COUNTY OF ALAMEDA

REQUEST FOR PROPOSAL No. 902773 for

Medical Oversight Services

For complete information regarding this project, see Request for Proposal (RFP) posted at County of Alameda Procurement Portal [https://procurement.opengov.com/portal/acgov] or contact the County Thank you for your interest!

Contact Person: C.Chan Phone Number: (510) 208-9623 Email Address: C.Chan@acgov.org General Services Agency (GSA) – Procurement

RESPONSE DUE

by 2:00 p.m.

on October 19, 2026 through Alameda County, GSA-Procurement County of Alameda Procurement Portal https://procurement.opengov.com/portal/acgov

CALENDAR OF EVENTS

MEDICAL OVERSIGHT SERVICES

TO ATTEND ONLINE:

RFP 902773 Bidders Conference Meeting ID: 296 526 609 722 519 Passcode: 3YQ7ej2F

Dial in by phone +1 415-915-3950,,263155257# Phone conference ID: 263 155 257#

Join on a video conferencing device Tenant key: alamedacountyca@m.webex.com Video ID: 112 023 114 6

Written Questions Due via the “Question & Answer” tab of this project in the County of Alameda Procurement Portal September 25, 2026 by 5:00 p.m.

Response Due and Submitted through County of Alameda Procurement Portal

October 19, 2026 by 2:00 p.m.

Followed immediately by online Public Bid Opening which can be joined here:

RFP 902773 Public Bid Opening Meeting ID: 229 955 706 899 849 Passcode: RQ6NZ2Hr

Dial in by phone +1 415-915-3950,,8633116# Phone conference ID: 863 311 6#

Join on a video conferencing device Tenant key: alamedacountyca@m.webex.com Video ID: 118 111 136 7

NOTE: All dates are tentative and subject to change.

Alameda County Vendor Outreach

Wednesday, September 23, 2026 10:30 a.m. – 11:30 a.m.

TO ATTEND ONLINE:

Vendor Outreach Call-in: +1 415-915-3950 Conference ID: 504 517 635#

COME MEET ALAMEDA COUNTY’S

PROCUREMENT TEAM!

This public event is not specific to any RFP, where vendors can speak with GSA professionals, get to know them, and learn more about contracting opportunities with the County.

These are conducted on most Wednesdays. Dates and locations can be confirmed by checking at Upcoming Events [https://gsa.acgov.org/do-business-with-us/upcoming-contracting-events/]

SPECIFICATIONS, TERMS & CONDITIONS

for

MEDICAL OVERSIGHT SERVICES

TABLE OF CONTENTS

Page

ATTACHMENTS

EXHIBIT A Bid Response Packet

STATEMENT OF WORK

INTENT

It is the intent of these specifications, terms, and conditions to describe medical oversight services being requested by the County.

The County intends to award a three (3)-year contract (with the option to renew for two [2] years) to the Bidder selected as the most responsive and responsible Bidder whose response conforms to the RFP and meets the County’s requirements.

SCOPE

The Alameda County Fire Department (ACFD) is seeking a qualified licensed medical provider to provide medical oversight services to ensure compliance with California code of Regulations, Title 22, Division 9, and Alameda County Emergency Medical Services (EMS) Agency requirements governing Advanced Life Support (ALS) programs.

Services include oversight of the Department’s controlled substance program, review of patient care reports and clinical quality indicators, consultation on infection control and exposure management, participation in EMS education and training oversight, and advisory support for EMS quality improvement initiatives.

ACFD continues to meet state and local EMS regulatory requirements and supports the safe and effective delivery of prehospital advanced life support services to the communities served.

Contractor will provide medical oversight services that ensure the Alameda County Fire Department maintains compliance with all applicable Federal, State, local, and Alameda County EMS Agency requirements governing the First Responder Advanced Life Support (FRALS) Program while promoting continuous quality improvement, patient safety, clinical excellence, and regulatory readiness.

Contractor will also provide continuous, qualified, timely, secure, and documented physician oversight that keeps ACFD’s First Responder Advanced Life Support (FRALS)/ALS programs inspection-ready and compliant; identifies and escalates clinical and regulatory risks; produces accepted reports and actionable quality-improvement recommendations by required deadlines; and supports measurable improvement in protocol adherence, documentation quality, medication accountability, workforce competency, and patient safety.

BIDDER QUALIFICATIONS

BIDDER Minimum Qualifications Bidder must be regularly and continuously engaged in the business of providing medical oversight services for at least five (5) years, which must be clearly stated or demonstrated in the bid response.

Bidder must possess all permits, licenses, and professional credentials necessary to supply products and perform services specified under this RFP. Unless noted otherwise in the RFP, for example the item(s) stated above, including any Addendum, Bidder is not required to submit copies or verification of the permits, licenses and credentials; however, Bidder must provide such proof if requested by County.

SPECIFIC REQUIREMENTS

1. Contractor must provide medical oversight services which ensure the Alameda County Fire Department maintains compliance with all applicable Federal, State, local, and Alameda County EMS Agency requirements governing the First Responder Advanced Life Support (FRALS) Program while promoting continuous quality improvement, patient safety, clinical excellence, and regulatory readiness.

2. Contractor must provide a California-licensed Medical Doctor (M.D.) or Doctor of Osteopathic Medicine (D.O.) who is Board Certified in Emergency Medicine, ideally with certification in Emergency Medical Services (EMS), as the assigned physician appointed as the ACFD representative providing medical oversight and at least one County-approved backup. Contractor must ensure that its designated physician performs the required services and provides the required deliverables. Bidder must provide proof of licensure and board certification in Exhibit A – Bid Response Packet.

3. The designated physician and the County-approved backup must each maintain active, unrestricted California physician licensure, the required emergency-medicine board certification, applicable DEA registration for assigned duties, and all other required credentials throughout service.

4. Provide Medical Oversight for Submission of Required Alameda County Emergency Medical Services Division (ALCO EMS) Documentation:

a. Contractor's designated physician must review and monitor emergency medical calls by reviewing Patient Care Reports to ensure that the appropriate medical protocols are followed.

b. Contractor's designated physician must review all ALCO EMS Agency field forms (i.e., intubation and cardiac arrest forms) that are forwarded to the Contractor for review from the ACFD Medical Services (MS) Division.

c. Contractor's designated physician must review Quarterly Reports (i.e., intubation and cardiac arrest field reports) and prepare Quarterly Reports for submission to the ALCO EMS Agency.

d. Contractor’s designated physician must complete reviews of Patient Care Reports and other clinical documentation identified by ACFD within ten (10) business days following receipt unless otherwise requested by ACFD due to operational necessity.

e. Contractor’s designated physician must provide written recommendations identifying protocol variances, educational opportunities, quality improvement recommendations, and corrective actions when deficiencies are identified.

5. Provide Quality Improvement to Paramedic Program:

a. Contractor's designated physician must be familiar with requirements for paramedic programs as set forth in California Code of Regulations, Title 22, Division 9, and Chapter 4, and must make recommendations to improve the quality of the paramedic program in accordance with those regulatory requirements. These requirements can be found online at:

https://govt.westlaw.com/calregs/Browse/Home/California/CaliforniaCodeofRegulations?guid=I5A6EBE30D4C011DE8879F88E8B0DAAAE&originationContext=documenttoc&transitionType=Default&contextData=(sc.Default)&bhcp=1 and the Policy and Skills Competency Requirements can be found online at:

http://ems.acgov.org/ems-assets/docs/Documents-Forms/Policy_skills_competency%202000%209-27-18%20FINAL.pdf

b. Contractor's designated physician must oversee the effectiveness of the emergency medical service delivery. All charts flagged for first Quarter through ALCO EMS designated program must be reviewed and documented written feedback must be given to the providers.

c. Contractor's designated physician must be available to attend annual meetings, in-person and online, to review the Department's EMS Quality Assurance (QA) Plan prior to submission to ALCO EMS QA Program Manager.

(1) In-person meetings are held at Fire Administration (6363 Clark Avenue, Dublin, CA 94568).

(2) Online meetings are held via Microsoft Teams. Meeting information will be provided prior to each meeting.

d. Contractor’s designated physician must perform ongoing analysis of clinical trends and identify recurring operational or clinical issues affecting patient care.

e. Contractor’s designated physician must recommend evidence-based improvements to clinical protocols, documentation practices, training, and operational procedures.

f. Contractor’s designated physician must assist ACFD in developing corrective action plans when recurring deficiencies or compliance issues are identified.

g. Contractor’s designated physician must monitor the effectiveness of implemented corrective actions and recommend additional improvements as appropriate.

6. Provide Medical Oversight to Public Access Defibrillation (PAD):

a. Contractor's designated physician must be familiar with the requirements for PAD.

b. Contractor's designated physician must oversee ACFD's external defibrillation projects, using Contractor's best efforts and professional judgment to ensure that ACFD meets all mandates and requirements for PAD, in accordance with California Code of Regulations, Title 22, Division 9, Chapter 1.5. These requirements can be found online at:

California Code Regulations

c. Contractor's designated physician must review PAD program compliance annually and provide recommendations for improvements to equipment deployment, program administration, training, and regulatory compliance.

7. Complete required Medical Oversight for ACFD approved Pre-Hospital Required Core Courses:

a. Contractor's designated physician must provide medical oversight for all Alameda County Emergency Medical Services Agency of required core certification and recertification courses for all ACFD Advanced Life Support (ALS) Providers.

b. Contractor's designated physician must maintain personal physician level certification for all ALCO EMS Agency required core courses as required by the certifying body.

c. Contractor's designated physician must review and approve course curricula, lesson plans, clinical content, skills objectives, testing materials, and competency-evaluation methods before course delivery.

d. Contractors designated physician must confirm the course content complies with current Alameda County EMS Agency policies, California EMS Authority requirements, applicable statutes and regulations, certifying-body standards, and accepted prehospital clinical practices.

e. Contractor's designated physician must assist with clinical education planning related to protocol changes, quality improvement findings, and identified educational needs.

8. Provide Medical Oversight to Controlled Substances and Medications Program:

a. Contractor's designated physician must oversee ACFD's Controlled Substances program as required for ACFD to maintain a First Responder Advanced Life Support (FRALS) Program.

b. Contractor's designated physician must facilitate the purchase of controlled substances and any other medications requested by ACFD for the performance of its duties in accordance with applicable law and professional standards.

c. Contractor's designated physician must maintain a current and valid license from U.S. Department of Justice Drug Enforcement Administration (DEA).

d. ACFD will notify Contractor in the event of any DEA or other investigation or action with respect to such services.

e. Contractor's designated physician must conduct an annual review of ACFD's Controlled Substance Program and provide written recommendations for improving accountability, security, inventory controls, and regulatory compliance.

f. Contractor's designated physician must immediately notify ACFD of any identified compliance concern that may affect DEA registration or controlled substance management.

g. Contractor's designated physician must cooperate with ACFD during DEA inspections, audits, or investigations related to the Controlled Substance Program.

9. Provide Medical Oversight for the Purchase of Medical Devices:

a. Contractor's designated physician must review proposed medical equipment purchase for clinical appropriateness, compatibility with EMS protocols, patient safety, and regulatory compliance of ACFD's purchase of medical devices by actively participating in ACFD's EMS Medical Equipment Renew Committee.

b. Contractor’s designed physician must propose medical equipment from a clinical perspective and provide recommendations supporting patient care effectiveness, provider safety, and regulatory compliance.

10. Provide Medical Oversight of Infection Control Program/Policy and Consultation:

a. Contractor's designated physician must be and must remain knowledgeable of all policies and procedures pertaining to hazardous exposure and infection control at the Local, State (Cal Occupational Safety and Health Administration [OSHA]) and Federal OSHA levels.

b. Contractor's designated physician must be and must remain willing and able to provide consultations to any member of the ACFD affected by such exposure.

c. Contractor’s designed physician must annually review infection control policies and recommend revisions based upon current federal, State, EMS Agency, CDC, and OSHA guidance.

d. Contractor’s designed physician must provide consultation following significant exposure events when requested by ACFD. The consultation record must state the request time, response time, guidance given, referrals/escalation, and follow-up, while avoiding direct treatment under this Agreement.

11. Participate with medical course instruction, acquiring and maintaining certification in all fields in which Contractor is providing instructions:

a. Contractor's designated physician must provide classroom instruction at least once per month.

b. Contractor's designated physician must assist ACFD in the acquisition of any required certification or status necessary to provide instruction for any selected courses, i.e. American Heart Association Training Center, State Certified EMT and/or Paramedic Training Center, etc.

12. Attend ACFD MS Division meetings:

a. Contractor's designated physician must attend meetings, in-person or online, at a minimum of once per quarter.

(1) In-person meetings are held at Fire Administration (6363 Clark Avenue, Dublin, CA 94568).

(2) Online meetings are held via Microsoft Teams. Meeting information will be provided prior to each meeting.

b. Contractor's designated physician must serve in an advisory capacity for any agenda items concerning matters within the Contractor's scope of work and expertise.

c. Contractor’s designated physician must provide recommendations and follow-up actions resulting from meetings when requested by ACFD.

13. Contractor designated physician must identify recurring protocol deviations, documentation deficiencies, medication errors, equipment issues, or training needs and provide written recommendations for corrective action.

14. Continuity of Services

a. Contractor must provide written notice at least thirty (30) calendar days advance notice of replacing the designated physician whenever practicable, an immediate interim-coverage plan for unplanned absence, and uninterrupted coverage of time-sensitive obligations. Replacement physician must possess qualifications equal to or greater than those specified in this RFP.

b. County reserves the right to approve replacement physician prior to assignment.

15. Contractor must notify the ACFD in writing within one (1) business day of any circumstance that may affect Contactor’s ability to perform the required Services, including but not limited to license suspension, disciplinary action, U.S. Department of Justice Drug Enforcement Administration (DEA) registration issues, or prolonged physician unavailability.

16. The Contractor’s designated physician to provide medical oversight services under this Agreement must not provide, and ACFD must not request that physician provide, any direct patient care or treatment services under this Agreement.

17. Contractor must maintain sufficient records documenting all services performed under this Agreement.

18. Contractor must cooperate with County audits, program reviews, regulatory inspections, and requests for documentation.

19. Contractor must maintain confidentiality of all patient information and comply with HIPAA and all applicable privacy laws.

20. Contractor must notify the County of any suspected security incident or breach within two hours of discovery.

DELIVERABLES / REPORTS

1. Contractor's designated physician must submit timesheets in correlation to ACFD’s payroll periods stating the dates, hours, and scope of work performed.

2. Contractor's designated physician must submit a current Controlled Substance Registration Certificate from the DEA by the applicable annual renewal deadline, based on the designated physician’s license cycle or expiration date.

3. Contractor's designated physician must prepare Quarterly Reports (i.e., intubation and cardiac arrest field reports) for submission to the ALCO EMS Agency.

4. Contractor’s designated physician must submit a Quarterly Quality Improvement, concurrent with required quarterly reporting, that includes:

a. Number of Patients Care Reports reviewed

b. Significant clinical findings

c. Educational recommendations

d. Quality improvement initiatives

e. Corrective actions recommended

f. Status of previously identified issues

g. Recommendations for improving EMS operations

5. Contractor’s designated physician must submit an Annual Medical Oversight Report, within thirty (30) calendar days following the end of each Contract year, summarizing:

a. Medical oversight activities

b. Quality improvement initiatives

c. Controlled Substance Program oversight

d. Infection Control Program activities

e. EMS education support

f. Significant accomplishments

g. Program risks

h. Recommendations for future improvements

6. Contractor’s designated physician must submit written summaries of committee meetings attended on behalf of ACFD when requested by the County, within five (5) business days following the meeting. Meeting summaries must identify:

Issued discussed Decision made Action items Recommendations Follow-up activities

8. Contractor’s designated physician must maintain and provide each educational activity provided and upon request, that includes:

a. Training date

b. Topic presented

c. Attendance records

d. Educational materials

e. Recommendations for future training

9. Contractor’s designated physician must maintain performance metrics demonstrating contract performance, the County may request these metrics at any time during the Contract term, including, at a minimum:

a. Number of clinical chart reviews completed

b. Number of physician consultations provided

c. Number of meetings attended

d. Number of training sessions conducted

e. Number of quality improvement recommendations issued

f. Timelines of required reports

g. Status of corrective action recommendations

10. Contractor must correct a rejected or deficient deliverable within five business days, or sooner when necessary to meet a regulatory deadline, at no additional cost. Acceptance does not waive latent defects or compliance obligations.

BIDDERS CONFERENCE(S)/VENDOR OUTREACH

The Bidders Conference(s) held on the date(s) specified in the Calendar of Events will have online conference capabilities for remote participation. Bidders can opt to participate via a computer with a stable internet connection (the recommended Bandwidth is 512Kbps) at:

RFP 902773 Bidders Conference Meeting ID: 296 526 609 722 519 Passcode: 3YQ7ej2F

Dial in by phone +1 415-915-3950,,263155257# Phone conference ID: 263 155 257#

Join on a video conferencing device Tenant key: alamedacountyca@m.webex.com Video ID: 112 023 114 6

7. Vendor Outreach is usually conducted on Wednesdays at Vendor Outreach Link (Call-in: +1 415-915-3950; Conference ID: 504 517 635#). Dates and locations can be confirmed by checking at: Upcoming Events [https://gsa.acgov.org/do-business-with-us/upcoming-contracting-events/].

Information regarding the RFP will be presented during the conference(s). To get the best experience, the County recommends that Bidders who participate remotely use equipment with audio output such as speakers, headsets, or a telephone.

8. Bidders Conference(s) will be held to:

Provide an opportunity for Small Local Emerging Businesses (SLEBs) and large firms to network and develop subcontracting relationships to participate in the contract(s) that may result from this RFP.

Provide an opportunity for Bidders to request clarification on this RFP and ask specific questions about the project, goods, and services.

Provide the County with an opportunity to receive feedback related to this RFP.

The Bidders Conference(s) Attendees List will be released in a separate document.

Written questions submitted by the stated deadline will be addressed in a posted RFP Questions and Answers (Q&A) following the Bidders Conference(s). Should there be a need to amend or revise the RFP, an Addendum will be issued. Any verbal statements, including at any Bidders Conference(s) are not binding. Only the written documents will be binding.

Questions regarding these specifications, terms, and conditions are to be submitted in writing through the “Question & Answer” tab of this project in the County of Alameda Procurement Portal by 5:00 p.m. on the date specified in the Calendar of Events.

Attendance at the Bidders Conference(s) and Vendor Outreach are highly recommended but are not mandatory. Vendors who attend the Bidders Conference(s) will be added to the Vendor Bid List.

COUNTY PROCEDURES, TERMS, AND CONDITIONS

EVALUATION CRITERIA / SELECTION COMMITTEE

1. Initial Evaluation (Completeness of Response and Debarment and Suspension). All proposals will first be reviewed to determine if they pass the initial Evaluation Criteria (Section A), which are determined on a pass/fail basis.

2. Evaluation by County Selection Committee. All proposals that have passed the initial Evaluation Criteria will be evaluated by a County Selection Committee (CSC). The CSC may be composed of County staff and other parties that may have expertise or experience related to the goods or services that are being procured. The CSC will score the proposals according to the Evaluation Criteria set forth in this RFP. Other than the initial pass/fail Evaluation Criteria, the evaluation of the proposals will be within the sole judgment and discretion of the CSC.

3. Unrealistic Bids. Bidders should bear in mind that any proposal that is unrealistic in terms of the technical or schedule commitments or unrealistically high or low in cost may be deemed reflective of an inherent lack of technical knowledge or indicative of a failure to comprehend the complexity and risk of the County’s requirements as set forth in this RFP.

4. Price Discrepancy. In the case of a discrepancy between the unit price and an extension, the unit price will be used for evaluation purposes.

5. Evaluation Criteria Descriptions. The items listed in the Evaluation Criteria should be considered as minimum requirements. All information contained in a proposal and presented in vendor interviews (if there are interviews) will be considered during the evaluation process and included in scoring within the appropriate Evaluation Criteria.

6. Evaluation Scores. Proposals will be evaluated and scored on the zero to five-point scale within each Evaluation Criteria below. Scores for all Evaluation Criteria (see the section below) will then be added, according to their assigned weight (below), to arrive at a weighted score for each proposal. A proposal with a higher-weighted total will be deemed of higher quality than a proposal with a lesser-weighted total.

7. Shortlist Process. The evaluation process may include a two-stage approach including a preliminary evaluation of the written proposal and preliminary scoring to develop a shortlist of Bidders that will continue to the final stage of optional vendor interview, and reference checks. The preliminary scoring will be based on the total points, excluding any points allocated to references, and optional vendor interview. The five (5) Bidders receiving the highest preliminary scores may advance to the next evaluation phase. All other Bidders will be deemed eliminated from the process. All Bidders will be notified of the shortlist participants; however, the preliminary scores at that time will not be communicated to Bidders.

8. Reference Checks. The County reserves the right to conduct reference check(s) on all Bidders who submitted a bid proposal. The CSC will then score the reference check(s), as identified in the Evaluation Criteria below, which will then be included in the final score.

9. Optional Vendor Interviews. The County may in its sole discretion, conduct vendor interviews. Should the County opt to conduct a vendor interview, the interview may include responding to standard and specific questions from the CSC regarding the Bidders’ proposal. Whether or not a shortlist process is used, the score of any evaluation criterion below may be revised or informed based on the vendor interview.

10. Final Score. The final maximum score for any procurement is 550 points, including the possible 50 points for local and small, local and emerging, or local preference points (maximum 10% of the final score; derived from 5% for local preference and 5% for either Small and Local or Emerging and Local preference). Proposals will be ranked by their final scores.

a. Without Vendor Interview. In procurements where there are no vendor interviews, the score received by the evaluation of the written proposal with the references score added will be the final score.

b. With Vendor Interview. In procurements where there are vendor interviews, the CSC will consider the interview and may adjust the scores received by the evaluation of the written proposal which, with the reference scores added, will be the final score.

11. Contact During Evaluation Process. All contact during the evaluation phase must be through the GSA-Procurement department only. Bidders must neither contact nor lobby CSC during the evaluation process. Attempts by Bidders to contact and/or influence members of the CSC may result in disqualification of Bidders.

12. Determining Award. As a result of this RFP, the County intends to award a contract to the highest-ranked responsible Bidder(s), as determined by the combined weight of the Evaluation Criteria, whose response conforms to the RFP and whose bid presents the greatest value to the County considering all Evaluation Criteria. The combined weight of the Evaluation Criteria is greater in importance than the cost in determining the best value to the County. The County may award a contract of higher qualitative competence over the lowest priced response.

13. The zero to five-point scale range is defined as follows:

14. The Evaluation Criteria and their respective weights are as follows:

Responses to this RFP must be complete. Responses must address all the requirements identified within this RFP and all related documents, including any Addenda. Failure to meet the Bidder Minimum Qualifications may also be considered an incomplete response and may result in the disqualification of the Bidder.

Pass/Fail

Bidders, its principal, and named subcontractors are not identified on the list of Federally debarred, suspended, or other excluded parties located at www.sam.gov/SAM.

Pass/Fail

The points for Cost will be computed by dividing the amount of the lowest responsive and responsible bid received by each Bidder’s total proposed cost.

Cost evaluation points may be adjusted by considering:

1. Reasonableness (i.e., how well does the proposed pricing accurately reflect the Bidder’s effort to meet requirements and objectives?).

2. Realism (i.e., is the proposed cost appropriate to the nature of the products and/or services to be provided? Is the price affordable to the County, including if costs exceed any budget contained in the RFP? ).

15 Points

Proposals will be evaluated considering the RFP specifications and the questions below:

1. How well does the Bidder describe the physician's overall approach to providing comprehensive Medical Oversight services, including how the proposed approach supports ACFD’s clinical operational, regulatory, patient-safety, and quality-improvement objective?

2. How effectively does the Bidder address the required Medical Oversight Services, including:

· EMS Quality Assurance (QA)/Quality Improvement (QI)

· Patient Care Report review

· ALCO EMS Agency reporting

· Public Access Defibrillation

· Controlled Substance and Medications Program

· Infection Control

· Medical Equipment

· EMS education

· Quarterly meetings

· Annual program reviews

· Required reports and deliverables

3. How well does the Bidder describe its methods for:

· Maintaining regulatory and clinical compliance Reviewing clinical documentation

· Identifying protocol or performance deficiencies

· Monitoring clinical trends

· Developing quality improvement recommendations

· Monitoring corrective actions through completion

4. How well does the Bidder demonstrate its ability to timely complete required deliverables, reports, physician consultations, meetings, and committee participations, while maintaining effective communication and responsiveness with ACFD?

5. How well does the Bidder describe its approach to maintaining contract performance, complete and accurate documentation, service continuity, and physician availability, including contingency and succession planning the designated physician?

6. How well does the Bidder demonstrate its approach to using data, performance metrics, clinical trend analysis, and quality improvement activities to improve EMS clinical performance and support continuous regulatory compliance?

30 Points

Proposals will be evaluated, including considering the RFP specifications and the questions below:

1. To what extent does the Bidder and proposed physician relevant experience providing Medical Oversight Services for fire departments, EMS agencies, or public safety organizations, including experience comparable to ACFD’s FRALS/EMS environment?

2. How well does the Bidder demonstrate relevant with Patient Care Report and clinical documentation review, EMS QA/QI programs, performance monitoring, clinical trend analysis, provider feedback, and continuous improvement?

3. How well does the Bidder and proposed physician demonstrate relevant experience with regulatory compliance, including California Title 22, Local EMS Agency requirements, DEA requirements, and OSHA infection control requirements, as well as regulatory inspections, audits, accreditation reviews, or investigations?

4. How relevant is the Bidder and proposed physician experience with Public Access Defibrillation, medical equipment oversight, infection control and occupational exposure consultation, EMS education and instruction, and related physician oversight responsibilities?

5. How well does the Bidder demonstrate relevant experience with Controlled Substances and Medications Programs, continuity of physician oversight, and preparation of required clinical, regulatory, quality-improvement, and contract reports and documentation?

25 Points

Proposals will be evaluated considering the RFP specifications and the questions below:

1. How well does the Bidder demonstrate a clear understanding of ACFD's Medical Oversight needs and the designated physician’s role in supporting the Department’s clinical, operational, regulatory, patient-safety, and quality-improvement objectives?

2. How well does the Bidder demonstrate an understanding of Patient Care Report review, ALCO EMS field documentation, QA/QI responsibilities, clinical trend analysis, and the use of performance information to improve EMS operations and patient care?

3. How well does the Bidder demonstrate knowledge of applicable federal, State, and local EMS requirements, including California Title 22, Alameda County EMS Agency requirements, DEA requirements, and OSHA infection control requirements, and the related reporting and compliance responsibilities?

4. How well does the Bidder demonstrate an understanding of the physician’s role in Public Access Defibrillation, medical equipment oversight, infection control, EMS education, and Controlled Substances and Medications Program oversight?

5. How well does the Bidder demonstrate an understanding of the County’s expectations regarding service continuity, physician availability, communication, required deliverables, contract performance, audits or reviews, identification of emerging risks, and continuous improvement?

15 Points

Should the County opt to conduct a vendor interview, the interview may include responding to standard and specific questions from the CSC regarding the Bidder’s proposal. Whether or not a shortlist process is used, the scores of any evaluation criterion above may be revised or informed based on the vendor interview.

Vendor Interview may be used to revise / inform scores of criteria above

SMALL LOCAL EMERGING BUSINESS PREFERENCE

CONTRACT EVALUATION AND ASSESSMENT

During the initial 120-day period of any contract awarded, the County may review the proposal, the contract, any goods or services provided, and/or meet with the Contractor to identify any issues or potential problems.

The County reserves the right to determine, at its sole discretion, whether:

The Contractor has complied with all terms of this RFP and the contract; and Any problems or potential problems with the proposed goods and/or services were evidenced, which makes it unlikely (even with possible modifications) that such goods and/or services have met or will meet the County requirements.

If, as a result of such determination, the County concludes that it is not satisfied with the Contractor’s performance under any awarded contract and/or Contractor’s goods and services as contracted for therein, the Contractor may be notified that the contract is being terminated. The Contractor must be responsible for returning County facilities to their original state at no charge to the County. The County will have the right to invite the next qualified Bidder(s) to enter into a contract. The County also reserves the right to re-bid this project if it is determined to be in its best interest to do so. The County’s right to go to the next qualified Bidder(s) and/or rebid is not limited by the award of a contract or the 120-day period.

NOTICE OF INTENT TO AWARD

At the conclusion of the RFP response evaluation period, all Bidders will be notified in writing by email or US Postal Service mail of the contract award recommendation, if any, by GSA-Procurement. The document providing this notification is the Notice of Intent to Award/Non-Award.

The Notice of Intent to Award/Non-Award will provide the following information:

The name(s) of the Bidder(s) being recommended for contract award; and The names of all other parties that submitted proposals.

The submitted proposals will be made available upon request no later than five calendar days before approval of the award and contract is scheduled to be considered by the Board of Supervisors.

BID PROTEST / APPEALS PROCESS

The County of Alameda prides itself on the establishment of fair and competitive contracting procedures and the commitment made to follow those procedures. The following is provided in the event that Bidders wish to protest the bid process or appeal the recommendation to award a contract once the Notices of Intent to Award/Non-Award have been issued. Bid protests submitted prior to issuance of the Notices of Intent to Award/Non-Award will not be accepted by the County.

Any bid protest must be submitted in writing by 5:00 p.m. on the SEVENTH (7th) calendar day following the date of issuance of the Notice of Intent to Award/ Non-Award, not the date received by the Bidder. The bid protest must be submitted to the office that has been designated for review of protests for this procurement (the Protest Evaluator). For this procurement, the Protest Evaluator is:

GSA–Office of Acquisition Policy ATTN: Contract Compliance Officer 1401 Lakeside Drive, 10th Floor, Oakland, CA 94612 Email: GSA-BidProtests@acgov.org

A bid protest received after 5:00 p.m. is considered received as of the next calendar day. A protest received after 5:00 p.m. on the SEVENTH (7th) calendar day following the date of issuance of the Notice of Intent to Award/Non-Award will not be considered under any circumstances by the Protest Evaluator or their designee.

Generally, the County will promptly send an email acknowledging receipt of the protest; it is the responsibility of the protestor to confirm that the protest was timely received.

The bid protest must contain a complete statement of the reasons and facts for the protest.

The protest must refer to the specific portions of all documents that form the basis for the protest.

The protest must include the name, address, email address, and telephone number of the person submitting the protest on behalf of the protesting party.

The Contract Specialist will send a notification to Bidders if a protest is received.

The Protest Evaluator, or their designee, will review and evaluate the protest and issue a written decision. The Protest Evaluator may, at its discretion, do any of the following: investigate the protest, obtain additional information, provide an opportunity to settle the protest by mutual agreement, and/or schedule a meeting(s) with the protesting Bidder and others (as appropriate) to discuss the protest. The decision on the bid protest must be final prior to the Board hearing.

A notification of the decision will be communicated by email and/or US Postal Service mail to the protestor. Notification will be provided to Bidders when a decision has been made on the protest and whether or not the recommendation to the Board of Supervisors in the Notice of Intent to Award/ Non-Award will stand.

The decision on the bid protest by the Protest Evaluator may be appealed to the Auditor-Controller's Office of Contract Compliance & Reporting (OCCR) located at 1221 Oak St., Room 249, Oakland, CA 94612, Email: OCCR@acgov.org, unless the OCCR determines that it has a conflict of interest in which case an alternate will be identified to hear the appeal and all steps to be taken by OCCR will be performed by the alternate. The Bidder whose bid is the subject of the protest, all Bidders affected by the Protest Evaluator's decision on the protest, and the protestor have the right to appeal if they feel the Protest Evaluator's decision is incorrect. All appeals to the Auditor-Controller's OCCR must be in writing and submitted within SEVEN (7) calendar days following the issuance of the decision, not the date the decision is received by the Bidder. An appeal received after 5:00 p.m. is considered received as of the next calendar day. An appeal received after 5:00 p.m. on the SEVENTH (7th) calendar day following the date of issuance of the decision by the Protest Evaluator will not be considered under any circumstances by the Auditor-Controller OCCR or their designee.

The appeal must specify the decision being appealed and all the facts and circumstances relied upon in support of the appeal.

In reviewing protest appeals, the OCCR will not re-judge the proposal(s). The appeal to the OCCR must be limited to a review of the procurement process to determine if the contracting department materially erred in following the bid or, if applicable, County contracting policies or other laws and regulations.

The appeal to the OCCR must be limited to the grounds raised in the original protest and the written decision by the Protest Evaluator. As such, a Bidder is prohibited from stating new grounds for a Bid protest in its appeal.

The Auditor’s Office may overturn the results of a bid process for ethical violations by Procurement staff, County Selection Committee members, subject matter experts, or any other County staff managing or participating in the competitive bid process, regardless of timing or the contents of a bid protest.

The finding of the Auditor-Controller’s OCCR is the final step of the appeal process. A copy of the finding of the Auditor-Controller’s OCCR will be furnished to the protestor.

The finding on the appeal must be issued before a recommendation to award the contract is considered and contract awarded by the Board of Supervisors.

The procedures and time limits set forth in this section are mandatory and are each Bidder's sole and exclusive remedy in the event of a bid protest. A Bidder’s failure to timely complete both the bid protest and appeal procedures will be deemed a failure to exhaust administrative remedies. Failure to exhaust administrative remedies, or failure to comply otherwise with these procedures, will constitute a waiver of any right to further pursue the bid protest, including filing a Government Code Claim or legal proceedings.

TERM / TERMINATION / RENEWAL

The contract term, which may be awarded pursuant to this RFP, will be three (3) years.

By mutual agreement, any contract, which may be awarded pursuant to this RFP, may be extended for an additional two (2) years.

The County has and reserves the right to suspend, terminate or abandon the execution of any work, services and/or providing of goods by the Contractor without cause at any time upon giving the Contractor prior written notice. In the event that the County should abandon, terminate or suspend the Contractor’s work, services and/or providing of goods, the Contractor will be entitled to payment for services provided hereunder prior to the effective date of said suspension, termination, or abandonment. The County may terminate the contract at any time for cause without written notice upon a material breach of contract or substandard or unsatisfactory performance by the Contractor. In the event of termination with cause, the County reserves the right to seek any and all damages from the Contractor. In the event of such termination, with or without cause, the County reserves the right to invite the next highest-ranked Bidder to enter into a contract or rebid the project if it is determined to be in its best interest to do so.

QUANTITIES

Quantities listed herein are estimates based on past usage and are not to be construed as a commitment. No minimum or maximum is guaranteed or implied.

PRICING

All pricing as quoted will not increase, but except as noted below, remain fixed and firm for the term of any contract that may be awarded as a result of this RFP.

Unless otherwise stated, Bidder agrees that, in the event of a price decline, the benefit of such a lower price will be extended to the County.

Reasonable price increases or decreases for subsequent contract terms may be negotiated between Contractor and County after completion of the initial term.

Taxes and freight charges:

All prices are to be Freight On Board (F.O.B.) destination. Any freight/delivery charges are to be included in the bid price.

The County is soliciting a total price for this project. The price(s) quoted must be the total cost the County will pay for this project, including all taxes (excluding Sales and Use taxes) and all other charges.

No charge for delivery, drayage, express, parcel post packing, cartage, insurance, license fees, permits, costs of bonds, or for any other purpose, except taxes legally payable by the County, will be paid by the County unless expressly included and itemized in the bid proposal.

Amount paid for the transportation of property to the County of Alameda is exempt from Federal Transportation Tax. An exemption certificate is not required where the shipping papers show the consignee as Alameda County as such papers may be accepted by the carrier as proof of the exempt character of the shipment.

Articles sold to the County of Alameda are exempt from certain Federal excise taxes. If applicable, and upon request, the County will furnish an exemption certificate.

All prices quoted must be in United States dollars.

Price quotes must include any and all payment incentives available to the County.

In the evaluation of cost, if applicable, it will be assumed that the unit price quoted is correct in the case of a discrepancy between the unit price and an extension, and the Bidder must honor the unit price quoted.

Federal and State minimum wage laws apply. The County has no requirements for living wages. The County is not imposing any additional requirements regarding wages.

AWARD

Most Responsive and Responsible Bidder(s)

a. The award will be made to the highest-ranked Bidder(s) who meet the requirements of these specifications, terms, and conditions.

b. Awards may also be made to the subsequent highest ranked Bidder(s) who will be called in order should the County need to contract with another Bidder(s).

c. An award will be recommended for the Bidder(s) that submitted the proposal(s) that best serves the overall interests of the County by attaining the highest overall point score. The award may not necessarily be made to the Bidder(s) with the lowest price.

Small Local Emerging Business (SLEB) Program Small and Emerging Locally Owned Business: The County is vitally interested in promoting the growth of small and emerging local businesses by means of increasing the participation of these businesses in the County’s purchase of goods and services.

As a result of the County’s commitment to advancing the economic opportunities of these businesses, Bidders must meet the County’s Small and Emerging Locally Owned Business requirements in order to be considered for the contract award. These requirements can be found online at:

Alameda County SLEB Program Overview [http://acgov.org/auditor/sleb/overview.htm]; and Alameda County SLEB Program Additional Information [https://gsa.acgov.org/do-business-with-us/vendor-support/small-local-and-emerging-businesses/] For purposes of this procurement, applicable industries include, but are not limited to, the following North American Industry Classification System (NAICS) Code(s): 541690 and 621999.

A small business is defined by the United States Small Business Administration (SBA) as having no more than the number of employees or average annual gross receipts over the last three years required per SBA standards based on the small business's appropriate NAICS code.

An emerging business is defined by the County as…