REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
February 25, 2025
FROM
ANDREW GOLDFRACH, ARMC Chief Executive Officer, Arrowhead Regional Medical Center
SUBJECT
Title
Amendment to Agreement with Linet Americas, Inc. for Preventative Maintenance and Repair of Hospital Beds
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 4 to Agreement No. 22-40 with Linet Americas, Inc. for hospital bed and stretcher maintenance and repair services to increase the contract amount by $268,698, from $1,368,739 to an amount not-to-exceed $1,637,437, and to extend the term for one additional year, for a total contract period of March 1, 2021 through March 1, 2026.
(Presenter: Andrew Goldfrach, ARMC Chief Executive Officer, 580-6150)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Provide for the Safety, Health and Social Service Needs of County Residents.
FINANCIAL IMPACT
Approval of this item will not result in the use of Discretionary General Funding (Net County Cost). The cost of $268,698 is funded by State Medi-Cal, Federal Medicare, private insurances, and other departmental revenue. Funding sources may change in the future pending any legislative activity related to the repeal and/or replacement of the Affordable Care Act. Adequate appropriation and revenue have been included in the Arrowhead Regional Medical Center (ARMC) 2024-25 budget and will be included in the 2025-26 recommended budget.
BACKGROUND INFORMATION
Amendment No. 4 to Agreement No. 22-40 (Agreement) will allow ARMC to continue to use Linet Americas, Inc. (Linet) to provide preventive maintenance and repairs to the hospital’s beds. Extending the term of the Agreement by one year will allow additional time for a competitive solicitation process to be completed.
The hospital currently has 456 beds to provide medical treatment to County residents. Both scheduled preventative maintenance and unexpected repair services are needed to ensure the maximum number of beds remain operational at all times. During the COVID-19 pandemic, it was critical to move beds from one area of the hospital to another with more frequency, which led to an increased need for maintenance and repair, resulting in excessive wear and tear and damage to the hospital’s beds.
On January 27, 2021, as a result of a non-competitive procurement, the Purchasing Agent executed the Agreement with Linet for preventative maintenance and extended warranty services in an amount not-to-exceed $403,184. However, Linet did not deem the contract effective until March 1, 2021, when it started to provide services under the Agreement.
The COVID-19 pandemic resulted in excessive wear and tear and damage to the hospital’s beds outside the scope of the extended warranty coverage. Therefore, on January 25, 2022 (Item No. 9), The Board of Supervisors (Board) approved Amendment No. 1 with Linet, to expand the scope of repair services for hospital beds, increase the contract amount by $346,816, from $403,184 to an amount not-to-exceed $750,000, and to affirm the contract period of March 1, 2021 through February 29, 2024.
On October 25, 2022 (Item No. 15), the Board approved Amendment No. 2 with Linet to expand the scope of preventative maintenance and repair services to include 123 stretchers, and to increase the contract amount by $317,908, from $750,000 to an amount not to exceed $1,067,908, with no change to the contract period of March 1, 2021 through February 29, 2024.
On February 27,2024 (Item No. 17), the Board approved Amendment No. 3 with Linet to expand the scope of preventative maintenance and repair services to include 123 stretchers, and to increase the contract amount by $300,831, from $1,067,908 to an amount not to exceed $1,368,739, and extend the term for one additional year, for a total contract period of March 1, 2021 through February 28, 2025.
On December 15, 2023, Request for Proposal (RFP) No. ARMC124-ARMC-5217 was released and posted on the County’s Electronic Procurement Network to procure maintenance and repair services for ARMC’s hospital beds. In order to improve patient care and bed availability, bed optimization is required through bed management. Bed management provides preventative maintenance, inspections, tracking and transporting of beds, reporting, staffing and program management. Bed management was added to the scope of work to meet the needs of ARMC, and as a result, the RFP was canceled.
On May 31, 2024, RFP No. ARMC124-ARMC-5385 was released and posted on the County’s Electronic Procurement Network to procure bed management, maintenance, and repair services for ARMC’s hospital beds. The Amendment will allow Linet to continue providing these services and give ARMC time to complete the RFP process to establish a new five-year contract.
ARMC recommends approval of Amendment No. 4 as the continued maintenance and repair of hospital beds and stretchers will provide for the safety and health needs of County residents as they undergo surgeries or receive various patient care services at the hospital and allow for the completion of the RFP process with a comprehensive scope of work that includes bed management.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Charles Phan, Supervising Deputy County Counsel, 387-5455) on January 28, 2025; Purchasing (Veronica Pedace, Buyer III, 387-2464) on January 28, 2025; ARMC Finance (Chen Wu, Finance Budget Officer, 580-3165) on January 30, 2025; Finance (Jenny Yang, Administrative Analyst, 387-4884) on February 3, 2025; and County Finance and Administration (Valerie Clay, Deputy Executive Officer, 387-5423) on February 3, 2025.