12-Specifications and Requirements GEN2132859B1.pdf

SPECIFICATIONS AND REQUIREMENTS

Removal and Transportation of Deceased Persons

A. Purpose.

This scope of work defines operational, staffing, equipment, licensing, and performance requirements.

1. Broward County, through the Office of Medical Examiner and Trauma Services (“OMETS”), seeks to contract with up to two (2) licensed removal service providers to provide professional removal and transportation services of deceased persons, medical records, specimens, and physical evidence. Services shall be provided on an as-needed basis, twenty-four (24) hours a day, seven (7) days a week, and shall include transportation between locations throughout Broward, Palm Beach, and Miami-Dade Counties. The County may also periodically require the removal and transportation of deceased individuals, medical records, specimens, and physical evidence to or from locations outside Broward, Palm Beach, and Miami-Dade Counties (the “Tri-County area”).

2. OMETS will assign each Vendor a primary geographic service zone by municipality as identified in Exhibit 1. However, the County reserves the right to direct a Vendor to provide services anywhere within or outside its assigned zone when needed to support operational continuity, respond to mass fatality events, address the unavailability of another contracted Vendor, or manage any other emergency or operational circumstance determined by County.

3. Nothing contained in this Solicitation shall be construed as guaranteeing Vendor any minimum number of service requests, transport, or compensation.

B. Services.

1. Vendor shall provide on an as needed, when needed basis, twenty-four (24) hours per day, seven (7) days per week, removal and transportation services for deceased individuals, medical records, specimens, and physical evidence. Vendor shall respond to requests originating throughout Broward, Palm Beach, and Miami-Dade Counties (the “Tri-County area”) to OMETS or another location designated by County. County may also direct Vendor to perform removals and transports originating outside the Tri- County area.

2. County reserves the right to direct Vendor to transport decedents or related materials to temporary morgues, alternate storage facilities, disaster response locations or other destinations designated by County during mass fatality incidents, emergency operations, or other operational circumstances without additional compensation unless expressly provided elsewhere in this Agreement.

3. Services shall be performed upon request of OMETS, the Contract Administrator, or their authorized designee.

4. Vendor shall perform all services in accordance with this Agreement, and all applicable federal, state, and local laws, including Chapter 497, Florida Statutes, and Chapter 69K, Florida Administrative Code.

5. Vendor shall perform all services in a professional, respectful, safe, and dignified manner that preserves the integrity of OMETS, maintains the chain of custody of all evidence and related materials, and protects the dignity of the deceased.

C. General Requirements.

1. Vendor shall furnish all labor, supervision, personnel, management, vehicles, equipment, body bags, supplies, communication equipment, fuel, licenses, permits, insurance, training, and all other resources necessary to perform the services required under this Agreement.

Unless otherwise expressly stated herein, Vendor shall bear all costs associated with fulfilling its obligations under this Agreement. Vendor shall provide proof of the required insurance coverage with its Bid submission and annually thereafter, or upon request by the County. Vendor shall immediately notify the Contract Administrator in writing of any change, cancellation, reduction, lapse, or other material modification to the required insurance coverage.

2. Vendor must, as of the Bid submission deadline, and throughout the term of this Agreement, possess a current and valid Florida Removal Service license issued pursuant to Section 497.385, Florida Statutes, and shall remain registered and in good standing with the Florida Department of Financial Services, Division of Funeral, Cemetery, and Consumer Services. Vendor shall provide documentation demonstrating compliance with this requirement at the time of Bid submission and upon request by the Contract Administrator.

3. Vendor must have continuously operated as a licensed removal service for at least three (3) years immediately preceding the Bid submission deadline.

4. Vendor shall comply with all applicable federal, state, and local laws, ordinances, regulations, administrative rules, licensing requirements, and professional standards governing the transportation and handling of deceased individuals, including, but not limited to, Chapter 497, Florida Statutes, and Chapter 69K, Florida Administrative Code.

5. Vendor must not have been the subject of any complaint filed with the Florida Department of Financial Services, Division of Funeral, Cemetery, and Consumer Services within five (5) years preceding the Bid submission deadline that resulted in a penalty or disciplinary action. Vendor shall immediately notify the Contract Administrator of any suspension, restriction, investigation, disciplinary action, or other circumstance affecting Vendor's licensing status or ability to perform the services required under this Agreement.

6. Vendor must, as of the Bid submission deadline, and throughout the term of this Agreement, maintain an operational office within Broward County. All transport vehicles shall be located within Broward county and must respond to calls from within Broward County.

7. Vendor shall provide, with its Bid submission, the address of its office, the location where transport vehicles are stored, and twenty-four (24) hour emergency telephone numbers, Vendor shall notify the Contract Administrator in writing within twenty-four

(24) hours of any change to such information during the term of the Agreement.

8. Vendor shall designate one individual to serve as its full-time General Manager for purposes of this Agreement. The General Manager shall have full authority to act on behalf of Vendor in all matters relating to this Agreement and shall be available to County twenty-four (24) hours per day for operational issues, emergency response, and disaster operations. Vendor shall immediately notify the Contract Administrator whenever a new General Manager is designated during the term of the Agreement.

9. Vendor must, as of the Bid submission deadline, and throughout the term of this Agreement, employ at least eight (8) full-time employees available to perform services under this Agreement. Vendor shall not reduce staffing below this minimum without prior written approval from the Contract Administrator. Vendor shall provide three (3) months of payroll records at the time of Bid submission.

10. No subcontracting is authorized under this Agreement. Accordingly, the use of 1099 (independent contractor) personnel is not permitted.

D. Pre-Award Site Visit Requirement

Prior to contract award, the Vendor shall participate in a mandatory site visit conducted by the County. The purpose of the site visit is to verify the Vendor’s compliance with all requirements of this Solicitation, including but not limited to office location, staffing levels, vehicle inventory, equipment, licensing, and operational readiness.

The Vendor shall make available for inspection:

Its Broward County operational office;

All transport vehicles required under this contract;

All stretchers, body bags, personal protective equipment, and related supplies;

All documentation verifying licensing, staffing, payroll records, insurance, and vehicle ownership;

Any other items requested by the Contract Administrator or designee.

Failure to comply with the pre-award site visit, or failure to make required facilities, vehicles, or equipment available for inspection, may determine the vendor to be nonresponsible for providing proof of the requirements needed to perform the services outlined in the Specifications and Requirements.

E. General Operational Requirements.

1. All removals and handling of decedents shall be performed by at least two (2) Vendor employees.

2. Vendor shall ensure proper identification, removal, and transport of each decedent to

OMETS.

3. Vendor shall immediately notify OMETS of any incident involving a decedent, including, but not limited to, trauma, falls, damage, or any other unusual occurrence.

4. Vendor shall ensure each removal vehicle is equipped with a digital camera and reusable SD cards. When an OMETS investigator is not present at the scene, Vendor shall photograph the decedent, any applicable facility or hospital identification tags, and the surrounding area prior to moving or transporting the decedent. The SD card containing all required photographs shall be delivered to OMETS with the decedent upon completion of transport. All photographs, images, and SD cards created or used in connection with this Agreement shall become the property of OMETS. Vendor shall comply with all photography procedures and requirements established by the Contract Administrator. OMETS may periodically audit photos and SD card compliance.

5. Except as expressly authorized by this Agreement, the Vendor and its employees shall not wear, use, or possess body-worn cameras, smart glasses, wearable recording devices, or any other device capable of capturing photographs, video, audio, or other electronic or digital media while performing services under this Agreement.

6. The Vendor and its employees shall not take, capture, record, duplicate, copy, retain, possess, transmit, publish, release, or otherwise disclose any photograph, image, video recording, audio recording, or other electronic or digital media of a death scene, decedent, OMETS investigation, or any non-public area of OMETS.

The Vendor shall not duplicate or retain any SD card, photograph, image, or recording created pursuant to this Agreement. All photographs, images, recordings, and SD cards created or used in the performance of this Agreement shall be provided to OMETS upon creation or completion of the services and shall remain the sole property of OMETS.

7. Vendor shall ensure that all transport drivers and attendants possess adequate knowledge of Broward County roadways, municipalities, and geographic locations to enable prompt response to service calls and to comply with the response time requirements established in this Agreement.

8. Vendor shall comply with all handling and information recording procedures established by the Contract Administrator or designee.

9. Prior to removing a decedent from a medical facility, Vendor shall verify that the decedent bears a medical facility identification band displaying the decedent’s correct legal name.

10. Vendor shall affix a Vendor provided ankle identification band, in a form approved by the Contract Administrator or designee, to the decedent’s left ankle. If the left ankle is not available, the ankle identification band shall be affixed to the decedent’s left wrist.

The ankle identification band shall contain the decedent's last name, first name, and OMETS case number in legible, permanent ink.

11. Vendor shall affix a second Vendor provided ankle identification band bearing the decedent’s name last name, first name, and OMETS case number in legible, permanent ink to the zipper of the body bag.

12. Vendor shall affix an OMETS issued toe tag and barcode label to the body bag zipper.

13. Prior to transporting a decedent to OMETS, Vendor shall inventory and secure all valuables, personal property, medications, any other items accompanying the decedent. Vendor shall ensure that all such items are removed from the decedent, and the clothing (pockets) of decedent before being transported to OMETS. Vendor shall document each item and its disposition on the transportation form and obtain the printed name and signature of the responsible receiving party at the death scene or medical facility.

14. If any valuables or personal items are received at OMETS, Vendor shall, at its sole expense, promptly retrieve and return such items to the applicable investigating law enforcement agency, medical facility, or other location.

15. Vendor shall complete a legible written record (“transportation form”) for each transport performed under this Agreement. The form shall be delivered to OMETS upon the completion of each transport, and shall include, at a minimum, the following information:

a) Date, location of transport, destination, and time of call received;

b) OMETS Investigator requesting the transport;

c) Name of decedent, race and sex (when known) and assigned Medical Examiner case number;

d) Time transport vehicle was dispatched along with vehicle number;

e) Arrival time of transport vehicle to the scene;

f) Time transport vehicle departed the scene;

g) Time transport vehicle arrived at the destination;

h) Notes, printed name and signature of witness (other than an OMETS employee) indicating disposition or transportation of personal effects/valuables, medical records, police report, blood/specimens, physical evidence, X-rays, medications or other items not mentioned above;

i) First and last legal names of the driver and attendant(s);

j) Notes indicating any delays or other pertinent information along with printed name and signature of witness attesting to the delay;

k) The seal number from any tag sealing the human remains body bag;

l) If the transport is from outside the Tri-County area, a record of the mileage from the pickup location outside the Tri-County area and charge to the Tri-County boundary (loaded mile), in a form approved by the Contract Administrator or designee.

16. Vendors are required to participate in disaster/mass fatality drill exercises as scheduled by County. This will include a minimum of one vehicle with two attendants at no charge to the County.

17. Each Vendor for each zone shall provide fifty (50) heavy duty disaster pouches (body bags) (with handles) to be stored at the Medical Examiner's Office and have access to an additional one hundred (100) heavy duty disaster pouches within twenty-four (24) hours of verbal notification in the event of a mass fatality incident. The pouches shall remain the property of the Vendor until used by the County. Vendor shall deliver the body bags to OMETS on the first day of the contract.

18. Vendor shall provide bi-monthly (on the 1st and the 15th of each month) billing through invoicing for services rendered for each transport to include the following information:

a) Name of decedent

b) OMETS case number

c) Date, location of transport, destination

d) Type of transport and contracted price

e) Vehicle number

f) Driver and attendant’s initials

g) Time of call received

h) Time transport vehicle was dispatched

i) Arrival time of transport vehicle to pick up location

j) Time transport vehicle departed pick up location

k) Time transport vehicle arrived at OMETS or approved destination

l) A photocopy of the written record (transportation form) with the signature of the independent witness verifying the notes and time delay, when applicable.

Vendor will invoice County for mileage from the pickup location outside the Tri-County area and charge to the Tri-County boundary (mileage after pickup is referred to as a “loaded mile”).

F. Vehicle Requirements of Vendor.

1. Vendor shall own and maintain a minimum of four (4) transport vehicles dedicated to the performance of services under this Agreement. The required vehicles shall be owned by Vendor prior to the Bid submission deadline and maintained throughout the term of this Agreement.

2. Vendor shall maintain sufficient replacement vehicles to ensure uninterrupted service whenever one or more primary transport vehicles are unavailable due to maintenance, repairs, accidents, or other operational reasons.

3. All transport vehicles shall be maintained in a clean, sanitary, safe, and mechanically sound condition and shall comply with all applicable federal, state, and local laws and regulations.

4. Vendor shall, after award and prior to the start of services under this Agreement, provide the Contract Administrator or designee with identification numbers and operational cellular telephone numbers assigned to each transport vehicle, and shall promptly notify the Contract Administrator of any changes.

5. Vehicle Specifications. Each transport vehicle shall:

a. Be a van-type vehicle subject to inspection and approval by the Contract Administrator or designee. Ambulances, hearses, pickup trucks, or similar vehicles shall not be used unless specifically approved in writing by the Contract Administrator or designee.

b. Be maintained in proper working order with all manufacturer installed equipment, body panels, and components intact.

c. Be configured to ensure that a decedent is not visible from outside the vehicle during transport.

d. Be equipped with GPS monitoring capable of providing real-time vehicle location information. Vendor shall provide GPS tracking information to the Contract Administrator or designee upon request.

e. Not display advertisements, business logos, printing or markings of any kind on either the exterior or interior of any vehicle used this under the Agreement, including the Vendor's name or logo.

f. Be equipped with all equipment required by Chapter 69K, Florida Administrative Code, and sufficient additional supplies to respond to multiple transports without restocking after a single transport.

g. Be equipped only with amber or purple flashing warning lights when authorized by law. Such lights may be used only when approaching or operating at a death scene. Red or blue lights and sirens are prohibited. Any vehicle equipped or operating in violation of this requirement shall be removed from service under this Agreement until the violation is corrected.

6. Vehicle Equipment. Each transport vehicle shall be equipped with, at a minimum:

a. A sufficient supply of body bags, gloves, sheets, disinfectants, deodorizers, personal protective clothing and equipment as required by state regulations and to perform multiple transports.

b. Two (2) one-person stretchers, cot covers, and auxiliary stretchers for use in transporting deceased individuals. Each transport vehicle shall have a locking mechanism to immobilize the stretcher when in transit.

c. Any additional equipment reasonably required by the Contract Administrator or designee

7. Vendor shall maintain its stretchers and auxiliary stretchers in safe operating condition and shall perform preventative maintenance at least annually. Maintenance records shall be maintained by Vendor and made available upon request for inspection by the Contract Administrator or designee.

8. Vendor shall maintain at least one (1) transport vehicle capable of transporting bariatric deaths. The vehicle shall be equipped with (or have immediate access to) at least one

(1) bariatric stretcher with workable restraints or an equivalent stretcher as approved by the Contract Administrator or designee

9. All decedents transported under this Agreement shall be placed on a stretcher and covered with a cot cover (bearing no names or logos) unless otherwise authorized by the Contract Administrator or designee.

10. Each transport vehicle shall be staffed by one (1) licensed and authorized driver and only one (1) attendant during the transportation of a decedent. Additional Vendor personnel may assist with decedent transports in cases of difficult removals and bariatric cases. No additional personnel are authorized to ride in the transport vehicle during transport.

11. No more than one (1) OMETS decedent shall be transported in a transport vehicle at any one time unless specifically authorized in advance by the Contract Administrator or designee. Under no circumstances shall an OMETS decedent be transported in the same vehicle with a non-OMETS decedent.

12. Except for personnel authorized to perform services under this Agreement, no passengers, animals, merchandise, cargo, equipment unrelated to the services, or other unauthorized property shall be transported in a vehicle while it is engaged in the performance of services under this Agreement.

13. Vendor shall provide a medium-weight body bag with no metal handles or rivets (that is not easily torn and has the capability of the zippers to be sealed) for each decedent removal that is not decomposed or over 275 pounds. All body bags are subject to approval by the Contract Administrator or designee to ensure compliance.

14. Decomposed remains and decedents weighing more than 275 pounds shall be transported in a heavy-duty body bag that is not easily torn and has the capability of the zippers to be sealed. All body bags are subject to approval by the Contract Administrator or designee to ensure compliance.

15. The Contract Administrator or designee shall have the right to inspect Vendor’s vehicles, equipment, and related records at any reasonable time to verify compliance with this Agreement.

G. Requirements for Employees of Vendor :

1. Background Check Process and Badge Issuance .

a. Vendor shall ensure that all employees assigned to perform services under this Agreement successfully complete a background screening check and receive a Broward County contractor identification badge prior to performing any services under this Agreement.

b. Prior to assigning an employee to perform services under this Agreement, Vendor shall conduct a national criminal background check and provide the results to the Contract Administrator or designee FOR APPROVAL AND ISSUANCE OF A CONTRACTOR IDENTIFICATION BADGE prior to any services being performed.

This same approval process occurs for CONTACTOR

IDENTIFICATION BADGE renewals.

c. Vendor shall maintain at least eight (8) employees who have been approved for issuance of a Broward County contractor identification badge throughout the term of the Agreement. Failure to maintain the required number of approved employees may constitute a material breach of this Agreement.

2. The background investigation shall include, at a minimum: a national criminal background check; a driving history report obtained from the appropriate governmental entity; a copy of the employee’s valid Florida Driver License; a completed Broward County Security ID/Access Badge Request Form; and any additional information reasonably requested by the Contract Administrator or designee.

3. Vendor shall maintain a current set of fingerprints for each employee assigned to perform services under this Agreement and shall make such records available upon request. Employees assigned to this Agreement may also be subject to additional investigation by the Broward County Sheriff's Office.

4. Vendors submit the required background package for all newly hired or replacement employees and obtain County approval before assigning such employees to perform any services under this Agreement.

5. Vendor and its employees shall not be convicted of a felony or been arrested or found guilty of any illicit possession, driving while intoxicated, theft, assault, domestic violence, repeated traffic violations, or any crime involving moral turpitude. If any Vendor employee or owner is arrested or found guilty of a crime during the duration of this Agreement, Vendor shall immediately notify the Contract Administrator or designee.

6. County will issue a Broward County contractor identification badge to each approved employee. The contractor identification badge shall be worn in a visible location at all times while performing services under this Agreement or while present at OMETS facilities.

7. Vendor personnel shall identify themselves as contractors performing services and shall not represent themselves as employees or agents of County. Police-style badges or other law enforcement insignia are prohibited.

8. Vendor shall ensure its employees are neat, clean, and professionally attired while performing services under this Agreement. Employees shall wear solid-colored collared or button-down shirts, solid-colored pants, and closed toe shoes. Shorts, ski masks, denim, or clothing with any markings are prohibited. Shirts shall be tucked in.

9. Vendor and its employees shall comply with all state and local traffic laws Vendor, and its employees shall treat all decedents with respect and care.

10. Vendor shall ensure that its employees conduct themselves in a courteous, respectful, considerate, and professional manner when interacting with family members and friends of the decedent, law enforcement personnel, medical staff, County personnel, and members of the public. Any issues or conflicts that arise shall be immediately reported to the Contract Administrator or designee.

11. While performing services under this Agreement, Vendor and its employees shall not smoke, vape, eat, or drink while on a scene or in public/camera view.

12. Vendor and its employees shall not distribute advertising material of any kind, refer, “steer,” or lead persons to funeral homes, attorneys or their agents, florist shops, or any other services while performing services under this Agreement.

13. Prior to performing services under this Agreement, each employee must sign the OMETS Vendor Confidentiality Statement.

14. Vendor and its employees shall maintain the confidentiality of all nonpublic information obtained while performing services under this Agreement and shall not disclose, publish, transmit, or otherwise communicate any information relating to a Medical Examiner investigation, including, but not limited to, the identity of a decedent, residence, location of death, next of kin, cause or manner of death, investigative findings, photographs, recordings, medical records, or any other confidential information, except as authorized by County or required by law..

15. Any employee or owner of Vendor who violates the confidentiality requirements of this Agreement, or any other provision of this Agreement may be prohibited from performing further services under this Agreement, and County may revoke the individual's contractor identification badge and require its immediate return.

H. Performance Standards for Response Time of Vendor

1. Vendor shall arrive at the scene/pick up location within Broward County within sixty (60) minutes after receiving a transport request from OMETS.

2. For transport requests originating within Miami-Dade or Palm Beach County, Vendor shall arrive at the scene/pick up location within one hundred and twenty (120) minutes after receiving a transport request from OMETS.

3. Following the departure from a scene/pick up location within Broward County, Vendor shall deliver decedent to OMETS within 60 minutes. Vendor shall not make any stops along the way unless expressly authorized by the Contract Administrator or designee.

4. Following departure from a pickup location within Miami-Dade County or Palm Beach County, Vendor shall deliver the decedent to OMETS within one hundred twenty (120) minutes. Vendor shall not make any intermediate stops unless expressly authorized by the Contract Administrator or designee.

5. Vendor shall immediately notify the Contract Administrator or designee of any actual or anticipated delay that may prevent compliance with the response or transport time requirements during the term of the Agreement. Notification shall not relieve Vendor of its obligations under this Agreement or waive any applicable contractual remedies.

I. Response Time Delay Fees:

1. Delays in arrival of Vendor to the scene in Broward County in excess of 60 minutes, but no longer than 75 minutes will result in a half price reduction.

2. Delays in arrival of Vendor to the scene in Broward County in excess of 75 minutes with result in a no charge transport.

3. Delays in arrival of Vendor to OMETS in excess of 60 minutes, but no longer than 75 minutes will result in a half price reduction.

4. Delays in arrival of Vendor to OMETS in excess of 75 minutes with result in a no charge transport.

5. Delays in arrival of Vendor to the scene in Miami-Dade or Palm Beach County in excess of 150 minutes, but no longer than 180 minutes will result in a half price reduction.

6. Delays in arrival of Vendor to the scene in Miami-Dade or Palm Beach County in excess of 180 minutes with result in a no charge transport.