City Council
Report
City Council Meeting: December 17, 2024
Agenda Item: 5.J
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To: Mayor and City Council
From: Matthew Hallock, Fire Chief, Fire Department
Subject: Award Bid No. 4486 to On Duty Uniforms, Inc. and Purchase Order to Galls, LLC for the Purchase and Delivery of Uniforms for the Fire Department Recommended Action
Staff recommends that the City Council:
1. Award Bid #4486 to vendor On Duty Uniforms, Inc. for the purchase and delivery of uniforms for the Santa Monica Fire Department;
2. Authorize the Procurement Manager to issue a purchase order with On Duty Uniforms, Inc. for the purchase and delivery of uniforms in an amount not to exceed $300,000 over a term of five years, with future years funding contingent on Council budget approval;
3. Authorize the Procurement Manager to issue a purchase order with Galls, LLC for the purchase and delivery of uniforms in an amount not to exceed $115,000 over a term of five years, with future years funding contingent on Council budget approval; and
4. Adopt a finding that the purchase orders are not subject to the California Environmental Quality Act (CEQA).
Summary
The Fire Department currently supplies its employees with approved uniforms, safety equipment, and other protective gear required to perform their job duties. With the expiration of the purchase order with the City’s current uniform vendor, staff issued a formal notice inviting bids for uniforms, belts, and embroidery. After an evaluation of the bids received in response to the City’s notice, staff recommends awarding bid #4486 to On Duty Uniforms, Inc and Galls, LLC. Staff also recommends the issuance of separate purchase orders to On Duty Uniforms with a total five-year not to exceed amount of $300,000 and to Galls with a total five-year not to exceed amount of $115,000. 2 of 4
Discussion
Each year, the Fire Department purchases a variety of public safety equipment and apparel for its firefighters and civilian staff. All firefighter uniforms must meet current National Fire Protection Association standards and recommendations, which ensures firefighters are adequately protected while performing their duties. Per department policy, all firefighters are required to wear Nomex station uniforms, which contain Nomex – a flame- and heat-resistant material. During fire suppression activities, these Nomex shirts and pants offer an additional layer of protection to our firefighters.
The Department typically purchases shirts, pants, jackets, patches, and embroidery.
Firefighters are also required to have other specific type of uniforms for assignments and details. These uniforms include Class A dress uniforms, Class B work uniforms, and both civilian and incident/event required uniforms.
After five years, the Department’s agreement with Galls, LLC has expired, and the Department underwent a competitive bid process to select a vendor that would meet the department’s uniform needs.
Vendor Selection
Bidder Recommendation
Best Bidders On Duty Uniforms, Inc. and Galls, LLC
Evaluation Criteria Experience; authorization to sell requested uniforms in bid; cost Municipal Code SMMC 2.24.180
Bid Data
Date Posted Posted On
Advertise In
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
08/19/2024 City's Online
Bidding Site
Santa Monica Daily Press 27 09/30/2024
Best Bidder Justification
Five firms submitted bids to furnish and deliver uniforms for the Fire Department. Staff evaluated the bids based on experience, authorization to sell the requested uniforms in the bid, ability to meet Fire Department needs, and cost, with the exception of embroidery. Initially, On Duty appeared to be the best bidder for all bid items.
However, on November 17, 2024, a protest was filed alleging On Duty was not an Bids Received
Ace Uniforms, LLC On Duty Uniforms, Inc. Uniform Accessories Warehouse Galls, LLC Sinatra Uniforms, Inc.
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authorized distributor for 5-1-1 uniforms. After a thorough investigation, the protest was substantiated, and staff reconsidered the potential awards. Ultimately, staff recommends awarding a contract to On Duty Uniforms, Inc for the bid items that include Workrite uniforms and associated embroidery, and a contract to Galls, LLC for bid items that include 5-1-1 uniforms. By splitting the bid items, staff is confident the Fire Department will achieve the best pricing and better availability of products.
Environmental Review
The selected bids of On Duty Uniforms, Inc. and Galls, LLC and the associated purchase orders for the purchase and delivery of uniforms for the Fire Department is not a “project” subject to CEQA. Pursuant to CEQA Section 21065, the purchase order does not meet the definition of a “project” subject to CEQA as it will not “cause either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment”. Additionally, per Section 15378(b) of the CEQA Guidelines, a “project” does not include continuing administrative or maintenance activities, such as purchases for supplies, that would not result in direct or indirect physical changes in the environment. Therefore, the purchase order is not subject to CEQA.
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the General Fund to award purchase orders with On Duty Uniforms, Inc. and Galls, LLC for the purchase and delivery of uniforms for SMFD personnel.
Contract/Agreement/Purchase Order Request
Current Year
Request Amount
Amount for
Future Years
FY 2024-25 Budget
Department Account #
Total Contract
Amount
$50,000 $365,000 01190002.525200 $415,000
Future year funding is contingent on Council budget approval. 4 of 4
Prepared By: Jonathan Tang, Principal Administrative Analyst Approved Forwarded to Council
Attachments:
A. On Duty Uniforms Oaks
B. On Duty Uniforms Levine Act
C. Galls Oaks
D. Galls Levine Act