Agenda Cover Memorandum

Transcription

1 Agenda Cover Memorandum Meeting Date: December 1, 2014 Meeting Type: Committee of the Whole City Council Budget Workshop Item Title: Approve the following purchase orders for the purchase of firefighter personal protective equipment: 1. Approve a purchase order for turnout gear (coat and pants) from Air One Equipment, Inc., 360 Production Drive, South Elgin, IL in the amount of $80, Approve a purchase order for fire boots from Illinois Fire Store, E&B Fire and Safety, Inc., 243 E. Main St., Amboy, IL in the amount of $15, Approve a purchase order for structural firefighting gloves from Air One Equipment, Inc., 360 Production Drive, South Elgin, IL in the amount of $3, Approve a purchase order for protective Nomex hoods from Municipal Emergency Services, Inc., 401 Peoria St., Washington, IL in the amount of $1, Item Type: Transfer Budget Amendment Purchase Order Other Action Requested: Approval For Discussion Feedback Requested For Your Information Staff Contact: Paul Lisowski Phone #: (847) plisowsk@parkridgefd.org Background: The Fire Department sought out and received a grant from the FEMA Assistance to Firefighters Grant Program in the amount of $75,000.00, of which FEMA will pay 90%, or $67,500.00, and Park Ridge is responsible for 10%, or $7, This grant award will allow the Fire Department to replace all of its firefighter personal protective equipment (PPE), which includes turnout gear (structural firefighting coats and pants), fire boots, fire helmets, firefighting gloves, and protective Nomex hoods. A portion of this purchase was budgeted in FY15 with the hopes that the Fire Department would receive this FEMA grant. Fire Department staff worked with the Procurement Officer to ensure the best pricing, in accordance with the new procurement policy. Quotes were sought for the fire boots, fire helmets, structural firefighting gloves, and protective Nomex hoods. For the turnout gear, staff issued an Invitation to Bid for Firefighter PPE Personal Protective Equipment (Turnout Gear) FD-FY15-02 on Thursday, October 2, 2014 in Pioneer Press. Fifteen (15) firms registered via the City web site. At the public bid opening on Tuesday, October 7, 2014, six (6) bids were opened and read aloud. One (1) submittal was declared non-responsive (W.S. Darley & Co.) and five (5) submittals were scored. Fire Lt. John Boeringa led the evaluation team for scoring and reference checks. The Air One Equipment, Inc. bid had no exceptions. The lowest responsive and responsible bidder is Air One Equipment, Inc., 360 Production Drive, South Elgin, IL with a price for each set (coat and pants) at $1, each. Staff recommends that the PPE be purchased from the vendors listed above. These four purchase orders were discussed at the November 24, 2014 Committee of the Whole meeting and passed 7-0. Vendor and Transaction History: Vendor Status: Current New Is Purchase Order Request supported by existing contract: Yes No If Yes, date: Is this an Annual Recurring Purchase Order: Yes No Bid Process Used: N/A Price Quotes Bid RFP Details: Have Goods been received or Statement of Work completed: N/A Yes No Page 1 of 2

2 Agenda Cover Memorandum If Overage, approved by Department: Yes No Details: Recommendation: Approve the following purchase orders and budget transfer related to the purchase of firefighter personal protective equipment: 1. Approve a purchase order for turnout gear (coat and pants) from Air One Equipment, Inc., 360 Production Drive, South Elgin, IL in the amount of $80, Approve a purchase order for fire boots from Illinois Fire Store, E&B Fire and Safety, Inc., 243 E. Main St., Amboy, IL in the amount of $15, Approve a purchase order for structural firefighting gloves from Air One Equipment, Inc., 360 Production Drive, South Elgin, IL in the amount of $3, Approve a purchase order for protective Nomex hoods from Municipal Emergency Services, Inc., 401 Peoria St., Washington, IL in the amount of $1, Budget Implications: Does Action Require an Expenditure of Funds: Yes No If Yes, Total Cost: $33, net ($100, gross minus $67, in grant revenue) If Yes, is this a Budgeted Item: Yes No Requires Budget Transfer If Budgeted, Budget Code (Fund, Dept, Object) Attachment(s), if any: Firefighter PPE Personal Protective Equipment (Turnout Gear) FD-FY15-02 Scorecard Firefighter PPE Personal Protective Equipment (Turnout Gear) FD-FY15-02 Reference Check Page 2 of 2

3 FIREFIGHTER PPE PERSONAL PROTECTIVE EQUIPMENT (TURNOUT GEAR) FD-FY15-02 SCORECARD REFERENCE CHECK 1 (low) to 5 (high) 5 Questions 1 Was the project delivered on time? 2 How well did the firm adhere to the specifications and Statement of Perfect, no problems Work? 3 Was the project delivered on budget? 4 Was the firm responsive to your needs during and/or after the project was delivered? 5 Would you engage this firm again or recommend it for someone with similar needs? PHONE NAME Dennis O'Halloran MUNICIPALITY Berwyn Fire Department Great Service FIREFIGHTER PPE PERSONAL PROTECTIVE EQUIPMENT (TURNOUT GEAR) FD-FY15-02 SCORECARD REFERENCE CHECK 1 (low) to 5 (high) 5 Questions 1 Was the project delivered on time? NO longer than liked 2 How well did the firm adhere to the specifications and Statement of Work? 3 Was the project delivered on budget? 4 Was the firm responsive to your needs during and/or after the project was delivered? 5 Would you engage this firm again or recommend it for someone with similar needs? PHONE NAME Terry Jarosz MUNICIPALITY Highland Park Fire Department Call them and they are there right away Left other companies and are more satisfied with Air One.

4 FIREFIGHTER PPE PERSONAL PROTECTIVE EQUIPMENT (TURNOUT GEAR) FD-FY15-02 SCORECARD REFERENCE CHECK 1 (low) to 5 (high) 5 Questions 1 Was the project delivered on time? told us up front how long 2 How well did the firm adhere to the specifications and Statement of Work? 3 Was the project delivered on budget? 4 Was the firm responsive to your needs during and/or after the project was delivered? 5 Would you engage this firm again or recommend it for someone with similar needs? PHONE NAME Jeff Macko MUNICIPALITY Cary Fire Protection District very responsive, have had no issues FIREFIGHTER PPE PERSONAL PROTECTIVE EQUIPMENT (TURNOUT GEAR) FD-FY15-02 SCORECARD REFERENCE CHECK 1 (low) to 5 (high) 5 Questions 1 Was the project delivered on time? Long lead time 2 How well did the firm adhere to the specifications and Statement of Work? 3 Was the project delivered on budget? 4 Was the firm responsive to your needs during and/or after the project was delivered? 5 Would you engage this firm again or recommend it for someone with similar needs? PHONE NAME B/C Ahlman MUNICIPALITY Arlington Heights Fire Department corrected a sizing issue promptly

5 FIREFIGHTER PPE PERSONAL PROTECTIVE EQUIPMENT (TURNOUT GEAR) FD-FY15-02 SCORECARD REFERENCE CHECK 1 (low) to 5 (high) 5 Questions 1 Was the project delivered on time? 2 How well did the firm adhere to the specifications and Statement of Work? 3 Was the project delivered on budget? 4 Was the firm responsive to your needs during and/or after the project was delivered? 5 Would you engage this firm again or recommend it for someone with similar needs? PHONE NAME David Schultz MUNICIPALITY Roselle Fire Department "Great experience, would do business with again and continue to do so."

6 505 BUTLER PLACE PARK RIDGE, IL TEL: 847/ FAX: 847/ TDD:847/ LEGAL NOTICE INVITATION TO BID FD-FY15-02 The City of Park Ridge will receive sealed bid proposals to supply Firefighter PPE Personal Protective Equipment (Turnout Gear) for the period beginning on or about November 15, 2014 through July 31, 2016, in accordance with the enclosed Specifications and Contract Documents No. FD-FY Bid documents, including general conditions, statement of work, and forms, may be obtained at Park Ridge City Hall, 1st Floor Cashier, 505 Butler Place, Park Ridge, IL or online at A deposit for the documents is not required. All general questions regarding this Legal Notice and all detailed questions concerning the actual qualifications document shall be directed to Jim McGuire, Procurement Officer, in writing or to jmcguire@parkridqe.us, no less than five (5) business days prior to the scheduled opening date. The bid opening will be held on Tuesday, October 28, 2014 at 10:00am CST, at Park Ridge City Hall, at which time all bids will be publicly opened and read. All bids must be received prior to the date and time shown above. Bids transmitted by facsimile (fax) will not be accepted. Bids must be submitted in a sealed envelope marked in the lower left hand corner: "FIREFIGHTER PPE PERSONAL PROTECTIVE EQUIPMENT (TURNOUT GEAR) BID FD-FY DO NOT OPEN, BID OPENING: October 28, :00AM CST. Address the bid to Mr. Jim McGuire, Procurement Officer, City of Park Ridge, City Hall, 505 Butler Place, Park Ridge, IL DATE Thursday, October 2, 2014 Tuesday, October 21, :00pm CST Thursday, October 23, :00pm CST Tuesday, October 28, :00am CST Wednesday, November 5, 2014* Monday, November 17, 2014* Tuesday, November 18, 2014* *Estimated BID EVENT Legal Notice Advertisement Placed Questions Due to Procurement Officer jmcquire@parkridge.us Final Questions/Answers Addendum Published Bids Due to Finance Office/Opening of the Bids Review of Bids/Winning Bid Selected Approval of City Council Initial Order Can Be Placed with Winning Bidder ITB FD-FY15-02 Page 1

7 TABLE OF CONTENTS LEGAL NOTICE INVITATION TO BID... 1 FD- FY GENERAL CONDITIONS AND CERTIFICATIONS EXAMINATION OF CONTRACT DOCUMENTS AND/OR WORK SITE BY BIDDER BID DEPOSIT (~MUST BE RETURNED WITH BID) PREPARATION OF BID SUBMISSION OF BID WITHDRAWAL OF BID CONSIDERATION OF BIDS ACCEPTANCE OF BIDS INTERPRETATION OF CONTRACT DOCUMENTS/ ADDENDUM COMPLIANCE WITH LAWS TAXES SEXUAL HARASSMENT POLICY CERTIFICATION (~MUST EXECUTE) CRIMINAL CODE CERTIFICATION (~MUST EXECUTE) TAX CERTIFICATION (~MUST EXECUTE) EQUAL EMPLOYMENT OPPORTUNITY (~MUST EXECUTE) INSPECTIONS AND FINALACCEPTANCE INDEMNITY SUBLETTING OR ASSIGNMENT OF CONTRACT OR CONTRACT FUNDS ORDER OF PRECEDENCE OF COMPONENT CONTRACT PARTS GUARANTEES AND WARRANTEES CONFLICT OF INTEREST (~MUST EXECUTE) BID ERRORS NO OTHER CONTRACT FORMS ACCEPTABLE PAYMENTS STATEMENT OF WORK SCOPE TERM OF CONTRACT CERTIFICATION QUANTITIES SEWING, HEMMING, ALTERATIONS, AND OVERSIZE CHARGES EXCEPTIONS ORDERING, DELIVERY, AND PAYMENT WARRANTY BILLING EXCEPTIONS TO SPECIFICATIONS/CORRECTIONS SPECIFICATIONS QUESTIONAIRE (~MUST EXECUTE) EXCEPTIONS TO SPECIFICATIONS (list number and explanation) PRICE LIST (~MUSTEXECUTE) FORMS CERTIFICATION OF COMPLIANCE (~MUST EXECLJTE) REFERENCES (~MU$T EXECUTE)... ~ ACKNOWLEDGEMENTS (~MUST.EXECUTE) BID BOND ITB FD-FY15-02 Page 2

8 GENERAL CONDITIONS AND CERTIFICATIONS 1.01 EXAMINATION OF CONTRACT DOCUMENTS AND/OR WORK SITE BY BIDDER The bidder shall, before submitting its bid, carefully examine the plans, specifications, contract documents, bid, and bond and insurance requirements. Each bidder is responsible for reading and familiarizing themselves with the entire bid document. Failure of a bidder to do so shall not relieve the bidder of any obligation with respect to said bid. If the bidder's bid is accepted, it shall be responsible for, and the City will make no allowance for, any errors in their bid resulting from its failure or neglect to comply with these instructions. Bidders shall notify the City of any inappropriate service, brand name, component, or equipment called for by the City in the specifications and shall note in its bid the adjustments made to accommodate such deficiencies in the specifications. After bids have been opened, no bidder shall assert that there was a misunderstanding concerning the nature of the work to be done or the quantities and specifications of the equipment to be delivered, and no such claim shall relieve a bidder from its obligation to perform BID DEPOSIT (~MUST BE RETURNED WITH BID) A bid in excess of $25, shall be accompanied by a bid deposit in the form of one the following: 1) a bid bond of 5% 2) a certified check or cashier's check, drawn on a responsible bank doing business in the United States and made payable to the City of Park Ridge, in accordance with the schedule shown below: Total Amount of Bid ($) CC Deposit ($) Up to 25, None Required 25,001 to 50, $1,000 50,001 to 100, $3, ,001 to 150, $5, ,001 to 250, $7, ,001 to 500, $12, ,001 to 1,000, $25,000 1,000,001 to 1,500, $50,000 1,500,001 to 2,000, $75,000 2,000,001 to 3,000, $100,000 3,000,001 to 5,000, $150,000 5,000,001 to 7,500, $250,000 7,500,001 to 10,000, $400,000 10,000,001 to 15,000, $500,000 15,000,001 to 20,000, $600,000 20,000,001 to 25,000, $700,000 25,000,001 to 30,000, $800,000 30,000,001 to 35,000, $900,000 35,000,001 and over --+ $1,000,000 Any bid not accompanied by an acceptable bid deposit may be considered non-responsive and be rejected. Bidders shall use the bid bond form provided with this document. The bid deposit of all except the three lowest responsive and responsible bidders on each contract will be returned via certified mail within seven (7) calendar days after the opening of bids. The remaining bid deposits will be returned upon the award of the contract and receipt by the City of a satisfactory ITB FD-FY15-02 Page 3

9 Performance Bond and Certificate of Insurance, where required, from the successful bidder PREPARATION OF BID The bidder shall prepare their bid on the attached bid forms. Unless otherwise stated, all blank spaces on the bid page(s), applicable to the subject specification, must be correctly filled in. Either a unit price or a lump sum price, as the case may be, must be stated for each and every item, either typed in or written in ink, in figures, and, if required, in words. If the bidder is a corporation, the President and Secretary shall execute the bid, and the Corporate Seal shall be affixed. In the event that the bid is executed by other than the President, attach hereto a certified copy of that section of the Corporate By-Laws or other authorization by the Corporation which permits the person to execute the offer for the Corporation. If the bidder is a partnership, all partners shall execute the bid, unless one partner has been authorized to sign for the partnership, in which case evidence of such authority shall be submitted. Each bid must contain all required certifications. In addition, if any addenda are issued by the City, the bidder shall be required to acknowledge receipt of the formal addendum on the bid form. Failure of a bidder to acknowledge any of the addenda issued shall deem its bid non-responsive; provided, however, that the City may waive this requirement in its best interest SUBMISSION OF BID All prospective bidders shall submit their bid in a sealed envelope to the Cashier's Office, City Hall, 505 Butler Place, Park Ridge, Illinois, 60068, by the specified opening time of the bid. The sealed envelope submitted by the prospective bidder shall carry the following information on the face of the envelope: bidder's name, address, subject matter of the bid, date of bid opening and hour designated for bid opening as shown in the notice. The bid is contained in all of these documents and MUST NOT BE DETACHED HEREFROM by any bidder when submitting a bid. The bid package should contain three (3) hard copy versions of the bid and one (1) CD/DVD PDF version of the bid. Where bids are sent by mail or courier service, the bidder shall be responsible for their delivery to the Cashier's Office prior to the designated date and hour for the opening of bids. If delivery is delayed beyond the date and hour set for the bid opening, bids thus delayed will not be considered and will be returned unopened. Bids transmitted by facsimile (fax) or electronic mail will not be accepted WITHDRAWAL OF BID A bidder may withdraw their bid at any time prior to the time specified in the notice as the closing time for receipt of bids. However, no bidder shall withdraw, cancel or modify their bid for a period of sixty (60) calendar days after the specified closing time for the receipt of bids, nor shall the successful bidder withdraw, cancel or modify their bid after having been notified by the Procurement Officer that said bid has been accepted by the City. Where this contract shall be approved by another agency, such as the Federal Government or the State of Illinois, then the bidder shall not withdraw, cancel or modify their bid for a period of ninety (90) calendar days after the specified closing time for the receipt of bids CONSIDERATION OF BIDS No bid will be accepted from or contract awarded to any person, firm or corporation that is in arrears or is in default to the City of Park Ridge upon any debt or contract, or that is a defaulter, as surety or otherwise, upon any obligation to the City, or had failed to perform faithfully any previous contract with the City. The bidder, if requested, shall present within 48 hours evidence satisfactory to the City of performance ability and possession of necessary facilities, pecuniary resources and adequate insurance to comply with the terms of these specifications and contract documents. ITB FD-FY15-02 Page 4

10 Each bidder shall submit where necessary, or when requested by the Procurement Officer, catalogs, descriptive literature or detailed drawings fully detailing features, designs, construction, appointments, finishes and the like not covered in the specifications, necessary to fully describe the material or work they propose to furnish. The City of Park Ridge reserves the right to disregard any informality in the bids and bidding, to waive technicalities, or to reject any and all bids when, in the opinion of the City Council, the best interest of the City will be served by such action. The Quiet Period for this Bid begins when the Invitation to Bid is issued and ends when the City Council approves the Winning Bidder. Respondents shall not contact City employees during the Quiet Period. A respondent will be disqualified for violating the Quiet Period. All questions or comments regarding this Bid are to be directed to the Procurement Officer only as per this Invitation to Bid ACCEPTANCE OF BIDS The Park Ridge City Council will accept one of the bids or reject all bids within sixty (60) calendar days, or within ninety (90) calendar days where approval by other agencies is required, from the date of opening of bids, unless the lowest responsive and responsible bidder, upon request of the City, extends the time of acceptance to the City. The contract will be awarded to the lowest responsive, responsible bidder (hereinafter "Successful Bidder'' or "Contractor''). In determining the lowest responsive and responsible bidder, consideration will be given to several factors, including but not limited to price, financial responsibility of bidder, responsiveness to specifications, and the experience of the City and other purchasers with the bidder. SCORECARD CRITERIA POINTS Price (weighted against lowest bidder) 45 Responsiveness to Specification 45 References (Municipal) INTERPRETATION OF CONTRACT DOCUMENTS/ ADDENDUM Any bidder in doubt as to the true meaning of any part of the specifications and contract documents may submit questions, per the Legal Notice page that is part of this document, with a written request for an interpretation thereof. No oral comments will be made to any Bidder as to the meaning of the General or Special Conditions or other contract documents. The person submitting the request shall be responsible for its prompt delivery. Questions received less than 48 hours prior to Bid Opening cannot be considered. Such interpretation will be made only in the form of a written addendum duly issued by the Procurement Officer. A copy of such addendum will be mailed to all bidders that are registered, via the Park Ridge web site, for this bid/proposal or bidders that have sent notice of intent to bid directly, via , per the Legal Notice page that is part of this document. Failure on the part of the prospective bidder to receive a written interpretation prior to the time of the opening of bids will not be grounds for withdrawal of their bid. The bidder shall acknowledge receipt of each addendum issued in the space so provided in the bid. Addenda may modify or interpret the Bidding Documents and will become part of the Contract Documents when the Contract is executed. Subsequent addenda shall govern over prior addenda only to the extent specified. Any references in these specifications to manufacturer's name, trade name, or catalog number (unless otherwise specified) is intended to be descriptive but not restrictive and only to indicate articles or materials that will be satisfactory. Bids on other makes and catalogs will be considered, provided each bidder clearly states on the face of their bid exactly what is proposed to be furnished. Unless so stated in the bid, it shall be understood that the bidder intends to furnish the item specified and does not propose to furnish an "equal". ITS FD-FY15-02 Page 5

11 The City hereby reserves the right to approve as an equal, or to reject as not being an equal, any article the bidder proposes to furnish which contains minor or major variations from specification requirements, but which may comply substantially therewith COMPLIANCE WITH LAWS The Bidder shall at all times observe and comply with all laws, ordinances and regulations of the federal, state, local, and City governments, which may in any manner affect the preparation of bids or the performance of the contract TAXES Federal Excise Tax does not apply to materials purchased by the City of Park Ridge by virtue of Exemption Certificate No Illinois Retailers' Occupation Tax, Use Tax, and Municipal Retailers' Occupation Tax do not apply to materials or services purchased by the City of Park Ridge by virtue of Statute. The City of Park Ridge Illinois Tax Exemption Identification Number is E The prices quoted herein shall agree with all Federal Laws and Regulations SEXUAL HARASSMENT POLICY CERTIFICATION (~MUST EXECUTE) (h\l~{qi~~ lll, in connection with this procurement, hereby certifies that said Contractor contractor has a written sexual harassment policy in place in full compliance with 775 ILCS 5/2-105 (A) (4) CRIMINAL CODE CERTIFICATION (~MUST EXECUTE) REQUIRED BY: STATE OF ILLINOIS CRIMINAL CODE OF 1961, PURSUANT TO PA ) Ch. 720, Article 5, Sec, 33E-11, 2002 Ill. Compiled Statutes, (A) That in connection with this procurement, i. the prices in this bid have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or with any competitor; and ii. the prices which have been quoted in this bid have not been knowingly disclosed by the bidder and will not be knowingly disclosed by the bidder prior to opening directly or indirectly to any other bidder or to any competitor; and iii. no attempt has been made or will be made by the bidder to induce any other person or firm to submit or not to submit a bid for the purpose of restricting competition. (B) The undersigned further states, i. he is the person in the bidder's organization responsible for the decision as to the prices being bid herein and that he has not participated, and will not participate, in any action contrary to (A) i through (A) iii above; and ii. he is not the person in the bidder's organization responsible within that organization for the decision as to the prices being bid herein but that he has been authorized to act as agent for the person responsible for such decision in certifying that such persons have not participated, and will not participate, in any action contrary to (A) I through (A) iii above; and as their agent does hereby so certify; and ITB FD-FY15-02 Page 6

12 iii. that he has not participated, and will not participate, in any action contrary to (A) I through (A) iii above. hereby certify that the bidding party/contracting party is not barred from bidding on the contract as a result of a violation of either Section 33E-3 or Section 33 -:fof Ch. 720, Article 5, 2002, Ill. Compiled Stat, as amended TAX CERTIFICATION (~MUSTEXECUTE), in connection with this procurement, which has submitted a Contractor bid proposal to the City of Park Ridge, herby certifies that At~~ rnwoon l.rue. is not Contractor delinquent in the payment of any tax administered by the Illinois Department of Revenue, of it is: a. it is contesting its liability for the tax or the amount of tax in accordance with procedures established by the appropriate Revenue Act; or b. it has entered into an agreement with the Department of Revenue for payment of all taxes due is currently in compliance with that agreement. B FIREFIGHTER PPE PERSONAL PROTECTIVE EQUIPMENT {TURNOUT GEAR) ITB FD-FY15-02 Page 7

13 1.14 EQUAL EMPLOYMENT OPPORTUNITY (~MUST EXECUTE) Section I. This EQUAL EMPLOYMENT OPPORTUNITY CLAUSE is required by the Illinois Human Rights Act and the Rules and Regulations of the Illinois Department of Human Rights published at 44 Illinois Administrative Code Section 750, et seq. Section II. In the event of the Contractor's noncompliance with any provision of this Equal Employment Opportunity Clause, the Illinois Human Rights Act, or the Rules and Regulations of the Department of Human Rights (hereinafter referred to as the Department) the Contractor may be declared ineligible for future contracts or subcontracts with the State of Illinois or any of its political subdivisions or municipal corporations, and this Contract may be canceled or voided in whole or in part, and other sanctions or penalties may be imposed or remedies involved as provided by statute or regulation. During the performance of this Agreement, the Contractor agrees: A That it will not discriminate against any employee or applicant for employment because of race, color, religion, sex, sexual orientation, national origin or ancestry, citizenship status, age, physical or mental disability unrelated to ability, military status or an unfavorable discharge from military service; and. further that it will examine all job classifications to determine if minority persons or women are underutilized and will take appropriate affirmative action to rectify any such underutilization. B. That, if it hires additional employees in order to perform this Contract, or any portion hereof, it will determine the availability (in accordance with the Department's Rules and Regulations) of minorities and women in the area(s) from which it may reasonably recruit and it will hire for each job classification for which employees are hired in such a way that minorities and women are not underutilized. C. That, in all solicitations or advertisements for employees placed by it or on its behalf, it will state that all applicants will be afforded equal opportunity without discrimination because of race, color, religion, sex, sexual orientation, marital status, national origin or ancestry, citizenship status, age, or physical or mental handicap unrelated to ability, military status or an unfavorable discharge from military service. D. That it will send to each labor organization or representative of workers with which it has or is bound by a collective bargaining or other agreement or understanding, a notice advising such labor organization or representative of the Vendor's obligations under the Illinois Human Rights Act and Department's Rules and Regulations. If any labor organization or representative fails or refuses to cooperate with the Contractor in its efforts to comply with the Act and Rules and Regulations, the Contractor will promptly notify the Department and the contracting agency and will recruit employees from other sources when necessary to fulfill its obligations under the Contract. E. That it will submit reports as required by the Department's Rules and Regulations, furnish all relevant information as may from time to time be requested by the Department or the contracting agency, and in all respects comply with the Illinois Human Rights Act and Department's Rules and Regulations. F. That it will permit access to all relevant books, records, accounts and work sites by personnel of the contracting agency and Department for purposes of investigation to ascertain compliance with the Illinois Human Rights Act and Department's Rules and Regulations. G. That it will include verbatim or by reference the provisions of this Equal Employment Opportunity Clause in every subcontract it awards under which any portion of this Contract obligations are undertaken or assumed, so that such provisions will be binding upon such subcontractor. In the same manner as the other provisions of this Agreement, the Contractor will be liable for compliance with applicable provisions of this clause by such subcontractors; and further it will promptly notify the contracting agency and the Department in the event any subcontractor fails or refuses to comply therewith. In addition, the Contractor will not utilize any subcontractor declared by the Illinois Human Rights Department to be ineligible for contracts or subcontracts with the State of Illinois or any of its political s 'sions or municipal cor rations. ITB FD-FY15-02 Page 8

14 1.15 INSPECTIONS AND FINAL ACCEPTANCE The City reserves the right to inspect the equipment, plant, store or other facilities of a Bidder prior to Contract award, and during the Contract term from time to time as the City deems necessary to confirm that such equipment, plant, store or other facilities conform with the Specifications and are adequate and suitable for proper and effective performance of the Contract. Such inspections shall be conducted during normal business hours and upon at least three (3) days' notice to the Bidder. Final inspections and acceptance or rejection will be made after delivery. Items rejected because of nonconformance to the Bid specification shall be removed and replaced immediately with those that meet specifications, all at the expense of the contractor. In the event that necessity requires the use of nonconforming items, payment therefore will be made at a proper reduction in price which shall be not greater than contractor's actual cost by purchase, fabrication, manufacture or other production method plus transportation paid to carriers. All costs in connection with testing items that do not meet specifications shall be paid by contractor. Final acceptance is expected to take approximately fifteen (15) days from the date of delivery INDEMNITY To the fullest extent permitted by law, the Bidder shall indemnify and hold harmless the City of Park Ridge, its officers, officials, employees, volunteers and agents from and against all claims, damages, losses and expenses including but not limited to legal fees (attorney's and paralegal's fees and court costs), arising out of or resulting from the performance of the Bidder's work, provided that any such claim, damage, loss or expense ( i ) is attributable to bodily injury, sickness, disease or death, or injury to or destruction of tangible property, other than the work itself, including the loss of use resulting therefrom and ( ii ) is caused in whole or in part by any wrongful or negligent act or omission of the Bidder, any Subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, regardless of whether or not it is caused in part by a party indemnified hereunder. Such obligation shall not be construed to negate, abridge, or otherwise reduce any other right or obligation of indemnity which would otherwise exist as to any party or person described in this paragraph. Bidder shall similarly protect, indemnify, and hold and save harmless the City of Park Ridge, its officers, officials, employees, volunteers and agents from and against any and all claims, costs, causes, actions and expenses including but not limited to legal fees, incurred by reason of Bidder's breach of any of its obligations under, or Bidder's default of, any provision of the Contract SUBLETTING OR ASSIGNMENT OF CONTRACT OR CONTRACT FUNDS No contract shall be assigned or any part of the same subcontracted without the prior written consent of an authorized agent of the City; but in no case shall such consent relieve the Contractor from their obligation or change the terms of this contract. The Contractor shall not transfer or assign any contract funds or claims due or to become due without the prior written approval of an authorized agent of the City having first been obtained. The transfer or assignment of any contract funds in whole or in part, or any interest therein, which shall be due or to become due to the Contractor, shall cause the annulment of said transfer or assignment so far as the City is concerned. ITB FD-FY15-02 Page 9

15 1.18 ORDER OF PRECEDENCE OF COMPONENT CONTRACT PARTS 1. City of Park Ridge General Conditions. 2. Addenda, if any. 3. Special Provisions or Conditions. 4. Plans or Drawings, if any, which may be made a part of this contract. 5. Detailed Specifications. 6. Standard Specifications of the State or Federal Government, if any. 7. Advertisement (Legal Notice) for Bids. 8. Performance Bond, if required GUARANTEES AND WARRANTEES All guarantees and warrantees required shall be furnished by the successful Bidder and shall be delivered to the Procurement Officer before final voucher on the contract is issued. By submitting a bid, bidder expressly warrants that materials and/or equipment furnished under the contract will be of good quality and new unless otherwise expressly required or permitted by the contract documents CONFLICT OF INTEREST (~MUST EXECUTE) No member of the governing body of the City or other local unit of government, and no other officer, employee, or agent of the City or other local unit of government who exercises any functions or responsibilities in connection with the execution of the work to which this contract pertains, shall have any personal interest, direct or indirect, in this contract. Contractor covenants that it presently has no interest and shall not acquire any interest, direct or indirect, in the work to which this contract pertains which would conflict in any manner or degree with the performance of his services hereunder. Contractor further covena ts that in the performance of this contract, it shall not employ an rson who has an inter. st, direct or airect, in the work BID ERRORS As stated in Section 1.3 of these General Conditions, all spaces on bid page must be filled in. Either a unit price or a lump sum, as the case may be, must be stated on the bid page. In the event of an error on the bid page in which there is a conflict between the unit price and the extended price or the total bid price, the unit price shall prevail NO OTHER CONTRACT FORMS ACCEPTABLE Upon notification to the successful bidder that their bid has been accepted by the City, this contract document and the bid submitted by the bidder shall become the entire contract between the City and the successful bidder. No other contract form submitted by the bidder will be accepted by the City PAYMENTS Payment term s shall be in accordance with the provisions of the Local Government Prompt Payment act, 50 ILCS 505/1 et seq., after receipt by the City of the Contractor's invoice. Invoices should include the following information: Name and address of contractor; Purchase order number; Dates of service; and Current invoice amount. END OF GENERAL CONDITIONS AND CERTIFICATIONS * * * ' * * ITB FD-FY15-02 Page 1 0

16 STATEMENT OFWORK 2.01 SCOPE These requirements and specifications are for the purchase of Firefighter Personal Protective Equipment (Turnout Gear) for the Park Ridge Fire Department TERM OF CONTRACT This contract shall take effect on or about November 15, 2014, following approval by the Park Ridge City Council, and expire on July 31, The Park Ridge City Council approves budgets on an annual basis prior to May 1 of each year with funds being designated for expenditures for the period May 1 through April 30 only. The City will not be bound to an approved purchase contract if funds are not designated by the City Council for this specific purpose for these fiscal years This contract may be extended for up to one (1) additional year at the same terms, conditions and prices upon the mutual consent of both parties. The Contractor shall notify the City in writing of the Contractor's interest to extend the Contract at least sixty (60) days prior to the expiration of the contract CERTIFICATION The manufacturer must certify that the garments proposed in its bid meet or exceed all requirements of NFPA The manufacturer must also list and label this product with Underwriters Laboratories Inc. (UL) or Safety Equipment Institute (SEI), as the third party certification organization prescribed in NFPA All certification testing and test preconditioning must have been performed by an ISO certified laboratory. UL, SEI or a UL Authorized Client Test Data Program laboratory will fulfill this requirement. The manufacturer shall be registered to ISO 9001, Quality Management Systems Requirements, Any exception to these specifications may be cause for the rejection of the bid QUANTITIES The quantities shown herein are estimated for canvassing purposes only, and as such may not represent the actual quantities required during the life of any contract made pursuant to these specifications. Nothing herein contained shall be construed as an obligation of the City to order or pay for any quantity of material other than that amount determined to meet the actual requirements of the City. The right is reserved, therefore, to increase or decrease the quantities shown herein at any time during the life of this contract. The City will be obligated to pay for only such quantities as are from time to time ordered, delivered and accepted by the using department SEWING, HEMMING, ALTERATIONS, AND OVERSIZE CHARGES All Protective Turnout Gear garments under this Bid shall be custom measured for each member of the Department and custom sewn. No off-the-shelf garments, or standard size garments will be accepted under this Bid. There shall be no oversize charges EXCEPTIONS All deviations from the requirements and specifications shall be so stated on the returned bid. Use the "Bidder's Exceptions" section to supply notes regarding alternates. ITB FD-FY15-02 Page 11

17 2.07 ORDERING, DELIVERY, AND PAYMENT Orders shall be placed via standard City Purchase Orders issued through the Finance Department and mailed to the Contractor. Bidders that do not have locations in the Park Ridge area, shall ship item orders to PPE REVIEW TEAM, Park Ridge Fire Station #35, 901 W. Devon Avenue, Park Ridge, Illinois If the bidder has no location in the Park Ridge area, then arrangements shall be made to provide a representative on-site at the various Park Ridge Fire Department facilities a minimum of three (3) days per month, between the hours of 7:00 a.m. and 8:30 a.m. for the purpose of taking measurements and processing orders. Any cost associated with such arrangements must be included in the unit prices. All items shall be shipped to the following address, this also includes but not limited to, any items not in stock or which are on back-order. PPE REVIEW TEAM Park Ridge Fire Department 901 W. Devon Avenue Park Ridge, Illinois Vendor shall mark all packages as to their contents and list all items on the packing slip. All delivered items shall have all items for each person bundled together and marked with person's name on package. Since the delivery schedule is critical, the City of Park Ridge reserves the right to sever the contract and request that the City Council award the remainder of the contract to the next lowest responsive, responsible bidder if delivery schedule cannot be maintained Payment will be made within thirty (30) days after approval of invoice WARRANTY The manufacturer must provide a lifetime warranty against defects in materials and workmanship with the bid package BILLING All invoices for delivered materials shall be sent to the City of Park Ridge, Fire Department, Senior Administrative Assistant, 505 Butler Place, Park Ridge, Illinois, All invoices must clearly show the City-issued Purchase Order number, as well as the item description, quantity delivered, and unit price for every item invoiced, and grand total of invoice EXCEPTIONS TO SPECIFICATIONS/CORRECTIONS Any exceptions to these specifications shall be listed and fully explained on a separate page entitled "Exceptions to Specifications", prepared by the bidder on his firm's letterhead, to be attached to and submitted with these documents at the time of the bid opening. Each exception must refer to the page number and paragraph to which it pertains. The nature of each exception shall be fully explained. Bidders are cautioned that any exceptions to these specifications may be cause for rejection of the bid. All prices and notations must be typed in or written in ink. Mistakes may be crossed out, and corrections typed in or written in ink adjacent and initialed in ink by the person signing the bid proposal. ITB FD-FY15-02 Page 12

18 3.0 SPECIFICATIONS QUESTIONAIRE (~MUST EXECUTE) Garment Certification 1. The manufacturer must certify that the garments proposed in its bid meet or exceed all requirements on NFPA The manufacturer must also list and label this product with the Underwriters Laboratories Inc. (UL) or Safety Equipment Institute (SEI), as a third party certification organization prescribed in NFPA All certification testing and test preconditioning must have been performed by an ISO certified laboratory. UL, SEI, or a UL _p(jthorized Client Test Data Program laboratory will fulfill this requirement. Comply y_ Exception 2. The manufacturer shall be registered to ISO 9001, Quality Management Systems" Requirements, Comply / Exception Warranty 3. The manufacturer shall provide a lifetime warranty against defects in materials and workmans7ip ~ r the Personal Protective Ensemble. Comply Exception. PPE Record Keeping 4. The manufacturer shall have in place a computer maintained tractability program that provides for the assignment of a production control number to each garment. The traceability program must be capable to track the garment through production, from the bolts of cloth used in all three layers of the garment construction, to the assignment of the garment to the individual firefighter. This production control number shall be visibly located on the garment label and on other protected areas of the garment. Comply / Exception. 5. The manufacturer shall make available and at no-charge, a password protected data based backed website that does not care whose brand of PPE assets are being recorded. The website shall have the functionality to allow the manufacturer to import all of the pertinent data into the department's account so that the initial data entry by fire department personnel is not required. Comply J Exception ITB FD-FY15-02 Page 13

19 Sizing 6. To ensure a perfect fit, sizing shall be determined by actual measurements taken of the firefighter by a trained measurement specialist, or sizing try-ons, or both. Sizing measurements shall be taken according to a schedule and location(s) mutually agreed between the department and the manufacturer at no cost to the department. Garments shall be available in custom sizing as follows: coat chest in 2-inch increments, coat sleeve in 0.5-inch increments, coat back length in 1-inch increments, pant waist in 2- inch increments, and pant inseam 1-inch increments. A full range of women's sizing, on women's patterns, must also be available. Each sleeve and inseam length shall provide 1 00% graduation from shoulder to wrist and from hip to ankle to provide proper fit for individual arm and leg lengths. Pattern tailoring to custom-fit neck, bicep, hip/seat and thigh circumferences must also be provided, when needed, at no extra cost. Neither Small, Medium, Large, Extra Large sizing nor women's garments cut to men's patterning are conside7ed acceptable. Comply Exception Stitching 7. The outer shell shall be assembled using stitch type #301, #401, #514, and #516. The thermal liners and moisture barriers shall be assembled using stitch type #301, #401, #504, #514, and #516. Stitching in all seams shall be continuous. Major A outer shell structural seams, major B structural liner seams and shall have a minimum of 8-10 stitches per inch. All major A seams shall be sewn with ball point needles only. All seams shall be continuously stitched only. All thread used in structural seams shall be Nomex black colored th7e of minimum Tex size T-70. Comply Exception Stitching for the Reflective Trim 8. All reflective trim shall be secured to the outer shell with Nomex thread, using a locking chainstitch on top of a strong, durable and flame resistant black Kevlar strip of 3/32-inch strip of flame resistant cording. The reflective trim shall be attached to the outer shell along each edge of the reflective trim. All trim ends shall be securely sewn into a seam for a clean finished appearance. Comply -=./ Exception, Hook and Loop support program 9. The support program shall cover hook and loop tape that has begun to fray or otherwise degrade from normal wear. This program shall remain in effect for a period of five years from the original date of manufacture of the garment. This support program shall cover the repair or replacement, without charge of any hook or loop on the garments produced by the manufacturer providing the garments are serviceable. This support program does not cover damage from fire, heat, chemicals, misuse, accident or negligence. Failure to properly care for garments will serve to void the support program. Comply l Exception FIREFIGHTER PPE PERSONAL PROTECTIVE EQUIPMENT (TURNOUT GEAR} ITB FD-FY15-02 Page 14

20 Composite materials of Coat and Pants 10. The materials for the outer shell, thermal liner and moisture barrier shall be as follows; i. Outer Shell -Shall be constructed of Black Advance 7.2oz per yard rip stop weave 60% Kevlar and 40% Nomex. ii. Thermal lining - Shall be constructed of Caldura facecloth SL2i 7.6oz minimum per yard. iii. Moisture barrier -_Gore Crosstech black moisture barrier or Stedair 4000 moisture barrier. Either moisture barrier will be acceptable. Comply_-=-- / Exception, Labeling Requirements 11. Labels shall be permanently and integrally printed onto the materials that meet all the requirements for labels of NFPA The garment shall be clearly labeled to fully identify the material content of all three layers; outer shell, moisture barrier and thermal liner. Additionally, each separable garment shall be labeled in an obvious location including the size, date of manufacture, and an individualized serial number and bar code that matches the corresponding garment. Comply / Exception Tailored grading of Garment Linings 12. All garment layers and Linings shall be graduated in size to fit within each other in the overall compo7ite ithout causing bunching or binding when the garment is worn. Comply Exception, Coat Sizing and design 13. The standard coat design shall be 6 inches longer at the rear hem than at the front hem of the coat and provide continuous and unbroken moisture barrier and thermal liner protection from the collar seam to the hem at the bottom of the coat. Each jacket length shall be determined by each individual's torso length to provide the jacket to pant interface as defined in NFPA Jacket design must interface properly with the standard waist high turrnout pants. To facilitate various body types the front to rear length differen7ial all be made available in varying lengths. Comply Exception ITB FD-FY15-02 Page 15

21 Coat patterning 14. The body of the shell and liner system shall be constructed of a three-piece body panel system. The body panels shall be shaped so as to provide a tailored fit to assure maximum movement and reduce resistance with minimum garment weight and bulk. Coat patterning shall also include the following features: i. Shall provide minimum coat hem rise with overhead reach of both arms not to exceed 4-inch maximal extension on properly fitted garments. ii. Shell and liner retraction at the cuff shall not exceed 1 inch when both arms are raised overhead. iii. Provide and maintain proper overlap when bending or crawling. Comply_/ Exception Drag Rescue Device (DRD) 15. A firefighter ORO shall be installed in each coat. The DRD strap will be installed in the coat between the outer shell and the liner system such that when properly installed will loop around each arm. The strap will be accessed through a reinforced slot in the coat outer shell, between the shoulder blades just below the collar seam. The access slot in the outer shell will be covered by an outside flap of shell material, designed to fit between the shoulder straps of a SCBA. The flap will have an NFPA compliant reflective logo patch sewn to7he utside to clearly identify the feature as a ORO. Comply Exception Thermal Liner/Moisture Barrier construction 16. The thermal liner/moisture barrier of the coat will incorporate an opening in the liner system for the purpose of inspecting the inner surfaces of the liner system. Additionally, the liner shall have an approximately 9 inch high by 8 inch wide pocket sewn to the inside of the liner on the left side. This liner pocket shall be constructed from the specified thermal liner material and lined with the moisture barrier material. Comply /.ll_. Exception, Reflective Trim 17. Reflective trim will be 3 inch wide lime/yellow triple Scotchlite trim in the NYC style pattern. Additionally, the bottom of the hem on the back of the coat will be complete with 2 inch trim alon7th bottom allowing room for lettering just above the reflective trim. Comply Exception, ITB FD-FY15-02 Page 16