CITY OF DOVER AMBULANCE SERVICES CONTRACT, RFP … · for CITY OF DOVER AMBULANCE SERVICES CONTRACT, ... RFP’s will be opened publicly at the time and place ... 2:00 p.m. Description:

November 15, 2017

To Whom It May Concern:

The City of Dover will receive sealed proposals on December 19, 2017 at 2:00 p.m. local time

for CITY OF DOVER AMBULANCE SERVICES CONTRACT, RFP NUMBER 18-0010CM. This

contract will be for a period of three (3) years with an option for two (2) additional one (1) year

extensions.

Your proposal is not revocable for ninety (90) days following the response deadline indicated

above.

If you have questions concerning this Request for Proposal, they must be made in writing and

addressed to the Purchasing Agent, 710 William Street, Dover, DE 19904 or emailed to

[email protected]. All questions must be submitted no later than November 30, 2017. All

changes or corrections to this Request for Proposal will be handled by addenda issued by the

Purchasing Agent. The receipt of all Addenda must be acknowledged on the form provided herein.

It has been determined that this solicitation be offered as a request for competitive sealed

proposals, pursuant to Delaware Code Title 29, Chapter 6924 (a), because the use of

competitive sealed bidding is not in the best interest of the City. The use of competitive sealed

proposals is necessary to:

Conduct Oral or written discussions with offerors concerning technical and price

aspects of their proposals;

Afford offerors an opportunity to revise their proposals;

Compare the different price, quality and contractual factors of the proposals

submitted.

RFP’s will be opened publicly at the time and place designated in this letter. The main purpose

of the bid opening is to reveal the name(s) of the proposers, not to serve as a forum for

determining the low price. THE ONLY INFORMATION RELEASED AT THE

PROPOSAL OPENING WILL BE THE NAMES OF THE COMPANIES SUBMITING

PROPOSALS. All copies of any bids/proposals submitted in response to this request shall be

considered the property of the City of Dover and shall not be returned to the bidder.

Conflict of Interest Clause:

Pursuant to Dover Code, Chapter 30, Section 30-33, No city employee or official may participate

on behalf of the city in the review or disposition of any matter pending before the city in which

he has a personal or private interest. No city employee or official shall benefit from any contract

with the city, nor solicit any contract, and shall not enter into any contract with the city (other

mailto:[email protected]

than an employment contract). No person who has served as a city employee or official shall

represent or otherwise assist any private enterprise on any matter involving the city, for a period

of two years after termination of his employment or elected or appointed status with the city, if

he gave an opinion, conducted an investigation or otherwise was directly and materially

responsible for such matter in the course of his official duties as a city employee or official. All

parties hereto declare and affirm that no officer, member, or employee of the City, and no

member of its governing body, and no other public official of the City who exercises any

functions or responsibilities in the review or approval of the undertaking described in this

contract, or the performing of services pursuant to this contract, shall participate in any decision

relating to this contract which affects his or her personal interest, or any corporation, partnership,

or association in which he or she is directly or indirectly interested; nor shall any employee of

the City, nor any member of its governing body, have any interest, direct or indirect, in this

contract or the proceeds thereof.

The contract shall be awarded within 90 days of the closing date to the offeror whose proposal is

determined in writing to be most advantageous to the City. All prices must be held firm for a

minimum of 90 days from the date of the bid opening. The proposals, summaries, and tabulations

shall not be open for public inspection until after receipt of a fully executed contract.

The City of Dover reserves the right to waive technicalities, to reject any or all submissions, or any

portion thereof, to advertise for new proposals, to proceed to do the work otherwise, or to abandon

the work, if in the best interest of the City.

All submissions are to be received by the Purchasing Office, 710 William Street, Dover, DE,

19904 no later than the 2:00 p.m. proposal opening. All proposals will be opened in the presence

of the Procurement Manager or his/her designee. All proposals shall become public record and

shall be available for public inspection after it has been determined that there is no proprietary

information contained within the documents and after all negotiations have concluded. Any and

all proprietary information contained within the proposal must be clearly marked. The cover

must indicate that the proposal contains such information. Copies of the proposals will not be

provided to competing vendors.

The City will use the following tentative timetable in the selection process:

Date Event

Wednesday, November 15, 2017

Publicly Advertise Request for Proposal 18-0010CM.

Thursday, November 30, 2017 Deadline for submitting questions

Thursday, December 7, 2017 Addendum issued/answers to bidder questions published.

Tuesday, December 19, 2017 RFP OPENING Deadline to submit final documents (Proposal Opening). (3 original copies and 1 electronic copy by 2:00 pm)

Minority, women, veteran, service disabled veteran, and individuals with disabilities owned

vendor preference shall be three percent (3%) of the value of the award. The vendor must

identify qualification and claim to the preference on the submitted proposal documents.

The vendor must provide authoritative proof of minority ownership such as identification

in the certification directory maintained by the State of Delaware Office of Supplier

Diversity to qualify for this preference. This preference is to be considered as a stand-alone

and cannot be added to any other preference that may be allowed. This preference shall not apply

to subcontractors.

Neither the contractor nor the City of Dover shall be held liable for non-performance under the

terms and conditions of this contract due, but not limited to, government restriction, strike, flood,

fire, or unforeseen catastrophe beyond either party's control. Each party shall notify the other in

writing of any situation that may prevent performance under the terms and conditions of this

contract.

Vendors must provide references to the City of Dover upon request. Vendor references may be

checked to verify the bidder’s ability to perform the contract requirements, the quality of work

and the ability to meet obligations.

ENVELOPES MUST BE MARKED “AMBULANCE SERVICES, RFP NUMBER 18-

0010CM. RFP OPENING December 19, 2017 2:00 P.M.” No faxed bid will be accepted.

Failure to comply with the above format may result in disqualification of your bid.

The City of Dover shall have the right to reject any or all bids if deemed to be in the best interest

of the City, such as but not limited to local vendor preference and minority vendor preference

while awarding bids.

Sincerely,

Peter K. Gregg

Contract and Procurement Manager

(302) 736-7795

Fax (302) 736-7178

[email protected]


REQUEST FOR PROPOSAL NOTICE

RFP Number: 18-0010CM RFP Opening Date: December 19, 2017, 2:00 p.m.

Description: City of Dover Ambulance Service Contract

If you are interested in the request for proposal described above, you can download it in Adobe PDF format from

our web site http://www.cityofdover.com/bid-procurement. Any amendments of other additional information

related to this solicitation will be posted with the original document on the web site.

If you do not have internet access and want to receive this request for proposal, all subsequent amendments, or

additional information on the RFP package, please provide the requested information to:

The City of Dover

Purchasing Office

710 William Street

Dover, DE 19904

Fax: (302) 736-7178, attention Peter Gregg

Phone: (302) 736-7795

e-mail: [email protected]

Please complete the following and return this form to Central Services:

Company:

Vendor Response /Request

Address

No submission at this time, please retain on bid

list

Please send complete RFP package

Contact:

I will download the RFP package

Phone

I intend to provide a submission

Fax

I do not intend to provide a submission

e-mail for

ITB/RFP

Other:


Request for Proposal 18-0011CM

1

SCOPE OF WORK

AMBULANCE SERVICES

CITY OF DOVER

1.0 GENERAL:

1.1 Furnish and deliver emergency AMBULANCE SERVICES for the City of Dover.

1.2 Ambulance services are needed to transport residents to area hospitals.

1.3 This bid request will result in a service contract issued by the City.

1.4 3.3 Contractor may provide any additional information that it believes to applicable to this proposal or

qualifications package and include such information in their proposal. Please submit as an appendix to the

proposal, marking such at the top of the page.

2.0 QUALIFICATIONS AND EXPERIENCE:

2.1 Bidders must:

2.1.1 Be an established contractor, having conducted business as such for a period of at least five (5) years.

2.1.2 Maintain full licensure and certifications as required in the Delaware State Fire Commission. (Prior to

issuing an original or renewal License and Permit(s), the Commission shall determine that all requirements of

the Delaware Regulations are fully met. Additionally, the Commission has the authority to ensure continued

compliance with these Regulations through the periodic review of records and operations.)

2.1.3 Guarantee that all persons assigned to provide medical transportation services will have individual state

certification.

2.1.4 Be licensed to provide Basic and/or Advanced Life Support.

2.1.5 Be Medicare and Medicaid certified.

2.1.6 Be in full compliance with all laws governing licensing, accreditation and/or regulation of their ambulance

service per the State of Delaware.

2.1.7 Provide a brief description of their business, to include a general scope of work performed and a synopsis

of capabilities and experience.

2.1.8 Provide at least three (3) references, including contact person and telephone number, for similar contracts

completed within the last three (3) years.

3.0 CONTRACT PERIOD:

3.1 The contract shall be for a period of three (3) years commencing upon final execution of the contract.

3.2 The City of Dover reserves the right to extend the contract period for two (2) additional one (1) year terms, if

the vendor agrees to hold the prevailing prices. Said renewal(s) shall be agreed by the parties and shall be

in writing.

4.0 QUALITY ASSURANCE

4.1 Per Delaware Code each Ambulance Service Providers shall meet the criteria established by the

Commission. BLS Ambulance Service Provider shall be responsible for monitoring quality assurance in the

form of patient care and both mobilization and response times. The method in which this is accomplished is

the authority and responsibility of the Primary or Secondary BLS Ambulance Service provider per the


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Quality Assurance and Improvement Program established by the commission in conjunction with the Office

of Emergency Medical Services and adopted by the Commission. A report must be generated monthly and

sent to the City Manager’s Office showing data as deemed in the specification area 7.10.

4.2 All individuals, Primary BLS Ambulance Service Providers and Secondary BLS Ambulance Service

Providers shall be required to participate in the Commission approved Ambulance Data Collection System

which includes:

4.2.1. A BLS run report shall be completed on all 911 and Non- Emergency dispatched responses

4.2.2 EMT’s shall complete, without exception, a computer report and or written report on each patient

contact. Reports shall be completed with the timeframe described in the most current State of Delaware

BLS Protocols.

4.2.3 When available, all reasonable attempts shall be made to enter the report electronically and forward it

to the state EMS office

4.2.4 Failure to comply with data submission may result in loss of BLS Ambulance Service Permit or EMT

Certification

4.2.5 Submit any other data to the designated agencies as required by the Commission, which includes but

is not limited to Refusal of Service. EMT’s shall complete, without exception, a written and or computer

report on each patient refusal. Reports shall be completed as described in the most current State of

Delaware BLS protocols.

5.0 TERMINATION OF CONTRACT:

5.1 The City of Dover reserves the right to cancel this contract at any time for unsatisfactory service or

noncompliance of any part of these specifications. In Title 1 Authorities, Boards and Commissions of the

Delaware Administrative Code Section 4.5 a Primary or Secondary BLS Ambulance Service Provider may

not discontinue BLS Ambulance Service until a replacement provider has been selected and can assume

BLS Ambulance Service with no reduction in service. 17 DE Reg. 982 (04/01/14)

6.0 PRICING / PAYMENT:

6.1 All prices quoted shall be guaranteed throughout the contract term, and may not exceed the Medicare fee

schedule for reimbursement as is calculated and effective for non-institutional practices. The City of Dover

does not bill for the services rendered under this RFP for either of the two dedicated units.

6.2 Bid must include narrative information describing options of how vendor will provide the necessary

information to the City for accurate billing.

6.3 Bid should include narrative including information for billing of the constituents. Include details of amounts for

services. Copy of protocol or policy on charges, including a proposed cost breakdown structure.

6.3 Payments shall be made to the vendor within 30 days after receipt of the invoice.

-- - END OF SCOPE OF WORK - - -


3

SPECIFICATIONS

AMBULANCE SERVICES

CITY OF DOVER

7.0 VENDOR RESPONSIBILITIES:

7.1

Provide two (2) dedicated ambulances with crews to provide basic life support services twenty-four (24) hours a day,

seven (7) days a week, at no cost to the City in exchange for exclusive jurisdiction for 911 calls. A minimum

acceptable crew while transporting a patient shall consist of a driver that is an EMR Certified (Emergency Medical

Responder) and one EMT that is nationally and State Certified. A minimum of one Delaware State Certified EMT or

Paramedic licensed in the State of Delaware shall always be in the patient compartment when a patient is present.

7.2 Provide vehicles that are reliable and well maintained and equipped with two-way communication equipment

and all federally and state required equipment and supplies as specified by the Commission. Required equipment

shall be reviewed annually following recommendations from the Delaware State Fire School Director and the

Commission’s Medical Director. See attached for a copy of the State of Delaware Ambulance Inspection Sheet.

7.3 Staff the dedicated ambulance with two EMT-Bs at all times. They shall posses both a valid Class A driver’s

license and an Emergency Vehicle Operator’s license issued by the Division of Motor Vehicles or the Department of

Transportation of the State of Delaware or the equivalent or higher. The EMT-Bs must also have a current

ambulance EMT certification issued by the State of Delaware State Fire Prevention Commission.

7.4 Provide services to all residents of the City, regardless of their ability to pay.

7.5 Only provide operators of vehicles who possess a valid driver’s license and have successfully completed an

emergency vehicle operators course.

7.6 Shall provide emergency ambulance services with reducing the maximum response time. The

guidelines enacted by the Delaware General Assembly are listed below and should be considered a maximum while

striving to perform well below the stated times:

7.6.1 A call requiring cardio-pulmonary resuscitation (CPR) within 4 minutes of the receipt of Delta calls on at

least 90% of the times in urban areas and 70% of the time in rural areas

7.6.2 EMS provide Automatic External Defibrillation (AED) within 6 minutes of Delta calls on at least 90% of the

times in urban areas and 70% of the time in rural areas.

7.6.3 BLS on the scene within 10 minutes of receipt of a Delta call at least 90% of the times in urban areas and

70% in rural areas.

7.6.4BLS unit on scene within 12 minutes of the receipt of all Bravo calls on at least 90% in the urban areas and

70% in the rural areas

7.65 BLS ambulance will provide a unit on scene within 18 minutes of the receipt of all Alpha calls in the urban

areas and 70% in the rural area

7.7 Be responsible to schedule an alternate ambulance service in the event that circumstances prohibit the

successful firm from providing emergency service. The alternate ambulance service shall meet all the prerequisites

included in this agreement. Each vehicle patient compartment shall confirm with the criteria within the most current

United States General Services Administration federal specifications for the Star of Life Ambulances.

7.8 Provide the following data for each calendar month no later than the 10th day of the following month:

Number of emergency dispatches


4

Number of dispatches that were answered by a second or third unit

Average response time

Average time to the scene

Average time to the hospital

Average daily responses

Average daily transports

Total patients transported

Total 911 ambulance runs

Gone on arrival / cancel

Transport refusals

Stand-by scene

Any other information as determined by the City

8.0 VENDOR LOCATION:

8.1 The successful vendor will locate its equipment and crew within the corporate boundaries of the City of Dover at

a place mutually agreed upon by the City and the Contractor. The cost of the facility will be covered by the contractor

including lease and utilities etc.

- - - END OF SPECIFICATIONS - - -


5

INSTRUCTIONS FOR PROPOSALS

AMBULANCE SERVICES

CITY OF DOVER

9.0 INSURANCE:

9.1 The selected firm shall, at its sole cost and expense, procure and maintain in full force and effect

covering the performance of the services rendered under this agreement, insurance in the types

and limits specified below. In addition to the insurance coverage and limits listed herein, the

selected firm shall obtain any other insurance coverage as may be required by law.

9.1.1 Workman’s Compensation insurance in accordance with statutory requirements.

9.1.1.1 Limits of Liability: Not less than $100,000.

9.1.2 Automobile Bodily Injury and Property Damage Liability Insurance.

9.1.2.1 Limits of Liability: A combined single limit of not less than $1,000,000 per

occurrence.

9.1.3 General Liability Insurance:

9.1.3.1 Limit of Liability: comprehensive form for bodily injury and property damage with a

combined single limit of not less than $1,000,000 per occurrence and $2,000,000

in aggregate. Coverage is to include Personal Injury Liability (with Employee

exclusion deleted) with a limit of not less than $1,000,000. Must also include

completed operations and contractual liability. The contractor will indemnify and

hold the City harmless against all liabilities, judgments, costs, damages and

expenses which may accrue against or be charged to the City by reason of loss or

damage to the property of, injury to, or death of any person or persons arising out

of any act or omission of contractor or from the performance of contractor of this

contract with the exception of professional ambulance driver’s duties performed

under this contract.

9.1.3.2 The General Liability policy will include contractual liability with bodily injury and

property damage limits of not less than $1,000,000 combined single limit,

specifically covering the hold harmless agreement indicated above.

9.1.3.3 The automobile and public liability insurance will be extended to include the City as

an additional named insured on a primary noncontributory basis.

9.1.4 Ambulance Services Professional Liability Insurance:

9.1.4.1 Limit of Liability: Not less than $5,000,000 per occurrence and in aggregate.

9.1.4.2 The Ambulance Services Professional Liability Insurance policy will include covers

all activities as medical professionals (including emergency medical technicians,

paramedics and other medical licensees as well as their medical director. Policy

should cover their duties providing medical services, furnishing or dispensing

drugs, medical or surgical supplies or appliances, ambulance or medical

transportation services (including loading and unloading) and dispatching services.


6

Minimum Limits $5,000,000. covering the hold harmless agreement indicated

above.

9.1.4.3 The Ambulance Drivers and Attendants Malpractice insurance will be extended to

include the City as an additional named insured on a primary noncontributory

basis.

9.1.5 Business Interruption insurance:

9.1.5.1 Limit of Liability: Not less than $200,000. The contractor will indemnify and hold

the City harmless against all liabilities, judgments, costs, damages and expenses

which may accrue against or be charged to the City by reason of disruption or loss

of service to any person or persons arising out of any act or omission of contractor.

9.1.5 Umbrella

9.1.5.1 Minimum limits of $5 million – underlying coverages include General Liability, Auto

and Workman’s Compensation

9.1.5.2 The Umbrella policy insurance will be extended to include the City as an additional

named insured on a primary noncontributory basis.

9.1.6 Cyber Liability

9.1.6.1 Minimum limits of $1 million for loss or breach of confidential information regarding

patients

9.1.6.2 The Cyber Liability insurance will be extended to include the City as an additional


9.1.7 Property Crime

9.1.7.1 Minimum limits $500,000 to cover employee theft of drugs and patients’

possessions; burglary of the premises; vandalism of all equipment and property.

9.1.7.2 The Property Crime coverage will be extended to include the City as an additional


10.0 EXCEPTIONS:

10.1 Any exceptions to terms, conditions, or other requirements in any part of this Request for

Proposal must be clearly pointed out in the offeror's submission. Otherwise, the City will

consider that all items offered are in strict compliance with this Request for Proposal, and

the successful proposer will be responsible for compliance.

11.0 AWARD OF CONTRACT:

10.1 Contract award shall be made within 90 days of the opening, to the proposal deemed to be in the best interest of the City and its residents. It is the intention of the City to award to one (1) vendor.

- - - END OF INSTRUCTIONS FOR PROPOSALS - - -


7

We have received and reviewed the following Addenda (if applicable):

1. __________________________, dated ___________________.

2. __________________________, dated ___________________.

3. __________________________, dated ___________________.

FIRM NAME: _______________________________

BY: _______________________________

PRINTED: _______________________________

TITLE: _______________________________

DATED: _________________________

ADDRESS: _________________________

_________________________

PHONE: _________________________

FAX: _________________________

FEDERAL: _________________________

ID#

NOTE: PLEASE SUBMIT THE FOLLOWING AS YOUR PROPOSAL: 1)This Bid Form (One (1) original and three (3) copies). 2)Documentation to support the requirements of Section 2.0, including the

Reference Form, and Item 5.2 (One (1) original and three (3) copies) and one electronic copy in either Microsoft word or adobe acrobat format on a CD or flash drive..


8

REFERENCE FORM

AMBULANCE SERVICES

CITY OF DOVER

1. COMPANY NAME: ________________________________________________________

ADDRESS: ________________________________________________________

________________________________________________________

CONTACT PERSON: ________________________________________________________

TELEPHONE #: ________________________________________________________

FAX#: ________________________________________________________

2. COMPANY NAME: ________________________________________________________

ADDRESS: ________________________________________________________

________________________________________________________

CONTACT PERSON: ________________________________________________________

TELEPHONE #: ________________________________________________________

FAX#: ________________________________________________________

3. COMPANY NAME: ________________________________________________________

ADDRESS: ________________________________________________________

________________________________________________________

CONTACT PERSON: ________________________________________________________

TELEPHONE #: ________________________________________________________

FAX#: ________________________________________________________


9

AMBULANCE SERVICES

CITY OF DOVER

RFP number 18-0011CM

Rate

First Year

Rate

Second Year

Rate

Third Year

Name of bidder: ____________________________________________

(Individual, Firm, or Corporation)

Point of contact: ____________________________________________

(Printed name of individual whose signature appears below)

Signature of bidder: ____________________________________________

Business Address: ____________________________________________

____________________________________________

Telephone number: ____________________________________________

Fax number: ____________________________________________

Email Address: ____________________________________________

Date of bid: ____________________________________________

Minority Vendor Preference (Circle one): Yes No

Documents

CITY OF DOVER AMBULANCE SERVICES CONTRACT, RFP … · for CITY OF DOVER AMBULANCE SERVICES CONTRACT, ... RFP’s will be opened publicly at the time and place ... 2:00 p.m. Description: