City of Sacramento
City Council - 5PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2024-00616 3/19/2024 Consent Item 7.
Contract: Firefighter PPE Cleaning, Inspection, Maintenance & Repair Services (Two-Thirds Vote Required)
File ID: 2024-00616
Location: Citywide
Recommendation: Pass a Motion: 1) suspending competitive bidding in the best interest of the City; and 2) authorizing the City Manager, or City Manager’s designee to execute a five-year contract with Scott’s PPE Recon, Inc. for Firefighter Personal Protective Equipment (PPE) cleaning, inspection, maintenance, and repair services in an amount not-to-exceed $600,000 for the total life of the contract.
Contact: Jakob Pelk, Assistant Chief, (916)808-2280, [email protected], Fire Department
Presenter: None.
Attachments:
1-Description/Analysis
2-Scott’s PPE Recon, Inc. Contract
Description/Analysis
Issue Detail: Firefighter Personal Protective Equipment (PPE) requires routine inspection, cleaning, and repairs regularly to maintain the integrity and life of the equipment, which is consistent with National Fire Protection Association (NFPA) 1851 standards and Occupational Safety and Health Administration (OSHA) requirements. As firefighters perform their daily duties, such as fire suppression and administering medical aid, their PPE is exposed to biological agents and hazardous materials that can be carcinogenic in nature, or which could physically compromise the equipment.
Policy Considerations: Pursuant to City Code Section 3.56.090, contracts of $250,000 or more require approval by the City Council. Additionally, pursuant to City Code Section 3.56.230(C), competitive bidding for a supplies or services contract can be suspended upon a two-thirds vote of the City Council in which suspension is determined to be in the best interests of the City.
Economic Impacts: None.
File ID: 2024-00616 3/19/2024 Consent Item 7.
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: None.
Commission/Committee Action: None.
Rational for Recommendation: Scott’s PPE Recon, Inc. is a locally Verified Independent Service Provider (ISP) for the repair and maintenance of PPE as per NFPA 1851 standards, which is within 25 miles of Sacramento ensuring a short turnaround time. The vendors’ proximity allows for multiple pickups per week at our various fire stations. Additionally, Scott’s PPE Recon, Inc. is fully authorized to perform warranty work on all major brands of turnout gear as well as moisture barriers and thermal liners.
Staff researched the only other Northern California qualified service provider, which is headquartered 80 or more miles away. Switching vendors could cause a delay in turnaround time and a possible reduction in the quality of service that the Fire Department currently receives.
The Sacramento Fire Department has contracted with Scott’s PPE Recon, Inc. since 2003 for all its PPE inspections, cleanings, maintenance, and repairs. The vendor has consistently provided quality services in a timely manner. All requests from the Fire Department for maintenance and service records have been handled quickly and professionally. The Fire Department has established PPE pickup procedures with Scott’s PPE Recon, Inc. which are consistently adhered to.
Financial Considerations: Due to the forecasted structural budget gap, the City Manager has directed City departments to minimize costs and for all new contracts to receive an additional level of scrutiny to ensure they are necessary for the operation of the City. This contract has been reviewed and approved by the City Manager’s Office to advance to Council for approval. Funding for the proposed contract beyond FY2023/24 is subject to Council approval.
Sufficient funding has been identified for this contract in the Fire Department’s FY2023/24 operating budget. Purchases made after June 30, 2024, are subject to funding availability in the adopted budget of the applicable fiscal year.
Local Business Enterprise (LBE): Scott’s PPE Recon, Inc. Is not an LBE. The minimum LBE participation requirements are waived as the City has suspended competitive bidding.