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TO: Mayor Richard C. Irvin
FROM: Battalion Chief Jim Rhodes
DATE: November 26, 2018
SUBJECT:
To approve a resolution for the purchase of issued clothing and uniforms from multiple vendors for members of the Aurora Fire Department.
PURPOSE:
The current clothing contract will expire on December 31, 2018. A new contract is needed to continue to provide contractually mandated items to the fire department members at the beginning of 2019.
BACKGROUND:
Prior to the expiration dates of the current contract, the Fire Department solicits bids for department Work/Dress Uniforms to replace worn and damaged items as well as provide the items to new hires in accordance with the collective bargaining agreements. .
DISCUSSION:
As a result of soliciting for bids, three (3) submissions were received for Work/Dress Uniforms (Groups 1-4). With regards to the bids that were submitted for the Work/Dress Uniforms, MES of Deer Creek, IL either did not bid on all groups and the groups where they did submit bids, they were the highest of the three (3) and therefore are not being considered for this bid process. The two (2) bids that are up for consideration are Ray O'Herron's Co. and JCM Uniforms Inc.
There are four (4) groups which were bid on.
Group 1 Work/Dress Uniforms
Group 2 Jackets/Sweatshirts
Group 3 Uniform Shoes
Group 4 Polo Shirts.
With regards to the different groups, Group 1 Work/Dress Uniforms, Group 2 Jackets/Sweatshirts - specifically the Flying Cross Spectrum Jacket, and Group 3 Uniform Shoes are under normal circumstances considered non-urgent items and are purchased on an as needed basis. Under Group 2 Jackets/Sweatshirts - specifically Sweatshirt, Navy Blue, Long Sleeve, and Group 4 Polo Shirts, replacement of these items are considered to be of an urgent circumstance due to the limited quantity of the clothing items provided under Appendix E, Clothing, of the Local 99 Labor Agreement which are worn on a daily basis. Members of the Aurora Fire Department are currently issued one (1) sweatshirt and two (2) polos. With regards to turnaround time from when an order is placed to when it is delivered, both vendors bid 5.11, however, JCM gave an estimated delivery time of 2-4 weeks where Ray O’Herron gave an estimated delivery time of 2 weeks. Although JCM’s bid total for sweatshirts was $1435.50 less than Ray O’Herron’s bid total and although JCM’s bid total for polos was $1721.50 less than Ray O’Herron’s bid total, the recommendation will be made to stay with Ray O’Herron for ordering sweatshirts and polos due to the estimated delivery date being less than that of JCM. While working with Ray O’Herron’s under the current contract, there have been no issues of receiving orders within a timely fashion and they provide quality customer service and resolve any arising issues within a timely fashion as well.
Granting estimated quantities were provided for the pricing structure, the bid packet specifies that no minimum order is guaranteed. Therefore, the City is not obligated to expend more funds than are provided in the 2019 uniform line item. There are also provisions in the bid documents that allow for the extension of the contracts for 2020 and 2021. The bid documents and tabulation sheets are attached. Funds in the amount of $ 222,222.00 are slated to be available in account #101-3033-422.20-20 for clothing purchases in 2019 pending approval of the 2019 budget.
IMPACT STATEMENT:
Will require the Purchasing Department to create open purchase orders for the vendors due to the amount of times throughout the 2019 fiscal year that orders will be placed.
RECOMMENDATIONS:
Request to have the Finance Committee approve the bid from Ray O'Herron's and for JCM Uniforms as stated under Discussion for department uniforms for the year 2019.
cc: Alderman Robert O'Connor, Chairman
Alderman Edward J. Bugg
Alderman Ted Mesiacos
Alderman Richard Mervine, Alternate
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution to Approve the partial Contract from Ray O'Herron's for Group 2 Jackets/Sweatshirts - specifically sweatshirts and Group 4 Polo Shirts and to Approve the partial Contract from JCM Uniforms for Group 1 Work/Dress Uniforms and Group 2 Jackets/Sweatshirts - specifically the Gerber and Flying Cross Spectrum Jackets for the Fire Department 2019.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, the City of Aurora is required to provide uniforms for the Aurora Fire Department in compliance with Labor Agreements between the City and Aurora Firefighters Local 99 and the Aurora Fire Officers' Association; and
WHEREAS, the current Uniform Replacement Program contracts expire December 31, 2018; and
WHEREAS, the new contracts shall become effective in January 2019 with provisions for two (2) one-year extensions based upon mutual agreement between the vendors and the City of Aurora; and
WHEREAS, the following vendors met essential bid specifications and therefore being recommended for contact(s) approval:
Station Uniforms all of Group 1 and Group 3 and Group 2 only the Gerber and Flying Cross Spectrum Jackets: to JCM Uniforms Inc. Joliet, IL
Station Uniforms all of Group 4 and Group 2 only the 5.11 Sweatshirt: to Ray O'Herron Co. Inc. Danville, IL
WHEREAS, funds are expected to be appropriated in the Fire Department's 2019 budget to provide $222,000.00 in account #101-3033-422.20-20 for the purchase of new and replacement clothing.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that the Director of Purchasing is hereby authorized to issue the necessary orders to implement the purchase of uniforms and for the Aurora Fire Department with Ray O'Herron, Inc, of Danville, IL, and JCM Uniforms of Joliet, IL.