CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the Award of Bid 17-219, Public Safety Uniforms and Equipment Cooperative Contract, to Galls for an amount not to exceed $225,88.34, to Lawmen’s and Shooters’ Supply Inc. for an amount not to exceed $8,169.84, to The Cop Fire Shop for an amount not to exceed $26,325, and to Ray O’Herron’s Co., Inc. for an amount not to exceed $543,936.50 and a total award of $804,316.28 for a two-year term.
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DEPARTMENT: Police Department
SUBMITTED BY: Robert Marshall, Police Chief
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Naperville Police Department provides uniforms for the Chief of Police, deputy chiefs, commanders, sergeants, police officers, community service officers, detention officers, animal control officers and other specialized civilian personnel. This two-year contract will cover a total of 169 sworn and 70 civilian Police personnel. The uniform requirements for most sworn personnel are established in their respective collective bargaining agreements. Uniforms, equipment, and footwear are supplied to new hires as well as approved replacements for current staff. Replacement items for current staff are reviewed through a two-tiered process and must be approved based on need by the employees’ supervisor and by the training unit of the Police Department. The Naperville Police Department’s uniform dress code is outlined in departmental general orders and respective collective bargaining agreements. Employees are responsible for the cleanliness and appearance of their uniforms as well as the maintenance of their equipment.
The Fire Department purchases uniforms for all staff officers, sworn shift personnel members of the Fire Prevention Bureau, administrative civilian personnel and volunteers from Naperville Emergency Management Agency. The uniform requirements for shift personnel are established in the collective bargaining agreement. Fire Department uniforms meet the National Fire Protection Association Standard #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 the 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 the cleanliness and appearance of their uniforms.
DISCUSSION:
Advertisement Date: 11/22/2017 Notices Sent: 64
Opening Date: 12/08/2017 Planholders: 8
Bidders: 4
The specifications for Fire and Police uniforms were combined in order to increase competition. Bids were received from The Cop Fire Shop, Galls, Fireground Supply Inc. Lawmen’s and Shooters’ Supply Inc. and Ray O’Herron Co., Inc. Firms were given the option to bid the entire bid for both Fire and Police or to provide a bid for an entire group or section of either bid. Bids were found non-responsive if costs were not given for the complete group or section.
This procurement was written as a Cooperative Purchase Agreement, Public Safety Uniforms and Equipment which will be called Illinois Municipal Public Safety Uniform and Equipment Cooperative. This cooperative will be available to other units of local government, fire districts and police departments pursuant to 30 ILCS 525/2, the Government Joint Purchasing Act.
The following bids were received for Fire uniforms:
|
Company |
Group 1 Work, Dress Uniforms |
Group 2 Polos, T-Shirts & Caps |
Group 3 Badges, Collar Brass, & Other Insignia |
Group 4 Workout Gear |
|
Galls |
$71,019.72 |
$41,921.95 |
$4,748.06 |
No Bid |
|
Fireground Supply |
* |
* |
$4,597.50 |
* |
|
Lawman’s and Shooter’s |
No Bid |
No Bid |
$4,084.92 |
No Bid |
|
Ray O’Herron Co |
$70,540.00 |
$44,820.00 |
$5,112.15 |
No Bid |
|
The Cop Shop |
$87,881.00 |
$58,560.00 |
$5,471.15 |
$13,162.50 |
* Fireground Supply Inc was found non-responsive for Groups 1, 2 and 4 due to incomplete bid submittals.
Staff is recommending the award of Groups 1 and 2 for Fire uniforms to Galls, the lowest responsive, responsible firm for all clothing items.
The following bids were received for Police uniforms:
|
Company |
Section 1 Shirts |
Section 2 Trousers |
Section 3 Headwear |
Section 4 Foul Weather/ Safety Gear |
|
Galls |
$110,368.20 |
$105,494.15 |
$3,269.00 |
$23,490.80 |
|
Ray O’Herron Co. |
$115,645.50 |
$99,188.25 |
$2,950.00 |
$18,208.50 |
|
Company |
Section 5 Uniform Accessories |
Section 6 Misc. Items |
Section 7 Motorcycle Gear |
Section 8 Other Uniform Charges |
|
Galls |
$584.00 |
$3,741.90 |
No Bid |
$135.00 |
|
Ray O’Herron Co. |
$1,914.50 |
$5,132.60 |
No Bid |
$1,300.00 |
|
Company |
Section 9 Duty Equipment |
TOTAL BID |
|
Galls |
$584.00 |
$271,968.25 |
|
Ray O’Herron Co. |
$1,914.50 |
$284,723.50 |
* Fireground Supply Inc was found non-responsive for Sections 1 through 9 due to incomplete bid submittals.
Staff is recommending the award of Sections 1-6, 8 and 9 for Police uniforms to Ray O’Herron Co., Inc., the lowest responsive, responsible firm for all clothing items. It is in the best interest of the City to maintain uniforms being purchased from one vendor. No vendor provided a bid response for Section 7: Motorcycle Gear.
The term of the contract is two years from date of award, with three one-year option years available.
FISCAL IMPACT:
Public Safety Uniforms and Equipment are expensed to the Operating Supplies accounts listed below. The following amounts have been budgeted for each department/division in CY2018; $229,450 has been budgeted for Fire; $119,650 has been budgeted for Police; and $11,360 has been budgeted for Police - Communications. This request is within the budgeted amounts.
|
Account Number |
Fund Description |
Total Budget Amount |
|
22251100-541407 |
General Fund |
$685,600 |
|
21101100-541407 |
General Fund |
$238,250 |
|
21241100-541407 |
General Fund |
$28,767 |