Title
Resolution to Approve a Contract with Phoenix Safety Outfitters for Purchase of Fire Department Personal Protective Firefighting Turnout Gear (NTE $150,000.00/3yrs)
Memorandum
The attached resolution seeks approval of a fixed unit price agreement for the purchase of personal protective firefighter turnout gear. There has been an effort to bring the Fire Department into compliance with nationally recognized standards. To do so, there is a fundamental need to overhaul the City of Ann Arbor Fire Department turnout gear.
Pursuant to the Collective Bargaining Agreement between International Association of Firefighters Local 693 and the City of Ann Arbor, the City is required to furnish and maintain two (2) sets of turn out gear for each employee in accordance with National Fire Protection Association (NFPA) 1851. The NFPA standard limits structural firefighting turnout ensemble components to a maximum service life of ten (10) years from date of manufacture. The moisture barrier within the bunker gear begins to fail after each successive fire that the gear is exposed to. Likewise, the outer shell can absorb harmful carcinogens and is continually subjected to cuts, tears, and abrasions during normal use.
The NFPA standard indicates that after ten (10) years of service, all components including turnout coats and pants must be removed from service and can no longer be used for structural firefighting. Existing personnel are on a five (5) year rotation for personal protective firefighter turnout gear replacement. At least twenty (20) sets are due for scheduled replacement, and seven (7) new members have joined the department, each requiring two (2) complete sets. The gear the new hires have been provided for the interim (their probationary period) is rented. Therefore, we need to purchase additional turnout gear to ensure firefighter safety.
The City's issued an invitation to bid (ITB#4277) seeking qualified vendors to supply new structural firefighting turnout gear for the Ann Arbor Fire Department All bids were to include charges for on-site measuring, products, services, packing, deliver, warranty, etc. Bidders were required to provide a fixed unit price for a 3-yr term based on the anticipated volume of turnout gear that the City is required to purchase to meet current needs., ITB 4277 also included a an option of renewal for a fourth and fifth year.
The three (3) vendors that provided bids are:
· Douglas Safety Systems
· First Due Fire Supply Store
· Phoenix Safety Outfitters
Staff has evaluated the bids and determined that the prices were competitive and recommends Phoenix Safety Outfitters be awarded the contract. The bid tabulation is attached.
Phoenix Safety Outfitters meets the living wage requirements and received HR approval on April 17th, 2013;
Funds are available in the Fire Services Unit approved FY13 budget for the current fiscal year anticipated purchases and future year purchases under the fixed price contract will be budgeted for in successive fiscal year. Total cost for this project is expected NTE $150,000 for the 3yr term of the contract. .
Staff
Prepared by: Ellen Taylor, Assistant Fire Chief
Reviewed by: Ollice (Chuck) Hubbard, Fire Chief
Reviewed by: Tom Crawford, CFO, Financial Services Area Administrator
Approved by: Steven D. Powers, City Administrator
Body
Whereas, Personal protective firefighter turnout gear is required for firefighter safety;
Whereas, The City is required to provide two (2) complete sets of personal protective firefighter turnout gear to each employee pursuant to the Collective Bargaining Agreement between International Association of Firefighters Local 693 and the City of Ann Arbor;
Whereas, New personnel has been hired and require two (2) complete sets of personal protective firefighter turnout gear, and existing personnel require two (2) complete sets of personal protective firefighter turnout gear based upon the five (5) year rotation implemented by the Department, it is necessary to contract this professional service;
Whereas, The City issued Invitation to Bid #4277 for purchase of personal protective gear on fixed unit pricing and Phoenix Safety Outfitters was selected based on competitive pricing as the lowest responsible bidder;
Whereas, Sufficient funds are available in the Fire Services Unit approved FY13 budget for the current fiscal year anticipated purchases and future year purchases under the fixed price contract will be budgeted for in successive fiscal years; and ;
Whereas, Phoenix Safety Outfitters meets the living wage requirements and received HR approval on April 17th, 2013;
RESOLVED, That City Council approve a contract with Phoenix Safety Outfitters for personal protective firefighter turnout gear for a period of 3 years in an amount not to exceed $150,000;
RESOLVED, That the Mayor and Clerk are authorized and directed to execute an agreement with Phoenix Safety Outfitters after approval as to substance by the City Administrator and approval as to form by the City Attorney; and
RESOLVED, That the City Administrator be authorized to take all necessary actions to implement this Resolution including the authority to approve and execute extension of the contract for two (2) additional one-year periods under the same terms and conditions if deemed in the best interest of the city.