Walker County

Request for Proposal

2026-06 Emergency Ambulance Service

RFP Posted: February 9, 2026

RFP Opening: March 31, 2026, 2:00 p.m.

101 S. Duke Street

LaFayette, GA 30728

Inquiries:

Inquiries regarding this project and the bidding/proposal process should be sent by email to:

b.hodge@walkerga.us. Only inquiries received in writing will receive a response. Your email request for information must include company name and include the following information: contact name, address, telephone number, RFP name, and RFP response due date. The final date for communications to be submitted and answered will be 10:00 a.m. on Monday, March 9, 2026.

The Governing Authority of Walker County, GA will receive proposals to provide Emergency Ambulance Service within the unincorporated areas of the County and the municipalities of Chickamauga, Lafayette, Lookout Mountain, Rossville and the portion of Fort Oglethorpe that is located within the County, as specified in this Request for Proposal (RFP). Proposals must be sealed in an envelope or package and received on or before 2:00 p.m. on Tuesday, March 31, 2026. Late proposals will not be considered or returned.

Deliver Proposals to:

Walker County Commissioner’s Office Attn: Joe Legge, Procurement Officer

101 South Duke Street P.O. Box 445

Lafayette, GA 30728 706-638-1437

The RFP envelope or package must be sealed and display the name, address of the business, RFP title and number, and must be labeled “Ambulance Proposal” on the outside. Bid proposals will be opened at 2:00 p.m. on Tuesday, March 31, 2026, in the conference room at the Walker County Commissioner’s Office at 101 South Duke Street, Lafayette GA 30728.

PROPOSAL SCHEDULE: Locate this page at the front when assembling documents for your proposal.

For furnishing all labor, materials & equipment necessary to perform the following services:

PROPOSAL SCHEDULE

RFP #2026-06

Walker County Emergency Ambulance Service

No. Item Description Amount

01 Option 1

(see 3.2.4.2)

02 Option 2

(see 3.2.4.3)

03 Option 3

(see 3.2.4.4)

04 Option 4

(see 3.2.4.5)

RFP #2026-06

Walker County Emergency Ambulance Service

CONTRACTOR’S RESPONSE:

Date of Proposal: ____________________

The undersigned agrees, if this bid/proposal is accepted within ninety (90) days after the date of the opening, to furnish all supplies or services in strict accordance with provisions of this RFP at the price in the Proposal Schedule.

Prices are to remain firm for ninety (90) calendar days after the date of the opening.

I certify that this bid/proposal is made without prior understanding, agreement, or connection with any corporation, firm or person submitting a bid/proposal for the same supplies or services and is in all respects fair and without collusion or fraud. I understand that collusive bidding is a violation of state and federal law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of this bid/proposal and certify that I am authorized to sign this proposal for the vendor.

Signature:_______________________________

Title: __________________________________

Printed name: ____________________________

WALKER COUNTY GOVERNMENT

101 S. DUKE STREET

LAFAYETTE, GA 30728

OFFICE: 706-638-1437

CONTRACTOR REGISTRATION Date: ________________

Name of Contractor: ____________________________

Does your company have employees: Yes No How many: ___________

Is your company licensed to do business in the State of Georgia: Yes No

City or County of Business License: ________________________________

Business Information:

Contact Name: ______________________________________________

Complete Street Address: _______________________________________

City/State/Zip: ______________________________________________

Mailing address (if different from above): ____________________________

City/State/Zip: ______________________________________________

E-mail: _____________________________ Phone: _________________

Website: ____________________________ Fax: ___________________

Organized As: Individual Partnership Corporation Limited Liability Company

Other

(Circle one)

Federal EIN: ________________________________________________

Summary of Products/Services provided to the County: ___________________

Applicant Signature: ________________________ Date: ______________

Printed Name: ____________________________ Title: ______________

Walker County Government prefers to accept proposals from vendors with three (3) years’ construction experience.

Number of years in construction business: ____________________________

Firm’s facilities and equipment:

Firm Name: ____________________________________________

Address: ______________________________________________

Equipment: ____________________________________________

Firm’s experience with similar projects: Provide a minimum of 2 projects:

Project: _______________________________________________

Location Address: ________________________________________

Point of Contact: _________________________________________

Project: _______________________________________________

Location Address: ________________________________________

Point of Contact: _________________________________________

References:

1) Company/Organization: ____________________________________

Address: _______________________________________________

Contact: _______________________________________________

E-mail: ___________________________ Phone: _______________

2) Company/Organization: ____________________________________

3) Company/Organization: ____________________________________

Describe in detail your approach and scope and how the proposal will satisfy all criteria of the project: ________________________________________________

GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT AFFIDAVIT

Systematic Alien Verification for Entitlements (SAVE) Program

Contract No. and Name: RFP 2026-06: Walker County Emergency Ambulance Service

Contractor’s Name: ___________________________________________________

STATE OF GEORGIA

CONTRACTOR AFFIDAVIT

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm, or corporation which is contracting with Walker County and attests to the following:

a) The Contractor has registered with, is authorized to use and uses the federal work authorization program commonly referred to as E-Verify, or any subsequent replacement program;

b) The Contractor will continue to use the federal work authorization program throughout the contract period, including any renewal or extension thereof;

c) The Contractor will notify Walker County in the event the Contractor ceases to utilize the federal work authorization program during the contract period;

d) The Contractor understands that ceasing to utilize the federal work authorization program constitutes a material breach of Contract;

e) The Contractor will contract for the performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the Contractor with the information required by O.C.G.A. § 13-10-91(a),

(b) and (c);

f) The Contractor acknowledges and agrees that this Affidavit shall be incorporated into any contract(s) subject to the provisions of O.C.G.A. § 13-10-91 for the project listed above to which Contractor is a party after the state hereof without further action or consent by Contractor;

g) Contractor acknowledges its responsibility to submit copies of any affidavits, drivers’ licenses, and identification cards required pursuant to O.C.G.A. § 13-10-91 to Walker County within five business days of receipt.

EEV / E-verifyTM User Id (Account) Number Date of Authorization

BY: Authorized Officer or Agent Date (Contractor Name)

Title of Authorized Officer or Agent of Contractor

Printed Name of Authorized officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE

______ DAY OF _____________________, 20_____ My Commission Expires:

Notary Public

DEFINITIONS

The term “Contractor”, “Organization” or “Provider” shall all refer to the service provider to be selected pursuant to this RFP.

The term “County” shall refer to Walker County, Georgia, a geographic and political subdivision of the State of Georgia.

The term “Contract” shall refer to the emergency ambulance services agreement that will be prepared and based upon this RFP. The successful Contractor will execute the Contract when presented.

The term “EMS” shall refer to Emergency Medical Services.

The term “EMS Coordinator” shall refer to the Walker County Fire Chief.

The term “EMT” shall refer to a Georgia licensed Emergency Medical Technician, Emergency Medical Technician- Intermediate, or Advanced Emergency Medical Technician.

The term “Paramedic” shall refer to a Georgia licensed Emergency Medical Technician-Paramedic.

The term “ALS Ambulance” shall refer to a Georgia licensed and equipped ambulance staffed by a minimum of one Georgia licensed EMT (basic, intermediate, or advanced) and one Georgia licensed Paramedic.

The term “Peak Unit” shall refer to an ambulance that is scheduled with designated hours of operation less than 24 hours a day.

The term “911 Center” refers to the Walker County Emergency Communication Center (911 Dispatch Center), a state-recognized Public Safety Answering Point, aka PSAP.

The term “In-Station Chute Time” shall refer to the time from Dispatch to responding when the unit is in/at an EMS station (Actual Unit Moving not radio traffic alone).

The term “Response Time” shall refer to the time from Dispatch to arriving On-Scene.

The term “Emergency Response” shall refer to a response that requires the utilization of emergency lights and siren (audible warning) per Georgia Law.

The term “Non-Emergency Response” shall refer to a response that does not require the utilization of emergency lights and siren (audible warning).

SECTION 1 GENERAL TERM AND CONDITIONS

1.1 ADDITIONAL INFORMATION. Information about Walker County Government may be obtained on the internet at walkercountyga.gov. Contractors should carefully examine the entire RFP, and addenda thereto, 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 from any obligation with respect to this proposal. Additional information or corrections will be posted to the Walker County website.

1.2COMMUNICATIONS. All communications should be communicated through the EMS Coordinator and the Public Relations Director with the subject title “Ambulance RFP”.

Telephone inquiries will not be accepted. Any questions regarding the RFP should be submitted to Fire Chief (EMS Coordinator) Blake Hodge, via electronic mail at b.hodge@walkerga.us. Your email request for information must include company name and include the following information: contact name, address, telephone number, RFP name, and RFP response due date. The final date for communications to be submitted and answered will be 10:00 a.m. on Monday, March 9, 2026.

1.3 ACCEPTANCE. Once submitted and logged by the County, the Contractor’s proposal shall not be modified.

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

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

1.4.2 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.

1.4.3 The County will make an award in the best interests of the County after all factors have been evaluated.

1.4.4 The County will be the sole decision-maker of the successful proposal hereunder. The County reserves the right to award a contract to a Contractor of its choosing and to negotiate the contract with any or all Contractors that submit a proposal. Contractors are advised that it is possible that an award may be made without discussion or any contact concerning the proposals received.

1.4.5 The Contractor selected by the County shall receive a Notification of Intent to Award.

Negotiations will be confidential and not subject to disclosure to competing Contractors, to the extent allowed by law, unless an agreement is reached.

mailto:b.hodge@walkerga.us

1.5 PROOF OF FINANCIAL AND BUSINESS CAPABILITY. The Contractor must supply to the County a copy of its three (3) most recent audited and certified financial statements, as satisfactory evidence of its ability to furnish products and services in accordance with the terms and conditions of these specifications.

1.6 RESTRICTIVE OR AMBIGUOUS SPECIFICATIONS. It is the responsibility of the prospective Contractor to review the entire RFP packet and to notify Joe Legge, Public Relations Director, via electronic mail at j.legge@walkerga.us 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 by Monday, March 9, 2026. These requirements also apply to specifications that are ambiguous.

1.7 PROPOSAL ORIGINAL AND COPIES. The County requires the Contractor to submit two copies of its original proposal by paper. The package containing the proposal must be sealed and marked with the Contractor’s name and “Ambulance Services – RFP – Ambulance Service Contract.” An electronic copy of the proposal on a USB flash drive should also be submitted.

1.7.1 COVER LETTER AND SIGNING OF PROPOSALS. A cover letter, which will be considered an integral part of the proposal, must be signed by the 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 and email address.

1.8 WAIVING OF INFORMALITIES. The County reserves the right to waive minor informalities or technicalities. If discrepancies between sections or other errors are found in a proposal, the County may reject the 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.

1.9 SUBCONTRACTING. The County will award this proposal to one Contractor. The successful Contractor may not subcontract the award or any part thereof without the prior written consent of the Governing Authority of Walker County.

1.10 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.

1.11 PROPOSAL FORMAT. The County reserves the right to use all pertinent information (also learned from sources other than disclosed in the RFP process) that might affect the County’s judgment as to the appropriateness of an award to the best-evaluated Contractor. This information may be appended to the proposal evaluation process results. Information on a service provider from reliable sources, and not within the service provider’s proposal, may also be noted and made a part of the evaluation file. The County shall have sole discretion for determining a reliable source. The County reserves the right to conduct written and/or oral discussions/interviews after the proposal opening. The purpose of such discussions/interviews is to provide clarification and additional information to make an award that is in the best interest of the County.

1.12 GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT. Pursuant to O.C.G.A.

13-10-91, every public employer, every Contractor of a public employer, and every Subcontractor of a 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 and an affidavit establishing compliance with Federal and State immigration laws.

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

SECTION 2: OBLIGATIONS, RIGHTS AND REMEDIES

2.1 CONTRACT TERMS. The contents of the proposal of the successful Contractor will become contractual obligations. 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.

2.2 INCORPORATION. All specifications, drawings, technical information, the RFP, the proposal, award and similar 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.

2.3 RIGHT TO INSPECT. The County reserves the right to inspect the manner and means in which the services would be performed.

2.4 NON-DISCRIMINATION AND NON-CONFLICT STATEMENT. Contractor agrees that no person on the grounds of handicap, age, race, color, religion, sex or national origin, shall be excluded 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 states that it complies with the Fair Wage and Hour Laws, the National Labor Relations Act, and all other federal and state employment laws as applicable. Contractor states that it does not, and will not, engage in any illegal employment practices.

2.4.1 The contractor states 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 an officer, agent, employee, Subcontractor or consultant to Contractor in connection with any good provided or work contemplated or performed relative to the Contract.

2.4.2 Contractors must disclose any potential conflicts of interest that the Contractor may have due to other clients, contracts or interests associated with the services under this RFP.

Each Contractor shall sign the Contractor’s affidavit that is included with this RFP. The signed affidavit shall be included as part of the submitted proposal.

SECTION 3: SPECIAL TERMS AND CONDITIONS

3.1 INTENT. The intent of this RFP is to receive proposals to provide 911 Emergency care and transport with Advanced Life Support (ALS) Ambulance Service for the County. The County is seeking the highest quality, most reliable ambulance services.

3.1.1 The successful Contractor shall be responsible for providing ambulances for a response to 911 calls for emergency requests throughout the County coverage areas.

3.1.2 The successful Contractor shall provide round-trip transport of inmates at the Walker County Detention Center to the closest appropriate hospital or other health care facility at no charge.

3.1.3 The successful Contractor shall provide round-trip transport of any Municipal or County Law Enforcement or Fire/Rescue Department personnel who are injured in the line of duty, at no charge.

3.1.4 The successful Contractor shall provide “blood draws” for all law enforcement agencies within the County at no charge, with the understanding from law enforcement that the EMS unit shall not be dispatched to blood draws. It is the responsibility of law enforcement to transport to the EMS unit’s “In-Service” location. It is also understood; a blood draw shall not take priority over a 911 call for service.

3.1.5 The Contractor shall execute a clinical agreement with Walker County Fire Rescue (WCFR), allowing WCFR EMT students to complete clinical hours on the EMS units.

3.1.6 The services provided by the Contractor shall include, but not be limited to, the management and operation of all ambulances, including Advanced and Critical Care Units;

additionally, the service shall include medical supply purchasing, stocking and restocking of all medical supplies for fire department first responder units, all fleet maintenance, and public education.

3.2 MINIMUM REQUIREMENTS. Successful proposals will include, at minimum, the following:

3.2.1 GENERAL DUTIES

3.2.1.1 The Contractor must maintain compliance with the Official Code of Georgia Annotated, Title 31, Chapter 11, Article 1. A Contractor shall disclose in its proposal whether they have an established EMS accredited service with established Emergency and Non-Emergency operation for in close proximity to the County or who otherwise demonstrate an ability to “float” additional ALS ambulances and crew (refer to section 3.2.5) to the County during periods of high volumes.

3.2.1.2 The Contractor must maintain compliance with the Georgia Department of Human Resources, Division of Public Health, and the current Office of EMS/Trauma Procedure Manual.

The contractor must submit a copy of the State of Georgia EMS certificate to Walker County with its final proposal.

3.2.1.3 The Contractor must maintain compliance with the Northwest Georgia Region 1 EMS Council Emergency Medical Services System Zoning Plan.

3.2.1.4 The Contractor must provide and pay for all administration, insurance, professional expertise, labor, materials, vehicles, and equipment necessary to respond to all emergency and non-emergency calls referred to the Contractor by the County.

3.2.1.5 The Contractor must allow ambulances and crews to be dispatched and monitored by Walker County Emergency Communication Center (911 dispatch center).

3.2.1.6 The Contractor shall understand that Walker County 911 Dispatch Center dispatches EMS units requiring an “Emergency Response” on all calls for service unless Walker County 911 Center specifically instructs an EMS unit to respond non-emergency. Should an EMS unit decide to respond without the utilization of Emergency lights and siren (audible warning) to a call for service that is dispatched as an Emergency response, the EMS unit shall advise dispatch (on the radio) they are doing so.

3.2.1.7 The Contractor shall be responsible for supplying vehicles, equipment and supplies, radios that meet or exceed standards for inter-operable communications with the Walker County Emergency Communication Center. The County will install and maintain AVL (Automatic Vehicle Locator) hardware manufactured by CAD provider to be used by 911 Dispatch to track and locate the closest appropriate ambulances for emergency calls that will be located in the county. All vehicles shall be equipped with a compatible transponder to be tracked by 911 Dispatch. All vehicles and equipment shall be fully operational when placed in service initially and throughout the term of the contract for response to public needs.

3.2.1.8 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.

3.2.1.9 The County holds the EMS service license and 911 zone; Contractor operates under said license/zone.

3.2.1.10 The Contractor must accept assignment of Medicare benefits as payment and shall not bill Medicare beneficiaries for any additional amount except as permitted by the Medicare Guidelines for the acceptance of assignment.

3.2.1.11 The Contractor must make emergency services (as defined in this RFP) available to all persons within the service area defined in the Contract.

3.2.1.12 The Contractor shall provide a standby ambulance and emergency medical personnel for standby upon request of the County EMS Coordinator, County Sheriff, Fire Chief or Police Chief of any municipality, at no additional charge to the County, when there is reason to believe a life-threatening public emergency presently exists or is imminent in the County or in the jurisdictions of the municipalities participating in the contract, which includes standing-by at a fire, rescue and hazardous materials response incidents. This shall be within the guidelines approved by the EMS Coordinator.

3.2.1.13 Subject to the Contractor’s reasonable policies and procedures regarding the same, the Contractor shall permit observers from the public safety departments of the County. The Contractor’s policies and procedures may address, among other things, the requirement of written waiver and indemnity agreements, dress codes, conduct codes, and the like.

3.2.1.14 Each vehicle shall be supplied for operation within Walker County must be equipped with an in-vehicle video recording device such as Drive Cam, Digital Ally or similar system to insure the safe operation of emergency vehicles.

3.2.1.15 The Contractor shall centrally locate a spare (Additional) EMS unit (Ambulance) in the County coverage area in the event a front-line EMS unit needs to be taken out of service.

3.2.1.16 The Contractor will participate in the Walker County 911 Quarterly Board Meetings.

The Contractor must comply with all of the County Emergency Operations Plans, or successor plans adopted and approved by Walker County and/or Emergency Management whenever the provisions of such plan or plans are in effect.

3.2.1.17 The Contractor further agrees to participate in at least one (1) community disaster drill per calendar year, as directed by Walker County Emergency Management and within the Contractors resources and guidelines for such activities.

3.2.1.18 The Contractor may not offer incentives, by way of additional salaries or wages, or compensated leave of absence, to employees based upon the number of procedures performed or based upon mileage for the provision of ambulance transportation.

3.2.2 TRANSPORT

3.2.2.1The Contractor must provide emergency services from the scene to the appropriate health facility or other location for all persons in the service area. If a patient requires advanced care beyond the capabilities of area facilities, the patient will be transported to the closest appropriate facility, as long as in doing so does not jeopardize the patient’s health.

3.2.3 COMMUNICATIONS EQUIPMENT

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

HEAR: 155.340 MHz

Chattanooga Regional Hospital Communications: 155.280 MHz

3.2.3.2 The Contractor shall supply and maintain fully operational portable paging/alerting for each EMS unit (Ambulance). This can be accomplished with pagers or radios.

3.2.4 AVAILABLE AMBULANCES AND EMS SUPERVISOR

3.2.4.1 The Contractor’s proposal shall include responses for the requested four (4) operational options (A, B, C, and D)

3.2.4.2 Option A:

● The contractor shall provide five (5) ALS ambulances and crews (1-EMT, EMT-Intermediate or Advanced EMT and 1 Paramedic per ambulance) twenty-four (24) hours a day. All ambulances will operate seven (7) days a week in the coverage area of Walker County while the contract is in effect.

● The contractor shall provide one (1) supervisor (Georgia licensed EMT-Intermediate, Advanced EMT, or Paramedic) and a Georgia EMS licensed vehicle with appropriate equipment for the supervisor to respond to calls for service and perform daily operational tasks. The EMS Supervisor will operate twenty-four (24) hours a day, seven

(7) days a week in the coverage area of Walker County while the Contract is in effect.

The supervisor will not be assigned to an ambulance at any time, nor float to supervise other coverage areas (other counties) unless requested for a mutual aid response.

3.2.4.3 Option B:

● The contractor shall provide five (5) ALS ambulances and crews (1-EMT, EMT-Intermediate or Advanced EMT and 1 Paramedic per ambulance) twenty-four (24) hours a day. All ambulances will operate seven (7) days a week in the coverage area of Walker County while the contract is in effect.

● The contractor shall provide one (1) EMS Manager and a Georgia EMS licensed vehicle with appropriate equipment for the supervisor to respond to calls for service and perform daily operational tasks. The EMS Manager will operate Monday-Friday and be stationed at Walker County Fire Rescue Headquarters. The manager will not be assigned to an ambulance at any time, nor float to supervise other coverage areas (other counties) unless requested for a mutual aid response.

3.2.4.4 Option C:

● The contractor shall provide four (4) ALS ambulances and crews (1-EMT, EMT-Intermediate or Advanced EMT and 1 Paramedic per ambulance) twenty-four (24) hours a day and One (1) 12-hour peak ambulance (10am to 10pm). All ambulances will operate seven (7) days a week in the coverage area of Walker County while the contract is in effect.

● The contractor shall provide one (1) supervisor (Georgia licensed EMT-Intermediate, Advanced EMT, or Paramedic) and a Georgia EMS licensed vehicle with appropriate equipment for the supervisor to respond to calls for service and perform daily operational tasks. The EMS Supervisor will operate twenty-four (24) hours a day, seven

(7) days a week in the coverage area of Walker County while the Contract is in effect.

The supervisor will not be assigned to an ambulance at any time, nor float to supervise other coverage areas (other counties) unless requested for a mutual aid response.

3.2.4.5 Option D:

● The contractor will provide four (4) ALS ambulances and crews (1-EMT, EMT-Intermediate or Advanced EMT and 1 Paramedic per ambulance) twenty-four (24) hours a day and One (1) 12-hour peak ambulance (10am to 10pm). All ambulances will operate seven (7) days a week in the coverage area of Walker County while the contract is in effect.

● The contractor will provide one (1) EMS Manager and a Georgia EMS licensed vehicle with appropriate equipment for the supervisor to respond to calls for service and perform daily operational tasks. The EMS Manager will operate Monday-Friday and be stationed at Walker County Fire Rescue Headquarters. The manager will not be assigned to an ambulance at any time, nor float to supervise other coverage areas (other counties) unless requested for a mutual aid response.

3.2.4.6 Any change to the aforementioned staffing plan requires written approval of the EMS Coordinator.

3.2.4.7 The Contractor will provide fuel, ambulances and all supplies necessary and required for ambulances involved in the delivery of services related to the contract in Walker County.

Supplies must be kept readily available within the coverage area to expedite the ability for ambulances to become available.

3.2.4.8 When an ambulance is taken out of service due to mechanical failure or accident, a replacement ambulance must be made available within sixty (60) minutes, unless there are extenuating circumstances approved by the EMS Coordinator, or his/her designee.

3.2.4.9 When an ambulance is to be taken out of service for preventative or routine maintenance that requires more than one hour of time, 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.

3.2.5 RESPONSE: TO INCLUDE CHUTE TIME AND RESPONSE TIME

3.2.5.1 The term emergency request includes any emergency service request, within the coverage area of Walker County, received by the Contractor from 911 Dispatch.

3.2.5.2 Response to emergency requests shall be determined the moment the Contractor’s ambulance is notified of the emergency service request. The Contractor has a duty to immediately notify 911 dispatch (Via Radio) they have received and are clear on the emergency service request. If the contracted EMS unit does not notify 911 dispatch within 30 seconds, 911 dispatch shall send a secondary emergency service request (radio dispatch).

3.2.5.3 The Contractor has a duty to immediately notify 911 Dispatch when they are responding (EMS unit in motion) to an emergency service request.

3.2.5.4 If, in each monthly period, the Contractor fails to respond to emergency requests in a timely manner, it shall pay response damages set forth in this RFP.

3.2.5.5 For purposes of determining the Contractor’s compliance with the response time standards, as set forth in this RFP, and for calculating damages, every emergency request for ambulance service shall be counted, except as follows:

● Requests during a disaster or inclement weather, locally or in a neighboring jurisdiction, that a Contractor’s ambulance is dispatched

● When inclement weather conditions exist

● Other exception requested and approved by the EMS Coordinator

3.2.5.6 The County will identify two (2) divisions of Walker County, which shall be outlined as north and south. The Contractor will maintain equal response times for the north and south divisions of Walker County. Within each division, average response times will be outlined for areas identified as urban and rural. See attached map for north/south divisions and urban/rural areas.

3.2.6 AMBULANCE SPECIFICATIONS

3.2.6.1 All ambulances used for emergency patient transportation shall be in good working condition and physical appearance.

3.2.6.2 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.

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

3.2.6.4 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.

3.2.6.5 Every ambulance shall conform to all standards as promulgated and defined by the EMS Medical Director, and all rules and regulations promulgated and set forth in any state and local ordinance.

3.2.7 PERSONNEL

3.2.7.1 EMS requires professional and courteous conduct at all times from Contractor’s field personnel, middle management, and top executives. The Contractor shall employ highly trained paramedics, EMT, EMT-I’s or Advanced EMT’s, and support staff to provide patient care and to operate Contractor’s vehicles and equipment.

3.2.7.2 Each EMT, EMT-I, AEMT and Paramedic shall be physically capable of performing the tasks assigned by the Contractor, shall be clean in dress and person, and shall display their name and certification on a photo identification badge in an appropriate manner visible to the patient. Any of the Contractor’s employees who operate under the contract shall conform to the Contractor’s dress code.

3.2.7.3 The parties understand that training and educational requirements change from time to time for EMT, EMT-Is or Advanced EMTs and Paramedics as new protocols and medical treatments are approved by the Georgia Department of Human Resources, Division of Public Health, Office of EMS/Trauma and/or the Medical Director. The Contractor agrees that the County may require additional training or education for EMT, EMT-Is, EMT-As and Paramedics for the benefit of patients receiving care under the contract. The cost of such training or education shall be the sole responsibility of the Contractor/employees.

3.2.7.4 The Contractor 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 Contractor shall provide working conditions that assist in attracting and retaining highly qualified personnel.

3.2.7.5 The Contractor shall utilize management practices that ensure that field personnel working extended shifts, part-time jobs, voluntary overtime, or mandatory overtime are not exhausted to an extent that might impair judgment or motor skills.

3.2.7.6 The Contractor must have in place a program for random drug screening of all personnel providing services under the Contract. Further, the Contractor will transport to a facility for testing any employee suspected to be using or under the influence of drugs or alcohol or other intoxicant, or have an agent of a testing facility come to the location of the employee to obtain a necessary sample. Any employee suspected of being under the influence of any drug or intoxicating substance will be relieved of duty until there is clinical proof to the contrary.

3.2.7.7 Should complaints arise regarding a patient’s level of care, response time, or employee action or inaction, such concerns from the EMS Coordinator must be responded to within 48 hours (In writing) and include actions to be taken, including disciplinary action and other corrective measures.

3.2.7.8 It shall be of the utmost importance that employees of the Contractor strive to gain proficient knowledge of the streets and highways in the coverage areas in order to choose the quickest, most direct route to the scene of an emergency.

3.2.7.9 The Contractor must provide a mechanism or approved method for monitoring driver performance for all ambulances providing service under the contract. The County is to be provided with reports on driver performance as requested by the EMS Coordinator.

3.2.7.10 All Contract personnel must be trained and receive certification as being NIMS (National Incident Management System) compliant.

3.2.7.11 Contractor will have local staff available or a toll-free phone number, capable of discussing and resolving billing questions.

3.2.8 QUALITY IMPROVEMENT & MITIGATION PROGRAMS

3.2.8.1The Contractor shall develop and have in place a comprehensive quality improvement program for the EMS System and provide a copy of such program and implementation to the County prior to commencement of the contract. This should also address a weather mitigation plan, to maximize response times, and decrease injuries when threatening weather is approaching.

3.2.9 FIRST RESPONDERS

3.2.9.1 The Contractor shall cooperate and coordinate its activities and services with the first responder’s services, the primary goal being to enhance patient care through mutual cooperation.

The Contractor shall provide an on-scene exchange of disposable medical supplies used by the fire departments at no charge. Should there be an inability to exchange medical supplies on scene, the Contractor’s Walker County based supervisor (or a process approved by the EMS Coordinator) will exchange the utilized medical supplies immediately following the incident.

3.2.9.2 The first agency on the scene shall have primary responsibility for patient care until such time as care is turned over to the Contractor. The highest-ranking fire department officer on the scene shall have scene control as Incident Commander.

3.2.10 MINIMUM INSURANCE REQUIREMENTS

3.2.10.1 On or before the date the Contractor begins to provide service in the County, the Contractor shall purchase and provide, in a company or companies licensed to do business in the State of Georgia, such insurance as will protect the County from claims which may arise or result from the Contractor’s operations under the contract, whether such operations are performed by Contractor or by any Subcontractor, or by anyone directly or indirectly employed by any of them, or by anyone for whose acts the Contractor or Subcontractor may be liable.

3.2.10.2 The insurance required shall be written for not less than any limits or liability specified below or required by law, whichever is greater. All policies shall provide for 60-day notice to the County of cancellation or alteration in coverage. Certificate of coverage should be provided to the County upon Contractor annual insurance policy renewal. The County shall be listed as an additional insured on each insurance policy. The Contractor shall maintain through the life of the contract insurance, through insurers rated A- or better by A.M. Best, in the following minimal limits:

● Commercial general liability insurance - $2,000,000 per occurrence and $4,000,000 annual aggregate.

● Professional medical malpractice insurance - $2,000,000 per occurrence and $4,000,000 annual aggregate.

● Worker’s compensation coverage to statutory limits as required by law;

● Employers’ liability insurance of not less than $1,000,000 bodily injury by incident;

$1,000,000 bodily injury by disease for each employee.

● Personal injury protection (PIP) or medical payment coverage as required by law.

● “Umbrella” coverage in the amount of at least $5,000,000 shall be provided as additional coverage to all underlying liability policies. This policy may be written as a “Form Following Excess” policy.

3.2.11 INDEMNIFICATION

3.2.11.1 The Contractor agrees to defend, indemnify and save harmless the County, its officers, agents, employees, Contractors and representatives, from any and all claims, demands, liabilities, penalties, damages, expenses and judgments of any nature and description based on the negligence of the Contractor and arising out of the performance by the Contractor, its employees, Subcontractors or agent in providing ambulance services under the contract for the County.

3.2.11.2 Contractor expressly understands and agrees that any insurance protection required by the contract or otherwise provided by the Contractor shall in no way limit the responsibility to indemnify, defend, save and hold harmless the County or its elected officials, officers, employees, agents, assigns, and instrumentalities as herein provided.

3.2.11.3 The County has no obligation to provide legal counsel or defense to Contractor or its Subcontractors in the event that a suit, claim or action of any character is brought by any person not a party to the contract against Contractor as a result of or relating to performance or obligations of the services under the contract.

3.2.11.4 Except as expressly provided herein, the County has no obligation for the payment of any judgment or the settlement of any claims against Contractor as a result of or relating to obligations under the contract.

3.2.11.5 Contractor shall immediately notify the County, c/o Governing Authority of Walker County, of any claim or suit made or filed against Contractor or its Subcontractors regarding any matter resulting from or relating to Contractor’s obligations under the contract, and will cooperate, assist and consult with the County in the defense or investigation thereof.

3.3 OVERVIEW OF THE COUNTY AND EMS STATISTICS

3.3.1 The County’s contract service area is defined as Walker County, Georgia and all incorporated and unincorporated communities therein. This includes an area of approximately 447 square miles and a population of 69,761 (Census Estimate). There is one Level I Trauma Center and a comprehensive children’s hospital located in Chattanooga, Tennessee. Walker County is served by all four Lifeforce helicopter ambulances with “Lifeforce 1” stationed the closest.

3.3.2 The new contract will be an exclusive E-911 emergency service contract with fully staffed and equipped Advanced Life Support Ambulances.

3.3.3 The following is a display of total calls for service in Walker County over the past four (4) years. The totals provided below are historical data, and are not to be relied upon by the Contractor as future projections of calls.

2022 9,222 total incidents answered by current contracted EMS service.

2023 9,054 total incidents answered by current contracted EMS service.

2024 9,150 total incidents answered by current contracted EMS service.

2025 9,234 total incidents answered by current contracted EMS service.

3.3.4 The County does not currently schedule or dispatch scheduled calls from its 911 Center.

Scheduled non-emergency transports (NET) calls will not be covered under this RFP. A future Contract shall not prevent the Contractor from providing NET service to the area as long as it does not reduce the number of contracted 911 ALS ambulances as provided for in this RFP.

3.4 PERFORMANCE BASED CONTRACT

3.4.1 The most important aspect of this RFP is the fact that this RFP will result in the award of a Performance-based contract. Penalties will be assessed for failures to achieve minimum standards set forth in the Contract. This procurement requires the highest levels of performance and reliability, and the mere demonstration of effort, even diligent and well-intentioned effort, shall not substitute for performance results. Specifically:

3.4.2 Ambulance “In-Station” chute times must meet the requirements set forth in the RFP or agreed to Contract.

3.4.3 Ambulance In-station chute times and response times must meet the response requirements set forth in the RFP or agreed to Contract.

3.4.4 The 911 Center will be responsible for dispatch of all ambulances to emergency calls for service under the contract.

3.4.5 Every primary and coverage ambulance unit must at all times be equipped and staffed to operate at the State of Georgia certified paramedic ALS level (as in section 3.2.5), on all emergency and non-emergency calls received under the contract.

3.4.6 Clinical performance must be consistent with approved medical standards and protocols and guidelines set forth by the State of Georgia.

3.4.7 The conduct of personnel must be professional and courteous at all times.

3.4.8 There must be an unrelenting effort to detect and correct performance deficiencies and to continuously upgrade the performance and reliability of the entire EMS system.

3.4.9 Clinical and response time performance must be extremely reliable, with equipment failure and human error held to an absolute minimum through constant attention to performance, protocol, procedure, performance auditing, and prompt and definitive corrective action.

3.4.10 This shall not be solicitation for a level-of-effort contract. A Contractor who fails to perform must and shall be promptly replaced, because human lives, and not merely inconvenience or money, are at stake. In accepting a Contractor’s offer, the County neither accepts nor rejects the Contractor’s level-of-effort estimates; rather, the County accepts the Contractor’s promise to employ whatever level- of-effort is necessary to achieve the clinical, response time, and other performance standards required by the terms of the Contract.

3.5 USE OWN EXPERTISE AND JUDGEMENT

3.5.1 Contractor is specifically advised to use its own best expertise and professional judgment in deciding upon the methods to be employed to achieve and maintain the high performance required under the contract. By “methods”, the County means compensation programs, shift schedules, personnel policies, supervisory structures, fluid vehicle deployment techniques, and other internal matters which, taken together, comprise each Contractor’s own strategies and tactics for performing the services.

3.6 COSTS INCURRED IN RESPONDING

3.6.1 County will not pay any costs incurred in proposal preparation, presentation, demonstration or negotiation, nor does it commit to procure or contract for any services. All costs of proposal preparation will be borne by the Contractor.

3.6.2 It is understood that all proposals, inquiries, and correspondence relating to this RFP and all reports, charts, displays, schedules, exhibits, and other documentation will become the property of the County when received by the County and may be considered public information under applicable law.

3.7 ADDITIONAL INFORMATION

3.7.1 The award will be made to the most responsible, responsive and reliable Contractor, at the sole discretion of the County.

3.7.2 Except as otherwise provided in mutual aid agreements the County will contract with a single entity for emergency ambulance service.

3.7.3 The County will schedule site visits to the Contractor’s facilities or a current operational site in order to assess the capability and ability of the Contractor to fulfill the requirements of this RFP.

3.7.4 If during the evaluation process, the County is unable to determine a Contractor’s ability to perform, the County has the option of requesting evidence of the Contractor’s ability. The Contractor will be notified and permitted five working days to comply with any such request.

3.7.5 The County reserves the right to cancel this solicitation at any time, prior to or after the submittal deadline.

3.7.6 Contractors may be invited to make oral presentations to the Governing Authority of the County.

3.8 TERM

The contract shall commence on a date and time to be determined as part of the contract negotiations and shall endure for three (3) years from the date of commencement.

3.9 PERFORMANCE REVIEW

3.9.1 The County shall conduct a monthly evaluation of the performance of the Contractor. In addition, the County may conduct intermittent evaluations, or at such times specified by the

County. This will include, but not be limited to, issues of compliance with the terms of the contract.

3.10 RENEWAL OPTION

3.10.1 The Contract may be renewed at the sole discretion of the County for up to three (3) additional one (1) year terms upon written agreement of the parties.

3.11 RESPONSE AND DAMAGES

3.11.1 Failure of the Contractor to meet In-Station Chute Time and/or Response Time requirements will result in a charge of penalty fees based on the following:

In-Sta…