3. BACKGROUND: To: Subject: RX'P Acquisition of Self Contained Breathing Apparafus (SCBA)

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1 Item No. THE CORPORATION OF THE CITY OF WINDSOR Offïce of the Cify Solicitor - Fire && Rescue Services MISSION STAIEMENT: "Out Cily ís buil onrelatíonships betueen ctizens and lheir government, businesses and publiê nslítuíions cily and region - all nterconnecled, mùlually sapportive, qn Íocased oû lhe b ghlesl futurc we can creale Livelink REPORT #: SF2016 ReportDate: Dec2l,20l5 Author's Name: Stephen Laforet Date to Council: January 18,2016 Author's Phone: ext.253 Classi{ication #: Author's slaforet@cit windsor.ca To: Mayor and Members of Cify Council Subject: RX'P Acquisition of Self Contained Breathing Apparafus (SCBA) THAT City Council APPROVE the purchase of Self Contained Breathing Apparatus (SCBA) equipment and that, the Purchasing Supervisor, BE AUTHORIZED to issue a purchase order to A.J. Stone Company Ltd. in the amount of $1,100,000 CAD (excluding HST) for the purchase of ninety-two (92) SCBA units and associated SCBA equipment; AND THAT City Council APPROVE transfer of $27, from project Fire Truck Equipment Purchases to project Breathing App. Cylinders/Packs; AND THAT City Council APPROVE a pre-commitment of $300,000 from the Fi e and Rescue Services 2018 Capital Budget to fi.rnd the purchase. 2. EXECUTIVE SUMMARY N/A 3. BACKGROUND: Self Contained Breathing Apparatus (SCBA) is an essential component in protecting the health and Safety of firefighters, providing the firefighter with the ability to breathe and communicate while working in hazardous environments such as structwe fires, vehicle fires and hazardous materials incidents. The SCBA that is currently in use has reached the end of its service iife a rd is in need of replacement. The cwrent units were originally purchased in 1996 and underwent an upgade in Since the original purchase, the current units have been under constant wear and tear and have been used at every emergency where hazardous atmospheres existed, by all personnel required to work within the area during that period oftime. It is not cost effective to continue to

2 repair tlìe old units; furthermore the technology and function of the older units do not meet the latest safety standards or improvements in design. The National Fire Protection Association ( {FPA) standard on scba, NFPA 1981 open circuit self-contained Breathing Appaxatus (scba) for Emergency services; like al1 NFpA standards is reviewed and revised regularly. The latest version of NFPA 1981 includes a number of revisions that greatly enhance the level of protection afforded to firefighters. Some of the enhancements achieved in the latest standard a e:. Mandatory CRBN (Chemical Radiological, Biological and Nuclear) protection. ' Enhanced low air waming alarm functions that provide the user with not only an earlier waming but a more visible and audible waming when the user approaches a low air situation.. Increased heat tolerance of the face piece lens. The current WFRS units do not provide the level of protection achieved by these latest enhancements. 4. DISCUSSION: The SCBA that are being replaced have been in service beyond their original projected lifespan and must be replaced without delay. WFRS intended to replace the units earlier (in year 2013), however, issues tlrat occurred in the development of the certification process relating to the revised standard needed to be addressed first. Once the testing issues were resolved, a number of manufacturers experienced some difficulties in achieving the criteria of the new standard which led to further delay in purchasing new units. The majority of SCBA manufacturers were able to meet the NFPA standard in 2015 and achieve certification. RFP was issued with a closing date of July 6, The RFP process evaluated submissions from four (4) proponents and included a testing component whereby each product was evaluated by WFRS staff from the Fire Rescue Division, Training Division and Apparatus Division. Each product was evaluated on function (operation, fit, comfort and ease of use), serviceability, warranty, training requirements, training support and projected maintenance requirements. The products were each given a functional score which accounted for 65%;o ofthe overall score while pricing, acconnted fo the remainitg 35Vo of Ihe overall score. Two of the proposals received did not receive a passing fiurctional score and were therefore disqualified ftom the process. Passing proposals were recieved from A.J. Stone Company Limited and M&L supply. A.J. stone company Ltd received the highest overall score and is therefore being recommended as it was the successful proponent in the RFP process. The product provided by A.J Stone Ltd. scored higher in the functional evaluation and carried with it a 15 year unlimited r /arranty which offsets a slightly higher per-unit costs of the equipment and will significantly reduce the ownership costs over the expected lifetime ofthe equipment.

3 5. RISK ANALYSIS: A moderate risk exists if the replacement of the SCBA is further delayed. The existing SCBA equipment has reached the end of its usefr service life. To date WFRS has been able to keep the curent equipment operating, however; the cost per repair is increasing due to complexity of repairs which require more staff time to complete, resulting in equipment being out of service for longer periods of time. Furthermore, estimated cost at the outset oftlis project (2013) has increased due to the delay in certification process and the ability for manufacturers to comply. As time expires the cost of new equipment is expected to rise due to inflation which will result in a request for additional frrnding in order to purchase the required quantities. An increase in the US dollar excha ge rate has already impacted the cost ofthis project. Any ñuther delay in purchasing and subsequent increase to the exchange rate will result in additional costs to the proj ect. 6. FINANCIAL MATTERS: Based on the results of the RFP the replacement cost of the SCBA units and associated equipment is 51,127,043 CAD including non-recoverable HST. This is to be funded from the 7l2l0l2 Brcatlnng App. Cylinders,lPacks capital project as follows: RFP A.J. Stone Note L: 2018 Capiøl Budget is approved in Four units will be to upfit a new fire rescue vehicle currently under construction. Those four units a e to be funded by Fire Truck Equipment Purchases which will be hansfered to to keep the cost of the purchase in one place for accurate tracking. As of December 24, 2015 there is a surplus of ß227,741in the project. It is also recommended to pre-commit 2018 capital Budget approved in principle funds in order to complete the purchase. Financing cost will be incured for approximately 2 years which will amount to $7,610 and is included in the cost of the purchase. On December 21,2015 Council approved 2016 Operating Budget which includes establishment of Self-Contained Breathing Apparatus (SCBA) Reserve of $100,000 per year. SCBA equipment tlpically requires replacement approximately every 15 years. This will ensure sustainability of future equipment purchases without significant one time impact. The warranty offered with the recommended product will also benefit the City significantly in the future by reducing repair costs that traditionally increase as units age.

4 7. GONSULTATIONS: Bruce Montone, Fire Chief Purchasing Monika Schneider, Financial Planing Adminishator (A) 8. CONCLUSION: The SCBA equipment curontly used by WFRS has reached the end of its service life and requires replacement. Windsor Fire & Rescue is satisfied that the products being supplied by A.J Stone Company Ltd will meet the operational needs ofthe departrnent. Furthermore, warranty included in this package will achieve long term savings while providing operational and business continuity. Deputy Fire Chief Chief Administr tive Officer snl APPENDICES: DEPARTMENTS/OTIIERS CONSULTED : Name: Phone#: 519 ext. NOTIFICATION: Name Address Adcl ess Tel FAX See attached 4

5 NOTIFICATION: Name Address Address Teleohone FAX AJ Stone stone.com s '7 Canadian Safety Equipment Inc. ó2 tsradw ck Dlive Vaughan, ON L4K 1K Cawthm Road Unit I 14 Mississauga, ON LsA 3P2 M&L Supply County Rd. 2 Ingleside, ON r oa 1Àín Resqtech 189 Bysham Park Dr. Woodstock, ON N4T IPI steve@cdnsafew.com O182 90s-2' angelab@mnsupplv.com binnisag)resqtech,com