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2016-SCBA VILLAGE OF OAK BROOK REQUEST FOR PROPOSAL SELF CONTAINED BREATHING APPARATUS (SCBA) SEPTEMBER 2016 Please mail all responses to: Rania Serences Senior Purchasing Assistant Village of Oak Brook 1200 Oak Brook Road Oak Brook, IL 60523 SECTION I: OVERVIEW The Village of Oak Brook is seeking proposals from qualified vendors for the Self-Contained Breathing Apparatus Purchase (“SCBA”). For the purpose of this RFP and the anticipated Agreement, "Village" means the Village of Oak Brook and the selected Proposer that is awarded the Agreement is the “Proposer.” The selected Proposer will be invited to enter into an agreement with the Village in the form of a Purchase Order, to be provided by the Village (“Agreement”), to provide the items in accordance with the Project Scope section of this RFP. The Village Board has the ultimate authority to approve any proposal and to authorize execution of the purchase order. SECTION II: SPECIFICATIONS The following specification represents the Department's minimum requirements for the purchase of Self-Contained Breathing Apparatus - SCBA. Alternate products offered must meet or exceed these requirements. Vendors who are interested in proposing "equal or better than" alternate products shall include detailed information on the proposed product with their proposal submittal. The overall safety of the Fire Department's firefighters and the perceived efficiency of its operations will weigh heavily in the final determination of the acceptability of alternate products during the review process and the Fire Department's decision shall be final. A large portion of this SCBA purchase is funded through a 2015 Assistant to Firefighters Grant of the United States Department of Homeland Security which has been approved in the amount of $148,929.00. Prior to December, 2016 the Department will purchase the following quantities of SCBA, spare cylinders, face pieces, and accessories: 31 Self-Contained Breathing Apparatus with 30-minute, 4500-PSI quick-connect cylinder, face piece, integrated pass device, voice amplifier system and universal RIT connection. 31 Additional 30-minute, 4500-PSI quick-connect cylinders. 19 Additional face pieces 4 Modifications to existing MSA RescueAire II to include second stage regulator/breathing valve. 1 TSI Port-a-Count fit test adapter for face piece 4 Additional 1-hour, 4500-PSI quick-connect cylinder. The final quantity purchased may, however, be more or less than this figure based on the awarded contract price for each item. Page 1 Components Required Features NFPA Standard All requirements of NFPA 1981 Standard on Open- Circuit Self Contained Breathing Apparatus (SCBA) for Emergency Services 2013 edition are incorporated into this document by reference. Safety Equipment Institute (SEI) SEI certification is mandatory and must currently be listed on the SEI website. SCBA Model Must propose the latest model SCBA offered by the manufacturer. Face Piece Multiple sizes to fit all wearers must be available. No electronics, modules, air regulators or batteries to be located in/on the facepiece. Head Strap Configuration A minimum of four adjustment points. Made of fire resistant s ynthetic web design. User replaceable without special tools. Heads-Up Display Features To be located in/on 2 nd stage. To be programmable by purchaser. Must feature visual indicators viewable by wearer and to others who are observing the wearer's face piece. Nose Cup Sizes Multiple sizes must be available. Voice Amplifier Included with every SCBA as a standard feature. To be integrated into SCBA. No electronics, modules, air regulators or batteries to be located in/on face piece. Breathing noise r eduction/removal to be provided by technology provided. Cylinder 30-minute, 4500-PSI cylinder. Composite construction. Quick-connect coupling Frame/Backpack Cylinder Retention Strap Configuration Metal band with locking mechanism. Indicator Lights Provided. Indicates status of heads up display and PASS alarm. To be visible from top/front, bottom/rear, and both sides. Power Supply Integral to frame. Uses single location. Harness Material Composite or aluminum acceptable. Waist Belt Connection Type Seat belt type and style. Push to connect. Single hand operation to disconnect. Waist band swivels at connection to frame. Height of waist strap and padding is adjustable. Chest strap provided. Shoulder straps Shoulder straps connect to frame, not waist strap. Hoses are contained in shoulder straps. Shoulder strap adjustment hardware features metal “D” or “V” Page 2 location for connection of accessories. First Stage / High Pressure Connection Quick-connect coupling. Second Stage Regulator / Breathing Valve The Oak Brook Fire Department issues each member a face piece sized and fit tested to that member. As department members may respond on various apparatus during any given shift, the ability to move an assigned face piece from one apparatus to another apparatus and then connect it to any given SCBA at time of dispatch is mandatory. This event cannot take minutes or even several seconds; it must be momentary requiring no more than a few seconds. Connection to face piece must be push in or quarter-turn and require only a single hand to be performed. Disconnection from face piece must be push in or quarter- turn and require only a single hand to be performed. Heads up display electronics, indicator lights, and the like are integrated into the second stage or breathing valve. Gauge/PASS Analog gauge. Color graphical display. To be programmable by purchaser. Buddy Breathing Feature List with optional accessories Electrical Power All electrical power must be provided by a single power source. No accessory or feature may use a power source separate from the central power supply. This power source may use disposable batteries or a rechargeable battery. All batteries must be of the same type such as all "AA" cells or all "C" cells. Warranty 15 years on all components except consumables and rechargeable b atteries. Local Vendor Located in the greater Chicagoland area. Service and Repair Program Mobile service to be available and provided. Service and repair facility to be located in the greater Chicagoland area. Shipment of items under warrantee to and from the repair facility is to be at the expense of the vendor. Page 3 In addition, the Department seeks separate pricing for the following desired options to be considered for purchase at the time of the SCBA purchase. Quantities to be determined based on pricing and available funding. Pricing options should include quantity breakdowns if applicable. 1 Spectacle kit (without lenses) 1 CBRN APR filter adapter 1 Portable 2-way radio interface with SCBA 1 Integrated thermal imaging system 1 Buddy breathing hoses and applicable adapters SECTION III: SUBMITTAL REQUIREMENTS All proposals must be signed by an authorized officer of the Proposer. Proposals that contain omissions, erasures, alterations, conditional quotes, or that contain irregularities of any kind may be rejected. The proposal should contain, without limitation, the following information at a minimum: A. Contact Information. 1. Name of Proposer; and 2. Office address, main telephone and fax numbers, e-mail address, and website address. B. List of Qualifications and Certifications, and Required Licensing. The Proposer shall provide the following: 3. General information about the Proposer, its history, and services; 4. The resume of the owner/supervisor of the Proposer and the person that would be responsible for overseeing and completing the Services, including these individuals’ certifications, degrees and experience. C. Letter. All Proposers shall include a letter indicating that all information in the proposal is true and complete and signed by the authorized owner, partner, officer of the corporation, or manager of the limited liability company submitting the proposal, with said signature duly notarized by a notary public. Page 4 D. References. The Proposer shall provide a list of at least three public agencies for which the Proposer has provided same generation SCBA in the greater Chicagoland area. The proposal must include the contact information for these references. SECTION IV: EVALUATION OF PROPOSALS Professional Village staff will evaluate all properly submitted proposals. The Village staff will then grade and rank all properly submitted proposals based on their responsiveness to the Project Scope, the total cost of the Services, and the factors listed in Section 1-7-4 of the Village Code of the Village of Oak Brook, Illinois. The Village will then select the top preferred Proposer, with whom the Agreement, on a form to be provided by the Village, will be negotiated. The Village Board of Trustees has the ultimate authority to approve any proposal and to authorize execution of the negotiated Agreement. The Village reserves the right to make clarifications, corrections, or changes in this RFP at any time prior to the deadline for the submission of proposals. All Proposers or prospective Proposers that register with the Village prior to the deadline for the submission of proposals will be informed of said clarifications, corrections, or changes. To register, Proposers must email their contact information to Rania Serences at rserences@oak-brook.org. SECTION V: SUBMITTAL PROCEDURES A. Questions and Clarifications. All questions regarding this RFP should be directed in writing to Lieutenant Brian Bitterlin and Firefighter Sean Kelly, bbitterlin@oak-brook.org, skelly@oak-brook.org. Questions will be accepted until 12:00 p.m. CST on Monday, September 26, 2016. All questions and responses will be compiled and submitted to all Proposers electronically in one general response memorandum by Friday, September 30, 2016. In order to enable the Village to equitably respond to requestor questions, the Village requests that prospective Proposers register in advance with the Village via e-mail at rserences@oak-brook.org. C. RFP Submittals. All proposals shall be submitted in an opaque sealed envelope on or before the time stated and shall bear the name of the individual, firm, or corporation submitting the proposal. The envelope must state the project name: “Self-Contained Breathing Apparatus”. Four (4) copies of the proposal must be submitted to: Rania Serences Senior Purchasing Assistant Village of Oak Brook 1200 Oak Brook Road Oak Brook, IL 60523 Proposals must be received no later than 4:00 p.m. CST on Tuesday, October 4, 2016. Page 5 Proposals will not be opened publically. Proposals submitted after this time will not be opened. No oral, telephone, e-mail or facsimile proposals will be considered. C. Standard Terms and Conditions. Proposals submitted are offers only, and the decision to accept or reject is a function of quality, reliability, capability, reputation, and expertise of the Proposers submitting proposals. Issuance of this RFP does not obligate the Village to pay any costs incurred by a Proposer in its submission of a proposal or making any necessary studies or designs for the preparation of that proposal, or for procuring or contracting for the services to be furnished under this RFP. A Proposer may withdraw its proposal, either personally or by written request, at any time prior to the scheduled deadline for submittals. No proposal shall be withdrawn for 90 days after the date set for opening proposals. Proposals shall be subject to acceptance during this period. The Village reserves the right to accept the proposal that is, in its judgment, the best and most favorable to the interests of the Village and to the public; to reject the low price proposal; to accept any item of any proposal; to reject any and all proposals; and to waive irregularities and informalities in any proposal submitted or in the RFP process; provided, however, that the waiver of any prior defect or informality shall not be considered a waiver of any future or similar defect or informality. Proposers should not rely upon, or anticipate, such waivers in submitting their proposal. The Village reserves the right to negotiate specifications, terms, and conditions which may be necessary or appropriate to the accomplishment of the purpose of the RFP. The Village may require the entire proposal be made an integral part of the resulting contract. This implies that all responses, supplemental information, and other submissions provided by the Proposer during discussions or negotiations will be held by the Village as contractually binding on the successful Proposer. SECTION VI: ANTICIPATED PROJECT TIMELINE • RFP Released September 20, 2016 • Questions Due September 26, 2016 • Issuance of Responses to Questions September 30, 2016 • RFP Due Date October 4, 2016 @ 4:00 p.m. • Selection of Proposer October 25, 2016 • Approval of Agreement/Purchase Order October 26, 2016 SECTION V: ATTACHMENTS Attachment A – Price Sheet Attachment B – Vendor Questionnaire Page 6 Attachment A – Price Sheet Quantity Item Unit Price Extended Price 31 Self-Contained Breathing Apparatus with 30- minute, 4500-PSI quick-connect cylinder, face piece, integrated pass device, voice amplifier system and universal RIT connection 31 Additional 30-minute, 4500-PSI quick-connect cylinders 19 Additional facepieces 4 Modifications to existing MSA RescueAire II to include second stage regulator/breathing valve 1 TSI Port-a-Count fit test adapter for face piece 4 Additional 1-hour, 4500-PSI quick-connect cylinder Optional Equipment: Quantity Item Unit Price Extend Price 1 Spectacle kit (without lenses) 1 CBRN APR filter adapter 1 Portable 2-way radio interface with SCBA 1 Integrated thermal imaging system 1 Buddy breathing hoses and applicable adapters 1 Protective facepiece bag Page 7 Attachment B – Vendor Questionnaire FIRM NAME ________________________________________________ CONTACT PERSON ________________________________________________ ADDRESS ________________________________________________ ________________________________________________ ________________________________________________ PHONE NUMBER ________________________________________________ WHEN ORGANIZED ________________________________________________ WHERE ORGANIZED________________________________________________ LICENSED IN ILLINOIS? _____________________ NUMBER OF YEARS IN PRACTICE? _____________________ HAS THE FIRM EVER REFUSED A CONTRACT? If yes, please submit details ____________________ HAS THE FIRM EVER DEFAULTED ON A CONTRACT? If yes, please submit details ____________________ WHERE IS YOUR NEAREST OFFICE TO OAK BROOK? _____________________ HOW MANY PEOPLE ARE EMPLOYED IN THE NEAREST OFFICE TO OAK BROOK? _____________________ Page 8