Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish a Universal Term Contract (UTC) for the option to purchase Firefighting Turnout Gear with Phoenix Safety Outfitters, LLC. The Division of Fire is the sole user for services and materials to supply all active Firefighters with bunker gear to be worn while on any and all EMS or fire runs. The term of the proposed option contract would be approximately three (3) years, expiring September 30, 2028, with the option to renew for two (2) additional one (1) year extensions. In addition, the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO003264.
A formal best value proposal (BVP) solicitation was published for the purchase of Firefighter Turnout Gear.
Proposals were evaluated by a Five (5) member committee, based upon various criteria including specification conformity, ability and customer service, field evaluation, combative evaluation, laundry evaluation, breakdown and assembly and cost resulting in an award recommendation to Phoenix Safety Outfitters, LLC.
BID INFORMATION: Request for Quotation RFQ028666 was advertised and proposals were opened October 17, 2024. Six (6) responses were received.
An evaluation committee consisting of five (5) representatives from the Department of Public Safety. Each member of the committee scored and ranked the proposals. All offers and cost proposals were evaluated in compliance with Columbus City Code 329, the committee submitted final rankings.
Phoenix Safety Outfitters, LLC. received the highest score, 95 out of 100 points. The selected Offeror provides Lion branded turnout gear which includes the bunker pants, jackets and all accessories to assembly the fit. The awarded vendor also provides services with specific measurements and tailoring of the gear for each individual firefighter to ensure total capsulation of the individual for their health and safety.
The request for purchase of Firefighting Turnout Gear used the best value competitive sealed proposal process to award the supplier that provided the relevant criteria specifically listed in the BVP and the lowest cost.
In accordance with the Committee recommendations, the Purchasing Office recommends the award to:
Phoenix Safety Outfitters, LLC, CC# 007915, expires 8/28/2025, All items, $1.00
Total Estimated Annual Expenditure: $1,000,000.00, Division of Fire the sole user.
Emergency Designation: The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance because the current contract will expire on 9/30/2025 and there will not be access to the Turnout Gear.
The company is not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
FISCAL IMPACT: The expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO003264. The Division of Fire will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Director of the Department of Finance and Management to enter into a contract for the option to purchase Firefighter Turnout Gear with Phoenix Safety Outfitters, LLC; to authorize the expenditure of $1.00; and to declare an emergency. ($1.00)
Body
WHEREAS, the Division of Fire has an ongoing need to purchase bunker pants and jackets for active firefighters that work at the firehouses throughout the City for their safety and protection during all EMS and fire runs; and,
WHEREAS, a formal request for proposal (BVP) for a multi-year Universal Term Contract (UTC) was solicited and evaluated by a committee via Request for Quote RFQ0028666 resulting in the recommendation to award Phoenix Safety Outfitters, LLC; and
WHEREAS, this ordinance addresses the Purchasing objectives of 1) maximizing the use of City resources by obtaining optimal products and services at low prices, and 2) providing an effective option contract for the Division of Fire to supply firefighters with the necessary protection with the bunker pants and jackets and the tailoring of such gear; and
WHEREAS, an emergency exists in the usual daily operation of the Division of Fire in that the current contract expires on 9/30/2025 and access to the turnout gear will be unavailable in that it is necessary to authorize the Finance and Management Director to immediately enter into a Universal Term Contract for the option to purchase Firefighter Turnout Gear , for the immediate preservation of the public health, peace, property, safety, and welfare; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Finance and Management is hereby authorized to enter into the following contract for the option to purchase Firefighter Turnout Gear UTC in accordance with Request for Quotation RFQ028666 for a term of approximately three (3) years, expiring September 30, 2028 with the option to renew for two (2) additional one year extensions, as follows:
Phoenix Safety Outfitters, LLC, All Items, $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO003264 of this ordinance to pay the cost thereof.
SECTION 3. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 4. That for the reason 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.