February 21, 2023
Fire Department
DATE: February 21, 2023
TO: Mayor Martinez and Members of the City Council
FROM:
Angel Montoya, Fire Chief
Aaron Osorio, Deputy Fire Chief
Subject:
Appropriate General Fund for Personal Protective
Equipment and Increase Limit of Purchase Order with LN
Curtis & Sons.
FINANCIAL IMPACT: Expenditures total $259,500 and will come from multiple account strings listed below. $60,000 is included in the approved fiscal year 2022-2023 Fire Department budget
and an additional appropriation of $199,500 is requested from the General Fund balance.
Account Strings: 01205022-400384; 01204022-400322;
01204022-400382; 01204022-400384; 21301022-
400384)
PREVIOUS COUNCIL
ACTION:
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STATEMENT OF THE
ISSUE:
The Fire Department requests City Council approval to
increase the limit of the current standing purchase order with LN Curtis & Sons and to appropriate funds from the general fund. The additional appropriation will be used for the procurement of personal protective equipment (PPE), firefighting tools, and safety supplies for current
firefighters and the Richmond Fire Academy session to
be held in March 2023.
AGENDA
REPORT
February 21, 2023
RECOMMENDED ACTION:
APPROVE a standing purchase order limit increase in
the amount of $250,000, for a new total purchase order
amount not to exceed of $716,000, with a term extended
through January 20, 2024; and APPROPRIATE $199,500
from the General Fund, for the procurement of personal
protective equipment (PPE), firefighting tools, and safety supplies – Fire Department (Chief Angel Montoya 501-
307-8041/Aaron Osorio 510-307-8021).
DISCUSSION:
On January 20, 2020, the City Council approved the standing purchase order agreement with LN Curtis & Sons, using the Master Price Agreement publicly solicited by National Purchasing Partners, Government Division, to purchase firefighting tools and equipment, personal protective equipment (PPE), and safety supplies in an amount not to exceed $350,000, and a contract term through January 20, 2023, with a one-year extension option.
The Fire Department exercised the one-year extension option with LN Curtis & Sons and increased the purchase order amount by $116,000, for a total purchase order not to exceed $466,000. Additionally, the department now requests an approval to increase the purchase order limit by another $250,000. The new purchase order will be for a total amount not to exceed $716,000. The additional funds will be used to procure new PPE for the March 2023 Richmond Fire Academy, firefighting tools, and safety supplies for current firefighters.
The purchase order limit increase is imperative to support the purchase of equipment necessary to conduct the 2023 Richmond Fire Academy. Also, the City of Richmond’s utilization of the current Master Price Agreement with PPA eliminates the cost associated with obtaining multiple solicitations throughout the year and reduces the lead-time in obtaining crucial equipment. In addition, the anticipation that 12 firefighters will be hired from the Richmond Fire Academy warrants a further need for extra safety supplies and tools. Lastly, personal protective equipment for firefighters needs to remain standard across the department and purchasing from routine vendors will assist in doing so.
The anticipated hiring was not accounted for in the budget as the academy is not held annually and staff did not catch the entry. The Fire Department seeks approval to appropriate an estimated $199,500 from the general fund to support the purchase.
DOCUMENTS ATTACHED:
Attachment 1 – Master Price Agreement
Attachment 2 – LN Curtis & Sons Quote