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TO: Mayor Richard C. Irvin
FROM: Battalion Chief Jim Rhodes
DATE: November 20, 2019
SUBJECT:
To approve a resolution for the purchase of issued protective gear for members of the Aurora Fire Department for a period of 1-year with the option to extend 1-additional year.
PURPOSE:
The current Protective Gear contract (which is currently held by Dinges Fire Co.) expires on December 31, 2019 with the option to extend 1-additional year. The Aurora Fire Department has chosen not extend the contract with Dinges Fire Co. thus the need to solicit bids for protective clothing for the year 2020.
BACKGROUND:
When Dinges Fire Co. was awarded the bid for the year 2019, they were the vendor for Globe protective gear and provided Globe Bunker Coats, Pants and Boots per the awarded contract. However, as of October 1, 2019, Dinges Fire Co. is no longer a vendor for Globe and switched distributers to Lion protective gear, thus negating the agreed upon contract to supply Globe protective gear.
Due to this, the Aurora Fire Department chose to not extend the contract with Dinges Fire Co. and solicit bids for the year 2020. A new contract for Protective Gear is necessary 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, four (4) submissions were received for department Protective Gear from multiple vendors which were broken down into four (4) items.
Item 1 Bunker Coat Globe “Tails”, or evaluated equal
Item 2 Bunker Pants Globe (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 MSA Cairns 880 Traditional, or evaluated equal
It should be noted that Items 1 & 2 make up an intergraded firefighting ensemble and will be awarded as a single unit.
While Local Preference does apply to this bid, no Aurora vendors submitted a bid proposal
BID SUBMISSIONS:
The vendors who submitted bids are as follows:
1. Dinges Fire Company, Amboy, IL
2. W.S. Darley & Co., Itasca, IL
3. Municipal Emergency Services (MES), Deer Creek, IL
4. Air One Equipment, Inc., South Elgin, IL
EVALUATION CRITERIA
As specified in the bid documents, 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
Funding for Protective Gear is included in our 101-3033-422.20-20 2020 budget in the amount of $222,000.00.
IMPACT STATEMENT:
Will require the Purchasing Department to create open purchase orders for the vendors due to the amount of times throughout the 2020 fiscal year that orders will be placed.
Even though Air One’s bid submission for Items #1 , #2, and #3 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 2020 uniform line item.
RECOMMENDATIONS:
Request to have the Finance Committee approve the bids for Items 1-4 submitted by Air One Equipment, South Elgin, IL for protective clothing for the year 2020.
cc: Public Health, Safety and Transportation Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution to Approve the Contract from Air One Equipment for the Purchase of Protective Gear for the Fire Department 2020.
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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 Protective Clothing Replacement Program contracts expire December 31, 2019; and
WHEREAS, the new contracts shall become effective January 1, 2020 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: Air One Equipment, Inc. from South Elgin, IL all Four Items; and
WHEREAS, funds are expected to be appropriated in the Fire Department's 2020 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: subject to item approval in the 2020 budget, that the Director of Purchasing execute contracts as specified for protective gear for the Aurora Fire Department with Air One Equipment, Inc. South Elgin, Illinois.