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Home My WebLink About14 - Approval of a Purchase Order for Self -Contained Breathing ApparatusQ �EwPpRT CITY OF O � z NEWPORT BEACH <,FORN'P City Council Staff Report February 25, 2020 Agenda Item No. 14 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Jeff Boyles, Fire Chief - 949-644-3101, jboyles@nbfd.net PREPARED BY: Mary Locey, Fire Administrative Manager, mlocey@nbfd.net PHONE: 949-644-3352 TITLE: Approval of a Purchase Order with Allstar Fire Equipment, Inc., for Self -Contained Breathing Apparatus On September 24, 2019, the City Council approved an Assistance to Firefighters Grant from the Federal Emergency Management Agency to significantly offset the Fire Department's purchase of self-contained breathing apparatus (SCBA). A request for bids was conducted and the sole respondent was Allstar Fire Equipment, Inc. (Allstar), with a bid lower than the anticipated amount. Staff requests approval to accept the bid and issue a purchase order to Allstar for the equipment. RECOMMENDATIONS: a) Determine this action is exempt from the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because this action will not result in a physical change to the environment, directly or indirectly; b) Authorize the City Manager and Finance Director, or their designee, to execute and issue a purchase order to Allstar Fire Equipment, Inc., for the purchase of self-contained breathing apparatus in the amount of $779,159.16; and c) Approve Budget Amendment No. 20-034 appropriating $254,024.62 to SCBA capital equipment account (75604-911024) from the Fire Equipment Replacement Fund. FUNDING REQUIREMENTS: With the proposed budget amendment, there is sufficient appropriations to proceed with the equipment purchase. The Budget Amendment appropriates $254,024.62 to the Fire Equipment Capital Account (75604-911024) from the Fire Equipment Replacement Fund, which has been set up to reserve funds for SCBA equipment replacement and other equipment replacement needs. The total funding requirement for this equipment purchase is as follows - 14 -1 Approval of a Purchase Order with Allstar Fire Equipment, Inc., for Self -Contained Breathing Apparatus February 25, 2020 Page 2 Item Account Amount FEMA Grant and City 10% Cost Share BA #20-016 on Sept. 24, 2019 75604-911013 $525,134.54 Feb. 25, 2020 Budget Amendment #20-034 75604-911024 $254,024.62 Funding Total $779,159.16 DISCUSSION: Self-contained breathing apparatus (SCBA) units are an essential piece of equipment for rescue personnel. The Newport Beach Fire Department's (NBFD's) current SCBAs were purchased in 2007. While these units are compliant with the National Fire Protection Association's (NFPA) 1981 standards (2002 edition), it has become increasingly difficult to obtain replacement parts for these aging units and there have since been three updates to the NFPA standards. In anticipation of replacing the equipment, NBFD personnel submitted an Assistance to Firefighters Grant application to the Department of Homeland Security, Federal Emergency Management Agency (FEMA) in October 2018. The department was notified of FEMA's intent to award a $525,134.54 grant. The City Council approved acceptance of the grant and a 10% ($52,531.46) cost share on September 24, 2019 (Attachment A). Bid Process On December 9, 2019, the City issued a Request for Bid (RFB) solicitation identifying Scott Fire and Safety (Scott) SCBA products. The bid specifications contained a listing of 13 -line items identifying specific Scott products by manufacturer item number. The RFB solicitation closed on January 7, 2020 and the City received one bid from Allstar Fire Equipment, Inc. (Allstar). When procurement processes do not yield many bids, staff performs a due diligence review to understand the contributing factors. Staff's review determined that Scott has a restrictive supply chain that involves the designation of specific authorized vendors to sell its products, based on geographical territory and customer type. As a public agency located in Southern California, the City is in a sales territory assigned to Allstar. Since only one bid was received, staff compared the bid pricing against bids received by other agencies for Scott SCBA products within the last year. It was determined that the pricing was consistent with current market pricing. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this action is not subject to the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly. 14-2 Approval of a Purchase Order with Allstar Fire Equipment, Inc., for Self -Contained Breathing Apparatus February 25, 2020 Page 3 NOTICING: The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). ATTACHMENTS: Attachment A — September 24, 2019 Staff Report Attachment B — Budget Amendment 14-3 CITY OF ATTACHMENT A NEWPORT BEACH City Council Staff Report TO: FROM: PREPARED BY: PHONE: TITLE: ABSTRACT: September 24, 2019 Agenda Item No. 16 HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL Jeff Boyles, Fire Chief - 949-644-3101, jboyles@nbfd.net Mary Locey, Administrative Manager 949-644-3352 Acceptance of an Assistance to Firefighters Grant from the Federal Emergency Management Agency In 2018, Fire Department staff submitted an application for a Federal Emergency Management Agency (FEMA) Assistance to Firefighters Grant to offset the significant cost of upgrading the department's self-contained breathing apparatus (SCBA). On September 6, 2019, staff was notified by FEMA of its intent to award Newport Beach a $525,134.54 grant. Acceptance of the grant requires a 10% share ($52,513) from the City and it needs to be accepted within 30 days from notification of award (by October 6). RECOMMENDATIONS: a) Determine this action is exempt from the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because this action will not result in a physical change to the environment, directly or indirectly; b) Approve the grant and accept the Federal Emergency Management Agency (FEMA) Assistance to Firefighters Grant award in the amount of $525,135; and c) Approve Budget Amendment No. 20-016 to increase revenue estimates by $525,135 in account 75604-431390 (Fire Equipment — FEMA), and increase expenditure appropriations by $577,648 in account 76504-911013 (Fire Equipment — Assist Firefighter Grant SCBA Equipment). FUNDING REQUIREMENTS: The proposed Budget Amendment increases revenue estimates by $525,135 from FEMA Assistance to Firefighters Grant and appropriates $525,135, in increased expenditures for the acquisition of Fire SCBA equipment. The required grant matching appropriations of $52,513 will be satisfied from existing appropriations within the Fire Equipment Fund. 14-4 Acceptance of an Assistance to Firefighters Grant from the Federal Emergency Management Agency September 24, 2019 Page 2 DISCUSSION: The City of Newport Beach (City) Fire Department submitted an Assistance to Firefighters Grant (AFG) application to the Department of Homeland Security, Federal Emergency Management Agency (FEMA) on October 25, 2018. The grant application was intended to supplement the purchase of new, self-contained breathing apparatus (SCBA) for the department's first responders. On September 6, 2019, the Fire Department was notified of FEMA's intent to award a $525,134.54 grant to aid in the equipment purchase. The City's acceptance of the grant includes a 10% cost share, approximately $52,513. For the 2018 grants, FEMA approved 524 nationwide, of which 23 are for California agencies. Newport Beach is the only Orange County agency identified for grant award and earmarked to receive the fourth largest amount in the state. The majority of the department's SCBA equipment was purchased in 2007 and are due for replacement. SCBA units are an essential piece of equipment, which ensures the safety and survivability of rescue personnel as they perform the critical task of searching for victims. It is also a key component when responding to fire, hazardous material, chemical, biological, radiological, nuclear, or explosive events. The current 12 -year old SCBA units are becoming increasingly difficult to obtain replacement parts when repairs are needed. These units are compliant with the National Fire Protection Association (NFPA) 1981 standards (year 2002 edition). However, since the 2002 edition, the NFPA standards have been updated three times and there have been three -key equipment improvements: 1) testing of the face pieces at a higher level of integrity; 2) enhanced communication technology using Bluetooth or wireless communication; and 3) improved end -of -service life indicator. The new SCBA units include a smaller and lighter air bottle; a breathing regulator which will provide the latest in particulate protection; improved comfort of the backpack assembly; increased durability of the face piece; enhanced communication system using Bluetooth or wireless technology; quick connect valves; and an enhanced service life indicator. The new SCBA units will improve the survivability, safety, reliability, and effectiveness of the firefighters during emergency operations and rescues. The acquisition of new SCBA units will have a direct benefit while responding to incidents in Newport Beach. Further, through the City's automatic aid response agreements, the benefit of the new equipment will extend beyond the borders of Newport Beach when responding to surrounding cities and communities, including Costa Mesa, Huntington Beach, Laguna Beach, and when called to support the Orange County Fire Authority and the Statewide Master Mutual Aid System. 14-5 Acceptance of an Assistance to Firefighters Grant from the Federal Emergency Management Agency September 24, 2019 Page 3 Preliminary research for purchasing a new SCBA unit is approximately $9,000 per unit. The total number of units needed is still being determined as the apparatus is connected to vehicles and teams, not personnel. The additional number of units for repair rotation is also being determined. It is estimated that between 78 and 90 units will need to be purchased. The department was notified on September 6 of the grant award and it needs to be accepted within 30 days, no later than Sunday, October 6. Accepting the FEMA grant will significantly offset the nearly $850,000 needed to update the department's SCBA equipment. In fiscal year 2015, the Fire Equipment Fund was created to start saving for large future purchases such as SCBA, cardiac monitors, ballistic vests, and lifeguard water craft. Approximately $240,000 has been set aside to date for SCBA equipment replacement. The remaining $85,000 will be expensed to the Fire Operations and EMS Divisions' Capital Equipment accounts. Should the City Council approve the grant for acceptance, the department will coordinate a request for proposals with the Purchasing Division to select a vendor for the new SCBA units. The purchase agreement and final budget requirements will be presented for City Council consideration at a future meeting. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this action is not subject to the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly. NOTICING: The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). ATTACHMENTS: Attachment A — FEMA Award Notification Attachment B — Budget Amendment 14-6 ATTACHMENT B NEWPORT.. City of Newport Beach BUDGET AMENDMENT Cq�rFO RN`P2019-20 BA#: 20 -034 -CC Department: Fire ONETIME: aes dvo Requestor: Mary Locey Approvals Prepared by: Amy Lewi ❑ CITY MANAGER'S APPROVAL ONLY Finance Director:K;�Date 0 COUNCIL APPROVAL REQUIRED City Clerk: r;at Date EXPLANATION FOR REQUEST: To increase expenditure appropriations from unappropriated EMS Equipment Fund balance to be used towards the Drom existing budget appropriations purchase of self-contained breathing apparatus. ❑from additional estimated revenues Drom unappropriated fund balance REVENUES Fund # Org Object Project _ Description Increase or (Decrease) $ i I I Subtotal EXPENDITURES Fund # Org Object Project 756 _ 75604 911024 _ _ — _ Description _ — Increase or (Decrease) Fire Equipment Non Op - Equipment N.O.C. $254,024.62 I � i Subtotal $254,024.621 FUND BALANCE Fund # Object Description F756 1000 Fire Equipment Fund Fund Balance Control Increase or Decrease $ __ — ($254,024.62) 1------ --- - ------._._._...........__...- -� --- – — _ - Subtotal ($254,024.62)i Fund Balance Change Required 14-7