Turnout Gear and PPE Management Software for the City of Buffalo Fire Department

CITY OF BUFFALO
NEW YORK
DEPARTMENT OF FIRE
68 COURT STREET
BUFFALO, NY 14202
PHONE (716) 851-5333
REQUEST FOR PROPOSALS
FOR
STRUCTURAL FIREFIGHTING PROTECTIVE CLOTHING (TURNOUT
GEAR) AND RESOURCE MANAGEMENT SOFTWARE
FOR THE
CITY OF BUFFALO FIRE DEPARTMENT
REQUEST FOR PROPOSALS ISSUE DATE:
Monday, September 21st, 2026
WRITTEN QUESTIONS DUE VIA EMAIL ONLY
Jeffrey Stauffiger, Deputy Commissioner-Operations, jstauffiger@bfdny.org
Monday, October 5th, 2026, BY 4:00 PM
RESPONSES TO QUESTIONS POSTED ON THE CITY'S
WEBSITE: www.buffalony.gov
Friday, October 9th, 2026, BY 4:00 PM
PROPOSALS DUE/CLOSING DATE
Friday, October 23rd, 2026, BY 11:00 AM

TABLE OF CONTENTS
SECTION 1 - PURPOSE AND INTRODUCTION ......................................................................................... 4
1.1 Narrative ............................................................................................................................................................ 4
SECTION 2 - INSTRUCTIONS TO OFFERORS ........................................................................................... 4
2.1 General Invitation .......................................................................................................................................... 4
2.2 Schedule ............................................................................................................................................................. 5
2.3 RFP Review, Additional Information and Questions ....................................................................... 5
2.4 Addenda and Modifications ....................................................................................................................... 6
2.5 Proposal Format ............................................................................................................................................. 6
SECTION 3 - REQUIRED CONTENT ............................................................................................................. 7
3.1 Cover Letter ...................................................................................................................................................... 7
3.2 Company Profile ............................................................................................................................................. 7
3.3 References ......................................................................................................................................................... 8
3.4 Technical and Implementation Plan ...................................................................................................... 8
SECTION 4 - SCOPE OF WORK ..................................................................................................................... 8
4.1 General ............................................................................................................................................................... 8
4.2 Goals/Objectives ............................................................................................................................................ 9
4.3 Specification - Structural Firefighting Protective Coat .................................................................. 9
4.4 Specification - Structural Firefighting Protective Pant ................................................................ 15
4.5 Specification - PPE Management Software System ....................................................................... 18
4.6 Sizing, Samples, Warranty, Delivery, Training, and Support ..................................................... 19
4.7 Questions for Offeror .................................................................................................................................. 21
SECTION 5 - EVALUATION AND SELECTION PROCESS ..................................................................... 21
5.1 Evaluating Proposals .................................................................................................................................. 21
5.2 Basis of Selection .......................................................................................................................................... 21
5.3 City's Reservation of Rights ..................................................................................................................... 22
SECTION 6 - CONTRACT TERM/CONTRACT AWARD ....................................................................... 24
SECTION 7 - INDEMNIFICATION/HOLD HARMLESS ......................................................................... 24
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SECTION 8 - INSURANCE COVERAGE REQUIREMENTS .................................................................... 25
SECTION 9 - GENERAL REQUIREMENTS ............................................................................................... 26
9.1 Non-Discrimination ..................................................................................................................................... 26
9.2 Americans with Disabilities Act Compliance Provisions ............................................................. 27
9.3 General Compliance .................................................................................................................................... 27
9.4 Executive Order 16-04 ............................................................................................................................... 27
9.5 Additional General Provisions ................................................................................................................ 27
9.6 Living Wage Policy & Minority/Women Business Enterprise Goal ........................................ 28
9.7 Inquiries ........................................................................................................................................................... 28
9.8 Conflicts of Interest and Non-Collusion .............................................................................................. 29
NON-COLLUSION CERTIFICATION ........................................................................................................... 30
APPLICATION FOR CONTRACT WITH THE CITY OF BUFFALO ...................................................... 31
FORM 2A - BIDDERS AFFIRMATIVE ACTION STATEMENT ............................................................ 33
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SECTION 1 - PURPOSE AND INTRODUCTION
1.1 Narrative
The City of Buffalo ("City"), Department of Fire, has issued this Request for Proposals ("RFP") to
secure a qualified provider to furnish structural firefighting protective clothing (turnout coats and
pants) that meets or exceeds the current edition of NFPA 1970, together with a PPE management
software system that enables the Department to track, forecast, and manage the full lifecycle of its
personal protective equipment ("PPE").
The Department currently manages turnout gear assignments, inspections, repairs, and replacement
planning through manual tracking and disparate spreadsheets. The City seeks to move to an
organized, data-driven program that provides Department leadership, middle management, and
firefighters with a common source of information so they can make faster decisions, control costs,
document activity, forecast budgets, and keep personnel properly equipped with serviceable,
compliant PPE.
This solicitation contemplates a single award for both (a) NFPA-compliant protective coats and pants,
and (b) a PPE management software system, so that the garments issued and the system used to
manage them are fully compatible. The specifications contained herein are considered by the City as
the most desirable, but alternate proposals equal to or substantially complying with these
specifications may be considered whenever such action is in the best interest of the City. Variances
to the specifications contained herein shall be stated in detail either on the specification sheet, where
applicable, or on a separate sheet of paper.
The proposal will be evaluated based on demonstrated compliance with the technical specifications,
the quality and serviceability of the proposed gear, the capabilities and ease of adoption of the
proposed software, ease of integration with current Department procedures and policies, and the
Offeror's past demonstrated performance with comparable fire departments. The Offeror's technical
ability and knowledge of all applicable laws, standards, and regulations as they apply to the City will
also be considered.
SECTION 2 - INSTRUCTIONS TO OFFERORS
2.1 General Invitation
The City invites all interested parties to submit proposals for the protective clothing and PPE
management software described herein.
The City of Buffalo Fire Department will receive all sealed proposals that have been addressed by no
later than October 23, 2026 at 11:00 am. All proposals must be clearly labeled on the front of the
package referencing "Turnout Gear and PPE Management Software," and delivered VIA MAIL
ONLY to:
Fire Commissioner Daniel J. Pizarro
City of Buffalo Fire Department
68 Court Street
Buffalo, New York 14202
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Offerors must allow sufficient mail delivery time to ensure receipt of their proposal at the specified
location no later than the specified date and time. It is solely the Offeror's responsibility to ensure
that the proposal is timely delivered. Delays in United States mail deliveries or any other means of
mail transmittal shall not excuse late proposal submissions. Offerors are cautioned that the City
cannot be responsible for the actions of your chosen mail carrier. City of Buffalo staff is available to
sign for deliveries on standard business days Monday-Friday from 8:00 AM to 4:00 PM. No in-person
deliveries by Offerors will be accepted on any day for this solicitation.
Proposals are solicited in accordance with the terms, conditions and instructions set forth in this RFP.
Submission of proposals via telephone, facsimile, e-mail or any other method not specifically
provided for herein is prohibited. Proposals must be completed in accordance with the requirements
of the solicitation. No amendments or changes to proposals will be accepted after the closing date
and time. No proposals shall be accepted after the stated deadline. The City reserves the right to reject
any or all proposals.
Any material misrepresentation made by a party may void their proposal and eliminate the party
from further consideration. Any proposal that is based upon violation of federal, state or local law, or
deemed to be non-responsive will be eliminated from consideration.
The City shall not be responsible for any expenses or charges incurred by any Offeror in preparing or
submitting a proposal, or in their providing any additional information considered necessary by the
City in the evaluation of their proposal.
We would appreciate the courtesy of promptly advising us if you do not intend to respond to this
solicitation so that we may properly maintain our records of those individuals/Offerors that
expressly did not wish to be considered.
2.2 Schedule
Listed below is the anticipated schedule for all actions related to this RFP. In the event that there is
any change or deviation from this schedule, such change will be posted on the City's website at
(www.buffalony.gov).
EVENT DATE
Issuance of RFP ............................................................................................................. September 21, 2026
Written Questions from Offerors due....................................................... October 5, 2026 by 4:00 pm
Responses to Questions posted on City website .................................... October 9, 2026 by 4:00 pm
Proposals Due ............................................................................................ October 23, 2026 at 11:00 am
2.3 RFP Review, Additional Information and Questions
Each Offeror is responsible for carefully examining all RFP documents and thoroughly familiarizing
themselves with each of the City's requirements prior to their submission of a proposal to ensure
that their responses are in compliance with the RFP.
Each Offeror is responsible for conducting its own investigations and any examinations necessary to
ascertain conditions and requirements affecting the requirements of this RFP. Failure to perform
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such investigations and examinations shall not relieve the Offeror from its obligation to comply, in
every detail, with all of the provisions and requirements contained in the RFP.
For purposes of this RFP, the City's designee shall be Jeffrey Stauffiger, City of Buffalo Fire
Department. Questions regarding the RFP shall be directed to the City's designee only. Any
impermissible contact with any other City officer or employee regarding the RFP during the
procurement period shall result in the rejection of any such Offeror's proposal. Offerors shall
communicate in writing only. All questions, requests for clarification or additional information must
be sent by email to Jeffrey Stauffiger, jstauffiger@bfdny.org and must be received no later than 4:00
pm on October 5, 2026.
Questions received from all Offerors will be answered and shared with all Offerors via the City's
website at (www.buffalony.gov) by 4:00 pm on October 9, 2026. No other representatives of the
City are to be contacted regarding this RFP. The City accepts no responsibility for, and each Offeror
agrees not to rely upon, any verbal or written statements or representations from any other person,
whether or not employed by the City.
2.4 Addenda and Modifications
The City reserves the right, in its sole discretion, to amend this RFP at any time prior to the deadline
for submission of the proposals. In the event that it becomes necessary to revise or expand upon any
part of this RFP, all addendums, amendments, and interpretations to this RFP will be made in writing
and posted on the City's website at (www.buffalony.gov). The City may also endeavor to notify all
Offerors to whom the RFP has been issued.
All addendums shall be incorporated as part of the RFP documents as though they were originally set
forth. The City does not assume any responsibility for the receipt of any addendum sent to any
Offeror.
2.5 Proposal Format
Offerors are advised to adhere to the submittal requirements of the RFP. Failure to comply with the
instructions of the RFP may cause their proposal to be rejected. Submission of a sealed proposal in
response to this RFP constitutes acceptance of all requirements outlined in the RFP.
One (1) original proposal must be prepared on 8" x 11" letter size paper, printed double-sided, and
bound on the long side. One (1) USB Flash Drive containing an Adobe Portable Document Format
(PDF) version of all proposal materials must also be provided. Each page of the submission must be
numbered in a manner so that it can be uniquely identified. Legibility, clarity and completeness are
required.
The proposal must be signed by the Offeror or their authorized representative who shall have the
authority to legally bind the Offeror(s). The proposal shall also contain a statement that the proposal,
including all proposed prices contained therein, shall remain firm and irrevocable for a period of sixty
(60) days following the City's receipt of such proposal and through the award of the contract.
In the event that an Offeror cannot comply with any term, condition, or requirement of this RFP, such
noncompliance must be clearly noted on the Offeror's letterhead and submitted with the proposal.
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For the technical specifications set forth in Section 4, the Offeror shall additionally mark
"COMPLIANT" or "EXCEPTION" for each specification item and detail every exception. Offerors are
cautioned that such noncompliance may result in disqualification of their proposal, at the sole
discretion of the City. No allowance will be made for unnoted non-compliance of any kind by the
Offeror.
SECTION 3 - REQUIRED CONTENT
3.1 Cover Letter
Each Offeror or their authorized representative shall prepare and sign a cover letter. Submission of
the letter shall constitute a representation by the Offeror that it is willing and able to perform the
services and furnish the products described in the RFP and their proposal.
The cover letter must explain the Offeror's understanding of the City's intent, objectives, and how
Offeror proposes to achieve those objectives. It must also discuss the Offeror's plan for implementing
the described services, including any proposed approach to product delivery, software
implementation, project management, training, and any additional factors that may be beneficial to
the City in achieving its goals.
3.2 Company Profile
Each Offeror is required to prepare and submit a brief description of the Offeror's firm, company, or
corporation, which must include:
* Name, mailing address, email address, telephone number and fax number of the primary
contact person for the firm;
* A brief description of the firm, including the number of years in business, major business lines,
major markets served, company history, relevant operating segments, primary vision and
strategy, number of employees, office locations and any Joint Venture Partners;
* A detailed background of your firm's subject matter expertise in structural firefighting
personal protective equipment and PPE lifecycle management;
* A copy of any resolution or some other form of authority, signed by a Chief Executive Officer,
Corporate Secretary, or managing partner, which lists the specific officers who are authorized
to execute agreements on behalf of the Offeror;
* Financial details demonstrating your firm's financial capacity to undertake and complete the
project;
* Each Offeror must provide a list of at least three (3) customers, including one (1) government
agency, where their turnout gear and/or PPE management software has been provided and
subsequent improvements that were made as a result;
* The list must identify your staff members who worked on each project, budget, schedule and
project summary. Descriptions should be limited to one page for each project;
* Each Offeror must provide a summary of their professional qualifications and the experience
of all team personnel who will be dedicated to the services described in this RFP, including
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title and reporting responsibility, proposed role in this project, pertinent areas of expertise
and past experience, base location, and curriculum vitae.
3.3 References
Each Offeror must provide references from at least three (3) customers or of companies or other
entities of comparable characteristics as the City of Buffalo, where their products and/or software
have been successfully implemented and have been in use for at least six (6) months. Experience will
not be considered unless complete reference data is provided. At a minimum, the following
information must be included for each client reference:
* Client name, address, contact person name, telephone, and fax number;
* Description of products and services provided similar to those outlined in this RFP;
* Nature and extent of Offeror's involvement as the prime service provider;
* Identity of services, if any, subcontracted, and to which other company;
* Total dollar value of the contract;
* Contract term (start date and expiration date).
3.4 Technical and Implementation Plan
Each Offeror must submit a technical and implementation plan that is comprehensive and contains a
detailed description of the proposed turnout gear, the proposed PPE management software, and the
processes by which they will deliver, implement, train on, and support both. Offerors must also
describe the project management methodology that will be used to execute their plan.
All responses must include anticipated costs and an anticipated delivery and implementation
timeline. Where appropriate, each Offeror must provide an estimate of what resources including,
facilities, equipment, personnel, communication technologies and other resources that may be
required from the City for implementing any proposed plan. This estimate must, at a minimum,
identify the reason, type and any resources that the Offeror expects the City to provide.
SECTION 4 - SCOPE OF WORK
4.1 General
The successful Offeror shall furnish structural firefighting protective coats and pants meeting the
specifications set forth in Sections 4.3 and 4.4, and shall furnish, implement, and support a PPE
management software system meeting the requirements set forth in Section 4.5. The Offeror shall
also satisfy the sizing, sampling, warranty, delivery, training, and support requirements set forth in
Section 4.6.
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4.2 Goals/Objectives
* Equip Department personnel with structural firefighting protective clothing that meets or
exceeds the current edition of NFPA 1970 and is third-party certified.
* Provide gear engineered for firefighter mobility, thermal protection, moisture management,
and long service life.
* Implement a PPE management software system that consolidates gear assignment, inspection,
repair, contamination, and replacement data into a single source of information.
* Enable data-driven budgeting, forecasting, and repair-versus-replace decision making across
leadership, PPE managers, company officers, and firefighters.
* Transition the Department from manual tracking to an organized program with minimal
operational disruption and a short learning curve.
4.3 Specification - Structural Firefighting Protective Coat
The specifications below describe the coat the City considers most desirable. Offerors shall mark
COMPLIANT or EXCEPTION for each item. Where a specific material or component is described, an
approved equal that meets the stated performance and construction requirements may be proposed
and must be documented in detail. All measurements are approximate and have an industry standard
+/- tolerance.
SCOPE
The purpose of the clothing is to provide protection during structural fire-fighting operations where
there is a threat of fire or when certain physical hazards are likely to be encountered, such as during
non-fire-related rescue operations, emergency medical operations, and victim extrication.
COMPLIANT EXCEPTION
STANDARDS
All garments produced shall meet or exceed the criteria set forth in the current edition of NFPA 1970,
Standard on Protective Ensembles for Structural Fire Fighting and Proximity Fire Fighting, FED-
OSHA CFR 1910, Subpart L, and OSHA 29 CFR Part 1910.1030. All components and composites used
in the construction of the garments shall be third party tested, certified, and listed for compliance to
NFPA 1970, and the label of the third-party certification organization shall denote certification. The
manufacturer shall be registered to the ISO 9001 Quality Management Standard to assure a
satisfactory level of quality.
COMPLIANT EXCEPTION
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COMPOSITE PERFORMANCE
The garment composite, consisting of the outer shell, moisture barrier and thermal liner, shall
provide a Thermal Protective Performance (TPP) of not less than 36; a Total Heat Loss (THL) of not
less than 225; and an Evaporative Resistance value meeting the requirements of NFPA 1970, which
is less than or equal to 45 Pa*m2/W. The garment composite from the shoulder areas and the knee
areas shall be tested for resistance to heat transfer as specified in NFPA 1970, using the Conductive
and Compressive Heat Resistance (CCHR) test method, and shall demonstrate passing performance.
The Heat Transfer Index rating shall be a minimum of 25 seconds for the shoulder when measured
at 2 psi and a minimum of 25 seconds for the knee when measured at 8 psi.
COMPLIANT EXCEPTION
OUTER SHELL MATERIAL
A 7.0 oz./sq. yd. (+/- tolerance) PBI-dominant blend outer shell, comprised of approximately 70%
PBI/para-aramid spun yarns and 30% 600 denier para-aramid filament in a twill weave, with a non-
fluorinated durable water repellent finish. Color shall be Gold, or as otherwise specified by the
Department.
COMPLIANT EXCEPTION
MOISTURE BARRIER MATERIAL
A moisture barrier comprised of a breathable proprietary film laminated to an aramid blend face
textile and an aramid backer textile. The moisture barrier shall meet the optional requirement in
NFPA 1970 allowing the following labeling: "THIS MOISTURE BARRIER UPON CERTIFICATION HAS
A PFAS (TOTAL FLUORINE) CONCENTRATION OF NO MORE THAN 100 PPM." Moisture barrier
seams shall be sealed with tape and a sealing process affording bacteriophage penetration resistance
performance.
COMPLIANT EXCEPTION
THERMAL LINER MATERIAL
The thermal liner shall be comprised of a high-lubricity, stress reducing, filament/spun face cloth
weighing approximately 3.8 oz/sq. yd. The meta-aramid filament yarns shall represent no less than
60% of the face cloth's composition and shall be positioned in the warp direction of the weave in
order to optimize their slippery characteristics on the face. Spun yarns comprised of meta-aramid
and FR rayon with superior wicking characteristics shall be used to promote moisture management
within the garment. The face cloth shall be quilted to one layer of apertured (11-13 apertures/sq.
inch) spunlace aramid (approximately 85% meta-aramid / 15% para-aramid) weighing
approximately 1.5 oz./sq. yd. with a non-fluorinated durable water repellent finish. An additional
layer of 3.0+ oz./sq. yd. meta-aramid chambray face cloth with a non-fluorinated durable water
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