REPORT TO COUNCIL
SUBJECT
Title
Authorize an Amendment to an Existing Purchase Order for Fire Protection Clothing, Equipment and Fire Safety Supplies (F17-007)
Report
REPORT IN BRIEF
Approval is requested to amend an existing purchase order with L.N. Curtis & Sons of Oakland for the purchase of fire protective clothing, equipment and safety supplies for the Department of Public Safety, increasing the not-to-exceed by $87,000, from $175,000 to $262,000.
EXISTING POLICY
Pursuant to Section 2.08.040(d) of the Sunnyvale Municipal Code, Council approval is required for the procurement of goods and/or services exceeding $100,000 in any one transaction.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a "project" with 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 environment.
BACKGROUND AND DISCUSSION
The current purchase order awarded by Council on September 13, 2016 (RTC No. 16-0775), has a not-to-exceed amount of $175,000 and will expire on October 31, 2018. Council also delegated authority to the City Manager to review the purchase order for two additional one-year periods. The contract amount was projected based on historical costs for the ongoing purchases of fire protection clothing, equipment and fire safety supplies. With the accelerated pace of recruitment and training during FY 2017/18 and several one-time equipment purchases, expenditures have already reached $175,000.
Immediate and anticipated costs include $26,000 for equipment purchases, $33,000 for fire academy turnouts and supplies, $19,000 for fire jackets, and $9,000 for on-going operational costs. In total, this is an increase of $87,000 for the remaining term of the purchase order. The renewal purchase order will be awarded in accordance with budgeted amounts.
FISCAL IMPACT
The proposed modification to the purchase order with L.N. Curtis & Sons addresses two distinct issues: ongoing fire academy needs and one-time costs for supply purchases available through this vendor. Budgeted funds are available in the operating budget for the Department of Public Safety Fire Services, the appropriation for public safety equipment replacement, and in various projects for the recruitment, selection and training of public safety officers.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City's official-notice bulletin board outside City Hall, at the Sunnyvale Senior Center, Community Center and Department of Public Safety; and by making the agenda and report available at the Sunnyvale Public Library, the Office of the City Clerk and on the City's website.
RECOMMENDATION
Recommendation
Authorize the City Manager to amend the existing purchase order with L.N. Curtis & Sons, in substantially the same format as Attachment 1, increasing the not-to-exceed amount by $87,000, for a new not-to-exceed total of $262,000 and Find the Action categorically exempt under the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines section 15378 (a).
Staff
Prepared by: Gregory Card, Purchasing Officer
Reviewed by: Timothy J. Kirby, Director of Finance
Reviewed by: Phan S. Ngo, Director of Public Safety
Reviewed by: Teri Silva, Assistant City Manager
Approved by: Kent Steffens, City Manager
ATTACHMENTS
1. Draft Revised Blanket Purchase Order