HomeMy WebLinkAboutItem 17 Approval to Contract for Purchase of Fire Rescue and Emergency Equipment for Firefighter Use at RiverBend Hospital Through a Sole Source Supplier (MSA)
Meeting Date:
Meeting Type:
Department:
Staff Contact:
Staff Phone No:
Estimated Time:
July 21,2008
Regular Session
Fire and Life Safety
Al Gerard IIc1-
726-2294
5 minutes
AGENDA ITEM SUMMARY
SPRINGFIELD
CITY COUNCIL
ITEM TITLE:
ACTION
REQUESTED:
ISSUE
STATEMENT:
ATTACHMENTS:
APPROVAL TO CONTRACT FOR PURCHASE OF FIRE RESCUE &
EMERGENCY EQUIPMENT FOR FIREFIGHTER USE AT RIVERBEND
HOSPITAL THROUGH A SOLE SOURCE SUPPLIER (MSA).
1) Approve Resolution designating Sea Western, Inc. as the sole source provider of
the MSA Fire Rescue Equipment described as Sea Western RIT System; and'
2) Authorize the City Manager to enter into a contract with Sea Western, Inc. to
purchase Fire Rescue equipment described as the Sea Western RIT System for an
amount not to exceed $37,500 and to be used at the PeaceHealth Riverbend
hospital.
Fire and Life Safety is seeking approval to purchase MSA fire and rescue
equipment from SeaWestern, Inc, the sole supplier ofMSA SCBA's, RIT Systems,
and SCBA parts for the Municipal Fire Service in Oregon and Washington.
Equipment is compatible with existing equipment and spare parts.
1) Resolution and Sole Source justification
2) City of Springfield purchase agreement
DISCUSSION/
FINANCIAL
IMPACT:
The equipment we seek approval to purchase will supply 10 equipment 'caches' on
various floors of the new high-rise hospital, PeaceHealth Riverbend. Placed in
strategic locations throughout the hospital, these caches will offer firefighters quick,
safe access to emergency tools and equipment in the event of a fire/rescue
emergency. Funding was authorized via a Supplemental Budget request in FY08
and was carried forward to FY09.
Sea Western, Inc. is the sole authorized supplier ofMSA self-contained breathing'
apparatus (SCBA), RIT Systems, and SCBA parts for the Municipal Fire Service
markets in Oregon and Washington. Springfield Fire and Life Safety has a
significant investment in MSA equipment. This includes training on specific MSA
SCBA's and RIT Systems, as well as training a firefighter as a technician who
maintains these specific items. Newly purchased equipment must allow for
seamless integration with the existing equipment as well. Other brands of SCBA
equipment are not interchangeable with MSA.SCBA's or RIT Systems.
CITY OF SPRINGFIELD, OREGON
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT
WITH SEA WESTERN, INC., AS THE SOLE SOURCE PROVIDER OF MSA FIRE A~D RESCUE
EQUIPMENT DESCRIBED AS THE SEA WESTERN RIT SYSTEM, FOR USE A T THE
PEACEHEAL TH RIVERBEND HOSPITAL.
WHEREAS, Chapter 2, Public Contracts, Section 2.703, "Exempt Contracts," (2)(a)&(d), of the
City of Springfield Municipal Code allows the contracting agent to negotiate with a sole source provider
to obtain contract terms advantageous to the city when the determination of a sole source is based on
written findings to include the efficient utilization of existing goods, or requires the acquisition of
compatible goods or services, or other findings that support the conclusion that the goods or services are
available from only one source; and
WHEREAS, Attachment A included herein documents findings of fact to support the exemption
from competitive bidding based on Sea Western, Inc. being the only authorized supplier of MSA
equipment for the Municipal Fire Se~ice markets in Oregon and Washington; and
WHEREAS, the equipment being purchased will seamlessly integrate with Springfield Fire and
Life Safety's existing equipment;
NOW THEREFORE BE IT RESOLVED, by the Common Council of the City of Springfield as
follows:
Sea Western, Inc. is the sole source provider for MSA Fire Rescue Equipment described as the
Sea Westerh RIT system for use at the PeaceHealth Riverbend hospital.
This Resolution shall take effect on July 21,2008.
Adopted by the Common Council and approved by the Mayor of the City of Springfield, Oregon
this twenty-first day of July, 2008 adopted by a vote of ~ for and _ against.
Mayor
ATTEST:
Amy Sowa, City Recorder
rl~:,:,
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OFFICE of1M~~~9
FINDINGS TO SUPPORT EXEMPTION FROM COMPETITIVE BIDDING, AND TO
SUPPORT SPECIFICATION OF BRAND NAME
Department: Fire & Life Safety
Items: Mine Safety Appliances (MSA) Equipment for Peacehealth Riverbend
Springfield Fire & Life Safety is purchasing fire rescue equ~pment to be stored in cache
closets at the new Peacehealth Riverbend hospital here in Springfield. Accessibility to
fire rescue equipment on various levels of this high rise structure is essential for prompt
fire and rescue response and firefighter safety.
FINDINGS:
1. It was not necessary to seek formal or informal competitive bids because the items
being purchased were available through only one company. This finding is supported by
the following facts:
· There is one single vendor who is the sole authorized supplier of MSA self
contained breathing apparatus (SCBA), RIT Systems, and SCBA parts for the
Municipal Fire Service markets in Oregon and Washington.
· If another brand of SCBA or RIT System were purchased for this application
(Peacehealth Riverbend), there could be negative consequences in terms of safety
since Springfield Fire has standardized on the use of MSA products exclusively.
Unfamiliarity with a brand other than MSA could cause unnecessary delays in fire
or rescue operations.
· Additionally, there would be persistent concerns around maintenance, training,
and fit of unfamiliar equipment. Fit tests on all firefighters would have to be
performed twice, once on MSA products and once on other brand, effectively'
doubling the time required and cost of fit-testing on a regular basis. Springfield
Fire & Life Safety firefighters train only on MSA products, another safety
concern.
· Sea Western, Inc. is the only purveyor of MSA equipment in Oregon; there is no
opportunity to purchase these products from other competing re-sellers.
2. It was necessary to specify the items by brand name because the efficient use of
existing equipment and supplies requires acquisition of compatible equipment and parts.
This finding is based on the following facts:
· The specific. equipment being purchased must seamlessly integrate with
Springfield'sexisting equipment. Springfield Fire has a significant investment in
existing MSA equipment. This includes training on specific MSA' SCBA' sand
RIT Systems, as well as training a firefighter as a technician who maintains these
specific items.
ATTACHMENT A
. New equipment purchased must be interchangeable with existing equipment and
utilize the spare parts inventory on-hand for maximum efficiency and cost
savIngs.
. Only by purchasing MSA products from the same vendor (Sea Western) can we
ensure that future versions of these products, as well as replacement parts, will
continue to integrate, interoperate, and provide the commonality necessary in our
multi-agency environment.
On the basis of the foregoing findings and facts, awarding this purchase will not
encourage favoritism or substantially diminish competition for future contracts.
Gino Grimaldi, City Manager
Date
\
ATTACHMENT A
CITY OF SPRINGFIELD
PURCHASE AGREEMENT
Dated:
July 21, 2008
Parties:
City of Springfield
225 Fifth Street
Springfield, OR 97477
("CITY")
and
SeaWestern, Inc.
Fire Fighting Equipment
"Seller"
Additional Contractor Information:
a) Type of Entity:
D
D
Sole Proprietorship
Limited Liability Comp
D Partnership
~ Corporation
b) Address:
PO. Box 51, Kirkland, WA 98083
b) Telephone:
-(425) 821-5858 or (800) 327-5312
(425) 823-0636
c) Fax No. :
In consideration of the mutual covenants contained herein, the parties agree to the
following terms, provisions and conditions:
1. Personal Property to be Delivered. Seller will provide all equipment as described on
order request, Attachment 1. attached hereto and incorporated herein by this reference.
2. Payment by CITY. City shall pay Seller according to the sum described on Attachment 1
attached hereto and incorporated herein by this reference and in an amount not to
exceed $37,500.00. Payment shall be made within 30 days of invoice provided all
merchandise has been received FOB City of Springfield, inventoried, approved, and
accepted by City.
3. Warranty and Service. Seller shall warrant the equipment furnished as free of defects in
material and workmanship, under normal use and service per the manufacturer's
warranties for specific equipment.
4. Delivery. Delivery shall be FOB City of Springfield Fire & Life Safety Department.
Delivery shall be made on or before August 4, 2008 to Fire Station #5, 2705 Pheasant
Blvd, Springfield, OR 97477. At least 2 days prior to delivery, Seller shall contact Fire
station #5 staff to schedule and confirm delivery date and approximate hour. Fire station
#5 staff shall be contacted two days in advance at (541) 726-3745.
Independent Contractor Agreement -1-
07/16/08
4. Remedies. This Agreement shall be governed by and construed in accordance
with the Laws of the State of Oregon, and any litigation arising out of this agreement
shall be conducted in the Courts of the State of Oregon, County of Lane.
5. Entire Agreement. This Agreement signed by both parties is the parties' final and
entire Agreement and supersedes all prior and contemporaneous oral or written
communications between the parties, their agents and representatives. There are
no representations, promises, terms, conditions or obligations other than those
contained herein.
CITY OF SPRINGFIELD:
SELLER
By:
Name:
Title:
Date:
Gino Grimaldi
City Manager
By:
Name:
Title:
Date:
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CITY /UTOHNEY
Reviewed by City Contract Officer
~ AJ c t./vL- 11/1/ o?
Independent Contractor Agreement -2-
07/16/08
07/15/2008 11:01
4258230636
SEAl.tJESTERN
PAGE 01/01
ScaWestcrn\ Inc.
ATTAHMENT 1
] 2815 NE 124TH
SUITE H
KlRKLAND~ WA 98034
. Sales Order
Date
S.D. No.
5/28/200K
/7471
Name / Address
SPR.INGFIELD FIRE & UFE SAFETY
^ TrN: RlITH STRrNGER
225 NORTH 5TH
SPRINOFIELD. OR 97477
Ship To
SPRfNGFlELD FIRE & LlPE SAFETY
1225 8TI-I ST
SPRINGFIELD. OR, 9747K
A1"rN CAP'r JOHN MCDOWEf.t
Customer P.O. ... Terms Rep Ship Via Entered By ETA SWIPO
Due on I'cccipt SMM OUR TRlICK eM 25022
Item Description Ordered Rate Invoiced BID Amount
swr RIT SYSTEM SEAWESTERN R1T SYSTEM. JNCLUDBS 10 3.750.00 37.500.00
STEALTH CARBON 60 MINUTE CYUNDER. tOw
AlR ALARM. PIREf-IAWK 2ND STAGB
nEGULATOR. 3' QUICK-FILL HOSE. ORANGB
CARRVlNa BAG WITH SHANE FITTrNGS
JUL-16-2008 16:04
4258230636
97%
P.DOl