ADMINISTRATIVE REPORT

RTS No. 03797
CC File No. 1805
Meeting Date: January 13, 2004

RECOMMENDATION

A. THAT, subject to the conditions set out in Recommendations C, D and E, an agreement be entered into with Associated Fire and Safety Inc. to supply firefighter turnout gear for a period of five years, with subsequent renewal options for two-12 month periods, at an estimated amount of $899,520 (plus GST) subject to a contract satisfactory to the Director of Legal Services, and the Manager of Materials Management.

B. THAT, if Council approves Recommendation A, and subject to the conditions set out in Recommendations C, D and E, Associated Fire and Safety Inc. be awarded the Contract for a five year term, with subsequent renewal options for two-12 month periods.

C. THAT all legal documentation is to be in a form which is satisfactory to the Director of Legal Services, the General Manager/Fire Chief of Fire and Rescue Services and the Manager of Materials Management.

D. THAT upon approval of the legal documentation by the Director of Legal Services, the General Manager/Fire Chief of Fire and Rescue Services and the Manager of Materials Management, that the Director of Legal Services and the General Manager/Fire Chief of Fire and Rescue Services be authorized to execute and deliver the necessary agreement on behalf of City Council.

E. THAT no legal rights or obligations shall arise hereby and none shall arise or be granted hereafter unless and until all contemplated legal documentation has been executed and delivered by all parties.

POLICY

The policy of Council is to secure contracts for the purchase of equipment, supplies and services that will give the best value based on quality, service and price.

Contracts with a value over $300,000 are referred to Council for approval.
 

PURPOSE

The purpose of this report is to recommend that Council authorize a five-year contract with the option to extend for two additional 12-month periods to Associated Fire and Safety Inc. for the supply of firefighter turnout gear to Vancouver Fire and Rescue Services. This recommendation is based on responses to a public process through Request for Proposal PS03005.

DISCUSSION

On May 28, 2003, the City issued a Request for Proposal (RFP PS03005) for the supply of firefighter turnout gear. As part of a two-stage process, this RFP was the second stage after reviewing the results of the earlier RFI (PS02050 Development of Specifications for Firefighter's Turnout Gear) which identified the product and suppliers in the market. The key objective of the RFI was to develop a standard of acceptable product for Vancouver Fire and Rescue Services. The result was that the specifications as identified within RFP PS03005 would become the basic standard for Vancouver Fire and Rescue Services turnout gear.

RFP PS03005 Supply of Firefighter Turnout Gear was advertised on the City's web site and on the BC Purchasing Commission's "BC Bid" web site. Invitations were sent to respondents to the previous Request for Information (RFI PS02050) as well as to other key vendors known within the industry. From the ten prospective proponents attending the informational proposal pre-submission meeting, four proposals were received. One Proposal did not meet mandatory requirements and was eliminated.

The City's objectives for this RFP's supply and service requirement includes a contractual relationship that includes:

- A high and consistent standard quality of turnout gear for all of its firefighting personnel at best value;
- A program of re-equipping personnel over a five to seven year period with a product or brand of turnout gear that will become the City's standard;
- A reduction of inventory investment within the respective facilities;
- Product deliveries direct from the supplier to the designated site;
- Consistent and best pricing for products and services;
- A strong co-operative and proactive relationship with the Contractor.

Under the sponsorship of the Assistant General Manager/Deputy Chief of Emergency Services of Vancouver Fire and Rescue Services, the RFP process was facilitated by the Materials Management Division of Corporate Services with the evaluation team comprised of the following:

- Deputy Chief Bob Smith, Vancouver Fire and Rescue Services;
- Division Chief Doug Wylie, Vancouver Fire and Rescue Services;
- Andrew Ross, Occupational Health and Safety;
- Cyndi Vieira, Finance and Administration, Vancouver Fire and Rescue Services.

Evaluation criteria were as follows:

- Proponent Qualifications:

- General Requirements:

- Value added Service

- Specifications:

Product

Associated Fire and Safety

Rocky Mountain Fire and Safety

Safedesign Apparel

Turnout Gear

$ 1499.20 CAD

$ 1449.00 CAD

$ 1212.95 CAD

The following steps were taken in completing the evaluation process:

- Proposals were evaluated by team members individually;
- A composite score was assigned to each proposal based on team member scores;
- Pricing was then combined with the team composite score to provide an overall rating;
- Interview/Presentation meetings were held with each of the three proponents to allow the Evaluation Team to seek clarification of the Proponent's product, service and value added offerings;
- Final evaluation and selection of vendor.

A key requirement identified by Fire and Rescue Services was to secure a long-term continual supply of quality product in order to support a program of re-equipping their personnel over a five to seven year period.

Within the context of VFRS's five to seven year replacement cycle, the objective of this RFP was to select a Contractor who can supply quality custom fitted turnout gear, and to allow the VFRS to select a product or brand of turnout gear that will become the City Standard.

The recommendation that the City conclude a contract with Associated Fire and Safety Inc. is based on the following strengths of their Proposal;

· Associated Fire and Safety Inc. has demonstrated their commitment to service and has a high level of knowledge and experience of the product they are supplying;
· Has demonstrated that their product will exceed the requirements of the RFP;
· Has a dedicated and experienced staff to service Vancouver Fire and Rescue Services;
· Received the highest overall RFP Score;
· Added value offered by Associated Fire and Safety exceeds that available from other vendors.

FINANCIAL IMPLICATIONS

Funding is to be provided from the Vancouver Fire and Rescue operating budget. The City currently spends an estimated $190,000 per year on firefighter turnout gear. There will be opportunities to reduce cost to the City over the term of the Contract through standardization of the product. A longer life cycle for turnout gear will be realized through custom fitting, and the tracking and warranty work provided by Associated Fire and Safety Inc.

CONCLUSION

The recommendation to authorize a contract with Associated Fire and Safety Inc. is deemed to provide best value for the City over the term of the contract. Based on the Proposals submitted, Associated Fire and Safety Inc. was the leading Proponent demonstrating that their solution would be able to meet the product, service, and technological objectives of the City.

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