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HomeMy WebLinkAboutApprove Sole Source Purchase with Allstar Fire Equipment in Dept. ID FD17 010 Page 1 of 2 Meeting Date; 11/20/2017 CITY OF HUNTINGTON BEACH REQUEST FOR. CITY COUNCIL ACTION l MEETING DATE: 11/20/2017 SUBMITTED TO: Honorable Mayor and City Council Members SUBMITTED BY: Fred A. Wilson, City Manager PREPARED BY: David A. Segura, Fire Chief SUBJECT: Approve Sole Source Purchase with Allstar Fire Equipment in the amount of $139,575.04 for Replacement Firefighter Turnouts Statement of Issue: Approval of a sole source purchase of replacement firefighter turnouts is requested due to Allstar Fire Equipment being the only authorized distributor within the State of California for the product line utilized by Huntington Beach. Financial Impact: Funds are budgeted in the FY 2017/18 Equipment Replacement Fund in account 1040209.83700. The total cost for replacement of 64 sets of firefighter turnouts will be $139,575.04, or $2,180 each. Recommended Action: Approve sole source purchase with Allstar Fire Equipment in the amount of$139,575.04 for replacement firefighter turnouts. Alternative Action(s): Do not approve the sole source purchase and instruct staff on how to proceed. Analysis: All 128 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. At this time, the Fire Department proposes to replace 64 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 and safety. Using a vendor who is centrally located in Southern California allows for prompt, personalized service. Allstar Fire Equipment has been utilized by the Fire Department for turnout purchases for several years. They provide a product line that meets Fire Department standards and are the only authorized distributor within the State of California to provide the Lion brand of turnout garments. The sole-source justification is shown as Attachment 1. It includes additional information regarding Allstar Fire Equipment and the recent sales quote for this purchase. In addition, the vendor has provided guaranteed pricing through December 31, 2018. The contract for this item will be valid for three (3) years and the City will obtain updated pricing after January 1, 2019. HB -25- Item 5. - I Dept. ID FD17 010 Page 2 of 2 Meeting Date: 11/20/2017 The second phase of turnout replacement is anticipated for the first part of FY 2018/19 and the guaranteed pricing will provide an opportunity for the City to obtain savings on this purchase. Environmental Status: None. Strategic Plan Goal: Enhance and maintain public safety. Attachment(s): 1. Sole Source Justification Item 5. - 2 HB -26- RECEIVED - CITY OF HUNTINGTON BEACHI OCT 2 5 2017 Sole-Source Justification Finance Depertma�lt (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. e uestin 060ar 6—ffnformation Date. October 18, 2017 Requestor Name: Dave McBride Division Manager: Dave McBride (Type names. Do not sign.) 4_ Department: Fire Department Head: David A. Segura (Type names. Do not sign. Must be same as signature below. _ � f � �,: De attnentCintacf infoririatron -� ti Contact Name: Dave McBride Street Address: 2000 Main Street Telephone: 714 536-5563 Fax: 714 374-1551 Shipping Address: 17371 Gothard Street, Huntington Cellular hone: 714 349-2550 Beach, CA 92647 ` Re uirecl Co`ritacE Information r. x Contractor]Supplier Name: Allstar Fire Equipment Contractor/Supplier Address: 12328 tower Azusa Road Contractor/Supplier City/State/Zip: Arcadia, CA 91006 Original Contract Amount.* Amendment Amount:* (if applicable) New Contract Amount.* $139,575 $ $139,575 (*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 acquisition, including all goods and/or services the contractor will provide: Allstar Fire Equipment, Inc. will provide 64 Lion/Janesville CVBM-K7 Natural PBl Max V-Force turnout coats at$1,278.00 each for a total extended price of$81,792,00 and 64 Lion/Janesville PVFM-K7 Natural PBI Max V-Force belted Turnout Pants at$746,00 each for a total extended price of$47,744.00. The total purchase for both Items, including $10,039,04 for 7.750%Tax, is $139,575.04. The quote from the vendor is attached. :. on T -e'an'd Term r r Contract Type: Contract Term: What account number will be used to purchase? Select One: Z Goods Begin: 10/1117 Business Unit: 10040209 ❑ Service ❑ Goods&Services End: 9130/20 Object Code: 83700 Re uired`A `royals - R,epartment Head/J Fiscal Services Manager �ief Financial Officer Assistant City Manager p� rovecj, Darted EAppro�ed ❑ 66ied Approved ❑ Denied pprove ❑Denied Sidnatur / Signa re Signature 1 Signature 7 I7 / 'bate Date Date 7— Date (Transactions exceeding$50,000 must be approved by City Council HB -27- Item 5. - 3 r CITY OF HUNTINGTON BEACH _ Sole Source Justification (For use on all goods and services acquisitions.) Complete responses must be provided for all of the following items. A. THE GOODISERVICE REQUESTED IS RESTRICTED TO ONE SUPPLIER FOR THE REASONS STATED BELOW: 1. Why is the acquisition restricted to this goods/serviceslsupplier? (Explain why the acquisition cannot be competitively bid.) The vendor is located in the local area,which helps expedite the fitting and ordering process. Because the vendor is responsible for the measurements, they will be held responsible for any errors. Firefighter personnel must be measured for fit and it is critical that the garments are made to the exact measurements. This vendor has been used for past purchases of Huntington Beach Fire Department firefighter turnouts. 2. Provide the background of events leading to this acquisition. As part of the FY 2017118 budget process,the Fire Department was approved for$140,000 in equipment replacement funding for the replacement of firefighter turnouts to replace existing sets,which are nearing the end of their service life. The vendor has provided a guaranteed pricing through December 31, 2018 (attached). The contract for this item will be valid for three(3) years and the City will obtain updated pricing after January 1,2019. 3. Describe the uniqueness of the acquisition (why was the good/servicelsupplier chosen?). The Fire Department has been doing business with this vendor for several years and has received competitive pricing as well as excellent customer service during this time. The vendor is the only one in California approved to provide the LION brand of turnout garments. 4. What are the consequences of not purchasing the goods/services or contracting with the proposed supplier? Delays in receiving the needed replacement garments due to using a vendor located outside of the state of California. 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.) All current turnout garments used by our firefighting personnel are manufactured by LION brand. We are in a multi-year process of updating our garments to provide the best materials and to standardize the design features to ensure a high level of protection for our firefighting personnel. Standardization of emergency equipment is critical for operational and training purposes. if we were to purchase a different brand of turnout garmet,standarization of the design of the garmet would not be possible. Item 5. - 4 HB -28- 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.) The current price quote for a garmet set (turnout coat and pants) is $2,024 is consistent what was recently charged to other fire departments in Southern California and similar to what was charged to the City of Huntington Beach in FY 2016/17. 2. Describe any cost savings realized or costs avoided by acquiring the goodsiservices from this supplier. We are receiving competitive pricing by using garnet design features which are already being used by nearby Fire Departments, including the Orange County Fire Authority, City of Long Beach and the City of San Diego. Remit completed form to: C'sty of Huntington Beach—Purchasing Division 2000 Main Street,Huntington Beach,CA 92648-2702 FIB -29- Item S. - 5 ALLSTAR FIRE EQUIPMENT, INC. �4 6 �y 12328 Lower Azusa Road h z Arcadia, California 91006 YEARS OF Phone: (800)425-5787 �99 i V 10E 9Nb Fax: (626) 652-0919 www.a[istarfire.com SALES QUOTE* Date: October 17, 2017 To: Huntington Beach Fire Department Attn: Captain Eric McCoy Email: emcco @surfclt+r hb.org_ Tel: (714)536-5418 Cell: (714) 794-7066 Fax: ITEM QTY UNIT DESCRIPTION PRICE EXTENSION PSGQ18480 1 64 Each Lion/Janesville CVBNI-K7 Natural PBI Max V-Force $1,278.00 $81,792.00 Turnout Coat per Huntington Beach Spec. 2 64 Each Lion/Janesville PVFM-K7 Natural PBI Max V-Force $746,00 $47,744.00 Belted Turnout Pants per Huntington Beach Spec. Pricing is Valid for 60 or more sets. Valid through 12131118. Terms: Net 30 F.O.B.:Destination Estimated Delivery:60 Days ARO *Prices,Terms,F.O.B.&Estimated Delivery are Valid through 12131118.Subject to Change Thereafter,Any Non-Stock or Custom Items may be Non-Returnable or Subject to a Restocking Fee.Any Modification Subsequent to Actual Order Placement May be Subject to Price Adjustment. Subtotal $129,536.00 7.750% $10,039.04 Est. S & H $0.00 Jason Broede, Inside Sales 1 PPE Specialist TOTALI $139,575.04 Item s. - 6 -3 - HB [-ILB -3 C- (SLION October 10, 2017 To: Huntington Beach Fire Department—Captain Eric McCoy Re: LION Authorized and Approved Distributor Allstar Fire Equipment Inc. and LION have experienced a decades' long partnership in proudly supplying the California fire service with the highest quality personal protective equipment. LION is grateful to the high energy and enthusiasm exhibited by the staff at Allstar Fire Equipment, Their dedication to the highest standards of service and integrity has developed into their position as the sole source for LION's NFPA 1971 compliant LION@ brand turnouts to the municipal fire service market in California. Allstar Fire Equipment operates two facilities: one in Hayward, California along with their headquarters in Arcadia, California. Allstar maintains a significant inventory and professional sales staff covering the entire state. LION provides state--of-the-art ergonomics in its Janesville@ V-Force® turnouts and true innovations such as lsodri@, Semper DriTM, Lite-N-Dri rm and Ventilated TrimTA4, responding to the needs of the fire service, with focus on metabolic stress reduction, durability, mobility and comfort. Thank you for your consideration in choosing Allstar Fire Equipment and LION for your personal protection requirements. Best regards, Michelle Trout Regional Sales Manager 7200 Poe Ave. I Suite 400 1 Dayton, OH 45414 tf: 800.548,6614 1 p: 937,898A949 1 t:937,898.2848 into@fionprotects.com www.iionprotects.corn H13 -)I- Item 5. - 7