The URL can be used to link to this page

Home My WebLink About19F - RFP - TEMPORARY EMERGENCY TRANSPORTATION SERVICESREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: MARCH 19, 2012 TITLE: REQUEST FOR PROPOSAL FOR TEMPORARY EMERGENCY TRANSPORTATION SERVICES (AMBULANCE) dCITY MANAGER RECOMMENDED ACTIONS CLERK OF COUNCIL USE ONLY: APPROVED ? As Recommended ? As Amended ? Ordinance on 1St Reading ? Ordinance on 2nd Reading ? Implementing Resolution ? Set Public Hearing For CONTINUED TO FILE NUMBER Authorize the City of Santa Ana to release the Request for Proposals for temporary emergency medical transportation services. DISCUSSION The recently approved Orange County Fire Authority (OCFA) contract includes provisions for a re-alignment of Emergency Medical Services (EMS) delivery. The City and OCFA released a Phase I formal RFP for the provisions of 911 Emergency Transportation Services. However, the process is not expected to be completed by the formal transition date of April 20, 2012. Therefore the City is seeking a qualified Orange County licensed Exclusive Operating Area provider for a period up to 120 days with the ability to extend the provisions for an additional 30 days, effective April 20, 2012 at 0800. In order to qualify to provide temporary services, a provider will be required to have an assigned Emergency Operating Area allowing a seamless connection to dispatch. This independent process of selection will not affect the RFP process for a long term 911 Emergency Transportation provider contract. All interested and qualified providers will be invited to participate in both processes. Selection as the temporary provider will not result in any added benefit in the review of proposals for the long term 911 Emergency Transportation Services. FISCAL IMPACT This action has no fiscal impact. 7? Dave Thomas Fire Chief 19F-1 19F-2 CITY OF SANTA ANA TEMPORARY 911 EMERGENCY AMBULANCE TRANSPORTATION SERVICES RFP # 12-026 Date of Issuance: March 20, 2012 Proposal Letter Due Date: Tuesday, March 27, 2012 by 5:00 p.m. 19F-3 REQUEST FOR PROPOSAL CITY OF SANTA ANA TEMPORARY 911 EMERGENCY AMBULANCE TRANSPORTATION SERVICES Envelopes containing proposals are to be marked "12-026 Proposal: Temporary 911 Emergency Ambulance Transportation Services DUE DATE: Sealed offers are due by 5:00 P.M. on or before Tuesday, March 27, 2012. All offers shall be delivered to City of Santa Ana Purchasing Division M-16 (4t" floor) 20 Civic Center Plaza Santa Ana, California 92701. Offers delivered to any other location or delivered after 5:00 P.M. on March 27, 2012 will be considered nonresponsive and not considered. City of Santa Ana Temporary 911 Emergency Ambulance Transportation Services 19 F-4 March 20, 2012 1 City of Santa Ana Temporary 911 Emergency Ambulance Transportation Services The City of Santa Ana has accepted a bid for providing Fire and EMS services from the Orange County Fire Authority. The contract, effective April 20, 2012 was approved by the Santa Ana City Council on February 21, 2012. Provisions of this contract include a re- alignment of basic Fire and ALS/ EMS services, to include a re-structuring of Emergency Transportation services previously provided by the Santa Ana Fire Department. The City of Santa Ana and the Orange County Fire Authority have released a formal RFP for the provision of 911 Emergency Transportation services for the City of Santa Ana. The process is not expected to be completed by the formal transition date. In the interim, the City of Santa Ana is seeking a qualified Exclusive Operating Area Licensed 911 Emergency Transportation service provider. It is the intent of the City to select a temporary provider for a period up to 120 days with the ability to extend the provisions of this service as required for 30 days, effective April 20, 2012 at 8 a.m. The applicant must have a documented track record of providing 911 Emergency transportation services within the County of Orange in a system similar to the size of the City of Santa Ana as set forth in this RFP. The selected provider must be licensed in Orange County and meet all requirements for providing 9-1-1 Emergency Transportation Services, including an assigned Emergency Operating Area to provide seamless connection with dispatch. In addition to the above; the selected provider must provide for adequate coverage of fully equipped Type III ambulances and transportation personnel required to meet OCFA required response City of Santa Ana Temporary 911 Emergency Ambulance Transportation Services 19 F-5 March 20, 2012 2 time standards for 100% of all 9-1-1 calls for Emergency Transportation Service within the City of Santa Ana. In calendar year 2011, the City of Santa Ana Fire Department responded to 16,196 EMS calls. Interested applicants are to provide their pricing proposal based on average cost per day. The City of Santa Ana will continue to be solely responsible for the billing and collection of amounts owed by customers/patients provided Emergency Transportation Services within the City. Provider will actively cooperate with City to provide all information or assistance which City may reasonably require to process customer/patient billings in a timely manner. General requirements: 1) Contractor must respond to Orange County Fire Authority's request for emergency ambulance transportation service within response times set forth as follows; Please include your response times for the geographic area (City of Santa Ana.) Metro/Urban requirements Code 3 - Response time must not exceed ten (10) minutes, zero (0) seconds Code 2 - Response time must not exceed fifteen (15) minutes, zero (0) seconds 2) Contractor shall have an assigned Emergency Operating Area which will allow immediate connection with Santa Ana Dispatch. City of Santa Ana Temporary 911 Emergency Ambulance Transportation Services 19F-6 March 20, 2012 3 3) The selected contractor must provide to the satisfaction of the City of Santa Ana and the OCFA insurance in accordance with the following requirements; Commercial General Liability insurance - amount not less than $10,000,000 per occurrence, written on an occurrence form. If policy carries an annual aggregate, such aggregate shall be in the amount not less than $10,000,000 per occurrence. Such insurance shall (a) name the City of Santa Ana, the OCFA, and their respective officers, employees, agents, volunteers and representatives as additional insured(s); (b) be primary and not contributory with respect to insurance or self-insurance programs maintained by the additional insureds; and (c) contain standard separation of insureds provisions. Ambulance Medical Malpractice Insurance - in an amount not less than $3,000,000 per occurrence. If the policy carries an annual aggregate, such aggregate shall be in the amount not less than $6,000,000 per occurrence. Such insurance coverage may be combined with either the general or automobile liability coverage required above; provided, however, if the insurance coverage is so structured, the combined coverage shall be in the amount not less than $5,000,000 per occurrence, with an annual aggregate of not less than $10,000,000. Comprehensive Business Automobile Liability Insurance - in an amount not less than $3,000,000 per occurrence, covering owned, non- owned and hired vehicles, written on an occurrence form. If policy carries an annual aggregate, such aggregate shall be in the amount not less than $6,000,000 per occurrence. Workers' Compensation and Emplovers' Liability Insurance - in the statutory amount for workers' compensation and in an amount not less City of Santa Ana Temporary 911 Emergency Ambulance Transportation Services 19 F-7 March 20, 2012 4 than $1,000,000 for employers' liability. Such insurance shall contain a waiver-of-subrogation clause in favor of the City and OCFA, and their respective officers, officials, employees and agents. All insurance as required shall be issued by a company authorized by the Insurance Department of the State of California and rated A-VII or better by the latest edition of the Best's Key Rating Guide, except that the City of Santa Ana will accept workers' compensation insurance rated B VII or better from the State Compensation Fund. Interested providers must submit a letter of interest, including a Company Resume outlining 9-1-1 Emergency Transportation experience (requirements outlined in this memo) to City of Santa Ana, Purchasing Division M-16 (4th floor), 20 Civic Center Plaza, Santa Ana, CA 92701 by 5 p.m. on March 27, 2012. Formal selection notification is anticipated to be made on April 2, 2012 EMS Operational Inquires can be directed to: Scott Brown Orange County Fire Authority Emergency Medical Services 714-573-6071 City of Santa Ana Eva Goods / Purchasing Division 714-647-6584 City of Santa Ana Temporary 911 Emergency Ambulance Transportation Services 19F-8 March 20, 2012 5