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APPROVE A MOTION AUTHORIZING A NON-EXCLUSIVE PURCHASE AGREEMENT WITH ALLSTAR FIRE EQUIPMENT FOR LION BRAND TURNOUTS AND RELATED PERSONAL PROTECTIVE EQUIPMENT AND RATIFY THE EMERGENCY PURCHASE OF 20 SETS OF LION TURNOUTS
recommended action
RECOMMENDATION
It is recommended that the City Council adopt a motion to:
1. Approve findings and ratifying City Manager’s approval of an emergency purchase order issued February 6, 2023, for the purchase of 20 sets of Lion turnouts for $87,766.80.
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 non-exclusive purchase agreement with Allstar Fire Equipment, Inc. for the purchase of Lion brand turnouts and related personal protective equipment. The agreement will be for an amount not to exceed $1,500,000.
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 motion.
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Summary
The Fire Department (SFD) procured twenty (20) sets of firefighter turnouts using the emergency purchase protocol. Thirteen (13) sets were to equip Fire Academy 23-1 firefighter trainees with adequate personal protective equipment (PPE) during live fire training drills. Seven (7) sets replaced turnout ensembles that exceeded their useful life and were no longer operationally viable. National Fire Protection Association (NFPA) 1851, Standard on Selection, Care, and Maintenance of Protective Ensembles for Structural Fire Fighting and Proximity Fire Fighting, requires turnout ensembles to be retired no later than ten (10) years from the date of manufacture. Per California Code of Regulations (Tit. 8, § 3402.3), structural and proximity firefighting protective ensembles shall be selected, inspected, and maintained in accordance with NFPA 1851 standards. SFD anticipates 250 turnout ensembles will need to be purchased over the next five (5) years. SFD will enter into a five (5) year agreement with Allstar Fire Equipment to provide Lion turnout ensembles and related personal protective equipment.
DISCUSSION
Background
Turnouts are specialized ensembles worn by firefighters to provide protection from hazards encountered in firefighting operations including extreme heat, flames, smoke, toxic gases, and falling debris. The National Fire Protection Association (NFPA) has established detailed requirements for firefighter turnouts, including specific performance standards for materials, construction, and design. These standards are intended to ensure turnouts provide adequate protection to firefighters under a range of conditions, and that they are durable enough to withstand the rigors of firefighting operations. The protective properties of the materials used in turnout construction can deteriorate over time, reducing their effectiveness and putting firefighters at risk. NFPA 1851 requires turnout ensembles to be retired no later than ten (10) years from the date of manufacture. Regular inspections and maintenance are also required to ensure turnouts remain in good working condition and provide adequate protection for firefighters.
In February 2013, Resolution 2013-02-26-1202 established a ten-year replacement plan to ensure turnouts did not exceed the recommended ten-year service life. SFD’s plan called for the purchase of 40 sets of turnouts per year, replacing one set of turnouts every five (5) years for each member.
In May 2014, Resolution 2014-05-20-1204 approved findings and justified an exception to the competitive bidding process, authorizing the purchase of replacement firefighter turnouts from Morning Pride Manufacturing through Municipal Emergency Services, Inc. This procurement outfitted all SFD members with a second set of NPFA compliant turnouts four (4) years ahead of schedule.
On February 6, 2023, emergency purchase order 22303602 was issued to outfit fifteen (15) Fire Academy 23-1 trainees and replace five (5) sets of non-compliant turnouts. After the purchase order was issued, SFD adjusted the number of sets for trainees and replacement ensembles to thirteen (13) and seven (7) respectively. The total number of turnout sets ordered did not change. Fire turnouts are custom ordered based on an individual's measurements. As such, academy turnout orders cannot be placed until the City's hiring process has concluded. Pre-ordering turnouts prior to the completion of the physical, psychological evaluation, and background check is cost prohibitive. In addition, lingering supply chain issues from the COVID-19 pandemic have created lead times of over four months after order placement. Due to their ability to expedite academy turnout orders, Allstar Fire Equipment was able to shorten the lead time to 45 days, which is expected to allow for delivery of goods prior to live fire drills. The total emergency purchase cost was $87,766.80. This procurement met the emergency standard defined in the Emergency Contract and Procurement Administrative Policy 17.05.150, which allows for emergency acquisitions to prevent an impending accident involving City personnel.
Present Situation
SFD issues two (2) sets of turnout ensembles to each member. This allows each member to have a clean and ready set of turnout gear in the event a set is damaged or contaminated with carcinogens, chemicals, or bodily fluids. It also allows each member to have a set available while their other set is being inspected and cleaned by SFD’s independent inspection services provider. SFD completed a turnout inventory and compliance assessment and found that approximately 250 turnout sets will need to be purchased over the next five (5) years. This includes new turnouts for Fire Academy trainees and replacements for ensembles that have exceed their useful life.
Turnout gear is not a "one size fits all" solution, as firefighters work in vastly different environments around the world. Manufacturers collaborate closely with individual fire departments to select appropriate fabrics to align turnouts with departmental specifications ensuring the best possible balance of protection and wearability. Fire departments and manufactures also consider connection points for other fire gear to ensure firefighters can be equipped with all the necessary tools to do their job. SFD spent a year evaluating numerous turnout ensembles including Morning Pride, Globe, Innotex, and Lion. Ultimately, Lion offered the best solution for protection, price, and availability.
The demand for firefighter turnouts has increased in recent years due to the growth of fire departments, increased awareness of the importance of PPE, and changes in safety standards. Additionally, recent supply chain disruptions have negatively impacted the availability of raw materials and slowed the production of turnout gear. As such, lead times now exceed four (4) months. The Sacramento Fire Department currently uses Lion turnouts and has agreed to share inventory with SFD in times of need. Additionally, Allstar Fire Equipment can fulfill rush academy turnout orders in under two (2) months, significantly increasing the likelihood of providing fire recruits with the appropriate level of PPE to participate in live fire drills. Allstar Fire Equipment, Inc. is the sole source for Lion turnouts and fire training products to the municipal fire service market in California. Furthermore, Allstar Fire Equipment has agreed to incorporate a “Most Favored Customer” clause to ensure the City is receiving the greatest discount for Lion turnouts offered by the vendor.
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. The Sacramento Fire Department uses Lion turnouts and has agreed to share inventory with the Stockton Fire Department in times of need, lessening the impact of current supply chain issues.
2. Lion turnouts are NFPA 1981 compliant and meet the Stockton Fire Department’s specifications.
3. Allstar Fire Equipment, Inc. is the single available source for Lion turnouts and fire training products to the municipal fire service market in California.
4. Allstar Fire Equipment, Inc can fulfill rush fire academy orders to provide fire recruits with appropriate personal protective equipment prior to live drills.
5. Allstar Fire Equipment, Inc. has agreed to a “Most Favored Customer” clause guaranteeing the Stockton Fire Department the most competitive pricing for Lion turnouts.
FINANCIAL SUMMARY
The total cost of emergency purchase order 22303602 for twenty (20) sets of Lion turnouts from Allstar Fire Equipment, Inc. was $87,766.80. SFD used annual PPE funds in Fire Department Suppression and Training accounts 4020/4030-000-650001-100-000-20-40-000-000- for the purchase.
Staff recommends a five (5) year agreement with Allstar Fire Equipment, Inc. for Lion brand turnouts and related personal protective equipment. The agreement will be for an amount not to exceed $1,500,000 for the term of the agreement. SFD has a total annual budget allocation for firefighting gear of $300,000 in Fire Suppression and Training Division materials and supplies Accounts 4020/4030-000-650001-100-000-20-40-000-000-to pay for PPE purchases under this new agreement with All Star Fire Equipment, Inc.
Attachment A - Allstar Fire Equipment, Inc. Agreement
Attachment B - Emergency Purchase Order 22303602