Title
Protective Footwear Contract (Ordinance S-46738)
Description
Request to authorize the City Manager, or his designee, to add additional expenditures to Boot Barn Contract 148178, Foot Solutions for Life, LLC doing business as (dba) Foot Solutions Contract 148180, Uniforms, LLC dba Ace Uniforms of Phoenix Contract 148177, Red Wing Brands of America, Inc. Contract 148175, Industrial Safety Shoe Company dba Industrial Shoe of Arizona Contract 148919, and Jay R Rivin dba Jr's Shoes and Boots Contract 148179, to provide protective footwear to meet the City's requirements of Administrative Regulation 2.313 Personal Protective Equipment (PPE), in the amount of $1,350,000. Further request authorization for the City Controller to disburse all funds related to this item.
Report
Summary
Additional funds are necessary for employee safety by minimizing exposure to hazards that cause serious workplace injuries and illnesses. The requested products are critical to safe Citywide operations and will aide in meeting the Administrative Regulation 2.313 requirements, that sets administrative controls to eliminate employee exposure to unsafe conditions. Vendors will provide protective footwear to meet the Occupational Safety and Health Act section 5(a)(1) General Duty Clause, which states each employer "shall furnish to each of his employees employment and a place of employment which are free from recognized hazards that are causing or are likely to cause death or serious physical harm to his employees." The City has recently improved the process to track safety footwear purchases leading to a more accurate forecast of future spend amounts. Per the City Manager's Office, a contract audit was performed by the City Auditor to analyze contract spend, evaluate department processes for ensuring accurate and appropriate issuance of protective footwear vouchers and review the voucher payment process. As a result of the contract audit, recommendations were made to improve payment processes, improve documented voucher procedures and an estimated annual contract spend of $450,000 was found to be accurate. With the contract expiration date of June 30, 2023, an additional $1,350,000 funds are required through the end of the contract period. Protective footwear purchases were charged to approximately 20 departments across the City, with the Water Services Department 32 percent and Public Works Department 20 percent making up over half of the yearly footwear purchases.
Financial Impact
With the $1,350,000 additional funds, the contract's revised aggregate value through June 30, 2023 is now $2,200,000, and the revised estimated annual expenditure is
$440,000. Water Services, Public Works, Street Transportation, Parks and Recreation and Aviation departments are the primary users and funds are available in each department's budget. The contracts are available to all City departments.
Concurrence/Previous Council Action
These contracts are the result of RFQu 18-184 awarded by Formal Council Action on the July 5, 2018 Council agenda with an estimated aggregate amount of $500,000.
Department
Responsible Department
This item is submitted by City Manager Ed Zuercher and the Finance Department.