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Home My WebLink AboutMINUTES - 01131987 - 2.5 TO BOARD OF SUPERVISORS FROM: Mark Finucane, Contra Health Services Director Costa DATE: January 13, 1987 Couq/ SUBJECT: Emergency Ambulance Service Contracts SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION RECOMMENDATION: APPROVE the selection of emergency ambulance services and AUTHORIZE the Health Services Director or his designee to negotiate two-year contracts with the following: 1. Regional Medical Systems for. Emergency Response Areas (ERA's) 1, 2 and 5 (areas currently served under contracts with Cadillac and Regional ; 2. Moraga Fire Protection District for ERA 3; and 3. San Ramon Valley Fire Protection District for ERA 4. FINANCIAL IMPACT: None REASONS FOR RECOMMENDATION/BACKGROUND: The existing emergency ambulance service contracts expire April 28, 1987. On October 24, 1986, the Health Services Department issued a Request for Proposal to Provide Emergency Ambulance Services in the five (5) designated Emergency Response Areas (ERA' s) . Proposals were received from: - Regional Medical Systems for ERA' s 1, 2 and 5; - Allied Ambulance for ERA' s 1, 2 and 5; - Moraga Fire Protection District for ERA 3; - San Ramon Valley Fire Protection District for ERA 4; and - Valley Ambulance for ERA 5. The attached "Report and Recommendation on Emergency Ambulance Service Contracts" describes the process and rationale used in recommending selection of Regional , Moraga Fire and San Ramon Valley Fire. Essentially, this recommendation will result in retaining the services of the existing providers and increasing the number of paramedic units serving the County. Moraga Fire and San Ramon Valley Fire will con- tinue to provide one paramedic unit each in their respective servi areas. Regional CONTINUED ON ATTACHMENT; _x_ YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE(S): ACTION OF BOARD ON JAR 13 1987 APPROVED AS RECOMMENDED OTHER VOTE OF SUPERVISORS rZ�\ 1 HEREBY CERTIFY THAT THIS IS A TRUE UNANIMOUS (ABSENT AND CORRECT COPY OF AN ACTION TAKEN AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN. cc: Health Services Director ATTESTED __ JAN_ 13 1987 Emergency Medical Services - - - -------- THE BOARD OF County Administrator SUI ERV ORS BATCHELOR, COUNTY F ADMINISTRATOR BY � DEPUTY M382%7-83 w r Medical Systems, which recently purchased Cadillac Ambulance Service, will provide a total of ten paramedic units in Contra Costa County--two more than required under the existing contracts with Regional and Cadillac. Regional anticipates that the two additional paramedic units, along with a better utilization of resources made possible through the combined operations of Cadillac and Regional , will result in about 90% paramedic responses to emergency calls within their response areas. This compares with the 75% paramedic responses for these areas as reported in the 1985 "Audit of Ambulance Code 3 Response Times". Regional has also proposed equipping all paramedic units with cellular telephones which will help relieve demands on the County's MEDAR' s radio system. Z-LB-EMS2 CONTRA COSTA COUNTY HEALTH SERVICES DEPARTMENT EMERGENCY MEDICAL SERVICES REPORT AND RECOMMENDATIONS ON EMERGENCY AMBULANCE SERVICE CONTRACTS DECEMBER 22, 1986 SUMMARY AND RECOMMENDATIONS The Ambulance Proposal Review Panel reviewed six ( 6 ) proposals submitted by five different companies or agencies in response to the Request for Proposal (RFP) to Provide Emergency Ambulance Service issued October 24, 1986. ( 1) San Ramon Valley Fire Protection District to serve Emergency Response Area (ERA) 4 (San Ramon Valley) ; ( 2) Moraga. Fire Protection District to serve ERA 3 (Moraga) ( 3 ) Regional Medical Systems to serve ERA' s 1,2 , and 5, (all areas covered by County contract except San Ramon Valley and. Moraga) ;. ( 4) Allied Ambulance to serve ERA' s 1, 2, and 5 ; (5) Allied Ambulance-to serve ERA' s 2 and 5 (East County and portions of Central County east of I-680 ) ; and (6) Valley Ambulance to serve ERA 5 (East County) . Based upon its review of the proposals and interviews with management representatives from Regional, Allied, and Valley, the Pannel recommends selection of the following emergency ambulance providers: ( 1) San Ramon Valley Fire for ERA 4; ( 2 ) Moraga Fire for ERA 3 ; and ( 3 ) Regional Medical Systems for ERA' s 1, 2, and 5 . County Emergency Medical Service staff have independently reviewed the proposals and concur with the recommendations of the Review Panel. Recommendations regarding San Ramon Valley Fire and Moraga Fire were based upon the following factors: -There were no competing proposals submitted for these areas. -Both proposals were to continue providing the existing level of service, which meets the requirements of the RFP. The recommendation regarding Regional Medical Systems was based upon a detailed rating of the proposals in several areas including service plan, back-up plan, communications, personnel, special features, patient charges and collection procedures, business history and management structure, finances, and equipment. Most Panel members rated Regional equal to or higher 1 than the other proposers for ERA' s 1, 2 and/or 5. Regional ' s strengths included the company' s demonstrated commitment and ability to provide a high level of emergency ambulance service within the County, its proposal to increase the number of paramedic units to ten (one more than currently operated, two more than required under existing contracts) , the Automatic Vehicle Location System currently being installed at Regional' s dispatch center and Regional 's multi-casualty response capability. 2 REQUEST FOR PROPOSAL AND REVIEW PROCESS On October 24, 1986 , the Health Services Department issued an RFP for emergency ambulance services for two-years through December 28, 1988 . The RFP, selection criteria and review were based upon the process previously approved by the Board of Supervisors for the ambulance selection in 1984 . The RFP was distributed to all existing ambulance services and fire protection districts in Contra Costa County, to major ambulance companies throughout the Bay Area and the State, and to .the California Ambulance Association. Prospective applicants were invited to submit one or more proposals for any one or combination of the following Emergency Response Areas: ERA 1 - El Cerrito and' the unincorporated areas of West County; Martinez, Pleasant Hill, Lafayette, Orinda, Walnut Creek west of I-680, and the surrounding unincorporated areas. ERA 2 - Clayton, Concord, Walnut Creek east of I-680, and surrounding unincorporated areas. ERA 3 - Moraga Fire Protection District. ERA 4 - San Ramon Valley including San Ramon, Danville, Alamo, and Tassajara. ERA 5 - Pittsburg, Antioch, and unincorporated areas of East County with 9-1-1 access through Delta Regional Commun- ication center. Since the existing contracts contain an automatic 4 month extension provision, start-up of operations could be extended until April 29, 1987. A pre-bid conference was held on November 5, 1986 to review the RFP and answer questions of prospective bidders. The deadline for proposal submission was December 3 , 1986 . A Proposal Review Panel was appointed to assist in the review process and make recommendations to the Health Serices Department on selection of emergency ambulance services. The Panel was selected to be representative of diverse interests and geographic areas of the County. All members were knowledgeable regarding emergency ambulance services and several had served on previous ambulance proposal review panels for the County. Panel membership is shown in Exhibit A. Proposals, worksheets and rating sheets were delivered to Panel members in advance of the first meeting. The Panel met three times and interviewed management representatives of Regional, Allied, and Valley Ambulance to clarify points in their proposals. Using a rating scale which had been developed for the 1984 selection process, the Panel rated each of the competing 3 proposals. First, Regional, Allied, and Valley were rated with respect to ERA 5 ; second, Regional and Allied were rated with respect to ERA' s 1, 2 and 5. Regional was rated highest in both instances, and the Panel 's recommendation was unanimous that Regional be selected to serve ERA' s 1, 2 and 5 . The Panel also recommended acceptance of the Moraga Fire and San Ramon Valley Fire proposals for which there were no competing bids. 4 " EXHIBIT A AMBULANCE PROPOSAL REVIEW COMMITTEE MEMBERSHIP 12/3/86 RON CREAGH, MANAGER _.. CITY OF EL CERRITO BOB DOWNING PLEASANT HILL POLICE JERRY FENDER, CHIEF, CONSOLIDATED FIRE TRAINING JOYCE JACOBSON., RN* DELTA MEMORIAL HOSPITAL LT. ROY KINION CALIFORNIA HIGHWAY PATROL BATT. CHIEF BOB LINDGREN BETHAL ISLAND _FIRE ALLEN LONGSHORE, M.D. EMCC MEMBER - CONSUMER MIKE RADCLIFFE, CHIEF PINOLE FIRE DALE RICKFORD, .CAPT. ANTIOCH POLICE GREG RHODES, M.I . EMCC CHAIRPERSON VICKY STEELE, RN BROOKSIDE HOSPITAL E.R. *Was unable to attend final meeting of Panel