Lake Emergency Medical Services, Inc. Board of Directors Meeting June 21, 2016 2:30 p.m. Lake County BOCC Chambers Comm. Welton Cadwell, Lake EMS Board Chairman I. Call to Order II. Public Comment III. Employee Recognition IV. Departmental Business Tab 1 Review & Approve Minutes of April 12, 2016 Board Meeting – Action Item Tab 2 Financial Report – Action Item Tab 3 Finance Committee Report – Comm. Sullivan, Chairman A. Consent Agenda – Action Item B. Proposed FY 2016-2017 Budget – Action Item Tab 4 EMS Operations Committee Report – Mayor Michael Holland, Chairman A. RFP for High Fidelity Patient Simulation Mannequins — Action Item B. Waiver of Conflict of Interest Agreement — Action Item C. First Watch — Action Item Tab 5 Employee Issues Committee Report – Comm. Campione, Chairman A. Dayforce Contract Termination — Action Item Tab 6 Staff Reports A. Patient Financial Services Report B. Human Resources Report C. Operations Report Tab 7 Director’s Report V. Adjourn
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A. Consent Agenda – Action Item B. Proposed FY 2016-2017 Budget – Action Item
Tab 4 EMS Operations Committee Report – Mayor Michael Holland, Chairman
A. RFP for High Fidelity Patient Simulation Mannequins — Action Item B. Waiver of Conflict of Interest Agreement — Action Item C. First Watch — Action Item
Tab 6 Staff Reports A. Patient Financial Services Report B. Human Resources Report C. Operations Report
Tab 7 Director’s Report
V. Adjourn
Tab 1
MINUTES
04.12.16 Lake EMS Board Minutes – Page 1
Lake Emergency Medical Services, Inc. Board of Directors Budget Workshop
April 12, 2016 MINUTES
I . Call to Order The Lake EMS, Inc. Board of Directors Meeting was held on April 12, 2016 in the Lake County Board of County Commissioners Chambers in Tavares, Florida. A quorum was established. Chairman Welton Cadwell called the meeting to order at 9:30 a.m.
II . Public Comment
Chairman Cadwell announced an opportunity for public comment. There was no public comment.
I II . Promotions/ Presentations
Chief Communications Officer Kimberly Stephens announced the following promotions of Communications Center staff: Margaret Albandor and Nicolle Gardner were promoted to Communications Supervisor positions; Catherine McNew was promoted to CAD Administrator; Dustin Sheckler was promoted to Chief Training Officer for Communications; and Angie Lucas has been promoted to Lead Dispatcher. Chief Operations Officer John Simpson recognized the following Paramedics who had recently been through comprehensive training and testing to achieve the rank of Lieutenant/Field Training Officer: Jacob Greenwell, Jason White, Lorena Guastella, and Gary Rice. County Attorney Melanie Marsh introduced newly hired Assistant County Attorney Luis Guzman. Mr. Guzman will be working with Lake EMS when Ms. Marsh is not available.
IV. Departmental Business Tab 1 – Approval of M inutes Action: Mayor Holland moved for approval of the January 25, 2016 Lake EMS Board of Directors meeting minutes. Comm. Sullivan seconded the motion w hich carried unanimously.
Tab 2 – Financial Report Ms. JoAnne Drury reviewed the Lake EMS financial reports for the months ending January 31, 2016. Ms. Drury reported that Lake EMS is on track with its budget for the current fiscal year with total revenues at $6.2 million and expenditures at $5.7 million resulting in an excess of
Board Members Present: Comm. Welton Cadwell, Chairman Comm. Jimmy Conner, Vice Chairman Comm. Sean Parks Comm. Tim Sullivan
Mayor Chris Bell Mayor Michael Holland City Commissioner Keith Mullins
04.12.16 Lake EMS Board Minutes – Page 2
revenue over expenditures of $489,000. She stated that the ending funding balance is expected to be $2.9 million.
Action: Comm. Sullivan moved, and Mayor Holland seconded, to approve the Financial Report as presented. The motion carried unanimously. Tab 3 – Finance Committee Comm. Sullivan reported that the Finance Committee met on April 5, 2016 and had the following agenda items which it recommended for Board approval:
A. Consent Agenda
1. Budget Resolution – Recognition of Unanticipated Revenue
The Finance Committee is recommending approval of a Budget Resolution that would recognize unanticipated revenue from the following sources: EMS Grant reimbursement for EMS training program, Target Solutions $32,329; 911 Public Safety funds reimbursement for Dispatch Training and Headsets $6,090.20; Insurance proceeds from stolen trailer $1,295.00; Special Detail Revenue $2,009.14; P-Card rebate 4,941.91; Insurance proceeds for repairs $3,536.03; ZOLL speaker fee reimbursement $1,000; Miscellaneous revenues $193.37. (See Attachment 1.)
2. Purchasing Card Agreement
The Finance Committee is recommending approval of the updated Purchasing Card Agreement through the State of Florida. (See Attachment 2.)
3. Approval to Seek Sponsorships
The Finance Committee is recommending approval to seek corporate sponsorships for special events such as National Telecommunicators Week and National EMS Week as well as training events and classes presented by the Lake EMS Quality Development Department (QDD). QDD sponsors an average of four multi-agency, multi-disciplinary training events each fiscal year. The training is open to any EMT or Paramedic working in Lake County. Corporate sponsorships would cover the cost of food and beverages for participants as well as staff and speaker appreciation items. Experts in various aspects of the medical field donate their time and expertise at these events. Training event examples include the Lake EMS’ Spring and Fall Symposiums as well as Lunch and Learns held in conjunction with Shift Meetings twice a year. Entities having a current contract with Lake EMS shall not be solicited.
4. Approval to Sponsor Events
Historically, Lake EMS has co-sponsored and/or supported community events with other agencies whose missions include community safety, health, wellness, and fitness. The Finance Committee is recommending approval to sponsor such events in Lake County. A maximum sponsorship of $2500 would be given and is contingent on available funding.
5. Transfer of Capital Assets
The Finance Committee is recommending approval to transfer HP Servers to Lake County Board of County Commissioners Department of Public Safety Communications Technologies Division. Lake EMS has transitioned all services from these servers to recently updated computing infrastructures. These servers will be re-purposed for use with the Public Safety 800MHz Radio System providing continued value from them.
The Finance Committee is recommending approval for the trade-in of five (5) LifePak-12 units at a value of $5,500 each. The LifePak-12 units were traded in for LifePak-15 units.
7. Reserve Capital Replacement
The Finance Committee is recommending a dedicated line item to replace capital items that are required operationally. This action is a fiscally responsible measure to plan capital items that impact the budget.
Action: Comm. Sull ivan moved to approve the Consent Agenda. Comm. Conner seconded the motion which carried unanimously.
B. Mid-Year Adjustment The Finance Committee is recommending approval of a Mid-Year Adjustment to the budget in the amount of $1,619,984 available from the remaining fund balance from the FY 2014-2015 budget. After a minor reduction of $300,000 of the County subsidy, the remainder will be allocated to the Lake EMS budget areas outlined in the Budget Change Amendment:
$468,604 – Professional Services, Contractual Services, IT Repair/Maintenance and Office Supplies. $691,998 -- Capital Expenditures $159,382 – Capital Reserves
This action funds necessary capital equipment for ambulances, quality training for Operations staff, necessary work stations for Dispatch staff, Payroll software, equipment for a secure and efficient IT process, capital purchase planning and the Finance Committee request for a consultant. Action: Comm. Sull ivan moved to approve the Mid-Year Adjustment as presented. Comm. Conner seconded the motion which carried unanimously.
C. Update on RFP for Operational Analysis Comm. Sullivan explained that the Selection Committee for RFP 16-0211 met on March 7, 2016 and reviewed the six (6) proposals received. The Selection Committee recommended three (3) vendors for further consideration. All three vendors gave presentations to the committee on March 16, 2016. The Selection Committee Meeting Summary is attached. It was the unanimous decision of the committee to select Fitch & Associates to conduct the analysis. It is anticipated that the contractual amount will be
04.12.16 Lake EMS Board Minutes – Page 4
$145,600. The Finance Committee voted unanimously to recommend Fitch & Associates be awarded the contract.
Action: Comm. Sull ivan moved to recommend Fitch & Associates be awarded the contract for the Operational Analysis. Comm. Campione seconded the motion which carried unanimously.
Tab 4 – EMS Operations Committee Report Chairman Michael Holland stated that the EMS Operations Committee had met on April 5, 2016 and voted unanimously to recommend full Board approval of the following agenda item:
A. Agreement with University of Florida Fellowes The University of Florida, School of Medicine has requested that Lake EMS enter into a Program Letter of Agreement for Rotation of Medicine Residents and/or Fellows. Lake EMS would serve as a training site where residents may participate in medical education, research, and/or patient care. Action: Mayor Holland moved, and Comm. Parks seconded, to approve the Agreement w ith University of Florida Fellowes as presented. The motion carried unanimously.
Tab 5 – Employee Issues Committee Report Chairman Leslie Campione reported that the Employee Issues Committee had met on April 6, 2016 and recommends approval of two agenda items as follows:
A. Risk Management & Employee Benefits Interlocal Agreement
This Interlocal Agreement formalizes the existing arrangements between Lake County and Lake EMS regarding provision of Health Care Benefits for employees.
Action: Comm. Campione moved, and City Councilmember Mullins seconded, to approve the R isk Management & Employee Benefits Interlocal Agreement. The motion carried unanimously.
B. Human Resources Manager
On April 6, 2016, the Employee Committee voted unanimously to recommend discontinuing the agreement with Lake County for a Human Resources Manager. If approved, the Human Resources Manager will become a Lake EMS employee effective immediately. Any annual leave and sick leave will be converted to Lake EMS PDO.
Action: Comm. Campione moved, and Mayor Bell seconded, to approve discontinuing the agreement w ith Lake County for a Human Resources Manager and transition the Manager to be a Lake EMS employee. The motion carried unanimously.
Tab 6 – FY2016-2017 Budget Discussion Mr. Smith explained that the FY 2017 proposed budget is being developed keeping the priorities set by the Board of Directors as the focus. He noted that FY 2017 is being viewed as a transition year because funding from the Penny Sales Tax will not be available for capital equipment and the results of the study being conducted by the consultant group Fitch and Associates will not be available until the first quarter of FY 2017. It is anticipated the projected allocation of Penny Sales Tax funding to Lake EMS in FY 18 for capital replacement will allow for some FY 2017 proposed funding levels to be redirected to fulfill potential recommendations from the consultant’s study. It was agreed that the proposed budget will maintain the current staffing model, provide staff salary adjustments, cover the increased cost to provide health insurance and address the need to
04.12.16 Lake EMS Board Minutes – Page 5
continue capital equipment replacement. It is expected that user fees will cover the budget enhancements.
Tab 7 – Staff Reports Mr. Smith commented that staff reports from Patient Financial Services, Human Resources, and Operations had been reviewed at the appropriate committees and were included in the Board books. There were no questions on the written reports.
Tab 8 – Directors Report Mr. Smith reported on issues and accomplishments since the January 25, 2016 Lake EMS Board Meeting including:
• The Astor ambulance is now operational. • The new truck put into service in February has been busy - running 7-8 calls a shift. • Telecommunicators Week is being held the week of April 12 with activities honoring our
Communications Center staff in conjunction with the Lake County Sheriff’s Office. • EMS Week will be held the week of May 15th with staff recognition in the form of a BBQ
lunch and RTIC cups for all staff. • Staff is prepping for the County Fair and Bikefest. • Mr. Smith and Mr. Simpson will be participating in the Lake Health Partnership.
Adjournment The meeting was adjourned at 10:20 a.m.
Tab 2
FINANCIAL
REPORT
Lake EMS, Inc. Agenda Item Summary Sheet
DATE: June 13, 2016 MEETING DATE: June 21, 2016 SUBJECT: Financial Report ACTION REQUESTED: Approval BACKGROUND SUMMARY: A representative of the Lake County Clerk’s Finance Office will review the Lake EMS Financial Statements for the month ending March 31, 2016 at the Board Meeting FISCAL IMPACT: Not applicable ATTACHMENTS: Financial Statements for Month Ending March 31, 2016
Tab 3
Finance
Committee
Report
Lake EMS, Inc. Agenda Item Summary Sheet
____ ___ DATE: June 14, 2016 MEETING DATE: June 21, 2016 SUBJECT: Finance Committee Report ACTION REQUESTED: See Tab 3A-B BACKGROUND SUMMARY: The Finance Committee, chaired by Comm. Tim Sullivan, met on June 7, 2016. The committee’s recommendations are presented in Tabs 3A-B. FISCAL IMPACT: As Presented ATTACHMENTS: See Tab 3A-B.
Tab 3A
Consent
Agenda
Lake EMS, Inc. Agenda Item Summary Sheet
DATE: June 13, 2016 MEETING DATE: June 21, 2016
SUBJECT: Consent Agenda
ACTION REQUESTED: Request Board Approval
BACKGROUND SUMMARY:
The Finance Committee recommends Board approval of the following Consent Agenda items as outlined below:
1. Budget Resolution – Recognition of Unanticipated Revenue- Staff is requesting approval of a Budget Resolution that would recognize unanticipated revenue from the following sources:
• Insurance proceeds for repairs to Unit 621: $4,495 • New Unit 648: $189,316 • Unit 675: $29,840 • Unit 617: $22,821 • LC Motorola Radio $4,122 • Special Detail Revenue $3,331 • Interest Revenue $1,312 • Miscellaneous revenue $356. • (Budget Resolution attached.)
2. Authority to Use Insurance Proceeds – Staff is requesting approval to purchase a
replacement for Ambulance Unit 648 with insurance proceeds of $189,316, which includes a stair chair, a Power Pro XT Stretcher, and Power Load device. Additionally, staff requests to repair Unit 675 with insurance proceeds of $29,840.
3. Authority to Purchase – Staff is requesting approval of Purchasing Card utilization for: A. Our P-Card rebate percentage is 1.1%; Vendors that charge no more than 0.5% B. Additional P-Card Vendors:
1) Arrow International: $80,000 2) McKesson Medical Surgical: $70,000 3) ZOLL Data Systems: $107,000
C. To increase the maximum amounts for previously authorized Vendors: 1) MMS: $97,000 to $160,000 2) Moore Medical: $153,000 to $200,000 3) Verizon Wireless: $35,000 to $45,000
4. Trade-In of Assets
Staff is requesting approval for the trade-in of fifteen (15) Power Pro Stretchers at a value of $2,500 each. The Power Pro Stretchers will be traded in for eleven (11) Power Pro XT Stretchers with the power load upgrade. (Asset Change Forms attached.)
5. Termination of Tower Leases
Staff is requesting approval to terminate Pinnacle Tower Lease and City of Leesburg Tower Lease at the end of the lease term, September 30, 2016, due to the consolidation of communication resources with the County.
FISCAL IMPACT: As outlined in each Consent Agenda item. ATTACHMENTS: Budget Resolution and Asset Change Forms
FISCAL YEAR: 2016
DATE: 5/31/2016 BUDGET CHANGE#:DEPARTMENT NAME: Lake EMS NEW CAP. REF CODE:Prepared By:
WHAT IS NEEDED:Additional funds: More funds needed for major object code
X New Item: Item NOT in this year's budgetCapital Substitution: Any changes of authorized CAPITAL item CAP. REF. CODE*
JUSTIFICATION FOR REQUEST: Describe item and show calculations of all associated cost of item.Part I. Explain why item is needed (if equipment is to be replaced, include description, model, year, inventory #,)Part II. Identify source of funds and why these funds are no longer needed for the budget intent. For savings on
capital item give account #, budget item, amount budgeted, purchase order #, and actual purchase cost.
Part I. Record unanticipated revenue for Insurance ProceedsRecord unanticipated revenue for InterestRecord unanticipated revene for Special Detail invoicing
Part II. Increase line item in 290 IT Capital-County radio replacementIncrease line item in 240 Field Operations Regular SalariesIncrease line item in 220 Admin 465 Employee Recog.Increase line item in 242 Support 461 Auto Supplies/Repairs
FILL IN THIS SECTION IF A TRANSFER OF MONIES IS NEEDED:Account Number Account Title Amount
9720.9797290.860640 Motorola Radio Rplcmnt. 4,122 (EMS-16023)9720.9797240.810120 Regular Salaries 3,3319720.9797220.830465 Employee Recog. 1,3129720.9797242.830461 Auto Supplies/Repairs 356 9720.9797242.830461 Auto Supplies/Repairs 4,495
Capital-Repmnt. Ambulance 189,316 (EMS-16024)9720 9797242.830461 Auto Supplies/Repairs 29,840 9720.9797242.830461 Auto Supplies/Repairs 22,821
Total 255,593
FUNDS AVAILABILITY: YES X NO
APPROVING AUTHORITY:Department/Office Signature Date
Major Object/Capital Welton G. Cadwell
Gerald L Smith IILine Item/Non Capital
FINANCE:
Signature: Date:
9720.9797240.860640
3,331
LAKE EMERGENCY MEDICAL SERVICES BUDGET RESOLUTION
1,312
Tab 3B
Proposed
FY 2016-2017
Budget
Lake EMS, Inc. Agenda Item Summary
DATE: June 14, 2016 MEETING DATE: June 21, 2016 SUBJECT: Proposed Lake EMS Budget for FY 2016-2017 ACTION REQUESTED: Recommend approval of Board of Directors. BACKGROUND SUMMARY: The Proposed Lake EMS FY 2016-2017 Budget will be reviewed including a current Lake EMS Organizational Chart and the following five summary sheets:
1. 2017 Proposed Budgeted Statement of Operations 2. 2017 Proposed Personnel Services – Operating Expenses 3. 2017 Proposed Capital Outlay Justification 4. 2017 Proposed Five Year Capital 5. 2017 Proposed Ambulance Deployment
Complete Proposed Lake EMS FY 2016-2017 Budget Books will prepared and provided to Board members for the September 27, 2016 Board of Directors Meeting for full adoption. FISCAL IMPACT: As presented ATTACHMENTS:
A. Lake EMS Budget Highlights Memorandum B. 2017 Proposed Budgeted Statement of Operations C. 2017 Proposed Personnel Services – Operating Expenses D. 2017 Proposed Capital Outlay Justification E. 2017 Proposed Five Year Capital F. 2017 Proposed Organizational Chart G. 2017 Proposed Ambulance Deployment
MEMORANDUM
Lake Emergency Medical Services, Inc. 2761 W. Old US Highway 441 – Mount Dora, FL 32757
During the April 12th Lake EMS Board of Directors meeting Lake EMS staff explained the estimated revenue projections for Fiscal Year (FY) 2017. The proposed budget revenues include nearly $13.7 million from user fees, $6 million in County Subsidy, and a balance carried forward of $700,000 for a proposed total revenue of nearly $20.4 million. In the meeting Lake EMS staff presented information regarding maintaining the current staffing model, providing staff salary adjustments, increase cost to provide health insurance and the need to continue capital equipment replacement. It was agreed by the Board of Directors to make Staffing, Benefits and Capital Replacement the priorities for the FY 2017 proposed budget. The Lake EMS staff has developed the FY 2017 proposed budget keeping the priorities set by the Board of Directors as the focus. However, it should be recognized that FY 2017 is a transition year because funding from the Penny Sales Tax will not be available for capital equipment and the results of the study being conducted by the consultant group Fitch and Associates will not be available until the first quarter of FY 2017. It is anticipated the projected allocation of Penny Sales Tax funding to Lake EMS in FY 18 for capital replacement will allow for some FY 2017 proposed funding levels to be redirected to fulfill potential recommendations from the consultant’s study. The attached FY 2017 proposed budget summary documents provide specific revenue and expenditure information, as well as the proposed organizational chart and the proposed ambulance deployment model. These proposed budget summary documents are for the June 21, 2016 Board of Directors meeting when staff will request approval of the proposed budget summary. Complete Proposed Budget Books will be prepared for the September 27, 2016 Board of Directors meeting when staff will request final adoption. The same Proposed Budget Summary documents will be sent to the County Manager and staff for their use in development of the budget for the Lake County Board of County Commissioners. I look forward to answering any questions you may have and the approval of the Proposed 2017 Lake EMS Budget. Attachments:
• 2017 Proposed Budget Statement of Operations • 2017 Proposed Personnel Services – Operating Expenses • 2017 Proposed Capital Outlay Justification • 2017 Proposed Five Year Capital • 2017 Proposed Organizational Chart • 2017 Proposed Ambulance Deployment
Subtotal Information Services 54,000 63,700 35,080 1,536,410 38,000 227,190
Total 1,434,633 1,611,546 1,398,249 3,068,781 - 1,466,244 7,479,453
Lake Emergency Medical Services, Inc.
Lake EMS Organizational
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This map product was prepared from a Geographic InformationSystem establised by the Lake County Board of County Commissioners.Its employees, agents and personnel, make no warranty as to its accuracy,and in particular its accuracy as to labelling, dimensions, contours,property boundaries, or placement or location of any map features thereon.The Lake County Board of County Commissioners, its employees, agents andpersonnel MAKE NO WARRANTY OF MERCHANTABILITY OR WARRANTY FORFITNESS OF USE FOR A PARTICULAR PURPOSE EXPRESS OR IMPLIEDWITH RESPECT TO THIS MAP PRODUCT. Independent verification of all datacontained on this map product should be obtained by any user of this map.
DATE: May 31 2016
DATA SOURCES: Lake EMS/Lake County GIS
Produced by Lake EMS
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Tab 4
EMS Operations Committee Report
Lake EMS, Inc. Agenda Item Summary Sheet
DATE: June 14, 2016 MEETING DATE: June 21, 2016 SUBJECT: EMS Operations Committee Report ACTION REQUESTED: As presented in Tab 4A-C BACKGROUND SUMMARY: The EMS Operations Committee met on June 7, 2016 and their recommendations are presented in Tab 4A-C. FISCAL IMPACT: Budgeted ATTACHMENTS: Tab 4A-C
Tab 4A
RFP for
High Fidelity Patient
Simulation Mannequins
Lake EMS, Inc. Agenda Item Summary Sheet
DATE: June 14, 2016 MEETING DATE: June 21, 2016 SUBJECT: RFP for High Fidelity Patient Simulation Mannequins ACTION REQUESTED: Recommend Board Approval BACKGROUND SUMMARY: RFP 16-0220 for High Fidelity Patient Simulation Mannequins was issued on April 18, 2016 with a deadline of May 9, 2016. Responses were received from: Gaumard; Laerdal; and CAE Healthcare. The Selection Committee met on May 11, 2016 to review the proposals received. All three vendors were invited to an on-site interview and demonstration of their Patient Simulation Mannequins on May 19, 2016. After discussion of the individual proposals, the Selection Committee ranked the vendors and unanimously voted to recommend approval of the proposal submitted by CAE Healthcare. It is anticipated that the contractual amount will be $115,133.
2761 West US Old Highway 441, Mount Dora, FL 32757-3500
RFP Selection Committee Summary RFP 16-0220
High Fidelity Patient Simulation Mannequins May 19, 2016
Selection Committee Members: Dr. Desmond Fitzpatrick, Medical Director, Lake EMS Bryan Andrews, Chief Administration Officer, Lake EMS Patrick Stephens, Operations Support Manager, Lake EMS Sheryl Drew, Clinical Training Officer, Lake EMS Observers: Keith Blanchard, Field Training Officer, Lake EMS Lorena Guastella, Field Training Officer, Lake EMS Wm. Stewart Brown, District Chief, Lake EMS Dr. Jason Jones, Associate Medical Director, Lake EMS The purpose of this memo is to document the selection process for RFP 16-0220. The RFP was issued on April 18, 2016 with a deadline of May 9, 2016 at 3:00 p.m. On Wednesday April 27, 2016 at 2:00 p.m. Lake EMS held a pre-proposal conference call to answer any of the vendors questions and only CAE Healthcare called. This call was recorded via Lake EMS and documented via FreeConfrenceCall.Com. At 3:00 p.m. on May 9, 2016 the proposals were opened and recorded. A total of three (3) responses were received as outlined below:
Vendor City and State Mannequins Price for 2 Each Additional Year S/W
Gaumard Miami, Florida
Option 1 $76,990.00 $7305.90
Option 2 $71,990.00 $7305.90
Laerdal Wappinger Falls, NY $75,728.53 $5690.00
CAE Healthcare Sarasota, Florida $115,133.00 includes 1st year S/W
$7999.00
The initial Selection Committee meeting was advertised and occurred on Wednesday, May 11, 2016 from 10:30 a.m. – 12:00 p.m. The meeting was recorded. The committee discussed the merits of each proposal and recommended to bring all three vendors to interview and demonstration. The committee did ask for a couple of questions to be clarified through legal:
1. Is a vendor able to submit a higher fidelity mannequin with new pricing for the interview and demo?
• Legal: No they must demo what they proposed. 2. Is the vendor only allowed to submit a single gender mannequin?
• Legal: The RFP said should and not shall. Single gender mannequins are ok. 3. Is a previous employee considered a conflict of interest? (CAE and Laerdal.)
• Legal: No it is not a conflict of interest. The vendors were contacted to set up interviews. The Selection Committee meeting was advertised as required and the meeting date was set for Thursday, May 19, 2016 from 10:30 a.m. -5:00 p.m. The agenda for the meeting was as follows:
EMS RFP 16-0220 High Fidelity Patient Simulation Mannequins
Name Time Location CAE Healthcare 1030 to 1200 Lake EMS Classroom B Gaumard 1230 to 1400 Lake EMS Classroom B Laerdal 1430 to 1600 Lake EMS Classroom B Committee Meeting 1600 to 1700 Lake EMS Conference Room A It is important to note vendors were placed in alphabetical order for demonstration and that the vendors were video recorded during their demonstration. CAE Healthcare was the first vendor to be interviewed and demonstrate their product. CAE Healthcare had two representatives on site, a Corporate Accounts Manager and a Regional Sales Manager, they discussed how CAE Healthcare is a community partner and that they are 2 ½ hours away for support. They demonstrated how their male and female mannequins had physiological responses, medications reactions, and included the half-life of the medication. They also demonstrated the CPR monitor, neurological capability, IO capability (humerus and tibia), and conducted a dynamic patient scenario of an ACS patient to a cardiac arrest patient for the Lake EMS Field Training staff to go through without incident. The Field Training staff talked about how realistic the simulation and scenario was. Gaumard was the second vendor to be interviewed and demonstrate their product. Gaumard had one representative on site, a Senior Territory Sales Manager. This demonstration showed the 12 lead design capabilities, but also showed the female mannequin was not capable of having 12 leads. In addition the mannequins did not have humeral head IO capability but did have tibial IO capability. During the demonstration we viewed CPR monitor prior to conducting a dynamic patient scenario of an ACS patient to a cardiac arrest patient for the Lake EMS Field Training staff to go through. During this scenario the training staff placed the hands free pads on the chest and defibrillated the mannequin at 360 joules causing an arc. This arc short circuited the mannequins EKG, and CPR monitor. After further review it was discovered that the hands free pads were placed on a 12 lead stud. The studs were not anatomically correct and the vendor was aware of this fact. Option 2 was shown but not demonstrated due to not meeting all of the aspects of the RFP without adding additional money and upgrades. The Field Training staff discussed that the features were not anatomically correct with this mannequin and they were not able to get a realistic airway seal with a supraglottic airway that our system uses. Laerdal was the last vendor to be interviewed. They had two representatives on site for the
demonstration, an EMS Sales Manager and an Executive Territory Manager. The two demonstrated one mannequin, SimMan ALS. This mannequin is available in a female form by changing body parts and adding a wig on the mannequin. This mannequin was a dry system and did not have an IV capable arm and the lower extremity could not be articulated unless the skin was unzipped. The mannequin did have a capability of adding an IV arm for additional cost. The SimMan had an option of a SimPad but was not included in the original RFP quote and would cost additional money. The SimPad is small handheld device that the scenario controller can use to run the scenarios through. The Laerdal software did have a nice debriefing component to it. The demonstration also showed the CPR tracking prior to conducting a dynamic patient scenario of an ACS patient to a cardiac arrest patient for the Lake EMS Field Training staff to go through. Field staff could not get compliance with the CPR monitor with depth when chest compressions were hitting stop plate. After the interviews and demonstration were complete the committee moved to Conference Room A for discussion. At this time the committee discussed the interviews and demonstrations. Each one of the committee members read through their notes discussing the positives and negatives of each vendor. During this meeting Sheryl Drew provided emails from two colleges that use the products and their recommendation of what product had a higher fidelity and better service. Dr. Fitzpatrick brought up that the simulators we looked at today were not an apple to apple comparison. He was interested in asking Laerdal to present a higher fidelity mannequin such as the SimMan 3G. Bryan informed Dr. Fitzpatrick that he had talked to the Inside Sales Representative about the 3G and that this product was roughly $85,000.00 per mannequin. Bryan then informed Dr. Fitzpatrick Lake EMS would not have enough money budgeted for this mannequin. After the discussion was complete, the committee ranked the vendors from 1 to 3. The following represents the unanimous rankings:
Based on the process as outlined above, the selection committee unanimously recommends CAE Healthcare be awarded the bid to provide High Fidelity Mannequins as outlined in RFP 16-0220. Respectfully Submitted by: Wm. Stewart Brown District Chief Lake EMS
RFP EVALUATION SUMMARY
CAE mannequins
These mannequins are realistic high fidelity patient simulators that have life like physiology responses to conditions, medication, and treatment. This mannequin can determine if the practitioner has an appropriate seal with a BVM and reacts accordantly. These mannequins are male and female gender to make for a more realistic environment and as long as the mannequins are under service and warranty agreements all education is free at their office in Sarasota.
Laerdal’s mannequins
The mannequin demonstrated in the RFP has less fidelity than the CAE’s models demonstrated. The mannequin platform was male gender but could be converted to a female gender by changing a body part and adding a wig. This mannequin’s lower extremities did not articulate without un-zipping the skin and the mannequin did not have an IV arm on it. On could be purchased for additional money. Laerdal has a higher fidelity mannequin that cost roughly $85,000.00 per mannequin but still only available on a male gender platform. For us to consider the SimMan 3G it would cost Lake EMS $170,000.00
Gaumard Mannequins
These mannequins demonstrated in the RFP have less fidelity than CAE’s model. The Female mannequin did not have 12 lead capabilities but the male mannequin did have 12 lead capabilities. The male 12 lead placement was not anatomically correct and the airway was not realistic to patient airways thus making it easier to intubate and unable to get a correct seal with the I-gel supraglottic airway that the Lake EMS system uses. During the scenario the training staff placed the hands free pads on the chest to defibrillate a lethal rhythm the mannequin was in at 360 joules causing an arc. This arc short circuited the mannequins EKG, and CPR monitor. After further review it was discovered that the hands free pads were placed on a 12 lead stud. The studs were not anatomically correct and the vendor was aware of this fact.
Tab 4B
Waiver of
Conflict of Interest
Agreement
Lake EMS, Inc. Agenda Item Summary Sheet
DATE: June 14, 2016 MEETING DATE: June 21, 2016 SUBJECT: Waiver of Conflict of Interest Agreement ACTION REQUESTED: Recommend Board Approval BACKGROUND SUMMARY: The County Attorney is requesting Lake EMS enter into a Waiver of Conflict of Interest for Legal Services Agreement. This is a requirement under the Florida Bar Ethics Rules. FISCAL IMPACT: None ATTACHMENTS: Waiver of Conflict of Interest Agreement
AGREEMENT BETWEEN
LAKE COUNTY, FLORIDA AND
LAKE EMERGENCY MEDICAL SERVICES, INC.
WAIVER OF CONFLICT OF INTEREST
THIS AGREEMENT is by and between Lake County, Florida, a political subdivision of the
State of Florida, hereinafter the “COUNTY,” and Lake Emergency Medical Services, Inc., hereinafter
“LEMS.”
WHEREAS, LEMS desires that the Lake County Office of the County Attorney provide legal
services to LEMS and the County Attorney is willing and able to provide such services; and
WHEREAS, pursuant to Section 2-106, Lake County Code, the Office of the County Attorney
may render any other legal services as may be required by the Lake County Board of County
Commissioners; and
WHEREAS, the COUNTY and LEMS agree and acknowledge that although the interests of each
party are generally consistent, it is recognized and understood that differences may exist or become
evident during the course of the legal representation; and
WHEREAS, notwithstanding these possibilities, both parties have determined that it is in their
individual and mutual best interests to have a single legal office represent them; and
WHEREAS, Rule 4-1.7 of the Rules Regulating the Florida Bar provides than an attorney must
not represent a client in the same or similar matter if such representation could be directly adverse to
another client or there is risk that representation of one client will be materially limited by attorney’s
responsibilities to another client, unless a waiver is obtained.
NOW, THEREFORE, IN CONSIDERATION of the mutual understandings, terms, and
conditions set forth, the parties agree as follows:
1. Recitals. The foregoing recitals are true and correct and incorporated herein.
2. Waiver. Despite any potential or actual conflict of interest which may exist now or in
the future, LEMS consents to the Lake County Office of the County Attorney simultaneously representing
both the COUNTY and LEMS. The COUNTY and LEMS hereby agree to waive any conflict of interest
that may arise, including any conflict that may have arisen in the drafting of this Agreement. The parties
agree that such services do not include advising or representing the employees of LEMS in their
individual capacities. It is further understood and agreed that the County Attorney and his/her Assistant
County Attorneys may freely convey necessary information provided by the LEMS to the COUNTY.
3. Withdraw. Nothing herein shall prohibit LEMS from employing separate legal counsel
for specific needs when deemed necessary and appropriate by LEMS. The parties hereby agree that in the
event of a dispute between the COUNTY and LEMS, or where provision of such services would be in
Agreement btwn Lake County and LEMS for Waiver of Conflict of Interest
2 S:\DOCUMENT\2016\COUNTY ATTORNEY\Attorney Representation Conflict Waiver\WAIVER OF CONFLICT_LEMS_5.20.16.docx
violation of the Rules Regulating the Florida Bar, the Lake County Office of the County Attorney shall
withdraw from representing LEMS.
4. Termination. In the event LEMS no longer wants to obtain the services of the Lake
County Office of County Attorney, LEMS will provide written notice to the County Attorney. Upon the
date of receipt of such notice, this Agreement will be considered terminated and the Lake County Office
of the County Attorney will be relieved from representation of LEMS.
IN WITNESS WHEREOF, the parties hereto have made and executed this Agreement on the
respective dates under each signature: COUNTY through its Board of County Commissioners, signing by
and through its Chair, and by LEMS through its duly authorized representative.
LAKE EMERGENCY MEDICAL SERVICES, INC.
ATTEST: _____________________________________________ _____________________________ Welton G. Cadwell, Chairman Jerry Smith, Executive Director This day of , 2016. Approved as to form and legality: _____________________________ Melanie Marsh, Attorney for LEMS BOARD OF COUNTY COMMISSIONERS
ATTEST: OF LAKE COUNTY, FLORIDA
________________________ ____________________________________ Neil Kelly, Clerk of the Sean M. Parks, Chairman Board of County Commissioners of Lake County, Florida This _____ day of ______________, 2016. Approved as to form and legality: _____________________________ Melanie Marsh, County Attorney
Tab 4C
First Watch
Lake EMS, Inc. Agenda Item Summary Sheet
DATE: June 14, 2016 MEETING DATE: June 21, 2016 SUBJECT: Purchase of First Watch Software ACTION REQUESTED: Recommend Board Approval BACKGROUND SUMMARY: Staff is requesting approval for the sole source purchase of FirstWatch Software. (Quote attached) FirstWatch is a fully customizable clinical and business analytics software package. Connecting to multiple disparate data sources, this product provides call taking, dispatching and field operational analytics, comprehensive clinical quality improvement review, hospital offload monitoring, bio-surveillance, data visualizations, and automated alerting. Of particular interest to Lake EMS, FirstWatch monitors incidents by determinants, or dispatch levels associated with key metrics in terms of case entry performance. In depth analysis can be done on demand to monitor aspects of dispatch or field performance by individual or shift to improve call processing times and patient care. The total first year cost including support and maintenance is $184,800. The estimated annual support and maintenance beyond the first year (including a 3% annual increase) will be $29,419. The pricing is fair and reasonable given the software value is based upon incident volume and population, data sources accessed and triggers/reports required which is the standard for pricing this type of software for public safety agencies. Additionally, this pricing structure allows for the future capability to connect to new data sources and the development of new triggers/reports for specific areas identified needing evaluation for improvement. Lake EMS is officially recognized as an Accredited Center of Excellence (ACE) by the International Academies of Emergency Dispatch. The National Academies of Emergency Dispatch, through its College of Fellows, has established a high standard of excellence for emergency dispatching, providing the tools to achieve this high standard at both the dispatcher level through Certification, and at the communication center level through the Accreditation Program. The three tools Lake EMS uses to maintain this critical accreditation are Priority Dispatch's Pro-QA Paramount for Emergency Medical Dispatching and Emergency Fire Dispatching and Priority Dispatch's AQUA Evolution. The International Academies of Emergency Dispatch provided Lake EMS a notification letter from the Director of Software Development for Priority Dispatch indicating that FirstWatch is the only available monitoring and analysis program in the world to interface directly with their Priority Dispatch software. Since FirstWatch is the only real-time monitoring & data analysis program approved to interface directly with Priority Dispatch's software and databases, staff is requesting the sole source approval of this purchase and implementation, upon legal approval, of the Master Software Agreement terms and conditions. FirstWatch is deployed across the United States and Canada utilizing highly developed statistical measuring processes to provide real-time analysis and feedback. Fitch and Associates have noted the positive results obtained by their customers using the real-time monitoring and data analysis capabilities in FirstWatch. By connecting to all of the Lake EMS databases, real-time information can provide continuous improvement in clinical care, operational oversight, and public health integration. While data analysis is in-depth and comprehensive, the dashboard style outputs provide intuitive views for frontline supervisory staff to manage assets and resources, while providing management staff with a range of tools for improvement of services. The data analysis obtained through FirstWatch will also be available to our Fire Services partners which will greatly enhance each agency’s ability to contribute to the success of the EMS System of Lake County. FISCAL IMPACT: $184,800 (Budgeted) ATTACHMENTS: First Watch New System Quote and Priority Dispatch Letter 05.05.16
FirstWatch Solutions, Inc.
322 Encinitas Blvd., Suite 100
Encinitas, California 92024 USA
Phone: 760-943-9123 Fax: 760-942-8329
Atten: Phil Davis, Regional Manager (Ph Ext 267)
Customer Information: Quote Information:
Name: Jim Root, CTO Date: 6/1/2016Organization: Lake EMS Expiration Date: 11/28/2016
Address: 2761 West Old U.S. Highway 441City, ST Zip: Mount Dora, FL 32757-3500 Call Volume: 57,000
1 (DS4) System License - 5/5/14 Licensing discount pricing honored * $28,098 $7,5001 (DS4) Annual Support & Maintenance - 5/5/14 ASM discount pricing honored * $6,182 $1,6501 (DS2) Data Source Integration - Single source RescueNet database discount applied $7500 $0
Sub-total $9,150FirstWatch Triggers / Reports
20 Included Standard FirstWatch Triggers Included Included10 Standard FirstWatch Triggers $400 $4,00010 Standard FirstWatch Triggers Annual Support & Maintenance $200 $2,00020 Customized FirstWatch Reports Development (hours) $150 $3,0001 Customized FirstWatch Reports Annual Support & Maintenance $660 $660
Sub-total $9,660Performance Plus Module (PP)
2 Performance Plus Module $2,500 $5,0002 Performance Plus Annual Support & Maintenance $550 $1,100
Sub-total $36,600EMS Transport / Hospital Status Dashboard (EMST/HS)
1 EMS Transport / Hospital Status Dashboard $2,500 $2,5001 EMS Transport / Hosp Status Dashboard Annual Support & Maintenance $550 $550
Sub-total $3,050Total of Items Above $184,800
$184,800
$29,419
Accepted:
Title:
Date:
New SystemQuote
New System (Payment of All Year One Fees) - Total: Payment of All Year One Fees
FirstWatch offers the following payment option for your consideration
Estimated Annual Support & Maintenance beyond Year 1 (included in Software as a Service payments above)Estimated Annual Support & Maintenance for Year 2 (based on a 3% annual increase):
The discounts associated with the ZOLL RescueNet Billing data source are provided with a mutual agreement that Lake EMS staff will assist FirstWatch staff with the continued betterment of our offering with a focus being related to monitoring data specific to the billing and business office.
In addition to the number of Triggers shown on the quote above: A total of 13 'All Calls' Triggers will be provided at "No Cost". 1 for LEMS and 12 (1 each) for the dispatched Fire Departments. Also, a total of 13 ' All Responses' Triggers will be provided at "No Cost". 1 for LEMS and 12 (1 each) for the dispatched Fire Departments.
To authorize FirstWatch to proceed with proposed enhancements, please fax signed copy (all pages) back to:FirstWatch @ (760) 942-8329 or email executed PDF to: [email protected]
Thank you for the opportunity to present this quote.
Please see Page 2 for Additional Information
Lake EMS'New System Quote' - 06/01/2016 - Additional Information
General Project Information
FirstWatch has worked diligently to keep pricing 'fair and reasonable' as well as in developing a REMOTE approach to FirstWatch software sales, presentation, deployment, installation, data interface, system configuration and training; as such we have NOT included any fees for travel associated with this project. If travel is requested / required by customer, customer will be asked to pay for all travel-related expenses (e.g., transportation, accommodations, food) incurred by FirstWatch at the request of customer and approved by customer, for Software-related services such as on-site installation, training, customization, integration, support and maintenance.
This quotation expires on the date noted on the top right section of page 1. For additional information or questions please contact the FirstWatch Representative also noted on the top of page 1.
Preliminary project pricing (in US Dollars, which does not include taxes or externally imposed fees), as outlined on page 1, is for a single FirstWatch remote-client system installed on client provided PC / Server (configured to FirstWatch specifications and integrated with Data Source's outlined on page 1) using ODBC or client provided data push configuration to move data to the FirstWatch Data Centers. Preliminary pricing is based on customer provided annual call volume / annual patient encounters noted on page 1 (plus/minus 20%).
Primary FirstWatch System Data Source (DS1) is the first data source integration/interface to be made, regardless of type (CAD, ePCR, RMS, etc.). All Data Source Interfaces proposed on page 1 (DS1, DS2, DS3, etc.) are priced based on data availability via the same network and using the standard FirstWatch approach. Configurations outside standard FirstWatch approach (as outlined above) may require additional costs and may not include all functionality. All Data Analysis (including GIS mapping) is done within the FirstWatch Data Centers and is based on analyzing a subset of data elements present within client's database and will likely not contain every available data element. Interface will commonly include information related to location, times, symptoms, treatment and responses, but may include other available elements.
Unless quoted differently, this FirstWatch thin-client deployment includes: Twenty (20) Regular FirstWatch Triggers. Default FirstWatch thin-client deployment also includes access for (50) Simultaneous users. Additional Triggers or Simultaneous User accounts may be purchased at anytime. Trigger and Simultaneous User account fees recur annually and will be billed as separate line item on Annual Maintenance and Support invoice.
FirstWatch Training & Trigger Consultation includes up to 10 hours of Remote (online) FirstWatch Training & Trigger Configuration / System Orientation sessions.
FirstWatch Enhancement Modules are NOT included with Standard FirstWatch and instead are priced separately (if needed) based upon customer request. FirstWatch Enhancement Modules require Standard FirstWatch deployment be in place first. FirstWatch Enhancement Modules may require additional Triggers (like Online Compliance Utility - OCU) and Triggers for FirstWatch Enhancement Modules will appear as a separate line item in the Additional Options & Enhancement Modules Section of Worksheet on Page 1, or elsewhere on FirstWatch System Enhancement Quotes. At this time, the following FirstWatch Enhancement Modules are offered as System Enhancements / Upgrades (and require additional fees initially and annually recurring support fees): Performance PLUS, FW FTP Data Mover, Online Compliance Utility (OCU), FirstPASS (FP), Demand Analysis, EMS Transport / Hospital Status Dashboard tool, Patient Transfer of Care (TOC) tool and Upgraded SQL Reporting Services tools, features, assistance or automated report distribution functionality.
FirstWatch - Data Source #2 (ProQA)
This Data Source has a minimum prerequisite of a base FirstWatch system that includes Data Source #1. Should additional Triggers or customized Reports be needed for this Data Source or you need additional information, please notify the FirstWatch representative shown at the top of page 1.
Interface with ProQA requires ProQA Software Version 3.4.1.41 or later. The 'ProQA Dashboard Report' is being included as a 'Value Added No Cost' addition to this purchase.
FirstWatch - Data Source #3 (ZOLL RescueNet ePCR)
This Data Source has a minimum prerequisite of a base FirstWatch system that includes Data Source #1. Should additional Triggers or customized Reports be needed for this Data Source or you need additional information, please notify the FirstWatch representative shown at the top of page 1.
This product shares a common database with other installed or quoted ZOLL RescueNet products. FirstWatch has removed the $7,500 Data Integration cost from this data source.
FirstWatch - Data Source #4 (ZOLL RescueNet Billing)
This Data Source has a minimum prerequisite of a base FirstWatch system that includes Data Source #1. Should additional Triggers or customized Reports be needed for this Data Source or you need additional information, please notify the FirstWatch representative shown at the top of page 1.
This product shares a common database with other installed or quoted ZOLL RescueNet products. FirstWatch has removed the $7,500 Data Integration cost from this data source.
FirstWatch - Standard Triggers
Standard FirstWatch triggers are defined as: existing (commercially available) FirstWatch trigger technology that does not require any custom programming. Regular triggers are based on existing functionality, related to existing data sources and data structures. Triggers requiring custom programming are considered non-standard or custom triggers and may have additional cost associated, which will be based on the estimated development efforts. Regular triggers are generally based on Syndromic Surveillance, Operational/Performance, or Situational Awareness monitoring. Details available upon request...or see Regular Trigger definition document for more details.
FirstWatch - Customized Report Development
FirstWatch has used it best effort in estimating the number of Customized Report Development hours required for this project. Depending upon complexity of actually developing & testing the aforementioned customized report development, additional report development hours may be required (at additional cost). Customer may cancel customized report development project at any time. If cancellation occurs after customer's authorization to begin (by signing and returning this quote sheet or issuing a P.O. to FirstWatch), customer will be responsible for all costs associated with actual work completed prior to cancellation notification to FirstWatch.
Performance PLUS
Performance PLUS is a FirstWatch System Enhancement Module and therefore requires a standard FirstWatch System deployment be in place first. Performance PLUS offers a more granular view of FirstWatch Trigger criteria; for example performance measures by individual; crew, unit, station, zone, response area, beat or hospital. Each Performance PLUS module offers 100 data points; granular detail views of primary Trigger criteria. Alternately, some customers think of Performance PLUS approach as a "primary / sub" Trigger approach.
FirstPASS - w/ Standard Protocol, Clinical Triggers and Reports Bundle
FirstWatch System Enhancement: ADDING FirstPass (FP) enhancement module to existing FirstWatch Base System. Please NOTE: the FirstPass enhancement module requires a data source interface into ePCR data system. FirstPass is a smart queue based QA/QI tool which includes a Recommended Base Bundle of (6) Standardized FirstPass Protocols (included with enhancement module) for: STEMI, Stroke, Cardiac, Trauma, Airway and Universal. These protocols are designed to provide measures against predefined, evidence based quality metrics. While the initial 6 protocols included in the bundle are preconfigured, the customer agency will also have the ability to add or vary unique metrics specific to their locality. Report Development Hours for Standardized/Base FirstPass Reports are included in the Bundle pricing; and will be based upon the above Standardized/Base FirstPass Protocols. Future Reports may offer simple overviews on; Protocol Deviation within the context of overall system (or individual) performance, Benchmarking and Paramedic Scorecards – all developed against the Standardized Protocols in the Bundle. Additional FirstPass Protocols, Reports and Clinical Triggers can be added (at additional cost initially/annually) and will be priced upon request. Please see Regional Manager for additional information.
EMS Transport / Hospital Status Dashboard
EMS Transport / Hospital Status Dashboard (EMSTHS) is a FirstWatch System Enhancement Module and therefore requires a standard FirstWatch System deployment be in place first. Each EMSTHS module offers real-time views of EMS Units enroute & arrived at up to 100 area hospitals.
Annual Support & Maintenance (ASM)
Annual Support recurs annually and includes: system enhancements, updates and patches, 24/7 urgent technical support, business hour support for routine issues and guidance with configuration of your FirstWatch System. Support fees increase annually. Annual Support fee increase is projected (for budget purposes) at 3% per year.
Tab 5
Employee Issues
Committee Report
Lake EMS, Inc. Agenda Item Summary Sheet
DATE: June 14, 2016 MEETING DATE: June 21, 2016 SUBJECT: Employee Issues Committee Report ACTION REQUESTED: Approval of Tab 5A BACKGROUND SUMMARY: The Employee Issues Committee, chaired by Comm. Leslie Campione, met on June 8, 2016. They voted unanimously to recommend full Lake EMS Board approval of the item presented in Tab 5A. FISCAL IMPACT: N/A ATTACHMENTS: Tabs 5A
Tab 5A
Dayforce Contract
Termination
Lake EMS, Inc. Agenda Item Summary Sheet
DATE: June 14, 2016 MEETING DATE: June 21, 2016 SUBJECT: Ceridian Dayforce Contract Termination ACTION REQUESTED: Recommend Board Approval BACKGROUND SUMMARY: UltiPro Software has been successfully launched as the new HRIS system. As a result, staff is requesting approval to terminate the previous contract with Ceridian Dayforce.
FISCAL IMPACT: $15,789.38 (Budgeted) ATTACHMENTS: Amendment to Agreement between Lake EMS and Ceridian HCM
AMENDMENT TO AGREEMENT BETWEEN
LAKE EMERGENCY MEDICAL SERVICES, INC.
AND
CERIDIAN HCM, INC. This is an Amendment, by and between Lake Emergency Medical Services, Inc., a Florida not for
profit corporation, herein referred to as “Lake EMS,” and Ceridian HCM, Inc., a Delaware for profit
corporation authorized to do business in the State of Florida, herein referred to as “Ceridian,” collectively
referred to as the “Parties”, to the Master Services Agreement between the Parties dated December 19,
2013, whereby the Parties agreed Ceridian would provide certain services to Lake EMS, herein referred to
as the “Agreement”.
WHEREAS, the Agreement is for a 36 month term, ending on December 19, 2016, and pursuant
to Section 10.2 of the Agreement the parties agreed that if Lake EMS should terminate the Services prior
to the expiration of the term of the Agreement, Lake EMS shall pay Ceridian an Early Termination Fee;
and
WHEREAS, Lake EMS has terminated the Services effective June 30th, 2016; and
WHEREAS, Lake EMS is of the view that Ceridian has failed to perform one or more of its
material obligations under the Agreement but Ceridian disagrees with such assertion; and
WHEREAS, the Parties wish to set forth herein the terms of their agreement regarding the
termination of the Services, and any Services to be provided by Ceridian to Lake EMS following the
termination, and do so freely and voluntarily, after having received the benefit of independent legal advice;
and
WHEREAS, any terms not defined herein shall have the meaning ascribed to them in the
Agreement;
NOW THEREFORE, IN CONSIDERATION of the mutual terms, understandings, conditions,
promises, covenants and payment hereinafter set forth, and intending to be legally bound, the parties hereby
agree as follows:
1. Recitals. The foregoing recitals are true and correct and are incorporated herein.
2. Early Termination Fee. The Parties agree that Lake EMS shall pay Ceridian an Early
Termination Fee for this termination pursuant to the Agreement in the amount of $15,789.38.
3. Extended Access. While the Services were discontinued effective March 31, 2016,
Ceridian agrees to provided Lake EMS with access to Lake EMS’s data for the Services in the hosted
database, and will continue to do so, at no cost to Lake EMS, until March 31, 2017 (the “Data Access
Services”), provided that Lake EMS pays the Early Termination Fee by July 15, 2016, and otherwise
complies with the terms of the Agreement, including all billing obligations, past, present, and future.
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4. Additional Post-Termination Services. In addition, Lake EMS agrees to pay associated
Fees relating to any other post-termination Services requested, including an archival copy of the database.
5. Release. The Parties, on behalf of themselves, their successors, affiliates and assigns,
hereby agree to release and forever discharge the other party of and from all charges, claims, demands,
actions, causes of action, suits, debts, dues, sums of money, judgments, executions, damages, and rights
whatsoever, in law or in equity, which it may have against the other party resulting the facts, circumstances,
agreement, occurrences, and any other matter between the Parties, whether known or unknown, suspected
or unsuspected, existing or having occurred as of the date hereof, including, but not limited to all facts and
allegations set forth or which may have been set forth in connection with the execution of this Amendment.
It is understood that this is a full and final settlement and release of all claims.
6. Agreement. Except as modified by this Amendment, all terms and conditions of the
Agreement will remain in full force and effect. The terms and conditions of the Agreement shall apply to
the Data Access Services.
7. No admission of Liability. Neither the payment or waiver of payment of any sums, nor the
execution of this Agreement, shall be construed as an admission of liability or fault by any Party.
8. Enurement. This Amendment shall enure to the benefit of and be binding on the Parties
and their respective successors and assigns.
9. Construction. This Agreement shall be construed as if the Parties jointly prepared it, and
any uncertainty or ambiguity shall not be interpreted against any one Party.
10. Further Assurances. The Parties agreed to do everything (including executing and
delivering any document) necessary to give full effect to this agreement and the transactions contemplated
by it.
11. This Amendment may be executed in counterparts, including by way of .pdf transmission,
each of which shall be considered an original and all of which when taken together form one single
document.
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AMENDMENT TO AGREEMENT BETWEEN LAKE EMS AND CERIDIAN HCM, INC.
IN WITNESS WHEREOF, the parties hereto have made and executed this Amendment on the
respective dates under each signature: Lake EMS, by and through its Chairman and Ceridian, through its
duly authorized representative.
CERIDIAN HCM, INC. _______________________________________
Lois M. Martin, Director This _____ day of ____________, 2016.
LAKE EMERGENCY MEDICAL SERVICES, INC.
_______________________________________ Welton G. Cadwell, Chairman This _____ day of ___________, 2016. Approved as to form and legality: _____________________________ Melanie Marsh, County Attorney
Tab 6
Staff
Reports
Lake EMS, Inc. Agenda Item Summary Sheet
DATE: June 14, 2016 MEETING DATE: June 21, 2016 SUBJECT: Staff Reports ACTION REQUESTED: Information Only BACKGROUND SUMMARY: Lake EMS staff has provided the following written reports:
A. Patient Financial Services Bryan Andrews, Chief Administrative Officer
B. Human Resources
Deo Persaud, Human Resources Manager
C. Operations John Simpson, Chief Operations Officer
FISCAL IMPACT: N/A ATTACHMENTS: Reports in Tabs A, B, C
Tab 6A
Patient Financial
Services Report
Lake EMS, Inc. Agenda Item Summary Sheet
DATE: June 14, 2016 MEETING DATE: June 21, 2016 SUBJECT: Patient Financial Services Report ACTION REQUESTED: Information Only BACKGROUND SUMMARY:
• Attached is the Month Ending A/R Summary for ME 03/31/16. FISCAL IMPACT: As described ATTACHMENTS: Accounts Receivable Summary and Reports for ME 03/31/16
DATE: June 14, 2016 MEETING DATE: June 21, 2016 SUBJECT: Human Resources Staff Report ACTION REQUESTED: None BACKGROUND SUMMARY: The Human Resources Department has compiled a written report of activities and accomplishments for the period April 1, 2016 through June 1, 2016 which will be reviewed at the Employee Issues Committee meeting. FISCAL IMPACT: None ATTACHMENTS: Human Resources Report
1
Human Resources Report Accomplishments & Goals
April 1st through June 1st, 2016
Major Accomplishments:
The following are highlights and or major accomplishments by the Human Resources Department during the period, from April 1st, 2016 through June 1st, 2016:
RECRUITMENT & COMPENSATION New Employee Orientation (NEO): Orientation’s were done on April 25th and May 23rd, 2016
respectively.
23 – (15 FT EMT’s, 2 Flex EMT’s, 1 FT Paramedic, 2 Flex Paramedic, 1 Tele communicator I, 1 Payroll/Accounts Payable Specialist and 1 Flex Patient Accounts Representative were hired during this period.
o Promotions: 4 EMT’s were promoted to Provisional Paramedic (Bitner, Jennifer, Garrison, Cory, Haardt, Tristan & Rodriguez, Austin.
o Demotions: 3 Paramedics were demoted to EMT’s (Cote, Richard, Cline, Tyler & Kocielko, Colton).
Compensation & Turnover – The turnover rate during this period was 2.62%. RISK & BENEFITS MANAGEMENT, HRIS ACA - Setup, implementation and rollout of Affordable Care Act reporting in Ultipro HRIS.
Generation of 1095’s for tax filing purposes. 3 Month build of ACA Data for January, February and March 2016.
HRIS- Implementation of Ultimate HR software. Go live was on 4/1/2016. Manual HR build of 7 years historical job data, scheduled implementation completed on 5/31/16.
Completed rollout of recruitment module in Ultimate Software, live date was 5/15/16.
UPCOMING HR GOALS:
Recruitment: 8 job openings: EMT’s, Paramedic’s, and Tele-communicator’s. New Employee Orientation – August, 2016 Implementation and setup of Life module for open enrollment. Setup Affordable Care Act reporting in Ultimate Software. Develop and implement a formal Performance evaluation system and employee retention plan.
2
HR Statistics:
Recruitment: - New Hire
- Applications processed - Average time to fill
23 – (15 FT EMT’s, 2 Flex EMT’s, 1 FT Paramedic, 2 Flex Paramedic, 1 Tele communicator I, 1 Payroll/Accounts Payable Specialist and 1 Flex Patient Accounts Representative). 90 days- (Time includes start of posting, screening, panel interviews, clinical theory testing, fitness testing, final selection, up to offer and NEO presentation.) Both Internal and external postings.
Promotions:
Promotions: 4 EMT’s were promoted to Provisional Paramedic (Bitner, Jennifer, Garrison, Cory, Haardt, Tristan & Rodriguez, Austin.
Terminations:
- Turnover Rate: 6 total (based on 193 FTE):
- 6 FT (2.62) - 0 Flex
FMLA
13 Employees
Corrective action (ROC and above)
21 incidents (from attendance to carelessness)
Ride Along Program Internships
3 Participants 0
Tab 6C
Operations
Report
Lake EMS, Inc. Agenda Item Summary Sheet
DATE: June 14, 2016 MEETING DATE: June 21, 2016 SUBJECT: Operations Staff Report ACTION REQUESTED: Information Only BACKGROUND SUMMARY: Staff has provided operational data for the second quarter – January 1, 2016 through March 31, 2016. Graphs presented include: Annual Trending; Total Response Components; Overall Total Response; Hospital Offload Measures; Cardiac Arrest Measures; and MOI Report. FISCAL IMPACT: Not applicable ATTACHMENTS: Operations Staff Report
Incident and Patient Trends
0
500
1000
1500
2000
2500
3000
3500
4000
4500
5000
Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep
Total Incidents and Patients
FY 2016
Incidents
Patients
0.00%
1.00%
2.00%
3.00%
4.00%
5.00%
6.00%
7.00%
8.00%
9.00%
Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep
Percentage Change YTD by Month
As Compared to FY 2015
Incidents
Patients
Note: Medic 411 & 412 are placed in service with Float personnel when staffing is full on all other units
Workload Trends
Unit Hours and Locations
District 1 District 2 District 3
0.00
0.05
0.10
0.15
0.20
0.25
0.30
0.35
0.40
0.45
0.50
10
1
11
1
12
1
13
1
14
1
14
2
15
1
16
1
17
1
20
1
21
1
22
1
22
2
23
1
24
1
25
1
26
1
27
1
31
1
32
1
33
1
34
1
35
1
36
1
41
1
41
2
YTD Comparisons of UHU Aggregate by Unit
October - April
UHU YTD FY 2012
UHU YTD FY 2013
UHU YTD FY 2014
UHU YTD FY 2015
UHU YTD FY 2016
0.40 UHU
0.35 UHU
0.30 UHU
101 | 24 hr | 0700-0700 | Umatilla
111 | 13 hr | 1000-2300 | Astor
121 | 13 hr | 0900-2200 | Mount Dora
131 | 13 hr | 1130-0030 | 46 and 46A
141 | 13 hr | 0700-2000 | Eustis (Day)
142 | 13 hr | 1800-0700 | Eustis (Night)
151 | 24 hr | 0700-0700 | Mount Dora
161 | 24 hr | 0700-0700 | Tavares
201 | 13 hr | 0900-2200 | Grand Island
211 | 13 hr | 0900-2200 | The Villages
221 | 13 hr | 0700-2000 | Leesburg (Day)
222 | 13 hr | 1800-0700 | Leesburg (Night)
231 | 24 hr | 0700-0700 | Okahumpka
241 | 24 hr | 0700-0700 | Leesburg Airport
251 | 13 hr | 0700-2000 | Leesburg
261 | 24 hr | 0700-0700 | Lady Lake
311 | 24 hr | 0700-0700 | Mascotte
321 | 24 hr | 0700-0700 | Clermont
331 | 13 hr | 1000-2300 | Four Corners
341 | 13 hr | 0900-2200 | Clermont
351 | 24 hr | 0700-0700 | Minneola
361 | 24 hr | 0700-0700 | Clermont
Note: Medic 411 & 412 are placed in service with Float personnel when staffing is full on all other units
Workload Trends
Unit Hours and Locations
District 1 District 2 District 3
0
500
1000
1500
2000
2500
10
1
11
1
12
1
13
1
14
1
14
2
15
1
16
1
17
1
20
1
21
1
22
1
22
2
23
1
24
1
25
1
26
1
27
1
31
1
32
1
33
1
34
1
35
1
36
1
41
1
41
2
YTD Total incidents by Unit
October - April
FY 2012
FY 2013
FY 2014
FY 2015
FY 2016
101 | 24 hr | 0700-0700 | Umatilla
111 | 13 hr | 1000-2300 | Astor
121 | 13 hr | 0900-2200 | Mount Dora
131 | 13 hr | 1130-0030 | 46 and 46A
141 | 13 hr | 0700-2000 | Eustis (Day)
142 | 13 hr | 1800-0700 | Eustis (Night)
151 | 24 hr | 0700-0700 | Mount Dora
161 | 24 hr | 0700-0700 | Tavares
201 | 13 hr | 0900-2200 | Grand Island
211 | 13 hr | 0900-2200 | The Villages
221 | 13 hr | 0700-2000 | Leesburg (Day)
222 | 13 hr | 1800-0700 | Leesburg (Night)
231 | 24 hr | 0700-0700 | Okahumpka
241 | 24 hr | 0700-0700 | Leesburg Airport
251 | 13 hr | 0700-2000 | Leesburg
261 | 24 hr | 0700-0700 | Lady Lake
311 | 24 hr | 0700-0700 | Mascotte
321 | 24 hr | 0700-0700 | Clermont
331 | 13 hr | 1000-2300 | Four Corners
341 | 13 hr | 0900-2200 | Clermont
351 | 24 hr | 0700-0700 | Minneola
361 | 24 hr | 0700-0700 | Clermont
Lost Time Trends
Summary and Aggregate Measures
60%27%
13%
Total Incidents by Zone Type
FY 2015-2016
Urban
Suburban
Rural
0
200
400
600
800
1000
1200
1400
Open Shift Call Off/Left
Shift
Staff from
other
location
FMLA / AL /
WC
Move for
coverage
Mechanical Other Coverage Tardy Injury Unit Swap
YTD Lost Unit Hour Comparison by Cause
October - April
FY 13
FY 14
FY 15
FY 16
66.54%
19.17%
14.20%
0.09%
Incident Comparison by Priority
FY 2015-2016
Emergency
Non-emergency
Downgrade
Mutual Aid
EMS System of Lake County Total Response Components for1/1/2016 12:00:00 AM to 3/31/2016 11:59:59 PM
DATE: June 13, 2016 MEETING DATE: June 21, 2016 SUBJECT: Director’s Report ACTION REQUESTED: None BACKGROUND SUMMARY: The Executive Director will give a verbal report on pertinent issues since the last Board meeting. FISCAL IMPACT: NA ATTACHMENTS: None