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HomeMy WebLinkAbout65-04 RESOLUTION• • RESOLUTION NO. 65-04 A RESOLUTION APPROVING RENEWAL OF THE CONTRACT FOR SERVICES IN THE AMOUNT OF ONE HUNDRED FIFTY-SIX THOUSAND DOLLARS ($156,000.00) -.BETWEEN THE CITY OF FAYETTEVILLE AND CENTRAL EMERGENCY MEDICAL SERVICES, INC. TO OPERATE AND MAINTAIN AN EMERGENCY AMBULANCE SERVICE TO SERVE THE RESIDENTS OF FAYETTEVILLE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby approves renewal of the contract for services in the amount of One Hundred Fifty -Six Thousand Dollars ($156,000.00) between the City of Fayetteville and Central Emergency Medical Services, Inc. to operate and maintain an emergency ambulance service to serve the residents of Fayetteville. A copy of the agreement is attached hereto marked Exhibit "A" and made a part hereof. PASSED and APPROVED this 20th day of April 2004. ATTEST: By: SONDRA SMITH, City Clerk APPROVED: By:/aLle DAN COODY. M • • CITY OF FAYETTEVILLE CONTRACT FOR EMERGENCY MEDICAL TRANSPORT SERVICES ap}h Apr' This Agreement is entered into on this 1st day of, 3arrmary 2004 between the City of Fayetteville, hereinafter known as the "City" and Central Emergency Medical Service, hereinafter known as "CEMS, "an Arkansas not-for-profit corporation. WHEREAS the City has determined that a public need exists for an emergency ambulance service that operates within the city limits of Fayetteville to serve Fayetteville residents, WHEREAS CEMS has developed an emergency ambulance service that operates within the City limits and serves Fayetteville residents. NOW, THEREFORE, in consideration of the mutual covenants contained herein, the City and CEMS agree as follows: 1. This Agreement will begin on the date first written above. 2. CEMS agrees to develop, operate, and maintain an Advanced Life Support (ALS) Emergency Ambulance Service that serves Fayetteville residents and responds to all emergency medical calls for service within the city limits of Fayetteville, Arkansas. This ALS service will be provided in conjunction with the Fayetteville Fire Department's emergency response units with the Fayetteville Fire Department agreeing to provide Basic Life Support (BLS) Non -Transport Emergency Response Service. The Fire Department shall maintain control over the use of Fire Apparatus as First Response Units and CEMS shall maintain control over the use of Ambulances. 3. The Fayetteville Fire Department agrees to operate according to the established patient treatment protocols, as identified by the CEMS' Medical Director, from the time patient contact is made until the time the patient is removed from the incident scene and transported, via ALS Ambulance, to a recognized medical treatment facility or hospital, or until CEMS personnel determine the call is a no -transport. 4. CEMS agrees to provide written quarterly and annual reports to the City's Project Coordinator, describing the activities undertaken during the preceding period and also to report on the following performance measures: Number of calls responded to, average response time for these calls, type of patient service provided for each response. (Whether the patient accepted or declined care). The parameters for calculating the average response time will be from the time the call is verified at the CEMS medical communications center until arrival at the incident location by the first arriving transporting Ambulance. "Time call is verified," shall be the moment the communications center personnel receive both sufficient location information to know where a response is required and sufficient information to determine the presumptive run priority designation. "Arrival at incident location," means the moment an ambulance crew notifies the medical communication center that it is fully stopped at the location where the ambulance shall be parked while the crew exits to approach Page 1of4 • • • the patient. In situations where the ambulance has responded to a location other than the scene (e.g. staging areas for hazardous material/violent crime incidents or non -secured scenes), arrival at the scene shall be the time the ambulance arrives at the designated staging location. The quarterly reports are to be submitted to the Project Coordinator by April 10, July 10, October 10, and January 10 for the preceding calendar quarter. The data used to compile these reports will include only those calls for service within the corporate city limits of the City of Fayetteville, Arkansas and will be reported for the current quarter, current year-to-date, and prior year-to-date. 5. CEMS commits to maintaining an average response time not to exceed (8) minutes within the City of Fayetteville's corporate limits for the duration of this contract. 6. CEMS agrees to make both financial and response data records available for review by the Project Coordinator and the City's Internal Auditors as requested, and to provide the City with an annual audit performed by a certified public accountant licensed by. the State of Arkansas. CEMS agrees to comply with the Arkansas Freedom of Information Act as applicable Requests for records shall follow compliance requirements of the Health Insurance Portability and Accountability Act (HIPAA) 7. For the purposes of this Agreement, the Project Coordinator for the City will be the City Fire Chief or his/her designee. The Project Coordinator for CEMS will be CEMS Director Tony Hickerson or his successor or designee. Communications pertaining to this agreement will be through the respective Project Coordinators for the City and CEMS. 8. Terms of Performance. The term of performance for this agreement will expire December 31, 2004 and may be extended for an additional three years subject to approval of a budget containing funding for the service.*CEMS will hold harmless, defend, and indemnify the City, from any and all claims, actions, suits, charges and judgments whatsoever that arise out of the performance or nonperformance of the services or subject matter in this Agreement. 9. Budget. The City agrees to pay and CEMS agrees to accept, as payment in full for its services, in 2004, $156,000.00. The amounts to be paid for services in future budget years are dependent on the amounts appropriated by City Council for each budget year. 10. CEMS must provide and maintain in force, at all times during the term of the contract, insurance for worker's compensation as provided by state statute, commercial general liability, and vehicle liability. Such policies will be issued by companies authorized to do business in the State of Arkansas. Minimum amounts required for commercial general liability and vehicle liability are $1,000,000. 11. For any work sublet, CEMS will require the subcontractor to provide similar worker's compensation insurance In case any employee engaged in work on the project under this contract is not protected under workers' compensation insurance, CEMS will provide and will cause each subcontractor to provide adequate employers' liability insurance for the protection of such of his employees as are not otherwise protected. A certificate of insurance Page 2 of 4 • • • • • addressed to the City listing the above coverage's is to be submitted with contract approval. The premiums for all insurance required herein will be paid by CEMS.*Emergency Medical Services Workgroup. CEMS and the City agree to establish a standing Emergency Medical Service (EMS) Workgroup. This EMS Committee shall consist of three (3) representative from CEMS, three (3) representatives from the Fire Department and two (2) representatives from the Police Department's Central Dispatching Office. This group will meet to discuss the coordination of services, facilitate the exchange ideas to enhance the quality of service being provided and develop a problem solving mechanism for issues that may arise. This Committee will meet as requested by a member of the workgroup, least once every quarter during the calendar year. 12. The City agrees to compensate CEMS in the form of equal monthly installments with any remaining balances, for the calendar year, to be paid in December of the respective year. 13. Notices. All notices required or permitted under this agreement will be submitted in writing to the other party in this agreement by certified mail, return receipt requested, with the notice becoming effective no less than three (3) days after deposit therein addressed to the following: City of Fayetteville ' Fayetteville Fire Dept. CEMS Dan Coody Chris Bosch Tony Hickerson Mayor Fire Chief, Director 113 West Mountain St. 303 W. Center St. 645 S School Ave Fayetteville, AR 72701 Fayetteville, AR 72701 Fayetteville, AR 72701 14. Neither party may assign any of its rights or obligations under this agreement, without the express written consent of the other party. Nor shall this agreement be construed to bestow any rights or benefits upon anyone other than CEMS and the City. 15. A waiver by either party of any terms or conditions herein shall be limited to that particular instance, and shall not be construed as a general waiver of any other breaches by either party. 16. Agreement constitutes the entire understanding of the parties, and no modification or variation of the terms of this agreement shall be valid unless made in writing and signed by the duly authorized agents of the City and CEMS. 17. Severability. Each paragraph of this agreement is severable from all other paragraphs. In the event any court of competent jurisdiction determines that any paragraph or subparagraph is invalid or unenforceable for any reason, all remaining paragraphs and subparagraphs will remain in full force and effect. 18. Interpretation. This agreement shall be interpreted according to and enforced under the laws of the State of Arkansas. Page 3 of 4 • • • 19. Tax Exempt Status: Attached hereto and made part hereof is a copy of the correspondence from the Internal Revenue Service dated 5 f >i I S 5 confirming the 501(c)(3) tax exempt status of the Central Emergency Medical Service. IN WITNESS WHEREOF, we have hereunto set our hands on the date first written above. Central Eme a Medical Services, Inc. City of Ton Hickerson, Director Dan Coody, Mayor Attested By: Page 4 of 4 Attested By: • NAME OF FILE: CROSS REFERENCE: Resolution No. 65-04 ment • NOTES: 1 04/01/04 memo to mayor & city council 2 draft resolution 3 03/16/04 Staff Review Form 4 04/21/04 email to Chief Bosch 5 04/22/04 memo to Sondra Smith 6 05/27/83 copy of letter from IRS 7 04/21/04 email to Sondra Smith 8 04/30/04 memo to Chief Bosch NOTES: • CITY COUNCIL AGENDA MEMO y /poi 65-D Sket /airy' / City Council Meeting of April 6, 2004 To: Mayor and City Council From: Chris Bosch, Fire Chief Date: March 4, 2004 Subject: Resolution approving a contract for ALS/Transport Ambulance Service with Central Emergency Medical Service, Inc. for $156,000. RECOMMENDATION The Fire Department recommends approval of a Resolution awarding the annual contract for Advanced Life Support Ambulance Transport service to Central Emergency Medical Service, Inc. (CEMS) for $156,000. BACKGROUND This agreement involves an annual contract for Advanced Life Support Ambulance Transport service between the City of Fayetteville and CEMS. This contract is awarded on an annual basis. DISCUSSION As you know, for the past several years the City of Fayetteville has contracted with CEMS to provide advanced life support transport ambulance service for the citizens of Fayetteville. Currently the Fire Department maintains a strong and effective working relationship with CEMS with both agencies working to provide the most efficient and effective emergency medical service in the region. Both agencies work collaboratively in a tiered emergency response system with the Fire Department providing Basic Life Support in conjunction with CEMS' providing Advanced Life Support and transport ambulance service. This tiered system of service ensures that the Citizens of Fayetteville receive care as quickly as possible. Currently both agencies participate in ensuring efficient and effective care through an EMS oversight committee, which convenes on a monthly basis, to address any issues that may arise. This group has effectively worked together to improve the quality of service currently being offered to the community. Both agencies will continue to work together collaboratively to ensure the needs of the Citizens of Fayetteville are continually met. BUDGET IMPACT This is a budgeted item with an overall annual cost of $156,000. This cost is paid out in twelve (12) equal installments with CEMS submitting monthly bills for service. jedabee0i/2D( ey • • RESOLUTION NO. A RESOLUTION APPROVING RENEWAL OF THE CONTRACT FOR SERVICES IN THE AMOUNT OF ONE HUNDRED FIFTY- SIX THOUSAND DOLLARS ($156,000.00) BETWEEN THE CITY OF FAYETTEVILLE AND CENTRAL EMERGENCY MEDICAL SERVICES, INC. TO OPERATE AND MAINTAIN AN EMERGENCY AMBULANCE SERVICE TO SERVE THE RESIDENTS OF FAYETTEVILLE. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby approves renewal of the contract for services in the amount of One Hundred Fifty -Six Thousand Dollars ($156,000.00) between the City of Fayetteville and Central Emergency Medical Services, Inc. to operate a maintain an emergency ambulance service to serve the residents of Fayette A copy of the agreement is attached hereto marked Exhibit "A" an'® �a part hereof. ces PASSED and APPROVED this 6th day of Apr 2004. ROVED:' DANyGOODY, Mayor ATTES By: 1 SON DRCSMITH, City Clerk ST REVIEW FORM - FINANCIAL OBLIGATION % AGENDA REQUEST X CONTRACT REVIEW GRANT REVIEW For the Fayetteville City Council Meeting of: April 6, 2004 FROM: Chris Bosch Name Fire Administration Fire Division Department ACTION REQUIRED: A resolution approving the renewal of the annual contract with Central Emergency Medical Servcies, Inc. for 2004 in the amount of $156,000 for emergency ambulance transport service in the City of Fayetteville. COST TO CITY: $156,000.00 $ 156,800.00 Transfer to CEMS Cost of this request Category/Project Budget Program Category / Project Name 1010-6600-5705.00 $ - Emergency Medical Contract Account Number Project Number Funds Used to Date p Program / Project Category Name $ 156,800.00 Sales Tax General Remaining Balance Fund Name BUDGET REVIEW: H Budget Manager X Budgeted Item Budget Adjustment Attached 1� Date ail CONTRACT/GRANT/LEASE REVIEW: AccouAting Manager Date Int nal A itor 31n/`/ Date City Atto ney Purchasing Manager ..3/4v Date 311404 Date STAFF RECOMMENDATION: Staff recommends approval of this resolution. Received in Mayor's Office Division Head Date C 3/0410 v Department Director Date Finance & Internal Services Dir. C 3—&C°' Date Mayor 3//‘ l0C% Date Cross Reference: Previous Ord/Res#: Orig. Contract Date: Orig. Contract Number: New Item: S`oq Date t1 Yes No Sondra Smith -_Central EMS Contract _ Page 1! • From: Sondra Smith To: Bosch, Chris Date: 4/21/04 5:04PM Subject: Central EMS Contract Chris, The Central EMS contract states on the last page that a copy of the correspondence from the Internal Revenue Service dated confirming the 501(c)(3) tax exempt status of Central EMS is attached to the contract. We do not have a copy of that tax exempt status with any of the contracts. Can you check your records to see if you have it or get a copy from Central EMS. Thanks! Sondra Smith City Clerk City of Fayetteville 113 West Mountain Fayetteville, AR 72701 479-575-8323 479-575-8323 ssmith©cci.fayetteville.a r. us • From the Desk of the Fire Chief - Memo To: Sondra Smith, City Clerk From: Chris Bosch, Fire Chie�1- Date: Apnl 22, 2004 Re: LEMS Internal Revenue Service Letter • Fayetteville Fire Dept 303 W. Center St. Fayetteville, AR. 72701 (479) 575-8365 Attached you will find a copy of the letter you requested regarding Central Emergency Medical Service's 501(c) (3) Status Letter. The date of the letter is May 27, 1983. Please add this date to the CEMS Contract for 2004 and place a copy of this letter with the contract as part of the official record. If you have any questions regarding this letter please feel free to contact me and I will be happy to provide additional information. Thank you, i • Internal Revenue Service ':District Director Dec May 27, 1483 Central Emergency Medical Service, Inc. 614 North College Ave. .Fayetteville, AR 72707 • -- Dear Applicant: • )epartment 9f the Treasury • Person to Contact .E0 Technical Assistor Contact Telephone Number. 02141 767-2728 E0:7215:WHJ Based on the information you recently submitted, we have classified your organization as one that isnot a private foundation within the meaning of section 509(a) of the Internal Revenue Code becauseyou are an organization described in section 509Ca1 C21. Your exempt status under section -.501(c)(3) of the Code is still in effect. This.classifidatiun. is b_ased.on_tha assumption.that'"you•r operations.:will.> . contiinue as you have stated.'If your"sbitr'ces'of Support; or your'purpo'set; character, or method of operation change, please let us know so'we can consider the. effect of the change on your exempt status and foundation status. - Because this letter could help resolve any questions aboutyour foundation status, you should keep it in your permanent records. • If. you have any questions; please contact the person whose name and telephone number are shown above. 1100 Commerce St., Dallas, Texas 75242 EB Sincerely yours; • R C. Voskuil District Director Letter 1078(00) (6-77) FAYETTEVTLLE THE CITY OF FAYETTEVILLE, ARKANSAS From: To: Date: Subject: Chris Bosch ssmith@ci.fayetteville.ar. us 4/21/04 8:28PM Re: Central EMS Contract DEPARTMENTAL CORRESPONDENCE I will check on the status of the document and make sure you have it on Thursday. Thanks, Chris Chris Bosch, Fire Chief Fayetteville Fire Department 303 W. Center St. Fayetteville, AR. 72701 (479) 575-8365 (479) 575-0471 fax »> Sondra Smith 04/21/04 17:04 PM »> Chris, The Central EMS contract states on the last page that a copy of the correspondence from the Internal Revenue Service dated confirming the 501(c)(3) tax exempt status of Central EMS is attached to the contract. We do not have a copy of that tax exempt status with any of the contracts. Can you check your records to see if you have it or get a copy from Central EMS. Thanks! Sondra Smith City Clerk City of Fayetteville 113 West Mountain Fayetteville, AR 72701 479-575-8323 479-575-8323 ssmith @ci. fayetteville. a r. us • FAYETTEVI LLE THE CITY OF FAYETTEVIIIE, ARKANSAS DEPARTMENTAL CORRESPONDENCE • To: Chief Bosch Fire Department From* Clarice Buffalohead-Pearman V City Clerk Division Date: April 30, 2004 Re: Resolution No. 65-04 Attached is a copy of the above resolution passed by the City Council April 20, 2004, to renew the contract with Central Emergency Medical Services, Inc. a/k/a CEMS, for ambulatory services in Fayetteville. This resolution and attachments will be recorded in the city clerk's office and microfilmed. Please note that I have attached two originals and I have kept one original for our file. Also the date on the agreement was to change to April 20, 2004 because that's when the council approved it was not approved to be retroactive to January. If anything else is needed please let the clerk's office know. /cbp attachments cc: Nancy. Smith, Internal Auditor