Mental Health Patient Transportation

Agency: City of Berkeley
State: California
Type of Government: State & Local
NAICS Category:
  • 621112 - Offices of Physicians, Mental Health Specialists
  • 621330 - Offices of Mental Health Practitioners (except Physicians)
Posted Date: Mar 29, 2019
Due Date: Apr 23, 2019
Solicitation No: 19-11305-C
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specification # Title/description & related specification files due date contact
19-11305-C Mental Health Patient Transportation 4/23/2019 Captain David McPartland

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Finance Department
General Services Division
REQUEST FOR PROPOSALS (RFP)
Specification No. 19-11305-C
FOR
MENTAL HEALTH PATIENT TRANSPORT
PROPOSALS WILL NOT BE OPENED AND READ PUBLICLY
Dear Proposer:
The City of Berkeley is soliciting written proposals from qualified firms or individuals to provide mental and
behavioral health ambulance transport originating in the City. As a Request for Proposal (RFP) this is not an
invitation to bid and although price is very important, other factors will be taken into consideration.
The project scope, content of proposal, and vendor selection process are summarized in the RFP (attached).
Proposals must be received no later than 2:00 pm, on Tuesday, April 23, 2019. All responses must be in a
sealed envelope and have “Mental Health Patient Transport” and Specification No. 19-11305-C clearly marked
on the outer most mailing envelope. Please submit one (1) unbound original and eight (8) unbound copies of the
proposal as follows:
Mail or Hand Deliver To:
City of Berkeley
Finance Department/General Services Division
2180 Milvia Street, 3rd Floor
Berkeley, CA 94704
There will be a mandatory bidders’ conference on Thursday April 11, 2019 from 1300hrs-1500hrs at the Berkeley
Fire Division of Training and EMS, 997 Cedar Street, Berkeley, CA. Proposals submitted by companies who attend
the mandatory bidders’ conference will be reviewed by the City.
Proposals will not be accepted after the date and time stated above. Incomplete proposal or proposals that do not
conform to the requirements specified herein will not be considered. Issuance of the RFP does not obligate the City
to award a contract, nor is the City liable for any costs incurred by the proposer in the preparation and submittal of
proposals for the subject work. The City retains the right to award all or parts of this contract to several bidders, to
not select any bidders, and/or to re-solicit proposals. The act of submitting a proposal is a declaration that the
proposer has read the RFP and understands all the requirements and conditions.
For questions concerning the anticipated work, or scope of the project, please contact Captain David
McPartland, via email at BFDEMS@cityofberkeley.info no later than Wednesday, April 10, 2019. Answers to
questions will not be provided by telephone or email. Rather, answers to all questions or any addenda will be
posted on the City of Berkeley’s site at http://www.cityofberkeley.info/ContentDisplay.aspx?id=7128. It is the
vendor’s responsibility to check this site. For general questions concerning the submittal process, contact the
Purchasing Department at 510-981-7320.
We look forward to receiving and reviewing your proposal.
2180 Milvia Street, Berkeley, CA 94704 Tel: 510.981.7320 TDD: 510.981.6903 Fax: 510.981.7390
E-mail: finance@ci.berkeley.ca.us Website: http://www.ci.berkeley.ca.us/finance
City of Berkeley
Mental Health Patient Transport
Sincerely,
Shari Hamilton
General Services Manager
Specification No. 19-11305-C
Page 2 of 23
Release Date 3/28/2019
2
City of Berkeley
Mental Health Patient Transport
I.
INTRODUCTION
Specification No. 19-11305-C
Page 3 of 23
Release Date 3/28/2019
Since 2002, a private ambulance company has provided transport for non-emergency mental and behavioral health
patients in Berkeley, as well as three (3) additional cities that comprise the Alameda County exclusive operating
area (EOA) for ambulance service in Alameda County. The four (4) city EOAs correspond with fire departments
that provide emergency, advanced life support (ALS) ambulance response and transport, prior to 1980. Alameda
County has committed to a new contract for its EOA ambulance provider beginning July 1, 2019. When the new
contract for Alameda County’s EOA ambulance provider goes into effect Berkeley will assume responsibility for
the transport of non-emergency mental and behavioral health patients in the City’s EOA which includes the City of
Berkeley UC Berkeley, and the Lawrence Berkeley Lab.
In 2018 the County’s private transport provider transported 1090 mental and behavioral health patients in Berkeley.
During the same time, the Berkeley Fire Department transported an additional 253 mental and behavioral health
patients. In total, there are nearly 1400 mental and behavioral health transports that occur annually in the City.
To absorb the new requirement to provide transport to mental and behavioral health patients, the City seeks a
private ambulance provider to supplement the existing transport capacity in the City and be the primary mental and
behavioral health transport service in Berkeley.
II. SCOPE OF SERVICES
Following is a listing of service requirements the awarded vendor (Contractor) will provide. The
list is not exhaustive and other related services may be required. This listing also includes
qualifications that will be evaluated as part of the selection process (see Part IV below).
1. The term of the proposed contract will commence on or about July 1, 2019 and end on June 30,
2021, with an option for the City to extend the contract for one (1) additional two (2) year term.
2. The Contractor must have and maintain a current Alameda County Emergency Medical Services
Non-Emergency Ambulance Service Certificate of Operation or be under a current contract to
provide Alameda County Emergency Medical Services 9-1-1 ambulance services.
3. The Contractor shall comply with all EMS policies and procedures required by Alameda County
Emergency Medical Services.
4. The Contractor shall respond to all 5150 transport requests in the Berkeley Exclusive Operating
Area (EOA) with a minimum of two (2) Alameda County certified Emergency Medical
Technicians and/or Alameda County accredited Paramedics.
5. Contractor shall be eligible to provide services for Medicaid and Medicare billing at all times
during the term of the contract.
6. Transport
a. Contractor shall provide non-emergency mental health patient transportation services
from the scene to the appropriate health care facility for all persons in the Berkeley EOA
service area in compliance with the County EMS protocols. (“Services”)
7. Communications
a. Contractor shall supply and maintain fully operational vehicles and portable radios as
required to perform Services. All radios shall operate on frequencies required by the
Berkeley Fire Department.
b. Berkeley Police and Fire Communication Center shall be responsible for dispatching
ambulances. The Contractor shall have a call-taker available 24 hours a day, 7 days a
week to receive 5150 dispatches from Berkeley Police and Fire dispatchers.
Revised June 2017
City of Berkeley
Mental Health Patient Transport
Specification No. 19-11305-C
Page 4 of 23
Release Date 3/28/2019
c. Contractor shall be responsible for supplying vehicles, equipment, supplies and radios
that meet or exceed standards for inter-operable communications with the Berkeley Fire
Department and the Alameda County Emergency Services system.
d. All vehicles and equipment shall be fully operational when placed in service initially
and throughout the term of the contract so as to fully respond to public needs.
8. Notification
a. Berkeley Fire must be notified immediately whenever a motor vehicle accident
involving a Contractor operated ambulance providing Services for the Berkeley Fire
Department has occurred.
b. Berkeley Fire must be notified in writing within forty-eight (48) hours whenever the
following occurs:
i. The hiring of any person involved in the delivery of Services to the Berkeley
Fire Department. The notification shall include the full name and provide
necessary certification numbers.
ii. The separation/termination or other status change of any of the Contractor’s
personnel involved in the delivery of Services.
iii. Change in the Contractor’s ownership, management or supervisory structure.
9. Available Ambulances
a. Contractor shall have at its ready disposal at least the minimum number of ambulances
to fulfill the response time requirements set forth in this RFP.
10. Ambulance Specifications
a. All ambulances used for patient transportation shall be in good working condition,
physical appearance, operational and mechanical for the patients and crew members.
b. Each ambulance used in the transportation of patients must be equipped with all items
required by County policies and protocols.
c. Each ambulance must permanently display the name of the ambulance company, or other
suitable identification or logo on the outside of the vehicle in compliance with state and
local policies.
i. Berkeley Fire must approve any logo/decal/language used on vehicles for this
contract.
ii. Any restriping/lettering as a result of this contract, shall be at the Contractor’s
expense.
d. Any ambulance used by the Contractor for transporting patients shall conform to all
standards as promulgated and defined by the County EMS Medical Director, and all
rules and regulations promulgated and set forth in any state and local ordinance.
11. Vehicles and Equipment
a. Contractor shall provide and maintain all ambulances, support vehicles, on-board
medical supplies/equipment, on-board mobile voice and data equipment compatible with
County systems, office facilities and furnishings, and voice/IT equipment to be used by
Contractor to perform its mental and behavioral health patient transport service. All costs
of operation and maintenance including parts, supplies, spare parts, and costs of
extended maintenance contracts shall be the responsibility of the Contractor.
b. Ambulances - All ambulances shall meet the standards of the California Code of
Regulations, Title 13, Division 2, Chapter 5, Article 1.
Revised June 2017
City of Berkeley
Mental Health Patient Transport
Specification No. 19-11305-C
Page 5 of 23
Release Date 3/28/2019
c. While performing Services, the Contractor shall utilize the then current, County-wide
electronic health records reporting software and is responsible for all costs of software,
hardware, training, and other related costs with the system.
i. Contractor shall make all call data, patient data, electronic health records, billing
information, and other EMS system related reports available to Berkeley Fire
promptly upon request.
12. Personnel
a. Contractor shall provide sufficient (employees, volunteers, agents and all staff
(“Personnel”) to provide all Services.
i. Contractor shall use all reasonable efforts to employ Personnel with experience,
knowledge and history of Berkeley and Alameda County, including County
EMS.
ii. The EMS System requires professional and courteous conduct at all times from
Contractor’s field personnel, middle management, and top executives. The
Contractor shall employ highly trained personnel to provide patient care and to
operate Contractor’s vehicles and equipment.
iii. Each EMT and paramedic shall be physically capable of performing the tasks
assigned by the Contractor.
iv. Personnel shall be clean in dress and person. Contractor’s personnel performing
Services shall conform to the Contractor dress code as approved by the Berkeley
Fire Department.
v. Training and educational requirements change from time to time for EMT’s and
Paramedics as new protocols and medical treatments are approved by the
County EMS Authority. Contractor shall conduct regular training and
education. All Personnel assigned to support the Berkeley Fire Department
contract shall be current on such training and education requirements. In this
case, current shall mean within the timeframe allowed by the Alameda County
EMS Agency and the Berkeley Fire Department. The cost shall be the sole
responsibility of the Contractor.
vi. Contractor shall utilize reasonable work schedules and shift assignments that
allow personnel to work at their optimum level of efficiency and provide for
reasonable rest periods. The Contractor shall provide working conditions that
assist in attracting and retaining highly qualified personnel.
vii. Contractor shall utilize management practices that ensure that field personnel
working extended shifts, part-time jobs, voluntary overtime, or mandatory
overtime are not fatigued to an extent that might impair judgment or motor skills.
viii. Should complaints arise which are directed at level of care, response time or
Personnel action or inaction, such complaints must be addressed by the
Contractor and reported to Berkeley Fire with explanation of actions taken or
course of action or investigation within 48 hours of complaint receipt.
ix. Contractor must provide a mechanism or method for monitoring driver
performance for all ambulances. Berkeley Fire may request to be provided with
reports on driver performance on an ad hoc basis. Turnaround time for
submission of driver performance reports shall not exceed 48 hours.
x. All Personnel must complete National Incident Management System (NIMS)
ICS-100 and ICS-200 training and carry out their duties in compliance
therewith.
Revised June 2017

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