Phenix Fire Helmets

The City of Madison Purchasing Services, on behalf of the Madison Fire Department, issued Request for Quotation (RFQ) #4728-0-2018-BO to procure Phenix fire helmets with specific technical requirements. The procurement seeks Phenix TC-1 Composite and Phenix TL-2 Leather Fire Helmets in multiple color options (white, red, black, flat black), with mandatory components including ESS Firepro goggles and ratchet suspension systems with detachable earlaps. Optional upgrades include extra-large suspension, deluxe leather comfort packages, NFPA-compliant chinstraps, custom name stamps, and brass finials. The estimated annual order ranges from 20 to 50 units, with color designations for different fire department roles: black for firefighters, red for company officers, and white for chief officers. The RFQ was released on May 3, 2018, with a submission deadline of May 17, 2018, at 2:00 PM CST, and required bidders to complete Form A (Price Proposal) and Form B (Bidder Information). Evaluation criteria included cost, quality, compatibility, warranty, delivery timeframe, past performance, and service capability, with quotes remaining binding for 90 days following the due date.

The procurement offered a local vendor preference scoring advantage for suppliers registered through the City of Madison's local purchasing program. Four vendors submitted bids: Dinges Fire Company, Jefferson Fire & Safety, US Fire Equipment, and WS Darley & Co, with WS Darley & Co ultimately being awarded the contract for providing the lowest overall pricing and meeting delivery timeline requirements. The contract specified no substitutions would be accepted for the Phenix helmet models, ensuring standardization for the Madison Fire Department. WS Darley & Co's pricing was $244.44 for the Phenix TC-1 Composite Helmet and $485.56 for the Phenix TL-2 Leather Helmet, with upgrade costs ranging from $5.56 to $43.22. Future year price increases were capped at 3.00 percent annually for 2019 and 2020, compared to 5.00 to 7.00 percent proposed by competing bidders. Delivery timelines for the helmets ranged from 3 to 15 weeks depending on the specific item ordered. Technical questions were to be directed to Tim Mrowiec, Division Chief of the Madison Fire Department, while procurement questions were to be directed to Brittany O'Donnell in Purchasing Services.