Code of 1986; possession of such property shall at the option of the State agency revert to the State at Missouri and the donee chant release such property to such person as within the meaning of Section 2030)of the Federal Property and Administrative Me State agency shell direct Services Aa of 1949, as amended, and/or the regulations of the General Services Administration. D. THE DONEE AGREES TO THE FOLLOWING TERMS, RESERVATIONS (2)O a public agency,the property Is needed and will be used by the AND RESTRICTIONS. recipient for carrying out or promoting for the residents of a given political area (1)From the date it receives the property listed hereon and through the one or more pubic purposes, or, if a nonprofit, tax-exempt Institution or period(s)of time the conditions Imposed by(B),(C)and(F)remain in effect the organization, the property Is needed for and will be used by the recipient for donee shall not sell,trade,lease,lend,bail,cannibalize,encumber,or otherwise educational or public heath purposes,including research for any such purpose, dispose of such property,or remove it permanently,for use outside the State, or for programs for older Individuals.The property is not being acquired for any without to prior approval of GSA under(B)and(F),or the State agency under other use or purpose, or for sale or other distribution; or for permanent use (C).The proceeds from any safe,trade,base,ban,bailment,encumberence,or outside the State,except with prior written approval of the State agency. other disposal of the property,when such action Is authorized by GSA,or by Ore (3) Funds are available to pay all costs and charges incident b State agency, shall be remitted promptly by the donee to GSA or the State donation agency,as the case may be. subject to the nondiscrimination (2)In the event arty of the property Meted heron Is sold,traded,leased, (4) This transaction shall be subjet to properly issued under loaned,bailed,cannibalized,encumbered,or otherwise disposed of by the donee regulations governing the donation ll surplus Title VI of the Federal Property and Administrative Services Act of 1949, as from the date it receives the property Brough the ut the prior cur time the of GS conditions amended,Section 504 of the Rehabilitation Act of 1973,as amended,Title IX of the Stat by en (C)and(F)remain In stent,without the prior approval of GSA a the Education Amendments of 1972,as amended,and Section 303 of the Age the State agency,the donee,at the option of GSA or the Stale Agency shell pay Discrimination Act of 1975. to GSA or the State otomy, the noes may be,Mproceeds proetla the disposal, es determined by GSA a S the State agency. (5) CERTIFICATION REGARDING DEBARMENT, SUSPENSION, (3) If at any time,from the date it receives the property through the INELIGIBILITY AND VOLUNTARY EXCLUSION - LOWER TIER COVERED period(s)of time the conditions imposed by(B),(C)and(F)remain in effect,any TRANSACTIONS of the property listed hereon Is no longer suitable,usable,or fuller needed by By signing and submitting this lower tier proposal, the prospective the donee for the purpose(s)for which acquired,the donee shall promptly notify lower ter participant, as defined in 41 CFR 105.68, certifies to the beat of its be State agency and shall,as directed by the State agency,return the property knowledge and belief that it and Its principals; to the State agency, release the properly to another donee or another State agency, or to a department or agency of the United States, sell or otherwise (a)Are not presently debarred,suspended, proposed for debarment, dispose of the property.The proceeds from any sale shall be remitted promptly declared ineligible or voluntarily excluded from participation in this transaction by by the donee to the State agency. any Federal department or agency. (4) The donee shah make reports to the State agency on the use, (b)Where the prospective lower ter participant is unable to certify to condition, and location of the property listed hereon and on other pertinent any of the above,such prospective participant shall attach an explanation to this maters as may be required from time-to-time by the State agency. proposal. (5)At the option of the State agency, the donee may abrogate the B.THE DONEE AGREES TO THE FOLLOWING FEDERAL CONDITIONS: State conditions set forth in(C)and the State terms,reservations and restrictions (1)All items of property shalt be placed in use for the purpoee(s)for pertinent thereto in (D)by payment of an amount as determined by the State which acquired within one year of receipt and shall be continued in use for such agency. purpose(s)for one year from the dale the property was placed in use.In the event E.THE DONEE AGREES TO THE FOLLOWING CONDITIONS,APPLICABLE the property is not so placed in use, or continued in use, the donee shall TO ALL ITEMS OF PROPERTY LISTED HEREON: immediately notify the State Agency, and at the donee's expense, return such properly to the State agency, or otherwise make the property available for (1)The properly acquired by the donee is on an 'as is;'Where Is' transfer or other disposal by the State agency,provided the property is atlll usable basis.Without warranty of any kind,and the Govemment of the United States of as determined by the State agency. America will be held harmless from any or all debts,liabilities,judgments,costs, demands,suits,actions,or claims of any nature arising from or Incident to the (2)Such special handling or use limitations as are imposed by GSA on donation of the properly,its use,or final disposition. any tem(s)of property listed hereon. (2)Where a donee carries insurance against damages to or knee of (3)In the event the properly is not so used a handled as required by property due to fire or other hazards and where loss of or damage to donated (B)(1)and(2),tide and right to the possession of such property shall at the option properly with unexpired terms, conditions, reservations or restrictions occurs, of GSA revent to the United States of America and upon demand the donee shall GSA or the State agency,as the case may be,will be enticed to reimbursement release such property to such person as GSA or its designee shell direct. from the donee out of the insurance proceeds, of an amount equal to the (C)THE DONEE AGREES TO THE FOLLOWING CONDITIONS IMPOSED BY unamortized portion of the fair market value of the damaged or destroyed THE STATE AGENCY,APPLICABLE TO ITEMS WITH A UNIT ACQUISITION donated dents. COST OF $5,000 OR MORE AND PASSENGER MOTOR VEHICLES, F. THE DONEE AGREES TO THE FOLLOWING ADDITIONAL SPECIAL REGARDLESS OF ACQUISITION COST, EXCEPT VESSELS 50 FEET OR TERMS AND CONDITIONS APPLICABLE TO THE DONATION OF AIRCRAFT MORE IN LENGTH AND AIRCRAFT,FOREIGN GIFTS OR OTHER ITEMS OF AND VESSELS(50 FEET OR MORE IN LENGTH)HAVING AN ACQUISITION PROPERTY REQUIRING SPECIAL HANDLING OR USE LIMITATIONS COST OF$5,000 OR MORE,AND FOREIGN GIFTS RO OTHER ITEMS OF REGARDLESS OF THE ACQUISITION COST OR PURPOSE FOR WHICH PROPERTY REQUIRING SPECIAL HANDLING OR USE LIMITATIONS, ACQUIRED; REGARDLESS OF THE ACQUISITION COST OR PURPOSE FOR WHICH (1)The properly shall be used for the purpose(s) for which acquired ACQUIRED: and for no other purpose(s). (t) The donation shall be subject to the additional special terms, (2)There shall be a period of restriction which will expire after such conditions, reservations and restrictions set forth in the Conditional Transfer property has been used for the purpose(s)for which acquired for a period of 18 Document or other agreement executed by the authorized donee representative. months from the date the property is placed in use,except for such items of major 0.THE DONEE AGREES TO THE FOLLOWING TERMS AND CONDITIONS equipment,listed hereon,on which the State agency designates a further period IMPOSED BY THE STATE AGENCY APPLICABLE TO ITEMS WITH A UNIT of restriction. ACQUISITION COST OF UNDER$5,000. 1610soo-tstre 11.171