Explanation
BACKGROUND: To modify the existing citywide contract for the option to purchase Turnout Gear for the Fire Division. A contract for Turnout Gear offered by the contractor was established on August 2, 2004 (contract number FL-002240) pursuant to formal competitive sealed bidding provisions of the Columbus City Code.
This company's contract compliance number is 311608763. This company is not listed on the Auditor of State Findings for Recovery Database. This company is not listed on the Federal Excluded Parties Listing.
1. Amount of additional funds: No additional funds are necessary to modify the contract. The annual purchase was estimated to be $530,413.00.
2. Reason additional needs were not foreseen: The manufacturer improved the liner material and other changes were modifications to enhance protection, comfort and durability of the turnout gear. The improved products meet or exceed the original specifications and in no case incur additional charges. Testing data has been solicited and received by the Finance/Purchasing Office to validate that the improved products meet safety standards set forth in the original specifications.
3. Reason other procurement processes not used: No lower pricing is anticipated through rebidding and time is of the essence for gear delivery
4. How cost was determined: The changes/additions were negotiated with Total Fire Group/Morning Pride Mfg. L.L.C.
FISCAL IMPACT: No funding is required to extend the option contract. The Division of Fire will be the largest user and each agency will be required to establish purchase orders for their needs (based on their budget) for Turnout Gear.
This ordinance is being submitted as an emergency measure because without emergency action, no less than 37 days will be added to the procurement cycle and the efficient delivery of public services will be slowed
Title
To authorize and direct the Finance Director to modify the citywide contract for the option to purchase Turnout Gear for the Division of Fire, the largest user; to waive the provisions of competitive bidding and to declare an emergency.
Body
WHEREAS, the Purchasing Office, working in conjunction with the Department of Public Safety, Division of Fire negotiated the changes/additions to the contract for the purchase of Turnout Gear;
WHEREAS, the supplier and City have agreed to modify FL-002240 as negotiated and it is in the best interest of the City to modify the existing contract; and
WHEREAS, Turnout Gear is critical to the protection/safety of our firefighters in performing their jobs. In order to avoid a lapse in our ability to provide Turnout Gear, this ordinance is being submitted for approval as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Safety, Fire Division in that it is immediately necessary to modify FL002240 for an option to purchase Turnout Gear thereby preserving the public health, peace, property, safety, and welfare, now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
1) SECTION 1. That the Finance Director be and is hereby authorized and directed to modify FL-002240 with Total Fire Group/Morning Pride Mfg., L.L.C. as follows:
A) The thermal liner on the turnout coats and pants has been improved by Southern Mills and the quoted thermal liner Caldura SL is no longer available (Dealer Advisory No. 501). The new thermal liner provides better protection and safety with no change in pricing and meets the minimum requirements for protection, comfort and durability in the solicitation.
B) Upgrade throat closure to comfort chinstrap with Nomax Knit insert on both Firefighter's and Chief Officer's Coats. Meets or exceeds minimum specifications. No change in pricing.
C) Adapt Firefighter's Coat Only, with proper opening and flap to accept Rapid Rescue Harness and ship harness with each coat at time of order (Note: this is a special "Columbus Style" design). Price was quoted in Item. 4 and awarded to this supplier. No change in pricing.
D) Adapt Firefighter's Coat only, to have the dead air panels extended to under the forearm trim to reduce possibility of trim burns in this area. This change meets or exceeds the minimum specifications. No change in pricing.
E) On both the Firefighter's and the Officer's pants, provide Dyna-Fit suspenders, standard length adjustment style, with no metal in center of back. These meet or exceed minimum specifications. These will cost less than the suspenders quoted and save the City $.73 with each order.
F) On the Firefighter's coat only, provide the smoother, less irritating Black Nomex comfort collar and chinstrap lining to eliminate chaffing from the Pbi Matrix (not needed on the Chief's coats). This was a recent development and not available when the bid was submitted. No change in pricing.
SECTION 2. That in accordance with Section 329.27 of the Columbus City Code, this Council finds the best interest of the City is served by waiving, and does hereby waive Section 329.06 (Formal Competitive Bidding) and 329.16 (Modifications) of the Columbus City Code.
SECTION 3. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.