DATE: March 24, 2016
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Russell Truell, Assistant City Administrator / CFO
Rocky Garzarek, Fire Chief
Todd Horton, Deputy Fire Chief for Administration and Emergency Management
Brian Wilcox, Purchasing Manager
SUBJECT:
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Acknowledge report of execution of contract with Cumberland Fire Apparatus & Equipment of Nashville, Tennessee in the total lump-sum amount of $54,722.75 for 155 new and unused firefighter fire escape systems for the Fire Department (Purchasing Office Procurement Solicitation No. 2016-016; $89,900 budgeted in 110-83530-42200 for fiscal year 2016; Contract No. 2016-0044)
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Purpose
As reported previously, the purpose of this procurement is to purchase a quantity of 155 firefighter fire escape systems (informally known as “bail-out kits”) for the Fire Department. This equipment would be used in fire suppression operations as a means to facilitate the firefighter’s escape from hazardous conditions. The new equipment would replace the bail-out kits that are integrated into the self-contained breathing apparatus, which is also scheduled to be replaced this fiscal year, now utilized by the Fire Department. The replacement bail-out kits are designed to be carried in a pocket of structural firefighting turn-out gear pants and pre-attached to a personal escape belt. Neither the turn-out gear nor the personal escape belt are included in this procurement.
Background
The Board of Mayor and Aldermen voted on March 8, 2016 to accept, contingent upon Law Department and City Administrator approval of City Contract No. 2016-0044, the apparent lowest best bid, from Cumberland Fire Apparatus & Equipment of Nashville, Tennessee, in the amount of $353.05 per unit for the specified firefighter fire escape systems for the Fire Department.
Staff has now concluded the process of negotiating with the supplier, Cumberland Fire Apparatus & Equipment, the attached contract, CoF Contract No. 2016-0044. In accordance with authority delegated by the Board of Mayor and Aldermen, the City Administrator has now executed the contract on behalf of the Board of Mayor and Aldermen.
Financial Impact
As reported previously, the apparent lowest, most responsive and responsible bid, from Cumberland Fire Apparatus & Equipment of Nashville, is in the amount of $353.05 per unit which would result in the total lump-sum amount of $54,722.75 for the specified minimum quantity of 155 firefighter fire escape systems. This bid was identified because it is the lowest bid that meets or exceeds the City’s intention as expressed and implied by the City’s specifications as well as the instructions, terms and conditions pertaining to this procurement solicitation. The Fire Department budget for fiscal year 2016 allocates $89,900 out of the General Fund for the purchase of personal emergency bailout systems. The Cumberland Fire Apparatus & Equipment bid amount is $35,177.25 (39%) under budget.
Recommendation
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Staff recommends that the Board of Mayor and Aldermen acknowledge receipt of this report of execution of CoF Contract No. 2016-0044 with Cumberland Fire Apparatus & Equipment of Nashville, Tennessee, in the amount of $353.05 per unit for the specified firefighter fire escape systems for the Fire Department.