AGENDA CAPTION:
Title
Consider approval of Resolution 2026-181R, approving a Change in Service to the contract with Fire-Dex, Inc. to change the frequency of services for cleaning, inspection, and repair of personal protective equipment from once per year to twice per year, including as-needed services due to incident response as required by the National Fire Protection Association standard 1850, in the estimated amount of $55,000.00 for the current year, with up to four one-year renewals in the amount of $100,000.00 per year; authorizing the City Manager, or her designee, to execute the Change in Service on behalf of the city; and declaring an effective date.
Body
Meeting date: October 7, 2026
Department: Fire Department - Jonathan Henderson, Interim Chief
Amount & Source of Funding
Funds Required: $100,000 per fiscal year from FY27 through FY30
Account or Project Number (C = CIP funds): 10002135.52230
Funds Available: $45,000.00
Account Name: Professional Services
Fiscal Note:
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Background Information:
The City has a contract #2025-199 with Fire-Dex, Inc., for Cleaning, Inspection, and Repair of Personal Protective Equipment (PPE), which was established through the Sourcewell contract #010424-FDX starting October 1, 2025, which is the start of FY26.
Through 37 Tex. Admin. Code § 435.1, the Texas Legislature mandated that all regulated entities, including the San Marcos Fire Department, follow National Fire Protection Association (NFPA) 1851 standard, or its successor. NFPA 1851 is succeeded by NFPA 1850. NFPA 1850 (“Standard on Selection, Care, and Maintenance of Protective Ensembles for Structural and Proximity Firefighting and Open-Circuit SCBA”), 2026 edition, in section 6.3.4, requires advanced cleaning, inspections, and repairs every six months instead of the previous once-per-year frequency. Depending upon exposure and contamination, additional cleaning, inspections, and repairs may be required more than twice per year.
This is aimed at addressing serious health concerns in firefighters due to exposure to toxins, chemicals, and carcinogens during incident response.
As a result, the City requests approval to increase the annual contract amount to accommodate the additional required cleaning, inspection, and repair services, and to authorize up to four (4) automatic renewals for 1-year increments, for a total contract term of five (5) years. The contract term will then permanently expire on September 30, 2030.
At the new estimated annual rate of $100,000 with twice the services, the total contract amount including all extensions plus capacity for intermittent services on an as-needed basis is estimated to be $455,000, which is inclusive of the initial contract year of $55,000, per the listing below and is subject to approval of future fiscal year budgets:
FY26 - $55,000
FY27 - $100,000
FY28 - $100,000
FY29 - $100,000
FY30 - $100,000
Total = $455,000
Council Committee, Board/Commission Action:
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Alternatives:
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Recommendation:
Approve contract amendment and extensions