HomeMy WebLinkAboutAllstar Fire Equipment - 2005-01-18*ITY OF HUNTINGTON
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MEETING DATE: January 18, 2005 DEPARTMENT ID NUMBER: FD 05-003
Council/Agency Meeting Held:
Deferred/Continued to:
)iy4pproved ❑ Conditionally Approved ❑ Denied
I CI rk's ature
Council Meeting Date: January 18,.2005
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Departt E�0 ID Number: F5-003
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CITY OF HUNTINGTON BEACH-
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REQUEST FOR COUNCIL ACTIONCD
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SUBMITTED TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS -� Y
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SUBMITTED BY: PENELOPE CU BRETH R FT� m�ator D
PREPARED -BY: DUANE OLSON, Fire Chief (6D
SUBJECT: APPROVE SOLE SOURCE PROCUREMENT FOR FIREFIGHTER
TURNOUTS
Statement of Issue, Funding Source, Recommended Action, Alternative Action(s), Analysis, Environmental Status, Attachment(s)
Statement of Issue: Administrative Regulation 229 requires City Council approval for all
sole source procurements over $50,000. The Fire Department is requesting approval of sole
source procurement for purchase of Firefighter Turnouts.
Funding Source: Funds are budgeted in the Homeland Security Grant business unit
76765301.83600.
Recommended Action: MOTION TO:
Approve sole source procurement from Allstar Fire Equipment for the purchase of Firefighter
turnouts.
Alternative Action(s): Do not approve the sole source procurement and instruct staff on
how to proceed.
Analysis: All 131 Huntington Beach Fire Department safety personnel wear firefighter -
turnout protective clothing on emergency responses. Much of this essential protective '
clothing is in need of replacement. The majority of the Department's turnout clothing
exceeds the industry's recognized life expectancy of seven years.
Due to a lack of available City funding to replace turnouts, the Fire Department competed for
and obtained FEMA grant funding through the Federal Assistance to Firefighters
FD05 003 Approve Sole Source Procurement for Firefighter Turnouts
12/2212004 2:24 PM
REQUEST FOR COUNCIL ACTION
MEETING DATE: January 18, 2005 DEPARTMENT ID NUMBER: FD 05-003
Analysis: (continued)
Program. This award includes $72,162.87 for the grant award and a 30% City matching fund
requirement of $30,926.94.
This funding will be used to replace 89 sets of turnouts. In order to replace existing sets,
Firefighters must be measured and fitted. It is crucial that the turnouts be made to the exact
measurements in order to provide personnel maximum flexibility. Using a local vendor is
critical to the success of this purchase.
Allstar Fire Equipment has been utilized by the Fire Department for turnout purchases for
several years. The Department recently surveyed numerous vendors and Allstar continues
to have the best pricing, along with being located in Southern California. They also provide a
product line that meets Fire Department standards.
Environmental Status: None.
Attachment(s):
RCA Author: Olson/Pelletier/Justen
F1305 003 Approve Sole Source Procurement for Firefighter Turnouts -3-
1/3/2005 4:38 PM
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ATTACHMENT 1
Administrative Services
Central Services Division i" �', OR
OP/OC
SOLE -SOURCE JUSTIFICATION
For use on all goods and services acquisitions.
This justification document consists of two (2) pages. All information must be provided and all questions must be answered. The "Required Approvals"
section must include a date for each signature, as appropriate for the transaction.
Requesting Department
Information
Requestor Name:
Division Manager:
Jacques Pelletier
Jacques Pelletier, Division Chief, Operations
ffyperiarnes._ Do not sign.)
Department:
Department Head:
FIRE
DUANE OLSON
(Type names. Do not sign. Must be same as signature below.
Department Contact Information
Contact Name:
Street Address:
ART WEIR
17371 GOTHARD STREET
HUNTINGTON BEACH, CA 92647
Telephone:
714 536-5460
FAX:
Shipping Address:
714 960-8873
SAME AS ABOVE
Cellular phone:
NIA
'Re uired Contact Information
Contractor/Supplier Name:
ALLSTAR FIRE EQUIPMENT
Contractor/Supplier Address:
12328 LOWER AZUSA ROAD, ARCADIA, CA 91006
Original Contract Amount:*
Amendment Amount:* (if applicable)
New Contract Amount:
$103,089.81
$N/A
$103,089.81
(*Includes original contract and previously
(*Includes original contract and all amendments,
approved amendments)
(*Current amendment only)
including current amendment
Provide a brief description of the .ac uisition includin all goods and/or services the contractor willprovide:
PURCHASE OF 89 SETS OF FIREFIGHTER TURNOUT PROTECTIVE EQUIPMENT. PURCHASE INCLUDES 89
LION/BODYGUARD LIBERTY COATS AND PANTS MADE TO HBFD SPECIFICATIONS. H-BACK SUSPENDERS WILL
BE PROVIDED BY THE VENDOR FOR EACH SET OF TURNOUTS AT NO ADDITIONAL COST. THE VENDOR IS
ALSO RESPONSIBLE FOR THE MEASUREMENT AND FIT OF END PRODUCT
- :,Contract yp and Term .
Contract Type:
Contract Term:
What account number
Select One: ❑ Goods
will be used to
❑ Service
Begin:
purchase
❑ Goods &
End:
Bus Unit_76765301_
Services
Obj. Code_83600
pp
D artment Head
Cef�tral Services Manager
Administrative Services
Assisi ity Administrator
Approved / [I Denied
I A ved ied
Director.
Approved ❑Denied
Approved ❑Denied
Assist. City Adm./Date
Executive Director/Date
C tral ib Man gerl ate
(Transactions exceeding $50,000
Adm. Services Dir. /Date
must be council approved)
Remit completed Corm to: Central Services Division
2000 Main St, Huntington Beach, CA 92648
rramirnstrative services
Central Services Division • •
Complete responses must be provided for all of the following items.
A. THE GOOD/SERVICE REQUESTED IS RESTRICTED TO ONE SUPPLIER FOR THE REASONS STATED BELOW:
1. Why is the acquisition restricted to this goods/services/supplier?
(Explain why the acquisition cannot be competitively bid.
Firefighter personnel must be measured for fit and it is critical the suits are made to the exact
measurements. The vendor is located in the area, which helps expedite the order process. Also, because
the vendor is responsible for the measurements, he will also be held responsible for any errors at his
cost. In the past, the Fire Department has had to purchase additional suits because of inaccurate
measurements.
2. Provide the background of events leading to this acquisition.
The Fire Department has obtained Federal FEMA Assistance to Firefighters Grant funding for the
purchase of this item.
3. Describe the uniqueness of the acquisition (why was the good/service/supplier chosen?)
The Fire Department has been doing business with this vendor for several years and, in addition to
excellent pricing, he has provided reliable and responsive service. He is also the only California vendor
licensed to provide Lion brand turnout materials. These materials include Isodri Brass Fusion, a
proprietary product that only Allstar carries. Both the inner and outer shells of the turnouts include
Isodri, which release moisture and vapors from the product and prevents steam burns.
4. What are the consequences of not purchasing the goods/services or contracting with the proposed
supplier?
Needless expenditure of funds since he provides the best pricing, is a local vendor, and the only one who
can provide Lion products which include Isodri Brass Fusion (described in number 3 above). Using
vendors outside of Southern California could result in inaccurate measurements, time delays, etc. Using
products without the unique feature of Isodri could actually result in injuries to our safety personnel.
5. What market research was conducted to substantiate no competition, Including evaluation of other items
considered?
(Provide a narrative of your efforts to Identify other similar or appropriate goods/services, including a summary of how the department
concluded that such alternatives are either inappropriate or unavailable. The names and addresses of suppliers contacted and the reasons
for not considering them must be Included OR an explanation of why the survey or effort to identify other goods/services was not performed.)
The Fire Department contacted other vendors for price comparisons of the same product and Allstar had
the best pricing. We also compared other technologies and Isodri provides the best protection for our
firefighting personnel.
B. PRICE ANALYSIS
1. How was the price offered determined to be fair and reasonable?
(Explain what the basis was for comparison and include cost analyses as applicable.)
By comparison with: 1. Past purchases of this same equipment and 2. Pricing from other vendors out of the
area. Again, the out of the area vendors could incur needless expenditures, as described in number A 1
above.
2. Describe any cost savings realized or costs avoided by acquiring the goods/services from this supplier.
Some of this was described in Number 4 above regarding returns to a vendor outside of Southern California.
Also, other out of state vendors charge more for this product, which would be a needless expenditure of
funds.
i ,2n,Ai9nna
J.
Huntington Beach
December 17, 2004
1* CITY OF HUNTINGTON BACH
2000 Main Street Huntington Beach California 92648
All Star Fire Equipment
12328 Lower Azusa Rd
Arcadia CA 91006
CENTRAL SERVICE DIVISION
Attn: Lazaro Martinez, Ned Patterson
Subject: Lion BodyGuard Liberty Turnouts
Dear Lazaro,
This is to serve as letter of intent for the City of Huntington Beach to purchase the
following:
89/ea Lion BodyGuard Liberty Coats
89/ea Lion BodyGuard Liberty Pants
89/ea Lion SB342 H-Back Suspenders
As stated above, this is a letter of intent only. For your information, the above purchase
will require City Council approval on January 1f, 2005. Once approved, a purchase
order will be issued to you.
If there are any questions please contact me at 714/374-1569.
Sincerely,
Marilyn Goldstein
Buyer
/mg
ALLSTAR Turnout gear 12/23/2004 7:10 AM
10/14/2000 23:03 562-789-0125
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ALLSTAR LAZARO
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PAGE 01
2211=R
Fire Equipment Ina.
December 17, 2004
City of Huntington Beach
Purchasing Department Marilyn Goldstein
Re: Sole Source
Dear Ms. Goldstein,
As per our conversation of earlier this afternoon 1 want to fax a formal letter to your
Purchasing department informing you that Allstar Fire Equipment is the sole source
Turnout distributor for Lion Apparel, in the State of California.
Should you wish to confirm the validity of this statement, you may do so by contacting.
Lion Apparel at their corporate offices in Dayton, OH. The toll free phone no. is 1-800-
548-6614, you can ask to speak with Dennis Smith who is the Vice President of Sales and
Marketing. The other point of contact is John Nash, our local western regional sales
manager for Lion Apparel. His phone no. is 714-803-6321.
Should you have any additional questions or concerns, please feel Gee to contact me at
my mobile number 626 255-0433. I thank you for your time and consideration of our
products and look forward to a long working relationship with your department.
Regards,
/� Q 12��
Lazaro Martinez
Regional Sales Manager
Allstar Fire Equipment
MAIN OFFICE • 12328 Lower Azusa Road, Arcadia, CA 91006 • Tel (526) 652-0900 • Fax (626) 652-0920
HAYWARD BRANCH • 2552 Barrington Court • Hayward. CA 94545 • Tel (5101887-6295 • Fax (510) 887-6298
RCAIkOUTING SHEET
INITIATING DEPARTMENT:
FIRE
SUBJECT:
Approve Sole Source Procurement for Firefighter Turnouts
COUNCIL MEETING DATE:
I January 18, 2005
_ RCA ATTACHMENTS
STATUS:;-
Ordinance w/exhibits & legislative draft if applicable)
Not Applicable
Resolution (w/exhibits & legislative draft if applicable)
Not Applicable
Tract Map, Location Map and/or other Exhibits
Not Applicable
Contract/Agreement (w/exhibits if applicable)
(Signed in full by the :City Attome
Not Applicable
Subleases, Third Party Agreements, etc.
(Approved as to form by City Attorney)
Not Applicable
Certificates of Insurance (Approved by the City Attorney)
Not'Applicable
Financial Impact Statement Unbudget, over $5,000
Not Applicable
Bonds If applicable)
Not Applicable
Staff Report (If applicable)
Not Applicable
Commission, Board or Committee Report If applicable)
Not Applicable
Find in s/Conditions for Approval and/or Denial
Not Applicable
EXPLANATION FOR MISSING ATTACHMENTS
REVIEWED .
RETURNED :FORWARDED-:
Administrative Staff
Assistant City Administrator Initial
City Administrator Initial
City Clerk
RCA Author: Olson/Pelletier/Justen