DATE: February 11, 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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Consideration Of Procurement Award To 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) (02/23/16 WS)
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Purpose
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. .
Background
Fire escape systems or bail-out kits are 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.
The City published on January 7, 2016 a Notice to Bidders in the Williamson Herald for a minimum of 155 new and unused firefighter fire escape systems. In addition, bid documents were sent on or about the same date directly to four (4) potential bidders known or thought to be interested in this solicitation. Bids from three (3) vendors were publicly opened at the bid opening held on January 21, 2016. A tabulation of the bids received for this solicitation is attached.
Financial Impact
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.
Options
In accordance with the bid documents, the City reserves the right to reject any and all bids.
Recommendation
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Staff recommends that the City 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. For the specified quantity of 155 firefighter fire escape systems, the total value of the purchase would be $54,722.75. Purchasing Manager Brian Wilcox is of the opinion that the prepared specifications as distributed allowed for competition among multiple vendors, and that the staff recommendation appears to be made in a fair and impartial manner based upon the bids received. Contract No. 2016-0044 is not yet in final form and therefore has not yet been executed. When it is in final form, then, pursuant to authority previously granted by the Board of Mayor and Aldermen, Contract No. 2016-0044 will be executed by the City Administrator and reported to the Board of Mayor and Aldermen.