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APPROVE CONTRACT WITH SCOTTS PPE RECON FOR ON-CALL CLEANING, INSPECTION, AND REPAIR SERVICES FOR FIRE DEPARTMENT PERSONAL PROTECTIVE EQUIPMENT AND EXTRACTORS.
recommended action
RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Approve a three (3) year contract with Scotts PPE Recon for on-call cleaning, inspection, and repair services for fire department personal protective equipment and extractors.
2. Approve findings pursuant to Stockton Municipal Code section 3.68.070 in support of an exception to the competitive bidding process.
3. Authorize the City Manager to execute a contract in the amount of $148,500 with Scotts PPE Recon for on-call cleaning, inspection, and repair services for fire department personal protective equipment and extractors.
4. Authorize the City Manager the option to execute two (2) additional one-year contract extensions with an annual not-to-exceed of $49,500 each.
5. Authorize the City Manager to take appropriate and necessary actions to carry out the purpose and intent of this motion.
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Summary
As firefighters perform their daily duties, such as fire suppression and emergency medical response, their Personal Protective Equipment (PPE) may be exposed to biological agents and hazardous materials which may compromise the equipment. Firefighter PPE requires routine inspection, cleaning, and regular repairs to maintain the integrity and the life of the equipment, which is consistent with National Fire Protection Association (NFPA) 1851 standards and California Occupational Safety and Health Administration (OSHA) requirements.
DISCUSSION
Background
Scott's PPE provides a service that technically cleans, inspects, and repairs the personal protective garments worn by Stockton fire fighters during an emergency response. The specialized services outlined in NFPA 1851 have been adopted by Cal/OSHA through AB 2146. Scotts PPE also provides detergents and general maintenance for Fire Department extractors. Extractors clean turnout gear after exposure to fire, body fluids, or hazardous materials in order to preserve the protective qualities of the gear. According to NFPA, soiled gear reflects less radiant heat and is more likely to igniter and conduct electricity.
Many contaminants are absorbed into the protective equipment worn by Firefighters. A proper cleaning procedure must be followed to ensure that there is no exposure to the people during the cleaning process. NFPA 1851, Standard On The Selection, Care, And Maintenance Of Protective Ensembles For Structural Firefighting is the standard that Cal/OSHA adopted to address proper inspection and maintenance of structural turnouts. Per NFPA 1851, a technical inspection must be performed annually on all PPE. Special equipment is required to test thread density, fire protective capabilities, and the vapor barrier. In addition, vendors are required to obtain an Advanced Inspection and Cleaning Certificate that follows NFPA 1851 guidelines.
The Stockton Fire Department (SFD) has used Scott’s PPE since 2003 for all its PPE inspections, cleanings, maintenance and repairs. Scott’s PPE has consistently provided quality service in a timely manner. SFD has established PPE pickup procedures with Scott’s PPE which are consistently adhered to. In addition, the vendor’s proximity to SFD allows for multiple pickups per week at the various fire stations.
Present Situation
Scott's PPE is the only local verified Independent Service Provider for repair and maintenance of PPE per NFPA 1851 standards and is fully authorized to perform warranty work on all major brands of turnout gear as well as moisture barriers and thermal liners. In addition, Scott's PPE is the only vendor that will pick up, service, and return PPE with a 4-day turnaround time. A 4-day turnaround time allows firefighters to turn their PPE in when they go off duty, and their cleaned and repaired turnouts are returned to the City by the time they return for their next regularly scheduled shift.
There is only one other vendor in northern California that is certified to conduct advanced cleaning, inspection, and repair services. However, they do not perform all of their inspections in northern California. If SFD used this vendor, turnouts would have to be sent to Oakland or Seattle at an increased price and turnaround time. The proximity of Scott’s PPE allows SFD to address immediate repair needs that fall outside of the annual inspection & repair schedule.
On January 26, 2022, a single-available source justification was approved for calendar year 2022. In lieu of issuing another annual purchase order, staff is requesting approval to enter into a three (3) year agreement with two (2) one-year options to renew. The multiyear agreement will eliminate annual service gaps between purchase orders and will ensure price stability over the life of the agreement. The agreement will not exceed $247,500 for both the initial term and the two (2) one-year renewal terms.
Findings
Stockton Municipal Code section 3.68.070(A)(4) provides an exception to the competitive bidding process for single available source vendors in cases where the City Council has approved findings that support and justify the exception. Below are proposed findings which, if adopted by Council, constitute sufficient grounds for making such an exception:
The cleaning, inspection, and repair of fire fighter PPE is required by Cal/OSHA.
Scotts PPE Recon is the single-available source for the cleaning, inspection, and repair of fire fighter PPE.
FINANCIAL SUMMARY
Table 1 below outlines the estimated expenditures for PPE and extractor services.
Table 1.
|
Year |
Amounts |
|
Fiscal Year 2022-23 |
$49,500 |
|
Fiscal Year 2023-24 |
$49,500 |
|
Fiscal Year 2024-25 |
$49,500 |
|
Fiscal Year 2025-26 (Optional) |
$49,500 |
|
Fiscal Year 2026-27 (Optional) |
$49,500 |
|
Total |
$247,500 |
Based on the service requirements of the department for the past few years, staff recommends a contract amount not to exceed $148,500 for an initial three (3) year term and $49,500 for each renewal term, for a total not to exceed of $247,500. The Fire Department’s annual budget includes a total allocation of $49,500 for PPE services, supplies and extractor maintenance in Fire Suppression Equipment Repairs and Maintenance Account 4020-000-630013-100-000-20-40-000-000-.
Attachment A - On-Call Service Agreement - Scotts PPE Recon