SR 12-19-2023 5J
City Council
Report
City Council Meeting: December 19, 2023
Agenda Item: 5.J
1 of 4
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-
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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.
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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 On-
Side 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
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City Council
Report
City Council Meeting: October 9, 2018
Agenda Item: 3.L
1 of 4
To: Mayor and City Council
From: Bill Walker, Fire Chief, Fire Department
Subject: Award RFP for Purchase of Cardiac Monitors for the Fire Department
Recommended Action
Staff recommends that the City Council:
1.Award Bid #185 to Zoll Medical Corporation (Zoll), a Massachusetts based
company for the purchase of cardiac monitor defibrillators and service for the Fire
Department;
2.Authorize the Purchasing Services Manager to issue a purchase order with Zoll
Corporation for cardiac monitor defibrillators in the amount not to exceed
$533,139. The total expenditure of $533,139 includes four years of
comprehensive coverage and four years of an annual preventative maintenance
service call;
3.Authorize budget changes as outlined in the Financial Impacts & Budget Actions
section of this report.
Summary
The Fire Department seeks to purchase 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. is recommended as the best bidder to provide and deliver
these medical supplies. The total expenditure is not to exceed $533,139 for 17
defibrillators, which includes four years of comprehensive coverage and four years of
annual preventative maintenance service calls. Each monitor’s purchase price plus
warranty is $31,361.11.
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Packet Pg. 333 Attachment: Zoll Staff report 10.09.18 Zoll - Cardiac Monitors (6149 : Award Sole Source for Maintenance and Repairs of Zoll Monitors)
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Discussion
The Fire Department responds to nearly 13,000 emergency medical calls annually and
uses a variety of medical supplies to deliver emergency medical care. This includes 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 80 cardiac arrest patients per year 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.
The department utilizes one monitor on each of the nine front line units and six reserve
apparatus plus utilizes two units for additional deployment including med cart
deployments on the beach and special events like the LA Marathon and Twilight at the
Pier concerts. The Fire Department currently has 15 cardiac monitor defibrillators that
have exceeded their useful life which will be replaced and will add two new units to:
•support the recent enhancement to the current deployment model which
converted the department’s single basic life support (BLS) truck to an advanced
life support (ALS) assessment unit, requiring medical supply equipment including
a defibrillator, and
•add one additional spare unit to ensure equipment is available when and where it
is needed. Additional spare units are required since the cardiac monitors are a
County mandated piece of medical equipment and a unit is not allowed to be in
service without a functioning cardiac monitor defibrillator.
The new monitors include state of the art features that the old equipment does not offer
such as:
•Real CPR Help that provides audio and visual feedback that guides rescuers to
deliver high-quality CPR,
•Monitoring of both carbon dioxide but carbon monoxide levels,
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Packet Pg. 334 Attachment: Zoll Staff report 10.09.18 Zoll - Cardiac Monitors (6149 : Award Sole Source for Maintenance and Repairs of Zoll Monitors)
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•Open electrocardiography 12-lead capabilities to allow secure transmitting of 12-
lead data which records the electrical activity of the heart to hospitals and anyone
involved in the continuum of care,
•Cutting edge open communication, including integrated WiFi, that simplifies
transmission and charting, and
•Compatibility with the Department’s electronic patient care record allowing all
patient data to be uploaded to the records, saving paramedics precious time on
scene that can be devoted to patient care.
Vendor Selection
Bid Data
Bid Posting
Date
Bid Posted On Bid Advertised In (City
Charter & Municipal
Code)
# of Vendors
Downloaded
# of
Submittals
Received
Date
Publicly
Opened
3/21/2018 City's Online
Bidding Site
Santa Monica
Daily Press
25 2 4/18/2018
Submittals Received Total
Cost Per Identified Bid Items
Vendor Selection Recommendation
Zoll $533,138.62 Municpal
Code
SMMC 2.24.072
Lifepak $630,609.65 Evaluation
Criteria
Price, in-field product testing, compatibility
with electronic patient record management,
previous experience, ability to deliver,
quality of product, and compliance with City
specifications.
Best and
Lowest
Bidder
Zoll
Best Bidder Justification
In addition to price, bids were evaluated based on ability to meet specifications, ability
to deliver product, and compliance with bid specifications. Zoll, an established
Massachusetts corporation, was able to provide a bid that included all specified goods
and was the lowest bidder. Based on these criteria, Zoll is recommended as the best
bidder to provide cardiac monitor defibrillators in accordance with the City
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Packet Pg. 335 Attachment: Zoll Staff report 10.09.18 Zoll - Cardiac Monitors (6149 : Award Sole Source for Maintenance and Repairs of Zoll Monitors)
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specifications.
Financial Impacts and Budget Actions
Staff seeks authority to award a purchase order with Zoll to provide cardiac monitor
defibrillators for the Fire Department. The one-time purchase order is for an amount not
to exceed $533,139 which includes an additional four years of comprehensive coverage
and four years of annual preventative maintenance servicing.
Award of the purchase order requires the following budget changes:
FY 2018-19 Budget Changes
Release Funds Appropriate Funds
Account Number(s) Amount Account Number(s) Amount
01.380246 $23,139 C0107440.689000 $23,139
The contract will be charged to the following account:
Purchase Order Request
Request Amount FY 2018-19 CIP Account # Total Contract
Amount
$533,139 C0107440.689000 $533,139
Prepared By: Terese Toomey, Principal Administrative Analyst
Approved Forwarded to Council
Attachments:
A.Oaks Initiative Form Santa Monica Fire Dept Zoll
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Packet Pg. 336 Attachment: Zoll Staff report 10.09.18 Zoll - Cardiac Monitors (6149 : Award Sole Source for Maintenance and Repairs of Zoll Monitors)
City Council
Report
City Council Meeting: December 18, 2018
Agenda Item: 3.Q
1 of 3
To: Mayor and City Council
From: Bill Walker, Fire Chief, Fire Department
Subject: Increase Purchase Order with Zoll to Purchase Cardiac Monitor Durable
Goods
Recommended Action
Staff recommends that the City Council authorize the Procurement Manager to issue a
change order to purchase order #21901362 in the amount of $150,000 with Zoll
Corporation, a Massachusetts-based company for the purchase of cardiac monitor
defibrillator durable goods (batteries, battery chargers, cables, cuffs, pads, monitor
paper, and specialty items), for the Fire Department. This would result in a revised
purchase order total not to exceed $683,139, with future year funding contingent on
Council budget approval.
Summary
The Fire Department seeks to purchase $30,000 annually in durable goods (batteries,
battery chargers, cables, cuffs, pads, monitor paper, and specialty items) for recently
purchased cardiac monitor defibrillators. The cardiac monitor defibrillators 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 the cardiac monitor defibrillators. Staff is requesting the Procurement Manager
issue a change order to purchase order #21901362 in the amount of $150,000 over the
next five years with Zoll Corporation, a Massachusetts-based company, for the
purchase of cardiac monitor defibrillator durable goods for the Fire Department. This
would result in a revised purchase order total not to exceed $683,139, with future year
funding contingent on Council budget approval.
Discussion
The Fire Department responds to nearly 13,000 emergency medical calls each year and
uses a variety of medical supplies to deliver emergency medical care. This includes the
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Packet Pg. 337 Attachment: Zoll Staff report 12.18.18 Zoll - Durable Goods (6149 : Award Sole Source for Maintenance and Repairs of Zoll Monitors)
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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 80 cardiac arrest patients per year 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 for the purchase of the cardiac
monitors and the service. The Fire Department is seeking to increase the purchase
order to include the purchase of durable goods including monitor cables, batteries,
monitor paper, and associated specialty items, as the cost of the durable goods was not
included in the original report.
Financial Impacts and Budget Actions
Staff seeks authority to increase a purchase order with Zoll to provide cardiac monitor
defibrillator durable goods for the Fire Department. The purchase order is for an
amount not to exceed $150,000 over five years with a total contract not to exceed
$683,139.
Purchase Order Modification Request
PO # Current
Authorized
Amount
Modified
Request
Amount
FY 2018-19
Budget Account #
Total Revised
PO Amount
21901362 $533,139 $150,000 01190002.525150 $683,139
Future year funding is contingent on Council budget approval.
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Packet Pg. 338 Attachment: Zoll Staff report 12.18.18 Zoll - Durable Goods (6149 : Award Sole Source for Maintenance and Repairs of Zoll Monitors)
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Prepared By: Terese Toomey, Principal Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. Oaks Initiative Form Santa Monica Fire Dept Zoll
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Packet Pg. 339 Attachment: Zoll Staff report 12.18.18 Zoll - Durable Goods (6149 : Award Sole Source for Maintenance and Repairs of Zoll Monitors)
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Packet Pg. 340 Attachment: Oaks_Zoll Medical Corporation [Revision 1] (6149 : Award Sole Source for Maintenance and Repairs of Zoll Monitors)
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Packet Pg. 341 Attachment: Oaks_Zoll Medical Corporation [Revision 1] (6149 : Award Sole Source for Maintenance and Repairs of Zoll Monitors)
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Packet Pg. 342 Attachment: Oaks_Zoll Medical Corporation [Revision 1] (6149 : Award Sole Source for Maintenance and Repairs of Zoll Monitors)
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Packet Pg. 343 Attachment: Oaks_Zoll Medical Corporation [Revision 1] (6149 : Award Sole Source for Maintenance and Repairs of Zoll Monitors)
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Packet Pg. 344 Attachment: Oaks_Zoll Medical Corporation [Revision 1] (6149 : Award Sole Source for Maintenance and Repairs of Zoll Monitors)
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Packet Pg. 345 Attachment: Oaks_Zoll Medical Corporation [Revision 1] (6149 : Award Sole Source for Maintenance and Repairs of Zoll Monitors)
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Packet Pg. 346 Attachment: Oaks_Zoll Medical Corporation [Revision 1] (6149 : Award Sole Source for Maintenance and Repairs of Zoll Monitors)
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Packet Pg. 347 Attachment: Oaks_Zoll Medical Corporation [Revision 1] (6149 : Award Sole Source for Maintenance and Repairs of Zoll Monitors)