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Approval of Fire/EMS Emergency Ambulance Transportation & Related Services <br />Agreement with CARE Ambulance Service, Inc. <br />December 18, 2018 <br />Page 3 <br />4. Vehicles: Selected provider will be required to provide and incur all costs (including <br />fuel, storage repair maintenance costs) for Type III ambulances for Tier I and Tier II <br />service. <br />5. Billing: City will retain billing authority/responsibility for all calls and transports within <br />the City of Santa Ana. <br />6. Bid Submittal Cost: Proposal must be all inclusive for all First, Second, and Mutual <br />Aid Emergency Transportation Services within the City of Santa Ana. <br />7. Housina: Bid submittal should assume ambulances will not be housed within City <br />owned facilities or property. <br />Release of RFP #18-059 & Pre -submission Conferences <br />On August 28, 2018, the Finance and Management Services Agency (FMSA) released the RFP on <br />the City's online bid portal (PlanetBids) seeking emergency ambulance transportation and related <br />services. According to PlanetBids, the following actions occurred: <br />Vendors notified 147 <br />Santa Ana vendors notified 0 <br />Vendors Downloaded RFP 10 <br />As part of the RFP, an optional Pre -Submission Conference took place on October 3, 2018 and was <br />attended by two bidders: CARE and Doctor's Ambulance Service ("Doctor's"). During the optional <br />Pre -Submission Conference (attended by both bidders), City and OCFA staff answered pre - <br />submitted questions. A bidder request for enhanced 2017 call volume data, beyond that <br />preliminarily provided by OCFA, resulted in the need to call a second pre -bidders conference to <br />disseminate this data which was provided by the Orange County Emergency Medical Services <br />(OCEMS) Agency, a comprehensive and un -biased source. As a result, a mandatory Pre - <br />Submission conference was held on October 25, 2018 to disclose said call volume data to all <br />bidders. The mandatory second Pre -Submission Conference was attended by both bidders, CARE <br />and Doctor's. <br />Bid Proposal Submission & Public Openin4 <br />On October 31, 2018, proposals were received from two providers: CARE and Doctors. During the <br />bid opening, the following information was released and made public with both bidders present: <br />• RFP number <br />• Submission date <br />• General description of services to be provided <br />• Name of bidders <br />• Amounts proposed: <br />o Annual contract price <br />o Not to exceed amount per month <br />o Complimentary billing (optional) <br />Proposal Grading Panel & Criteria <br />250-3 <br />