STATEMENT OF ISSUE
The majority of the Fire Department’s self-contained breathing apparatus (SCBA) cache is fifteen years old and is mandated for replacement based on an established 15-year service life. Breathing apparatus are mission critical equipment that allows fire personnel to safely operate in contaminated environments. Many of these units are experiencing a reoccurring failure of the breathing assembly. This critical malfunction allows air to flow freely, lessening the amount of time a crew can effectively work in a contaminated atmosphere and, in a worst case scenario, lessens the amount of air available for a firefighter who is trapped.

In the fall of 2008 the Tallahassee Fire Department (TFD) completed a comprehensive in-house evaluation process of National Fire Protection Association (NFPA) and National Institute for Occupational Safety and Health (NIOSH) approved SCBA products. The evaluation contained predetermined benchmarks that each product was required to meet before proceeding to the next level of evaluation. Maintenance, warranty, safety, durability and price were factored into the evaluation results. Based on the extensive analysis, Mine Safety Appliances Company (MSA) was the documented SCBA product brand chosen by the evaluation committee to meet the needs of the Tallahassee Fire Department.

Based on company distributor requirements, Ten-8 Fire Equipment, 2904 59th Avenue Dr. East, Bradenton, FL is the sole authorized Florida distributor for the MSA SCBA units and accessories.

The Office of Budget and Policy and Procurement have reviewed and concur with this item.

RECOMMENDED ACTION
Approve Option One: Approve the exceptional purchase of SCBA replacements to Ten-8 Fire Equipment in the amount of $1,030,169.91.

FISCAL IMPACT
Funding was included in the FY09 Capital Improvement Plan in the amount of $1,153,400 for the replacement of this equipment via debt financing. Funding for debt service was included in the Fire Services Fee study, recently completed.

Cindy Dick, Fire Chief, Tallahassee Fire Department

Anita Favors Thompson, City Manager

For information, please contact: Cindy Dick, Fire Chief 891-6600

SUPPLEMENTAL MATERIAL/ISSUE ANALYSIS
HISTORY/FACTS & ISSUES
Self-contained breathing apparatus are a critical component of firefighting gear. Without this equipment, firefighters do not have the ability to enter heated and smoke filled environments for rescue or extinquishment of fire. The equipment currently at use in the department is approaching the end of its life cycle and does not have many of the safety enhancements that have been made in the industry over the last 15 years. Additionally, while performing a risk and needs assessment it was discovered that some of the units throughout the industry are experiencing a reoccurring failure of the breathing assembly. This failure allows air to flow freely, allowing life-sustaining air to escape. This malfunction can result in smaller amounts of time a crew can effectively work at a fire and, in a worst-case scenario, less air for a firefighter who is trapped. A repair of existing breathing assemblies is available from the manufacturer; however, this repair would cost approximately $300,000 and would not extend the life of other equipment components.

The cost of maintaining our existing equipment increases each year, with an additional significant cost expected within the next three years. This additional cost involves the decommissioning of 235 air bottles. National Institute for Occupational Safety and Health (NIOSH) requires that composite wrap cylinders be taken out of service after 15 years. One half of our air cylinders are in their last rotation for testing. The cost for replacing these air cylinders is approximately $200,000 and the remaining bottles would need to be replaced soon after at a minimum cost of another $200,000.

If these air cylinders are replaced, they will be placed on existing breathing systems that have a history of reoccurring by-pass failures and increasingly higher maintenance costs. The Department’s FY07 maintenance cost for the harnesses, pass devices and face pieces was $35,000. The replacement of these bottles will not lessen the maintenance cost nor will they extend the longevity of the harnesses, PASS devices and masks.

In lieu of a $700,000 expenditure to continue the use of equipment that will need to be replaced totally within the next several years, staff is recommending the complete replacement of the Self Contained Breathing Apparatus system during FY09.

The total system replacement would include:

• Acquisition of a SCBA (harness, air cylinder and PASS device) that is NFPA 1981 (2007) compliant for 145 seated positions
• Provide (1) spare air bottle for each of the SCBA harnesses
• Provide a mask for each sworn member of the Department with spares (300 masks)

The Fire Department designed and implemented an in-depth evaluation of various manufactured SCBA products in the fall of 2008. This evaluation process included a detailed guide outlining finite benchmarks individual SCBA brands would be required to meet to proceed to the next qualifying step. Current department members were briefed on the target benchmarks and took part in actual live fire scenarios at the training facility. Additional evaluation factors included maintenance, warranty, safety, durability and price of the equipment. The evaluation process is outlined below:

The six major SCBA manufacturers were contacted and advised that TFD would be starting an in-depth evaluation process for replacement equipment. All of those vendors requested to submit their SCBAs to take part in our evaluation process; Interspiro, Avon, Drager, Scott, Sperian and MSA.

Each step of the three phases of testing had specific benchmarks that required a quantifiable scoring process to proceed to the next step. Associated scoring sheets are attached for consideration, and themajor steps included the following:

• The first step of the process tested Fit and Function of the devices. The three lowest scoring manufacturers were dropped from continuing through this process due to a failure to meet benchmarks (Avon, Sperian, and Drager).

• Step two consisted of an in-depth evaluation of Care and Maintenance of the SCBA. All three of the SCBAs moved to the third evaluation step.

• The third evaluation process was critical as the three remaining SCBA manufacturer’s equipment was used under Live Fire evolutions in our burn building.

The cumulative scoring for these three evaluation steps showed the MSA product lead with a score of 252.20, Scott was in second place (228.50) and Interspiro was third (203.36).

The price and warranty of the products was closely evaluated and weighed.

An aggregate scoring clearly showed MSA as the best breathing apparatus, in both performance and price, to meet the needs of the Tallahassee Fire Department in a quality and cost effective manner.

Funding was included in the FY09 Capital Improvement Plan in the amount of $1,153,400 for the replacement of this equipment via debt financing. System costs are expected to be $1,030,169.91. Funding for debt service was included in the Fire Services Fee study, recently completed.

CHARITABLE CONTRIBUTIONS
This vendor does not have COT approved charitable contributions.

OPTIONS

Option One. Authorize a sole source purchase expenditure of $1,030,169.91 for self-contained breathing apparatus replacements to Ten-8 Fire Equipment.

Pros:
• This award will allow the Fire Department to comply with industry safety standards and replace mission critical equipment.
• Replacing the system now will avoid a $700,000 expenditure on partial system replacement and maintenance.

Cons:
• The purchase will require an immediate expenditure of $1,030,169.91 via debt service

Option Two. Do not approve award of this contract and proceed with the repair and partial replacement of existing equipment at a cost of $700,000.

Pros:
• An immediate reduction of $330,169.91 to the debt financing required to meet the immediate need.
• The immediate life safety concerns for firefighters will be temporarily resolved.

Cons:
• Partially addressing current system needs will not avoid total replacement of the system within the next several years, potentially doubling the long term total system investment.

Option Three. Do not approve either purchase and provide alternative direction.

ATTACHMENTS/REFERENCES

Attachment 1: TFD SCBA Evaluation Criteria
Attachment 2: Committee Review/Ranking
Attachment 3: February 10, 2009 Ten-8 Fire Equipment Quote
Attachment 4: Manufacturer’s Distributor Policy
Attachment 5: Procurement Purchasing Exception
Attachment 6: Lake County Contract - Page 1