May 26, 2026
Fire Department
DATE: May 26, 2026
TO: Mayor Martinez and Members of the City Council
FROM:
Aaron Osorio, Fire Chief
Rico Rincon, Deputy Fire Chief
Den Mark Marcelo, Admin Services Coordinator
Subject:
Standing Purchase Order with Municipal Emergency
Services for Firefighting Equipment, Personal Protective Equipment, and Self-Contained Breathing Apparatus
FINANCIAL IMPACT: The proposed not-to-exceed $750,000 per purchase order for each of the three standing purchase orders is included within the approved fiscal year 2025-2026 Fire Department budget and will be budgeted accordingly in
subsequent fiscal years (Account Strings:
01204022-400382; 01204022-400384;
11702022-400603-2A101; 21301022-400384).
PREVIOUS COUNCIL
ACTION:
None.
STATEMENT OF THE
ISSUE:
The Richmond Fire Department (“Department”) currently
utilizes the Master Price Agreement (piggyback purchase order) with Sourcewell for firefighting equipment and
personal protective equipment (PPE) from another
vendor. To leverage competitive pricing, improve supply availability, and ensure timely access to critical
equipment, staff recommend establishing a new
purchase order with Municipal Emergency Services
(MES). This will support the Department’s ability to
maintain operational readiness, and ensure personnel
are properly equipped for effective emergency response.
AGENDA
REPORT
May 26, 2026
RECOMMENDED ACTION:
APPROVE three standing purchase orders with
Municipal Emergency Services (MES), under Master
Price Agreements publicly solicited by Sourcewell, State of Minnesota Local Government Unit, including: (1)
Solicitation/Contract #020124-MES for Firefighting
Equipment; (2) Solicitation/Contract #010424-MES for
Firefighting Personal Protective Equipment; and (3)
Solicitation/Contract #011824-MES for Self-Contained
Breathing Apparatus, for the purchase of firefighting
equipment, personal protective equipment, and firefighter self-contained breathing apparatus, in an amount not to exceed $750,000 per purchase order through March 15,
2028, with the option to extend each purchase order for up to two additional one-year terms in an amount not to exceed an additional $250,000 per purchase order – Fire Department (Chief Aaron Osorio 510-307-8021/Deputy
Chief Rico Rincon 510-307-8041/Den Mark Marcelo 510-
307-8038).
DISCUSSION:
The Richmond Fire Department (“Department”) is a full-service, all-risk department serving more than 115,000 residents during critical emergencies, including fire, medical, hazardous materials, and rescue incidents. Department personnel utilize essential personal protective equipment (PPE), including turnout gear, boots, helmets, gloves, and hoods, to ensure their safety during emergency operations, as well as self- contained breathing apparatus (SCBA) to provide respiratory protection in Immediately Dangerous to Life or Health (IDLH) environments. In addition, personnel rely on a wide range of critical tools and equipment to support emergency response, including fire hoses, ropes, harnesses, rescue tools (cutters, spreaders, and hydraulic equipment), and other safety gear. Together, these resources ensure the Department is fully equipped to respond to a broad spectrum of emergencies, from structure fires to hazardous materials incidents, all while prioritizing the safety, effectiveness, and operational readiness of its personnel and the community it serves.
Sourcewell Master Price Agreement
On November 4, 2025, the City Council approved two standing purchase orders utilizing Sourcewell, a State of Minnesota local government unit and service cooperative, Master Price Agreement with another vendor. To leverage competitive pricing, improve supply availability, and ensure timely access to critical equipment, staff recommend establishing additional purchase orders using the same solicitation with Municipal Emergency Services (MES).
The proposed standing purchase orders will utilize competitively solicited cooperative purchasing contracts with Municipal Emergency Services (MES) for the procurement of
May 26, 2026
firefighting equipment, personal protective equipment (PPE), and self-contained breathing apparatus (SCBA) equipment, as follows:
1. Firefighting Equipment Contract (Solicitation/Contract #020124-MES):
Procurement of firefighting tools, hoses, and equipment for fire apparatus and support vehicles.
2. Firefighting Personal Protective Equipment Contract (Solicitation/Contract #010424-MES): Procurement of PPE items including hoods, gloves, boots, and first responder coats.
3. Self-Contained Breathing Apparatus Contract (Solicitation/Contract #011824-MES): Procurement of SCBA masks, regulators, cylinders, harnesses, RIT packs, and related accessories.
All three standing purchase orders will remain valid through March–April 2028.
Municipal Emergency Services (Vendor)
Over the past several years, Municipal Emergency Services (“Vendor”) has consistently demonstrated reliability in supplying the Department’s self-contained breathing apparatus (SCBA) units, as well as supplementing the department’s firefighting equipment and personal protective equipment (PPE) needs. The vendor has a proven track record of delivering products in a timely manner, helping the Department maintain operational readiness and continuity of service. All products procured from the vendor meet project managers’ specifications and comply with applicable national standards, ensuring the safety, performance, and durability required for emergency response operations.
Justification for Procurement
The proposed purchase order amounts are based on historical spending over the past three years, projected operational needs, outfitting of new and existing frontline personnel, equipping of new fire apparatus, and replacement of equipment that has reached the end of its service life. This procurement is in compliance with Richmond Municipal Code (RMC) Section 2.52.330, Piggyback Procurement, which allows the Finance Director to arrange for the City to enter into contracts for supplies and services at prices previously established by another public agency, including a nonprofit association or consortium of governmental entities. See Attachments 1 – 3 for Piggyback Justification details.
The City of Richmond’s utilization of piggyback procurement serves the City’s best interests because it leverages existing contracts and procurement processes established in collaboration with other government agencies. This approach eliminates the costs and staff resources that would otherwise be required to conduct multiple solicitations throughout the year. Moreover, piggyback agreements reduce lead times for acquiring critical firefighting equipment, personal protective equipment (PPE), self- contained breathing apparatus (SCBA) units, and other essential safety supplies. By
May 26, 2026
relying on pre-negotiated contracts with established pricing structures, the City also maximizes cost savings while ensuring timely access to high-quality products.
SYNERGISTIC POLICIES:
Timely procurement of new firefighting equipment, PPE, and SCBA units is critical, as lead times for manufacturing and delivery can span several months, particularly for customized gear. By approving these standing purchase orders, the City Council will enable the Department to plan ahead, avoid equipment shortages or delays, and ensure the Department is properly equipped to perform its duties safely and effectively.
Furthermore, the recommended actions also align with the goals and priorities set by the City Council to improve public safety and enhance operational efficiency.
DOCUMENTS ATTACHED:
Attachment 1 – Piggyback Justification Form/Contract # 020124-MES(Equipment) Attachment 2 – Piggyback Justification Form/Contract # 010424-MES (PPE) Attachment 3 – Piggyback Justification Form/Contract # 011824-MES (SCBA)