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HomeMy WebLinkAbout2023-03-13 Standardization Committee MinutesCOUNTY OF HAWAI'l Monday, March 13, 2023 County Building Finance Conference Room 25 Aupuni Street, Suite 2103 Hilo, Hawaii CALL TO ORDER The meeting was called to order by Chairperson Deanna Sako at 10:42 a.m. ATTENDANCE There was a quorum with the following committee members and staff in attendance: Deanna Sako, Director of Finance J Yoshimoto, Assistant Corporation Counsel Reid Sewake, Business Manager of Parks & Recreation Grant Nagata, Business Manager of Office of the Prosecuting Attorney Malia Kekai, Deputy Director of Public Works Also present: Diane Nakagawa, Deputy Director of Finance Sarah Yeckley, Purchasing Agent of Finance Ian Chadwick, Assistant Fire Chief of Fire Vern Hara, Battalion Chief of Fire Crystallene Pacheco, Private Secretary of Finance Absent: Stephen Pause, Director of Public Works INTRODUCTION Those present at the meeting were introduced by Ms. Sako. MINUTES OF NOVEMBER 14,2022 MEETING Mr. Yoshimoto moved to approve the minutes of the November 14, 2022 meeting. Mr. Sewake seconded. Motion carried. STATEMENTS FROM THE PUBLIC (AGENDA ITEMS ONLY) There were no written statements from the public. NEW BUSINESS Agenda Item 1: Standardize the purchase of Star Trac 8 Series TRX with LCD Treadmills. Members of the committee reviewed the written request and attachment submitted from the County Fire Department. Mr. Chadwick — I would like to read from a research paper I turned in. This is to support the justification for standardizing the purchase of these treadmills. On August 8, 2020, a 49-yr old male career FEO was performing CPR when he suffered cardiac arrest. heard the radio traffic requesting an additional medic unit to the scene. Not knowing the second patient was our own, I initiated response. We lost our own and I lost a good friend. Tragically, this lost was preventable and the likelihood this could occur again within our department and will occur in future departments across the country as sudden cardiac deaths is the most common cause offirefighter fatality according to N10SH. Recommendations from NIOSH reports include providing annual medical examinations consistent with NFPA 1582, consider performing exercise stress test on personnel with risk factors, institute a mandatory fitness and wellness program consistent with NFPA 1853, perform annual physical ability test consistent with NFPA 1500 and perform autopsies on fire service pet personnel and expand access to critical incident stress counseling to members of the department. While Hawaii fire department made ajinv reactionary changes di(e to our own line of ditty death, we stopped short of an acting impactful change. Our department had a wellness fitness program but dite to lack of funding, this program shut down approx. 6 years ago. The International Association of Firefighters has revamped their 1AFF17AFC Peer Fitness Trainer program, now titled, Fit to Thrive. Additionally, NFPA 1583 Standard on Health -Related Fitness Programs for Fire Department Members states the Fire Chief shall appoint a Health & Fitness Coordinator and all members shall participate in an annual fitness assessment tinder the supervision of this coordinator. To prevent future death and disability, Hawaii Fire Department needs to implement this program. Mr. Chadwick - We did have this wellness fitness program purchased through a 2008 AFG Grant and the department purchased $200,000 worth of equipment and stood up a peer fitness team. The objective of the team was to go out to the stations, do an evaluation on the personnel and determine on an individual basis of what their goals were; be a faster runner, lose weight, etc. and provide them tools to achieve those goals. In addition to treadmills, we purchased dual cross machines and several assessment materials. Of the $200,000 in equipment, in March 2009 we purchased twenty-two treadmills at a cost of $3,543 each. I was told it was half -off due to the volume we acquired. In 2010, while working at a station, we called a repair man in, and he stated he's never seen the treadmills before and had to do research and get back to us. In the meantime, I called the 800 # on the placard for Free►notion and they walked me through fixing it. I became a contractor to do treadmill repairs for Freemotion. For the last 14 years, I had all twenty-two treadmills working at the fire stations. Unfortunately, they no longer have parts, and we have twenty-two failing treadmills. To follow NFPA and most importantly to keep our personnel healthy, we must come up with a plan. There is no probability we are getting another grant to purchase all twenty-two equipment at one time. Our hope is to cycle through this so by the time we've purchased all twenty-two treadmills; it's time to start all over again and keep this as a reoccurring line item on our budget. The problem is, we can't put something out to bid and end up with piecemeal/different treadmills all over the island. We recognize the importance of the treadmills for our personnel. We have experienced treadmill(s) breaking and have seen how upset some personnel would get. Not only speaking from a fitness perspective but personnel see things that nobody should have to see or experience. The ability for us to have them exercise to release any stress and stay close and within the station to answer the alarm is essential. Mr. Hara — My job is to procure equipment for the department. We have about three to four treadmills in the warehouse currently that Mr. Chadwick is cannibalizing parts. We have at least four stations that don't have treadmills. After being in the position for a year and a half, I realized we didn't do our due diligence in creating a replacement timeline. My plan would be to start a program on replacing equipment before they break, but in this case, the treadmills are already broken or breaking apart with no replacement parts. I reached out to HPD who just got new gym through a grant, and they are using the Star Trac brand. I also reached out to my friend JD Penn, owners of the upcoming UFC! gym and asked what types of treadmills he would suggest for our department. They are currently using the Star Tracs in their old gym and will be bringing in the same treadmills for their new gym. JD stated they are bomb proof and like it a lot. They've been through every single commercial treadmill. Treadmills get a lot of use and there is always a wait line to use them. Since we are unable to get a AFG grant again, how can the department get the same equipment, have consistency, and not have five different treadmills? We will have an issue with finding someone to fix all the different models, especially if we're purchasing two or three a year. There will be a local repair person on the island for the Star Trac treadmills according to Mr. Penn. Can we work with Mr. Penn, through the UFC Gym to get the treadmills price half -off? They are willing to help us purchase the treadmills; are we still be able to work through the bidding process? I feel if we go with the subject matter experts and me doing quick research with HFD and UFC Gym where both subjects stating this is the treadmill to use, I feet inclined to trust them. Per our Finance section, we were directed to request for standardization. It doesn't matter at this point what kind of treadmill, it's more important that we have consistency. I do not want the nightmare of receiving a variety of treadmills each year and not having a service technician available, Ms. Kekai — What is the useful life? Mr. Hara — I think these have a 5-year warranty, not sure. Ms. Kekai — What is the average price per treadmill? Mr. Hara — MSRP was approximately $9,000 but Mr. Penn received their treadmills for about $3,500 and he was willing to get that price for us. Not sure if we are able to work that out with them due to our procurement laws. Mr. Chadwick — The current treadmills we have are fourteen years old and they have reached the end of their useful life where they are no longer making parts to service them. Ms. Sako — Your specs can include 'must have an on -island service rep. How many other types of treadmills are similar in this category? I understand commercial grades are not necessarily all the same quality. Mr. Hara — Every treadmill has a commercial grade. When researched, I didn't see anyone else with an on -island service technician. I looked only at a couple and after conversing with people, my focus was just on getting the Star Trac brand. Ms. Sako — Did anyone test the various treadmills? Mr. Hara,- No, but I did get on the Star Trac. Ms. Sako — Did you compare the Star Trac to other treadmills? Mr. Hara­ No, I don't know where else to look. We have no retailer on the island. Ms. Kekai — Do you know how many distributors there are for this equipment? Mr. Hara -- I only know of the UFC Gym; though anyone can purchase them. I'm sure many will work as a middleman if the bid comes out. Star Trac is sold everywhere and not specific to any one dealer. Mr. Yoshimoto — Other than what you already described; what distinguishing features make this equipment stand out? Mr. Hara — I feel it the longevity and the ability for it to be used every day for how every long the gym is open. When I visited the HPD gym, there were off -duty officers using them. As for the specs, they all can incline, the horsepower motor might differ, but they're all similar. Mr. Yoshimoto — Are you saying that equipment has a good track record with the County? Mr. Hara — Yes, with HPD and the Penns. Mr. Yoshimoto — Are there other County's using this equipment? Al M: F.MMZ • Mr. Chadwick — We can research that and get back to you. Ms. Sako — I'm sure Police didn't standardize on this model; they must have just provided specs. Ms. Yeckley - I will check with Nicole. Ms. Kekai — Do you know how long HPD had their equipment? Ms. Sako — I remember when they got the grant, not sure exactly when they got their equipment. Mr. Hara — Maybe a year or two, their gym is brand new. Ms. Nakagawa - For the brand you are currently using, do they not have an option or commercial type treadmill? Mr. Hara - They do. Mr. Chadwick - Freetnotion does not have a repair person here and the only repair person we are able to get in touch with is not very trustworthy. Mr. Sewake - Does the repair person on the island service the HPD treadmills? Mr. Hara - Not sure. Ms. Kekai - Is there any one thing you can point out that would enhance job performance on this specific machine? Mr, Hara - Unfortunately, no. Ms. Sako - Other than a gym, I can't think of any place that would get as much use as your treadmills. Ms. Kekai - Are there stats on safety? How many injuries have happened on different treadmills? Mr. Hara - I have not done an investigation, only aware of Peloton. Ms. Sako - Does this equipment have a heart rate monitor? Ms. Kekai and Mr. Chadwick - Most all have monitors on them. Mr. Chadwick - There's no denying our department need treadmills but don't think we need this specific brand. We're here because we were told to go through the Standardization Committee. Ms. Sako - Yes if you want to be consistent. Police has it and later if we had to cannibalize for parts, it's always nice when another department has the same thing and if you want all twenty-two treadmills to be the same. Mr. Chadwick - Since WFI has restarted the Fit to Thrive fitness program, we aspire to have individuals that are able to evaluate our personnel. One way to accomplish doing the program and having the same equipment model is doing an estimated V02 Max and provide an instruction sheet that follows personnel around regardless of what station they're located. Mr. Nagata - How's the availability or lead time for these treadmills? With Police and the UFC Gym wanting these treadmills, if approved to standardize and place the order, how long would you be waiting? Mr. Hara - We're only purchasing two per year. Would guess the wait time would be the same versus any other model. Ms. Nakagawa - What we could do when we issue a solicitation is say the Fire department is looking to purchase up to X # of treadmills over time and we can renew the contract and continue to buy that model, but if you're doing two a year and you need twenty-two, we'll end up looking at another model, doesn't make any sense. Even if it's a five year or a one and four option years to buy treadmills then you'll get the consistency and probably change in five years. It's a hard sell, there's no doubt you need it. There are so many treadmills, in gyms there's multiple brands that are used across the country that work just as well. It's hard for us to justify one brand. Mr. Chadwick — We are working on having a repair person for our department and perhaps this position can eventually repair the treadmills. When doing repairs, I have an action packer filled with the common parts in them for just one model. If we have multiple brands, the in-house repair person would need to figure out what model is at what station and figure out what parts he would need to bring with him, Ms. Nakagawa — Are you looking at purchasing other types of equipment for this fitness program? Mr. Chadwick — No, everything else that we purchased are still functioning perfectly fine. Ms. Sako — The treadmills appear deteriorate the fastest. Mr. Chadwick — Yes. The frames are very rusty, and I have changed a variety of parts on every single treadmill. I would continue to change parts but unfortunately they no longer make the parts. Ms. Kekai — If they truly are the only ones that have on -island tech support then if you put it out to bid, they should be the only ones to qualify technically. Ms. Sako — I understand. Twenty-two is a lot. Whether we do it all one time or over several years. We do not want to be too specific when we standardize because the model of anything changes from time to time, no matter what the version is. Is the Star Trac 8 the most current one? Mr. Hara — I believe they have a 10. Ms. Sako — Ok, it's the model they're on, we're not looking at the version. Ms. Yeckley — It makes sense you want consistency across all your stations for repairability. If you're able to buy more than two at one time for the cost savings you might be able to generate that would be sense as well. If there's personnel moving from station to station, they'll know how to use the equipment, it's not a new learning curve, and the health component of it is important. Your case is strong for why it's needed, but wondering what is it about this one; to standardize this? Mr. Chadwick - How do we achieve standardizing this model? Mr. Sewake — Do you have funds for this year to purchase a couple? Mr. Chadwick — We're too late for this fiscal year. Need to do for next fiscal. Mr. Sewake — Maybe you should go ahead and order two and see from there. Ms. Sako — Once you get whatever you order, if it's good, whether it's this brand or not, come back to our committee because you will want all of them to be the same for consistency. Giving the health rationale, logging down standardized instructions for your personnel, and being able to share parts with Police, etc. Also, being that you need twenty-two, we want to make sure you can get all of them and get a good deal on them. Mr. Chadwick — How does procurement rules work, as mentioned with the Penns, they have this buying power, are we able to leverage that opportunity? Ms. Kekai — If they want to be a distributor; they would have to be a vendor and be compliant to bid. Ms. Yeckley — It can be done that way if they choose to take that route. Mr. Chadwick — I suspect Star Trac would have rules on their end as far as selling their products to the Penns for half -off and them turning around to make a profit. Ms. Kekai — It's for their legal counsel to take care of . Ms. Sako — I think we would do better purchasing twenty-two or eleven at the same time where we can get a volume discount. I'll also check on your supplemental budget request. If four treadmills are down, what are those employees doing? Mr. Chadwick — Nothing without the treadmills. Is there such a thing as a lease program with the county? We purchase twenty-two and pay back? Ms. Sako — Yes, we have done that before. Instances of either we didn't know of the need, not being aware of a need or not knowing how severe the need was. Mr. Chadwick — We would be encountering the same problem again in 14 years or so. Ms. Sako — Yes, so breaking up the purchases in half or breaking them in three groups would work. At least the four stations without treadmills get their equipment first. We would get all the same if we bid it out and you could standardize after; we do want them to be all the same, it's understandable. Mr. Hara — This company has a First Responder (group) discount. I didn't reach out to get information thinking we were unable to afford to purchase enough to take advantage of the group discount. Ms. Kekai - Perhaps buying seven per year for the next three years. Ms. Hara - That would be awesome to stagger the purchases. It wouldn't be all breaking at the same time. Ms. Sako -- I'm sure some will last longer. Ms. Kekai — And some will get more use than others. What's the weight limit? Mr. Hara — 500 lbs. max. Ms. Sako — Any other questions? None. A vote was taken, there was no one in favor of standardizing the purchase of Star Trac 8 Series TRX with LCD Treadmills for the County of Hawai'i Fire Department. Motion was defeated. Ms. Sako, — We are committed in getting you the same equipment. You will need to go out to bid and see what you get. Police didn't standardize but we're sure they provided specs. Fire can use the same specs and theoretically you should get the same thing and you would add the on -island service too. We'll find out more information on Police's bid, get you more information and you can update the specs, we'll assist with getting the one or two equipment to try it out and ultimately work on standardizing for the rest. Writing up for the standardization will be important, include uniformity, consistency, etc. I'll look at your supplemental request and look for funding. It's a good idea to work on getting all twenty- two treadmills now, work on a replacement plan, and after 10 years or so order equipment in small units. ANNOUNCEMENTS 1= ADJOURNMENT There was no further business. Ms. Kekai made a motion to adjourn the meeting and it was seconded by Mr. Yoshimoto. The meeting adjourned at It: 19 a.m. Respectfully submitted, Crystallene Pacheco