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R-1677 - 11/14/2017 - FIRE DEPARTMENT - Resolutions Supporting Documents ITEM 9.A.1) 2) v GI p F O A 4990 o 4 v CF C AGENDA ITEM Regular Board of Trustees Meeting November 14, 2017 SUBJECT: Authorization for the extension of the contract and an increase in the annual compensation for firefighter/paramedic se ices with Paramedic Services of Illinois (PSI) FROM: Barry Liss, Fire Chief BUDGET SOURCE/BUDGET IMPACT: 2015/2016, 2016/2017 & 2017/2018 EMS Program 731-76700 RECOMMENDED MOTION: I move that the Village Board extend the existing contract with Paramedic Services of Illinois, Inc. for a period of 120 calendar days beginning November 1, 2017 and ending February 28, 2018 and approve Resolution R-1677, A Resolution Approving and Authorizing The Extension of an Agreement By and Between The Village of Oak Brook and Paramedic Services of Illinois, Inc. Additionally, I move that the Village Board authorize a rate increase in the annual compensation of the existing contract with Paramedic Services of Illinois, Inc. for the periods of November 1, 2015 through October 31, 2016 and November 1, 2016 through October 31, 2017 and approve Resolution R-1678, A Resolution Approving and Authorizing A Rate Increase By and Between The Village of Oak Brook and Paramedic Services of Illinois, Inc. Background/History: On October 16, 2014, the Village of Oak Brook entered into a 3-year successor agreement with an additional 2-year option with Paramedic Services of Illinois (PSI)to provide the Village with contract firefighter/paramedic services through October 31,2019. The continuation of 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. RG Ouality/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 firefighter/paramedics of sound character and judgment. As an organization,we have continued to embrace the current provider and their personnel assigned to the Village. 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 28 years, PSI has continued to perform above expectations providing dedicated individuals with unquestioned character and minimal personnel turnover. 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: The services provided and associated fees have continued to remain fair and consistent within the market place. We continue to receive premium contractual service at 2015 rates currently at an annual cost of$516,110. That translates to a cost of$86,018 per each of the six contract employees. The ongoing signed agreement between the Village and PSI stipulates that yearly compensation for services rendered will be evaluated and adjusted to a mutually agreed upon rate based upon current PSI employee benefits and operational costs. As such, and in light of the uncertainty of contract negotiations with the department's bargaining unit members between the periods January of 2016 through October of 2017, a moratorium of any consideration of a rate increase in compensation for the same time period of the PSI agreement was temporarily imposed and agreed upon by both parties. The Village and PSI subsequently conducted a thorough review of compensation following the successful execution of the new collective bargaining unit agreement, which was formally adopted on October 16, 2017. Budgetary considerations in anticipation of potential rate increases were assumed during the budgetary planning processes for 2016 and 2017. As such, adequate funding to accommodate retroactive rate adjustments had been properly allocated. Recommendation: Staffs recommendation is to extend the professional service contract with Paramedic Services of Illinois, Inc. for a period of 120 calendar days between November 1, 2017 and February 28, 2018 and authorize an increase in the annual compensation with Paramedic Services of Illinois, Inc. from $516,110 to 526,433 for the period of November 1, 2015 through October 31, 2016 and to approve a second increase in annual compensation from $526,433 for the period of November 1, 2016 through October 31, 2017 to $536,961 for six (6) firefighter/paramedics or $89,493 per contract employee. This represents an increase of 2.0% for the period of November 1, 2015 through October 31, 2016 and an increase of 2.0% for the period of November 1, 2016 through October 31, 2017, providing for a modest increase for salary, FICA, insurance, uniforms, fire gear, administrative and operational cost that have risen since 2015. Future rates will be reviewed annually and any potential adjustments of any subsequent contract period would go through the Village Board for approval. RESOLUTION 2017-FD-PSI-AG-R-1677 A RESOLUTION APPROVING AND AUTHORIZING THE EXTENSION OF AN AGREEMENT BY AND BETWEEN THE VILLAGE AND PARAMEDIC SERVICES OF ILLINOIS, INC. WHEREAS, on October 16, 2014, the Village entered into a three-year agreement ("Agreement's with Paramedic Services of Illinois, Inc. ("PSI' for PSI to provide the Village paramedic services("Services' ; and WHEREAS, the Agreement expired on October 31, 2017; and WHEREAS, the Village desires to extend the Agreement by 120 days pursuant to the terms of the amendment to the Agreement attached hereto as Exhibit A ("Amendment's while the Village evaluates its options for procuring Services pursuant to a long term contract; 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 Amendment with PSI for PSI to continue to provide the Village Services for 120 days. 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 Amendment by and between the Village and PSI is hereby approved in substantially the form attached to this Resolution as Exhibit A, and in a final form to be approved by the Village Manager and Village Attorney. Section 4: Execution of Required Documentation. The Village Manager and Village Clerk shall be, and hereby are, authorized to execute the Amendment after receipt of the final 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] APPROVED THIS 14th day of November, 2017 Gopal G. Lalmalani Village President PASSED THIS 14th day of November, 2017 Ayes: Nays: Absent: ATTEST: Charlotte K. Pruss Village Clerk EXHIBIT A THIRD AMENDMENT TO THE AGREEMENT BETWEEN THE VILLAGE OF OAK BROOK, ILLINOIS AND PARAMEDIC SERVICES OF ILLINOIS, INC. THIS AMENDMENT TO THE AGREEMENT BETWEEN THE VILLAGE OF OAK BROOK, ILLINOIS AND PARAMEDIC SERVICES OF ILLINOIS, INC. ("Amendment') is made as of this day of November, 2017 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 dated October 16, 2014 ("Agreement'), pursuant to which PSI agreed to provide to the Village licensed firefighter/paramedic services from November 1, 2014 until October 31, 2017. WHEREAS, the term of the Agreement expired on October 31, 2017. WHEREAS, the parties desire to extend the Agreement by 120 days. 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 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 November 1, 2017 through February 28, 2018." B. Compensation During the Extension. For the services provided by PSI to the Village under the Agreement during the period of November 1, 2017 to February 28, 2018, the Village shall pay to PSI the contractual rate consistent with the current annual compensation plan. Compensation 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. Compensation shall be due and payable by the Village no later than 30 days after the Agreement expires or is terminated pursuant to its terms. C. Effect of Amendment. The Parties acknowledge and agree that this Amendment modifies and amends the Agreement and the terms 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 Amendment, is hereby ratified and remains in full force and effect. [SIGNATURE PAGE FOLLOWS] IN WITNESS WHEREOF, the Village and PSI have respectively executed this Amendment to be effective as of the date first above written. ATTEST: PARAMEDIC SERVICES OF ILLINOIS, INC.: By: By: Printed Name: Title: Date: ATTEST: ACCOUNT: VILLAGE OF OAK BROOK By: By: Village Clerk Village Manager Date: RESOLUTION 2017-FD-PSI-AG-EX-R-1678 A RESOLUTION AUTHORIZING A RATE INCREASE IN THE ANNUAL COMPENSATION IN THE EXISTING AGREEMENT BY AND BETWEEN THE VILLAGE OF OAK BROOK AND PARAMEDIC SERVICES OF ILLINOIS WHEREAS, on October 16, 2014, the Village of Oak Brook ("Village's entered into a three-year agreement with Paramedic Services of Illinois ("PSI' for PSI to provide the Village paramedic services ("Agreement's; and WHEREAS, Section 18 of the Agreement provides that PSI's compensation shall be evaluated and adjusted to a mutually agreed upon rate based on the cost of PSI's employee benefits and operational costs; and WHEREAS, the Village and PSI have evaluated and negotiated an agreement to provide PSI a two percent increase in its compensation per the"Increased Rate" column in the table below: TIME PERIOD 2015 RATE INCREASED RATE November 1, 2015 through October 31, 2016 $516,110 $526,433 November 1, 2016 through October 31, 2017 $526,433 $536,961 WHEREAS, the Village President and Board of Trustees hereby find and determine that it is in the best interest of the Village to approve the increases in compensation as specified in the table above. NOW, THEREFORE, BE IT ORDAINED 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 incorporated into, and made a part of, this Resolution as the findings of the Village President and Board of Trustees. Section 2: Approval of Compensation Increases. The President and Board of Trustees hereby approve a two percent compensation increase for the period November 1, 2015 through October 31, 2016 in the amount of $526,433, and a two percent compensation increase for the period November 1, 2016 through October 31, 2017 in the amount of$536,961. Section 3: Effective Date. This Resolution shall be in full force and effect upon passage and approval in the manner provided by law. [SIGNATURE PAGE FOLLOWS] Resolution 2017-FD-PSI-AG-EX-R-1678 PSI Compensation Increases Page 2 of 2 APPROVED THIS 14th day of November, 2017. Gopal G. Lalmalani Village President PASSED THIS 14th day of November, 2017. Ayes: Nays: Absent: ATTEST: Charlotte K. Pruss Village Clerk