HomeMy WebLinkAboutFirefighter Turnouts - Sole Source Purchase - Allstar Fire E 11'7e-JAv 'A'c..
Council/Agency Meeting Held:_
Deferred/Continued to:
App§verl ❑ Conditionally Approved ❑ Denied Ci Cler s Si ature
Council Meeting Date: May 7, 2012 Department ID Number: FD12 004
CITY OF HUNTINGTON REACH
REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Fred A. Wilson, City Manager
PREPARED BY: Patrick McIntosh, Fire Chief
SUBJECT: Approve Sole Source purchase of 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 and to allow for continued
use of a local vendor.
Financial Impact: Funds are budgeted in the FY 2011/12 Equipment Replacement Fund in
account 10040209.83600. The total cost for replacement of 54 sets of firefighter turnouts will
be $102,700, or $1,902 each.
Recommended Action: Motion to:
Approve sole source purchase from Allstar Fire Equipment for replacement firefighter
turnouts.
Alternative Action(s): Do not approve the sole source purchase and instruct staff on how to
proceed.
Analysis: All 129 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 54 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. They also provide a product line that meets Fire Department standards. The
Department recently received notice from the turnout manufacturer indicating that Allstar is
the only authorized distributor within the State of California. This notice is included with the
Sole Source Justification shown as Attachment 1.
xB -69- Item 4. - I
REQUEST FOR COUNCIL ACTION
MEETING DATE: 5/7/2012 DEPARTMENT ID NUMBER: FD12 004
Environmental Status: None.
Strategic Plan Goal: Maintain public safety.
Attachment(s):
1. 1 Sole Source Justification
Item 4. - 2 HB -70-
ATTACHMENT # 1
CITY OF HUNTINGTON BEACH
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
Date: April 10, 2012
Requestor Name: Eric Engberg Division Manager: Eric Engberg
(Type names. Do not sign.)
Department: Fire Department Head: Patrick McIntosh
(Type names. Do not sign. Must be same as signature below.
Department Contact Information
Contact Name: Dave McBride Street Address: 2000 Main Streeet Huntington Beach CA
Telephone: 714 536-5567 92648
Fax: 714-374-1551 Shipping Address: 17371 Gothard Street Huntington
Cellular phone: 714-349-2550 Beach CA 92647
Required Contact Information
Contractor/Supplier Name: Allstar Fire Equipment
Contractor/Supplier Address: 12328 Lower Azusa Road,Arcadia CA 91006
Contractor/Supplier City/State/Zip:
Original Contract Amount:* Amendment Amount:* (if applicable) New Contract Amount:*
$102,700 $ $
(*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:
Purchase of sets of Firefighter Turnout protective equipment. Purchase includes set of Lion V-Force coats and pants
made to HBFD s ecifications.Vendor is responsible for the measurement and fit of the finished product.
Contract Type and Term
Contract Type: Contract Term: What account number will be used to purchase?
Select One: ❑ Goods Begin: Business Unit: 10040209
❑ Service
❑ Goods&Services End: Object Code: 83600
Required Approvals
Department Head Fiscal Services Manager Director of Finance D puty City Administrator
Appr ved El Denied Approved, enied El Approved El Denied A ov d ❑ Denied
gna Sign ure Signa ure _
IS' nature
Date Date ate v j
Date
(Transactions exceeding$50,000
must be approved by City Council)
1
{` CITY OF HUNTINGT N 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 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.)
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.
2. Provide the background of events leading to this acquisition.
As part of the FY 2011-2012 budget, the Fire Department was approved in Equipment Replacement funds
to purchase up to$102,700 worth of turnout garments to replace current sets,which are nearing the end
of their service life.
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 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 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 garment, standarization of the design of the garment would not be possible.
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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 garment set(turnout coat and pant) is $126 higher than the price we paid for
garments in 2011. The slight price increase reflects an important upgrade to the outer shell fabric which
will result in better wear resistance and increased protection from thermal damage.
2. Describe any cost savings realized or costs avoided by acquiring the goods/services from this supplier.
We are receivcing competitive pricing by using garment design features which are already being used by
nearby Fire Departments, including the Orange County Fire Authority and the City of San Diego.
Remit completed form to: City of Huntington Beach—Purchasing Division
2000 Main Street, Huntington Beach,CA 92648-2702
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("3' LION
September 30, 2011
To: Whom it may concern
Re: LION Authorized and Approved Distributor
Allstar Fire Equipment Inc. and LION have delivered on a decades-long partnership 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 Janesville@ brand turnouts to the
municipal fire service market in California.
Allstar operates two facilities, one in the bay area and their headquarters in Arcadia, maintaining a
significant inventory and professional sales staff covering the entire state. LION provides state
of the art ergonomics in the V-Force®turnouts and true innovations such as isodrio, Semper
DriTM, Lite-N-DriTm and Ventilated Trim, responding to the needs of the fire service, with focus
on metabolic stress reduction, durability, ergonomics, and comfort.
Thank you for your consideration in choosing Allstar Fire Equipment Inc. and LION for your
personal protection requirements.
Best regards,
Jerry Loran
Regional Sales Manager
7200 Poe Ave. I Suite 4001 Dayton, OH 45414
tf: 800.548.6614 1 p: 937.898.1949 1 f: 937.898.2848 info@lionprotects.com www.lionprotects.com
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