Title
MOTION TO APPROVE THE SOLE SOURCE PURCHASE OF HOLMATRO RESCUE EXTRICATION TOOLS AND EQUIPMENT FROM NORTH AMERICAN FIRE EQUIP, INC. DBA (NAFECO), INC., IN THE AMOUNT NOT TO EXCEED $55,530, AND PURCHASE SUPERVAC 16” EXHAUST FANS FROM MUNICIPAL EQUIPMENT COMPANY, LLC, IN THE AMOUNT NOT TO EXCEED $48,501, UTILIZING PRICING ESTABLISHED BY THE LAKE COUNTY CONTRACT NO. 22-730H, UTILIZING URBAN AREA SECURITY INITIATIVE (UASI) GRANT FUNDS, PURSUANT TO SECTIONS 35.18(C)(3) AND 35.18(C)(5) OF THE CITY'S CODE OF ORDINANCES.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinance is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS."
- Section 35.18(C) states that "Only the following situations are exempt from the competitive bid and competitive proposal requirements of this section:"
- Section 35.18(C)(3) states, " City standard, single-source and sole-source commodities or services are exempt from competitive bidding."
- Section 35.18(C)(5) states, "Utilization of other governmental agencies' contracts. Commodities or services that are the subject of contracts with the state its political subdivisions or other governmental entities including the United States Government, are exempt from this section, provided, however, that this division shall apply only if the contract expressly permits or if the awarding jurisdiction and/or the vendor agree to allow the city to purchase therefrom and if either: (i) the commodities or services are the subject of a price schedule negotiated by the state or federal government or by competitive bid by another governmental agency and not on any preference; (ii) or the price offered for the commodity or service exactly equals or is lower than the governmental contract from vendors awarded the governmental contract. Where an award is made pursuant to this paragraph, the terms and conditions agreeable to the City may be used in lieu of those terms and conditions of the contract with the other governmental agency."
- Section 35.21 of the City's Code of Ordinances is titled "AWARD OF CONTRACT."
- Section 35.21(A) of the City's Code of Ordinances is titled "City Commission approval."
- Section 35.21(A)(1) states, "An initial purchase of, or contract for, commodities or services, in excess of $25,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed."
SUMMARY EXPLANATION AND BACKGROUND:
1. The Fire Department has a $104,034 grant from UASI (Urban Area Security Initiative) and would like to use the funds towards the purchase of Holmatro extrication tools and nine (9) battery operated exhaust fans.
2. On August 6, 2025, City Commission passed Resolution 3922 authorizing execution of the Memorandum of Agreement (MOA) for participating Miami “Urban Area Security Initiative” (UASI) Grant. This purchase of extrication tools and battery-operated exhaust fans will be reimbursed through the UASI Grant.
3. The Fire Department obtained a quote from NAFECO, an authorized dealer for Holmatro Inc., products, in an amount of $55,530, for light-weight extrication rescue tools and accessories for suppression apparatus’ that allow quicker, easier and safer rescue procedures. The Fire Department currently utilizes products distributed by Holmatro Inc., and this purchase will support standardizing equipment and tools. Therefore, it’s recommended to purchase the tools and accessories as a sole source from NAFECO, Inc.
4. The Fire Department also obtained a quote from Municipal Equipment Company, LLC (MECO) for nine (9) battery operated exhaust fans, in an amount of $48,501, utilizing pricing from Lake County Contract No. 22-730H. Battery-powered fans offer several operational advantages over the gas-powered models currently in service. They start instantly with no fuel, cords, or mechanical troubleshooting, allowing faster and more reliable ventilation during critical early fireground operations. Because they produce no exhaust fumes, they avoid introducing carbon monoxide into the structure, improving air quality and safety for interior crews and potential victims. They are also much quieter, enhancing communication and situational awareness at the entry point.
5. Request Commission to approve the sole source purchase of the Holmatro extrication rescue tools from NAFECO and purchase of nine (9) battery operated exhaust fans from MECO for a total not to exceed $104,031.00, utilizing Urban Area Security Initiative (UASI) grant funds, pursuant to Sections 35.18(C)(3) of 35.18(C)(5) of the City's Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $104,031
b) Amount budgeted for this item in Account No: Funds are currently budgeted for this project in account: # 122-521-3030-664400-0000-000-0000-02024 (Other Equipment)
c) Source of funding for difference, if not fully budgeted: Not Applicable
d) 5 year projection of the operational cost of the project: Not Applicable
e) Detail of additional staff requirements: Not Applicable
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? Not Applicable.
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable.