DATE: October 9, 2018
TO: Board of Supervisors
SUBMITTED BY: David Pomaville, Director, Department of Public Health
SUBJECT: Agreement with County of Sonoma on behalf of the Coastal Valleys Emergency Medical Services Agency
RECOMMENDED ACTION(S):
TITLE
1. Make a finding that it is in the best interest of the County to waive the competitive bidding process consistent with Administrative Policy No. 34 for unusual or extraordinary circumstances to provide de-identified data collection services for the Central California Emergency Medical Services Agency.
2. Approve and authorize the Chairman to execute a sole source Coordination Agreement with the County of Sonoma on behalf of the Coastal Valleys Emergency Medical Services Agency for Cardiac Arrest Registry to Enhance Survival Coordination Services, effective October 9, 2018, which includes a one-year base contract at a $7,379 initial fee and unlimited automatic one-year renewals with a right to terminate without cause at any time upon 30-day written notice and an estimated 2-3% annual fee increase from the initial fee.
REPORT
Approval of the recommended actions will allow the Coastal Valleys Emergency Medical Services Agency (CVEMSA) to provide Cardiac Arrest Registry to Enhance Survival (CARES) Coordination Services for the Department of Public Health. The California Emergency Medical Services Authority is strongly encouraging the use of CARES by local emergency medical services (EMS) agencies. The registry enables communities to measure the effectiveness of EMS response systems, evaluate the impact of clinical interventions for out-of-hospital cardiac arrest patients, and identify how to improve cardiac arrest survival rates. This item is countywide.
ALTERNATIVE ACTION(S):
Should your Board not approve the recommended action, the Department would be unable to participate in the Cardiac Arrest Registry to Enhance Survival and utilize the registry to evaluate and improve patient care.
SUSPENSION OF COMPETITION/SOLE SOURCE CONTRACT:
The Department’s request to waive the competitive bidding process is consistent with Administrative Policy No. 34 as CVEMSA is the only vendor providing CARES coordination services. The Internal Services Department - Purchasing concurs with the Department’s request to waive the competitive bidding process.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended actions. The fee for the first year of the recommended agreement consists of a base fee of $1,500 and a per population fee of $5,879, a total of $7,379, which and will be fully offset with Health Realignment funds. Fee amounts will be adjusted annually based on the December Bay Area Consumer Price Index, and are estimated at an increase of 2-3% per year. Sufficient appropriations and estimated revenues are included in the Department’s Org 5620 FY 2018-19 Adopted Budget and will be included in future budget requests for the duration of the term.
DISCUSSION:
The CARES is a project of the Centers for Disease Control and Prevention (CDC) and Emory University. CARES is a nationwide registry that provides a uniform method of data collection and reporting. The registry enables communities to measure the effectiveness of EMS response systems, evaluate the impact of clinical interventions for out-of-hospital cardiac arrest patients, and identify how to improve cardiac arrest survival rates. Each Local EMS Agency (LEMSA) in California is being strongly encouraged by the California Emergency Medical Services Authority to participate in CARES. Fresno County serves as the LEMSA for Fresno, Kings, Madera, and Tulare Counties and is responsible for the oversight and administration of the EMS system in the region.
CVEMSA serves as the LEMSA for Mendocino and Sonoma Counties and provides administrative and regulatory oversight for their local emergency medical services system. CVEMSA was selected by the EMS Administrators’ Association to serve as the CARES State Coordinator with the responsibility of providing coordination services for each LEMSA in the State. Their responsibilities include providing technical support to users of CARES, auditing and de-identifying contributed data, and preparing reports. The agreement language being used by CVEMSA is standardized and no modifications have been permitted. The recommended agreement term deviates from the County standard term of a three-year base contract with two optional one-year extensions due to a request from the County of Sonoma indicating that unlimited automatic one-year renewals are a non-negotiable aspect of the agreement. This agreement contains a provision allowing either party to terminate the agreement without cause at any time upon 30 days prior written notice.
ATTACHMENTS INCLUDED AND/OR ON FILE:
Sole Source Acquisition Request
On file with Clerk - Agreement with County of Sonoma
CAO ANALYST:
Sonia M. De La Rosa