HomeMy WebLinkAboutMINUTES - 06242008 - C.89 TO: BOARD OF SUPERVISORS -`E_L•.o
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FROM: William B. Walker.MD, ;"�/__ '
Health Services Director 'I`~ Costa
DATE: June 24;2008 °sem
County
SUBJECT: Request for Proposal,Emergency Ambulance Services,Emergency Response Area 4
(San Ramon Valley)
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDATION:
Approve and authorize the Health Services Director or his designee(Art Lathrop)to release the
attached Request for Proposal for emergency ambulance services in Emergency Response Area 4
(EA 4)(San Ramon Valley).
FISCAL IMPACT:
No fiscal impact.
BACKGROUND:
On October 9. 1997;your Board approved an extension of the County's emergency ambulance
services agreement with San Ramon Valley Fire Protection District through November'-?,2008 and
authorized the Health Services Emergency Medical Services Agency to conduct a competitive
selection process as required by statute for selection of a service provider to continue provision of
emergency ambulance service in Emergency Response Area 4(the territory of the San Ramon
Valley Fire Protection District). The competitive selection process set forth in the attached
Request for Proposal has been approved by the California Emergency Medical Services Authority
pursuant to Health and Safety Code.Section 1797.224. No proposals will be considered that fail to
meet the level of service(ambulance availability and staffing)currently provided in EOA 4. A
recommendation for selection of a service provider will be made to your Board for approval. In
the event that multiple qualifying proposals are received.a Proposal Review Committee comprised
of representatives designated by local government entities within EOA 4 will score proposals in
accordance.with a point system contained within the RFP.
CONTIN ED ON ATTACHMENT: X YES SIGNATURE: --r,
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R COMMENDATION OF COUNTY ADMINISTRATOR _RECOMMENDATION OF BOARD COMMITTEE
APPROVE _OTHER
ARE(S):SI ----
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ACTION OF BOARD ONCILL XPi Z 700 APPROVE AS RECOMMENDED OJHER
VOT OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE
AND CORRECT COPY OF AN ACTION TAKEN
UNANIMOUS(ABSENT ) AND ENTERED ON THE MINUTES OF THE
BOARD OF SUPERVISORS ON THE DATE
AYES:' NOES: SHOWN.
ABSENT: . ABSTAIN: r�
ATTESTED\J
JOHN SWEETEN.CLERR OF THE BOARD OF
SUPERVISORS AND COUNTY ADMINISTRATOR
Originating Department: Emergency Medical Services 646-4690
cc: County Administrator
County Counsel
Health Services Administration
Emergency Medical Services
Contra Costa County Fire Chiefs Association
Each Fire Chief
B .+ DEPUTY
Request for Proposal (RFP)
Emergency Paramedic Ambulance Services
EOA 4—San Ramon Valley
Exclusive Operating Area for Emergency Ambulance Services
(:Does NOT include exclusivity for interfacility transfers)
This request for proposal has been prepared in conformity to California Emergency
Medical Services Authority publication #141 Competitive Process for Creating Exclusive
Operation Areas. Proposals shall be managed, reviewed, and handled in accordance
EMSA #141 as further detailed in this RFP.
a. RFP Serial Number:
07012008E OA4
b. Name and address of awarding agency:
Contra Costa Emergency Medical Services Agency
1340 Arnold Drive, Suite 126
Martinez, CA 94553
c. Date of issuance:
July 1, 2008
d. Time and place for submission of'responses, including disposition of late responses
and potential reasons for rejecting all responses: .
Proposals must be received no later than 4:00 PM, August 15, 2008 at the above
listed EMS Agency address. The EMS Agency may reject any response received
after the specified deadline. The EMS Agency may reject any proposal that does
not meet standards set forth in this RFP. The EMS Agency may reject all
proposals if it is determined to be in the best interest of the County.
e. Time and place of response opening:
4:00 pm, August 15, 2008 at the above-listed EMS agency address.
C. Period of time for which response is to remain in effect:
Proposals must remain in effect until the earlier of(1) execution of a contract with
the selected provider or (2) November 1, 2008.
g. Guarantee, performance and payment of bond requirements:
The selected vendor must post a performance bond in the amount of$100,000.00
within 15 days of notification of selection, said bond to remain in effect
throughout the term of the contract. Failure to post said performance bond within
the specified time period may result in rejection of the proposal. If the selected
vendor is a local government agency, a resolution of the agency's governing body
stating an intent to enter into an agreement with the County in accordance to the
terms of this RFP and the agency's ambulance service proposal shall be submitted
in lieu of a performance bond.
h. Responder's certification that all statements in the response are true:
Proposal must include a cover letter with the following statement: "By
submission of this proposal, [name of responder] certifies and warrants that, to the
best of[name of responder]'s knowledge, all statement in this proposal are true
and correct. [Name of responder] recognizes that any substantive
misrepresentation contained in this proposal shall entitle the awarding entity to
pursue any remedy authorized by law, which shall include the right, at the option .
of the awarding entity, that any agreement made as a result thereof is void."
i. When needed for the proposal evaluation, pre-award surveys, on inspection, a
requirement that responders state the place(s), including the street address from which
the services will be furnished:
Proposal shall contain the street address of the proposer's principle business
location within EOA 4 (Exclusive Operating Area 4) and the address of each
location (station) from which emergency paramedic ambulance services shall be
provided.
j. Description or specification of services to be furnished:
The minimum services to be provided are set forth in Attacluiient A, which is a
sample of a contract for emergency ambulance services that the successful
proposer will be required sign. Historical data on the number of ambulance
responses in EOA 4 is available in EMS Agency Annual Reports available on the
EMS Agency website wtiww.cccems.org or at the EMS Agency office.
k. Time, place and method of service delivery:
Services shall be provided within EOA 4 as described in Attachment B and, when
requested by EMS Agency designated dispatch center(s) and to the extent able
while maintaining services within EOA 4, to other areas within and outside
Contra Costa County for mutual aid response. Services shall be provided
beginning November 3, 2008 through October 31, 2018. The method of service
delivery shall be in accordance with the attached sample emergency paramedic
ambulance service a1recment (Attachment A) as may be modified in the final
agreement between provider and County.
1. Citation of and required responder conformance to all applicable provisions of law
and regulations:
Proposers must agree to comply with all applicable federal, state, and local laws,
regulations and ordinances including, but not limited to, the California Health and `
Safety Code Division 2.5 (EMS Act), California Code of Regulations Title 22,
and the Contra Costa County Ordinance 83-28 (Ambulance Ordinance).
m. Requirement for each responder to submit a detailed budget and budget narrative
wherein line items are identified as yearly or contract period costs:
Proposals shall contain sufficient budget detail covering at least a one-year
operational period to demonstrate availability of revenue by source to cover
operations.
Eligibility Criteria
Only providers with a minimum five years experience providing paramedic ambulance
service in a performance-based EMS system shall be considered. No proposal will be
considered that fails to meet the level of servicc (ambulance availability and staffing)
currently provided in EOA 4.
Evaluation Criteria
Proposals shall be evaluated on the basis of demonstrated experience providing
emergency paramedic ambulance service, demonstrated experience integrating transport
arld first responder services, level of service to be provided (ambulance unit hours,
staffing, etc.), operational and medical oversight, personnel training, patient charges,
financial capability, demonstrated customer satisfaction and community servicc, and
disaster response capability. In the event that multiple qualifying proposals are received,
a Proposal Review Committee will score qualifying proposals in accordance with a point
system set forth in Attachment C. The Proposal Review Committee will be comprised of
representatives designated by the City of San Ramon, the Town of Danville, and the
Contra Costa County Sheriff(representing the unincorporated area of Alamo). The
Proposal Review Committee shall make a recommendation to the EMS Agency Director
who shall make a recommendation to the Board of Supervisors.
Responders' Conference
A Responders' Conference will be held.July 11, 2008, 2:00 p.m., at the EMS Agency
.office as listed above. The purpose of the responders' conference is to provide a forum
for answering questions. The conference will be the only time that questions will be
answered regarding the R.FP. This will ensure that allprospective responders receive the
same information. Questions and answers need not be put in writing. If a written
response to a question is provided, then all prospective responders will receive a copy of
the question and answer.
Proposal Contents
Responders must submit a statement of experience that shall include but not be limited to
the following information:
a. Business name and legal business status (e.g.,partnership, corporation, local
governmental agency, etc.) of the prospective contractor.
b. Number of years the prospective contractor has been in business under the present
name, as well as related prior business names.
c. Number of years of experience the prospective contractor has had in providing the
required services.
d. Contracts completed during last five years showing year, type of services, dollar
amount of services provided, location, and contracting agency.
e. Details of any future contract or refusals to complete a contract.
f. Whether the responder holds a controlling interest in any other organization, or is
owned or controlled by any other organization.
g. Financial interests in any other related business. (This provision is not required of a
prospective contractor who is a local governmental entity where such information is a
matter of public record.)
h. Names of persons with whom the prospective contractor has been associated in
business as partners or business associates in the last five years. (This provision is
not required of a prospective contractor who is a local govermnental entity where
such information is a matter of public record.)
i. Explanation of any litigation involving the prospective contractor or any principal
of(iceis thereof in connection with any contract for similar services.
j. An explanation of experience in the service to be provided or similar experience of
principal individuals of the prospective contractor Is.present organization.
k. A list of major equipment to be use&for the direct provision of services (e.g.,
Vehicles, dispatch centers, etc.).
1. Financial information that will disclose the cost of the proposed operation and the
intended source of funding.
n.. A list of commitments and potential commitments that may impact assets, lines of
credit, guarantor letters; or otherwise affect the responder's ability to perform the
contract.
n. Business or professional licenses or certificates required by the nature of the contract
work to be performed and held by the responder.
o. . An agreement to provide the awarding agency with any additional information
determined to be necessary for an accurate deterrilination of the prospective
contractor's qualifications to perform services.
p. Agreement to right of the awarding agency to audit the prospective contractor's
financial and other records. (Not required of local governmental agencies.)
q. Any additional information the proposer deems relevant to judging and scoring
proposal.
Proposal Format and Number of Copies
Proposals shall be submitted on 8-1/2 by 1 I-inch paper without folds. Two copies shall
be submitted, one of which may be stapled or bound and one of which shall be loose and
suitable for copying. Pages shall be numbered in a manner for ease of reference. Each
proposal shall contain a cover letter signed by an individual authorized to commit the
organization to the services proposed.
Late Submission or Defective Submission
Proposals submitted after the due date and time or proposals submitted that do not meet
the requirements and format set forth in this RFP will be rejected, except that the EMS
Agency reserves the right at its sole discretion to accept a late'sublmission whcjl it is
determined that the reason for lateness was beyond the reasonable control of the proposer
or to accept a defective proposal if it is determined that the defect is inconsequential.
Withdrawal of Proposal
A proposal play be withdrawn at any time before the time set for response opening upon
presentation of a written request from. a duly authorized representative of the proposer.
Notification and.Appeal
Each proposer will be Notified in writing of the recoil mendation of the Proposal Review
Committee. Any proposer may protest the recommendation of the Proposal Review
Committee by submitting a written protest within five days of noti lication. to the EMS
Agency Director setting forth the reasons for the protest. A copy of the protest shall be
provided to each proposer who, 111 turn, .may file a written rebuttal or comment on the
protest to the EMS Agency Director within five days of the date copies of the protest are
sent. The EMS Agency Director shall then. notify each proposer of his final
recommendation to be made to the Board of Supervisors.
Attachment A—Sample Emergency Ambulance Service Agreement
Attachnient B - EOA 4 Description
Emergency Operating Area 4 is an Exclusive Operating Area established for emergency
ambulance response only. EOA 4 does NOT include exclusivity for interfacility
transport. EOA 4 comprises the territory of the San Ramon Valley Fire Protection
District, which includes the territories of the Town of Danville and the City of San
Ramon and surrounding unincorporated areas.
Attachment C —Point System for Proposal Evaluation
Section Title Total Points
Proposal accepted for
Credentials and qualification. review/proposal
rejected for review
Experience providing emergency paramedic 100
ambulance service
Level of service to be provided(ambulance unit 500
hours/ambulance staffing)
Operations management 100
Medical oversight 100
Medical oversight and quality improvement 100
program
Personnel training 100
Proposed pricing .100
Financial capacity 100
Proposed pricing 100
Customer satisfaction/community service 100
Disaster response capability 100
TOTAL POSSIBLE POINTS 1,500