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HomeMy WebLinkAboutAgreement A-18-556 with Emergency Medical Svc's Auth..pdfC18-002 Central California Emergency Medical Services Agency Exhibit A 1 of 8 Exhibit A Scope of Work C18-002 Central California Emergency Medical Services Agency Exhibit A 2 of 8 Scope of Work Refer to the Emergency Medical Services Authority (EMSA) publication #104 “Funding Multicounty EMS Agencies with State General Funds” to assist in the administration of this contract. The EMSA #104 can be found at http://www.emsa.ca.gov/Guidelines. Multicounty EMS Agency Objectives The Contractor agrees to complete and submit an EMS Plan update annually per Health and Safety Code section 1797.254, as determined by EMSA in the agency’s last EMS Plan decision. The Contractor shall operate and manage a regional EMS system, and report on accomplished work and duties to EMSA, as described herein. Quarterly reports shall be submitted to EMSA on the 15th calendar day of the month following the end of each quarter, with exception of the fourth quarter report, which is due August 1st, and must include a supplemental year-end data report. The quarterly reports must contain a description of work performed, the duties of all parties, and a summary of activities the Contractor has accomplished to meet the following eight (8) components: 1st THROUGH 4th QUARTER TASK REPORTING Component 1 - System Organization and Management Objective - To develop and maintain an effective management system to meet the emergency medical needs and expectations of the total population served. Tasks: The responsibilities of the EMS agency, at a minimum, include: Staff development, training, and, management Allocating and maintaining office space, office equipment, and office supplies Executing and maintaining contracts with member counties, service providers, consultants, and contractual staff Attending or participating in a minimum of 3 EMSA/LEMSA meetings annually (following advance notice and reasonable justification provided by the LEMSA, EMSA will make a determination on the flexibility of the attendance requirement on a case-by-case basis, and in the event the quarterly EMSA/LEMSA meeting is canceled, attendance at the meeting will not be counted for/against the LEMSA) Component 2 - Staffing and Training Objective - To ensure LEMSA authorized personnel functioning within the EMS system are properly trained, licensed/certified/authorized and/or accredited to safely provide medical care to the public. C18-002 Central California Emergency Medical Services Agency Exhibit A 3 of 8 Tasks: The responsibilities of the EMS agency, at a minimum, include: Ongoing assessment of local training program needs Authorizing and approving training programs and curriculum for all certification levels Providing training programs and classes as needed Providing ongoing certification/authorization/accreditation or personnel approval of local scope of practice for all certification levels Developing and maintaining treatment protocols for all certification levels Maintaining communication link with Quality Improvement program to assess performance of field personnel Conducting investigations and taking action against certification when indicated Authorizing, maintaining, and evaluating EMS continuing education programs Component 3 - Communications Objective - To develop and maintain an effective communications system that meets the needs of the EMS system. Tasks: The responsibilities of the EMS agency, at a minimum, include: On-going assessment of communications status and needs Assuring appropriate maintenance of EMS related communications systems Approving ambulance dispatch centers Providing acceptable procedures and communications for the purpose of dispatch and on-line medical control Approving emergency medical dispatch (EMD) training and/or operational programs Component 4 - Response and Transportation Objective - To develop and maintain an effective EMS response and ambulance transportation system that meets the needs of the population served. Tasks: The responsibilities of the EMS agency, at a minimum, include: Designating EMS responders including first responders, Limited Advanced Life Support (LALS)/Advanced Life Support (ALS) providers, ambulance providers, and Prehospital EMS Aircraft providers Monitoring local ordinances related to EMS Establishing policies and procedures to the system for the transportation of patients to trauma centers and/or specialty care hospitals as needed Implementing and maintaining contracts with providers Creating exclusive operating areas C18-002 Central California Emergency Medical Services Agency Exhibit A 4 of 8 Inspecting ambulance or LALS/ALS providers Developing and enforcing performance standards as needed Component 5 - Facilities and Critical Care Objective - To establish and/or identify appropriate facilities to provide for the standards and care required by a dynamic EMS patient care delivery system. Tasks: The responsibilities of the EMS agency, at a minimum, include: Designating base hospital(s) or alternate base stations for on-line medical control and direction Identifying ambulance receiving centers including hospitals and alternative receiving facilities in rural areas Identifying and designating, as needed, trauma centers and other specialty care facilities Periodically assessing trauma system and plan as needed Coordinating trauma patients to appropriate trauma center(s) or approved receiving hospitals Periodically assessing hospitals (e.g., pediatric critical care centers, emergency departments approved for pediatrics, other specialty care centers) Completing hospital closure impact reports Component 6 - Data Collection and System Evaluation Objective - To provide for appropriate system evaluation through the use of quality data collection and other methods to improve system performance and evaluation. Tasks: The responsibilities of the EMS agency, at a minimum, include: Reviewing reportable incidents Reviewing prehospital care reports including Automated External Defibrillator (AED) reports Processing and investigating quality assurance/improvement incident reports Monitoring and reporting on EMS System Core Measures by March 31st each year, and acknowledging completion of the monitoring and reporting as of March 31st each year Providing data to CEMSIS monthly Implementing Health and Safety Code Section 1797.227, including providing data using the current versions of NEMSIS and CEMSIS standards from Electronic Health Records (EHR) Engaging healthcare partners and Health Information Organizations in your jurisdiction in discussions and planning efforts to integrate EMS into developing health information exchange networks according to the models being developed under the ONC grant C18-002 Central California Emergency Medical Services Agency Exhibit A 5 of 8 Component 7 - Public Information and Education Objective - To provide programs to establish an awareness of the EMS system, how to access and use the system, and provide programs to train members of the public in first-aid and CPR. Tasks: The responsibilities of the EMS agency, at a minimum, include: Information and/or access to CPR and first-aid courses taught within the EMS system Involvement in public service announcements involving prevention or EMS related issues Availability of information to assist the population in catastrophic events, as appropriate Participating in public speaking events and representing the EMS Agency during news events and incidents Seeking opportunities to collaborate with key partners, including local public health and other community organizations, to promote healthcare and injury prevention activities Component 8 - Disaster Medical Response Objective - To collaborate with the Office of Emergency Services, Public Health and EMS responders in the preparedness and response of the region’s EMS systems in the event of a disaster or catastrophic event within the regions or a neighboring jurisdiction. Tasks: The responsibilities of the EMS agency, at a minimum, include: Participating in disaster planning and drills as needed Identifying disaster preparedness needs Coordinating the operational area disaster medical/health coordinator Coordinating the regional disaster medical/health coordinator system Developing policies and procedures for EMS personnel in response to a multi- casualty or disaster incident Facilitating mutual aid agreements Collaborating with all EMS personnel on training of incident command and Standardized Emergency Management System (SEMS) 4th QUARTER SUPPLEMENTAL DATA REPORTING Component 1 - System Organization and Management Objective - To develop and maintain an effective management system to meet the emergency medical needs and expectations of the total population served. Workload Indicators: C18-002 Central California Emergency Medical Services Agency Exhibit A 6 of 8 Total static population served (Determined by DOF estimates) Total annual tourism population (Determined by identified sources) Number of counties Geographic size of region (in square miles) Component 2 - Staffing and Training Objective - To ensure LEMSA authorized personnel functioning within the EMS system are properly trained, licensed/certified/authorized and/or accredited to safely provide medical care to the public. Workload Indicators: Total number of personnel certified/authorized/accredited by EMS agency Total number and type of training programs approved by EMS agency Total number and type of training programs conducted by EMS agency Total number of continuing education providers authorized by EMS agency Component 3 - Communications Objective - To develop and maintain an effective communications system that meets the needs of the EMS system. Workload Indicators: Total number of primary and secondary Public Safety Answering Points Total number of EMS responses Total number of EMD training programs approved by EMS agency Total number and type of EMD programs authorized by EMS agency Component 4 - Response and Transportation Objective - To develop and maintain an effective EMS response and ambulance transportation system that meets the needs of the population served. Workload Indicators: Total ambulance response vehicles Total first responder agencies Total patients transported Total patients not transported (e.g., treated and released, total dry runs) Total number of LALS/ALS providers authorized by EMS agency Total number of transport providers in region C18-002 Central California Emergency Medical Services Agency Exhibit A 7 of 8 Component 5 - Facilities and Critical Care Objective - To establish and/or identify appropriate facilities to provide for the standards and care required by a dynamic EMS patient care delivery system. Workload Indicators: Total patients received Total number of hospitals designated by EMS agency (e.g., base, receiving, trauma, specialty centers, etc.) Component 6 - Data Collection and System Evaluation Objective - To provide for appropriate system evaluation through the use of quality data collection and other methods to improve system performance and evaluation. Workload Indicators: Total patient care reports generated Total trauma patients Total cardiac patients Total medical patients Total pediatric patients Total number of situational/unusual occurrence reports processed by EMS agency Component 7 - Public Information and Education Objective - To provide programs to establish an awareness of the EMS system, how to access and use the system, and provide programs to train members of the public in first-aid and CPR. Workload Indicators: Total number of public information and education courses approved by EMS agency Total number of public information and education courses conducted by EMS agency Total number of public information and education events involving EMS agency Component 8 - Disaster Medical Response Objective - To collaborate with the Office of Emergency Services, Public Health and EMS responders in the preparedness and response of the region’s EMS systems in the event of a disaster or catastrophic event within the regions or a neighboring jurisdiction. C18-002 Central California Emergency Medical Services Agency Exhibit A 8 of 8 Workload Indicators: Total number of Disaster/Multiple Casualty Incident (MCI) Responses (response with 5 or more victims) Total number of disaster drills involving staff Total disaster-related meetings attended by staff Performance Evaluation There will be periodic assessments of the EMS Agency’s performance by the State Emergency Medical Services Authority. Contacts The Project representatives during the term of this agreement will be: Agency: Emergency Medical Services Authority Contractor: Central California Emergency Medical Services Authority Name: Lisa Galindo Name: Daniel J. Lynch EMS Director Phone: (916) 431-3688 Phone: (559) 600-3387 Fax: Fax: Email: lisa.galindo@emsa.ca.gov Email: dlynch@co.fresno.ca.us Direct all contractual/administrative inquiries to: Agency: Emergency Medical Services Authority Contractor: Central California Emergency Medical Services Authority Section/Unit: Administrative Unit Section/Unit: Attention: Lisa Vigil, Contract Analyst Attention: Daniel J. Lynch EMS Director Address: 10901 Gold Center Dr, Ste 400 Rancho Cordova, CA 95670 Address: P.O. Box 11867 Fresno, CA 93775 Phone: (916) 431-3694 Phone: (559) 600-3387 Fax: (916) 322-1441 Fax: Email: lisa.vigil@emsa.ca.gov Email: dlynch@co.fresno.ca.us C18-002 Central California Emergency Medical Services Agency Exhibit B 1 of 3 Exhibit B Contract and Payment Provisions C18-002 Central California Emergency Medical Services Agency Exhibit B 2 of 3 Contract and Payment Provisions Invoicing and Payment Each multicounty EMS agency requesting funding must also have on file a current EMS Plan/annual update approved by EMSA. For services satisfactorily rendered, and upon receipt and approval of the invoices, the State agrees to compensate the Contractor for actual expenditures incurred in accordance with the rates listed in Exhibit B-1, titled Budget Detail/Narrative, which is attached hereto and made a part of this Agreement. Invoices shall be submitted in accordance with this agreement and Exhibit E-Sample Invoice, which is attached hereto and made a part of this Agreement. Invoices shall be submitted on company letterhead and include the following: 1.Agreement Number 2.Invoice Number 3.Bill To Address 4.Remittance Address 5.Sufficient scope and detail to define the actual work performed and specific milestones completed, including a description of the activities of the contractor and Subcontractor, the hours allocated to those activities, the locations were work was performed, the expenses claimed, and any required reports. Invoices shall be submitted in duplicate not more frequently than monthly in arrears. Submit all invoices to: Emergency Medical Services Authority 10901 Gold Center Drive, Suite 400 Rancho Cordova, CA 95670-6073 Attn: Lisa Vigil, Contracts Analyst If any of this information is not on the invoice, it may cause delays in payment processing. Final Invoices must be submitted no later than sixty (60) days after the end date of this agreement. Payment will be for actual services provided or actual costs. If the Emergency Medical Services Authority (EMSA) does not approve the invoice in accordance with identified general tasks or deliverables in this contract, payment of the invoice will be withheld by EMSA and the Contractor will be notified. The Contractor must take timely and appropriate measures to correct or remedy the reason(s) for non-acceptance and demonstrate to EMSA that the Contractor has successfully completed the scheduled C18-002 Central California Emergency Medical Services Agency Exhibit B 3 of 3 work for each general task or deliverable before payment will be made. Budget Contingency Clause It is mutually agreed that if the Budget Act of the current year and/or any subsequent years covered under this Agreement does not appropriate sufficient funds for the program, this Agreement shall be of no further force and effect. In this event, the State shall have no liability to pay any funds whatsoever to Contractor or to furnish any other considerations under this Agreement and Contractor shall not be obligated to perform any provisions of this Agreement. If funding for any fiscal year is reduced or deleted by the Budget Act for purposes of this program, the State shall have the option to either cancel this Agreement with no liability occurring to the State, or offer an agreement amendment to Contractor to reflect the reduced amount. Prompt Payment Clause Payment will be made in accordance with, and within the time specified in, Government Code Chapter 4.5, commencing with Section 927. C18-002 Central California Emergency Medical Services Agency Exhibit B-1 Page 1 of 5 Exhibit B-1 Budget Detail and Narrative C18-002 Central California Emergency Medical Services Agency Exhibit B-1 Page 2 of 5 Budget Detail and Narrative Budget Detail Budget Narrative Personnel The following positions are funded under this agreement. $74,906 C18-002 Central California Emergency Medical Services Agency Exhibit B-1 Page 3 of 5 Note: Personnel listed above are funded through the funds listed in Program Funding C18-002 Central California Emergency Medical Services Agency Exhibit B-1 Page 4 of 5 C18-002 Central California Emergency Medical Services Agency Exhibit B-1 Page 5 of 5 Administrative/Indirect Cost Fresno County has chosen to claim the 10% overhead/indirect cost allowed by the State. The 26.5% of indirect cost rates are currently applied in Fresno County, and the cost includes administrative support, departmental support and county overhead. Fresno County will assume the responsibilities of the unreimburseable 16.5% indirect costs. The local cost of $465,982 provides for the administrative and overhead costs that are not associated with this agreement. C18-002 Central California Emergency Medical Services Agency Exhibit C 1 of 1 Exhibit C General Terms and Conditions (GTC) GTC 610 Please Note: The General Terms and Conditions, GTC 610, will be included in the Agreement by reference to Internet site: http://www.dgs.ca.gov/ols/Resources/StandardContractLanguage.aspx C18-002 Central California Emergency Medical Services Agency Exhibit D 1 of 4 Exhibit D Special Terms and Conditions C18-002 Central California Emergency Medical Services Agency Exhibit D 2 of 4 Special Terms and Conditions 1.Amendments This agreement allows for amendments to add time for completion of specified deliverables and/or to increase funding. Should either party, during the term of this agreement, desire a change or amendment to the terms of this Agreement, such changes or amendments shall be proposed in writing to the other party, who will respond in writing as to whether the proposed changes/amendments are accepted or rejected. If accepted and after negotiations are concluded, the agreed upon changes shall be made through the State's official agreement amendment process. No amendment will be considered binding on either party until it is formally approved by both parties and the Department of General Services, if such approval is required. 2.Excise Tax The State of California is exempt from federal excise taxes, and no payment will be made for any taxes levied on employees' wages. The State will pay for any applicable State of California or local sales or use taxes on the services rendered or equipment or parts supplied pursuant to this Agreement. California may pay any applicable sales and use tax imposed by another state. 3.Force Majeure Neither party shall be liable to the other for any delay in or failure of performance, nor shall any such delay in or failures of performance constitute default, if such delay or failure is caused by “Force Majeure.” As used in this section, “Force Majeure” is defined as follows: unforeseen circumstances that make performance of the agreement impossible such as acts of war, civil unrest, acts of governments (such as changes in law) and acts of God such as earthquakes, floods, and other natural disasters such that performance is impossible. 4.License and Permits The Contractor shall be an individual or firm licensed to do business in California and shall obtain at his/her expense all license(s) and permit(s) required by law for accomplishing any work required in connection with this contract. A.If you are a Contractor located within the State of California, a business license from the city/county in which you are headquartered is necessary; however, if you are a corporation, a copy of your incorporation documents/letter from the Secretary of State’s Office can be submitted. If you are a Contractor outside the State of California, you will need to submit to the Emergency Medical Services Authority (EMSA) a copy of your C18-002 Central California Emergency Medical Services Agency Exhibit D 3 of 4 business license or incorporation papers for your respective State showing that your company is in good standing in that state. B.In the event, any license(s) and/or permit(s) expire at any time during the term of this contract; Contractor agrees to provide EMSA with a copy of the renewed license(s) and/or permit(s) within 30 days following the expiration date. In the event the Contractor fails to keep in effect at all times all required license(s) and permit(s), the State may, in addition to any other remedies it may have, terminate this contract upon occurrence of such event. 5.Inspection of Services Services performed by Contractor under this Agreement shall be subject to inspection by EMSA at any and all times during the performance thereof. If an EMSA official conducting the inspection determines that the services performed by Contractor (and/or materials furnished in connection therewith) are not in accordance with the specification, EMSA may, at its option, have the work performed by an alternate provider, charging the Contractor with any excess cost occasioned thereby. 6.Liability for Loss and Damages Any damages by the contractor to the State's facility including equipment, furniture, materials or other State property will be repaired or replaced by the contractor to the satisfaction of the State at no cost to the State. The State may, at its option, repair any such damage and deduct the cost thereof from any sum due contractor under this Agreement. 7.Cancellation / Termination (SCM 7.85) A.This agreement may be cancelled or terminated without cause by the State by giving thirty (30) calendar days advance written notice to the Contractor. Such notification shall state the effective date of termination or cancellation and include any final performance and/or payment/invoicing instructions/requirements. Contractor may submit a written request to terminate this Agreement only if the State should substantially fail to perform its responsibilities as provided herein. B.Upon receipt of a notice of termination or cancellation from the State, Contractor shall take immediate steps to stop performance and to cancel or reduce subsequent contract costs. C.Contractor shall be entitled to payment for all allowable costs authorized under this agreement, including authorized non-cancelable obligations C18-002 Central California Emergency Medical Services Agency Exhibit D 4 of 4 incurred up to the date of termination or cancellation, provided such expenses do not exceed the stated maximum amounts payable. D.This agreement may be immediately terminated without advance notice for cause. The term “for cause” shall mean that the Contractor has committed a material breach of the provisions of the contract. In this instance, the contract termination shall be effective as of the date indicated on the State’s notification to the Contractor. (Refer to GC, Exhibit C, Item 7. Termination for cause.) E.This agreement may be suspended or cancelled without notice, at the option of the Contractor, if the Contractor’s or State’s premises or equipment are destroyed by fire or other catastrophe, or so substantially damaged that it is impractical to continue service, or in the event the Contractor is unable to render service as a result of any action by any governmental authority. 8.Disputes Any dispute concerning a question of fact arising under this contract that is not disposed of by agreement shall be decided by the Director of EMSA, who may consider written or verbal evidence submitted by the Contractor. The decision of the Director of EMSA, issued in writing, shall be conclusive and binding on both parties to the contract on all questions of fact considered and determined by the Director of EMSA. 9.Intellectual Property Rights All work products, intellectual property or otherwise, developed under this contract shall become the property of EMSA. Products shall not be disclosed without the written permission of the Director of EMSA and the Administration if necessary. Each report developed for this contract shall also become the property of EMSA and shall not be disclosed except in such manner and such time as the Director of EMSA may direct. No written product(s) shall be used for lobbying purposes. No products, processes, or materials developed using grant funds may be patented or copyrighted to the contractor. C18-002 Central California Emergency Medical Services Agency Exhibit E Page 1 of 2 Exhibit E Sample Invoice C18-002 Central California Emergency Medical Services Agency Exhibit E Page 2 of 2 Sample Invoice Fund/Subclass: 0001/10000 Organization: 56201692 Account: 3503