II) CityofDowney AGENDA MEMO
Mr@
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM :OFFICE OF THE CITY MANAGER
BY: ANTHONY HILDEBRAND, FIRE CHIEF
DATE: AUGUST 12, 2025
SUBJECT: APPROVAL OF THE PURCHASE OF EMERGENCY MEDICAL SUPPLIES FROM LIFE ASSIST, INC.
EXECUTIVE SUMMARY
The City Council will consider approving the purchase of emergency medical equipment from Life Assist, Inc. in an amount not to exceed $300,000 for Fiscal Year 2025-2026 The equipment includes all of the materials needed to provide basic and advanced life support services to the City. Life Assist, Inc., is able to provide the full complement of medical equipment that is carried by Downey Fire Department resources to treat sick and injured patients, as required by the Los Angeles County Emergency Medical Services Agency
RECOMMENDATION
That the City Council
Authorize the City Manager, or his designee, to execute the purchase order with Life Assist, Inc. in the amount not to exceed $300,000 for the purchase of emergency medical equipment
BACKGROUND
The Downey Fire Department provides emergency medical services to the community on both basic and advanced levels of care. In all cases, medical equipment is necessary to treat sick and injured people with the highest quality service. Depending on the nature of the emergency, this may include vital sign monitoring equipment, medications used in patient care, or materials necessary to effectively treat the symptoms of an injury or illness. The Downey Fire Department responds to nearly 9,000 emergency medical incidents each year, reinforcing the importance of having an established and available medical equipment vendor.
Life Assist, Inc. has been providing emergency medical equipment to first responders throughout the nation since 1977. Since 2017, Life Assist, Inc. has been a vendor that provides this critical equipment to Downey Fire Department. Utilizing competitively bid
APPROVAL OF THE PURCHASE OF EMERGENCY MEDICAL SUPPLIES FROM LIFE ASSIST, INC AUGUST 12, 2025
PAGE 2
and negotiated discount pricing through a City of Pasadena contract, Downey Fire Department seeks to continue using Life Assist, Inc., through the “piggyback" provisions of the City's purchasing regulations, as a vendor for emergency medical equipment, while ensuring fiscal responsibility
ANALYSIS
Downey Fire Department has used Life Assist, Inc. as a vendor for emergency medical equipment since 2017. At that time, the City of Pasadena sought bids for emergency medical equipment vendors. Bids were solicited via their city’s online bidding site, Planet Bids, and advertised appropriately in accordance with their established practices. Four bids were received and publicly opened on June 17, 2017. Following their formal bid process, Life Assist, Inc. was selected as the vendor to furnish and deliver medical supplies to Pasadena Fire Department. Additionally, an invitation was sent to regional fire departments to participate in Life Assist Inc.'s prIcing schedule provided to the City of Pasadena. At that time, Downey Fire Department began using Life Assist, Inc. as a vendor
In a process similar to 2017, in June of 2022, the City of Pasadena underwent a similar competitive bidding request. Life Assist, Inc. was once again, the lowest responsive and responsible bid received. On August 1 , 2022, the City of Pasadena formally accepted the bid from Life Assist, Inc. and the pricing schedule was made available to regional fire departments. This letter is included as Attachment A, The City of Downey has previously reviewed and approved this invitation in prior fiscal years, and has used Life Assist, Inc. as a vendor for emergency medical equipment since. In order to remain an adequate supply of the equipment necessary to provide emergency medical services, it is again recommended that the City continue using Life Assist, Inc. for Fiscal Year 2025-2026.
At this time, and with the approval of this purchase, Downey Fire Department intends to continue purchasing emergency medical equipment through Life Assist, Inc
CITY COUNCIL PRIORITIES
Fiscal Responsibility
Quality of LIfe, Safety & Infrastructure
FISCAL IMPACT
Approval of the recommended action will result in a total expenditure of $300,000 with $295,000 from the ALS Medical Emergency Supplies account (14-4-2630-0150) and $5,000 from the BLS Transport Emergency Medical Supplies (14-4-2630-0150) to Life Assist, Inc., as previously approved in the FY 2025-2026 operating budget. There is sufficient fund balance for the recommended actions
2 APPROVAL OF THE PURCHASE OF EMERGENCY MEDICAL SUPPLIES FROM LIFE ASSIST. INC AUGUST 12. 2025
PAGE 3
ATTACHMENTS
Attachment A: City of Pasadena Award of Bid to Life Assist. Inc. with Letter of Inclusion
Attachment No. 3
F 1 k I L) [ 1' \ it 1 .\t F
August 23. 2022
Cherise Akers
Contracts Manager
Life-Assist. Inc.
11277 Sunrise Park Drive
Rancho Cordova. CA 95742
City of Pasadena Invitation For Bid
Furnish and Deliver Medical Supplies for the Fire Departlnent Issued May 19, 2022
Dear Cherise Akers
The Pasadena Fire Department u iII allow for other agencies and organizations to utilize the pricing that Life-Assist, Inc. offers to the department for its purchases of medical supplies and equipment.
Pricing was originally secured through a formal bid process that closed on June 6, 2022, for the furnishing and delivery of medical supplies.
Other agencies may obtain a price at least equal to that of which Life-Assist offers to the Pasadena Fire Department for the same items.
EMS Battalion Chiel
Pasadena Fire Department
ATTACHMENT A
? 1 5 ,\ 1+II' NItIlt I/XII .+1 tlrttt \11111 ! -1 ' ' 11,I\,ici, it,I. I ,-i \It Itil I S.itI
Attachment No. 1
Agenda Report
August 1 , 2022
TO:Honorabte Mayor and City Counci
FROM: Fire Department
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 accordanm 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 medial supplies as requested and authorize the City Manager to enter into a multi-year contract with Life-Assist, Inc. for an amount not to exmed $1,250,000 which includes $750,000 for an initial three year term and two optional one-year terms, with each year not to exoeed $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 deIIver medical supplies as requested and authorize the City Manager to enter into a muttFyear 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 $50,000 subject to approval by the City Manager.
BACKGROUND:
The Fire Department (Department) responds to nearly 13,500 emergency medical calls annually and uses a variety of medical supplies when responding to those calls that require the provision of emergency medical care. In support of this effort, staff purchases a variety of medical supplies and equipment to ensure the Department’s first responders are prepared to treat patients with medical wnditions and traumatic injuries.
This helps to ensure the Department is abb to provide critical pre-hospital emergency MEETING OF 08/01/2022 AGENDA rrEM NO, _8
Authorization to Enter Into Contracts for Medical Supplies August 1, 2022
medial are as required by Los Angeles County ErrnBenw Medical Services Agency.
Supplies and equipment purchased by staff include nee$sary 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 threeyear 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 oontract 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 bmI 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 hbtorical purchases of the Department to evaluate pricing. Three of the six bids received were deemed non-responsive d.He to incomplete bids. Of fn three, responsive bids received, the bid results are as f611ov\is:
go.Bidders Total Weighted Bid Price
2 B
APTOS LOGISTICS, INC (San Ramon, CA) (5 year total)
O
$1,227,447
$135,323
$93,200
BOUND TREE MEDICAL, LLC (Dublin, OH) (1 year total)
3. 1 LIFE ASSIST, INC. (Cordova, CA) {1 year total)
Following a formal bid process, Life-Assist. Inc. is recommended as the primary vendor to furnish and deliver medial supplies in accordance with the City’s specifications. Life Assist is an established California oorporation, 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 threeyear term and two optional oneyear 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 aId 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 sewioes to the public. Total expenditures are not to exwed $250,000. which includ® $150,000 for an initial three-year term and two optional oneyear terms with each year not to exmed $50,000
Authorbation 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 CE(IA Guidelines and Section 15061 (b) (3), the general rule that CE(IA 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 Respectfully submitted,
Fire Chief
Fire Department
@
R\hIttaliort Chief / EMS Division
Approved by
Attachment No. 2
Purchase Order Contract Cover Page & Acceptance of Terms and Conditions
CITY OF PASADENA
CONTRACT NUMBER 32364
CONTRACTOR:LIFE-ASSIST. INC
CONTRACT PURPOSE:
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.
CONTRACT START DATE: 08/O1/2022 CONTRACT EXPIRATION DATE: 08/Olf2025
TOTAL PURCHASE ORDER
Project Manager: Cynthia Foronda
Title: Senior Office Assistant
Phone: 626-744-7182
ACKNOWLEDGMENT: Contractor/Vendor acceptance of this Purchase Order or payment, or shipment of goods and/or provision of services. shall constitute Contracto'dVendor unqualified ac@ptance- of the terms of this Purihase Order This document. in its entirety. does not constitute a firm offer by the City, and may be revoked at any time prior to acoeptance. 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
Please sign. date and return
V8ndol
Corey Farrar
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