TO: Mayor Richard C. Irvin
FROM: Battalion Chief Jim Rhodes
DATE: December 3, 2018
SUBJECT:
To approve a resolution for the purchase of issued protective gear from multiple vendors for members of the Aurora Fire Department.
PURPOSE:
The current Protective Gear contract (which is currently held by Dinges Fire Co.) expires 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 Protective Gear 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 bids, two (2) submissions were received for department Protective Gear which were broken down into four (4) items.
Item 1 Bunker Coat Morning Pride “Tails”, or evaluated equal
Item 2 Bunker Pants Morning Pride (compatible with “Tails” coat) or evaluated equal
Item 3 Fire Boots Globe 14” structural fire boot, pull on, or evaluated equal
Item 4 Fire Helmet Morning Pride Ben 2 Plus Traditional, or evaluated equal
The bidders were Dinges Fire Company, Amboy, IL and W.S. Darley & Co., Itasca, IL with Dinges Fire Company being the highest bidder on items 1, 2, and 3, and the lowest bidder on item 4 and W.S. Darley being the lowest bidder on items 1, 2, and 3, and the highest bidder on item 4. In addition, with the exception of Items 1 & 2 which make up an intergraded firefighting ensemble and will be awarded as a single unit, Items 3 & 4 may be awarded separately to the lowest responsible bidder.
The criteria used for evaluating proposals received are as follows:
1. Design, comfort, quality of workmanship and adherence to specifications
2. Price
3. Ability to deliver items within specified time
4. Number of items the vendor is able to supply
- Both vendors are equal in this category
Criteria #1
(Items 1 & 2)
With regards to Item 1, Bunker Coat and Item 2, Bunker Pants the Aurora Fire Department issued the Morning Pride brand until 2016 where at that time, Dinges Fire Company was the lowest bidder for the protective gear items and won the bid. At that time, Dinges Fire Company bid on Globe protective gear and since 2016 this has been issued to firefighters. The quality of the Globe protective gear is lighter, allows for easier movement while wearing, and is very durable. In the bid submissions, Dinges Fire Company indicates that the equivalent, Globe protective gear, exceeds applicable standards while in W.S. Darley indicated that the Morning Pride brand only meets standards and does not indicate that it exceeds standards.
Criteria #2
(Item 1 & 2)
Item 1 Item 2
Bunker Coat Bid Single Unit Cost Bunker Pant Bid Single Unit Cost
W.S. Darley Morning Pride Coat $1,070.00 W.S. Darley Morning Pride Pant $746.00
Dinges Fire Company Globe Coat $1,245.00 Dinges Fire Company Globe Pant $965.00
(evaluated equal - current issued coat) (evaluated equal - current issued coat)
$175.00 Difference $219.00 Difference
Bunker Coat and Pants Total Bunker Coat and Pants Total
W.S. Darley = $1,816 Dinges Fire Company = $2,210
Bunk Coat and Pants Total Difference = $394.00
Criteria #1
(Item 3)
With regards to Item 3, Fire Boots, the specification requested were “Globe 14” structural fire boot, pull on, or evaluated equal. W.S. Darley & Co. bid “Black Diamond” structural fire boots, however in accordance with Appendix A titled “City of Aurora Specifications for 18-63 Protective Gear for the Aurora Fire Department, Section 3.0 - Evaluated Equals, page 2” states the following:
Vendors desiring to bid an alternative product to those specified are to submit one (1) sample of each item on which they will be offering a price quote. Evaluation will be conducted by a committee of firefighters and Fire Department staff personnel. For comparison purposes, the bunker coat shall be chest size 46, sleeve length 29, and bunker pants will be waist size 36, inseam 30. Fire boots shall be men’s size 10.5.
Samples shall be delivered not less than seven (7) days prior to the bid opening to the attention of:
Deputy Chief
Aurora Fire Department
75 N. Broadway
Aurora, IL 60505
Included with each sample shall be information concerning technical specifications, brochures and other information describing features of the sample item.
After reviewing W.S Darley’s bid proposal this section was unfounded and not mentioned anywhere in their bid document and furthermore, they did not adhere to the requirements of submitting an alternative sample and furthermore, did not present information concerning technical specifications, brochures and other information describing features of the sample item.
Criteria 1 & 2
(Item 4)
With regards to Item 4, Fire Helmet’s, the bid specification was for “Morning Pride Ben 2 Plus, low ride, with 4” high temperature face shield, combination quick release/postman slide chin strap, 3M brand line trim, ratchet adjustment headband, Nomex earflaps, or evaluated equal. Dinges Fire Company was the lowest bidder and submitted an equal bid for a Bullard USTM6 which is 100% compliant with all current applicable standards and also submitted one (1) optional helmet which is a Carins 880 Chicago Style at a cost of $295.00. Currently, members of the Aurora Fire Department have been issued either the Bullard USTM6 or Carins 880 and there have been no known issues or concerns with either helmet.
Fire Helmet Bid Single Unit Cost
W.S. Darley Morning Pride Ben 2 Plus Traditional $230.00
Dinges Fire Company Bullard USTM6 $225.00
(evaluated equal - current issued helmet)
$5.00 Difference
Criteria #3
Bunker Coat and Pants Fire Boots and Fire Helmets
W.S. Darley 6 weeks (standard) W.S. Darley 2 weeks (standard)
Dinges Fire Company 4 weeks (for new hires) Dinges Fire Co. 2 weeks (standard
6 weeks (standard)
In closing, after evaluating the four items in both bid submissions, even though Dinges Fire Company submitted a higher bid for Items 1 and 2, the overall economic impact will not be significant as the cost is based upon an estimated 50 units for both items and 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. Concerning item 3, given that W.S. Darley did not comply with instructions per Appendix A titled “City of Aurora Specifications for 18-63 Protective Gear for the Aurora Fire Department, Section 3.0 - Evaluated Equals, page 2” requirement to submit the equivalent item to be evaluated, Dinges Fire Company should be awarded this item. Concerning item 4, as stated Dinges Fire Company was the lower bid and should be awarded this 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 Dinges Fire Company for protective clothing 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 ________________
title
A Resolution to Approve the Contract from Dinges Fire Company for the Purchase of Protective Gear for the Fire Department 2019.
body
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 uniform and protective clothing 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 Protective Clothing 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:
Protective Gear: Dinges Fire Company, Amboy, IL all Four Items
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 contracts as specified for uniforms for the Aurora Fire Department with Dinges Fire Company, Amboy, Illinois be approved.