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Contract No.: Sole Source 17-18- 045
Current Term:
Expiration Date:
Title: Maintenance, Repairs, and On -call
Emergency Repair Services for Ambulance Cots
Recommendation:
0 Sole Source Contract
❑ Solicit Competition
❑ Access Contract
❑ Other
Procurement Contracting Manager:
Eduardo J. Falcon
Background:
Ambulance Stretcher Maintenance, Spare Parts and Repair Services are required and routinely utilized by
the Department of Fire Rescue ("Fire -Rescue") to procure preventative maintenance and repair services,
inclusive of manufacturer's parts, for the existing Ferno and Stryker ("Manufacturers") 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. The Manufacturers
recommend quarterly preventative maintenance on their equipment, to preserve optimum operational
functionality.
Contract, SS 14-15-023, was established in 2015 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 authorized service provider and agent to
service emergency management equipment. The current contract expires on August 5, 2018 and has no
remaining options to renew.
Fire -Rescue is required to utilize factory authorized service 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:
The purpose of this Market Research is to substantiate the continued need for routine preventative
maintenance, repairs, and on -call emergency repair services for Fire -Rescue. The Procurement Department
("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.
There are approximately 55 Manual and Electric Cots and 8 Scoop Stretchers provided by the Manufacturers
that are utilized by Fire -Rescue, and this equipment has been in use since 2000. EMSAR Florida has factory
trained technicians with access to the Manufacturer's original parts and required experience to provide on -
site minor repairs, quick turnaround on major repairs and preventative maintenance service programs
designed to extend the life of the equipment. The Manufacturers have provided documentation verifying that
EMSAR Florida is the only authorized service agent for their equipment in the South Florida area. The below
mentioned contracts cannot be accessed, as they were al! procured non -competitively.
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 (4) 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. dlbla
EMSAR South Florida in order to service their Ferno Model 28 stretchers (18). The Hialeah Sole Source
Contract is valued at $4,176 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.
Other Sole Source contracts have been awarded by City of Margate, City of Chicago Fire Department, and
City of Boca Raton.
Recommendation:
This contract is a Sole Source, as EMSAR Florida is the only vendor recognized and authorized by the
Manufacturers for service within the City of Miami. It is vital that Fire -Rescue has continued service for
maintenance, repairs, parts, and on -call emergency repair services for this 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 -Rescue as well as providing continued compliance with local and
federal regulations.
Procurement Contracting Manager:
Date: 6/11 )l g
Director/Asst. Director: Date: