- Accept the proposal and authorize the City Manager to execute an agreement with AP Triton Consulting, LLC (AP Triton) to assist the Brea and Fullerton Fire Departments with an Emergency Medical Services system valuation study, and recruitment of an emergency ambulance transport services subcontractor, as well as a billing subcontractor in an amount not-to-exceed $131,000, plus change orders up to 10% of the contract price ($13,100) for a total not-to-exceed amount of $144,100; and,
- Authorize the City Manager to enter into an Agreement with the City of Fullerton to reimburse the City of Brea for 75% of all costs incurred; and,
- Increase General Fund Estimated Revenues by $131,825 and appropriate $144,100 from General Fund Reserves for a net impact to the General Fund Reserves of $12,275.
|
The City of Brea Fire Department currently utilizes Emergency Ambulance Services (EAS) to provide emergency ambulance transport services. Staff is currently exploring options for ways to maximize efficiencies, including cost recovery, by joint bidding out emergency ambulance transport services with the City of Fullerton Fire Department.
Brea and Fullerton Fire Departments contracted with AP Triton in 2016 to conduct an Emergency Medical Services (EMS) Study analyzing the cities’ current practices and recommendations for a public/private partnership related to emergency ambulance transport services. AP Triton is a nationwide-emergency medical consulting firm specializing in maximizing revenues to states, counties, cities, and districts through their delivery of pre-hospital emergency medical services and have assisted with similar processes with other local cities such as Anaheim, Fountain Valley, and Fullerton, to name a few.
AP Triton’s current proposal for services include three phases, 1) an EMS system valuation study for both Brea and Fullerton, 2) assist the two cities with a joint, public/private emergency ambulance transport services subcontractor Request for Proposal (RFP) and 3) assist the two cities with a joint EMS billing subcontractor RFP.
Brea and Fullerton Fire Departments will share the costs associated with the phases above based upon each city's transport volume, which equates to a 25/75 percent split as follows:
- 2019 EMS transports from Fullerton: 6,613 (75% share)
- 2019 EMS transports from Brea: 2,209 (25% share)
Below outlines the details of AP Triton’s proposal.
Phase 1 - EMS System Valuation Study
- Review and update the cost/revenue analysis that was done in 2016 (including an assessment of the region's insured and non-insured payer mix categories relative to cities/counties with similar populations and demographics) for various delivery models.
- Recommend a path forward, compile data into a report for the two departments, and develop presentations for the departments, City Councils, citizens, etc.
Cost: $36,000 (discounted to take into account the previous work that was done in 2016)
Phase 2 - Ambulance Services Subcontractor RFP
- Develop and assist with the issuance of an RFP to solicit private providers.
- Assist in reviewing the responses, development of scoring sheets for the interview process, establish a review/interview panel, and assist in developing a contract.
Cost: $85,000
Phase 3 - Ambulance Billing Subcontractor RFP
- Develop and assist with the issuance of an RFP to solicit private providers.
- Assist in reviewing the responses, development of scoring sheets for the interview process, establish a review/interview panel, and assist in developing a contract.
Cost: $10,000
The total cost of the services listed above is $131,000. The costs listed above do not include travel which may be required. Any travel costs shall be pre-approved by Brea and Fullerton Fire Departments and invoiced separately at actual costs. Staff is recommending an amount not-to-exceed 10% of the total contract amount or $13,100 be authorized for any travel costs approved or other contingencies for a total contract amount not-to-exceed $144,100.
The total cost for Phase 1 of $39,600 ($36,000 plus a $3,600 contingency) will be shared based on the 25/75 percent split between the City of Brea and City of Fullerton Fire Departments. Brea’s portion of $9,900 will be funded by the General Fund Reserves.
The total cost for Phases 2 and 3 of $104,500 ($95,000, plus $9,500 contingency), will also be shared based on the 25/75 percent split between the City of Brea and City of Fullerton Fire Departments. Brea’s portion of $26,125 will be funded by the General Fund Reserves. However, it is important to note that it is anticipated that the contract costs associated with these two phases (exclusive of any travel or other out-of-pocket costs) of $23,750 will be reimbursed from the successful bidder(s) and deposited back into the General Fund Reserve for a net impact of $2,375.
|
It is recommended that Brea take the lead on the project and enter into an agreement with AP Triton for an Emergency Medical Services System Valuation Study and recruitment of an emergency ambulance transport service and billing subcontractors for contract amount of $131,000, plus up to 10% of the contract amount for travel or other costs for a total not-to-exceed amount of $144,100.
Fullerton's share of the cost is $98,250, plus up to $9,825 for a total of $108,075 which will be reimbursed to Brea. Additionally, it is anticipated that Brea would be reimbursed for the cost of services for Phases 2 and 3 from the successful bidder(s) in the RFP processes. As such Brea would receive an additional reimbursement of $23,750 from the successful bidder(s) for its share of the RFP process cost, for a total reimbursement of $131,825, resulting in a net General Fund Impact to Brea of $12,275. |