Special LF&A and Attachment

SPECIAL LEGISLATIVE, FINANCE, AND ADMINISTRATION COMMITTEE A Special Legislative, Finance, and Administration Committee meeting was held on March 26, 2024, at 5:30 p.m. with Chairman Anderson presiding. Members of Council present were Ms. Arndt, Mr. Boggerty, Mr. Hare, Mr. Lewis, Mr. Neil, and Dr. Pillsbury. Mr. Rocha and Mr. Sudler were absent. Mayor Christiansen was also present. Civilian members present for their Committee meeting were Mr. Shevock (via WebEx), and Ms. Smith (Legislative, Finance, and Administration). ADOPTION OF AGENDA Mr. Neil moved for adoption of the agenda, seconded by Mr. Boggerty and unanimously carried. Mr. Hare moved to remove item #1 of the agenda “Evaluation of Proposals – Ambulance Services Contract” from the table for discussion. The motion was seconded by Ms. Arndt and unanimously carried. Evaluation of Proposals – Ambulance Services Contract (Kay Sass, Public Affairs and Emergency Management Coordinator) Mr. Hare moved to recommend accepting the staff recommendation. The motion was seconded by Mr. Neil. Staff recommended taking 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. Mayor Christiansen asked that the recommendation be read in its entirety and requested a roll call vote. Arielle Rivera, Assistant City Clerk, read into the record the staff recommendation to 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. Mr. Anderson read the staff recommendation from page eight as presented by Ms. Sass in the presentation titled “Emergency BLS Service in Dover” (Attachment #1). Ms. Kay Sass, Public Affairs and Emergency Management Coordinator reviewed the staff recommendation from the Committee Action Form. She stated that it is recommended to 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 EMTs in accordance with the terms included in RFP #24-0021CM, issued January 25, 2024. Mr. Hare moved to incorporate the presentation recommendation into the original motion. The motion was seconded by Mr. Neil and unanimously carried.

SPECIAL LEGISLATIVE, FINANCE, AND ADMINISTRATION COMMITTEE MEETING MARCH 26, 2024 PAGE 2 Mr. Neil stated that he felt it was important to note the difference in cost, which came into consideration for the staff recommendation. Mr. Hare moved to recommend accepting the staff recommendation which includes the recommendation to give preference to local Dover EMS employees. The motion was seconded by Mr. Neil and carried by a roll call vote of nine (9) yes (Pillsbury, Boggerty, Neil, Shevock, Smith, Arndt, Lewis, Anderson, and Hare, and two (2) absent (Rocha and Sudler). Mr. Neil moved to adjourn the committee with a recommendation to city council. The motion was seconded by Mr. Hare and unanimously carried. Mayor Christiansen asked if the motion could be changed to Dover EMS slash current contractor or previous contractor. Mr. Anderson stated that no it could not be changed because it was a part of the original understanding with the bid, and they cannot change the contracting language. Mr. Anderson explained that they were making sure that the understanding was known and enforced. Mayor Christiansen expressed concern that the city has a cadre that currently works for Brand X, who are residents of the city, and he would hope that council would look out for future opportunities for them. Mr. Anderson stated that he agrees with Mayor Christiansen and thinks that it is important for the people of the city, for the continuity of service as well as the quality of service. Mr. Anderson moved for adjournment of the Special Legislative, Finance, and Administration Committee meeting, hearing no objection the meeting adjourned at 5:42 p.m. David L. Anderson Chair, Legislative, Finance, and Administration Committee Attachments Attachment #1 - Emergency BLS Service in Dover

ATTACHMENT #1 Special Legislative, Finance, and Administration Committee meeting of 03/25/2024 Emergency BLS Service in Dover

History • 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.

Out to Bid • 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.

Level of Service • 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

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

Staff Recommendation: •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.

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