Agenda Item Wording:
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Authorize the City Manager to execute an Emergency Medical and Pharmaceutical Supplies contract with Bound Tree Medical LLC to supply emergency medical supplies and emergency pharmaceutical supplies to the Visalia Fire Department up to $55,000.00 per year or $110,000 over a two-year period if second year of contract is triggered.
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Deadline for Action: 10/1/2021
Submitting Department: Fire Department
Contact Name and Phone Number: Ryan Munger, EMS Coordinator x4261 Dan Griswold, Fire Chief, x4220 Crissy Balderama, Administrative Analyst, x4513
Department Recommendation:
Staff recommends that Council authorize the City Manager to execute an Emergency Medical and Pharmaceutical Supplies contract with Bound Tree Medical LLC to supply emergency medical supplies and emergency pharmaceutical supplies to the Fire Department in an amount not to exceed $55,000 per year. The contract will “piggyback” on the Kern County contract with Bound Tree Medical LLC. The contract will be for one year with an option to renew for one additional year to coincide with the Kern County contract termination date of January 31, 2024, for a maximum of 2 years.
Background Discussion:
Emergency medical and pharmaceutical supplies are currently being purchased from Bound Tree LLC under a piggyback contract with City of Fremont which expired on June 30, 2021. The renewal contract will be a “piggyback” on Kern County contract 1280 with Bound Tree LLC to establish contractual prices and terms.
This contract is for medical supplies used by all Visalia Fire Paramedics. The medical supplies purchased through this contract include airway and oxygen delivery, equipment bags, first aid, trauma and wound care, immobilization and splinting, infection control, IV and drug delivery, Epi and OB kits, monitoring and diagnostics, oxygen equipment, patient handling, pharmaceuticals, suction, tactical medicine, mass casualty incident and rescue supplies, and training simulation
The City Purchasing policy dictates that purchases over $25,000 require a formal bid process to establish a contract. To establish a contract, the City may conduct a formal bid process or utilize valid contracts from other agencies which have been formally bid out. This is called “piggybacking”. The Fire Department staff found the Kern County contract with Bound Tree LLC that would fulfill the Fire Department needs. This contract was awarded through a competitive bid process and is available for other agencies within the State of California to “piggyback”.
The annual contract will have a not to exceed amount of $55,000 per year, which will be sufficient to cover all necessary supplies. As seen below, prior year’s spending has been less than the listed amount:
Fiscal Year Total Cost of Supplies
20/21 $51,041.63
19/20 $41,487.98
18/19 $39,801.13
17/18 $31,454.37
16/17 $35,552.64
Fiscal Impact:
Emergency medical and pharmaceutical supplies are budgeted in Fire Emergency Serv/Operations 2222-57530. We are requesting a not to exceed amount of $55,000 to accommodate rising costs, higher call volumes, the paramedic squad, as well as narcotics purchases. This budget line item currently has an appropriation of $85,000 for the 2021/22 fiscal year, which will cover this annual contract amount, as well as other costs of the 2021/22 EMS program.
Prior Council Action: Council approved to piggyback the City of Fremont contract of not to exceed $50,000 annually on June 17, 2019. That contract expired on June 30, 2021.
Other: N/A
Alternatives: To contact an independent bidding process.
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to authorize the City Manager to execute an Emergency Medical and Pharmaceutical Supplies contract with Bound Tree Medical LLC to supply emergency medical supplies and emergency pharmaceutical supplies to the Fire Department in an amount not to exceed $55,000 per year; with a term of one year and an option to renew for an additional year, coinciding with the Kern County contract termination date of January 31, 2024, for a maximum of 2 years.
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Environmental Assessment Status: N/A
CEQA Review: N/A
Attachments: Attachment #1 - Kern County Quotation Request no. AP PA 1280; Attachment #2 - Kern County Contract 1280 - Bound Tree Medical Price Agreement