City Council
Report
City Council Meeting: September 26, 2023
Agenda Item: 5.J
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To: Mayor and City Council
From: Wolfgang Knabe, Interim Fire Chief, Fire Department Subject: Award Bid 4458 to Bound Tree Medical LLC., Life-Assist Inc. and Henry Schein Inc. for Fire Department Medical Supplies
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4458 to Bound Tree Medical, LLC. as the primary vendor and to LifeAssist Inc., and Henry Schein Inc. as secondary vendors, for the purchase of medical supplies for the Fire Department.
2. Authorize the City Manager to negotiate and execute a contract with Bound Tree, Medical LLC., as the primary vendor for the purchase and delivery of Fire Department medical supplies in an amount not to exceed $663,076 over a fiveyear period, with future funding contingent on Council budget approval; and
3. Authorize the Procurement Manager to issue Purchase Orders over a five-year period to Life-Assist Inc. in an amount not to exceed $55,256 and to Henry Schein Inc. in an amount not to exceed $27,628, as secondary vendors for the purchase and delivery of Fire Department medical supplies, with future year funding contingent on Council budget approval.
4. Adopt a finding of no possibility of significant effect pursuant to Section 15061(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines.
Summary
The medical supplies purchased would be used by Fire Department personnel to maintain medical equipment and supplies as required by the Los Angeles County Emergency Medical Services Agency to provide pre-hospital emergency medical care.
Following a formal bid process, Bound Tree Medical LLC is recommended as the best bidder to provide and deliver these medical supplies. Life-Assist Inc. and Henry Schein Inc. are recommended as secondary or backup bidders to provide and deliver medical 2 of 5
supplies in the event the primary vendor is unable to provide the supplies. The total projected expenditure for Bound Tree is $663,076, for Life-Assist is $55,256, and for Henry Schein is $27,628, which all include a possible 5% price increase per year based solely on a manufacturer’s increase; otherwise, current pricing remains in effect, for a total amount not to exceed $745,960.
Discussion
The Fire Department responds to nearly 13,000 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 provide care to patients with medical conditions and traumatic injuries.
Supplies and equipment purchased by staff include disposable items such as:
bandages, splints, intravenous supplies, oxygen masks, medications, and airway equipment.
Due to the variety and quantity of medical supplies and equipment needed, vendors were asked to quote fifty of the most commonly ordered products based on historical purchases to evaluate pricing. In addition to price, bids were evaluated based on ability to meet specifications, ability to deliver product, and compliance with bid specifications for all medications and a majority of identified supplies.
In addition to the medical supplies, SMFD was interested in implementing an EMS medical supply and pharmaceutical dispensing system (unit) to further provide improved management of inventory. This device would have a variety of items which would have the ability to check multiple levels of authorization. The top three vendors based on price were invited to demonstrate their inventory management systems. Based on this evaluation, Bound tree Medical was selected as the medical equipment supplier. Life Assist and Henry Schein will be alternate suppliers, so if Bound Tree is unable to provide a specific medical supply item due to shortages or supply chain issues, the Fire Department can purchase from these alternate sources. If necessary, medical equipment from all vendors can utilize the inventory management system. 3 of 5
Vendor Selection
Bidder Recommendation
Best Bidder Bound Tree Medical, LLC.
Evaluation Criteria Price; the services offered; experience and efficiency of the bidder; the ability of the bidder to provide such future maintenance or service as may be needed; any other factor that will further the intent set forth in Section 608 of the City Charter. The City shall have absolute discretion in determining the applicability and weight of the criteria listed above. .
Municipal Code SMMC 2.24.180
Bid Data
Date Posted Posted On Advertised In (City
Charter & Municipal
Code)
Vendors
Downloaded
Submittals
Received
Date Publicly
Opened
07/13/2023 City's Online
Bidding Site
Santa Monica Daily
Press
40 6 08/02/2023
Best Bidder Justification
Bound Tree Medical LLC is the best bidder to provide medical supplies based on cost, experience, and their inventory management system.
Life-Assist, and Henry Schein are proposed as secondary back up vendors, should the need arise in case Bound Tree Medical is unable to furnish and deliver the supplies needed.
Submittals Received
Agni Enterprises, LLC Bound Tree Medical,
LLC
Clean Space Project,
LLC Henry Schein Inc.
Life-Assist Inc. QuadMed
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Environmental Review
The award contract to provide medical supplies is exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3) of the CEQA Guidelines. The award contract is covered by the commonsense exemption which states that CEQA does not apply, where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment.
The contract will allow the City to continue to provide emergency medical services.
Therefore, it can be seen with certainty that the agreement would not result in adverse physical impacts on the environment, and as such, is categorically exempt from CEQA.
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the General Fund to award a contract with Bound Tree Medical to provide medical supplies for the Fire Department.
Contract Request – Bound Tree
Current Year
Request
Amount
Amount for
Future Years
FY 2023-24 Budget
Department Account #
Total Contract
Amount
$120,000 $543,076 01190002.525150 $663,076
Staff seeks authority to approve funding from the General Fund to award purchase orders with Life-Assist Inc. and Henry Schein, as secondary back up vendors, to provide medical supplies for the Fire Department.
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Purchase Order Request
Vendor Current
Year
Request
Amount
Amount for
Future Years
FY 2023-24 Budget
Department Account #
Total Contract
Amount
Life-Assist $10,000 $45,256 01190002.525150 $55,256
Henry Schein $5,000 $22,628 01190002.525150 $27,628
Future year funding is contingent on Council budget approval.
Prepared By: Terese Toomey, Principal Administrative Analyst Approved Forwarded to Council
Attachments:
A. Life-Assist FY23-24 OAKS exp. 8.9.24
B. Henry Schein Oaks_Initiative exp 8.17.24
C. Henry Schein Executive Officers 23 24
D. Boundtree Oaks exp. 7.31.24