REQUEST FOR PROPOSAL

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REQUEST FOR PROPOSAL

  1. 1. REQUEST FOR PROPOSAL Emergency Medical Services for Duplin County, North Carolina Due: Friday, November 12, 2004 4:30 p.m. Eastern Standard Time Final Version, October 14, 2004
  2. 2. TABLE OF CONTENTS Section 1 Introduction 1.1 Purpose 1.2 Definitions 1.3 Background Information 1.4 Service Area Summary 1.5 Historic Service Volumes 1.6 Patient Mix Section 2 Administrative Information 2.1 Issuing Officer 2.2 Restriction on Communication 2.3 Downloading the RFP from the Internet 2.4 Procurement Timetable 2.5 Service Providers' Conference 2.6 Questions and Requests for Clarification 2.7 Amendment to the RFP and Bid Proposal and Withdrawal of Bid Proposal 2.8 Submission of Bid Proposals 2.9 Cost Proposal Opening 2.10 Costs of Preparing the Bid Proposal 2.11 Rejection of Bid Proposals 2.12 Disqualification 2.13 Nonmaterial and Material Variances 2.14 Reference Checks 2.15 Information from Other Sources 2.16 Verification of Bid Proposal Contents 2.17 Criminal History and Background Investigation 2.18 Bid Proposal Clarification Process 2.19 Disposition of Bid Proposals 2.20 Public Records and Requests for Confidential Treatment 2.21 Copyrights 2.22 Release of Claims 2.23 Presentations 2.24 Evaluation of Bid Proposals Submitted 2.25 Award Notice and Acceptance Period 2.26 Definition of Contract 2.27 Choice of Law and Forum 2.28 Restrictions on Gifts and Activities 2.29 No Minimum Guaranteed Section 3 Service Requirements 3.1 Introduction 3.2 Scope of Work 3.2.1 Personnel 3.2.2 Response Time 3.2.3 Vehicle and Equipment 3.2.4 Communication System and Management 3.2.5 Data and Reporting Requirements 3.2.6 Coverage and Dedicated Ambulances 3.2.7 Integration of Non Transport Services 3.2.8 Stand-by and Special Events Coverage Final Version, October 14, 2004 2
  3. 3. 3.2.9 Participation in System Development 3.2.10 Mutual Aid 3.2.11 Disaster Assistance and Response 3.2.12 Deployment Planning and Initial Plan 3.2.13 Handling Service Inquiries and Complaints 3.2.14 Housing and Medical Director Section 4 Format and Content of Bid Proposals 4.1 Instructions 4.2 Technical Proposal 4.2.1 Transmittal Letter 4.2.2 Table of Contents 4.2.3 Executive Summary 4.2.4 Service Requirements 4.2.5 Background Information 4.2.6 Experience 4.2.7 Key Personnel 4.2.8 Financial Information 4.2.9 Terminations, Litigation, Debarment 4.2.10 Proposal Certification 4.2.11 Acceptance of Terms and Conditions 4.2.12 Certification of Independence and No Conflict of Interest 4.2.13 Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion - Lower Tier Covered Transactions 4.2.14 Authorization to Release Information 4.2.15 Firm Bid Proposal Terms 4.3 Cost Proposal Section 5 Evaluation of Bid Proposals 5.1 Introduction 5.2 Evaluation Committee 5.3 Evaluation Criteria 5.4 Recommendation of the Evaluation Committee Section 6 Contract Terms and Conditions 6.1 Contract Terms and Conditions 6.2 Contract Length 6.3 Failure to Perform/Performance Bond Attachments A Definitions B Duplin County Map Showing Current Station Locations C Duplin County Map Showing Identifying the Incorporated Towns D Technical Evaluation Criteria E Cost Proposal Evaluation Criteria F Proposal Certification G Certification of Independence and No Conflict of Interest H Certification Regarding Debarment, Suspension, and Eligibility, and Voluntary Exclusion Final Version, October 14, 2004 3
  4. 4. I Authorization to Release Information Section 1 Introduction 1.1 Purpose The purpose of this Request for Proposals (RFP) is to solicit proposals from qualified service providers to provide full, unsubsidized paramedic level service from six (6) sites geographically located throughout Duplin County to 911 emergency medical service calls for County of Duplin hereafter identified as (County). The County intends to award a three year contract beginning on July 1, 2005 and ending on June 30, 2008, with up to two additional one (1) year extensions. 1.2 Definitions EMS terminology is used throughout this document. All terms are defined per North Carolina General Statutes Article 7, Regulations of Emergency Medical Services Chapter 131E-155, Definitions are attached to this document as Attachment “A”. 1.3 Background Information This RFP is designed to provide service providers with the information necessary for the preparation of competitive bid proposals. The RFP process is for the County's benefit and is intended to provide the County with competitive information to assist in the selection process. It is not intended to be comprehensive. Each service provider is responsible for determining all factors necessary for submission of a comprehensive bid proposal. In addition to responding to 911 emergency medical service calls dispatched by the County’s Communication Center, Duplin County EMS Personnel have also provided additional training services to Volunteer EMS Squads throughout the County. This RFP is being developed at the direction of the Duplin County Board of Commissioners who will have the final decision on the acceptance or rejection of proposals. The County Manager and administrative staff will be responsible for reviewing proposals and making a recommendation to the Board of Commissioners. 1.4 Service Area Duplin County is located in Southeastern Coastal Plain of North Carolina and has a population of 49,597 with the largest town being Wallace and Warsaw the next largest. Duplin County has a total of 10 incorporated towns and 13 Townships. Duplin County is the 9th largest county in North Carolina in land area at 819 square miles. The county is served by Interstate 40, U.S. Highway 117, NC Highways 11, 24, 41, 50, 111, 241, 403, and 903. Duplin General Hospital, the county’s only hospital, is located in Kenansville, which is also the county seat. Final Version, October 14, 2004 4
  5. 5. 1.5 Historic Service Volumes Based on historical information, it is estimated the paid county EMS Staff in combination with the county’s active Volunteer EMS Squads respond to approximately 5,100 emergency 911 calls annually. Both ALS and BLS care can be expected in the mix annually. In addition, it is estimated based on historical data, that an estimated 29,350 billable miles can be expected annually. THESE NUMBERS ARE APPROXIMATE. 1.6 Patient Mix Patient mix is reported as approximately 50% Medicare with the balance comprised of commercial payers, private pay, government programs (i.e. Medicaid), PPO, and HMO combined. Section 2 Administration Information 2.1 Issuing Officer The Issuing Officer, identified below, is the sole point of contact regarding the RFP from the date of issuance until selection of the successful service provider. Fred Eldridge, County Manager PO Box 910 224 Seminar Street Kenansville, North Carolina 28349-0910 Phone: 910-296-2100 Fax: 910-296-2107 Email: frede@duplincounty.org 2.2 Restriction on Communication From the issue date of this RFP until announcement of the successful service provider, service providers may contact only the Issuing Officer. The Issuing Officer will respond only to questions regarding the procurement process. Questions related to the interpretation of this RFP must be submitted in writing to the Issuing Officer by 4:30 p.m., Eastern Standard Time, Tuesday, November 2, 2004. Verbal questions related to the interpretation of this RFP will be accepted only at the service provider conference as outlined in Section 2.6. Final Version, October 14, 2004 5
  6. 6. 2.3 Downloading the RFP from the Internet The RFP will be accessible from the County's home page at www.duplincounty.org. Applicants are advised to check the County's home page periodically for amendments to this RFP, particularly if the service provider downloaded the RFP from the Internet, as the service provider may not automatically receive amendments. If the service provider received this RFP as a result of a written request to the County, the service provider will automatically receive amendments. No online submittals will be accepted. 2.4 Procurement Timetable The following dates are set forth for informational and planning purposes; however, the County reserves the right to change the dates. Issue RFP Oct. 15, 2004 Service providers' Conference Oct. 25, 2004 Letters of Intent and Questions Due Oct. 29, 2004 Response to Questions Issued Nov. 4, 2004 Bid Proposals Due Nov. 12, 2004 Announce Results of Proposals Dec. 20, 2004 Completion of Contract Negotiations and Execution of the Contract Feb. 1, 2005 Begin Contract July 1, 2005 2.5 Service Providers' Conference A service providers' conference will be held on October 25, 2004, at 1:30 p.m., Eastern Standard Time, in the Board Room at the Duplin County Administration Building, 224 Seminary Street, Kenansville, North Carolina 28349. The purpose of the service providers' conference is to discuss with prospective service providers the work to be performed and allow prospective service providers an opportunity to ask questions regarding the RFP. Verbal discussions at the service providers' conference shall not be considered part of the RFP unless confirmed in writing by the County and incorporated into this RFP. Questions asked at the conference that cannot be adequately answered during the conference may be deferred. A copy of the questions and answers will be sent to service providers who attend the service providers' conference. 2.6 Questions and Requests for Clarification Service providers are invited to submit written questions and requests for clarifications regarding the RFP. The questions or requests for clarifications must be in writing and received by the Issuing Officer before 4:30 p.m., Eastern Standard Time, November 2, 2004. Oral questions will not be permitted. If the questions, or requests for clarifications, pertain to a specific section of the RFP, the page and section number(s) must be referenced. Written responses to questions or requests for clarifications will be mailed back to the applicants on or before November 4, 2004. Final Version, October 14, 2004 6
  7. 7. The County assumes no responsibility for verbal representations made by its officers or employees unless such representations are confirmed in writing and incorporated into the RFP. 2.7 Amendment to the RFP and Bid Proposal and Withdrawal of Bid Proposal The County reserves the right to amend the RFP at any time. The service provider shall acknowledge receipt of an amendment in its proposal. If the amendment occurs after the closing date for receipt of bid proposals, the County may, in its sole discretion, allow service providers to amend their bid proposals in response to the County's amendment if necessary. The service provider may amend its bid proposal. The amendment must be in writing, signed by the service provider and received by time set for the receipt of proposals. Electronic mail and faxed amendments will not be accepted. Service providers who submit proposals in advance of the deadline may withdraw, modify, and resubmit proposals at any time prior to the deadline for submitting proposals. Service providers must notify the Issuing Officer in writing if they wish to withdraw their proposals. 2.8 Submission of Bid Proposals The County must receive the bid proposal at the Managers Office , P.O. Box 910, 224 Seminary Street, Kenansville, North Carolina, 28349 before 4:30 p.m., Eastern Standard Time, November 12, 2004. This is a mandatory requirement and will not be waived by the County. Any bid proposal received after this deadline will be rejected and returned to the service provider. Service providers mailing bid proposals must allow ample mail delivery time to ensure timely receipt of their bid proposals. It is the service provider's responsibility to ensure that the bid proposal is received prior to the deadline. Postmarking by the due date will not substitute for actual receipt of the bid proposal. Electronic mail and faxed bid proposals will not be accepted. Service providers must furnish all information necessary to evaluate the bid proposal. Bid proposals that fail to meet the mandatory requirements of the RFP may be disqualified. Verbal information provided by the service provider shall not be considered part of the service provider's proposal. 2.9 Cost Proposal Opening The County will open the cost proposals at 4:45 p.m., Eastern Standard Time, November 12, 2004. The technical proposal and cost proposal scores will then be totaled to determine the short-listed service provider(s). 2.10 Costs of Preparing the Bid Proposal The costs of preparation and delivery of the bid proposal are solely the responsibility of the service provider. Final Version, October 14, 2004 7
  8. 8. 2.11 Rejection of Bid Proposals The County reserves the right to reject any or all bid proposals, in whole and in part, received in response to this RFP at any time prior to the execution of a written contract. Issuance of this RFP in no way constitutes a commitment by the County to award a contract. This RFP is designed to provide service providers with the information necessary to prepare a competitive bid proposal. This RFP process is for the County's benefit and is intended to provide the County with competitive information to assist in the selection of a service provider to provide services. It is not intended to be comprehensive and each service provider is responsible for determining all factors necessary for submission of a comprehensive bid proposal. 2.12 Disqualification The County may reject and not evaluate proposals for any one of the following reasons: 2.12.1 The service provider fails to deliver the bid proposal by the due date and time. 2.12.2 The service provider fails to deliver the cost proposal in a separate envelope. 2.12.3 The service provider states that a service requirement cannot be met. 2.12.4 The service provider's response materially changes a service requirement. 2.12.5 The service provider's response limits the rights of the County. 2.12.6 The service provider fails to respond to the County's request for information, documents, or references. 2.12.7 The service provider fails to include any signature, certification, authorization, stipulation, disclosure or guarantee requested in Section 4 of this RFP. 2.12.8 The service provider presents the information requested by this RFP in a format inconsistent with the instructions of the RFP. 2.12.9 The service provider provides misleading or inaccurate responses. 2.13 Nonmaterial and Material Variances The County reserves the right to waive or permit cure of nonmaterial variances in the bid proposal if, in the judgment of the County, it is in the County's best interest to do so. Nonmaterial variances include minor informalities that do not affect responsiveness; that are merely a matter of form or format; that do not change the relative standing or otherwise prejudice other service providers; that do not change the meaning or scope of the RFP; or that do not reflect a material change in the services. In the event the County waives or permits cure of nonmaterial variances, such waiver or cure will not modify the RFP requirements or excuse the service Final Version, October 14, 2004 8
  9. 9. provider from full compliance with RFP specifications or other contract requirements if the service provider is awarded the contract. The determination of materiality is in the sole discretion of the County. 2.14 Reference Checks The County reserves the right to contact any reference to assist in the evaluation of the bid proposal, to verify information contained in the bid proposal and to discuss the service provider's qualifications and the qualifications of any subcontractor identified in the bid proposal. 2.15 Information from Other Sources The County reserves the right to obtain and consider information from other sources concerning a service provider, such as the service provider's capability and performance under other contracts. 2.16 Verification of Bid Proposal Contents The content of a bid proposal submitted by a service provider is subject to verification. Misleading or inaccurate responses shall result in disqualification. 2.17 Criminal History and Background Investigation The County reserves the right to conduct criminal history and other background investigation of the service provider, its officers, directors, shareholders, or partners, managerial, and supervisory personnel retained by the service provider for the performance of the contract. 2.18 Bid Proposal Clarification Process The County reserves the right to contact a service provider after the submission of bid proposals for the purpose of clarifying a bid proposal to ensure mutual understanding. This contact may include written questions, interviews, site visits, a review of past performance if the service provider has provided goods or services to the County or any other political subdivision wherever located, or requests for corrective pages in the service provider's bid proposal. The County will not consider information received if the information materially alters the content of the bid proposal or alters the type of goods and services the service provider is offering to the County. An individual authorized to legally bind the service provider shall sign responses to any request for clarification. Responses shall be submitted to the County within the time specified in the County's request. Failure to comply with requests for additional information may result in rejection of the bid proposal as non-compliant. 2.19 Disposition of Bid Proposals All proposals become the property of the County and shall not be returned to the service provider unless all bid proposals are rejected or the RFP is cancelled. In either event, service providers will be asked to send prepaid shipping instruments to the County for return of the bid proposals submitted. In the event the County does not receive shipping instruments, the County will destroy the bid proposals. Final Version, October 14, 2004 9
  10. 10. Otherwise, at the conclusion of the selection process, the contents of all bid proposals will be in the public domain and be open to inspection by interested parties subject to exceptions provided in the General Statutes of North Carolina or other applicable law. 2.20 Public Records and Requests for Confidential Treatment The County may treat all information submitted by a service provider as public information unless the service provider properly requests that information be treated as confidential at the time of submitting the bid proposal. The County's release of information is governed by the General Statutes of North Carolina. Service providers are encouraged to familiarize themselves with Chapter 132 before submitting a proposal. The County will copy public records as required to comply with the public record laws. Any request for confidential treatment of information must be included in the transmittal letter with the service provider's bid proposal. In addition, the service provider must enumerate the specific grounds in the General Statutes of North Carolina or other applicable law, which support treatment of the material as confidential and explain why disclosure is not in the best interest of the public. The request for confidential treatment of information must also include the name, address, and telephone number of the person authorized by the service provider to respond to any inquiries by the County concerning the confidential status of the materials. Any bid proposal submitted which contains confidential information must be conspicuously marked on the outside as containing confidential information, and each page upon which confidential information appears must be conspicuously marked as containing confidential information. Identification of the entire bid proposal as confidential may be deemed non-responsive and disqualify the service provider. If the service provider designates any portion of the RFP as confidential, the service provider must submit one copy of the bid proposal from which the confidential information has been excised. This excised copy is in addition to the number of copies requested in Section 4 of this RFP. The confidential material must be excised in such a way as to allow the public to determine the general nature of the material removed and to retain as much of the bid proposal as possible. The County will treat the information marked confidential as confidential information to the extent such information is determined confidential under the General Statutes of North Carolina or other applicable law by a court of competent jurisdiction. The service provider's failure to request confidential treatment of material will be deemed by the County as a waiver of any right to confidentiality, which the service provider may have had. Final Version, October 14, 2004 10
  11. 11. 2.21 Copyrights By submitting a bid proposal, the service provider agrees that the County may copy the bid proposal for purposes of facilitating the evaluation of the bid proposal or to respond to requests for public records. The service provider consents to such copying by submitting a bid proposal and warrants that such copying will not violate the rights of any third party. The County shall have the right to use ideas or adaptations of ideas that are presented in the bid proposals. 2.22 Release of Claims By submitting a bid proposal, the service provider agrees that it will not bring any claim or cause of action against the County based on any misunderstanding concerning the information provided herein or concerning the County's failure, negligent or otherwise, to provide the service provider with pertinent information as intended by this RFP. 2.23 Presentations Service providers may be required to make a presentation of the bid proposal. The presentation may occur at the County's offices or at the offices of the service provider. The determination as to need for presentations, the location, order, and schedule of the presentations is at the sole discretion of the County. The presentation may include slides, graphics and other media selected by the service provider to illustrate the service provider's bid proposal. The presentation shall not materially change the information contained in the bid proposal. 2.24 Evaluation of Bid Proposals Submitted Bid proposals that are timely submitted and are not subject to disqualification will be reviewed in accordance with Section 5 of the RFP. The County will not necessarily award any contract resulting from this RFP to the service provider offering the lowest cost to the County. Instead, the County will award the contract to the compliant service provider whose proposal is the lowest and most responsive. 2.25 Award Notice and Acceptance Period Notice of intent to award the contract will be sent by mail to all service providers submitting a timely bid proposal. Negotiation and execution of the contract shall be completed no later than February 1, 2005. If the apparent successful service provider fails to negotiate and deliver an executed contract by February 1, 2005, the County may cancel the award and award the contract to the next highest responsive service provider. 2.26 Definition of Contract The full execution of a written contract shall constitute the making of a contract for services and no service provider shall acquire any legal or equitable rights relative to the contract services until the contract has been fully executed by the successful service provider and the County. Final Version, October 14, 2004 11
  12. 12. 2.27 Choice of Law and Forum This RFP and the resulting contract are to be governed by the laws of the State of North Carolina. Changes in applicable laws and rules may affect the award process or the resulting contract. Service providers are responsible for ascertaining pertinent legal requirements and restrictions. Any and all litigation or actions commenced in connection with this RFP shall be brought in the appropriate North Carolina forum. 2.28 Restrictions on Gifts and Activities The General Statutes of North Carolina restricts gifts which may be given or received by an employee of a political subdivision of the state and requires certain individuals to disclose information concerning their activities with state government. Service providers are responsible to determine the applicability of this the General Statutes of North Carolina to their activities and to comply with the requirements. 2.29 No Minimum Guaranteed The County anticipates that the selected service provider will provide services as requested by patient calls. The County will not guarantee any minimum compensation will be paid to the service provider or any minimum usage of the service provider's services. Nor does the County guarantee the number of emergency 911 calls, nor their frequency, nor their nature, nor their location. SECTION 3 SERVICE REQUIREMENTS 3.1 Introduction The Service Provider shall furnish emergency ambulance service for the entire population of Duplin County. The defined service area is depicted in Attachment 'C' as the entirety of Duplin County which includes all of the incorporated and un- incorporated areas. At a minimum, county-wide service shall be authorized at the paramedic level and be staffed at that level 24 hours per day, 7 days per week (24/7) based on a 24/72 staffing schedule. Additionally, the Service Provider shall furnish stand-by Special Events coverage, limited long-distance transfer service, reasonable mutual aid services and special contract services, communication and medical dispatch services. 3.2 Scope of Work Write a narrative describing what the overall EMS system will look like. The narrative needs to include at a minimum: 3.2.1 Personnel • Describe the credentialed personnel that will be used by the service provider. • Describe what your typical crew configuration will be. • Describe how you will incorporate the current EMS Staff. Final Version, October 14, 2004 12
  13. 13. 3.2.2 Response Time • Describe in detail how your service will respond to emergency 911 calls to insure prompt response time. • Describe your services' acceptable time of call, to time on scene, time allowed on scene, and transport time as outlined by your protocols. • Describe how you document these times (whether crew keeps track of own time and mileage or computerized dispatch with 24/7-staffed EMD trained dispatch center). • Describe your dispatching policies and procedures and the Continuous Quality Improvement (CQI) process used to monitor it. 3.2.3 Vehicle and Equipment • Provide documentation that all vehicles meet requirements as outlined by state and federal regulations. • Describe how you maintain your fleet including vehicle maintenance logs, damage repair reports, and define your replacement schedule. 3.2.4 Communication System Management • Describe how your service will interface with the County’s Communication Center or if you have your own dispatch center how it will operate, for example computerized dispatch system, radio frequencies, 24/7 staffed dispatched, recorded, etc. 3.2.5 Data and Reporting Requirements • Describe how you will provide detailed operations, clinical and administrative data. • Describe your CQI plan including standards that are clear and measurable. Standards related to patient care, response time, procedural, education and equipment should be addressed. • Describe your methods of evaluation related to your established standards. 3.2.6 Coverage and Dedicated Ambulances • Describe your ambulance coverage plans to be sufficient for what is necessary to meet acceptable performance standards for quality patient care. • Describe the type ambulance that would be used for providing service. 3.2.7 Integration of Non Transport Services • Describe how you will collaborate with and integrate with the existing non-transport services in your delivery system in Duplin County. 3.2.8 Stand-by and Special Events Coverage • Describe how you will furnish standby coverage at emergency situations involving possible danger to law enforcement and fire department personnel and the public at large. • Describe how you will provide dedicated and non-dedicated standby coverage at public/community events (i.e. shelters, school sporting events) when or/as requested. 3.2.9 Participation in System Development • Describe how you see your role and what level of participation you plan to have in support of future system development of EMS services in the region designed to enhance quality of service in disaster and mutual aid situations. Final Version, October 14, 2004 13
  14. 14. 3.2.10 Mutual Aid • Describe how you will create mutual aid agreements with Volunteer services within the County and surrounding Counties. • Describe under what conditions you would provide mutual aid assistance. 3.2.11 Disaster Assistance and Response • Describe your participation level in the planning and response to a multi-hazard emergency operation plan including training, drills and exercises. 3.2.12 Deployment Planning and Initial Plan • Describe your initial coverage plan and protocol for requesting coverage plan modifications. 3.2.13 Handling Service Inquiries and Complaints • Describe how you will handle all service inquiries and complaints. • Describe how you will comply with HIPPA 3.2.14 Housing and Medical Director • Describe you will handle staff housing issues at your various sites. • Describe how you will function in connection with the Medical Director. SECTION 4 FORMAT AND CONTENT OF BID PROPOSALS 4.1 Instructions These instructions prescribe the format and content of the bid proposal. They are designed to facilitate a uniform review process. Failure to adhere to the proposal format may result in the disqualification of the bid proposal. 4.1.1 The bid proposal shall be typewritten on 8.5" x 11" paper (one side only). 4.1.2 The bid proposal shall be divided into two parts: (1) the Technical Proposal and (2) the Cost Proposal. The cost proposal shall be sealed in a separate envelope. If multiple envelopes for each bid proposal are used, the envelopes shall be numbered in the following fashion: 1 of 4, 2 of 4, etc. The envelopes shall be labeled with the following information: RFP Title Service provider's Name and Address "COST PROPOSAL" - clearly marked on the exterior of the envelope 4.1.3 One (1) original with the cost proposal included in a separate envelope and 15 copies of the bid proposal shall be timely submitted to the Issuing Officer. 4.1.4 If the service provider designates any information in its proposal as confidential pursuant to section 2.20, the service provider must also submit one (1) copy of the bid proposal from which confidential information has been excised. The confidential material must be excised in such a way as to allow the public to determine the general nature of the material removed and to retain as much of the bid proposal as possible. Final Version, October 14, 2004 14
  15. 15. 4.1.5 Bid proposals shall not contain promotional or display materials. 4.1.6 Attachments shall be referenced in the bid proposal. 4.1.7 If a service provider proposes more than one method of meeting these requirements, each should be labeled and submitted separately. Each will be evaluated separately. 4.2 Technical Proposal The following documents and responses shall be included in the bid proposal in the order given below: 4.2.1 Transmittal Letter An individual authorized to legally bind the service provider shall sign the transmittal letter. The letter shall include the service provider's mailing address, electronic mail address, fax number, and telephone number. Any request for confidential treatment of information shall be included in the transmittal letter in addition to the specific statutory basis supporting the request and an explanation why disclosure of the information is not in the best interest of the public. The transmittal letter shall also contain the name, address and telephone number of the individual authorized to respond to the County about the confidential nature of the information. 4.2.2 Table of contents The service provider shall include a table of contents of its bid proposal. 4.2.3 Executive Summary The service provider shall prepare an executive summary and overview of the services it is offering, including all of the following information: 4.2.3.1 Statements that demonstrate that the service provider understands and agrees with the terms and conditions of the RFP and the proposed contract. 4.2.3.2 A vision and mission statement for this program. 4.2.3.3 An overview of the service provider's plans for serving Duplin County. 4.2.3.4 A demonstration of the service provider's knowledge of The State of North Carolina’s Statutes, Articles and Rules associated with providing Emergency Medical Services within the State. 4.2.4 Service Requirements The service provider shall address each service requirement in Section 3 of the RFP and explain how it plans to approach each requirement. Proposals must be fully responsive to service requirements. Merely repeating the requirements will be considered non-responsive and may disqualify the service provider. Proposals must identify any deviations from the requirements of this RFP or requirements the service provider cannot satisfy. Any deviations from the requirements of the RFP or any requirement of the RFP that the service provider cannot satisfy may disqualify the service provider. Final Version, October 14, 2004 15
  16. 16. 4.2.5 Background Information The service provider shall provide the following general background information: 4.2.5.1 Name, address, telephone number, fax number and e-mail address of the service provider including all d/b/a's or assumed names or other operating names of the service provider. 4.2.5.2 Form of business entity, i.e., corporation, partnership, proprietorship, limited liability company. 4.2.5.3 State of incorporation, state of formation, or state of organization. 4.2.5.4 Identify and specify the location(s) and telephone numbers of the major offices and other facilities that relate to the service provider's performance under the terms of this RFP. 4.2.5.5 Local office address and phone number (if any). 4.2.5.6 Number of employees. 4.2.5.7 Type of business. 4.2.5.8 Name, address and telephone number of the service provider's representative to contact regarding all contractual and technical matters concerning this proposal. 4.2.5.9 Name, address and telephone number of the service provider's representative to contact regarding scheduling and other arrangements. 4.2.5.10 Name and qualifications of any subcontractors who will be involved with this project. 4.2.5.11 Identify the service provider's accounting firm. 4.2.5.12 The successful service provider will be required to register to do business in North Carolina. If already registered, provide the date of the service provider's registration to do business in North Carolina and the name of the service provider's registered agent. 4.2.5.13 If available, attach a copy of your CQI plan. 4.2.5.14 Identify current rate structure based upon level of service and how changes would be implemented. Final Version, October 14, 2004 16
  17. 17. 4. 2.6 Experience The service provider must provide the following information regarding its experience: 4.2.6.1 Number of years in business. 4.2.6.2 Number of years of experience with providing the types of services sought by the RFP. 4.2.6.3 Describe the level of technical experience in providing the types of services sought by the RFP. 4.2.6.4 List all services similar to those sought by this RFP that the service provider has provided to other businesses or governmental entities. 4.2.6.5 Letters of reference from three (3) previous clients knowledgeable of the service provider's performance in providing services similar to the services described in this RFP and a contact person and telephone number for each reference. 4.2.7 Key Personnel The service provider must provide resumes for all key personnel, including the project manager, who will be involved in providing the services contemplated by this RFP. The following information must be included in the resumes: 4.2.7.1 Full name. 4.2.7.2 Education. 4.2.7.3 Years of experience and employment history particularly as it relates to the scope of services specified herein. 4.2.8 Financial Information The service provider must provide the following financial information: 4.2.8.1 Provide projected profit and loss statements for five years into the future based on provision of services resulting in a contract as a result of this RFP. 4.2.8.2 Provide a minimum of three (3) financial references. 4.2.9 Terminations, Litigation, Debarment The service provider must provide the following information: 4.2.9.1 During the last five (5) years, has the service provider had a contract for services terminated for any reason? If so, provide full details related to the termination. Final Version, October 14, 2004 17
  18. 18. 4.2.9.2 During the last five (5) years, describe any damages or penalties of anything of value traded or given up by the service provider under any of its existing or past contracts as it relates to services performed that are similar to the services contemplated by this RFP and the resulting Contract. If so, indicate the reason for the penalty or exchange of property or services and the estimated amount of the cost of that incident to the service provider. 4.2.9.3 During the last five (5) years, describe any order, judgment or decree of any Federal or State authority barring, suspending or otherwise limiting the right of the service provider to engage in any business, practice or activity. 4.2.9.4 During the last five (5) years, list and summarize pending or threatened litigation, administrative or regulatory proceedings, or similar matters that could affect the ability of the service provider to perform the required services. The service provider must also state whether it or any owners, officers, or primary partners have ever been convicted of a felony. Failure to disclose these matters may result in rejection of the bid proposal or in termination of any subsequent contract. This is a continuing disclosure requirement. Any such matter commencing after submission of a bid proposal, and with respect to the successful service provider after the execution of a contract, must be disclosed in a timely manner in a written statement to the County. 4.2.9.5 During the last five (5) years, have any irregularities been discovered in any of the accounts maintained by the service provider on behalf of others? If so, describe the circumstances of irregularities or variances and disposition of resolving the irregularities or variances. 4.2.10 Proposal Certification The service provider shall sign and submit with the bid proposal the document included as Attachment “F” in which the service provider shall certify that the contents of the bid proposal are true and accurate. 4.2.11 Acceptance of Terms and Conditions The service provider shall specifically agree that the bid proposal is predicated upon the acceptance of all terms and conditions stated in the RFP. If the service provider objects to any terms or condition, the service provider must specifically refer to the RFP page, and section. Objections or responses that materially alter the RFP may be deemed nonresponsive and disqualify the service provider. Final Version, October 14, 2004 18
  19. 19. 4.2.12 Certification of Independence, No Conflict of Interest, Current on all Duplin County Taxes The service provider shall sign and submit with the bid proposal the document included as Attachment “G” in which the service provider shall certify that the contents of the bid proposal were developed independently and without consultation with any other service provider; are true and accurate; and we as a service provider are current on all of our Duplin County Taxes if applicable. 4.2.13 Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion-Lower Tier Covered Transactions The service provider shall sign and submit with the bid proposal the document included as Attachment # [enter number] in which the service provider shall certify that it is not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any federal, state or county government. 4.2.14 Authorization to Release Information The service provider shall sign and submit with the bid proposal the document included as Attachment # [fill in number] in which the service provider authorizes the release of information to the County. 4.2.15 Firm Bid Proposal Terms The service provider shall guarantee in writing the availability of the services offered and that all bid proposal terms, including price, will remain firm a minimum of 180 days following the deadline for submitting proposals. 4.3 Cost Proposal The service provider shall provide its cost proposal for the proposed services. The cost proposal shall include the following patient fee schedule: ALS Emergency ALS Non-Emergency BLS Emergency BLS Non-emergency Specialty Care Transport Mileage IF YOU REQUIRE ADDITIONAL REIMBURSEMENTS (SUBSIDIES), PLEASE EXPLAIN IN DETAIL. Section 5 Evaluation of Bid Proposals 5.1 Introduction This section describes the evaluation process that will be used to determine which bid proposal provides the greatest benefits to the County. The evaluation process is designed to award the contract not necessarily to the service provider of least cost, but rather to the service provider with the best combination of attributes to perform the required services. Final Version, October 14, 2004 19
  20. 20. 5.2 Evaluation Committee The County intends to conduct a comprehensive, fair and impartial evaluation of bid proposals received in response to this RFP. The County will use an Evaluation Committee comprised of members of the EMS committee to review and evaluate the proposals. 5.3 Evaluation Criteria The Evaluation Committee will evaluate all proposals and make a recommendation of award to the Duplin County Board of Commissioners using the following criteria, which are listed in no particular order. a. Review of the bid proposals to assess compliance with mandatory requirements; b. Detailed evaluation of proposed services, programs, and solutions; c. Presentations (if determined necessary by the Evaluation Committee); d. Scoring of technical proposals; e. Scoring of cost proposals; f. References; g. Integration of technical score and cost score into an Evaluation Committee recommendation; 5.4 Recommendation of the Evaluation Committee The final ranking and recommendation(s) of the Evaluation Committee will be presented to Duplin County Board of Commissioners indicating the committee's choice. The recommendation may include, but is not limited to, the name of one or more service providers recommended for selection or a recommendation that no service provider be selected. The Duplin County Board of Commissioners is not bound by the committee's recommendation. All service providers submitting proposals will receive either a written acceptance or rejection of the proposal submitted. Section 6 Contract Terms and Conditions 6.1 Contract Terms and Conditions The contract that the County expects to award as a result of this Request for Proposal will be based upon the bid proposal submitted by the successful service provider and this solicitation. The specific contract terms will be negotiated with the selected service provider based on a combination of the specifications, terms and conditions of the Request for Proposal. 6.2 Contract Length The term of the expected contract will be three (3) years and will commence on July 1, 2005 and end on June 30, 2007. Terms of the 4th and 5th year will be negotiated as part of the final contract. 6.3 Failure To Perform/Performance Bond The contract will also contain a “failure to perform” clause. The clause will define “failure to perform” and address actions to be taken against the service provider should they fail to perform for the duration of the contract. The County will also impose a per call charge equal to the amount the County will incur to utilize an alternate provider but an amount not less than $500.00 per call. As additional insurance the service provider will perform for the duration of the contract, the County will also require the provider to deliver a performance bond that will be applicable for the term of this contact and in an amount equal to one year’s negotiated service contract. (Note: Your proposal should reflect the cost with and without a performance bond) Final Version, October 14, 2004 20
  21. 21. Attachment `A' As “downloaded” from the internet General Statutes of North Carolina 131E-155 Article 7 Regulation of Emergency Medical Services § 131E-155. Definitions. As used in this Article, unless otherwise specified: (1) "Ambulance" means any privately or publicly owned motor vehicle, aircraft, or vessel that is specially designed, constructed, or modified and equipped and is intended to be used for and is maintained or operated for the transportation of patients on the streets or highways, waterways or airways of this State. (2) Repealed by Session Laws 1997-443, s. 11A.129C. (3) Re-designated as subdivision (13a). (4) "Commission" means the North Carolina Medical Care Commission. (5) "Emergency medical dispatcher" means an emergency tele-communicator who has completed an educational program approved by the Department and has been credentialed as an emergency medical dispatcher by the Department. (6) "Emergency medical services" means services rendered by emergency medical services personnel in responding to improve the health and wellness of the community and to address the individual's need for emergency medical care within the scope of practice as defined by the North Carolina Medical Board in accordance with G.S. 143-514 in order to prevent loss of life or further aggravation of physiological or psychological illness or injury. (6a) "Emergency medical services instructor" means an individual who has completed educational requirements approved by the Department and has been credentialed as an emergency medical services instructor by the Department. Final Version, October 14, 2004 21
  22. 22. (6b) "Emergency Medical Services Peer Review Committee" means a panel composed of EMS program representatives to be responsible for analyzing patient care data and outcome measures to evaluate the ongoing quality of patient care, system performance, and medical direction within the EMS system. The committee membership shall include physicians, nurses, EMS personnel, medical facility personnel, and county government officials. Review of medical records by the EMS Peer Review Committee is confidential and protected under G.S. 143-518. An EMS Peer Review Committee, its members, proceedings, records and materials produced, and materials considered shall be afforded the same protections afforded Medical Review Committees, their members, proceedings, records, and materials under G.S. 131E-95. (7) "Emergency medical services personnel" means all the personnel defined in subdivisions (5), (6a), (8), (9), (10), (12), (13), (14), and (15) of this section. (8) "Emergency medical services-nurse practitioner" means a registered nurse who is licensed to practice nursing in North Carolina and approved to perform medical acts by the North Carolina Medical Board and the North Carolina Board of Nursing. Upon successful completion of an orientation program conducted under the authority of the medical director and approved by the Department, emergency medical services-nurse practitioners shall be approved by the medical director to issue instructions to EMS personnel. These instructions shall be in accordance with protocols approved by the EMS system and Office of Emergency Medical Services and under the direction of the medical director. (9) "Emergency medical services-physician assistant" means a physician assistant who is licensed by the North Carolina Medical Board. Upon successful completion of an orientation program conducted under the authority of the medical director and approved by the Department, emergency medical services-physician assistants shall be approved by the medical director to issue instructions to EMS personnel. These instructions shall be in accordance with protocols approved by the EMS system and Office of Emergency Medical Services and under the direction of the medical director. Final Version, October 14, 2004 22
  23. 23. (10) "Emergency medical technician" means an individual who has completed an educational program in emergency medical care approved by the Department and has been credentialed as an emergency medical technician by the Department. (11) Repealed by Session Laws 2003-392, s. 2(a), effective August 7, 2003. (12) "Emergency medical technician-intermediate" means an individual who has completed an educational program in emergency medical care approved by the Department and has been credentialed as an emergency medical technician-intermediate by the Department. (13) "Emergency medical technician-paramedic" means an individual who has completed an educational program in emergency medical care approved by the Department and has been credentialed as an emergency medical technician-paramedic by the Department. (13a) "EMS provider" means a firm, corporation or association which engages in or professes to provide emergency medical services. (14) "Medical responder" means an individual who has completed an educational program in emergency medical care and first aid approved by the Department and has been credentialed as a medical responder by the Department. (15) "Mobile intensive care nurse" means a registered nurse who is licensed to practice nursing in North Carolina and is approved by the medical director, following successful completion of an orientation program conducted under the authority of the medical director and approved by the Department, to issue instructions to EMS personnel. These instructions shall be in accordance with protocols approved by the EMS system and Office of Emergency Medical Services and under the direction of the medical director. (16) "Patient" means an individual who is sick, injured, wounded, or otherwise incapacitated or helpless such that the need for some medical assistance might be anticipated. Final Version, October 14, 2004 23
  24. 24. (17) "Practical examination" means a test where an applicant for credentialing as an emergency medical technician, medical responder, emergency medical technician-intermediate, or emergency medical technician-paramedic demonstrates the ability to perform specified emergency medical care skills. (1983, c. 775, s. 1; 1997-443, s. 11A.129C; 2001-210, s. 1; 2003-392, s. 2(a).) Final Version, October 14, 2004 24
  25. 25. Attachment `B' Showing Current Paid EMS Station Locations Attachment `C' Current EMS Station Current EMS Station Current PLEASANT GROVE EMS Station Current EMS Station Current EMS Current Station EMS Station Final Version, October 14, 2004 25
  26. 26. County Map Showing the 10 Incorporated Towns Attachment `D' Final Version, October 14, 2004 26
  27. 27. TECHNICAL EVALUATION CRITERIA Introduction 0 II. Personnel A. Clinical Credentials of Field Personnel 10 B. Crew Configuration 10 III. Response Time A. Service Response Detail 10 B. Acceptable Time of Call 5 C. Documentation 5 D. CQI Process 5 IV. Vehicle and Equipment A. Meets State Equipment Standards 5 B. Ambulance and Equipment Maintenance 10 Practices V. Communication System Management A. Emergency Call Receiving Function 10 B. Scheduling Process for Non Emergency 10 VI. Data and Reporting Requirements 10 VII. Coverage and Dedicated Ambulances 20 VIII. Integration of Non Transport Services 10 IX. Stand-by and Special Events Coverage 5 X. Participation in System Development 5 XI. Mutual Aid 5 XII. Disaster Assistance and Response 5 XIII. Deployment and Initial Plan 5 XIV. Handling Service Inquires and Complaints 5 Sub-Total Technical Points 150 Sub-Total Financial Points 100 TOTAL POINTS 250 Final Version, October 14, 2004 27
  28. 28. Attachment `E' PROPOSAL EVALUATION CRITERIA COST (100 Possible Points) $0 100 points $1 $20,000 90 points $20,001 $40,000 80 points $40,001 $60,000 70 points $60,001 $80,000 60 points $80,001 $100,000 50 points $100,001 $120,000 40 points $120,001 $140,000 30 points $140,001 $160,000 20 points $160,001 $180,000 10 points $180,001+ 0 points Final Version, October 14, 2004 28
  29. 29. Attachment `F' Date Fred Eldridge, County Manager PO Box 910 224 Seminary Street Kenansville, North Carolina 28349 Re: PROPOSAL CERTIFICATION Dear Mr. Eldridge: I certify that the contents of the proposal submitted on behalf of (Name of Service provider) in response to the "County's" Request for Proposal are true and accurate. I also certify that (Name of Service provider) has not made any knowingly false statements in its proposal. Sincerely, Name and Title Final Version, October 14, 2004 29
  30. 30. Attachment `G' Date Fred Eldridge, County Manager Duplin County PO Box 910 224 Seminary Street Kenansville, North Carolina 28349 Re: CERTIFICATION OF INDEPENDENCE, NO CONFLICT OF INTEREST, CURRENT ON ALL DUPLIN COUNTY TAXES Dear Mr. Eldridge: By submitting a proposal in response to the "County's" Request for Proposal for EMS Services, the undersigned certifies the following: 1. The proposal has been developed independently, without consultation, communication or agreement with any other service provider or parties for the purpose of restricting competition. 2. Unless otherwise required by law, the information found in the proposal has not been knowingly disclosed and will not be knowingly disclosed prior to the award of the contract, directly or indirectly, to any other service provider unless part of a joint proposal. 3. No attempt has been made or will be made by (Name of Service provider) to induce any other service provider to submit or not to submit a proposal for the purpose of restricting competition. 4. (Name of Service provider) is not delinquent on any of its Taxes owed to Duplin County. Sincerely, Name and Title Final Version, October 14, 2004 30
  31. 31. Attachment `H' Date Fred Eldridge, County Manager Duplin County Manger PO Box 910 224 Seminary Street Kenansville, North Carolina 28349 Re: CERTIFICATION REGARDING DEBARMENT, SUSPENSION, AND ELIGIBILITY, AND VOLUNTARY EXCLUSION Dear Mr. Eldridge: By submitting a proposal in response to the "County's" Request for Proposal for EMS Services, the undersigned certifies the following: 1. I certify that, to the best of my knowledge, (Name of Service provider) and all of its principals: (a) are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by a Federal, State and/or County; (b) have not within a three year period preceding this proposal been convicted of, or had a civil judgment rendered against them for commission of fraud, or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state, or local) transaction or contract under a public transaction, violation of antitrust statutes or commission of embezzlement, theft, forgery, falsification or destruction of records, making false statements, or receiving stolen property; (c) are not presently indicted for any other criminal or civil charge by a government entity (federal, state, or local) with the commission of any of the offenses enumerated in (b) of this certification; and (d) have not within a three year period preceding this proposal had one or more public transactions (federal, state, or local) terminated for cause. 2. This certification is a material representation of fact upon which the County has relied upon when this transaction was entered into. If it is later determined that the undersigned knowingly rendered an erroneous certification, in addition to other remedies available, the County may pursue available remedies including suspension, debarment, or termination of the contract. Sincerely, Name and Title Final Version, October 14, 2004 31
  32. 32. Attachment `I' Date Fred Eldridge, County Manager Duplin County 224 Seminary Street Kenansville, North Carolina 28349 Re: AUTHORIZATION TO RELEASE INFORMATION Dear Mr. Eldridge: [Name of service provider] hereby authorizes the "County" to obtain information regarding its performance on other contracts, agreements or other business arrangements, its business reputation, and any other matter pertinent to evaluation and the selection of a successful service provider in response to this Request for Proposal. The service provider acknowledges that it may not agree with the information and opinions given by such person or entity in response to a reference request. The service provider acknowledges that the information and opinions given by such person or entity may hurt its chances to receive contract awards from the "County" or may otherwise hurt its reputation or operations. The service provider is willing to take that risk. The service provider hereby releases, acquits and forever discharges the "County" and any duly appointed representative(s) of the "County", from any and all liability whatsoever, including all claims, demands and causes of action of every nature and kind affecting the undersigned that it may have or ever claim to have relating to information, data, opinions, and references obtained by the "County" in the evaluation and selection of a successful service provider in response to this Request for Proposal. The service provider authorizes representatives of the "County" to contact any and all of the persons, entities, and references which are, directly or indirectly, listed, submitted, or referenced in the undersigned's proposal submitted in response to this Request for Proposal. The service provider further authorizes any and all persons and entities to provide information, data, and opinions with regard to the undersigned's performance under any contract, agreement, or other business arrangement, the undersigned's ability to perform, the undersigned's business reputation, and any other matter pertinent to the evaluation of the undersigned. The undersigned hereby releases, acquits and forever discharges any such person or entity and their officers, directors, employees and agents from any and all liability whatsoever, including all claims, demands and causes of action of every nature and kind affecting the undersigned that it may have or ever claim to have relating to information, data, opinions, and references supplied to the "County" in the evaluation and selection of a successful service provider in response to the Request for Proposal. A photocopy or facsimile of this signed Authorization is as valid as an original. Sincerely, Printed Name of Service provider Organization Name and Title of Authorized Representative Date Final Version, October 14, 2004 32

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