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Cq<<FORN�P CITY COUNCIL STAFF REPORT
DATE: February 15, 2006 CONSENT AGENDA
SUBJECT: APPROVE INCREASE IN FY 05-06 EXPENDITURE AUTHORIZATION
FOR ALLSTAR FIRE EQUIPMENT, INC.
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
$2.5,000 during the fiscal year. The list of vendors covered by this authorization was
developed utilizing expenditure patterns collected from the prior fiscal year.
AIIStar Fire Equipment, Inc, (Allstar) 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 several quotation processes
for which Allstar is the low bidder have resulted in anticipated expenditures substantially
exceeding $25,000. Staff is seeking an increase in expenditure authority to an amount
not-to-exceed $60,000 with Allstar for Fiscal Year 2005-06.
RECOMMENDATION:
Adopt Minute Order No. _, approving miscellaneous expenditures to Allstar Fire
Equipment, Inc. for a variety of fire equipment in a cumulative amount not-to-exceed
$60,000 for Fiscal Year 2005-06.
STAFF ANALYSIS:
The Fire Department utilizes Allstar and several other fire equipment vendors to
purchase a variety of firefighting hose, tools, breathing apparatus, and turnout clothing
throughout the year. In July of 2005 a Blanket Purchase Order (BPO) was issued to
Allstar to enable as-needed limited-dollar purchases of equipment and supplies during
the course of the Fiscal Year. Pursuant to current practices the estimated amount of
expenditures ($11,000) for the fiscal year was identified and encumbered in the City's
Finance system.
l EM MOB ' o H •_
City Council Staff Report
February 15, 2006 -- Page 2
Increase Allstar Expenditure Authorization
Due to the amount of fire safety clothing and firefighting equipment needed for new
firefighters as the fiscal year progressed, the department on several occasions
requested and received additional expenditure authorization. A total of $12,000 was
:added to the original $11,000 on the BPO bringing the total amount encumbered to
$23,000.
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. Two quote processes have been recently
completed for miscellaneous equipment needed by the department as follows:
Lined forestry fire hose
Allstar Fire Equipment $3,232.50
L.N. Curtis & Sons $3,318.70
National Fire Fighter Wildlands Product offered did not meet specifications
ScottTM Self-Contained Breathing Apparatus (SCBA) parts and supplies:
Allstar Fire Equipment $13,420.15
Fisher Safety $14,277.13
Hagemayer $15,041.64
As $23,000 has already been expended with Allstar this fiscal year, under current
expenditure approval practices, these quotes cannot be awarded unless City Council
approves an increase in the cumulative expenditure limit for this vendor.
The Fire Department is requesting an additional $37,000 in expenditure authorization to
Allstar for this fiscal year, bringing the total amount authorized to $60,000 for fiscal year
2005-06. The additionally authorized amount would be utilized as follows:
• $3,232.50 to award the quote and issue a purchase order for lined forestry hose;
• $13,420.15 to award the quote and issue a purchase order for SCBA parts;
• $19,000 to be added to the BPO to Allstar primarily for the purchase of additional
turnout gear for new hires (the department will be hiring 3 additional firefighters
and is equipping 6 reserve firefighters in the coming months);
• $1,347.35 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 Allstar
is the low bidder.
City Council Staff Report
February 15, 2006 -- Page 3
Increase Allstar Expenditure Authorization
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FISCAL IMPACT: IFinance Director Review:
Funds are available for these projects in the following Accounts:
001-20-3520-43010
415-60-6075-43010
001-20-3520-42490
001-20-3520-42195
Blake Goetz, Fire Chief Troy L. qujLlaff, Assistan ii anager
David H. Ready, City ager
Attachments: Minute Order
MINUTE ORDER NO.
APPROVING MISCELLANEOUS EXPENDITURES TO
ALLSTAR FIRE EQUIPMENT, INC. FOR A VARIETY OF
FIRE EQUIPMENT IN A CUMULATIVE AMOUNT NOT-TO-
EXCEED $60,000 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 Allstar Fire Equipment, Inc. for a
variety of fire equipment in a cumulative amount not-to-exceed $60,000 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 15th day of February, 2006,
James Thompson, City Clerk
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