Westminster City Council
SUBJECT
Title
Award of Contract for Ambulance Transport Services.
End
From: Darin Lenyi, Chief of Police
Requested by: Administration
Prepared by: Karla Santillan, Business Services Manager
____________________________________________________________
RECOMMENDED ACTION
Recommendation
A. Approve a contract with Emergency Ambulance Services (EAS) for Basic Life Support (BLS) Ambulance Transportation Services for Fiscal Year 2025-2030, for a five-year term in the amount of $8,311,461.91 over five years, and with two optional one-year renewals; and
B. Authorize the City Manager to execute the contract on behalf of the City; and
C. Grant the City Manager the authority to, in the future, exercise the contract renewal option(s) for Fiscal Year 2030-2031 and for Fiscal Year 2031-2032.
end
BACKGROUND
On June 23, 2023 they City of Westminster contracted with AP Triton to develop a Request for Proposal on behalf of the city, provide subject matter expertise support during the written submission evaluations and oral presentation evaluations, and assist with the contracting of the selected vendor.
AP Triton has a wide range of experience in the fire service, emergency medical services, and law enforcement. Don Trapp was assigned as our project manager. He has over 35 years in Public Safety with over nine years in Fire Chief Officer positions. He has developed and implemented several comprehensive fire and emergency services related plans and has extensive knowledge in EMS System performance, funding, and staffing.
The Westminster Police Department issued a Request for Proposal (RFP No. 24-PD0001) on December 11, 2024 (Attachment 1) seeking qualified ambulance service providers to deliver emergency and non-emergency ambulance transport services. The RFP was developed by AP Triton and included minimum qualifications for emergency transport services based on the experience and expertise of AP Triton’s team. The overall goal of the RFP was to ensure continued high-quality, timely, and cost-effective ambulance services for the community, in compliance with applicable regulations and performance standards.
The RFP was publicly advertised and distributed to ensure a competitive and transparent selection process. A total of three responsive proposals were received by the submission deadline. Proposals were evaluated by a highly qualified selection panel using criteria that included:
• Method of Approach
• Experience and Qualifications
• Equipment & Facilities
• Staffing
• Cost Proposal and Financial Stability
• Technology Integration and Data Reporting
• References and Past Performance
The proposals and presentations were evaluated, with the guidance of AP Triton, providing the selection panel with subject matter expertise. After a thorough evaluation, Emergency Ambulance Services, Inc. received the highest overall score. The company’s proposal demonstrated a continuation of the current high level of services.
Emergency Ambulance Service, the current contracted vendor, has been providing these services in Westminster since 2023 and has demonstrated reliable performance, operations efficiency, operational efficiency, and strong community engagement during their tenure.
The terms, conditions and obligations for BLS services with Emergency Ambulance Services are set forth in Attachment 2. Of note, Emergency Ambulance Services will be providing three ambulances with two being dedicated 24/7 for calls within the City. The third ambulance will be dedicated for calls within the City during the hours of 10 a.m. to 10 p.m.
FISCAL IMPACT
Funds in the amount of $1,576,638.25 are available in the Fiscal Year 2025-26 Adopted Budget in the Ambulance Services Account 44000 - 43090 Contractual. No additional appropriation is required for this action.
An approximate 2.64 percent annual increase to the contract price will take place at the beginning of each fiscal year during the term of the contract beginning on July 1, 2026 and will be reflected in the annual budget allocations.
LEGAL REVIEW
The City Attorney’s Office has reviewed as to form.
CONCLUSION
Approving the contract with Emergency Ambulance Services will create continuity of services with a company that has a strong performance history in our city.
ATTACHMENTS
1. Request for Proposal
2. Agreement with Emergency Services
REVIEWED BY
Erin Backs, Finance Director
City Attorney’s Office
Christine Cordon, City Manager