,.I
TO:
FROM:
Honorable Mayor and City Council
Fire Department
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February 27, 2023
SUBJECT: AUTHORIZATION TO ENTER INTO CONTRACT WITH MUNICIPAL EMERGENCY SERVICES (MES), INC. TO PROVIDE STRUCTURAL
FIREFIGHTING TURNOUT GEAR FOR AN AMOUNT NOT TO EXCEED
$1,000,000
RECOMMENDATION:
It is recommended that the City Council:
1. Find that the proposed action is not a project subject to the California Environmental Quality Act (CEQA) pursuant to Section 21065 of CEQA and Sections 15060 (c)(2), 15060 (c)(3), and 15378 of the State CEQA Guidelines and, as such, no environmental document pursuant to CEQA is required for the project; and
2. Accept the bid dated December 16, 2022 submitted by Municipal Emergency Services, Inc. in response to specifications for structural firefighting turnout gear and authorize the City Manager to enter into a five-year contract not to exceed $1,000,000.
BACKGROUND:
The Fire Department utilizes structural firefighting coats, pants, boots, gloves and hoods on emergency incidents to protect firefighters from direct flame and heat. Proper turnout gear is critical to the safety of fire personnel during emergency responses. In addition to offering thermal protection to minimize fatigue and heat stress, the gear also provides abrasion and cut protection. National Fire Protection Association (NFPA) certified turnout gear is composed of three layers: an outer shell, a moisture barrier, and a thermal liner. NFPA also requires gear to be retired at or before 10 years of service.
Based upon the specialized requirements of turnout gear to maximize personnel safety, and the total annual expenditures made by· the Fire Department for protective equipment needs, the Department would like to establish a multi-year contract.
On December 1, 2022 the City published a Notice Inviting Bids to provide structural firefighting turnout gear as required by the Fire Department. The bid was posted on the MEETING OF 02/27/2023 AGENDA ITEM NO. __ 3 __ _
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Authorization to Enter Into a Contract with Municipal Emergency Services, Inc. • February 27, 2023
City's online bidding site, Planet Bids, and notices were advertised in the Pasadena Journal and the Pasadena Weekly in accordance with City Charter and Municipal Code provisions. A total of 226 vendors were notified, of which 16 prospective vendors downloaded the bid. One prospective bidder was local to Pasadena but did not supply a bid. To evaluate pricing, staff requested for vendors to bid on estimated quantities of five (5) of the most commonly ordered structural firefighting turnout gear purchased by the Department.
Three bids were received and publicly opened on December 16, 2022. Of the three bids received, two bids were deemed non-responsive due to the inability to supply items and services meeting the indicated Bid Specifications. Of the responsive bids received, the bid results were as follows:
Bidders Total Weighted Bid Price
Municipal Emergency Services, Inc., Pinellas Park, FL $792,319 The bid was evaluated by Fire Department staff and MES, Inc. was found to be a responsive and responsible bidder and is able to provide all specified goods and meet all indicated requirements. While only one responsive bid was received, staff has determined the bid amount to be reasonable and recommends proceeding with MES Inc. as the selected vendor for the contract.
MES has previously been awarded a five-year contract for $850,000 for firefighting turnout gear. Based on actual expenditures from prior years and changes in the consumer price index, staff estimates the need for contract authorization of $1,000,000 over five years.
COUNCIL POLICY CONSIDERATION:
The proposed contract furthers the City Council's strategic planning goal to ensure public safety.
ENVIRONMENTAL ANALYSIS:
The action proposed herein is not subject to the California Environmental Quality Act (CEQA) in accordance with Section 21065 of CEQA and State CEQA Guidelines Sections 15060 (c)(2), 15060 (c)(3), and 15378. The authorization to enter into a contract with a vendor to provide structural firefighting gear is a continuing administrative activity (i.e., purchasing of supplies). This action would not cause either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment. Therefore, the proposed action is not a "project" subject to CEQA, as defined in Section 21065 of CEQA and Section 15378 of the State CEQA Guidelines. Since the action is not a project subject to CEQA, no environmental document is required.
Authorization to Enter Into a Contract with Municipal Emergency Services, Inc. 1 February 27, 2023
FISCAL IMPACT:
The total cost of this action will be up to $1,000,000 over five years. Funding will be addressed by the utilization of existing and future budgeted appropriations in the Fire Department's General Fund operating budget accounts for Fire Personal Protective Equipment (10131011-810900) and Fire and Rescue Services (10131015-810900).
There are no anticipated impacts to other operational programs or capital projects as a result of this action.
Prepared by:
sbc~
Management Analyst V
Fire Department
Approved by:
MIGUARQUEZ
City Manager
Respectfully submitted,
Fire Chief
Fire Department