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November 15, 2017
To Whom It May Concern:
The City of Dover will receive sealed proposals on December 19, 2017 at 2:00 p.m. local time
for CITY OF DOVER AMBULANCE SERVICES CONTRACT, RFP NUMBER 18-0010CM. This
contract will be for a period of three (3) years with an option for two (2) additional one (1) year
extensions.
Your proposal is not revocable for ninety (90) days following the response deadline indicated
above.
If you have questions concerning this Request for Proposal, they must be made in writing and
addressed to the Purchasing Agent, 710 William Street, Dover, DE 19904 or emailed to
doverwhse@dover.de.us. All questions must be submitted no later than November 30, 2017. All
changes or corrections to this Request for Proposal will be handled by addenda issued by the
Purchasing Agent. The receipt of all Addenda must be acknowledged on the form provided herein.
It has been determined that this solicitation be offered as a request for competitive sealed
proposals, pursuant to Delaware Code Title 29, Chapter 6924 (a), because the use of
competitive sealed bidding is not in the best interest of the City. The use of competitive sealed
proposals is necessary to:
Conduct Oral or written discussions with offerors concerning technical and price
aspects of their proposals;
Afford offerors an opportunity to revise their proposals;
Compare the different price, quality and contractual factors of the proposals
submitted.
RFP’s will be opened publicly at the time and place designated in this letter. The main purpose
of the bid opening is to reveal the name(s) of the proposers, not to serve as a forum for
determining the low price. THE ONLY INFORMATION RELEASED AT THE
PROPOSAL OPENING WILL BE THE NAMES OF THE COMPANIES SUBMITING
PROPOSALS. All copies of any bids/proposals submitted in response to this request shall be
considered the property of the City of Dover and shall not be returned to the bidder.
Conflict of Interest Clause:
Pursuant to Dover Code, Chapter 30, Section 30-33, No city employee or official may participate
on behalf of the city in the review or disposition of any matter pending before the city in which
he has a personal or private interest. No city employee or official shall benefit from any contract
with the city, nor solicit any contract, and shall not enter into any contract with the city (other
than an employment contract). No person who has served as a city employee or official shall
represent or otherwise assist any private enterprise on any matter involving the city, for a period
of two years after termination of his employment or elected or appointed status with the city, if
he gave an opinion, conducted an investigation or otherwise was directly and materially
responsible for such matter in the course of his official duties as a city employee or official. All
parties hereto declare and affirm that no officer, member, or employee of the City, and no
member of its governing body, and no other public official of the City who exercises any
functions or responsibilities in the review or approval of the undertaking described in this
contract, or the performing of services pursuant to this contract, shall participate in any decision
relating to this contract which affects his or her personal interest, or any corporation, partnership,
or association in which he or she is directly or indirectly interested; nor shall any employee of
the City, nor any member of its governing body, have any interest, direct or indirect, in this
contract or the proceeds thereof.
The contract shall be awarded within 90 days of the closing date to the offeror whose proposal is
determined in writing to be most advantageous to the City. All prices must be held firm for a
minimum of 90 days from the date of the bid opening. The proposals, summaries, and tabulations
shall not be open for public inspection until after receipt of a fully executed contract.
The City of Dover reserves the right to waive technicalities, to reject any or all submissions, or any
portion thereof, to advertise for new proposals, to proceed to do the work otherwise, or to abandon
the work, if in the best interest of the City.
All submissions are to be received by the Purchasing Office, 710 William Street, Dover, DE,
19904 no later than the 2:00 p.m. proposal opening. All proposals will be opened in the presence
of the Procurement Manager or his/her designee. All proposals shall become public record and
shall be available for public inspection after it has been determined that there is no proprietary
information contained within the documents and after all negotiations have concluded. Any and
all proprietary information contained within the proposal must be clearly marked. The cover
must indicate that the proposal contains such information. Copies of the proposals will not be
provided to competing vendors.
The City will use the following tentative timetable in the selection process:
Date Event
Wednesday, November 15, 2017
Publicly Advertise Request for Proposal 18-0010CM.
Thursday, November 30, 2017 Deadline for submitting questions
Thursday, December 7, 2017 Addendum issued/answers to bidder questions published.
Tuesday, December 19, 2017 RFP OPENING Deadline to submit final documents (Proposal Opening). (3 original copies and 1 electronic copy by 2:00 pm)
Minority, women, veteran, service disabled veteran, and individuals with disabilities owned
vendor preference shall be three percent (3%) of the value of the award. The vendor must
identify qualification and claim to the preference on the submitted proposal documents.
The vendor must provide authoritative proof of minority ownership such as identification
in the certification directory maintained by the State of Delaware Office of Supplier
Diversity to qualify for this preference. This preference is to be considered as a stand-alone
and cannot be added to any other preference that may be allowed. This preference shall not apply
to subcontractors.
Neither the contractor nor the City of Dover shall be held liable for non-performance under the
terms and conditions of this contract due, but not limited to, government restriction, strike, flood,
fire, or unforeseen catastrophe beyond either party's control. Each party shall notify the other in
writing of any situation that may prevent performance under the terms and conditions of this
contract.
Vendors must provide references to the City of Dover upon request. Vendor references may be
checked to verify the bidder’s ability to perform the contract requirements, the quality of work
and the ability to meet obligations.
ENVELOPES MUST BE MARKED “AMBULANCE SERVICES, RFP NUMBER 18-
0010CM. RFP OPENING December 19, 2017 2:00 P.M.” No faxed bid will be accepted.
Failure to comply with the above format may result in disqualification of your bid.
The City of Dover shall have the right to reject any or all bids if deemed to be in the best interest
of the City, such as but not limited to local vendor preference and minority vendor preference
while awarding bids.
Sincerely,
Peter K. Gregg
Contract and Procurement Manager
(302) 736-7795
Fax (302) 736-7178
pgregg@dover.de.us
REQUEST FOR PROPOSAL NOTICE
RFP Number: 18-0010CM RFP Opening Date: December 19, 2017, 2:00 p.m.
Description: City of Dover Ambulance Service Contract
If you are interested in the request for proposal described above, you can download it in Adobe PDF format from
our web site http://www.cityofdover.com/bid-procurement. Any amendments of other additional information
related to this solicitation will be posted with the original document on the web site.
If you do not have internet access and want to receive this request for proposal, all subsequent amendments, or
additional information on the RFP package, please provide the requested information to:
The City of Dover
Purchasing Office
710 William Street
Dover, DE 19904
Fax: (302) 736-7178, attention Peter Gregg
Phone: (302) 736-7795
e-mail: doverwhse@dover.de.us
Please complete the following and return this form to Central Services:
Company:
Vendor Response /Request
Address
No submission at this time, please retain on bid
list
Please send complete RFP package
Contact:
I will download the RFP package
Phone
I intend to provide a submission
Fax
I do not intend to provide a submission
e-mail for
ITB/RFP
Other:
Request for Proposal 18-0011CM
1
SCOPE OF WORK
AMBULANCE SERVICES
CITY OF DOVER
1.0 GENERAL:
1.1 Furnish and deliver emergency AMBULANCE SERVICES for the City of Dover.
1.2 Ambulance services are needed to transport residents to area hospitals.
1.3 This bid request will result in a service contract issued by the City.
1.4 3.3 Contractor may provide any additional information that it believes to applicable to this proposal or
qualifications package and include such information in their proposal. Please submit as an appendix to the
proposal, marking such at the top of the page.
2.0 QUALIFICATIONS AND EXPERIENCE:
2.1 Bidders must:
2.1.1 Be an established contractor, having conducted business as such for a period of at least five (5) years.
2.1.2 Maintain full licensure and certifications as required in the Delaware State Fire Commission. (Prior to
issuing an original or renewal License and Permit(s), the Commission shall determine that all requirements of
the Delaware Regulations are fully met. Additionally, the Commission has the authority to ensure continued
compliance with these Regulations through the periodic review of records and operations.)
2.1.3 Guarantee that all persons assigned to provide medical transportation services will have individual state
certification.
2.1.4 Be licensed to provide Basic and/or Advanced Life Support.
2.1.5 Be Medicare and Medicaid certified.
2.1.6 Be in full compliance with all laws governing licensing, accreditation and/or regulation of their ambulance
service per the State of Delaware.
2.1.7 Provide a brief description of their business, to include a general scope of work performed and a synopsis
of capabilities and experience.
2.1.8 Provide at least three (3) references, including contact person and telephone number, for similar contracts
completed within the last three (3) years.
3.0 CONTRACT PERIOD:
3.1 The contract shall be for a period of three (3) years commencing upon final execution of the contract.
3.2 The City of Dover reserves the right to extend the contract period for two (2) additional one (1) year terms, if
the vendor agrees to hold the prevailing prices. Said renewal(s) shall be agreed by the parties and shall be
in writing.
4.0 QUALITY ASSURANCE
4.1 Per Delaware Code each Ambulance Service Providers shall meet the criteria established by the
Commission. BLS Ambulance Service Provider shall be responsible for monitoring quality assurance in the
form of patient care and both mobilization and response times. The method in which this is accomplished is
the authority and responsibility of the Primary or Secondary BLS Ambulance Service provider per the
Request for Proposal 18-0011CM
2
Quality Assurance and Improvement Program established by the commission in conjunction with the Office
of Emergency Medical Services and adopted by the Commission. A report must be generated monthly and
sent to the City Manager’s Office showing data as deemed in the specification area 7.10.
4.2 All individuals, Primary BLS Ambulance Service Providers and Secondary BLS Ambulance Service
Providers shall be required to participate in the Commission approved Ambulance Data Collection System
which includes:
4.2.1. A BLS run report shall be completed on all 911 and Non- Emergency dispatched responses
4.2.2 EMT’s shall complete, without exception, a computer report and or written report on each patient
contact. Reports shall be completed with the timeframe described in the most current State of Delaware
BLS Protocols.
4.2.3 When available, all reasonable attempts shall be made to enter the report electronically and forward it
to the state EMS office
4.2.4 Failure to comply with data submission may result in loss of BLS Ambulance Service Permit or EMT
Certification
4.2.5 Submit any other data to the designated agencies as required by the Commission, which includes but
is not limited to Refusal of Service. EMT’s shall complete, without exception, a written and or computer
report on each patient refusal. Reports shall be completed as described in the most current State of
Delaware BLS protocols.
5.0 TERMINATION OF CONTRACT:
5.1 The City of Dover reserves the right to cancel this contract at any time for unsatisfactory service or
noncompliance of any part of these specifications. In Title 1 Authorities, Boards and Commissions of the
Delaware Administrative Code Section 4.5 a Primary or Secondary BLS Ambulance Service Provider may
not discontinue BLS Ambulance Service until a replacement provider has been selected and can assume
BLS Ambulance Service with no reduction in service. 17 DE Reg. 982 (04/01/14)
6.0 PRICING / PAYMENT:
6.1 All prices quoted shall be guaranteed throughout the contract term, and may not exceed the Medicare fee
schedule for reimbursement as is calculated and effective for non-institutional practices. The City of Dover
does not bill for the services rendered under this RFP for either of the two dedicated units.
6.2 Bid must include narrative information describing options of how vendor will provide the necessary
information to the City for accurate billing.
6.3 Bid should include narrative including information for billing of the constituents. Include details of amounts for
services. Copy of protocol or policy on charges, including a proposed cost breakdown structure.
6.3 Payments shall be made to the vendor within 30 days after receipt of the invoice.
-- - END OF SCOPE OF WORK - - -
Request for Proposal 18-0011CM
3
SPECIFICATIONS
AMBULANCE SERVICES
CITY OF DOVER
7.0 VENDOR RESPONSIBILITIES:
7.1
Provide two (2) dedicated ambulances with crews to provide basic life support services twenty-four (24) hours a day,
seven (7) days a week, at no cost to the City in exchange for exclusive jurisdiction for 911 calls. A minimum
acceptable crew while transporting a patient shall consist of a driver that is an EMR Certified (Emergency Medical
Responder) and one EMT that is nationally and State Certified. A minimum of one Delaware State Certified EMT or
Paramedic licensed in the State of Delaware shall always be in the patient compartment when a patient is present.
7.2 Provide vehicles that are reliable and well maintained and equipped with two-way communication equipment
and all federally and state required equipment and supplies as specified by the Commission. Required equipment
shall be reviewed annually following recommendations from the Delaware State Fire School Director and the
Commission’s Medical Director. See attached for a copy of the State of Delaware Ambulance Inspection Sheet.
7.3 Staff the dedicated ambulance with two EMT-Bs at all times. They shall posses both a valid Class A driver’s
license and an Emergency Vehicle Operator’s license issued by the Division of Motor Vehicles or the Department of
Transportation of the State of Delaware or the equivalent or higher. The EMT-Bs must also have a current
ambulance EMT certification issued by the State of Delaware State Fire Prevention Commission.
7.4 Provide services to all residents of the City, regardless of their ability to pay.
7.5 Only provide operators of vehicles who possess a valid driver’s license and have successfully completed an
emergency vehicle operators course.
7.6 Shall provide emergency ambulance services with reducing the maximum response time. The
guidelines enacted by the Delaware General Assembly are listed below and should be considered a maximum while
striving to perform well below the stated times:
7.6.1 A call requiring cardio-pulmonary resuscitation (CPR) within 4 minutes of the receipt of Delta calls on at
least 90% of the times in urban areas and 70% of the time in rural areas
7.6.2 EMS provide Automatic External Defibrillation (AED) within 6 minutes of Delta calls on at least 90% of the
times in urban areas and 70% of the time in rural areas.
7.6.3 BLS on the scene within 10 minutes of receipt of a Delta call at least 90% of the times in urban areas and
70% in rural areas.
7.6.4BLS unit on scene within 12 minutes of the receipt of all Bravo calls on at least 90% in the urban areas and
70% in the rural areas
7.65 BLS ambulance will provide a unit on scene within 18 minutes of the receipt of all Alpha calls in the urban
areas and 70% in the rural area
7.7 Be responsible to schedule an alternate ambulance service in the event that circumstances prohibit the
successful firm from providing emergency service. The alternate ambulance service shall meet all the prerequisites
included in this agreement. Each vehicle patient compartment shall confirm with the criteria within the most current
United States General Services Administration federal specifications for the Star of Life Ambulances.
7.8 Provide the following data for each calendar month no later than the 10th day of the following month:
Number of emergency dispatches
Request for Proposal 18-0011CM
4
Number of dispatches that were answered by a second or third unit
Average response time
Average time to the scene
Average time to the hospital
Average daily responses
Average daily transports
Total patients transported
Total 911 ambulance runs
Gone on arrival / cancel
Transport refusals
Stand-by scene
Any other information as determined by the City
8.0 VENDOR LOCATION:
8.1 The successful vendor will locate its equipment and crew within the corporate boundaries of the City of Dover at
a place mutually agreed upon by the City and the Contractor. The cost of the facility will be covered by the contractor
including lease and utilities etc.
- - - END OF SPECIFICATIONS - - -
Request for Proposal 18-0011CM
5
INSTRUCTIONS FOR PROPOSALS
AMBULANCE SERVICES
CITY OF DOVER
9.0 INSURANCE:
9.1 The selected firm shall, at its sole cost and expense, procure and maintain in full force and effect
covering the performance of the services rendered under this agreement, insurance in the types
and limits specified below. In addition to the insurance coverage and limits listed herein, the
selected firm shall obtain any other insurance coverage as may be required by law.
9.1.1 Workman’s Compensation insurance in accordance with statutory requirements.
9.1.1.1 Limits of Liability: Not less than $100,000.
9.1.2 Automobile Bodily Injury and Property Damage Liability Insurance.
9.1.2.1 Limits of Liability: A combined single limit of not less than $1,000,000 per
occurrence.
9.1.3 General Liability Insurance:
9.1.3.1 Limit of Liability: comprehensive form for bodily injury and property damage with a
combined single limit of not less than $1,000,000 per occurrence and $2,000,000
in aggregate. Coverage is to include Personal Injury Liability (with Employee
exclusion deleted) with a limit of not less than $1,000,000. Must also include
completed operations and contractual liability. The contractor will indemnify and
hold the City harmless against all liabilities, judgments, costs, damages and
expenses which may accrue against or be charged to the City by reason of loss or
damage to the property of, injury to, or death of any person or persons arising out
of any act or omission of contractor or from the performance of contractor of this
contract with the exception of professional ambulance driver’s duties performed
under this contract.
9.1.3.2 The General Liability policy will include contractual liability with bodily injury and
property damage limits of not less than $1,000,000 combined single limit,
specifically covering the hold harmless agreement indicated above.
9.1.3.3 The automobile and public liability insurance will be extended to include the City as
an additional named insured on a primary noncontributory basis.
9.1.4 Ambulance Services Professional Liability Insurance:
9.1.4.1 Limit of Liability: Not less than $5,000,000 per occurrence and in aggregate.
9.1.4.2 The Ambulance Services Professional Liability Insurance policy will include covers
all activities as medical professionals (including emergency medical technicians,
paramedics and other medical licensees as well as their medical director. Policy
should cover their duties providing medical services, furnishing or dispensing
drugs, medical or surgical supplies or appliances, ambulance or medical
transportation services (including loading and unloading) and dispatching services.
Request for Proposal 18-0011CM
6
Minimum Limits $5,000,000. covering the hold harmless agreement indicated
above.
9.1.4.3 The Ambulance Drivers and Attendants Malpractice insurance will be extended to
include the City as an additional named insured on a primary noncontributory
basis.
9.1.5 Business Interruption insurance:
9.1.5.1 Limit of Liability: Not less than $200,000. The contractor will indemnify and hold
the City harmless against all liabilities, judgments, costs, damages and expenses
which may accrue against or be charged to the City by reason of disruption or loss
of service to any person or persons arising out of any act or omission of contractor.
9.1.5 Umbrella
9.1.5.1 Minimum limits of $5 million – underlying coverages include General Liability, Auto
and Workman’s Compensation
9.1.5.2 The Umbrella policy insurance will be extended to include the City as an additional
named insured on a primary noncontributory basis.
9.1.6 Cyber Liability
9.1.6.1 Minimum limits of $1 million for loss or breach of confidential information regarding
patients
9.1.6.2 The Cyber Liability insurance will be extended to include the City as an additional
named insured on a primary noncontributory basis.
9.1.7 Property Crime
9.1.7.1 Minimum limits $500,000 to cover employee theft of drugs and patients’
possessions; burglary of the premises; vandalism of all equipment and property.
9.1.7.2 The Property Crime coverage will be extended to include the City as an additional
named insured on a primary noncontributory basis.
10.0 EXCEPTIONS:
10.1 Any exceptions to terms, conditions, or other requirements in any part of this Request for
Proposal must be clearly pointed out in the offeror's submission. Otherwise, the City will
consider that all items offered are in strict compliance with this Request for Proposal, and
the successful proposer will be responsible for compliance.
11.0 AWARD OF CONTRACT:
10.1 Contract award shall be made within 90 days of the opening, to the proposal deemed to be in the best interest of the City and its residents. It is the intention of the City to award to one (1) vendor.
- - - END OF INSTRUCTIONS FOR PROPOSALS - - -
Request for Proposal 18-0011CM
7
We have received and reviewed the following Addenda (if applicable):
1. __________________________, dated ___________________.
2. __________________________, dated ___________________.
3. __________________________, dated ___________________.
FIRM NAME: _______________________________
BY: _______________________________
PRINTED: _______________________________
TITLE: _______________________________
DATED: _________________________
ADDRESS: _________________________
_________________________
PHONE: _________________________
FAX: _________________________
FEDERAL: _________________________
ID#
NOTE: PLEASE SUBMIT THE FOLLOWING AS YOUR PROPOSAL: 1)This Bid Form (One (1) original and three (3) copies). 2)Documentation to support the requirements of Section 2.0, including the
Reference Form, and Item 5.2 (One (1) original and three (3) copies) and one electronic copy in either Microsoft word or adobe acrobat format on a CD or flash drive..
Request for Proposal 18-0011CM
8
REFERENCE FORM
AMBULANCE SERVICES
CITY OF DOVER
1. COMPANY NAME: ________________________________________________________
ADDRESS: ________________________________________________________
________________________________________________________
CONTACT PERSON: ________________________________________________________
TELEPHONE #: ________________________________________________________
FAX#: ________________________________________________________
2. COMPANY NAME: ________________________________________________________
ADDRESS: ________________________________________________________
________________________________________________________
CONTACT PERSON: ________________________________________________________
TELEPHONE #: ________________________________________________________
FAX#: ________________________________________________________
3. COMPANY NAME: ________________________________________________________
ADDRESS: ________________________________________________________
________________________________________________________
CONTACT PERSON: ________________________________________________________
TELEPHONE #: ________________________________________________________
FAX#: ________________________________________________________
Request for Proposal 18-0011CM
9
AMBULANCE SERVICES
CITY OF DOVER
RFP number 18-0011CM
Rate
First Year
Rate
Second Year
Rate
Third Year
Name of bidder: ____________________________________________
(Individual, Firm, or Corporation)
Point of contact: ____________________________________________
(Printed name of individual whose signature appears below)
Signature of bidder: ____________________________________________
Business Address: ____________________________________________
____________________________________________
Telephone number: ____________________________________________
Fax number: ____________________________________________
Email Address: ____________________________________________
Date of bid: ____________________________________________
Minority Vendor Preference (Circle one): Yes No
Recommended