City of Sacramento
City Council - 5PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2023-01263 10/24/2023 Consent Item 5.
Contract Amendment: Purchase of Key Hose Equipment (Two-Thirds Vote Required) File ID: 2023-01263
Location: Citywide
Recommendation: Pass a Motion: 1) amend the not-to-exceed contract amount to $490,000 for Key Hose equipment with Allstar Fire Equipment, Inc. through February 3, 2025; 2) suspending competitive bidding by two-thirds vote of the City Council in the best interests of the city; and 3) authorizing the City Manager or City Manager’s designee to execute the contract amendment as specified.
Contact: Allison Narramore, Administrative Office, (916)808-0865, [email protected]
Presenter: None.
Attachments:
1-Description/Analysis
2-Allstar Fire Equipment Inc Contract Supplemental
Description/Analysis
Issue Detail: The Department is requesting council approval to execute a supplemental agreement to the existing contract with Allstar Fire Equipment, Inc. for Key House equipment. In December of 2021, Fire Department staff received sole source purchasing approval by City Procurement to execute a contract with Allstar Fire Equipment for Key Hose Equipment under the justification that Allstar Fire Equipment is the sole authorized distributor of municipal firehose equipment and warranty center for all Key Hose products for the State of California. Allstar Fire Equipment remains the sole distributor. Key Hose is the sole manufacturer of firehoses that are able to meet all of the specifications, which allow the Fire Department to continue to provide fire-suppression response in our urban environment and connect properly to water sources throughout the City. Key Hose remains the sole manufacturer. The Fire Department currently has a fully executed contract with Allstar Fire Equipment valid through February 3, 2025, in an amount not-to-exceed $240,000. To date, a total of $210,546.12 has been expended with a remaining balance of $29,453.88 on the contract for the remainder of the current contract period. Staff is recommending amending the current total not-to- exceed amount from $240,000 to $490,000 to maintain sufficient funding for the Fire Department to make purchases as necessary for the continuation of fire suppression services for the remainder of the present agreement and the two additional years requested herein without interruption in service.
This contract includes language to extend the contract period with two one-year extensions through February 3, 2027, staff are recommending increasing the not-to-exceed amount to allow purchasing
File ID: 2023-01263 10/24/2023 Consent Item 5.
to continue throughout the extended contract period.
Policy Considerations: The initial contract was executed under City of Sacramento Charter
3.56.080 - Authority of City Manager- Subject to the availability of funds and the procedures set forth in this chapter, the City Manager is authorized to bind the city, by written contract or purchase order, involving an expenditure under $250,000 in any one transaction, without first advertising or obtaining specific authorization by the city council, for the purchase of supplies or nonprofessional services for the city.
This council report is requesting an amending the not-to-exceed amount requiring council approval per the City of Sacramento Charter 3.56.090, all contracts for supplies or nonprofessional services involving an expenditure of $250,000 or more shall be awarded by the City Council. Such contracts shall be formal written agreements executed by the City Manager on behalf of the city. The signature by the City Manager constitutes his or her certification that there remain unexpended and unapplied balances of the appropriations or funds applicable to the contract sufficient to pay the estimated expense of executing the contract.
Economic Impacts: None.
Environmental Considerations: Ongoing administrative maintenance activities, such as purchases of supplies, equipment, or materials that are not made for purposes of a public construction project, do not constitute a “project” and are exempt from the California Environmental Quality Act (CEQA) CEQA Guidelines, Section 15061(b) (3), 15378(b) (2).
Sustainability: Not Applicable.
Commission/Committee Action: Not Applicable.
Financial Considerations: Sufficient funding is available in the Fire Department’s Fiscal Year (FY) 2023/24 operating budget to make purchases through June 30, 2024.
Purchases after the Fiscal Year (FY 2023/24) on this contract are subject to available approved funding.
Local Business Enterprise (LBE): Allstar Fire Equipment is not an LBE. The minimum LBE participation requirement is waived by the City Manager or the City Manager’s designee as the City has suspended competitive bidding and utilized an alternate procurement method to select a vendor (s) in the best interests of the City.
SUPPLEMENTAL CONTRACT
(Rev. 11-1-19)
Project Title and Job Number: Purchase Order #: Date: Supplemental Contract No.: The City of Sacramento ("City") and("Contractor"), as parties to that certain Goods and Non-Professional Services Agreement designated as Contract Number , including any and all prior supplemental contracts modifying the contract (the contract and all supplemental contracts are hereafter collectively referred to as the "Contract"), hereby supplement and modify the Contract as follows: The Technical Specifications specified in Exhibit A of the Contract is amended as follows:In consideration of the additional and/or revised goods and services described in section 1, above, the maximum not-to-exceed amount that is specified in Exhibit B of the Contract for payment of Contractor's fees and expenses, isincreased by , and the Contract’s maximum not-to-exceed amount is amended as follows:Agreement's original not-to-exceed amount: Net change by previous supplemental contracts: Not-to-exceed amount prior to this supplemental contract: Increase/decrease by this supplemental contract: New not-to exceed amount including all supplemental contracts: 3. Contractor agrees that the amount of increase or decrease in the not-to-exceed amount specified in section 2, above,shall constitute full compensation for the additional and/or revised goods and services specified in section 1, above, andshall fully compensate Contractor for any and all direct and indirect costs that may be incurred by Contractor inconnection with such additional and/or revised goods and services, including costs associated with any changes and/ordelays in schedules or in the delivery of other goods and services by Contractor.4. Contractor warrants and represents that the person or persons executing this supplemental contract on behalf ofContractor has or have been duly authorized by Contractor to sign this supplemental contract and bind Contractor to the terms hereof.5. Except as specifically revised herein, all terms and conditions of the Contract shall remain in full force and effect, andContractor shall provide all of the goods and perform all of the services, duties, obligations, and conditions requiredunder the Contract, as supplemented and modified by this supplemental contract.[SIGNATURES ON FOLLOWING PAGE]