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ADOPT RESOLUTION TO ACCEPT A GRANT FROM THE FEDERAL EMERGENCY MANAGEMENT AGENCY FOR THE PURCHASE OF SELF-CONTAINED BREATHING APPARATUS
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RECOMMENDATION
It is recommended that the City Council adopt a resolution to:
1. Authorize the City Manager to accept a grant from the Federal Emergency Management Agency (FEMA) for the 2021 Assistance to Firefighters Grant in the amount of $687,272.72 for the replacement of 108 self-contained breathing apparatus (SCBA) systems.
2. Authorize the City Manager to appropriate $68,727.28 from the Measure W Public Safety Fund balance to cover the required 10 percent of federal fund local match for the replacement of 108 SCBA systems.
3. Authorize the City Manager to appropriate $121,580.80 from the Measure W Public Safety Fund balance for the replacement of 20 additional SCBA systems.
4. Approve findings pursuant to Stockton Municipal Code section 3.68.070 in support of an exception to the competitive bidding process.
5. Approve the use of a California Department of General Services Contract No. 1-22-42-04 to provide the City access to preferential pricing of Scott brand SCBA from Allstar Fire Equipment, Inc.
6. Authorize the City Manager to execute a participating agreement in the amount of $877,580.80 with Allstar Fire Equipment, Inc. to purchase 128 SCBA systems.
It is also recommended that the City Manager be authorized to take appropriate and necessary actions to carry out the purpose and intent of this resolution.
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Summary
Council approval is required to accept grant funding from the Federal Emergency Management Agency (FEMA) for the 2021 Assistance to Firefighters Grant (AFG). The purpose of the AFG Program is to enhance the safety of the public and firefighters with respect to fire and fire-related hazards. This grant funding opportunity is for the purchase self-contained breathing apparatus (SCBA).
The Fire Department (SFD) has 128 SCBA, none of which are aligned with current National Fire Protection Association (NFPA) 1981 standards. NFPA 1981 specifies the minimum requirements for the design, performance, testing, and certification of SCBA. SFD requires SCBA to be worn in atmospheres immediately or potential hazardous to life, health or where hazardous atmospheres are suspected. SFD will procure NFPA 1981 compliant SCBA utilizing a California Department of General Services Agreement with Allstar Fire Equipment, Inc.
It is recommended that Council adopt a resolution authorizing the City Manager to accept a grant from FEMA (Attachment A), in the amount of $687,272.72, and authorize the City Manager to execute a participating agreement through California Department of General Services to purchase 128 SCBA from Allstar Fire Equipment, Inc., for a total amount of $877,580.80 (Attachment B).
DISCUSSION
Background
An SCBA is a device worn to provide breathable air in environments with oxygen deficiency, smoke, dangerous gases, and other airborne contaminants that may be otherwise unsafe to breathe. SFD uses this equipment daily to combat structure fires, hazardous materials incidents, and other calls where atmospheric stability is in question. SCBA are regulated by both Occupational Safety and Health Administration (OSHA) and The NFPA
SFD’s current SCBAs are not aligned with NFPA 1981 standards. Ninety-five of the SCBA are at least two safety cycles removed from compliance (2007 NFPA standards), with 25 SCBA being one cycle out of compliance (2013 NFPA standards). The remaining equipment is obsolete and no longer operationally viable. In addition, NFPA 1981 (2018) mandates the incorporation of common fittings on Emergency Breathing Safety Systems on all SCBA. The Universal Emergency Breathing Support System (UEBSS) allows SCBA units manufactured by different vendors to interconnect, allowing for greater margins of safety for firefighters as well as providing interoperability between agencies in large scale incidents. SFD’s SCBA do not meet this requirement. As such, SFD is unable to connect current SCBA with mutual aid partners or with any other agency utilizing UEBSS when dispatched to California OES emergency events.
On December 16, 2021, SFD submitted an application to the Department of Homeland Security Federal Emergency Management Agency’s 2021 Assistance to Firefighters Grant (AFG) Program to replace SFD’s outdated SCBAs.
In October 2022, SFD requested three (3) quotes for Scott brand SCBA. Since SFD personnel are trained using Scott SCBA, and SFD members act as service technicians to repair, maintain, and test SCBA, quotes were only solicited for Scott brand equipment. Allstar Fire Equipment (AFE) and MES are the only approved vendors for Scott SCBA systems in northern California. Two (2) quotes were requested from AFE, and one quote was requested from MES. AFE provided a quote using list pricing and a quote using California Department of General Services (DGS) pricing. Of the three (3) quotes received, AFE’s DGS pricing was approximately $130,000 less expensive than the other quotes. DGS entered into an Agreement with AFE on July 1, 2022. The contract expires June 30, 2025.
Present Situation
SFD personnel currently repair, maintain, and test all Scott SCBA, removing the need for a third-party service technician. The continued use of Scott SCBA will allow SFD to oversee SCBA maintenance and testing, minimize downtime of damaged equipment in need of repair, as well as allow for the replacement of all non-compliant and obsolete equipment without requiring additional funds to be allocated for training on new SCBA systems. Additionally, maintaining continuity between SCBA systems will lessen the likelihood of operational interruptions during an emergency response brought upon by unfamiliar equipment.
On January 26, 2023, a sole brand justification for Scott SCBA was submitted to the Administrative Services Department (ASD). ASD’s Procurement Division reviewed and approved the sole brand justification as well as the use of the DGS Agreement. With Council’s approval, SFD will utilize an exception to the competitive bidding process and procure 128 SCBA systems including cylinders, facepieces, and voice amplifiers, replacing all non-compliant and obsolete equipment. All SCBAs will be equipped with UEBSS as required by NFPA 1981.
On March 15, 2023, SFD was notified by FEMA that the City of Stockton was awarded $687,272.72 in federal funds for the 2021 AFG to purchase 108 SCBA. The grant award has a 10 percent local fund match requirement, which equates to $68,727.28 for a total amount of $756,000.
The 2021 AFG application was for the replacement SFD’s entire SCBA inventory. However, FEMA limited the award to only the 108 SFD SCBA that are at least two (2) NFPA safety cycles removed and more than 10 years old. The remaining 20 SCBA are only one (1) NFPA safety cycle removed. However, they will become obsolete with the new UEBSS systems and need to be replaced. SFD will utilize the 2021 AFG federal funds, required 10 percent City match, and Measure W funds to replace all 128 SCBA systems using California Department of General Services Contract No. 1-22-42-04 for Scott brand SCBA from Allstar Fire Equipment, Inc. in an amount not to exceed $877,580.80.
Findings
Pursuant to Stockton Municipal Code (SMC) section 3.68.070, Council may approve findings which support an exception to the competitive bidding process. These findings include:
1. SFD personnel currently repair, maintain, and test Scott SCBA systems removing the need for a third-party service.
2. California Department of General Services (DGS) established a purchase agreement pursuant to a competitive bidding process for Scott brand SCBAs.
3. The bid specification used by DGS has been assessed as compatible to City standards.
4. Taking advantage of the DGS agreement will save the administrative expense of City staff conducting a separate procurement.
5. The specifications for the equipment available through the DGS contract meet SFD requirements.
FINANCIAL SUMMARY
To meet the 10 percent local fund match requirement of the FEMA 2021 AFG, staff recommends the appropriation of $68,727.28 from the Measure W Public Safety Fire Fund Balance (200 Fund) to Fire Measure W capital equipment acquisition account no. 4020-000-800004-200-202-20-40-000-000- to cover the required 10 percent local fund match.
The grant amount breakdown is as follows:
Federal Share - $687,272.72
City match requirement (10% of federal fund local match) - $68,727.28
Total Grant Amount - $756,000.00
To complete the SCBA purchase, staff recommends an appropriation for the remaining $121,580.80 from the Measure W Public Safety Fire fund balance (200 Fund) to Fire Measure W capital equipment acquisition account no. 4020-000-800004-200-202-20-40-000-000-.
Funding breakdown:
Federal contribution - $687,272.72
City match requirement (10% of federal fund local match) - $68,727.28
Measure W Public Safety Fire Fund - $121,580.80
Total Funding - $877,580.80
With the acceptance of $687,272.72 for the FEMA 2021 AFG, the appropriation of $68,727.28 in federal fund grant match by the City, and $121,580.80 from the Measure W Public Safety Fire fund balance (200 Fund), there is sufficient funding available to purchase 128 SCBA from Allstar Fire Equipment Inc., for a total amount of $877,580.80.
Attachment A - FEMA Grant Award Letter
Attachment B - Allstar Fire Equipment Agreement