REPORT TO COUNCIL
SUBJECT
Title
Action on Award of Purchase Order(s) to Bound Tree Medical, Inc. for Emergency Medical Services Supplies
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The Santa Clara Fire Department (Fire Department) purchases emergency medical services (EMS) supplies to support its emergency response personnel in delivering immediate, pre-hospital care to individuals experiencing medical or traumatic events. These supplies include, but are not limited to:
• Personal Protective Equipment (gloves, masks, safety glasses, disposal gowns, etc.)
• Patient assessment tools (pulse oximeters, stethoscopes, sphygmomanometers, blood glucose testers and supplies, laryngoscopes, patient airway devices, etc.)
• First aid and trauma supplies (spinal immobilization equipment, splints, bandaging supplies, obstetric kits, tourniquets, trauma dressings, etc.)
• Medications and medication delivery devices (intravenous supplies, numerous medications, intraosseous infusion devices, oxygen delivery equipment, etc.)
• Cardiac monitoring and defibrillation equipment
Pursuant to Article IV (Scope of Work), Section 4.4.3 of the executed 911 Emergency Medical Services Provider agreement between the City of Santa Clara and the County of Santa Clara, the Fire Department is required to implement all policies, guidelines, and procedures of the EMS Agency as set forth in the Santa Clara County Pre-hospital Care Manual and all other policies, procedures, and guidelines related to emergency medical services providers. Specifically, Santa Clara County EMS Agency Policy #302 (Prehospital Care Asset- Minimum Inventory Requirements) includes a detailed list of EMS supplies with minimum inventory requirements that the Fire Department must purchase and maintain to provide pre-hospital medical care for the public.
Maintaining a consistent and adequate inventory of EMS supplies is critical to ensuring rapid, effective, and life-saving care to anyone needing emergency medical services.
DISCUSSION
To support EMS operations and comply with County policy requirements, staff recommends issuing Purchase Orders (POs) to Bound Tree Medical, Inc. (Bound Tree) for EMS supplies.
In 2023, Bound Tree was awarded a purchase order through a bid process conducted by Brevard County, Florida. The purchase order is effective through December 14, 2030, if all option terms are exercised. Under Santa Clara City Code Section 2.105.270(d), the City may, without observing formal bidding requirements, “contract directly with a vendor at a price and on terms obtained through a competitive bidding process of another public agency, even if the City has not joined with the public agency in such competitive process or purchase.”
The Purchasing Division Manager has reviewed the Brevard County solicitation and determined that it meets or exceeds the City’s competitive bidding process. Based on this determination, staff is requesting City Council authorization to issue purchase orders to Bound Tree for EMS supplies required by the Fire Department.
Under the Brevard County contract, Bound Tree offers a 35% discount off of the prices in their Emergency Medical Product Catalog. In addition, pharmaceutical and intravenous (IV) solution product categories are offered at a 40% discount from the current listed prices. See Attachment 1 (Purchase Order Issued by Brevard County and Bound Tree Bid Submission) for pricing details and scope of services information. The City’s Purchase Order Terms and Conditions will apply to the purchases with Bound Tree.
The Fire Department anticipates expenditures of approximately $216,418 during the initial term, which runs through December 14, 2028, and approximately $182,177 over two option years, for total compensation of $398,595 through December 14, 2030.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
FISCAL IMPACT
The total aggregate not-to-exceed maximum compensation for purchase orders is $398,595. This includes $216,418 for the initial term, through December 14, 2028, and $182,177 for the options to extend the term, through December 14, 2030. Funding is available in the Fire Operating Budget, subject to the annual appropriation of funds.
COORDINATION
This report has been coordinated with the Finance Department and the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
Authorize the City Manager or designee to execute a purchase order with Bound Tree Medical, Inc., through the Brevard County contract, for a total maximum amount not to exceed $398,595 through December 14, 2030, for the purchase of emergency services medical supplies, subject to appropriation of funds and review and approval as to form by the City Attorney.
Staff
Reviewed by: Ruben Torres, Fire Chief
Approved by: Jovan Grogan, City Manager
Attachments
1. Bound Tree Medical PO 4500122806 (Brevard County) and Bid Submission