Item Coversheet
  CITY COUNCIL AGENDA MEMO
MEETING DATE: 7/28/2025
DEPARTMENT:Fire
DIRECTOR:Chris Biggerstaff, Fire Chief
AGENDA ITEM:

To approve the extension of the current contract for Medical Advisory Services

RECOMMENDED ACTION:Approval of Contract Modification

ITEM SUMMARY

To approve an increase to the current awarded contract amount of $2,060,515 by $1,357,285 for a total contract amount of $3,417,780 for a contract modification that adds one (1) year with four (4) one-year automatic renewals for Medical Advisory Services from Columbia Medical Center of Plano Subsidiary, L.P. DBA Medical Center of Plano for the Fire Department; and authorizing the City Manager to execute all necessary documents. (Contract No. 2015-51-C, Modification No. 5) Approved

PREVIOUS ACTION/PRESENTATION

On May 26, 2015, city council approved a a five (5) year contract with five (5) one-year city optional renewals for Medical Advisory Services for the Fire Department to Columbia Medical Center of Plano Subsidiary, L.P. DBA Medical Center of Plano in the total estimated amount of $991,800 for the initial five (5) year term and an estimated annual amount of $207,000 for each optional renewal year.

BACKGROUND

Plano Fire-Rescue (PFR) is seeking approval to modify our Medical Advisory Services contract with Medical City Plano that is set to expire September 30, 2025. If approved, this will extend our contract  contract by an additional five (5) one-year automatic renewals. The annual cost is calculated based on number of hours in the year as well as count of current workforce (details outlined in Table 2). Over the five-year period, the estimated total cost will be $1,357,284.55 based on count of current workforce.

 

This vital service has been in place since 2015 and has provided and will continue to provide PFR with EMS Medical Control comprised of multiple functions represented by two categories: On-Line/Offline Medical Control and Education/Quality Assurance Activities. Below is a summary of the activities by category:   

 

Table 1

Medical Control: On-Line/Offline Functions

 

Education/Quality Assurance Functions

On-Line/Off-Line functions include direct involvement of the EMS Medical Director and/or EMS Assistant Medical Director in the actual function.

 

Education/Quality Assurance functions are provided by EMS Department Staff at The Medical Center of Plano in collaboration with guidance by the EMS Medical Director.

· Quarterly in-person continuing education (two 3-hour classes/day x 6 days, providing 2 days per FD shift)

 

· In-person continuing education by EMS Educator one month per quarter (two 3-hour classes/day x 6 days)

· Monthly Physician field observation/training, i.e. EMS ride-outs

 

· Internet based training one month per quarter developed by EMS Educator to provide 3 hours of required EMS CE

· Ongoing review/development of new equipment, medications, and practices as well as existing Treatment Protocols and SOPs with emphasis on Evidenced Based Medical Practice

 

· Recording of monthly CE and utilizing the Educational Tracking Platform to allow for make-up CE for those not able to attend live classes that were offered

· Quality Assurance including review of EMS documentation, interaction with Fire Administration and field personnel to resolve concerns, documentation of loop closure, radio report review, and in-person Medical Director Reviews as needed

 

 

· Quality Assurance Program to include

o 100% review of all Priority 1/3 and 2/3 runs

o 10% review of Priority 2/2, 2/1, and 3/1 runs

o 100% review of all No Transports

o Monthly Protocol Specific Reviews

o ACS, Stroke, Intubations, CPR, Trauma, Physical and Chemical Restraints

· 24/7/365 On-Line (Radio and Telephone Support) by Board Certified Emergency Physicians at The Medical Center of Plano

 

· Internship Program

o Each intern assigned to specific educator

o Review of completed Study Guide by Intern

o Mid-term and final field evaluations

o ECG testing, Protocol testing, and Mega Code Evaluation

· 24/7/365 Off-line availability of EMS Medical Director/Assistant Medical Director to Fire Administration and Field Personnel to review issues/concerns

 

· Monthly Quality Assurance Dashboards tracking various metrics to include protocol compliance, intubations, continuing education hours, and internship progress

· Review of all field infection control exposures and involvement in care plan and monitoring as needed

 

· Access to internet-based Education Platform to allow for make-up CE, quarterly internet-based CE, and tracking of CE hours

· Requested meetings from Fire Administration to address issues involving EMS and personnel

 

· Access to internet-based Education Platform to allow for completion of American Heart Association BLS, Part I, followed by live check off with TMCP EMS CPR instructor

· General Over-site and Skills Credentialing of Mobile Integrated Healthcare Program

 

· Quarterly field observations/training, i.e. EMS ride-outs

· Attendance at City Council and other City Government meetings at the request of Fire Administration

 

· Monthly skills tracking of all field personnel, including skills specific to squad and TEMS personnel

· Tactical Medicine including over-site, training, and in person response with tactical team when requested

 

· Annual required Infection Control and Anaphylaxis CE to meet government standards

· Paramedic Shadowing Program to enhance assessment techniques and practical skills

 

· Bi-weekly tracking and communication to Fire Administration regarding CE attendance

· Final review and authorization of Paramedic Intern prior to being released for field practice

 

· Direct involvement in resolution of addendums to EMS Run Report

· Over-site and training of EMS Research

 

· Involvement in resolution of identified ePCR issues

· Annual Protocol Testing and ALS Skills Credentialing and Bi-Annual BLS Skills Credentialing

 

· Annual Protocol Testing and ALS Skills Credentialing and Bi-Annual BLS Skills Credentialing

· Tactical Medicine including over-site, training and in person response with tactical team when requested

 

 

· Access to bi-monthly Cadaver lab for two paramedics (Note: there is an additional fee for attendance)

 

 

 

 

Table 2

 

Medical Control: On-Line and Offline Functions by EMS Medical Director

Education/Quality Assurance (Cost x Count of Workforce = Total)

Annual Cost

Total Monthly Cost

 

+ 3% Inflationary Increase (based on PY Cost)

*Cost

Count of Workforce

Total

October 1, 2025 - September 30, 2026

$158,286.00

$235.75

413

$97,364.75

$255,650.75

$21,304.23

October 1, 2026 - September 30, 2027

$163,034.58

$242.82

413

$100,285.69

$263,320.27

$21,943.36

October 1, 2027 - September 30, 2028

$167,925.62

$250.11

413

$103,294.26

$271,219.88

$22,601.66

October 1, 2028 - September 30, 2029

$172,963.39

$257.61

413

$106,393.09

$279,356.48

$23,279.71

October 1, 2029 - September 30, 2030

$178,152.29

$265.34

413

$109,584.88

$287,737.17

$23,978.10

5 Year Total

 

 

 

 

$1,357,284.55

 

*Percent increase applied to Education/Quality Assurance COST

 

At any time during the contract term, if additional duties are required of the medical director outside the contracted annual hours, and/or the count of PFR’s current workforce changes, the costs associated with either event will be incorporated into the agreement upon execution of a contract modification by both parties.

FINANCIAL SUMMARY/STRATEGIC GOALS

This item approves an extension of the Medical Advisory Services contract for an additional five (5) one-year automatic renewals, in the total amount of $1,357,285. Funds are available in the Fire Department and expenditures will be made based on need within the approved budget appropriations for each year of the contract.

 

Approval of this item will support the City's Strategic Plan Critical Success Factors of being an Excellent, Innovative, and Accountable City Government with Safe, Vibrant Neighborhoods.