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Home My WebLink AboutAgenda - 04-24-2007-6aORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: April 24, 2007 Action Agenda Item No. (0 ' q SUBJECT: Orange County Speedway 2007 EMS Coverage Contract DEPARTMENT: Emergency Management PUBLIC HEARING: (Y/N) No ATTACHMENT(S): 2007 Draft Fee Revision 2007 Revised Draft Contract 2007 Speedway Schedule INFORMATION CONTACT: Kent McKenzie 968-2050 Mike Tapp PURPOSE: To ensure public safety at public events at the Orange County Speedway, by contracting with Speedway Management for the provision of Emergency Medical coverage at events. BACKGROUND: As presented at the February 20, 2007 and April 10, 2007 Board of County Commissioners' Meetings, Staff 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. Staff is recommending a reduction in fees for EMS coverage for all events countywide as summarized in the attached chart. Fees had been originally based on the worst-case (highest salary) individual member of each class, but have been recalculated based on an average salary of Paramedics and Emergency Medical Technicians. Staff has also worked with Speedway Management, most recently meeting with them on Tuesday, April 17, 2007, to reduce the overall amount of time that units will spend on site at the track. This results in additional savings to the Speedway. In combination, the reduced fees and the reduced time should amount to more than a fifty percent (50%) reduction compared to the county's EMS fees during the 2006 racing season. Staff proposes that the adjusted fees be applied retroactively to invoices for service at the Speedway during 2007 which have already been paid by the Speedway. Any credit balance will be applied against future racing events during the 2007 season. The racing season began March 10, 2007, with races on March 17, 2007 and April 21, 2007. The next race is scheduled for May 5, 2007. FINANCIAL IMPACT: The proposed revised fees reflect full cost recovery at the average position salary at an overtime staffing rate, and should offset the personnel and vehicle use costs. Speedway coverage has an impact on the administrative workload for both the Emergency Management and Revenue Departments. RECOMMENDATION(S): The Manager recommends that the Board authorize the Chair to sign the contract upon review by the County Attorney. 3 Orange County EMS /Orange County Speedway Paramedic Ambulance /EMT /EMT Ambulance /Paramedic /EMT Extra EMT 2006 Coverage Example Ambulance /Paramedic /EMT Ambulance /EMT /EMT TOTAL 2006-07 2007 Existing Fee Proposed Fee $75 / hr $50 / hr $90 / hr $90 / hr $135 / hr $100 / hr $30 / hr $40 / hr Hours Cost 12 135 6 90 Total 1620 540 2160 April 10, 2007 For 2006, one Paramedic /EMT ambulance arrived at the speedway for the beginning of practice, several hours prior to the start of racing. A second EMT /EMT ambulance arrived when the gates were open to the public, about an hour before racing began. Both ambulances remained on site throug the entire racing event. 2007 Coverage Example Ambulance /Paramedic /EMT Ambulance /EMT /EMT TOTAL Hours Cost Total 5.5 100 550 4.5 90 405 955 For 2007, 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 travelling 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. STATE OF NORTH CAROLINA ORANGE COUNTY This Contract dated this day of , 2007, between Orange County Speedway Racing, LLC, (the "Speedway") and the County of Orange (the "County") for joint and cooperative arrangements for the provision of emergency medical services at certain Speedway events. WITNESSETH W 3EREAS, 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 concern 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 care; NOW THEREFORE, in consideration of the premises and the mutual covenants and conditions set forth below, the County and the Speedway agree as follows: The County agrees to provide emergency care providers certified at the Emergency Medical Technician and/or Paramedic level for the scheduled spectator events at the Speedway as outlined in the Orange County Speedway 2007 Schedule. 5 (Attachment A) (collectively the "events" or individually the "event"). The County may, in its sole discretion, immediately cease providing emergency care providers as called for in this Paragraph 1 if Speedway fails to timely compensate the County according to the payment terms contained in Paragraph 4 of this Agreement. Speedway understands that if the County ceases to provide emergency care providers at events for non-payment or untimely payment to the County, then the County Fire Marshal may prohibit Speedway from conducting events. 2. The County agrees to provide two (2) ambulances, one (1) paramedic with equipment, and three (3) Emergency Medical Technicians for the events. Additional coverage will be negotiated at the time of need, based upon anticipated attendance, at the general rate of one (1) additional EMT per each five thousand (5000) spectators above ten thousand (10,000) base spectators. The County may, in its sole discretion, immediately cease providing equipment and personnel as called for in this Paragraph 2 if Speedway fails to timely compensate the County according to the payment terms contained in Paragraph 4 of this Agreement. Speedway understands that if the County ceases to provide equipment and personnel at events for non-payment or untimely payment to the County, then the County Fire Marshal may prohibit Speedway from conducting events. 3. The County agrees to keep records of patients seen at the Speedway while covering 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 maybe provided to the extent authorized by HIPPA to the Speedway, upon request of the Speedway and when appropriate. 2 4. The Speedway shall compensate the County for the full costs incurred by 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 hour per ambulance with two EMTs, and $40.00 per hour per each additional EMT plus the actual cost of any additional expense incurred by the County for each event covered. These hours will include preparation and travel time of one-half (1/2) hour for each event for each individual plus the coverage time per event. The county shall submit an invoice for each event to the Speedway no later than four calendar days following each event. Speedway shall submit payment to the County in the manner specified below for each event no later than 48 hours prior to the next scheduled event. If no subsequent event is scheduled, then payment must be made within 14 calendar days of the invoice date. Ail payments shall be made to the order of the County and mailed to Orange County Revenue Collections, P. O. Box 8181, Hillsborough, N. C. 27278. 5. The personnel providing the emergency medical services shall report to the Speedway at the time agreed upon by the Speedway and the County. The personnel providing emergency medical services under this contract will operate as employees of the County at all times during the performance of their duties under this Agreement, not 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 documentation of this status to the County. 7. The contract may be reviewed annually no later than January I, and may be renewed, modified, or amended at that time, or at any other time, upon the mutual written agreement of the parties. 8. This contract may be terminated at any time by either party by giving 90 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 immediately 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 or late payment as specified in Paragraph 1 & 2. IN WITNESS WHEREOF, the parties hereto have duly and validly authorized and executed this contract as of the date first above written. ORANGE COUNTY SPEEDWAY RACING, LLC By: Vance W. Agee, Member/Manager COUNTY OF ORANGE Moses Carey, Chair, Board. of County Commissioners ATTEST: County Clerk This instrument has been pre-audited in the manner required by The Local Government Budget and Fiscal Control Act. Ken Chavious, Finance Officer Orange County, North Carolina 9740 NC Hwy 57, Rougemonf, NC fq 336-364-1222 phone ' FLASH! August through September- NC State, Duke & UNC students, faculty & staff admitted for half-price with' picture ID! March 3 TEST & TUNE 1:00 pm .8 March 10 2 pm Green Flag -LMSC 150, LSC 50, GS 35, PS 20, Mod4s 25, SS 25, Rolling ; rf ;. ~; March 17 2 pm Green Flag -LMSC Twin 75, LSC 50, GS 35, PS 20, Mod4s 25, Allison Legacy Series 50 April 21 2 pm Green Flag - (SCARS 150, LSC 50, GS Twin 35, PS 20, Mod4s 25, SGP-S 25, SGP-M 25, SS 25, East Coast Flatheads 20 May 5 LMSC 150, LSC 50, GS 35, PS 20, SS 25 ~.- May 19 Coke-Cola 355: LMSC Twin 75, LSC 50, GS 35, SS 25, VA Mini-cup 25, East Coast Flatheads 20, Rolling Thunder Modifieds 50 June 9_ LSC Twin 50, GS 35, SS 25, Allison Legacy Series 50 June 16 LMSC Twin 75; LSC 50, GS 35, SGP-S 25, SGP=M 25, SS 25, Rolling Thunder Modifieds 50, VA Mini-cup 25 ''~' ,~'aua~csi+ut June 30 LMSC 150, LSC 75, GS 35; SS 25, Allison Legacy Series 75 ~ July 7 Fireworks, LMSC 200, LSC 50, GS 50, SS 25, VA Mini-cup 25 33b-22b-b277 dr9Wa~hane~Pofh.net July 28 LMSC Twin 75, LSC 50, GS 35, SGP-S 25, SGP-M 25, SS 25, Rolling Thunder Modifieds 50 August 11 ASALM 125, LSC Twin 50, GS 35, SGP-S 25, SGP-M 25, SS 25 YKE'S' Motr„rspc„rts August 25 Dr. Pepper 385: LMSC Twin 75, LSC 50, GS 35, SS 25, VA Mini-cup 25, Rolling gpp_~,g~,_g~CE Thunder Modifieds 50, SGP-S 25, SGP-M 25 F~ofoufonafRoGng£gWpmeM September 22 - LMSC 150, LSC Twin 50, GS 35; SGP-S 25, SGP-M 25, SS 25, VA Mini-cup 25, Allison Legacy Series 50 October 6 2 pm Green Flag.-LMSC 150, LSC 50, GS Twin 35, SS 25, VA Mini-cup 25, Rolling ,a_; ;, . r , . , Thunder Modifieds 50 "''' ` `' ''`'D' October 20 2 pm Green Flag -LMSC Twin 100, LSC 75, GS 35, SGP-S 25, SGP-M 25 ' ~~ November 3 2 pm Green Flag -CHAMPIONSHIP NIGHTfor LMSC 300 and LSC 50 with racing M, `; t ,., a,x.i by SGP-S 25 &SGP-M 25 ,,.._,~, Racing General Admission: Adults $90, Students $8, 10 8 under Free, VIP Tower Seating $25. Note Special Event Prices on April 21, July 7, Aug. 11 & Nov. 3: Adults $15, Students $1Q 10 & under Free) Races Start of 7pm except as noted. 12 inch coolers allowed. No glass please! Family seating in Turn 1. ~ 2007 Tarheel Sports Car Club Rally Cross Events ~~ 4 Free admission! For more info contact email - rallycross@thscc.com ' ~ ~~~~ March 24 Rally Cross School. Come experience the thrill! (raindate April 14) - ~~ ~~ p,i March 25 Rally Cross Race (rain date April 15) ~~~ f W'~~Sl~e ~ thSCC.C~1 ., Qp ,, _ August 11 Rally Cross Race for additional information. September 22 Ralry Cross Race (rain date. Sept29)