AWARD OF BID 16-31, AUTHORIZATION TO ENTER INTO AN AGREEMENT AND APPROVE EXPENDITURE OF FUNDS TO PURCHASE FIREFIGHTER TURNOUT GEAR FROM UNITED FIRE EQUIPMENT COMPANY
Staff Contact: Terry Garrison, Fire Chief
Purpose and Recommended Action
Recommendation
This is a request for City Council to award bid IFB 16-31 and authorize the City Manager to enter into an agreement with United Fire Equipment Company in an amount not to exceed $380,000 for the initial award for the purchase of turnout gear. This request also authorizes the City Manager to extend the award, at his sole discretion, for an additional four years in one-year increments with price adjustments in accordance with IFB 16-31 in an amount not to exceed $2,100,000 over the full term of the agreement.
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Background
The city's Materials Management division issued an Invitation for Bid (IFB) on February 11, 2016, for supply of turnout gear. One bid was received in response to IFB 16-31 for turnout coats and turnout pants. The offer submitted by United Fire Equipment Co. was reviewed and determined to be responsive.
The award shall begin on May 1, 2016 and continue for one (1) year. The bid contains an option that will permit the city to extend the bid for an additional four (4) years in one-year increments. Price adjustments shall be addressed a minimum of sixty (60) days prior to the contract renewal date. The City will review the request and shall determine if the increase shall be granted or if an alternate option is in the best interest of the City. The price increase adjustment, if approved, will be effective and executed via a contract amendment.
Analysis
In conjunction with the Materials Management division, Fire Staff reviewed the amounts quoted for all items. After adding the projected sales tax rates and a 10% contingency, we rounded the total amounts for the annual purchase and for the total of the contract.
Previous Related Council Action
On February 22, 2011, council awarded IFB 11-25 for firefighter turnout gear to Municipal Emergency Services, Inc.
On February 28, 2006, council awarded IFB 05-39 for firefighter turnout gear to Total Fire Group.
Community Benefit/Public Involvement
The Glendale Fire Department provides essential emergency services throughout the community. Purchase of the turnout gear will continue to provide firefighters the protective equipment needed to ensure the safety of the firefighters and the continued safety and services to the community.
Budget and Financial Impacts
Funding for this item is available in the Fire Department’s Turnout Gear budget. As in previous years, the fire department will also continue to apply for grant funding to purchase the second set of gear for our firefighters. The second set of turnouts is also included in the future years of the Capital Improvement Plan. Our budget will be spent between the three turnout vendors. See council reports for FDC Rescue Products and L.N. Curtis & Sons.
|
Cost |
Fund-Department-Account |
|
$196,051 |
1000-12433-512600 - Personal Protective Gear - Turnouts |
|
$650,000 |
Capital Improvement Plan |
Capital Expense? Yes
Budgeted? Yes
Requesting Budget or Appropriation Transfer? No
If yes, where will the transfer be taken from?