SR-09-08-2015-3D 205-007/205-008
City Council
Report
City Council Regular Meeting: September 8, 2015
Agenda Item: 3.D
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To: Mayor and City Council
From: Dennis Downs, Interim Fire Chief, Fire Department
Subject: Approve Award of Purchase Order for Self -contained Breathing Apparatus
Recommended Action
Staff recommends that the City Council authorize the Purchasing Services Manager to:
1. Issue a purchase order with All Star Fire Equipment, a California-based
company, for the purchase of up to 70 Self-Contained Breathing Apparatus
(SCBA) and related equipment. This purchase falls under an exception to the
competitive bidding process since the department will be utilizing the City of
Pasadena Fire Department’s competitive bid in an amount not to exceed
$642,014, including a contingency.
2. Approve the City Manager to surplus and donate, as appropriate, the existing
self-contained breathing apparatus to other grant recipient agencies that
participated in the Los Angeles Area Fire Chief’s Association (LAAFCA) SCBA
project. The current market value of the equipment is approximately $28,000.
Executive Summary
The purchase of Self-Contained Breathing Apparatus (SCBA) personal protective
equipment would replace the current inventory with new equipment that meets the most
current standard for respiratory protection. The most recent National Fire Protection
Association (NFPA) standards from 2013 for SCBA equipment impose more stringent
requirements for Chemical, Biological, Radiological, Nuclear, and Explosive (CBRNE)
certification. An SCBA is a device worn by firefighters to provide breathable air in an
"Immediately Dangerous to Life or Health" environment. The SCBA purchase will
include the purchase of up to 70 SCBA airpacks, cylinders, masks, and additional
accessories. In addition to the standard airpacks with 45 minutes of air, the Department
would also purchase up to three Rapid Intervention Crew Rescue SCBA kits for downed
firefighters containing 75 minute cylinders in the same space of the 60 minute cylinder.
These kits provide for a longer amount of time to extricate trapped firefighters and those
working in dangerous environments.
The City of Pasadena recently solicited bids and subsequently awarded a purchase
order contract to All Star Fire Equipment for SCBA purchases. Section 2.24.080 (b) of
the municipal code allows exception to the competitive bidding when goods or services
have been competitively bid by another federal, state, or county government. Santa
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Monica Fire Department (SMFD) would piggyback on the Pasadena Fire Department’s
purchase order contract with All Star Fire Equipment to secure goods at the s ame unit
price. The department would save over $98,000 by utilizing the City of Pasadena’s
competitive bid and pricing.
Background
In 2008, the Los Angeles Area Fire Chief’s Association (LAAFCA), which represents all
31 fire departments within Los Angeles County, focused the majority of their 2006 and
2007 no-match Homeland Security Grant funds on a project that provided a new SCBA
for each staffed position on a Fire Suppression and Rescue Division assignment. The
LAAFCA SCBA project aimed to provide the same certified breathing apparatus for
each Los Angeles County fire department to create true redundancy and interoperability
for exchange of air packs and rescue operations of entrapped firefighters.
Santa Monica Fire Department placed the new Sperian Warrior SCBA into service in
2008; the equipment has proved to be problematic. There have been many costly
repairs attributable to electronic failures and manufacturer defects no longer covered
under the initial warranty. Due to the current state of the equipment and to comply with
the new NFPA 2013 standards, staff recommends the purchase of new SCBA packs,
cylinder units, masks with integrated communication equipment and accessories. The
new equipment would meet all requirements set forth in the NFPA 1981, (2013) edition
“Standard on Open-Circuit Self-Contained Breathing Apparatus for Fire and Emergency
Services,” and the NFPA 1982, (2013) edition for “Personal Alert Safety Systems
(PASS).” The upgrade of SCBA would optimize firefighter protection for emergency
responses, including structural fires, search and rescue operations, and initial
hazardous or CBRNE incidents.
Discussion
In order to properly address the issues with the existing SCBA and ensure a healthy
inventory, it is recommended that the Pasadena Bid for Scott SCBA be utilized. The City
of Pasadena recently solicited a formal bid and subsequently awarded a purchase order
contract to All Star Fire Equipment for these items. City’s purchasing regulations allow
public agencies to procure equipment by “piggybacking” on another agency’s purchase.
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Piggybacking is the post-award use of a process that allows an agency that was not
involved in the original competitive procurement to purchase the same
supplies/equipment through that original process. The purchase meets the provisions of
SMMC 2.24.080(b) exceptions to competitive bidding, as competitive bid procedures
have already been utilized.
The City would piggyback off the unit amount for all equipment, parts and accessories
but the quantity of units purchased will differ from that of the City of Pasadena. The City
of Pasadena purchased 99 airpacks and 8 Rapid Intervention Crew Rescue SCBA kits.
Santa Monica Fire’s current SCBA inventory is 70 airpacks, masks, and accessories.
The replacement SCBA will include the purchase of up to 70 SCBA airpacks, cylinders,
masks, and additional accessories. The additional units would ensure there is
immediate replacement cache available if one unit becomes inoperable.
The advantage of the 2013 NFPA edition is that the cylinders provide 45 minutes of
breathable air but are the same size as the old 30 minute cylinders. In addition to the
standard airpacks with 45 minutes of air, the Department would also purchase up to
three Rapid Intervention Crew Rescue SCBA kits for downed firefighters containing 75
minute cylinders in the same space of the 60 minute cylinder. These kits provide for a
longer amount of time to extricate trapped firefighters and those working in dangerous
environments.
The current SCBA equipment was originally purchased utilizing Federal Homeland
Security Grant funds and therefore cannot be traded in for monetary value. With
Council’s approval the City Manager would authorize the Department to surplus and
donate, as appropriate, the existing self-contained breathing apparatus to other grant
recipient agencies that participated in the Los Angeles Area Fire Chief’s Association
(LAAFCA) SCBA project. The current market value of the equipment is approximately
$28,000. In addition, the Department will seek the granting agency, the City of Los
Angeles Mayor’s Office, approval to donate and transfer the title to another Fire agency
currently utilizing the grant-funded SCBA models.
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Vendor Selection
Pasadena Fire Department issued a Notice Inviting Bids for SCBA on November 18,
2014 and two bid packets were submitted on December 9, 2014 by the following
suppliers:
Bidder Amount
1. All Star Fire Equipment $760,633.67
2. Municipal Emergency Services, Inc. $902,512.99
All Star Fire Equipment was the lowest responsive and responsible bidder. Pursuant to
section 2.24.080(b) of the Santa Monica Municipal Code, Exception to Competitive
Bidding, as competitive bid procedures have already been utilized, staff recommends
contracting with All Star Fire Equipment to provide SCBA equipment in an amount not to
exceed $642,014 to fully replace its SCBA equipment inventory. The proposed
purchase order fully complies with the Competitive Bidding and Purchasing
Requirements.
The department would save over $98,000 by utilizing the City of Pasadena’s
competitive bid and 2014 pricing.
Current Pricing Pasadena Pricing
Item Qty 2015 Ext 2014 Ext
SCBA Air-Pak X3 70 5,403.06$ 378,214.20$ 5,187.50$ 363,125.00$
45 Minute Air Cylinders 140 1,080.30$ 151,242.00$ 660.00$ 92,400.00$
AV-3000 Facepiece Mask 125 256.32$ 32,040.00$ 134.70$ 16,837.50$
Enhanced Performance Integrated Communications
EPIC 3 Radio Interface Voice Communication System 125 640.00$ 80,000.00$ 640.00$ 80,000.00$
60 Minute Air Cylinder for Hazmat 19 1,201.71$ 22,832.49$ 1,201.71$ 22,832.49$
Rapid Intrervention Team (RIT) Pack III 3 2,611.80$ 7,835.40$ 2,303.40$ 6,910.20$
75 Minute Carbon Cylinder for Confined Space 3 1,201.71$ 3,605.13$ 1,258.80$ 3,776.40$
675,769.22$ 585,881.59$
9.5%64,198.08$ 9.5%55,658.75$
739,967.30$ 641,540.34$
Santa Monica Fire Department
Savings 98,426.95$
Financial Impacts & Budget Actions
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The purchase order to be awarded to All Star Fire Equipment is for an amount not-to-
exceed $642,014, including a contingency, for SCBA and related equipment. Funds are
available in the FY 2015-16 Capital Improvement Program budget in account
C019050.589000.
Prepared By: Terese Toomey, Principal Administrative Analyst
Approved
Forwarded to Council
Attachments: