HomeMy WebLinkAboutMemos - Sole SourceCITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO:
FROM:
Kenneth Robertson
Chief Procurement Officer/Purchasing Director
Yusbel Gonzalez, CPPB
Senior Procurement Specialist
DATE :
SUBJECT :
June 13, 2012
FILE :
Maintenance and Repair of Ferno
Emergency Ambulance Cots,
Sole Source# 11-12-021
REFERENCES:
ENCLOSURES:
ycondUCted an investigation to determine whether ERLA, Inc., d/b/a EMSAR Florida, a Non -Local
vendor, with headquarters located at 270 Davids Dr., Wilmington, OH; providing services from
13047 S.W. 133 Court, Miami, FL, is the sole -source provider of Maintenance and Repair of Ferno
Emergency Ambulance Cots for the Department of Fire -Rescue ("Department").
The Department has been exclusively using Ferno brand ambulance cots since the year 2000. The
Department's entire fleet of Advanced Life Support ("ALS') Transport Units utilizes said stretchers
to transport patients from the incident scene to the hospital. These devices are used under intense
operating conditions which make it necessary for them to receive ongoing maintenance and repair.
The maintenance, as requested herein, has been previously approved by the City as a sole
source, pursuant to Resolution Nos. 00-207, 03-299, 06-0152, and 09-0087.
Ferno, the manufacturer of the ambulance cots, has contracted with Equipment Management
Service and Repair ("EMSAR") and as such is the only manufacturer authorized service provider.
In our area, ERLA, Inc., d/b/a EMSAR Florida is the only authorized agent and the only one
authorized to provide comprehensive service and support for the complete Femo product line. This
fact is supported by the enclosed letter from Ferno and was also personally verified by conducting
online ("internet") research and contacting EMSAR directly via the telephone.
With the above in mind, issuing a competitive solicitation for this procurement wouldn't be practical
for the City. In accordance with Section 18-92(a)(3) of the City of Miami Procurement Ordinance,
"sole -source awards may be made (...] Where the unique and specialized expertise of one source
of services is unlikely to be obtained from any other source."
Accordingly, pursuant to Section 18-92 (a)(3) of the Code of the City of Miami, I am recommending
that the requirements for competitive bidding be waived, and these findings be approved: ERLA,
Inc., d/b/a' EMSAR Florida, a Non -Local vendor, with headquarters located at 270 Davids Dr.,
Wilmington,' OH; providing services from 13047 S.W. 133 Court, Miami, FL, is the sole -source
provider of Maintenance and Repair of Ferno Emergency Ambulance Cots for the Department of
Fire -Rescue. The terms and conditions of the award have been negotiated so as to obtain the
most favorable terms and conditions, including price, as may be offered to other customers or
clients by ERLA, Inc., d/b/a EMSAR Florida. Maintenance and Repair will be provided on an as
needed basis for a period of one (1) year, with the option to extend for two (2) additional one (1)
year periods, at a first year cost not to exceed $22,000, with the optional annual increases not to
exceed five percent (5%); allocating funds for the first year from the Department of Fire -Rescue
general fund account no. 00001.184010.546000.0000.00000, with future years funding subject to
availability of funds and budgetary approval at time of need.
1
APPROVED BY: /2 ee
APPROVED BY:
K�nneth Robertson Date
Chief Procurement 0 icer/Purchasing Director
Jo nn �artinez, P.:.,
City M: =ger
2
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Date
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
Kenneth Robertson, Director
TO : Purchasing Department
FROM
Mauric- L. Kemp, Chief
Department of Fire -Rescue
DATE:
SUBJECT:
REFERENCES:
ENCLOSURES:
March 23rd, 2012
FILE :
Request for Sole Source Finding:
Maintenance/Repair of Ferno
Emergency Ambulance Cots
This memorandum serves to request that you approve a finding that ERLA, Inc., d/b/a EMSAR `it"
Florida ("EMSAR") with headquarters located at 270 Davids Dr., Wilmington OH, 45177;
providing services from 13047 SW 133rd Court, Miami, Fl 33188, is the sole source provider in
this area for maintenance and repair of Ferno Emergency ambulance cots.
The Department of Fire -Rescue has been exclusively using Femo brand ambulance cots since the
year 2000. The entire fleet of ALS Transport Units utilizes said stretchers to transport patients
from the incident scene to the hospital. These devices are subjected to intense operating conditions
which make it necessary for them to receive ongoing maintenance and repair. Preventive
maintenance and repair is required to maintain the cots in proper working condition and to assure
safe operation for the patients as well as the Fire -Rescue personnel that use them. Furthermore, a
sole source finding was rendered by the Chief Procurement Officer and approved by the City
Commission pursuant to Resolution Nos. 00-207, 03-299, 06-0152 and 09-0087 to maintain said
equipment.
It is therefore respectfully requested that you approve a sole source finding for ERLA, Inc. d/b/a
EMSAR of Florida for the maintenance and repair of Ferno emergency ambulance cots. Please
indicate your approval below.
APPROVED:
K• ,+ eth Robertson, 1 rect.r D
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