DATE: August 15, 2023
TO: Honorable Mayor and City Council
FROM: Chen Suen, Fire Chief
By: Charles Tuggle, Battalion Chief
SUBJECT: PURCHASE ORDER WITH ALL STAR FIRE EQUIPMENT FOR THE
PURCHASE OF STRUCTURAL FIREFIGHTING COATS AND PANTS IN
THE AMOUNT OF $44,600 FOR FISCAL YEAR 2023-24; AND
AUTHORIZE THE CITY MANAGER TO APPROVE THE SUBSEQUENT
ANNUAL RENEWALS.
CEQA: Not a Project
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 the amount of $44,600 for Fiscal Year 2023-24; and authorize the City Manager to renew the Purchase Order for an additional three, one-year extensions. Sufficient funds have been allocated in the Fiscal Year 2023-24 Fire Department Operating Budget.
DISCUSSION
The Fire Department strives to maintain safety equipment in optimal condition that provides heat and flame resistance during firefighting activities. According to the recommended industry standards and the National Fire Protection Association (“NFPA”) guidelines, all structural firefighting safety equipment should be replaced every 10 years from the manufacturer’s date, barring exposure to caustic substances or irreparable wear and tear, for which the equipment should be replaced sooner. Historically, the Fire Department replaces approximately 12 sets of structural firefighting coats and pants every year.
In June 2023, a formal bid process was conducted for the purchase of structural firefighting coats and pants with the following results:
Bidder Location Bid*
All Star Fire Equipment Arcadia, CA $ 55,681.76 L.N. Curtis & Sons Oakland, CA $ 71,559.42
Firefighter Safety Center Santa Fe Springs, CA No Bid Received
Purchase Order for Structural Firefighting Uniform
August 15, 2023
*The bid amounts received were higher than the proposed purchase order because the bid packet requested a higher quantity of structural firefighting uniforms (15 sets), as contingency for potential new hires or unanticipated uniform damage during the purchase order term
All-Star Fire Equipment was determined to be the lowest responsible bidder that met the requested specifications. In this industry, it is becoming more prevalent for manufacturers to only allow certain vendors to sell their brand, which hinders potential bidders from competing. Incidentally, given the customized specifications of the Arcadia Fire Department’s firefighting coats and pants, 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 meet the bid requirements. All Star Fire Equipment has provided services to the Fire Department for the last six years and has provided timely and quality customer service. Therefore, it is recommended that the City purchase structural firefighting coats and pants with All Star Fire Equipment for this current Fiscal Year; and delegate to the City Manager, the authority to renew the agreement annually, up to an additional three years.
ENVIRONMENTAL ANALYSIS
The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”) under Section 15061(b)(3) of the CEQA Guidelines, as it can be seen with certainty that it will have no impact on the environment. Thus, this matter is exempt under CEQA.
FISCAL IMPACT
Sufficient funds had been allocated in the Fiscal Year 2023-24 Fire Department Operating Budget for the purchase of these firefighting uniforms.
RECOMMENDATION
It is recommended that the City Council determine that this action does not constitute a project, and therefore, is exempt under the California Environmental Quality Act (“CEQA”); and approve a purchase order with All-Star Fire Equipment for providing structural firefighting coats and pants in the amount of $44,600 for Fiscal Year 2023-24; and authorize the City Manager to approve the subsequent annual renewals.