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Report
to General Committee – Finance and Administrative |
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TO: |
Mayor and Members of Council |
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FROM: |
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PREPARED
BY: |
Shayne Mintz, Deputy Fire Chief Ivy Ho, Purchasing Supervisor |
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DATE
OF MEETING: |
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SUBJECT: |
Supply and Delivery of Firefighters’ Bunker Suits, RFP Award #017-R-05 |
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RECOMMENDATION:
THAT the report entitled Supply and Delivery of Firefighters’ Bunker Suits, RFP Award #017-R-05 be
received;
AND THAT Supply and Delivery of Firefighters’ Bunker Suits, RFP
#017-R-05 be awarded to the highest ranked and second lowest priced proponent,
SafeDesign Apparel Ltd. at a unit price of $1,840.06, inclusive of PST and
exclusive of GST for a term of 3 years with an option to renew for 2 additional
years at prices to be negotiated;
AND THAT the proposed 2006 Fire and Emergency Services Capital
Budget Project #7094, Phase II of Bunker Gear Replacement Program in the amount
of $270,000 be pre-approved;
AND THAT funding for the purchase of 188 bunker suits to replace
current firefighter bunker gear in the amount of $345,931.28 ($1,840.06 * 188) inclusive
of PST and exclusive of GST is provided for in Fire and Emergency Services Department’s
2005 Capital Account #67-6150-6698-005, Bunker Gear Replacement Phase 1 of 2 ($274,000.00)
and 2006 Capital Budget Project #7094, Phase II of Bunker Gear Replacement
Program ($71,931.28);
AND THAT funding for the 20 bunker suits required for the new
recruits associated with the Bur Oak Fire Station, in the amount of $36,801.20 ($1,840.06
* 20) inclusive of PST and exclusive of GST, be provided for in Fire and
Emergency Services Department’s 2005 Capital Account # 67-5350-6002-005,
Recruit Firefighter Safety Clothing and Bunker Gear;
AND THAT the Fire and Emergency Services Department’s 2005 Capital
Account # 67-6150-6698-005, Bunker Gear Replacement be closed upon payment of
all invoices and any remaining balance be returned to the original source of
funding;
AND FURTHER THAT staff report back to Council with recommendations
regarding the uses of the remaining funding in the 2006 Fire and Emergency
Services Capital Project #7094 Phase II of Bunker Gear Replacement Program, in
the amount of $198,068.72 ($270,000.00 – $71,931.28).
BACKGROUND
The award of this RFP is based on the bids received from Post Bid
Addendum No. 1. Post Bid Addendum No. 1
was issued after the evaluation of the original submissions was completed. Staff was notified then that due to the
This RFP is for the supply and delivery of firefighters’ bunker
suits to replace the old suits of current firefighters and provide bunker suits
for new recruits. There are different
companies in the industry who manufacture bunker suits with different design
and specifications using similar materials and construction techniques.
The purpose of this RFP is to source the various bunker suits in
the market and evaluate the suits using pre-established evaluation
criteria. This will determine the
product that best suits the requirements of the Fire and Emergency Services
Department.
BID INFORMATION
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Advertised,
place and date |
Electronic
Tendering Network |
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Bids closed on |
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Number picking
up bid documents |
8 |
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Number
responding to bid |
6 |
EVALUATION
RESULTS:
The RFP was evaluated in 2 stages by an
Evaluation Team consisting of staff from the Fire and Emergency Services
Department with Purchasing Department staff acting as the facilitator. The
maximum score for Stage 1 evaluation was 85 and Stage 2 was 20 with a total of
105.
The financial scoring was calculated based on a formula where the lowest
price (numerator) was divided by
each proposed pricing (denominator) and then multiplied by the assigned weight
of 30. The prices are inclusive
of PST and exclusive of GST and the optional Drag Rescue Device.
DISCUSSION ON
FIREFIGHTER DRAG RESCUE DEVICE OPTION:
Several vendors provided an optional Firefighter Drag Rescue
Device for evaluation. The new National
Fire Protection Association (NFPA) 1971 standard on Bunker Gear (due for
release in 2006) recommends this addition be included in all future Bunker Gear
purchases. This option is a web
interlacing that is integrated into the suit jacket that situates web straps
over and around the firefighters’ shoulders. If a firefighter were to be
incapacitated this strap system would be used by rescuers as a handle to drag
or lift the injured firefighter to safety.
This option is highly recommended as it will substantially improve the
ability of the firefighters to rescue and recover one another if need be.
STAGE 1 EVALUATION
Stage 1 evaluation consisted of Fire and
Emergency Services management and
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TABLE A |
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Stage 1
Evaluation Criteria |
Weight |
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Aero |
Acklands |
Class A |
Starfield |
SafeDesign |
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1 |
Qualification and experience of Firm.
Must be of a similar size and scope = 15% - Taken from Submission
Requirements Pg. 22 |
15 |
12.50 |
8.00 |
9.00 |
2.00 |
12.50 |
15.00 |
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2 |
Ability to Meet or exceed minimum specifications = 25% |
25 |
12.48 |
11.70 |
11.43 |
11.38 |
11.93 |
13.18 |
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3a |
Support and Delivery Program 5% |
5 |
5.00 |
5.00 |
5.00 |
5.00 |
4.40 |
5.00 |
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3b |
Warranty Program = 5% |
5 |
5.00 |
1.00 |
5.00 |
5.00 |
5.00 |
5.00 |
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Bonus for firm pricing for Year 4 and 5 |
5 |
0.00 |
0.00 |
5.00 |
5.00 |
0.00 |
0.00 |
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Subtotal of Criteria #1 to 3b, Technical Scores for Stage One |
55 |
34.98 |
25.70 |
35.43 |
28.38 |
33.83 |
38.18 |
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4 |
Price |
30 |
19.48 |
30.00 |
24.34 |
29.67 |
27.63 |
21.88 |
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Stage 1 Total |
85 |
54.46 |
55.70 |
59.77 |
58.05 |
61.46 |
60.06 |
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Stage 2 Total |
20 |
n/a |
n/a |
4.89 |
n/a |
10.67 |
18.22 |
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GRAND TOTAL |
105 |
n/a |
n/a |
64.66 |
n/a |
72.13 |
78.28 |
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STAGE 2 EVALUATION
At Stage 2 evaluation, the three shortlisted proponents were requested to
bring a sample of their suit to an interview with the Bunker Gear Evaluation
Committee. During the interview, the
proponents responded to the inquiries of the Evaluation Team regarding their
proposal and their sample suits. After
the interview, each proponent delivered their sample suit to the designated
fire stations for testing by fire fighters representatives who were part of the
evaluation committee. In order for a proper wear test evaluation without
influence of pricing information all participants in Stage 2 of the process
were not made aware of the pricing or ranking outcomes of Stage 1.
Each sample suit was then scored based
on the pre-established Stage 2 evaluation criteria in areas of stress, comfort,
performance and construction features.
The maximum score for Stage 2 evaluation was 20. The results are listed in
Table A.
POST BID ADDENDUM
Stage 2 evaluation results indicated that SafeDesign was the highest
ranked proponent and was recommended for award.
However, staff was notified that due to the
Table B
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Evaluation Criteria |
Weight |
Acklands |
Starfield |
SafeDesign |
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Stage 1 |
Technical
Scores for Stage One |
50 |
35.43 |
33.83 |
38.18 |
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Price
for alternate material |
30 |
28.05 |
30.00 |
29.36 |
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Stage ONE Total |
85 |
63.48 |
63.83 |
67.53 |
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Stage 2 |
Stage TWO Testing Total |
20 |
4.89 |
10.67 |
18.22 |
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GRAND TOTAL |
105 |
68.36 |
74.49 |
85.75 |
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Price per Suit |
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$1,850.34 |
$1,729.89 |
$1,767.75 |
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Price per Rescue Device Option |
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$ 72.31 |
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Total Per Suit Inclusive of PST and Exclusive of
GST (Post Bid Addendum) |
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$1,840.06 |
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SafeDesign, as the
highest ranked and the second lowest priced bidder of the three shortlisted
companies is recommended to be awarded the contract.
The suit from Safedesign performed exceptionally well throughout
the wear test phase of the process with respect to comfort and performance. The
tailoring of the Safedesign garment was superior to the other short listed
suits. Features such as the ‘Action
Back’ design and pleats on the elbows and knees allowed firefighters to perform
physical tasks without battling against the undue added stress of straining
against the garment while performing such strenuous duties as donning and
doffing self contained breathing apparatus, crouching, crawling, climbing
ladders and swinging an axe.
In Stage 2 evaluation it was also found that the Safedesign suit
provided the best coverage of layer and garment overlap as well as having the
least garment creep at the waist (with arms raised overhead) and at the wrist
and trouser cuffs (when arms and legs are bent). From a fit perspective this is
the most crucial measure of a garment as any unwarranted garment creep
potentially exposes a firefighter’s skin to heat and flame when working in a fire
charged environment.
Markham Fire and Emergency Services have used Safedesign
Firefighter Bunker Gear for almost 10 years and have received exceptional
performance from these garments. While wear and tear on firefighting garments
is not entirely predictable, manufacturers estimate that bunker gear has a
typical life expectancy of 5 years. To date Fire staff have received far
greater wear from Safedesign suits than the typical life expectancy. On average
the Town have received roughly 6.5 to 7 years service life from these suits and
it is anticipated the proposed garments will provide the same performance.
Therefore the Town may receive up to 2 additional years service life compared
to the typical 5 years.
It should be noted that the cost of the Drag Rescue Device option,
as recommended by National Fire Protection Association (NFPA) is $72.31 per
suit, inclusive of PST and exclusive of GST.
FINANCIAL CONSIDERATIONS:
It is recommended that RFP 017-R-05 for the Supply and Delivery of
Firefighters’ Bunker Suits be awarded to the highest ranked and second lowest priced
proponent, SafeDesign Apparel Ltd. at a unit price of $1,007.53 per jacket, $760.22
per pair of trousers and $72.31 for the optional Drag Rescue Device per suit at
a total cost of $1,840.06 per suit, inclusive of PST and exclusive of GST for a
term of 3 years with an option to renew for 2 additional years at prices to be negotiated.
Funds for the purchase of 188 bunker suits to replace current
firefighter bunker gear in the amount of $345,931.28 ($1,840.06 * 188) inclusive
of PST and exclusive of GST will be provided for in Fire and Emergency Services
Department’s 2005 Capital Account #67-6150-6698-005, Bunker Gear Replacement
($274,000). Staff requests that the
proposed 2006 Capital Budget Project #7094, Phase II of Bunker Gear Replacement
Program in the amount of $270,000 be pre-approved and the balance of 71,931.28 ($345,931.28
- $270,000) inclusive of PST and exclusive of GST, be funded from this capital
project.
Funds for an additional 20 bunker suits, in the amount of $36,801.20
($1,840.06 * 20) inclusive of PST and exclusive of GST, for the new recruits associated
with the Bur Oak Fire Station be provided for in Fire and Emergency Services
Department’s 2005 Capital Account #67-5350-6002-005, Recruit Firefighter Safety
Clothing and Bunker Gear;
Upon payment of final invoices the Fire and Emergency Services
Department’s 2005 Capital Account # 67-6150-6698-005, Bunker Gear Replacement
will be closed and any remaining balance returned to the original source of
funding. Capital Account #
67-5350-6002-005, Recruit Firefighter Safety Clothing and Bunker Gear will
remain open to fund safety clothing purchases for new recruits as approved.
Funding for the 2006 Capital Project #7094 Phase II of Bunker Gear
Replacement Program, was provided from the Ontario Fire Services Grant. The remaining funding in the amount of
$198,068.72 ($270,000.00 – $71,931.28), will be used in accordance with the
guideline set out by the Ontario Fires Services Grant. It is recommended that staff
report back to Council with recommendations regarding the uses of these funds.
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Don McClean, Fire Chief |
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Q:\Finance and
Administration\Finance\Purchasing\2005 File Management\Contract
Management\017-I-05 Bunker Gear\017-R-05 Committee Award Report Jan 2006
Revised.doc