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Home My WebLink About01-08-18 Council WorkshopSPECIAL ACCOMMODATIONS: The City of Arlington strives to provide accessible meetings for people with disabilities. Please contact the ADA coordinator at (360) 403‐3441 or 1‐800‐833‐8388 (TDD only) prior to the meeting date if special accommodations are required. CALL TO ORDER Mayor Barb Tolbert PLEDGE OF ALLEGIANCE ROLL CALL Mayor Barb Tolbert – Kristin APPROVAL OF THE AGENDA Mayor Pro Tem Debora Nelson INTRODUCTION OF SPECIAL GUESTS AND PRESENTATIONS WORKSHOP ITEMS – NO FINAL ACTION WILL BE TAKEN 1.Acceptance of donation of an All‐Terrain Vehicle (ATV) from ATTACHMENT A Cascade Valley Health Foundation Staff Presentation: Jonathan Ventura Council Liaison: Jesica Stickles/Marilyn Oertle 2.Resolution authorizing signing of an Interlocal Agreement (ILA) for ATTACHMENT B cooperative purchasing with PEPPM Staff Presentation: Kurt Patterson Council Liaison: Mayor Pro Tem Debora Nelson 3.Request to accept CERB Grant funds and authorization to expend ATTACHMENT C funds ‐ $16,667.00 for grant match Staff Presentation: Marc Hayes Council Liaison: Mike Hopson/Jan Schuette 4.Ground Emergency Medical Transport (GEMT) Medicare ATTACHMENT D reimbursement application and addendum to contract with Systems Design Staff Presentation: Dave Kraski Council Liaison: Jesica Stickles/Marilyn Oertle 5.Selection of Mayor Pro Tem Arlington City Council Workshop Monday, January 8, 2018 at 7:00 pm City Council Chambers – 110 E 3rd Street SPECIAL ACCOMMODATIONS: The City of Arlington strives to provide accessible meetings for people with disabilities. Please contact the ADA coordinator at (360) 403-3441 or 1-800-833-8388 (TDD only) prior to the meeting date if special accommodations are required. 6.Public Records Act Training (45 minutes) Staff Presentation: Kristin Banfield 7.Miscellaneous council items PUBLIC COMMENT For members of the public who wish to speak to the Council. Please limit your remarks to three minutes. COUNCILMEMBER REPORTS EXECUTIVE SESSION RECONVENE ADJOURNMENT City of Arlington Council Agenda Bill Item: WS #1 Attachment A COUNCIL MEETING DATE: January 8, 2018 SUBJECT: Acceptance of donated all-terrain vehicle (ATV) from Cascade Valley Health Foundation ATTACHMENTS: None DEPARTMENT OF ORIGIN Police; Jonathan Ventura – 360-403-4621 EXPENDITURES REQUESTED: None BUDGET CATEGORY: General Fund – Police Budget BUDGETED AMOUNT: -0- for this equipment LEGAL REVIEW: DESCRIPTION: Council is asked to accept the donation of a four-wheeled all-terrain vehicle (ATV) from the Cascade Valley Health Foundation to assist the Arlington Police Department. HISTORY: Many of those afflicted with addiction, homelessness and/or mental health challenges have been relegated to taking up habitation in undeveloped forested tracts of land adjacent to urban, suburban and retail districts in North Snohomish County. These encampments are most frequently clandestine and often located at great distance from navigable roadways intentionally to discourage and/or thwart detection and eviction from government and private lands by law enforcement. Due to steep terrain and narrow pathways, many of these encampments present significant challenges to emergency response and are only accessible by foot, bicycle, dirt bike, or ATVs of limited size. This also poses challenges for effective community outreach. By way of reference, the City of Arlington owns approximately 50 acres of forested property along the Stillaguamish River at Haller Park and the Arlington Municipal Airport covers more than 1,189 acres of land to include hundreds of forested acres. Each of these locations currently contain homeless encampments. First responders can use these specialty vehicles for community outreach, patrol, and emergency responses to these remote locations for incidents that require lifesaving interventions and/or the quick extraction of patients to a nearby location for transport to more advanced medical care. ALTERNATIVES: Take no action Do not accept donation RECOMMENDED MOTION: Workshop; discussion only. At the January 16, 2018 Council meeting, the recommended motion will be “I move to accept a donation from the Cascade Valley Health Foundation in the form of an all-terrain vehicle (ATV) to be used by the Police Department.” City of Arlington Council Agenda Bill Item:WS #2 AttachmentBCOUNCIL MEETING DATE: January 8, 2018 SUBJECT: PEPPM Interlocal Agreement ATTACHMENTS: Interlocal Agreement and Resolution DEPARTMENT OF ORIGIN: Finance; Kurt Patterson – 360‐403‐3454 EXPENDITURES REQUESTED: N/A BUDGET CATEGORY: N/A BUDGETED AMOUNT: 0 LEGAL REVIEW: DESCRIPTION: Council is being asked to give the Mayor authority to sign an interlocal agreement with the Central Susquehanna Intermediate Unit (PEPPM) for the purpose of utilizing the program’s collaborative purchasing power. HISTORY: The Central Purchasing Coordinator has found purchasing cooperatives to be a useful tool for purchasing many items used by the City. They offer a wide variety of items that have already been competitively bid thus saving the City time and money. ALTERNATIVES: Remand back to staff for additional information. RECOMMENDED MOTION: Workshop; discussion only. To be brought to council at a later date. PEPPM/Central Susquehanna Intermediate Unit Cooperative Purchasing Program Interlocal Agreement 2017 - 2018 Contract This Agreement is entered into by and between the Agencies shown below as contracting parties beginning 01/01/2018 and until either party terminates same in writing. Contracting Parties PEPPM Technology Cooperative Purchasing Program, Central Susquehanna Intermediate Unit, 90 Lawton Lane, Milton, Pennsylvania 17847 and City of Arlington, 238 N. Olympic Avenue Arlington, WA 98223 Statement of Services to Be Performed PEPPM will organize and administer a cooperative purchasing program. Authority for such services is granted by Section 39.34.030 of the Washington State Education CodeRevised Code of Washington (RCW). The goal of the cooperative is to obtain substantial savings on technology commodity items for members through volume purchasing. Role of PEPPM: 1.Provide for the organizational and administrative structure of the program. 2.Provide staff time necessary for efficient operation of the program. 3. Provide the list of commodity items to participating members. 4.Provide members with procedures for ordering, delivery and billing. 5.City of Arlington will not be billed any membership fees from PEPPM to purchase from this program. 6.PEPPM will not be responsible for product warranties, product qualities, failure to deliver by vendors, or failure of payment to vendors by members. Role of City of Arlington: 1.Commit to participate in the program by an authorized signature in the appropriate space below. 2.Designate a contact person for the cooperative. 3.Prepare purchase orders issued to the appropriate vendor from the official award list provided by PEPPM. 4.Fax all purchase orders to PEPPM for processing. 5.Accept shipments of products ordered from vendors in accordance with standard purchasing procedures. 6.Pay vendors by designated dates, unless other prior arrangements have been made between City of Arlington and the vendor(s). All deliveries must be made as long as this contract is in effect. 7.No annual membership fee is required in order to participate in the PEPPM Program. Authorization: PEPPM/Central Susquehanna Intermediate Unit and City of Arlington's authorized representatives enter into the above described agreement beginning 01/01/2018 and until either party terminates the Interlocal Agreement in writing. PEPPM’s standard bid and contract terms and conditions shall apply to all City of Arlington’s purchases made using PEPPM contracts and procedures. PEPPM/Central Susquehanna City of Arlington Intermediate Unit By _____________________________ By__________________________ Authorized Signature Authorized Signature ________________________________ _____________________________ Title Title ________________________________ _____________________________ Date Date Contact Person __________________ Contact Person _______________ RESOLUTION NO. 2018‐XXX A RESOLUTION OF THE CITY OF ARLINGTON APPROVING THE TERMS AND CONDITIONS OF AN INTERLOCAL AGREEMENT BETWEEN THE CENTRAL SUSQUEHANNA INTERMEDIATE UNIT, LEAD AGENCY FOR THE COOPERATIVE PURCHASING NETWORK (“PEPPM”) PROVIDING FOR COOPERATIVE PURCHASING PROGRAM FOR GOODS AND SERVICES; DESIGNATING THE Central Purchasing Coordinator AS OFFICIAL REPRESENTATIVE OF THE CITY OF ARLINGTON RELATING TO THE PROGRAM WHEREAS, the City Council of the City of Arlington (“City”) has been presented a proposed Interlocal agreement by and between the Central Susquehanna Intermediate Unit, lead agency for The Cooperative Purchasing Program (PEPPM), and the City finds said Interlocal to be acceptable and in the best interests of the City and its citizens; and WHEREAS, the City Council of the City of Arlington, WA, pursuant to the authority granted under RCW Chapter 39.34, desires to participate in the described cooperative purchasing program, whose lead agency is Central Susquehanna Intermediate Unit, and in the opinion of the City participation in the program will be highly beneficial to the taxpayers through the anticipated savings to be realized; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ARLINGTON, AS FOLLOWS: 1.The terms and conditions of the Interlocal Agreement have been reviewed by the City Council of the City of Arlington and found to be acceptable and in the best interests of the City and its citizens and is in all respects approved. 2.The Central Purchasing Coordinator of the City, Kurt Patterson, acting under the direction of the City Council, is hereby designated to act for the City of Arlington in all matters relating to The Cooperative Purchasing Network, including the designation of specific contracts in which the City desires to participate. This resolution shall be effective upon its passage and approval. APPROVED by the Mayor and City Council of the City of Arlington this ______ day of ________, 2018. CITY OF ARLINGTON ____________________________________ Barbara Tolbert, Mayor ATTEST: _________________________________ Kristin Banfield, City Clerk APPROVED AS TO FORM: __________________________________ Steven J. Peiffle, City Attorney City of Arlington Council Agenda Bill Item:WS #3 AttachmentC COUNCIL MEETING DATE: January 8, 2018 SUBJECT: Community Economic Revitalization Board (CERB) Grant, 25% Matching Funds ATTACHMENTS: Resolution DEPARTMENT OF ORIGIN Community and Economic Development; Marc Hayes – 360‐ 403‐3457 EXPENDITURES REQUESTED: $16,667.00 BUDGET CATEGORY: 542 10 41 05 BUDGETED AMOUNT: $16,667.00 LEGAL REVIEW: DESCRIPTION: Matching funds in the amount of $ 16,667.00 (25% of total fund amount) are required to be obligated by City of Arlington and evidence thereof provided to CERB as a Pre‐Contract obligation by January 18, 2018. HISTORY: Application was made to the Community Economic Revitalization Board (CERB) for funding of Professional Planning Services to create a Sub‐area Plan for the Arlington Marysville Manufacturing Industrial Center (AMMIC). Both Arlington and Marysville applied for and were granted equal funding from the CERB to hire a single planning consultant who would create individual AMMIC Sub‐area Plans that addressed each City, but would also work in unison as the AMMIC developed. CERB has awarded Arlington $66,667.00 to contract with a Professional Planning Consultant to complete Arlington’s portion of the Sub‐area Plan for the AMMIC. A Request for Qualifications (RFQ) was conducted, with nine companies responding to the RFQ. Both cities scored the submittals and chose three companies in which to conduct interviews for final selection. Final interviews were conducted on January 3, 2018, with BERK Consulting Inc., being the company selected to perform the AMMIC sub‐area planning. ALTERNATIVES: Approve or remand back to staff for additional information. RECOMMENDED MOTION: Workshop; discussion only. At the January 16, 2018, council meeting the proposed motion will read, ”I move to approve the resolution and expend funds in the amount of $16,667.00 as a match to the CERB Grant.” RESOLUTION NO. 2018‐XXX A RESOLUTION OF THE CITY OF ARLINGTON, WASHINGTON, AUTHORIZING EXPENDITURE OF FUNDS AS MATCH FOR COMMUNITY DEVELOPMENT REVITALIZATION BOARD (CERB) GRANT FUNDING TO PLAN FOR THE DEVELOPMENT OF THE ARLINGTON MARYSVILLE MANUFACTURING INDUSTRIAL CENTER (AMMIC) WHEREAS, the City of Arlington and the City of Marysville have jointly worked to develop the Arlington‐Marysville Manufacturing Industrial Center (MIC) and have it recognized by the Puget Sound Regional Council (PSRC); and WHEREAS, the City has been granted funding in the amount of $66,667.00 for Professional Planning Services, to support its portion, of the Arlington‐Marysville Manufacturing Industrial Center through the Community Economic Revitalization Board (CERB); and WHEREAS, the matching portion of the grant is a minimum of 25% of the project amount, and the City of Arlington has committed to provide for matching funds in the amount of $16,667.00 as a requirement of the CERB grant; and WHEREAS, the City of Arlington considers it in the best interest of the public to meet the requirements of the CERB Grant Funding for the above noted project; NOW THEREFORE, BE IT RESOLVED by the City Council of the City of Arlington, Washington, as follows: 1.That the City of Arlington has authorized to expend $16,667.00 as matching funds to the Community Economic Revitalization Board (CERB) to fulfill its pre‐contract requirement. 2.That the Community and Economic Development Director is hereby authorized to administer, as may be necessary, the CERB grant and the subsequent work product produced by the Grant funds; and 3.That this Resolution shall be effective upon passage and signatures hereon in accordance with law. Resolution No. 2018‐XXX Page 1 ADOPTED BY THE CITY COUNCIL of the City of Arlington, at its regular meeting held this ____ day of January, 2018. CITY OF ARLINGTON ________________________ Barbara Tolbert, Mayor ATTEST: _________________________ Kristin Banfield, City Clerk APPROVED AS TO FORM: _________________________ Steven J. Peiffle, City Attorney Resolution No. 2018‐XXX Page 2 City of Arlington Council Agenda Bill Item:WS #4 AttachmentDCOUNCIL MEETING DATE: January 8, 2018 SUBJECT: Amendment to the Professional Services Agreement with Systems Design ATTACHMENTS: HCA Application for participation in GEMT Program and Amendment to Systems Design Agreement DEPARTMENT OF ORIGIN Fire Department EXPENDITURES REQUESTED: TBD BUDGET CATEGORY: EMS BUDGETED AMOUNT: LEGAL REVIEW: DESCRIPTION: Staff is proposing to enter into the Ground Emergency Medical Transport (GEMT) program. The (GEMT) program allows Fire Departments to recover a portion of the costs of treating and transporting Medicaid patients. Currently, when a fire department responds and treats a Medicaid patient, the department only recovers a small portion of the actual costs of the response. GEMT is a federally funded, entitled program that has no impact to the local taxpayer or to the state. GEMT in Washington, allows fire departments to use the same programs that public hospitals and public health care clinics have been doing for decades. This program will help offset lost revenue from Medicaid patients, currently supplemented by the local taxpayer, and allow fire departments to enhance their service to the citizens. To enter into the program, two things must take place 1) completion of an application to the Health Care Authority (HCA) and 2) an amendment to the existing professional services agreement with Systems Design. The Health Care Authority is the agency overseeing the program in Washington State. Enrollment into the GEMT program must be done through an HCA Provider Participation Agreement (i.e. application). Systems Design is the city’s current emergency medical services (EMS) billing provider. The amendment will allow Systems Design the ability to prepare and provide cost reporting information, on the city’s behalf, in order to recover costs associated with transporting Medicaid patients. By allowing Systems Design to perform this service, it will ensure overall compliance with the program and meet auditing needs. Estimated Cost: 2016 Cost Report: 15% Cost Share 2017 Cost Report: 15% Cost Share 2018 Cost Report: Anticipated $30,000The anticipated revenue from participation in the GEMT will cover the initial cost of participation in the program. Program costs are deducted from anticipated revenue so there is no upfront cost to the city for participating in the program. There is no risk for participation in the program. If the cost report determines there is no net revenue, the report will not submitted and there is no penalty to the city. The city determines when and if a cost report will be submitted. The cost reports, if submitted, are done on an annual basis. City of Arlington Council Agenda Bill Item:WS #4 AttachmentDHISTORY: During the 2015 legislative session, the Washington State Legislature passed HB2007 authorizing the GEMT program. On January 1, 2013, the City entered into a professional services agreement with Systems Design for emergency medical services (EMS) billing. ALTERNATIVES: Select another vendor to prepare cost reports. AP Triton is the only other vendor to handle GEMTcompliance and documentation needs. AP Triton is cost prohibitive and would require us to maintain ourown auditing files in house. Do not enter into the GEMT program.RECOMMENDED MOTION: Workshop; discussion only. At the January 16, 2018 council meeting the motion will read, “I move to approve the amendment to the Systems Design Agreement and completion of the application to the Health Care Authority (HCA) allowing participation in the GEMT program”. Page 1 AMENDMENT NO. __ TO THE PROFESSIONAL SERVICES AGREEMENT BETWEEN SYSTEMS DESIGN WEST AND ________________________ This Amendment (the “Amendment”) to that certain EMS Billing and Related Professional Services entered by __________________ (“__________”) and Systems Design, as of ___________________ (the “Agreement”), is made effective as of ________________________. WHEREAS, the parties agree to amend the Agreement pursuant to Section __ to include revenue enhancement services for Ground Emergency Medical Transport (GEMT) program; NOW, THEREFORE, in consideration of the foregoing, the premises and mutual covenants contained herein, and for other good and valuable consideration, the receipt and adequacy of which are hereby acknowledged, the parties hereby agree as follows: 1.The parties agree that Systems Design will provide revenue enhancement services for Ground Emergency Medical Transport (GEMT) program as described in Attachment A “Contracted Services” and Attachment B “Fees.” 2.Conflict in Terms. Except as amended and/or modified by this Amendment, the Agreement is hereby ratified and confirmed and all other terms of the Agreement shall remain in full force and effect, unaltered and unchanged by this Amendment. Whether or not specifically amended by this Amendment, all of the terms and provisions of the Agreement are hereby amended to the extent necessary to give effect to the purpose and intent of this Amendment. 3.Authorship. The Parties agree that the terms of this Amendment result from negotiations between them. This Amendment will not be construed in favor of or against either Party by reason of authorship. 4.Severability. If any provision in this Amendment is found by a court of competent jurisdiction to be invalid or unenforceable, the remaining provisions in this Amendment shall continue in full force and effect. 5.Waiver. The failure of a party to enforce a provision of this Amendment shall not constitute a waiver with respect to that provision or any other provision of this Amendment. 6.Counterparts. This Amendment may be executed in one or more counterparts, each of which shall be deemed an original and all of which counterparts together shall constitute the same instrument which may be sufficiently evidenced by one counterpart. 7.Authority. Each Party to this Amendment, and each individual signing on behalf of each Party, hereby represents and warrants to the other that it has full power and authority to Commented [A1]: Insert actual amendment number Commented [A2]: Legal name of other party Commented [A3]: Abbreviated name of other party. Examples may be SUBCONTRACTOR, CONTRACTOR, etc. Should mirror original agreement. Commented [A4]: Date of ORIGINAL agreement Commented [A5]: Effective date of amendment Commented [A6]: Section of ORIGINAL agreement that explains how amendments can be made. Page 2 enter into this Amendment and that its execution, delivery, and performance of this Amendment has been fully authorized and approved, and that no further approvals or consents are required to bind such Party. 8.Entire Agreement; Non-Reliance. The Agreement, as amended by this Amendment, constitutes the entire understanding and agreement of the Parties with respect to the subject matter hereof, and supersedes any and all prior agreements, understandings or representations with respect thereto. Neither Party is relying upon any agreement or representation by the other Party except as set forth in the Agreement, as amended by this Amendment. 9.Applicable Law, Jurisdiction, and Venue. This Amendment is to be construed, interpreted, and enforced under and in accordance with the same governing law as set forth in the Agreement, without regard to choice of law provisions. The parties consent to personal jurisdiction in that state or district’s courts and that venue is appropriate. IN WITNESS WHEREOF, _______________ and Systems Design have executed this Amendment as of the date stated above. Systems Design By: By: _____________________________ Name: Name: ___________________________ Title: Title: ____________________________ Date: Date: ____________________________ Commented [A7]: Abbreviated name of the other party. Commented [A8]: The Legal Name of the other party Page 3 ATTACHMENT A CONTRACTED SERVICES Pursuant to the terms and conditions of this Agreement, Systems Design shall provide the following contracted services: Drafting application materials and responding to requests for additional information necessary for the provider to gain approval to participate in the Ground Emergency Medical Transport (GEMT) program Preparing a fiscal impact study and presenting results to city/department stakeholders to demonstrate benefits of the GEMT program to the provider Identifying eligible costs and developing appropriate cost allocation methodologies to report only allowable costs for providing emergency medical services to Medicaid and, as applicable, uninsured populations Developing customized web portal to assist with cost report calculation and auditing process Conducting analysis of the provider’s financial and billing data in order to prepare and submit annual cost reports, the mechanism for providers to receive additional revenue under the GEMT program Providing comprehensive desk review support, including but not limited to conducting reviews of all cost settlement files, performing detailed analysis of billing reports generated by Medicaid agencies to ensure that all allowable charges and payments are encompassed in the calculation of the final settlement, and drafting letters and providing supporting documentation to meet Medicaid requirements and expedite settlement Conducting comparative analysis to identify significant trends in billing and financial data Provide ongoing audit support in the event of a state and/or federal audit of GEMT program cost report Page 4 Attachment B FEES The fees to be paid associated with the successful generation of incremental Medicaid revenues as a result of the Ground Emergency Medical Transport (GEMT) program are calculated based on total number of Annual Medicaid Trips and detailed in the table below. Fees are based on paid revenues per annual cost report submission and corresponding true-up, and includes enhanced incremental revenues received from the GEMT program (Medicaid Fee-for-Service and Medicaid Managed Care). Annual Medicaid Trips Fixed Fee Cost per Submission Contingency Fee Option 1-60 $7,500 N/A 61-180 $20,000 15% 181+$30,000 15% As notated in the above model, providers with more than 60 annual Medicaid Trips have the option of electing to pay the Fixed Fee Cost per Submission, or the 15% Contingency, per annual cost report submission and corresponding true-up, inclusive of enhanced incremental revenues received from GEMT program. The fees based on revenues received from the GEMT program shall be paid in full directly to SYSTEMS DESIGN within thirty (30) days of receipt of funds by ______________________. Invoicing will occur only after HCA “true-up” is completed in full. ____________________ will remit payment to Systems Design within thirty (30) days of invoice receipt. Commented [A9]: Abbreviated client name Commented [A10]: Abbreviated client name