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Agenda 11/12/2013 Item #16E1311/12/2013 16.E.13. EXECUTIVE SUMMARY Recommendation that the Board authorize the County Manager to proceed with the development of a grant modification within the Department of Emergency Management to receive up to $600,000 from the Florida Division of Emergency Management for the purchase of up to two (2) mass medical multi - patient ambulance buses. OBJECTIVE: To ,authorize the County Manager to proceed with coordination of a grant modification within the Department of Emergency Management to receive surplus or excess Department of Homeland Security Funds via the Florida Division of Emergency Management's existing re- occurring annual performance or assistance grant(s), presently utilized by the Collier County Department of Emergency Management as a sub - grantee. There is a limited time - availability for the 100% funding of these vehicle(s) and a compressed but executable time -frame for procurement and delivery. The Board is requested to authorize the Chairwoman to execute a subsequent grant modification if required by the Division of Emergency Management and authorize staff to proceed with any necessary Budget Amendment(s) to allow for a timely procurement. CONSIDERATIONS: The Collier County Bureau of Emergency Services and its Emergency Management and Emergency Medical Services division recognize the need for building local capability to respond to an ever- increasing likelihood of mass casualty events. Just a few examples of the need for additional casualty transport capability include recent accidents, many with buses, vans and multi - vehicle crashes on nearby interstate highways with high numbers of on -scene patients, non - hurricane evacuation potential of the vast number(s) of nursing homes, rest homes, hospitals, assisted living facilities including those presently permitted and new sites under consideration. The present concern of school, workplace, or place of assembly violence or accident potential adds to escalating needs for mass medical basic transport capability. The vehicle(s) are capable of transporting both stretcher/bed -bound patients as well as patients in wheelchairs. The vehicle(s) can provide refuge and re- habilitation for extended on -scene events during hazardous materials emergencies, wildfire or extended structural fire- fighting efforts where responder personnel and or civilians may need a basic life support assessment or first aid. The acquisition of these vehicle(s) will allow ground ambulances and air ambulance efforts to concentrate on the most critical patients without excessively depleting the ground ambulance fleet for other calls for service throughout the County. The Department of Homeland Security has established these vehicle(s) as an approved equipment acquisition toward building improvements in Homeland Security and mass - medical preparedness efforts. These vehicles are quiet common in major metropolitan communities, and staff deems this capability paramount due to the travel distances across our large county and the vulnerabilities noted above. There are no vehicles of this type in Southwest Florida, so the ability to seek additional mass - medical transport capability is limited by the availability of ambulances from adjacent counties and the possible interruption or possible delay of service to other calls for service within Collier County. The County EMS Department may utilize the vehicle for special events activities or other mass medical potential operations. Collier County Emergency Management will follow a competitive procurement process as required by the terms and conditions of the grant and county policy. County staff is proposing, due to the compressed acquisition schedule mandated by the sunset of the availability of the funds from the Division of Emergency Management bidding, an "add or alternate bid" as which is further challenged by the limited number of ambulance bus up- fitters, and the availability of chassis(s) for this time sensitive procurement. The add or alternate bid efforts will include either the procurement of one (1) one extended chassis ambulance bus or the delivery of up to 2 (two) standard chassis ambulance busses. While two standard chassis ambulance buses are preferred to improve response time and to share mass - casualty patients Packet Page -3010- 11 /12/2013 16. E.13. delivery at multiple hospitals, the determining factor will be; after all specifications are met, that the vehicle(s) can be completed and delivered within the limited grant performance period and approved by the Florida Division of Emergency Management. The Department of Emergency Management has the logistics staff capable of ensuring the vehicle's reliability. The vehicle does not require any special driver /operator license classifications and all necessary EMS field and administrative staff will be trained on the operation of the vehicle for deployment. The basic supplies housed on the vehicle are readily available from both the current disaster supply inventory within the EMS and EM departments. If one vehicle is acquired in the procurement process noted above it will be housed at the Emergency Service Center, of two smaller vehicles are procured they will be spaced geographically to the extent possible within the County. The Department of Emergency Management, EMS and the dependent fire district personnel have adequate staff available on- call after -hours to deploy the vehicle anywhere in the region. The Department of Emergency Management is scheduled to make a presentation to the Public Safety Authority on November 13th regarding this initiative. This Executive Summary is brought forward at this time due to the advisement on November 1'. by the Florida Division of Emergency Management of the last minute availability of funds, albeit with a compressed time schedule. Staff is confident of the endorsement of this initiative by the Public Safety Authority and has received support for this effort presently by the Florida Chief of the Bureau of Emergency Medical Services, the County Medical Director, and the Director of Public Health - Florida, Collier County, Dr. Joan Colfer. Staff will invite members of the Public Safety Authority as well as the Director of Fleet Services to provide input on the technical specifications of the vehicle. FISCAL IWACT: The acquisition of the vehicle(s) will be 100% funded by the grant modification discussed above. Staff estimates that the annual operating cost to the County for the vehicle will be approximately $2,500 per year and it is further anticipated the vehicle(s) will have an 18 -year operating life. The County is under no obligation to replace the vehicle(s) at the end of the life - cycle. The vehicle will be titled to the Collier County Board of County Commissioners. The County will be responsible for any travel cost associated with meetings and vehicle construction inspection visit(s). Three inspection meetings are typically required for such emergency vehicles. Those travel cost will be absorbed by the agencies participating in the project. LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney. Any grant modification will be reviewed by the County Attorney's Office prior to presentation to the Chair for signature. This item requires majority vote for approval. -JAK GROWTH MANAGEMENT IMPACT: There is no Growth Management Impact resulting from this action. RECOMMENDATION: That the Board of County Commissioners authorizes the County Manager to coordinate a modification to an existing State Emergency Management grant with the Department of Emergency Management. Further, authorize the Chairwoman to execute a grant modification if required at the earliest convenience and direct staff to proceed with the necessary Budget Amendment(s) in order to proceed at the earliest convenience with the procurement in support of the time constraints by the fund offering by the Florida Division of Emergency Management. PREPARED BY: Dan E. Summers, Director, of Bureau of Emergency Services Packet Page -3011- 11/12/2013 16. E.13. COLLIER COUNTY Board of County Commissioners Item Number: 16.16.E.16.E.13. Item Summary: Recommendation that the Board authorize the County Manager to proceed with the development of a grant modification within the Department of Emergency Management to receive up to $600,000 from the Florida Division of Emergency Management for the purchase of up to two (2) mass medical multi - patient ambulance buses. Meeting Date: 11/12/2013 Prepared By Name: BoniChristine Title: Administrative Assistant, Senior, 11/4/2013 12:48:15 PM Submitted by Title: Administrative Assistant, Senior, Name: BoniChristine 11 /4/2013 12:48:16 PM Approved By Name: SummersDan Title: Director - Bureau of Emergency Services, Date: 11/4/2013 12:59:23 PM Name: pochopinpat Title: Administrative Assistant,Facilities Management Date: 11/4/2013 1:07:28 PM Name: PriceLen Title: Administrator, Administrative Services Date: 11/4/2013 1:45:41 PM Name: KlatzkowJeff Title: County Attorney Date: 11/4/2013 1:53:35 PM Packet Page -3012- Name: IsacksonMark 11/12/2013 16.E.13. Title: Director -Corp Financial and Mgmt Svs,CMO Date: 11/4/2013 2:44:01 PM Name: KlatzkowJeff Title: County Attorney Date: 11/4/2013 4:06:00 PM Name: IsacksonMark Title: Director -Corp Financial and Mgmt Svs,CMO Date: 11/4/2013 4:54:03 PM Packet Page -3013- t f I t F r 1 t �r } rs Packet Page -3014- W„ + S M0 1.J 4-- 0 yAt J 11/12/2013 16.E.13. Pa 11/12/2013 16.E.13. O .O a-J V ctS ' - a--+ O _ r O .— �- a-J �( u ■ .�..� 4—J MLn E 4--J C- O .N E �— O � 4-J cn . — �- 4-J Ln U E Pa 11/12/2013 16.E.13. r� 1 t `i r c 3 0 2 V � O N U Ln - Ln , V M E I � >` O L Z 4- O Ln aJ c� X O .4--J rz N O Ln a) d-J �u E Ln O 01 v� � .O �— N O �- L � r� c� U -� O i –0 O Z C: ct .. AL A6. u Q r� a� O Ln V m N O LL 0 Packet Page -3016- 11/12/2013 16.E.13. L 0 4J X W 11/12/2013 16.E.13. 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