Loading...
HomeMy WebLinkAbout6.3 Motion to approve waiving the competitive bidding requirements and approve the Foreign Fire Tax Fund purchase of eighteen (18) controlled substance storage safes for an amount not to exceed $66,809.MORA r Item Cover Page Subject Motion to approve waiving the competitive bidding requirements and approve the Foreign Fire Tax Fund purchase of eighteen (18) controlled substance storage safes for an amount not to exceed $66,809. Meeting July 7, 2026 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD Fiscal Impact (Y/N) Y Dollar Amount $66,809 Budget Source Foreign Fire Insurance Fund Category CONSENT AGENDA Type Action Item Information This proposal seeks to approve waiving the competitive bidding requirements for the purchase and implementation of a department -wide controlled substance storage and tracking system (CompX) for all front-line apparatus, reserve apparatus and fire stations. The system will include secure narcotic safes for vehicles and stations, along with integrated accountability software for inventory tracking, accountability and compliance with DEA and state reporting requirements. The purpose of the system is to enhance security, accountability, and operational efficiency in the management of controlled substances carried on all EMS units. The current system utilizes paper and pen documentation and, although it currently meets standards, it does not reduce or eliminate the probability of human error with documentation and most importantly does not constantly track the presence of controlled substances in the safe. When a paramedic makes a documentation error regarding which specific vial of a specific controlled substance was given to a patient, a formal investigation is initiated by the EMS System. The proposed CompX system will reduce the risk of human error and diversion, streamline inventory tracking, and provide accurate reporting capabilities. The system directly benefits the department by improving controlled substance accountability, reducing liability, and ensuring compliance with regulatory requirements. It enhances daily EMS operations by providing secure, reliable access to medications while maintaining strict tracking operations. This system supports personnel by streamlining and simplifying documentation, reducing manual tracking errors, and improving efficiency during shift changes and audits. It protects the department from potential legal and financial risks associated with controlled substance management and allows a prompt, detailed log of accountability in the event of a DEA audit. The following request for purchase was recently presented to the Foreign Fire Insurance Board for purchase, and was approved by both the board and the general membership. Purchase request of $66,809 for 18 CompX Security Safes to be distributed as follows: • 6 ambulances (4 front line, 2 reserves) • 8 fire vehicles (5 front line, 3 reserves) • 4 fire stations (1 safe in each fire station to house medications when vehicle is out of service for maintenance) ** All reserve vehicles must be equipped with safes for continued tracking and accountability** Discussion The MPFD EMS Committee researched and evaluated three companies that manufacture controlled substance safes: CompX Security Products, Medix Safe & NarcBox. The EMS Committee requested approval to purchase the CompX Security Products safes for the following reasons: 1. No ongoing cost to upgrade software or maintain data. 2. Located in Grayslake, IL, which allows expedited service if repairs are needed. 3. Meet DEA and State requirements for tracking and recording. CompX (EMS Committee Choice) — Has an intal upfront cost of $66,809 with an optional $500 flat fee a year IT support. Replacement RFID tags (<$1.00 ea.). The company is located in Grayslake, customer representatives are responsive, safe updates are done remotely, and it is not network -based. There is no cloud storage, the Village would own stored data. No risk of cyberattacks or accessing data, in addition to no risk of going down and not being able to record the audit trail. The service provides limited ongoing expenses. A company representative dropped off a demo unit for the department to see and staff were very pleased with it. Issues with CompX included higher upfront costs and only a 1-year manufacturer's guaranteed warranty. The customer service representative did state that the company will assist local agencies after one year. Medix Safe — Has an upfront cost of $56, 193, which includes a 25% discount that will go away beginning in June 2026. After the first 3 years, we would need to renew the link licensing. The mandatory minimum term for each license is 3 years. The total cost for one 3- year link license is $1,368 and each safe needs its own. This is a total of $24,,624 every 3 years. Lifetime Warranty for safes with continued link licensing. Software updates are pushed out through the cloud. Issues with Medix Safe included needing to purchase a link license to get cloud -based storage, no option for network -based storage, and firmware updates requiring connection to a network and power, meaning the Department cannot use the safes during that time. In addition, the safes carried significant ongoing costs. The representative who performed the demo was not prepared and did not have a safe for the demo and instead showed a demo video. The company is based out of Florida, the price will increase in June, and after 3 years tags are $100/pack (100 tags per pack). NarcBox -The upfront cost of Narcbox is $44,065. The continued cost of these safes is $185/device ($3,330 a year) for data storage, reporting, tags, and seals OR we can pay $900 per box every 4 years ($16,200) to get the upgraded software, but this price is subject to increase. RFID tags included in cost for the first 4 years. Issues with NarcBox included the company being based in Utah, Software updates/maintenance would require the department to send each safe to their headquarters in Utah, Ongoing cost every 4 years, and only a 1-year limited warranty. While our current controlled -substance storage and documentation process meets applicable standards, it relies on handwritten records. This system would reduce the potential for handwritten errors, improve tracking and accountability, and assist with inventory control, audits, and DEA/state reporting requirements. The EMS Committee reviewed multiple storage safe options and recommended CompX based on functionality, cost, limited ongoing expenses, data storage, and service considerations. The total purchase request is $66,809 and would be funded through the Foreign Fire Insurance Fund. The request was reviewed and approved by the Foreign Fire Insurance Board, as well as the general membership. Alternatives 1. Waive the bidding process and approve Foreign Fire Insurance Fund purchase of 18 CompX controlled substance storage safes 2. Action at the discretion of board Staff Recommendation Staff recommends waiving the bidding process as this is a sole source due to the product's unique automated inventory control, tracking, and reporting capabilities and approve Foreign Fire Insurance Fund purchase of 18 CompX controlled substance storage safes Attachments 1. Mt Prosp FD Sole Source Letter 2. CompX Narc Box Quote Mount Prospect Fire Dept 111 E Rand Rd Mou�nt Prospect, IL 601056 Attn,- Tina Hayes 2MEEM Thank you for your interest in CompX Security Products, and our NARC iD system with these unique features: 1) Auto Enrolling of all drugs requiring zero manual entry by personnel to identify substances. 2) Automated Inventory control and reports of usage of all drugs availabile in real time. 3) Tracking the expiration dates and precise vial locations in real time. 4) Patented colored coded RFID caps that prevent the need to read small print on the vials. 5), Wasting and usage tracking at the ambulanice"s IC vault display. 6) CompX eLocks, can use existing HID Credentialing, if Mount Prospect Fire Department chooses to use the credentials they use on their buildings or on their vehicles. I Please be advised that CompX is the solle manlufacturer of the WS-PRI(P-NARC-ID and WS-PRKP-NARC- ID-XSM you are looking to purchase. These our manlufacturii'ng plant in Grayslake, IL with domiestically built electronic assemblies. We have been directly supplying quality i electronic products to the EMS community for over 15 years and healthcare systems for more than, 25 years. We have been supplying mechani'cal locks to the healthcare industry since 1903. We look forward to working with you in the very near future. Please let me know if you need any additional information. well JP/ Aaron M McMahon Director of EMS Sales COMPX SECURITY PRODUCTS CC: Jesse Kostelyk CompX Security Products 715 Center Street Grayslake, Illinois 60030 847 75,2 2424 phone * 847 752 2,417 fax compx Fort 15 Center Stmet u Grayslake, I60030 Telephone 4 7 /" 5- 4 4 Facsimile 647 / 5-4 1 eLock QUOTATION Page 1 of I Mount Prospect Fare Quote .- 19057R1 111 E. Rand Rd. Mount Prospect, IL 60056 Date.- 4/1612026 tftn' Time Hayes Al prices are F,O-B Grayslake„ llrinons unll ss olherWse noted 47w7- Quoteit ton date,:!6/1612026 e ary Wased to submil the f2LI urt , r tion f�or Part .. � ,X ' oI, ! l ' fl u I t t tr rtt I ru T I WS--PRKP-NARG-lD NARC D Inventory Control Standard Sized Box utilizingIProx and'10 $3,651 �50 $36,515��00 Numerical Keypad for access. Unit III Wl-FI enabled for networking and includes one standard sized tote,. WS-PRKP-NARCAD-SM NARC D Inventory Control Compact Sized Box ublizing Rrox/INumerical 3p 3 , 50 $29,044.00 FOCIKVgEVV-5u - RO Lockview 5 Software with NARC iD Inventory Control 1 75$750.00 Includes 1 server and 1 client Duns TECH SUPPORT I ' R T ec r m nded Annual Service Contract which IndWes Technical Support 1 $500,00 $500m00 and Software Updates I Capsules, Caps and Tags are sold separately Freight Charge is determined at tlime of shipping Ty 9-00 $66Y t liiC r e T8D us bas ct on nuuir qr s ni, y i llio d Actual scheduling �s sciba ct try OUrworkload atihe time your order us placed We thank you for the opportunity to quote on this work and hope we may be r service to you Respectfully submitted, COMPX T Jesse Kos;Wyk 1 /d F-84-103 16979