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R-1738 - 07/10/2018 - FIRE DEPARTMENT - Resolutions Supporting Documents AGENDA ITEM Regular Board of Trustees Meeting July 10, 2018 SUBJECT: Fire Gear Purchase FROM: Barry Liss, Fire Chief BUDGET SOURCE/BUDGET IMPACT: 2018 Operational Budget, Program 700, Equipment Replacement, Account #90200, in the amount of $44,975.00 and Foreign Fire Tax, in the amount of $48,100 for the purchase of 28 complete sets of fire gear/boots. RECOMMENDED MOTION: I move that the Village Board waive further bidding, since National Purchasing Partners, a cooperative purchasing entity, has already conducted the bid process, and issue a purchase order in the amount of $85,040.48 to Municipal Emergency Services (MES) out of Deer Creek, Illinois for twenty-eight (28) sets of Globe personal protective fire gear and boots. Background/History: As part of the Village’s ongoing commitment in providing and promoting safety, health, wellness of all firefighters, the department, in the interest of general safety and cancer prevention techniques has embraced and adopted a program designed to provide secondary fire safety gear for all sworn members of the department. Extensive scientific research over the past number of years has begun to clearly identify a link between firefighter exposure to toxins and carcinogens from incidents such as, but not limited to fires, and an increased rate of cancer. Currently, all of our personnel are required to clean their gear after any variety of exposures, to keep them free of contaminants. But that cleaning process takes hours and limits our personnel in having clean, dry and uncontaminated personal protective safety gear at the ready for the next response. Despite these challenges, creating and maintaining a safe environment is critical to ensure the health and safety of firefighters. The National Fire Protection Association (NFPA) has developed standards and best practices to help departments through the turnout gear selection process as well as best practices related to the maintenance and cleaning of turnout gear. NFPA 1851: Standard on Selection, Care, and ITEM 6.C.2 Maintenance of Protective Ensembles for Structural Fire Fighting and Proximity Fire Fighting and NFPA 1971: Standard on Protective Ensembles for Structural Fire Fighting and Proximity Fire Fighting is the industry standard and best practice for the fire service. These standards specify the minimum selection, care, and maintenance requirements for structural fire fighting protective ensembles and the individual ensemble elements that include garments, helmets, gloves, footwear, and interface components that are compliant with NFPA 1971, Standard on Protective Ensembles for Structural Fire Fighting and Proximity Fire Fighting. • The fire department should consider providing each member with two complete sets of structural fire-fighting protective clothing that meet the requirements of NFPA 1971, Standard on Protective Ensembles for Structural Fire Fighting and Proximity Fire Fighting, whenever possible. It is not reasonable to expect that a fire department would have enough stock protective clothing available to all members in the event that the protective clothing became soiled, wet, or contaminated during daily activities. Fire fighters provided with two complete sets of structural fire-fighting protective clothing can change easily into proper-fitting garments and will not be unnecessarily exposed or expose the public to contaminants. Structural protective clothing that is cleaned and properly and completely dried before the next use will last longer and provide greater protection than soiled or damp garments. To determine the appropriate selection of personal protective fire gear, a clothing committee comprised of a number of members of the department were tasked with evaluating the latest specifications, quality, durability, and design of the initial personal protective fire gear. As a result of their work, the department strongly endorses maintaining standardization and compatibility with the second set. Subsequently, MES was determined to be the most cost effective and responsive manufacturer and a successful bidder through the National Purchasing Partners (NPPGov). NPPGov is a national cooperative procurement organization based in Seattle, WA offering publicly solicited contracts to government entities nationwide. Their contracts are created through a public solicitation and award process by a Lead Public Agency. Membership is free and there are no minimum purchasing obligations. NPPGov contracts were created through a formal RFP process meeting the requirements of all lower and upper purchasing threshold requirements. The process included local and national print advertising as well as online internet services to post RFP solicitations. By piggybacking off the contract, we are eliminating the need to conduct our own solicitation and bidding while maximizing our purchasing power. The 2018 budget initially provided $21,875 for the purchase of ¼ (7-sets) of the departments full allocation of a second set of safety gear (28), with Foreign Fire providing funding for another ¼ ($25,000). Unfortunately, there was an error in the plan, which ultimately lead to only ½ of the purchase being funded. As a result, the Fire Department received the Village’s approval to amend the 2018 budget for an additional $23,100 (account 700-90200) to accommodate the purchase of another 7 sets (1/4) of the needed safety gear. Foreign Fire approved additional funding for the final ¼ at the same cost of $23,100. Total cost of the entire purchase of 28 sets of protective fire gear/boots is $85,040.48. Recommendation: That the above motion be presented to the board for approval. RESOLUTION 2018-FD-GR-R-1738 A RESOLUTION APPROVING THE WAIVER OF FURTHER BIDDING AND AUTHORIZING THE PURCHASE OF PROTECTIVE FIRE GEAR AND BOOTS WHEREAS, the Oak Brook Village Code and the Governmental Joint Purchasing Act (30 ILCS 525/1, et seq.) authorize the Village to participate in cooperative purchasing arrangements; and WHEREAS, the Village is a member of National Purchasing Partners (“NPP”), a cooperative purchasing entity; and WHEREAS, NPP solicited bids on the Village’s behalf for new sets of fire gear and boots for the Oak Brook Fire Department; and WHEREAS, the Village reviewed the results of NPP’s bidding process and determined that the bid offered by Municipal Emergency Services (“MES”) for twenty eight (28) sets of new fire gear and boots was the lowest responsible bid; and WHEREAS, the Village hereby waives any additional bidding requirements and wishes to accept MES’s bid, in accordance with this Resolution; NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS, as follows: Section 1: The Village Manager is hereby authorized to: i) execute a purchase order attached hereto as Exhibit A for a twenty eight (28) sets of new fire gear and boots in an amount not to exceed $83,776.00; and ii) take all steps necessary to implement the terms of this Resolution. Section 2: The Village authorizes the adoption of this Resolution and the entry into this Contract without the need for further competitive bidding because the Village obtained bids through its membership in NPP, a cooperative purchasing entity. Section 3: This Resolution shall be in full force and effect from and after its passage and approval by the Village President. APPROVED THIS ___________ day of July, 2018 Gopal G. Lalmalani Village President PASSED THIS ______ day of July, 2018 Ayes: ___________________________________________________________ Nays: ___________________________________________________________ Absent: __________________________________________________________ ATTEST: _____________________________________ Charlotte K. Pruss Village Clerk 2 EXHIBIT A PURCHASE ORDER 4823-3566-5772, v. 1 Quote Date 6/27/2018 Quote #QT1170408 Bill To OAK BROOK, VILLAGE OF (FD) 1200 OAK BROOK ROAD OAK BROOK IL 60523 Ship To OAK BROOK, VILLAGE OF (FD) 1200 OAK BROOK ROAD OAK BROOK IL 60523 Expires 7/27/2018 Sales Rep Barma, Robert J PO #BOB MICEK Shipping Method FedEx Ground 124 East First Street Deer Creek, IL 61733 Item Globe CLASSIC Pant Globe CLASSIC Coat 1201400-10-Med Alt. Item # M24N1G10 K24N1G10 Units Description M24N1G10 Globe CLASSIC Pant BLK TBD MENS-CLXP/ ARMOR AP / GLIDE NANO / CROSSTECH BLK K24N1G10 Globe CLASSIC Coat BLK 32 MENS-CLXJ / ARMOR AP / GLIDE NANO / CROSSTECH BLK Men Structural Boot 14 inch Pull-On QTY 28 28 28 Unit Sales Pri... 1,031.44 1,581.97 423.75 Amount 28,880.32 44,295.16 11,865.00 Subtotal Shipping Cost (FedEx Ground) Total 85,040.48 0.00 $85,040.48 QT1170408 This Quotation is subject to any applicable sales tax and shipping & handling charges that may apply. Tax and shipping charges are considered estimated and will be recalculated at the time of shipment to ensure they take into account the most current local tax information. All returns must be processed within 30 days of receipt and require a return authorization number and are subject to a restocking fee. Custom orders are not returnable. Effective tax rate will be applicable at the time of invoice.