DATE: April 5, 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
Brian Wilcox, Purchasing Manager
SUBJECT:
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Acknowledge report of sole-source purchase from and execution of contract with KFT Fire Trainer, LLC of Montvale, New Jersey in the total amount of $80,970 for upgrade, plus $5,955 for routine maintenance and repairs, to the fire training system for the Fire Department (to be allocated to 110-89530-42200; CoF Contract No. 2015-0397)
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Purpose
The purpose of this procurement is to purchase an upgrade, as well as routine maintenance and repairs, to the fire training system located at the fire training tower at the City’s Municipal Services Complex on Century Court. The fire training system is used to train employees in a variety of firefighting conditions using natural gas and propane-fired live fire simulators. The purpose of the upgrade is to overhaul our current natural gas operated fire props with updated hardware and software. With the continued advances in technology, these 10 year old props are experiencing problems with components that are becoming obsolete in the industry. The request includes upgrades to our gas detection system, operator interface panels, PLC Hardware, and aqua mesh fireplace. This overhaul will bring our gas detection system up to current technology standards thus resulting in lower operating cost and includes a five year warranty on the infrared sensors. This overhaul will help ensure that future fire training with recruits and current personnel will be a safe and effective experience without worry of breakdowns, high repair cost and failures. The purpose of the routine maintenance and repairs is to maintain the propane-fired systems according to manufacturer’s recommendations.
Background
City Purchasing Policy allows for the following category of sole-source purchases valued at or greater than $25,000 not to require individual authorization by the Board of Mayor and Aldermen (but which shall be reported to the Board): Purchases of items necessary to maintain, expand or improve a manufacturer-specific system already in use by the City and that requires interconnectivity of and/or communication between the component parts, so long as the product manufacturer representative has stated in writing that the vendor is the sole source available to the City of Franklin, and so long as the vendor has stated in writing that the quoted pricing is the lowest municipal unit pricing available at that time and in the foreseeable future for the quantity indicated.
Staff is of the opinion that the improvements to the City’s fire training system is a sole-source purchase. Evidence to support this opinion includes KFT Fire Trainer is the manufacturer and installer of the system and any improvements thereto. KFT Fire Trainer has stated in writing that the quoted pricing is the lowest municipal unit pricing available at this time and in the foreseeable future for the quantity indicated.
Financial Impact
The Fire Department budget for fiscal year 2016 does not anticipate this purchase. However, the Fire Department has identified anticipated savings elsewhere in its operating budget out of the General Fund more than sufficient to cover this purchase such that no budget amendment is necessary to accommodate this purchase.
Recommendation
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Staff recommends that the Board of Mayor and Aldermen acknowledge receipt of this report of sole-source purchase from and execution of contract with KFT Fire Trainer, LLC in the total amount of $80,970 for upgrade, plus $5,955 for routine maintenance and repairs, to the fire training system for the Fire Department (CoF contract no. 2015-0397). Purchasing Manager Brian Wilcox is of the opinion that the sole-source purchase appears to be justified.