SR-10-27-2015-3I
City Council
Report
City Council Regular Meeting: October 27, 2015
Agenda Item: 3.I
1 of 3
To: Mayor and City Council
From: Dennis Downs, Interim Fire Chief, Fire Department
Subject: Award Bid for Personal Protective Equipment
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4215 to Municipal Emergency Services Inc., a Connecticut-based
company, for the purchase of firefighting personal protective equipment;
2. Authorize the Purchasing Services Manager to issue a purchase order with Municipal
Emergency Services Inc. for firefighting personal protective equipment in the amount
not to exceed $55,000 for one year, with two -additional one-year renewal options to
extend on the same terms and conditions for a total not to exceed $165,000; with future
year funding contingent on Council budget approval.
Executive Summary
The firefighting personal protective equipment purchased under this purchase order
would be used by Fire Department personnel for protection under a myriad of fire
ground and emergency response conditions. Following a formal bid process, Municipal
Emergency Services Inc. is recommended as the best bidder to provide and deliver
firefighting personal protective equipment. The total annual expenditure is $55,000 for
the first year with a three-year total not to exceed $165,000.
Discussion
Last year the Fire Department responded to over 14,000 emergency incidents.
Personal protective equipment (PPE) refers to protective clothing designed to protect
the firefighter’s body from injury when responding to emergency incidents. The hazards
addressed by protective equipment include physical, electrical, heat, chemicals,
biohazards, and airborne particulate matter. Personal protective equipment is worn to
protect the firefighter from harmful environmental conditions and physical injury during
fire and rescue incidents.
The purchase of personal protective equipment would begin to update the current
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inventory with new equipment that meets the most current standard for fire ground
protection and replace worn equipment that is no longer serviceable. The National Fire
Protection Association (NFPA) sets the standard governing the requirements for
structural firefighting protective clothing and for proximity firefighting protective clothing.
NFPA 1971 protects firefighting personnel by establishing minimum levels of protection
from thermal, physical, environmental, and blood -borne pathogen hazards encountered
during structural and proximity firefighting operations. Personal protective equipment
typically has a useful life of ten years and must be replaced prior to its end of its useful
life or if damaged beyond repair.
Vendor Selection
In August 2015, the City published a Notice Inviting Bids to deliver firefighting personal
protective equipment as required by the Fire Department in accordance with City
specifications. The bid was posted on the City’s on-line bidding site, and notices were
advertised in the Santa Monica Daily Press in accordance with City Charter and
Municipal Code provisions. A total 460 vendors were notified, of which 35 prospective
vendors downloaded the bid. Two bids were received and publicly opened on
September 11, 2015 per Attachment A. In addition to price, bids were evaluated based
on ability to deliver and compliance with bid specifications. Municipal Emergency
Services Inc. is recommended as the best bidder to provide personal protective
equipment in accordance with the City specifications.
Financial Impacts & Budget Actions
The purchase order to be awarded to Municipal Emergency Services Inc. is for an
amount not to exceed $55,000 for the first year with two one-year renewal options for a
total amount not to exceed $165,000. Funds are available in the FY2015 -16 budget in
the Fire Department Division 01313. The purchase order will be charged to account
01313.533010. Future year funding is contingent on Council budget approval.
Prepared By: Terese Toomey, Principal Administrative Analyst
Approved Forwarded to Council
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Attachments:
A. Attachment A
ATTACHMENT A
BID #: 4215 BID RESULTS BID CLOSE DATE: 9/11/15
FISHER SCIENTIFIC COMPANY, L.L.C.MUNICIPAL EMERGENCY SERVICES INC.
PITTSBURGH, PA SAN DIEGO, CA
ITEM
#DESCRIPTION U/M UNIT PRICE UNIT PRICE
1 COATS 1 1,623.64$ $ 1,595.00
2 PANTS 1 1,192.50$ $ 1,175.00
3 COMPLETE SET 1 2,816.14$ $ 2,770.00
4 PANT HARNESS OPTION 1 331.09$ $ 300.00
PANTS WITH PANT HARNESS 1 1,523.59$ $ 1,475.00
RESPONSE RESPONSE
NET 30 DAYS NET 30 DAYS
NONE NO ADDITIONAL FEES
3% INCREASE 4% INCREASE
3% INCREASE 4% INCREASE
COMPLETE INCOMPLETE
COMPLETE COMPLETE
NO NO
YES YES
YES TO ALL SECTIONS IN ATTACHMENT A YES TO ALL SECTIONS IN ATTACHMENT A
FISHER SCIENTIFIC COMPANY IS TAKING
EXCEPTIONS TO THE TERMS AND
CONDITIONS IN THE BID AS NOTED ON
COVER LETTER OF BID PACKET
BID DESCRIPTION: PROVIDE TURNOUT GEAR (PPE) AS REQUIRED BY THE SANTA MONICA FIRE DEPARTMENT
IS VENDOR PHYSICALLY LOCATED IN SANTA
MONICA?
DOES VENDOR PHYSICALLY COME INTO THE CITY
OF SANTA MONICA TO CONDUCT BUSINESS
AND/OR MAKE DELIVERIES?
OTHER
COMMENTS
ARIZONA
ATTACHMENT A - DOES YOUR BID COMPLY WITH
ALL ASPECTS OF THIS SECTION
OAKS
PAYMENT TERMS
PERIOD 2 (FIRST ANNUAL RENEWAL OPTION)
PERIOD 3 (SECOND ANNUAL RENEWAL OPTION)
ADDITIONAL FEES & CHARGES NOT LOSTED
ABOVE