DEPARTMENT OF ADMINISTRATIVE SERVICES PURCHASING COUNTY OF MERCED REQUEST FOR PROPOSAL NUMBER 6552 FOR

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1 Issue Date: February 10, 2011 DEPARTMENT OF ADMINISTRATIVE SERVICES PURCHASING COUNTY OF MERCED REQUEST FOR PROPOSAL NUMBER 6552 FOR Mark A. Cowart Chief Information Officer 2222 M Street Merced, CA (209) (209) Fax Equal Opportunity CONSULTING SERVICES TO ASSIST IN DEVELOPING AND EXECUTING A REQUEST FOR PROPOSAL FOR AMBULANCE SERVICES AND SECONDARY MEDICAL PSAP Notice is hereby given that proposals will be received at the Merced County Department of Administrative Services-Purchasing Division for performing all work necessary in accordance with the SCOPE OF WORK and other related documents provided herein. Please carefully read and follow the instructions. Proposals shall be clearly marked with the Proposal Number and the Proposal Submittal Deadline Date on the outside and forwarded to: County of Merced Department of Administrative Services-Purchasing Division 2222 "M" Street Merced, California Attn: Procurement Specialist: Kim Nausin knausin@co.merced.ca.us Proposals may also be submitted electronically in Word 2003 or PDF format, with Signature Page scanned into document and placed as first page. Required documentation (i.e. financial) should be submitted as an attached PDF file. Submit to: bidandrfp@co.merced.ca.us Upon submission of proposal to bidandrfp@co.merced.ca.us you will receive the following message, please retain for your records: THIS IS TO ACKNOWLEDGE RECEIPT OF MERCED COUNTY PROPOSAL IN THE OFFICE OF ADMINISTRATIVE SERVICES FOR THE COUNTY OF MERCED. Any Bidder who wishes their proposal to be considered, is responsible for making certain that their proposal is received in the Merced County Department of Administrative Services- Purchasing Division Office by the closing date. PROPOSALS RECEIVED AFTER THE DEADLINE WILL BE REJECTED AND WILL BE RETURNED TO THE BIDDER UNOPENED. CLOSING DEADLINE DATE: 4:00 P.M., THURSDAY, MARCH 10,

2 PROPOSALS WILL BE CONSIDERED LATE WHEN THE OFFICIAL DEPARTMENT OF ADMINISTRATIVE SERVICES-PURCHASING DIVISION TIME CLOCK READS 4:01 P.M. All prospective bidders must comply with the RFP Terms and Conditions and the RFP Terms and Conditions Contract as listed on Merced County Web Site. Attachment A of Request For Proposal (RFP) will require written certification that the RFP is being submitted in compliance with the RFP Terms and Conditions as stated on Merced County web page at 4:00 P.M. on date of close of RFP. Any exceptions to the RFP Terms and Conditions or to the RFP Terms and Conditions Contract MUST be included in your RFP response. STRIVING FOR EXCELLENCE 2

3 TABLE OF CONTENTS Cover Page... 1 Table of Contents... 3 RFP Submittal Checklist... 4 SECTIONS: 1 Intent Requirements Proposed Solution Special Provisions Evaluation Criteria Definitions ATTACHMENTS: A Signature Page B Reference List

4 SUBMITTAL CHECKLIST All items are required. This checklist is provided to assist you in ensuring you submit a complete proposal. 1. Acknowledgement of Amendment(s) (If any) 2. Cover Letter 3. Table of Contents 4. Executive Summary 5. Exceptions 6. Bidder s Qualifications 7. Approach 8. Cost Proposal 9. Financial Statement or Sufficient Financial Information (Non-submittal is considered non-responsive and cause for rejection of proposal.) 10. Signature Sheet (Attachment A) 11. References (Attachment B) 4

5 A. INTRODUCTION SECTION 1 INTENT OF THE REQUEST FOR PROPOSAL It is the intent of this Request for Proposal (RFP) to secure the services of a qualified consultant to assist the Emergency Medical Services Agency (EMSA) in the procurement of a provider of both advanced life support (ALS) ground ambulance services and a secondary Public Safety Answering Point (PSAP) for 911 medical emergencies. The successful bidder in the above referenced procurement will be required to submit a proposal to operate both services (ALS transport service and secondary PSAP operation), as these services will be combined in the procurement process, not bid separately. The purpose of this RFP is to assure that a qualified, experienced consultant is retained to assist with the development of a competitive bid process, to include, but not necessarily limited to, all supporting documents; RFP development and evaluation; acquisition and supervision of qualified, objective EMS expert panelists for RFP review and recommendations; selection process and contract negotiations. It is the intent of the County to conclude this ground ambulance and secondary PSAP procurement process such that a new contract for service with the successful bidder can commence on September 1, 2012 (see process timetable herein). B. BACKGROUND INFORMATION The Merced County EMSA is a program within the Department of Public Health and is responsible for the planning, implementation, evaluation and regulation of the EMS system for Merced County. Merced County lies in the heart of the San Joaquin Valley in central California, the agricultural hub of the state. The County s abundant flat land and nearby sources of water (i.e., the San Joaquin River and its tributaries, O Neil Forebay and San Luis Reservoir) support the County s agricultural economy. According to the most recent demographic information from the California Department of Finance (2009), Merced County has a population of 258,495 (representing 0.67% of California s population) and is predominantly rural, consisting of 1,234,490 acres of land. Nearly 64% of the population of the county is under 45 years of age, ranking Merced as one of the youngest counties in the State. Approximately 67% of the county s population resides within the incorporated cities, with the remainder in the unincorporated area and townships. Merced County has a high rate of poverty and unemployment. The poverty rate for children under 6 years of age is extremely high. The unemployment rate is typically twice that of the State. Merced County has below statewide averages for educational levels nearly 27% of the population has not completed high school. In addition, Merced County has been identified as one of the most ethnically diverse communities in the nation. 5

6 All of these factors have been shown to contribute to a population that is at substantial risk for a variety of medical problems and traumatic injuries. In addition, Merced County has a morbidity/mortality rate that is nearly double the state average for motor vehicle crashes. The annual 911 volume for this County approximates 17,500 responses, with an average transport rate of approximately 71%. The entire County of Merced is an Exclusive Operating Area (EOA) for all ambulance responses. The chart below reflects the most current payor mix, as described by the primary ambulance provider. Indigent refers to County program pays, e.g. CHIP, etc., while Special Agency refers to such contract items such as prisons, hospice, hospital transfers, etc Payor Mix, 18,844 Transports 4% 1% 9% 22% 14% 21% MEDICARE ONLY 1 MEDI-MEDI MEDI-CAL PRIVATE INSURANCE SPECIAL AGENCY 2 INDIGENT (MAP) UNINSURED 29% C. CONTRACT TERM The Contract term shall be for a period of two (2) years. The start date will tentatively commence April 15, 2011, with a scheduled completion date of August 2012, contingent on appropriate and sufficient funding. An Agreement is included as an attachment to this proposal. This agreement will become part of the final agreement with successful Bidder awarded the proposal. Any exceptions to the terms and conditions as stated herein and in the County web RFP Terms and Conditions Contract must be identified separately. The County will execute the Agreement upon final selection of successful Bidder with the approval of the County s Board of Supervisors. 6

7 D. SCHEDULED ACTIVITIES To the extent achievable, the following schedule shall govern the review, evaluation and award of the proposal. The County reserves the right to modify the dates below in accordance with its review process. Activity Estimated Schedule Date a. Availability of the Request for Proposal February 10, 2011 b. Deadline for Submission of Interpretation and/or Written March 1, 2011 Questions in relationship to the Request for Proposal (Note: Questions submitted after this date may not be Answered in sufficient time to be included by closing date. The closing date will not be extended for questions submitted after this date.) c. Closing Date for the Request for Proposal March 10, 2011 NOTE: A list of respondents will be posted to the web at close of RFP d. Commencement of review of Request for March 11, 2011 Proposal by the Evaluation Committee e. Interviews and Mandatory Oral Presentations TBD f. Contract Performance to Commence April 15,

8 SECTION 2 REQUIREMENTS SCOPE OF SERVICES The scope of work for this RFP relates to consultant services to assist the Merced County EMS Agency with the preparation/development of a competitive bid process for awarding a contract for ALS ambulance transport services and the operation of a secondary PSAP, to include, at a minimum, each of the following elements: 1. Review and finalization of the parameters of the RFP process and timelines 2. Request for Proposal (RFP) document development 3. Development of RFP scoring instrument with appropriate weighting based on County priorities 4. Preparation and presentation at a minimum of six (6) town hall meetings for community input and review 5. Assistance with bidders conference 6. Assist with and attendance at specific policy and/or advisory committee meetings, e.g. EMCC 7. Assistance with bidders inquiries and RFP questions and responses 8. Acquisition of EMS Systems Expert Panelists (minimum of three members) 9. Orientation and oversight of Expert Panel, and management of their review and recommendations process 10. Expert advice with selection process, as needed 11. Assistance with contract negotiations The bidder should clearly explain their proposal for addressing each of the scope of work items listed above. Based on this scope of work, the bidder should identify not less than three (3) nor more than five (5) benchmarks, upon which reimbursement for services shall be based, subject to their successful completion. Mar Apr-May Jun Jul Aug Sept Oct Nov Dec Issue RFP for Ambulance procurement process consultant Receive bids and select consultant Timeline & Process for Second Ground Ambulance & Secondary PSAP RFP Conduct townhall meetings in each city and in each BOS District 2011 Meet with key stakeholders, e.g. Board members, fire, hospitals, law enforcement, etc. Finalize RFP Instrument and submit to the State Receive state feedback and revise, as needed Submit request for release of RFP to BOS Review and revise initial system standards for RFP instrument Initial meeting with consultant - review timeline, process and finalize Receive input from townhall meetings and incorporate appropriate comments and concerns into RFP instrument Receive input from stakeholder meetings and incorporate appropriate comments and concerns into RFP instrument Submit RFP Instrument to County Counsel and Risk Management for review and comment Receive Counsel and RM feedback and revise, as needed Refresh potential bidders list (including the CAA) and submit to Admin. Services Jan Feb Mar Apr May Jun Jul Aug Sep Receive Bidder's Conduct Bidder's proposals and Submit contract Release RFP preparing Negotiate Contract Conference conduct to BOS for Review proposals evaluation Receive written questions as submitted to Admin. Services and prepare responses Receive questions and prepare responses Select successful bidder and submit Intent to Award to BOS 2012 Finalize methodology for contract compliance evaluation and adjust policies, as needed Confirm all necessary liaison positions, committee assignments, etc. Meet with all key personnel for contractor and review expectations and reporting requirements Contract initiation on 09/01/2012 8

9 SPECIFIC COMPLIANCE The Bidder awarded the Contract derived from this proposal will be required to abide by all applicable Federal and State laws and regulations. COST INFORMATION The method of payment, as provided for in the Bidder's proposal, will be used as the negotiated basis for inclusion in the contract. Bidder's payment schedule must be supported by the Bidder meeting certain deliverables or milestones as defined in the proposal or as proposed in the Bidder's proposal. The Bidder s financial bid must be inclusive of all operational costs, including travel, meals, expert panelists costs, etc. 9

10 SECTION 3 PROPOSED SOLUTION The Proposed Solution section should contain detailed, step-by-step descriptions of the work being proposed by the Bidder in response to the Requirements section. It should be organized to reflect the order in which the work will be done. The work sequence should identify the task and subtasks as carefully and with as much detail as possible for performing that work. A task is a discrete unit of work to be done. Subtasks are detailed activities of the task. All tasks and subtasks make up the Scope of Work. The end of each major task section should specify the item resulting from successful completion of the task. Each task should be described in a separate, numbered paragraph. There should be a deliverable item for each task. Deliverable items can be listed after each task, or may be listed in a summary schedule and cross-referenced by the appropriate task number. Acceptance of the deliverable items will signify satisfactory completion of each task. For instance, a task might read as follows: Example: Consultant shall prepare a work plan for the project including consulting personnel to be assigned, department personnel involvement, work schedules in chart form and the time schedule. Deliverable: Complete a work plan submitted to project manager within five working days of startup. 10

11 SECTION 4 SPECIAL PROVISIONS INSURANCE Prior to the commencement of work, and as a precondition to this contract, CONTRACTOR shall purchase and maintain the types of insurance as specified in the Agreement for the stated minimum limits indicated during the term of this Agreement. CONTRACTOR shall provide a certificate of insurance and endorsements naming COUNTY as an additional insured on each policy. The insurance carrier shall be required to give COUNTY notice of termination at least 10 days prior to the intended termination of any specified policy. Each certificate of insurance shall specify if CONTRACTOR has a SIR, and if so, CONTRACTOR shall be required to provide the entire policy of insurance with which it has a SIR FINANCIALS Bidder also to submit ONE (1) copy of Financial Statement as set forth herein. 11

12 SECTION 5 EVALUATION CRITERIA Proposals shall be ranked on a total weighted score of 100, and shall be evaluated in accordance with the following criteria and respective weight factor: CRITERIA Ability to perform all 11 requirements in Section 2 of the RFP as evidenced by prior experience in conducting such processes for jurisdictions with similar demographics and EMS delivery challenges. Experience level of consultant/team with EMS ambulance RFP construction and execution WEIGHTED SCORE Experience with government agencies 15 Pricing 20 References 5 TOTAL

13 DEFINITIONS Bidder - A person, partnership, firm, corporation, or joint venture submitting a bid proposal for the purpose of obtaining a County Contract. Bonds Fidelity Bond - Also referred to as a Dishonesty Bond. A fidelity bond is a form of protection that covers the County for losses as a result of fraudulent acts by the Contractor. Proposal Security Bond Also referred to as Bid Security. A bond that is submitted with Bidder s proposal to compensate the County for damages it might suffer if successful bidder refuses to execute the contract that may be derived from their proposal. Generally, it is 10% of the amount of Bidder s bid as bid security. Performance Bond A bond to ensure completion of the project as requested under the Scope of Work. The Performance Bond is backed by a surety who guarantees the project will be completed in accordance with the specifications of the proposal. Payment Bond This bond is to protect sub-contractors and suppliers. It ensures that the surety backing the bond will pay the sub-contractors and suppliers if the general contractor does not. Closing Date/Time - The day and time the Request for Proposal must be received in the office of the Department of Administrative Services-Purchasing Division for acceptance. Contract - Comprises the Request for Proposal (RFP), any addenda thereto, the bid proposal, and the purchase order if appropriate. The Contract constitutes the entire agreement between the County and the awarded Bidder. Contractor - The Bidder or Vendor awarded the Contract derived from this Bid or RFP. County - The County of Merced, a political subdivision of the State of California. Deliverable - The physical evidence such as documentation, certification of completion, hardware/software delivery, etc. which shows that a specific work has been completed as specified in the Scope of Work. Discount - A percentage amount allowed off invoices for prompt payment. Evaluation Committee - A committee established to review and evaluate proposals to determine the Contract award. The committee includes representatives of the department seeking the goods or services and staff from the Department of Administrative Services- Purchasing Division. Formal Date of Award - Effective date the Board of Supervisors take formal action to award the subject RFP to the most responsive Bidder. Goals/Tasks - A discrete unit of work to be performed. 13

14 Joint Ventures - Two or more corporations or entities that form a temporary union for the purpose of the RFP. May Indicates something that is not mandatory but permissible. Must/Shall Indicates a mandatory requirement. A proposal that fails to meet a mandatory requirement will be deemed non-responsive and not be considered for award. Notice of Intent to Award - Letter sent by County to all participating Bidders advising them of the date the County Board of Supervisors will hear and possibly take action in awarding the Contract to the apparent successful Bidder as recommended by the Evaluation Committee. Objectives/Sub-Tasks - Detailed activities that comprise the actual performance of the Goal/Task. The total of all Goals/Tasks and Objectives/Sub-Tasks makes up the Scope of Work. Prime Contractor - The Bidder who is awarded the Contract and designated as the legal entity. The Prime Contractor will hereafter also be known as the Contractor. Any subcontracting, Joint Ventures, or other legal arrangements made by the Contractor during this project are the sole responsibility of the Contractor. Proposal Deadline - The closing date associated with this proposal. Proprietary The information provided that is considered exempt from public disclosure defined as Trade Secrets under Civil Code Section , pursuant to Public Records Act. Scope of Work - The mutually agreed to document which describe tasks, dependencies, the sequence and timing of events, deliverables, and responsible parties associated with the various phases of the proposal. Subcontractors - Any person, entity or organization, to which Contractor or County has delegated any of its obligations hereunder. Tasks A discrete unit of work to be done 14

15 ATTACHMENT A SIGNATURE PAGE (BIDDER TO COMPLETE AND PLACE IN FRONT OF PROPOSAL) INDIVIDUAL/COMPANY ADDRESS (P.O. Box/Street) (City) (State) (Zip) CONTACT PERSON: TITLE: TELEPHONE NO. FAX NO. ADDRESS The undersigned hereby certifies that he/she is a duly authorized official of their organization and has the authority to sign on behalf of the organization and assures that all statements made in the proposal are true, agrees to furnish the item(s) and/or service(s) stipulated in this Request for Proposal at the price stated herein, and will comply with all terms and conditions set forth, unless otherwise stipulated. I certify that I have read the Terms and Conditions pursuant to the submittal of a Request For Proposal (RFP) as detailed on Merced County web site and will comply with said Terms and Conditions, unless otherwise noted by exception herein, as of the date and time of close of this proposal Authorized Representative - Name Title Signature Date Business License No.: (Merced City) (Merced County) Professional License No.: Taxpayer Identification No.: 15

16 ATTACHMENT B REFERENCE LIST (BIDDER TO COMPLETE AND RETURN WITH PROPOSAL) List Five (5) Reference where the same or similar Scope of Work were provided Reference No. 1 - Company Name: Address: Contact Person: Amt. Of Contract: Title: Telephone Number: Date And Type Of Service Reference No. 2 - Company Name: Address: Contact Person: Amt. Of Contract: Title: Telephone Number: Date And Type Of Service Reference No. 3 - Company Name: Address: Contact Person: Amt. Of Contract: Title: Telephone Number: Date And Type Of Service Reference No. 4 - Company Name: Address: Contact Person: Amt. Of Contract: Title: Telephone Number: Date And Type Of Service Reference No. 5 - Company Name: Address: Contact Person: Amt. Of Contract: Title: Telephone Number: Date And Type Of Service 16