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Agenda Item 5 - CONSIDERATION OF PURCHASE OF ELECTROCARDIOGRAM HEART MONITORSAGENDA ITEM NO.5 AGENDA STAFF REPORT City of West Covina I Office of the City Manager DATE: February 1, 2022 TO: Mayor and City Council FROM: David Carmany City Manager SUBJECT: CONSIDERATION OF PURCHASE OF ELECTROCARDIOGRAM HEART MONITORS RECOMMENDATION: It is recommended that City Council take the following actions: 1. Approve dispensing with bidding requirements for the purchase of ZOLL heart rate monitors in accordance with Chapter 2, Article VII, Division 2, Section 2-330(b) of the West Covina Municipal Code, which states that bidding may be dispensed with when the commodity can be obtained from only one (1) vendor; and 2. Authorize the City Manager to negotiate and execute a purchase order with ZOLL Medical Corporation for five (5) X-Series Advanced Manual Monitor/Defibrillators and related equipment and maintenance plan, in an amount not to exceed $265,000. BACKGROUND: Cardiac arrest is universally lethal unless timely and appropriate interventions occur within five to ten minutes of the arrest. In 2007, the Los Angeles County Emergency Medical Services Agency (EMSA) instituted a new countywide cardiac survival program. The new program recognized that heart attacks remain the leading cause of death in adults in the United States. Early recognition in the field is best accomplished by the use of a cardiac monitor that has the ability to look at the heart from multiple directions (12-lead ECG) and enables the paramedic to identify potential cardiac problems. The use of cardiac monitors is also critical for emergency medical response in regard to COVID-19. DISCUSSION: The West Covina Fire Department operates three (3) advance life support (ALS) ambulances. Each ambulance has a cardiac monitor, as required for patient care. The Fire Department currently utilizes six (6) ZOLL Series E heart monitors in the field and none in reserve. Five (5) heart monitors are now 13 years old and have exceeded their expected life span, are very expensive to repair and maintain, and do not have many of the technological advances included in the newer heart monitors. The replacement of five (5) heart monitors is currently the Fire Department's priority and critical for COVID-19 response. The ZOLL X Series® monitor is "state of the art" in heart monitoring technology. To limit the blockage time, a patient must be correctly diagnosed in the field by paramedics. The ZOLL X Series® monitor can interpret when a patient may need to have a life-saving procedure to unblock their arteries and then can send a copy of the ECG report via integrated Wi-Fi to the hospital. The hospital staff can confirm the need to activate the specialty team which increases the chance for a positive patient outcome and eliminates false specialty team activations. Limiting the time the coronary arteries are blocked is extremely critical to the patient's immediate outcome and future quality of life. ZOLL is the sole manufacturer and source of the X Series® and X Series Advanced Defibrillators for the EMS Market. In accordance with Chapter 2, Article VII, Division 2, Sec. 2-330(b) of the West Covina Municipal Code, which states that bidding may be dispensed with when the commodity can be obtained from only one (1) vendor, staff recommends that the City Council authorize the purchase of five (5) X Series® Advanced Manual Monitor/Defibrillators, directly from ZOLL Medical Corporation. Additionally, this method of procurement is consistent with the compliance standards outlined in the Uniform Guidance for use of Coronavirus State and Local Fiscal Recovery Funds which allows for non-competitive procurement when the item is only available from a single source. LEGAL REVIEW: The City Attorney's Office will review and approve any agreements as to form prior to execution. OPTIONS: The City Council has the following options: 1. Approve staffs recommendation; or 2. Provide alternative direction. Fiscal Impact FISCAL IMPACT: There is no General Fund impact as funds for Electrocardiograms (EKG) Heart Monitors were included in the FY 2021-22 Budget utilizing the Coronavims State and Local Fiscal Recovery Funds. This project is eligible under COVID-19 response as this purchase directly relates to emergency medical response related to COVID-19. The funds budgeted for this project are as follows: Project No. Project Name Account No. Amount 22008 Electrocardiograms (EKG) Heart Monitors 179.80.7003.7900 $265,000 Attachments Attachment No. 1 - ZOLL Sole Source Letter Attachment No. 2 - ZOLL Quote Attachment No. 3 - ZOLL Service Brochure Attachment No. 4 - ZOLL Service Plan Outline ATTACHMENT NO. 1 ZOLLM January 5, 2022 Vincent Capelle Fire Chief West Covina Fire Department 1444 West Garvey Avenue South West Covina, CA 91790 Dear Fire Chief Capelle: 269 Mill Road Chelmsford, Massachusetts 01824-4105 978 4219655 lmoin) 978-421-0025 (fox) w .zoll.com We appreciate your selection of ZOLL® products. This letter serves as confirmation that ZOLL® Medical Corporation at 269 Mill Road in Chelmsford, Massachusetts, is the sole manufacturer and source of X Series® and X Series Advanced Defibrillators for the EMS Market. ZOLL® or Bryan Park, Senior EMS Account Executive, will not sell an X Series® and X Series Advanced Defibrillator to West Covina Fire Department, through any vendor or dealer and no vendor or dealer is authorized to provide warranty or service. Should you have any questions or require additional information please contact me at 800-348-9011 x 9439 "nce�rely, UJod o e1u�as�o Local Contracts Specialist ATTACHMENT NO. 2 ZOLL. Quote No: Q-21607 Version: 3 West Covina Fire Department 1444 West Garvey Avenue South West Covina. CA 91790 ZOLL Customer No: 119044 Matt Briskie (626) 338-3899 mbriskie@westcovina.org ZOLL Medical Corporation 269 Mill Road Chelmsford, MA 01824-4105 Federal ID# 04-2711626 Phone: (800) 348-9011 Fax: (978) 421-0015 Email: esales@zoll.com Quote No: Q-21607 Version: 3 Issued Date: January 6, 2022 Expiration Date: March 6, 2022 Terms: NET 30 DAYS FOB: Shipping Point Freight: Free Freight Prepared by: Bryan Pank EMS Territory Manager bpank@zoll.com +1 6179016565 Item Contract Reference Part Number Description Qty List Price Adj. Price Total Price 1 949804 601-2231112-01 X Series Advanced Monitor/Defibrillator- 12-Lead 5 $44,519.25 $37,841.36 $189,206.80 ECG, Pacing, Sp02, SpCO, EtCO2, BVM, NIBP, CPR Expansion Pack, Remote View Includes: TBI Dashboard, 4 trace tri-mode display monitor/ defibrillator/ printer, advisory algorithm, advanced communications package (WI-Fi, Bluetooth, USB cellular modem capable) USB data transfer capable and large 6.5in ( 16.5cm) diagonal screen. Accessories Included: MFC cable and CPR connector, A/C power cord, One (1) roll printer paper, 6.6 Ah Li -ion battery, Operators Manual, Quick Reference Guide, and One (1)-year EMS warranty. Parameter Details: Real CPR Help - Dashboard display of CPR Depth and Rate for Adult and Pediatric patients, Visual and audio prompts to coach CPR depth (Adult patient only), Release bar to ensure adequate release off the chest, Metronome to coach rate for Adult and Pediatric patients. See-Thru ® CPR artifact filtering • Interpretative 12-Lead ECG (Full 12 ECG lead view with both dynamic and static 12-lead mode display. 12-Lead OneStep ECG cable - includes 4-Lead limb lead cable and removable precordial 6-Lead set) • ZOLL Noninvasive Pacing Technology • Real BVM Help: Dashboard provides real-time ventilation feedback on both volume and rate for intubated and non-intubated patients. AccuVent Cable included. (Accuvent disposable sensors sold separately) • Welch Allyn NIBP with Smartcuff. 10 foot Dual Lumen hose and SureBP Reusable Adult Medium Cuff • Masimo Sp02 & SpCO with Signal Extraction Technology (SET), Rainbow SET® • EtCO2 Oridion Microstream Technology. Microstream tubing set sold separately Page 1 of 4 ZOLL. West Covina Fire Department Quote No: Q-21607 Version: 3 ZOLL Medical Corporation 269 Mill Road Chelmsford, MA 01824-4105 Federal ID# 04-2711626 Phone: (800) 348-9011 Fax: (978) 421-0015 Email: esales@zoll.com Item Contract Reference Part Number Description oty List Price Adj. Price Total Price 2 8000-001128 Accuvent Flow Tube (Box of 10) 5 $625.00 $643.75 $3,218.75 3 949804 8000-0895 Cuff Kit with Welch Allyn Small Adult, Large 5 $157.50 $133.87 $669.35 Adult and Thigh Cuffs 4 949804 8000-001392 Masimo rainbow® RC-4 -4FT, Reusable EMS 5 $252.35 $200.90 $1,004.50 Patient Cable 5 949804 8000-000371 rainbow® DCI® SpO2/SpCO/SpMet Adult 5 $870.35 $676.00 $3,380.00 Reusable Sensor with connector (3 ff) 6 360261 8000-0580-01 Six hour rechargeable Smart battery 10 $519.75 $371.25 $3,712.50 7 8000-000393-01 X Series Carry Case, Premium 5 $350.00 $350.00 $1,750.00 8 8778-89055-WF X Series - Worry -Free Service Plan - 5 Years On- 5 $8,435.00 $7,591.50 $37,957.50 Site At Time of Sale Includes: Annual preventive maintenance, 27% discount on new cables, 27% discount on additional lithium SurePower Batteries, discount on parameter upgrades, Lithium -ion SurePower II Battery replacement upon failure, and accidental damage coverage (see comments). Shipping and use of a Service Loaner during repairs, no charge shipping. Extended warranty is a continuation of the EMS One Year Product Limited Warranty. • ACCIDENTAL DAMAGE COVERAGE Includes one case replacement per year per device. This coverage excludes devices that are deemed beyond repair and/or catastrophic damage. • BATTERY REPLACEMENT PROGRAM - Batteries must be maintained per ZOLL's recommended maintenance program. - Batteries are replaced upon failure, one for one, throughout the term of the ExpertCare Service contract, should the SurePower battery or SurePower Charger display a fault. - Batteries must be evaluated and confirmed of failure through ZOLL Technical Support and/or an on -site field service technician. 9 949804 8000-0337 rainbow® SpO2/SpCO/SpMet Single use Sensors: 5 $715.85 $521.25 $2,606.25 Patients <3 kg, >30 kg. (10 per case) 10 949804 8000-002005-01 Cable Sleeve, Propaq / X Series, ZOLL Blue 5 $52.45 $40.91 $204.55 11 7900-9902 ZOLL ALS Equipment M & E Series Trade In 5 ($1,500.00) ($7,500.00) Allowance (EMS Group) See Trade Unit Considerations. Subtotal: $236,210.20 Page 2 of 4 ZOLL. West Covina Fire Department Quote No: Q-21607 Version: 3 ZOLL Medical Corporation 269 Mill Road Chelmsford, MA 01824-4105 Federal ID# 04-2711626 Phone: (800) 348-9011 Fax: (978) 421-0015 Email: esales@zoll.com Estimated Tax: $19,546.51 Total: $255,756.71 Contract Reference Description 360261 Reflects Service Contract X Series Modifier contract pricing. Notwithstanding anything to the contrary herin, the terms and conditions set forth in Service Contract X Series Modifier shall apply to the customer's purchase of the products set forth on this quote. 949804 Reflects GPO Npp 2020 -Contract No. PS20200 contract pricing. Notwithstanding anything to the contrary herin, the terms and conditions set forth in NPP 2020 - Contract No. PS20200 shall apply to the customer's purchase of the products set forth on this quote. Trade Unit Considerations Trade -In values valid through March 6, 2022 if all equipment purchased is in good operational and cosmetic condition and includes all standard accessories. Trade -In values are dependent on the quantity and configuration of the ZOLL devices listed on this quotation. Customer assumes responsibility for shipping trade-in equipment at the quantities listed on the trade line items in this quotation to ZOLL's Chelmsford Headquarters within 60 days of receipt of new equipment. Customer agrees to pay cash value for trade-in equipment not shipped to ZOLL on a timely basis. To the extent that ZOLL and Customer, or Customer's Representative have negotiated and executed overriding terms and conditions ("Overriding T's & C's"), those terms and conditions would apply to this quotation. In all other cases, this quote is made subject to ZOLL's Standard Commercial Terms and Conditions ("ZOLL T's & C's") which for capital equipment, accessories and consumables can be found at http://www.zoll.com/GTC and for software products can be found at hftp://www.zoll.com/SSPTC and for hosted software products can be found at http://www.zoll.com/SSHTC. Except in the case of overriding T's and C's, any Purchase Order ("PO") issued in response to this quotation will be deemed to incorporate ZOLL T's & C's, and any other terms and conditions presented shall have no force or effect except to the extent agreed in writing by ZOLL. 1. Delivery will be made 60-90 days days after receipt of accepted purchase order. 2. Applicable tax, shipping & handling will be added at the time of invoicing. 3. All purchase orders are subject to credit approval before being accepted by ZOLL. 4. To place an order, please forward the purchase order with a copy of this quotation to esalesa zoll.com or via fax to 978-421-0015. 5. All discounts from list price are contingent upon payment within the agreed upon terms. 6. Place your future accessory orders online by visiting www.zollwebstore.com. Page 3 of 4 ZOILL West Covina Fire Department Quote No: Q-21607 Version: 3 Order Information (to be completed by the customer) ] Tax Exempt Entity (Tax Exempt Certificate must be provided to ZOLL) ] Taxable Entity (Applicable tax will be applied at time of invoice) ZOLL Medical Corporation 269 Mill Road Chelmsford, MA 01824-4105 Federal ID# 04-2711626 Phone: (800) 348-9011 Fax: (978) 421-0015 Email: esales@zoll.com BILL TO ADDRESS SHIP TO ADDRESS Name/Department: Name/Department: Address: Address: City / State / Zip Code: City / State / Zip Code: Is a Purchase Order (PO) required for the purchase and/or payment of the products listed on this quotation? ] Yes PO Number: PO Amount: (A copy of the Purchase Order must be included with this Quote when returned to ZOLL) ] No (Please complete the below section when submitting this order) For organizations that do not require a PO, ZOLL requires written execution of this order. The person signing below represents and warrants that she or he has the authority to bind the party for which he or she is signing to the terms and prices in this quotation. West Covina Fire Department Authorized Signature: Name: Title: Date: Page 4 of 4 DEDICATION BEYOND DELIVERY � � E }4)) \\{/- ki\\// IL ° 6- _ . '�*^� 0 !|/l0 .. \\1 -_}�)_}[ IL §� )\� n N V y OI V `p d .0 zp � `✓ .� � p V ?' o _ Psi 6 V Q 'O p rTi < 0 L n a E H S 4 P n We offer a variety of service contract options to suit your needs and your budget. Field Preventive Maintenance' • Handle replacement as needed • Screen protector installation • • • • Tracking of PM schedule • Documentation for regulatory agencies Free loaner equipment shipped to arrive by 10 a.m. next business day Telephone support 24/7 • • • • General software updates ($499 value) • • • • Shipping fees waived** ($30 value) • • • • Minimum service fee waived ($285 value) • • • • Discounted accessories/cables • • • Discounted lithium -ion SurePower TM II batteries • • • Repairs: Parts/labor covered for normal wear and tear • • • SurePower Charger: Parts/labor covered for normal wear and tear Discounted parameter upgrade • • Lithium -ion SurePower battery replacement upon end of life Accidental damage coverage... • ON -SITE' SUPPORT 48-72 hour response Technician will evaluate and pack device to return to • • ZOLL for repair ECG 12-lead cable replacement ($325 value) • • Upon failure (excluding physical damagel On -site devi NNONOW nit is recur *Dependent on geographical location. '*For PM Only Plan, will cover shipping of device for PM only. —EXCLUSIONS: Catastrophic damage/beyond repair will not be covered. ZOLL MEDICAL CORPORATION An Asahi Kasei Group Company 1269 Mill Road I Chelmsford, MA 01824 1978-421-9655 1800-804-4356 1 wHw.zoIl.aonn Copyright © 2019 ZOLL Medical Corporation. All right reset d. E*penCme, SurePower, and ZOR are trademarks or registered trademorks of ZOLL Medical Corpormlon in the United states and/or other coumrtes. All other trademarks are the proper, of their so, ive owners. Printed in U.5 A. MCN CRP 1909 0071 ZOLL. [1 The Worry -Free Service Plan is designed for customers who want the maximum coverage for their ZOLL device. No surprises. No worrying. The Worry -Free Service Plan is our most comprehensive plan, combining accidental damage coverage,* battery replacement, greater discounts on accessories, cables, and upgrades, and an on -site support option, including deployment of devices.** The Worry -Free Service Plan provides: • Accidental damage coverage* • Lithium -ion SurePowerTM battery replacement • Annual on -site* * preventive maintenance • 24/7 Technical phone support • Discounts on accessories and cables, additional batteries, and parameter upgrades • Parts/labor on repairs for normal wear and tear • ECG 12-lead cable replacement* * * • Available on -site response option** *Exclusions: Catastrophic damage/beyond repair will not be covered **Dependent on geographical location ***Upon failure (excluding physical damage), with on site support option Battery Replacement Program: • Batteries must be maintained per ZOLL's recommended maintenance program • Batteries are replaced upon failure, one for one, throughout the term of the ExpertCare Service contract, should the SurePower battery or SurePower Charger display a fault • Batteries must be evaluated and confirmed of failure through ZOLL Technical Support and/or an on -site field service technician • Up to three batteries per device will be covered for batteries acquired from ZOLL in last 24 months (When Service Contract purchased post -sale) • For batteries acquired from ZOLL over 24 months ago, one battery per device will be covered (When Service Contract purchased post -sale) TRUST YOUR EQUIPMENT TO THE PEOPLE WHO KNOW IT BEST We are committed to providing you with unparalleled service for all of your ZOLL devices. NEED MORE INFORMATION? Email: ServiceContractsAdmin@zoll.com Phone: 800.348.9011 Contact your ZOLL representative © 2020 ZOLL Medical Corporation. All rights reserved. ExpertCare, SurePower, X Series, and ZOLL are trademarks or registered trademarks of ZOLL Medical Corporation in the United States and/or other countries. MCN CHP 19110073 We offer a variety of service contract options to suit your needs and your budget. Field Preventive Maintenance' • Handle replacement as needed • Screen protector installation • • • • Tracking of PM schedule • Documentation for regulatory agencies Free loaner equipment shipped to arrive by 10 a.m. next business day • • • • Telephone support 24/7 General software updates ($499 value) Shipping fees waived" 1$30 value) Minimum service fee waived ($285 value) Discounted accessories/cables Discounted lithium -ion SurePowerTM II batteries Repairs: Parts/labor covered for normal wear and tear SurePower Charger: Parts/labor covered for normal wear and tear Discounted parameter upgrade Lithium -ion SurePower battery replacement upon end of life (exclusions apply) Accidental damage coverage— ON -SITE' SUPPORT (OPTIONAL) 48-72 hour response Technician will evaluate and pack device to return to ZOLL for repair • • • • ECG 12-lead cable replacement ($325 value) Upon failure )excluding physical damage), one for one/unit/year .—, • On -site devi de,Ioyment hen repaired unit is recur=i "Dependent on geographical location. *"For PM Only Plan, will cover shipping of device for PM only. —EXCLUSIONS: Catastrophic damage/beyond repair will not be covered.