HomeMy WebLinkAboutItem 11h - Budget Appropriation for Purchase of Uniforms for Fire DepartmentDATE: April 19, 2022
TO: Honorable Mayor and City Council
FROM: Barry Spriggs, Fire Chief
By: Maria Lourdes A. Taylor, Sr. Management Analyst
SUBJECT: RESOLUTION NO. 7426 AMENDING THE FISCAL YEAR 2021-22
GENERAL FUND BUDGET AND AUTHORIZING A SUPPLEMENTAL
BUDGET APPROPRIATION FOR THE PURCHASE OF TURNOUT
COATS AND PANTS AND MISCELLANEOUS UNIFORMS IN THE
AMOUNT OF $68,000, OFFSET BY A REDUCTION IN THE GENERAL
FUND RESERVE; AND APPROVING A CHANGE ORDER TO THE
PURCHASE ORDER WITH ALL STAR FIRE EQUIPMENT
Recommendation: Adopt and Approve
SUMMARY
During this Fiscal Year 2021-22, the Fire Department has experienced an unusual
number of vacancies and is working to hire staff to replace the vacated positions. To
maintain the Department’s current level of staffing, it might be necessary to hire as
many as eight new sworn Fire personnel. Integral to the potential hiring of these new
staff is providing them with uniforms and firefighting personal protective equipment
(“PPE”). Outfitting eight new firefighters will require an increase in uniform and PPE
budgets by $68,000.
On August 6, 2019, the City Council approved a three-year Purchase Order with two
additional one-year renewals with All Star Fire Equipment for the purchase of firefighting
structural turnout coats and turnout pants. The current Purchase Order is in the amount
of $40,000.
It is recommended that the City Council adopt Resolution No. 7426 amending the Fiscal
Year 2021-22 General Fund Budget and authorizing a supplemental budget
appropriation for the purchase of turnout coats and pants and miscellaneous uniform
components in the amount of $68,000, offset by a reduction in the General Fund
Reserve; and approving a change order to the Purchase Order with All Star Fire
Equipment.
Change Order to Uniforms and Firefighting PPE
April 19, 2022
Page 2 of 3
DISCUSSION
The Arcadia Fire Department is responsible for providing uniforms and personal
protective equipment, or PPE, to its employees. As part of Fire Operating Budget, the
Department has an annual uniform replacement plan for uniforms and a staggered
replacement plan for firefighting PPE. In addition to meeting the annual replacement
needs of its current Fire members, the cost to outfit one new member each year is
included in the budget. The total cost to outfit a new firefighter with uniforms and PPE is
about $10,100.
Recently, the Fire Department experienced an unusual number of Fire sworn personnel
resigning from the Department resulting in increased costs to provide the initial uniforms
and PPE for new Fire members. The Purchase Order with All Star Fire Equipment will
likely exceed its current maximum amount ($40,000) if more uniforms are to be
purchased prior to the end of the Fiscal Year. Therefore, a change order approval from
the City Council would be required to increase its amount. The Purchase Order for All
Star Fire Equipment is for the purchase of structural firefighting coats and pants.
Given the unanticipated vacancies, the need to hire and outfit new personnel must be
considered for any upcoming uniform purchases. For this report, the Department is
requesting a change order to All Star Fire Equipment’s Purchase Order to increase its
amount by an additional $40,000, doubling the normal amount. In addition, other
uniform components that are currently purchased through three smaller Purchase
Orders will also need to be increased. These three smaller Purchase Orders fall within
the City Manager’s purchasing authority and are issued to All-Star Fire Equipment and
Galls, totaling $28,000. These include uniforms, boots, helmets, and wildland safety
gear. All Star Fire Equipment’s $40,000 change order plus the additional $28,000 for
miscellaneous uniform expenses totals to $68,000.
The table below breaks down the $68,000 additional budget appropriation being
requested to the Fire Department’s Uniform Budget, and a change order request to
increase All Star Fire Equipment’s current Purchase Order amount:
Purchase Order by Vendor Uniform Type
Current
PO Amount
Additional $
Request
1. All Star Fire Equipment Structural Turnout
Coats and Pants
$ 40,000
$ 40,000
2. Galls Uniforms 18,000 10,000
3. All Star Fire Equipment Boots 10,000 8,000
4. All Star Fire Equipment Miscellaneous PPE 5,000 10,000
Total Increase $ 68,000
Change Order to Uniforms and Firefighting PPE
April 19, 2022
Page 3 of 3
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 cost to outfit up to eight additional firefighters is $80,000. As such, a supplemental
budget appropriation in the amount of $68,000 is being requested from the City’s
General Fund Reserve to adequately fund these unanticipated yet essential uniform
purchases.
RECOMMENDATION
It is recommended that the City Council determine that this action does not constitute a
project and is therefore exempt under the California Environmental Quality Act
(“CEQA”); adopt Resolution No. 7426 amending the Fiscal Year 2021-22 General Fund
Budget and authorizing a supplemental budget appropriation for the purchase of turnout
coats and pants and miscellaneous uniforms in the amount of $68,000, offset by a
reduction in the General Fund Reserve; and approving a Change Order to the Purchase
Order with All Star Fire Equipment.
Attachment: Resolution No. 7426