HomeMy WebLinkAbout2006-03-01 STAFF REPORTS 2R o�pALM gA�
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FOR��P CITY COUNCIL STAFF REPORT
DATE: MARCH 1, 2006 CONSENT AGENDA
SUBJECT: APPROVE INCREASE IN FY 05-06 EXPENDITURE AUTHORIZATION
FOR L.N. CURTIS & SONS EMERGENCY EQUIPMENT.
FROM: David H. Ready, City Manager
BY: Fire Department
SUMMARY
On July 6, 2005, via Minute Order No. 7702, City Council authorized cumulative
expenditures levels with a number of vendors where numerous small dollar
expenditures were anticipated to exceed the City Manager's expenditure authority of
$25,000 during the fiscal year. The list of vendors covered by this authorization was
developed utilizing expenditure patterns collected from the prior fiscal year.
L. N. Curtis & Sons Emergency Equipment Inc, a company from which the Fire
Department makes numerous small dollar purchases was not included on this list.
Unanticipated small dollar purchases required by the Department coupled with two
quotation processes recently conducted for which L. N. Curtis & Sons was the low
bidder will cause the total purchase amount with this vendor to exceed $25,000. Staff is
seeking an increase in expenditure authority to an amount not-to-exceed $78,000 with
L. N. Curtis & Sons for Fiscal Year 2005-06.
RECOMMENDATION:
Adopt Minute Order No. , approving miscellaneous expenditures to L.N. Curtis &
Sons Emergency Equipment for a variety of fire equipment in a cumulative amount not-
to-exceed $78,000 for Fiscal Year 2005-06.
STAFF ANALYSIS:
The Fire Department utilizes L. N. Curtis & Sons and several other fire equipment
vendors to purchase a variety of firefighting hose, tools, specialized rescue equipment,
and turnout clothing throughout the year. In July of 2005 a Blanket Purchase Order
(BPO) was issued to L. N. Curtis & Sons to enable as-needed limited-dollar purchases
of equipment and supplies during the course of the Fiscal Year. Pursuant to current
Item No. 2 . R .
City Council Staff Report
February 15, 2006 -- Page 2
Increase Allstar Expenditure Authorization
practices the estimated amount of expenditures ($21,000) for the fiscal year was
identified and encumbered in the City's Finance system.
The Fire Department's fiscal year budget included funds for a variety of equipment
needs for which vendors are to be identified via competitive processes. Since the low
bidder is not known prior to the conducting those processes, no advance expenditure
authorization can be sought for these items. In August and November a local charitable
trust donated funds to the fire department with specific instructions to purchase Bullard
TM Thermal Image Cameras for search and rescue operations.
On two separate occasions the City conducted competitive procurement processes to
acquire the Thermal Image Cameras. On both occasions, L.N. Curtis was the low
bidder. Even though the individual purchase amounts were each under $25,000, the
combined total from both procurements was $34,015.60.
Additionally L.N. Curtis & Sons is also the low bidder for Wildland Fire Shelters that the
department must purchase to be compliant with fire safety standards. Money for these
fire shelters was donated to the department as a charitable gift from the Agua Caliente
Tribe of Cahuilla Indians specifically for this purpose. The results of that procurement
process are as follows:
L.N. Curtis & Sons $16,388.77
AJlstar Fire Equipment $16,425.14
Mallory Fire $16,593.50
The cumulative total from the BPO that was issued earlier in the fiscal year combined
with the separate competitive procurement processes that have been conducted is
$60,172.27. The City Attorney has opined that the procurement ordinance is vendor
rather than transactional based. As a result of this opinion, the City Council must now
authorize an increase in the total expenditure amount that can be paid to L.N. Curtis &
Sons for fiscal year 2005/06.
The Fire Department is requesting an additional $57,000 in expenditure authorization to
L. N. Curtis & Sons for this fiscal year, bringing the total amount authorized to $78,000
for fiscal year 2005-06. The additionally authorized amount would be utilized as follows:
• $34,015.60 to approve the gift-funded purchase of thermal imaging cameras;
• $16,388.77 to approve the purchase wildland fire shelters ;
• $6,595.63 to provide a contingency for additional as-needed supplies that could
be purchased via the BPO or for award of any additional quotes in which L. N.
Curtis & Sons is the low bidder.
City Council Staff Report
February 15, 2006 -- Page 3
Increase Allstar Expenditure Authorization
FISCAL IMPACT: Finance Director Review:
Funds are budgeted and available for these expenditures in the following accounts:
261-3600-53024
001-3520-42490
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Blake Goetz, Fire C ref oy . Butt / ssistant City Manager
David H. Ready, City MaT—
Attachments: Minute Order
MINUTE ORDER NO.
APPROVING MISCELLANEOUS EXPENDITURES TO L. N.
CURTIS & SONS FIRE EQUIPMENT, INC. FOR A
VARIETY OF FIRE EQUIPMENT IN A CUMULATIVE
AMOUNT NOT-TO-EXCEED $78,000 FOR FISCAL YEAR
2005-06.
I, James Thompson, City Clerk of the City of Palm Springs, hereby certify that this
Minute Order approving miscellaneous expenditures to L. N. Curtis & Sons Fire
Equipment, Inc. for a variety of fire equipment in a cumulative amount not-to-exceed
$78,000 for Fiscal Year 2005-06, was adopted by the City Council of the City of Palm
Springs, California, in a meeting thereof held on the 1 st day of March, 2006.
James Thompson, City Clerk