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HomeMy WebLinkAboutAgenda - 05-08-2014 - 6kORD- 2014 -020 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: May 8, 2014 Action Agenda Item No. 6 -k 1 SUBJECT: Approval of Purchase of Fourteen (14) LIFEPAK Cardiac Monitors /Defibrillators and Budget Amendment #7 -B DEPARTMENT: Emergency Services ATTACHMENT(S): 1. PHYSIO Control Quote 2. SunTrust Equipment Financing Proposal PUBLIC HEARING: (Y /N) No INFORMATION CONTACT: James Groves, 919 - 245 -6140 Kim Woodward, 919 - 245 -6133 Clarence Grier, 919 - 245 -2453 PURPOSE: To approve the purchase of fourteen (14) LIFEPAK cardiac monitors /defibrillators and Budget Amendment #7 -B. BACKGROUND: The Emergency Medical Services (EMS) Division of the Emergency Services Department (Emergency Services) currently maintains and operates a fleet of fourteen (14) LIFEPAK® 12 cardiac monitor /defibrillators. The department initially purchased these devices in 1998. At that time, five paramedic units were deployed daily in the field: including one supervisor, one assistant supervisor and three ambulances. The remaining devices were utilized for backup, special events such as football coverage, basketball games and the large, annual events such as Halloween and the Hog Day Festival. The LIFEPAK® 12's were refurbished approximately six years ago and have been in service for over twelve years. Recently, Emergency Services (ES) received notification from Physio- Control that the LIFEPAK° 12 model would no longer be serviceable in 2016. ES has researched the current monitor /defibrillators from the top five vendors and has concluded that the Physio - Control products continue to provide excellent user interface, serviceability, and excellent data integration with the County's current patient care reporting software. Physio - control made several improvements on the LIFEPAK® 12 and began offering the LIFEPAK® 15 model several years ago. Physio - control has no current plans to release any future models prior to 2016. The LIFEPAK® 15 monitor /defibrillator is the new standard in emergency care for Advanced Life Support (ALS) teams who want the most clinically and operationally innovative monitor /defibrillator device available. The LIFEPAK° 15 integrates Masimo Rainbow SET technology that monitors Sp02, Carbon Monoxide and Methemoglobin, includes a metronome to guide CPR compressions and ventilations and provides an option to escalate energy to 360 joules to shock the heart. The LIFEPAK 15 is powered by Lithium -ion battery technology, incorporates the SunVue display screen for easy view ability in bright sunlight, and data connectivity to easily and securely collect and send patient information. Similar form factor and user interface with the LIFEPAK® 12 defibrillator /monitor will ease transition and training costs. Emergency Services is recommending purchasing the entire replacement fleet so that in- service training may occur and crews will not be subject to having to use two different versions of this critical medical equipment during high -risk events. Additionally, Emergency Services is recommending the purchase of 14 LIFEPAK® 15's to accommodate nine active EMS units and two EMS Supervisors, leaving seven units for use at special events, equipment service and to ensure sufficient equipment availability should failures occur. This request is based primarily on the recommendation included in the Comprehensive Assessment of Emergency Medical Services & 911 /Communications Center Operations Study, supported by the ES Workgroup and accepted by the Board of Commissioners. Currently, of the 14 LIFEPAK® 12's that the department has in its inventory, three monitors are out of service with various issues with two of these not returning to service without significant funding due to breaks in the case that will not allow them to be certified. The attached equipment estimate, provided by PHYSIO Control, includes the list price for each unit, trade -in values given and cash discounts. FINANCIAL IMPACT: The fourteen (14) cardiac monitors /defibrillators would be purchased with installment financing with SunTrust Bank. The terms of the installment financing would be $483,174 financed at an interest rate of 1.72% with a term of five years. The annual debt service would be approximately $101,678 per year. RECOMMENDATION(S): The Manager recommends that the Board approve Budget Amendment #7 -B, the purchase of 14 cardiac monitors /defibrillators with the use of installment financing from SunTrust Bank, contingent upon review and approval of the terms and conditions by the County Attorney. To- Sergeant Christopher Pope Orange County Emergency Mgmt PO Box 8181 HILLSBOROUGH, NC 27278 Phone (919) 245 -6126 cpope @co.orange.nc us Attachment 1 Physio- Control, Inc. 11811 Willows Road NE P O. Box 97023 Redmond, WA 98073 -9723 U.S A www physio- control com tel 800.442 1142 fax 800 732.0956 Quote#: 1- 269838739 Rev#- 1 Quote Date 02/07/2014 Sales Consultant. Suzette Haile 800 -442 -1142 x 72014 FOB- Redmond, WA Terms- All quotes subject to credit approval and the following terms & conditions K, State of North Carolina, 9465B $37.00 $796.00 Contract: None Exp Date: 04/14/2014 $480 Catalog Line # /Description Qty Price Unit Disc Trade-in Unit Price Ext Total 1 99577 -001257 - LP15 MONITOR/DEFIB, CPR, 14 $36,59500 $7,31900 $3,214.29 $26,06171 $364,86400 Pace, to 360j, SPO21CO 1MetHb, 12L GL, NIBP, CO2, Trend,-BT THE LIFEPAK 15 IS AN ADAPTIV BIPHASIC FULLY ESCALATING (TO 350 JOULES) MULTI - PARAMETER MONITOR/DEFIBRILLATOR 2 PAIR QUIK -COMBO ELECTRODES PER UNIT- 11996 - 000091, TEST LOAD - 21330 - 001365, IN- SERVICE DVD - 21330 - 001486 (one per order) , SERVICE MANUAL CD- 21300 - 008084 (one per order) and SHIP KIT (RC Cable) 41577 - 000126 INCLUDED HARD PADDLES, BATTERIES AND CARRYING CASE NOT INCLUDED. 2 11141 -000115 - BASE -REDI- CHARGE MOBILE 2 $1,37,400 $27480 $0.00 $1,099.20 $2,19840 BATTERY CHARGER BASE- RED[- CHARGE BATTERY CHARGER 3 21330 - 001176 - LI -ION BATTERY 5.7 AMP 42 $42400 $8480 $0.00 $33920 $14,246.40 HOUR CAPACITY RECHARGEABLE LITHIUM -ION, WITH FUEL GAUGE 4 11140 -000072 - LP15 AC Power Supply 14 $1,52400 $30480 $0.00 $1,21920 $17,06880 5 11140 -000080 - CABLE- EXTERNAL POWER, 14 $274.00 $54.80 $000 $219.20 $3,068.80 EXTENSION CABLE - EXTERNAL POWER, EXTENSION 6 11140 - 000015 - AC POWER CORD 16 $7300 $1460 $000 $5840 $93440 7 11140 -000052 - LP 15 ADAPTER- REDI- 6 CHARGE BATTERY CHARGER LP 15 ADAPTER- REDI- CHARGE BATTERY CHARGER 8 11171 - 000049 - RAINBOW DCI ADT 14 REUSABLE SENSOR, REF 2696 RAINBOW DCI ADT REUSABLE SENSOR, REF 2696 9 11160 -000003 - NIBP CUFF- 14 REUSEABLE,CHILD 10 11160 - 000007 - NIBP CUFF - REUSEABLE,LARGE ADULT $185.00 $37.00 $796.00 $159.20 $2400 $480 14 $3200 $6.40 $000 $14800 $88800 $000 $63680 $8,91520 $0.00 $19.20 $268.80 $000 $2560 $35840 1 Quote Products (continued) Quote #: Rev #: Quote Date 11 11577 - 000002 - LIFEPAK 15 Basic Carry Case 14 $284.00 $56.80 wl right & left pouches $40.00 $560.00 Includes shoulder strap 11577 - 000001 $58.40 $817.60 12 11220 - 000028 - Top Pouch 14 $50.00 $10.00 Storage for sensors and electrodes. Insert in place of $1,471.90 $27,966.10 standard paddles. $61.50 $1,168.50 13 11260- 000039 - LP15 Rear Pouch for carrying 14 $73.00 $14.60 case 14 99428 - 000248 - LIFENETASSET - 3YR, PER 18 $147.00 $23.52 DEVICE LIFENETASSET- 3YR, PER DEVICE 15 80596- 000003 - TrueCPR Coaching Device 19 $1,795.00 $323.10 Includes TrueCPR device, USB cable for data download, 2 batteries and Instructions for Use. Limited one year warranty. 16 11260- 000044 - TrueCPR Carry Case 19 $75.00 $13.50 17 TCPR -WE - TrueCPR Extended Warranty 19 $250.00 $45.00 Adds four additional years of limited warranty coverage. Must be purchased at point of sale. Not eligible for renewal. 11 1- 269838739 1 02/07/2014 $0.00 $227.20 $3,180.80 $0.00 $40.00 $560.00 $0.00 $58.40 $817.60 $0.00 $123.48 $2,222.64 $0.00 $1,471.90 $27,966.10 $0.00 $61.50 $1,168.50 $0.00 $205.00 $3,895.00 SUB TOTAL ESTIMATED TAX ESTIMATED SHIPPING & HANDLING GRAND TOTAL Trade -in Detail Product Pricing Summary Totals List Price: Trade -ins: Cash Discounts: Tax + S &H: GRAND TOTAL FOR THIS QUOTE $452,621.84 $30,551.97 $0.00 $483,173.81 Qty Unit Value Total Value $620,888.00 - $45,000.00 - $123,266.16 + $30,551.97 $483,173.81 2 TO PLACE AN ORDER, PLEASE FAX A COPY OF THE QUOTE AND PURCHASE ORDER TO: # 800 - 732 -0956, ATTN: REP SUPPORT PHYSIO- CONTROL, INC. REQUIRES WRITTEN VERIFICATION OF THIS ORDER.A PURCHASE ORDER IS REQUIRED ON ALL ORDERS $10,000 OR GREATER BEFORE APPLICABLE FREIGHTAND TAXES.THE UNDERSIGNED IS AUTHORIZED TOACCEPT THIS ORDER IN ACCORDANCE WITH THE TERMS AND PRICES DENOTED HEREIN. SIGN TO THE RIGHT: Ref. Code: CH/00300502/1- 49251D CUSTOMER APPROVAL (AUTHORIZED SIGNATURE) NAME TITLE I.L�r: Notes: Taxes, shipping and handling fees are estimates only and are subject to change at the time of order. Shipping and handling applies to ground transport only. Physio - Control will assess a $10 handling fee on any order less than $200.00. Above pricing valid only if all items in quote are purchased (optional items not required). To receive a trade -in credit, Buyer agrees to return the trade -in device(s) within 30 days of receipt of the replacement device(s) to Physio- Control's place of business or to an authorized Physio - Control representative. Physio - Control will provide instructions for returning the device(s) and will pay for the associated shipping cost. In the event that trade -in device(s) are not received by Physio - Control within the 30 -day window, Buyer acknowledges that this quote shall constitute a purchase order and agrees to be invoiced for the amount of the trade -in discount. Invoice shall be payable upon receipt. Items listed above at no change are included as part of a package discount that involves the purchase of a bundle of items. Buyer is solely responsible for appropriately allocating the discount extended on the bundle when fulfilling any reporting obligations it might have. If Buyer is ordering service, Buyer affirms reading and accepts the terms of the Physio - Control, Inc. Technical Service Support Agreement which is available from your sales representative or http://www.physio - control.com /uploadedFiles /products /service- plans/TechnicalServiceAgreement.pdf 10 LIFEPAK 12 fully loaded trade ins under service contract. Trade -in values are a function of the market value and the condition of the device at the time of trade in, thus values may be subject to change. Please note that device serial numbers are required at time of order. TERMS OF SALE General Terms Physio - Control, Inc.'s acceptance of the Buyer's order is expressly conditioned on product availability and the Buyer's assent to the terms set forth in this document and its attachments. Physio - Control, Inc. agrees to furnish the goods and services ordered by the Buyer only on these terms, and the Buyer's acceptance of any portion of the goods and services covered by this document shall confirm their acceptance by the Buyer. These terms constitute the complete agreement between the parties and they shall govern any conflicting or ambiguous terms on the Buyer's purchase order or on other documents submitted to Physio - Control, Inc. by the Buyer. These terms may only be revised or amended by a written agreement signed by an authorized representative of both parties. Pricing Unless otherwise indicated in this document, prices of goods and services covered by this document shall be Physio - Control, Inc. standard prices in effect at the time of delivery. Prices do not include freight insurance, freight forwarding fees, taxes, duties, import or export permit fees, or any other similar charge of any kind applicable to the goods and services covered by this document. Sales or use taxes on domestic (USA) deliveries will be invoiced in addition to the price of the goods and services covered by this document unless Physio- Control, Inc. receives a copy of a valid an exemption certificate prior to delivery. Please forward your tax exemption certificate to the Physio- Control, Inc. Tax Department P.O. Box 97006, Redmond, Washington 98073 -9706. Payment Unless otherwise indicated in this document or otherwise confirmed by Physio - Control, Inc. in writing, payment for goods and services supplied by Physio - Control, Inc. shall be subject to the following terms: • Domestic (USA) Sales - Upon approval of credit by Physio - Control, Inc., 100% of invoice due thirty (30) days after invoice date. • International Sales - Sight draft or acceptable (confirmed) irrevocable letter of credit. Physio - Control, Inc. may change the terms of payment at any time prior to delivery by providing written notice to the Buyer. Delivery Unless otherwise indicated in this document, delivery shall be FOB Physio - Control, Inc. point of shipment and title and risk of loss shall pass to the Buyer at that point. Partial deliveries may be made and partial invoices shall be permitted and shall become due in accordance with the payment terms. In the absence of shipping instructions from the Buyer, Physio - Control, Inc. will obtain transportation on the Buyer's behalf and for the Buyer's account. Delays Delivery dates are approximate. Physio - Control, Inc. will not be liable for any loss or damage of any kind due to delays in delivery or non- delivery resulting from any cause beyond its reasonable control, including but not limited to, acts of God, labor disputes, the requirements of any governmental authority, war, civil unrest, terrorist acts, delays in manufacture, obtaining any required license or permit, and Physio- Control, Inc. inability to obtain goods from its usual sources. Any such delay shall not be considered a breach of Physio - Control, Inc. and the Buyer's agreement and the delivery dates shall be extended for the length of such delay. Inspections and Returns Claims by the Buyer for damage to or shortages of goods delivered shall be made within thirty (30) days after shipment by providing Physio- Control, Inc. with written notice of any deficiency. Payment is not contingent upon immediate correction of any deficiencies and Physio- Control, Inc. prior approval is required before the return of any goods to Physio - Control, Inc. Physio - Control, Inc. reserves the right to charge a 15% restocking fee for returns. The Physio - Control Returned Product Policy is located at http: / /www.physio- control. com /uploadedFiles/ support /Return Policy_3308529_A.pdf. Service Terms All device service will be governed by the Physio - Control, Inc. Technical Services Support Agreement which is available from your sales representative or http: / /www.physio- control .com /uploadedFiles /products/ service - plans /TechnicalServiceAgreement.pdf. All devices that are not under Physio - Control Limited Warranty or a current Technical Service Support Agreement must be inspected and repaired (if necessary) to meet original specifications at then - current list prices prior to being covered under a Technical Service Support Agreement. If Buyer is ordering service, Buyer affirms reading and accepts the terms of the Technical Service Support Agreement. Warranty Physio - Control, Inc. warrants its products in accordance with the terms of the standard Physio - Control, Inc. product warranty applicable to the product to be supplied. Physio - Control, Inc. warrants services and replacement parts provided in performing such services against defects in accordance with the terms of the Physio - Control, Inc. service warranty set forth in the Technical Service Support Agreement. The remedies provided under such warranties shall be the Buyer's sole and exclusive remedies. Physio - Control, Inc. makes no other warranties, express or implied, Including, without limitation, NO WARRANTY OF MERCHANTABILITY OR FITNESS FORA PARTICULAR PURPOSE, AND IN NO EVENT SHALL PHYSIO- CONTROL, INC. BE LIABLE FOR INCIDENTAL, CONSEQUENTIAL, SPECIAL OR OTHER DAMAGES. Patent & Indemnity Upon receipt of prompt notice from the Buyer and with the Buyer's authority and assistance, Physio - Control, Inc. agrees to defend, indemnify and hold the Buyer harmless against any claim that the Physio - Control, Inc. products covered by this document directly infringe any United States of America patent. Miscellaneous a) The Buyer agrees that products purchased hereunder will not be reshipped or resold to any persons or places prohibited by the laws of the United States of America. b) Through the purchase of Physio - Control, Inc. products, the Buyer does not acquire any interest in any tooling, drawings, design information, computer programming, patents or copyrighted or confidential information related to said products, and the Buyer expressly agrees not to reverse engineer or decompile such products or related software and information. c) The rights and obligations of Physio - Control, Inc. and the Buyer related to the purchase and sale of products and services described in this document shall be governed by the laws of the State of Washington, United States of America. All costs and expenses incurred by the prevailing party related to enforcement of its rights under this document, including reasonable attorneys fees, shall be reimbursed by the other party. El 7 Attachment 2 SUMMARY OF TERMS AND CONDITIONS Lessee: Lessor: Property Subject to Lease: Maximum Principal Component: Interest Rate: Lease Term: Anticipated Commencement Date: Payment Frequency: Orange County, NC ( "Lessee ") SunTrust Equipment Finance & Leasing Corp. ( "Lessor ") Various equipment (the "Property ") $500,000 Option 1 (prepayment at 101% of outstanding balance): 1.72% Option 2 (prepayment at 100% of outstanding balance: 1.92% The above - referenced Interest Rates will be subject to upward adjustment during the Term in the event of a default by the Lessee. 59 months (the "Term ") 6/1/14 Annual payments commencing 511115. Based on the anticipated commencement date identified above, a proposed payment schedules are attached. The attached separate schedules will be combined under a single schedule at closing. Structure: Lease /purchase financing under a Master Lease /Purchase Agreement and an Equipment Schedule (the "Agreement ") Rental payments will be subject to annual appropriation. Lessee will be responsible for all costs and expenses associated with operation, maintenance, taxes and insurance. Security: A security interest in the Property. Prepayment: Option 1: Prepayable in whole on any payment date at 101% of the amount prepaid. Option 1: Prepayable in whole on any payment date at 100% of the amount prepaid. Attachment 2 Issuance Costs: Lessee will pay a documentation fee of $100 plus UCC fees. Tax Status: The Interest Rate has been established on the assumption that Lessee is a state or political subdivision within the meaning of Section 103 of the Internal Revenue Code, and that therefore interest will be exempt from federal income tax. Lessee will make customary representations, warranties and covenants to establish and maintain the exemption. If qualified, Lessee will designate the Agreement as "bank qualified." If the interest component of rental payments is determined to be taxable, Lessee will pay Lessor on demand such amounts (including additional interest, fines, penalties and other additions to tax) as will restore to Lessor its contemplated after -tax yield on the financing. The Interest Rate will be subject to upward adjustment during the Term if the federal corporate income tax rate is reduced (or the benefit of the interest income exclusion capped) to account for the reduced value of the interest income exclusion to Lessor. Opinions: Lessee will deliver an opinion of its counsel in form and substance satisfactory to Lessor. All opinions shall expressly provide that successors and assigns of Lessor may rely on them. Documentation: Lessor's standard form documentation, which such proposed changes as Lessor may approve in its sole discretion. Funding: An escrow account at SunTrust Bank will be established to hold the financing proceeds. Monies in escrow will be disbursed from time to time, upon delivery of documentation specified in the escrow agreement and approval of Lessor, to pay costs of the Property. Lessee will pay a $250 fee for the account set up and administration. The fee will be paid for out of the escrow earnings. However, in the event the escrow account does not earn sufficient interest to pay the escrow fee, the Lessee agrees to pay the shortfall amount. Any excess interest earnings above $250 will be for the benefit of the Lessee. If Lessee intends to be reimbursed for any equipment cost associated with the Agreement, intent for reimbursement from the proceeds of the Agreement must be evidenced, and must qualify under the Treasury Regulation Section 1.150.2. 9 Attachment 2 Market Disruption: Notwithstanding anything contained herein to the contrary, in the event any material change shall occur in the financial markets after the date of this proposal, including but not limited to any governmental action or other event which materially adversely affects the extension of credit by banks, leasing companies or other lending institutions, Lessor may modify the indicative pricing described above. Credit Approval: This proposal is subject to credit approval. Proposal Expiration: This proposal expires on April 17, 2014, if not awarded to Lessor by a written notification on or before that date. If so awarded, Lessor will honor the quoted rate for a closing on or before June 1, 2014.