EMS_Air_Medical_Program_(Addendum_#1_Revision).pdf

REQUEST FOR PROPOSAL

PD 24-25.109

EMS AIR MEDICAL PROGRAM

Escambia County

213 Palafox Place

Pensacola, FL 32502-5822

RELEASE DATE: June 18, 2025

DEADLINE FOR QUESTIONS: July 2, 2025

RESPONSE DEADLINE: July 11, 2025, 10:30 am

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/escambiacountyfl https://secure.procurenow.com/portal/%7bproject.government.code%7d

Escambia County

REQUEST FOR PROPOSAL

EMS Air Medical Program

1. Introduction

2. Scope of Work

3. Solicitation Terms & Conditions

4. General Terms and Conditions

5. Standard Insurance Requirements and Certificates

6. Endorsements/Additional Insurance to Consider

7. Termination/Adverse Change Endorsement

8. Medical Professional Liability Insurance

9. Aviation Insurance

10. Property insurance

11. Evidence/Certificates of Insurance

12. Evaluation Criteria & Process

13. Vendor Submissions

Request For Proposal #PD 24-25.109 Title: EMS Air Medical Program

1. Introduction

1.1. Summary

The Board of County Commissioners of Escambia County (County) is seeking proposals from interested and qualified firms with the ability to provide air medical services to include critical care medical services in the out-of-hospital setting, within the interfacility setting, and the ability to bring two critical care level providers to the patient side. These services will include 911 scene and hospital to hospital interfacility.

These critical care services should allow for more acute care with expanded medical scope of practice, advanced medical technology, and expedited transport opportunities.

The opportunity for expedited transport should allow for reduced out of hospital time and reduce morbidity and mortality of critically ill or injured patients. These services should include the ability to provide advanced specialized mechanical ventilation, blood product administration, advanced pharmacology, advanced airway management with the ability to perform rapid sequence intubation (RSI).

This Request for Proposal (RFP) is being released to invite interested and qualified firms to prepare and submit proposals in accordance with instructions provided where a successful candidate will be selected and invited to enter into a contractual relationship with Escambia County for the services outlined in this RFP (Agreement).

In this RFP, the terms Proposer, Vendor, Contractor, Respondent, and Provider are used interchangeably unless the context indicates otherwise.

1.2. Background

Escambia County is the westernmost and oldest county in the state of Florida. The population was approximately 325,000 in 2022. The county seat and largest city is Pensacola. Escambia County is included within the Pensacola Metropolitan Statistical Area. The County population has steadily increased as the City of Pensacola and its surrounding communities continue to grow with residential and commercial development. The county is part of the Northwest Florida region of the state.

With snow-white sandy beaches, Pensacola has become a top tourist destination, with approximately 2.5 million visitors in 2023, substantially increasing the seasonal number of people in the County. Escambia County is home to the University of West Florida with over 14,000 students and Pensacola State College with approximately 26,000 students.

There are three major hospitals located in Escambia County:

o Ascension Sacred Heart Hospital has 566 beds and offers 24/7 emergency care with

Level I Trauma Center, a comprehensive stroke center, PCI capable facility, Pediatric Trauma Center, and a Maternity and Women's Health Center.

o Baptist Hospital has 492 beds and is a Level II Trauma Hospital, stroke center and PCI capable facility.

o HCA Florida West hospital has 515 beds and is a comprehensive stroke center and PCI capable facility.

FISCAL YEAR 2023-2024 HIGHLIGHTS FOR EMS

• Responded to over 67,403 calls for service.

• Completed over 43,960 transports.

o Facilitated the transport of 170 patients via air ambulance.

• Facilitated more than 930 CORE appointments, which is a free recovery program for those struggling with opioid use.

• Participated in over 277 special events.

• Added eight new ambulances and three new supervisor SUVs to the fleet.

• Added 14 additional full-time EMS positions.

• Added Tele911 to the capabilities of EMS. This allows for access to a physician on scene for patients who do not require EMS transport to a hospital to help facilitate treatment at home. Tele911 has been used more than 830 times so far during this fiscal year.

• Updated EMS protocols and began rollout and training to provide the most up to date emergency medical care and treatment available to the citizens and visitors of Escambia

County.

1.3. Contact Information

Tammy Straughn

Purchasing Coordinator

221 Palafox Place 2nd Floor

Pensacola, FL 32505

Email: tmbaker1@myescambia.com

Phone: (850) 595-4985

Department:

Purchasing

1.4. Timeline

Release Project Date June 18, 2025 mailto:tmbaker1@myescambia.com tel:(850)595-4985

Pre-Solicitation Meeting (Non-Mandatory) June 25, 2025, 10:30am

Microsoft Teams:

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Meeting ID: 287 734 914 802 9

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Question Submission Deadline July 2, 2025, 1:00pm https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZjY5MDZkMjItMzI3YS00M2QzLWFkMGQtOWQzMjMzNjM5ZTNi%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZjY5MDZkMjItMzI3YS00M2QzLWFkMGQtOWQzMjMzNjM5ZTNi%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZjY5MDZkMjItMzI3YS00M2QzLWFkMGQtOWQzMjMzNjM5ZTNi%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZjY5MDZkMjItMzI3YS00M2QzLWFkMGQtOWQzMjMzNjM5ZTNi%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZjY5MDZkMjItMzI3YS00M2QzLWFkMGQtOWQzMjMzNjM5ZTNi%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZjY5MDZkMjItMzI3YS00M2QzLWFkMGQtOWQzMjMzNjM5ZTNi%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZjY5MDZkMjItMzI3YS00M2QzLWFkMGQtOWQzMjMzNjM5ZTNi%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d

Submission Deadline July 11, 2025, 10:30am

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2. Scope of Work

2.1. Contract Terms

The below represents some, but not all, of the terms, in addition to the Scope of Work, the successful Provider can expect to see in the Agreement:

Term of Agreement

The term of the Agreement will be three (3) years with two (2) two- (1) one year renewal options, which may be exercised with mutual agreement from the parties, for a potential aggregate of five (5) years. The Commencement Date of the Agreement will be the date of the last signature to the Agreement. The Effective Date of the Agreement will be 60 days from the date of the last signature to the Agreement, allowing the successful Provider to make appropriate preparations to take on the responsibilities of the Agreement as outlined in the Scope of Work.

Staffing https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODM4NzY5YTQtYjY1ZC00MzA1LWJjYWYtY2ZhYzhjZjkwZTMy%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODM4NzY5YTQtYjY1ZC00MzA1LWJjYWYtY2ZhYzhjZjkwZTMy%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODM4NzY5YTQtYjY1ZC00MzA1LWJjYWYtY2ZhYzhjZjkwZTMy%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODM4NzY5YTQtYjY1ZC00MzA1LWJjYWYtY2ZhYzhjZjkwZTMy%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODM4NzY5YTQtYjY1ZC00MzA1LWJjYWYtY2ZhYzhjZjkwZTMy%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODM4NzY5YTQtYjY1ZC00MzA1LWJjYWYtY2ZhYzhjZjkwZTMy%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODM4NzY5YTQtYjY1ZC00MzA1LWJjYWYtY2ZhYzhjZjkwZTMy%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d

The County will provide four (4) full-time paramedics and one (1) relief paramedic, one (1) per shift, with one (1) in reserve to cover sick/vacation time, to provide emergency and interfacility air medical services with a monthly in-service rate (ISR) of at least ninety-six percent (96%).

The successful Provider will provide the helicopter pilot, a nurse with specialty in emergency medicine, and critical care. The successful Provider will also have a pool of Paramedics available to cover open shifts in the event the County is unable to provide staffing due to unforeseen circumstances; if the successful provider must provide a paramedic under these circumstances, a deduction from the Monthly Fee may occur if the ISR falls below the County obligation.

Air Medical Location

The successful Provider will have a suitable location for Air Medical Operations within Escambia County or have one operational within the terms of an executed contract at no cost to the County. The County has no proposed location for a base of operations, the requirement will be that it resides within Escambia County, Florida.

Ground Transports

If the helicopter is grounded for any reason, mechanical, weather or otherwise, the paramedic, nurse, and medical equipment may be used by the County Emergency Medical Services (EMS) to perform patient ground transport services as directed by the EMS Chief or designee, with an ambulance provided by EMS.

Medical Direction

Provided by the County as a licensed and certified Physician who will be responsible for medical oversight of the clinical care provided by the air medical crew. This Physician will be an agent of the County either directly employed or by contractual agreement.

In-Service Training

The successful Provider will provide continuing education and training at a level appropriate for advanced providers and critical care on a regular basis. This training should include all flight clinicians and regularly extend to EMS agency personnel, at no cost to the County.

Operational Capabilities

1. Response Time:

a. Timeliness: Demonstrate the ability to achieve specified response times for emergency calls and patient transport, ensuring timely delivery of medical care.

2. Operational Coordination:

a. Communication Systems: Implement effective communication systems for coordinating with dispatch centers, hospitals, and emergency services.

3. Resource Management: Manage resources efficiently, including aircraft availability, medical staff scheduling, and equipment readiness.

4. Radio Communications: Equipment must be capable of conventional UHF for communications with ground Fire and EMS personnel. The County may move to an 800 MHz system in the future.

2.2. Scope of Work

This Scope of Work (SOW) outlines the requirements and deliverables for providing air medical services. The aim is to ensure the effective and efficient delivery of emergency medical transport by air and provide critical care during transit to patients requiring urgent medical attention.

Objectives

• Emergency Response: Provide rapid response to emergency medical situations, ensuring timely transportation of patients from the incident scene or medical facility to an appropriate hospital or care center.

• Critical Care Transport: Deliver specialized medical care and support during air transport for patients with serious or life-threatening conditions.

• Safety and Compliance: Adhere to all regulatory requirements, safety standards, and operational protocols to ensure safe and effective air medical services.

Services Provided o Emergency Medical Air Transport

▪ Rapid Deployment: Dispatch aircraft and medical teams to emergency scenes or hospitals within designated timeframes. The County is responsible for all flight requests from emergency scene calls. The County will not be responsible for interfacility transport requests for flight. The successful Provider will have the ability to respond to emergency scene calls with priority but also facilitate interfacility requests from healthcare entities within the county.

▪ Medical Equipment: Equip aircraft with necessary medical equipment and supplies, including advanced life support systems, monitoring devices, and medications. The successful Provider will supply and maintain all the necessary medical equipment for the air medical team to meet all state and local requirements to operate at the critical care level, to include but not limited to:

cardiac monitoring and defibrillation equipment, mechanical ventilator, IV pump, appropriate and approved patient transport device, medical soft supplies, and blood administration equipment.

▪ Patient Care: Provide comprehensive medical care during flight, including monitoring vital signs, administering treatments, and performing necessary medical procedures.

• Inter-Facility Transfers

▪ Coordination: Work with hospitals and healthcare facilities to arrange safe and efficient transfers of patients between facilities.

▪ Care Continuity: Ensure continuity of care by transferring detailed medical records and coordinating with receiving medical teams.

• Medical Crew

▪ Qualifications: Employ qualified medical professionals, including flight paramedics, flight nurses, and physicians, with specialized training in air medical care.

▪ Training: Provide ongoing training for medical staff to stay current with best practices and technological advancements in air medical services.

Performance Metrics o Response Time: Achieve specified response times for emergency calls and patient transfers.

o Patient Outcomes: Monitor and report patient outcomes to ensure high-quality care and identify areas for improvement.

o Compliance: Adhere to all relevant regulatory standards and guidelines, including those set by aviation authorities and health organizations.

Safety and Compliance o Regulatory Adherence: Comply with FAA regulations, healthcare regulations, and any other relevant local or national standards.

o Safety Protocols: Implement and regularly review safety protocols for both the aircraft and medical procedures, including emergency evacuation and patient handling.

Reporting and Documentation o Incident Reporting: Document and report all incidents, including patient care details, flight information, and any anomalies or issues encountered.

o Performance Reports: Provide regular performance reports to stakeholders, including metrics on response times, patient care, and compliance with safety standards.

Operational Coordination o Communication: Establish effective communication channels between air medical teams, dispatch centers, hospitals, and emergency services. The successful Provider will maintain operational oversight of the program with constant and consistent coordination and communication with the County.

o Scheduling: Coordinate scheduling to optimize resource allocation and ensure availability of aircraft and medical staff.

Termination and Transition o Termination Procedures: Outline procedures for termination of services, including notification periods, transition plans, and transfer of patient care responsibilities.

o Transition Support: Provide support during the transition period to ensure continuity of care and minimize disruption to service delivery.

Deliverables o Operational Procedures Manual: A comprehensive manual detailing all operational procedures, safety protocols, and regulatory compliance measures.

o Performance Reports: Regular reports on service performance, patient outcomes, and compliance with safety and regulatory standards.

o Training Records: Documentation of ongoing training and certification for all medical and flight personnel.

o This Scope of Work is designed to ensure that air medical services are provided in a manner that prioritizes patient safety, effective care, and compliance with all relevant standards and regulations.

2.3. Minimum Qualifications

To be considered for award of this contract, the successful Provider must meet the following minimum qualifications by providing the following:

• FAA Certification o The successful Provider must hold appropriate certifications from the Federal Aviation

Administration (FAA) or equivalent national aviation authority, including Part 135 or Part 91 certifications, as applicable.

• Aircraft Certification o All aircraft used must be certified for medical transport, including meeting all airworthiness and safety standards, as well as being licensed by the Florida Department of Health as an

ALS transport ambulance, and any other applicable license(s).

• CAMTS

o The successful Provider must have accreditation from the Commission on Accreditation of

Medical Transport Systems (CAMTS).

2.4. Evaluation Criteria and Scoring

The County has established specific evaluation criteria to assist the Evaluation Panel in scoring the RFPs. The criteria below will be used to evaluate all RFPs.

Scoring during the evaluation phase will be accomplished by using a “must system.” Under this system, after evaluating all RFPs, each member of the Evaluation Panel must award the maximum potential points designated for each evaluation category to at least one Respondent that best meets the criteria or requirements in the category. Each Evaluation Panel member, however, may also award the maximum potential points to other Respondents that, in the opinion of the Evaluation Panel member, demonstrate comparable quality in the category.

Once each Evaluation Panel member has completed scoring, the Evaluation Panel member’s scores will be converted to rankings (i.e., 1st, 2nd, 3rd, etc.). These rankings among Evaluation Panel members will then be averaged to determine the overall ranking.

The County has established specific evaluation criteria to assist the Evaluation Panel in scoring the RFPs. The criteria below will be used to evaluate all RFPs.

Evaluation Category Available Points

Qualifications & Experience 20

Methodology - Operations 25

Fleet 10

Training 10

Financial Capacity 10

Financial Proposal 25

Total Available Points 100

2.5. Response Format

ADMINISTRATIVE REQUIREMENTS has vital information for this solicitation process and has forms that must be completed for proposals to be deemed responsive. Please make sure you review Escambia County Required Forms and return all required information and forms in a separate tabbed section titled Tab 10 - Administrative Requirements, as instructed below.

Responses to this RFP must include all the information solicited in this RFP and may include additional data that the Respondent deems pertinent to the understanding and evaluating of the RFP. If any requested information is preceded by must, the Respondent must address the information in its response. Although Respondent may submit other information within the page limits or as exhibits/attachments (which evaluators are not required to review), Respondent should address the requested information as outlined in this section. Responses must be organized, and sections tabbed in the following order. The Respondent should not withhold any information from the written response in anticipation of presenting the information orally or in a demonstration, since oral presentations or demonstrations may not be solicited.

Tab Title

1 Table of Contents

2 Cover Letter

3 Executive Summary

4 Qualifications & Experience

5 Methodology - Operations

6 Fleet

7 Training

8 Financial Capacity

9 Financial Proposal

10 Administrative Requirements

Tab 1 – Table of Contents

Respondent should list elements of the RFP, as directed above, and identify any additional materials included in an appendix.

Tab 2 – Cover Letter (Limit – 3 pages)

Respondent must provide a summary including name, address, telephone number, fax number, email address, federal tax ID number, and name and title of contact person. If Respondent is a team, identify the members of the Respondent Team. Provide a description and organization chart of the legal structure of the Respondent Team and the legal nature of the business relationships among Respondent Team members.

If a partnership, Respondent must state the full name, address and other occupation (if any) of each and every partner; whether he or she is full time or part time; whether each partner is a general or limited partner; and the proportionate share of the business owned by each partner. Respondent must provide a copy(ies) of the partnership agreement in an appendix.

If a joint venture or limited liability company, Respondent must state the names of the firms or individuals participating in the joint venture or limited liability company and the principal officers in each firm or names of the members of the limited liability company;

and the proportionate share of the business owned by each joint venture, or the number of shares held by each member of the limited liability company. Include a copy of the joint venture agreement or Limited Liability Company's operating agreement in an appendix.

If a corporation, Respondent must state the full name and title of each of the corporate officers. Also, include a copy of the Articles of Incorporation and Bylaws in an appendix.

If the Respondent is a corporation, by the time a response is due, should the Respondent make the Short List, it must be certified with the Florida Secretary of State and have a corporate status in good standing, and in the case of out-of-state corporation, it must present evidence of authority to do business in Florida.

If the Respondent is wholly owned by another entity, then provide sufficient information including an organization chart of the parent and upstream ownership entities for the County to understand the ultimate ownership and control.

Regardless of the structure of the entity, Respondent must provide sufficient information for the County to understand the ultimate ownership and control of Respondent. This must include information on any parent and upstream ownership entities, any voting rights and specific information on who has decision making authority for Respondent.

Tab 3 – Executive Summary (Limit – 3 pages)

The Executive Summary should highlight the key features of the RFP response, the strengths of the Respondent and explain the rationale for the specifics included in the RFP relative to the County’s objectives. Include the key members of Respondent including individual team members and any additional companies or entities. Resumes may be included in an appendix.

Tab 4 – Qualifications & Experience (Limit – 13 pages, not including the table)

This section is intended to inform the Evaluation Panel of Respondent’s experience and capabilities.

1. Describe the Respondent’s profile to include, but not limited to, the following:

• Date organized to provide air medical services

• Number of employees

• List any awards and special accolades

• Other business lines the organization provides

• Fleet assets

• Corporate organizational chart

2. Respondent must list and provide the information in the table below for all current contracts and contracts within the past seven (7) years. The Respondent must provide a client contact person, telephone number, and e-mail address for each project. If

Respondent is a Team, then Respondent may only use experience where the Team was the contractor. If Respondent was dismissed from any of the listed contracts, Respondent must note such action and provide the reason for the dismissal (this may be provided in the last column). See below for table format.

Contract Location

Dates of Agreement

No. of Completed Patient Flights

In-service percentage

Contact Brief Description (i.e., Provides all Services or Describe Partial Services)

City, State MM/YY

To

MM/YY

XXX/XXX Name

Entity

Title

Phone Number

E-mail Address

Prime, Subcontractor, Partner, Or other Capacity

3. If Respondent is a Team, then Respondent Team must list any work which any Team member failed to complete in the last five (5) years and describe when, where, how, and why of such failure, including listing any officer or partner of Respondent Team who in the last five (5) years failed to complete a contract handled in his/her name and discuss the reasons. If none, Proposer must state so.

4. Respondent must provide a list of all accreditations it currently possesses including type, accrediting agency, expiration date, etc. (may provide as an exhibit if lengthy).

5. Respondent should describe the demographics and health status profile it has provided services in; ideally this information would come from some of the projects above.

6. Respondent must provide information for any litigation it, or its Team members, were a named party arising out of provision of air or ground transport of medical patients during the past five (5) years. The information should include, but not limited to, the following information:

• Title and jurisdiction of the litigation

• Provide a descriptive summary for each case, e.g. nature of deficiency

• Disposition of the litigation

• Amount of damages awarded or settlement amount

7. Respondent should provide at least four (4) references other than the contacts listed in the above table. For each reference, Respondent must provide the business name, contact person, title, and telephone number.

Tab 5 – Methodology – Operations (Limit – 11 pages)

This section is intended to inform the Evaluation Panel of Respondent’s plan to provide services requested in this RFP. Respondent must demonstrate its ability to manage and support the program they propose.

1. Specify where flight operations will be located. Describe the type of structure, crew housing, supplies, aircraft shelter and storage, maintenance and availability of fuel.

2. Will the crew and aircraft be co-located at the same location? If not, what will be the process and timeline to get the crew to the aircraft for a flight request?

3. Describe how Respondent will have a base operational to provide the services in the

Agreement by the Commencement Date (60 days after the last signature of the

Agreement).

4. Describe the process for receiving a request for service and how the aircraft will be dispatched. How will Respondent integrate County Public Safety Communications? Will there be internal communications to dispatch and track the aircraft and crew? If using internal communications, how will the time delay from request to launch be mitigated?

5. If the local aircraft is out of service (OOS) or on another flight, describe the process for getting another aircraft for a flight request. Where will the next closest aircraft be located? In the event of the need for multiple aircraft, how many are locally available and how will that communication be handled for the request?

6. Describe Respondent’s medical direction program requirements including protocols, physician oversight, liability, and communication. Please also describe the required licenses or credentials for physician oversight of the program and any additional training that would be required.

7. Respondent must list the manufacturer/vendor of equipment and procedures, if any, and quantity available to the clinical crew at the time of patient care:

1. Ability to monitor invasive pressure lines

2. Ability to continuously monitor patient temperature

3. Ability to administer warmed IV fluids/blood products

4. Ability to administer blood products

5. Ability to initiate and perform mechanical ventilation (including non-invasive)

6. Ability to administer high flow oxygen (ex. via HFNC)

7. Ability to perform video assisted laryngoscopy

8. Ability to perform emergent thoracotomy

9. Ability to perform emergent escharotomy

10. Ability to perform emergent cricothyrotomy

11. Ability to initiate vasopressor support

12. Ability to perform mechanical CPR

13. Ability to initiate and maintain an IV medication pump

14. Ability to initiate intraosseous access

15. Ability to perform medication assisted intubation (RSI, DSI, etc.)

16. Ability to initiate and maintain cardiac monitoring (including 12-lead)

17. Ability to initiate and maintain transcutaneous pacing

18. Ability to perform synchronized cardioversion and cardiac defibrillation

19. Ability to perform any procedure or monitoring not previously listed

8. Respondent must include written job descriptions and job qualifications for all positions including job titles, responsibilities, required minimum experience, required minimum licensure, minimum certifications, education, and minimum background check criteria (these may be provided in an exhibit).

9. Provide an overview of the formal Safety Management System (SMS) Respondent uses.

If Respondent does not have a formal SMS, please describe the process in place (may be provided in an exhibit).

10. Describe the quality assurance and improvement process used by medical crew and how this process enhances the patient care environment.

11. Describe any other resources available to the Respondent that will be useful in providing the services required in this RFP.

Tab 6 – Fleet

This section is intended to inform the Evaluation Panel of how the Respondent will provide and maintain the fleet required to provide the services required in this RFP.

1. Describe the size of the fleet available for service in Escambia County, FL. Be specific with number of aircraft, type of aircraft, and the availability of appropriate crew to operate the listed aircraft.

2. What does the local maintenance team consist of? How many mechanics? Is there a location to perform maintenance locally? What is the average length of out-of-service

(OOS) time for maintenance for each type of aircraft listed above?

3. How is preventative maintenance handled? Describe the steps taken to prevent OOS time for unscheduled maintenance. When unscheduled maintenance occurs, what is the process to get the asset back in service? What is the average time from a declared OOS to having an Aircraft Maintenance Technician (AMT) present and working on the aircraft?

Describe what that process will look like in Escambia County.

4. When aircraft are OOS for maintenance or other planned and unplanned events, will there be a spare aircraft available in Escambia County? If not, how long would it take to bring one in and return to service?

5. During times when the aircraft is OOS for maintenance with no spare aircraft available, no pilot, or inclement weather prohibits flight operations, describe the process or requirements for the medical crew to be available and complete ground transport requests for service.

Tab 7 – Training

1. Describe the training process required for medical crews, including EMS employees, to maintain competency. If there are additional requirements, programs, or certifications not previously discussed, please describe and explain the process to meet those requirements.

2. Describe the training process required to maintain aviation safety and competency.

This should include all aspects of the flight team: pilots, nurses, paramedics, maintenance, communications, etc.

3. Describe the training that will be made available to Escambia County EMS employees outside of the air medical program. What frequency of training will be conducted?

4. Describe the required continuing education and competency requirements for the physician responsible for medical direction.

Tab 8 – Financial Capability

This section is intended to inform the Evaluation Panel of Respondent’s financial capability for establishing and maintaining helicopter medical transports and maintaining financial stability over the course of the Agreement.

1. Respondent must demonstrate it has the capability to acquire and maintain the proposed fleet, medical equipment and inventory from commencement through the term of the Agreement. Respondent also must show that is has the capability to hire all positions and to maintain payroll for its employees. If Respondent has indicated that it will be subcontracting services, it must demonstrate that it can cover those costs on an ongoing basis.

2. Respondent must provide financial statements including the elements described below. All financial statements must either be audited and certified by a licensed public accountant or if unaudited, then accompanied by a notarized statement from the Chief Financial Officer certifying the accuracy of the financial information contained in such statements.

a. Audited financial statements including a balance sheet, income statement and statement of cash flows, prepared in accordance with generally accepted accounting principles (GAAP), for the most recent three (3) complete fiscal years.

Footnote disclosures and the accountants audit report must accompany the financial statements. If the most recent audited statements are for a period ending more than six months prior to the due date for the RFP response, then supplement your response by submitting unaudited year to date financial statements. If audited statements are not available for Respondent, then so state and submit unaudited statements for the equivalent time periods, accompanied by a notarized statement from Respondent’s Chief Financial Officer certifying the accuracy of the financial information contained in such statements.

b. A signed statement from the Chief Financial Officer stating that there has been no material change in the financial condition of the company after the issuance of the last audited financial statements.

c. If a Respondent Team is responding to this RFP and intends to organize as a partnership, limited liability partnership or joint venture or limited liability company, then the above-referenced financial information of each general partner, joint-venture member, or LLC member respectively, must be submitted.

Individuals required to provide financial information must submit their three most recent personal tax returns and a current statement of net worth.

The County reserves the right to request additional information from Respondent or Respondent Team to determine its financial capability.

3. Provide three financial references

Tab 9 – Financial Proposal

1. Respondent must fill out the Air Medical Services Financial Proposal Form in Exhibit

A. All fees and rates must be in U.S. dollars.

2. Respondent must describe in detail how Respondent determines the Projected

Minimum Air Transport Flights (PMATF) per Month. This should include flight volume from emergency scene calls, interfacility transports, and any other patient transported projected to be completed each month. The PMATF may include the County’s average emergency scene flights per year, estimated to be an average of 156 (13 flights per month). Objective data should be presented to support the above projection. The Evaluation Panel will use the presented data to determine if the PMATF is reasonable.

3. List any limitations Respondent desires to define when the Clinical Crew, Paramedic and Nurse, will be available for Ground Transports when Air Medical Services are not available due to weather, helicopter mechanical failure, or any other reason.

Tab 10 – Administrative Requirements

Escambia County Forms located in the final section of the Proposal starting with the checklist.

3. Solicitation Terms & Conditions

Submission of a proposal in accordance with these Terms and Conditions and the General Terms and

Conditions provided in Section IV below constitutes a binding offer from the respondent. The Terms and

Conditions incorporated herein will become a part of the written agreement between the parties.

Pre-Proposal Inquiries

All inquiries concerning the solicitation, including, but not limited to, the scope of work, specifications, additional requirements, attachments, general or supplemental terms and conditions, must be submitted to the Office of Purchasing via email through the e-procurement portal hosted by

OpenGov, Attention: Aby Raymond, Purchasing Coordinator.

All questions or inquiries must be received no later than the last day for questions stated on the cover page of the solicitation. Any modification to the solicitation documents will be in the form of a written addendum issued by the County not less than five (5) days prior to the date and time of solicitation closing. Addenda will be provided to each respondent via email and will be posted to the Escambia

County website at Escambia County Solicitations

(https://procurement.opengov.com/portal/escambiacountyfl). Such written addenda or modification shall be part of the solicitation documents and shall be binding upon each respondent. Each respondent is required to submit with the proposal a written acknowledgment to confirm receipt of any and all addenda. No respondent may rely upon any verbal modification to or interpretation of the solicitation documents, and no interpretation shall be considered binding unless provided in writing by the Office of

Purchasing as provided in this provision.

Examination of Documents and Site

Before submitting a proposal, the Respondents shall familiarize themselves with the nature and extent of the work and any local conditions that may in any manner affect the work to be done and the equipment, materials, and labor required. Respondent shall also examine all drawings, specifications, addenda, and other relevant documents to be thoroughly informed regarding any and all conditions and requirements that may in any manner affect the work to be performed under the contract.

Preparation of Proposal

The Proposal shall be based upon the completion of the Scope of Work according to the drawings and specifications, together with all addenda thereto. The proposal must be executed by an individual listed as an authorized representative with the records on file with the Florida Division of Corporations website (Sunbiz) with the principal address provided below the signature. The proposal shall include evidence of respondent’s authority and qualification to do business in the State of Florida.

As applicable, a state contractor license # for the State of Florida shall also be included in the proposal, and Respondent shall be licensed in accordance with the requirements of Chapter 489, Florida Statutes.

Recommended Proposal Preparation Guidelines

All respondents shall provide a straightforward and concise description of their ability to meet the proposal requirements. The proposal shall clearly show the technical approach to include work tasks, estimated time phasing and the proposed approach. The County discourages overly lengthy or costly proposals, all proposals shall be submitted in one electronic file.

https://procurement.opengov.com/portal/escambiacountyfl

Integrity of Documents

Respondents shall use the original solicitation documents in the format provided by the Escambia

County Office of Purchasing and enter information only in the spaces where a response is requested.

Submittal of Proposal

A proposal shall be submitted no later than the date and time prescribed in the Request for Proposal and shall be accompanied by all required documents. It is the respondent’s responsibility to ensure that its proposal is delivered at the proper time.

Each submittal shall include all the items listed in the Vendor Submissions section.

Identification of Subconsultants/Changes After the Fact

After submitting a proposal in response to this solicitation, respondents are prohibited from substituting, modifying, or amending the sub-consultants identified in the submittal at any time during the course of the solicitation process up to the final award of contract and including question and answer sessions, presentations or technical clarifications and submittals as may be required by the

Review/Selection Committee. A substitution or addition of sub-consultants or any other material changes to the submittal after the initial response will cause the submittal to be invalid for review and selection purposes.

Withdrawal of Submittals

Any respondent may withdraw its submittal, either personally or by written request, at any time prior to the scheduled time for opening submittals. Requests to alter or withdraw an offer must be submitted in writing to the Purchasing Director. Submittals may not be altered or unilaterally withdrawn by the respondent after the scheduled time for submittal opening. All offers not so withdrawn shall constitute an irrevocable offer and will remain subject to acceptance or rejection by the County for a period of 90 calendar days.

Proposal to Remain Subject to Acceptance

All proposals will remain subject to acceptance or rejection by Escambia County for ninety (90) calendar days after opening Submittals.

Conditional or Incomplete Proposals

Escambia County specifically reserves the right to reject any conditional or incomplete proposal.

Addition/Deletion of Item(s)

The County reserves the right to add or delete any item from this solicitation or resulting contract when deemed to be in the County’s best interest.

Changes to Specification

Specifications are based on the most current literature available. The Office of Purchasing must be notified in writing of any proposed changes to the manufacturer’s specifications, including, but not limited to, materials used, manufacturing process, or construction, that conflict with the specifications https://procurement.opengov.com/portal/escambiacountyfl/projects/175703?section=undefined provided in the solicitation. Proposed changes must be explained in detail along with a copy of the relevant manufacturer’s specifications. Proposed changes to the specifications provided in the solicitation shall not be binding upon the County unless evidenced by a Change Notice issued and signed by the Purchasing Director. Should Respondent fail to comply with this provision, Respondent will be liable for any costs incurred by the County to comply with the specifications provided in the solicitation.

Disqualification of Respondents

Any of the following reasons may be considered as sufficient for the disqualification of a respondent and the rejection of its proposal:

• Submission of more than one proposal for the same work from an individual, firm, or corporation under the same or different name. Evidence that the respondent has a financial interest in the firm of another respondent for the same work.

• Evidence of collusion among respondents. Participants in such collusion will receive no recognition as respondents for any future work of the County until such participant has been reinstated as a qualified respondent.

• Uncompleted work which in the judgment of the County might hinder or prevent the prompt completion of additional work if awarded.

• Failure to pay or satisfactorily settle all bills due for labor and material on contracts in effect at the time of issuing the solicitation or default under a previous contract.

• Listing of the respondent by any Local, State or Federal Government/Agency on its debarred/suspended vendor list.

Investigation of Respondent

The County may make such investigations, as it deems necessary to determine the stability of the respondent to perform the work and that there is no conflict of interest as it relates to the project. The respondent shall furnish to the County any additional information and financial data for this purpose as the County may request.

Negotiations

Should negotiations be required, the contents of the proposal of the successful firm shall become a basis for contractual negotiations.

Evaluation of Proposals and Award of Contract

Escambia County will review all proposals and will provide the recommendation to award to the County

Administrator, and the Board of County Commissioners. The County will award the proposal to the most responsive and responsible firm(s). The County reserves the right to award the proposal to the respondent submitting a responsive proposal with a resulting negotiated agreement which is most advantageous and in the best interest of the County, and to reject any and all proposals or to waive any irregularity or technicality in proposals received. Escambia County shall be the sole judge of the proposal and the resulting negotiated agreement that is in its best interest and its decision shall be final.

Escambia County reserves its right to reject any or all Proposals, including without limitation nonconforming, nonresponsive, unbalanced, or conditional Proposals. The County further reserves the right to reject the Proposal of any Respondent whom it finds after reasonable inquiry and evaluation to not be responsible. In evaluating Respondents, the County may consider the qualifications of

Respondents and may consider the qualifications and experience of Subcontractors, Suppliers, and other individuals or entities proposed for those portions of the Work for which the identity of Subcontractors, Suppliers, and other individuals or entities must be submitted as a part of the Proposal.

Escambia County reserves the right to waive any informalities or reject any and all submissions, in whole or part, to utilize any applicable state contracts in lieu of or in addition to this solicitation, and to accept the proposal that in its judgment will best serve the interest of the County.

Award

Award shall be made on an “all-or-none total” basis.

Contract Term

A. The contract resulting from this solicitation shall commence effective upon execution by both parties and extend for a period of Thirty Six Months (36) . The contract may be renewed for two (2) additional twelve (12) month periods, up to a maximum Sixty (60) months total upon mutual agreement of both parties. If any such renewal results in changes in the terms or conditions, such changes shall be reduced to writing as an amendment to the contract and such addendum shall be executed by both parties and approved by the Board of County Commissioners.

B. Renewal of the contract shall be subject to appropriation of funds by the Board of County

Commissioners.

C. The initiating County department(s) shall issue release (purchase) orders against the term contract on an “as needed” basis.

D. The contract may be canceled by the awarded firm, for good cause, upon ninety (90) days prior written notice.

E. The County retains the right to terminate the contract, with or without good cause, upon (30) days prior written notice.

F. In the event of termination by either party as provided herein, the awarded firm shall be paid for services performed through the date of termination.

Option to Extend the Term of the Contract (Not applicable to Lump Sum Agreements)

After exercising all options to renew, if it is determined that interim performance is necessary to allow for the solicitation and award of new contract, the County may extend this Agreement for up to an additional six (6) months. The County shall provide written notice to the Contractor no later than thirty

(30) days prior to the expiration of the last one (1) year renewal period. The exercise of the option shall be for the period specified and for the prices listed on the bid form. All other terms and conditions of the contract shall apply to the option periods.

Form of Agreement

The Contract form shall be provided by the Office of Purchasing. The successful respondent shall, within

5 days after receipt of the Notice of Award and the contract forms or documents, sign and deliver to the

County Legal Office all required contract documents. Failure to execute the contract within such period shall constitute a default, and the county may award the contract to the next responsive and responsible proposal or re-solicit and charge against the respondent the difference between the amount of the offer and the amount for which a contract is subsequently executed, irrespective of whether the amount due exceeds the amount of the bid surety. The awarded respondent shall also deliver the policies of insurance or insurance certificate as required. All insurance documents shall be approved by Escambia

County Risk Manager before the successful respondent may proceed with the work.

Option to Extend the Term of the Contract (Not Applicable to Lump Sum Agreements)

After exercising all options to renew, if it is determined that interim…