Committee approves replacement of SCBA fill station; decontamination unit approval made contingent on outreach to bidders

The Finance Committee on Jan. 6 approved replacing the Central Fire Station's aging self-contained breathing apparatus (SCBA) fill station and conditionally approved adding a decontamination wash, contingent on staff follow-up with bidders and procurement rules.

Staff told the committee that the SCBA fill station is 14 years old, obsolete and difficult to get parts for; the capital budget for February 2025 included replacement. Staff received four bids and recommended replacing the unit rather than retrofitting the old system. Industrial Protection Services LLC submitted the lowest bid for replacement and also offered the option to add a three-bottle station. The company quoted $54,006.20 to install the three-bottle station and provided a separate quote of $39,185 for a decontamination wash. Staff said the combined cost of $93,805 is under the $100,000 allotted in the approved capital budget.

Several committee members questioned the procurement process after staff said the decontamination unit was not included in the original solicitation and only one company submitted a price for it. A committee member told staff, "I don't think you're being fair to the public by not bidding it with all of the people that originally bid," and urged staff to contact the other bidders because the added quote pushed the total above the typical small-purchase threshold discussed at the meeting. The finance director responded that negotiating with the low bidder is allowed under policy and that staff could reach out to other bidders; staff offered to tabling the item or to proceed with a conditional approval.

The motion approved installation of the new three-bottle SCBA fill station and made approval of the decontamination wash contingent on staff outreach and verification that the quoted price remains the best option. The committee recorded a motion and second; the transcript records no objections.