CSA 3 AMBULANCE SERVICE

Agency: El Dorado County
State: California
Type of Government: State & Local
NAICS Category:
  • 621910 - Ambulance Services
Posted Date: Apr 19, 2021
Due Date: May 21, 2021
Solicitation No: 21-990-036
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Dates Number/Description Forms & Addenda etc

Due Date: 5/21/2021
New Date:
Issued: 4/16/2021

Contact: Sue Hennike
E-Mail

21-990-036
CSA 3 AMBULANCE SERVICE





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COUNTY OF EL DORADO
Procurement & Contracts
ATTN: Purchasing Agent
330 Fair Lane
Placerville, CA 95667
REQUEST FOR PROPOSAL #21-990-036
DUE: 3:00 PM May 21, 2021
Sealed Proposals must be clearly marked on
the outside of the package with:
“RFP #21-990-036 DO NOT OPEN
County Service Area #3 Advanced Life Support Ambulance Service
The County of El Dorado Office of Procurement & Contracts, through its Chief Administrative Office,
(also referred to as “County”), is requesting Proposals in accordance with California Health and Safety
Code §§ 1797.85 and 1797.224 for emergency ambulance service: (9-1-1) emergency response,
non-emergency (seven-digit), Advanced Life Support (ALS) ambulance, inter-facility transports not
exceeding 100 miles of patient-loaded travel, 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 becoming exclusive providers of such services for the
County. 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 services. 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 May 21, 2021 at the County of El Dorado’s
Chief Administrative Office, Conference Room D, 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
Proposal Submission Deadline & Public Opening
Oral Presentations (if necessary)
Estimated Completion of Evaluation Process
Board of Supervisors Award of RFP
Date
April 16, 2021
10:00 a.m. on April 30, 2021
May 7, 2021
3:00 p.m. on May 21, 2021
Week of May 31, 2021
Week of June 7, 2021
June, 2021
Mandatory Pre-Proposal Conference (Responder’s Conference)
REV 10/1/2018
COUNTY OF EL DORADO
Procurement & Contracts
Page 2
REQUEST FOR PROPOSAL: 21-990-036
Mandatory Pre-Proposal Conference (Responder’s Conference)
County will hold a mandatory Pre-Proposal conference for Proposers considering submitting a
proposal in response to this RFP. The purpose of the Pre-Proposal Conference is to provide a
forum for asking 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 all questions will be posted on the County’s Procurement &
Contract’s website.
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, 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. Proposals
received from companies that did not attend the Pre-Proposal conference will not be
considered.
The Mandatory Pre-Proposal Conference will be held at:
Building A
330 Fair Lane
Conference Room D (downstairs)
Placerville, CA 95667
If meeting must be held virtually, attendance information will be posted on County’s
website
Official Contacts Only
Proposers are cautioned that any and all inquiries must be made to the County’s Purchasing Agent.
Any information obtained by Proposers from any source other than written communication from the
Purchasing Agent should be considered unofficial and possibly in error.
For the convenience of the Proposers, this RFP and related appendices, addenda and other
communications will be posted by the County directly on its website is official.
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.
Exhibits: “A” Sample Agreement
COUNTY OF EL DORADO
Procurement & Contracts
Page 3
REQUEST FOR PROPOSAL: 21-990-036
I. Overview:
The County of El Dorado Emergency Medical Services (EMS) System is authorized 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
purpose of this solicitation is to establish an exclusive operating area and select one
exclusive ambulance Operations Contractor to provide emergency ambulance service: (9-1-
1) emergency response, non-emergency (seven-digit), Advanced Life Support (ALS)
ambulance, specified inter-facility, and critical care transport ambulance services, including
ambulance dispatch, and other services as specified herein for the CSA #3 area of El
Dorado County, excluding the Tahoe West Shore Area (Meeks Bay and Tahoma area).
Services will also be provided, on a mutual aid basis, to a portion of Alpine County shown in
Exhibit A, Appendix A, as “Mutual Aid Response Area.”..
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.
COUNTY OF EL DORADO
Procurement & Contracts
Page 4
REQUEST FOR PROPOSAL: 21-990-036
The combination of mountainous terrain, extreme weather conditions (the average annual
snowfall for Lake Tahoe is 215.4 inches), significant variations in seasonal population,
congested highways, isolated communities and wilderness areas pose significant challenges
to the timely delivery of emergency medical care and rescue services to CSA #3 residents
and visitors. For maps identifying the Service Area, please refer to the Sample Agreement,
attached hereto as Exhibit “A”.
Demographics and Historic Service Volumes
Demographics
Additional demographic information may be available from the California Department of
Finance.
Historic Service Volumes
EMS response and patient transport data for Fiscal Year 2016/2017 is available as
database files. This information will be distributed at the mandatory Pre-Proposal
Conference.
II. Process Information and Considerations
A. Sample Agreement – Exhibit “A”
In the interest of developing a common operating picture between the County and any
Proposers interested in responding to this RFP, the County has created a “Sample
Agreement” (identified as Exhibit “A”) for reference purposes. The Sample Agreement is
intended primarily for reference purposes and should not be considered absolutely
conclusive or definitive in the terms and conditions that will be required of the Proposer.
The County has made its best effort to provide this sample for the purposes of
transparency. It is anticipated the resulting agreement will be substantively similar to
Exhibit “A”, although changes may occur.
B. General Operations Contractor Relationship
Through this RFP, the County intends to select one (1) general Operations Contractor
to deliver all of the services specified within this RFP. Should a Proposer intend to
utilize one or more subcontractors to perform any of the Operations Contractor's primary
responsibilities, including, but not limited to ambulance response, medical
transportation, staffing, training, protocol development, dispatch or communications,
fleet or equipment maintenance, or any similar services, the Proposer, in the response,
must include detailed information about the subcontractor and its relationship to the
Proposer to allow the County to evaluate the quality and effectiveness of the
subcontractor's proposed role. Any proposed subcontracts may be subject to County
review. Should the successful Proposer plan to utilize subcontractors, the County will
look only to the primary, general Operations Contractor to deliver contracted
performance. The inability or failure of any subcontractor to perform any duty or deliver
contracted results will not excuse the primary Operations Contractor from any
responsibility under the contract with the County.
COUNTY OF EL DORADO
Procurement & Contracts
Page 5
REQUEST FOR PROPOSAL: 21-990-036
C. Funding
Funding for services performed and delivered by the successful Proposer will be
provided through two (2) sources: CSA No. 3 Benefit Assessment and Ambulance
Billing Revenue. Each of these funding sources is limited and fluctuates from year to
year. Additionally, funding in each year must support administrative activities and
ambulance billing/collection services provided by the County in addition to the
Operations Contractor’s ambulance services. No other County funding sources,
including but not limited to the County General Fund, will be used to fund Operations
Contractor compensation.
The County will own all accounts receivable and be responsible for all billing and
collection functions, inclusive of establishing patient fees for service.
D. Term of the Resulting Contract and Renewal Provisions
The term of the resulting contract entered into by the County and the successful Proposer
will be for a period of ten (10) years beginning from the date of execution, subject to the
“Default/Breach, Termination, and Cancellation” provisions identified in Exhibit “A” of the
Sample Agreement. The resulting contract may include a provision for one term extension
of up to five (5) years.
E. Treatment of Incumbent Work Force
While not specifically required under the terms and conditions of the resulting agreement,
the proposed treatment of the incumbent work force will be a factor considered in the
evaluation of proposals.
A number of dedicated, highly trained personnel are currently working in the County's EMS
system. To ensure that all employees have a reasonable expectation of employment in
the resulting Operations Contractor's operation, Proposers are strongly encouraged to
recruit employees currently working in the system to assure a smooth transition and to
encourage personnel longevity within the system. The County has expressed its strong
desire to see the incumbent employees treated fairly.
F. Key Personnel
The qualifications of the organization and of key personnel presented in the Proposer's
proposal are part of the evaluation criteria of this RFP. The Operations Contractor
selected as a result of this RFP will be expected to furnish the personnel identified in the
proposal or replacement personnel with equal or superior qualifications throughout the
term of the contract. It is the specific intent of this provision to prevent "bait and switch"
bidding practices whether intentional or not.

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