City Council Report
City Council Meeting: February 26, 2013
Agenda Item: 3-C
To: Mayor and City Council
From: Ken Semko, Emergency Manager
Subject: Award Purchase Order to Joffe Emergency
Services for purchase of ADA compliant cots
The Office of Emergency Management (OEM) was recently awarded an Urban Area Security Initiative (UASI) Grant in the amount of $50,000. This grant will be used to purchase 200-250 ADA compliant emergency sheltering cots. Staff recommends Joffe Emergency Services, for the purchase of ADA compliant cots at a cost of $50,000. Purchase of these cots would cause the total amount of purchase orders to this vendor to exceed $100,000 in fiscal year 2012-2013.
The UASI grant program was created to support large, “core” cities and those other cities with contiguous borders to the core city. The UASI grant program is 100% federally funded from the Department of Homeland Security to the State of California. The City of Los Angeles acts as the core city for the UASI grant and allots funds to the City of Santa Monica.
The City of Santa Monica has directly received over $3 million in Department of Homeland Security no-match grant funds since 2001. These funds have purchased necessary equipment, supplies, and training in direct support of overall regional goals to promote effective information gathering, sharing, and response to threats and/or acts of terrorism. The UASI grant is a reimbursement grant. Upon receiving approval from Council, the Office of Emergency Management would issue a Purchase Order in the amount of $50,000 to purchase 200-250 ADA compliant emergency cots to be used to shelter people in the event of a natural or man-made disaster.
OEM obtained informal quotes for standard emergency cots in June 2012 and purchased 1501 cots from the lowest bidder Joffe at a price of $31.46 per cot, for the total amount of $51,589.45. Price per cot of the ADA compliant cots is $182.20 therefore, the combined purchases would cumulatively exceed $100,000 of Purchase Orders to this vendor for the fiscal year 2012-2013 requiring Council approval. According to current UASI guidelines, all cots purchased with UASI funds must be ADA compliant.
In December 2012 the Office of Emergency Management issued an email requesting quotes for ADA compliant cots. Quotes were received and evaluated based on meeting ADA specifications and lowest price. More Prepared, LLC was the lowest bidder, but quoted cot did not meet the minimum specifications; another vendor, Integrity Medical Solutions, quoted a cot with additional specifications not required of the product, therefore increasing the cost per unit. Vendor, SOS Products, did not respond to the quote request. Joffe’s quoted product met the order specifications at the lowest cost per unit. The quotes were evaluated based on price, quality of material and compliance with City specifications. Based upon these criteria, staff recommends Joffe Emergency Services as the best bidder.