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HomeMy WebLinkAboutItem 11f - Purchase of Structural Firefighting Coats and Pants DATE: June 5, 2018 TO: Honorable Mayor and City Council FROM: Michael Lang, Fire Chief By: Cody Cerwin, Battalion Chief Maria Lourdes A. Taylor, Sr. Management Analyst SUBJECT: EXTENSION TO THE PURCHASE ORDER WITH ALL STAR FIRE EQUIPMENT FOR STRUCTURAL FIREFIGHTING COATS AND PANTS IN AN AMOUNT NOT TO EXCEED $37,500 Recommendation: Approve SUMMARY In June 20, 2017, the City Council approved a Purchase Order with All Star Fire Equipment for providing structural firefighting coats and pants, by extending an existing agreement one additional year. All Star Fire Equipment is reaching the end of their first contract extension and its bid specifications allowed for a three (3) one-year annual extensions. Based on the quality services provided during previous years, it is recommended that the City Council approve a nother one-year extension to the purchase order with All Star Fire Equipment for structural firefighting coats and pants in an amount not to exceed $37,500. Sufficient funds have been allocated in the Fiscal Year 2018-19 Fire Department Operations Budget. DISCUSSION The Fire Department strives to maintain safety equipment in optimal condition that provides heat and flame resistance d uring firefighting activities. According to the recommended practices set by industry standard and National Fire Protection Association (“NFPA”) guidelines, all structural firefighting safety equipment should be replaced no more than every 10 years, barring exposure to caustic substance or irreparable wear and tear, in which case, the equipment would be replaced sooner. Historically, the Fire Department replaces approximately 20 sets of structural firefighting coats and pants every year. Purchase Order Extension for Structural Firefighting Equipment June 5, 2018 Page 2 of 2 In May 2016, the Arcadia Fire Department conducted a formal bid process for the purchase of structural firefighting coats and pants. Three bids were received and All Star Fire Equipment, an Arcadia-based corporation, was determined to be the lowest and most responsive bidder that met the bid specifications. The City reserved the option to renew the purchase order annually through June 30, 2020. During Fiscal Year 2017-18, the City Council approved a purchase order for $35,000. For F iscal Year 2018-19, staff is requesting a purchase order for $37,500 primarily due to one anticipated retirement and subsequent hiring of a new employee. In previous years, All Star Fire Equipment has performed satisfactorily and has supplied the required structural firefighting equipment on time and as specified by the Department. Given their proven ability to provide quality customer service and timely delivery, it is the City’s best advantage to continue utilizing the services from All Star Fire Equipment. ENVIRONMENTAL ANALYSIS The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), and it can be seen with certainty that it will have no impact on the environment. Thus, this matter is exempt under CEQA. FISCAL IMPACT The agreement would be for an amount not to exceed $37,500. Sufficient funds have been allocated in Fiscal Year 2018-19 Fire Department Operating Budget for the purchase of these uniforms. RECOMMENDATION It is recommended that the City Council approve a one-year extension to the Purchase Order with All Star Fire Equipment for structural firefighting coats and pants in an amount not to exceed $37,500.