Title
Resolution to Approve Purchases from Phoenix Safety Outfitters, LLC for Fire Department Personal Protective Firefighting Turnout Gear for Five Years ($275,000.00)
Memorandum
The proposed Resolution approves purchases from Phoenix Safety Outfitters, LLC (“Phoenix”) for Fire Department Personal Protective Firefighting Coats and Pants (“Turnout Gear”) in an amount not to exceed $250,000.00 over the next five years (plus allowed contingencies). Phoenix has agreed to the fixed unit price agreement for the Turnout Gear, as more specifically described in its response to the City’s Invitation to Bid #4545 (attached).
Funds are available in the Fire Services Unit approved FY19 budget for the current fiscal year purchase. Future year purchases under the fixed unit price contract will be budgeted for in successive fiscal years. Total cost for this project is expected NTE $250,000.00 for the next five (5) years but a contingency is also requested.
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 turnout 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. Additionally, new members to the department are each required to be given two (2) complete sets.
The City issued an invitation to bid (ITB #4545) 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, delivery, warranty, etc. Bidders were required to provide a fixed unit price for a 3 year term based on the anticipated volume of turnout gear that the City is required to purchase to match staff needs. ITB #4545 also included an option of renewal for up to two (2) additional years.
Phoenix Safety Outfitters was the sole responder to ITB #4545 and has been deemed qualified to be awarded the contract.
Staff
Prepared by: Lynda Rathburn, Management Assistant
Reviewed by: Michael Kennedy, Fire Chief
Approved by: Howard S. Lazarus, City Administrator
Body
Whereas, The City is required to provide two (2) complete sets of personal protective firefighter turnout gear to each City firefighter pursuant to the Collective Bargaining Agreement between International Association of Firefighters Local 693 and the City of Ann Arbor;
Whereas, New firefighters are required to receive two (2) complete sets of personal protective firefighter turnout gear and existing firefighter turnout gear must be replaced based upon a five (5) year rotation implemented by the Fire Department, so it is necessary to approve such purchases;
Whereas, The City issued ITB #4545 for purchase of personal protective firefighter turnout gear (coats and pants) on a fixed unit pricing and Phoenix Safety Outfitters, LLC was the sole bidder and deemed qualified to provide the product;
Whereas, ITB #4545 gave the City the option purchase Turnout Gear (as more specifically described in that bid) at the unit prices described therein for three years (3 years) with the option to continue purchasing Turnout Gear under the terms thereof, upon mutual agreement, for two additional years under the same terms and conditions;
Whereas, Sufficient funds are available in the Fire Services Unit approved FY19 budget for the anticipated current fiscal year purchase and future gear purchases under the fixed unit price contract will be budgeted for in successive fiscal years; and
Whereas, Phoenix Safety Outfitters complies with the requirements of the City’s Living Wage and Non-Discrimination Ordinances;
RESOLVED, That City Council approve a purchase order with Phoenix Safety Outfitters, LLC for personal protective firefighter turnout gear (as more specifically described in ITB #4545) in an amount of $250,000.00 to be expended over up to five (5) years;
RESOLVED, That the City Council approve a ten percent (10%) contingency ($25,000.00) to be expendable from the Fire Services Unit budget, subject to City Administrator approval;
RESOLVED, That the amounts authorized herein may be used without regard to fiscal year; and
RESOLVED, That the City Administrator be authorized to take all necessary actions to implement this Resolution including the authority agree to continue purchasing Turnout Gear under the terms of ITB #4545 for two additional years beyond the initial three year period if deemed in the best interest of the City.