Consideration and Approval of Contract:  Cooperative Purchase Contract with Municipal Emergency Services, Inc. for the purchase of specialized fire and safety equipment not to exceed $200,000 per budget year.

1. Approve the Cooperative Purchase Contract with Municipal Emergency Services, Inc. for the purchase of specialized fire and safety equipment not to exceed $200,000 per budget year; and
2. Authorize the City Manager to execute all necessary documents.

Adopting the Cooperative Purchase Contract with Municipal Emergency Services, Inc. (MES) would allow the Flagstaff Fire Department to purchase necessary specialized fire and safety equipment through MES by utilizing cooperative agreements for purchases of more than $50,000 without having to take each purchase to the City Council. The current timelines make it very hard to purchase needed safety equipment to ensure operational services are not delayed. The equipment to be purchased is typically a very specialized type or would be a replacement to match existing equipment for familiarity.

The Flagstaff Fire Department would only purchase equipment that is within the approved budget any given year. Utilizing the Cooperative Purchase Contract will allow the Flagstaff Fire Department to obtain better pricing through the underlying cooperative purchase contract.

Priority Based Budget Key Community Priorities and Objectives
Safe and Healthy Community.

Regional Plan:
Goal PF.3. Provide high-quality emergency response and public safety services including law enforcement, fire, medical, and ambulance transport service. 
Policy PF.3.1. Maintain high-quality effectiveness and efficiency in law enforcement, fire, and emergency services to the extent that is consistent with governmental operations, plans, public policies, population served, and monies available.

N/A

1. Adopt the Cooperative Purchase Contract with MES not to exceed $200,000 per year; or
2. Direct the Flagstaff Fire Department to solicit and purchase each piece of specialized fire and safety equipment.

Recently, the Flagstaff Fire Department held an academy process. Due to very tight timelines and extended hiring process, the Flagstaff Fire Department must meet potential hires one month prior to an academy starting. At this point, the potential hires must be measured for specific sizing of numerous types of specialized equipment. Each purchase is then special ordered through a vendor. These orders are then put on a fast track for build out and even then, the Flagstaff Fire Department works to get the specialized fire and safety equipment to new recruits before mid-academy. By authorizing the Cooperative Purchase Contract, the process can be sped up because each order over $50,000 will not have to be taken separately to City Council before the items are ordered.

City Purchasing Staff found that MES has a cooperative purchase Contract #032620 with Sourcewell to supply materials and/or services, which was awarded through a competitive and open procurement process. The Flagstaff Fire Department plans to utilize the MES Cooperative Purchase Contract to ensure the best pricing when purchasing important equipment. The Contract will be valid for as long as the underlying cooperative purchase contract is valid which will allow the Flagstaff Fire Department to purchase as need arises.

When equipment is needed in bulk for academies, updates, or replacement purposes, the Flagstaff Fire Department will add 1-3 months by receiving City Council approval for each purchase over $50,000. By utilizing the Cooperative Purchase Contract with MES, the Flagstaff Fire Department can order needed specialized fire and safety equipment when needed.

The Flagstaff Fire Department works to ensure that they are receiving the best pricing through the use of cooperative purchase agreements whenever possible.