County Service Area #3 Advanced Life Support Ambulance Service

Agency: El Dorado County
State: California
Type of Government: State & Local
Caegory:
  • V - Transportation, Travel and Relocation Services
Posted Date: Nov 15, 2018
Due Date: Feb 1, 2019
Solicitation No: 19-918-037
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Dates Number/Description Forms & Addenda etc

Due Date: 2/1/2019
New Date:
Issued: 11/15/2018

Contact: Michele Weimer
E-Mail

19-918-037
County Service Area #3 Advanced Life Support Ambulance Service





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COUNTY OF EL DORADO
Procurement & Contracts
ATTN: Purchasing Agent
330 Fair Lane
Placerville, CA 95667
REQUEST FOR PROPOSAL #19-918-037
DUE: 3:00 PM – February 1, 2019
Sealed Proposals must be clearly marked on
the outside of the package with:
“RFP #19-918-037 – DO NOT OPEN”
County Service Area #3 Advanced Life Support Ambulance Service
The County of El Dorado Office of Procurement & Contracts, through its Health and Human Services
Agency (also referred to as “County”), is requesting Proposals for emergency (9-1-1), non-emergency,
inter-facility, and critical care transport ambulance services, including ambulance dispatch, and other
services as specified herein.
This Request for Proposal (RFP) defines the scope of services and outlines the requirements that
must be met by Proposers interested in performing such services for the County under a Public Utility
Model. Proposers shall carefully examine the entire RFP and any addenda thereto, and all related
materials and data referenced in the RFP or otherwise available, and shall become fully aware of the
nature and the conditions to be encountered in performing the service. Proposers are advised to
read all sections of this RFP prior to submitting a Proposal.
Notice to Proposers
The Procurement & Contracts Division does not mail out hard copy letters advising participating
Proposers of RFP results. For RPF results, please visit our website at:
http://edcapps.edcgov.us/contracts/bidresults.asp
All Proposals received will be opened at 3:00 p.m. on February 1, 2019 at the County of
El Dorado’s Procurement & Contracts Office located at 330 Fair Lane, Placerville, CA 95667. The
opening of Proposals will occur at a public meeting. Upon opening, a designated agency official
will announce the RFP number, the submission date of the Proposal, a general description of the
service being procured, the names of the responders, the amounts proposed, and any other
information determined necessary by County.
Competitive Process Timeline
Event
RFP is Released
MANDATORY – Pre-Proposal Conference – Questions Due
Responses to Questions Posted
Proposals Submission Deadline
Public Opening of Proposals
Beginning of Evaluation Process
Oral Presentations (if necessary)
Est. Completion of Evaluation Process
Board of Supervisors Award of RFP
Contract Negotiations
Date
November 16, 2018
10:00 a.m. on December 21, 2018
January 11, 2019
3:00 p.m. on February 1, 2019
February 1, 2019
February 8, 2019
Week of February 18, 2019
Week of March 4, 2019
March 26, 2019
April 1, 2019
REV 10/1/2018
COUNTY OF EL DORADO
Procurement & Contracts
Page 2
REQUEST FOR PROPOSAL: 19-918-037
Mandatory Pre-Proposal Conference (Responder’s Conference)
County will hold a Pre-Proposal conference for Proposers considering a proposal in response to this
RFP process. The purpose of the Pre-Proposal Conference is to provide a forum for answering
questions, and will be the only time that general questions may be asked during the RFP
process. Answers will be provided to the questions at the time of the conference, if available.
Otherwise, written answers to the questions will be posted on the County’s Procurement & Contract’s
website in accordance with County policy; doing so will provide all prospective Proposers an
opportunity to read and download all written answers to questions.
Proposers are required to attend the Pre-Proposal Conference as a mandatory prerequisite to
participation in the process and to submission of a proposal. Proposers will be registered at the Pre-
Proposal Conference by signing in on an attendance list, listing the company name and the name,
address, phone number, facsimile number and email address of the company’s contact individual for
all official communications related to this procurement from the County. Each registered company
may register only one (1) contact individual. The County will not be responsible for providing
notifications, addenda and other information to any person, company or entity that is not properly
registered with the County at the Pre-Proposal Conference.
For the convenience of the Proposers, this RFP and related appendices, addenda and other
communications may be transmitted by electronic mail or facsimile; however, Proposers are
cautioned that only the printed hard copy supplied by the County directly on its website or through the
mail or courier service is official.
The Mandatory Pre-Proposal Conference will be held at:
El Dorado County Health and Human Services Agency
3057 Briw Rd, Suite B
Placerville, CA 95667
In the “Sierra Room” on December 21, 2018 at 10:00 a.m.
Official Contacts Only
Proposers are cautioned that any and all inquiries made before the mandatory Pre-Proposal
Conference must be made to the County’s Purchasing Agent.
Requests for clarification or interpretation of the RFP specifications must be made in writing. Any
information obtained by Proposers from any source other than written communication from the
Purchasing Agent should be considered unofficial and possibly in error.
Any attempt to contact members of the El Dorado County Board of Supervisors or other County staff
regarding this procurement will be refused and may result in disqualification from this competitive
procurement.
COUNTY OF EL DORADO
Procurement & Contracts
Page 3
REQUEST FOR PROPOSAL: 19-918-037
Table of Contents
Section
I. Overview
A. Background
1. County Service Area #3 (CSA #3)
2. Demographics and Historic Service Volumes
B. Process and Information Considerations
1. Sample Agreement – Exhibit “A”
2. General Operations Contractor Relationship
3. Compensation Structure
4. Term of the Resulting Contract & Renewal Provisions
5. Treatment of Incumbent Work Force
6. Key Personnel
C. Equipment Furnished by the County
D. Performance Letter of Credit
E. County’s Roles and Responsibilities
1. County’s Responsibilities
2. EMS Medical Director Responsibilities
II. Scope of Services
A. Operations Contractor’s Role and Responsibilities
1. Responsibility for Ambulance Operations
2. Responsibility for Dispatch / Communications
B. Service Provisions
1. General Provisions
2. Emergency Medical Standards and Requirements
3. System Designations
4. System Status Management
5. Changing Service Demand Levels
6. Emergency Medical Service Requirements
7. Personnel Requirements
8. Equal Opportunity Employment
9. Training Requirements
10. Community Education Plan
11. Quality Improvement/Quality Assurance
12. Response Time Performance
13. General Dispatch Provisions
14. Vehicles, Equipment, and Supply Requirements
15. Data Collection and Reporting Requirements
III. System Enhancements
IV. Eligibility
V. Proposal Content
A. Cover Letter
B. Table of Contents
C. Statement of Experience
D. Proposal Narrative
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COUNTY OF EL DORADO
Procurement & Contracts
Page 4
REQUEST FOR PROPOSAL: 19-918-037
Section
E. Fiscal Outlook and Administrative Structure
F. Cost Proposal
G. Subcontracts
VI. Oral Presentations
VII. Proposers Questions
VIII. Proposal Submittal
IX. Public Records Act
X. Valid Offer
XI. County’s Rights
XII. El Dorado County Website Requirements
XIII. Evaluation
XIV. Award
XV. Business License Requirement
XVI. Public Agency
XVII.Protest Procedure
Page #
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Exhibits:
“A” Sample Agreement
“B” HIPAA Business Associate Agreement
“C” CSA 3 – Historical Revenues and Expenditures
COUNTY OF EL DORADO
Procurement & Contracts
Page 5
REQUEST FOR PROPOSAL: 19-918-037
I. Overview:
A. Background: The County of El Dorado Emergency Medical Services (EMS) System is
authorized by the County Emergency Medical Service and Medical Transportation
Ordinance (Chapter 8.74 of Title 8 of the County of El Dorado Ordinance Code, hereafter
referred to as EMS Ordinance) under the provisions of Title 22 of the California EMS Act
and the California Health and Safety Code, which provides that counties may establish
standards for ambulances and contract for the provision of ambulance, EMS, and
Advanced Life Support (ALS) Services. The County’s EMS Ordinance is available at
http://www.edcgov.us/EMS/.
The CSA #3 is an Exclusive Operating Area (EOA).
1. County Service Area #3 (CSA #3)
County Service Area #3 (CSA #3) is located in the eastern portion of El Dorado County in
the Sierra Nevada mountain range of north-central California, with a population of
approximately 34,000 residents, and includes the City of South Lake Tahoe (est. pop.
21,978). The CSA #3 population fluctuates based on seasonal changes (winter and
summer). It encompasses 94 square miles, and is an alpine environment with variable
weather extremes. Elevations in the CSA #3 range to more than 10,800 feet. Douglas
County, Nevada, borders CSA #3 to the east; Placer County, California borders CSA #3 to
the North. Alpine County, California borders CSA #3 to the south, and the western portion
of the County of El Dorado borders CSA #3 to the West.
Geopolitically, El Dorado County is divided into two (2) County Service Areas (CSA’s):
CSA #3 (the Lake Tahoe Basin, the City of South Lake Tahoe, and the Meeks Bay and
Tahoma areas) and CSA #7 (the western slope of El Dorado County, including Placerville
and various communities bordering Sacramento County). The Tahoe West Shore area of
Lake Tahoe (Meeks Bay and Tahoma area) is an isolated area where the ambulance
service is provided under a separate contract. U.S. Highway 50 bisects El Dorado County
as well as CSA #3, while running between Sacramento and the City of South Lake Tahoe.
CSA #3 is heavily impacted by tourism, particularly by hikers and campers in the National
Forests and skiers and resort enthusiasts in the South Lake Tahoe area. These activities
create a high-risk potential for the need for emergency medical services. From November
to March and from June to September, tourism in the Tahoe Basin can quadruple the
resident population. More than three million (3,000,000) people visit the Lake Tahoe area
annually.
Most of the CSA #3’s residential and tourist traffic is along the Highway 50 corridor, which
is often congested. Traffic congestion and variable weather conditions often cause
significant traffic delays. Additionally, there are numerous isolated communities and
mountainous wilderness areas.
Due to difficult access and winding mountain roads, timely response to these communities
and wilderness areas is hindered and may cause lengthy ambulance response times in
outlying areas of CSA #3.

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