Public Health and Safety Board Meeting - Dec 3, 2025

The December 3rd, 2025, meeting of the Public Health and Safety Board, chaired by Director Andrew Merkley, was convened to address several procurement items for the Indianapolis Fire Department and Indiana Task Force One. The Board reviewed and unanimously approved contracts for new vehicles, uniforms, maintenance services, loose equipment, and advanced communications technology upgrades. The meeting included clarifications regarding federal funding reimbursements, fleet composition, and budget allocation structures for various departments.

Consent Calendar

• Approval of minutes from the previous meeting was moved, seconded, and passed unanimously.

Public Comments & Testimony

• No public comments or testimony were recorded during the session.

Discussion Items

Item 120325A: Contract for Model One Commercial Vehicle (Van)

• The Indianapolis Fire Department (Indian Task One) sought approval for a contract to purchase a 15-passenger van to transport members during deployment and training.
• Clarification on Funding: The speaker confirmed that while municipal departments may front costs, the project is fully reimbursed by FEMA under federal guidelines.
• Context on Deployment: Indiana Task Force One was described as a federal asset (one of 28 teams) specializing in urban search and rescue for local, state, and federal emergencies (e.g., building collapses in Miami, flooding in Kentucky). Members are volunteers, with deployments typically occurring 1-4 times annually.
• A clarification was made that the fleet size allows for up to seven vehicles under the current FEMA cash movement plan.

Item 120325B: Contract for Star Uniform

• The Board reviewed a $150,000 contract to supply uniforms to approximately 186 members (capable of 200), including new recruits currently in training phases under federal guidelines.
• Speaker Position on Usage: The speaker explained that damaged or expired uniforms are recycled, destroyed, or replenished using the new contract for new members joining every two years.
• Uniform Specifications: The contract includes comprehensive gear: helmets, gloves, three pairs of boots (including specific urban search/rescue and structural colors), and other necessary equipment.
• Clarification on Deployment: A board member inquired about the nature of deployments, and the Director reiterated that these are volunteer public safety officials activated as needed for emergencies around the city, state, or country, with pay provided by federal dollars only during active deployment.

Item 120325H: Vehicle Maintenance and DOT Inspection Contract

• The Board considered a two-year contract with Free Enterprise for maintenance and DOT inspections for the task force's fleet.
• Fleet Clarity: A back-and-forth discussion occurred to clarify the exact number of vehicles, eventually confirming the fleet consists of 11 vehicles (3 semis, 2 box trucks, 2 550s, 2 350s, and 2 250s), each with a trailer.
• Cost Context: The speaker noted the vehicles are approximately 20 years old with low mileage (avg. 70,000 miles total for 20 years) and that the $250,000 contract value is due to the high cost of maintaining aging fleet components like hoses and dry-rotting parts.
• Contract History: Free Enterprise was the sole bidder after a previous contract expired in September; pricing remained consistent with previous bids.

Items 120325E, F, G: Loose Equipment and Tools Contracts

• The Board reviewed three separate contracts ($150,000 each) with vendors McQueen, NES Service Company, and Hoosier Fire Equipment for loose equipment (nozzles, hoses, ladders, tools).
• Budget Clarification: A board member expressed confusion regarding whether the total budget was $150,000 shared among vendors or $450,000 total. The purchasing manager clarified that the agency allocates a $450,000 cumulative maximum across the agency for these specific contracts over two years, with each vendor having an individual $150,000 bid cap, though actual spending is expected to be significantly lower and varies by division needs.
• Procurement Strategy: The equipment list was narrowed from a previous broad contract to specific items used annually. Splitting the contract among three vendors allowed the Fire Department to select the lowest-priced vendor for specific brands (e.g., Alkalite vs. Dual Safety ladders) while maintaining uniformity.
• Financial Oversight: The Board CFO (Don Sykes) and division managers confirmed final oversight of all invoices and budget adherence.

Item 120325C & 120325D: Technology Upgrades (CradlePoint 5G & A140 Tablets)

• Item C (CradlePoint 5G & Antennas): The Board discussed a $346,000 contract to replace CradlePoint modems and install dual-fin shark antennas in 175 apparatuses (primary fleet, reserves, and chief vehicles) to enable 5G connectivity.
• Speaker Position on Benefits: The Chief Technology Officer (Gail Rolfson) argued full support for this upgrade, outlining its critical role in:
  • Transmitting EMS reports and building data to speed up patient care.
  • Enabling telematics (oil change alerts, tire mileage).
  • Supporting the Internet of Things (IoT) and future AI applications (3D mapping, real-time biometric monitoring of firefighters, ambient air quality detection via gas detectors).
  • Updating 3G/4G systems to 5G capabilities required for new Knox Box and heart monitor integrations.
• Replacement Cycle: The current 72 units are being replaced with 175 units. The contract covers a five-year financing period (60 months), similar to the previous cycle ending in August.
• Item D (A140 Tablets): The Board reviewed the purchase of 30 A140 tablets (GTACs) to replace older Dell units. These devices are used for EMS reporting and data transfer.
• Lifecycle Management: Devices are kept for five years, repurposed for training, or surplusced thereafter. The board noted the device is currently the only monitor of its size on the market.

Key Outcomes

• Item 120325A: Motion to adopt the contract for the 15-passenger van passed unanimously (Aye).
• Item 120325B: Motion to adopt the $150,000 uniform contract with Star Uniform passed unanimously (Aye).
• Item 120325H: Motion to adopt the two-year maintenance contract with Free Enterprise passed unanimously (Aye).
• Items 120325E, F, G: Motion to adopt the three loose equipment contracts ($150,000 each) passed unanimously (Aye).
• Item 120325C: Motion to adopt the $346,000 5G modem and antenna contract passed unanimously (Aye).
• Item 120325D: Motion to adopt the contract for 30 A140 tablets passed unanimously (Aye).
• Next Steps: The Board concluded the agenda with all items approved; no further referrals or directives were issued.