Report Prepared by: Janet German, Management Analyst, Fire Department
Title
SUBJECT: Approval to Waive the Competitive Bidding Requirements and Approval of a Contract for Purchases of Personal Protective Equipment, Parts, Equipment, Supplies, and Services Necessary for Fire Suppression and Prevention from L.N. Curtis & Sons in an Amount not to Exceed $300,000/Annually Through June 30, 2028
REPORT IN BRIEF
Considers waiving the City’s competitive bidding requirements pursuant to Merced Municipal Code Section 3.04.210 and approving the contract for purchases of various personal protective equipment, parts, equipment, supplies, and services from L.N. Curtis & Sons through June 30, 2028.
RECOMMENDATION
City Council - Adopt a motion:
A. Waiving the City’s competitive bidding requirement as permitted by Merced Municipal Code Section 3.04.210 for continued purchases of personal protective equipment, parts, equipment, materials, supplies and services used in ongoing Fire Department maintenance and operations; and,
B. Approving the purchases of personal protective equipment, parts, equipment, and supplies from L.N. Curtis & Sons in an amount not to exceed $300,000/annually through June 30, 2028; and,
C. Authorizing the City Manager or the Deputy City Manager, to execute the Agreement for Supplies and Services attached hereto, the Finance Officer to make the necessary budget adjustments, and the City Purchasing Supervisor to issue the Purchase Order/Change Order(s).
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 2022/2023 adopted budget.
DISCUSSION
The Fire Department utilizes multiple vendors for the purchase of personal protective equipment, parts, equipment, materials, supplies and services, which are necessary for continuity of operations.
The Fire Department requests that City Council waive the competitive bidding requirements to allow for the continued purchases of personal protective equipment, parts, equipment, materials, supplies and services used in ongoing Fire Department maintenance and operations from L.N. Curtis & Sons.
Purchase authority over the threshold needs to be approved by the City Council. On 10/18/21, City Council approved the Fire Department’s use of a short-term supplies and services agreement with L.N. Curtis & Sons and based upon the success during that period, we would like to continue this practice.
IMPACT ON CITY RESOURCES
Sufficient funding is available within the FY 22/23 operating budget for the Fire Department. Purchases in succeeding fiscal years shall be contingent upon funding availability in the adopted budget for the successive fiscal years.
ATTACHMENTS
1. FY 22/23 - Supplies and Services Agreement
2. FY 21/22 - Supplies and Services Agreement