Request for Proposal (RFP)__Randolph County G.pdf

RFP Randolph County Emergency Ambulance Service 2025-

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Request for Proposal (RFP) for Ambulance

Services for Randolph County Board of

Commissioners (BOC), Randolph County, GA

Randolph County Board of Commissioners 51 Court Street

Cuthbert, GA 39840

229-732-6440

Request for Proposal (RFP) Issue Date

Friday May 23, 2025

RFP Deadline Submission Due Date:

Tuesday June 24, by 2:00p.m.

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TABLE OF CONTENTS

Section 1 General Terms and Conditions

1.1 Submittal Costs and Confidentiality

1.2 Award Conditions

1.3 Evaluation of Submittals and Qualifications

1.4 Communication

1.5 Timeline

1.6 Additional Information

1.7 Conflicts of Interest

1.8 Processing time for payments

1.9 Alternative Proposals

1.10 Taxes

1.11 Acceptance

1.12 Award

1.13 Proof of Financial and Business Capability

1.14 Contractor Default

1.15 Restrictive or Ambiguous Specifications

1.16 Proposal Originals and Copies

1.17 Right to Waive

1.18 Subcontracting

1.19 Declarative Statements

1.20 Proposal Objectives

1.21 Georgia Securities and Immigration Compliance Act

1.22 Omission of Information

1.23 Pricing

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Section 2 Scope of Work and Practices

2.1 Background and Service Area

2.2 Call Data for period of Calendar Year 2024 (

2.3 Ambulance service responsibilities

2.4 Scope of Work

2.5 Response Time Requirements

2.6 Insurance Provisions

2.7 Required Meetings

2.8 Required Reports

2.9 Staffing Requirements and Employment Practices

2.10 Ambulance Fees and Guidance for Rate increases

Section 3 BUSINESS PROFILE

3.1 introduction

3.2 Company Information

3.3 Operational Documents

3.4 Required Subsidy

3.5 Additional County Support

3.6 Ambulance Service Contract Performance Bond

Section 4 OBLIGATIONS, RIGHTS & REMEDIES

4.1 Contract Terms

4.2 Incorporation

4.3 Alterations or Amendments

4.4 Warranty

4.5 Remedies

4.6 Severability

4.7 Governing Law

4.8 Default

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4.9 Compliance with all Laws

4.10 Indemnification and Hold Harmless

4.11 Right to Inspect

4.12 Nondiscrimination and Non-Conflict Statement

4.13 Covenants

4.14 Books and Records

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SECTION 1 GENERAL TERM AND CONDITIONS

The purpose of this document is to establish an exclusive contract for the provision of

Advanced Life Support response for 911 emergency calls within Randolph County, Georgia.

1.1 SUBMITTAL COSTS & 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 the 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.

For all purchases over $5,000.00, given that the quality, service, price, and any other factors are substantially equal, then the local Randolph County vendor may be given the opportunity to match the lowest cost proposal, if the quotation or bid is within 5%of the lowest price proposal.

1.3 Evaluation OF SUBMITTALS AND QUALIFICATIONS

Evaluation of submittals and firms' qualifications will be conducted by a committee consisting of various project stakeholders. Based upon the predetermined rating criteria contained in the

RFP, the committee will assign a composite rating 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 contains a degree of subjectivity on the part of selection committee members in determining the firm(s) capable of providing the best overall solution.

1.4 COMMUNICATION

All communications related to the RFP should be communicated through the County Manager with the subject title "Ambulance RFP". Telephone inquiries will not be accepted. Any firm attempting to interfere with the selection process such as communication with one or

[6] more Board members or parties affiliated with Board members to influence their judgement will be permanently disqualified from consideration. Please note that no changes or exceptions can be made to this RFP document.

1.5 RFP TIMELINE

• RFP will be released and publicly announced on May 23, 2025

• Sealed Proposals must be received in the Board of Commissioner’s office by 2:00pm, Tuesday June 24, 2025.

• The Public Opening for this RFP will begin at 11am on Wednesday June 25, 2025. The bid opening will take place at Randolph County’s Welcome Center located at 51 Court St, Cuthbert, GA 39840.

• Board of Commission (BOC) Public Meeting: Tuesday July 8, 2025. Any proposal that meets all requirements and merits a recommendation to the BOC will not be approved and/or awarded until the County’s legislative body votes to accept and approve such proposal.

• If an award is made to a new vendor, competing vendors have 10 calendar days from an award date to appeal the decision in writing..

1.6 ADDITIONAL INFORMATION

Contractors should carefully examine the entire RFP and all related reference materials and data referenced in this RFP. The contractor will be presumed to be familiar with all specifications and requirements of this RFP. The failure or omission to examine any form, instrument or document will in no way relieve contractors of any obligation with respect to this proposal. Additional information or corrections will be posted to the Randolph County website.

1.7 CONFLICTS OF INTEREST

Contractors, public and elected officials must disclose any potential conflicts of interest, relationships or communications with any other contractor, clients, contracts, affiliates, or related interests or associations related to this RFP.

1.8 PROCESSING TIME FOR PAYMENT.

Randolph County’s vendors shall agree to a minimum of thirty {30) days (Net 30) requirement to process invoices for payment.

1.9 ALTERNATIVE PROPOSALS

The County will not accept alternate or incomplete proposals to those being solicited in this RFP.

1.10 TAXES.

The County's purchases are not subject to taxation. Tax exemption certificates will be provided upon request.

1.11 ACCEPTANCE.

Contractors shall hold their price firm and be subject to acceptance by the County for a minimum period of one hundred and twenty (120) working days from the date of the proposal opening.

1.12 AWARD.

While the County is entertaining contracts for these services, it will not be bound to award a contract.

The Award will be made to the contractor offering the most advantageous proposal. The criteria are not listed in any order of preference.

The County will contact and evaluate the contractor's and subcontractor's references; contact any contractor to clarify any response; contact any current users of a contractor's services; solicit information from any available source concerning any aspect of a proposal; and seek and review any other information deemed pertinent to the evaluation process.

The County will not be obligated to accept the lowest priced proposal but will make an award in the best interests of the County after all factors have been evaluated.

The County will be the sole judge of the successful offers hereunder. The County reserves the right to award a contract to other than the contractor submitting the lowest total price and to negotiate with any or all contractors. Contractors are advised that it is possible that an award may be made without discussion or any contact concerning the proposals received.

Accordingly, proposals should contain the most favorable terms from a price and technical standpoint, which the contractor can submit to the County. DO NOT ASSUME that you will be contacted or afforded an opportunity to clarify, discuss, or revise your proposal.

Contractors who do not meet the requirements of this proposal will not be considered nor shall any that are not competitive, unrealistic, “low balls”, lacking in profitability or operational feasibility or which do not have the necessary assets or organizational structure to immediately provide the professional services hereunto.

The award will be by means of a written agreement with the successful contractor. A Notification of Intent to Award may be sent to any contractor selected. Negotiations will be confidential and not subject to disclosure to competing contractors unless an agreement is reached.

1.13 PROOF OF FINANCIAL AND BUSINESS CAPABILITY

Contractors must supply the most recent audited and certified financial statement of the corporation, as satisfactory evidence of their ability to furnish products or services in accordance with the terms and conditions of these specifications. The County will make the final determination as to the contractor's ability.

1.14 CONTRACTOR DEFAULT

The County reserves the right, in case of contractor default, to procure the services from other sources and hold the defaulting contractor responsible for any excess costs occasioned thereby.

In the event of Default, the contractor shall assist the County in exercising and “calling the bond” or requesting full compensation of all Performance Bonds and disbursement to the

County within 60 days.

1.15 RESTRICTIVE OR AMBIGUOUS SPECIFICATIONS

It is the responsibility of the prospective contractor to review the entire RFP packet and to notify the Randolph County Administrator if the specifications are formulated in a manner that would unnecessarily restrict competition. Any such protest or question regarding the specifications or proposal procedures must be received in the Randolph County Manager’s Office within thirty

(30) business days of the issue date of this RFP. These requirements also apply to specifications that are ambiguous.

1.16 PROPOSAL ORIGINAL AND COPIES.

The County requires that the contractor submit one (1) original and one (1) copy in PDF format on CD or USB flash drive. The package containing the proposal must be sealed and marked with the contractor's name and "Confidential- Ambulances Services - RFP- Ambulance Service

Contract."

A cover letter, which will be considered an integral part of the proposal, must be signed by individual(s) who is (are) authorized to contractually bind the contractor(s). Each signature must indicate the classification or position that the individual holds in the firm. The cover letter must designate a person or persons who may be contacted during the period of evaluation with questions or contract issues. For each listed individual, include the name, title, address, telephone number, fax number and email address.

1.17 RIGHT TO WAIVE

The County reserves the right to waive minor informalities or technicalities when it is in the best interests of the County. If discrepancies between sections or other errors are found in a proposal, the County may reject the proposal; however, the County may, at its sole option, correct any arithmetical errors in price. The County may waive any immaterial deviation or defect in a proposal. The County's waiver of an immaterial deviation or defect will in no way.

modify the RFP documents or excuse the contractor from full compliance with the RFP requirements, if awarded a contract.

1.18 SUBCONTRACTING

The County will award this proposal to one contractor. The successful contractor may not subcontract or assign to another contractor the award or any part thereof without the prior written consent of the Randolph County Board of Commissioners. The contractor shall not assign or sub-contract the contract, its obligations, or rights hereunder to any party, company, partnership, incorporation, or person without the prior written specific consent of the County.

1.19 DECLARATIVE STATEMENTS

Any statement or words (i.e., must, shall, will etc.) are declarative statements and the contractor must comply with the condition. Failure to comply with any such condition may result in the proposal being non-responsive and disqualified.

1.20 PROPOSAL OBECTIVES.

All proposals should be compliant, compelling and complete.

1.21 GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT.

Pursuant to O.C.G.A. 13- 10-91, every public employer and public employer's contractor must register and participate in a federal work authorization program. The appropriate forms must be submitted as part of the proposal. (E-Verify, etc)

1.22 OMISSION OF INFORMATION

Contractors are hereby cautioned that failure to include any information requested may be just cause for rejection of proposal.

1.23 PRICING

It is the desire of the County to pay no subsidy, but i f applicable, the Contractor shall provide a proposed cost, if any, for the initial year, the second year and the third year and the proposed monthly subsidy in responding to this RFP. Vendors who respond to this RFP shall guarantee that all known costs (direct and fixed) for EMS service delivery (Emergency ground, air or sea ambulance) payable by Randolph County’s Board of Commissioners as a subsidy or other expenditure are provided and illustrated in the response to this RFP.

Vendors are also asked to describe if, how and when subsidies from Randolph County are reduced or prorated in the event an ambulance and/or crew is unavailable or out of service due to lack of personnel or equipment.

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 Randolph County BOC with proposals that can be easily compared.

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

2.1 Background and Service Area

Randolph County is approximately 429 square miles with a population of 6,078. Within the boundaries of Randolph County are the cities of Cuthbert and Shellman. The City of

Cuthbert is the County seat. Emergency 911 calls are dispatched in Early County by

Southwest Georgia Regional E-911.

2.2 Call Data for period January 1, 2024 – December 31, 2024 (Calendar year)

a) Total Ground ALS Ambulance Transports: __________

b) Total ALS Air Ambulance Transports: __________

c) Total Number of ALS EMS Transports: __________

2.3 Ambulance Service Responsibility:

a) It is expected that any potential Ambulance Service will be knowledgeable of and familiar with EMS rules, regulation 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.

b) 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.

c) 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 two (2) additional (1) year terms upon the written agreement of the parties.

d) 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. It is required that the EMS Provider have a physical base of operations located within the boundaries of Randolph County on a

24-hour, 7 day a week, 365 days a year basis.

e) The Contractor must apply for, secure, and renew all licenses, permits, certificates or similar government approvals which are or may be required by applicable law. The Contractor must provide copies of all licenses to the EMS Coordinator. The County will endeavor to obtain the Georgia Ambulance Service license in the name of Randolph County.

f) The issued contract will be considered as part of the County's provision of ambulance service for the purpose of acquiring the Ambulance Service license and the zone license for

Randolph County.

g) The Contractor shall supply and maintain fully operational vehicle and portable radios as required for it to perform hereunder. All radios shall operate on frequencies required in the Georgia EMS Communications Plan, all HEAR frequencies and those used by the

County.

h) All ambulances used for emergency patient transportation shall be in good working condition, physical appearance, operational and mechanical for the patients and crew members. This shall remain in effect unless otherwise approved in writing by the County.

I. Each ambulance used in the emergency transportation of patients must be equipped with all items required by the Georgia Department of Human Resources, Division of Public Health, Office of EMS/Trauma.

J. Equipment shall be available to allow ambulances to travel in inclement weather conditions, including snow or ice.

K. Each ambulance must permanently display the name of or other suitable corporate identification or logo on the outside of the vehicle along with that vehicle's state identification number.

L. The minimum staffing levels described in 2.4 (c)(d) for the Contractor will remain in effect through the existence of the Contract. In addition, the Contractor will provide at least one {1) supervisor and quick response vehicle, twenty-four {24) hours a day, seven (7) days a week, who will be available for immediate response to emergencies, will deliver supplies, and equipment to the ambulances and supervise Contractor personnel daily and be on call if needed.

M. When an ambulance is taken out of service due to mechanical failure or accident, a replacement ambulance must be made available within thirty {30) minutes.

N. When an ambulance is to be taken out of service for preventative or routine maintenance, another ambulance must be put in place of the ambulance being taken out of service, until such time as the other ambulance is returned to service.

O. The Ambulance Service will participate in and are to be subject to any Mutual Aid agreements as directed by the Randolph County BOC.

2.4 Scope of Work

a) The Contractor will be the exclusive Provider for emergency ambulance services within the geographic boundaries of Randolph County, including the unincorporated areas of the

County and all the municipalities located within it (hereinafter "Service Area").

b) To ensure the availability and service of emergency ambulance services to the visitors, citizens, and residents of Randolph County, the Contractor shall operate and maintain primary emergency ambulance services on a 24 hour a day, seven day a week basis within the Service

Area.

c) During the term of this Agreement, the Contractor shall furnish, operate, and dedicate three (3) ALS level or higher ambulances to always provide emergency and non-emergency ambulance services within the Service Area (hereinafter "Contractor

Ambulances").

d) The Contractor shall employ and provide at its own expense at least two qualified and duly licensed healthcare professionals for each Contractor Ambulance, one of which shall be licensed above the level of EMT (such as a paramedic) as necessary to qualify the Contractor Ambulance as an Advanced Life Support (hereinafter "ALS") ambulance in compliance with Ga. R. &

Regs.R. 511-9-2-.02 {c).

e) The Contractor will comply with Ga. R. & Regs. R. 51I-9-2-.07(6){b), as amended from time to time, regarding minimum ground-based ambulance staffing. If advanced life support is being rendered, the Contractor must provide personnel qualified to administer the appropriate level of advanced life support in the patient compartment.

f) One of the Contractor Ambulances may be utilized for non-emergency transport for the purpose of transporting persons located within Randolph County to a destination within or outside of Randolph County. However, said Contractor Ambulance may not be utilized to retrieve persons located outside of Randolph County for transport, unless the person is a Randolph County resident and requires ambulance transportation back to the person's place of residence within Randolph County. The other two Contractor

Ambulances shall be devoted solely to emergency services, which shall include 911 dispatch. Contractor Ambulances will be stationed, adequately staffed, and immediately available for service upon dispatch by 911 within the Service Area, 24 hours a day, seven days a week. The Contractor shall not employ, continue in employment, or use as medics any individuals who are not properly licensed under the applicable provisions of

O.C.G.A. Chapter 31-11 and Ga. R. & Regs. R. 511-9-2-.07.

g) The Contractor shall furnish ALS emergency ambulance services to all persons within the

Service Area regardless of ability to pay.

h) The Contractor shall bear at its own expense all costs incurred for the operation of its ambulances, employment of personnel, and for providing all ALS emergency ambulance services, materials, and equipment required by this Agreement.

i) The Contractor shall diligently cooperate in good faith with the County to resolve any complaints by patients or other third parties concerning its services.

j) In exchange for the monthly subsidy provided for in this Agreement and at no additional cost to the County, the Contractor shall provide ambulance transport and emergency ambulance services for inmates, prisoners, or detainees in any County facilities such as the

Randolph County Jail.

k) The Randolph County Sheriff shall be primarily responsible for the transportation of behavioral/mental health patients from Phoebe Medical Center to another healthcare facility as required by O.C.G.A. Section 37-3-101. Only when the patient requires medical monitoring, assessments, and/or interventions while enroute will the Contractor be responsible for the patient's transportation, and then only if a law enforcement officer from the Sheriffs Office accompanies the patient in the ambulance for the safety of the

Contractor's staff.

l) The Contractor's scope of work required under this Agreement shall not require transporting deceased persons for the County Coroner. The Contractor may, upon request of the County

Coroner or his authorized designee, transport deceased persons if doing so would not prevent it from complying with this Section's requirement for always having three ambulances available within the Service Area. Any such services performed by the Contractor at the request of the County Coroner shall be compensated by the County Coroner in addition to the compensation provided for pursuant to this Agreement.

m) Upon request by the County and at no additional cost, the Contractor shall provide courtesy, stand-by coverage for emergency ambulance services at special events that involve a potential risk of injury, including, but not limited to, Randolph County High School's home football games and similar athletic events, disaster drills, and live fire training. Emergency

911 dispatch shall take precedence over special events stand-by coverage, and if the special events stand-by ambulance is needed to respond to an emergency as authorized in Section

2 of this Agreement, the ambulance and crew shall leave the special event to respond to the emergency and shall return to the special event once the ambulance is back in service.

n) The contractor / vendor shall communicate with the County Manager, City of Cuthbert’s Fire

Chief, Randolph County’s elected Sheriff and the City of Shellman’s Police Chief. At no time shall the Contractor rely upon employees or volunteers of such departments to satisfy the minimum medical requirement as dictated by Georgia statute or Service

Agreement.

0) The Contractor shall coordinate with the County's Emergency Management Agency and

Emergency Operations Center to prepare and maintain a written disaster response for emergencies and to participate as required in any disaster drills.

2.5 RESPONSE TIME REQUIREMENTS

2.5.1 The Ambulance service will meet or exceed executing a five (5) minute response time for 90 percent of all 911 responses in the City of Cuthbert, the County Seat of Randolph

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

2.5.2 The parties agree that minimum response times for emergency medical services are critical and a material provision of this Agreement. The Contractor's response times in the performance of this Agreement shall be measured from the location of the responding ambulance. The Contractor's EMS Station shall be strategically located within the County to minimize response times and enhance the timely delivery of its services.

2.5.3 During each calendar month of the term of this Agreement, and subject to at least one (1) ambulance being available in the County to respond to 911 dispatch if the other two ambulances required pursuant to Section 2(c) of this Agreement are unavailable because they are performing services authorized in Section 2 of the Agreement, the

Contractor's monthly average ambulance response times shall be within 15minutes

(hereinafter "Required Response Times").

2.5.4 If for any reason the Contractor fails to satisfy the Required Response Times for any calendar month, the County shall reduce its payment to the Contractor for that month pursuant to Section 4 of this Agreement by ten percent (10%). The ten percent

(10%) reduction shall apply to all subsequent calendar months until the Contractor satisfies the Required Response Times. In addition, the Contractor shall submit a written, detailed plan to the County outlining how it plans to address the deficiency to ensure it will satisfy the Required Response Times in future months.

2.5.5 Within ten (10) days of receipt of a written request from the County, the Contractor shall provide a report listing its response times broken down by mileage for all calls for any listed calendar month{s).

2.5.6 If the Contractor fails to comply with the Required Response Times more than once in a three (3) month period or more than five (5) times in a twelve (12) month period, such failure shall constitute a chronic, material breach and default of this Agreement subject to termination by the County as provided herein.

2.5.7 Times shall be measured in accordance with the following standards:

I. The Contractor's emergency response times shall be measured from the time the

Contractor is notified by radio, telephone, data link, or other means that its services are required at a particular location until the Contractor's first ambulance arrives at the incident location.

II. The Contractor's arrival at the incident location means the moment the Contractor

Ambulance notifies 911 dispatch that it is fully stopped at the location where the ambulance shall be parked while its personnel exit to approach the patient(s) if the Contractor Ambulance responds to locations such as staging areas for hazardous materials, violent crimes incidents, or non-secured scenes, the Contractor's arrival at the scene shall be the time the Contractor Ambulance arrives at the designated staging location.

III. Each incident will be counted as a single response regardless of the number of ambulance units deployed or utilized by the Contractor. The response time of the

Contractor's first arriving ambulance will be used to compute the response time for the incident.

2.6 Insurance Provisions

The Ambulance provider shall maintain at its expense, professional liability, and commercial general liability insurance as bulleted below. Such insurance shall name Randolph County as an Additional Insured and shall not be cancelable except upon thirty (30) days prior written notice to the County. All policy certificates must be provided to the County upon execution of any contract awarded because of this RFP.

1 Certificate of Insurance (COI) shall be provide that at a minimum, include the below levels of liability coverage.

a) Certificate Holder: Randolph County Board of Commissioners

b) General Liability: $1 million per occurrence / $3 million in aggregate

c) Auto Liability: $1 million per occurrence

d) Professional Liability (including Errors & Omissions): $2 Million per occurrence

e) Umbrella Liability: $3 million per occurrence

2.7 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.

2.8 Required Reports

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

Biospatial 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 ALS, Inter-hospital transfers and Intercept services.

• Copies of any motor vehicle investigations involving an owned EMS vehicle

• Mutual aid into or out of Randolph County.

Operational Data:

• Financial statements and credit worthiness regarding current operations

• Training of personnel related to EMS licensing

2.9 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 as required by 2.4 (c)(d) of this RFP. The

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

The Contractor shall provide to the county representative a daily scheduled shift/employee report detailing the shift date and times, available staff by ambulance, employee qualifications, and shift duration.

The Ambulance Service shall utilize reasonable work schedules and shift assignments that allow personnel to work no more than 36 consecutive hours followed by a minimum of 12 hours off duty. The Ambulance Service shall also provide working conditions that assist in attracting and retaining highly qualified personnel. Respondents to this RFP shall include a description of the company compensation system policy that describes COLA or Merit wage expectations and average annual wage increases.

2.10 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 period. 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 based on the patient condition, or the services rendered.

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:

o Whether a 'bundled or unbundled" rate structure is being proposed.

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

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

o Ground Ambulance Mileage rates.

o Air Mileage Ambulance 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 3- BUSINESS PROFILE

3.1 Introduction

The Ambulance Service shall provide a brief narrative explaining their 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:

3.2 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.

3.3 OPERATIONAL DOCUMENTS

Provide copies of the following documents:

1. A signed statement authorizing submission of the proposal on company letterhead

2. A signed document from your company’s Medical Director that you’re in Good Standing and compliant

3. Copies or proof of all ground and air ambulance annual vehicle certifications for 2024

4. Copy of any currently held Performance Bonds

5. Workforce Matrix

a) Total size of company workforce (Full, part-time and Casual)

b) Total number of Office administrators

c) Total number of Dispatchers (if applicable)

d) Total number of full-time Paramedics and Part-time paramedics

e) Total number of Full-time Emergency Medical Technicians (EMT) & Part-time EMTs

f) Employee turn-over rate (annual)

g) Proposed Staffing for Randolph County

a) Two ALS Ground Ambulance units staffed with one Paramedic and one EMT from 8am- 8pm, 24/7, 365

b) One ALS Ground Ambulance unit staffed with one Paramedic and one EMT from 8pm- 8am, 24/7, 365

6. Name and address of Medical Director

7. Name and address of dedicated corporate legal counsel (if applicable)

8. A description of any legal claims, settlements or lawsuits to include status, losses or awards

9. Professional References (Please provide at least four (4), but no more than ten (10) professional references who can speak to your company’s stability, social responsibility, financial status, strengths, deficiencies, history, business plan, customer service reputation, community involvement and potential for growth / sustainability.

* Please include Names, addresses, contact information, professional positions, type of affiliation

10. Ambulance Types & Modes

a) Describe owned Ground Ambulance, to include year, make and models

b) Describe owned Air Ambulance, to include year, make, model, useful payload, and certification

c) Provide maintenance and vehicle replacement policy

11. Ambulance Service's Policies and Procedures

a) Hiring and/or Personnel Manual

b) Employee background investigation (new-hire and re-occurring)

c) Operations Manual

d) Personnel Policy Manual

e) Infectious Disease Control Policy

f) Vehicle Maintenance Policy or programs

g) Vehicle Inventory List

h) Patient Care Policy

12. Ambulance Call Volume by Mode of Transportation

a) Total number of Ground ALS Ambulance transports in 2024

b) Total number of Air Ambulance transports in 2024

c) Total number of Sea Vessel Ambulance transports in 2024

3.4 REQUIRED SUBSIDY

The applicant will provide a signed document itemizing any required subsidy or station quarters required supplement for the provision of the contracted services. This itemization should be predicated on an annualized basis for the initial contract year and the two optional years of the award. If applicable, please include estimated monthly subsidies not only for Ground Ambulances, but also for Quick Response Vehicles and Air Ambulances if different.

3.5 ADDITIONAL COUNTY SUPPORT The applicant shall detail a separate itemized list of any additional county supplemental activities or requirements contemplated or expected in the delivery of the contracted services.

3.6 AMBULANCE SERVICE CONTRACT PERFORMANCE / SURETY BOND

The Contractor shall provide Randolph County with a $100,000 Performance Bond with

Randolph County Board of Commissioners named Certificate Holder (Randolph County board of Commissioners, 51 Court Street, Cuthbert, GA 39840) and Loss Payee upon receiving an award. In an effort to prevent proposal expenditures, the Contractor may include a Good Guy Letter or similar financial documents from and evidence of financial stability. Performance bonds must be in place and a copy must be provided at the time of contract signing.

The purpose of the Bond is to ensure compliance with local, state, and federal regulations, protect the County from monetary loss in case of the contractor's failure to fulfil their obligations, and to ensure the required standards of patient care and service.

The requirement of the Surety Bond shall in no way limit the county's options in the event of a breach.

SECTION 4 OBLIGATIONS, RIGHTS AND REMEDIES

4.1 CONTRACT TERMS

The contents of the proposal of the successful contractor will become contractual obligations and failure to accept these obligations in a contractual agreement may result in cancellation of the award. The RFP and proposals shall be attached as part of the contract ("Contract") between the County and the selected contractor. The County reserves the right to negotiate other terms and conditions it deems appropriate and necessary under the circumstances to protect the public's trust.

4.2 INCORPORATION

All specifications, drawings, technical information, the RFP, the proposal, award, and related items referred to or attached or which are the basis for the contract are deemed incorporated by reference as if set out fully in this RFP.

4.3 ALTERATIONS OR AMENDMENTS

No alterations, amendments, changes, modification, or additions to the contract shall be binding on the County without the prior written approval of the County.

4.4 WARRANTY

The contractor warrants to the County that all services rendered shall conform to the specifications, proposal, or other descriptions furnished or incorporated by reference.

Contractor extends to the County all warranties allowed under Georgia state law.

4.5 REMEDIES.

The County shall have rights and remedies afforded under Georgia law in contract and in tort, including but not limited to rejection of goods, rescission, right of set-off, refund, incidental, consequential, and compensatory damages, and reasonable attorney's fees.

4.6 SEVERABILITY.

If any provision of the contract is declared illegal, void, or unenforceable, the remaining provisions shall not be affected but shall remain in force and in effect.

4.7 GOVERNING LAW.

The laws of the State of Georgia shall govern the contract, and all obligations of the parties are to be performed in Randolph County, Georgia. The Superior Court of Randolph County, Georgia shall have exclusive and concurrent jurisdiction of any disputes that arise under the Contract.

4.8 DEFAULT.

If Contractor fails to perform or comply with any provision of the Contract or the terms or conditions of any documents referenced and made a part hereof, the County may terminate the contract, in whole or in part, and may consider such failure or noncompliance a breach of contract. The County expressly retains all its rights and remedies provided by law in case of such breach, and no action by the County shall constitute a waiver of any such rights or remedies. In the event of termination for default, the County reserves the right to procure the services from other sources, with or without competitive proposals. If a contractor's default is due to a failure to perform or because of a request for a price increase, the County reserves the right to remove the contractor from the County's contractors list for twenty-four months.

4.9 COMPLIANCE WITH ALL LAWS.

Contractor is assumed to be familiar with and agrees to observe and comply with all federal, state, and local laws, statutes, ordinances, and all regulations in any manner affecting the provision of goods and/or services, and all instructions and prohibitive orders issued regarding this work and shall obtain all necessary permits.

4.10 INDEMNIFICATION AND HOLD HARMLESS.

Contractor shall indemnify, defend, save, and hold harmless the County, its officers, agents and employees from all suits, claims, actions, or damages of any nature brought because of, arising out of, or due to breach of the contract by Contractor, its subcontractors, suppliers, agents, or employees or due to any negligent act or occurrence or any omission or commission of

Contractor, its subcontractors, suppliers, agents, or employees.

4.11 RIGHT TO INSPECT.

The County and Commissioners or their representative, reserve the right to make periodic inspections regarding the manner and means in which the services are performed to include any housing facilities and equipment provided by the Contractor.

4.12 NONDISCRIMINATION AND NON-CONFLICT STATEMENT.

Contractor agrees that no person on the grounds of handicap, age, race, color, religion, sex, or national origin, shall be executed from participation in, or be denied benefits of, or be otherwise subjected to discrimination in the performance of the contract, or in the employment practices of Contractor. The contractor shall upon request show proof of such non-discrimination and shall post in conspicuous places available to all employees and applicants notices of non-discrimination. Contractor covenants that it complies with the Fair Wage and

Hour Laws, the National Labor Relations Act, and other federal and state employment laws as applicable. Contractor covenants that it does not engage in any illegal employment practices.

4.13 COVENANTS

The contractor covenants that it has no public or private interest and shall not acquire directly or indirectly an interest that would conflict in any manner with the provision of its goods or performance of its services. Contractor warrants that no part of the total contract amount provided herein shall be paid directly or indirectly to any officer or employee of the County as wages, compensation, or gifts in exchange for acting as officer, agent, employee, subcontractor, or consultant to Contractor in connection with any good provided or work contemplated or performed relative to the Contract.

4.14 BOOKS AND RECORDS.

Contractor shall maintain all books, documents, accounting records (these shall include all

Vehicle Maintenance Records, Employee training records and employee license records) and other evidence pertaining to the services provided under the contract and make such materials available at its offices at all reasonable times during the contract period and for three (3) years from the date of the final payment under the contract period for inspection by County or by any other governmental entity or agency participating in the funding of the contract, or any authorized agents thereof; copies of said records to be furnished if requested. Such records shall not include those books, documents and accounting records that represent the Contractor's cost of acquiring or delivering the services governed by the contract.

RFP Deadline Submission Due Date:

2:00pm, Tuesday June 24, 2025.

Be Sure to complete & submit the Affidavit on the next, final page of this RFP

AFFIDAVIT OF ELIGIBILITY

LOCAL VENDOR PREFERENCE POLICY

AFFIDAVIT OF ELIGIBILITY

LOCAL VENDOR PREFERENCE POLICY

STATE OF GEORGIA

COUNTY OF RANDOLPH

Personally appeared before me, the undersigned who, being duly sworn, deposes and states:.

1. I am 18 years or older, and this Affidavit is based upon my personal knowledge.

2. I physically own, operate or occupy a residential or commercial dwelling or property in Randloph County, GA.

3. I reside, own, operate, or occupy office space, a warehouse, or other physical business structure within the geographic boundaries of Randolph County.

4. I attest that all sums due to the State of Georgia for bonds, fines, fees, or restitution and any taxes, fees, or other sums due to Randolph County from the Local Vendor are paid in full.

6. I attest to and believe that myself and/or my commercial business qualifies me for the Local Vendor Preference as outlined in Randolph County's Purchasing Policies.

7. If any of the above representations are no longer true at the time of the award of the contract or purchase, the Local Vendor will immediately notify Randolph County in writing prior to accepting the award of the contract.

Further, Affiant sayeth not.

This .day of ,, 20 .

Printed Name:

Title:

Vendor:

ATTEST:

Secretary

Printed Name:

Sworn to and subscribed before me.

this day of ,2025

Notary Public

My commission ex

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