March 24, 2026
Agenda Item No. 5
TO:
HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:
Jeff Boyles, Fire Chief - 949-644-3101, [email protected] PREPARED BY:
Raymund Reyes, Administrative Manager - 949-644-3352, [email protected] TITLE:
Award of Maintenance/Repair Services Agreement with California PPE Recon, Inc. for Fire Department Turnout Maintenance and Cleaning Services ABSTRACT:
The Newport Beach Fire Department (NBFD) issues personal protective equipment (PPE) to its firefighters for protection against heat, flames, hazardous materials and other forms of injury. Turnout coats, pants and boots worn by firefighters require annual inspection and specialized cleaning after use in emergencies to ensure that they are properly decontaminated and remain fully functional. The City of Newport Beach recently completed a formal request for proposals (RFP) process to provide maintenance and cleaning services for the NBFD’s turnout gear. Staff recommends the award of a multi-year maintenance/repair services agreement to California PPE Recon, Inc. with a total not-to-exceed cost of $375,000.
RECOMMENDATIONS:
a) Determine this action is exempt from the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because this action will not result in a physical change to the environment, directly or indirectly; and b) Approve a Maintenance and Repair Services Agreement with California PPE Recon, Inc. for Fire Department Turnout Maintenance and Cleaning Services, for a term of three years with an option to extend the agreement for two additional one-year terms, with a total not-to-exceed amount of $375,000 and authorize the Mayor and City Clerk to execute the agreement.
DISCUSSION:
Firefighting PPE serves as a firefighter’s first line of protection from smoke, heat, gases and other hazardous substances. PPE typically consists of specialized, fire-resistant coats, pants and boots (collectively called turnout gear), in addition to self-contained breathing apparatus (SCBA), gloves, helmets, and protective hoods. Each sworn member of the NBFD is issued a frontline set of turnout gear, supplemented by a reserve/backup set. Per department policy, frontline sets are to be moved into reserve status after five years and replaced by a new frontline set.
This policy is consistent with National Fire Protection Association (NFPA) standards, wherein structural turnout gear must be retired no more than 10 years from the date of manufacture. NFPA standards also recommend a rigorous cleaning, maintenance and inspection regimen to ensure the viability of turnout gear in protecting firefighters from injury or death, as numerous studies show an increased risk for cancer for those exposed to smoke, toxic fumes, and other substances. Proper decontamination/cleaning helps ensure any carcinogens or other substances are removed from turnout coats and pants. The City has historically relied on outside vendors to provide heavy cleaning and inspection services.
On October 29, 2025, a formal RFP was issued and posted to the City’s online public bidding platform, PlanetBids, for NBFD Turnout Maintenance and Cleaning Services. 213 vendors were notified of the posting, 15 prospective bidders viewed and/or downloaded the RFP documents, and four bidders submitted proposals by November 24, 2025, deadline. One firm was deemed non-responsive due to an incomplete submittal. A three-person panel consisting of NBFD personnel rated each proposal on a combination of technical experience, qualifications, cleaning and inspection methods and cost:
Vendor Name
Score (2400 max points)
Rank
California PPE Recon, Inc.
2135
1 Fire-Dex GW, LLC
1945
2 L.N. Curtis & Sons
1785
3 California PPE Recon, Inc. (CA PPE Recon) was ranked as the highest-rated proposer. Established in 2022, CA PPE Recon quickly established itself as a high-quality provider of PPE inspection, advanced decontamination, and maintenance services. CA PPE Recon was retained by the City on a short-term contract basis in 2024 and has proven to be timely, thorough, and fully compliant with NFPA regulations. Staff is requesting award and approval of a multi-year maintenance and repair services agreement with CA PPE Recon. The agreement would be for a three-year initial term with two optional one-year extensions, with a total not-to-exceed compensation amount of $375,000.
FISCAL IMPACT:
Labor and service costs submitted by CA PPE Recon are higher than its original 2024 rates and is largely due to recent changes in NFPA standards. NFPA standards for turnout gear, SCBA, helmets, and other PPE have now merged into a new consolidated standard, NFPA 1850. For 2026, this standard includes enhanced cleaning and sanitation protocols with stricter, verified contaminant removal standards, mandates regarding cleaner, safer storage, and new inspection standards.
Costs to inspect, clean, and service department PPE are expended to the Operations Personal Protective Equipment Budget, 01040401-811017. A request to increase this account has been incorporated into the Fiscal Year 2026-27 budget process to accommodate both increased contract costs, as well as price increases related to the purchase of PPE.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item).
ATTACHMENT:
Attachment A – Agreement with California PPE Recon, Inc.
Award of Maintenance/Repair Services Agreement with California PPE Recon, Inc. for Fire Department Turnout Maintenance and Cleaning Services March 24, 2026
CITY OF CITY OF
CITY OF
CITY OF
City Council Staff Report COUNCIL STAFF REPORT City Council Staff Report COUNCIL STAFF REPORT NEWPORT BEACH NEWPORT BEACH City Council Staff Report COUNCIL STAFF REPORT
City Council Staff Report COUNCIL STAFF REPORT
NEWPORT BEACH
NEWPORT BEACH