REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF THE COUNTY OF SAN BERNARDINO
AND RECORD OF ACTION
October 27, 2020
FROM
WILLIAM L. GILBERT, Director, Arrowhead Regional Medical Center
TERRY W. THOMPSON, Director, Real Estate Services Department
SUBJECT
Title
Purchase of Ultra-Low Temperature Freezer and Capital Improvement Project for Arrowhead Regional Medical Center and Budget Adjustment
End
RECOMMENDATION(S)
Recommendation
1. Approve Arrowhead Regional Medical Center’s purchase of an Ultra-low Temperature Freezer from Laboratory Equipment Company (as a reseller for PHC Corporation of North America), in the amount of $11,525, to store anticipated COVID vaccines.
2. Approve Arrowhead Regional Medical Center Capital Improvement Program Project 21-135 (WBSE 10.10.1129) in the amount of $30,870, to alter the room for seismic anchoring of the freezer, and compensate for licensing and fees, IS/Telecommunication improvements and professional services as required by Office of Statewide Health Planning and Development regulations
3. Approve appropriation and revenue adjustments to fund the Capital Improvement Program project and authorize the Auditor-Controller/Treasurer/Tax Collector to post the necessary budget adjustments, as detailed in the Financial Impact Section, for expenses related to COVID-19 preparedness. (Four votes required).
(Presenter: William L Gilbert, Director, 580-6150)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Provide for the Safety, Health and Social Service Needs of County Residents.
Pursue County Goals and Objectives by Working with Other Agencies.
FINANCIAL IMPACT
Approval of these recommendations will not result in the use of Discretionary General Funding (Net County Cost). Arrowhead Regional Medical Center (ARMC) is requesting a budget adjustment in the amount of $42,395 to fund the purchase of an Ultra-Low Temperature Freezer and to perform structural improvements for seismic anchoring of the freezer, and compensate for licensing and fees, IS/Telecommunication improvements and professional services as required by Office of Statewide Health Planning and Development (OSHPD) regulations. The purchase of the equipment and project will be funded by the Federal Coronavirus Aid Relief, and Economic Security (CARES) Act funds. This item authorizes the Auditor-Controller/Treasurer/Tax Collector to post the following adjustments to the 2020-21 budgets:
|
Fund Center |
WBSE |
Commitment Item/GL Account |
Description |
Action |
Amount |
|
9110004200 |
N/A |
54404040 |
Equipment |
Increase |
$11,525 |
|
9110004200 |
N/A |
55305030 |
Operating Transfers Out |
Increase |
$30,870 |
|
9110004200 |
N/A |
40509198 |
COVID-19 |
Increase |
$42,395 |
|
7700003100 |
10.10.1129 |
54304030 |
Improvements to Structures |
Increase |
$30,870 |
|
7700003100 |
10.10.1129 |
40909975 |
Operating Transfers In |
Increase |
$30,870 |
BACKGROUND INFORMATION
ARMC is a state-of-the-art, acute care facility. ARMC offers the latest in patient care by providing a full range of inpatient and outpatient services, four off campus community health centers, behavioral health inpatient services and numerous specialty services. ARMC is fully accredited by the Centers for Medicare and Medicaid Services (CMS) and The Joint Commission (TJC).
ARMC has taken significant steps to prepare for public health impacts, particularly as the State of California and the County of San Bernardino have declared a State of Emergency due to COVID-19. Currently, State, and local jurisdictions are developing operational plans for early COVID-19 vaccination when vaccine supply may be constrained, two of which may receive FDA approval (or Emergency Use Authorization) later this year. These mid-year budget adjustments are needed to ensure ARMC is prepared and equipped to receive and house vaccines that become available.
To extend the life of the anticipated COVID-19 vaccines, freezers that can maintain ultra-low temperatures of between -50C and -86C are required. Of the two COVID-19 vaccines, one formulation requires an ultra-cold storage temperature of -70C. In preparation for receipt of these COVID-19 vaccines, ARMC must purchase the Ultra-Low Temperature Freezer and perform structural improvements for seismic anchoring of the freezer in the room where it will be located, as well as compensate for licensing and fees, IS/Telecommunication improvements and professional services as required by OSHPD regulations.
ARMC is coordinating with San Bernardino County Real Estate Services Department - Project Management, to oversee and conduct structural improvements for seismic anchoring of the selected freezer, as well as to compensate for licensing and fees, IS/Telecommunication improvements and professional services as required by OSHPD regulations.
The recommended action will authorize ARMC to purchase the Ultra-Low Temperature Freezer through the issuance of a Purchase Order with the County’s standard term and conditions, and to make necessary structural alterations to properly anchor the freezer in the room where it will be located, and compensate for licensing and fees, IS/Telecommunication improvements and professional services as required by OSHPD regulations.
Approval of this item will provide for the health and safety of County residents by ensuring the readiness of ARMC to acquire and store COVID-19 vaccines as they become available.
PROCUREMENT
Approval of this item allows for the purchase of one Ultra-Low Freezer, an unbudgeted fixed asset, to store COVID-19 vaccines. ARMC received quotes from three manufacturers as listed below:
|
Proposer |
Location |
|
LAB RepCO |
Horsham, PA |
|
Helmer Scientific |
Noblesville, IN |
|
Laboratory Equipment Company |
Wooddale, IL |
ARMC conducted a review of the quotes and selected Laboratory Equipment Company based on competitive pricing.
Professional services required by OSHPD regulations will be accomplished through use of existing on call contracts. Improvements to the structure and infrastructure will be accomplished either through use of existing Job Order Contract, or by obtaining 3 quotes and selecting a contractor as required and permitted by County Policy and California Public Contract Code Section 22032.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Charles Phan, Deputy County Counsel, 387- 5455 and Katherine M. Hardy, Deputy County Counsel, 387-5455) on October 9, 2020; County Purchasing (Ariel Gill, Buyer III, 777-0722) on October 9, 2020; Auditor-Controller/Treasurer/Tax Collector (Guy Martinez, Financial Section Chief, 382-7029) on October 12, 2020; Real Estate Services Department, (Jennifer Costa, Assistant Director, 387-5380) on October 9, 2020; Finance (Yael Verduzco, Administrative Analyst, 387-5285 and Wen Mai, Principal Administrative Analyst, 387-4020) on October 14, 2020; and Matthew Erickson, County Chief Financial Officer, 387-5423) on October 15, 2020.