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HomeMy WebLinkAbout70601 RESOLUTION NO no.i. • A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT WITH THE LITTLE ROCK AMBULANCE AUTHORITY FOR THE IMPLEMENTATION OF LITTLE ROCK'S PUBLIC UTILITY MODEL ADVANCE LIFE SUPPORT PREHOSPITAL CARE SYSTEM. WHEREAS, the City has determined that the Public Utility Model be adopted for use in the City of Little Rock, Arkansas, as the most cost - effective means available for achieving stable and reliable advanced life support ambulance service capability, and for insuring the continued and uninterrupted availability of such services in the City using cost- containing methods; and WHEREAS, the Authority has recommended an implementation process which can complete installation of Little Rock's Public Utility Model ALS prehospital care system within a one -year time frame; and WHEREAS, the Authority is willing to initiate this imple- mentation process under the terms and conditions stated herein. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE CITY OF LITTLE ROCK, ARKANSAS: Section 1. The City Manager is hereby authorized to enter into the contract with the Little Rock Ambulance Authority attached hereto, identified as Exhibit A, and expressly by reference herein incorporated. ADOPTED: September 20, 1983 ATTEST: APPROVED: C y Clerk ie Czech Mayor J. W. naf' ld 0 S� CONTRACT TO PERM CERTAIN DEVELOPMENTOACTIVITIES IN PREPARATION FOR INITIATION OF LITTLE ROCK'S "PUBLIC UTILITY MODEL" ADVANCED LIFE SUPPORT AMBULANCE SERVICE SYSTEM M EAWITM P -11 This agreement combined between the city of Little Rock, Arkansas, hereinafter referred to as "City," and the Little Rock Ambulance Authority, an organization formed under the Health Board Facilities, Board Act hereinafter referred to as the "Authority," is entered into by the parties this 14th day of November , 1983. WHEREAS, the City has determined that the Public Utility Model be adopted for use in the City of Little Rock, Arkansas, as the most cost - effective means available for achieving stable and reliable advanced life support ambulance service capability, and for insuring the continued and uninterrupted availability of such services in the City using cost - containing methods; and WHEREAS, the Authority has recommended an implementation process which can complete installation of Little Rock's Public Utility Model ALS prehospital care system within a one -year time frame; and WHEREAS, the Authority is willing to initiate this implemen- tation process under the terms and conditions stated herein, NOW THEREFORE, the parties agree to the following terms and conditions relative to the conduct of said developmental activities. I. Scope of Work The Authority shall initiate the full development of a Public Utility Model ALS Ambulance Service System for the City capable of meeting the clinical and response time standards per ordinance 14.511 , and should be ready for "system start -up" one year from the date of execution of this agreement. It is mutually understood and agreed iM that the developmental activities listed and described under this article I, below, shall be the minimum developmental activities required toward full implementation of the new ambulance system. As such, the City understands that the Authority will make all decisions regarding the best methods of accomplishing these or any other activities necessary in accomplishing the purpose of this agreement - -full implementation of the Public Utility Model. A. Initiate Competitive Bid Process. The Authority agrees to conduct a competitive bid process for a qualified ambu- lance operator to serve the Authority's "operations con - tractor. "For purposes of this agreement the bid process shall include an announcement of the Authority's bid pro- cess utilizing generally accepted advertising standards for such announcement; conduct of a pre -bid conference for all potential bidders to review the bid document package pre- pared by the Authority and address any further questions on the part of potential bidders; development and use of a review mechanism of all potential bidders to insure that the winning bidder is financially, organizationally, and professionally "qualified" to perform such services for the city of Little Rock; award such contract to the winning bidder 3 -4 months prior to the system "start -up" to allow the winning bidder an appropriate transition period; and a "start -up" date for the Authority's operations contractor one year from the date of execution of this agreement. r - M ,-*m �■■ g B. Secure Long -Term Financing. The City hereby directs the Authority to seek long -term financing up to $2 million for purposes of acquiring fully equipped ambulance units, communications equipment, both medical and central communi- cations center, initial expendible supplies, and an esti- mated $400,000 in working capital. The City understands that the Authority, during the term of this agreement, will be investigating many financing possibilities regarding either the purchase and /or leasing of equipment and facili- ties making the exact amount to be financed at this time, however, the Authority agrees to limit its long -term financing to an amount not to exceed $2 million. It is further understood by the City that the Authority may re- quire the City's assistance in securing the long -term financing required for system initiation through a loan guarantee or similar device. However, the Authority will take such steps as necessary to limit the City's financial exposure to any long -term financing arrangements deemed suitable by the Authority for the Authority's financial needs. The Authority understands that there will be no direct financial participation by the City in its initial capital needs and /or future operational finances. C. Secure State Ambulance License. The Authority agrees to take such steps as necessary to make the Authority fully licensed and permitted ambulance provider in the state of M M Mon A J • 4 • Arkansas, and all other such requirements of the State through its Department of Health, Division of EMS. D. Hire Staff. The Authority shall immediately initiate a search for an executive director who shall be fully qualified to manage the business affairs of the Authority. Further, the Authority shall take such steps that are necessary to secure clerical services and create its offices for both the interim developmental period and for the long term. E. Equipment Procurement and Development of Equipment Utilization Procedures. The Authority agrees to develop, the in conjunction with /emergency physician foundation, appropri- ate specifications for all equipment to be used in the ALS ambulance system including fully equipped ambulance units, comprehensive communcations center and communications network including ambulance- to- nedical control communications linkages, computer -aided dispatch system and realtime record keeping system for purposes of conducting system status management functions, and the initial inventory of expendible supplies and drugs per medical standards. Further, the Authority will use its best efforts in initiating appropriate hospital -drop policies and equipment rotation procedures with the area's hospital facilities, and will obtain the necessary authori- zation for use of drugs, as necessary, and shall initiate a highly - accountable inventory control system related to the ambulance service system. r `Am r 5 • i F. Development of Full Capability to Handle Billings, Collections and Accounts Receivable Management Functions. The Authority agrees to develop, by the system "start -up" date, the full capability to handle ambulance service system billings, collections and accounts receivable management including all required accounting functions, statistical reporting, financial reporting, payable functions, and in- ventory control. As part of the development process in achieving the above capabilities the Authority agrees to the following: pro 1. Development of all required/forma- budgets, cash flow and financial statements, and other such financial reports required in securing long -term financing, rate - setting, and for other purposes. 2. Development of fee - for- service rate structure which minimizes the out -of- pocket payments on the part of consumers and maximizes the reimbursement from third party sources. Further, the rate structure shall assume no city subsidy, and such rates shall have the effect of generating the Authority's re- quired revenues to meet all operational expenses, and the average bill shall not exceed $285. (Average bill = gross receivables generated s total volume of billable runs) Note: This averaged bill figure will need to be adjusted by an inflation factor equal to the CPI Health Care Index to account for the additional year before such prices shall take effect. 3. Negotiate and secure appropriate arrangements with Medicare and Medicaid relative to securing provider members, reimbursement levels, etc. i 4. Initiate a subscription program for the elderly and chronically disabled for an annual fixed price not to exceed $50 per subscriber for the first two years of the ambulance system's operations. Such sub- scription programs shall be based on the successful programs developed and initiated by the ambulance systems in Fort Idayne, Indiana and Tulsa, Oklahoma. 5. Develop and install all data collection instruments required for purposes of medical records, billings, statistical reporting, state EMS reporting, inventory control, equipment failure and maintenance, medical auditing, and for other purposes, and train all appropriate personnel in use of such data collection instruments. 6. Develop extensive, but humane, collection policies and procedures, and make appropriate arrangements with collection agencies, if required. 7. Initiate a statistical reporting system which re- ports monthly response time performance by the system for the City, or the subareas of the City as defined by the City, and which further reports response times 6 • for the additional year before such prices shall take effect. 3. Negotiate and secure appropriate arrangements with Medicare and Medicaid relative to securing provider members, reimbursement levels, etc. i 4. Initiate a subscription program for the elderly and chronically disabled for an annual fixed price not to exceed $50 per subscriber for the first two years of the ambulance system's operations. Such sub- scription programs shall be based on the successful programs developed and initiated by the ambulance systems in Fort Idayne, Indiana and Tulsa, Oklahoma. 5. Develop and install all data collection instruments required for purposes of medical records, billings, statistical reporting, state EMS reporting, inventory control, equipment failure and maintenance, medical auditing, and for other purposes, and train all appropriate personnel in use of such data collection instruments. 6. Develop extensive, but humane, collection policies and procedures, and make appropriate arrangements with collection agencies, if required. 7. Initiate a statistical reporting system which re- ports monthly response time performance by the system for the City, or the subareas of the City as defined by the City, and which further reports response times • through the various components of an ambulance run with response times associated with time of "receipt of call" to "unit alert" reported by dispatcher; "time of unit alert" to "en route" by senior EMT; "en route" to "at scene" by senior EMT; and times related to out of service at the hospital facility by hospital; and the generation of specific maps displaying response time performances by code -type aggregated for the reporting period for each hour of the day, day of the week. (Note: These statistical response time reports shall be made available to the Authority's ambulance operator on a monthly basis for performance problem solving, and shall be supplied to the EPF as a reporting function for ordinance compliance.) G. The Authority shall sponsor a meeting(s) with neighboring political jurisdictions to Little Rock to inform them of the City's ALS ambulance service system implementation process, and the methods by which they may participate during this or future years. Further, the Authority will arrange for a meeting with any person of the current ambulance service(s) labor force to fully inform them of the system implementation process, and to allow specific questions and answers to be addressed. Both meetings mentioned herein should be con- ducted as soon as reasonably possible to insure an accurate 8 I i exchange of information, and to create an environment for a successful bid process. II. Compensation and Method of Payment A. Payments made by the City to the Authority pursuant to this contract shall be of a cost - reimburseable nature and shall not exceed total payments of $115,000 during the term of the agreement. At the end of each calendar month the Authority shall prepare an invoice of its cost and submit such invoice to the City within 15 days after the end of that calendar month. The City agrees to reimburse the Authority within 15 days after submission of said invoices. B. It is understood by the Authority that the City is relying upon the $10 franchise fee payments made by emergency and non - emergency ambulance providers during the term of this agree- ment in order to have sufficient funding for contract payments pursuant to this agreement. Therefore, in the event any amount of the anticipated $140,000 in franchise fees during the term of this agreement is unpaid by the end of the term of this agreement, for whatever reason, the Authority agrees to continue such $10 franchise fee for a period required to retire the outstanding unpaid balance due the City. That is, the City will not incur a direct expense resulting from execution of this developmental activity fees agreement, although reimbursement to the City through franchise fees could be delayed for a short term. .■� Ali r 6 i III. Term of Agreement This agreement shall be for a period of one year from the date of execution of this agreement. Extensions, modi- fications, or other changes to this agreement shall be sub- ject to the mutual written agreement between the contract officer and the Authority's representative(s). IV. Contract Officer The City hereby designates Susan B. Fleming as the Contract Officer for this agreement, and such Contract Officer shall make all judgments concerning compliance with this agreement, approval of payments, and all other such matters in the concept of these contractual obligations. V. Responsibility for Claims and Liability The Authority shall imdemnify and hold harmless the City and its employees, its director, and agents from and against all claims or suits brought for injuries to persons or property caused by the Authority, or its agents, in the per- formance of work under this contract. The City agrees to imdemnify and hold harmless the Authority and its employees, its director, agents and subcontractors from all liability, cost or expenses, including but not limited to attorney's fees or judgments, which may arise by reason of litigation instituted by any third person(s) or entity(ies), excluding agents or employees of the Authority, which alleges liability by reason of the Authority's business or contractual relation- ship with the City. 10 • IN 14ITNESS WHEREOF, the parties hereby execute this agreement: For the City of Little Rock by: L t le Rock Adbi.41ance Authority: Chaairm n / ecretary