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Home My WebLink About5I SCBA Report Phone 952.447.9800 / Fax 952.447.4245 / www.cityofpriorlake.com 4646 Dakota Street SE Prior Lake, MN 55372 CITY COUNCIL AGENDA REPORT MEETING DATE: MARCH 19, 2018 AGENDA #: 5I PREPARED BY: SARAH SCHWARZHOFF, CITY ATTORNEY RICK STEINHAUS, FIRE CHIEF PRESENTED BY: SARAH SCHWARZHOFF AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING THE PURCHASE OF SCBA (SELF CONTAINED BREATHING APARATUS) REPLACEMENTS AND ASSOCIATED EQUPMENT FOR THE PRIOR LAKE FIRE DEPARTMENT DISCUSSION: Introduction Self-contained breathing apparatus (“SCBA”) are the air packs, respirators, air bottles, and related equipment that ensure firefighters have safe breathable air while operating in dangerous conditions. The National Fire Protection Association (“NFPA”) and The Department of Transportation (“DOT”) issue standards for SCBA and related equipment. The City’s current SCBA equipment will no longer be in compliance with NFPA standards as of January 1, 2019 and therefore would be prohibited from use at that time. In addition, more than half of the air bottles currently owned by the Fire Department will begin to expire in June of 2018 as they reach their 15 (fifteen) year life cycle per DOT regulations. Since all SCBA equipment must be updated by January 1, 2019, the Fire Department has elected to complete the full replacement, as replacing out dated air bottles and retro-fitting 15 (fifteen) year old air packs to get them to NFPA standards would be extremely cost ineffective. Current Circumstances The city’s Capital Improvement Program contains $ 416,438.00 for the full replacement of the SCBA equipment. The SCBA equipment is comprised of three separate purchases: 1. SCBA (SELF CONTAINED BREATHING APPARATUS), RESPIRATORS, AIR BOTTLES, AND SERVICE FOR THE SCBA’S. There are two manufactures of SCBA equipment which meet the Fire Department’s needs and comply with the NFPA and DOT standards, Scott and MSA. Each manufacturer works through authorized retailers. The Scott equipment would be provided through retailer Clarey’s Safety Equipment. Instead of obtaining a separate bid from Clarey’s, the City can take advantage of cooperative purchasing by joining a JPA that was created among the cities of Bloomington, Brooklyn Park, Eden Prairie, Edina, Hopkins, Saint Louis Park, and Minnetonka. The JPA issued a request for bids for SCBA equipment and awarded the bid to Clarey’s. Minnetonka, as a representative of the JPA, entered into a 5-year contract with Clarey’s on July 15, 2015. Other cities that join the JPA can purchase off the Minnetonka contract. Because the purchase was bid by the JPA, the City does not have to go through an additional bidding process. The MSA equipment would be provided through retailer Emergency Response Solutions (“ERS”). The MSA equipment is provided through the Houston- Galveston Area Council of Governments cooperative purchasing venture therefore bids are not required pursuant to Minn. Stat. 471.345, Subd. 15. The prices quoted for the air packs, respirators, and associated equipment are: Retailer Price Clarey’s SCOTT $ 308,516.98 ERS MSA $ 323,643.58 (The Cleary’s quote includes $9,240 for brackets which are discussed separately below. Thus, the Cleary quote for SCBA is $317,756.98 less $9,240 for a quote of $ 308,516.98) Staff recommends purchasing the Scott SCBA equipment from Clarey’s in an amount not to exceed $308,516.98. 2. COMPRESSOR AND FILL STATION TO REFILL THE AIR BOTTLES. The Fire Department currently has two Bauer air compressors and fill stations, one at each fire station. Only one of the compressors/fill stations needs to be replaced. However, if the Fire Department uses a different manufacturer, both compressors/fill stations will need to be replaced to ensure compatibility of all the Fire Department’s equipment. As with the SCBA, manufacturers appoint retailers to work with the Fire Department. Staff obtained two (2) quotes for air compressors/fill stations, from Alex Air for one new Bauer air compressor/fill station and from Clarey’s for two new 3M compressors/fill stations. The prices quote for the air compressor(s)/fill station(s) are: Retailer Price Alex Air (Bauer) $ 45,526.00 Clarey’s two (2) Compressors/fill stations (3M Simple Air) $ 98,892.00 Staff recommends purchasing one (1) Bauer air compressor/fill station from Alex Air at a price not to exceed $45,526.00. 3. SCBA SEAT BRACKETS TO HOLD THE SCBA’s IN PLACE WHILE IN TRANSIT. SCBA seat brackets are required for all fire apparatus to hold the SCBA’s in place while the vehicles are in transit. The brackets that are currently in use are not compliant with NFPA and DOT safety recommendations. Also, the chosen model of brackets is the same that will be installed on the new engine that is currently in the construction phase. These brackets fall in line with current safety recommendations from NFPA and DOT. Staff obtained two (2) quotes for the SCBA seat brackets from Clarey’s and Alex Air. The prices quote for the SCBA seat brackets are: Retailer Price Clarey’s $ 9,240.00 Alex Air $ 11,408.00 Staff recommends purchasing the SCBA seat brackets from Clarey’s at a price not to exceed $9,240.00. This amount is included on the same invoice for the SCBA equipment from Clarey’s. ISSUES: FINANCIAL IMPACT: The Clarey/Alex bids do represent the lowest responsible bids. There is additional rationale for this purchase. Other fire departments including Savage, Shakopee, and the SMSC Fire Department have acquired this equipment. That means that each of the departments are able to jointly train and the equipment is interchangeable at an emergency scene should such a need arise. The total cost of all three portions of this purchase is shown below: Retailer Price Clarey’s - Air packs $ 308,516.98 Alex Air - compressor $ 45,526.00 Clarey’s - Brackets $ 9,240.00 Total: $ 363,282.98 The Fire Department budgeted $ 416,438.00 for new SCBA equipment. The total not to exceed cost of the three purchases is $ 363,282.98. ALTERNATIVES: 1. Motion and second as part of the consent agenda to adopt a resolution joining the JPA and approving the purchase of SCBA equipment from Carey’s and Alex Air in an amount not to exceed $ 363,282.98. 2. Motion and second to remove this item from the consent agenda for additional discussion. RECOMMENDED MOTION: Alternative #1 4646 Dakota Street SE Prior Lake, MN 55372 RESOLUTION 18-___ A RESOLUTION APPROVING PURCHASE OF SELF CONTAINED BREATHING APARATUS EQUIPMENT FOR THE PROR LAKE FIRE DEPARTMENT Motion By:Second By: WHEREAS, self contained breathing apparatus (“SCBA”) are the air packs, respirators and related equipment which ensure firefighters have breathable air while operating in dangerous conditions. WHEREAS, the National Fire Protection Association (“NFPA”) issues standards for SCBA equipment. The City’s current SCBA equipment will no longer be in compliance with NFPA standards as of January 1, 2019. WHEREAS, The Fire Department has budgeted $ 416,438.00 for the replacement of the SCBA equipment. WHEREAS, The SCBA equipment is comprised of three separate purchases: air packs and respirators; air compressor/fill stations; and SCBA seat brackets; WHEREAS, the Fire Department proposes to purchase the air packs and respirators from Clarey’s Safety Equipment at a price of $ 308,516.98 through an existing Joint Powers Agreement (“JPA”) under Minn. Stat. 471.59. The JPA was created among the cities of Bloomington, Brooklyn Park, Eden Prairie, Edina, Hopkins, Saint Louis Park, and Minnetonka. Cities that join the JPA can purchase from the JPA contract. The JPA bid the contract out in compliance with Minn. Stat. 471.345. WHEREAS, the Fire Department obtained two quotes for air compressors: Alex Air at $45,526.00 and Clarey’s Safety Equipment at $98,892.00. The Fire Department proposes to purchase the compressor from Alex Air. WHEREAS, the Fire Department obtained two quotes for SCBA seat brackets: Clarey’s Safety Equipment at $9,240.00 and Alex Air at $11,408.00. The Fire Department proposes to purchase the brackets from Clarey’s Safety Equipment. NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1.The recitals set forth above are incorporated herein. 2. The Council approves the attached Third Amended and Restated Joint & Cooperative Agreement For Public Safety Purchasing, as may be amended from time to time, and authorizes the Mayor and City Manager to execute the Agreement on behalf of the City. 3. The purchase of the SCBA equipment by the Fire Department is approved as set forth above in amounts not to exceed the following: Retailer Price Clarey’s – SCBA $ 308,516.98 Alex Air - Compressor $ 45,526.00 Clarey’s - Seat Brackets $ 9,240.00 Total: $ 363,282.98 4. The Fire Department shall enter into contracts for each purchase approved by the City Attorney. Passed and adopted by the Prior Lake City Council this 19th day of March, 2018 VOTE Briggs McGuire Thompson Braid Burkart Aye ☐ ☐ ☐ ☐ ☐ Nay ☐ ☐ ☐ ☐ ☐ Abstain ☐ ☐ ☐ ☐ ☐ Absent ☐ ☐ ☐ ☐ ☐ ______________________________ Frank Boyles, City Manager