DATE: September 6, 2022
TO: Honorable Mayor and City Council
FROM: Barry R. Spriggs, Fire Chief
By: Richard Oishi, Battalion Chief
SUBJECT: PURCHASE ORDER WITH LIFE-ASSIST, INC. FOR THE PURCHASE OF
PARAMEDIC FIELD SUPPLIES IN AN AMOUNT NOT TO EXCEED
$80,000
Recommendation: Approve
SUMMARY
The Arcadia Fire Department has been providing paramedic ambulance service to the Arcadia community since the early 1970s with quality pre-hospital care for medical and trauma related emergency calls. Critical to this service is making sure that adequate and necessary inventory of paramedic supplies are readily available in stock.
Utilizing the Pasadena Fire Department’s purchasing pricing (also known as “piggybacking”), it is recommended that the City Council approve a Purchase Order with Life-Assist, Inc. for the purchase of paramedic field supplies in an amount not to exceed $80,000. The proposed Purchase Order will be for an initial three -year term, renewed annually, commencing in Fiscal Year 2022 -23, with an additional two (2) one- year optional extensions. Attached is the Pasadena Fire Department’s Staff Report authorizing the City of Pasadena to enter into a contract with Life-Assist, Inc., the Contract Services Agreement with Life- Assist, Inc. , and a letter from the City of Pasadena authorizing the use of their formal competitive bid process for piggybacking.
BACKGROUND
The Fire Department maintains an inventory of paramedic field supplies, including medications, intravenous fluids, assorted needles, bandages, splints, tape, gloves, oxygen masks, EKG paper, electrodes, and other miscellaneous medical supplies.
These items are used on a regular basis during medical treatment of a patient and standard emergency operations. T he Fire Department also maintains in its inventory additional paramedic field supplies to mitigate larger-scale incidents in the event of a disaster. For example, during the COVID-19 crisis, additional equipment was purchased
Purchase Order with Life Assist Inc. for Paramedic Supplies September 6, 2022
to supplement current inventory and protect members of the Fire Department as they responded to the pandemic. Traditionally, paramedic field supplies utilized by the Fire Department are re-stocked using a private medical supplier.
DISCUSSION
In May 2022, the City of Pasadena sent a Notice Inviting Bids for the purchase of emergency medical or paramedic field supplies. Three (3) bids were received from Aptos Logistics, Inc., Bound Tree Medical, LLC, and Life-Assist, Inc. Life -Assist, Inc. was selected as the lowest and most responsive and responsible bidder that met the specifications outlined in the contract. On August 1, 2022, the City of Pasadena City Council awarded a multi-year contract with Life-Assist, Inc. for an amount not to exceed $1.25 million, which includes an initial three-year term and two (2) optional one-year terms, with each year not to exceed $250,000 subject to approval by the City Manager.
Piggybacking on larger agency contracts enables the City of Arcadia the opportunity to purchase supplies in small quantities at volume pricing. Essentially, this method allows savings in time, resources, and cost by leveraging another agency’s successful competitive bidding process and its more economical bulk pricing for the same or similar supplies. Additionally, this contract through Life-Assist, Inc. offers a 25% discount for all items not listed on the bid and the contracting agency has no obligation to purchase any specified amount of goods or services from their company for the term of the contract.
During the past 12 years, Life-Assist, Inc. has also performed satisfactorily as the City’s paramedic supply vendor. The company had delivered the required paramedic field supply products on time and as specified. Furthermore, Life-Assist, Inc. is an established company since the late 1970s with their services employed by several agencies such as the Ontario Fire Department, Rialto Fire Department, City of Berkeley Fire Department, Sacramento Metro Fire, and City of Tucson, AZ. By approving the purchase order with Life-Assist, Inc. the City ensures a quality inventory of paramedic field supplies at a fiscally responsible cost.
ENVIRONMENTAL IMPACT
The proposed actions do not constitute a project under the California Environmental Quality Act (“CEQA”), based on Section 15061(b)(3) of the CEQA Guidelines, as it can be seen with certainty that they will have no impact on the environment. Thus, these matters are exempt under CEQA.
FISCAL IMPACT
Sufficient funds in the amount of $98,300 have been budgeted in the Fiscal Year 2022- 23 Fire Operating Budget for the purchase of paramedic field supplies.
Purchase Order with Life Assist Inc. for Paramedic Supplies September 6, 2022
RECOMMENDATION
It is recommended that the City Council determine that this action does not constitute a project and is therefore, exempt under, the California Environmental Quality Act (“CEQA”); and approve a Purchase Order with Life-Assist, Inc. for the purchase of paramedic field supplies in the amount not to exceed $80,000.
Attachment No. 1: Staff Report Authorizing the City of Pasadena to Enter into a Contract with Life Assist, Inc. for the Purchase of Medical Supplies Attachment No. 2: City of Pasadena Contract with Life-Assist, Inc.
Attachment No. 3: City of Pasadena Letter Allowing for Piggyback of Formal Bid Process
TO:
FROM:
Honorable Mayor and City Council
Fire Department
nda p
August 1, 2022
SUBJECT: AUTHORIZATION TO ENTER INTO CONTRACTS FOR MEDICAL SUPPLIES NOT TO EXCEED $1,500,000
RECOMMENDATION:
It is recommended that the City Council:
1. Find that this action is exempt under the California Environmental Quality Act (CEQA) in accordance with Section 15061 (b)(3), the General Rule that CEQA only applies to projects that may have an effect on the environment;
2. Accept the bid dated June 6, 2022 submitted by Life-Assist, Inc. in response to an Invitation for Bid to furnish and deliver medical supplies as requested and authorize the City Manager to enter into a multi-year contract with Life-Assist, Inc. for an amount not to exceed $1,250,000 which includes $750,000 for an initial three year term and two optional one-year terms, with each year not to exceed $250,000 subject to approval by the City Manager; and
3. Accept the bid dated June 6, 2022 submitted by Bound Tree Medical, LLC. in response to an Invitation for Bid to furnish and deliver medical supplies as requested and authorize the City Manager to enter into a multi-year contract with Bound Tree Medical, LLC for an amount not to exceed $250,000 which includes $150,000 for an initial three year term and two optional one-year terms, with each year not to exceed $50,000 subject to approval by the City Manager.
BACKGROUND:
The Fire Department (Department) responds to nearly 13,500 emergency medical calls annually and uses a variety of medical supplies when responding to those calls that require the provision of emergency medical care. In support of this effort, staff purchases a variety of medical supplies and equipment to ensure the Department's first responders are prepared to treat patients with medical conditions and traumatic injuries.
This helps to ensure the Department is able to provide critical pre-hospital emergency MEETING OF __ o_a_,_0_1_,_20_2_2_ AGENDA ITEM NO. --=8 __ _ l '-------------------- ---------------- ---- Attachment No. 1
Authorization to Enter Into Contracts for Medical Supplies August 1, 2022
medical care as required by Los Angeles County Emergency Medical Services Agency.
Supplies and equipment purchased by staff include necessary items such as bandages, splints, intravenous supplies, oxygen masks, medications, and airway equipment.
The Fire Department has a current contract with Life-Assist for medical supplies that was approved on July 24, 2017. Life-Assist was awarded a three-year contract with the Fire Department through a formal bid process to furnish medical supplies, for a not to exceed amount of $200,000 each year of the three-year term. On October 21, 2020, the contract term was amended to a five year contract.
On May 10, 2022, the City published an Invitation for Bid (IFB) to furnish and deliver medical supplies as required by the Fire Department. The bid was advertised for close to four weeks through Planet bids. Notifications were sent to 757 vendors, with 35 vendors downloading the IFB document. No local Pasadena vendors downloaded or submitted a bid. On June 6, 2022, six bids were received.
Staff requested vendors to bid on 45 of the most commonly ordered products based on historical purchases of the Department to evaluate pricing. Three of the six bids received were deemed non-responsive due to incomplete bids. Of the three, responsive bids received, the bid results are as follows:
No. Bidders Total Weighted Bid Price
1. APTOS LOGISTICS, INC. (San Ramon, CA) (5 year total) $1,227,447
2. BOUND TREE MEDICAL, LLC (Dublin, OH) (1 year total) $135,323
3. LIFE ASSIST, INC. (Cordova, CA) (1 year total) $93,200 Following a formal bid process, Life-Assist, Inc. is recommended as the primary vendor to furnish and deliver medical supplies in accordance with the City's specifications. Life Assist is an established California corporation, and was the lowest bidder that was able to provide all specified goods and meet all indicated requirements. Total expenditures are not to exceed $1,250,000, which includes $750,000 for an initial three-year term and two optional one-year terms with each year not to exceed $250,000.
Bound Tree Medical LLC is recommended as a secondary vendor due to the ongoing supply chain issues and allocation limits for products such as saline, PPE items and certain medications experienced during the COVID-19 pandemic. For the past 2 years there have been many items that are in a nationwide shortage in which there was no identified vendor backup. Securing a second vendor, will assist the Department in providing expeditious medical services to the public. Total expenditures are not to exceed $250,000, which includes $150,000 for an initial three-year term and two optional one-year terms with each year not to exceed $50,000.
Authorization to Enter Into Contracts for Medical Supplies August 1, 2022
COUNCIL POLICY CONSIDERATION:
The proposed contract furthers the City Council's strategic planning goal to ensure public safety.
ENVIRONMENTAL ANALYSIS:
The proposed contract has no environmental impact; it is exempt from CEQA review pursuant to State CEQA Guidelines and Section 15061 (b) (3), the general rule that CEQA only applies to projects that may have an effect on the environment.
FISCAL IMPACT:
The total cost of this action is $1,500,000 if the additional one-year terms are exercised.
Funding for this action will be addressed by utilization of the existing and future budgeted appropriations in the Fire Department's General Fund operating budget account for EMS (10131021-810100). There are no anticipated impacts to other operational programs or capital projects as a result of this action.
Prepared by:
J on ansen
attalion Chief/ EMS Division
Fire Department
Approved by:
Respectfully submitted,
CHAD AU~
Fire Chief
Fire Department
CITY OF PASADENA
Purchase Order Contract Cover Page & Acceptance of Terms and Conditions
CONTRACT NUMBER
CONTRACTOR:
CONTRACT PURPOSE:
CONTRACT START DATE: CONTRACT EXPIRATION DATE:
TOTAL PURCHASE ORDER
Project Manager: Cynthia Foronda
Title: Senior Office Assistant
Phone: 626-744-7182
Please sign, date and return.
_________________________________ ________________________________________ Vendor Signature Print or Type Name
08/01/2022 08/01/2025
32364
LIFE-ASSIST, INC.
The purpose of this contract is for Life-Assist, Inc. to furnish and deliver medical supplies as requested by the Pasadena Fire Department for pre -hospital emergency medical care. The term of this multi - year purchase order contract is for an amount not to exceed $750,000 for an initial three -year term with two one -year optional extensions for an amount not to exceed $250,000 each. Contract extensions are subject to approval by the City Manager. $750,000.00
ACKNOWLEDGMENT: Contractor/Vendor acceptance of this Purchase Order or payment, or shipment of goods and/or provision of services, shall constitute Contractor/Vendor unqualified acceptance of the terms of this Purchase Order.
This document, in its entiret y, does not constitute a firm offer by the City, and may be revoked at any time prior to acceptance. Pre-existing contract language, as agreed upon, shall prevail.
Attachments:
Attachment A – IFB - Furnish & Deliver Medical Supplies Attachment B – Life-Assist Bid Response
Attachment C – Purchase Order Terms and Conditions
Corey Farrar
Attachment No. 2
Attachment No. 3