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Agenda Report
March 6, 2023
TO: Honorable Mayor and City Council
THROUGH: Finance Committee (February 27, 2023)
FROM: Fire Department
SUBJECT: AUTHORIZATION TO ENTER INTO CONTRACT WITH SOUTH COAST FIRE EQUIPMENT, INC. FOR THE PURCHASE OF ONE FIREMATIC
FORD F550 AIR-LIGHT UNIT FOR A TOTAL OF $585,163
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. Authorize the City Manager to enter into a purchase order contract with South Coast Fire Equipment, Inc. for the purchase of one Firematic Ford F550 Air-Light Unit in an amount not to exceed $585,163. Neither Competitive Bidding nor Competitive Selection are required pursuant to City Charter Section 1002(h) and Pasadena Municipal Code Section 4.08.049(A)(3), contracts with other governmental entities.
BACKGROUND:
Firefighters wear self-contained breathing apparatus (SCBA) devices on fire and hazardous materials incidents to provide breathable air in environments with oxygen deficiency, smoke, gases, and other airborne contaminants that may be otherwise dangerous to breathe. Standard tanks are only capable of carrying approximately 30 minutes of air for personnel. The air supply may be further reduced during strenuous work. All fire department engine and ladder companies carry spare bottles. However, in multiple alarm fires or hazardous material incidents, the air in SCBA tanks and spare bottles are used up quickly. A supplemental supply of breathing air is often needed on these large incidents.
MEETING OF.03/06/2023AGENDA ITEM NO.
3 Authorization to Enter Into a Contract with South Coast Fire Equipment, Inc.
March 6, 2023
An air-light unit, also known as a breathing support unit, is a specialized piece of firefighting apparatus used to fill SCBA bottles at the scene of an emergency, and to supply additional lighting and electricity. The unit allows personnel to work on emergency incidents for longer durations and more efficiently by filling multiple SCBA bottles simultaneously, providing electricity to rescue sites in remote locations, and is outfitted with portable and telescoping lighting equipment.
The Pasadena Fire Department (PFD) currently does not have an air-light unit. When responding to incidents that require refilling SCBA bottles, personnel have to transport empty SCBA tanks back to a fire station location to refill the tanks, and return the filled tanks to personnel onscene. Current transportation methods pose safety hazards as there are no proper mechanisms to secure the SCBA bottles while they are in transport.
Additionally, refilling SCBA tanks offsite creates delays in emergency response capabilities.
The PFD responds to approximate 3,700 fire related service calls annually, including automatic and mutual aid FIRE incidents. The Department would like to purchase a front-line air-light unit to be utilized during these incidents. In preparation for this purchase, the PFD convened a committee to develop the vehicle specifications based on current and future departmental needs. This committee was comprised of a diverse selection of departmental staff, Fire Captains, Fire Engineers, Firefighters, and other experienced personnel including mechanics from Fleet Maintenance. The committee solicited input from the entire department and consulted with the personnel to be assigned to this equipment in order to determine the capabilities and features required of the specialized apparatus. The Firematic Ford F550 model was determined by the committee to be the best fit. This proposed purchase is in line with the current fleet of fire apparatus, which is critically important as apparatus standardization improves firefighter safety and efficiency.
The Houston Galveston Area Council (hlGAC) is one of the largest regional planning commissions in the country and focuses on providing purchasing solutions to jurisdictions. One such effort managed by HGAC is HGACBuy, a nationwide government procurement service which aims to make the process more efficient.
HGACBuy awards contracts through a public competitive procurement process; contracts are available to participating members such as the City of Pasadena. On June 27, 2019, HGACBuy issued an invitation to submit competitive bids for "Fire Service Apparatus (All Types)". The bid closed on July 24, 2019 and 29 bids were received.
HGACBuy recommended awarding South Coast Fire Equipment, Inc. the contract for Special Service Apparatus, including the air-light unit.
Purchasing the requested special service apparatus and utilizing the HGACBuy contract is in the City's best interest as it reduces the amount of time required to take delivery of new equipment and eliminates the need to solicit for items that are already competitively price. Additionally, HGACBuy awards its contracts through a competitive bid process, ensuring cost competitiveness of the purchases. South Coast Fire Equipment, Inc. has agreed to extend the contract prices, terms, and conditions of this contract to the City of Authorization to Enter Into a Contract with South Coast Fire Equipment, Inc.
March 6, 2023
Pasadena for the purchase of one Firematic Ford F550 Air-Light Unit using the HGACBuy Contract FS12-19. An additional 5% contingency allowance of $27,865 has also been included to address possible inflation due to current unstable market conditions faced by the manufacturers and their supply chain. The apparatus is expected to be delivered within 12 months after receipt of the purchase order.
There are no vendors located in Pasadena that provide this equipment, and there are no electric options available on the market for this specialized apparatus due to its gross vehicle weight rating, and the substantial energy demands that are required through the apparatus in order to power the compressor.
COUNCIL POLICY CONSIDERATION:
The proposed contract furthers the City Council's strategic planning goal to ensure public safety.
ENVIRONMENTAL ANALYSIS:
This purchase complies with all South Coast Air Quality Management District rules and regulations for engine emissions and clean air standards in the South Coast basin.
Authorization to Enter Into a Contract with South Coast Fire Equipment, Inc.
March 6, 2023
FISCAL IMPACT:
The total cost of this action will be up to $585,163. Funding will be addressed in the Fire Department General Fund operating budget account for Fire and Rescue Services (10131015-850500) and will be supported by future appropriations generated from supplemental reimbursement payments from ambulance transportation activity. Indirect and support costs such as maintenance and repairs are anticipated to be $100,000 over the 20 year lifecycle of the vehicle and wilt be addressed annually by utilization of existing budgeted appropriations in the Fire Department's operating budget account (10131015-861600). There are no anticipated impacts to other operational programs or capital projects as a result of this action.
Respectfully submitted,
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CHADAUGUSTIN
Fire Chief
Fire Department
Prepared by:
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Stephanie'Chang
Management Analyst V
Fire Department
Concurred by:
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E. HAWKE MATTH^ E. HAWKESWORTH
Directo/of Finance
Approved by:
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'A MIGUOn^ARQUEZ
City Manager