Agenda Item No. 06
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Fire Chief Grant Malinowski
Phil White, Director of Financ
FOR: City Council Meeting of August 12, 2024
SUBJECT: Fire Department Annual Procurements Fiscal Year 2024-2025 RECOMMENDATION:
That the City Council:
1. Award and authorize the execution of FY25 fire department contracts for a. Allstar Fire Equipment Inc. $50,000
b. Flyers Energy $95,000
c. Fire Apparatus Solutions $50,000
d. McCray Enterprises $50,000; and
2. Authorize increases in FY24 Purchase Orders for
a. Life -Assist up to $36,943
b. Fire Apparatus Solutions up to $58,440; and
3. Dispense with competitive bid procedures as per Section 2.24.060.A of the City of Yucaipa Municipal Code.
BACKGROUND/DISCUSSION:
Yucaipa Fire Department (YFD) procures services and equipment throughout the year. Certain services such as fire engine and diesel repair are provided by a limited number of vendors while the equipment purchased is specialized and available from limited sources. To comply with the City of Yucaipa's purchasing guidelines, the City Council's authorization is being requested to proceed with the following four annual procurements. In accordance with Section 5 of the purchasing guidelines, the approved sole source justification memos are on file.
Allstar Fire Equipment Inc. is the Scott brand (YFD preferred) self-contained breathing apparatus (SCBA) distributor for our geographic area. The vendor is used for SCBA repairs and annual hydrostatic flow testing. Additionally, an Emergency Breathing Support System upgrade is now required by CALOSHA and YFD policy. The requested purchase order will be for $50,000 and the costs are included in the FY25 Budget.
2. Flyers Energy has been the City of Yucaipa's fuel supplier for both the fuel card program and the bulk diesel supplier at Fire Station # 1. Flyers Energy has demonstrated the ability to deliver on short notice/emergency fuel orders during busy fire season. Bulk purchased diesel stored at Fire Station # 1 also supplies public works' heavy equipment. The requested purchase order will be for $95,000 and the costs are included in the FY25 Budget.
3. Fire Apparatus Solutions (FAS) is one of a very limited number of vendors in Southern California that provides fire engine and fire pump repair services. FAS has been the City of Yucaipa's historic fire engine repair vendor and the only Kovatch Mobile Equipment dealer/warranty repair facility in the region. FAS was also found to be the only qualified provider within a reasonable driving/towing distance with an emergency mobile response service into the City. We seek to utilize FAS as a sole source provider due to the existing historic service, KME approved repair facility and proximity to the City. The requested purchase order will be for $50,000 and the costs are included in the FY25 Budget.
4. McCray Enterprises provides diesel repair services out of San Bernardino. There is a limited number of vendors within the region and McCray Enterprises also has the capability to work on fire apparatus. In certain cases, diesel repair facilities can provide services at less cost than fire engine repair shops that are required to have additional qualifications and certifications specific to fire. The requested purchase order will be for $50,000 and the costs are included in the FY25 Budget.
FY24 purchase orders for Life -Assist and Fire Apparatus Solutions require increases to fund purchases made during the prior fiscal year. The incremental purchase request has pierced the the City Council approval threshold and as such staff is requesting approval. The FY24 Budget is not impacted by the request.
FISCAL IMPACT:
The FY25 Budget includes costs related to recommendations 1. and 2. above. No further budget impact or fiscal impact is anticipated.
Attachments: None
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Approved by: ----