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SPENCER- A significant portion of the July 24 Board of Selectmen’s meeting was devoted to discussing what should be included in a Request for Proposals (RFP) for ambulance services.
The nonprofit Spencer Rescue Squad has had the Emergency Medical Services (EMS) contract for 66 years.
However, after about seven years funded at $225,000, its Board of Directors asked for a three-year pact with a $100,000 increase in year one and an additional $25,000 in both years two and three.
The money was needed to pay for ambulances, inflation and other needs, according to Rescue Squad President Pat George.
The issue was put before voters on the spring election ballot as part of a Proposition 2 ½ override question and failed.
Meanwhile, Selectmen heard a presentation from Cataldo Ambulance Inc., who said they could provide services at $225,000.
Although initially reluctant to sign a one-year extension, Spencer Rescue Squad agreed to it.
On June 5, Selectmen approved the agreement at $325,000, using `one-time’ free cash, a financial practice generally frowned upon for operational expenses.
The idea moving forward is to create and send out a RFP within the next few months during the extension period.
Who are the evaluators?
One point of discussion was whether Selectmen would act as evaluators of the bids or if that task would be undertaken by staff members.
Board members debated whether the fire and police chiefs would offer verbal opinions only versus give written recommendations, which Town Administrator Jeff Bridges said would present a “clash.”
“If you want to be the scorers, be the scorers. If you want the staff to recommend, staff can recommend,” he noted. “You want to give this an element of objectivity.”
Open versus closed deliberations
Another topic was whether the board would use the Massachusetts Purchasing Law (30B). If not, every part of the evaluation process can be a factor in the decision. Also, deliberations are done in public and documents are open, according to Bridges.
Selectman Gary Woodbury said he did not have a problem with deliberations out in the open.
“This is one of the hottest topics in town. Talk to anybody,” he said. “We’re elected to sit here. Have the guts to make a decision and not worry whether we sit behind closed doors.”
Chair Jared Grigg said he wanted the expertise and “professionalism” of the chiefs utilized in the process.
Bridges pointed out that Police Chief Michael Befford sits on the Spencer Rescue Squad board and would have to recuse himself.
Selectman Jonathan Viner asked what the downsides would be to having the fire chief and the police lieutenant (or another designee) act as evaluators with Selectmen.
It was ultimately decided to have a seven-member panel , use an evaluation sheet based on the criteria of the RFP and award points to determine the most advantageous service provider.
The Board of Selectmen then votes on the contract.
No matter what provider is chosen, member John Howard asked where the money is going to come from to fund a contract.
“We didn’t have the money the last time and still have to approve it,” Howard said.
Funding is subject to Town Meeting approval, the administrator said, adding, “And no one’s taxes are going up more than 2 ½%.”
Elements of RFP
Selectman Ralph Hicks said he wanted to ensure an age limit is put on ambulances as well as how many miles are on its odometer.
“I’m not saying new equipment…(but) we don’t want things with a high probability of breaking down,” Hicks said.
The age of the vehicles is heavily regulated by the Massachusetts Department of Public Health, limiting them to five years, Viner noted.
Bridges said he would find out more information about maximum mileage inclusion.
Woodbury noted that most EMS vehicles use diesel-fuel and have a higher expectancy of life. He said the last ambulance of the Rescue Squad had 400,000 miles on it.
Grigg said it would be better to look at hours on the engine, with ambulances having hour meters.
Bridges said Selectmen also requested “a la carte” desirable items like power stretchers, CPR assist machines, EMS dispatch services, specialized equipment and more. Each of these would have point values after basic service with prices, he noted.
The providers also must present information in the RFP on their current facility or plans for housing their services in Spencer.
At the August 18 meeting, the town administrator will return with clarifications on questions.
In the meantime, Woodbury said Spencer Rescue Squad is contracted through June 2026 “so not out of business,” contrary to what rumors may be out there.
