Special LF&A Meeting

CITY OF DOVER, DELAWARE SPECIAL LEGISLATIVE, FINANCE, AND ADMINISTRATION COMMITTEE MEETING Monday, March 25, 2024 at 5:30 PM City Hall Council Chambers, 15 Loockerman Plaza, Dover, Delaware AGENDA VIRTUAL MEETING NOTICE This meeting will be held in the City Hall Council Chambers with electronic access via WebEx. Public participation information is as follows: Dial: 1-650-479-3208 Link: https://rb.gy/kepjsl Event number: 2533 189 0641 Event password: DOVER (if needed) If you are new to WebEx, get the app now at https://www.webex.com/ to be ready when the meeting starts. ADOPTION OF AGENDA 1. Evaluation of Proposals - Ambulance Services Contract (Kay Sass, Public Affairs and Emergency Management Coordinator) (Due to time constraints, this item has been placed on the Council agenda for the meeting being held later this evening.) (Staff Recommendation: Take from the table authorizing the City Manager to enter into a contract to provide emergency ambulance services to the City of Dover for a three-year period with the option of a one (1), two-year extension with the negotiated ending date of June 30, 2027.) ADJOURNMENT THE AGENDA ITEMS AS LISTED MAY NOT BE CONSIDERED IN SEQUENCE. PURSUANT TO 29 DEL. C. §10004(e)(2), THIS AGENDA IS SUBJECT TO CHANGE TO INCLUDE THE ADDITION OR THE DELETION OF ITEMS, INCLUDING EXECUTIVE SESSIONS, WHICH ARISE AT THE TIME OF THE MEETING 1

Item 1. COMMITTEE ACTION FORM PROCEEDING: Council Committee of the Whole – Legislative, Finance & Administrative Committee DEPARTMENT OF ORIGIN: City Manager’s Office DATE SUBMITTED: 03-11-2024 PREPARED BY: David Hugg, City Manager SUBJECT: Evaluation of Proposals – Ambulance Service Contract REFERENCE: RFP Number 24-0021CM RELATED PROJECT: N/A EXPENDITURE REQUIRED: $600,000 ANNUAL BUDGET: FY25 $600,000 FUNDING SOURCE (Dept./Page in CIP & Budget): FY25 Budget TIME TABLE: Effective July 1, 2024 RECOMMENDED ACTION: Authorize the City Manager to execute a three-year contractual agreement with Ambulnz for BLS Ambulance Services to include Three units, 24 hours, 7 days a week with 2 EMT’S in accordance with the terms included in RFP #24-0021CM, issued January 25, 2024. BACKGROUND AND ANALYSIS City staff issued a RFP for BLS Emergency Ambulance Service (RFP # 24-0012CM) 3 Units staffed with 2 EMT’s 24 hours a day, 7 days a week. ORGANIZATION BID AMOUNT AMBULNZ Year 1 - $600,000 Year 2 - $630,000 Year 3 - $661,500 GEM Year 1 - $1,250,000* Year 2 - $1,300,000* Year 3 - $1,352,200* *Hybrid Model ST. FRANCIS Year 1 - $1,405,004 Year 2 - $1,584,942 Year 3 - $1773,876 VMSC Year 1 $1,200,000 Year 2 - $1,248,000 Year 3 -$1,297,920 After reviewing the results of the RFP Staff is recommending issuing a contract to Ambulnz effective start date of July 1, 2024, for a 3 year period, ending June 30, 2027 with the option of one, 2 year extension. 2

Item 1. Emergency BLS Service in Dover 3

History Item 1. • 5 years ago, we signed an agreement with St. Francis to have them cover transports for emergencies in the City of Dover. • $100,000 a year, City has been very satisfied with their performance • The end of August 2023 we received notification to terminate our contract because the cost of services and our contractual amount of $100,000 did not allow them to cover their expenses and they could no longer absorb the difference. 4

Out to Bid Item 1. • Sent out to bid on September 19, 2023, with a closing date of October 3, 2023. • One response • Due to the amount of the bid, Council authorized us to repost the RFP • Posted on January 25, 2024, and closed on February 22, 2024, we received 4 responses. 5

Level of Service Item 1. • Life safety and ability to provide quality service to our community remains priority to the City of Dover • Maintain 3 full time ambulances with 2 EMT’s for emergency transports • 4 responses came from Ambulnz, Gem, St. Francis and VMSC. • All 4 similarly structured with having an Ops Manager to oversee and shift supervisors • 2 out of 4 supplied requested references, those all had outstanding responses to the service provided • Fiscally responsible 6

Item 1. Cost Comparisons AMBULNZ GEM ST. FRANCIS VMSC Year 1 $600,000 Year 1 $1,250,000* Year 1 $1,405,004 Year 1 $1,200,000 Year 2 $630,000 Year 2 $1,300,000* Year 2 $1,584,942 Year 2 $1,248,000 Year 3 $661,500 Year 3 $1,352,200* Year 3 $1,773,876 Year 3 $1,297,920 *HYBRID MODEL 7

Staff Recommendation: Item 1. •AMBULNZ • Contract to start July 1, 2024, with a 3-year contract and an option for a one time 2-year extension prior to putting it out to rebid. • Dedicating 5 ambulances to Dover (Type 1) 3 will run FT 24/7 and 2 on standby for routine maintenance and surge staffing (if needed) Preference will be given to EMT’s with the City of Dover EMS specifically • Desire to continue with staff who currently have active EMS experience in the City of Dover system. 8

Item 1. Any Questions? 9