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HomeMy WebLinkAbout19-Fire Department CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Date: 07/25/2011 Subject: Resolution authorizing the execution of agreements and issuance of annual purchase orders to Allstar Fire Equipment in the amount of $60,000 and Fisher Scientific Company L.L.C. in the amount of $10,000 for replacement of protective clothing and equipment for structural firefighting. Council Date: 08101/2011 From: Mat Fratus, Deputy Chief Dept: Fire Synopsis of Previous Council Action: 11/02109 Resolution No. 2009-345 authorizing the Director of Finance to issue annual purchase orders to Allstar Fire Equipment in the amount of $5,000, Fisher Scientific Company in the amount of $45,000, L.N. Curtis & Sons in the amount of $5,000, and Mallory Company in the amount of $10,000 for replacement of protective clothing and equipment for structural firefighting. 08/20/07 Resolution No. 2007-341 authorizing the Director of Finance to issue an annual purchase order to Fisher Scientific Company in the amount of $15,000, L.N. Curtis & Sons in the amount of $50,000, and Mallory Company in the amount of $10,000 for replacement of protective ciothing and equipment for structural firefighting. 07/19/04 Resolution No. 2004-231 authorizing the purchasing Manager to issue an annual purchase order to Allstar Fire Equipment and Mallory Company for replacement of protective clothing and equipment for structural firefighting. Recommended Motion: Adopt resolution Contact person: Dan HarlcAf - FirA Captain PhonA' (flOg) 385-5207 Ward: City Wide Supporting data attached: Resolution and Exhibit FUNDING REQUIREMENTS: (Arr.! nA"r.riplinn) MAlAriAl" & !';uppliAS Finance: Council Notes: Agenda Item No. _llP O~-Dl- d-Oll CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Staff Report Subiect Resolution authorizing the execution of agreements and issuance of annual purchase orders to A11star Fire Equipment in the amount of $60,000 and Fisher Scientific Company L.L.C. in the amount of $10,000 for replacement of protective clothing and equipment for structural firefighting. Back2round On May 10,2011, a Request for Quote (RFQ) #F-11-20 was issued to solicit formal bids for protective clothing and equipment for structural firefighting. Notices inviting bids from qualified vendors for protective clothing and equipment for structural frrefighting were distributed to the San Bernardino Area Chamber of Commerce, posted on the City's Web Site, and advertised in The San Bernardino County Sun Newspaper. The RFQ #F-II-20 packages were mailed to eight (8) vendors which included four (4) local vendors within the City limits. On June 7, 2011, the City received and reviewed five (5) bid responses. Attached is the bid summary sheet listing all the categories and quotes (Attachment A). All vendors were requested to bid on each of the items listed in the bid specification #F-11-20 (Attachment A). Vendors were not required to bid on face shields (Item #1). Face shields were excluded from the bid because they were purchased as a sole source item through A1lstar Fire Equipment. The face shields are specific for the type of structure helmet the Fire Department uses and A11star Fire Equipment is the only vendor that can supply our structure helmets. The Fire Department is requesting that annual purchase orders be issued to A11star Fire Equipment and Thermo Fisher Scientific Company L.L.C. based on the lowest unit cost for safety equipment. A1lstar Fire Equipment has the lowest unit cost for most of the protective clothing for structural firefighting and meets our technical specifications. Therefore, it is recommended that an annual purchase order be awarded to A1lstar Fire Equipment in the amount of $60,000 under RFQ #F-II-20. Fisher Scientific Company L.L.C. has the lowest unit cost for an optional truck tumout boot, gloves, and goggles. However, the wildland gloves are not designed to comfortably fit fire personnel and the quality is less than the Fire Guard Ranger gloves provided by A11star Fire Equipment. Also, the goggles were not available to be tested to determine the quality and safety for personnel. The Fire Department is requesting to award the gloves and goggles to A11star Fire Equipment. Therefore, it is recommended that an annual purchase order be awarded to Thermo Fisher Scientific in the amount of $10,000 under RFQ #F-II-20 for the optional truck turnout boot. Mallory Company is a local vendor and had lower bids for brush jacket and brush pants which did not meet the specifications under RFQ #F-1l-20. After reviewing the bids and discussing the brush sets with the vendor it was determined that the pricing would increase to meet our specifications. The Fire Department is requesting authorization to purchase the wildland brush gear as a set from A1lstar Fire Equipment for $327.10. A lower cost could be recognized by purchasing the brush pants and brush jackets separately through different vendors; however, due to variations by manufacturers and technical specifications this is not preferred. L.N. Curtis & Sons had the lowest bid for turnout pants and coats, but the outer shell materials on the turnouts do not meet our specifications. The next lowest bid was tested by the Safety Committee and deemed non-compliant with our specifications. Therefore, the Fire Department is selecting A1lstar Fire Equipment to provide the turnout pants and turnout coats. Pursuant to the City's bidding process, it is recommended that the City award an armual purchase order to A1lstar Fire Equipment and Thermo Fisher Scientific Company L.L.C. Vendors recommended are qualified and meet or exceed all items called for in the specifications. The annual purchase orders, which are included as attachment B and C, are for one (1) year with the option, at the City's discretion to renew the contract annually for up to two (2) additional years. Financial Imoact Funding for these annual purchase orders for protective clothing and equipment for structural firefighting is included in the Fire Department's FY 2011-12 adopted budget, account for materials and supplies (no. 001-200-5111-0000-0001). Account Number: 001-200-5111-0000-0001 Budgeted Amount: $131,100 Balance as of July 13,2011: $109,600 Balance after approval of this item: $39,600 Please note this balance does not indicate available funding. It does not include non- encumbered reoccurring expenses or expenses incurred but not yet processed Recommendations Adopt resolution.