TITLE
Consider a memorandum/resolution authorizing the purchase of Personal Protective Equipment from NAFECO, in an amount not to exceed $264,645.
SUMMARY
DATE: October 17, 2023
TO: Kent Cagle, City Manager
FROM: Jim Kubinski, Fire Chief
SUBJECT: Purchase of Personal Protective Equipment (PPE)
BACKGROUND AND FINDINGS:
The Fire Department has a created a plan to replace 20% of our Personal Protective Equipment (PPE) every year to provide our firefighters with the safest equipment available and to stay in compliance with NFPA 1851 (National Fire Protection Association). Personal Protective Equipment (PPE) is the protective ensemble worn by firefighters which typically consists of the following garments: coat, trousers, boots, helmet, hood and gloves. These items help protect firefighters in environments immediately dangerous to life or health. Industry standard establishes a usable lifespan for PPE of 5 years for front line use and 5 additional years as reserve or training gear. The fire department must replace PPE that has expired or has been damaged and cannot be repaired. To buy these items as needed would create an inevitable hardship which could possibly exceed the reasonable budget for any given year. To avoid purchasing a large number of items in one year, the fire department has a plan to purchase approximately 20% of our current PPE inventory for our personnel annually. Our current quote will replace 55 full sets of PPE as well as a few individual items to replace currently damaged equipment and bolster our reserve for single items that are damaged in the future. North American Fire Equipment Company (NAFECO) is an authorized distributor for Lion’s First Responders PPE Inc. who manufactures our PPE. These items of PPE will be purchased through the Lion’s First Responders PPE Inc. Sourcewell contract #032620.
THE ALTERNATIVES CONSIDERED:
1: Deny the request as written; or
2: Approve the request to utilize North American Fire Equipment Company (NAFECO) to purchase Personal Protective Equipment through Lion’s First Responders PPE Inc. Sourcewell contract #032620.
Which alternative is recommended?
Staff recommends approval of the request as written
CONFORMITY TO CITY POLICY:
This purchase of goods will be made through the Sourcewell purchasing cooperative on contract #032620. Purchases made through a cooperative contract are exempt from the competitive bidding process as stated in the Texas Local Government Code section 271.102, subchapter F; a local government that purchases goods or services under this subchapter satisfies any state law requiring the local government to seek competitive bids for the purchase of the goods or services.
FINANCIAL IMPACT:
What is the amount of the expenditure in the current fiscal year? For future years?
The FY 2024 expenditure for PPE is an amount not to exceed $264,645. Future purchases will be assessed annually based upon specific needs at the time.
Is this a one-time or recurring expenditure?
This is a one-time purchase for this budget year. Our future purchase needs will be dictated by the items that are damaged beyond repair or nearing expiration.
Is this expenditure budgeted?
Yes, funds are available in the General Fund Fire Department account 010-7070-442.41-20.
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this expenditure?
Yes
RECOMMENDATION:
Staff recommends that the City Council authorize the request to utilize North American Fire Equipment Company (NAFECO) to purchase Personal Protective Equipment through Lion’s First Responders PPE Inc. Sourcewell contract #032620 in the total amount not to exceed $264,645 and that the City Manager, or his designee, is expressly authorized to execute any and all change orders within the amounts set by State and Local Law.
DEPARTMENTAL CLEARANCES:
Purchasing
Finance
Legal
Fire
ATTACHED SUPPORTING DOCUMENTS:
Quote
Contract
Certificate of Interested Parties
Contract Verification