Loading...
HomeMy WebLinkAboutItem 10e - Purchase Order for Structural Firefighting Coats and Pants DATE: August 6, 2019 TO: Honorable Mayor and City Council FROM: Michael E. Lang, Fire Chief By: Charles Tuggle, Fire Captain SUBJECT: PURCHASE ORDER WITH ALL STAR FIRE EQUIPMENT FOR STRUCTURAL FIREFIGHTING COATS AND PANTS IN AN AMOUNT NOT TO EXCEED $40,000 Recommendation: Approve SUMMARY The Fire Department recently solicited bids for structural firefighting coats and pants. All Star Fire Equipment (“All Star Fire”) was determined to be the most responsive and responsible bidder. It is recommended that the City Council approve a Purchase Order with All Star Fire Equipment for providing structural firefighting coats and pants in an amount not to exceed $40,000 for Fiscal Year 2019-20, with an option of three, one- year contract extensions. Sufficient funds have been budgeted in the Fiscal Year 2019- 20 Fire Department Operating Budget. BACKGROUND The Fire Department strives to maintain safety equipment in optimal condition that provides heat and flame resistance during 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 every 10 years from manufacturer’s date, barring exposure to caustic substances or irreparable wear and tear, in which the equipment should be replaced sooner. Historically, the Fire Department replaces approximately 15 sets of structural firefighting coats and pants every year. The current uniform cost is about $1,900 per outfit (coats and pants). This cost was based on “piggyback pricing with Long Beach Fire Department from 2016 with All Star Fire. This pricing method allowed savings in time, resources, and cost to the City of Arcadia by leveraging on another agency’s volume or bulk pricing. The Long Beach Purchase Order for Structural Firefighting Equipment Coats and Pants August 6, 2019 Page 2 of 2 Department’s pricing was supposed to be renewable through June 2020. Unfortunately, this year, the Long Beach Fire Department changed their uniform specifications and thus, their contract with All Star Fire was not renewed. Consequently, the City of Arcadia lost its ability to retain its current pricing and needed to bid for its structural firefighting uniform services. DISCUSSION A Notice Inviting Bids was published in the City’s adjudicated newspaper (Arcadia Weekly) on May 9 and May 13, 2019, and bid packages were sent to vendors who provide this type of firefighting uniform services. On May 20, only one sealed bid was received with the following information: Bidder Location Bid* All Star Fire Equipment Arcadia, CA $39,566.25 *Bid quote was for $2,637.76 per unit of item (coat and pants). For an estimated 15 items to purchase, the total cost will be at least $39,566.25. All Star Fire Equipment was the sole bidder for this solicitation. Two other vendors (Firefighter Safety Center and L.N. Curtis & Sons) were notified of the bids but were not responsive. In this market industry, it is becoming more prevalent that some manufacturers only allow certain vendors to sell their brand, which prevents potential bidders from competing with each other. Incidentally, given the unique specificity of the Arcadia Fire Department’s firefighting coats and pants specifications that were outlined in the City’s bid document (i.e. type of uniform material and functionality), All Star Fire Equipment was the only vendor who was able to fully bid and meet the scope of work requirements. The current uniform cost is about $1,900 per outfit (coats and pants), which was obtained from the piggyback pricing through the Long Beach Fire Department . Because of the overall size of the Long Beach contract, the City of Arcadia was able to enjoy a significant discount from the present bid quote of $2,637.76 per unit. This volume pricing was based on their original bid of outfitting at least 500 fire personnel versus the City of Arcadia’s much lower quantity of 50 personnel. The Arcadia Fire Department’s existing uniform specifications provide consistency and uniformity in meeting the standards required for all its members while providing sufficient protective clothing. Changing the Arcadia Fire Department’s specifications, including possibly adhering to the uniform guidelines similar to that of the Long Beach Department, would mean that the City of Arcadia would need to revamp and re-design all its uniforms, which would be more costly. As such, bidding out this service was determined to be the most prudent approach. Purchase Order for Structural Firefighting Equipment Coats and Pants August 6, 2019 Page 2 of 2 Over the last three years, the Arcadia Fire Department ha s utilized All Star Fire Equipment for similar services and they continually provided timely and quality services including customer service. Thus it is in the City’s best interest to purchase structural firefighting coats and pants with All Star Fire Equipment for this Fiscal Year , with an option of three, one-year contract extensions. ENVIRONMENTAL IMPACT 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 annual cost of purchasing structural firefighting coats and pants is estimated not to exceed $40,000. A total of $83,800 has been allocated in the Fiscal Year 2019-20 Fire Suppression Operating Budget for the purchase of personal protective equipment (“PPEs”) and uniforms. RECOMMENDATION It is recommended that the City Council approve a Purchase Order with All Star Fire Equipment for structural firefighting coats and pants in an amount not to exceed $40,000, with an option of three, one-year extensions.