HomeMy WebLinkAbout2025-05-20; City Council; 01; Master Purchase Agreement with Allstar Fire Equipment, Inc. for Personal Protective Turnout Gear for Fire DepartmentCA Review JRT
Meeting Date: May 20, 2025
To: Mayor and City Council
From: Geoff Patnoe, City Manager
Staff Contact: Jennifer Marinov, Fire Administrator
jennifer.marinov@carlsbadca.gov, 442-339-2135
Subject: Master Purchase Agreement with Allstar Fire Equipment, Inc. for
Personal Protective Turnout Gear for Fire Department
District: All
Recommended Actions
Adopt a resolution authorizing an extension of the master purchase agreement with Allstar Fire
Equipment, Inc. for personal protective turnout gear, increasing the annual compensation
amount from $100,000 to $300,000 and authorizing the City Manager to execute all agreement
amendments.
Executive Summary
The city entered into a master purchase agreement with Allstar Fire Equipment, Inc. for
personal protective turnout gear in May 2022.1 The initial term of this agreement is set to
expire in May 2025, with an option for two additional one-year extensions.
The Fire Department is requesting the City Council authorize an extension of the agreement
and its approval to increase the annual compensation amount from $100,000 to $300,000 to
accommodate the department’s anticipated needs for turnout gear. The City Council is also
being asked to authorize the City Manager to execute all agreement amendments.
No additional funding is required for this increase.
Carlsbad Municipal Code Section 3.28.070(D) requires the City Council’s authorization for the
procurement of goods or services that will cost the city more than $100,000 per agreement
year.
Explanation & Analysis
Turnout gear is the personal protective equipment worn by firefighters. These garments consist
of multiple layers of fire-resistant materials that protect against intense heat, flames, moisture,
chemicals, pathogens and puncture hazards.
1 A master purchase agreement sets the general terms and conditions for future purchase orders between a buyer
and a seller, streamlining the purchasing process by establishing pricing, payment terms, delivery details, and other
aspects upfront and reducing the need for renegotiation on every individual purchase order.
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After extensive research and testing of available materials, designs and features, the Fire
Department selected Janesville LION V-Force’s turnout gear because of its superior technology
and proprietary features, which enhance safety, comfort and durability. The department has
worn the same LION turnout gear for over 15 years.
Allstar Fire Equipment, Inc. is the sole source distributor of Janesville LION V-Force turnout gear
to municipal fire service markets in California.
In December 2021, the city’s Purchasing Officer approved a bidding exemption request for the
current master purchase agreement to ensure ongoing standardization and compatibility with
the department’s existing turnout gear.
A National Fire Protection Association standard (Standard 1851) establishes guidelines for
turnout gear. According to these guidelines, the maximum service life of this gear is 10 years
from the date of manufacture. To comply with this standard, the Fire Department plans to
replace 60 jackets and 70 pairs of pants by 2027, with an estimated replacement cost of
$250,000. The Fire Department must also purchase turnout gear for new employees and
maintain adequate reserve levels for operational readiness. The annual compensation amount
of $100,000 will no longer support these needs.
With the upcoming extension of the agreement, the Fire Department is requesting an increase
in the annual compensation amount to accommodate these anticipated needs for turnout gear.
The City Council approval is required because the cost of this purchase will now exceed
$100,000 annually.
Fiscal Analysis
The Fire Department's operating budget has sufficient funds to support this agreement. No
additional appropriation is necessary.
Next Steps
With the City Council’s approval, staff will execute Amendment No. 2 to extend the agreement,
ensuring adequate compensation levels to meet the anticipated need for turnout gear over the
next two years.
Environmental Evaluation
The proposed action is not a “project” as defined by California Environmental Quality Act
Section 21065 and CEQA Guidelines Section 15378(a) and does not require environmental
review under CEQA Guidelines Section 15060(c)(2) because the action is limited to the
extension of a master service agreement for personal protective turnout gear. The action has
no potential to cause either a direct physical change in the environment or a reasonably
foreseeable indirect physical change in the environment.
Exhibits
1. City Council resolution
2. Bid exemption request memorandum
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Exhibit 1 RESOLUTION NO. 2025-107
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, AUTHORIZING AN EXTENSION OF THE MASTER PURCHASE
AGREEMENT WITH ALLSTAR FIRE EQUIPMENT, INC. FOR PERSONAL
PROTECTIVE TURNOUT GEAR, INCREASING THE ANNUAL COMPENSATION
AMOUNT FROM $100,000 TO $300,000 AND AUTHORIZING THE CITY
MANAGER TO EXECUTE ALL AGREEMENT AMENDMENTS
WHEREAS, turnout gear is essential personal protective equipment worn by firefighters; and
WHEREAS, the City entered into a master purchase agreement with Allstar Fire Equipment, Inc.
on May 26, 2022, for personal protective turnout gear; and
WHEREAS, the City executed Amendment No. 1 on April 21, 2023, to adjust unit pricing to
accommodate pass-through increases from the manufacturer to the distributor, and
WHEREAS, the City desires to extend the master purchase agreement for a one-year term as
allowed in the initial agreement term; and
WHEREAS, the City desires to increase the annual not-to-exceed compensation amount of
$100,000 to $300,000 with the extension; and
WHEREAS, Carlsbad Municipal Code Section 3.28.070(D) requires City Council’s authorization
to procure goods or services exceeding $100,000 per agreement year.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as
follows:
1.That the above recitations are true and correct.
2.The proposed action is not a “project” as defined by California Environmental Quality
Act Section 21065 and CEQA Guidelines Section 15378(a) and does not require
environmental review under CEQA Guidelines Section 15060(c)(2) because the action
is limited to the extension of a master service agreement for personal protective
turnout gear. The action has no potential to cause either a direct physical change in
the environment or a reasonably foreseeable indirect physical change in the
environment.
3.That the City Manager of the City of Carlsbad, or designee, is authorized and directed to
execute Amendment No. 2 with Allstar Fire Equipment, Inc., which is attached hereto as
Attachment A.
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4. That the annual not-to-exceed compensation amount is increased from $100,000 to
$300,000 per agreement year.
5.That the City Manager of the City of Carlsbad, or designee, is authorized to execute all
future agreement amendments and other necessary documents to purchase turnout
gear from Allstar Fire Equipment, Inc.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City
of Carlsbad on the 20th day of May, 2025, by the following vote, to wit:
AYES: Blackburn, Bhat-Patel, Acosta, Burkholder, Shin.
NAYS: None.
ABSTAIN: None.
ABSENT: None.
______________________________________
KEITH BLACKBURN, Mayor
______________________________________
SHERRY FREISINGER, City Clerk
(SEAL)
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Attachment A
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25
21st
May
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Fire Department
2560 Orion Way Carlsbad, CA 92010 760-931-2141 www.carlsbadca.gov
Memorandum
Dec. 14, 2021
To: Roxanne Muhlmeister, Assistant Finance Director/Purchasing Officer
From: Jennie Marinov, Senior Management Analyst
Via: Andrew Spear, Paramedic Firefighter
Re: Bid Exemption for Turnout Gear (Districts – All)
This letter requests authorization for an exemption to the bidding process per Purchasing Code
3.28.110 (C). The code provides a bidding exemption for items requiring compatibility with
other goods, furnishings, materials, or equipment previously purchased by the city.
Turnout gear is personal protective equipment used by firefighters. It consists of fire-resistant
materials to provide protection from heat and moisture. The Carlsbad Fire Department (CFD)
attends annual conferences to keep abreast of new developments in personal protective
equipment. Following extensive research and testing of turnout materials, designs, and
features, CFD selected the LION Janesville V-Force turnout coat and pant ensemble. After
fifteen years, CFD wears the same LION turnout ensemble due to its superior technology in
firefighter protective clothing with proprietary features impacting safety, comfort, and long-
term durability. The previous bid exemption request lists unique features of the LION V-Force
turnout gear. See Attachment A for details.
Allstar Fire Equipment, Inc. (Allstar) is the sole source distributor of LION V-Force turnouts to
municipal fire service markets in California. CFD’s master purchase agreement with Allstar
expires on June 1, 2022. CFD requests a bid exemption to maintain standardization and
compatibility with existing department turnout gear. If approved, CFD will execute a new
professional services agreement up to $100,000 annually with Allstar.
Approval for Exemption
______________________ _____________
Roxanne Muhlmeister, Purchasing Officer Date
Attachment: A. Current Master Purchase Agreement
B.Sole Source Letter dated Dec. 7, 2021
cc: Nick Ordille, Assistant Fire Chief
Jordan Garcia, Paramedic Firefighter
Shea Sainz, Senior Contract Administrator
Rosario Aranda, Associate Contract Administrator
DocuSign Envelope ID: 57D208C8-5085-43E8-BED5-D9D5F40873E4
12/16/2021
Exhibit 2
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