HomeMy WebLinkAboutMemo - Manager's ApprovalCITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO :
Annie Perez, CPPO
Director of Procurement
DATE_
SUBJECT :
April 6, 2015
FILE ;
Maintenance and Repair of Ferno
Emergency Ambulance Cots,
Sole Source# 14-15-023
FROM Pearl P. Bethel, CPPB REFERENCES :
Procurement Contracting Manager
ENCLOSURES:
Market Research was conducted by the Procurement Department to determine whether ERLA,
Inc., d/b/a EMSAR Florida, a Non -Local vendor, with headquarters located at 270 Davids Dr.,
Wilmington, OH was the sole -source provider of Maintenance and Repair Services for Ferno
(Ferno) Emergency Ambulance Cots and Stair Chairs.
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 the South Florida 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 Ferno 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. EMSAR
has two locally headquartered technicians providing service and support for all Ferno Ambulance
Cots and Stair Chair customers in the South Florida area.
The Department of Fire -Rescue ("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, 09-0087, and 12-0268.
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) (1) and (3) of the City of Miami Procurement
Ordinance, "sole -source awards may be made (...] Where the compatibility of equipment,
accessories, or replacement parts permits one reasonable source of supply," and "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) (1) and (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, is the sole -source provider of Maintenance and Repair of Ferno
Emergency Ambulance Cots. 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
1
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.
APPROVED BY:
Annie Pe CPPO
Director of Procurement
APPROVED BY: c_--
Daniel J. Al
City Manager
Date
1i150_}
2
MARKET RESEARCH
Contract No.: Sole Source 14-15-023
Current Term:
Expiration Date:
Title: Maintenance and Repair of Ferno
Emergency Ambulance Cots
Recommendation:
►/ Sole Source Contract
❑ Solicit Competition
❑ Access Contract
❑ Other
Procurement Contracting Manager:
Pearl P. Bethel
Background:
Ambulance Stretcher Maintenance, Spare Parts and Repair Services are required and routinely utilized by
the Department of Fire Rescue (Fire) to procure preventative maintenance and repair services, inclusive of
manufacturer's parts, for the existing Ferno Stretchers and scoops. These stretchers and scoops are
paramount to patient care and the safety of first responder personnel during rescue emergencies. This
equipment is carried on all Fire rescue transport vehicles. Ferno recommends quarterly preventative
maintenance on their manufactured equipment, to preserve optimum operational functionality.
The current contract, SS 11-12-021, was established in 2012 through a non-competitive process. ERLA,
Inc. d/b/a Equipment Management Service and Repair (EMSAR) Florida was the sole source provider for
these services in the South Florida area and continues to be the sole organization authorized to service
emergency management equipment for Ferno. The current contract expires on August 5, 2015 and has no
remaining options to renew.
Fire is required to utilize factory authorized services providers to maintain all stretchers and scoops in
compliance with local regulations and guidelines, in addition to reporting requirements mandated by the
U.S. Federal Drug Administration (FDA) Agency's Manufacturer's and User Devise Experience Database
(MAUDE). The FDA maintains a database advising of any ambulance stretcher adverse events.
Research Conducted:
There are approximately 38-40 Manual Cots and 8 Scoop Stretchers manufactured by Ferno utilized by
Fire, and this equipment has been in use since 2000. Factory trained technicians with access to Ferno
factory original parts are necessary to provide on -site minor repairs, quick turnaround on major repairs and
preventative maintenance service programs designed to extend the life of the equipment. Ferno has
provided documentation verifying that EMSAR is the only authorized service agent for their equipment in
the South Florida area (included).
The purpose of this Market Research is to substantiate the continued need for routine preventative
maintenance and repair services for Fires conveyance emergency equipment. Procurement has conducted
comprehensive market research which revealed that a sampling of public agencies, as listed below, have
gained approval to purchase Ambulance Stretcher Maintenance, Spare Parts and Repair Services through
a sole source contract. The below mentioned contracts cannot be accessed, as they are all non-
competitive.
Comparable Contracts:
Miami -Dade Fire Rescue (MDFR), FL requires preventative maintenance and repair services for their
Ferno stretchers (125) and Scoops (70) and Stryker stair chairs (58). MDFR's contract is also with ERLA
d/b/a EMSAR Florida. Sole Source Contract L9763-1/23 initial term covers January 1, 2014 through
December 31, 2018, with one five year option to renew period. MDFR's contracted preventive maintenance
rates stand at $75 per cot, four times per year, and $25 per scoop, once a year. The hourly rate for "On
Demand Labor Service" is $80. The contract allows for an increase not to exceed 3% during the option to
renew period.
City of Hialeah (Hialeah), FL has an awarded non-competitive contract in place with ERLA, Inc. d/b/a
EMSAR South Florida in order to service their Ferno Model 28 stretchers (18). The Hialeah Sole Source
Contract is valued at $4176 annually and has been in effect since 2005. Hialeah's contracted preventive
maintenance rates stand at $58 per cot. The hourly rate for "On Demand Labor Service Rates" is $49 plus
parts.
Recommendation:
This contract is a Sole Source, as ERLA, Inc. d/b/a EMSAR, Florida is the only vendor recognized and
authorized by Ferno for service within the City of Miami. It is vital that Fire have continued service for the
maintenance, repair, and parts for this emergency equipment which cannot be replaced without the City
incurring a substantial expenditure, Award of this Sole Source contract will ensure adequate maintenance
and repairs for Fire as well as providing continued compliance with local and federal regulations.
Procurement Contracting Officer:
Procurement Contracting Manager:
Director/Asst. Director:
Date:
Date:
Date:
70 Weil Way Wilmington, OH 45177-9371 (937) 382-1451 FAX (937) 382-1191
info@ ferno.com
To Whom It May Concern:
We are pleased to announce that service and repair on Ferno emergency, ambulance,
and mortuary equipment is now available to you locally, Equipment Management,
Service and Repair, or EMSARO has been appointed as the only service and repair
agent authorized by Ferno.
The EMSARO agent for your area is ERLA Inc, dba EMSARO Florida. They can be
reached at (305) 255-9538 or toll free at (800) 993-6727,
Ferno has contracted with EMSAR® to provide comprehensive service and support for
the complete Ferno product line, EMSAROis the only authorized service agent of Ferno.
EMSARO technicians are factory trained and have readily available access to Ferno
factory original parts. As a result, EMSAR® technicians are able to provide on -site
minor repairs, quick turnaround of major repairs, and a preventive maintenance program
designed to extend the life of the equipment,
We know that you will be pleased with the professionalism and consistently high quality
of service EMSAR® will provide. Be proactive and call EMSARO now to have your cot
inspected and/or repaired by the only authorized Ferno service agent, EMSARO,
Sincerely,
Joe Bourgraf,
President
Ferno-Washington, Inc's, mission is to satisfy our customers with innovative, cost-effective
products that improve health care delivery for caregivers and those they serve,