HomeMy WebLinkAboutR-03-0299J-03-206
03/25/03
RESOLUTION NO. 03- 299
A RESOLUTION OF THE MIAMI CITY COMMISSION BY
A FOUR-FIFTHS (4/5T11) AFFIRMATIVE VOTE, AFTER
AN ADVERTISED PUBLIC HEARING, RATIFYING,
APPROVING AND CONFIRMING THE CITY MANAGER'S
FINDING OF A SOLE SOURCE; WAIVING THE
REQUIREMENTS FOR COMPETITIVE SEALED BIDDING
PROCEDURES AND APPROVING THE PROCUREMENT OF
MAINTENANCE AND REPAIR SERVICES OF FERNO
EMERGENCY AMBULANCE COTS FOR THE DEPARTMENT
OF FIRE -RESCUE, FROM MEDCO EQUIPMENT REPAIR,
INC., D/B/A EMSAR OF SOUTH FLORIDA, THE SOLE
SOURCE PROVIDER, ON A CONTRACT BASIS FOR A
ONE-YEAR PERIOD, WITH THE OPTION TO EXTEND
FOR TWO ADDITIONAL ONE-YEAR PERIODS, IN AN
AMOUNT NOT TO EXCEED $17,316, FOR THE FIRST
YEAR, WITH ANNUAL INCREASES NOT TO EXCEED 5%
FOR EACH OPTIONAL YEAR, FOR A TOTAL CONTRACT
AMOUNT NOT TO EXCEED $54,599.69; ALLOCATING
FUNDS FROM ACCOUNT NO. 001000.280701.6.670.
WHEREAS, the Department of Fire -Rescue requires regular
maintenance and repair and on-call emergency repairs of
approximately 38 Ferno emergency ambulance cots; and
WHEREAS, Ferno, the manufacturer of these cots, has
contracted with Medco Equipment Repair, Inc. d/b/a EMSAR
("EMSAR") of South Florida, as its sole source agent in this
service area to provide services and support for Ferno products;
and
CITY COMMiMON
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MA" 2 7 2003
Resolution PITA.
03" 299
WHEREAS, in addition to repair and maintenance, EMSAR
provides preventive maintenance to extend the life of the
equipment and ensure lower risks of field failures; and
WHEREAS, the first year amount for the service will not
exceed $17,316, with optional year increases not to exceed 5% for
each of the ensuing optional periods, for a total contract amount
not to exceed $54,599.69; and
WHEREAS, funds are available and will be allocated from the
budget of the Department of Fire -Rescue, Account
No. 001000.280701.6.670; and
WHEREAS, the Chief Procurement Officer has found that Medco
Equipment Repair, Inc., d/b/a EMSAR of South Florida, is the sole
source for the required maintenance and repair of Ferno emergency
ambulance cots in this service area; and
WHEREAS, the finding of the Chief Procurement Officer has
been approved and adopted as the finding of the City Manager; and
WHEREAS, the City Manager and the Chief of Fire -Rescue
recommend that the requirements for competitive formal sealed
bids be waived and the procurement of the above service as
specified be approved;
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY
OF MIAMI, FLORIDA:
Page 2 of 4
03- 299
Section 1. The recitals and findings contained in the
Preamble to this Resolution are adopted by reference and
incorporated as if fully set forth in this Section.
Section 2. By a four-fifths (4/5th,) affirmative vote,
after an advertised public hearing, the City Manager's finding of
a sole source is ratified, approved and confirmed, the
requirements for competitive sealed bidding procedures are
waived, and the procurement of maintenance and repair services of
Ferno emergency ambulance cots for the Department of Fire -Rescue,
from Medco Equipment Repair, Inc., d/b/a EMSAR of South Florida
("EMSAR"), the sole source provider of this service is approved,
on a contract basis for a one-year period, with the option to
extend for two additional one-year periods, in an amount not to
exceed $17,316, for the first year, with optional year increases
not to exceed 5% for each optional year, for a total contract
amount not to exceed $54,599.69, with funds allocated from
Account No. 001000.280701.6.670.
Section 3. This Resolution shall become effective
immediately upon its adoption and signature of the Mayor.V
PASSED AND ADOPTED this day of , 2003.
1� If the Mayor does not sign this Resolution, it shall become
effective at the end of ten calendar days from the date it was
passed and adopted. If the Mayor vetoes this Resolution, it shall
become effective immediately upon override of the veto by the
City Commission.
Page 3 of 4
03. 299
PASSED AND ADOPTED this 27th day of March , 2003.
A4ANUEL A. DIAZ, OR
ATTEST:
PRISCILLA A. THOMPSON
CITY CLERK
APPROVED�;,T6 FORM AN RRECTNESS:e/'*
&lZJAliDR0 VILARELLO
'cYY ATTORNEY
W6995:tr:AS:BSS
Page 4 of 4 03-
299
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO: Honorable May DATE
Jh
bers oft e City ommis
SUBJECT :
FROM: Amola REFERENCES
f Administrator/City Manager ENCLOSURES:
RECOMMENDATION
13 In FILE: FM-025.doc
Sole Source Purchase:
Maintenance/Repair Services of
Ferro Emergency Ambulance Cots;
Fire -Rescue
It is respectfully recommended that the City Commission adopt the attached Resolution ratifying,
approving, and confirming the City Manager's finding of sole source, waiving the requirements
for competitive sealed bids and authorizing the procurement of maintenance and repair of
approximately 38 Ferno emergency ambulance cots from Medco Equipment Repair, Inc., d/b/a
EMSAR of South Florida, a Miami-Dade/Non-Minority vendor, located at 13047 Southwest
133rd Court, Miami, FL 33188, the sole source provider, for the Department of Fire -Rescue.
This proposed purchase will be on a contract basis for one (1) year with the option to extend for
two (2) additional one-year periods. The first year contract amount for the service will not
exceed $17,316, with optional increases not to exceed 5%, for each of the option periods, for an
estimated total contract award not to exceed $54,599.69. Funds for this purchase are available
from the Department of Fire -Rescue Account No. 001000.280701.6.670.
BACKGROUND
The Department of Fire -Rescue uses Ferno emergency ambulance cots and equipment that
requires regularly scheduled maintenance and repair services. Since 2000, the Fire -Rescue
Department has been utilizing equipment provided by Ferno, and this maintenance as requested
herein has been approved as a sole source pursuant to Resolution No. 00-207. Ferno has
contracted with Medco, an EMSAR Franchise and the only authorized service agent for Ferno-
Washington, Inc. (Ferno) equipment in this areas, and as such, Medco is their sole agent in this
area to provide comprehensive service and support for the complete Ferno product line.
Technicians are factory trained and have ready access to Ferno original factory parts, which
enables on-site minor repairs and quick turnaround for major repairs. Prevention maintenance
programs are also available to extend life of the equipment and ensure lower risks of field
failures. Moreover, the maintenance of this medical Ferno equipment is critical as it is a vital
emergency medical tool used by the Fire -Rescue emergency personnel in providing efficient
patient care and must be maintained at all times and in proper working condition. In the course
of daily use, mechanical failures are encountered; therefore, the continuance of a maintenance
and assurance program is essential.
03- 299
Honorable Mayor and
Members of the City Commission
Page 2 of 2
As the Chief Procurement Officer has deemed the acquisition of maintenance services by Medco
Equipment Repair Inc., d/b/a EMSAR of South Florida ("EMSAR") as sole source; it is therefore
recommended at this time that the City Commission ratify the Chief Administrator's finding of
sole source and authorize the acquisition of these services.
Fiscal Impact: None — Budgeted Item.
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Budgetary Impact Analysis
1. Department Fire -Rescue Division: Emergency Response Division
2. Agenda Item # (if available)
3. Title and brief description of legislation or attach ordinance/resolution:
Resolution ratifying, Uproving, and confirming the City Manager's finding of sole source, waiving
the requirements for competitive sealed bids and authorizing the procurement of maintenance and
repair of approximately 38 Ferno emergency ambulance cots from Medco Equipment Repair, Inc.,
d/b/a EMSAR of South Florida, the sole source provider of this service, on a contract basis for one
year with the option to extend for two (2) additional one (1) year periods, at a first year amount not to
exceed $17,316, with optional increases not to exceed 5%, for each of the option periods.
Is this item related to revenue? NO: X YES ! (If yes, skip to item #7.)
5. Are there sufficient funds in Line Item?
YES: X Index Code 280701 Minor Obj. Code 670 Amount: $17,316
NO: _ Complete the following questions:
6. Source of funds:
Amount budgeted in the Line Item $,
Balance in Line Item $
Amount needed in the Line Item $
Sufficient funds will be transferred from the followine line items:
ACTION I ACCOUNT NUMBER
ACCOUNT NAME TOTAL
Index/Minor Object/Project No.
Transfer done by:
From
$
From
$
From
$
To
$
7. Any additional comments?
8. Approved by:
Department D
—1�
— �_ .-3
Date
03- 299
Verified by:
Venifi by:
Transfer done by:
Chie o tra is lanning,dgetin nd
udget Analyst
Budget Analyst
Perfo nce Director/D gnee
Date Z A b
Date ll a3
Date
03- 299
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO: Michael A. Rath, Acting Director
Department of Purchasing
FROM: Chief William W. Bryson, Director
Department of Fire -Rescue
DATE: February 6, 2003
SUBJECT: Contract Agreement: Medco
Equipment Repair, Inc. d/b/a
EMSAR of South Florida
REFERENCES:
ENCLOSURES:
FILE : FM-026.doc
The Department of Fire -Rescue has verified that funding is available, in a first year amount not
to exceed $17,316, from Account Code No. 001000.280701.6.670, for the procurement of
maintenance and repair of Ferno emergency ambulance cots used by the emergency response
units from Medco Equipment Repair, Inc., d/b/a EMSAR of South Florida, the sole source
provider of this service.
Budget Approva f,�3
JZ -2
Larry41 . Sp ' , C of Str ek9l Planning, Date
Budff
tinffg and Pe formance
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03- 299
TO: Joe Arriola
Chief Administrator/City Manager
t
FROM:
Michael A. Rath, Acting Director
Chief Procurement Officer
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
DATE:
SUBJECT:
REFERENCES:
ENCLOSURES:
February 26, 2003
Sole Source for
FILE :
Maintenance/Repair of Ferno
Emergency Ambulance Cots
An investigation was conducted by staff to determine whether Medco Equipment Repair, Inc. d/b/a EMSAR
of South Florida, a Miami-Dade/Non-Minority vendor, located at 13047 Southwest 133rd Court, Miami, Fla.
33188, is the sole source provider for the maintenance and repair of approximately 38 Ferno emergency
ambulance cots, for the Department of Fire -Rescue.
The Department of Fire -Rescue uses Femo emergency ambulance cots and equipment that requires regularly
scheduled maintenance and repair services. Since 2000, the Fire -Rescue Department has been utilizing
equipment provided by Femo, and this maintenance as requested herein has been previously approved by the
City as a sole source, pursuant to Resolution No. 00-207. Femo has contracted with Medco, an EMSAR
Franchise and is the only authorized service agent for Femo-Washington, Inc. (Ferro) equipment in this
area, and as such, Medco is their sole agent in this area to provide comprehensive service and support for the
complete Femo product line. Moreover, the maintenance of this medical Femo equipment is critical as it is
a vital emergency medical tool used by the Fire -Rescue emergency personnel in providing efficient patient
care and must be maintained at all times and in proper working condition.
According to Medco, they are an EMSAR® franchise and the only authorized service agent for parts and
service for Ferno equipment in this area. Therefore, the maintenance and repair of their Femo emergency
ambulance cots cannot be secured from any other service provider other than Medco Equipment Repair Inc.,
d/b/a EMSAR of South Florida.
Accordingly, I am recommending that the requirements for competitive bidding be waived, and these
findings be approved: Medco Equipment Repair, Inc. d/b/a EMSAR of South Florida, a Miami-Dade/Non-
Minority vendor, located at 13047 Southwest 133d Court, Miami, Fla. 33188, is the sole source provider for
the maintenance and repair of approximately 38 Ferno emergency ambulance cots, for the Department of
Fire -Rescue. The acquisition of these services will be on a contract basis for one (1) year with the option to
extend for two (2) additional one-year periods. The first year contract amount for the service will not exceed
$17,316, with optional increases not to exceed 5%, for each of the option periods, for an estimated total
contract award not to exceed $54,599.69. Funds for this purchase are available from the Department of Fire -
Rescue Account No. 001000.280701.616 M,, A
APPROVED BY: �1/� DATE:
Joe ArAo-fa
Manager
JA/LH/MAR/PEB
03. 29V
TO: Michael A. Rath, Acting Director
Chief Procurement Officer
FROM:
/P46me Burns, C413
Sr. Procurement Contracts Officer
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
DATE : February 26, 2003 FILE:
SUBJECT: Sole Source for
Maintenance/Repair of Ferno
Emergency Ambulance Cots
REFERENCES:
ENCLOSURES:
I conducted an investigation to determine whether Medco Equipment Repair, Inc. d/b/a EMSAR of South
Florida, a Miami-Dade/Non-Minority vendor, located at 13047 Southwest 1334 Court, Miami, Fla. 33188,
is the sole source provider for the maintenance and repair of approximately 38 Ferno emergency ambulance
cots, for the Department of Fire -Rescue.
The Department of Fire -Rescue uses Ferno emergency ambulance cots and equipment that requires regularly
scheduled maintenance and repair services. Since 2000, the Fire -Rescue Department has been utilizing
equipment provided by Femo, and this maintenance as requested herein has been previously approved by the
City as a sole source, pursuant to Resolution No. 00-207. Ferro has contracted with Medco, an EMSAR
Franchise and is the only authorized service agent for.Femo-Washington, Inc. (Ferno) equipment in this
area, and as such, Medco is their sole agent in this area to provide comprehensive service and support for the
complete Ferno product line. Moreover, the maintenance of this medical Ferno equipment is critical as it is
a vital emergency medical tool used by the Fire -Rescue emergency personnel in providing efficient patient
care and must be maintained at all times and in proper working condition.
According to Medco, they are an EMSAR® franchise and the only authorized service agent for parts and
service for Ferno equipment in this area. Therefore, the maintenance and repair of their Femo emergency
ambulance cots cannot be secured from any other service provider other than Medco Equipment Repair Inc.,
d/b/a EMSAR of South Florida.
Accordingly, I am recommending that the requirements for competitive bidding be waived, and these
findings be approved: Medco Equipment Repair, Inc. d/b/a EMSAR of South Florida, a Miami-Dade/Non-
Minority vendor, located at 13047 Southwest 133d Court, Miami, Fla. 33188, is the sole source provider for
the maintenance and repair of approximately 38 Ferno emergency ambulance cots, for the Department of
Fire -Rescue. The acquisition of these services will be on a contract basis for one (1) year with the option to
extend for two (2) additional one-year periods. The first year contract amount for the service will not exceed
$17,316, with optional increases not to exceed 5%, for each of the option periods, for an estimated total
contract award not to exceed $54,599.69. Funds for this purchase are available from the Department of Fire -
Rescue Account No. 001000.280701.6.670.
APPROVED BY: 4� _
Michael A. Rath, Chief Procurement Officer
DATE:
03_. 299
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO: Michael A. Rath, Acting Director
Department of Purchasing
FROM: Chief William W. Bryson, Director
Department of Fire -Rescue
DATE: February 6, 2003 FILE: FM-027.doc
SUBJECT: Request for Sole Source Finding:
Maintenance and repair service
for ambulance cots; Fire -Rescue
REFERENCES:
ENCLOSURES:
This memorandum serves to request that you approve a finding that Medco Equipment Repair,
Inc., d/b/a EMSAR of South Florida ("EMSAR") located at 13047 S.W. 133rd Court, Miami, FL
33188, is the sole source provider in this area for maintenance and repair of Ferno emergency
ambulance cots.
Since 2000, the Department of Fire -Rescue has been utilizing equipment provided by Ferno. The
maintenance of this medical Ferno equipment is critical as it is a vital emergency medical tool
used by the Fire -Rescue emergency response personnel in providing efficient patient care and
must be maintained at all times and in proper working condition. Furthermore, a sole source
finding was rendered by the Chief Procurement Officer and approved by the City Commission
pursuant to Resolution No. 00-207 to maintain said equipment.
It is therefore respectfully requested that you approve a sole source finding for Medco Equipment
Repair, Inc. d/b/a EMSAR of South Florida for the maintenance and repair of Femo emergency
ambulance cots. Please indicate your approval below.
APPROVED: U A""
�vlichael A. Rath, Acting Purchasing Director bate
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January 23, 2003
PAGE 01/01
FERRO
70 Weil Way • Wilmington, CH 45177.9371 x'(937) 382.1451 • FAX (937) 382- 1191
info Cs ferno.com
To Whom It May Concern:
This letter certifies that the company listed below:
Medco Equipment Repair, Inc.
13047 Southwest 133rd Court
Miami, FL 33186
Steve Sikes and James Sikes
305.255.9538
is an EMSAR® Franchise and the only authorized service agent for parts and
service for Ferno-Washington, Inc. equipment in your area.
Any questions may be forwarded to EMSARQ Inc., at 800.733.6727 or Ferno
Washington customer service at 800.733.3766.
Sincerely,
Joe Bourgraf
LJ
President
JB/bh
Femo-Washington, Irnc's. mission is .to satisfy our customers with innovative, cost-effective 03— 299
products that improve health care delivery for caregivers and those they serve.
E
Ss-
MEDCO EQUIPMENT REPAIR, INC.
(Service and repair agent, authorized by Ferno)
13047 S.W. 133 Court • Miami, FL 33186
(305) 255-9538 • Fax: (305) 255-1996
PROPOSAL FOR CITY OF MIAMI FIRE RESCUE
Contract period 3/16/2003 thru 3/16/2004
with option of second and third year
renewal thru year 3/16/2006
PROPOSAL
- Each cot will be serviced quarterly or four times per year
- Service will include the bronze service level (see attached)
- Total # of services would be approximate 38 cots x four
services = 152 total calls
- Price - $58.00 per cot per call plus parts (additional)
- Parts will be Ferno factory parts only
- Cots will be serviced by Ferno factory trained and certified
technicians
- Each cot will be documented, with copies to City of Miami
Fire Rescue and copy to Medco (Emsar) files
- Service will be performed at each Fire Station with a back up
cot available to keep rescue unit in service while the service
is being done
- Medco (Emsar) will provide a training class to the City of Miami
Fire Rescue twice per year at no charge upon request
- A quarterly maintenance plan the
following cost would occur -
Service calls one, two, three and four = $8816.00
Parts on service call one, two, three and four = $8500.00
Total for quarterly maintenance plan = $17,316.00
(Next Page)
03- 299
n M3
MEDCO EQUIPMENT REPAIR, INC.
(Service and repair agent, authorized by Femo)
13047 S.W. 133 Court • Miami, FL 33186
(305) 255-9538 • Fax: (305) 255-1996
Page 2 of 2
- Major repairs where the cot has to be brought back to
our facilities would be estimated at $49.00 per hour
Labor plus parts additional. A written estimate will
be given before commencment of service
* To renew for 2nd and 3rd year, a 5% rate increase may
apply to the contract for each renewal year. This rate
increase of 5% would be effective only on a quarterly or four
service calls per year. Either party has the option to
terminate the contract with 60 days prior notice.
Sincerely,
7 i
Steven Sikes
President
AWARD
SOLE SOURCE 02-03-096
ITEM: Maintenance 8t Repair of Ferno Emergency
Ambulance Cots
DEPARTMENT: Fire Rescue
TYPE OF PURCHASE: Contract for one (1) year with the option to
extend for two (2) additional one (1) year
periods.
REASON: The Department of Fire -Rescue requires a service
provider to maintain and repair its inventory of
approximately 38 Ferno emergency ambulance
cots on a regularly scheduled basis as its
maintenance is critical as it is a vital emergency
medical tool used by the Fire -Rescue emergency
personnel and must be maintained at all times
and in proper working condition.
RECOMMENDATION: It is recommended that award be made to
Medco Equipment Repair, Inc. d/b/a
EMSAR of South Florida ("EMSAR"), the
sole source provider, for the purchase of
maintenance and repair services of Ferno
emergency ambulance cots on a contract basis
for one year with the option to extend for two
(2) additional one (1) year periods, with the
initial year not exceed $17,316, with optional
increases not to exceed 5%, for each of the
option periods, for an estimated total contract
award not to exceed $547599.69. Funds for
this purchase are available from the Department
of Fire -Rescue Account No.
001000.280701.6.670
Michael A. Rath
Acting Director of Purchasing
D e
SoleSo=eO2-03-096FemoAmbulanceCots
03- 299
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO: Priscilla A. Thompson
City Clerk
•
FROM: Chief William W. Bryson, Director
Department of Fire -Rescue
DATE: February 6, 2003 FILE: FM-028.doc
SUBJECT: Public Hearing Notice
Waive Competitive Bidding
Sole Source; Fire -Rescue
REFERENCES:
ENCLOSURES:
Attached please find the public hearing notice for a waiver of the requirement for competitive
sealed bidding procedures for procurement of maintenance and repair services for Fern6
emergency ambulance cots from Medco Equipment Repair, Inc., d/b/a EMSAR of South
Florida (EMSAR), the sole source provider of this service, for the Department of Fire -Rescue.
This item is scheduled for the Commission meeting of AG(,ffhC4 Z 1 z cd 0.5
--
Contact Assistant Chief Tom Flores at ext. 1692 or Julia Martin at ext. 1672 if you have any
questions.
CQx�li
Approved:
Elvi Alonso, Agenda Coordinator
as
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Date
03- 299
CITY OF MIAMI
NOTICE TO THE PUBLIC
A public hearing will be held by the City Commission of the City of Miami,
Florida, on March 27, 2003, at 9:00 a.m., in the City Commission Chambers at
City Hall, 3500 Pan American Drive, Miami, Florida, for the purpose of
considering a waiver of the requirement of obtaining sealed competitive bids for
the procurement of maintenance and repair services for Ferno emergency
ambulance cots from. Medco Equipment Repair, Inc. d/b/a EMSAR of South
Florida, a Miami-Dade/Non-Minority vendor located at 13047 S.W. 133rd Court,
Miami, Florida 33186, for the City of Miami Fire -Rescue Department, in a first
year amount not to exceed $17,316.
Inquiries from other potential sources of such a product who feel that they might
be able to satisfy the City's requirement for this item may contact Pamela Burns,
Sr. Procurement Officer, City of Miami, Department of Purchasing, 305/416-
1905.
(City Seal) Priscilla A. Thompson
(#11000) City Clerk