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Home My WebLink AboutFD Purchase Wildland Protective EquipmentCITY OF .., Agenda Item No: n4 Meeting Date: July 18, 2016 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: FIRE From: Chris Gray, Fire Chief City Manager Approval: TOPIC: PURCHASE OF WILDLAND FIRE PERSONAL PROTECTIVE EQUIPMENT. SUBJECT: CONSIDERATION OF A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL APPROVING THE PURCHASE OF WILDLAND FIRE PERSONAL PROTECTIVE CLOTHING UNDER A COOPERATIVE PURCHASING PROGRAM IN AN AMOUNT NOT TO EXCEED $40,000. RECOMMENDATION: Adopt the resolution. BACKGROUND: The City of San Rafael has a vast wildland urban interface area immediately bordering large segments of our residential neighborhoods. Besides responding to vegetation fires in our community, San Rafael firefighters are routinely dispatched to wildland fires in other communities within Marin County. During fire season, our staff is also utilized to assist with major wildland fires that occur anywhere within the State of California. Personal safety is of paramount importance to the members of the Department and the City, and it is critical to the health and safety of the Firefighters responding to Wildland/Urban interface fires that they be properly equipped with the appropriate protective equipment to perform their duties. The Department's current wildland fire personal protective clothing (PPE) is nearing the end of its service life. The equipment was purchased over 10 years ago and developments in fabrics, technology and a study of wildland hazards have created significant changes and improvements in wildland PPE. The existing "dual layer" PPE is designed to be worn over duty uniforms. As wildland fires often occur during warm, dry periods, two layers of fabric prevents the body from cooling, which results in increased core body temperatures and greater prevalence of heat related injury or illness. The Department of Homeland Security assisted Cal Fire, the US Forest Service and other California Fire Departments in a review of existing wildland fire PPE and development of new products to meet thermal protection and heat release goals. The result is a recommendation to move to "Next Gen" wildland PPE, which is designed to be worn as a single layer system. The Fire Department plans to replace the existing dual layer wildland PPE with these "Next Gen" single layer uniforms. The cost to outfit our firefighting staff is not to FOR CITY CLERK ONLY File No.: 9-3-31 Council Meeting: 07/18/2016 Disposition: Resolution 14159 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 exceed $40,000 for the Department's 73 sworn employees based upon a quotation from Mallory Safety and Supply. (See Attachment 2, quotation - Order No. 19224 10) ANALYSIS: The quote from Mallory Safety and Supply is based on pricing provided through the US Communities Government Purchasing Alliance. Utilization of this government purchasing cooperative reduces the cost to the agency by aggregating the purchasing power of public agencies nationwide in order to obtain best in class products. The use of a cooperative purchasing program in place of a competitive bidding process is allowed under section 2.55.260 of the San Rafael Municipal Code. IyMOM 1U17101019 The funds to support this contract, not -to -exceed $40,000, are available and budgeted in Fire Equipment Replacement (Fund 602). This fund includes monies earmarked for replacement and improvements to PPE. [I] 911 [I]►K*f 1. Adopt the resolution accepting a proposal from Mallory Safety and Supply, LLC for the purchase of next generation PPE personal protective wildland clothing in an amount not to exceed $40,000. 2. Do not accept the proposal from Mallory Safety and Supply, LLC and direct staff as needed. 171[KI]U 1u 111\17117T41 Y [I]►11 Staff recommends that the City Council adopt the resolution authorizing the City Manager to execute the purchase of wildland fire personal protective clothing from Mallory Safety and Supply, LLC pursuant to Order No. 1922410 in an amount not to exceed $40,000. ATTACHMENTS: 1. Resolution 2. Quotation —Order No. 1922410, from Mallory Safety and Supply, LLC. RESOLUTION NO. 14159 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL APPROVING THE PURCHASE OF WILDLAND FIRE PERSONAL PROTECTIVE CLOTHING UNDER A COOPERATIVE PURCHASING PROGRAM IN AN AMOUNT NOT TO EXCEED $40,000 WHEREAS, the San Rafael Fire Department's supply of wildland fire personal protective clothing is nearing the end of its industry standard/best practice lifespan; and WHEREAS, the existing wildland fire personal protective clothing is the out-of-date two layer type, that promotes the likelihood of heat related illness and injury due to its inability to allow the body to cool; and WHEREAS, nearly all wildland vegetation fires occur during the warm months of summer and fall that increase the possibility of heat related illness and injury, and WHEREAS, current industry standard for wildland fire personal protective clothing is a single layer product that enables the body to better cool during hot weather coupled with the extreme physical activity of wildland firefighting, and WHEREAS, the City of San Rafael has utilized the US Communities Government Purchasing Alliance program in order to secure the best available product at the lowest available pricing, and has received a quotation designated as Order No. 1922410 from Mallory Safety and Supply, LLC for the purchase of the necessary personal protective clothing for a total amount not exceeding $40,000; and WHEREAS, there are sufficient funds available and appropriated in the Fire Equipment Replacement budget in the fiscal year 2016-2017 operating budget. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN RAFAEL RESOLVES as follows: 1. The City Council does hereby authorize the City Manager to execute the purchase of wildland fire personal protective clothing from Mallory Safety and Supply, LLC pursuant to Order No. 1922410 in an amount not to exceed $40,000. 2. Funds not to exceed $40,000 will be appropriated from the Fire Equipment Replacement Fund (602) to support the planned project expenditure. 3. The Fire Chief is hereby authorized to take any and all such actions as may be necessary to accomplish the purpose of this resolution. I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the forgoing Resolution was duly and regularly introduced and adopted at a regular meeting of the Council of said City on the 18th day of July, 2016, by the following vote, to wit: AYES: COUNCIL MEMBERS: Bushey, McCullough & Mayor Phillips NOES: COUNCIL MEMBERS: None ABSENT: COUNCIL MEMBERS: Colin and Gamblin - - Esther C. Beirne, City Clerk File No. Mallory Safety & Supply LLC 236 W Orange Show Road Suite 103, San Bernardino, CA 92408 (909) 383.0147- Fax: (909) 383.0148 Purchase Order Address: PO Box 2068 Longview, WA 98632 Bill To: SAN RAFAEL FIRE DEPT 1400 FIFTH AVENUE PO BOX 151560 SAN RAFAEL, CA 94915-1560 QUOTATION Order Number 1922410 Order Date Page 6/10/2016 00:00:00 1 of 1 Estimated Date: 2/22/2016 00:00:00 Ship To: Quote Expires On 8/10/2016 SAN RAFAEL FIRE DEPT 1039 C STREET SAN RAFAEL, CA 94901 Requested By: Mr. PAUL BOWERMASTER Customer ID: 57414 Carrier: BEST WAY Freight: CUSTOMER DOES NOT PAY FREIGHT PO Number Ship Route Taker GEN II PPE QUOTE REVISED MCASSIDY Ouantities Pricing Order Item ID UOM Unit Extended Unit Size A Unit Size Line Ordered Shipped Remaining UO q Item Description Price Price Delivery Instructions: USCOMMUNITIES #4400001839 THIS PRICING IS FOR THE SAN RAFAEL FIRE DEPT AND IS NOT ELIGIBLE FOR OTHER PUBLIC OR NON PROFIT AGENCIES Total Lines: 4 Dispositions: C = Cancelled B = Backordered P = Production Item EA 1.0 EA 1.0 EA 1.0 136.75 FOB: DESTINATION 1 140.0000 EA WESSS-SWP0424-3832 30.00 1.0 PANT UNIFORM GEN 1I S469 SZ 38X32 Order Line Notes: **10% Surcharge on XXL Sizes, 15% Surcharge on XXXL 3 75.0000 EA WESSS-CFCO222-LG 1.0 JKT GEN I1 NOMEX YLW SZ LG Order Line Notes: **10% Surcharge on XXL Sizes, 15% Surcharge on XXXL 6 1.0000 EA WSSSETUPFEE 1.0 SCREENPRINT SET UP FEE 7 75.0000 EA WESSS-SCREENFEE 1.0 SREEN PRINT FEE "SAN RAFAEL" SCREEN PRINT ON BACK, TOP LOCATION. DARK GRAY REFLECTIVE INK Total Lines: 4 Dispositions: C = Cancelled B = Backordered P = Production Item EA 1.0 EA 1.0 EA 1.0 136.75 19,145.00 203.00 15,225.00 30.00 30.00 EA 17.00 1.0 SUB -TOTAL: TAX: AMOUNT DUE: 1,275.00 35,675.00 3,299.96 38,974.96 U.S. Dollars ROUTING SLIP / APPROVAL FORM INSTRUCTIONS: Use this cover sheet with each submittal of a staff report before approval by the City Council. Save staff report (including this cover sheet) along with all related attachments in the Team Drive (T:) --> CITY COUNCIL AGENDA ITEMS 4 AGENDA ITEM APPROVAL PROCESS 4 [DEPT - AGENDA TOPIC] Agenda Item # Date of Meeting: 7/18/2016 From: Danielle Ferrigno Department: Fire Date: Click here to enter a date. Topic: PURCHASE OF WILDLAND FIRE PERSONAL PROTECTIVE EQUIPMENT. Subject: CONSIDERATION OF A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL APPROVING THE PURCHASE OF WILDLAND FIRE PERSONAL PROTECTIVE CLOTHING UNDER A COOPERATIVE PURCHASING PROGRAM IN AN AMOUNT NOT TO EXCEED $40,000. Type: ® Resolution ❑ Ordinance ❑ Professional Services Agreement ❑ Other: APPROVALS ® Finance Director Remarks: MM - approved with minor edits 7/8/16 ® City Attorney Remarks: LG -Approved 7/8/16 with minor revisions. ® Author, review and accept City Attorney / Finance changes Remarks: DF CG ® City Manager Remarks: