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HomeMy WebLinkAboutItem 12 - Agreement for Standards of Coverage and Emergency Medical Services StudyFinance and Management Services www.santa-ana.org/finance Item # 12 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report March 3, 2026 TOPIC: Standards of Coverage / Emergency Medical Services Study AGENDA TITLE Agreement with PWW Advisory Group, LLC for Consultant Services to Conduct a Citywide Standards of Coverage / Emergency Medical Services Study (Specification No. 25-136) (General Fund) RECOMMENDED ACTION Authorize the City Manager to execute an agreement with PWW Advisory Group, LLC to conduct a Standards of Coverage / Emergency Medical Services Study in an amount not to exceed $154,983 for a term beginning March 3, 2026 and expiring March 2, 2027, with provisions for one 1-year extension (Agreement No. A-2026-XXX). GOVERNMENT CODE §84308 APPLIES: Yes DISCUSSION In 2012, the City of Santa Ana dissolved its municipal fire department, and began delivering fire suppression and Emergency Medical Services (EMS) through external contracts. Since this transition, the City has navigated significant complexities in managing its contracts with the Orange County Fire Authority (OCFA) and Falck Mobile Health, Inc. (Falck). Concerns regarding the EMS program have been voiced in the past; and during the FY 25-26 budget cycle, the City Council funded an additional ambulance unit. While the City expected this to improve response -time performance, it did not resolve the underlying challenges of contractual oversight. Recognizing a lack of in-house subject -matter expertise, staff issued Contractual Oversight Outsource for Emergency Medical Services (EMS) RFP 25-106 on August 21, 2025 for professional assistance. However, this RFP was later canceled for two reasons: proposals received were not what was requested, and staff determined it would be best to start with a comprehensive review of the City's entire EMS structure. Prior to the initial RFP, the City discovered its ambulance contract was unclear regarding response -time calculations, leading to disagreements between ambulance and fire on how response -time performance is measured. Additionally, the emergency dispatch Standards of Coverage / Emergency Medical Services Study March 3, 2026 Page 2 process remains a concern; as current routing procedures illustrated below can delay ambulance deployment. Figure 1. Call Intake Workflow caller is near a 'r"' "" """" "" determines if freeway. then medical / fire- an ambulance Note: The time it takes to process a call is variable and depends on factors such as system infrastructure, call type, the amount of information needed, connectivity of the phone service, the mental/emotional state of the caller, and the experience of the dispatcher taking the call. The City's oversight structure has also created potential conflicts of interest. Under the current ambulance agreement, OCFA has some responsibility for overseeing Falck; however, the City's contract with OCFA does not include this responsibility. When the County released a 9-1-1 ambulance services RFP on March 3, 2025, both OCFA and Falck competed for the contract, which the Board of Supervisors ultimately awarded to Falck on August 12, 2025. During 2025, the City began collaborating with Orange County Emergency Medical Services (OCEMS), the regional regulatory body, to better understand EMS mandates and verify Falck compliance. To date, information from OCEMS indicates the ambulance provider is meeting its contractual obligations. Staff anticipates that a comprehensive "Standards of Coverage" study will identify the root causes of recurring concerns and provide a roadmap for regional EMS innovation. This study will include a deep legal and operational analysis of current constraints and opportunities. A critical component will be identifying sustainable funding strategies, particularly given the City's heavy reliance on Medicare and Medi-Cal, and the rising costs of service from both Falck and OCFA. Most recently, OCFA has requested $2.5 million of funding for an additional paramedic unit in the City. Beyond finances, the review will explore modernizing service delivery through telehealth and telemedicine, while developing public education initiatives on the most effective ways to utilize the ambulance system. To facilitate this study, staff issued RFP No. 25-136 on November 10, 2025, via the City's online bid management system. A summary of the vendor participation and results follows: Standards of Coverage / Emergency Medical Services Study March 3, 2026 Page 3 970 Vendors Notified 0 Santa Ana Vendors Notified 20 Vendors Downloaded the RFP Packet 3 Proposals Received 0 Proposals Received from Santa Ana Vendors Proposals were solicited, opened on December 4, 2025, and evaluated. Three (3) proposals were submitted by the RFP deadline and determined to be responsive to the specifications, and met the City's requirements. An evaluation committee reviewed the responsive proposals and rated them according to the criteria listed in the RFP. Staff recommends awarding an agreement to the highest -ranked firm, PWW Advisory Group ("PWW I AG") (Exhibit 1). The proposal submitted by PWW I AG was found to meet the City's needs, offers the best value, and is appropriate for the services requested. PWW I AG possesses a strong background and experience, understanding of the scope of work, and value-added customer service. The agreement also includes flexibility to address unforeseen or additional services, as needed. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT Funding is included in the approved FY 2025-26 budget; no additional allocations are requested at this time. Fiscal Accounting Unit — Fund Accounting Unit, Year Acct # Description Acct Description Amount 2025-26 01115017 - 62300 General Fund Contact Services $154,983 Professional EXHIBIT(S) 1. Consultant Agreement with PWW Advisory Group, LLC Submitted By: Kathryn Downs, Assistant City Manager Alexander Trinidad, Executive Director Finance and Management Services Agency Approved By: Alvaro Nunez, City Manager EXHIBIT 1 CONSULTANT AGREEMENT BETWEEN PWW ADVISORY GROUP, LLC AND THE CITY OF SANTA ANA TO CONDUCT AN EMS STANDARDS OF COVERAGE STUDY THIS AGREEMENT is made and entered into on this Yd day of March, 2026 by and between PWW Advisory Group, LLC, a Delaware limited liability company ("Consultant"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. On November 10, 2025, the City issued Request for Proposal No. 25-136 ("RFP) seeking to retain a Consultant having special skill and knowledge in the field of EMS system design, operational performance evaluation, deployment modeling, compliance, and strategic EMS consulting in order to conduct a City-wide EMS Standards of Coverage Study. B. Consultant submitted a responsive proposal that was selected by the City. Consultant represents that it is able and willing to provide the services described in the scope of work that was included in RFP No. 25-136, which is attached hereto as Exhibit A. Consultant's responsive proposal to RFP No. 25-136 shall be incorporated herein by reference as though fully attached to this Agreement C. In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES Consultant shall perform during the term of this Agreement, the tasks and obligations including all labor, materials, tools, equipment, and incidental customary work required to fully and adequately complete the services described and set forth in Scope of Services - Exhibit A, attached hereto and incorporated by reference. 2. COMPENSATION a. City agrees to pay, and Consultant agrees to accept as total payment for its services for City, the rates and charges identified in Compensation - Exhibit B. The total amount to be expended during the term of this Agreement shall not exceed $154,983.40, which is comprised of a base amount of $140,894, plus a 10% contingency in the amount of $14,089.40, to be exercised at City's sole discretion. b. Payment by City shall be made within forty-five (45) days following receipt of proper Page 1 of 8 invoice evidencing work performed, subject to City accounting procedures. City and Consultant agree that all payments due and owing under this Agreement shall be made through Automated Clearing House (ACH) transfers. Consultant agrees to execute the City's standard ACH Vendor Payment Authorization and provide required documentation. Upon verification of the data provided, the City will be authorized to deposit payments directly into Consultant's account(s) with financial institutions. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. 3. TERM This Agreement shall commence on the date first written above for a one (1) year term with the option for the City to grant up to a one (1) year extension, exercisable by a writing by the City Manager and the City Attorney, unless terminated earlier in accordance with Section 15, below. 4. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer -employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. 5. OWNERSHIP OF MATERIALS This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Consultant under this Agreement ("Documents & Data"). Consultant shall require all subcontractors to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement. Consultant represents and warrants that Consultant has the legal right to license any and all Documents & Data. Consultant makes no such representation and warranty in regard to Documents & Data which were provided to Consultant by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City's sole risk. Page 2 of 8 6. INSURANCE Insurance requirements are attached hereto as Exhibit C. 7. INDEMNIFICATION Consultant agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees, contractors, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which may arise from the negligent operations of the Consultant, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Consultant's services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant. 8. INTELLECTUAL PROPERTY INDEMNIFICATION Consultant shall defend and indemnify the City, its officers, agents, representatives, and employees against any and all liability, including costs, for infringement of any United States' letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Consultant to the City pursuant to this Agreement. 9. RECORDS Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement. Page 3 of 8 10. CONFIDENTIALITY If Consultant receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Consultant agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. "Confidential Information" shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Consultant without reference to information disclosed by the City. 11. CONFLICT OF INTEREST CLAUSE a. Consultant covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. b. No immediate family members of either the Mayor, City Council Member, or any appointed City Official, including appointed board and commission members, as defined under the City's Municipal Code, whose position with the City shall award or influence the award of this Agreement, or any competing contract or amendment thereof, shall be employed in any capacity by the Consultant or have any other direct or indirect financial benefit or interest in this Agreement. c. The section also prohibits the awarding of any agreement, contract, grant, or any amendment to those awards, to any former full-time employee for one-year from date of employee separation except for any Ca1PERS retiree as authorized by City Council resolution d. The Consultant must comply with all conflict of interest laws, ordinances, and regulations now in effect or hereafter to be enacted during the term of this Agreement. The Consultant warrants that it is not now aware of any facts which conflict with the prohibitions defined above. If the Consultant hereafter becomes aware of any facts that might reasonably be expected to create a conflict of interest, it must immediately make full written disclosure of such facts to the City. Full written disclosure must include, but is not limited to, identification of all persons implicated and a complete description of all relevant circumstances. Failure to comply with the provisions of this paragraph will be a material breach of this Agreement. e. Consultant covenants that none of its directors, officers, employees, or agents shall Page 4 of 8 participate in selecting or administrating any subcontract supported (in whole or in part) by City funds stemming from the Agreement where the awarding of the subcontract has any direct or indirect financial benefit or interest to any individual, as defined in subsections (b) and (c) above. 12. NON-DISCRIMINATION Consultant shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, gender identity, gender expression, gender, medical conditions, genetic information, or military and veteran status, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization, promotion, termination or other employment related activities or any services provided under this Agreement. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 13. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Consultant, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Consultant. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Consultant or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which is not embodied herein. 14. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services which are the subject to this Agreement performed by City personnel or by other Consultants retained by City. 15. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant compensation for all services performed by Consultant prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Executive Director may require Consultant to deliver to the City all work product(s) completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Page 5 of 8 Consultant consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. 16. WAIVER No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies. 17. JURISDICTION - VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. 18. PROFESSIONAL LICENSES Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 19. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons: To City: City Clerk City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, CA 92702-1988 Fax: 714- 647-6956 Page 6 of 8 With courtesy copies to: Executive Director, Finance & Management Services Agency City of Santa Ana 20 Civic Center Plaza (M-15) P.O. Box 1988 Santa Ana, California 92702 To Consultant: Matt Zavadsky EMS/Mobile Healthcare Consultant PWW Advisory Group 5010 E. Trindle Road, Suite 202 Mechanicsburg, PA 17050 A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. 20. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. [signature page follows] Page 7 of 8 SIGNATURE PAGE TO CONSULTANT AGREEMENT BETWEEN PWW ADVISORY GROUP, LLC AND THE CITY OF SANTA ANA TO CONDUCT AN EMS STANDARDS OF COVERAGE STUDY IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: Jennifer L. Hall City Clerk APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney BY: nathan T. Martine Assistant City Attorney RECOMMENDED FOR APPROVAL: Alexander Tnnid.d (Feb 12, 202617:21:47 PST) Alexander Trinidad Executive Director Finance & Management Services Agency CITY OF SANTA ANA Alvaro Nunez City Manager CONSULTANT: Matt Z adsky EMS/Mobile Healthcare Consultant Page 8of8 EXHIBIT A SCOPE OF SERVICES SCOPE OF SERVICES Consultant shall conduct a Community Risk Analysis/Standards of Cover (SOC) analysis to evaluate and formulate recommendations for appropriate staffing and deployment of emergency medical service resources to provide timely, clinically effective medical care and transport consistent with Ground Ambulance Accreditation Standards as outlined by the Commission on Accreditation of Ambulance Services (CAAS), local, state, and national best practices. The SOC shall also include analysis and recommendations for sustainability and future improvement of services to the community. The comprehensive staffing and deployment study shall be based on relevant data analysis and benchmarking to National Standards as well as local established performance benchmarks, and emergency medical service compliance. The study shall include analysis of emergency medical service (EMS) incidents, with focus on: 1. Medical risk (e.g. age, chronic illness, high -volume EMS demand generators like nursing homes), 2. False and other alarms, 3. Mutual/auto aid, 4. Civilian injuries, 5. Geographic incident patterns, 6. Temporal analysis, 7. Unit workload and utilization, 8. Station location analysis, coverage, 9. Response times, 10. Station operations, and 11. City policies. The Standards of Cover document will consist of the following elements as they relate to Basic Life Support (BLS) and Advanced Life Support (ALS). 1. System Overview and Baseline Assessment a. Document and analyze: i. The existing EMS system structure, H. Governance model, and iii. Operational framework, including dispatch, field response, transport, and medical oversight functions. b. Review applicable agreements, policies, and regulatory requirements at the local, regional, and state levels. c. Assess current service demand, resource allocation, staffing levels, and system configuration. 2. Deployment and Staffing Strategies Assessment a. Evaluate current deployment models for first response, advanced life support (ALS), and basic life support (BLS) coverage. b. Analyze station and unit locations, staffing configurations, and shift schedules to determine their effectiveness in meeting response performance objectives. c. Develop alternative deployment and staffing strategies to optimize resource utilization and system reliability, supported by quantitative modeling and best practices. 3. Coverage Modeling and Geographic Analysis a. Utilize Geographic Information System (GIS) and computer -aided dispatch (CAD) data to model travel times, coverage areas, and response reliability. b. Evaluate current and projected service demand by time of day, geography, and incident type. c. Identify areas of overlapping coverage, response gaps, and potential opportunities for reallocation or realignment of units. d. Model "what -if' scenarios to assess the impact of station relocations, unit redeployments, or additional staffing. 4. Performance Metrics and Benchmarking a. Assess system performance using established time segments: i. Call processing, H. Turnout, iii. Travel, and iv. Total response time. b. Compare system performance to recognized benchmarks such as NFPA 1710, CAAS standards, and county and state EMS regulations. c. Evaluate response reliability, unit hour utilization, and call -to -resource matching efficiency. d. Identify trends in call volume, workload distribution, and compliance with established performance objectives. 5. Oversight, Training, and Clinical Standards a. Review the structure and effectiveness of medical direction, clinical oversight, and quality assurance programs. b. Evaluate training standards, continuing education requirements, and certification compliance for all EMS personnel. c. Provide recommendations to strengthen medical oversight, training consistency, and clinical governance to ensure alignment with evidence -based care practices. 6. Unit Workload and Utilization Analysis a. Conduct a detailed workload analysis for all EMS units, assessing response frequency, unit hour utilization (UHU), and peak -demand periods. b. Identify areas of over- or under -utilization and their operational or financial impacts. c. Recommend workload balancing strategies that enhance reliability, reduce fatigue, and maintain operational readiness. 7. Clinical and Operational Performance Evaluation a. Assess patient care quality, clinical performance metrics (e.g., cardiac arrest survival, stroke/STEMI outcomes, pain management), and adherence to treatment protocols. b. Review incident data, QA/QI findings, and operational outcomes to identify areas for clinical and operational improvement. c. Incorporate performance indicators that align with community risk, population health, and patient outcomes. 8. Compliance and Accreditation Review a. Evaluate compliance with applicable standards and guidelines, including: NFPA 1710, CAAS, NEMSIS, and State EMS regulations. b. Assess the City's ground emergency medical transportation service provider's readiness and suitability for pursuing national accreditation or recertification through CAAS or a similar body. c. Provide guidance on developing policies, documentation, and performance systems required for compliance and accreditation readiness. 9. Improvement Recommendations and Strategic Planning a. Develop actionable recommendations to enhance service delivery, system reliability, and patient outcomes. b. Prioritize recommendations by operational impact, cost, and feasibility, distinguishing between short-term and long-term strategies. c. Include resource deployment options, staffing adjustments, training enhancements, and technology improvements to support continuous quality improvement. 10. Policy Integration and Implementation Framework a. Recommend policy updates or new policy areas that align with best practices and regulatory standards. b. Develop an implementation roadmap for the recommended strategies, including responsible parties, timelines, and performance monitoring metrics. c. Provide guidance for integrating the SOC findings into broader departmental strategic and master planning initiatives. 11. Final Report and Presentation a. Produce a comprehensive written report detailing all analyses, findings, and recommendations. b. Provide supporting visual materials including: GIS maps, Coverage models, Workload charts, and Performance dashboards. c. A presentation of the written reporting may be asked of the awarded vendor, pending executive team direction. Subsequently, also identify potential fiscal constraints and opportunities in order to achieve strategic goals and objectives with recommendations for any additional funding sources not already being captured. Identify impacts on existing and future funding streams (including grants). OPTIONAL SCOPE OF SERVICES: A Community Risk Analysis/Standards of Cover (SOC) analysis to formulate recommendations for appropriate staffing and deployment of firefighting resources consistent with local, state and national best practices. This analysis will develop a comprehensive assessment of the City's station locations, deployment models, staffing, fire risks using historical data, and the City's occupancy list (e.g. land use, population density, occupancy type, construction class, target hazards, infrastructure, etc.), as well as other resources and special operations in accordance with NFPA 1710/1720, the study shall include analysis of: a. Fire suppression incidents, b. Technical rescue, c. Hazardous materials response, d. Firefighter injuries, e. Fire dollar loss, f. Fire Risk Assessment data, g. Most recent deployment of fire companies and apparatus. Travel expenses shall not be subject to reimbursement under this Optional Scope of Services. EXHIBIT B COMPENSATION DELIVERABLE System Overview and Baseline Assessment $ 17,958 Deployment and Staffing Strategies $ 14,949 Coverage Modeling and Geographic Analysis $ 10,643 Performance Metrics and Benchmarking $ 7,128 Oversight, Training, and Clinical Standards $ 5,742 Unit Workload and Utilization Analysis $ 7,348 Clinical and Operational Performance Evaluation $ 9,092 Compliance and Accreditation Review $ 4,307 Improvement Recommendations and Strategic Planning $ 2,871 Policy Integration and Implementation Framework $ 4,785 Final Report and Presentation $ 7,871 Total Project Cost Not To Exceed $ 92,694 Optional Scope of Services - Fire Standards of Coverage Community Risk Analysis/Standards of Coverage Analysis $ 48,200 Total Project Cost Exclusive of Travel Total NTE without 10% Contingency $ 140,894 EXHIBIT C INSURANCE REQUIREMENTS INSURANCE REQUIREMENTS Prior to undertaking performance of work under this Agreement, Consultant shall maintain and shall require any subcontractors to obtain and maintain insurance as described below for the entire Term of this Agreement against claims for injuries to persons or damage to property which may arise from or in connection with services, products and materials supplied to City. Total cost of such insurance shall be borne by Consultant. MINIMUM SCOPE AND LIMIT OF INSURANCE 1. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an "occurrence" basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $1,000,000 per occurrence and $2,000,000 aggregate. Required policy limits can be met with primary and umbrella/excess insurance policies. 2. Automobile Liability (AL): Insurance Services Office Form CA 00 01 covering Code I (any auto), with limits no less than $1,000,000 combined single limits. In the event Consultant does not maintain commercial automobile liability insurance, City will accept evidence of personal automobile insurance, provided that such policy is endorsed for business use and provides coverage with a minimum limit of $1,000,000. Required policy limits can be met with primary and umbrella/excess insurance policies. 3. Workers' Compensation (WC): as required by the State of California, with Statutory Limits, and Employer's Liability Insurance with limit of no less than $1,000,000 per accident, policy or employee, for bodily injury or disease. Coverage is not required if Consultant has no employees and signs request to waive such insurance. 4. Professional Liability (PL): with limits no less than $1,000,000 per occurrence or claim, and $2,000,000 aggregate. If Consultant maintains broader coverage and/or higher limits than the minimum requirements for each line of coverage shown above, City requires and shall be entitled to the broader coverage and/or the higher limits maintained by Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to City. Other Insurance Provisions The above required insurance policies are to contain or be endorsed to contain the following provisions: • City, its City Council, its officers, officials, employees, agents, and volunteers are to be covered as additional insureds, under Consultant's CGL and AL policies, with respect to any liability arising out of work or operations performed by or on behalf of the Consultant including materials, parts, equipment, and personnel furnished in connection with such work or operations. • Consultant's Insurance company(ies) agrees to waive all rights of subrogation against City, its City Council, its officers, officials, employees, agents, and volunteers for losses paid under the terms of Consultant's CGL, AL, and WC policies which arise from work performed by Consultant under this Agreement. • For any claims related to this contract, Consultant's insurance coverage shall be primary and any insurance maintained by City, its City Council, its officers, officials, employees, agents, or volunteers shall not contribute with it. • A severability of interest provision must apply for all the additional insureds, ensuring that Consultant's insurance shall apply separately to each insured against whom a claim is made or suit is brought, except with respect to the insurer's limits of liability. Insurance policies required herein shall provide that coverage shall not be canceled, suspended, voided, reduced in coverage or in limits, non -renewed by the carrier, or materially changed except after thirty (30) days prior written notice has been given to City. Ten (10) days prior written notice shall be provided to City for policy cancellation or non -renewal due to non-payment of premium. Certificate Holder on each Evidence of Insurance certificate shall be: City of Santa Ana, Attention: (Treasury & Customer Services Division), 20 Civic Center Plaza, Santa Ana, CA 92701, M-15, Santa Ana, CA 92701. The name and location of project must be included in the Description of Operations section of each certificate. Self -Insured Retentions Self -insured retentions must be declared to and approved by the City. The City may require the Consultant to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. Acceptability of Insurers Insurance is to be placed with insurers authorized to conduct business in the State of California with a current A.M. Best rating of no less than ANII, unless otherwise acceptable to City. Verification of Coverage Consultant shall furnish City with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive Consultant's obligation to provide them. City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time. Special Risks or Circumstances City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. PWWAG Standards of Coverage Agreement - CAO signed and PWWAG signed Final Audit Report 2026-02-13 Created: 2026-02-13 By: Kristin Andrade (kandrade@santa-ana.org) Status: Signed Transaction ID: CBJCHBCAABAAquK_wET2KNtexb_Nx80fChlwmhbQmNpK "PWWAG Standards of Coverage Agreement - CAO signed and PWWAG signed" History f Document created by Kristin Andrade (kandrade@santa-ana.org) 2026-02-13 - 0:54:57 AM GMT Document emailed to Alexander Trinidad (atrinidad@santa-ana.org) for signature 2026-02-13 - 0:55:22 AM GMT t Email viewed by Alexander Trinidad (atrinidad@santa-ana.org) 2026-02-13 - 1:07:52 AM GMT Document e-signed by Alexander Trinidad (atrinidad@santa-ana.org) Signature Date: 2026-02-13 - 1:21:47 AM GMT - Time Source: server Q Agreement completed. 2026-02-13 - 1:21:47 AM GMT Adobe Acrobat Sign