SR-02-26-2013-3CCity of City Council Report
Santa 310nicH
City Council Meeting: February 26, 2013
Agenda Item: 3—C
To: Mayor and City Council
From: Ken Semko, Emergency Manager
Subject: Award Purchase Order to Joffe Emergency Services for purchase of ADA
compliant cots
Recommended Action
Staff recommends that Council award a purchase order for the purchase of American
with Disabilities Act (ADA) compliant emergency sheltering cots to Joffe Emergency
Services, a California -based company, in the amount of $50,000.
Executive Summary
The Office of Emergency Management (OEM) was recently awarded an Urban Area
Security Initiative (UASI) Grant in the amount of $50,000. This grant will be used to
purchase 200 -250 ADA compliant emergency sheltering cots. Staff recommends Joffe
Emergency Services, for the purchase of ADA compliant cots at a cost of $50,000.
Purchase of these cots would cause the total amount of purchase orders to this vendor
to exceed $100,000 in fiscal year 2012 -2013.
Discussion
The UASI grant program was created to support large, 'bore" cities and those other
cities with contiguous borders to the core city. The UASI grant program is 100%
federally funded from the Department of Homeland Security to the State of California.
The City of Los Angeles acts as the core city for the UASI grant and allots funds to the
City of Santa Monica.
The City of Santa Monica has directly received over $3 million in Department of
Homeland Security no -match grant funds since 2001. These funds have purchased
necessary equipment, supplies, and training in direct support of overall regional goals to
promote effective information gathering, sharing, and response to threats and /or acts of
terrorism. The UASI grant is a reimbursement grant. Upon receiving approval from
Council, the Office of Emergency Management would issue a Purchase Order in the
1
amount of $50,000 to purchase 200 -250 ADA compliant emergency cots to be used to
shelter people in the event of a natural or man -made disaster.
OEM obtained informal quotes for standard emergency cots in June 2012 and
purchased 1501 cots from the lowest bidder Joffe at a price of $31.46 per cot, for the
total amount of $51,589.45. Price per cot of the ADA compliant cots is $182.20
therefore, the combined purchases would cumulatively exceed $100,000 of Purchase
Orders to this vendor for the fiscal year 2012 -2013 requiring Council approval.
According to current UASI guidelines, all cots purchased with UASI funds must be ADA
compliant.
Vendor Selection
In December 2012 the Office of Emergency Management issued an email requesting
quotes for ADA compliant cots. Quotes were received and evaluated based on meeting
ADA specifications and lowest price. More Prepared, LLC was the lowest bidder, but
quoted cot did not meet the minimum specifications; another vendor, Integrity Medical
Solutions, quoted a cot with additional specifications not required of the product,
therefore increasing the cost per unit. Vendor, SOS Products, did not respond to the
quote request. Joffe's quoted product met the order specifications at the lowest cost
per unit. The quotes were evaluated based on price, quality of material and compliance
with City specifications. Based upon these criteria, staff recommends Joffe Emergency
Services as the best bidder.
K
Financial Impacts & Budget Actions
Staff recommends that City Council award a Purchase Order to Joffe Emergency
Services for ADA compliant emergency cots. The purchase order would be awarded to
Joffe Emergency Services in the amount of $50,000. Funds are available in the fiscal
year 2012 -13 budget in division 20227, the purchase order would be charged to account
20227.555394.
Prepared by: Ken Semko, Emergency Manager
Approved:
Forwarded to Council:
Rod Gould
City Manager
Attachments:
• Attachment A: ADA Quote Comparison Sheet
3
QUOTATION TABULATION SHEET
OR Number:
Date Opened:
12/3/2012
Attachment A: ADA Compliant Quote Comparsion Sheet
REMARKS: More Prepared did not meet ADA specifications
Prepared By: Tatiana Morrison
Vendor Name
Vendor Name
Vendor Name
Terms
Joffe EmeEgena Services
More Pre arec
Wescot/Integrity Medical Solutions
Vendor Name
F.O.B.
Delivery
ITEM
1
DESCRIPTION
ADA Compliant
Emerqency Sheltering Cots
QTY
235
UNIT PRICE
$ 182.20
EXTENSION
$ 42,817.00
UNIT PRICE
$ 160.00
EXTENSION
$ 37,600.00
UNIT PRICE
$ 205.00
EXTENSION
$ 48,175.00
UNIT PRICE
$
EXTENSION
$
2
0
$
$
$ -
$ -
$
$
$
$
3
0
$ -
$ -
$ -
$ -
$
$
$
$
4
5
0
0
$ -
$ -
$ -
$
$ -
$ -
$
$ -
$ -
$
$
$
$
$
$
$
6
0
$
$ -
$ -
$
$
$
$
$
Subtotal
$ 42,817.00
$ 37,600.00
$ 48,175.00
S
Sales Tax
9.50%
$ 4,067.62
$ 3,572.00
$ 4,576.63
$
Freight
$3,000.000
S 3,000.00
$ 3,000.000
$ 3,000.00
$ 2,415.00
$ 2,415.00
$
$
Discount
0%1
$ -
0%
$ -
0%
$
0%
$
Grand Total
$ 49,884.62
$ 44,172.00
$ 55,166.63