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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