CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the award of Option Year One to Contract 17-124, Fire Department Personal Protection Gear, to Equipment Management Co., LION First Responder and Air One Equipment for an amount not to exceed $133,460 and for a one-year period
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DEPARTMENT: Fire Department
SUBMITTED BY: Mark Puknaitis, Chief
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Fire Department provides 197 firefighters with their own set of personal protection gear. A firefighter is given a helmet, bunker coat, bunker pants, fire boots, fire gloves, protective hood, goggles, and earflaps when they start their career. The gear must meet or exceed National Firefighter Protection Association (NFPA) #1971, Protective Ensemble for Structural Firefighting, current edition requirements.
The Fire Department purchases approximately 50 to 65 sets of protective gear annually. In addition to purchasing gear for a new employee, an individual set of gear may be replaced either because it has reached the nationally recognized standard age for replacement or because it has been damaged during an incident or through regular wear and tear to the point at which it no longer passes independent testing. The firefighters are also provided fire boots, gloves, and accessories to protect their neck, eyes, and ears under the helmet.
In 2017, City Council approved the award of Contract 17-124 for a 26-month term with two one-year options to extend the contract. Group 1 was awarded to Equipment Management Co. and LION First Responder, Group 2 was awarded to W.S. Darley, Group 3 was awarded to Air One Equipment, and Group 4 was awarded to LION First Responder.
DISCUSSION:
Each company performed well during the original 26-month contract term and staff recommends renewal for the first option year for Groups 1, 3 and 4. Staff does not recommend the renew of the first option year for Group 2 because of issues during the original term. Additional information about each group is provided below.
Group 1 - Bunker Gear
The Fire Department made changes to the specifications for Group 1 during the original term of the contract. Although Equipment Management Co. and LION First Responder could have requested cost increases as the result of the changes, both vendors continued to honor their bid prices during the original. The vendors have requested per item increases ranging from 1.5% to 4%, which staff believes are appropriate based upon increases in labor and transportation costs.
Group 2 - Books, Gloves, Hoods
The Fire Department decided not to renew Group 2 because the vendor could not hold the original pricing throughout the original term and because the lead time to receive the products was longer than specified in the original bid. The Fire Department is researching other procurement options for the Group 2 items.
Group 3 - Helmets
Air One Equipment has agreed to hold pricing for the first option year.
Group 4 - Advanced Cleaning and Inspection Services
Lion First Responder has requested, and staff has agreed to a 1.5% cost increase for the annual cleaning and inspection of the personal protective gear.
The term of the first option year is January 1, 2020 through December 31, 2020, with one additional one-year renewal option.
FISCAL IMPACT:
CIP# N/A
Turnout gear is expensed to the operating supplies account listed below. The amount designated for turnout gear inspection and repairs is expensed to the operating equipment repairs account for the Fire Department. The requested award of $133,460 is within budget.
|
Account Number |
Fund Description |
Total Budget Amount |
|
22251100-541407 |
Fire - Operating Supplies |
$685,600 |