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Home My WebLink AboutFD Replacement of Self-Contained Breathing Apparatus____________________________________________________________________________________ FOR CITY CLERK ONLY Council Meeting: January 20, 2026 Disposition: Resolution 15497 Agenda Item No: 2.e Meeting Date: January 20, 2026 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Fire Prepared by: Abraham Roman, Fire Chief Thomas Wong, Senior Management Analyst City Manager Approval: ______________ TOPIC: REPLACEMENT OF SELF-CONTAINED BREATHING APPARATUS SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE PURCHASE ORDERS FOR SELF-CONTAINED BREATHING APPARATUS FROM SOUTHERN MARIN FIRE DISTRICT, IN AN AMOUNT NOT TO EXCEED $92,170, AND FROM ALLSTAR FIRE EQUIPMENT INC., IN AN AMOUNT NOT TO EXCEED $48,629, AND AUTHORIZING FY 2025-26 SUPPLEMENTAL BUDGET APPROPRIATIONS WITHIN THE FIRE EQUIPMENT REPLACEMENT FUND (625) RECOMMENDATION: Staff recommends that the City Council Adopt the Resolution authorizing the City Manager to execute purchase orders for self-contained breathing apparatus from Southern Marin Fire District, in an amount not to exceed $92,170, and from Allstar Fire Equipment inc., in an amount not to exceed $48,629, and authorizing FY 2025-26 supplemental budget appropriations within the fire equipment replacement fund (625). BACKGROUND: Firefighters’ self-contained breathing apparatus (SCBAs) are an essential component of life-safety equipment, providing critical protection in burning or smoke-filled structures, hazmat environments, and other situations where respiratory hazards can become dangerous within seconds. Exposure to smoke, toxic gases, and oxygen-deficient atmospheres can quickly incapacitate an unprotected individual and significantly increase the long-term risk of cancer or fatal injury. SCBAs supply firefighters with clean, breathable air, allowing them to conduct fire suppression and, most importantly, perform victim rescue operations safely and effectively. The Fire Department owns sixty-seven (67) SCBAs purchased in 2012, and they typically are replaced at or before 15 years of service. In December 2024, the San Rafael Fire Department (SRFD), along with Novato Fire District, Southern Marin Fire District, and Tiburon Fire District, submitted a joint FEMA Assistance to Firefighters Grant (AFG) application for new SCBAs. SRFD previously applied independently for SCBAs through AFG in 2021, 2022, and 2023 without success. A joint application is generally favored by AFG as it demonstrates regional collaboration and interoperability. Southern Marin Fire Department took responsibility as the lead agency for the application and was notified in September 2025 that a partial award of $2 million was granted. San Rafael was awarded 34% of that total, or roughly $685,714. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 ANALYSIS: A joint committee was formed among participating agencies to determine the best replacement SCBAs for each fire department, with the goal of selecting one SCBA to be used by all departments to reduce costs while prioritizing firefighter health and operational readiness. After careful consideration and with the approval of the SRFD, the committee selected a new SCBA unit that meets all current safety standards while offering reduced overall weight, helping minimize overexertion and lower the risk of injuries or cardiac events during high-intensity operations. The updated packs feature fewer mechanical components to reduce maintenance needs and potential points of failure, and they position the air bottle closer to the body to improve balance and reduce fatigue. Additionally, the new 30-minute, 5500 psi bottles are smaller and lighter, reducing entanglement risk, improving mobility, and reducing physical strain. Collectively, these enhancements support firefighter safety, endurance, and long-term wellness. In addition, this recommendation supports the City Council’s Strategic Plan for Fiscal Years 2025-2028 goal regarding Priority F, “High performing government,” as it promotes “the sensible use of funds in alignment with the City’s priorities and responsibilities.” The partial AFG award did not fully cover the equipment that requires replacement. The Southern Marin Fire District is pre-paying for all items purchased with the AFG grant, including each agency’s grant match. All other items not included in the AFG Award are to be paid for directly by each agency. The City’s total cost for purchasing the new SCBAs is $140,799. Both the Southern Marin Fire District and San Rafael are utilizing the Houston-Galveston Area Council Cooperative Purchase Agreement #EE11- 24, which satisfies the City’s purchasing policy requirements and ensures the City is obtaining the lowest available price. Funding Amount San Rafael pay to: San Rafael AFG Grant Award $685,714 N/A San Rafael AFG Match $92,170 Southern Marin Fire District Additional Equipment Purchases $48,629 Allstar Fire Equipment Inc. FISCAL IMPACT: The total cost of purchasing 67 SCBA units is $826,513. San Rafael’s share of the successful AFG Grant Award is providing $685,714, requiring a local match of $140,799. Funding to cover the local match is available within the Fire Department Equipment Replacement Fund (Fund 625) fund balance. Supplemental FY 2025-26 budget appropriations of $140,799 are required as this purchase was not budgeted in the adopted FY 2025-26 budget, pending the results of the grant award. While Fire Equipment Fund resources are available for this purchase, future Fire Department equipment replacement needs exceed the available balance within the fund (625). This shortfall is estimated at about $170,000 per year, which will require the City to identify and secure additional revenue to meet future Fire Department equipment replacement needs. OPTIONS: The City Council has the following options to consider on this matter: 1. Authorize the City Manager to execute the purchase orders. 2. Direct staff to return with more information. 3. Take no action. RECOMMENDED ACTION: Staff recommends that the City Council Adopt the Resolution authorizing the City Manager to execute purchase orders for self-contained breathing apparatus from Southern Marin Fire District, in an amount not to exceed $92,170, and from Allstar Fire Equipment inc., in an amount not to exceed SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3 $48,629, and authorizing FY 2025-26 supplemental budget appropriations within the fire equipment replacement fund (625). ATTACHMENTS: 1. Resolution 2. San Rafael Fire Department – Allstar Quote for additional purchase RESOLUTION NO. 15497 RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE PURCHASE ORDERS FOR SELF-CONTAINED BREATHING APPARATUS FROM SOUTHERN MARIN FIRE DISTRICT, IN AN AMOUNT NOT TO EXCEED $92,170, AND FROM ALLSTAR FIRE EQUIPMENT INC., IN AN AMOUNT NOT TO EXCEED $48,629, AND AUTHORIZING FY 2025-26 SUPPLEMENTAL BUDGET APPROPRIATIONS WITHIN THE FIRE EQUIPMENT REPLACEMENT FUND (625) WHEREAS, firefighters’ self-contained breathing apparatus (SCBAs) are an essential component of life-safety equipment, providing critical protection in burning or smoke-filled structures, hazmat environments, and other situations where respiratory hazards can become dangerous within seconds; and WHEREAS, exposure to smoke, toxic gases, and oxygen-deficient atmospheres can quickly incapacitate an unprotected individual and significantly increase the long-term risk of cancer or fatal injury; and WHEREAS, SCBAs supply firefighters with clean, breathable air, allowing them to conduct fire suppression and, most importantly, perform victim rescue operations safely and effectively; and WHEREAS, the Fire Department owns sixty-seven (67) SCBAs, purchased in 2012, and they are typically replaced at or before 15 years of service; and WHEREAS, in December 2024, the San Rafael Fire Department, along with Novato Fire District, Southern Marin Fire District, and Tiburon Fire District, submitted a joint FEMA Assistance to Firefighters Grant (AFG) application for new SCBAs; and WHEREAS, San Rafael was notified in September 2025 that a partial award of $2M was granted to the group and San Rafael was awarded 34% of that total, or roughly $685,714; and WHEREAS, Southern Marin Fire District and San Rafael used the Houston-Galveston Area Council Cooperative Purchase Agreement #EE11-24, satisfying Municipal Code Chapter 2.55 and ensuring the lowest price; and WHEREAS, funding is available within the Fire Department Equipment Replacement Fund (Fund 625) for the grant match and to complete the purchase; and WHEREAS, Appropriations of $140,799 are required as this purchase was not budgeted in the FY2025-26 budget pending the results of the grant award; NOW, THEREFORE, BE IT RESOLVED, that the foregoing recitals are true and correct and City Council of the City of San Rafael hereby authorizes the City Manager to execute purchase orders for self-contained breathing apparatus from Southern Marin Fire District, in an amount not to exceed $92,170, and from Allstar Fire Equipment Inc., in an amount not to exceed $48,629; and be it FURTHER RESOLVED, that the City Council of the City of San Rafael authorizes supplemental FY 2025-26 budget appropriations within the Fire Equipment Replacement Fund (625) for this purpose. I, LINDSAY LARA, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of the City of San Rafael, held on Tuesday, the 20th day of January 2026, by the following vote, to wit: AYES: Councilmembers: Bushey, Hill, Kertz, Llorens Gulati & Mayor Kate NOES: Councilmembers: None ABSENT: Councilmembers: None Lindsay Lara, City Clerk SALES QUOTE 12328 Lower Azusa Road 2613 Barrington Court SOM1006-SAN RAF-REV1 Arcadia, CA 91006 Hayward, CA 94545 Written By (626) 652-0900 (510) 887-6295 Mark Preisendorf San Rafael Fire Dept Ship To:TBD 1375 5th Ave . San Rafael, CA 94901 Phone: Email: Date Date Required Cust. Order #Tax Exempt #Terms F.O.B.Salesperson Ship Via 12/18/2025 QUOTE Net 30 Destination Bunker Drop Ship Quantity U/M Price Amount 30 EA 1,026.00 30,780.00 2 EA 1,129.80 2,259.60 1 EA 4,086.32 4,086.32 1 EA 1,789.00 1,789.00 2 EA 2,798.00 5,596.00 Bill To: Description Per HGACBuy Solicitation: EE11-24 contract Published discount is List price ($5,499.49) - 15% = $4,674.57 The price quoted includes and additional "Good Customer" Discount of 12.58% 3M/Scott 200972-01 Carbon Cylinder 5500 psi 60 Min. CGA Valve Per HGACBuy Solicitation: EE11-24 contract Published discount is List price ($2,407.86) - 15% = $2,046.67 The price quoted includes and additional "Good Customer" Discount of 12.59% 201564-12 RIT FAST ATTACK, Medium, 5500psi Rectus Connection, HT Mask Per HGACBuy Solicitation: EE11-24 contract Published discount is List price ($3,882.25) - 15% = $3,299.94 The price quoted includes and additional "Good Customer" Discount of 15.21% 3M/Scott 200954-15 RIT III 5500 psi, RECTUS, UEBSS Connection, MMR for AV3000HT Mask RIT MMR & Mask included. Cylinder not included 200930-01 Carbon Cylinder, 30 Minute, 5500psi, With CGA Valve. Per HGACBuy Solicitation: EE11-24 contract Published discount is List price ($1,774.88) - 15% = $1,508.65 The price quoted includes and additional "Good Customer" Discount of 31.99 % 200969-01 Carbon Cylinder, 45 Minute, 5500psi, With CGA Valve. Per HGACBuy Solicitation: EE11-24 contract Published discount is List price ($2,168.89) - 15% = $1,843.56 The price quoted includes and additional "Good Customer" Discount of 38.72 % Subtotal $44,510.92 Sales Tax 9.250%$4,117.26 Freight $0.00 Total $48,628.18