CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the Award of Option Year 2 to Contract 14-163, Public Safety Uniforms and Equipment, for the Fire Department to Fireground Supply for Group 1 for an amount not to exceed $30,000 and for the Police Department to Ray O’Herron Co. Inc. for Group 2 in an amount not to exceed $80,000 and a total award of $110,000 and for an eight-month extension.
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DEPARTMENT: Fire Department
SUBMITTED BY: Mark Puknaitis, Fire Chief
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Fire Department provides uniforms for all sworn shift personnel as well as for members of the Fire Prevention Bureau. Uniform items for shift personnel are established in the collective bargaining agreement. Fire Department uniforms meet the National Fire Protection Association Standard No. 1975: ‘Standard on Station/Work Uniforms for Firefighters’. A complete set of uniforms is issued to each new Fire Department employee, but individual items are replaced based on need and condition of clothing as budgeted amounts allow. Per the collective bargaining agreement, items submitted for replacement may be appropriately repaired rather than replaced if it is reasonable to repair the item. Employees are responsible for cleanliness and appearance of their uniforms.
The Naperville Police Department provides uniforms for the Chief of Police, deputy chiefs, commanders, sergeants, police officers and certain civilian personnel. There are a total of 168 sworn and 72 civilian personnel covered under this contract. Uniforms, equipment and footwear are supplied to new hires as well as approved replacements for current staff. The Naperville Police Department’s uniform dress code is standard.
Contract 14-163 was awarded by the City Council on May 1, 2014 for a two-year term ending on April 30, 2016 with two one-year options to extend the contract. The first option year was awarded by the City Council on April 19, 2016. The current extension ends on April 30, 2017.
DISCUSSION:
Fireground Supply Inc. has performed well during the contract period. They have agreed to continue to provide the services at a zero percent increase.
Ray O’Herron Co., Inc. has also performed well during the contract period. The vendor originally requested a 6% increase; however, staff was able to negotiate down to a 5% increase. This is the first increase the vendor requested since the contract began in April 2014. During negotiations with Ray O’Herron, the vendor communicated that it had assumed between 3 and 5% increases from their suppliers each year during the three years of the contract without passing the increases on to the City.
In order to align with the City’s fiscal year, Police and Fire requested to end the second option year early. Both firms agreed to an eight-month extension. The term of the final option year will be May 1, 2017 through December 31, 2017.
FISCAL IMPACT:
CIP #: N/A
Uniforms are expensed to the Supplies accounts listed below. A total of $203,160 is budgeted for uniforms in CY2017. The requested award is within budget.
|
Account Number |
Fund Description |
Total Budget Amount |
|
010-2120-421.60-63 |
General |
$246,483 |
|
010-2170-425.60-63 |
General |
$28,767 |
|
010-2220-422.60-63 |
General |
$614,900 |