REPORT TO COUNCIL
SUBJECT
Title
Authorize the Issuance of a Two-Year Purchase Agreement in the Amount of $420,000 to L.N. Curtis & Sons, Inc. to Provide Fire Protective Clothing, Equipment and Fire Safety Supplies for the Department of Public Safety (F24-145)
Report
REPORT IN BRIEF
Approval is requested to issue a two-year purchase agreement to L.N. Curtis & Sons, Inc. (L.N. Curtis) of Oakland, CA, in the amount of $420,000 for fire protective clothing, equipment and safety supplies for the Department of Public Safety (DPS). Additionally, approval is requested to authorize the City Manager to modify and renew the purchase agreement for three (3) additional one-year periods, not to exceed budgeted amounts, provided pricing and service remain acceptable to the City.
EXISTING POLICY
Pursuant to Section 2.08.040 (d) of the Sunnyvale Municipal Code (SMC), Council approval is required for the procurement of goods and/or services greater than $250,000 in any one transaction.
Section 2.08.070(b)(3) authorizes the purchase of goods and/or services to be exempted from the competitive bidding requirements when the solicitations of bids or proposals would be impractical, unavailing, or impossible.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environmental.
BACKGROUND AND DISCUSSION
DPS uses a wide variety of firefighting clothing, equipment and supplies to support fire safety operations. Examples of these items include fire turnouts (protective clothing), thermal imaging cameras, hazmat meters and monitors, helmet shields, gloves, goggles, and fire hose. The recommended pieces of equipment and clothing are reviewed by an internal committee to ensure they meet the most current state standards or recommendations by the National Fire Prevention Association (NFPA). L.N. Curtis & Sons, Inc. (L.N. Curtis) has been the City’s distributor of firefighting clothing, equipment, supplies and services for over 20 years and has provided superior service and broad product selection during that time. Furthermore, L.N. Curtis supplies firefighting equipment to many public safety agencies in the greater Bay Area and throughout California while also having many distribution centers throughout the country.
L.N. Curtis maintains a large stock of firefighting equipment and other firefighting appliances in their Oakland warehouse from many different suppliers. This allows items to be delivered quickly or, if necessary, picked up the same day while also providing immediate access to turnouts and repairs. The timeliness of delivery and service is of the essence as much of the equipment is essential for day-to-day operations. Additionally, L.N. Curtis is responsive, consistently competitive with its pricing, and does not charge shipping for items from their warehouse, which cuts down on costs. Finally, L.N. Curtis is the only known distributer in the West Coast for the specific fire protective clothing used by DPS.
Based on L.N. Curtis’ service, selection, location, and pricing, and considering there are no other local competitors, staff exempted this transaction from the solicitation process Therefore, staff is requesting an initial two-year contract, and authorization for the City Manager to amend and renew the purchase agreement for three additional one-year periods, not to exceed budgeted amounts if pricing and service remain acceptable to the City.
FISCAL IMPACT
Funding for the purchase of fire protective clothing, equipment and fire safety supplies is available in the FY 2023/24 Adopted Budget in the Department of Public Safety operating budget in the Fire Services program, in various recruitment projects for equipment for new recruits, and in the public safety equipment replacement account.
PUBLIC CONTACT
Public contact was made by posting the Council meeting agenda on the City's official-notice bulletin board at City Hall, at the Sunnyvale Public Library and in the Department of Public Safety Lobby. In addition, the agenda and this report are available at the NOVA Workforce Services reception desk located on the first floor of City Hall at 456 W. Olive Avenue (during normal business hours), and on the City's website.
RECOMMENDATION
Recommendation
Take the following actions:
- Authorize the issuance of a two-year purchase agreement in the amount of $420,000 to L.N. Curtis & Sons, Inc.; and
- Authorize the City Manager to amend and renew the purchase agreement for three (3) additional one-year periods, not-to-exceed budgeted amounts, provided pricing and service remain acceptable to the City.
Staff
Prepared by: David Battaglia, Purchasing Officer
Reviewed by: Tim Kirby, Director of Finance
Reviewed by: Phan S. Ngo, Chief, Public Safety
Reviewed by: Jaqui Guzmán, Deputy City Manager
Approved by: Kent Steffens, City Manager