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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 MUNICIPAL EMERGENCY SERVICES (MES) INC. TO PROVIDE
SELF-CONTAINED BREATHING APPARATUS (SCBA) EQUIPMENT
AND ACCESSORIES FOR AN AMOUNT NOT TO EXCEED $1,800,000
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 18, 2024 submitted by Municipal Emergency Services (MES) Inc. in response to specifications for SCBA Equipment and Accessories, and authorize the City Manager to enter into a purchase order contract not-to-exceed $1,800,000
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. All SCBAs used by the Fire Department meet and exceed performance requirements of the National Fire Protection Association (NFPA) 1981: Standard on Open-Circuit SCBAs for Emergency Services and NFPA 1852: Standard on Selection, Care, and Maintenance ofOpen- Circuit SCBAs. The Department currently carries SCBAs on all frontline and reserve fire trucks, fire engines, rescue ambulances, command vehicles and specialty apparatus.
MEETING OF 5/6/2024AGENDA ITEM NO..9
Authorization to Enter Into a Purchase Order Contract with Municipal Emergency Services Inc.
May 6, 2024
The U.S. Fire Administration indicates SCBAs have a maximum service life of 15 years. In addition, air cylinders must be hydrostatically re-tested every 5 years in accordance with Department of Transportation (DOT) regulations. The Fire Department services and maintains all SCBAs on an annual basis but has fallen out of compliance with replacement standards due to budgetary constraints. The Department was able to identify additional funding in fiscal year (FY) 2024 and would like to utilize the appropriations for a full SCBA inventory replacement of 145 units of SCBAs.
On February 29, 2024, the City published a Notice Inviting Bids to provide SCBA equipment and accessories 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 518 vendors were notified, of which 12 prospective vendors downloaded the bid. None of the prospective bidders are local.
Two bids were received and were publicly opened on March 18, 2024. Of the responsive bids received, results are as follows:
BiddersBid Price
Municipal Emergency Services Inc, Southbury, CT$1,708,493 Allstar Fire Equipment, Arcadia, CA$1,773,535
Based on the bid results, staff recommend authorization to enter into a purchase order contract for SCBAs with MES in the amount of $1 ,800,000. MES 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.
MES is distributor offirefighting gear and fire safety equipment. The Department previously replaced its full SCBA inventory with funding obtained through the Federal Emergency Management Agency (FEMA) Assistance to Firefighter's Grant (AFG) in 2011. Since then, the Department has not been able to replace its SCBAs inventory due to lack of funding sources. 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 Authorization to Enter Into a Purchase Order Contract with Municipal Emergency Services Inc.
May 6, 2024
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.
FISCAL IMPACT:
The maximum cost of the proposed action will be $1,800,000. 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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CHAD AUGUSTIN
Fire Chief
Fire Department
Prepared by:
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Stephanie Chang
Management Analyst V
Fire Department
Approved by:
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MIGUETT^ARQUEZ
City Manager