Ambulance Service RFP 11152023.docx

Request for Proposal (RFP) for Emergency Medical Service (EMS)

Issue Date: Wednesday, November 15, 2023

Submission Due Date:

Monday, December 18, 2023, by 5:00 p.m.

Seminole County Board of Commissioners 230 Cherry Street Donalsonville, GA 39845

Paula Granger, County Manager 229-524-2878 countymanager@seminolecountyga.com

Table of Contents

The purpose of this document is to establish an exclusive contract for the provision of Advanced Life Support Emergency Medical Service response for 911 emergency calls within Seminole County, Georgia.

1.1 Submittal Costs and Confidentiality

All expenses for preparing and submitting responses are the sole cost of the party submitting the response. The County is not obligated to any party to reimburse such expenses. All submittals upon receipt become the property of the County. Labeling information provided in submittals “proprietary” or “confidential,” or any other designation of restricted use will not protect the information from public view. Subject to the provisions of the Open Records Act, the details of the proposal documents will remain confidential until final award.

1.2 Award Conditions

This request and any proposal submitted in response, regardless of whether the proposal is determined to be the best proposal, is not binding upon the County and does not obligate the County to procure or contract for any services. Neither the County nor any party submitting a response will be bound unless and until a written contract mutually accepted by both parties is negotiated as to its terms and conditions and is signed by the County and a party containing such terms and conditions as are negotiated between those parties. The County reserves the right to waive non-compliance with any requirements of this Request for Proposal and to reject any or all proposals submitted in response. Upon receipt and review of responses, the County will determine the parties and proposal, that in the sole judgment of the County, is in the best interest of the County (if any is so determined), with respect to the evaluation criteria stated herein. The County then intends to conduct negotiations with such parties to determine if a mutually acceptable contract may be reached and while doing so may use ideas expressed in any proposal.

1.3 Evaluation of Submittals and Qualifications

Evaluation of submittals and firms’ qualifications will be conducted by the Seminole County Board of Commissioners and County Manager. The selection will be based solely on the staff’s belief in what is best for the citizens of Seminole County. Proposers understand and accept that by responding to this solicitation they are willingly participating in this process that consists to some degree of subjectivity on the part of the Administrative members in determining the firm(s) capable of providing the best overall solution.

1.4 Communication

All communication regarding this RFP process shall be directed to the County Manager for this project. Any firm attempting to interfere with the selection process such as communication with one or more member(s) of the Seminole County Board of Commissioners or parties affiliated with Board of Commission members to influence their judgement will be permanently disqualified from consideration.

Paula Granger County Manager

(229) 524-2878 countymanager@seminolecountyga.com

1.5 Timeline

Proposals must be received by Monday, December 18, 2023, at 5:00 p.m.

Board of Commissioners (BOC) staff will open bids on Monday, December 19, 2023, at 10:00 a.m.

Bid Award will be tentatively announced at the Seminole County Board of Commissioners’ Regular Monthly Meeting on Tuesday, January 9, 2024 beginning at 6:00 p.m.

Section 2- Scope of Work and Practices

Provide a brief description of the project and list of services and products requested that, while not comprehensive or complete in nature, will provide the Seminole County BOC with proposals that can be easily compared.

It is the intent to ultimately enter into an agreement with the Emergency Medical Service provider that ensures the prescribed services be available on a 24-hour per day basis, seven (7) days per week, and 365 days per year.

2.1 Background and Service Area

Seminole County is approximately 237 square miles with a population of 9,127. Within the boundaries of Seminole County are the cities of Donalsonville and Iron City. The territory consists of both municipal and rural areas. All 911 calls placed in Seminole County are currently answered by the Seminole County 911 Dispatch Center. The Center then dispatches the appropriate agency. The 911 center does not have Emergency Medical Dispatch (EMD) capabilities.

2.2 Call Data for period of November 1, 2022 – October 31, 2023

Transport Destinations

2.3 Emergency Medical Service provider responsibilities

It is expected that any potential Emergency Medical Service (EMS) provider will be duly licensed and meet and/or exceed all professional and/or legal standards of licensing as an Emergency Medical Service provider in the State of Georgia. Emergency Medical Service provider shall be knowledgeable of and familiar with EMS rules, regulations and laws as promulgated by the State of Georgia, Department of Public Health, Office of Emergency Medical Services and Trauma prior to responding to this RFP.

This will be a performance-based contract. Evaluations will be performed monthly for the first six (6) months, then quarterly for the length of the contract. A performance bond must be obtained by the provider prior to the signing of the contract.

A contract will be entered into with the awarded Emergency Medical Service provider for an initial period of one year and may be renewed at the sole discretion of the County for up to four (4) additional one (1) year terms upon written agreement of the parties.

Emergency Medical Service provider will transport, at no charge to Seminole County, any and all County employees, personnel, and inmates, including, but not limited to elected and appointed officials, constitutional officers and staff, volunteer firefighters and public safety personnel who require emergency medical services. This provision shall also include, but not limited to, any and all elected or appointed officials, employees, personnel, prisoners, firefighters, and public safety personnel of any and all municipalities located partly or wholly in Seminole County.

The Emergency Medical Service provider must provide and pay for all administration, insurance, professional expertise, labor, materials, vehicles, and equipment necessary to respond to all emergency calls referred to the Emergency Medical Service provider by the County. It is required that the EMS Provider have a physical base of operations located within the boundaries of Seminole County on a 24-hour, 7 day a week, 365 days a year basis.

Each ambulance placed in service for coverage will have at least one paramedic level provider and one other provider, licensed to respond to 911 calls as allowed by the Rules of the Department of Public Health, Chapter 511-9-2.

The Emergency Medical Service provider will meet or exceed executing a twelve (12) minute response time for 85-90 percent of all 911 responses in Seminole County. A chute time of 120 seconds or less enroute time for a unit from the time a 911 call is dispatched, and 40 minute or less turnaround time from receiving facility to being back in the county.

This also includes sending an ambulance to all structure fires, requests during a disaster or when severe inclement weather conditions exist.

The Emergency Medical Service provider will participate in, and are subject to, any Mutual Aid agreements as directed by the BOC.

The Emergency Medical Service provider will also provide communication devices for all EMS vehicles and personnel that are compatible with the Seminole County P25 700 or 800 Mghtz radio system.

2.4 Insurance Provisions

The Emergency Medical Service provider shall maintain, at its expense, professional liability and commercial general liability insurance in an amount equal to at least $1,000,000 for each claim and at least $2,000,000 in aggregate; workers’ compensation insurance, with limits of not less than the statutory required limits for workers’ compensation in the state of operation; auto liability insurance in an amount not less than one million ($1,000,000) per accident for bodily injury and/or property damage, and professional liability insurance in an amount not less than one million dollars (1,000,000) for each claim, which may be provided through its customary self-insured retention fund. Such insurance shall name Seminole County as an Additional Insured and shall not be cancelable except upon thirty (30) days prior written notice to the County.

No vehicle will be operated by the Emergency Medical Service provider or any of its employees, agents, or representatives unless there is insurance coverage in effect as provided herein.

Emergency Medical Service provider will provide evidence of all coverage to Seminole County in the form of Certificates of Insurance, including in excess coverage.

2.5 Required Meetings

The Emergency Medical Service provider shall provide representatives to meet with BOC officials, as may be requested, for the purpose of reviewing system issues and Emergency Medical Service performance. The BOC agrees to give reasonable notice of such meetings.

Furthermore, the Emergency Medical Service provider shall attend all required meetings held by EMS organizations or regulatory agencies.

2.6 Required Reports

The following reports shall be provided to the BOC on a monthly, quarterly, or annual basis, as will be determined:

Bio spatial Data:

· Response time compliance.

· Total responses.

· Total patient refusals.

· Distribution of responses by time of day and day of week.

· Summary of patient complaints (situation found).

· Breakdown of all calls by category to include ALS, emergency transfers and air ambulance services.

· Copies of any motor vehicle investigations involving an EMS vehicle owned by the Emergency Medical Service provider while on a 911 call originating in Seminole County.

· Mutual aid into or out of Seminole County.

· Total fuel used monthly.

Operational Data:

· Financial statements regarding operations in Seminole County.

· Training of personnel in the use of an E-PCR system, as well as any other training related to EMS licensure.

2.7 Staffing Requirements and Employment Practices

Sufficient staffing levels of qualified Ambulance Services shall be maintained to ensure response times and required paramedic levels are met. The Emergency Medical Service provider shall provide adequate supervision of all personnel and operations at all times.

At least two (2) ambulance crews must be staffed for use in Seminole County. Each ambulance will be staffed to the Advanced Life Support level with a minimum of one person with a Paramedic license and one other provider, licensed to respond to 911 calls as allowed by the Rules of the Department of Public Health, Chapter 511-9-2.

Emergency Medical Service provider should secure contracts with the local hospital and nursing homes for Non-Emergency Transports (NET) so as to limit 911 ambulance usage to true emergency transports only from these facilities. This would increase the availability of 911 coverage in Seminole County.

Each station will house at least one Advanced Life Support ambulance. The stations are located at: Seminole County EMS Center, located at 314 E 2nd Street, Donalsonville, GA and Seminole County Lakeside Annex, located at 7813 Hwy 39, Donalsonville, GA 39845.

Shift change shall occur at each respective station. Every effort should be made to keep coverage in the station area whenever possible.

In the event of emergency transports from Seminole County by Ambulance Provider, one (1) ambulance must be physically located in Seminole for emergency calls, unless approved by the County Manager.

In the event all crews are engaged on E-911 calls, a quick response vehicle shall be available and staffed with Manager/Supervisor or other personnel qualified to respond to E-911 calls on a five days per week / eight hours per day basis. The hours of operation shall be 8:00 AM to 4:00 PM.

The Emergency Medical Service provider shall participate with the BOC in a PSA campaign to inform residents of the new service in the lead up to the deployment of service.

2.8 Ambulance Fees and Guidance for Rate increases

The Emergency Medical Service provider shall be entitled to charge patients for the services rendered according to the patient fee schedules included and proposed by the Emergency Medical Service provider as part of this procurement process. The proposed rate schedule shall be in effect for the initial 12 months of operations and shall not be increased during this timeframe. The Emergency Medical Service provider may not deviate from or alter the established fee schedule without prior written authorization by the BOC. All emergency transport rates shall be based on the patient condition, or the services rendered.

The Emergency Medical Service provider shall provide as part of their proposal a comprehensive rate schedule for all services, materials, medications, and other actions or items that may be billed to a patient during their treatment and transport. The contents and description of the ‘Proposed Rate Schedule” shall include, but not be limited to the following:

· Whether a “bundled or unbundled” rate structure is being proposed.

· Single base-rate charge and what items are included and excluded from the base charge.

· If “unbundled”, a complete schedule of charges for medical supplies, equipment, procedures, or other services that may be charged to the patient.

· Mileage rates.

The Emergency Medical Service provider shall conduct all billing and collection functions for the EMS system. The Emergency Medical Service provider may engage, at its sole expense, a third-party agent to provide EMS billing and collection services. The third-party service is required to comply with all rules imposed by the BOC on the Ambulance Service.

Section -3 Proposal Format

Introduction

The Emergency Medical Service provider shall provide a brief understanding of the County’s needs and the Emergency Medical Service provider’s capability to perform the services described in this RFP. The Emergency Medical Service provider shall also provide a summary of their proposal, focusing on the highlights of their plan.

Respondents shall organize their submissions in such a way as to follow the general evaluation criteria as listed below:

3.1 Company Information

Provide all vital and accurate information relating to corporate information as registered with the State of Georgia and the federal government. Such information shall include at a minimum, but not limited to:

· Company history- Years in business, nature of business, locations of business, location of headquarters, number of employees, nature of business plan (in relation to continued growth).

· Name of company as it appears on the Ambulance License

· Authorization to conduct business in Georgia (Ambulance License)

· Corporate Address/Mailing address

· FEIN and Corporate Identification

· Contact person for the company

· Name and Title of person authorized to sign legal documents on behalf of the company.

3.2 Operational Documents

Provide copies of the following documents:

· A signed statement authorizing submission of the proposal.

· A signed statement from the Chief Executive Officer (CEO) of the Emergency Medical Service provider stating the Emergency Medical Service provider can begin operations at a date to be determined, but, prior to May 1, 2024.

· Insurance coverage.

· Ambulance Service’s proposed Policies and Procedures, ambulance equipment/inventory list, and proposed organizational structure and staffing levels.

· Ambulance Service’s operating medical protocols.

· Ambulance Service’s Medical Director.

· Ambulance Service’s Infection Control Policy.

· Letter(s) of reference where the Emergency Medical provider provides E-911 service.

3.3 Rate Structure

Provide a comprehensive rate schedule for all services, materials, medications and other actions or items that may be billed to a patient during their treatment and transport. (See Section 2, 2.8 for details)

Additional Considerations:

1. Seminole County shall provide suitable quarters for the Emergency Medical Services provider to house its personnel and equipment during the term of the contract at no cost. The Emergency Medical Service provider shall be responsible for its own utilities expense and other expenses incurred, including cleaning and routine interior maintenance. The Emergency Medical Services provider shall be permitted to erect a sign which meets all local regulations regarding size and placement at the stations signifying that location as an EMS Station. Any changes to the stations or location of the stations must be agreed upon and approved, in writing, by both parties.

2. Seminole County shall provide all search, rescue, and extrication at no cost to Service provider.

3. Emergency Medical Service provider will provide First Responder training to the emergency responders in Seminole County at no cost.

4. Any chargeable item used by the Seminole County First Responders on a call, while assisting the Emergency Medical Services provider, will be replaced by the EMS Service.

5. Seminole County employees who are injured on the job and transported by the Emergency Medical Services provider, shall provide complete billing information for Workers Compensation Insurance and the EMS provider shall bill the WC Insurance Provider.

6. The selected provider will purchase all fuel from the Seminole County Fuel System.

7. An automatic increase of 3% or the Consumer Price Index (CPI) rate, whichever is less, annually for the duration of the contract.

8. A reduction of 1% of monthly bill will be withheld if performance metric is not met after a review between the EMS provider and the County Manager.

Proposal for Ambulance Services for the Seminole County Board of Commissioners will be received at the County Commissioners office at 230 Cherry Street, Donalsonville, GA 39845 until 5:00 p.m. Monday, December 18, 2023.

Any EMS provider bidding on this proposal is allowed to present their proposal to the Seminole County Board of Commissioners on January 9, 2024 if the request is made to the County Manager in writing at the time their proposal is submitted.

The Seminole County Board of Commissioners reserves the right to reject any proposals, waive any informalities, or award the contract in the best interest of Seminole County, Georgia.

[2]