Proposer Checklist.pdf

This is a Proposer RFP Checklist document prepared by the City of Santa Monica for the Fire Department Medical Director contract opportunity. The checklist outlines critical preparation steps for proposers responding to the RFP, which seeks a qualified physician to serve as Provider Agency Medical Director for the Santa Monica Fire Department. The contract carries an initial three-year term with potential one-year renewals and encompasses comprehensive medical oversight for the department's Emergency Medical Services programs, including medical direction for approximately 18,000 annual emergency calls (12,000 of which are medical-related). Proposers must attend the pre-proposal conference if offered, submit questions by the specified deadline, acknowledge all issued addenda, and submit complete proposals by October 16, 2025. The RFP documents and addenda are available through the City's ProcureNow online vendor portal.

Proposers must meet Los Angeles County EMS Agency requirements, including board certification in Emergency Medicine, and must provide a cover letter, resume/CV, experience documentation in EMS medical direction, proposed approach to the scope of work, and professional references. The evaluation process will assess technical competence, references, and cost on a 100-point scale, potentially including panel interviews. Proposers must maintain appropriate insurance coverage, including Commercial General Liability ($1,000,000 per occurrence), Automobile Liability ($1,000,000 per accident), Workers' Compensation, and Professional Liability insurance ($1,000,000 per occurrence), with insurers authorized to conduct business in California and holding an A.M. Best rating of at least A:VII. The Professional Services Agreement template provides flexibility in contract terms with potential for termination with or without cause. No specific set-aside designations or entity restrictions are noted, and pricing terms are structured as a not-to-exceed amount to be established in the final agreement.