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HomeMy WebLinkAbout26-23 RESOLUTION113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 26-23 File Number: 2023-281 WASHINGTON COUNTY REGIONAL AMBULANCE AUTHORITY SUBRECIPIENT AGREEMENT AMENDMENT #1: A RESOLUTION TO APPROVE AMENDMENT #1 TO THE SUBRECIPIENT AGREEMENT WITH THE WASHINGTON COUNTY REGIONAL AMBULANCE AUTHORITY TO MODIFY THE NUMBER AND TYPES OF AMBULANCES AUTHORIZED TO BE PURCHASED USING AMERICAN RESCUE PLAN ACT FUNDS WHEREAS, on November 15, 2022, pursuant to Resolution 269-22, the City of Fayetteville and the Washington County Regional Ambulance Authority ("WCRAA") entered into a subrecipient agreement to provide funds in the amount of $757,917.00 for the purchase of 22 power load stretcher systems, 4 new ambulances, 1 remount ambulance, and premium pay for essential employees; and WHEREAS, WCRAA notified the City that the lead time for acquiring new ambulances is 24-36 months and, because WCRAA had already delayed its normal schedule for ambulance replacement due to loss of revenue during the COVID-19 pandemic, it has fallen behind its normal replacement schedule; and WHEREAS, WCRAA now proposes to utilize the funds for the purchase of 22 power load stretcher systems, 3 basic life support (BLS) ambulances, 2 remount ambulances, 2 new ambulances, and premium pay for essential workers. NOW, THEREFORE, 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 authorizes Mayor Jordan to execute Amendment #1 to the Subrecipient Agreement with the Washington County Regional Ambulance Authority, a copy of which is attached to this Resolution to approve funding in the amount of $757,917.00 for premium pay for essential workers and for the purchase of power load stretcher systems and ambulances. PASSED and APPROVED on February 7, 2023 Approved:' " Attest: Lioa6ld d dan, or Kara Paxton, City Clerk Treasurer �U �1'AYE1TEVILI_E.� �rf• .�� Page 1 rrz.,;1,1G -WA ottitiw CITY OF Pow, FAYETTEVILLE ARKANSAS MEETING OF FEBRUARY 7, 2023 TO: Mayor Jordan and City Council THRU: Brad Hardin, Fire Chief FROM: Granville Wynn, Financial Analyst - Fire DATE: SUBJECT: RECOMMENDATION: CITY COUNCIL MEMO 2023-281 To approve the attached Amendment #1 to the previously approved Subrecipient Agreement with the Washington County Regional Ambulance Authority by substituting the attached "Exhibit A: Amended Scope of Work and Project Allocation" for Exhibit A attached to the original contract. BACKGROUND: On November 15, 2022, pursuant to Resolution 269-22, the City of Fayetteville and the Washington County Regional Ambulance Authority (WCRAA) entered into a subrecipient agreement to provide funds in the amount of $757,917 to assist with the purchase of the following items: 22 power load stretcher systems, 4 new ambulances, 1 ambulance remount, and premium pay for essential workers. DISCUSSION: WCRAA notified the City that the lead time for acquiring new ambulances is 24-36 months and, because WCRAA had already delayed its normal schedule for ambulance replacement due to loss of revenue during the COVID-19 pandemic, it has fallen behind its normal replacement schedule. WCRAA now proposes to utilize the American Rescue Plan Act (ARPA) funds for the purchase of 22 power load stretcher systems, 3 new basic life support (BLS) ambulances, 2 remount ambulances, 2 new advance life support (ALS) ambulances, and premium pay for essential workers. BUDGET/STAFF IMPACT: This request will be funded by the previously approved budget adjustment of $757,917.00 per Resolution 269- 22. ATTACHMENTS: Agenda Packet - Amendment 1 - WCRAA Subrecipient Agreement2 Mailing address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 - Legislation Text File #: 2023-281 A RESOLUTION TO APPROVE AMENDMENT #1 TO THE SUBRECIPIENT AGREEMENT WITH THE WASHINGTON COUNTY REGIONAL AMBULANCE AUTHORITY TO MODIFY THE NUMBER AND TYPES OF AMBULANCES AUTHORIZED TO BE PURCHASED USING AMERICAN RESCUE PLAN ACT FUNDS WHEREAS, on November 15, 2022, pursuant to Resolution 269-22, the City of Fayetteville and the Washington County Regional Ambulance Authority ("WCRAA") entered into a subrecipient agreement to provide funds in the amount of $757,917.00 for the purchase of 22 power load stretcher systems, 4 new ambulances, 1 remount ambulance, and premium pay for essential employees; and WHEREAS, WCRAA notified the City that the lead time for acquiring new ambulances is 24-36 months and, because WCRAA had already delayed its normal schedule for ambulance replacement due to loss of revenue during the COVID-19 pandemic, it has fallen behind its normal replacement schedule; and WHEREAS, WCRAA now proposes to utilize the funds for the purchase of 22 power load stretcher systems, 3 basic life support (BLS) ambulances, 2 remount ambulances, 2 new ambulances, and premium pay for essential workers. NOW, THEREFORE, 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 authorizes Mayor Jordan to execute Amendment #1 to the Subrecipient Agreement with the Washington County Regional Ambulance Authority, a copy of which is attached to this Resolution to approve funding in the amount of $757,917.00 for premium pay for essential workers and for the purchase of power load stretcher systems and ambulances. Page 1 City of Fayetteville Staff Review Form 2023-281 Item ID 2/7/2023 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Brad Hardin 1/4/2023 FIRE (300) Submitted By Submitted Date Division / Department Action Recommendation: Staff recommends approving amendment #1 to the subrecipient agreement with the Washington County Regional Ambulance Authority to provide funding from the American Rescue Plan Act to purchase power load stretcher systems, BLS ambulances, remount ambulances, ALS ambulances, and premium pay for essential workers. Budget Impact: 2246.800.9717-5705.00 2246-American Rescue Plan Act Account Number Fund 20023.2021 American Rescue Plan Grant ARPS-0002 Project Number Project Title Budgeted Item? Yes Total Amended Budget $ 757,917.00 Expenses (Actual+Encum) $ - Available Budget $ 757,917.00 Does item have a direct cost? Yes Item Cost $ 757,917.00 Is a Budget Adjustment attached? No Budget Adjustment $ - Remaining Budget $ - V20221130 Purchase Order Number: Previous Ordinance or Resolution # 269-22 Change Order Number: Approval Date: 11/15/2022 Original Contract Number: Comments: AMENDMENT #1 TO THE SUBRECIPIENT AGREEMENT WITH THE WASHINGTON COUNTY REGIONAL AMBULANCE AUTHORITY WHEREAS, on November 15, 2022, pursuant to Resolution 269-22, the City of Fayetteville and the Washington County Regional Ambulance Authority ("WCRAA") entered into a subrecipient agreement to provide funds in the amount of $757,917.00 for the purchase of 22 power load stretcher systems, 4 new ambulances, 1 remount ambulance, and premium pay for essential employees; and WHEREAS, WCRAA notified the City that the lead time for acquiring new ambulances is 24-36 months and, because WCRAA had already delayed its normal schedule for ambulance replacement due to loss of revenue during the COVID-19 pandemic, it has fallen behind its normal replacement schedule; and WHEREAS, WCRAA now proposes to utilize the funds for the purchase of 22 power load stretcher systems, 3 basic life support (BLS) ambulances, 2 remount ambulances, 2 new ambulances, and premium pay for essential workers. NOW, THEREFORE, BE IT KNOWN TO ALL: That the City of Fayetteville, Arkansas and the Washington County Regional Ambulance Authority, on this --I day of , 2023, hereby agree that the Subrecipient Agreement dated November 15, 2022, shall be a nded by substituting the attached "Exhibit A: Amended Scope of Work and Project Allocation" for Exhibit A attached to the original contract. The parties agree and understand that this Amendment is supplemental to their Agreement of November 15, 2022, and that it does not alter, amend or abridge any of the rights, obligations, or duties of the parties not expressly addressed herein. IN WITNESS WHEREOF, the parties hereto have caused their signatures to be set by their authorized representative effective the date set forth herein above. WASHINGTON COUNTY REGIONAL AMBULANCE AUTIIORITY By: �A�— STEVE HARRISON, Chief CITY OFFAYETTEVILLE ATTEST: KARA PAXXTON, Cfty Washington County Regional Ambulance Authority 645 SOUTH SCHOOL AVENUE. FAYETTEVILLE, ARMNSAS 72701 TELEPHONE479-521-5801 Proposal: American Rescue Plan Funding for acquisition of equipment and supplies in response to the COVID-19 Public Health Emergency: • 22 power load stretcher systems $ 755,040 • 2 new ALS (Advance Life Support) ambulances $ 484,500 ■ 2 remount ambulances $ 301,372 6 3 new BLS (Basic Life Support) ambulances $ 390,000 w Premium pay for essential workers FTE $2500, PTE $1000 $ 280,960 Total $ 2,212,872 Date: January 3, 2023 (updated) April, 2022 (updated) January 12, 2022 (updated) October 12, 2021 Washington County Regional Ambulance Authority (WCRAA) - Central EMS, a special purpose unit of local government, (FAQ 07,19.21 (1)(1.3)pg. 2), has been the provider of emergency ambulance service for Washington County, Fayetteville and all other cities except Springdale for over 40 years. Through the years the organization has faced many challenges, but none have tested WCRAA-Central EMS on all fronts like the COVID-19 Pandemic/Public Health Emergency 2020- 2022. EMS 911 systems across the nation are not only the provider of emergency services but also the public health provider in communities lacking in COVID-19 mitigation and prevention and adequate behavioral care (Interim Final Rule Eligible Public Health Uses pgs. 17-20). WCRAA-Central EMS conducted COVID-19 testing and vaccination clinics for all emergency service personnel and vulnerable communities that lacked transportation and/or means to access COVID-19 resources. EMS systems became the gateway for public healthcare. As an emergency response agency, all patient encounters must be approached as if COVID-19 related. There are no means to determine COVID-19 status in the prehospital setting. WCRAA-Central EMS responded to 24,794 calls for service in 2021 which was 2,342 more than 2020. We saw a 10.43% increase with an average of 68 calls per day. The purchase of the 22 power load stretcher systems, 2 new ALS ambulances, 2 remount ambulances and 3 new BLS ambulances meets the core goal of the State and Local Fiscal Recovery Funds (SLFRF) "providing state, local and Tribal governments the resources needed to fight the COVID-19 Pandemic (SLFRF Overview of Final Rule pg, 14). " A one-time payment of Premium Pay for essential workers FTE $2500, PTE $1000 before taxes and pro -rated for employment from March 1, 2021-March 1, 2022. The employees carried the burden of the COVID-19 Pandemic additional work load successfully through hard work and their commitment to serving the health care needs of their community. This premium pay would provide our emergency responders comparable compensation that all the other emergency responders in the region have received from the ARPA funds. Negative Economic Impact: COVID-19 has disrupted the delicate balance of revenues and expenses, thus creating gaps in cash flow. Every response requires COVID-19 level personal protective equipment (PPE) because without the ability to test, each encounter must be treated as if it were a COVID-19 positive patient until ruled out by testing at the hospital. In 2018, the cost of PPE was $0.42 compared to $22.48 per call in 2021. Now, more than ever, outside funding is needed to account for the significant increase in operating costs. Once the public health emergency was declared in March 2020, call volume, special events and percent of reimbursable transports decreased temporarily resulting in $1,534,757 loss for the year. In 2021 as the Delta variant became prevalent, call volume increased by over 10%. Hospital overcrowding resulted from patients requiring more intensive care and treatment. This forced WCRAA-Central EMS to implement non -reimbursable Treat in Place protocols for those patients not requiring immediate hospitalization. The purchase of 22 power load stretcher systems, 2 new ALS ambulances, 2 remount ambulances and 3 new BLS ambulances will allow WCRAA-Central EMS to enhance healthcare capacity and meet the public health needs (FAQ 07.19.21 (2)(2.1 pg. 4). Not only did WCRAA-Central EMS provide life-saving prehospital care but also became the instant expert in prehospital PPE, disinfection and the 24/7 field support for the Arkansas Department of Health local and state health units. WCRAA-Central EMS respectfully requests the immediate purchase of 22 power load stretcher systems, 4 new ambulances, 1 remount ambulance and premium pay for essential employees. Supporting the critical infrastructure of the WCRAA-Central EMS with SLFR funds from the American Rescue Plan Act will aid in the recovery from the workforce, economic and financial impacts of the COVID-19 Pandemic. Ultimately, supporting long term stability and sustainability of your local EMS service. Thank you for your consideration. Regards, 42�'Y/_ L_ Steve Harrison, Chief WCRAA —Central EMS References: Coronavirus State and Local Fiscal Recovery Funds: Overview of the Final Rule; U.S. Department of Treasury; January 2022. Coronavirus State and Local Fiscal Recovery Funds: 31 CFR Part 35 RIN 1505-AC77, Department of Treasury; April 1, 2022. Coronavirus State and Local Fiscal Recovery Funds: SLFRPFAQs Interim Final Rule; Department of Treasury; July 19, 2021. American Rescue Plan Priority: Supporting Public Health Response Date: January 3, 2023 (updated) April, 2022 (updated) January 12, 2022 (updated) October 12, 2021 Proposal: To secure American Rescue Plan Funding for acquisition of equipment and supplies in response to the COVID-19 Public Health Emergency: 1. 22 power load stretcher systems 2. 2 new ALS ambulances 3. 2 remount ambulances 4. 3 new BLS ambulances 5. Premium pay for essential workers FTE $2500, PTE $1000 Goals: Medical Expenses (31 CFR part 35, pg. 19) "...State and local governments may need to continue to provide care and services to address these near and longer- term needs." 1. 22 power load stretcher systems will: • Decrease potential injury from repetitive lifting of the stretcher with patient and equipment during the increasing numbers of life-saving emergency calls and limited staff on scene to assist with lifting. One in four EMS workers suffer from a career -ending back injury within the first four years of their employment. (Sanders, Mick J., (2011) Mosby's Paramedic Textbook: Fourth edition.,p.36) 2. 2 new ALS ambulances will: + Replace 2 ambulances to update aging fleet that has responded to an increasing numbers of high acuity illnesses due to the disruption of the normal health care routines caused by COVID-19. The normal ambulance replacement schedule was disrupted due the $1,534,757 loss of revenue in 2020. 3. 2 remount ambulances will: Replace 2 ALS ambulances that were scheduled to be remounted in 2021 and 2022 but had to be postponed due to the same loss of revenue in 2020. 4. 2 new BLS ambulances will: + Replace 2 ALS ambulances that are currently being used for non -emergency transports and will be able to be once again used for emergency services. 5. Premium pay for essential workers will: Provide WCRAA-Central EMS employees identified as eligible workers, "needed to maintain continuity of operations of essential critical infrastructure sectors -Emergency Response." Premium pay will be paid in a one-time lump sum of $2500 per FTE and $1000 per PTE for eligible workers participating in COVID-19 service from March 1, 2021 through March 1, 2022. Premium pay will be pro -rated for current employees not employed during the full time period. Additionally, employees will net approximately $2000 FTE and $750 PTE after taxes. Budget: Description Cost Quantity Total Power Load stretcher $ 34,320 22 $ 755,040 New ALS Ambulance $ 242,250 $ 150,686 2 2 $ 484,500 $ 301,372 Remount Ambulance New BLS Ambulance $ 130,000 3 $ 3901000 Premium Pay FTE $2,500 — - 98 - $ 245,000 PTE $1000 6 $ 6,000 Pro -Rated 24 $ 29,960 Total Cost $ 2,211,872 208 2012 2024 2021 Total Calls: 21,792 22,267 22,452 24,794 Annual Increase: 2.08% 2.13% 0.83 % 10.43% Call Volume MO 2200 2100 2000 , 1700 16N 15N 7aiwOry FShufry 21urh 2iA Ilf/ lvl MF A.Mt Sfp-b. 0044, N0.<iebf. OKfT61f M. Stations and Personnel The increased call volume brought on by the COVID-19 Pandemic accelerated the immediate need to replace ambulances and add personnel to maintain response times to emergencies of 8:59 minutes for Fayetteville, 12:59 minutes for small towns and 20:59 minutes for the unincorporated areas of Washington County. The current employees and fleet have been shouldering the burden of the increased workload resulting in increased overtime and mechanical costs. sadiffil Level Location S`lIift OMIT T''M 1 ALS Fay South 12 4 4 2 ALS Prairie Grove 24 3 3 3 ALS Lincoln 24 3 3 4 ALS West Fork 24 3 3 5 ALS Fay North 12 4 4 6 c(iay si,ili only) BLS Johnson 12 4 0 7 ALS Farmington 12 4 4 8 ALS Fay South East/Elkins 12 4 4 9 ALS Fay North East/Nob Hill 12 4 4 10 ALS Tontitown 24 3 3 BLS BLS @ Station 9 8 2 0 BLS BLS a Station 8 12 8 0 TOTAL 46 32 The above represents EMT and Paramedic FTEs only, does not Include dispatch, support, adminlstrative or leadership staff. Cost Sharing for Washington County Regional Ambulance Authority (WCRAA)-Central EMS The below Cost Sharing proposal reflects current per capita percent of total for 2021 subsidy applied to the total cost of the ARPA SURF request as a one-time contribution for acquisition of 22 power load stretcher systems, 2 new ALS ambulances, 2 remount ambulances, 3 new BLS ambulances, and premium pay for essential employees FTE $2500, PTE $1000 in response to the COVID-19 Public Health Emergency. Each member of the Authority will contribute the same percent of the total request as they contribute in annual per capita funding. For example: Elkins contributes 1.16% of the total annual per capita subsidy, therefore their one time contribution to this ARPA SLFRF request is 1.16% of the $2,211,872 total = $25,685. Central EMS 2021 Subsid Proposal Cost Per Capita Sharing Population City / Count Rate 2021 Subsidy 3411 Elkins $ 6.06 $ 18,332 $ 25,685 1.16% 2578 Elm Springs $ 6.06 $ 15,236 $ 21,347 0.97% 7519 Farmington $ 6.06 $ 43,365 $ 60,758 2.75% 91539 Fayetteville $ 6.06 $ 540,951 $ 757,917 34.27% 1844 Goshen $ 6.06 $ 10,521 $ 14,741 0.67% 1475 Greenland $ 6.06 $ 9,103 $ 12,754 0.58% 3809 Johnson $ 6.06 $ 24,012 $ 33,643 1.52% 2624 Lincoln $ 6.06 $ 15,638 $ 21,910 0.99% 6680 Prairie Grove $ 6.06 $ 37,115 $ 52,001 2.35% 3545 Tontitown $ 6.06 $ 20,744 $ 29,064 1.31% 2717 West Fork $ 6.06 $ 16,038 $ 22,471 1.02% 439 Winslow $ 6.06 $ 2,649 $ 3,711 0.17% 34514 County Rural ** $ 17.56 $ 824,985 $ 1,155,871 52.26% 162694 TOTAL 1 $ 1,578,689 $ 2,211,872 Washington County Ambulance Authority Subrecipient Agreement Amendment No. 2 City of Fayetteville Staff Review Form 2024-0206 Item ID ARCHIVED N/A City Council Meeting Date-Agenda Item Only N/A for Non-Agenda Item Elizabeth Darden 3/22/2024 ACCOUNTING &AUDIT(131) Submitted By Submitted Date Division/Department Action Recommendation: Recommend Mayor's signature of approval for Washington County Ambulance Authority Subrecipient Agreement- Amendment#2.The amendment will extend the current subrecipient agreement to December 31, 2025 to allow more time to complete their purchase of new ambulances. Budget Impact: Account Number Fund Project Number Project Title Budgeted Item? Total Amended Budget $ - Expenses (Actual+Encum) $ - Available Budget Does item have a direct cost? Item Cost $Is a Budget Adjustment attached? Budget Adjustment $ - Remaining Budget V20221130 Purchase Order Number: Previous Ordinance or Resolution# 269-22, 26-23 Change Order Number: Approval Date: 03/26/2024 Original Contract Number: Comments: CITY OF FAYETTEVILLE STAFF MEMO ARKANSAS TO: Mayor THRU: Susan Norton. Chief of Staff FROM: Elizabeth Darden, Grants Administrator DATE: March 22, 2024 SUBJECT: Subrecipient Agreement Amendment# 2—Washington County Ambulance Authority RECOMMENDATION: Recommend Mayor Jordan's signature on the Washington County Ambulance Authority subrecipient agreement—Amendment#2. BACKGROUND: Resolution 269-22 passed and approved on 11/15/22, authorized Mayor Jordan to sign a subrecipient agreement with Washington County Ambulance Authority to purchase equipment utilizing American Rescue Plan Act Funds in the amount of$757,917.00. Resolution 26-23 approved Washington County Ambulance Authority Subrecipient Agreement- Amendment# 1. The amendment adjusted the equipment that was meant to be purchased. The equipment meant to be purchased was adjusted to the following: 22 power load stretcher systems, 3 basic life support (BLS) ambulances, 2 remount ambulances, 2 new ambulances, and premium pay for essential workers. DISCUSSION: Washington County Ambulance Authority has requested an extension to the subrecipient agreement. Due to delays in production Washington County Ambulance Authority has been unable to complete their purchase of 2 new ambulances. Amendment# 2 will extend the subrecipient agreement to December 31, 2025. BUDGET/STAFF IMPACT: This Washington County Ambulance Authority subrecipient program will be funded with American Rescue Plan Act funds. Attachments: Washington County Ambulance Authority Subrecipient Contract- Amendment# 2 and Resolution 269-22 attached at the end of the subrecipient contract. Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 AMENDMENT #2 TO THE SUBRECIPIENT AGREEMENT WITH THE WASHINGTON COUNTY REGIONAL AMBULANCE AUTHORITY WHEREAS, on November 15, 2022, pursuant to Resolution 269-22, the City of Fayetteville and the Washington County Regional Ambulance Authority("WCRAA")entered into a subrecipient agreement to provide funds in the amount of$757,917.00 for the purchase of 22 power load stretcher systems,4 new ambulances, 1 remount ambulance, and premium pay for essential employees; and WHEREAS, on February 7, 2023, the City Council approved Resolution 26-23 authorizing Mayor Jordan to sign Amendment#1 to the subrecipient agreement to modify the number and types of ambulances being purchased; and WHEREAS, WCRAA has notified the City of supplier delays and has requested an extension of the agreement to December 31, 2025. NOW,THEREFORE, BE IT KNOWN TO ALL: That the City of Fayetteville, Arkansas and the Washington County Regional Ambulance Authority, on this 26 day of March , 2024, hereby agree that the Subrecipient Agreement dated November 15,2022,as amended on February 7, 2023,shall be further amended to extend the Period of Performance to December 31, 2025. The parties agree and understand that this Amendment is supplemental to their Agreement, and that it does not alter, amend or abridge any of the rights, obligations, or duties of the parties not expressly addressed herein. IN WITNESS WHEREOF, the parties hereto have caused their signatures to be set by their authorized representative effective the date set forth herein above. WASHINGTON COUNTY REGIONAL CITY OF FAYETTEVILLE AMBULANCE AUTHORITY By: CLL.-- By. STEVE HARRISON,Chief IONELD JO AN, Mayor WITNESS: ATTEST: ��`��a'*`.I••Rf;4s#�i, \iff/ - FAY�T�FVi�t ARA PAX 0 , City Cler c/Treasurer=v• 4