RFP - EMS

"FERRIS Datinet By Design\n\nREQUEST FOR PROPOSAL FOR EMERGENCY MEDICAL SERVICES\n\nSECTION 1: INTRODUCTION AND NOTICE TO BIDDERS\n\n1.1 Invitation\n\n1.1.1\n\n1.1.2\n\n1.1.3\n\n1.1.4\n\n1.1.5\n\n1.1.6\n\n1.1.7\n\n1.1.8\n\nThe City of Ferris announces an invitation to Bidders to submit proposals for the\nprovision of emergency advanced life support (ASL) ambulance services for the City\nof Ferris. The specifications for all submissions to the City of Ferris are listed in the\nbid packet. These specifications include options for levels of service to be considered.\nBidders are directed to submit an original, so marked, and two (2) copies of their\nproposal, signed by a person authorized to bind the bidder lawfully. All submissions\nmust be sealed and labeled on the outside of the sealed container with the following\ninformation: \u201cBid \u2014 Emergency Medical Services RFP May 2023\u201d.\n\nAny bid received after the date and time set for opening will be rejected and

returned\nunopened. All submissions must be delivered to the City of Ferris, Attn: Krystina\nRodriguez, City Secretary, 100 Town Plaza, Ferris, Texas 75125, and must be\nreceived by 3:00 pm, May 31, 2023, at which time the bids will be opened. Bidders\nwill have the opportunity to make a ten (10) minute presentation to the City Council\nduring the meeting to award the Contract (date not yet set).\n\nIf you have questions regarding this bid, please contact Krystina Rodriguez, City\nSecretary, at 972-544-2110 or Bobby LaBorde - CFO, at\nbobbylaborde@ferristexas.gov. Questions and responses will be made available to all\nbidders.\n\nThe City of Ferris reserves the right to waive irregularities in bids and reject any or all\nbids with or without cause.\n\nThe City of Ferris City Council will review the selected RFPs and determine what, if\nany, action to take. The decision to award a contract will be made by the City Council\nat their discretion.\n\nAll proposals and other responses will become the property of the City of Ferris and\nwill not be returned.\n\nA pre-proposal conference may be held at the discretion of the City administration. If\na pre-proposal meeting is held, all qualified bidders will be notified.\n\n1.2 Notice to Bidders\n\n1.2.1\n\nThis Request for Proposals (RFP) does not commit the City of Ferris to award a\ncontract, to pay costs incurred in preparing a proposal responding to this request, or to\nprocure a service contract. The City reserves the right to accept or reject any or all\nproposals received as a result of this request or to cancel, in part or in its entirety, the\n" "RFP process if the City deems it is in its best interest to do so. This RFP shall not be\nconstrued as a low bid process, although the price will play a critical role. The\nContract, if awarded, will be negotiated with the bidder who can best meet the City\u2019s\nneeds as identified in this RFP.\n\nHistorically, the EMS call volume for the City of Ferris is approximately 500\nresponses per year. First Responders with the Ferris Department of Public Safety will\nalso attend the majority of responses that occur in Ferris. However, the City makes no\npromises or guarantees concerning the number of emergency and non-emergency calls\nor transports, quantities of patients, or distance of transports associated with this\nprocurement. The City has made every effort to provide accurate data and information\nbut does not guarantee the accuracy of any data included in the RFP.\n\nThe bidder\u2019s best interest is to submit a complete and accurate proposal. Where\ndocumentation or response is incomplete or silent, it shall be assumed that the proposal\nis deficient. Further, it is in the bidder\u2019s best interest to make a proposal that meets the\nstate requirements contained in this RFP. While bidders may provide alternatives to\nthe requirements for consideration, failure to comply with all minimum requirements\ndescribed within the RFP may disqualify proposals. Bidders are invited to submit\nalternatives to the services described within this RFP if such options are in the City's\nbest interests.\n\nThe Texas Open Records Act/Public Information Act, Texas Government Code,\nChapter 552, provides that access to information concerning the conduct of\ngovernment business is a fundamental and necessary right of every person in the state.\nPublic records are defined as any writing relating to the conduct of the public\u2019s\nbusiness and are open to inspection during regular business hours with few exceptions.\n\nThere are specific exceptions to the Open Records Act. Ifthe City receives a request\nfor inspection of any proposal submitted pursuant to this RFP, it is the responsibility\nof the organization whose proposal has been requested to notify the City of any right\nto confidentiality that may exist. The City may assert that right based on its own legal\nanalysis. The City will not seek a judicial determination of any asserted right of\nconfidentiality that may exist outside of an Attorney General Opinion. The City will\nnot make that assertion on behalf of the bidder. Absent a judicial determination, or\nAttorney General Opinion that the documents are exempt from disclosure, they will\nbe subject to inspection.\n\nSubmission of a proposal constitutes a complete waiver of any claims whatsoever\nagainst the City of Ferris or its agents, officers, or employees that the City has violated\na bidder\u2019s right to privacy disclosed trade secrets or caused any damage by allowing\nthe proposal to be inspected.\n\nAll accepted proposals received before the deadline will be reviewed, and a\nrecommendation will be made to the City Council. The City Council reserves the right\nto accept or reject the recommendation.\n\n" "1.2.8 The City may conduct investigations of bidder submissions and claims as necessary.\nFurnishing false or misleading information during the proposal process may constitute\na breach of Contract or a reason for rejection.\n\nBidders may be asked to give presentations and answer questions regarding their\nproposals to a committee and the City Council. Presentations will be limited to a\nmaximum of thirty (30) minutes and include all required elements of the proposal.\nBidders should be prepared for a question and answer session following the\npresentation.\n\nSECTION 2. REQUIREMENTS FOR PROPOSALS\n2.1 General Requirements\n\n2.1.1 The successful bidder will be required to execute a written five (5) year contract\nincorporating the specific requirements set forth below. At the end of the initial\nfive (5) year contract, the City of Ferris shall reserve the right to extend or re-bid\nthe Contract. No contract shall be considered in effect until fully executed by all\nparties.\n\nBefore a contract can be awarded, form HB1295 must be completed and returned to\nthe City Secretary before the City Council approves a contract. The following\n\nparagraph explains the procedures:\n\nHB1295 is a requirement enacted by the 85th Texas Legislature, which\napplies to one or more matters your business potentially has with the City\nof Ferris. Section 2252.908 of the Texas Government Code requires, in\npart, that a certificate of interested parties be completed by business entities\nthat contract with a governmental entity when those contracts require\napproval by a governing body. As the Agreement between your business and\nthe City of Ferris will require approval of the Ferris City Council, this form\nmust be completed and submitted in compliance with the rules ofthe Texas\nEthics Commission before the City can sign the Contract.\n\nThe link to the website for the certificate of interested parties, Form 1295,\ncan currently be found at:\n\nhttps://www.ethics.state.tx.us/whatsnew/elf info_form1295.htm. The\nbusiness entity (you) creates an account and the form through this system,\nprints it out, signs it, has it notarized, then provides it to the governmental\nentity. The governmental entity has a certain amount of days after the\ncertificate is created to acknowledge it in the system.\n\nSection 2252.908 defines \u201cInterested party\u201d as \u201ca person who has a\ncontrolling interest in a business entity with whom a governmental entity\nor state agency contracts or who actively participates in facilitating the\ncontract or negotiating the terms of the contract, including a broker,\n\n" "intermediary, adviser, or attorney for the business entity.\u201d Please contact\nyour legal counsel for further questions on this process as it applies to\nyour business.\n\n2.2 Protests\n\n2.2.1 All protests shall be made in writing, signed, and addressed to:\n\nCity of Ferris\nRE: PROTEST RFP\nBobby LaBorde\nDeputy City Manager\n100 Town Plaza\nFerris, TX 75125\n\nProtestants shall state the reason(s) for the protest, citing the law, rule, regulation, or procedure on\nwhich the protest is based. If a protest is based on what appears to be an erroneous assessment of\nthe ability of a bidder to meet the RFP specifications and requirements, the protester must provide\nfacts and evidence to support the claim. If the protest is sent via U.S. Mail, it must be sent certified\nor registered before the deadline. Ifthe protest is delivered in person, the protester should obtain a\nreceipt of delivery. All protests shall be submitted no later than ten (10) days after the basis for the\nprotest is known or should have been known. Protest(s) will be reviewed, and a written response\nwill be provided to the protester.\n\nSECTION 3. CREDENTIALS\nThe RFP submitted must provide the following information:\n3.1 Credentials Overview\n\nCredentials must be submitted as a part of the proposal. Credentials will be used to determine the\nfollowing:\n\n\u00b0 Analogous Experience \u2014 Documentation demonstrating the bidder has recent experience\nmanaging an emergency ALS service to a community with a population and geography\nsimilar to the City of Ferris.\n\nRegulatory Compliance and Litigation \u2014 Documentation of compliance with fractile\nresponse time performance and other regulatory/contractual expectations.\n\nFinancial Stability \u2014 Evidence of sufficient capital for contract implementation and\nfinancial reserves to sustain operations.\n\n3.2 Content of Credentials\nProvide the following information:\n\n3.2.1 Describe your organization\u2019s history and experience providing emergency and\nadvanced life support ambulance services. Include:\n\n\u00ab Your business name\n\u00abe Legal business status (i.e., partnership, corporation, etc.)\n\n" "3.2.5\n\nNumber of years in business\n\nOther or prior business names\n\nWhether the bidder holds a controlling interest or is controlled by another\norganization\n\nFinancial interest in related business\n\nBusiness partners in the last five (5) years\n\nSubmit a copy of the most current rate or fee schedule for the locale where the bidder\noperates closest to the City of Ferris. If there is no locale within a fifty (50) mile radius,\nprovide a current rate or fee schedule for an existing location that most closely matches\nthe population and geography of Ferris.\nProvide a list or table of every community your organization currently serves and every\ncommunity it previously served. Indicate:\n\nType and level of service provided, including the population served;\n\nThe contract period;\n\nWhether or not the Contract was competitively awarded;\n\nThe name, address, contact information, and telephone number;\n\nThe remaining term of each Contract; and\n\nCircumstances under which any contracts were terminated, failure to complete,\n\nand allegations of deficient service, if applicable.\n\nDocument your organization's experience providing emergency and advanced life\nsupport ambulance services meeting independent verifiable maximum (fractile)\nresponse times for both Code 2 and Code 3 requests. Present examples of compliance\nfor at least two (2) years to fractile response times for metropolitan/urban,\nsuburban/rural, and wilderness analogous areas.\n\nDocument your organization\u2019s experience providing equitable response times among\nneighborhoods.\n\nDocument your organization's experience integrating EMS systems involving fire\nservice and other public entities as subcontractors.\n\n3.3 FINANCIAL REQUIREMENTS\n\n3.3.1\n\n3.3.2\n\n3.3.3\n\n3.3.4\n\n3.3.5\n\n3.3.6\n\nDocument your organization\u2019s current net worth and its form, including its capacity to\nconvert non-liquid assets into cash, if needed. Provide an audited financial statement\nof current assets and liabilities for the past two years.\n\nDocument your organization\u2019s access to working capital, including the financing of\nequipment needed to service a system such as the one in Ferris, Texas.\n\nProvide evidence of the amount of current reserve borrowing power for your\norganization.\n\nList commitments or potential commitments that may impact assets, lines of credit,\nguarantor letters, or otherwise affect your ability to perform this Contract.\n\nDescribe the circumstances of bankruptcy filings or emergency ambulance service\ntermination involving your organization within the past five years.\n\nList all litigation in the past five years involving your organization or principal officers\nin connection with any contract for similar services. Include the case title, case number,\ncourt, and monetary amount.\n\n"