TO: Mayor and Commissioners
FROM: Neal de Jesus, Fire Chief
THROUGH: George Gretsas, City Manager
DATE: February 11, 2020
Title
APPROVAL OF RESOLUTION NO. 19-20 TO AWARD AN AGREEMENT WITH SAFEWARE, INC. FOR THE PURCHASE OF PUBLIC SAFETY AND EMERGENCY PREPAREDNESS EQUIPMENT AND RELATED SERVICES; UTILIZING COUNTY OF FAIRFAX, VIRGINIA RFP NO. 2000002547 - $300,000
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Recommended Action:
Recommendation
Motion to Approve Resolution No. 19-20 to award an Agreement with Safeware, Inc. in the estimated amount of $300,000 through September 30, 2023, utilizing the County of Fairfax, Virginia RFP No. 2000002547, and authorize the City Manager to approve renewal options, in the amounts below, contingent upon appropriation of funds.
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Background:
On October 1, 2018, County of Fairfax, Virginia approved the award of an Agreement with Safeware, Inc. for the purchase of public safety and emergency preparedness equipment and related services. The contract is valid through September 30, 2023, with the option to renew for five (5) additional one (1) year periods.
Utilizing the contracted pricing for these equipment purchases will streamline the purchasing process and increase efficiency of operations. A cost savings will also be realized by leveraging the discounted pricing offered in the agreement. The types of equipment that can be purchased utilizing this agreement are varied but include personal protective equipment, chemical protective garments, respiratory filters, monitoring devices and rescue devices. Delray Beach Fire Rescue provides technical rescue and hazardous materials services to the citizens and visitors of Delray Beach and is a qualified state regional hazardous materials response team. To provide this service to the community, specialized equipment, tools and monitors are required to comply with the guidelines set in NFPA 472 Standard for Competence of Responders to Hazardous Materials / Weapons of Mass Destruction Incidents, and 29 CFR 1910.120 Hazardous Waste Operations and Emergency Response. Utilizing the referenced purchasing agreement will ensure that best pricing is provided to the City for obtaining the necessary equipment to mitigate these emergencies in accordance with regulation.
The agreement term will start upon full execution of the agreement and will expire on September 30, 2023.
|
Estimated Contract Value |
|
Initial Contract Term |
Upon full execution - September 30, 2023 |
$300,000 |
|
Renewal Term Year 1 |
October 1, 2023 - September 30, 2024 |
$100,000 |
|
Renewal Term Year 2 |
October 1, 2024 - September 30, 2025 |
$100,000 |
|
Renewal Term Year 3 |
October 1, 2025 - September 30, 2026 |
$100,000 |
|
Renewal Term Year 4 |
October 1, 2026 - September 30, 2027 |
$100,000 |
|
Renewal Term Year 5 |
October 1, 2027 - September 30, 2028 |
$100,000 |
|
Total potential contract value: $800,000 |
This motion is in accordance with the Code of Ordinances Chapter 36, Commission Approval Required and Purchasing Policies, Accessing Contracts from Other Government Agencies and Not-for-Profit Organizations.
City Attorney Review:
Approved as to form and legal sufficiency.
Funding Source/Financial Impact:
Funding is available from account number 001-22-150-526-52-27 Operating Supplies Equipment <$5,000 and 001-22-150-526-52-20 Operating Supplies General Operating Supplies.
Timing of Request:
Approval of this agreement allows the City to continue to provide equipment, tools and supplies necessary to the hazards response mission in a timely manner.