Fremont City Council Meeting: 10/10/23 07:00 PM
3300 Capitol Avenue Div/Dept: Fire Department
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 5005) DOC ID: 5005
Updated: 10/5/2023 12:37 PM by Susan Gauthier Page 1
APPROVE PURCHASE ORDER FOR FIRE PROTECTIVE EQUIPMENT – Authorize the City Manager to Issue a Purchase Order for Fire Protective Equipment to Municipal Emergency Services in an Amount Not to Exceed $300,000 Contact Persons:
Name: Corina Campbell Heather Mozdean
Title: Business Manager Deputy Fire Chief
Div/Dept: Fire Department Fire Department
Phone: 510-494-4200 (510) 494-4281
E-Mail: [email protected] [email protected]
Executive Summary: The Fire Department is requesting that the City Council approve and authorize the City Manager to issue a purchase order to Municipal Emergency Services in an amount not to exceed $300,000 for the purchase of 60 sets of personal protective equipment (PPE) using a cooperative agreement with National Cooperative Procurement Partners (NPPGov).
BACKGROUND: The Fire Department’s operation staff are each issued two sets of turnouts, or personal protective equipment (PPE), which are replaced after ten years or as needed due to wear and tear. The Fire Department has used cooperative agreements competitively bid by other agencies in the past, as outlined in the purchasing code, to get the best price available.
DISCUSSION/ANALYSIS: The Fire Department (“Department”) has hired 18 new recruits that need to be outfitted with PPE. Each recruit receives two sets of PPE. The Department has also established regular inspections and repairs for current PPE. As a result of these inspections, staff has identified 24 sets of PPE that will need replacement in the upcoming year. In total, the Department is requesting approval to purchase 60 sets of PPE.
Pursuant to the City’s Purchasing Ordinance, Section 3.20.310(b), the City is authorized to “piggyback” or use an existing contract between a contractor and another public agency to buy equipment or services without competitive bidding so long as the terms of purchase are materially the same as those in the existing contract and the contract resulted from procurement methods similar to those required by the Purchasing Code. The Department staff have confirmed with Purchasing that the procurement methods used by NPPGov are similar to those required by the City’s Purchasing Code. The City‘s Purchasing Code defines a public agency as one that meets the definition in the California Government Code section 6500, which includes agencies in other states, such as NPPGov, a national cooperative procurement organization offering publicly solicited contracts to government entities nationwide. Municipal Emergency Services (MES) is able to offer the PPE to the Fire Department at competitive bid pricing through a cooperative agreement with NPPGov.
FISCAL IMPACT: The budget for the PPE purchases was included in the FY 2023/24 adopted operating budget. Because nine of the new recruits have been hired for the addition of the 14th fire company, the cost of their PPE was appropriated in the Fire Impact Fee Fund Council Staff Report (ID # 5005) Meeting of October 10, 2023 Updated: 10/5/2023 12:37 PM by Susan Gauthier Page 2
(Fund 544). The cost of the PPE for the other nine recruits and the replacement sets were appropriated in the Fire Capital Replacement Fund (Fund 615).
ENVIRONMENTAL REVIEW: The action is exempt from CEQA review, each as a separate and independent basis, per CEQA Guidelines sections 15378(b)(2) (administrative or maintenance activities that will not result in direct or indirect physical changes in the environment) and Section 15061(b)(3) (activities that cannot possibility have a significant effect on the environment, either directly or indirectly).
ATTACHMENTS: None.
RECOMMENDATION: Authorize the City Manager to issue a purchase order to Municipal Emergency Services for 60 sets of personal protective equipment in an amount not to exceed $300,000.