R-1678 - 11/14/2017 - FIRE DEPARTMENT - Resolutions Supporting Documents ITEM 9.A.1) 2)
GE
Of Oq�
v e90
O
G
A O
V
9c4P CO�Ntv,`�'
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 Obiective:
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:
Staff's 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'D 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'; 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