City Council
Report
City Council Meeting: October 14, 2025
Agenda Item: 4.G
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To: Mayor and City Council
From: Matthew Hallock, Fire Chief, Fire Department
Subject: Approval of Change Orders with Life-Assist, Inc. and Henry Schein to Increase Total Amounts for Purchase Orders for Medical Supplies for the Fire Department
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 change order to purchase order #22600660 in the amount of $35,000 with Life-Assist, Inc. for medical supplies and equipment for the Fire Department. This would result in a revised purchase order total not to exceed $117,000, with future year funding contingent on Council budget approval; and
3. Authorize the Procurement Manager to issue a change order to purchase order #22600661 in the amount of $45,000 with Henry Schein for medical supplies and equipment for the Fire Department. This would result in a revised purchase order total not to exceed $135,000, with future year funding contingent on Council budget approval.
Summary
The Santa Monica Fire Department (SMFD) utilizes medical supplies and equipment in its apparatus and ambulances to respond to emergency medical calls. Currently, SMFD utilizes Bound Tree Medical, LLC as the primary vendor, with Life-Assist Inc. and Henry Schein Inc. as the secondary vendors.
With the recent addition of the Advanced Provider Unit and the Ambulance Operator pilot program, SMFD requires more medical supplies and equipment than originally envisioned when the agreements were first awarded. While SMFD has sufficient 2 of 4
contract authority with Bound Tree Medical, SMFD is requesting an increased not-toexceed amount with Life-Assist and Henry Schein, as these vendors have certain supplies and equipment that Bound Tree does not.
Accordingly, for Life-Assist, staff recommends an increase of $61,744, for a total not to exceed amount of $117,000 over the five-year term. For Henry Schein, staff recommends an increase of $107,372, for a total not to exceed amount of $135,000 over the five-year term. The terms of these agreements are not changing.
Discussion
The Fire Department responds to over 13,000 emergency medical calls annually and uses a variety of medical supplies when responding to those calls that require medical treatment. Staff purchases medical supplies and equipment to ensure our first responders are prepared to provide care to patients with medical conditions and traumatic injuries. These include bandages, splints, intravenous supplies, oxygen masks, medications, and airway equipment.
On September 26, 2023, Council awarded bid # 4458 to Bound Tree Medical, LLC as the primary vendor, with Life-Assist Inc. and Henry Schein Inc. as secondary vendors, for the purchase of medical supplies and equipment. This ensures that if our primary vendor is unable to provide the supplies, staff could order from either of the secondary vendors.
On June 24, 2025, Council adopted the FY 2025-27 Biennial Budget which authorized the creation of an Ambulance Operator (AO) pilot program and an Advanced Provider Unit (APU). The ambulances and APU vehicle require substantial medical supplies and equipment prior to being deployed to emergency medical calls. Some of the required items specific to the APU are only stocked by Henry Schein or Life-Assist. In addition, as the department looks to the future, there is potential to expand the AO program and the APU. Due to the anticipated increase in purchases from Henry Schein and LifeAssist, staff recommends an increase to their total not to exceed amounts. For LifeAssist, staff recommends an increase of $61,744, for a total not to exceed amount of $117,000 over the five-year term. For Henry Schein, staff recommends an increase of $107,372, for a total not to exceed amount of $135,000 over the five-year term. The terms of these agreements are not changing.
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Environmental Review
This notification to Council of the purchase order change is exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3) (Common Sense Exemption) of the CEQA Guidelines, 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 purchase of medical supplies would not result in adverse physical impacts on the environment and, as such, is exempt from CEQA.
Past Council Actions
Meeting Date Description
09/26/2023 Award Bid 4458 to Bound Tree Medical LLC., Life-Assist Inc., and Henry Schein Inc. for Fire Department Medical Supplies
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the General Fund to increase the amount of the purchase orders with Life-Assist Inc. and Henry Schein Inc. for medical supplies and equipment.
Purchase Order Modification Request
Purchase
Order Number Vendor
Current
Authorized
Amount
FY 2025-26
Modified
Request
Amount
Account Number Total Revised
PO Amount
22600660 Life-Assist $55,256 $61,744 01190005.525150 $117,000 22600661 Henry Schein $27,628 $107,372 01190005.525150 $135,000 Future year funding is contingent on Council budget approval. 4 of 4
Prepared By: Jonathan Tang, Principal Administrative Analyst Approved Forwarded to Council
Attachments:
A. LIFE-ASSIST-OAKS exp. 02-26-26
B. LIFE-ASSIST-LEVINE exp. 02-26-26
C. HENRY SCHEIN - LEVINE exp. 05-12-26
D. OAKS Initiative_Henry
E. ADD-TO: Revised Levine Form_Life-Assist 2025