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Fire/EMS Consulting Services AGREEMENT BETWEEN THE CITY OF SALINA, KANSAS and TriData LLC for Consulting Services This Agreement is entered into March 28th, 2019 by and between the City of Salina, Kansas, (the "City') and TriData LLC,a Professional Fire/EMS Consulting Firm(the"Consultant"). Recitals A. The City desires to contract for EMS and fire consulting services for the purpose of providing analysis and recommendations for future EMS and fire services in compliance with federal, state,and local regulations. B. The Consultant has the requisite qualifications and experience to perform the services needed by the City and desires to perform those services pursuant to the terms of this Agreement. The parties, in consideration of the mutual promises set forth in this Agreement,agree and covenant: 1. Definitions. Capitalized words used in this Agreement shall have the following meanings: "Agreement" means this Agreement for consulting services, as amended and supplemented from time to time. "City"means the City of Salina, Kansas. "Consultant"means TriData LLC and its successors. 2. Exhibits. The following Exhibits are attached to and made a part of this Agreement(Mark with"X" if applicable): Exhibit A: Responsibilities of the Parties IXI Exhibit B: Term; Schedule Exhibit C: Basis of Payment Exhibit D: Insurance Requirements 3. Responsibilities of the Parties. The parties agree to perform the responsibilities outlined in the attached and incorporated Exhibit A. 4. Term;Schedule. The Consultant agrees to perform its responsibilities during the term and according to the timeframe and schedule described in Exhibit B. subject to the potential for prior termination pursuant to the terms of this Agreement. 5. Payment. The City shall pay the Consultant for the performance of its responsibilities pursuant to this Agreement as set forth in Exhibit C. 6. Insurance Requirements. 6.1. Types and Amount of Coverage.The Consultant agrees to obtain insurance coverage as specified in Exhibit D,attached hereto,and shall not make any material modification or change from these specifications without the prior approval of the City. If the Consultant subcontracts any of its obligations under this Agreement,the Consultant shall require each such subcontractor to obtain insurance coverage as specified in Exhibit D. Failure of the Consultant or its subcontractors to comply with these requirements shall not be construed as a waiver of these requirements or provisions and shall not relieve the Consultant of liability. 6.2. Rating. All insurance policies shall be issued by insurance companies rated no less than A- VII in the most recent `Bests" insurance guide, and admitted in the State of Kansas. Except as otherwise specified in Exhibit D. all such Consultant Services(2014-06-18) policies shall be in such form and contain such provisions as are generally considered standard for the type of insurance involved. 6.3. Certificate of Insurance. The parties acknowledge that the Consultant has provided the City with a certificate of insurance listing the City as the Certificate Holder and evidencing compliance with the insurance requirements in this Agreement. The City reserves the right to require complete certified copies of all insurance policies procured by the Consultant pursuant to this Agreement, including any and all endorsements affecting the coverage required hereunder. 7. Injury to Persons or Damage to Property. The Consultant acknowledges responsibility for any injury to person(s) or damage to property caused by its employees or agents in the performance of its duties under this Agreement and shall immediately notify the City's Risk Management Department at (785) 309-5705 in the event of such injury to person(s) or damage to property. 8. Indemnification. To the fullest extent permitted by law, the Consultant shall indemnify and hold harmless the City, its agents, representatives, officers, officials and employees from and against all claims, damages, losses and expenses (including but not limited to attorney fees and court costs)attributable to bodily injury, sickness, disease, death, or injury to, impairment,or destruction of property,including loss of use resulting therefrom,to the extent that such claims,damages,losses, and expenses are caused by the wrongful acts,negligent acts,errors,or omissions arising out of or related to the services of the Consultant, its employees,agents, or any tier of subcontractors in the performance of this Agreement. 9. Voluntary Termination. Either party may terminate this Agreement, with or without cause, upon thirty (30) days advance written notice to the other party. In the event of such termination, the Consultant shall be compensated for such services as have been satisfactorily performed through the date of termination, but no compensation shall be earned after the effective date of the termination. Within five(5)days of any such termination, all finished or unfinished documents, data, studies, surveys, drawings, maps, models, photographs, reports or other material prepared by the Consultant pursuant to this Agreement shall be delivered to the City.Notwithstanding the above,the Consultant shall not be relieved of any liability to the City for damages sustained by the City by virtue of any breach of this Agreement by the Consultant,and the City may withhold any payments to the Consultant for the purposes of set-off until such time as the exact amount of damages due the City from the Consultant may be determined. 10. Default. If either party fails to comply with any term of this Agreement within ten (10) days after written notice to comply has been mailed by the non-defaulting party to the defaulting party, such failure shall be deemed an immediate breach of this Agreement("Event of Default"). 11. Remedies. Upon the occurrence of an Event of Default, the non-defaulting party shall have the following rights and remedies, in addition to any other rights and remedies provided under this Agreement or by law: I I.1 Termination. The non-defaulting party shall have the right to terminate this Agreement or terminate the defaulting party's rights under this Agreement. 11.2 Other Remedies. The non-defaulting party may pursue any available remedy at law or in equity(including specific performance)by suit,action, mandamus or other proceeding to enforce and compel the performance of the duties and obligations set forth in this Agreement, to enforce or preserve any other rights or interests of the non-defaulting party under this Agreement or otherwise existing at law or in equity and to recover any damages incurred by the non-defaulting party resulting from such Event of Default. 12. Non-Assignable. Due to the unique qualifications and capabilities of the Consultant,neither the rights nor responsibilities provided for under this Agreement shall be assignable by either party,either in whole or in part. 13. Notices. All notices required or permitted to be given pursuant to this Agreement shall be in writing and delivered personally or sent by registered or certified mail, return receipt requested, or by generally recognized, prepaid, commercial courier or ovemight air courier service. Notice shall be considered given when received on the date appearing on the return receipt, but if the receipt is not returned within five (5)days, then three (3) days after mailed, if sent by registered or certified mail or commercial courier service; or the next business day, if sent by overnight air courier service. Notices shall be addressed as appears below for each party, provided that if any party gives notice of a change of name or address, notices to the giver of that 2 notice shall thereafter be given as demanded in that notice. CITY: City Clerk Attn: P.O. Box 736 Salina, KS 67402-0736 CONSULTANT: Philip Schaenman Tri Data LLC 2111 Wilson Boulevard, Suite 800,Arlington, VA 21111 14. Retention and Inspection of Records. The Consultant shall maintain complete, accurate, and clearly identifiable records with respect to all costs and expenses incurred under this Agreement. The records shall be maintained during the term of this Agreement, and for a period of three (3) years from the date of final payment under this Agreement (the "Retention Period');provided,however,that if any litigation,claim or audit is commenced prior to the expiration of the Retention Period, then the Retention Period shall be extended until all litigation, claims or audit findings have been completely terminated or resolved, without right of further appeal. During the Retention Period, the Consultant shall allow a representative of the City during normal business hours to examine,audit,and make transcripts or copies of such records and any other documents created pursuant to, or arising under, this Agreement. The City agrees to responsibly utilize all information obtained pursuant to this paragraph for the purposes of reviewing, confirming, and verifying the nature and amount of all costs and expenses incurred under this Agreement. The City agrees to take reasonable precautions not to disclose such information outside the scope of those stated purposes,subject to the Kansas open records act or other applicable law. 15. Non-appropriation. The City is subject to.Kansas budget and cash basis laws,and operates on a calendar fiscal year. In the event that this Agreement involves financial obligations spanning multiple fiscal years for the City, it is subject to annual appropriation by the City's governing body for future fiscal years. If the City's governing body does not appropriate the funds necessary to fulfill the City's financial obligations pursuant to this Agreement,the City shall so notify the other parties to this Agreement and this Agreement shall be null and void for purposes of the fiscal year(s)affected by the decision of the governing body not to appropriate. 16. Relationship. It is expressly understood that Consultant in performing services under this Agreement, does so as an independent contractor. The City shall neither have nor exercise any control or direction over the methods by which Consultant performs its responsibilities as outlined in Exhibit A. The sole interest and responsibility of the City is to see that the services covered by this Agreement are performed and rendered in a competent,efficient,and satisfactory manner. Consultant shall be exclusively responsible for all taxes, withholding payments, employment-based benefits, deferred compensation plans, including but not limited to its workers compensation and social security obligations,and the filing of all necessary documents, forms, or returns pertinent to the.foregoing. 17. Subcontracting. Consultant shall not subcontract any work or services under this Agreement without the City's prior written consent. 18. Compliance with Applicable Law. Consultant shall comply with all applicable federal, state,and local law in the performance of this Agreement. 19. Equal Opportunity. (a) In conformity with the Kansas act against discrimination and Chapter 13 of the Salina Code, the Consultant and its subcontractors, if any, agree that: (I) The Consultant shall observe the provisions of the Kansas act against discrimination and Chapter 13 of the Salina Code and in doing so shall not discriminate against any person in the performance of work under this Agreement because of race,sex,religion, age,color,national origin, ancestry or disability; (2) The Consultant shall include in all solicitations, or advertisements for employees, the phrase "equal opportunity employer,"or a similar phrase to be approved by the City's human relations director; 3 (3) If the Consultant fails to comply with the manner in which the Consultant reports to the Kansas human rights commission in accordance with the provisions of K.S.A.44-1031 and amendments thereto,the Consultant shall be deemed to have breached this Agreement and it may be canceled, terminated or suspended, in whole or in part, by the City; (4) If the Consultant is found guilty of a violation of Chapter 13 of the Salina Code or the Kansas act against discrimination under a decision or order of the Salina human relations commission or the Kansas human rights commission which has become final, the Consultant shall be deemed to have breached this Agreement and it may be canceled,terminated or suspended, in whole or in part,by the City; (5) The Consultant shall not discriminate against any employee or applicant for employment in the performance of this Agreement because of race, sex,religion,age,color,national origin,ancestry or disability; and (6) The Consultant shall include similar provisions in any subcontract under this Agreement. (b) The provisions of this section shall not apply to this Agreement if the Consultant: (I) Employs fewer than four employees during the term of this Agreement; or (2) Contracts with the City for cumulatively$5,000 or less during the City's calendar fiscal year. 20. AdministrationofAgreement. All references in this Agreement requiring the City's participation or approval shall mean the participation or approval of the City Manager or his designee,unless otherwise provided herein. 21. Attorney Fees. If any suit or action is instituted by either party hereunder, including all appeals,the prevailing party in such suit or action shall be entitled to recover reasonable attorney fees and expenses from the non-prevailing party, in addition to any other amounts to which it may be entitled. 22. Right to Independent Legal Advice. The Consultant understands and acknowledges the right to have this Agreement reviewed by legal counsel of the Consultant's choice. 23. Applicable Law; Venue. This Agreement and its validity,construction and performance shall be governed by the laws of Kansas. In the event of any legal action to enforce or interpret this Agreement,the sole and exclusive venue shall be in the Saline County, Kansas District Court. 24. Interpretation. This Agreement shall be interpreted according to its fair meaning, and not in favor of or against any pay 25. Time. Time is of the essence of this Agreement. No extension will be granted unless in writing and signed by the parties. Should the end of a time period fall on a legal holiday that termination time shall extend to 5:00 p.m.of the next full business day. 26. Severability. The unenforceability, invalidity;or illegality of any provision of this Agreement shall not render the other provisions unenforceable,invalid,or illegal. 27. Authority and Consent to Transaction. Each party represents to the other that the person executing this Agreement has full and legal authority to bind such party to the terms of this Agreement, and that the execution and delivery of this Agreement have been duly and validly authorized by the governing body of each party. 28. Persons Bound. This Agreement shall extend to and bind the heirs, executors, administrators, trustees, successors and authorized assigns of the parties hereto. 29. Counterparts. This Agreement may be executed in any number of counterparts, each of which shall be deemed an original,or in multiple originals,and all such counterparts or originals shall for all purposes constitute one agreement. 4 30. Amendments.Neither this Agreement nor any of its terms may be changed or modified waived,or terminated except by an instrument in writing signed by an authorized representative of the party against whom the enforcement of the change, waiver. or termination is sought. 31. Waiver. No failure or delay by a party hereto to insist on the strict performance of any term of this Agreement, or to exercise any right or remedy consequent to a breach thereof, shall constitute a waiver of any breach or any subsequent breach of such term. No waiver of any breach hereunder shall affect or alter the remaining terms of this Agreement.but each and every term of this Agreement shall continue in full force and effect with respect to any other then existing or subsequent breach thereof. 32. Conflict Resolution. No interpretation of this Agreement shall be allowed to find the City has agreed to binding arbitration. 33. No Third Party Beneficiaries. Solely the parties to this Agreement shall have rights and may make claims under this Agreement. There are no intended third party beneficiaries under this Agreement,and no third parties shall have any rights or make any claims hereunder. 34. Typewritten or Handwritten Provisions. Typewritten or handwritten provisions inserted or attached, and initialed by all parties.shall supersede all conflicting printed provisions. 35. Feminine-Masculine,Singular-Plural. Wherever used,singular shall include the plural, plural the singular,and use of any gender shall include all genders. 36. Headings. The headings of the sections of this Agreement are included for the purposes of convenience only and shall not affect the interpretation of any provision hereof. 37. Merger Clause. These terms are intended by the parties as a complete, conclusive and final expression of all the conditions of their Agreement. No other promises, statements, warranties, agreements or understandings, oral or written, made before or at the signing thereof,shall be binding unless in writing and signed by all parties and attached hereto. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by their authorized representatives. CITY OF SALI ,KANSAS '// 40 ' • By: ?,/— :iChoe' rogP,,City Manager Attest: )(J14�a/ /l4 Shand' icks,CMC,City Clerk Form: Le Co el Br 6.64 _ By: _ tw r• Philip Schaenman(name Managing Member(title) 5 EXHIBIT A RESPONSIBILITIES OF THE PARTIES • F„ • 6 PROPOSAL Salina, Kansas Fire Department OPERATIONAL STUDY FOR EMERGENCY MEDICAL SERVICES DEPLOYMENT (UPDATED) Submitted to: Kevin Royse, Fire Chief Fire Station 1 222 W. Elm St. Salina, KS 67401 (785) 826-7340 Kevin.Royse@salina.org Submitted by: Philip Schaenman, Managing Member • TriData LLC 2111 Wilson Boulevard, Suite 800 Arlington, VA 22201 (703) 528-1594, pschaenman@tridata.com Due date/time: March 27, 2019 ORGANIZATIONAL STRUCTURE TriData was established in 1981. Until 2015, it was a division of System Planning Corporation (SPC). In May of that year, SPC was purchased by ECS Federal, a much larger company that primarily works on Federal government contracts. TriData was offered to continue doing business independently. In July, 2015, TriData became an independent consulting firm that is registered as a limited liability company (LLC)in the State of Maryland. Philip Schaenman,TriData's founder, continues to head TriData as the Managing Member. TriData's studies are still managed by the same senior staff that has led to our high reputation for objective, technically excellent, and innovative studies for local government clients. TriData is not affiliated with any professional organization, labor union, publisher, or similar organizations. We pride ourselves in being objective and focused. Our reports always reflect findings and recommendations that are based on our clients' actual circumstances and which will best serve the citizens of our clients. Our mission is to improve public safety effectiveness and productivity based, where possible, on hard data. For local government public safety consulting we conduct: • Station location and response • Emergency management and time analyses 9-1-1 communications • EMS system analysis • Fire prevention, investigation, • Staffing reviews and public education reviews • Risk analyses • Statistical analysis • Cost analysis • Workload and reliability • Resource deployment analysis • Support services (training, • Reviews of management and fleet management, supply and organization, including logistics) financial analyses • Human resources reviews TriData has built its reputation on the objectivity,innovation,and technical excellence of our work. Though we base much of our work on hard data, we also spend a great deal of effort soliciting information, opinions, and perceptions from internal and external stakeholders. Our process enables us to achieve excellent success in forming consensus about needs and solutions. EXPERIENCE TriData has 37 years of experience in public safety consulting, most on fire and EMS and related services. We are one of the premier public safety consulting firms in the U.S. We specialize in performing research and management studies in fire and emergency medical services (EMS), prevention and public education, and emergency management. We are unique in the synergism between our local government studies,which bring ground truth to the research, and the research, which brings state-of-the-art information to our local government clients. TriData has consulted on EMS issues for various types of services, from metro-sized fire/EMS agencies to one-station volunteer agencies. We have helped design EMS delivery systems for fire- based, municipal, volunteer, combination, hospital-based, and commercial EMS systems. A-I Among more than 250 studies for local governments, TriData has undertaken two studies for Wichita. QUALIFICATIONS OF PROPOSED PROJECT STAFF Corporate Oversight — For each project, TriData's managing member, Philip Schaenman, is responsible for overseeing the project's progress in relation to the customer's scope of work. He also participates in the kick-off of the project, acts as an internal quality management reviewer, reviews the draft and final reports prior to delivery to the client, and is an active contributor of ideas throughout the study process. Philip Schaenman,FIFireE,president and founder of TriData,has 37 years of experience leading studies of all aspects of fire departments, and has more than 37 years related research in fire protection. He is an internationally known expert in fire prevention, public education, fire data analyses, and performance measurement of municipal services, including fire protection. Prior to founding TriData, Mr. Schaenman was Associate Administrator of the U.S. Fire Administration, responsible for the National Fire Data Center and the Fire Technology Program. He was also a Senior Research Associate at the Urban Institute in Washington. DC, undertaking research on measurement of local government service efficiency and effectiveness. Earlier he headed a group working on management science for the Bell System, and was an engineer working on manned spaceflight for Bellcomm, a company set up to be the systems engineering branch of NASA HQ for manned spaceflight. Mr. Schaenman holds advanced electrical engineering degrees from Stanford University and Columbia University, and B.S. degrees from Columbia University and Queens College. He has testified before Congress and has been frequently cited in the media. Dr. Harold C. Cohen, Senior Project Manager will serve as the project manager for this study. Cohen is TriData's lead expert for EMS studies. Dr. Cohen has a PhD in Health Services, a master's degree in Emergency Health Services Administration and Management, and is board- certified in health care management. He is also an instructor for the National Fire Academy's Executive Fire Officer Program, and teaches advanced EMS system leadership, and EMS quality management. He has over 40 years of fire service experience, 22 of which were with a Maryland combination county fire department where he reached the rank of division chief. He has extensive experience in various facets of the fire service, including EMS, fire suppression operations, fire department communication operations, administration and management, and training. He is a nationally known expert on options for organizing fire and emergency medical systems, Dr. Cohen has contributed to over 25 TriData studies, including some of high political sensitivity. He was project manager or deputy project manager for studies of the State of New Jersey's EMS system; Woodbridge and Franklin Townships, NJ; Alameda, CA; Newburgh and Rochester, NY; Key West, St. Petersburg, Volusia County, Bonita Springs, Orange County and Seminole County, FL; Pittsburgh, PA; Cincinnati, OH;Norfolk, VA; Oklahoma City, OK; Portland, OR; and others. He is a graduate of the National Fire Academy Executive Fire Officer Program and is a national Chief Fire Officer Designate. In 2002, Dr. Cohen was selected by IAFC/NFPA as a Fellow to the Harvard University JFK School of Government State and Local Government Executive Program. In 2015,he was asked to evaluate the state of the art approach to a mass casualty incident responder safety, for the annual conference of the American College of Emergency Physicians. A-2 SCOPE OF WORK TriData has been at the forefront of conducting management studies and comprehensive reviews for local government fire and EMS departments across the U.S. and Canada. Our approach is field- tested and has been successful for 37 years of working with the fire and EMS departments. Understanding of the Scope of Work The scope of work here centers on evaluating the current EMS services provided by the Salina Fire Department (SFD) and determining the best course of action for the next ten years. This includes: (a) an analysis of EMS response metrics used by fire-service EMS organizations including, but not limited to the National Fire Protection Association (NEPA), the Center for Public Safety Excellence (CPSE), the Commission for the Accreditation of Ambulance Services (CAAS) and similar organizations; (b) analysis of response data, (c) a five, ten, and 20 year forecast model for EMS responses; (d) determining the impact that providing interfacility transportation may have on primary EMS delivery; ( e )determining future staffing and delivery needs; and (0 determining the impact of Community Paramedicine on the delivery of primary EMS. In addition, we are being asked to assist the SFD with beginning a dialogue on the future of emergency and non-emergency transfers, and how Community Paramedicine will impact service, patient care and reimbursement. Project Approach The overall approach we use has proven to be successful in working on many similar projects. The details of the approach are tailored to your particular questions. Kick-oil Conference Call—Our project begins with a kick-off conference call with you to review the study's objectives and goals,discuss the scope of work,review the list of necessary background information, plan a tight schedule of meetings for the first site visit in which we"triage"the issues, and finalize the project schedule (including milestones and deliverable target dates). Prior to the conference call we will provide a list of background materials needed for the study. A tentative list is given in Task 2 below. Any data not readily available can be collected later in the project. Site Visit and Triage of Issues — Preferably within one to two weeks following the kick-off conference call, the TriData project manager will conduct a three-day site visit. Prior to the visit we will review any background information already received to become familiar with the information and data available. During the site visit, we will familiarize ourselves with the EMS provider agencies and the community it protects. Besides getting up to speed on the present situation, the key purpose of the visit is to triage the issues, identifying what is most important to concentrate and what needs less time. This allows for an efficient project that focuses the time and resources on the most important issues. The site visit will include meetings with Salina city officials, fire department personnel, the EMS medical director and other key stakeholders. We like to meet with dispatch personnel to understand dispatch protocols and data collection. Our initial meeting with key stakeholders is the channel that allows follow-up contact as the study progresses. We have found that open discussions throughout the study helps lay the groundwork for acceptance of study recommendations down the road. A-3 We will also visit the local hospital and meet with key personnel such as the hospital CEO and the EMS Medical Director. This meeting will be conducted jointly as directed by the fire chief. During the site visit, the TriData project team will: • Visit each fire station and meet informally with duty staff and officers to get their perceptions and ideas about present and projected EMS operational issues. • Visit the communications center to see how dispatching is handled and how assignments are made. • Familiarize ourselves with the geography and risks. • Observe the types of units and equipment used, and their condition and appropriateness. • Spend time with whoever is charged with the department statistical reports to discuss the data and information technology available, and what has already been analyzed. • Visit officials who are major stakeholders in the staffing methods. The site visit will conclude in a meeting with the SFD project team to discuss our initial observations and findings and triage the issues of the EMS system and the priorities for the study. With the concurrence of the department project manager, we will make any necessary adjustments to the scope of work for the remainder of the project. We will decide on any additional or special data collection and confirm the role of city and emergency services staff. We believe this input and flexibility is crucial. Communications—Following the initial site visit. TriData's project manager will provide a brief written outline of the major issues identified during the triage meeting and other notes important to the project's management. Throughout the study, team members will continue to engage in discussions with stakeholders, obtain more information, and follow-up on observations from the initial meetings. At least weekly or whenever deemed necessary, TriData's project manager will regularly brief the Salina project manager (or project team) on the progress of the study via conference calls. By using these time-tested methods, we keep our clients abreast of findings as they happen, reducing the anxiety and surprise elements of the final report. While we may not agree with our clients on all points, our clients know where we are coming from. Study Tasks Following are the specific tasks to be undertaken, and the project timeline. Lead staff is given for each task, though we work collegially among ourselves and with you. Task 1: Project Initiation and Kick-Off Conference Call Project Staff: Schaenman and Cohen As discussed above, the project will begin with a kick-off conference call to review the study's objectives and goals, discuss the scope of work, review the list of necessary background information, plan a tight schedule of meetings for the first site visit in which we"triage"the issues, and finalize the project schedule (including milestones and deliverable target dates). The kick-off conference call preferably should be conducted within three working days of contract award. It will include the TriData and the Salina Fire Department project managers, senior team members, and any others you deem appropriate. The kickoff conference should last no more than one hour. A-4 Task 2: r- - •Collection and Review of Data and Background Information Project Staff: Cohen Following the conference call, we would like to obtain the following background information, to the extent available. Fire departments vary in the quantity and quality of the data they collect and each project is different. We are used to working with data varies forms and of various quality. We understand that some of the following may not be available or may take time to gather, but the sooner the better. • Organization charts • Map of EMS and fire station locations • Salary and benefit cost, by rank/grade, including uniformed and non-uniformed staff • Leave data (hours) for uniformed staff for the past three years: vacation, sick, accident, FMLA, training, bereavement,jury duty, etc. • Personnel deployment (number of uniformed EMS and fire personnel) by station • Apparatus and other response capabilities by station • Response time data: call taking, turnout, drive time. • Response time targets or service delivery standards being used (formally or informally) • Any planned capital improvements for EMS and fire department such as apparatus or stations • Any planned capital improvements within the community that would present new risks or affect existing risks or travel times • Description of the EMS level of care • Description of services provided • • County planning data on trends in population, demographics, and business growth (last five years if available) • Past annual reports (last five years if available) • Operating and capital budgets (last five years if available) • EMS response data (last five years if available) • Description of major EMS risks by geographical area • Automatic and Mutual aid agreements • Weight of response (units and personnel) for various incident types • Data concerning emergency and non-emergency ambulance transports from the local hospital to tertiary centers. The data needed for the response time and analysis would preferably be three years or more CAD data exportable to an Access or Excel Format. The data should'include incident number, date, address, call type, time received, time dispatched, units dispatched, enroute times, arrival times, clear times, whether the call resulted in transport to hospital or not. A-5 Task 3: On-Site Meetings and Triage of Issues Project Staff: Cohen After reviewing the background information provided, TriData will conduct a three-day site visit, comprising a series of intensive meetings with project management team, the fire chief, senior fire department members, employee representatives, EMS officials, and other stakeholders as appropriate. We will also meet with city appointed or elected officials as directed by the city's project manager. We will visit stations to hold discussions with the on-duty crews. We will also meet with hospital personnel and the EMS Medical Director to discuss emergency and non- emergency ambulance transportation. This includes beginning a dialogue on Community Paramedicine. At the end of the visit,we will meet again with the city project manager and anyone else he desires to provide an overview of our initial observations and findings, and to plan the next steps. Task 4: Demand Analysis and Projections Project Staff: Cohen We will examine the trends in calls by time and location. We will project demand into the future based on expected population and business growth, and, importantly, the trend in calls per capita. This includes the demand of fire first response, EMS transport, interfacility transport and future levels of care such as Community Paramedicine. Task 5: Operations, including Response Times and Station Locations Project Staff: Cohen The first part of this task is to determine whether current station and equipment placement will ensure continued efficiency in light of current workloads and demand projections. We consider this by area served by each organization. While performing this analysis, we will emphasize the effectiveness of the adaptive staffing model, while also considering options like dynamic redeployment and seasonality changes. We will analyze response times including standard time segments such as 911 connect to dispatch time, dispatch time, travel time, on-scene time, and in-service time. We will also try to measure time differentials for first responder and EMS arrival times because this can guide the City on the use and level of training needed for first responders. Also included is an assessment of weight of response, or how much equipment is needed for specific emergencies, and what is available for hazmat and technical rescue internally or with help from mutual aid. We will then compare the above to existing fire service standards such as NFPA 1710, NFPA 1720, Center for Public Safety Excellence, Commission for Ambulance Accreditation, and similar organizations. Data obtained and analyzed will assist us in determining operational strength needed. While we use several accreditation guides in our analysis, our recommendations will be based on the needs of the SFD, not on meeting criteria that may not be applicable for the area. Task 6: Prepare Draft Report Project Staff: Schaenman and Cohen After all data is compiled and evaluations and analyses are completed, TriData will submit a draft report to the project manager for review. The following will be included in the Draft report. 1. Staffing considerations for EMS. A-6 2. Staffing considerations for inter-facility transfers. 3. Financial considerations involving EMS transport. 4. Analysis and forecast of EMS demand. 5. Initiating a formal dialogue with the hospital administration. 6. Operational response time analysis including comparison to several EMS standards and guidelines. This includes the impact of inter-facility EMS transports. 7. The possible impact of Community Paramedicine on the department. The draft is submitted 30 days prior to the final report due date. We would ask that comments be returned to us within 2 weeks. Important assumptions in pricing this effort and keeping within budget are that review comments sent to us by the city will be collected and combined into one document by the city's project manager, which will allow us to quickly revise the draft report and prepare the final report. There will be one round of comments unless there are errors in the revised final report. ' t Task 7 Submit,FmallReport andFinal Presenatiot � 21 e iaM3xi ^ OOP* pr3 e Pro ect Mtaff:" " Cohen 3 Sa > After receiving comments on the draft report, TriData will make final changes, perform a final edit, and submit the final report. We will submit a hard copy and an electronic version. At this time, we will also schedule a mutually agreeable date for a final presentation of the results, which will include a Microsoft PowerPoint presentation. Some clients want the presentation to occur between the draft and final reports,while other want the presentation after submission of the final. We will provide the presentation at the discretion of the project manager. On-time delivery of the final report is dependent on our receiving the city's comments within 2 weeks of delivery of the draft report. If the city needs more than 2 weeks to submit comments, then the final report will be ready within 2 weeks of our receiving comments on the draft. Timeline The tentative timeline for the study is as follows. Based on TriData's experience with similar studies, we are prepared to meet the County's need for prompt results. It includes two weeks for the city to review the draft report, and two weeks for TriData to make the necessary revisions and submit the final report. Important assumptions for staying on schedule are that at least one calendar year of CAD data will be available in digital format in a timely manner, and the review and comment period on the draft report will be coordinated by the city's project manager with the review comments sent to TriData in one consolidated document. Task 1. Project Initiation and Kick-off Call . Week 1. Task 2. Collection and Review of Data and Background Information Weeks 1-2. Task 3. On site meetings and Triage of Issues Week 2 Task 4. Demand Analysis and Projects Weeks 3-6 Task 5. Operations Analysis (with Response Times and Station Locations) Weeks 3-7 Task 6. Prepare Draft Report Week 8 Salinas Review of Draft (submission of comments to TriData) Weeks 9-10 Task 7. Prepare Final Report and Give Presentation Weeks 11-12 A-7 PRICE The firm, fixed price for this project that is $19,540 all inclusive. Payment will be made in three equal payments of$6,513.33. The first payment is due at the completion of the triage visit, the second payment due after the submission of the Draft report, and the third payment after submission of the final report. Our ability to perform this study for the listed price is predicated on the availability of authentic response data that can be manipulated and analyzed using standard software. PROPOSED STAFF - - -- TOTALHOL PRIC Schaenman Cohen Argabright Hourly.Rate'>> - - - - _ Hourly Billing,Rate>> $150.00' $130.00 :$80:00. - - — Task 1-Project Initiation and Kick-Off Conference 4 Call 2 2 Task 2-Collection and Review of Data and Background Information 14 6 8 Task 3-On-site Meetings and Triage of Issues 30 30 Task 4-Demand Analysis and Projections 1 18 15 2 Task 5-Operations, including Response Times and 17 Station Locations 15 2 Task 6-Prepare Draft Report 29 4 20 5 Task 7- Submit Final Report and Final Presentation 27 2 20 5 Total Hours 8 108 22 138 Total Price $1,200 $14,040 $1,760 $17,00C A-8 Hours Price Labor 138 $17,000 Travel $2,540 Total Price 138 $19,540 A-9 EXHIBIT B TERM; SCHEDULE Task 1. Project Initiation and Kick-off Call . Week 1. Task 2. Collection and Review of Data and Background Information Weeks 1-2. Task 3. On site meetings and Triage of Issues Week 2 Task 4. Demand Analysis and Projects Weeks 3-6 Task 5. Operations Analysis (with Response Times and Station Locations) Weeks 3-7 Task 6. Prepare Draft Salinas Review of Draft (submission of comments to TriData) Weeks 9-10 Task 7. Prepare Final Report and Give Presentation Weeks 11-12 B-1 EXHIBIT C BASIS OF PAYMENT 1. Compensation $19,540.00-Firm, fixed price 2. Invoices 3. Payment Payment will be made in three equal payments of$6,513.33. The first payment is due at the completion of the triage visit,the second payment due after the submission of the Draft report, and the third payment after submission of the final report. C-1 EXHIBIT D INSURANCE REQUIREMENTS (Consultant Services) Pursuant to Section 6 of the Agreement. the Consultant shall obtain, pay for, and maintain— and shall require each of its authorized subcontractors to obtain and maintain—for the duration of • the Agreement, policies of insurance meeting the following requirements: 1. General Requirements. A. Additional Insured. With the exception of the workers' compensation and professional liability policies to be obtained by the Consultant hereunder, all policies shall name the City, its agents, representatives, officers, officials, and employees as additional insured(s). Insurance for the additional insured shall be as broad as the insurance for the named insured, including defense expense coverage, and, with respect to the commercial general liability policy required hereunder, shall be endorsed to apply as primary and non-contributory insurance before any other insurance or self-insurance, including any deductible, maintained by, or provided to, the additional insured(s). B. Waiver of Subrogation. Where allowed by law, all policies will include a waiver of subrogation in favor of the City, its agents, representatives, officers, officials, and employees. C. Claims Made Policies. If coverage is written on a claims-made basis for any of the policies required by this Agreement, the Consultant must maintain the coverage for a minimum of two (2) years from the date of final completion of all work under the Agreement. D. Premium and Deductible Expenses. The Consultant shall be responsible for all premiums and retention or deductible expense for any and all policies required by this Agreement. 2. Specific Coverage Requirements. A. Professional Liability — Errors and Omissions. The Consultant shall maintain professional liability insurance covering errors and omissions, including the performance of professional design or related services,with limits of not less than$1,000,000. In the event coverage is provided on a claims-made basis, the professional liability insurance shall be maintained for a period of not less than two (2) years after completion of the Contract or, in lieu thereof, the Consultant shall purchase tail coverage (extended reporting period) under which the City shall be afforded protection. B. Commercial General Liability ("CGL"). The Consultant shall maintain CGL coverage written on ISO Occurrence form CG00 01 or an industry equivalent, which shall cover liability arising from Personal Injury, Bodily Injury, Property Damage, Premises and Operations, Contractual Liability, Independent Contractors and Advertising Injury. The policy limits shall not be less than the following: 2016-11-30 Consultant Services • Each occurrence $1,000,000 • General aggregate $2,000,000 • Personal and Advertising Liability $1,000,000 C. Business Automobile Liability ("BAL"). The Consultant shall maintain BAL coverage written on ISO form CA 00 01 or an industry equivalent. Coverage shall be applicable to all autos and other vehicles subject to compulsory auto liability laws that are owned, hired, rented or used by the Consultant and include automobiles not owned by but used on behalf of the Consultant. The BAL policy limits shall not be less than the following: • Combined single limit $1,000,000 D. Workers' Compensation/Employer's Liability. The Consultant shall maintain workers' compensation and employer's liability coverage with policy limits not less than the following: • Workers' Compensation (Coverage Part A) o Statutory • Employer's Liability (Coverage Part B) o $100,000 each accident o $500,000 disease—policy limit o $100,000 disease—each employee 2016-11-30 Consultant Services Royse, Kevin From: Schuessler, Nancy Sent: Friday,April 05, 2019 11:02 AM To: Harold Cohen (emshc@aol.com); Wicks, Shandi; Royse, Kevin Subject: FW: Certificate of Insurance for TriData LLC Attachments: Certificate.pdf The attached insurance for TriData LLC is approved. Nancy Schuessler Risk Manager City of Salina 300 W. Ash, Room 202 P.O. Box 736 Salina, KS 67402-0736 Phone: 785.309.5705 Fax: 785.309.5711 TDD: 785.309.5747 E-mail: nancv.schuessler@salina.orq Website: www.salina-ks.gov 'The information transmitted is intended only for the person or entity to which it is addressed and may contain confidential and/or privileged material.My review, retransmission,dissemination or other use of,or taking of any action in reliance upon,this information by persons or entities other than the intended recipient is prohibited.If you received this in error.please contact the sender and delete the material from all computers.' From: Travis Ruhge [mailto:AHT@insuremail.net] • Sent: Friday, April 05, 2019 9:29 AM To: Schuessler, Nancy -Subject: Certificate of Insurance Hi Nancy, Please let me know if there is anything else we can assist with. Thank you, AHr Insurance vnwr.ahtins.com (800)648-4807 NOTE:Confidential.This e-mail and any attachments are private and are intended only for the use of the addressee(s),and may contain privileged ardjor confidential information.If you are not the intended recipient,you are hereby notified that the use,dissemination,distribution cr copying of the e-mail ardfor the attachments is strictly prohibited.California license#0658748. 1 -----"1 TRIDLLC-01 TRAVISRUHGE 4�R o CERTIFICATE OF LIABILITY INSURANCE 415/20195 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POUCIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S),AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(ies)must have ADDFT1ONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy,certain policies may require an endorsement A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRonUCER License#CA#0658748 far` AHT Insurance PHONE 703 777-2341 FAx 20 S.King Street IA/G Na.�+k( ) I Wc.No:(703)771-1852 Leesburg,VA 20175 iss- INSURER(5)AFFORDING COVERAGE NAICC INSURER A:Mount Vernon Fire Insurance Company 26522 INSURED INSURER B: TriData LLC INSURER C: 10605 Vantage Ct INSURER 0: Potomac,MD 20854 - - INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTMTHSTANDING ANY REQUIREMENT. TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS. EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. Iiii:I TYPE OF INSURANCE NSD ISWVD I POLICY NUMBER POUCY UP IMMNDVYYYY /IMM DD YYY I I LIMITS A X COMMERCIAL GENERAL L1ABItm I EACH nen IRRENCE f 1,000,000 CLAIMS-MADE X OCCUR CX2551083B 8/14/2018 8/14/2019 TO RENTED $ I I X X PREM/ S1Ea ah Sia e) 50,0005,000 _WED EXP(A-ADV I5 PERSONALBADV INJURY $ 1,000,000 GF _NL POLICY I In rL AGCFEGATEppLI{M�pIT APPLIES PER GENERAL AGGREGATE IS 2,000,000 1LOC PRODUCTS-CCNtP/OP AGG I S I hOTHER I S A HAurosioalzn UAauI ul SINGLE UMrr I$ 1,000,000 ANY AUTO X )( CX2551083B 8/1412018 8/14/2019 BODILYINJURY(Per person) IS ED GE A��RTFO� ONLY AUTOS pB�OpDILY INJURY (Aper aoddei)I S AUiO.S ONLY lPa P ) S I I s UMBRELLA UAB I I OCCUR I EACH O('CJIRRENCE S EXCESS LIAR I ICLUMS-MADE AGGREGATE S I DED I I RETENTIONS S WORKERS COMPENSATION I NAME I I ER AND EMPLOYERS LIABILITY YIN ANY PROPRIETOR/PARTNER/EXECUTIVE E.L.EACH ACCIDENT S Fpf ICERIMEMBEg EXCLUDED? NIA I I I"���Y I^„M) E.L DISEASE-EA EMPLOYEE S I yes.desoite under DESCRIPTION OF OPERATIONS bobs EL DISEASE-POLICY LIMIT I S A Errors and Omissions ICX2551083B 8/14/2018 8/14/2019 Professional Liab. 2,000,000 DESCRIPTION CF CFERATIGIS I LOCATIONS I VEHICLES(ACORD 101,Adddalel Resorb ShcedWe,nay be attached I more space Is respired) City of Salina Is Additional Insured in respect to the General Liability and Auto policy,Policy Is primary and non-contributory Insurance before any other insurance or self-insurance,including any deductible,maintained by,or provided to,the addtlonal insured.Waiver of Subrogation is included on the General Liability and Auto policies. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POUCIES BE CANCELLED BEFORE Cityof Salina THE EXPIRATION DATE THEREOF, NOTICE VNLL BE DELIVERED IN ACCORDANCE WITH THE POUCY PROVISIONS. 300 W.Ash Street Salina,KS 67401. AUTHORIZED REPRESENTATIVE a :rW ACORD 25(2016/03) ©1988-2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD