Explanation
Background: This legislation authorizes the Finance and Management Director to enter into contract with Scott Safety for Self-Contained Breathing Apparatus (SCBA) and Supplied Air Respirators (SAR) for the Division of Fire. The Fire Division has a reoccurring need to replace SCBA and SAR products for current personnel that is beyond its useful life and has high maintenance costs. Self-Contained Breathing Apparatus is a respiratory protective device worn by firefighters to provide breathable air in an oxygen-deficient or contaminated atmosphere. The contract includes the purchase and implementation of Imperium Incident Command Suite (ICS). Imperium ICS is software that helps the Fire Division improve event management, by accounting for all on-scene resources during an emergency event.
Bid Information: Solicitation SA005773 was advertised as a Request for Proposal; responses were received on April 9, 2015. One hundred (100) suppliers were notified of the solicitation (MBR:3; M1A:1; F1:2; AS1:1). Three (3) responses were received.
An evaluation committee consisting of two representatives from the Fire Division, one from the Equal Opportunity Business Office, one from the Finance and Management Office, and one from the Public Safety Director’s Office evaluated the responses. Of the three vendors that submitted proposals, all three were selected for further evaluation and scoring. This included hands-on combative testing of the turnout gear. All three finalists were invited to submit pricing. The scoring was reevaluated/revised to include pricing and the results of the testing. The Department of Finance and Management, Purchasing Division, with assistance from the Fire Division, negotiated contract language and pricing with Scott Safety. The negotiated term for the UTC is through March 31, 2018 with the option to extend, subject to mutual agreement.
A waiver of the Columbus City Codes is being requested as the current City Code does not contemplate an RFP process for goods.
The Purchasing Office is recommending award to:
Scott Safety; CC# 52-1297376, Categories - All Lines, $1.00
Total Estimated first year expenditure: $4,000,000.00
This 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.
Emergency action is requested as funds are needed immediately to purchase said SCBA and SAR for the Division of Fire and their upcoming recruit class. The Purchasing Office, in conjunction with the Fire Division, attempted to procure the new contract in time to avoid emergency legislation. The process did take longer than expected, leading to this emergency request. The current contract is set to expire on 09/30/2016.
Fiscal Impact: Funding to establish this option contract is from the General Fund. City agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance and Management Director to issue a purchase order to Scott Safety for the Division of Fire for the option to purchase self-contained breathing apparatus and related software; to waive the competitive bidding requirements of City Code Chapter 329; to authorize the expenditure of $1.00 to establish the contract from the General Fund; and to declare an emergency. ($1.00)
Body
WHEREAS, there is a need to purchase self-contained breathing apparatus and related software for the Division of Fire; and
WHEREAS, the Purchasing Office advertised and solicited proposals and received permission from the Directors of Finance and Management and Public Safety to negotiate with the highest scoring vendor; and
WHEREAS, it is in the city's best interests to waive the competitive bidding requirements of Chapter 329 of the City Code for this purchase because the City Code does not contemplate an RFP process for goods; and
WHEREAS, this ordinance addresses Purchasing objectives of 1)maximizing the use of City resources by obtaining optimal products/services at low prices and 2) encouraging economic development by improving access to City bid opportunities and 3) providing effective option contracts for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Safety, Division of Fire, in that it is immediately necessary to purchase Self-Contained Breathing Apparatus (SCBA) and Supplied Air Respirators (SAR) for use by Firefighters 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 Finance and Management Director is hereby authorized to establish an option contract and purchase order for Self Contained Breathing Appartus, Supplied Air Respirators and related software for the Division of Fire in accordance with solicitation SA005773 for the term expiring March 31, 2018, subject to mutual agreement.
Scott Safety, All Lines, $1.00
SECTION 2. This Council finds it is in the best interest of the City of Columbus to waive the applicable competitive bidding requirements of Chapter 329 of the City Code.
SECTION 3. That the expenditure of $1.00 is hereby authorized from the General Fund, Organization Level: 45-01, Fund 10, OCA: 450047, Object Level 3: 2270 to pay the cost thereof.
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 and 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.