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APPROVE A MOTION FOR THE USE OF COOPERATIVE PURCHASING AGREEMENTS FOR AS-NEEDED PURCHASES FOR FIREFIGHTING EQUIPMENT, RESCUE TOOLS, AND ACCESSORIES, FIREFIGHTING PERSONAL PROTECTIVE EQUIPMENT, AND PUBLIC SAFETY AND EMERGENCY PREPAREDNESS EQUIPMENT AND RELATED SERVICES
recommended action
RECOMMENDATION
It is recommended that the City Council by motion:
1. Approve findings pursuant to Stockton Municipal Code §3.68.070(A)(5) which support and justify an exception to the competitive bid process.
2. Approve the use of the Sourcewell Cooperative Purchase Agreement No. 020124-LNC with LN Curtis to purchase firefighting equipment, rescue tools, and accessories for a term through April 4, 2028, in a total not-to-exceed amount of $785,000.
3. Approve the use of the Sourcewell Cooperative Purchase Agreement No. 010424-MES with Municipal Emergency Services to purchase firefighting personal protective equipment, for a term through March 27, 2028, in a total not-to-exceed amount of $215,000.
4. Approve Amendment No. 3 to the Agreement with Mallory Safety & Supply for the purchase of public safety and emergency preparedness equipment and related services, utilizing OMNIA Partners Cooperative Purchase Agreement No. 4400008495. Amendment No. 3 increases the not-to-exceed amount by $300,000, for a total not-to-exceed amount of $800,000.
It is also recommended that the Interim City Manager be authorized to take necessary and appropriate actions to carry out the purpose and intent of this motion.
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Summary
The City leverages cooperative purchasing agreements to streamline procurement, reduce administrative burden, and secure competitive pricing from qualified vendors. By utilizing contracts awarded through national cooperatives such as Sourcewell and OMNIA Partners, the City benefits from publicly solicited and competitively awarded agreements that provide access to high-quality equipment and services. These agreements support operational readiness, ensure compliance with procurement regulations, and deliver cost savings through volume-based pricing. The Fire Department intends to leverage cooperative agreements to procure essential firefighting equipment, personal protective equipment, and related services.
It is recommended that City Council approve a motion authorizing the City Manager to execute Agreements with LN Curtis, Municipal Emergency Servies (MES), and Mallory Safety & Supply (Mallory) as specified above.
DISCUSSION
Background
The Fire Department (SFD) continually procures firefighting equipment and personal protective equipment (PPE) to maintain operational readiness and ensure firefighter safety. Equipment needs arise when items either break down, surpass their useful lifespan, or become outdated, requiring replacement to meet current operational standards. Additionally, SFD’s regular intake of new recruits through biannual fire academies drives the need for additional PPE to outfit incoming firefighters.
The City routinely utilizes cooperative purchasing agreements through established national cooperatives such as Sourcewell and OMNIA Partners. These agreements allow for the swift acquisition of necessary equipment, minimizing delays that can occur through traditional procurement processes. By leveraging these cooperative contracts, the City benefits from competitive pricing, reduced administrative workload, and access to qualified vendors.
On August 1, 2019, the City entered into a five-year agreement with Mallory, utilizing OMNIA Partners Cooperative Purchasing Agreement No. 4400008495 for the purchase of public safety and emergency preparedness equipment and related services, in an amount not to exceed $375,000. On April 11, 2024, the City amended the agreement to increase the not-to-exceed amount by $125,000, bringing the total not to exceed to $500,000.
Effective October 1, 2024, OMNIA Partners extended Cooperative Purchasing Agreement No. 4400008495 through September 30, 2028. Accordingly, on October 7, 2024, the City extended its agreement with Mallory through September 30, 2028, to align with the new term of the OMNIA agreement. Due to the length of the OMNIA extension, SFD did not request additional funds at that time, opting instead to complete a comprehensive review of prior years’ purchases to better determine projected needs over the extended term of the agreement.
A review of SFD’s equipment and PPE purchases since 2022 provided insights into ongoing procurement needs and helped identify items requiring routine acquisition. The review covered a wide range of essential items, including wildland firefighting PPE, station boots, thermal imaging cameras, Class A and B foam, extrication tools, hoses, valves, nozzles, ladders, axes, rescue rope systems, etc. The review concluded that, in addition to extending the Mallory Agreement, SFD will benefit from utilizing cooperative purchase agreements with LN Curtis and MES.
Present Situation
LN Curtis
Sourcewell Cooperative Purchasing Agreement No. 020124-LNC with LN Curtis provides access to a broad range of mission-critical firefighting and rescue equipment. This agreement includes preferential pricing on essential items such as extrication tools, hazardous materials response equipment, confined space rescue gear, and water flow components. Among the equipment available through this contract are hurst tools, rescue kits, hoses, nozzles, couplings, adapters, valves, ladders, and technical rescue rope systems, all of which are regularly used in emergency operations.
Access to this equipment is vital to ensuring SFD’s operational readiness and maintaining the safety of both firefighters and the public. The ability to procure these items efficiently through a cooperative purchasing agreement eliminates delays often associated with traditional procurement processes, allowing SFD to replace equipment as needed. Since 2022, SFD has spent approximately $1 million on firefighting equipment from LN Curtis, not including PPE. Sourcewell Agreement No. 020124-LNC offers an average discount of 11.36% off list price, with some items discounted up to 30% off list price. This agreement will expire April 4, 2028.
Municipal Emergency Services (MES)
Sourcewell Agreement No. 010424-MES offers pricing discounts on a variety of PPE, including duty boots. A duty boot is standard footwear worn by fire personnel during non-firefighting activities. These boots are used during regular station duties, EMS calls, training, and other day-to-day operations that do not involve fire suppression. They are not intended for use in structural or wildland firefighting and do not replace NFPA-compliant firefighting boots. Duty boots are an essential part of a firefighter’s uniform, providing appropriate footwear for the majority of their workday when full turnout gear is not required.
Duty boots typically require replacement every 12 to 24 months, depending on several factors, including the frequency of use, the conditions under which they are worn, and the overall quality of the boots. Fire personnel who are regularly involved in EMS calls or stationed at high-activity stations may experience faster wear and tear on their boots.
Since 2022, SFD has spent approximately $258,000 on duty boots. Sourcewell Agreement No. 010424-MES offers pricing discounts on boots ranging from 5% to 26% off current manufacturer suggested retail prices (MSRP), depending on the brand. This agreement will expire March 27, 2028.
Mallory Safety and Supply
OMNIA Partners Cooperative Purchasing Agreement No. 4400008495 provides access to a wide array of public safety and emergency preparedness equipment, as well as related services critical to supporting the operations of the Fire Department. SFD primarily utilizes Mallory Safety and Supply for the procurement of fire suppression foam and for the maintenance of air compressor systems used to fill Self-Contained Breathing Apparatus (SCBA) tanks.
Fire suppression foam is a specialized agent used to more effectively suppress flames and prevent re-ignition. Class A foam is used on ordinary combustibles such as wood, paper, and brush during wildland or structural firefighting, while Class B foam is designed for flammable liquid fires such as gasoline or oil. These foams are a critical component of modern firefighting, providing greater efficiency and safety during fire suppression activities.
Additionally, SFD operates high-pressure air compressor systems that are essential for refilling SCBA tanks. SCBAs are used by firefighters to provide breathable air in hazardous environments, such as structure fires, confined spaces, or hazardous materials incidents. Ensuring these compressors are maintained, calibrated, and operating safely is essential to maintaining firefighter safety and operational readiness.
Since 2022, SFD has spent approximately $340,000 on purchases from Mallory. OMNIA Partners Agreement No. 4400008495 offers a uniform discount of 41% off list price for products and 10% off for services. This agreement will expire September 30, 2028.
FINDINGS
Stockton Municipal Code Section 3.68.070(A)(5) allows an exception to the competitive bidding process, enabling the City to utilize the terms and conditions of a competitively solicited and negotiated cooperative purchasing agreements. The exception applies when the agreement meets the City’s procurement and business needs, and the City Council has approved findings that support and justify the exception. The following findings support and justify an exception under Section 3.68.070(A)(5):
1. Cooperative contracts qualify as an exception to the City’s competitive bidding process as outlined in City Municipal Code §3.68.070(A)(5).
2. The Request for Proposals (RFP) were conducted in line with procurement best practices through an open, competitive, and transparent solicitation process, adhering to all applicable procurement laws and regulations.
3. By leveraging cooperative purchasing agreements, the City can take advantage of discounts that the City could not achieve through its own solicitation.
FINANCIAL SUMMARY
Staff recommend entering into Sourcewell Cooperative Purchase Agreement No. 020124-LNC with LN Curtis for a total not-to-exceed amount of $785,000.
Staff recommend entering into Sourcewell Cooperative Purchase Agreement No. 010424-MES with Municipal Emergency Service for a total not-to-exceed amount of $215,000.
Staff recommend amending the participating agreement with Mallory Safety and Supply (Contract No. 419000325) to increase the contract by an additional $300,000, for a total not-to-exceed amount of $800,000.
SFD has an annual budget allocation of $1.7 million in Fire Department Operating Accounts 40XX-000-630013/650001/650008/800004-100-000-20-40-000-000- for the purchase of firefighting equipment and related services, materials, and supplies. Procurements from LN Curtis, Municipal Emergency Service and Mallory Safety and Supply for each fiscal year shall not exceed available budget.
Attachment A - Mallory Safety and Supply Original Agreement
Attachment B - Mallory Safety and Supply Amendment No. 1
Attachment C - Mallory Safety and Supply Amendment No. 2
Attachment D - Mallory Safety and Supply Amendment No. 3
Attachment E - LN Curtis Agreement
Attachment F - MES Agreement