Report Prepared by: Casey Wilson, Battalion Chief, Fire Department
Title
SUBJECT: Approval to Waive the Competitive Bidding Requirements and Authorizing the Purchase of Self-Contained Breathing Apparatus (SCBA) and Associated Equipment for the Fire Department Through Cooperative Purchasing Agreements with Sourcewell and LN Curtis and Sons, in an Amount not to Exceed $927,144.46, Based Upon Standardization and the Proprietary Nature of the Equipment and Approval of Exhibit A of Memorandum of Understanding (MOU) Between the City of Merced and the City of Atwater
REPORT IN BRIEF
Considers approving to waive the City’s competitive bidding requirements pursuant to Merced Municipal Code Section 3.04.210 and approving the purchase of SCBA’s and associated equipment in the amount not to exceed $927,144.46, through the government procurement program Sourcewell. Also approves “Exhibit A” an amendment to the MOU table based upon actual disbursement.
RECOMMENDATION
City Council - Adopt a motion:
A. Waiving the City’s competitive bidding requirement as permitted by Merced Municipal Code Section 3.04.210 due to utilizing a cooperative purchase agreement through Sourcewell, a government procurement program; and,
B. Approving the purchases of SCBAs and associated equipment in an amount not to exceed $927,144.46 from LN Curtis and Sons through Sourcewell contract #032620-LNC in Fiscal Year 2023/2024; and,
C. Approving “Exhibit A”, an amendment to the MOU table based upon actual disbursement between the City of Merced and the City of Atwater; and,
D. Authorizing the City Manager or the Deputy City Manager, to execute the necessary documents or contracts that are approved as to form by the City Attorney; and,
E. Authorizing the Finance Officer to make the necessary budget adjustments.
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Approve, subject to conditions other than recommended by staff (identify specific findings and/or conditions amended to be addressed in the motion); or,
3. Deny; or,
4. Refer to staff for reconsideration of specific items; or,
5. Continue to a future meeting (date and time to be specified in the motion).
AUTHORITY
City of Merced Charter Section 3.04.210 - Exemptions from Competitive Bidding:
Except as otherwise provided in this chapter, competitive bidding requirements for purchases in excess of twenty-five thousand dollars ($25,000.00), the "bidding threshold”, may be waived with the approval of the city council. Waivers may be authorized for, but are not limited to, cooperative purchasing in conjunction with other governmental entities, professional services, annual service or supply agreements, or purchases necessary for standardization on particular types of equipment. The bidding threshold shall be adjusted for inflation utilizing the same index and methodology as the bidding threshold in Section 3.04.080 of this code.
CITY COUNCIL PRIORITIES
As provided for in the FY 2023/2024 adopted budget.
DISCUSSION
Background
On 1/17/23 City Council approved agenda item 23-058, an MOU between the City of Merced and the City of Atwater, for joint self-contained breathing apparatus purchase through the 2022 Assistance to Firefighters Grant. Exhibit A is an amendment to the MOU table based upon the actual disbursement.
On 08/25/23 the Fire Department was notified that it was awarded $842,858.59 in federal funding with a required 10% local match of $84,285.87 for a total project cost of $927,144.46. Funding was provided for SCBA, Air Cart, and SCBA equipment.
On 09/05/23, the City Council approved agenda item 23-760, Merced Fire Department’s request to accept and appropriate funds for the FY 2022 Assistance to Firefighters Grant (AFG) program. The purpose of the AFG grant request was to apply for SCBA, Rapid Intervention Team (RIT) packs, Air Cart, and SCBA equipment as a regional application with the City of Atwater Fire Department.
Keeping MFD and the Merced County region’s firefighters properly equipped is critical to protecting our communities. Receipt of this grant award allows us to enhance our safety and communication to provide the essential service to the community at a fraction of the real cost. In other words, it is our intent to increase our level of service to increase positive outcomes for all Merced County residents.
The Merced County fire service has elected to operate using a uniform SCBA platform for continuity of service and providing a redundancy in safety amongst all agencies. For the first time ever, all Fire Departments will be operating with a regional objective. The redundancy for safety allows for rapid intervention to seamless.
Vendor/Consultant Selection
The Fire Department is requesting Council authorize the purchase of SCBA equipment utilizing the nationwide government procurement service Sourcewell via LN Curtis and Sons.
The Fire Department requests that City Council waive the competitive bidding requirements to allow for the purchase of SCBA equipment and accessories to support Fire Department operations.
Purchase authority over the threshold needs to be approved by the City Council. This SCBA equipment and accessories will exceed threshold of the City Manager’s authority and are needed for continuity of operations.
Section 3.04.210 of the Merced Municipal Code provides that the City Council can approve a waiver of the City’s competitive bidding requirements when such purchase is made pursuant to cooperative purchasing in conjunction with other governmental entities.
IMPACT ON CITY RESOURCES
No appropriation of funds is needed as funding was approved and appropriated on 09/05/2023 in City Council agenda item 23-760 and under project GR240014.
ATTACHMENTS
1. LN Curtis & Sons Quote
2. Sourcewell Certificate of Membership
3. Grant Award Letter - EMW-2022-FG-02636
4. MOU_AFG_2022_011523
5. Exhibit A - Amendment to MOU Table Based Upon Actual Disbursement