Agenda Item No: O.1
AGENDA REPORT
DATE: May 20, 2025
TO: Mayor and Council
FROM: David Gassaway, City Manager
SUBJECT: Resolution 2025 -76 FD Contract Amendment for E mergency Medical Services Request for Proposal Response, and Authorizing an Update to the Fiscal Year 2024-2025 Budget
Authorizing the City Manager to Execute Amendment N o. 2 of the Professional Services Agreement with AP Triton, LLC to Expand Scope to Include Request for Proposal Response
Funding Source: $219,812; Intragovernmental Services Fund
Contact: Rich Llewellyn, (707) 427-7226
RECOMMENDED ACTION
Adopt resolution.
STATEMENT OF ISSUE
The Solano Emergency Medical Services Cooperative (SEMSC) is tentatively scheduled to release a Request for Proposal (RFP) for Emergency Ambulance Services in spring 2025. On December 17, 2024, staff presented, and City Council approved a tentative agreement between the City of Fairfield and Medic Ambulance Inc. through Resolution 2024 -296. This agreement gives the City of Fairfield the ability to respond to the RFP once released.
DISCUSSION
Staff seeks to continue leveraging AP Triton LLC as the City of Fairfield’s consultant for the response to the SEMSC RFP. Amendment N o. 2 to our existing contract with AP Triton, LLC expands the scope to include a full RFP response. The last phase of contracted work was to work through the City’s subcontractor RFP and secure a tentative agreement. AP Triton, LLC’s knowledge and extensive experience in drafting successful RFP responses for numerous clients throughout California are unmatched. Given the intense scrutiny these large contracts attract, presenting the most comprehensive and well-structured proposal is crucial not only for securing the contract but also for minimizing potential legal challenges. The investment in their expertise
represents a fraction of the overall contract value and the long -term benefits of effectively managing the system that the City would acquire.
FINANCIAL IMPACT
The cost for the RFP Response through Amendment No. 2 is $219,812. Additionally, Exhibit “B2” outlines the cost of additional meetings or project elements that may be mutually agreed to in writing by the City and AP Triton, LLC. Funding for this amendment was not included in the FY 2024-2025 budget and will require a one -time budget adjustment of $219,812 to the Intragovernmental Services Fund (Fund 551). While the Intragovernmental Services Fund will initially front the cost, the Intragovernmental Services Fund will recoup its cost if the City is successful with the RFP Response.
PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
ALTERNATIVE ACTION
The council may decline to authorize further work with AP Triton, LLC. However, not authorizing staff to continue leveraging AP Triton, LLC’s expertise may jeopardize the City’s success with the SEMSC RFP response.
COORDINATED WITH
City Attorney’s Office and City Manager’s Office
STAFF CONTACTS
Taylor Armour
(707) 428-7573
[email protected]
Donny Biro
(707) 436-7222
[email protected]
ATTACHMENTS
Attachment 2: Proposed Resolution
Attachment 3: Proposed Agreement