Title
Recommendation to Authorize the City Manager to Execute a Third Amendment to the Agreement with the Regents of the University of California, on Behalf of Its University of California San Francisco School of Medicine, Department of Emergency Medicine to Provide the Required Services of Medical Director for the Alameda Fire Department through February 28, 2026, in an Amount Not-to-Exceed $174,378, for a Total Compensation Not-to-Exceed $382,079. (Fire 10032200)
Body
To: Honorable Mayor and Members of the City Council
From: Jennifer Ott, City Manager
EXECUTIVE SUMMARY
Approval of this item will authorize the City Manager to execute an amendment to an existing agreement with the Regents of the University of California, on behalf of its University of California San Francisco School of Medicine, Department of Emergency Medicine (UCSF) to provide the services of the Medical Director for the Alameda Fire Department (AFD) and ensure the continuity of required oversight of AFD’s controlled substance program, provide clinical education and quality assurance for AFD’s Emergency Medical Technicians (EMT) and Paramedics (EMT-P). AFD is required to have a licensed physician serve as the Medical Director in order to have the ability to provide paramedic services to the City of Alameda (City).
BACKGROUND
On January 1, 2000, AFD began providing Advanced Life Support (ALS) services to the City’s residents and visitors. As part of being able to provide ALS care, Alameda County requires that AFD provide an Emergency Physician to serve as Medical Director for the ALS program. Since July of 2020, UCSF has been providing the professional services of a Medical Director.
On July 29, 2020, the City entered into an agreement with UCSF to provide medical director services through December 31, 2021 in an amount not-to-exceed $67,818.24.
On January 1, 2022, the City and UCSF entered into a First Amendment to extend the existing agreement to allow both parties to continue to negotiate terms and execute a longer-term amendment to the existing agreement.
On March 1, 2022, the City and UCSF entered into a Second Amendment to the existing agreement to extend the term of the existing Agreement by 24-months and increase the not-to-exceed amount by $72,064.76 for a total Agreement amount not-to-exceed $139,883. The Second Amendment extended the terms of the agreement through February 29, 2024.
This report seeks the Council’s approval of the Third Amendment to the existing agreement between UCSF and the City. Due to the “not to exceed” dollar amount of the proposed Third Amendment, City Council approval is required. The Third Amendment will extend the term of the existing Agreement by 24-months and increase the not-to-exceed amount by $174,378 for a total Agreement amount not-to-exceed $382,079. The Third Amendment will extend the terms of the agreement through February 28, 2026.
DISCUSSION
The Medical Director serves in several critical capacities within the AFD Emergency Medical Services Division (EMS). The Medical Director allows AFD EMS to meet the Federal, State and County requirements for physician oversight of EMS and the controlled substances (narcotics) program that is a requirement for providing paramedic services.
The Medical Director provides the following critical functions within the AFD EMS:
1. Serves as the subject matter expert in Occupational Safety and Health Administration (OSHA) mandated post-exposure follow-up when firefighters and paramedics have been exposed to infectious diseases in the field during the provision of First Responder services.
2. Assists with development and implementation of policies and procedures that comply with the Federal Controlled Substances Act, Section 812, California Controlled Substance Act and Regulations, Division of Control Amendments of 1984, Registrant Protection Act of 1984, Health and Safety Code Section 11122 and the California Board of Pharmacy.
3. Provides clinical oversight for AFD EMS-related training programs developed and/or provided to EMTs and Paramedics. This ensures that AFD EMS continuing education corresponds with advances in medical knowledge, technologies and modern procedures.
4. Provides medical oversight of general infection control programs, policies pertaining to hazardous situations and exposures in the field.
5. Serves as a clinical instructor for AFD by obtaining the latest findings in emergency medicine and conveying them to the field setting where they can be applied by AFD EMTs and EMT-P.
6. Serves as the lead during clinical call reviews to investigate potential clinical issues resulting from responses by first responders for medical services in the city and throughout Alameda County.
The Agreement changes incorporated into the Second Amendment consist of language clarification that requires timely invoicing by UCSF, updated payment due date for payments submitted by AFD, and updated compensation fees for services.
Since UCSF is currently providing State and County mandated services for AFD and its ALS program in addition to the currently assigned physician’s tenure, regional expertise, and proven capabilities, staff recommends the extension of the current agreement through February 28, 2026.
ALTERNATIVES
City Council may:
• Approve the contract amendment as recommended.
• Approve the contract amendment with revisions determined necessary by the City Council.
• Not approve the contract amendment and direct staff to proceed with another approach, which would have a significant and negative impact on the Fire Departments’ ability to provide paramedic services (ALS) to the City of Alameda.
FINANCIAL IMPACT
The City Manager previously approved the original contract, the first and second contract amendment as presented below:
|
Contract |
Approval Date |
Authorized Amount |
|
Original Contract |
July 29, 2020 |
$67,818.24 |
|
1st Amendment |
January 1, 2022 |
Term extension only |
|
2nd Amendment |
March 1, 2022 |
$139,883 |
|
3rd Proposed Amendment |
Pending |
$174,378 |
Funding for the Medical Director services is included in the Fiscal Year 2023-24 and 2024-25 budget and would be subject to future City Council appropriations approval in future fiscal years.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
City Council approval of this amendment is required by Alameda Municipal Code Section 2-59.3(c) which provides that contracts for personal or professional services in the amount of seventy-five thousand ($75,000) dollars or more be approved by the City Council.
This action supports the City’s strategic priority to Enhance Community Safety & Services by fulfilling a mandate required for AFD to provide EMS services.
ENVIRONMENTAL REVIEW
This action does not constitute a “project” as defined in California Environmental Quality Act (CEQA) Guidelines Section 15378 and therefore no further CEQA analysis is required.
CLIMATE IMPACT
There are no identifiable climate impacts or climate action opportunities associated with the subject of this report.
RECOMMENDATION
Authorize the City Manager to execute a Third Amendment to the Agreement with UCSF to provide the services of Medical Director for AFD through February 28, 2026, in an amount of $174,378 for the two-year term, for a total compensation not-to-exceed $382,079.
Respectfully submitted,
Nicholas Luby, Fire Chief
By,
Jas Singh, Management Analyst
Financial Impact section reviewed,
Margaret O’Brien, Finance Director
Exhibits:
1. Agreement
2. First Amendment
3. Second Amendment
4. Third Amendment