SOW AMBULANCE SERVICE 2027 FS.pdf

INVITATION FOR BID

BIDDING SPECIFICATIONS

AMBULANCE SERVICE – 2027 FARM SHOW

JANUARY 9-16, 2027

I. Ambulance Service to be provided for the Annual Farm Show, as per the requirements outlined in Section II and all other requirements outlined contained in Project Requirements.

Three fully staffed Ambulances will be required to be on the premise of the Farm Show for the following dates and times, along with two (2) attendants/drivers (to the EMT Certified) and include five (5) (to be EMT Certified or Paramedics)

Friday, January 8, 2027 – 12:00 Noon to 10:00PM

*Only two ambulances are required on Friday January 8th.

Saturday, January 9, 2027 – 7:30AM to 10:00PM

*One additional ambulance is required for the HS Rodeo

Sunday, January 10, 2027 – 7:30AM to 9:00PM

Monday, Tuesday, Wednesday, Thursday and Friday, January 11-15, 2027 – 7:30AM to

10:00PM

Saturday, January 16, 2027 – 7:30AM to 8:00 PM

TOTAL HOURS – 123 TOTAL $____________

PA HIGH SCHOOL RODEO

On Saturday, January 9, one additional ambulance is required will be located outside

Overhead 50, Entrance to the Large Arena and shall be scheduled for the following time periods during the High School Rodeo:

Saturday, January 9, 2027 – 8:00 AM to 9:00 PM

An EMS team, with the appropriate gear, must remain at Gate A of the Large Arena throughout the duration of the event.

II. To assure quality AMBULANCE SERVICE is provided to all individuals treated, the successful vendor shall provide, to the Farm Show Director, copies of all requested certificates prior to commencing work and shall complete all requirements as set forth below.

1. Must be licensed for as an Advance Life Support Ambulance Service according to the Emergency

Medical Services Act, Act 45, of 1985, administered by the Pennsylvania Department of Health. A copy of this license must be presented to the Director, Bureau of Farm Show.

2. Minimum staffing to include two (2) attendants/drivers (to be EMT Certified) and to include five

(5) attendants (to be EMT/P Certified or Paramedics) and three (3) ambulances.

3. Patients transferred within the Farm Show Complex property or to the local hospitals will be responsible for payment of the service. Patients and/or their insurance company will be responsible for any services provided under this contract prior to arrival at the hospitals as listed or any local hospital.

4. Ambulance crew will locate their litter, portable O2 and suction and ALS equipment inside the

Medical Treatment Room. This ALS equipment shall include cardiac monitor/defibrillator plus required Pennsylvania Department of Health approved medications. In addition, incubation supplies shall be included as part of this requirement.

5. The second ambulance crew will locate their litter, portable O2 and suction and ALS equipment in the Large Arena. This ALS equipment shall include cardiac monitor/defibrillator plus required state Department of Health approved medications.

6. One EMT or Paramedic will be located in the Cameron Street Lobby where signage will be placed to designate first aid treatment. This area will be equipped with a litter, portable O2, a suction and ALS.

7. Ambulance personnel shall assist in administering First Aid at the discretion of the Registered

Nurse/Physician on duty.

8. Ambulance personnel will check in with the Nurse/Physician on duty on or before 7:30 am every day. Ambulance personnel shall dress and complete their duties in a professional manner at all times.

9. The ambulance crew shall respond to emergency calls within the Farm Show Complex (including all parking areas, owned or leased) under the direction of the Registered Nurse/Physician on duty.

10. Ambulance provided shall be of van size or larger and shall be located at a spot, to be designated by the Farm Show Director, near the Emergency Medical Treatment Room. This ambulance(s) shall be currently licensed and approved by the PA Department of Health for emergency treatment/transport.

11. Ambulance staff shall provide three (3) radios for the purpose of maintaining communication between the nurses and doctors, located in the Emergency Treatment Room, and the ambulance staff. Communication capability shall be between the base of operation, the Emergency

Treatment Room, the Farm Show Complex structure and any and all parking facilities used during Farm Show week (owned or leased). This requirement is an absolute and must be provided. Any interruption in service is unacceptable because of the necessity of providing communications. If interruptions shall occur, because of faulty or inadequate equipment, a liquidated damage assessment of $50.00 to $100.00 per incident shall be imposed. The amount shall be at the discretion of the Farm Show Director. It shall be the responsibility of the bidder to conduct any equipment tests prior to bidding to assure compliance with this specification.

12. The ambulance staff shall complete their responsibilities under the supervision of the physician and registered nurse on duty.

13. The ambulance staff shall strictly adhere to all stated contract hours. Any lateness in arrival for duty will be deducted from the Bid Award per the amount quoted.

14. All relevant aspects of the fulfillment requirements of this contract such as licenses and equipment shall be in good standing with the Pennsylvania Department of Health EMS office and shall not have a temporary or provisional license.

15. Any question regarding the licensing and status requirements of these specifications shall be directed to the Pennsylvania Department of Health, EMS office, Ph# 717-787-8740.

16. All specifications as set forth shall be strictly adhered to in completion of the required work.

17. It will be necessary for the awarded vendor to maintain logs, at all locations, of treatment and if transported to the hospital. The log must be completed with names, addresses, phone numbers and treatment required. At the end of Farm Show, the log will be given to the Farm Show

Director or their designee.

III. To maintain adequate coverage while providing service at the Farm Show, the successful contractor shall make every attempt, whenever possible, to dispatch a replacement ambulance and staff within 30 minutes following transport status of the original on-site ambulance. This requirement is not absolutely required, and, upon return of the contract ambulance, the replacement shall be released from service.

BIDS

The Department of Agriculture shall, as soon as practicable, award the Contract to the lowest priced qualified bidder, but, THE PENNSYLVANIA DEPARTMENT OF AGRICULTURE RESERVES THE

RIGHT TO REJECT ANY PART OF ANY BID, IF, IN THE JUDGEMENT OF THE DEPARTMENT,

THE BEST INTERESTS OF THE COMMONWEALTH SHALL REQUIRE IT.

It is further understood that the Commonwealth, under no circumstances, will be obligated to pay for goods or services rendered until such time as the Commonwealth is in receipt of a fully approved

Contract.

WORKER PROTECTION AND INVESTMENT EXECUTIVE ORDER

This procurement is subject to Executive Order 2021-06 Worker Protection and Investment. Bidders must complete ATTACHMENT BOP-2201 Worker Protection and Investment Certification Form and submit with the bid.

LAWS AND ORDINANCES

The work under this Contract shall be performed as an independent Contractor and, the successful

Contractor shall possess any and all necessary insurance to protect the Commonwealth. All work shall be completed in accordance with the laws of the Commonwealth and local laws and ordinances, which relate to the work and protection of the public.

TERM OF CONTRACT:

The initial contract is for one year, but with the mutual decision of the Farm show and the vendor, this contract may be renewed for an additional four (4) one (1) year periods, by mutual consent of both parties with a percentage increase not greater than a 3%.