Title
Consider and take action on a resolution to approve an agreement with Municipal Emergency Services (MES) for Firefighter Bunker Gear in an amount not to exceed $164,894.76 for FY 2024 (Fire Chief)
Background:
Approval of this resolution will facilitate an agreement with Municipal Emergency Services (MES) for Firefighter Bunker Gear, with a maximum cost of $164,894.76 through a cooperative agreement with Sourcewell. Bunker Gear provides essential protection for firefighters during structural firefighting operations and other emergency scenarios involving fire or physical hazards. As per Texas Commission on Fire Protection regulations, bunker gear must be retired after 10 years from the manufacturer's date. Consequently, a transition from Fire-Dex to Morning Pride bunker gear is necessitated due to the unavailability and extended delivery times of the current bunker gear specifications. To ensure optimal protection for our personnel, a committee comprising volunteer firefighters from varied ranks extensively researched and tested diverse gear options, including live burns, at our fire training facility, to assess performance. Following a comprehensive evaluation, the committee recommended Morning Pride due to its adherence to specifications and expedited manufacturing and delivery times. In the State of Texas, only two vendors, Municipal Emergency Services (MES) and Delta Fire & Safety, Inc., are authorized to sell our specified Bunker Gear. MES, through the Sourcewell cooperative agreement, has presented the most competitive prices, offering a unit price of $4,580.41 per set for 36 sets, totaling $164,894.76. In contrast, Delta Fire & Safety, Inc., quoted a slightly higher cost at $4,987.50 per set, equating to $179,550.00 for 36 sets. Considering the increased cost of bunker gear, which was not part of the original budget, the procurement of 36 sets was deemed feasible, necessitating a revision from the initially requested 40 sets. In our Fiscal Year 24 PPE budget request, we emphasized the need for 40 sets of Bunker Gear per year to facilitate the replacement of expiring gear and to support the growing number of personnel being added to the department. These sets are intended to be purchased through HGAC and are eligible for Texas Forest Service Partial Equipment Reimbursement. The requested amount for this procurement is $175,000.
Fire Department's replacement plan for this bunker gear purchase request:
We currently have 146 volunteer firefighters, two Fire administration personnel, and eight in the Community Risk Reduction office who either have or need gear, for a total of 156 sets of gear currently issued. We are also actively recruiting volunteer firefighters to fill staffing/response needs in our community.
We do not need to remove 36 pieces of gear from our inventory unless they are past the 10-year life cycle, don’t meet the annual repair/cost threshold, or are damaged beyond repair. The 36 pieces of gear that are being requested are an annual budget request to do the following:
The acquisition of the PPE will enable us to replace a total of twelve bunker coats and fifteen bunker pants that are nearing their expiration date. In order to ensure the safety of our personnel, any individuals with gear that is approaching the damage threshold will also receive new bunker gear. Subsequently, their current gear will be meticulously inspected, thoroughly cleaned, and then added to our available inventory in the quartermaster area. This will allow us to provide gear to future volunteers or individuals in need of replacements due to damage. At present, our inventory does not contain enough spare gear to fulfill the requirements for upcoming fire academy classes. As a result, any remaining bunker gear from this purchase that has not been allocated will be sized and issued to personnel regularly staffed on the stipend engines. This is crucial in ensuring that these engines remain operational and accessible for staffing needs. In the event of further requirements, we can consider utilizing a second set of bunker gear and issuing it to personnel who need it. This proactive approach will help us maintain a high level of safety and preparedness within our department. When bunker gear reaches the ten-year mark, we fill out the donation letter and donate the gear to either the Texas Forestry Service for volunteer fire departments that cannot afford the gear and do not follow state TCFP regulations or the College of Mainland’s Fire Science program. Bunker gear damaged beyond repair is destroyed and documented for accountability procedures. Per NFPA 1851 Organizations are further encouraged to ensure that inventories of protective ensembles and ensemble elements are effectively managed so that their full utility can be realized. Efficient rotation of clothing and use of spare ensembles and ensemble elements where available can help maximize their service life. Re Purposing clean, expired ensembles or ensemble elements for use as training gear, exercise gear, public education gear, and demonstration gear are good alternatives for extending the non-fire use of retired gear.
Attachments:
1. Proposed Resolution
2. Exhibit A - Standard Agreement
3. MES Sourcewell Quote
4. Delta Fire & Safety, Inc. In-House Quote
5. Wear Test Letter to Vendors
6. Vendor Report Card
CONTRACT ORIGINATION: Fire Department
FUNDING
{X} Funds are available in an amount not to exceed $164,894.76 from Account 2850000-51250 Fire Department Operating Supplies
{ } Requires Budget Amendment to transfer from Account #______ to Account #______
{ } NOT APPLICABLE
STRATEGIC PLANNING
{X} Addresses Strategic Planning Critical Success Factor # 3 Safe and Desirable Community
{ } NOT APPLICABLE