REPORT TO COUNCIL
SUBJECT
Title
Authorize the Issuance of a Blanket Purchase Order for Fire Hoses to L.N. Curtis & Sons, Inc. (F19-102)
Report
REPORT IN BRIEF
Approval is requested to authorize the issuance of a blanket purchase order to L.N. Curtis & Sons, Inc. of Oakland in the amount of $225,815 for fire hoses.
EXISTING POLICY
Pursuant to Section 2.08.040 of the Sunnyvale Municipal Code, City Council approval is required for the procurement of goods and services exceeding $100,000 in any one transaction.
Further, Section 2.08.070(b)(4) of the Sunnyvale Municipal Code exempts from competitive bidding those purchases that are sole source goods or services.
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 environment.
BACKGROUND AND DISCUSSION
Pursuant to National Fire Protection Association (NFPA) standards, fire hoses should be replaced after 10 years of service. As fire hoses age, they become susceptible to failure during use and testing. Fire hoses are subjected to an environment of high temperature and abrasion, which weaken the hose covering. As the fire hose is exposed to this environment and repeated pressurization, the chance of failure increases. A fire hose that fails during use exposes public safety personnel and residents to extreme danger as water supply is interrupted and firefighting activities may be impacted.
The Department of Public Safety (DPS) currently maintains an extensive inventory of fire hoses, manufactured by All American Municipal and Industrial Hose (All American Hose), which consist of handlines (1.5”, 1.75” and 2.5” in diameter) and supply lines (3” and 5”). In February 2018 staff inventoried 997 fire hose segments that require replacement over the next several years due to their extended age, many currently beyond the recommended replacement period. A total of 786 fire hose segments are scheduled to be replaced over the next two years, 569 in FY 2018/19 and 217 in FY 2019/20, which accounts for approximately 80% of the current fire hose inventory. Subsequent replacements are scheduled to occur in FY 2021/22 through FY 2027/28.
In 2008, the City concluded an evaluation of fire hoses and selected All American Hose as the product with the best warranty and performance, and was determined to provide the best value investment. Since then, the City has maintained an annual blanket purchase order with L.N. Curtis for the replacement of fire hoses. In 2017, prior to selecting a fire hose product for the anticipated 80% inventory replacement, DPS staff conducted a new analysis of several local agencies within Santa Clara County to determine: 1) brand of hose; 2) warranty; 3) product performance; and 4) compatibility with existing inventory of fire equipment. Staff evaluated three additional products and determined that of the three brands identified, one brand was significantly more expensive, another was found to have issues with leakage at the couplings and ongoing issues with the stability of the coupling locking rings, and another was found to have issues with delamination and significant leakage at the couplings. A 10-year warranty period was offered by all but one, however the coverage offered and the location for warranty returns differed which would likely require additional costs.
After completing the analysis, staff recommends the continued investment in All American Hose for both the handlines and supply lines. All American Hose offers a 10-year full coverage warranty with local replacement through L.N. Curtis, the sole distributor for this product, which carries a robust inventory. All American Hose is also the coupling manufacturer, which will expedite warranty review and alleviate any conflict of accountability. Additionally, continuing with the same hose manufacturer will ensure product is same diameter throughout all lengths, guaranteeing that the water flow remains constant and the couplings will fit tightly, as designed on each fire apparatus. Finally, All American Hose provides laser-engraving on their hoses which allows for quick identification and inventorying for its useful life.
L.N. Curtis & Sons is the sole distributor for All American Hose products. Therefore, staff is recommending the issuance of a blanket purchase order to L.N. Curtis & Sons under a competitive bidding exemption for the current and ongoing purchase of fire hoses to meet the recommended replacement schedule.
FISCAL IMPACT
Funding for the purchase of replacement fire hose was approved and included in the FY 2018/19 Adopted Budget in the Public Safety Equipment account. Funding for fire hose replacement in FY 2019/20 and future fire hose replacements are included in the City’s 20-Year Financial Plan.
Funding Source
Purchases of fire hoses are funded in the General Fund.
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 issuance of a blanket purchase order to L.N. Curtis & Sons, Inc. in the amount of $225,815, in substantially the same form as Attachment 1 to the report.
Staff
Prepared by: Gregory S. 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 Blanket Purchase Order