Clay County EMS RFP.docx

Request for Proposal (RFP) Ambulance Services for Clay County, Georgia

Issue Date:

April 02, 2025

Submission Due Date:

May 02, 2025

Clay County Board of Commissioners 147 Wilson St.

Ft. Gaines Ga. 39851

Ronnie Dollar, County Manager 229-308-0113 ronnie.dollar@claycountyga.net

Table of Contents

Appendix I Response Data for Clay County

Section 1 Introduction

The purpose of this document is to establish an exclusive contract for the provision of Advanced Life Support/Basic Life Support ambulance response for 911 emergency calls within Clay 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 is not an offer to contract or a solicitation of bids. 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 party(s) 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 party(s) 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 board of commissioners and various project stakeholders. Based upon the predetermined rating criteria contained in the RFP, ratings will be assigned to the deliverables of each statement of qualifications and proposal submitted. Proposers understand and accept that by responding to this solicitation they are willingly participating in a process that consists to some degree of subjectivity on the part of the commissioners and project stakeholders 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 members of the commissioners or parties affiliated with the board of commissioners to influence their judgement will be permanently disqualified from consideration.

Ronnie Dollar County Manager

(229) 308-0113 ronnie.dollar@claycountyga.net

1.5 Timeline

Proposals must be received by Friday, May 02, 2025, at 10:00a.m., at which time they will be opened. Any RFP received after the above stated date and time will not be accepted for consideration and review.

Section 2- Scope of Work and Practices

Provides a brief description of the project and list of services and products requested that, while not comprehensive or complete in nature, will provide the Clay County Board of Commissioners (BOC) with proposals that can be easily compared.

It is the intent to ultimately enter into an agreement with the Ambulance Service that ensures the prescribed services are available on a 24-hour a day basis, seven (7) days per week.

2.1 Background and Service Area

Clay County is approximately 200 square miles with a population of 3,000. Within the boundaries of Clay County are the cities of Bluffton and Ft. Gaines. The territory consists of both municipal and rural areas. All 911 calls placed in Clay County are currently answered by the Clay 911 Dispatch Center. The Center then dispatches the appropriate agency. The 911 dispatchers are certified Emergency Medical Dispatchers.

2.2 Call Data for period of October 01, 2023 – September 30, 2024

2.3 Ambulance service responsibilities

It is expected that any potential Ambulance Service 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. Ambulance 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 annually for the length of the contract.

A contract will be entered into with the awarded Ambulance service 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.

The Ambulance Service 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 Ambulance Service by the County. The EMS Provider must have a physical base of operations located within the boundaries of Clay County on a 24-hour, 7 day per week basis.

Each ambulance put 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 Ambulance service will meet or exceed executing an eleven (11) minute or less average response time for all 911 responses in Clay County. 90 second enroute time for a unit from the time 911 call comes in, and 30 minute or less turnaround time from receiving facility.

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

The Ambulance Service will participate in Mutual Aid agreements as directed by the BOC.

2.4 Insurance Provisions

The Ambulance 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 customary amounts, and professional liability insurance in customary amounts. Such insurance shall name Clay County as an Additional Insured and shall not be cancelable except upon thirty (30) days prior written notice to the County.

2.5 Required Meetings

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

Furthermore, the Ambulance service shall attend all required meetings held by EMS organizations or regulatory agencies.

2.6 Required Reports

The following report shall be provided to the BOC on a monthly basis:

· Number of 911 calls.

· Number of 911 transports.

· Number of non-emergency transports.

· Transport destination for all calls.

· Number of mutual aid response runs.

· Number of mutual aid request into the county.

· Citizen and/or patient complaints.

· Participation in community activities.

· Training provided for EMS personnel.

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 Ambulance Service shall also always provide adequate supervision of all personnel and operations.

At least three (3) ambulance crews will always be available for use in Clay County 24 hours a day, 7 days a week. Each crew must include personnel necessary to staff an Advanced Life Support ambulance with a minimum of one person with a Paramedic license and one with an Emergency Medical Technician license.

The Ambulance Service shall participate with the BOC in a Public Service Announcement campaign to inform residents of the new service in the lead up to the beginning of service.

2.8 Ambulance Fees and Guidance for Rate increases

The Ambulance Service shall be entitled to charge patients for the services rendered according to the patient fee schedules included and proposed by the Ambulance Service 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 Ambulance Service may not deviate from or alter the established fee schedule without prior written authorization by the BOC. All emergency transport rates shall be compliant with the Centers for Medicare/Medicaid Services (CMS) guidelines.

The Ambulance Service 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:

· BLS non-emergency rates.

· BLS emergency rates.

· ALS Level 1 rates.

· ALS Level 2 rates.

· Specialty Care Transport rates.

· Mileage rates.

The Ambulance Service shall conduct all billing and collection functions for the EMS system. The Ambulance Service 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 -Proposal Format

Introduction

The Ambulance Service shall provide a brief understanding of the County’s needs and the Ambulance Service’s capability to perform the services described in this RFP. The Ambulance Service 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 information).

· Corporate Address/Mailing address.

· FEIN and Corporate Identification.

· Contact person for company, and,

· 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.

· 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 Infection Control Policy.

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. Clay County shall provide suitable quarters to Ambulance Services provider to house its personnel and equipment during the term hereof at no rental cost to provider. Ambulance Services provider shall be responsible for its own utilities expense and other expenses incurred including cleaning and routine interior maintenance. Services provider shall be permitted to erect a sign, which meets all local legislation regarding size and placement, at the ambulance quarters signifying that location as an EMS Station. Such quarters shall not be changed or altered except upon 180 days written notice to Services provider.

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

3. Clay County employees and volunteers who are injured on the job and transported by Service provider, shall provide complete billing information for Workers Compensation Insurance and Service provider shall bill the WC Insurance Provider.

4. Current EMS employee salaries should, at minimum, be maintained at the current rate the current provider is paying.

Proposals for Ambulance Services for the Clay County Board of Commissioners will be received at the County Commissioners office at 147 Wilson St. Ft. Gaines GA 39851.

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

Appendix I

Response Data for Clay County

Total 911 transport number: 377

Total Non-Emergency Transports: 0

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