R-1407 - 10/14/2014 - FIRE DEPARTMENT - Resolutions Supporting Documents ITEM 9.A.2)
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AGENDA ITEM
Regular Board of Trustees Meeting
October 14, 2014
SUBJECT: Authorization for the renewal of the contract for firefighter/paramedic services
with Paramedic Services of Illinois(PSI)
FROM: Barry Liss, Fire Chief
BUDGET SOURCE/BUDGET IMPACT: 2014/2015 EMS Program 731-76700
RECOMMENDED MOTION: I move that the Village Board waive competitive bidding
renew the existing contract with Paramedic Services of Illinois, Inc. (PSI) for a period of
three (3) years with the option of an additional two (2) beginning November 1, 2014 and
ending October 31, 2019 and approve Resolution R-1407, A Resolution Waiving Bidding
and Approving and Authorizing The Execution of an Agreement Between The Village of
Oak Brook And Paramedic Services of Illinois,Inc.
Background/History:
On August 28,2011,the Village of Oak Brook entered into a successor agreement with
Paramedic Services of Illinois (PSI)to provide the Village with contract firefighter/paramedic
services through August 31,2014. The agreement calls for PSI to provide six contract firefighter/
paramedics (two per 24 hour shift), supplementing the sworn fire department staff. The Village
has maintained a long standing history and working relationship with PSI,who began providing
services to the Village of Oak Brook in September of 1989. They have maintained themselves
as an extremely qualified and respected organization,cooperating fully with Fire Department
administration,maintaining a fiscally responsible philosophy that has continued to benefit the
Village and is responsive to the needs of our agency and the community at large.
The services provided and associated fees have continued to remain fair and consistent within the
market place. An analysis of other potential providers indicates similar services can be provided,
but could result in higher costs that would also compromise public safety with a lack of
experience and unfamiliarity with the community, its demographics, its infrastructure, Village
personnel and operational protocols.
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Quality/Value Objective:
The philosophy of the Village and the Fire Department has been to provide the highest quality
professional service to the community with sworn career personnel. That philosophy extends to
our contract services and their personnel. The importance and value of a professional and
experienced contract work force is extremely critical of our operational commitment and cannot
be overemphasized. Our goal is to ensure that our contract service provides qualified well
trained and seasoned firefighter/paramedics of sound character and judgment. Several existing
contract employees have demonstrated their proficiency and skills as recipients of the Joseph
Hartmann Award of Excellence in the field of Emergency Medical Services, recognized as one
of the highest honors within the profession. As an organization,we have continued to embrace
the current provider and their personnel assigned to the Village, recognizing their high level of
performance, commitment and low turnover. PSI has assimilated well within the community
and the department, currently providing personnel averaging nearly 12 years of paramedic and
over 12 years of firefighting experience.
Bid Alternative:
The department and its staff would like to waive any formal bidding process, as we are
extremely pleased with the performance and professionalism demonstrated by our current long
standing provider. After a careful and thorough review of current providers and costs amongst
our surrounding comparable communities, we are confident that our level of service and
associated cost of providing that service are within fair market levels. For over 25 years, PSI has
continued to perform above expectations, providing quality individuals with experience,
dedication, unquestioned character with minimal personnel turnover.
The negative consequences of bringing in a new and unfamiliar service would be far reaching
operationally. Such a transition would impact the quality of patient care and the effectiveness of
Fire Department operations. The necessary orientation of six new employees and subsequent
countless hours of training would suddenly overwhelm the department. It takes an enormous
amount of time, energy and commitment to develop trusted team members who can recall and
maintain familiarity with our department's operation, regulations, standard operating guidelines,
equipment and street locations. We currently enjoy a dramatically stable work force working
cohesively and seamlessly as a team in mitigating all types of incidents encountered. The years
of trust, cooperation and familiarization is solely responsible for the success in our ability as an
agency to provide the essential services the community has come to expect.
Current Cost:
We continue to receive premium contractual service at a current annual cost of$503,522. That
translates to a cost of$83,920 per each of the six contract employees. On the average, of
neighboring communities surveyed,the average cost per contract employee is $85,235.
There are a number of agencies receiving contract services that were surveyed,providing
information relative to the number of personnel provided,the cost per employee and annual cost.
Of all those surveyed, there was a common theme of communities demonstrating long term
relationships and commitments to their respective provider.
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Recommendation:
Staff recommendation is to renew the professional service contract with Paramedic Services of
Illinois, Inc. and authorize an increase in the annual compensation rate from $503,522 to
$516,110 for six (6) firefighter/paramedics or $86,018 per contract employee. This represents an
overall increase of 2.5% for the period of November 1, 2014 through October 31, 2015,
providing for a modest increase for salary, FICA, insurance, training, uniforms, fire gear,
administrative and operational cost that have risen over the last few years. Future rates will be
reviewed annually and any potential adjustments of any subsequent contract period would go
through the Village Board for approval.
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RESOLUTION 2014-FD-PSI-AG-R-1407
A RESOLUTION WAIVING BIDDING AND EXTENDING THE AGREEMENT BY AND BETWEEN THE
VILLAGE OF OAK BROOK AND PARAMEDIC SERVICES OF ILLINOIS, INC.
WHEREAS, on September 1, 2011, the Village entered into a three-year agreement
("Agreement") with Paramedic Services of Illinois, Inc. ("PSI") for PSI to provide the Village paramedic
services ("Services"); and
WHEREAS, on August 12, 2014, the Village extended the Agreement to October 31, 2014; and
WHEREAS, the Village has been satisfied by the Services provided by PSI; and
WHEREAS, Village desires to further extend the Agreement for three additional years pursuant to
the terms of the amendment to the Agreement attached hereto as Exhibit A ("Second Amendment");
and
WHEREAS, the President and Board of Trustees, being fully advised in the premises, have
determined that it is in the best interests of the Village and its residents to waive competitive bidding and
to approve the Second Amendment with PSI for PSI to continue to provide the Services for three
additional years;
NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows:
Section 1: Recitals. The foregoing recitals are hereby incorporated into, and made a part
of, this Resolution as the findings of the President and Board of Trustees of the Village of Oak Brook.
Section 2: Waiver of Competitive Bidding Requirements. The advertising and bidding
requirements for the purchase of the Services is hereby waived in accordance with Section 1-7-4 of the
Village Code.
Section 3: Approval of Amendment. The Second Amendment by and between the Village
and PSI is hereby approved in substantially the form attached hereto as Exhibit A.
Section 4: Execution of Amendment. The Village President and Village Clerk shall be, and
hereby are, authorized to execute the Amendment after receipt of the final Second Amendment fully
executed by PSI.
Section 5: Effective Date. This Resolution shall be in full force and effect from and after its
passage by two-thirds of the Trustees and its approval in the manner provided by law.
[SIGNATURE PAGE FOLLOWS]
Resolution 2014-FD-PSI-AG-R-1407
PSI Agreement
Page 2 of 3
APPROVED THIS 14th day of October, 2014
Gopal G. Lalmalani
Village President
PASSED THIS 14th day of October, 2014
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
Resolution 2014-FD-PSI-AG-R-1407
PSI Agreement
Page 3 of 3
EXHIBIT A
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SECOND AMENDMENT TO THE AGREEMENT BETWEEN THE VILLAGE OF OAK
BROOK, ILLINOIS AND PARAMEDIC SERVICES OF ILLINOIS, INC.
THIS SECOND AMENDMENT TO THE AGREEMENT BETWEEN THE
VILLAGE OF OAK BROOK, ILLINOIS AND PARAMEDIC SERVICES OF ILLINOIS,
INC. ("Second Amendment") is made as of this day of October, 2014 by and between
PARAMEDIC SERVICES OF ILLINOIS, INC. ("PSI"), and the VILLAGE OF OAK
BROOK, ILLINOIS ("Village").
RECITALS
WHEREAS, PSI and the Village entered into a certain Agreement Between the Village
of Oak Brook, Illinois and Paramedic Services of Illinois dated September 1, 2011
("Agreement"), pursuant to which PSI agreed to provide to the Village licensed
firefighter/paramedic services from September 1, 2011 until August 31, 2014.
WHEREAS, the parties amended the Agreement pursuant to that certain August 12,
2014 Amendment to the Agreement Between the Village of Oak Brook, Illinois and Paramedic
Services of Illinois to extend the term of the Agreement until October 31, 2014 ("Amendment").
WHEREAS, the parties now desire to further extend the Agreement for an additional
three years pursuant to the terms of this Second Amendment.
NOW THEREFORE, for and in consideration of the recitals set forth above and other
good and valuable consideration, the receipt, adequacy and sufficiency of which are hereby
acknowledged, the Parties hereto agree as follows:
A. Amendment of Paragraph 1 of the Agreement. PSI and the Village acknowledge and
agree that the first sentence of Paragraph 1 of the Agreement shall be replaced with the
following:
Obligations of PSI: PSI shall furnish six licensed firefighter/paramedics
("PSI Employees")to the Village.
B. Amendment of Paragraph 21 of the Agreement. PSI and the Village acknowledge and
agree that Paragraph 21 of the Agreement shall be amended and replaced with the
following:
"TERM OF AGREEMENT: This agreement shall be effective from
September 1, 2011 through October 17, 2017 ("Term"). The Village shall
have the option, in its sole discretion, to extend the Term of the
Agreement by two additional years provided that the Village provides PSI
notice prior to the end of the Term."
C. Compensation.
1. For all of the services provided by PSI to the Village pursuant to the Agreement
for the period of November 1, 2014 to October 31, 2015, the Village shall pay to
PSI the sum of $516,110 ("Extension Price") in accordance with the payment
terms of the Agreement. The Extension Price includes all applicable federal,
state, and Village taxes of every kind and nature applicable to the services
provided by PSI under the Agreement as well as all taxes, contributions, and
premiums for unemployment insurance, old age or retirement benefits, pensions,
annuities, or similar benefits and all costs, royalties, and fees arising from the use
of, or the incorporation into, the services, of patented or copyrighted equipment,
materials, supplies, tools, appliances, devices, processes, or inventions. All claim
or right to claim additional compensation by reason of the payment of any such
tax, contribution, premium, costs, royalties, or fees is hereby waived and released
by PSI.
2. PSI and the Village will review and, if equitable, adjust, PSI's compensation to a
mutually agreed upon rate for the year beginning on November 1, 2015, and each
year of the Term thereafter.
D. Effect of Second Amendment. The Parties acknowledge and agree that this Second
Amendment modifies and amends the Agreement, and the teens and provisions hereof
shall supersede and control over any contrary or conflicting terms and provisions set forth
in the Agreement. The Agreement, as amended by this Second Amendment, is hereby
ratified and remains in full force and effect.
IN WITNESS WHEREOF, the Village and PSI have respectively executed this Second
Amendment to be effective as of the date first above written.
ATTE T. PARAMEDIC SERVICES OF ILLINOIS,INC.:
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By: St-T, By: 67*5.. /& :3::;5-
Printed Name: Z,qytn. y FI. ,'oAe,.vs
Title: vi —
Date: /0 9 /y
ATTEST: ACCOUNT: VILLAGE OF OAK BROOK
By: By:
Village Clerk Village President
Date:
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