City Council
Report
City Council Meeting: December 19, 2023
Agenda Item: 5.J
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To: Mayor and City Council
From: Wolfgang Knabe, Interim Fire Chief, Fire Department Subject: Authorization to Issue Purchase Orders to Zoll Medical for the Purchase, Maintenance, and Repairs of Cardiac Monitor Defibrillators Recommended Action
Staff recommends that the City Council:
1. 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.
2. Authorize the Procurement Manager to issue a purchase order with Zoll Corporation for an extended 5-year warranty for servicing, maintenance, and repairs of 17 cardiac monitor defibrillators for the Fire Department. This recommended award is made as an exception to the competitive bidding process pursuant to Section 2.24.250(b) and is for a total amount not to exceed $161,058 over a five-year period with future year funding contingent on Council budget approval.
3. Authorize the Procurement Manager to issue a purchase order with Zoll Corporation for two additional Monitor Defibrillators for the Fire Department. This recommended award is made as an exception to the competitive bidding process pursuant to Section 2.24.250(b) for a total amount not to exceed $176,400 and is contingent on additional grant funding.
Summary
In December of 2018, the Fire Department awarded Zoll Medical Corporation a bid (#185) for the purchase of 17 cardiac monitor defibrillators to provide pre-hospital emergency care and fulfill the medical equipment requirements defined by the Los Angeles County Emergency Medical Services Agency. Following a formal request for proposal process, Zoll Inc. was recommended as the best bidder to provide and deliver these medical supplies. The comprehensive coverage and annual preventative maintenance service calls will expire on January 31, 2024. The cost of the 5-year On- 2 of 4
Site Precision Service Plan is a total amount not to exceed $161,058 – Zoll X Series for 17 monitors is $132,804 plus tax, including a 10% contingency. Additionally, the Fire Department recommends the City Council authorize the purchase of 2 additional cardiac monitors in an amount not to exceed $176,400. This allows the department to take advantage of short notice grant opportunities.
Emergency cardiac monitor defibrillators are critical for the patient in pre-hospital care.
SMFD would like to keep the monitors under the care of the manufacturer, which is Zoll, for the continuation of service and for there not to be any lapse between the existing contract and the new contract. Allowing a lapse in service or changing of the service vendor could lead to issues such as not having the right parts and pieces for repair, not having backup equipment, and not having a technician thoroughly trained on repairing this equipment in an appropriate amount of time, which could be a liability to the city.
Discussion
In 2022, the Fire Department responded to 17,800 calls for service, 10,800 of them were emergency medical calls, which required use a variety of medical supplies to deliver emergency medical care. This included the use of cardiac monitor defibrillators on patients with medical conditions and traumatic injuries. The use of the cardiac monitor is crucial to patient assessment and care. Studies show that early defibrillation is a critical component in treating cardiac arrest.
The Fire Department responds to over 130 cardiac arrest patients per year, 62 of them were STEMI – (ST Elevation Myocardial Infarction or heart attack) and over 700 patients with possible cardiac chest pain. In these cases, as well as many others including respiratory and neurological problems, the use of reliable defibrillators is a key element of providing life-saving emergency care.
On October 9, 2018, Council awarded a purchase order to Zoll Medical for the purchase of 17 cardiac monitors and support service. The Fire Department is seeking obtain sole source spending authority for the annual preventive maintenance, parts & labor on normal wear and tear of those 17 monitors for 5-years. The cost of this would be $132,804 plus tax and a 10% contingency, for a total amount not to exceed $161,058. 3 of 4
The Fire Department is also seeking purchasing authority for two additional cardiac monitors for a total amount not to exceed $176,400. The cost includes the 5-year OnSide Precision Service Plan. The department will purchase the monitors when grant funding becomes available.
Vendor Selection
Exception to Competitive Bidding
Staff recommends Zoll Medical Corporation to furnish and deliver/provide a 5-year service agreement for 17 Zoll Monitors for Cardiac emergencies as an exception to competitive bidding per Muni Code 2.24.250 (b). This purchase meets the City’s exception to competitive bidding criteria (b.) in that Zoll is the sole manufacturer and distributor of the cardiac monitors, and therefore can service them adequately. This will save money by extending the life of the 17 current monitors for an additional 5 years. b. when a good or service is copyrighted, patented or only available form one license holder, including, proprietary goods, original equipment manufacturers and/or exclusive distributors:
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.
Past Council Actions
Meeting Date Description
10/09/2018
(attachment A)
Bid #185 awarded to Zoll Medical Equipment for the
purchase and servicing of 17 cardiac monitors for
emergency response.
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the General Fund to issue a purchase order with Zoll for extended warranty of 17 previously purchased Zoll cardiac monitor defibrillators for the Fire Department.
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Purchase Order Request for the Service Agreement
Request Amount
FY 2023-24Budget
Department #
Total Purchase Order
Amount
$161,058 01190002.525150 $161,058
Additionally, if grant funding becomes available staff seeks authority to issue a purchase order with Zoll for 2 additional monitors.
Purchase Order Request for additional Zoll Monitors
Current Year
Request
Amount
Amount for
Future Years
FY 2023-24 Budget
Department #
Total Contract
Amount
$0 $176,400 To be determined by Grant
funds $176,400
Future year funding is contingent on Council budget approval.
Prepared By: Deanna Kendall, Administrative Analyst
Approved Forwarded to Council
Attachments:
A. Zoll Staff report 10.09.18 Zoll - Cardiac Monitors
B. Zoll Staff report 12.18.18 Zoll - Durable Goods
C. Oaks_Zoll Medical Corporation