Fort Walton Beach Council agenda — 11-09-2010 Regular — reading text

LLC. Agenda Item Number: 8. 2  MEMORANDUM CITY OF FORT WALTON BEACH Fire Department To: Robert T. Mearns, City Manager From: Mike Dutton, Fire Chief Date: October 29, 2010 Subject: Request to Award ITB10 -023 1. BACKGROUND: 1. 1 The City of Fort Walton Beach Fire Department was successful in securing a 2009 Assistance to Firefighters Grant. This competitive federal grant is issued through the Department of Homeland Security and is intended to assist fire departments in obtaining critical resources needed to protect the public and emergency personnel from fire and other hazards. The grant was awarded to provide funding for important upgrades to the fire department' s self contained - breathing apparatus ( SCBA) and integrated Scott Electronic Management System ( SEMS) to the most current industry safety standards. 1. 2 On April 13, 2010 the City of Fort Walton Beach Council unanimously approved Resolution 2010 -13, accepting the referenced grant, authorizing the Mayor to execute grant documents, authorizing the Fire Chief to oversee the project, authorizing a budget amendment, and setting an effective date. 2. DISCUSSION: 2. 1 After a thorough risk and needs analysis, the fire department determined that upgrades to the department' s SCBA and SEMS equipment were critical needs and that funds were not available through the city for such upgrades. 2. 2 The fire department submitted an Assistance to Firefighters Grant application on May 13, 2010 and was subsequently notified of our selection as a grant recipient. 2. 3 An Invitation to Bid Package was prepared and posted on the Florida Online Bid System on September 15, 2010. Due to interoperability, training, and service requirements, the Invitation to Bid Package was posted as an " all or nothing" solicitation. 2. 4 Submitted bid packages were opened on September 30, 2010. There were two vendors that submitted bids for consideration: 2. 4. 1 Pro -Am Safety, Inc. 2. 4.2 Fisher Scientific Company, LLC 3. FINANCIAL INFORMATION: 3. 1 The Assistance to Firefighters Grant requires a 10% match. The maximum budget for the awarded grant is $ 115, 200, with $ 103, 680 being provided by federal resources and $ 11, 520 provided by the City of Fort Walton Beach. Funds were reallocated from within the Department' s budget in FY 2010 for the matching portion of the grant. 3. 2 Both responsive vendors met all bid specifications and submitted the following bid amounts: 3. 2. 1 Pro -Am Safety, Inc. - $ 931177. 00 3. 2. 2 Fisher Scientific Company, LLC - $ 92, 864. 74 3. 3 Fisher Scientific Company, LLC is the lowest responsive, responsible bidder for ITB 10 -023 at $ 92, 864. 74. 3. 3. 1 At this bid amount, the federal share of the grant will be $ 83, 578. 27 and the city will provide a match of $9, 286. 47. 4. RECOMMENDATION: 4. 1 Pursuant to the City of Fort Walton Beach Code of Ordinances, Volume II, Chapter 4, Section 4. 01. Paragraph 4.01. 025 and the Purchasing Policies and Procedures, staff requests City Council authorization to award ITB 10 -023 to the lowest responsive, responsible bidder, Fisher Scientific LLC, at the unit prices outlined in the bid tabulation sheet, for needed SCBA and SEMS equipment upgrades, utilizing an Assistance to Firefighters Grant, with $ 83, 578. 27 provided by federal resources and $ 9, 286.47 provided by the City of Fort Walton Beach as the required 10% matching portion of the grant. 5. ATTACHMENTS: 5. 1 Bid Statistics Memorandum from William Worlds, Purchasing Agent 5. 2 Bid Tabulation Sheet for ITB 10 -023 SCBA Equipment Upgrades 6. SIGNATURE BLOCK 6. 1 Submitted by: 11 / I/ 10 Mike Dutton, Fire Chief 6. 2 Reviewed and Concur: 11/ 2/ 10 Brandy Wunker, Finance Director 6. 3 Reviewed for agend 11/ 2/ 10 Robert T. Mearns, City Manager BID TABULATION FOR ITB 10 -023 SELF -CONTAINED BREATHING APPARATUS EQUIP. UPGRADE Ocotober 6, 2010 Fischer Scientific Pro Am Safe UNIT EXTENDED UNIT EXTENDED ITEM DESCRIPTION UNIT QTY COST COST COST COST 1 2007 NFPA Upgrade Kit for Scott NXG2 Each 21 2, 726. 20 57, 250. 20 2, 887. 00 60,627.00 Self- Contained Breathing Apparatus, with CBRN Upgrade and SEMS 11 PASS Device. 2 2007 NFPA Upgrade Kit for Scott NXG2 Self Each 3 2, 197. 10 6,591. 30 2, 786. 00 8, 358.00 Contained Breathing Apparatus ( Units are CBRN Compliant with SEMS II PASS Device. 3 Scott Pak Tracker Hand Held Receiver Each 1 935. 28 935. 28 no charge 0. 00 4 12 -Volt Truck Charger for Pak Tracker Receiver 1 314. 17 314. 17 no charge 0. 00 5 Radio Frequency Identification ( RFID) Cards for Each 50 67. 60 3, 380. 00 no charge 0. 00 Scott SEMS II System 6 RFID Programmer Kit for Scott SEMS II System Each 1 375. 56 375. 56 no charge 0. 00 7 Scott SEMS II Mesh Gateway Kit Each 1 1, 126. 67 1, 126. 67 no charge 0. 00 8 Nosecup Upgrades for NXG2 Airmask to accommodate 2007 NFPA Upgrade to Breathing Each 30 33. 80 1, 014.00 no charge 0. 00 Apparatus 9 Scott 30- Minute 4500 PSI Carbon Fiber Air Each 36 607. 71 21, 877. 56 672. 00 24, 192. 00 Cylinder TOTAL BID PRICE: 92, 864. 74 93, 177. 00 TABULATEDTABULATED BY:BY: WILLIAMWILLIAM WORLDS,WORLDS, PURCHASINGPURCHASING AGENTAGENT RECOMMENDATION RECOMMENDATION FORFOR AWARD:AWARD: FISHERFISHER SCIENTIFICSCIENTIFIC COMPANY,COMPANY, LLCLLC AnyAny appealappeal fromfrom thethe decisiondecision toto awardaward mustmust bebe filedfiled withinwithin fivefive daysdays fromfrom thethe awardaward datedate toto thethe PurchasingPurchasing Division.Division. FailureFailure toto protestprotest withinwithin 55 daysdays shallshall constituteconstitute aa waiverwaiver ofof protest.protest.  MEMORANDUM CITY OF FORT WALTON BEACH Purchasing Division DATE: October 6, 2010 TO: Ken Perkins Assistant Fire Chief FROM: William Worlds CPPB, FCCM, FCPM, FCPA Purchasing Agent SUBJECT: Bid Statistics for ITB 10 -023 SCBA Equipment Upgrades The Invitation to Bid for SCBA Equipment Upgrades was posted on the Florida Online Bid System on September 15, 2010. This bid was posted as an " All or None" solicitation. Number of Companies that received a notice of the bid: 12 On September 30, 2010 the bid opening for ITB 10 -023 was held at City Hall. This solicitation resulted in: Number of Bids received: 2 1) Fisher Scientific Company, LLC - $ 92, 864. 74 2) Pro -Am Safety, Inc. - $ 93, 177. 00 On October 1, bid documents and bid tabulations were provided to Ken Perkins for review and recommendation of award. On October 6, the following recommendations for award were received: RECOMMEND AWARD TO FISHER SCIENTIFIC COMPANY LLC, FOR $929864. 74  CITY COUNCIL MEETING November 9, 2010 Consent Agenda Bid Award for Tennis Court Resurfacing Synopsis: Awards bid not to exceed $ 35, 000 for resurfacing ofthe Ferry Park Tennis Courts, Jet Park Tennis Courts, and Mooney Tennis Courts to McLean Tennis, Inc. Agenda Item Number: 8. 3  w CITY OF FORT WALTON BEACH MEMORANDUM Recreation and Cultural Services Department To: Robert Mearns, City Manager From: Jeff Peters, Recreation and Cultural Services Director Date: October 28, 2010 Subject: Request to Award ITB No. 11 -002 for the Resurfacing of Tennis Courts 1. BACKGROUND: 1. 1 In Fiscal Year 2010 -11, the Recreation and Cultural Services Department budget includes funding for the resurfacing of tennis courts. 1. 2 The City has 4 facilities with tennis courts: Ferry Park, Mooney Park, Jet Drive Park, and the FWB Tennis Center. 1. 3 The Fort Walton Beach Tennis Center had four courts resurfaced in 2007 and four courts resurfaced in 2008. 1. 4 The other tennis facilities are in desperate need of resurfacing as cracks in the courts have become hazardous. 2.