SUBJECT: CONSENT AGENDA
Title
A Resolution of the Board of Trustees of the Town of Erie Authorizing the Emergency Purchase of COVID Testing Stations from Thermal Safety Center and Municipal Parking Services, Inc. with CARES Act Funding
Body
DEPARTMENT: Administration
PRESENTER: Farrell Buller, Deputy Town Administrator
FISCAL INFORMATION:
Cost as Recommended: $ 99,500 in total
Balance Available: $ 0
Budget Line Item Number: various
New Appropriation Required: Yes - is included in 2nd Supplemental Budget Request
STAFF RECOMMENDATION:
Recommendation
Approve the Resolution to authorizing the emergency purchase of COVID Testing Stations
End
SUMMARY AND BACKGROUND OF SUBJECT MATTER:
The Town has received funding though both Weld and Boulder Counties for CARES Act funds related to the pandemic. These funds allow purchase of supplies and protective equipment to prevent the spread of COVID-19 as long as they are purchased by December 31, 2020. The supplies and equipment can be used through December 31, 2021.
Staff determined that a high priority protective measure would be to install COVID-19 symptom testing stations in all Town facilities. Lori Wisner, Risk Manager, researched a wide variety of options for and submitted the following recommendation to the team responsible for the allocation of CARES Act funds:
1. Jogan Thermal Checkpoint (<https://thermalcheckpoint.com/>) $38,500 per unit (plus annual software license)
a. Measures temperature at tear ducts instead of the forehead so it is a more accurate measurement (anyone wearing glasses would need to remove their glasses to check temperature). When the temperature of the skin on the forehead is used it can be significantly impacted by the environment leading to decreased accuracy.
b. Uses text communications to ask additional questions (about other possible symptoms, for example). The questions asked and information provided by text is completely customizable, can be changed at any time, and can be linked to temperature scan using QR code that is sent back to the individual.
c. Can be used by both employees and visitors.
i. Data is stored in a HIPPA compliant database.
ii. No additional requirements of our network to ensure this IPPA compliance.
d. We can upload information into the kiosk system to link temperature/symptom screening data with employee # for example.
e. Is ADA compliant. The viewing window is wide enough to capture individuals at lower heights (sitting in a wheelchair for example) and up to 6’8”
f. The company is local - located off of 76th and Washington and they have another location in Longmont.
g. The units do not include parts/software from China that have been banned by the Federal Government for use in the US (<https://ipvm.com/reports/aug-13-2019>).
h. Is the only system staff found that fully meets/exceeds the FDA recommendations
i. Does qualify for COVID funding and reimbursement options including FEMA, CARES Act, and/or other state and local stabilization funding packages
2. Sentry Health Kiosk (<https://sentryhealth.life/>) $9,500 per unit (plus annual software license)
a. This is the second choice because it uses forehead temperature measurement instead of the temperature at the tear ducts.
b. Does not fully meet the FDA recommendations.
Based on these pros and cons, staff determined that a combination of the two systems would be purchased in order to be able to place a testing station at each Town Facility. The more expensive Jogan systems were selected to be placed at the Erie Community Center and Leon A. Wurl Service Center with the less expensive Sentry units to be placed at Town Hall, Water Treatment Facility, Wastewater Treatment Facility, and two units at the Police Department (one for the public and one for staff).
In order to get the systems ordered and installed in a timely manner purchase orders were authorized and issued under Section 18 of the Purchasing Policy:
Section 18 - Emergency Procurement
Notwithstanding any other provision of this policy, the Town Administrator or designee may make or authorize others to make emergency procurement when there exists a threat to public health, welfare, or safety under emergency conditions. The required purchasing procedures stipulated in other areas of this policy may be waived for emergency purchases where necessary. A written determination of the basis for emergency and for the purchase or selection of the particular vendor or contractor shall be included with the purchase documentation. A summary of all emergency purchases shall be submitted for review by the Board of Trustees at the earliest Board meeting possible if in excess of $25,000.
With this project underway staff anticipates the testing stations will be operational by the end of October 2020.
Fiscal Impact:
The purchase of these testing stations has been budgeted in the 2nd Supplemental budget request and are eligible for reimbursement through CARES Act funding.
Board Priority(s) Addressed:
ü Safe and Healthy Community
ü Fiscally Responsible
ATTACHMENTS:
1. Resolution
2. Quote from Thermal Safety Center for Jogan Thermal Checkpoints
3. Quote from Municipal Parking Services, Inc. for Sentry Health Kiosks