SR 09-26-2023 5J
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 Life-
Assist 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 five-
year 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
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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.
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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
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Packet Pg. 1100
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Packet Pg. 1101 Attachment: Life-Assist FY23-24 OAKS exp. 8.9.24 (5937 : Award Bid 4458 for Fire Department Medical Supplies)
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Packet Pg. 1102 Attachment: Life-Assist FY23-24 OAKS exp. 8.9.24 (5937 : Award Bid 4458 for Fire Department Medical Supplies)
CITY OF SANTA MONICA OAKS INITIATIVE DISCLOSURE FORM
In order to facilitate compliance with the requirements of the Oaks Initiative, the City compiles and maintains certain information. That information includes the name of any person or persons who is seeking a “public benefit.” If the “public benefit” is sought by an entity, rather than an individual person, the information includes the name of every person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten percent interest in the entity.
Public benefits include:
1.Personal services contracts in excess of $25,000 over any 12-month period;2.Sale of material, equipment or supplies to the City in excess of $25,000 over a 12- month period;
3.Purchase, sale or lease of real property to or from the City in excess of $25,000 over a 12- monthperiod;4.Non-competitive franchise awards with gross revenue of $50,000 or more in any 12-month period;
5.Land use variance, special use permit, or other exception to an established land use plan, where thedecision has a value in excess of $25,000;6. Tax “abatement, exception, or benefit” of a value in excess of $5,000 in any 12- month period; or
7. Payment of “cash or specie” of a net value to the recipient of $10,000 in any 12- month period.
Name(s) of persons or entities receiving public benefit:
Name(s) of trustees, directors, partners, and officers:
Name(s) of persons with more than a 10% equity, participation, or revenue interest:
Prepared by: Title:
Signature: Date:
Email: Phone:
FOR CITY USE ONLY:
Bid/PO/Contract # Permit #
Henry Schein, Inc.
Please see attached.
Rob Herbert VP, US Enterprise Operations
631-390-8000EMSBIDS@henryschein.com
The Vanguard Group, Inc
DocuSign Envelope ID: 3355346C-C123-4081-919F-593E09FB2CDC
8/17/2023
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Packet Pg. 1103 Attachment: Henry Schein Oaks_Initiative exp 8.17.24 (5937 : Award Bid 4458 for Fire Department Medical Supplies)
HENRY SCHEIN EXECUTIVE MANAGEMENT
Stanley M. Bergman Chairman of the Board and Chief Executive Officer Andrea Albertini Chief Executive Officer, International Distribution Group Leigh Benowitz
Senior Vice President and Chief Global Digital Transformation James P. Breslawski Vice Chairman of the Board and President David Brous Chief Executive Officer, Strategic Business Group Trinh Clark
Senior Vice President and Chief Global Customer Experience Officer
Brad Connett Chief Executive Officer, North America Distribution Group
Michael S. Ettinger Executive Vice President and Chief Operating Officer Lorelei McGlynn Senior Vice President, Chief Human Resources Officer Mark E. Mlotek Executive Vice President, Chief Strategic Officer, Member of the Board of Directors
James Mullins
Senior Vice President, Global Supply Chain Kelly Murphy Senior Vice President and General Counsel
Christopher Pendergast Senior Vice President and Chief Technology Officer
Michael Racioppi Senior Vice President, Chief Merchandising Officer
Walter Siegel Senior Vice President and Chief Legal Officer Ronald N. South
Senior Vice President, Chief Financial Officer
René Willi, Ph.D. Chief Executive Officer, Global Oral Reconstruction Group
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Packet Pg. 1104 Attachment: Henry Schein Executive Officers 23 24 (5937 : Award Bid 4458 for Fire Department Medical Supplies)
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Packet Pg. 1105 Attachment: Boundtree Oaks exp. 7.31.24 (5937 : Award Bid 4458 for Fire Department Medical Supplies)