TITLE
Consider a memorandum/resolution authorizing the purchase of turnout gear in the amount of $308,445.99, from North American Fire Equipment Company.
SUMMARY
DATE: July 6, 2021
TO: Kent Cagle, City Manager
FROM: James Kubinski, Fire Chief
SUBJECT: Purchase of Fire Department Personal Protective Equipment (PPE) & Uniforms
BACKGROUND AND FINDINGS:
The Fire Department works towards replacing Personal Protective Equipment (PPE) every five years to remain 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. The fire department must occasionally replace PPE that is damaged and unable to be repaired. Additionally, industry standard establishes a usable lifespan for PPE of 5 years for front line use and 5 additional years as reserve or training gear. After completing an audit of all in-service PPE, the Fire Department identified the need to replace 89 sets of structural PPE, 46 sets of Wildland PPE, and daily uniforms for 229 personnel. This will also allow us to outfit new employees who will be on shift before the end of this fiscal year. The annual expenditure with North American Fire Equipment Company (Nafeco) is for $308,445.99 through Sourcewell cooperative contract #86944.
THE ALTERNATIVES CONSIDERED:
1: Approve the purchase.
2: Approve an amended purchase to include only 30 sets of turnout gear originally budgeted for FY21 and not utilize salary savings for additional expiring sets of turnout gear.
3: Not approve the purchase.
Which alternative is recommended?
The first alternative provides for the most efficient use of City resources and the best option for purchasing the quantity and sizes needed to meet departmental safety guidelines.
CONFORMITY TO CITY POLICY:
The City of Killeen is a member of the Sourcewell purchasing cooperative. Purchases made through a cooperative contract satisfies the state competitive bidding requirements as stated in 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. The purchase of PPE will be made through the Sourcewell cooperative contract # 86944.
FINANCIAL IMPACT:
What is the amount of the expenditure in the current fiscal year? For future years?
This request is for the purchase of 89 sets of structural turnout coats, pants, helmets, boots, gloves, and hoods for $230,404.02. We are also requesting to purchase 46 sets of Wildland gear for $10,567.12 and uniform shirts and pants for $67,474.85. The total for this purchase will be $308,445.99. Future yearly expenditures will be based on a 20% replacement plan to keep from large, one-time expenditures needing to be made.
Is this a one-time or recurring expenditure?
This is a one-time purchase. Other PPE items such as helmets, boots, gloves, and hoods are purchased throughout the year. This is done because items other than turnout gear, wildland gear, and station uniforms are not custom sized to the individual wearing the PPE and keeping these items in supply on a shelf diminishes their usable life due to the non-custom items expiring 10 years from the date of manufacture and not the date of issuance. Our future purchases will be based upon a 20% replacement plan as well as the number and types of garments that are damaged beyond repair or nearing expiration.
Is this expenditure budgeted?
Funds are available in account number 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 purchase of 89 sets of structural PPE, 46 sets of Wildland PPE, and 1145 sets of station uniforms in the total amount of $308,445.99.
DEPARTMENTAL CLEARANCES:
Purchasing, Finance, Fire
ATTACHED SUPPORTING DOCUMENTS:
Quote
Certificate of Interested Parties