REPORT TO COUNCIL
SUBJECT
Title
Authorize the Issuance of a Purchase Order to L.N. Curtis & Sons for Self-Contained Breathing Apparatus for the Department of Public Safety and Approve Budget Modification No. 1 in the Amount of $103,918 (F20-103)
Report
REPORT IN BRIEF
Authorize the issuance of a Purchase Order in the amount of $1,045,977.98 (base bid: $966,002.98, extended warranty: $70,725.00, training: $9,250.00), excluding sales tax, in substantially the same form as Attachment 2 to the report, to L.N. Curtis & Sons for Self-Contained Breathing Apparatus and approval of Budget Modification No. 1 in the amount of $103,918.25 to provide additional funding.
EXISTING POLICY
Pursuant to Section 2.08.040 of the Sunnyvale Municipal Code, City Council approval is required for the procurement of goods and/or services exceeding $100,000 in any one transaction.
Pursuant to Sunnyvale Charter Section 1305, at any meeting after the adoption of the budget, the City Council may amend or supplement the budget by motion adopted by affirmative votes of at least four members so as to authorize the transfer of unused balances appropriated for one purpose to another, or to appropriate available revenue not included in the budget.
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
Department of Public Safety (DPS) personnel responding to an environment which is labeled as immediately dangerous to life and health (IDLH) are required to use personal protective equipment to prevent injury and death. Critical components of that protective equipment include Self-Contained Breathing Apparatus (“SCBA”). The SCBA provides compressed breathing air which allows personnel to enter environments that are toxic, which are most commonly a structure fire. A structure fire burning in a modern building releases various types of toxic gases such as cyanide, carbon monoxide, formaldehyde, dioxins, decabromodiphenyl ether, and polynuclear hydrocarbons. The SCBA provides protection to DPS personnel that enable them to enter these environments while reducing the chance of injury or death.
The National Fire Protection Association (NFPA) publishes minimum standards for various fire service-related equipment, including the SCBA. New NFPA standards are published every five to six years to incorporate the latest technology into SCBA’s and thereby maximize performance and safety of personnel. The NFPA 1981 “Standard on Open Circuit Self-Contained Breathing Apparatus (SCBA) for Emergency Services” was last updated in 2018. DPS SCBA equipment must meet these NFPA standards.
DPS personnel conducted an evaluation process to review the new generation MSA product as well as other products that are currently in use at other public safety agencies within Santa Clara County. In addition to SCBA performance and quality, the communication devices imbedded in the SCBA must be reliable and fully interoperable with the department’s existing communications equipment. The conclusion of this evaluation process determined that the new generation of MSA SCBA (the “G1” model) best meets the needs of DPS and conforms with the 2018 standard.
An Invitation for Bids was directly issued to two bay area suppliers on February 10, as these were the only vendors able to provide this product. Two (2) sealed bids were received and opened on April 10. L.N. Curtis & Sons submitted the lowest responsive and responsible base bid in the amount of $966,002.98 (see Attachment 1 - Bid Summary).
Additional bid items, including required training for the SCBA units and an extended warranty that will cover the equipment for its useful life of 15 years, is also included in the cost of this purchase.
FISCAL IMPACT
Replacement for SCBA is included in the department’s equipment replacement project and was initially scheduled for FY 2020/21. In FY 2017/18, DPS identified the need to replace the entire inventory of SCBA due to the updated NFPA standards. Subsequently, the scheduled replacement cost was evaluated and adjusted according to pricing that was available at the time. In addition, the purchase was moved up one year (to FY 2019/20) in the project budget, with an anticipated budget of $1,029,000. The schedule for replacement of SCBAs is every 15 years.
Project costs, as specified in the bid, reflect an increase from the original estimate as follows:
|
Equipment Costs |
$ 966,002.98 |
|
Estimated Sales Tax |
$ 86,940.27 |
|
10-year extended Warranty* |
$ 70,725.00 |
|
Training - up to 10 city staff |
$ 9,250.00 |
|
TOTAL |
$ 1,132,918.25 |
*Equipment costs include a 5-year warranty: the extended warranty will cover equipment until the next budgeted replacement (15 years).
Budget Modification No. 1 has been created to appropriate funding of $103,918 from the General Fund Budget Stabilization Reserve, which represents the cost of the project in excess of the current available budget of $1,029,000.
Funding Source
Purchase of the Self-Contained Breathing Apparatus (SCBA) are funded in the General Fund as follows: FY 2019/20 carryover of $1,029,000 in Project 020901 (Public Safety Equipment) and $103,918 with Budget Modification No. 1 from the General Fund Budget Stabilization Reserve.
Budget Modification No. 1
FY 2020/21
|
|
Current |
Increase/ (Decrease) |
Revised |
|
General Fund |
|
|
|
|
Expenditures |
|
|
|
|
Project 020901 (Public Safety Equipment) |
$1,029,000 |
$103,918 |
$1,132,918 |
|
|
|
|
|
|
Reserves |
|
|
|
|
Budget Stabilization Reserve |
$44,098,046 |
($103,918) |
$43,994,127 |
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City's official-notice bulletin board outside City Hall, Sunnyvale Public Library and Department of Public Safety; and by making the agenda and report available at the Office of the City Clerk and on the City's website.
RECOMMENDATION
Recommendation
Take the following actions:
- Authorize the issuance of a Purchase Order in the amount of $1,045,977.98, excluding sales tax, in substantially the same form as Attachment 2 to the report to L.N. Curtis & Sons;
- Approve Budget Modification No. 1 in the amount of $103,918.25 to provide additional funding.
Staff
Prepared by: Gregory S. Card, Purchasing Officer
Reviewed by: Tim Kirby, Director of Finance
Reviewed by: Phan Ngo, Director of Public Safety
Reviewed by: Jaqui Guzmán, Deputy City Manager
Approved by: Kent Steffens, City Manager
ATTACHMENTS
1. Bid Summary
2. Draft Purchase Order