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HomeMy WebLinkAboutAgenda - 12-02-2002-8n1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: December 2, 2002 Action Agenda Item No. _ SUBJECT: EMS Transportation Contract Renewal with Orange EMS & Rescue Squad DEPARTMENT: Emergency Management PUBLIC HEARING: (Y/N) No ATTACHMENT(S): INFORMATION CONTACT: Contract Nick Waters, ext. 3030 TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 336-227-2031 PURPOSE: To consider revising and renewing the present contract with Orange EMS & Rescue Squad, Inc. to provide ambulance transportation for emergency medical services through June 30, 2003. BACKGROUND: In October 1996, the County began offering emergency medical services through the current Initial Response Vehicle (IRV) program. Through this program, the County is responsible for providing emergency medical assessment and treatment for patients and the County contracts with Orange EMS and Rescue Squad, Inc. to provide patient transportation. The current contract expires December 31, 2002. This arrangement has been a part of the system design of Emergency Medical Services and allows the Squad to remain active while to this point, preventing or delaying the addition of County staff to carry out the task. Historically, the Squad has relied on a large number of volunteers in carrying out its operations. As with many agencies who have historically relied on volunteers, the Squad has experienced a decline in the number of volunteers it is able to recruit and maintain. To that end, it has been necessary for the Squad to hire full and part-time staff to provide the transportation services. This situation, along with other increases in operational line items, has led to increased expenditures for the Squad. As a result, during the budget planning process last spring, the Squad requested an increase of $220,000 in its budget. Staff recommended, and the Board approved, an extension to the Squad's contract through December 31, 2002. The Board also requested that staff explore options for providing transportation services associated with emergency medical services. The contract extension was intended to provide staff time to review the factors causing cost increases for the squad and to evaluate possible alternatives for the provision of Emergency Medical transportation. Staff is developing a report identifying the potential options for provision of EMS transportation and the costs and benefits of each option. This updated six-month contract will provide the time necessary to weigh the options and plan for an orderly transition as part of the budget year on July 1, 2003. Some of the options that to this point have been explored by staff include: • Option 1 Continue the current service delivery and contract with the Squad. • Option 2 Bring the EMS transportation function completely in-house under the county's department of Emergency Management Services. • Option 3 Privatize the EMS transportation function, through a formal RFP and multi- yearcontracting. • Option 4 Some combination of Options 1-3 In light of recent communication from the Board of Directors that the Squad desires to transition the primary responsibility for staffing the EMS transport component from the Squad to Orange County, Option 1 will no longer be pursued. However, there is clearly interest and there appear to be important future roles for the Squad to provide in other aspects of emergency service provision such as rescue and EMS coverage for special events. The accompanying contract for the period January 1 through June 30, 2003 reflects a gradually diminishing role for the Squad in day-to-day EMS transport coverage. The major provisions of the agreement are identical to the contract now in place, although the new contract contemplates possible reductions in the monthly stipend to the Squad depending on how much cost the County may need to assume (e.g. through wages for temporary staff the County may need to hire for shifts not covered by the Squad) over the next six months. FINANCIAL IMPACT: The terms of the contract call for the County to reimburse the Squad in the amount of $58,269.17 per month for the six months of the agreement, subject to possible reductions outlined above. Funding to cover the contract is included in the FY 2002-03 County operating budget. RECOMMENDATION(S): The Manager recommends that the Board approve the attached contract with Orange EMS and Rescue Squad through June 30, 2003, subject to final review by staff and the County Attorney. 3 STATE OF NORTH CAROLINA COUNTY OF ORANGE AGREEMENT BETWEEN ORANGE EMS AND RESCUE SQUAD, INC. AND ORANGE COUNTY, NORTH CAROLINA THIS AGREEMENT, made and entered into December 2, 2002 by and between Orange EMS and Rescue Squad, Inc., hereinafter referred to as "THE SQUAD" and Orange County, North Carolina, hereinafter referred to as "THE COUNTY", for and on behalf of its Office of Emergency Management Services. WITNESSETH: WHEREAS, THE COUNTY pursuant to the authority contained in N.C.G.S.153A-250(b), wishes to have a private non-profit organization provide the EMS transportation component until June 30, 2003, or a mutually agreed upon earlier transition date and to compensate said agency for those services, and to allow said agency to provide volunteer EMS transportation, special events EMS coverage and Rescue services; and WHEREAS, THE SQUAD desires to provide these services to THE COUNTY. NOW, THEREFORE, in consideration of the premises and of the following mutual promises, covenants and conditions, THE COUNTY and THE SQUAD agree as follows: I. SQUAD RESPONSIBILITIES A. To name a single point of contact that has the right and authority to conduct business on behalf of THE SQUAD. The name of this individual shall be provided to THE COUNTY upon the signing of this agreement. THE SQUAD shall provide THE COUNTY with notice of any change in the contact person 5 working days prior to the effective date of the change. B. To provide staffing of three (3) ambulances 24 hours per day, 7 days per week at staffing levels established by agreement of the parties, until such time that staff and responsibility are assumed by THE COUNTY as part of the mutually agreed upon transition. In no event shall. THE SQUAD permit the staffing of ambulances used to provide transportation services under this agreement by individuals certified below the level of Emergency Medical Technician. 4 C. To ensure that all EMS personnel are trained, certified and current in all continuing education requirements pursuant to standards set by THE COUNTY, and other licensing/certification boards as maybe appropriate. Evidence of certification required by NCGS 131E-159 shall be provided to THE COUNTY. THE SQUAD shall ensure that these records are kept current. D. To purchase items used by THE SQUAD for the provision of emergency medical services in accordance with Orange County purchasing policies and procedures, and to maintain records of these purchases for periodic review by THE COUNTY. E. To maintain legal personnel documentation, including an appropriate record of times worked for paid and volunteer personnel, and to make these personnel records available to THE COUNTY as needed, with appropriate prior notice. F. To ensure that at all times when on duty, THE SQUAD's EMS personnel are attired in a uniform approved by THE COUNTY. G. To perform daily checkouts of each EMS unit, all supplies and equipment at the beginning of each shift, and report any deficiencies to THE COUNTY in a manner approved by THE COUNTY. THE SQUAD shall not allow the supplies and equipment on each unit to fall below the standards established by the North Carolina Medical Care Commission. H. To properly maintain the vehicles provided by THE COUNTY in good working order and notify Emergency Management of any needed maintenance or repairs. THE SQUAD shall keep and maintain records of the operation and maintenance of the vehicles in accordance with N.C.G.S. 131E-156. Copies of these records shall be furnished to THE COUNTY. Further, it shall be the responsibility of THE SQUAD to notify Emergency Management when to obtain or renew both the ambulance permit required by N.C.G.S. 131E-156 and the safety inspection required by N.C.G.S. 20-183. I. THE SQUAD shall provide and maintain evidence of a current Ambulance Provider's License, issued pursuant to N.C.G.S. 131E-155.1, to THE COUNTY. To submit a regular monthly accounting report including income, salary, maintenance, supplies, fuel, and other associated operational items to THE COUNTY. K. THE SQUAD understands and agrees that the financial officer or designee of THE COUNTY shall have the right to inspect, upon reasonable notice, all books and records of THE SQUAD, and will be given full and complete access. L. To ensure that THE SQUAD'S personnel conduct themselves in a professional manner at all times and consistent with the conduct expectations of the Orange County Personnel Ordinance and specifically comply with the policies of THE SQUAD on file with THE COUNTY which address harassment, discrimination, personal conduct, drug free work place, and employment of relatives. M. THE SQUAD will compensate its paid employees at a rate not lower than the Living Wage as established in the Orange County Personnel Ordinance. 5 N. To identify a person as the point of contact for general EMS operational or policy communications with THE COUNTY. II. COUNTY RESPONSIBILITIES A. To provide ambulance vehicles of sufficient number to support the staffing levels required of THE SQUAD. However, any ambulances provided by THE COUNTY are and shall remain the property of THE COUNTY and upon termination of this agreement are to be returned to THE COUNTY in good working condition, reasonable wear and tear expected. Additional agreements may be entered into, to allow use of county equipment by THE SQUAD for non-traditional EMS purposes and as the transition of responsibilities warrant. B. To approve a standard uniform for THE SQUAD personnel providing services pursuant to this Agreement. C. To provide necessary supplies, equipment, fuel, and other medical essentials for the stocking of staffed units to the level specified by THE COUNTY, and to provide a method of re-stocking units after each use. D. To provide for the preventive maintenance and repair of all county vehicles used by THE SQUAD to provide services pursuant to this Agreement. This includes all vehicles used to provide services under this Agreement owned by THE COUNTY. E. To retain full authority and responsibility for the care and treatment of all patients that use the EMS system, and to ensure that appropriate medical supervision is provided to THE SQUAD. THE COUNTY will continue to allow members of THE SQUAD, certified under THE COUNTY'S ALS program, to provide service at the EMT-B, EMT-D, and EMT-Paramedic Level with continuing education, medical protocols, medical direction, and oversight provided by THE COUNTY. F. THE COUNTY'S medical director will provide medical care direction and medical control to THE SQUAD. G. THE COUNTY'S medical director will review and approve training and continuing education that will assure the maintenance of all THE SQUAD's EMS personnel certifications. H. To provide required health and safety programs including immunization, medical evaluation, training, and post exposure management for the personnel of THE SQUAD providing services pursuant to this Agreement. L To provide operational management of THE SQUAD'S personnel during all activities related to the provision of emergency medical services under this contract. To furnish to THE SQUAD a monthly stipend of $58,269.17 to provide the transportation component of emergency medical services under this agreement. This cash stipend will be will be paid to THE SQUAD by the 10~` day of each month, 6 until such time THE COUNTY assumes responsibilities that have a covered cost associated, then the monthly stipend will be decreased accordingly as mutually agreed upon by both parties K. To furnish to THE SQUAD reimbursement of the approved costs for special event coverage within two weeks of receipt by THE COUNTY from THE SQUAD of appropriate special event coverage report forms. L. To identify a person as the point of contact for general EMS operational or policy communication with THE SQUAD. III. INSURANCE THE SQUAD will. be responsible for the negligence of its personnel and agents. Further, THE COUNTY shall define the amount and levels of insurance which THE SQUAD shall maintain for the activities performed pursuant to this Agreement as well as the buildings and equipment used to provide services under this Agreement. It shall be at THE COUNTY'S option to either provide the coverage through a policy purchased by THE COUNTY, or to reimburse THE SQUAD for insurance policies purchased by them. Any policies of insurance purchased directly by THE SQUAD shall be through an insurance company acceptable to THE COUNTY. IV. TERM This agreement shall run from January 1, 2003 through June 30,2003 and the parties may enter into a new contract to provide volunteer EMS transportation, Rescue and Special Event coverage from July 1, 2003, for a period of time agreed upon by both parties. V. TERMINATION The Agreement or its renewal maybe terminated at any time without penalty by either party provided that written notice of such termination is furnished to the other party at least 60 days prior to termination. In the event of such termination any payment due shall be prorated to the date of termination. VI. MUTUAL UNDERSTANDING THE SQUAD and THE COUNTY understand and agree that nothing in this agreement shall be construed to create an exclusive arrangement between the parties, and THE COUNTY is free to provide services by other means. VII. ENTIRE UNDERSTANDING The Agreement contains the entire understanding of the parties and shall not be altered, amended or modified, except by an agreement in writing executed by the authorized representative of both parties. VIII. SITUS The laws of North Carolina shall govern the validity and interpretation of the provisions, terms and conditions of this agreement. IN WITNESS WHEREOF, the parties have hereunto signed this Agreement in their official capacities of the day and year listed below. FOR AND ON BEHALF OF: ORANGE EMS AND RESCUE SQUAD, INC. DATE: MATTHEW DEAN CHAIR OF THE BOARD OF DIRECTORS FOR AND ON BEHALF OF: ORANGE COUNTY, NORTH CAROLINA DATE: BARRY JACOBS CHAIR OF THE BOARD OF COMMISSIONERS ATTEST: DONNA BAKER CLERK TO THE BOARD