Title
Resolution to Approve Transfer of Purchase Approval from Phoenix Safety Outfitters, LLC to Douglass Safety Systems, LLC for Fire Department Personal Protective Firefighting Turnout Gear for Four Years ($220,000.00)
Memorandum
On August 23, 2018 City Council approved enactment R-18-334, “Resolution to Approve Purchases from Phoenix Safety Outfitters, LLC for Fire Department Personal Protective Firefighting Turnout Gear for Five Years ($275,000.00).”
Due to the termination of a manufacturer / vendor relationship, Phoenix Safety Outfitters, LLC is no longer able to provide the gear specified in ITB #4545. Honeywell First Responder Products is manufacturer of the turnout that is specified in ITB #4545, and Honeywell First Responder Products named Douglass Safety Systems, LLC (DOUGLASS) as a new vendor for their turnout gear product line (attached).
The proposed Resolution transfers the purchase approval from Phoenix Safety Outfitters, LLC (“Phoenix”) to Douglass Safety Systems, LLC (“Douglass”) for Fire Department Personal Protective Firefighting Coats and Pants (“Turnout Gear”) in an amount not to exceed $200,000.00 over the next four years (plus allowed contingencies). Douglass has agreed to honor the pricing approved under R-18-334 (attached). No additional funding is requested with this resolution.
The fire department has used Morning Pride turnout gear by Honeywell First Responder Products for over a decade. The Morning Pride turnout gear comes with a recommendation of members of the International Association of Firefighters Local 693. Additionally, there is no desire by fire administration to change manufacturer.
Douglass 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.
Phoenix was able to provide turnout gear in year one of the contract - FY19. Funds are available in the Fire Services Unit approved FY20 budget. Future year purchases under the fixed unit price contract will be budgeted for in successive fiscal years. Total cost for the remainder of this project is expected NTE $200,000.00 for the next four (4) 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.
Staff
Prepared by: Michael Kennedy, Fire Chief
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, Due to the termination of a manufacturer / vendor relationship, Phoenix Safety Outfitters, LLC is no longer able to provide the gear specified in ITB #4545.
Whereas, Honeywell First Responder Products is manufacturer of the turnout that is specified in ITB #4545, and Honeywell First Responder Products has named Douglass Safety Systems, LLC as a new vendor for their turnout gear product line.
Whereas, Douglass Safety Systems, LLC 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.
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 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 FY20 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, Douglass Safety Systems complies with the requirements of the City’s Living Wage and Non-Discrimination Ordinances;
RESOLVED, That City Council approves the transfer of purchase approval from Phoenix Safety Outfitters, LLC (“Phoenix”) (R-18-334) to Douglass Safety Systems, LLC (“Douglass”) for Fire Department Personal Protective Firefighting Coats and Pants (“Turnout Gear”) under the pricing and terms of ITB #4545;
RESOLVED, That City Council approves the expenditure of up to $200,000.00, subject to budget appropriation, for such purchases over the next four years (plus allowed contingencies);
RESOLVED, That the City Council approve a ten percent (10%) contingency ($20,000.00) to be expendable from the Fire Services Unit budget for such purchases, subject to City Administrator approval; 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.