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HomeMy WebLinkAboutAgenda - 04-15-2008-4iORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: April 15, 2008 Action Agenda Item No. 4- - i SUBJECT: Orange County Speedway 2008 EMS Coverage Contract DEPARTMENT: Emergency Services PUBLIC HEARING: (Y/N) No ATTACHMENT(S):. 1. 2008 Proposed Contract 2. 2008 Speedway Schedule 3. 2008 Fee Schedule INFORMATION CONTACT: Mike Tapp, 968-2050 PURPOSE: To request approval of a contract between the Orange County Emergency Services Department and the Orange County Speedway management that provides for Emergency Medical Services coverage at Speedway public events. BACKGROUND: Staff, in conjunction with the County Attorney's Office has been working with management of the Orange County Speedway to develop a plan for Emergency Medical coverage at the Speedway which meets both the County's public safety requirements and the Speedway's economic interests. The attached contract has been reviewed, approved, and signed by the Speedway management. The critical difference between the 2008 contract and the 2007 contract is that Section 3 of the latter was recommended for deletion by the County Attorney's Office, and signed as deleted by the Speedway Management, since the original Section 3 was confusing and Section 2 better stipulates the services to be provided directly by the County. There are approximately 18 events scheduled this season that require coverage. As stated in the contract, the County agrees to provide emergency care providers (either directly or through subcontractors) certified at the Emergency Medical Technician (EMT) and/or Paramedic level for these scheduled events. The coverage will consist of two ambulances (one with two EMT's to cover the grandstand and one with one EMT and one Paramedic to cover the infield). Additional coverage will be negotiated at the time of need, based upon anticipated attendance or anticipated risk. Speedway management will submit payment (as outlined in the attached Exhibit B Fee Schedule) to the County no later than 72 hours after receipt of an invoice from the County. 2 FINANCIAL IMPACT: The fee schedule reflects full cost recovery at the average position salary and is calculated to offset the direct personnel and vehicle use costs, exclusive of administrative impacts on the Emergency Services or Revenue departments. RECOMMENDATION(S): The Manager recommends that the Board approve the contract authorize the Chair to sign. 3 STATE OF NORTH CAROLINA ORANGE COUNTY This Contx•act dated this day of , 2008, between Orange County Speedway Racing, LLC, (the "Speedway") and the County of Change (the "County") for•,joint and cooperative arrangements for'the provision of'ernergency medical services at certain Speedway events. WITNESSETH WHEREAS, the County and the Speedway propose to work jointly on matters of concern or interest; and WHEREAS, certain events at the Speedway bring spectators to Orange County to enjoy the events; and WHEREAS, the provision of adequate emergency medical care at such events is a matter of'mutual concexn and interest to the Speedway and the County; and WHEREAS, detailed joint and cooperative arrangements with respect to such events will mutually benefit the Speedway and the County; and 'WHEREAS, the County and the Speedway desire to provide such cooperative emergency medical cat e; NOW THEREFORE, in consideration of'the premises and the mutual covenants and conditions set forth below, the County and the Speedway agree as follows: Z . The Couuty agrees to provide emergency care providers (either directly or through subcontractors} certified at the Emergency Medical Technician and/or• Pax•amedic level for the scheduled spectator events at the Speedway as outlined in the Orange County Speedway 2008 Schedule (Attachment A) (collectively the "events" or individually the "event") 'The County may, in its sole discx•etion, immediately cease providing emergency cane providers as called for in this Paragraph 1 ifthe Speedway fails to timely compensate the County according to the payment teams contained in Paragraph 4 of'this Agreement. The Speedway understands that if'the County ceases to provide emergency cax•e providers at events for non-payment or untimely payment to the -i County, then the County Fire Marshal may prohibit the Speedway from conducting events. 2.. The County agrees to provide two (2) ambulances; one ambulance (for the infield} shall be staffed with one paramedic and one EMT . The second ambulance {fox the grandstand) shall be staffed with two EMT's. Additional coverage will be negotiated at the time of'need, based upon anticipated attendance or anticipated risk. The County may, in its sole discretion, immediately cease providing equipment and personnel as called for• in this Paragraph 2 if'the Speedway fails to timely compensate the. County according to the payment terms contained in Par~agr•aph 4 of'this Agreement 3.. The County agrees to keep records of'patients seen at the Speedway while coveting Speedway events under this contract and, with the consent of the patient, to provide such records to the Speedway, upon its request. Data available to the County from the records of patients seen at the Speedway, which is clearly not patient identifying, may be provided to the extent authorized by HIPPA to the Speedway,. upon request of'the Speedway and when appropriate., 4.. As stated in the "2008 Proposed Fee" section of Exhibit B that is attached hereto and incorporated herein by reference, the Speedway shall compensate the County for the provision of emergency medical services and equipment provided pursuant to this contract, including paying to the County a sum based on a rate of $100 00 per hour per ambulance with one EMT and one paramedic with equipment, $90 00 per hoax per ambulance with two EMT's, and $40.00 per hour per each additional EMT plus the actual cost of'any additional expense inciured by the County for each event covered. These hours will include preparation and travel time of'one-half'(1/2) hour for each event fox• each individual plus the coverage time per event,. The arrival and departure of the emergency medical services personnel and equipment at the events shall be as stated in the final paragraph of'Exhibit B unless otherwise agreed to in writing by the pasties.. The Speedway shall submit payment to the County in the manner specified below for each event no later than 72 hours after receipt of an invoice from the County.. All payments shall be made to the order of'the County and mailed to Orange County Revenue Collections, PO Box 8181, Hillsborough, NC 27278, ~ . County personnel providing the emer gency medical services shall report to the Speedway at the time agreed upon by the Speedway and the County. Such personnel shall "sign-in" upon arriving at the Speedway and "sign-out" upon leaving the Speedway on a forim designed for such purpose. The personnel providing emergency medical services under this contract, who are otherwise employed by the County, will operate as employees of'the County at all times during the performance of'their• duties under this Agreement, not as employees of'the Speedway, and will exclusively provide medical assessment and care as delineated by the Orange County Medical Director and Orange County. 6. The Speedway shall purchase and maintain from an insurance company acceptable to the County, insurance with the following limits of'liability: a. Comprehensive General Liability Insurance -Comprehensive General Liability Insurance shall be carried in the following amounts: One Million Dollars ($1,000,000} bodily injury each person, One Million Dollars (1,000,000) property damage The County shall be an additional named insured on the General Liability Insurance Policy secured by the Speedway, and the Speedway shall provide appropriate documentafiion of'this status to the County. 7 This contract may be reviewed no later than ,January 1, and may be renewed, modified, or amended at that time, or• at any other time, upon the mutual written agreement of'the parties.. S.. This contract may be terminated at any time by eithex• party by giving 30 days notice to the other party in writing.. 9. If' either party defaults in its obligations including remitting timely payments, and does not cure such default within ten (10) days of'receipt of'notice of'such default, the non-defaulting party may irrunediately terminate the contract. The right of'immediate termination contained in this Paragraph 9 is in addition to the County's ability to immediately cease providing personnel, services and equipment to the Speedway for' any non-payment ox late payments specified in Paragraphs 1 & 2.. 10, To the fullest extent permitted by laws and regulations, the Speedway shall defend, indemnify and hold harmless Orange County and its officials, agents, and i employees from and against all claims, damages, losses, and expenses, direct and indix•ect arising out of or resulting from this Agreement, including but not limited to the Speedway's operation of'the events and the Speedway's maintenance of'the raceway facility, or the actions of'the Speedway or its officials, employees, volunteers and contz'actors.. This indemnification shall survive the termination of'this Agreement. IN WITNESS WHEREOF, the paxties hereto have duly and validly authozized and executed this contract as of the date first above written.. COUNTY S~'EED~jAY RACING, LLC By: Vance W., Agee, QRANGE~ COUNTY, NORTH CAROLINA - By: Batxy.J'acobs, Chain, Board of County Commissioners ATTEST: County Clerk ~~an~ac°~ 9740 NC HwY '57, RouoEMOn-r, NC ~,- ,., >~, ~ .,.~~e~~~ 336-364-1222 PHOn-E ®t„/ ~~~~~C.Ji~.G (subject to revisions) ~ W ~J'II D o _. _~ 1 7 r Racing General Admission: Adults 510, Students 88, 10 & under Free, VIP Tower Seating ,~25. Note Special Event `~~,Y~~ Prices on April 26; June 7, June 21, July 5, July 18 & 19, Aug. 2; Sept. 13, Sept. 20 & Nov. 1. Races Start at 7pm -, ~ , except as noted. Only soft-sided six pack coolers allowed. No glass please! Family seafiny in Turn 1. ,~.~7 j March 22 ~ TEST & TUNE 1:00 pm ~.~'"~` yam, D ~ l/ ~Ic ~ Apri15, 2 pm LMSC 150, LSC 50, GS 35, PS 20, SGP-S 25, SGP-M 25, VMC 25 W1UWN VRUUVCIS April 26, 5 pm UARA 150, LSC 50, GS 35, PS 20, SGP-S 25, SGP-M 25, VMC 25 Mh ~, ;. May 2 & 3 NO Race - ~~ rYl f ~' May 17 i, ti~-~' ~-,~''r '~ ~P "_.%~ ~5 ~~ ~ LMSC 150, LSC 50, GS 35, PS 20, SGP-S 25, SGP-M 25, AL 50, FHF 20 June 7 PASS 150, LSC 50, GS 35, PS 20 , ~Sa«u~*r~zd June 14 LMSC 150, LSC 50, GS 35, PS 20, SGP-S 25, SGP-M 25 ~ , ' ,~..~ 3".»^ ~~~~~ June 21 ~ International Sport Compact Auto Racing Series (ISCARS) ~. degvroll-onr~ipolli.rrel ~- -_ --,y~J June 28 LMSC 150, LSC 75, GS 35, SGP-S 25, SGP-M 25, AL 75 July 5 STRUYi~,/I~S~ER'S 285: LMSC 200, LSC 50, GS 35, PS 20 and Firevvorlcs! July 18 & 19 PASS 300 July 26 LMSC 150, LSC 50, GS 50, PS 20, SGP-S 25, SGP-M 25 ~ ~~ . ~ ~ ~ August 2 ASAL.M 125, LSC 50, GS 35, PS 20, SGP-S 25, SGP-M 25 ('i'° ~ +1' ,a `` ~ ` `~ r August 16 LMSC 150, LSC 50, GS 35, PS 20, PC 50 ~'` August 23 Dr. PEPPER 305 LMSC 150, LSC 50, GS 35, PS 20, SGP-S 25, SGP-M 25 September 13 UARA 150, LSC 50, GS 50, SGP-S 25, SGP-M 25, VMC 25 _ September 20 International Sport Compact Auto Racing Series (ISCARS) r ~, ~ ~~ '1 October 4, 2 pm LMSC 150, LSC 50, GS 35; PS 20, SGP-S 25, SGP-M 25, VMC 25, AL 50 1 ,; ~. = October 18, 2 pm - LMSC 150, LSC 75, GS 35, PS 20, SGP-S 25, SGP-M 25, FHF 20 Southern Parts of Roxboro November 1, 2pm CHAMPIONSHIP LMSC 300 with racing by SGP-S 25, SGP-M 25 336-599-2148 March 29-30 Rally Cross (2 day weekend event) Contact Chris Suich at csuich@gmail.com April IS Finish Strong, contact Jason Bigg at jasonbiggsl I@yahoo.com April 25,26 & 27 Occoneechee Boy Scout Jamboree May ] 0 &1 I I'roposcd USA Cycling Event, contact Michael VandenHeuvel at 910-690-1161 May 13 Finish Strong, contact Jason Bigg at jasonbiggsl I @yahoo.com June 7 Rally Cross Contact Chris Suich at csuich@gmail.com June 10 Finish Strong, contact Jason Bigg at jasonbiggsl 1@yahoo.com July 8 Finish Strong, contact Jason Bigg at jasonbiggsl l@yahoo.com August 5 Finish Strong, contact Jason Bigg at jasonbiggsl I@yahoo.com Sept 6 Finish Strong, contact Jason Bigg at jasonbiggsl 1@yahoo.com Sept 14 Rally Cross Contact Chris Suich at csuich@gmail.com S Exhibit B Orange County EMS /Orange County Speedway 2008 Fee Schedule as Approved by Commissioners in 2007 Paramedic $50 / hr Ambulance /EMT /EMT $90 / hr Ambulance /Paramedic /EMT $100 / hr February 4, 2008 For 2008, one Paramedic /EMT ambulance will arrive at the speedway about thirty minutes before racing begins to allow time for the crew to get in place in the infield. A second EMT /EMT ambulance will arrive at the time when racing starts. If both ambulances are available, the second ambulance will be allowed to leave the track to begin traveling back to the Emergency Medical Services building about thirty minutes prior to the end of racing. Should an incident occur that requires ambulance transport of a patient during this travel time, the second ambulance will be summoned back to the track to ensure appropriate medical coverage.