CTR015054_ITB009624_Contract_V1__1_.pdf

STATE OF OHIO

DEPARTMENT OF ADMINISTRATIVE SERVICES

GENERAL SERVICES DIVISION

OFFICE OF PROCUREMENT SERVICES

4200 SURFACE ROAD, COLUMBUS, OH 43228-1395

MANDATORY USE CONTRACT FOR: EMERGENCY MEDICAL AMBULANCE SERVICES AND MOBILE INTENSIVE

CARE UNIT (MOICU)

CONTRACT No.: ITB009624

CONTRACT ID: 9624

EFFECTIVE DATES: 7/1/2023 to 6/30/2026

SUPPLIER: SCIOTO TOWNSHIP

The Department of Administrative Services has accepted bids submitted in response to Invitation to Bid No. SRC0000010066. The evaluation of the bid response(s) has been completed. The bidder(s) listed herein have been determined to be the lowest responsive and responsible bidder(s) and have been awarded a contract for the items(s) listed. The respective bid response, including the Instructions to Bidders and Standard Terms and Conditions, special contract terms & conditions, any bid addenda, specifications, pricing schedules and any attachments incorporated by reference and accepted by DAS become a part of this Requirements Contract.

This Requirements Contract is effective beginning and ending on the dates noted above unless, prior to the expiration date, the Contract is renewed, terminated or cancelled in accordance with the Contract Terms and Conditions.

CONTRACT RENEWAL. This Contract may be renewed after the ending date of the Contract solely at the discretion of the Contracting Agency for a period of one month. Any further renewals will be by mutual agreement between the Contractor and the Contracting Agency for any number of times and for any period of time. The cumulative time of all mutual renewals may not exceed 6/30/2029 unless the Contracting Agency determines that additional renewal is necessary.

This Requirements Contract is available to the Ohio Department of Rehabilitation and Corrections and the Ohio Department of Youth Services, as applicable.

Agencies are eligible to make purchases of the listed supplies and/or services in any amount and at any time as determined by the agency. The State makes no representation or guarantee that agencies will purchase the volume of supplies and/or services as advertised in the Invitation to Bid.

This Requirements Contract and any Amendments thereto are available from the OhioBuys public portal at the following address:

https://supplier-emarketplace.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

Signed: _____________________________________________________________________

Kathleen C. Madden, Director Date

SPECIFICATIONS AND REQUIREMENTS

1.1. SCOPE

1.1.1. The State of Ohio is seeking a contractor to provide Emergency Medical Ambulance Service and Emergency Medical Ambulance Mobile Intensive Care Unit (MoICU) services for the Department of Rehabilitation and Correction and Department of Youth Services within the State of Ohio.

1.2. CONTRACTOR’S RESPONSIBILITIES

1.2.1. Provide competent attendants.

1.2.2. Take precautions necessary to protect persons or property against injury or damage and to be responsible for any such injury or damage as a result of the Contractor’s fault or negligence.

1.2.3. Perform the work without unnecessarily interfering with agency activities.

1.2.4. No attendants are permitted to have any relatives or acquaintances in the institutions or facilities they are servicing, if they do they are to notify the institution or facility management ahead of time.

1.2.5. The successful bidder must have the capability of furnishing additional attendants and ambulances required by the medical staff. Additional trips to be billed at the same rate as indicated in this bid submission.

1.2.6. Contractor agrees to comply with all requirements of the federal Health Insurance Portability and Accountability Act (HIPAA)

1.3. REQUIREMENTS

1.3.1. Service Requirements

1.3.1.1. The Bidder must be licensed to operate a medical transportation service in the State of Ohio as outlined in Ohio Revised Code (ORC) 4766 unless exempted from licensure as set forth in section

4766.09 of the ORC.

1.3.1.2. To provide emergency response services and Emergency Medical Ambulance Services and Mobile Intensive Care Unit (MoICU) twenty-four (24) hours per day, seven (7) days per week for the institutions listed herein. MoICU transports will be scheduled by the parent institution with a minimum of one day advance notice.

1.3.1.3. Ambulances, equipment, and attendants must meet or exceed the minimum National Health Care Standards or equivalent as outlined by the U.S. Department of Transportation. The Contractor must comply with Ohio Revised Code (ORC) Chapters 4765 and 4766.

1.3.1.4. The Contractor’s personnel provided by this agreement are bound to observe the laws, regulations and policies of the State of Ohio and the institutions and facilities listed herein.

1.3.1.5. Entrance into a facility requires each person to have a photo identification card in their possession (i.e.

driver’s license, State of Ohio identification card, etc.). The Contractor must ensure that all providers via this contract have a photo ID card in their possession while providing emergency services.

1.3.1.6. The Contractor must provide the institution(s) they are servicing with copies of Ohio State Board of Pharmacy License and Medication Addendum, along with a copy of their State Board of Emergency Medical, Fire, and Transportation Services, if applicable.

1.3.2. Medical Equipment and Related Supplies –All medical traumas, problems, ailments and conditions are intended to be covered by any ensuing contract. Based on the need of the requesting Agency, Contractor will need to provide emergency response vehicles that are equipped to provide Advance Life Support (ALS) services, Basic Life Support (BLS) services, Mobile Intensive Care Unit (MoICU) services, or Ambulette services.

1.3.2.1. Response time for ALS or BLS response is to be within fifteen (15) minutes after receiving the call from the requesting institution. The Contractor shall provide exception reports to the institution Health Administrator for any response that exceeds the fifteen-minute requirement. Repeated responses in excess of the fifteen-minute requirement may be cause for termination of the contract.

1.3.2.1.1. If the awarded Contractor is unable to respond to the call, the Contractor shall contact the nearest EMS entity, public or private, whoever can respond to the institution without delay. The Contractor will be responsible for all charges pertaining to an EMS run performed by another EMS entity. Any invoices for charges received at the institution from another EMS entity will be forwarded to the Contractor for payment. The institution will pay the Contractor the awarded trip fee regardless of the trip charge billed by another EMS entity.

1.3.2.2. Mobile Intensive Care Unit (MoICU) services.

1.3.2.2.1. Patients requiring this type of transportation may require one or more of the following but not limited to:

1.3.2.2.1.1. Continuous I.V. infusion

1.3.2.2.1.2. Cardiac monitoring

1.3.2.2.1.3. Tracheostomy suctioning

1.3.2.2.1.4. Medical restraints

1.3.2.2.1.5. Ventilator dependent site

1.3.2.2.2. Additional medical needs that require the need for ICU transport, will be determined as necessary.

1.3.2.3. Each emergency response vehicle is to be fully equipped and staffed with the necessary materials and attendants to initiate on-site immediate first aid/or patient emergency care. Response vehicle shall meet or exceed equipment requirements as contained in ORC Chapter 4766-4 for entity required to license. Contractors not required to license with State Board of Emergency Medical, Fire, and Transportation Services shall meet equipment loads, patient care equipment consistent with National Standards for Pre-Hospital Emergency Medical Services. The Contractor will provide professional staff certified and/or licensed by the State of Ohio to respond to requests for emergency/medical services.

The Contractor’s staff must be legally qualified to provide medical evaluation, medical treatment, and medical monitoring during the transportation to designated community hospitals, or other destination as instructed by institution, for all types of emergencies. The Contractor must comply with any and all other State and Federal staffing requirements in effect during the term of the contract.

1.3.2.4. All Ambulette Contractors operating in Ohio are required to be licensed by the OMTB. Ambulette Contractors shall comply with and provide requesting Agency with copies of the OMTB license issued in accordance with Chapter 4766 of the ORC/OAC, within five (5) days of the agency request.

1.3.2.4.1. Ambulette transports will be scheduled by the parent institution with a minimum of one day advance notice. Pick-up and general destination will be given but exact destination will not be given, when transport is scheduled, due to security reasons. The transport vehicle will report to the entrance area for check-in. After inspection, the driver will be directed to the area pick-up of inmate and the correction officer. There will be no more than two (2) inmates transported by wheelchair at any given time. There will be two (2) officers assigned to each inmate. One officer per inmate will accompany in the ambulette and other officers in a chase vehicle. Inmates will be in wheelchairs and cuffed at wrists and legs shackled. A mileage report must be submitted with the run report. If an emergency arises during wheelchair transports, the driver should proceed to the nearest medical facility. No pocketknives, guns, etc., are permitted during transport or at the facility.

1.3.2.5. The Contractor will maintain adequate medical personnel, medical supplies, and medical transportation vehicles to provide emergency medical services for the ensuing contract in accordance with acceptable community standards. During emergencies, the Contractor will make available as many vehicles and personnel as is necessary to provide emergency response services. The Contractor will evaluate, treat, stabilize and/or transport all patients on emergency runs to a pre-designated Hospital unless the respective facility’s medical supervisor and Contractor’s staff agree otherwise, based upon the medically determined needs of the patient and in accordance with acceptable community standards.

1.3.2.6. Record Keeping – Complete records of emergency response trips, dates and medical services rendered must be maintained by the Contractor in accordance with applicable federal and state law.

The EMS run reports will be submitted with all invoices and will be reviewed by the respective institution’s medical staff prior to payment.

1.3.2.6.1. The Contractor must recognize that, pursuant to the Ohio Revised Code, inmate medical records are the property of the respective facility and cannot be released to a third party. No information will be released by the Contractor to the news media without the prior approval of the respective institution.

1.3.2.7. Security – State of Ohio security personnel will be required to accompany and escort each inmate-patient in accordance with institutional and Agency security policies in effect during the term of the contract. Pick-up and general destination will be given but exact destination will not be given, when transport is scheduled, due to security reasons. The transport vehicle will report to the sally port area for check-in. If an emergency arises during transports, the driver should proceed to the nearest medical facility. Security considerations at correctional institution could create abnormal delays. This would be due to fog alert, emergency lockdown or other inclement weather. These delays are rare. They may happen several times per institution per year. In accordance with each agency’s policies, no knives, firearms (including persons with CCW permits), cameras/photo equipment, recording devices, cell phones, tobacco products, computers will be allowed in the agencies’ institution.

1.3.2.8. Expansion – Any contract awarded subsequent to this Bid is based on the institution’s present staffing, equipment, supplies, and other capabilities. The institution and facility will not increase staffing, equipment, supplies or other capabilities in order for the Contractor to provide emergency services.

1.3.2.9. Removal of Institutions: The State shall provide thirty (30) days’ notice of termination for an institution removed from this contract.

1.3.2.10. Addition of Institutions: The State reserves the right to add any additional locations to this contract as needed.

1 - STANDARD TERMS AND CONDITIONS

State of Ohio Standard Terms and Conditions (revised 10/18/22) will apply to this Contract.

2 - CONTRACT SPECIFIC TERMS AND CONDITIONS

2.1 - ORDER OF PRIORITY

The order of priority of the Contract will be the following: 1.) Specifications and Requirements; 2) Contract Specific Terms and Conditions; 3) Standard Terms and Conditions.

2.2 - FIXED PRICE WITH ECONOMIC ADJUSTMENT

The contract prices(s) will remain firm for the first twelve (12) months duration of the contract. Thereafter, the Contractor may submit a request to increase their price(s) to be effective sixty (60) calendar days after acceptance by DAS. No price adjustment will be permitted prior to the effective date of the increase received by the Contractor from its suppliers, or on purchase orders that are already being processed, or on purchase orders that have been filled and are awaiting shipment. If the Contractor receives orders requiring quarterly delivery, the increase will apply to all deliveries made after the effective date of the price increase.

The price increase must be supported by a general price increase in the cost, due to increases in the cost of raw materials, labor, freight, Workers' Compensation and/or Unemployment Insurance, etc. Detailed documentation, to include a comparison list of the contract items and proposed price increases, must be submitted to support the requested increase. Supportive documentation should include, but is not limited to: copies of the old and the current price lists or similar documents which indicate the original base cost of the product to the Contractor and the corresponding increase, and/or copies of correspondence sent by the Contractor's supplier on the supplier's letterhead, which contain the above price information and explains the source of the increase in such areas as raw materials, freight, fuel or labor, etc.

Should there be a decrease in the cost of the finished product due to a general decline in the market or some other factor, the Contractor is responsible to notify DAS immediately. The price decrease adjustment will be incorporated into the contract and will be effective on all purchase orders issued after the effective date of the decrease. If the price decrease is a temporary decrease, such should be noted on the invoice. In the event that the temporary decrease is revoked, the contract pricing will be returned to the pricing in effect prior to the temporary decrease. For quarterly deliveries, any decrease will be applied to deliveries made after the effective date of the decrease. Failure to comply with this provision will be considered as a default and will be subject to the “Suspension/Termination” and the “Contract Remedies” sections of the “Standard Contract Terms and Conditions”.

2.3 - HEALTH INSURANCE PORTABILITY & ACCOUNTABILITY ACT (HIPAA) REQUIREMENTS

As a condition of receiving a contract from the State, the Contractor, and any subcontractor(s), will be required to comply with 42 U.S.C. Sections 1320d through 1320d-8, and to implement regulations at 45 C.F.R. Section 164.502 (e) and 164.504 (e) [relating to privacy] and 164.308 and 164.314 [relating to security] regarding disclosure and safeguarding of protected health information under the Health Insurance Portability and Accountability Act (HIPAA) of 1996, as amended by the American Recovery and Reinvestment Act of 2009. Contractor and any subcontractor(s) will be required to enter into the attached Business Associate Agreement.

https://procure.ohio.gov/static/pdf/About_Procurement/Procurement_Policies/Standard_T_C_10_15_22.pdf

2.4 - Additional Insurance Requirements

The Contractor shall provide the following insurance coverage at its own expense throughout the term of this Contract:

Ambulance Services Professional Liability Insurance: Professional Liability Insurance covering all staff with a minimum limit of $1,000,000 per occurrence and $3,000,000 aggregate. If the Contractor’s policy is written on a “claims made” basis, the Contractor shall provide the State with proof of continuous coverage at the time the policy is renewed. If for any reason the policy expires, or coverage is terminated, the Contractor must purchase and maintain “tail” coverage through the applicable statute of limitations.

3 - INVITATION TO BID INSTRUCTIONS

Instructions, Terms and Conditions for Bidding that apply to the solicitation.

4 - SPECIAL INSTRUCTIONS TO BIDDERS

4.1 - EVALUTION

Bids will be evaluated in accordance with Article I-15 of the “Instructions to Bidders”. In addition, the state will: multiply the unit cost submitted for each service by the estimated usage to arrive at the estimated total for each line, then each estimated total line for a location will be added together to arrive at the estimated total cost for the location.

4.2 - CONTRACT AWARD

The contract will be awarded to the lowest responsive and responsible bidder by location. This will be determined by multiplying the unit cost submitted for each service by the estimated usage to arrive at the estimated total for each line, then each estimated total line for a location will be added together to arrive at the estimated total cost for the location. Failure to bid all items listed below may result in the bidder being deemed not responsive:

- ALS one-way trip from Institution to Local Area Hospital.

- BLS one-way trip from Institution to Local Area Hospital.

- ALS one-way trip from Institution or Local Area Hospital to OSU/FMC (Franklin County).

- BLS one-way trip from Institution or Local Area Hospital to OSU/FMC (Franklin County).

The following items are optional for bidders to bid on and will not be evaluated for the purposes of an award:

- Ambulette Service from designated location to designated location (trip charge) if applicable.

- Ambulette Service from designated location to designated location (price per mile).

4.3 - DESCRIPTIVE LITERATURE

The Bidder may be required to submit descriptive literature of the supplies or services being offered. If requested, the literature will be used in the evaluation process to determine the lowest responsive and responsible bidder. If not provided as part of the bid response, the Bidder must provide said literature within seven (7) calendar days after request/notification by the Office of Procurement Services to do so. Failure of the bidder to furnish descriptive literature either as part of their bid response or within the time specified herein will deem the bidder not responsive.

https://procure.ohio.gov/pdf/OhioBuys_ITB_Instructions_to_Bidders_030921.pdf