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TO: Mayor Thomas J. Weisner
FROM: Thomas Greiner, Deputy Chief
DATE: November 12, 2015
SUBJECT:
Finance Committee resolution to approve bids from multiple vendors for the purchase of uniforms and protective clothing for the Fire Department.
PURPOSE:
The current clothing and personal protective gear contracts expire on December 31, 2015. New contracts are needed to continue to provide contractually mandated items to the fire department members at the beginning of 2016.
BACKGROUND:
Prior to the expiration dates of the current contracts, the Fire Department solicits bids for department uniforms and protective clothing to replace worn and damaged items as well as provide the items to new hires in accordance with the collective bargaining agreements. Although some clothing items are purchased to be kept in stock for the purpose of urgency, most items are purchased as needed.
DISCUSSION:
As a result of soliciting for bids, three (3) submissions were received for department uniforms and two (2) submissions were received for protective clothing. Johno’s Main Surplus was the most responsive bidder overall for uniform clothing and Illinois Fire Store was the lowest responsive bidder for all of the personal protective clothing items. Although 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 2016 uniform line item. There are also provisions in the bid documents that allow for the extension of the contracts for 2017 and 2018.The bid documents and tabulation sheets are attached. Funds in the amount of $214,000.00 are slated to be available in account # 101-3033-422.20-20 for clothing purchases in 2016 pending the approval of the 2016 budget.
IMPACT STATEMENT:
Will require the Purchasing Department to create open purchase orders for the vendors due to the amount of times throughout the 2016 fiscal year that orders will be placed.
RECOMMENDATIONS:
Request to have the Finance Committee approve the bid from Johno’s Main Surplus for department uniforms and the bid from Illinois Fire Store Inc, for protective clothing for the year 2016.
cc: Alderman O’Connor, Chairman
Alderman Mervine
Alderman Bohman
Alderman Mesiacos, Alternate
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution to Approve the Contracts from Johno's Main Surplus and Illinois Fire Store for the Purchase of Uniforms and Protective Clothing for the Fire Department for 2016 .
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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 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 Uniform and Protective Clothing Replacement Program contracts expire December 31, 2015; and
WHEREAS, the new contracts shall become effective in January 2016 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 are therefore being recommended for contract(s) approval:
Station Uniforms (all groups): Johno's Main Surplus of Aurora, IL.
Protective Clothing (all groups): Illinois Fire Store of Amboy, IL.
WHEREAS, funds are expected to be appropriated in the Fire Department's 2016 budget to provide $214,000.00 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 for uniforms and protective clothing for the Fire Department be approved.