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Agenda Report
May 6, 2024
TO: Honorable Mayor and City Council
FROM: Fire Department
SUBJECT: AUTHORIZATION TO ENTER INTO A PURCHASE ORDER CONTRACT WITH COMPRESSED AIR SPECIALTIES, INC. TO PROVIDE
BREATHING AIR COMPRESSOR AND CARBON MONOXIDE
MONITOR SYSTEMS FOR AN AMOUNT NOT TO EXCEED $286,131
RECOMMENDATION:
It is recommended that the City Council:
1. Find that the proposed contract is exempt from the California Environmental Quality Act ("CEQA") pursuant to State CEQA Guidelines Section 15061 (b)(3), the "common sense" provision that CEQA only applies to projects that may have an effect on the environment; and
2. Accept the bid dated March 20, 2024 submitted by Compressed Air Specialties, Inc. in response to specifications for Breathing Air Compressor and Carbon Monoxide Monitor Systems; authorize the City Manager to enter into a purchase order contract not-to-exceed$286,131.
BACKGROUND:
The Fire Department responds to approximately 20,500 calls for service each year.
SCBAs are used by responders on emergency incidents in atmospheres that may pose an imminent danger to health and life. They are designed to provide personnel working in hazardous, toxic, or oxygen-deficient environments with fresh breathing air supplied by a stored air cylinder. The air cylinders will provide responders with 30-75 minutes of safe breathing air as they work to mitigate hazardous incidents. Breathing air compressor systems are necessary to refill the breathing air cylinders of the SCBAs and various rescue air packs used by responders. Once the cylinder's air pressure is below a certain level, it must be refilled from an approved, certified breathing air compressor.
This process ensures harmful contaminants are removed such as excessive carbon dioxide, carbon monoxide nitrogen and a variety of other airborne contaminants. These stationary breathing air compressors have extensive filtering and air monitoring MEETING OFVM2Q2A-AGENDA ITEM NO..8
Authorization to Enter into a Purchase Order Contract with Compressed Air Specialties, Inc.
May 6, 2024
capabilities to ensure the air meets all necessary air quality requirements. As the air is filtered, it is "compressed" to 7,000 pounds per square inch (PSI) to provide 30-75 minutes of breathing air.
The Fire Department currently has one air compressor system located at Fire Station
33. The Department has historically had a service contract with various vendors to maintain and repair our breathing air compressors. Air quality is tested, and any needed repairs and adjustments are made on a quarterly basis. Maintaining a breathing air compressor and fill station is vital to the Department's emergency operations.
On February 29, 2024, the City published a Notice Inviting Bids to Furnish and Deliver Breathing Air Compressor and Carbon Monoxide Monitor Systems as required by the Fire Department. Bidders were requested to submit pricing based the Department's needs. The bid was posted on the City's online bidding site and notices were advertised in accordance with City Charter and Municipal Code provisions. A total of 333 vendors were notified, of which 8 prospective vendors downloaded the bid. None of the prospective bidders are local to Pasadena. One bid was received and publicly opened on March 20, 2024. Of the responsive bids received, results are as follows:
BiddersBid Price
Compressed Air Specialties, Inc., Anaheim, CA$286,131
Based on the bid results, staff recommend authorization to enter into a purchase order contract for two air compressor systems with Compressed Air Specialties, Inc. in the amount of $286,131. Compressed Air Specialties, Inc. is a responsive and responsible bidder and the pricing is in line with staff estimates. The proposed contract fully complies with the City's Competitive Bidding and Living Wage Ordinances. To the Department's knowledge there are no local vendors that are able to provide SCBAs that meet the required bid specifications.
In FY 2024, the Department appropriated funds through California's Ground Emergency Medical Transportation (GEMT) supplemental reimbursement program, which will fully support this purchase.
COUNCIL POLICY CONSIDERATION:
The proposed contract furthers the City Council's strategic planning goals to ensure public safety.
ENVIRONMENTAL ANALYSIS:
The proposed contract is exempt from the CEQA pursuant to State CEQA Guidelines Section 15061 (b) (3), the "common sense" provision of CEQA (formerly the general rule), which applies to projects which may have the potential for causing a significant effect on the environment. The proposed action will not result in any new development or physical changes.
Authorization to Enter into a Purchase Order Contract with Compressed Air Specialties, Inc.
May 6, 2024
FISCAL IMPACT:
The maximum cost of the proposed action will be $286,131. Funding will be addressed by the utilization of existing budgeted appropriations in the Fire Department General Fund operating budget account for Fire and Rescue Services (10131000-850400- 91017). 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:
Stephanh Chang
Management Analyst V
Fire Department
Approved by:
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MIGUETMARQUEZ
City Manager