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Home My WebLink About25C - AGMT - AMND AMBULANCE SVCREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: SEPTEMBER 5, 2017 TITLE: APPROVE FIRST AMENDED AGREEMENT WITH CARE AMBULANCE SERVICE FOR EMERGENCY TRANSPORTATION SERVICES (STRATEGIC PLANNO. 1, 5) �12, A, CI MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 15'Reading ❑ Ordinance on 2ndReading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Authorize the City Manager and Clerk of the Council to execute an extension with CARE Ambulance Services, Inc. for emergency transportation services for the period beginning September 20, 2017 through June 30, 2018 for an amount not to exceed $2,725,000, with a provision for a six-month extension (July 1, 2018 to December 31, 2018) exercisable by the City Manager and the City Attorney, in an amount not to exceed $ 1,752,000 subject to non - substantive changes approved by the City Manager and City Attorney. DISCUSSION On February 23, 2012, the Orange County Fire Authority (hereafter "OCFA"), on behalf of the City of Santa Ana, developed and issued a Request for Proposals ("RFP") for Fire/EMS Emergency Ambulance Transportation and Related Services through a phased approach. The first phase was a prequalification phase and the second phase was the evaluation, recommendation and selection process. The RFP announcement was sent to the Ambulance Association of Orange County and all licensed Orange County ambulance providers. During the second phase of the RFP, OCFA staff conducted a comprehensive evaluation and determined that CARE Ambulance Services, Inc. ("CARE") was most responsive to the City's needs, offered the best value, and provided the most exhaustive and robust response to the RFP requirements. Consequently, the City Council approved CARE to provide ambulatory services within the City beginning September 2012. Since September 2012, CARE has provided the said ambulatory services and as of the most recently completed calendar year generated the following statistics: 1. Response Times: a. Code 3 (life threatening) i. Target: Under 10 minutes, 93% of the time ii. Actual in 2016: Under 10 minutes, 98% of the time 25C-1 First Amended Agreement With Care Ambulance Service For Emergency Transportation Services September 5, 2017 Page 2 Code 2 (Non -life threatening) i. Target: Under 15 minutes, 93% of the time ii. Actual in 2016: Under 15 minutes, 98% of the time 2. Average Calls in 2016: a. All Calls: i. Annually: 21,421 ii. Avg. Monthly: 1,785 b. Code 3 (Life threatening) Calls: i. Annually: 1,113 c. Code 2 (Non -life threatening) Calls: i. Annually: 20,308 Additionally, CARE has worked in conjunction with the Orange County Fire Authority (OCFA) in order to provide effective emergency ambulatory services. Specifically, CARE operates seven (7) dedicated and fully equipped ambulances in accordance with all industry standards and requirements of the City of Santa Ana and OCFA, with full and complete backup services, if needed. Ambulance station locations are as follows: • Santa Ana Station One —1108 N. Harbor Blvd, Santa Ana • Santa Ana Station Two —1209 N. Broadway Street, Santa Ana • Santa Ana Station Three — 2701 Hotel Terrace Drive, Santa Ana • Santa Ana Station Four — 2913 Warner Ave, Santa Ana CARE has staffed certified Emergency Medical Technicians (EMT) at the above -referenced locations utilizing the same shift schedules as OCFA firefighters. Staffing of EMT with similar OCFA staffs allows for continuity and improved efficiency and effectiveness in providing emergency services to Santa Ana residents via a coordinated teamwork and cooperative strategy. At a minimum fourteen (14) EMT's are staffed per shift for the City. In addition, each EMT is licensed and qualified as an emergency ambulance driver, and have received over 160 hours of training along with multiple EMT courses. To ensure continuous knowledge and cutting- edge emergency services is provided, CARE has partnered with OCFA monitoring proper training and certification standards are adhered to and maintained by CARE EMT staff. As an added benefit, CARE is also the Ambulatory Services provider for surrounding Cities and also maintains partnership with local Emergency and/or Acute medical facilities. CARE has been able to leverage these partnerships to ensure residents and/or visitors of the City receive the necessary medical attention in a prompt and efficient manner. Given the significance of the emergency transportation services and in order to ensure that the City receives proposals from qualified and experienced 9-1-1 providers, OCFA has recommended that the City extend the current agreement through the conclusion of the current 25C-2 First Amended Agreement With Care Ambulance Service For Emergency Transportation Services September 5, 2017 Page 3 fiscal year to allow City & OCFA staff to develop a comprehensive RFP and subsequent selection process for future ambulance services. It is anticipated that the RFP will be issued prior to September 30, 2017 with evaluations taking place in January 2018. The recommended selection will be made in February 2018 and will then be brought to the City Council in the March/April 2018 time frame for approval. STRATEGIC PLAN ALIGNMENT Approval of this item allows the City to meet Goal #1 Community Safety, Objective #5 (Provide high quality Police and Fire/Emergency Medical Services response within the City of Santa Ana). FISCAL IMPACT Funds in the amount of $2,725,000 are available in the Fire Suppression & Emergency Medical Services account (accounting unit 01115330-62300) for FY 2017-18. If it is determined that a further six-month extension is needed for July 1, 2018 through December 31, 2018, the funds will be budgeted for through the FY 18-19 budget process in amount not to exceed $1,752,000. lk AS TO FUNDS AND ACCOUNT: Frierrez � Executive Director Finance and Management Services Agency Exhibits: 1. Agreement with CARE SV: WH/AC 25C-3 25C-4 FIRST AMENDMENT TO EMERGENCY TRANSPORTATION AGREEMENT THIS FIRST AMENDMENT, made and entered into this V day of September, 2017, by and between CARE Ambulance Service, Inc., a California corporation, (hereinafter "CONTRACTOR"), 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 (hereinafter "CITY"). RECITALS: A. CITY entered into an agreement (Agreement #A-2012-196, "said Agreement") with CONTRACTOR for the provision of emergency ambulance transportation services in the City of Santa Ana in accordance applicable federal, state and local laws and pursuant to the terms of CONTRACTOR'S proposal (the "Proposal") submitted by CONTRACTOR on July 9, 2012, pursuant to CITY'S Request for Proposals ("RFP") (Phase 2) issued June 14, 2012, as attached to and incorporated in said Agreement as Exhibit "B". B. The effective Term of said Agreement commenced 12 a.m. September 20, 2012 and covered an initial three (3) year contract period ending 12 a.m. September 20, 2015 with an option for up to two (2) additional one (1) year terms, exercisable by the City Manager and the City Attorney, made with the concurrence of the Orange County Fire Authority based upon successful past performance by CONTRACTOR during the initial contract period. C. CITY, with the concurrence of the Orange County Fire Authority, exercised its option to extend said Agreement for additional one (1) year terms, respectively on September, 3, 2015 (A-2012-196-01) and again on August 11, 2016 (A-2012-196-02). The final extension of said Agreement shall expire 12 a.m. September 20, 2017. D. In order to develop a comprehensive RFP and selection process for future ambulance services, the parties wish to amend said Agreement to further extend the Term for an additional period commencing 12 a.m. September 20, 2017 and ending June 30, 2018 with an option for an additional six (6) month term ending December 31, 2018, exercisable by the City Manager and the City Attorney, upon the concurrence of the Orange County Fire Authority based upon successful past performance by CONTRACTOR during the initial contract extension period ending June 30, 2018. WHEREFORE, in consideration of the covenants contained in said Agreement, and subject to all the terms and conditions of said Agreement, except those amended in this First Amendment to Emergency Transportation Agreement, the parties agree as follows: 1. Section 3. CONTRACT PRICE AND PAYMENT, shall be amended to increase the original agreed upon Contract Price as set forth in the Proposal by eight percent (8%) to compensate CONTRACTOR for providing continuing contractual services for 25C-5 the initial contract extension period commencing 12 a.m. September 20, 2017 and ending June 30, 2018, for a total additional contract amount not to exceed $2,725,000. CITY and CONTRACTOR further agree that in the event that CITY elects to exercise its option to extend said Agreement for an additional six (6) month term commencing July 1, 2018 and ending December 31, 2018 the Contract Price shall remain the same as applicable through the initial extension period ending June 30, 2018, for a total additional contract amount not to exceed $1,752,000. 2. Section 5, TERM, shall be amended to extend the Term of said Agreement for an additional period commencing 12 a.m. September 20, 2017 and ending June 30, 2018 with an option for an additional six (6) month term ending December 31, 2018, exercisable by the City Manager and the City Attorney, upon the concurrence of the Orange County Fire Authority based upon successful past performance by CONTRACTOR during the initial contract extension period ending June 30, 2018, unless terminated earlier in accordance with Section 6 of said Agreement. 3. Section 31, EXECUTION, the paragraph below shall be added to said Agreement as follows: This Agreement must be signed below and may be signed in counterpart and delivered by fax, emailed as a PDF (Portable Document Format) file attachment, or by other means that displays the original or a copy of the signatures. Any subsequent amendments may be signed and delivered in the same manner. 4. Except as hereinabove amended, all terms and conditions of said Agreement shall remain in full force and effect. {Signatures on following page) 25C-6 IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to Agreement the date and year first above written. ATTEST: MARIA D. HUIZAR Clerk of the Council APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney By:( .-� El Lisa Storck Assistant City Attorney RECOMMENDED FOR APPROVAL: CITY OF SANTA ANA CYNTHIA J. KURTZ Interim City Manager CONTRACTOR CARE Ambulance Service, Inc. Francisco Gutierrez Executive Director Troy Hagen, CEO Finance & Management Services Agency CARE Ambulance Service, Inc. Tax ID# 25C-7 25C-8