RFP24-33 Medical Director Services
| Agency: | Los Alamos County |
|---|---|
| State: | New Mexico |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Feb 8, 2024 |
| Due Date: | Mar 7, 2024 |
| Solicitation No: | RFP24-33 |
| Bid Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
RFP24-33 Medical Director Services
Closing date March 07, 2024, 02:00 PM
- Reference number RFP24-33
- Status Open
- Summary The County Fire Department (“LAFD”) and Police Department (“LAPD”) Consolidated Dispatch Center (“CDC”) requires a licensed physician to provide Medical Director oversight to LAFD and the LAPD CDC to ensure that all medical aspects of the Emergency Medical Services (“EMS”) and Emergency Medical Dispatch (“EMD”) programs are coordinated with all participating medical entities.
Sealed proposals submitted electronically by email, subject to the conditions set forth in the instructions to proposers and in the solicitation documents, will be received until 2:00 p.m. Mountain Time, March 7, 2024, for this solicitation. Emails should be addressed to:
lacbid@lacnm.us
. Subject line of the email must contain the following information:
RESPONSE – Medical Director Services for Los Alamos Fire Department
Alternatively, paper form submissions may be submitted as follows: sealed proposals in one (1) clearly labeled unbound original, three (3) bound copies, and one (1) USB flash drive or CD, will be accepted at the County Procurement Office - 101 Camino Entrada, Building 3, Los Alamos, NM 87544, until 2:00 p.m. Mountain Time, March 7, 2024, for this solicitation.
A non-mandatory virtual Pre-Proposal Meeting will be held on February 22, 2024, at 9:00 a.m. Mountain Time via Teams. Instructions and a link to join this virtual meeting can be found in the solicitation documents.
Documents may be downloaded from the County website at https://lacnm.com/Bids , or may be obtained from Jaime Kephart at the Procurement office at:
Los Alamos County
Procurement Division
101 Camino Entrada, Bldg. 3
Los Alamos, NM 87544
(505) 709-5503
Office Hours are 8:00 a.m. – 4:30 p.m., Monday – Friday.
No Proposal may be withdrawn after the scheduled closing time for receipt of proposals.
All forms of bribes, gratuities, and kickbacks are prohibited by state law.
Contact details
Related Information
Attachment Preview
LOS ALAMOS COUNTY
PROCUREMENT DIVISION
101 Camino Entrada, Building 3, Los Alamos, New Mexico 87544
(505) 709-5503
Advertised: February 8, 2024
Closing Date: March 7, 2024
Non-Mandatory Virtual Pre-Proposal Conference: February 22, 2024, 9:00 a.m. Mountain Time
Request for Proposals (“RFP”)
RFP Number: 24-33
RFP Name: Medical Director Services for Los Alamos Fire Department
GENERAL INFORMATION
1. Proposals in response to this RFP may be submitted either in paper form, in a sealed envelope, or
electronically by email. Only one of the following submission methods is required:
2. ELECTRONIC SUBMISSION: Emails should be addressed to: lacbid@lacnm.us. Subject line must
contain the following information: RESPONSE – RFP24-33 Medical Director Services for Los Alamos
Fire Department
It is strongly recommended that a second, follow up email (without the proposal included or attached) be
sent to Jaime Kephart, Contract Manager at jaime.kephart@lacnm.us to confirm the Proposal was
received.
The body of the email must contain enough information for the identity of the Proposer to be clear,
including company name, name of person sending the email, and contact information including email
address and phone number.
Only emails with proposals received in the lacbid@lacnm.us email box prior to 2:00 p.m. Mountain Time,
March 7, 2024 will be reviewed.
Proposals submitted by email will be opened only after the closing date and time stated in the solicitation
document.
3. PAPER FORM SUBMISSION: Sealed proposals in one (1) clearly labeled unbound original, three (3)
bound copies and one (1) USB flash drive or CD, will be accepted at the Office of the Chief Purchasing
Officer, Procurement Division - 101 Camino Entrada, Building 3, Los Alamos, NM 87544, until 2:00 p.m.
Mountain Time, March 7, 2024 for this solicitation. Clearly mark the RFP Number and Name and
Offeror on the outside of the sealed proposal, including outer envelope and/or shipping label. The
USB flash drive or CD should be clearly identified. It is the responsibility of the Offeror to assure that the
information submitted in both its written response and the electronic version are consistent and accurate.
If there is a discrepancy between what is provided on the paper document and the USB flash drive or
CD, the written paper response shall govern.
4. Directions to Procurement office:
1. Drive WEST on NM-502 to Los Alamos.
o Camino Entrada (formerly known as Airport Basin) is 0.4 miles past East Gate Drive,
just past East Entrance Park Rest Area.
2. Turn RIGHT on Camino Entrada.
o Road slopes downhill and curves to the right.
3. Take second RIGHT into driveway through gated fence (before the stone sign “Pajarito
Cliffs Site”).
o Follow the signs to Building 3, the L-shaped building in the center of the complex.
The County of Los Alamos is an Equal Opportunity Employer
o If you pass the Holiday Inn Express and the Airport, you’ve gone too far.
4. Enter glass door marked “PROCUREMENT.” See map below.
5. The Incorporated County of Los Alamos (“County”) invites Proposals from all qualified respondents.
No Proposal may be withdrawn after the scheduled closing time. Proposals will not be accepted after
the scheduled closing time. Please make note of the submittal requirements outlined in this
solicitation. Read and follow the instructions carefully. Include the required documents provided
in this RFP as part of your submittal packet. Any misinterpretation or failure to comply with the
submittal requirements could result in rejection of the proposal. Proposal preparation is at the Offeror’s
expense.
6. Any change(s) to the solicitation will be conveyed through the written addenda process. Read carefully
and follow all instructions provided on any addendum, as well as the instructions provided in the original
solicitation.
7. Any questions must be received in writing at least five (5) days prior to the date fixed for when proposals
are due.
8. County reserves the right, at its sole discretion, to accept or reject any proposals; to waive any and all
irregularities in any or all statements or proposals; to request additional information from any or all
respondents; and to award a contract to the responsible Offeror whose proposal is most beneficial to
County. While County intends to execute a contract for the services listed herein, nothing in this
document shall be interpreted as binding County to enter into a contract with any Offeror or Proposer.
9. Bids and Proposals are Public Records. Pursuant to the New Mexico Inspection of Public Records Act,
NMSA 1978, Chapter 14, Article 2, all materials submitted under this RFP/IFB shall be presumed and
considered public records. Except to the extent any information may be protected by state or federal
law, proposals shall be considered public documents and available for review and copying by the public.
10. The County contemplates a multi-term contract as a result of this RFP. The term of the contract may
be for a period of up to seven (7) years. This is the written determination of the Chief Purchasing Officer
that: such a contract will serve the best interests of the County by promoting economies in County
procurement.
11. Proposers are notified that they must propose pricing for each potential year of the contract.
12. Proposers/Offerors are informed that State law requires that all foreign corporations (NMSA 1978 §53-
17-5) and limited liability corporations (NMSA 1978 §53-19-48) procure a certificate of authority to
transact business in the state prior to transacting business in the state of New Mexico.
13. The Chief Purchasing Officer has determined a preference is applicable to this offer. A bidder or offeror
must submit a written request for preference, with a copy of the state-issued preference certificate, with
RFP No. 24-33
Issued by Procurement Division: J. Kephart
2
its proposal to qualify for this preference. Ref. County Code Section. 31-261(b) and Section13-1-21
NMSA 1978 et al.
14. A non-mandatory virtual Pre-Proposal Meeting will be held on February 22, 2024, at 9:00 a.m.
Mountain Time via Microsoft Teams. The meeting can be accessed at this link:
https://tinyurl.com/RFP24-33
Meeting ID: 248 375 277 692
Passcode: sAUB6X
CONTACT INFORMATION
For procurement process or project-specific information contact the following and include all contacts
listed on all correspondence sent via email. Written questions should be submitted via e-mail to all
contacts below:
1. Jaime Kephart, Contract Manager, at jaime.kephart@lacnm.us or (505)709-5503
2. Marisol Padilla, Management Analyst, at marisol.padilla@lacnm.us or (505) 662-8317
3. Christopher Bartlett, Fire Battalion Chief and Project Manager, at christopher.bartlett@lacnm.us or
(505) 662-8376.
4. As an additional courtesy to interested parties, this RFP and related documents may also be
downloaded from the County’s website at the address below. https://lacnm.com/bids
NEED STATEMENT
The Incorporated County of Los Alamos (“County”) Fire Department (“LAFD”) and Police Department
(“LAPD”) Consolidated Dispatch Center (“CDC”) requires a licensed physician to provide Medical Director
oversight to LAFD and the LAPD CDC to ensure that all medical aspects of the Emergency Medical
Services (“EMS”) and Emergency Medical Dispatch (“EMD”) programs are coordinated with all
participating medical entities.
BACKGROUND
About Los Alamos County
The Incorporated City and County of Los Alamos is situated at the foot of the Jemez Mountains on the
Pajarito Plateau with an elevation ranging from 6,200 feet to 9,200 feet. Two distinct communities, Los
Alamos Town site and White Rock, each with its own visitor center, are home to ~19,000 people. Los
Alamos is mostly known for the historic accomplishments of its largest employer, Los Alamos National
Laboratory, and continues to gain notice for its vast scenic assets and recreational opportunities.
Visit the Los Alamos County website (www.losalamosnm.us) and the tourism website
(www.visitlosalamos.org) for more information.
About LAFD
LAFD is one of the largest career fire departments in the State of New Mexico and operates in the
smallest county in New Mexico at 109 square miles. LAFD provides fire suppression, emergency medical
services, technical rescue, hazardous materials mitigation, aviation rescue, fire prevention, fire
investigation, code enforcement, public education, and domestic preparedness planning and response.
LAFD provides these services with a career staff of 170 personnel comprised of 160 uniformed
Emergency Management Technician (“EMT”) Basics, EMT Intermediates and Paramedics, 10 civilian
support staff, and 16 emergency communication specialists) and operates out of 5 stations with staffing
and facility increases expected over the next 5 years.
RFP No. 24-33
Issued by Procurement Division: J. Kephart
3
LAFD also provides emergency response services and EMS to the Los Alamos National Laboratory
(“LANL”) through a Cooperative Agreement (“CA”) with the Department of Energy – National Nuclear
Security Administration (“DOE-NNSA”). LAFD’s Medical Director interacts with LANL and various local
and state hospitals, boards and other government entities and healthcare organizations as needed in
performance of services to LAFD. LAFD currently operates under the emergency protocols established
by the Medical Director in accordance with applicable laws, rules, regulations, and statutes.
ESO® is County’s current electronic patient care recording and Quality Assurance (“QA”) system, paid for
by LAFD’s third-party biller.
ESTIMATED RFP PROCESS DATES
The estimated dates of the RFP process are strictly for informational purposes only, are
tentatively planned as follows, and at County’s discretion, may be subject to change without prior
notification:
Advertise RFP
Non-Mandatory Pre-Proposal Meeting
RFP Closes - Date Proposals are Due and
Evaluation Begins
Estimated Contract Preparation and Review
Period Begins
Award Contract/Council Approval (Council
Approval required for agreements of $300,000.00
or greater.)
Estimated Contract Effective Date
February 8, 2024
February 22, 2024
March 7, 2024
April 4, 2024
May 7, 2024
July 1, 2024
RFP No. 24-33
Issued by Procurement Division: J. Kephart
4
SCOPE OF SERVICES (or WORK)
The successful Offeror shall provide some or all of the following services. All items necessary for
the successful delivery of Services may not be included in the Scope of Services. Offerors are
expected to identify in their Proposal any modifications to the proposed Scope of Services that may
be deemed necessary or might aid in successfully implementing and delivering Services.
1. Provider Services. The selected provider (“Contractor”) shall supply the following services, by
and through a qualified Physician licensed in New Mexico, with experience in Emergency Medicine
as follows:
a. Will serve as an ongoing liaison and will provide medical oversight for the LAFD and LAPD
CDC to ensure that all medical aspects of the EMS and EMD programs are coordinated
with all participating medical organizations, including but not limited to the Los Alamos
Medical Center, the Los Alamos Medical community (i.e., local physicians, nurses,
pharmacists and related medical personnel, the LANL EMO, New Mexico State (“State”)
EMD agencies, the State EMS Bureau, and the State EMS Medical Directors.
b. Will provide Medical Director oversight pursuant to all applicable state, federal, and local
laws, rules, regulations, and standards, including but not limited to, the NMSA 1978 24-
10B-3 Emergency Medical Services Act, NMAC 7.27.3 Medical Direction for Emergency
Medical Services and NMAC 18.3.14 Transportation and Highways Motor Carrier General
Provisions Ambulance Services). It is expected that Offerors have and maintain
throughout the term of an agreement, knowledge of all applicable law, rules,
regulations, and standards applicable to the performance of Medical Director
services.
c. Will follow Health Insurance Portability and Accountability Act (“HIPAA”) and all applicable
State laws that require protection of sensitive patient health information from being
disclosed without the patient’s consent or knowledge.
d. Establish, develop, implement, and revise written LAFD EMS protocols pursuant to State
regulations to ensure quality emergency medical service delivery by LAFD providers.
e. Establish, develop, implement, and revise the LAPD CDC protocols pursuant to State
regulations to ensure quality CDC service delivery by CDC providers. LAPD CDC currently
uses the International Academies of Emergency Dispatch/Priority Dispatch protocol
system, and currently has no plans to change their protocols being used but reserves the
right to change the protocols to any allowed by law throughout the term of an agreement.
f. Participate with LAFD and LAPD CDC in the Continuous Quality Improvement Program
related to EMS and EMD, which includes but is not limited to the following:
i. Data analysis;
ii. Ongoing evaluation of patient care, including retrospective call reviews and on-site
evaluation;
iii. Investigation and resolution of medically related complaints;
iv. Provide written recommendations to the EMS Chief and/or CDC Manager for
remedial or disciplinary action against EMTs and Emergency Communication
Specialists as appropriate;
v. Regular review of system compliance with federal, State, and local laws and
regulations;
RFP No. 24-33
Issued by Procurement Division: J. Kephart
5
Sign-up for a Free Trial, Government Bid Alerts
With Free Trial, you can:
You will have a full access to bids, website, and receive daily bid report via email and web.
See Also
Status Ref# Project Close Date Days Left Action Open RFP 40-24-JM Re-Solicitation Jail-Based
Bernalillo County
Bid Due: 5/07/2024
Status Ref# Project Close Date Days Left Action Open RFB-2024-538-FCS-GS Lunches at Westside
City of Albuquerque
Bid Due: 5/15/2024
RFP Number Title Closing Status Proposal 23-24-22 Residential Treatment Services for Adolescents 04/30/2024
San Juan County
Bid Due: 4/30/2024
RFP Number Title Closing Status Proposal 23-24-22 Residential Treatment Services for Adolescents NEW!
San Juan County
Bid Due: 4/30/2024