CCW PACKET REVISED

CITY OF DOVER, DELAWARE COUNCIL COMMITTEE OF THE WHOLE MEETING Tuesday, March 12, 2024 at 6:00 PM City Hall Council Chambers, 15 Loockerman Plaza, Dover, Delaware AGENDA THIS AGENDA AND PACKET HAVE BEEN REVISED BY ADDING SUPPORTING DOCUMENTS FOR LEGISLATIVE, FINANCE, AND ADMINISTRATION COMMITTEE ITEM #1 – EVALUATION OF PROPOSALS – AMBULANCE SERVICES CONTRACT (KAY SASS, PUBLIC AFFAIRS AND EMERGENCY MANAGEMENT COORDINATOR) Public comments are welcomed on any item and will be permitted at the appropriate time. When possible, please notify the City Clerk (302-736-7008 or email at cityclerk@dover.de.us) should you wish to be recognized. VIRTUAL MEETING NOTICE This meeting will be held in City Hall Council Chambers with electronic access via WebEx. Public participation information is as follows: Dial: 1-650-479-3208 Link: https://rb.gy/qv4cf3 Event number: 2532 045 3871 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. CALL COUNCIL COMMITTEE OF THE WHOLE MEETING TO ORDER PARKS, RECREATION, AND COMMUNITY ENHANCEMENT COMMITTEE ADOPTION OF THE AGENDA 1. Community Development Block Grant (CDBG) Proposed Grant Recommendations for Fiscal Year 2024 (Tracey Harvey, CDBG Program Manager) (Staff Recommendation: Approval of the recommended funding amounts) MAYOR AND COUNCIL REPORTS - February 2024 2. Council President Hare 1

COUNCIL COMMITTEE OF THE WHOLE MEETING - March 12, 2024 PAGE 2 3. First District 4. Second District 5. Third District 6. Fourth District 7. At-Large 8. Mayor Christiansen ADJOURNMENT OF THE PARKS, RECREATION, AND COMMUNITY ENHANCEMENT COMMITTEE MEETING UTILITY COMMITTEE ADOPTION OF THE AGENDA 1. Department of Energy Grid Resilience and Innovation Partnership (GRIP) Presentation (Scott Lynch, DEMEC) (Staff Recommendation: Adopt Resolution No. 2024-05 as submitted so staff may complete a letter of commitment to American Municipal Power (AMP) for its Grid Resilience and Innovation Partnership (GRIP) Incentive Application.) ADJOURNMENT OF THE UTILITY COMMITTEE MEETING LEGISLATIVE, FINANCE, AND ADMINISTRATION COMMITTEE ADOPTION OF THE AGENDA 1. Evaluation of Proposals - Ambulance Services Contract (Kay Sass, Public Affairs and Emergency Management Coordinator) (Staff Recommendation: 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 OF THE LEGISLATIVE, FINANCE, AND ADMINISTRATION COMMITTEE MEETING ADJOURNMENT OF THE COUNCIL COMMITTEE OF THE WHOLE 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 2

Item 1. ACTION FORM PROCEEDING: Council Committee of The Whole (Legislative, Finance and Administration) DEPARTMENT OF ORIGIN: Planning & Community Development DATE SUBMITTED: 2/22/24 PREPARED BY: Tracey Harvey SUBJECT: Community Development Block Grant (CDBG) proposed grant recommendations for multi-year approved CDBG projects REFERENCE: N/A RELATED PROJECT: N/A REVIEWED BY: N/A EXHIBITS: Proposed budget for CDBG recommendations EXPENDITURE REQUIRED: $300,000 AMOUNT BUDGETED: $300,000 FUNDING SOURCE (Dept./Page in CIP & Budget): CDBG Entitlement Grant TIME TIMETABLE: Pending Council approval, CDBG grant agreements will be prepared for execution and initiation of projects effective 7/1/24. RECOMMENDED ACTION: Award $300,000 in CDBG funds to sub-grantees to carry out approved CDBG activities. BACKGROUND AND ANALYSIS Community Development Staff has provided the proposed Community Development Block Grant (CDBG) allocation recommendations for the FY 2024 CDBG grant renewal fiscal year. The proposed grant funding recommendations will be allocated to the sub-grantees that were awarded multi-year grants from the approved 2020-2024 Consolidated Plan. The proposed grant allocation for fiscal year 2024 is being estimated due to the allocation notice from the Department of Housing and Urban Development which has not been received at this time. Staff has estimated the proposed budget at $300,000. Twenty percent (20%) of the grant will be used for program administration to manage the CDBG program and up to fifteen percent (15%) of the grant will be applied towards public service activities not to exceed $45,000 Staff is requesting to include a contingency provision in its Action Plan to adjust the proposed budget from the estimated funding levels to match the actual allocation amounts as close to the proposed budget as possible to eliminate the need for additional publications and the citizen participation process to submit the final plan to HUD by May 15, 2024. Adjustments will be to the Homeownership Assistance Program with either an increase or decreased amount to total the actual allocation. Adjustments will only be made to public service activities if the 15% cap is lower than $45,000. 3

Item 1. The following activities are projects to be funded with proposed recommended funding allocations by staff. Homeownership Assistance Program The city will provide settlement assistance up to $20,000.00 to assist up to 5 low to moderate income persons that are first time homebuyers purchase affordable housing in the City of Dover. Grant Request: $100,000 Recommended funded amount: $100,000 Program Administration CDBG funds will be used to oversee management, monitoring and coordination of the CDBG program in the City of Dover. Twenty percent 20% of the total grant allocation will be used to fund program administration. Recommended funded amount: $60,000 Dover Interfaith Mission for Housing CDBG funds will be used for operation costs for the building that will include utility and maintenance costs. This project is a public service activity and subject to the 15% cap requirement. Grant Request: $30,000 Recommended funded amount: $15,000 Central Delaware Housing Collaborative CDBG funds will be used for operations costs for a women’s shelter. This project is a public service activity and subject to the 15% cap requirement. Grant Request: $40,000 Recommended funded amount: $35,000 Milford Housing Development Corporation (Emergency Home Repairs) CDBG funds will be used to complete emergency home repairs for single family residential owner-occupied housing units that are found to be in violation of the City’s Housing Code. This project will serve between 5 -15 low-income households. Grant Request: $40,000 Recommended funded amount: $40,000 Milford Housing Development Corporation (Homeowner Rehabilitation) CDBG funds will be used to rehabilitate single-family owner-occupied housing units that are found to be in violation of the City’s Housing Code. This project will service between 2-3 low-income households. Grant Request: $55,000 Recommended funded amount: $55,000 4

Item 1. City of Dover AMI & GRIP Grant Funding Opportunities Scott Lynch, VP Asset Development Delaware Municipal Electric Corporation City of Dover – Committee of the Whole 3/12/20245

Agenda Item 1. 1. Federal Funds: Grid Resilience and Innovation Partnerships (GRIP) 2. AMI Basics and the DEMEC/AMP AMI Solution Program 3. GRIP Grant Funding Topic Area 2 (DEMEC/AMP AMI Solution Program) • GRIP Grant Funding: Topic Area 2 (DEMEC/AMP AMI Solution Program) • AMI Enhancements • Grid-Edge Benefits • Budget Projections – Electric Only, Full Deployment, On-Going Costs • Application Schedule • Anticipated Approval Timeline • Next Steps • Letter of Commitment FAQs 6 2

Federal Funds: Grid Resilience and Innovation Partnerships Item 1. (GRIP) Program Part of the Bipartisan Infrastructure Law (BIL) and funds projects that: • Enhance grid flexibility and resilience against growing threats of extreme weather • Accelerate the deployment of transformative projects that will help to ensure the reliability of grid infrastructure The program has three topic areas. Topic area 2 is most applicable to your community. Topic Area 2: Smart Grid Grants • Supports increasing capacity of the transmission system • Improving interconnection processes to accelerate clean energy build out • Integrating renewable energy at the transmission and distribution levels • Facilitating the electrification of vehicles, buildings, and other grid-edge devices. 7 3

Item 1. AMI Basics (DEMEC/AMP AMI Solution Program) 8 4

Advanced Metering Infrastructure (AMI) – Whole System Replacement Item 1. Field Infrastructure Meter Data Management System Communication Backhaul Whole AMI System Benefits o Remote data collection & connect/disconnect o Enhanced customer service o Supports emerging customer needs o Data available for use in analysis 9 5

AMI Operational Benefits Item 1. Reactive Operations (current) Proactive Operations (desired) Time intensive corrective actions driven Preventative actions driven by analysis of by issues as they occur or are reported. information derived from available data. ► Customer Outage Calls ► Automated Notifications ► Transformer Failures ► Predictive Analytics ► Re-reads/Re-bills versus ► Direct Customer Notifications ► Re-allocation of staff to value added activities 10 6

Return on Investment – DEMEC/AMP AMI Program Item 1. Organizational Benefits Social Benefits Meter Reading & Services Employee Safety & Engagement • Automated billing determinate collection, validation, and creation • Fewer chances of physical and vehicle accidents • Remote and on-demand device reads and commands • Opportunity for new staff skill development Field Operations Customer Experience & Engagement • Reduced truck rolls, issue mapping/targeted effort, preventative • Customer self-service portal, reduced customer property entry, maintenance, & safety issues proactive communications, improved customer service outcomes, reduced time on the phone to answer basic questions System Losses • Increased accuracy, loss identification, voltage regulation Culture Change • Staff resources reallocated to higher priority tasks Revenue & Finance • Predictive and preventative action vs. reactionary responses • Accurate billing, increased collection, fee restructuring, process improvement New/Improved Capabilities & Support • Modernized infrastructure, business engagement/attraction (key Advanced Cybersecurity accounts & economic development), distributed generation • Intrusion prevention, data encryption, and 24/7 monitoring (solar), EV charging, and community engagement 11 7

Roles & Responsibilities – DEMEC/AMP AMI Program Item 1. DEMEC & AMP Develop, design, deliver, administrate, manage, and support solution for the City of Dover • Project Management, Installation Management, Hosting, On-going Support, Cyber & System Security • From initial solution discussion through full contract term Manage Vendor Partner relationships and deliverables City of Dover Designate a Project Lead to coordinate staff and resources Maintain Utility Systems • CIS, IT Network, & Future Systems Maintain & field troubleshoot deployed network devices and endpoints if necessary • Troubleshooting training provided • Supported 24/7/365 remotely by AMI Ops Staff 12 8

Item 1. GRIP Grant Funding: Topic Area 2 (DEMEC/AMP AMI Solution Program) 13 9

GRIP Grant Funding: Topic Area 2 (DEMEC/AMP AMI Solution Program) Item 1. Program Details 2024 Basic AMI Electric Included? Yes – For members without AMI Itron Grid Edge Optimizer & AMI Enhancements Distributed Energy Resource Management (DERM) Enhanced transparency to identify/analyze EV and solar installations Enhanced real-time monitoring of transformer loading/usage AMI Enhancement Capabilities Enable communities to enroll customers with various DER technologies in demand response program Example: Customer thermostats, electric vehicle charging, smart inverters and battery storage AMI Enhancement Capabilities Cost Structure Setup fee plus cost per enrolled meter.* GRIP incentive would reduce the cost of the project by up to 50% GRIP Incentive with the first 5 years of ongoing costs also reduced by up to 50%. *Indicative pricing for these enhancements is still being gathered. In addition, due to DOE project review, pricing will still be subject to change until final negotiations are complete. The City of Dover would reserve the right to exit if final pricing was not acceptable up until contact execution between AMP and DOE. 14 10

AMI Enhancements Item 1. 15 11

Grid-Edge Enhancement Benefits Item 1. 16 12

Budget Projections – Electric Only Item 1. The pricing below is very preliminary based on basic details provided to AMP. These costs do not include the GRIP enhancements and may increase. DEMEC will provide more accurate pricing when received. City of Dover Quote – 3/4/24 Quote – 3/4/24 (Option 1) Basic AMI w/GRIP (Option 2) Basic AMI w/GRIP AMI Services Enhancements Enhancements No Incentive & Grant Funding Electric: Meter Quantity 22,394 w/ 673 spares 22,394 w/ 673 spares Equipment, Installation, Services, Software, and Implementation $ ~4.8 M $ ~2.4 M Total Electric Cost* $ ~4.8 M $ ~ 2.4 M *Represents the City of Dover’s estimated project financial responsibility. *All pricing is estimated and subject to change due to a changing market and any program requirements by the Department of Energy. 17 13

Budget Projections – Full Deployment: Electric and Water Item 1. City of Dover Quote – 3/4/24 Quote – 3/4/24 (Option 1) Basic AMI w/GRIP (Option 2) Basic AMI w/GRIP AMI Services Enhancements Enhancements No Incentive & Grant Funding Electric: Meter Quantity 22,394 w/ 673 spares 22,394 w/ 673 spares Equipment, Installation, Services, Software, and $ ~4.8 M $ ~2.4 M Implementation Water: Meter Quantity 22,394 w/ 673 spares 22,394 w/ 673 spares Equipment, Installation, Services, Software, and $ ~5.3 M $ ~5.3 M Implementation Total Electric & Water Cost* $ ~10.1 M $ ~7.7 M *Represents the City of Dover’s estimated project financial responsibility. **These cost do not include annual on-going costs. *All pricing is estimated and subject to change due to a changing market and any program requirements by the Department of Energy. 18 14

Budget Projections – Annual Ongoing Costs Item 1. On-Going Annual Costs and Services* Quote 3/4/24 Electric AMI Costs $ ~190k Water AMI Costs $ ~190k Total Cost $ ~380k • Additional optional software modules, equipment or services selected by the City of Dover would add additional initial costs and on-going annual costs. • Annual on-going expenses are subject to a 3% annual increase. 19 15

Item 1. GRIP Grant Topic Area 2 - Application Schedule Concept Paper due DEMEC Presents to Member Grant Application due January 12th Councils/Boards in Feb. May 22nd AMP submitted by Jan. 10th Final approvals from Member AMP submitting by May 20th *federal government recommends Councils/Boards required by •DEMEC staff needs final approvals submitting documents a few days in advance of the deadline for processing March & April and project details by May 6th •AMP requested potential projects •AMP will need official project •DEMEC submitted non-binding list approvals and details by May 10th to of potential projects to AMP finalize application documents 20 16

Anticipated Approval Timeline Item 1. May 22, 2024 - Full AMI grant application due to DOE Anticipated DOE Response Timeline as experienced in 2023: • Summer/Fall 2024 – DOE Selection Notification • Winter 2024/2025 – DOE Award negotiations • Spring 2025 - DEMEC contract negotiations with member • Fall 2025 - GRIP equipment ordered (Delivery - 20 Weeks minimum) • Winter 2026 - AMI Deployment • Spring 2026 - First AMI payments due to AMP • Summer 2026 - AMI Deployment complete 21 17

Next Steps Item 1. Initial Process  Presentation to City of Dover on 3/12 o Is the City of Dover interested in moving forward? o If so, request City of Dover to issue a resolution committing to participate in the GRIP program and issue a letter of commitment if final pricing is reasonable • Continued Discussion with City of Dover in April (if needed) • DEMEC to email AMP by May 6, 2024 o Letter of commitment o Requested data if required Development Process • DEMEC & City of Dover o Execute a contract and project purchase agreement with DEMEC • AMP & Vendors o Execute Statements of Work and Issue Purchase Orders Project Deployment Planning & Kickoff 22 18

Letter of Commitment – FAQs Item 1. 1. What is a Letter of Commitment and what does it do? • Issuing a letters of commitment means your community is committing to enroll in AMI and utilize the AMP GRIP grant for enhanced AMI services 2. Is the Letter of Commitment binding? • It does become binding after AMP signs with US. Department of Energy (DOE) after contract negotiations in Winter 2025 3. Can a utility withdraw its commitment? • Yes, if AMP does not receive funding from GRIP • Yes, however DEMEC members are encouraged to fully commit after best and final quotes from AMP are received • No, after AMP has signed the contract with the DOE 4. What is the impact if a member withdraws? • DEMEC members could withdraw their commitment prior to AMP signing with the DOE, however, it could have an impact on AMP’s grant application 5. If the utility do not wish to move forward, can they apply in future years? • GRIP funds are intended to be available for up to 1 additional year. AMP intends to assess future interest, however, there is a risk in waiting such as: cost increases or funds become exhausted 6. Can a utility do AMI through AMP without going through GRIP? • Yes, however additional GRIP enhancements and funding may not be included 23 *FAQs are as presented by AMP and as DEMEC understands them as of this presentation. 19

Item 1. Thank You Contact: Scott Lynch, CEM VP Asset Development slynch@demecinc.net Office: 302.653.2733 @DEMEC PublicPowerDE.com 24 20

Item 1. City of Dover MAYOR AND COUNCIL PROPOSED COUNCIL RESOLUTION NO. 2024-05 1 A RESOLUTION APPROVING A LETTER OF COMMITMENT TO AMERICAN 2 MUNICIPAL POWER FOR ITS GRID RESILIENCE AND INNOVATION 3 PARTNERSHIP INCENTIVE APPLICATION; AND AUTHORIZING OTHER 4 MATTERS RELATED THERETO 5 6 WHEREAS, the City of Dover (“Municipality”) is a municipality, duly organized and validly 7 existing under the laws of the State of Delaware (the "State"); and 8 9 WHEREAS, The Delaware Municipal Electric Corporation ("DEMEC') is a municipal electric 10 company and joint action agency (“Member”) incorporated in the State, established by certain 11 cities and towns, and formed pursuant to Chapter 13 of Title 22 of the Delaware Code (the 12 "Act"); and 13 14 WHEREAS, American Municipal Power, Inc. ("AMP") is an Ohio nonprofit corporation, 15 organized to own and operate facilities, or to provide otherwise, for the generation, 16 transmission, or distribution of electric power and energy, or any combination thereof, and to 17 furnish technical services on a cooperative, nonprofit basis, for the mutual benefit of its 18 members ("Members"), such Members, including Municipality, being, as of the date hereof, 19 political subdivisions that operate, or whose members operate, municipal electric utility 20 systems in Delaware, Ohio, Indiana, Kentucky, Michigan, Pennsylvania, Maryland, Virginia, 21 and West Virginia; and 22 23 WHEREAS, seeking to bring projects at the lowest viable cost to their members, DEMEC and 24 AMP have identified a funding opportunity in the Bipartisan Infrastructure Law that may serve 25 to reduce a portion of the cost of an Advanced Metering Infrastructure (“AMI”) Capital Project 26 (“Project”); and 27 28 WHEREAS, as part of the Bipartisan Infrastructure Law, the Grid Deployment Office as part 29 of the United States Department of Energy (DOE) is administering a $10.5 billion Grid 30 Resilience and Innovation Partnerships (GRIP) Program to enhance grid flexibility and 31 improve the resilience of the power system against growing threats of extreme weather and 32 climate change; and 33 34 WHEREAS, this program will accelerate the deployment of transformative projects that will 35 help to ensure the reliability of the power sector's infrastructure, so all American communities 36 have access to affordable, reliable, clean electricity anytime, anywhere; and 37 38 WHEREAS, American Municipal Power (AMP) has responded to the GRIP funding 39 opportunity announcement by sending a concept paper to the DOE which includes AMI as a 40 GRIP option for Bipartisan Infrastructure Law (BIL) funds; and 41 P.O. Box 475 ❖ Dover, Delaware ❖19903 25 Community Excellence Through Quality Service

Item 1. COUNCIL RESOLUTION NO. 2024-05 PAGE 2 42 43 WHEREAS, AMP is preparing a Grid Resilience and Innovation Partnerships ("GRIP") grant 44 application for submission to the Department of Energy ("DOE") for funding relating to AMP's 45 Smart Grid: Using Edge and DERMS Computing to Build Grid Resiliency project (the 46 "Project"); and 47 48 WHEREAS, in light of the benefits the Project can be expected to provide to Municipality and 49 its utility customers, Municipality desires to conform to the DOE its intended participation in 50 the Project; and 51 52 WHEREAS, AMP's application will be enhanced if it includes a Letter of Commitment from 53 the Municipality expressing their commitment to participating in AMP's GRIP incentive 54 option; and 55 56 WHEREAS, such a letter shall be duly authorized by resolution of the Municipality’s local 57 regulatory body; and 58 59 NOW, THEREFORE, BE IT RESOLVED by the Mayor and Council of the City of Dover: 60 61 62 1. Authorization of the Letter of Commitment. This resolution authorizes the City of Dover 63 staff to prepare and submit a Letter of Commitment to AMP expressing the 64 Municipality’s commitment to participating in AMP's GRIP option. 65 66 2. DEMEC Assistance. This resolution authorizes the City of Dover staff to support 67 DEMEC with any additional actions necessary to assist AMP with its GRIP application 68 including but not limited to providing any necessary data. 69 3. Formal Action. That it is found and determined that all formal actions of this Council 70 concerning and relating to the passage of this Resolution were taken in conformance 71 with applicable open meetings laws and that all deliberations of this Council and of any 72 committees that resulted in those formal actions were in compliance with all legal 73 requirements including any applicable open meetings requirements. 74 4. Adjudication. If any section, subsection, paragraph, clause or provision or any part 75 thereof of this Resolution shall be finally adjudicated by a court of competent 76 jurisdiction to be invalid, the remainder of this Resolution shall be unaffected by such 77 adjudication and all the remaining provisions of this Resolution shall remain in full 78 force and effect as though such section, subsection, paragraph, clause or provision or 79 any part thereof so adjudicated to be invalid had not, to the extent of such invalidity, 80 been included herein. 81 5. Final Review. The Municipality reserves the right after review of final pricing from 82 AMP and prior to any binding commitment to AMP or DEMEC to either continue 83 forward with participation by executing agreements with AMP or DEMEC or elect to 84 decommit from the AMI Project. 85 6. Effective Date. This Resolution shall take effect immediately upon the passage hereof 86 and the approval hereof by the Mayor and Council. 87 26

Item 1. COUNCIL RESOLUTION NO. 2024-05 PAGE 2 88 89 ADOPTED: 90 91 92 93 ROBIN R. CHRISTIANSEN WILLIAM F. HARE 94 MAYOR COUNCIL PRESIDENT 95 96 97 Actions History 98 03/12/2024 – Scheduled for Introduction – Council Committee of the Whole – Utility 99 Committee 27

Item 1. City of Dover March XX, 2024 Department of Energy Grid Deployment Office 1000 Independence Ave. SW Washington, DC 20585 RE: Grid Resilience and Innovation Partnerships (GRIP) Topic 2 Commitment Letter As a committed partner/end-user in American Municipal Power’s (AMP) Smart Grid: Using Edge Computing to Build Grid Resiliency project, this letter serves as City of Dover’s commitment to participating in the project. Our community, like so many in the country, requires new and innovative solutions to ensure that our residents can access technology that will improve their health, safety, and economic vitality. Currently, our grid system lacks substantial “smart grid edge” technology/capabilities, which could affect our system’s reliability and power distribution capability. We face pressing challenges as demand on our infrastructure increases. Our community is susceptible to events that increase our system’s vulnerability, including extreme inclement weather (droughts, storms, tornadoes, blizzards, etc.) and vegetation overgrowth. Constrained budgets that require innovative solutions and strong partnerships to overcome cost barriers to implementation of grid- advancing technologies. AMP’s project to enhance service capabilities by incorporating a Smart Grid - Edge Computing Solution will have a direct improvement upon our current operations. Completion of this project will enable City of Dover and AMP, working together, to maximize existing generation, transmission, and distribution assets; minimize inefficiencies and mitigate rising demands in our distribution grid; access and manage distributed energy resources, better match energy resources with load; serve as a foundation for further enhancement of the grid; and maintain overall grid stability and resiliency. The City of Dover looks forward to the opportunity to be part of the implementation of this exciting project and a collaborative partner with AMP and its team. Respectfully, David S. Hugg, III City Manager (302)736-7005 P.O. Box 475, Dover, DE 19903-0475 Community Excellence Through Quality Service 28

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. 29

Item 1. Emergency BLS Service in Dover 30

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. 31

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. 32

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 33

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 34

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. 35

Item 1. Any Questions? 36