Agenda Cover Memorandum Meeting Date: November 24, 2014 Meeting Type: Committee of the Whole City Council Budget Workshop Item Title: Approve the following purchase orders and budget transfer related to the purchase of firefighter personal protective equipment: A. Approve a purchase order for turnout gear (coat and pants) from Air One Equipment, Inc., 360 Production Drive, South Elgin, IL 60177 in the amount of $80,496.00 B. Approve a purchase order for fire boots from Illinois Fire Store, E&B Fire and Safety, Inc., 243 E. Main St., Amboy, IL 61310 in the amount of $15,837.60 C. Approve a purchase order for fire helmets from W.S. Darley, 325 Spring Lake Dr., Itasca, IL 60143 in the amount of $13,554.72 D. Approve a purchase order for structural firefighting gloves from Air One Equipment, Inc., 360 Production Drive, South Elgin, IL 60177 in the amount of $3,325.00 E. Approve a purchase order for structural firefighting gloves from W.S. Darley, 325 Spring Lake Dr., Itasca, IL 60143 in the amount of $1,128.00 F. Approve a purchase order for protective Nomex hoods from Municipal Emergency Services, Inc., 401 Peoria St., Washington, IL 61571 in the amount of $1,100.00 G. Approve a budget transfer from Fire Administration Building Repairs (100-2021-996300) to Fire Emergency Response PPE Turnout Gear (100-2023-926200) in the amount of $10,461.32 Item Type: Transfer Budget Amendment Purchase Order Other Action Requested: Approval For Discussion Feedback Requested For Your Information Staff Contact: Paul Lisowski Phone #: (847) 318-6128 Email: plisowsk@parkridgefd.org Background: The Fire Department sought out and received a grant from the FEMA Assistance to Firefighters Grant Program in the amount of $75,000.00, of which FEMA will pay 90%, or $67,500.00, and Park Ridge is responsible for 10%, or $7,500.00. This grant award will allow the Fire Department to replace all of its firefighter personal protective equipment (PPE), which includes turnout gear (structural firefighting coats and pants), fire boots, fire helmets, firefighting gloves, and protective Nomex hoods. A portion of this purchase was budgeted in FY15 with the hopes that the Fire Department would receive this FEMA grant. Fire Department staff worked with the Procurement Officer to ensure the best pricing, in accordance with the new procurement policy. Quotes were sought for the fire boots, fire helmets, structural firefighting gloves, and protective Nomex hoods. For the turnout gear, staff issued an Invitation to Bid for Firefighter PPE Personal Protective Equipment (Turnout Gear) FD-FY15-02 on Thursday, October 2, 2014 in Pioneer Press. Fifteen (15) firms registered via the City web site. At the public bid opening on Tuesday, October 7, 2014, six (6) bids were opened and read aloud. One (1) submittal was declared non-responsive (W.S. Darley & Co.) and five (5) submittals were scored. Fire Lt. John Boeringa led the evaluation team for scoring and reference checks. The Air One Equipment, Inc. bid had no exceptions. The lowest responsive and responsible bidder is Air One Equipment, Inc., 360 Production Drive, South Elgin, IL 60177 with a price for each set (coat and pants) at $1,677.00 each. Staff recommends that the PPE be purchased from the vendors listed above. A budget transfer needs to be approved in the amount of $10,461.32 to cover the entire purchase. Staff will defer future building improvement projects in order to fund this expense without a budget amendment. The gross expense of all of these items will be $115,441.32 which will be offset by the $67,500.00 grant from FEMA, resulting in a net expense of $47,941.32. Page 1 of 2
Agenda Cover Memorandum Vendor and Transaction History: Vendor Status: Current New Is Purchase Order Request supported by existing contract: Yes No If Yes, date: Is this an Annual Recurring Purchase Order: Yes No Bid Process Used: N/A Price Quotes Bid RFP Details: Have Goods been received or Statement of Work completed: N/A Yes No If Overage, approved by Department: Yes No Details: Recommendation: Approve the following purchase orders and budget transfer related to the purchase of firefighter personal protective equipment: A. Approve a purchase order for turnout gear (coat and pants) from Air One Equipment, Inc., 360 Production Drive, South Elgin, IL 60177 in the amount of $80,496.00 B. Approve a purchase order for fire boots from Illinois Fire Store, E&B Fire and Safety, Inc., 243 E. Main St., Amboy, IL 61310 in the amount of $15,837.60 C. Approve a purchase order for fire helmets from W.S. Darley, 325 Spring Lake Dr., Itasca, IL 60143 in the amount of $13,554.72 D. Approve a purchase order for structural firefighting gloves from Air One Equipment, Inc., 360 Production Drive, South Elgin, IL 60177 in the amount of $3,325.00 E. Approve a purchase order for structural firefighting gloves from W.S. Darley, 325 Spring Lake Dr., Itasca, IL 60143 in the amount of $1,128.00 F. Approve a purchase order for protective Nomex hoods from Municipal Emergency Services, Inc., 401 Peoria St., Washington, IL 61571 in the amount of $1,100.00 G. Approve a budget transfer from Fire Administration Building Repairs (100-2021-996300) to Fire Emergency Response PPE Turnout Gear (100-2023-926200) in the amount of $10,461.32 Budget Implications: Does Action Require an Expenditure of Funds: Yes No If Yes, Total Cost: $47,941.32 net ($115,441.32 gross minus $67,500.00 in grant revenue) If Yes, is this a Budgeted Item: Yes No Requires Budget Transfer If Budgeted, Budget Code (Fund, Dept, Object) 100--2023-926200 Attachment(s), if any: Firefighter PPE Personal Protective Equipment (Turnout Gear) FD-FY15-02 Scorecard Firefighter PPE Personal Protective Equipment (Turnout Gear) FD-FY15-02 Reference Check Budget Transfer Form Page 2 of 2
SCORECARD AND BID TABULATION FIREFIGHTER PPE PERSONAL PROTECTIVE EQUIPMENT Air On Equipment, Inc. 360 Production Drive South Elgin IL 60177 Essential Equipment Solutions 941 Enterprise Court St. Charles IL 60174 Municipal Emergency Services, Inc. 124 East First Street Deer Creek IL 61733 Ricochet Manufacturing Company, Inc. 4700 Wissahickon Ave Philadelphia PA 19144 Alexis Fire Equipment 109 E Broadway Alexis IL 61412 POINTS CRITERIA AVAILABLE Price (wtd against lowest bidder) 45 45 45 43 43 42 Responsiveness to Specification 45 45 6 exceptions References (Municipal) 10 10 100 100 Procurement Savings (delta between low and high bids) = $4,966.08. Air On Equipment, Inc. 360 Production Drive South Elgin IL 60177 Essential Equipment Solutions 941 Enterprise Court St. Charles IL 60174 Municipal Emergency Services, Inc. 124 East First Street Deer Creek IL 61733 Ricochet Manufacturing Company, Inc. 4700 Wissahickon Ave Philadelphia PA 19144 Alexis Fire Equipment 109 E Broadway Alexis IL 61412 per set $1,677.00 $1,679.99 $1,745.00 $1,765.00 $1,780.46 100.0% 99.8% 96.1% 95.0% 94.2% points 45 45 43 43 42
FIREFIGHTER PPE PERSONAL PROTECTIVE EQUIPMENT 1 Was the project delivered on time? Perfect, no problems PHONE 708-484-1644 Dennis O'Halloran MUNICIPALITY Berwyn Fire Department Great Service FIREFIGHTER PPE PERSONAL PROTECTIVE EQUIPMENT 1 Was the project delivered on time? NO longer than liked PHONE 847-432-0801 Terry Jarosz MUNICIPALITY Highland Park Fire Department Call them and they are there right away Left other companies and are more satisfied with Air One.
FIREFIGHTER PPE PERSONAL PROTECTIVE EQUIPMENT 1 Was the project delivered on time? told us up front how long PHONE 847-639-2121 Jeff Macko MUNICIPALITY Cary Fire Protection District very responsive, have had no issues FIREFIGHTER PPE PERSONAL PROTECTIVE EQUIPMENT 1 Was the project delivered on time? Long lead time PHONE 847-368-5450 B/C Ahlman MUNICIPALITY Arlington Heights Fire Department corrected a sizing issue promptly
FIREFIGHTER PPE PERSONAL PROTECTIVE EQUIPMENT 1 Was the project delivered on time? PHONE 630-980-2043 David Schultz MUNICIPALITY Roselle Fire Department "Great experience, would do business with again and continue to do so."