Agenda Fleport
July 31, 2023
TO: Honorable Mayor and City Council
THROUGH: Finance Committee
FROM: Fire Department
SUBJECT: AMENDMENTS TO THE FIRE DEPARTMENT FISCAL YEAR 2024
ADOPTED OPERATING BUDGET AND AUTHORIZATION TO ENTER
INTO CONTRACT WITH WESTERN EXTRICATION SPECIALISTS INC
RECOMMENDATION:
It is recommended that the Ci~y 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;
2. Amend the Fire Department's Fiscal Year (FY) 2024 Adopted Operating Budget as detailed in the following report by increasing revenues by $4,036,724 and appropriations by $3,786,400; and
3. Accept the bid dated April 10, 2023 submitted by Western Extrication Specialists Inc in response to specifications for fire rescue equipment, and authorize the City Manager to enter into contract for an amount not to exceed $160,000 (in connection with Item #3).
BACKGROUND:
Throughout the fiscal year, budgetary adjustments are necessary to account for unanticipated changes to the adopted budget. These revenue and appropriation amendments are presented to the City Council for consideration. This agenda report includes proposed amendments to the Fire Department's FY 2024 Operating Budget as adopted by the City Council on June 5, 2023.
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Authorization to Amend Fire Department FY 2024 Operating Budget and Award Contract July 31, 2023
1. GEMT Supplemental Reimbursement Program
The Fire Department recommends recognizing revenue of $3,801,724 and appropriating $3,551,400 in the General Fund ( 101 ), as detailed below.
In October 2011, California Welfare and Institutions (W&I) Code §14105.94 authorized the Ground Emergency Medical Transportation {GEMT) supplemental reimbursement program. This voluntary Certified Public Expenditure (CPE) based program provides additional funding to eligible governmental entities that provide GEMT services to Medi Cal beneficiaries. The Centers for Medicare and Medicaid Services (CMS) approved State Plan Amendment (SPA) 09-024 on September 4, 2013, authorizing the federal share of the supplemental reimbursement payments based on uncompensated costs for Medi-Cal fee-for-service transports. GEMT service providers eligible to participate in this program receive supplemental reimbursement payments by completing an annual CMS approved cost report form. The supplemental reimbursement payment is based on claiming federal financial participation on CPEs that have already been incurred by the public provider, and the amount is determined by the methodology approved by CMS.
Through the GEMT Supplemental Reimbursement Program, the Fire Department recommends recognizing GEMT revenue for fiscal years 2019 ($933,200), 2020 ($931,728), 2021 ($949,319), and 2022 ($987,477), for a total of $3,801,724.
The Fire Department further recommends appropriating $3,551,400 to support a variety of critical operational purchases and services including:
• Two remounted front line and reserve ambulances ($660,000); • One Light and Air Unit ($585,163);
• Three (3) Fire Inspector vehicles ($100,000);
• One (1) EMS Captain truck ($80,000);
• Wholesale replacement of Self-Contained Breathing Apparatus (SCBAs) for all personnel ($1,800,000);
• Additional contracted hours for the Nurse Educator and Continuous Quality Improvement (CQI) Program Coordinator ($89,472); • Personal Protective Equipment (PPE) Cleaning and Inspect program to remain compliant with National Fire Protection Association (NFPA) 1851 standards ($100,000);
• Partial replacement of a Type 6 Patrol Vehicle, in conjunction with the Public Works Replacement Fund ($125,000); and
• Annual software license for emergency management ($11,765).
2. 2022 Urban Area Security Initiative (UASI) Grant Funds The Fire Department recommends recognizing and appropriating $75,000 in the Fire Grants Fund (230) for a 2022 UASI Grant Award from the City of Los Angeles as a subrecipient. The City of Pasadena is eligible to receive annual grant funding through UASI as part of a nation-wide program to improve and enhance emergency response Authorization to Amend Fire Department FY 2024 Operating Budget and Award Contract July 31, 2023
capability for terrorist-related activity. The funds available to the City are the result of new grant allocations .
Under 2022 UASI, the Fire Department will receive $60,000 for a range of urban search and rescue (US&R) equipment including hand tools, power tools, and thermal imagers, and $15,000 for Urban Search and Rescue (USAR) related training, for a total grant award of $75,000. All purchases related to this grant will be made in accordance with the City's applicable procurement polides and procedures.
3. 2020 State Home Security Program (SHSP) Grant Funds
The Fire Department recommends recognizing and appropriating $160,000 in the Fire Grants Fund (230) for a 2020 SHSP Grant Award from the County of Los Angeles as a subrecipient. The City of Pasadena is eligible to receive annual grant funding through SHSGP as part of a nation-wide program to build capabilities to protect against, prevent, respond to, and recover from terrorist acts and other types of emergencies or disasters. The funds available to the City are the result of FEMA approving a grant modification from the County of Los Angeles Fire Department to the Pasadena Fire Department, as a transfer of available unspent funds.
Under 2020 SHSP, the Fire Department will receive $160,000 for a range of urban search and rescue (US&R) equipment. The US&R Equipment will be used for enhancing Weapons of Mass Destruction (WMD) and Improvised Explosive Devices (IED) response and recovery capabilities to chemical, biological, radiological, nuclear and high yield explosives (CBRNE) incidents. This equipment will support fire services first responders specific to Vehicle IED, Structural Collapse incidents, and homeland security threats. Equipment consists of portable hydraulic or pneumatic tools, power units, hoses, accessories and attachments that generate the output forces or energy used to perform one or more of the functions of spreading, lifting, holding, crushing, pulling, or cutting for rescue operations. All purchases related to this grant will be made in accordance with the City's applicable procurement policies and procedures.
On March 29, 2023, the City published a Notice Inviting Bids to provide rescue equipment as required by the Fire Department. The bid was posted on the City's online bidding site and notices were in accordance with City Charter and Municipal Code provisions. A total of 192 vendors were notified, of which 17 prospective vendors downloaded the bid. None of the prospective bidders are local to Pasadena.
One bid was received electronically and publicly opened on April 10, 2023. The bid result is as follows:
Bidders Bid Price
Western Extrication Specialists Inc $159,903
Staff has determined the bidder to be capable of meeting all indicated specifications and the amount to be reasonable. Staff recommend proceeding with Western Extrication Authorization to Amend Fire Department FY 2024 Operating Budget and Award Contract July 31, 2023
Specialists Inc for the purchase of the specialized CBRNE fire rescue equipment. The purchase order will be opened for $160,000. The proposed contract with Western Extrication Specialists Inc fully complies with the City's Competitive Bidding and Living Wage Ordinances.
COUNCIL POLICY CONSIDERATION:
The City Council's strategic planning goal of maintaining fiscal responsibility and stability and ensuring public safety will be advanced by implementing necessary budget amendments.
ENVIRONMENTAL ANALYSIS:
This action proposed herein is not a project subject to the California Environmental Quality Act (CEQA) in accordance with Section 21065 of CEQA and State CEQA Guidelines Section 15060 (c)(2), 15060 (c)(3), and 15378. The consideration of amending the FY 2024 Operating Budget is a government fiscal activity that does not involve any commitment to any specific project, which may result in a potentially significant physical impact on 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 Amend Fire Department FY 2024 Operating Budget and Award Contract July 31, 2023
FISCAL IMPACT:
Approval of the proposed budget amendments will increase FY 2024 total authorized operating appropriations in the General Fund (101) by $3,551,400 and the Fire Grants Fund (230) by $235,000. These additional costs will be offset through increased revenues in the General Fund of $3,801,724 and the Fire Grants Fund of $235,000.
Consequently, the General Fund's unappropriated fund balance will increase by $250,324.
The budget amendments included in this agenda report are not anticipated to impact existing FY 2024 budgeted indirect and support costs.
Prepared by:
K)~~ <
Stepha~hang r
Management Analyst V
Fire Department
Approved by:
~__DA.=
Ml~MARQUEZ
City Manager
Respectfully submitted,
CHAD AUGUSTIN'
Fire Chief
Fire Department
Concurred by:
·~~ -MArtHEi,~ HAWKESWORTH
Director
Department of Finance