Emergency Medical Services

REQUEST FOR PROPOSAL FOR EMERGENCY MEDICAL SERVICES SECTION 1: INTRODUCTION AND NOTICE TO BIDDERS 1.1 Invitation 1.1.1 The City of Ferris announces an invitation to Bidders to submit proposals for the provision of emergency advanced life support (ASL) ambulance services for the City of Ferris. The specifications for all submissions to the City of Ferris are listed in the bid packet. These specifications include options for levels of service to be considered. 1.1.2 Bidders are directed to submit an original, so marked, and two (2) copies of their proposal, signed by a person authorized to bind the bidder lawfully. All submissions must be sealed and labeled on the outside of the sealed container with the following information: “Bid – Emergency Medical Services RFP May 2023”. 1.1.3 Any bid received after the date and time set for opening will be rejected and returned unopened. All submissions must be delivered to the City of Ferris, Attn: Krystina Rodriguez, City Secretary, 100 Town

Plaza, Ferris, Texas 75125, and must be received by 3:00 pm, May 31, 2023, at which time the bids will be opened. Bidders will have the opportunity to make a ten (10) minute presentation to the City Council during the meeting to award the Contract (date not yet set). 1.1.4 If you have questions regarding this bid, please contact Krystina Rodriguez, City Secretary, at 972-544-2110 or Bobby LaBorde – CFO, at bobbylaborde@ferristexas.gov. Questions and responses will be made available to all bidders. 1.1.5 The City of Ferris reserves the right to waive irregularities in bids and reject any or all bids with or without cause. 1.1.6 The City of Ferris City Council will review the selected RFPs and determine what, if any, action to take. The decision to award a contract will be made by the City Council at their discretion. 1.1.7 All proposals and other responses will become the property of the City of Ferris and will not be returned. 1.1.8 A pre-proposal conference may be held at the discretion of the City administration. If a pre-proposal meeting is held, all qualified bidders will be notified. 1.2 Notice to Bidders 1.2.1 This Request for Proposals (RFP) does not commit the City of Ferris to award a contract, to pay costs incurred in preparing a proposal responding to this request, or to procure a service contract. The City reserves the right to accept or reject any or all proposals received as a result of this request or to cancel, in part or in its entirety, the mailto:bobbylaborde@ferristexas.gov pg. 2 RFP process if the City deems it is in its best interest to do so. This RFP shall not be construed as a low bid process, although the price will play a critical role. The Contract, if awarded, will be negotiated with the bidder who can best meet the City’s needs as identified in this RFP. 1.2.2 Historically, the EMS call volume for the City of Ferris is approximately 500 responses per year. First Responders with the Ferris Department of Public Safety will also attend the majority of responses that occur in Ferris. However, the City makes no promises or guarantees concerning the number of emergency and non-emergency calls or transports, quantities of patients, or distance of transports associated with this procurement. The City has made every effort to provide accurate data and information but does not guarantee the accuracy of any data included in the RFP. 1.2.3 The bidder’s best interest is to submit a complete and accurate proposal. Where documentation or response is incomplete or silent, it shall be assumed that the proposal is deficient. Further, it is in the bidder’s best interest to make a proposal that meets the state requirements contained in this RFP. While bidders may provide alternatives to the requirements for consideration, failure to comply with all minimum requirements described within the RFP may disqualify proposals. Bidders are invited to submit alternatives to the services described within this RFP if such options are in the City's best interests. 1.2.4 The Texas Open Records Act/Public Information Act, Texas Government Code, Chapter 552, provides that access to information concerning the conduct of government business is a fundamental and necessary right of every person in the state. Public records are defined as any writing relating to the conduct of the public’s business and are open to inspection during regular business hours with few exceptions. 1.2.5 There are specific exceptions to the Open Records Act. If the City receives a request for inspection of any proposal submitted pursuant to this RFP, it is the responsibility of the organization whose proposal has been requested to notify the City of any right to confidentiality that may exist. The City may assert that right based on its own legal analysis. The City will not seek a judicial determination of any asserted right of confidentiality that may exist outside of an Attorney General Opinion. The City will not make that assertion on behalf of the bidder. Absent a judicial determination, or Attorney General Opinion that the documents are exempt from disclosure, they will be subject to inspection. 1.2.6 Submission of a proposal constitutes a complete waiver of any claims whatsoever against the City of Ferris or its agents, officers, or employees that the City has violated a bidder’s right to privacy disclosed trade secrets or caused any damage by allowing the proposal to be inspected. 1.2.7 All accepted proposals received before the deadline will be reviewed, and a recommendation will be made to the City Council. The City Council reserves the right to accept or reject the recommendation. pg. 3 1.2.8 The City may conduct investigations of bidder submissions and claims as necessary. Furnishing false or misleading information during the proposal process may constitute a breach of Contract or a reason for rejection. 1.2.9 Bidders may be asked to give presentations and answer questions regarding their proposals to a committee and the City Council. Presentations will be limited to a maximum of thirty (30) minutes and include all required elements of the proposal. Bidders should be prepared for a question and answer session following the presentation. SECTION 2. REQUIREMENTS FOR PROPOSALS 2.1 General Requirements 2.1.1 The successful bidder will be required to execute a written five (5) year contract incorporating the specific requirements set forth below. At the end of the initial five (5) year contract, the City of Ferris shall reserve the right to extend or re-bid the Contract. No contract shall be considered in effect until fully executed by all parties. 2.1.2 Before a contract can be awarded, form HB1295 must be completed and returned to the City Secretary before the City Council approves a contract. The following paragraph explains the procedures: HB1295 is a requirement enacted by the 85th Texas Legislature, which applies to one or more matters your business potentially has with the City of Ferris. Section 2252.908 of the Texas Government Code requires, in part, that a certificate of interested parties be completed by business entities that contract with a governmental entity when those contracts require approval by a governing body. As the Agreement between your business and the City of Ferris will require approval of the Ferris City Council, this form must be completed and submitted in compliance with the rules of the Texas Ethics Commission before the City can sign the Contract. The link to the website for the certificate of interested parties, Form 1295, can currently be found at: https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm. The business entity (you) creates an account and the form through this system, prints it out, signs it, has it notarized, then provides it to the governmental entity. The governmental entity has a certain amount of days after the certificate is created to acknowledge it in the system. Section 2252.908 defines “Interested party” as “a person who has a controlling interest in a business entity with whom a governmental entity or state agency contracts or who actively participates in facilitating the contract or negotiating the terms of the contract, including a broker, https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm pg. 4 intermediary, adviser, or attorney for the business entity.” Please contact your legal counsel for further questions on this process as it applies to your business. 2.2 Protests 2.2.1 All protests shall be made in writing, signed, and addressed to: City of Ferris RE: PROTEST RFP Bobby LaBorde Deputy City Manager 100 Town Plaza Ferris, TX 75125 Protestants shall state the reason(s) for the protest, citing the law, rule, regulation, or procedure on which the protest is based. If a protest is based on what appears to be an erroneous assessment of the ability of a bidder to meet the RFP specifications and requirements, the protester must provide facts and evidence to support the claim. If the protest is sent via U.S. Mail, it must be sent certified or registered before the deadline. If the protest is delivered in person, the protester should obtain a receipt of delivery. All protests shall be submitted no later than ten (10) days after the basis for the protest is known or should have been known. Protest(s) will be reviewed, and a written response will be provided to the protester. SECTION 3. CREDENTIALS The RFP submitted must provide the following information: 3.1 Credentials Overview Credentials must be submitted as a part of the proposal. Credentials will be used to determine the following: • Analogous Experience – Documentation demonstrating the bidder has recent experience managing an emergency ALS service to a community with a population and geography similar to the City of Ferris. • Regulatory Compliance and Litigation – Documentation of compliance with fractile response time performance and other regulatory/contractual expectations. • Financial Stability – Evidence of sufficient capital for contract implementation and financial reserves to sustain operations. 3.2 Content of Credentials Provide the following information: 3.2.1 Describe your organization’s history and experience providing emergency and advanced life support ambulance services. Include: • Your business name • Legal business status (i.e., partnership, corporation, etc.) pg. 5 • Number of years in business • Other or prior business names • Whether the bidder holds a controlling interest or is controlled by another organization • Financial interest in related business • Business partners in the last five (5) years 3.2.1 Submit a copy of the most current rate or fee schedule for the locale where the bidder operates closest to the City of Ferris. If there is no locale within a fifty (50) mile radius, provide a current rate or fee schedule for an existing location that most closely matches the population and geography of Ferris. 3.2.2 Provide a list or table of every community your organization currently serves and every community it previously served. Indicate: • Type and level of service provided, including the population served; • The contract period; • Whether or not the Contract was competitively awarded; • The name, address, contact information, and telephone number; • The remaining term of each Contract; and • Circumstances under which any contracts were terminated, failure to complete, and allegations of deficient service, if applicable. 3.2.3 Document your organization's experience providing emergency and advanced life support ambulance services meeting independent verifiable maximum (fractile) response times for both Code 2 and Code 3 requests. Present examples of compliance for at least two (2) years to fractile response times for metropolitan/urban, suburban/rural, and wilderness analogous areas. 3.2.4 Document your organization’s experience providing equitable response times among neighborhoods. 3.2.5 Document your organization's experience integrating EMS systems involving fire service and other public entities as subcontractors. 3.3 FINANCIAL REQUIREMENTS 3.3.1 Document your organization’s current net worth and its form, including its capacity to convert non-liquid assets into cash, if needed. Provide an audited financial statement of current assets and liabilities for the past two years. 3.3.2 Document your organization’s access to working capital, including the financing of equipment needed to service a system such as the one in Ferris, Texas. 3.3.3 Provide evidence of the amount of current reserve borrowing power for your organization. 3.3.4 List commitments or potential commitments that may impact assets, lines of credit, guarantor letters, or otherwise affect your ability to perform this Contract. 3.3.5 Describe the circumstances of bankruptcy filings or emergency ambulance service termination involving your organization within the past five years. 3.3.6 List all litigation in the past five years involving your organization or principal officers in connection with any contract for similar services. Include the case title, case number, court, and monetary amount. pg. 6 3.3.7 List business or professional licenses or certificates held by your organization required to provide the services required by this Contract. SECTION 4. PROPOSAL The RFP is required to include the following: 4.1 Introduction Section The Introduction Section of the Proposal shall include the following: • A letter of transmittal from the bidder to the City summarizing the proposal • Proposal Identification Page (Attachment A) • Statement of Intent and Affirmation (Attachment B) • Investigative Authorization – Company (Attachment C) • Statement of Bidder’s Acceptance of the Minimum Requirements 4.2 Proposal Options Each bidder shall submit a proposal for Option A: • Urban/Suburban (Population Density of greater than 51 persons per square mile): o ALS Response to 90 percent of all calls each month in 8:00 minutes or less o Transport Response to 90 percent of all calls each month in 12:00 minutes or less • Rural/Wilderness (Population Density of 0 to 50 persons per square mile): o ALS Response to 90 percent of all calls each month in 20:00 minutes or less o Transport Response to 90 percent of all calls each month in 30:00 minutes or less Bidders may also submit a proposal for Option B: • Urban/Suburban (Population Density of greater than 51 persons per square mile): o ALS Response to 90 percent of all calls each month in 10:00 minutes or less o Transport Response to 90 percent of all calls each month in 15:00 minutes or less • Rural/Wilderness (Population Density of 0 to 50 persons per square mile): o ALS Response to 90 percent of all calls each month in 30:00 minutes or less o Transport Response to 90 percent of all calls each month in 45:00 minutes or less Bidders may also submit a proposal for Option C: A system designed to meet the intent of the requirements of this RFP with the bidder’s recommended response time standards. The approach proposed must separately identify the ALS response time standards and the transportation response time standard. For each Option submitted, include a 3-year budget and proposed ambulance rates. Complete the Charge Scenarios Form in the Appendix for each Option selected. 4.3 System Design/Integration pg. 7 The proposal shall include a description of the bidder’s method/manner of meeting the minimum requirement or criteria; and any enhancement or proposal for exceeding the minimum requirements or criteria. 4.3.1 Start-Up – Describe how your organization would manage the start-up services within the three (3) months from the contract approval through the implementation, including fleet, other equipment, staff, and key personnel. 4.3.2 Initial Deployment Plan – Present a proposal deployment plan that complies with all minimum requirements of this RFP. The Initial Deployment plan shall be utilized for at least the first three (3) months of operations. 4.3.2.1 Deployment Parameters – All contractor ambulance responses under the terms of its Agreement with the City shall be dispatched as directed by the City of Ferris DPS Dispatch Center or in compliance with policies and protocols established by the City. Deployment plans shall: i. Specify the proposed locations of ambulances and the number of vehicles to be deployed during each hour of the day and day of the week. ii. Describe the 24-hour and system status management strategies. iii. Describe the mechanisms to meet the demand for emergency ambulance response during peak periods or unexpected periods of unusually high call volume. iv. Describe Continuing Education and Protocol Training Hours and Schedule for Ferris DPS Personnel. v. Describe the full-time and part-time workforce necessary to staff the ambulances identified in the deployment plan fully. vi. Describe any planned use of on-call crews. vii. Describe any mandatory overtime requirements. viii. Describe how the workload will be monitored for personnel assigned to 24-hour units. ix. Describe the recordkeeping and statistical analysis to be used to identify and correct response time performance problems. x. Describe other strategies to enhance systems performance and efficiency through improved deployment and redeployment practices. 4.3.2.2 Ongoing Deployment Plan Requirements – Following the contract award, a current deployment plan shall be kept on file with the City of Ferris, the City Secretary, and the DPS. The Contractor shall redeploy ambulances or add additional ambulance hours if the response time performance standard is not met. Failure by the Contractor to redeploy or add ambulance units within two months of notice by the City shall constitute a major breach of the Contract. 4.3.2.3 The Contractor will submit proposed changes to the deployment plan in writing to the City thirty (30) in advance. The thirty (30) day notice may be pg. 8 waived in an emergency adjustment to the program is needed to correct an acute performance problem. 4.3.2.4 Minimum Requirement – Keep a current deployment plan on file with the City Secretary and redeploy or add ambulance hours if the response time performance standard is not met. 4.4 Operations Section The Operations Section of the Proposal shall include the following: • A description of the bidder’s method and manner of meeting the minimum requirement of criteria; • A description of any enhancement or proposal for exceeding the minimum requirements or criteria; and • Assurance that all operational policies meet or exceed all federal, state, and local laws, statutes, and policies. 4.4.1 Response Time Standards 4.4.1.1 ALS Response Times i. Priority 1 = Life Threatening Emergency Calls should have a response time of 8:00 minutes or less 90% compliance ii. Priority 2 = Potentially Life-Threatening calls should have a response time of 11:00 minutes or less 90% compliance. 4.4.1.2 Monetary Penalties for Failure to Meet Response Time Standards and criteria for measurement of “breach of agreement” will be mutually agreed upon by the City and the selected Contractor before the contract period begins. 4.4.2 Equipment and Supplies 4.4.2.1 Ambulances i. All ambulances used under this Contract shall be of a Type I, II, or III, shall be in good condition and shall meet or exceed the current Federal KKK standards at the time of the vehicle’s original manufacturer, except where such standard conflicts with State of Texas standards, in which case the State standards will prevail. All such ambulances will also meet or exceed the State of Texas equipment standards. ii. The Contractor’s vehicle maintenance program shall be designed and conducted to achieve the highest reliability standards appropriate to a modern emergency service. iii. The Contractor shall maintain all ambulances, and vehicles shall be kept in excellent working condition at all times. Any ambulance pg. 9 with a deficiency that compromises or may compromise its performance will be immediately removed from service. iv. The Contractor will provide the City with its policies and procedures regarding the maintenance and retention/replacement of ambulance and EMS units. v. All ambulance and EMS units will be kept neat in appearance. 4.4.2.2 The Contractor shall describe in its proposal how its equipment is selected for use and the procedures that ensure such equipment is maintained correctly. 4.4.2.3 Each ambulance shall, at all times, maintain an equipment and supply inventory sufficient to meet all Federal, State, and local requirements for ALS-level ambulances, including the requirements of City policies and procedures. 4.4.2.4 The Contractor shall be responsible for stocking all expendable supplies, including medications and supplies used by local First Responders. 4.4.2.5 All medical equipment shall be in good repair and working condition and in safe order at all times. 4.4.2.6 The Contractor shall clearly describe in its proposal how equipment is selected for use and the procedures that ensure such equipment is properly maintained. 4.4.2.7 The Contractor shall have sufficient medical equipment and expendable supplies to ensure a sufficient backup to accommodate replacement during repair and for excessive demand in the system. 4.4.2.8 The Contractor shall ensure that each ambulance is equipped with appropriate emergency communication and alerting devices. 4.4.2.9 Every ambulance shall be able to communicate at all times and locations with the City of Ferris DPS and dispatch. 4.4.2.10 The Contractor shall ensure that each ambulance unit utilized in the performance of services under the Contract is equipped with emergency alerting devices capable of being used to notify ambulance personnel or response need and communications equipment compatible with the City of Ferris communications equipment. 4.4.2.11 The Contractor shall provide personnel with the training and equipment necessary to ensure protection from illness or injury when responding to emergency medical requests. 4.4.2.12 The Contractor shall provide the City of Ferris DPS with two (2) functioning AED units. The AED units shall be in good working order and repaired or replaced by the Contractor as needed. 4.4.2.13 The Contractor shall re-supply a First Responder with disposable items utilized by the First Responder in treating a patient turner over to the Contractor. The Contractor may bill the patient for the items re-supplied to the First Responder. The re-supply will occur following procedures agreed upon between the City of Ferris and the Contractor. 4.4.3 Disaster Preparedness pg. 10 4.4.3.1 The Contractor shall have a plan to immediately recall personnel to staff units during multi-casualty situations, peak overload, or declared disaster situations. This plan will include the ability of the Contractor to page and alert off-duty personnel. The Contractor shall participate in training programs and exercises designed to upgrade, evaluate, and maintain the readiness of the system’s disaster and multi-casualty response system. To the extent that the Contractor has units available, but consistent with its primary responsibility to provide ambulance and emergency medical services in the exclusive operating “mutual aid” to those providers of emergency medical services rendered to persons in need of such services within those areas. The RFP will describe your organization’s disaster and multi-casualty preparedness plan, policies, and procedures. 4.4.3.2 The Contractor shall actively participate with the City in disaster planning. The Contractor shall designate a representative who regularly attends meetings and will be the liaison for disaster activities with the City and other agencies. The Contractor shall provide field personnel and transport resources for participation in any City disaster drill in which the City disaster plan or multi-casualty incident plan is tested. 4.4.4 The Contractor shall designate appropriate personnel to participate in committees that directly impact emergency medical services for the City. 4.4.4.1 Minimum Requirement – Participate in the appropriate City EMS committees and related subcommittees as requested. 4.5 Personnel Section The Personnel Section of the Proposal shall include the following: • Owner • General Manager • Key Personnel • Description of Bidders method/manner of meeting the minimum requirement or criteria; description of any enhancement, Proposal, or Proposal for exceeding the minimum requirements or criteria. 4.5.1 Medical Director The successful bidder must supply the name, address, telephone number, and 24- hour contact information for its Medical Director. Medical quality control shall be provided through employment by the bidder, at its expense, of a physician specializing in emergency medicine and practices within the service area. This physician will serve as the Contractor’s “Medical Director” for meeting state licensing requirements, authorizing “standing orders,” and the Contractor’s purchases of controlled medications. The Medical Director will oversee and pg. 11 coordinate the quality control process, including periodic monitoring and reviewing emergency and non-emergency transports. 4.5.2 Clinical and Staffing Standards The City expects that the provision of emergency ambulance services shall conform to the highest professional standards and comply with all applicable City and State laws and regulations. All persons employed by the Contractor under this Contract shall be competent and holders of appropriate and currently valid certificates/licenses/accreditations in their respective trade or profession. The Contractor shall be held accountable for its employees’ license, performance, and actions. Patient privacy and confidentiality shall be protected. Employees shall not disclose patient medical information to any person not providing medical care to the patient. 4.5.2.1 Minimum Requirement – Ensure that personnel meets or exceeds clinical and operational standards established by City policies, procedures, and field treatment guidelines. 4.5.2.2 Ambulance Staffing – The Contractor shall always staff each ambulance with two (2) persons, with at least one (1) licensed in the State of Texas as an Emergency Medical Technician – Paramedic (EMT-P), as those terms are defined in the accepted Texas Health Code. Field personnel with bilingual skills, especially in Spanish, are highly valued. i. Describe the mechanism for ensuring that ambulance staffing standards will be met ii. Describe the method by with bilingual personnel will be recruited and hired 4.5.2.3 Management and Supervision – The Contractor shall provide the management personnel necessary to administer and oversee all aspects of emergency ambulance services. At least one field supervisor with emergency medical experience will be on-duty or call at all times to manage and provide support to field personnel. 4.5.2.4 Describe the management structure your organization will use to administer and oversee emergency ambulance services. 4.5.2.5 Required Certifications – Within six (6) months of the employee's hiring date or six (6) months of the date of the Contract, all emergency ambulance personnel shall be currently certified in: • Basic Cardiac Life Support (BCLS) • Advanced Cardiac Life Support (ACLS) • Pediatric Advanced Life Support (PALS) or equivalent training approved by the EMS Medical Director • Prehospital Trauma Life Support (PHTLS), Basic Trauma Life Support (BTLS), or equivalent training approved by the EMS Medical Director pg. 12 4.5.2.6 Infrequent-Use Skills Refresher – A minimum of four (4) hours each year will be allocated for each paramedic to refresh infrequently used skills as identified by the Contractor. The Contractor shall ensure that EMP-Ts assigned to ALS ambulances regularly complete this training and annual refresher courses. 4.5.2.7 Orientation of New Personnel – The Contractor shall ensure that field personnel are appropriately oriented before being assigned to respond to emergency medical requests. The orientation will include, at a minimum, an EMS system overview; EMS policies and procedures; radio communications with and between the Contractor, base hospital, receiving hospitals, and the City of Ferris; emergency response areas within the City; and ambulance equipment utilization and maintenance; in additional to Contractor’s policies and procedures. The Contractor shall be solely responsible for ensuring that this standard is met. 4.5.2.8 In-Service Training and Continuing Education - The Contractor shall have a program for ensuring personnel are prepared to respond to emergency requests through in-service training and continuing education. 4.5.2.9 Driver Training – The Contractor shall maintain an ongoing driver training program for ambulance personnel. 4.5.2.10 Preparation for Multi-Victim Response – The Contractor ensures that all ambulance personnel and supervisory staff are trained and prepared to assume their respective responsibilities under a Mult-Casualty Medical Incident Response Plan (MCIP) and the City of Ferris Comprehensive Emergency Management Plan (CEMP). The Contractor is required to develop an MCIP. At a multi-victim scene, the Contractor’s personnel must perform as part of the Incident Command System (ICS). 4.5.3 Compensation and Working Conditions for Ambulance Personnel 4.5.3.1 Work Schedules and Conditions – The Contractor shall utilize reasonable work schedules and shift assignments to provide reasonable working conditions for ambulance personnel. The Contractor shall ensure that ambulance personnel working extended shifts, part-time jobs, and voluntary or mandatory overtime are not fatigued to the extent that might impair their judgment or motor skills. The Contractor shall demonstrate that these personnel have sufficient rest periods to remain alert and well-rested during working hours. 4.5.3.2 Compensation and Fringe Benefits – The City expects the Contractor to provide reasonable compensation and benefits to attract and retain experienced and highly-qualified personnel. Starting wages and benefits should not be less than those paid by similar providers in the North Texas Region. The City encourages the Contractor to establish creative programs that successfully recruit and retain personnel. The Contractor must demonstrate initially and throughout the contract term pg. 13 that the compensation program provides the incentives to attract and retain skilled and motivated employees. 4.5.3.3 Treatment of Incumbent Workers – If a new provider is the successful bidder, the Contractor shall provide a reasonable opportunity for the employees of the incumbent provider to seek employment with the Contractor. 4.5.3.4 Communicable Diseases, Safety, and Prevention – Prehospital medical personnel are at an increased risk for certain communicable diseases, including tuberculosis and those spread by blood-borne pathogens. The Contractor will have a City-approved Communicable Disease Policy that complies with all Occupational Safety and Health Administration (OSHA) requirements and other regulations related to prevention, reporting of exposure, and disposal of medical waste. All prehospital personnel shall be trained in prevention and universal precautions. 4.5.3.5 Critical Incident Stress Debriefing (CISD) – The nature of work in emergency medical services produces stress in providers. The Contractor shall maintain a critical incident stress debriefing program and an ongoing stress reduction program for its employees. 4.6 Quality/Performance Section The Quality/Performance Section of the Proposal shall include the following: • A description of the bidder’s method/manner of meeting the minimum requirement or criteria; • A description of any enhancement or proposal for exceeding the minimum requirements or criteria. 4.6.1 Continuous Quality Improvement Program (CQI) – The Contractor shall establish a CQI program. The Contractor’s CQI program shall be an organized, coordinated, multi-disciplinary approach to assessing prehospital emergency medical response and patient care to improve patient care, service, and outcome. The CQI program should not be limited to clinical functions alone. For example, response times should be addressed within the program, as well as customer surveys and complaints. The program should include methods to measure performance, identify areas for improvement, and how such improvements can be implemented and evaluated. 4.6.2 Inquiries and Complaints – The Contractor shall respond promptly to questions and complaints. Such responses will be subject to the limitations imposed by patient confidentiality restrictions. 4.6.2 Incident Reports – The Contractor shall complete an incident report within forty- eight (48) hours by all parties involved in an unusual occurrence. The Contractor will immediately notify the City of any codes or policy violations. 4.7 Data and Reporting Section pg. 14 The Data and Reporting Section of the Proposal shall include the following: • A description of the bidder’s method/manner of meeting the minimum requirement or criteria; • A description of any enhancement or proposal for exceeding the minimum requirements or criteria. 4.7.2 The City shall provide the data system software. The Contractor must pay for additional software upgrades and implement a data system linking key EMS system components with the City’s system if required. All system components shall comply with HIPAA and be approved by the City. 4.7.3 Use and Reporting Responsibilities – The EMS database system shall contain all EMS responses. The database system shall be used for continuous quality improvements. Tracking and trending of all complaints will be reported, including billing complaints. The Contractor shall maintain paramedic licensing, accreditation, certification, and continuing education records. The Contractor shall continuously provide the City with a list of EMT-Ps and EMT-Bs currently employed by the Contractor. Information shall include, but not be limited to, name, address, telephone number, Social Security number, Texas Paramedic License number, ALCS expiration date, CPR expiration date, and Texas Driver’s License number. Information necessary to keep this list current shall be updated at least monthly. • Minimum Requirement – Complete, maintain, and upon request, make available to the City copies of the following: o Number of emergency responses and transports o Personnel records (including current licensure and certification) o Equipment failure reports o Equipment and vehicle maintenance reports o Patient billing and account documentation o Continuous Quality Improvement program reports o A complete listing of all service complaints received and their disposition or resolution 4.7.4 Prehospital Care Reports and Penalties – Immediate availability of prehospital care information is mandatory for quality patient care. The Contractors shall provide documentation approved by the EMS Medical Director to hospital personnel before leaving the facility. 4.7.4.1 The minimum City requirement is appropriate documentation left at the hospital 90% of the time. 4.7.4.2 The penalty for failure to leave appropriate documentation is $5.00 per document for 90% to 100%. For less than 90% compliance, each patient document will be $200 plus the initiation of a Minor Breach. pg. 15 4.7.5 Audits and Inspections – The Contractor shall retain and make available for inspection by the City for at least three (3) years from the Contract’s expiration date all documents and records required and described in this RFP. At any time during regular business hours and as often as reasonably deemed necessary, the City’s representatives may observe the Contractor’s operations. Additionally, the Contractor shall make available for their examination and audit all contracts (including union contracts), invoices, materials, payrolls, inventory records, records of personnel (except for confidential personnel records), daily logs, conditions of employment, excerpts of transcripts from such documents, and other data related to all matters covered by this Contract. City representatives may, at any time and without notification, directly observe the Contractor’s operations and ride a “third person” on any of the Contractor’s ambulance units, provided that in exercising this right to inspection and observation, such representatives shall conduct themselves professionally and courteously, shall not interfere in any way with Contractor’s employees in the performance of their duties, and shall at all times, be respectful of the Contractor’s employer/employee relationship. The City’s right to observe and inspect the Contractors’ business office operations or records shall be restricted to regular business hours. 4.8 Financial and Administrative Section The Financial and Administrative Sections of the Proposal shall include the following: • Budget • Ambulance Rates • Charges Scenarios • Description of Bidders method/manner of meeting the minimum requirement or criteria. • Description of any enhancement or Proposal for exceeding the minimum requirements or criteria 4.8.1 Budget – To fulfill this requirement, the bidder shall provide complete information on the total costs of its proposed service. Information shall include the bidder’s ambulance system operational budgets for each year of the first three years of operation. Additionally, the bidder shall provide complete information on its projected revenue from ambulance service billing for the first three years. If revenue from ambulance service billing does not cover costs of operations, the bidder shall document its projected source of revenue to offset such loss and shall detail the bidder’s projected time frame to recoup losses. The bidder shall bid new equipment for ambulances and equipment. “Full Cost” shall mean all costs attributable to service provision. 4.8.2 Proposed Ambulance Charges – The rates presented at the time of contract execution shall remain in effort for two years a. Submit proposed Ambulance Rates pg. 16 b. Submit the completed form “Charge Scenarios.” 4.8.3 Performance Security – The Contractor shall obtain, before the commencement of operations, and maintain performance security in the amount of $500,000 in one of the following methods acceptable to the City throughout the contract term. a. A performance bond issued by an admitted surety licensed in the State of Texas is acceptable to the City Council provided that the language of such performance bond shall recognize and accept the Contract’s requirements for the immediate release of funds to the City upon a determination by the City that Contractor is in major breach and that the nature of the breach is such that the public health and safety are endangered, and recognizing that any legal dispute by the Contractor or the bonding company shall be initiated and resolved only after the release of the performance security funds to the City; or b. An irrevocable letter of credit issued by a bank or other financial institution acceptable to the City in a form acceptable to the City Council, which shall recognize and accept the Contract’s requirements for immediate payment of funds to the City upon a determination by the City that Contractor is in major breach and that the nature of the breach is such that the public health and safety are endangered, and recognizing that any legal dispute by the Contractor or the creditor shall be initiated and resolved only after the release of the performance security funds to the City; or c. A combination of the above methods is acceptable to the City. The performance bond or irrevocable letter of credit furnished by the Contractor in fulfillment of this requirement shall provide that such bond or letter of credit shall not be canceled for any reason except upon thirty (30) calendar days written notice to the City of the intention to cancel said bond or letter of credit. The Contractor shall provide the City with replacement security in a form acceptable to the City no later than twenty (20) days following the commencement of the thirty-day notice period. In the event that the guarantor/surety is placed into liquidation or conservatorship proceedings, the Contractor shall provide replacement security satisfactory to the City within twenty (20) days of such occurrence. d. Failure of the successful Bidder to meet these performance security requirements after the successful bidder has been selected and before the contract start date shall result in forfeiture of the award. 4.8.4 Insurance – The Contractor, at its sole cost and expense, for the entire term of this Agreement (and any extensions thereof), shall obtain and maintain at minimum compliance with all of the following insurance coverage(s) and requirements. Such insurance coverage shall be primary coverage with respect to the City, and any insurance or self-insurance maintained by the City shall be in excess of the pg. 17 Contractor’s insurance coverage and shall not contribute to it. If the Contractor utilizes one or more subcontractors in the performance of this Agreement, Contractor shall obtain and maintain Independent Contractor’s Insurance as to each subcontractor or otherwise provide evidence of insurance coverage for each subcontractor equivalent to that required of the Contractor in this Agreement. a. Types of Insurance and Minimum Limits i. Worker’s Compensation in the minimum statutorily required coverage amounts ii. Automobile Liability Insurance for each of the Contractor’s vehicles used in the performance of this Agreement, including owned, non- owned (e.g., owned by Contractor’s employees), leased or hired vehicles, in the minimum of $1,000,000 combined single limit per occurrence for bodily injury and property damage with a $10,000,000 umbrella policy. iii . Comprehensive or Commercial General Liability insurance coverage in the minimum amount of $1,000,000 combined single limit, with a $10,000,000 umbrella policy, including coverage for (a) bodily injury, (b) personal injury, (c) broad form property damage, (d) contractual liability, and (e) cross-liability iv . Professional Liability Insurance in the minimum amount of $1,000,000 combined single limit with a $10,000,000 umbrella policy. b. Other Insurance Provisions i. If any insurance coverage required in this Agreement is provided on a “Claims Made” rather than “occurrence” form, the Contractor agrees to maintain the required coverage for three (3) years after the expiration of this Agreement (hereinafter “post-agreement coverage”) and any extensions thereof. The Contractor may maintain the required post- agreement coverage by renewing or purchasing prior acts or tail coverage. This provision is contingent upon post-agreement coverage being both available and reasonably affordable in relation to the coverage provided during the term of this Agreement. To interpret this requirement, a cost not exceeding 100% of the last annual policy premium during this Agreement to purchase prior acts or tail coverage for post-agreement coverage shall be deemed reasonable. b. Minimum Requirement: Comply with the City’s insurance requirements. 4.8.5 Business Office, Billing, and Collection System – Contractor shall utilize a billing and collections system that is well-documented and easy to audit, which minimizes the effort required to obtain reimbursement from third-party sources pg. 18 for which they may be eligible and is capable of electronically filing Medicare billing claims. a. Describe your billing and collection system. b. Provide a copy of the late notice. c. Describe how your organization evaluates and improves the billing and collection system regularly. Give at least one example of system improvement in the past year. 1. The bidder’s business office or duly authorized agent shall manage the bidder’s collection of all fees. Fees shall not be collected at the time of the rendition of service. Emergency medical services shall not be withheld due to non-payment. The City of Ferris shall not serve as a collection agent for the successful bidder. 2. The annual subsidy required and awarded through this RFP and contract process will be paid monthly by the 1st working day for the previous month’s service. The initial payment will be within ten (10) days after signing a contract. The Contract may not be awarded based on which bidder submitted the lowest subsidy requirement. Bidder representatives may be required to attend each regular meeting of the Ferris City Council to provide required monthly reports. 4.8.6 Annual Financial Audit – The Contractor shall provide the City annual audited financial statements prepared by an independent public accounting firm following generally-accepted account principles. Statements shall be available to the City within 120 calendar days of the close of the Contractor’s fiscal year. If the Contractor’s financial statements are prepared on a consolidated basis, then separate balance sheets and income statements for the City operation shall be required and subject to the independent auditor’s opinion. a. Minimum Requirement: Provide the City with an annual audited financial statement according to the requirements identified. 4.9 Community Education/Prevention The Community Education/prevention Section of the Proposal shall include the following: • Description of bidder’s method/manner of meeting the minimum requirement or criteria • Description of any enhancement or Proposal for exceeding the minimum requirements or criteria pg. 19 The Contractor shall participate in the City’s public education and information program, including press relations, explanations regarding rates, regulations, and system operations, increasing public awareness and knowledge of the EMS system, injury/mortality prevention/reduction, and general health and safety promotions. The Contractor is encouraged to offer various public education programs, including but not limited to EMS system use, citizen CPR, disaster preparedness, injury prevention, seat belt and helmet use, and infant/child care seats. Other appropriate activities might include blood pressure screening, speaking to community groups, and programs for school children and adolescents. The Contractor shall collaborate with additional public safety and EMS-related groups, such as the American Heart Association, the American Red Cross, and healthcare organizations, to plan and provide public education programs. • Describe your current role in public information and education • Identify your public information and education plan, including a timeline and measurements upon successful acquisition of this Contract SECTION 5: OTHER CONTRACT LANGUAGE 5.1 Contract Termination 5.1.1 Without Cause – Either party may terminate the Contract without cause upon one hundred eighty (180) calendar days advance written notice to the other. Before giving such notice, the terminating party shall notify the other party of its intention to terminate. It shall allow the other party to meet and confer with the terminating party concerning such notice of termination. 5.1.2 Minor Breach – Except for Community Response Time as described in Section 4.4.1(h) and Failure to Leave Appropriate Documentation as described in Section 4.7.9, the City may impose a penalty not to exceed five hundred ($500.00) dollars for each Minor Breach of the Contract that has not been cured within thirty (30) days from the date of official notice being given by the City or its designee. a. “Minor Breaches” shall be defined as failure to fulfill any of the terms and conditions of this Agreement, which do not amount to a “major Breach” as that term is defined below. b. Before fines for Minor Breaches are imposed, the City Manager, or their designee, shall give the Contractor written notice of the alleged minor breach and thirty (30) days to cure the violation or otherwise respond to the allegations of infringement. 5.1.3 Termination for Cause – Either party may terminate the Contract at any time for the cause of a significant breach of its provisions affecting public health and safety, consistent with the requirements herein. pg. 20 a. “Major Breach” shall include, but not be limited to: i. Failure of the Contractor to operate its ambulances and emergency medical services program in a manner that enables the City and the Contractor to remain in substantial compliance with the requirements of Federal, State, and local laws, rules, and regulations. ii. Willful falsification of information supplied by the Contractor in its proposal and during the consideration, implementation, and subsequent operation of its ambulance and emergency medical services program, including but not limited to, dispatch data, patient reporting data, and response time performance data, as relates to the Contract; iii. The chronic or persistent failure of the Contractor’s employees to conduct themselves professionally and courteously where the Contractor has not taken reasonable remedial action; iv. Failure to comply with the response time performance requirements for two consecutive months, or any three months in a calendar year, shall be a “Minor Breach of this Agreement. Failure to comply with these response time performance requirements for three consecutive months, or any four months in a calendar year, shall be a “Major Breach” of this Agreement. v. Failure to substantially and consistently meet or exceed the various clinical and staffing standards required herein or offered by the Contractor in response to the City’s Request for Proposals and accepted by the City. vi. Failure to participate in a Continuous Quality Improvement program, including but not limited to investigation of incidents and implementing prescribed corrective actions. vii. Failure to maintain equipment or vehicles following good maintenance practices or to replace equipment or vehicles per Contractor’s submitted and accepted Equipment Replacement Policy, except as extended use of such equipment is approved by the City as provided for herein; viii. Chronic or persistent failure to comply with conditions stipulated by the City to correct any “Minor Breach” conditions; ix. Failure of the Contractor to cooperate with and assist the City in its investigation or correction of any “Minor or Major Breach” of the terms of this Agreement; x. Failure by the Contractor to cooperate with and assist the City in its takeover or replacement of the Contractor’s operations after a Major Breach has been declared by the City, as provided for herein, even if it is later determined that such default never occurred or that the cause of such default was beyond the reasonable control of the Contractor. pg. 21 xi. Failure to assist in the orderly transition or scaling down of services upon the end of the exclusive operating area agreement if a subsequent EOA agreement with the Contractor is not awarded; xii. Failure to comply with the required payment of fines or penalties within thirty (30) days of written notice of the imposition of such fine or penalty; xiii. Failure to maintain in force throughout the term of this Agreement, including any extensions thereof, the insurance coverage required herein; xiv. Failure to maintain in force throughout the term of this Agreement, including any extensions thereof, the performance security requirements as specified herein; xv. Willful attempts by the Contractor to intimidate or otherwise punish employees who desire to interview with or sign contingent employment agreements with competing Contractors during a subsequent bid cycle. xvi. Any willful attempts by the Contractor to intimidate or otherwise punish or dissuade personnel in cooperating with or reporting concerns, deficiencies, etc., to the City of Ferris; xvii. Any other willful acts or omissions of the Contractor that endanger the public health and safety; and xviii. Failure to timely prepare and submit the required annual audit. 5.1.4 Declaration of Major Breach and Takeover/Replacement Service – If the City determines that a Major Breach has occurred. If the nature of the breach is, in the City’s opinion, such that public health and safety are endangered. After the Contractor has been given notice and reasonable opportunity to correct such deficiency, the Contractor shall cooperate entirely and immediately with the City to effect a prompt and orderly takeover or replacement by the City of Contractors’ City of Ferris operations. 5.1.5 Dispute after Takeover/Replacement – Such takeover/replacement shall be effected within 72 hours after finding a Major Breach by the City. The Contractor shall not be prohibited from disputing any such finding of such breach through litigation, provided that such litigation shall not have the effect of delaying, in any way, the immediate takeover/replacement of operations by the City. Neither shall such dispute by the Contractor delay the City’s access to the Contractor’s performance security. Any legal dispute concerning a finding of breach shall be initiated only after the emergency takeover/replacement has been completed. The Contractors’ cooperation with and full support of such emergency takeover/replacement process, as well as the immediate release of performance security funds to the City, shall not be construed as acceptance by the Contractor of the finding of a major default and shall not in any way jeopardize the Contractor’s right to recovery should a court later determine that the declaration of major default was in error. pg. 22 5.1.6 Breach not Dangerous to Public Health and Safety. If the City declares the Contractor to be in breach on grounds other than performance deficiencies dangerous to public health and safety, the Contractor may dispute the City’s claim of the major breach before the takeover/replacement of the Contractor’s operations by the City. 5.1.7 Liquidated Damages – The unique nature of the services that are the subject of the Contract requires that, in the event of major default of a type that endangers public health and safety, the City must restore services immediately. The Contractor must cooperate fully to affect the most orderly possible takeover/replacement of operations. In the event of such a takeover/replacement of the Contractor’s operations by the City, it would be difficult or impossible to distinguish the cost to the City of effecting the takeover/replacement, the cost of correcting the default, the excess operating cost to the City during an interim period, and the cost of recruiting a replacement Contractor from the typical cost to the City that would have occurred even if the default had not occurred. Similarly, if takeover/replacement and interim operating costs are high, it would be impossible to determine the extent to which such higher costs resulted from the Contractor’s default from faulty management or the City’s costs during takeover and interim operations. For these reasons, this liquidated damages provision is a fair and necessary part of this Contract. The minimum amount of these additional costs to the City (e.g., costs over those that the City would have incurred if the default had not occurred) could be not less than $300,000, even assuming the City’s takeover/replacement management team is fully competent to manage the previously-contracted functions. Therefore, in the event of such a declared major breach, the Contractor shall pay City liquidated damages of $300,000. 5.1.8 City Responsibilities – In the event of termination, the City shall be responsible for complying with all laws, if any, respecting the reduction or termination of prehospital medical services. a. Minimum Requirement: Agrees to City’s contract termination language 5.2 “Lame Duck” Provisions If the Contractor fails to win the bid in a subsequent bid cycle, the City shall depend upon the Contractor to continue providing all services required until the winning Contractor takes over operations. Under these circumstances, the Contractor would, for several months, serve as a “lame duck.” To ensure continued performance fully consistent with the requirements of the Contractor throughout any such “lame duck” period, the following provisions shall apply: 5.2.1 Throughout such a “lame duck” period, the Contractor shall continue all operations and support services at substantially the same levels of effort and pg. 23 performance as were in effect before the award of the subsequent Contract to the subsequent winning Contractor. 5.2.2 The Contractor shall make no changes in methods of operation that could reasonably be considered aimed at cutting the Contractor’s service and operating costs to maximize profits during the final stages of the Contract. 5.2.3 The Contractor may reasonably begin to prepare for the service transition to the new Contractor during the “lame duck” period. The City shall not unreasonably withhold its approval of the outgoing Contractor’s requests to begin an orderly transition process, including reasonable plans to relocate staff, scale down certain inventory items, etc., so long as such transition activities do not impair the Contractor’s performance during such “lame duck” period, and so long as such transition activities are pre-approved by the City. 5.2.4 Minimum Requirement: Agrees to City’s requirement in the “lame duck” period. 5.3 Indemnification for Damages, Taxes, and Contributions The Contractor shall exonerate, indemnify, defend, and hold harmless the City from and against: • All claims, demands, losses, damages, defense costs, or liability of any kind or nature which the City may sustain or incur or which may be imposed upon it for injury to or death of persons or damage to property as a result of, arising out of, or in any manner connected with the Contractor’s performance under the terms of this Agreement, excepting any liability arising out of the sole negligence of the City. Such indemnification includes any damage to the person(s) or property of the Contractor and third persons. • All Federal, State, and local taxes, charges, fees, or contributions must be paid to the Contractor and Contractor’s officers, employees, and agents engaged in the performance of this Agreement (including, without limitation, unemployment insurance, Social Security, and payroll tax withholding). 5.4 Equal Employment Opportunity During and concerning the performance of this Agreement, Contractor agrees as follows: • The Contractor shall not discriminate against any employee or applicant for employment because of race, color, religion, national origin, ancestry, physical or mental disability, medical condition (cancer-related), marital status, sexual orientation, age, veteran status, gender, pregnancy, or any other non—merit factor unrelated to job duties. Such action shall include, but not be limited to, the following: recruitment; advertising; layoff or termination; rates of pay or other forms of compensation; selection for training (including apprenticeship), and employment, upgrading, demotion, or transfer. The Contractor agrees to post in conspicuous places available to employees and applicants for employment notice setting forth the provisions of this non-discrimination clause.] pg. 24 • In all solicitations or advertisements for employees placed by or on behalf of the Contractor, the Contractor shall state that the Contractor is an “Equal Opportunity Employer.” 5.5 Independent Contractor Status The Contractor is an independent contractor and not an employee of the City. The Contractor is responsible for all insurance (workers' compensation, unemployment, etc.) and all payroll-related taxes. The Contractor is not entitled to any employee benefits. The City agrees that the Contractor shall have the right to control the manner and means of accomplishing the result contracted for herein. 5.6 Non-Assignment The Contractor shall not assign this Agreement without the prior written consent of the City. 5.7 Retention and Audit of Records The Contractor shall retain records pertinent to this Agreement for not less than five (5) years after final payment under this Agreement or until a final audit report is accepted by the City, whichever occurs first. The Contractor hereby agrees to be subject to the examination and audit by the City of Ferris’s auditor/controller, the Texas State Comptroller’s Office, or the designee for Five (5) years after final payment under this Agreement. pg. 25 ATTACHMENT A PROPOSAL IDENTIFICATION Proposal to Provide Emergency Ambulance Services to the City of Ferris. *This Form must appear on the front of the Proposal* This proposal is to contract with the City of Ferris to provide emergency advanced life-support ambulance services within the Exclusive Operating Area. Name of Bidder: D/B/A Legal Address: Phone Number: Contact Person: Phone Number: Legal Address: (If different from above) OFFICIAL USE ONLY: DO NOT FILL IN THIS SECTION OF THE RFP Date Received: Time Received: Received By: Title: pg. 26 ATTACHMENT B STATEMENT OF INTENT AND AFFIRMATION In submitting this proposal/offer, _____________________________________________, hereafter referred to as “Bidder,” hereby affirms its complete understanding of all terms outlined in the Request for Proposal (RFP). Further, the bidder certifies the completeness and accuracy of all information contained in the bidder’s response to the RFP and supplied to the City of Ferris during the request for proposal process. The Bidder’s Proposal constitutes a firm and binding offer by the bidder to perform the services as stated. Bidder further affirms that bidder will meet or exceed request for proposal specifications unless expectations have explicitly been noted in the proposal. Responding Organization Authorized Representative Printed Name Title STATE OF TEXAS § § COUNTY OF ______________________ § ACKNOWLEDGEMENT Before me, on this the ________ day of ___________________, 2023, the undersigned, a Notary Public in and for said County and State, personally appeared __________________________________, known to me to be the person described herein and who executed the foregoing Affirmation Statement and acknowledged to me that he/she executed the same as his/her free act and deed. WITNESS MY HAND AND NOTARIAL SEAL subscribed and affixed in said County and State the day and year above written. Notary Public My Commission Expires: Printed Name pg. 27 ATTACHMENT C INVESTIGATIVE AUTHORIZATION – COMPANY The undersigned company, a prospective Bidder to provide emergency advanced life support ambulance service for the City of Ferris, Texas, recognizes that public health and safety requires assurance of safe, reliable, and cost-efficient ambulance service. That assurance will require an inquiry into aspects of company operations deemed relevant by the City of Ferris or its agents. The company specifically agrees that the City of Ferris or its agency may investigate, but not limited to, the following matters: 1. The financial stability of the company, including its owners and officers, any information regarding potential conflicts of interest, past problems in dealing with other clients or cities where the company has rendered service, or any other aspect of the company operations or its structure, ownership, or critical personnel which might reasonably be expected to influence the City of Ferris’s selection decision. 2. The company’s current business practices, including employee compensation and benefits arrangements, pricing practices, billing and collections practices, equipment replacement and maintenance practices, in-service training programs, means of competing with other companies, employee discipline practices, public relations efforts, current and potential obligations to other buyers, and general internal personnel relations. 3. The attitude of current and previous customers of the company toward the company’s services and general business practices, including patients or families of patients served by the company, physicians or other health care professionals knowledgeable of the company’s past work, as well as other units of local government with which the company has dealt in the past. 4. Other businesses in which company owners or other key personnel in the company currently have a business interest. 5. The accuracy and truthfulness of any information submitted by the company in connection with such evaluation. This authorization shall expire six (6) months from the date of the signature. AUTHORIZATION FOR SUCH INVESTIGATION IS HEREBY EXPRESSLY GIVEN BY THE COMPANY: Authorized Representative Printed Name Title pg. 28 STATE OF TEXAS § § COUNTY OF ______________________ § ACKNOWLEDGEMENT Before me, on this the ________ day of ___________________, 2023, the undersigned, a Notary Public in and for said County and State, personally appeared __________________________________, known to me to be the person described herein and who executed the foregoing Investigative Authorization and acknowledged to me that he/she executed the same as his/her free act and deed. WITNESS MY HAND AND NOTARIAL SEAL subscribed and affixed in said County and State the day and year above written. Notary Public My Commission Expires: Printed Name pg. 29 Charge Scenarios Option A B C Base Rate $ Emergency Response $ Night Charge $ 12 miles transport $ Oxygen $ Oxygen administration equipment $ I.V. administration equipment $ Cardiac monitor $ Nitroglycerin gr. 1/150 s.l. $ Morphine Sulfate 4 mg. I.V. $ Aspirin $ $ $ $ $ TOTAL $ Base Rate $ Emergency Response $ Oxygen $ Oxygen administration equipment $ I.V. administration equipment $ I.V. solution Cardiac monitor $ Glucose $ Narcan $ $ $ $ $ TOTAL $ Charges are to be based on the rate schedule in this proposal. If an item is included in the base rate, or if there is no charge for an item, indicate on the form. Identify additional specific charges, e.g. charges to perform an of the identified skills; or routine charges, e.g. infection control charge, in the blanks provided. The total shall reflect all specific and routine charges that a patient of this type of scenario would be billed. SCENARIO #1 - A 56 year old male is complaining of chest pain. This call occurs at 2:00 a.m. and the patient's home is 12 miles from the closest hospital. SCENARIO #2 - A 25 year old unconcious diabetic is treated with glucose and refuses treatment signing out AMA. Field personnel spend 45 minutes on this call prior to clearing.