REQUEST FOR QUALIFICATIONS CITY OF DICKINSON, TEXAS EMERGENCY MEDICAL AND MICU AMBULANCE SERVICES

REQUEST FOR QUALIFICATIONS CITY OF DICKINSON, TEXAS EMERGENCY MEDICAL AND MICU AMBULANCE SERVICES REQUEST FOR QUALIFICATIONS #1403-03 RFQ SUBMITTAL DEADLINE: WEDNESDAY, MARCH 26, 2014

REQUEST FOR QUALIFICATIONS #1403-03 SCHEDULE SUMMARY Wednesday March 5, 2014 RFQ Documents Released and 1 st Legal Advertising for RFQ Wednesday March 12, 2014 2 nd Legal Advertising for RFQ Monday March 24, 2014 Last day for inquiries and clarifications Wednesday March 26, 2014 10:00 am Deadline for Submission of Proposals Tuesday April 8, 2014 Anticipated City Discussion and Possible Award of RFQ Note: This schedule is preliminary and may be modified at the discretion of the City. REQUEST FOR QUALIFICATIONS #1403-03 Page 1

REQUEST FOR QUALIFICATIONS #1403-03 The City of Dickinson, Texas (the City ) is soliciting letters of interest and requesting a statement of qualifications from the highest quality, most experienced Mobile Intensive Care Unit ( MICU ) ambulance service providers for the provision of emergency medical and MICU ambulance services as identified in this Request for Qualifications ( RFQ ). ONE (1) ORIGINAL OF THE PROPOSAL CONTAINING ORIGINAL SIGNATURE(S) AND SEVEN (7) COPIES OF THE PROPOSAL MUST BE SUBMITTED AND MUST BE RECEIVED BY THE CITY SECRETARY OF THE CITY OF DICKINSON, 4403 STATE HIGHWAY 3, DICKINSON, TEXAS 77539, NO LATER THAN 10:00 A.M. ON WEDNESDAY, MARCH 26, 2014. NO PROPOSALS WILL BE ACCEPTED AFTER THAT DATE AND TIME. ALL PROPOSALS RECEIVED AFTER THAT DATE AND TIME WILL BE CONSIDERED VOID AND UNACCEPTABLE. RFQ documents may be downloaded from the Purchasing Page of the City of Dickinson s website at www.ci.dickinson.tx.us or from http://www.publicpurchase.com/gems/dickinson,tx/buyer/public/home or obtained in person at Dickinson City Hall, 4403 State Highway 3, Dickinson, Texas 77539. Minority and small business vendors or contractors are encouraged to submit proposals on any and all City of Dickinson projects. All proposals submitted for City consideration must be clearly marked on the outside of the sealed envelope with the words REQUEST FOR QUALIFICATIONS #1403-03, Emergency Medical and MICU Ambulance Services, Attention: Carolyn Anderson, City Secretary, and must contain the name of the company submitting the proposal. Responding firms must submit eight (8) complete sets of the RFQ submission for consideration. FACSIMILE TRANSMITTALS SHALL NOT BE ACCEPTED. It is understood that the City of Dickinson reserves the right to negotiate all elements that comprise the submission and to accept or reject part or all of any submission. The City reserves the right to reject any or all proposals and waive any or all irregularities or to proceed otherwise when in the best interest of the City. Proposals shall be valid for a period of sixty (60) days from the submission deadline. RFQs received after the deadline and/or received unsigned will not be considered for award and shall be considered void and unacceptable. No member of the governing body, officer or employee of the City shall have any interest, financial or otherwise, direct or indirect, in the contract. Minority and small business vendors or contractors are encouraged to submit proposals on any and all City of Dickinson projects. Please contact City Administrator Julie M. Robinson at (281) 337-6204 or by email at jrobinson@ci.dickinson.tx.us if you have any questions or if any requirements are causing you difficulty in responding to our RFQ. Questions will be accepted until Monday, March 24, 2014, at 5:00 p.m. 1 st Advertisement: The Post Newspaper, March 5, 2014 2 nd Advertisement: The Post Newspaper, March 12, 2014 REQUEST FOR QUALIFICATIONS #1403-03 Page 2

SCOPE OF SERVICES General Description It is the intent of this Request for Qualifications ( RFQ ) to receive letters of interest and statements of qualifications for the provision of Emergency Medical and Mobile Intensive Care Unit ( MICU ) Ambulance Services for the City of Dickinson (the City ). The City is seeking the highest quality, most experienced MICU ambulance service provider. The successful contractor will provide information on how they can offer services equal to or better than the quality currently provided by the City s EMS Department. The successful contractor shall be exclusively responsible for providing all emergency ambulance services throughout the City of Dickinson, as well as additional support services including, but not limited to, PR events including City events, safety stand-by, providing mutual aid, and activities involved in planning for and responding to any declared disaster in the City. The City desires clinical excellence; verifiable response time performance of 7 minutes or less; verifiable cost containment measures; and professional and courteous image and service. Under the final contract, the relationship between the City and the successful contractor must always be one of cooperation and not conflict. The services shall include, but are not limited to, the management and operation of all ambulances and paramedics. The City mandates that there will be no reduction in the quality of any aspect of the services currently being performed by the City EMS Department including protocols and staff experience, or a reduction in any current performance standards. Description of Service Area The City of Dickinson, Texas is strategically located halfway between Houston and Galveston on Interstate 45 with easy access to numerous other major thoroughfares and methods of transportation. The City of Dickinson was incorporated in 1977, and has a population of approximately 19,000, and encompasses 12 square miles. REQUEST FOR QUALIFICATIONS #1403-03 Page 3

The City s EMS Department does not provide non-emergent transport services, and the successful contractor will not provide non-emergent transport services under the final contract issued by the City. The City s EMS Department currently utilizes a 24-hour shift schedule and transports to the closest appropriate facility which in most cases is either Clear Lake Regional Medical Center, Mainland Medical Center, or Christus St. John Hospital in Clear Lake. The City s EMS Department currently provides service to an area of unincorporated Galveston County that is adjacent to the northern City limits pursuant to an Interlocal Agreement with Galveston County. At this time, the successful contractor would be responsible for serving such area to maintain the City of Dickinson s responsibilities under the Interlocal Agreement with Galveston County. However, Galveston County may decide to exclude the area from the scope of work at a later date. Any such change will be communicated to all affected responders at the appropriate time and in the appropriate manner. Communications The City of Dickinson will provide dispatch service equipment and dispatch personnel through the Dickinson Police Department. This RFQ does not contain a requirement for the successful contractor to provide these services. However, the successful contractor will be required to provide 800 mhz radios that are compatible with the City s dispatch system for all personnel and vehicles providing services to the City. In the event the successful contractor does not provide its own 800 mhz radios, the successful contractor will be required to enter into a lease agreement with the City for the use of the City s 800 mhz radios and equipment. Housing Accommodations The successful contractor shall house within the City s Central Fire Station located at 4500 FM 517 East, Dickinson, Texas 77539 at all times a minimum of one (1) MICU ambulance staffed with a minimum of one Paramedic and one Basic EMT to provide MICU care and preferably two (2) ambulances each staffed with a minimum of one Paramedic and one Basic EMT to provide MICU care. The City s preference is to staff each ambulance with two Paramedics if at all possible. Additionally, the successful contractor shall provide at least one supervisor on-site at the Central Fire Station during regular business hours. The successful contractor shall be required to enter into a Facility Use Agreement with the City that outlines all of the contractor s responsibilities with regard to the use of the facility and the lease amount to be paid to the City for the use of its facility. The successful contractor will operate concurrently with the Dickinson Volunteer Fire Department. Disaster Assistance and Response The successful contractor shall be required to have at least one supervisor present in the City s Emergency Operations Center ( EOC ) during any and all disaster incidents in addition to the required MICU staffed ambulance(s). The successful contractor s personnel shall be required to complete incident command training and hazardous materials training and must be NIMS REQUEST FOR QUALIFICATIONS #1403-03 Page 4

compliant in cooperation with the Dickinson Fire Marshal s Office, Dickinson Volunteer Fire Department, and Dickinson Police Department. During a disaster period, any non-emergency services being provided by the successful contractor to another entity may be suspended by the City as necessary. Mutual Aid The successful contractor will be required to maintain the mutual aid agreements to which the City of Dickinson is a party. REQUEST FOR QUALIFICATIONS #1403-03 Page 5

SUBMITTAL REQUIREMENTS Submittals shall not contain information in excess of that requested below, must be concise, and must specifically address the issues of this RFQ. In order to expedite the evaluation of proposals, respondents will organize their proposals in the sequence provided below. Instructions regarding scope of contents are given in each section. Proposals shall be prepared in 8 ½ x 11 formats. All proposal pages (excluding cover and dividers) shall be consecutively numbered. Proposals shall not exceed thirty (30) pages in length (excluding resumes, reference letters, protocols, and policies and procedures). Resumes shall be limited to two pages per person who will be assigned to this project (excluding copies of professional licenses), and reference letters shall be limited to two pages per letter. The submittals shall include each of the following: (1) Brief overview of the contractor s history and organization that includes the name of the contractor s contact person, telephone number, fax number, and email address. Please also include in this section: a. Location of the company s corporate headquarters and local office. b. Number and expertise of employees in the local office and company-wide. b. Length of time headquarters and local office, respectively, have been open. c. Type of company (corporation, limited partnership, etc.) d. Any and all names under which the company, its parent company(ies) and any affiliate(s) operate, and the State(s) in which such companies operate. e. List any lawsuits, including bankruptcies, and any administrative cases in which the company, its parent company(ies) and any affiliate(s) have been named as a party. (2) Description of the contractor s expertise in operating and managing an MICU ambulance service. (3) Resumes of all personnel who will be assigned to the City s service with a copy of their professional licenses. Resumes must include number of years each person has been employed by contractor and length of each certification. (4) Description of the company s process for screening personnel, level and frequency of background checks performed on personnel, and any legal charges ever made against any of the company s personnel. Also describe the company s training philosophy and requirements for its personnel. (5) Provide a list of other cities for whom the contractor has performed and/or is currently performing city-wide MICU ambulance services similar in nature to those requested in this RFQ. (6) Provide a maximum of five reference clients, contact persons, phone numbers, and a brief description of the services that the company provided to such clients that demonstrate the company s commitment to the client s needs. REQUEST FOR QUALIFICATIONS #1403-03 Page 6

(7) Provide a short narrative outlining the contractor s approach to providing and managing the city-wide MICU ambulance service to the level of quality currently received by the citizens of the City of Dickinson. (8) Provide a copy of all protocols, policies and procedures that will be used by the contractor and its personnel in providing services to the City of Dickinson. (9) Provide a letter from the Texas Department of Health Services indicating that contractor is in good standing with such Department. (10) Relative to the scope of services for this project, describe the specific ability of the company to meet the scope of services including: a. Any innovative approaches to providing the services, b. Briefly describe the company s quality assurance/quality control program, c. Describe how the company ensures reliability in providing quality service to citizens of the City of Dickinson. d. Describe the company s billing and collection processes. e. Describe the company s customer service philosophies f. A copy of the company s most recently completed annual financial report. g. A statement from the company s independent or 3 rd party auditor attesting to the company s financial soundness. All proposals submitted for City consideration must be clearly marked on the outside of the sealed envelope with the words REQUEST FOR QUALIFICATIONS #1403-03, Emergency Medical and MICU Ambulance Services, Attention: Carolyn Anderson, City Secretary, and must contain the name of the company submitting the proposal. Responding firms must submit eight (8) complete sets of the RFQ submission for consideration. FACSIMILE TRANSMITTALS SHALL NOT BE ACCEPTED. Late proposals will not be accepted. Each company is responsible for insuring responses to this RFQ have been delivered by the date, time and location specified. All questions regarding this RFQ should be submitted in writing to Julie M. Robinson, City Administrator, City of Dickinson, by mail to 4403 State Highway 3, Dickinson, Texas 77539 or by email to jrobinson@ci.dickinson.tx.us. Questions regarding this RFQ must be received at the City Administrator s Office no later than 5:00 p.m. on Monday, March 24, 2014. By submitting a response to this RFQ, each company unequivocally acknowledges that he/she has read and fully understands this RFQ and has asked questions and received satisfactory answers from the City regarding any provision of this RFQ with regard to which clarification was desired. REQUEST FOR QUALIFICATIONS #1403-03 Page 7

EVALUATION CRITERIA Proposals will be reviewed by a Selection Committee and appropriate City staff. The Committee reserves the right to request additional information from companies submitting proposals. Award selection will be made to the company(s) offering the response that best meets the needs of the City. Each proposal will be evaluated based upon the following weighted factors: Criteria Percentage Respondent s general background and relevant MICU ambulance 40% service experience providing similar services to municipalities Operation approach including protocols, policies and procedures, 40% current capabilities, and how the overall solution meets the City s Scope of Work Reference Feedback 20% The City may select a company from this evaluation, or a short list of companies may be prepared. If short listed, interviews with and/or presentations by these companies may be requested by the Selection Committee. Only companies that are selected from the evaluation process will be allowed to submit a proposal in response to a Request for Proposals that will be issued by the City of Dickinson following the selection of companies through this RFQ. Contracts will be awarded pursuant to 252.042 and 252.043 of the Texas Local Government Code. To obtain the best final offers, revisions may be permitted after submissions and before the award of the contract. If the competitive sealed proposals requirement applies to the contract, the contract must be awarded to the responsible offeror whose proposal is determined to be the most advantageous to the City considering the relative importance of price and the other evaluation factors included in the request for proposals. The City of Dickinson reserves the sole right to evaluate the Qualifications Statements submitted; to waive any irregularities therein; or to reject any and all firms that submitted Qualification Statements, should it be deemed in the City s best interest. This Request for Qualifications is not to be construed as a contract or a commitment of any kind; nor does it commit the City of Dickinson ultimately select any company, to pay for any costs incurred in the submission of a proposal or for any cost incurred prior to the execution of a formal contract. Except for the submission of written questions or in response to requests or inquiries from the City of Dickinson, firms shall refrain from contacting members of the Selection Committee, City Council, consultants, or other staff with respect to this RFQ or the selection process. REQUEST FOR QUALIFICATIONS #1403-03 Page 8

INSTRUCTIONS TO RESPONDERS READ THIS ENTIRE DOCUMENT CAREFULLY AND FOLLOW ALL INSTRUCTIONS. YOU ARE RESPONSIBLE FOR FULFILLING ALL REQUIREMENTS STATED HEREIN. THE INSTRUCTIONS AND CONDITIONS APPLY TO ALL RFQS/PROPOSALS AND BECOME A PART OF THE TERMS AND CONDITIONS OF ANY RFQ/PROPOSAL SUBMITTED AND ANY AGREEMENT ENTERED INTO SUBSEQUENT THERETO, UNLESS EXCEPTION IS TAKEN IN WRITING BY RESPONDER WHEN SUBMITTING A PROPOSAL. 1. RFQS, PREPARATION AND SUBMITTAL Responders must submit eight (8) complete sets of the proposal to the City Secretary prior to the response due date and time as described in the Request for Qualifications. Failure to submit the necessary eight (8) complete sets may result in the RFQ being declared unresponsive to specification and may not be further evaluated. All submittals must be written in ink or typed. Submittals written in pencil or erasures are not acceptable. However, mistakes may be crossed out, corrections inserted and initialed in ink by the person signing the proposal submission. No oral, telegraphic, telephonic, e-mailed or facsimile proposals will be considered. All submittals must be submitted in a sealed envelope. Responders must provide all documentation required with the RFQ response. Failure to provide this information may result in rejection of the RFQ submittal. 2. DELIVERY OF SUBMITTALS Submittals received prior to the deadline will be kept securely unopened. Submittals received after the time specified in the Request for Qualifications shall be considered late and shall be returned unopened. The person whose duty it is to open the submissions will decide when the specified deadline time has arrived. No responsibility will be attached to an officer of the City for the premature opening of a submittal not property addressed and identified. No oral, telegraphic, telephonic, e-mailed or facsimile submittals will be considered. 3. SIGNATURES All RFQ responses are required to be signed by an authorized representative of the responding entity. RFQ responses received unsigned will result in the submittal being declared unresponsive to specification and may not be further evaluated. 4. SUBMITTAL ALTERATION/WITHDRAWAL Submittals cannot be altered or amended after the submission deadline. The signer of the submittal, guaranteeing authenticity, must initial any interlineations, alteration, or erasure made before submission deadline. Submissions may be withdrawn by written request signed by the Responder prior to the submission deadline; however, such written request must be received by REQUEST FOR QUALIFICATIONS #1403-03 Page 9

the City in the normal course of business and prior to the submission deadline. Negligence on the part of the Responder in preparing the submission represents no right for withdrawal after the response is opened. No submissions may be withdrawn for a period of sixty (60) calendar days after opening of the responses. 5. DISQUALIFICATIONS OF RESPONDERS Responders may be disqualified and their proposals not considered for the following reasons, including, but not limited to: Reason for believing collusion exists between Responders. The Responder is an interested party in any litigation against the City. Failure to comply with any of the requirements contained herein. Lack of signature by an authorized representative on the RFQ Form. Responder is indebted to the City. 6. PROTESTS All protests regarding the RFQ solicitation process must be submitted in writing to the City within five (5) working days following the deadline for submissions. This includes all protests relating to advertising of RFQ notices, deadlines, and all other related procedures under the Texas Local Government Code, as well as any protests relating to alleged improprieties or ambiguities in the specifications. This limitation does not include protests relating to Selection Committee recommendations as to award of this RFQ. Protests relating to Selection Committee recommendations may be directed to the City Administrator within five (5) days of the Selection Committee recommendation being considered by the City Council. Unless otherwise provided by law, all Selection Committee recommendations will be included in the agenda packet for the Council Meeting at which the recommendations will be considered by the City Council and as such available for public review. REQUEST FOR QUALIFICATIONS #1403-03 Page 10

CITY OF DICKINSON CONTRACTOR INSURANCE REQUIREMENTS Contractors providing good, materials and/or services for the City of Dickinson shall, during the term of the contract with the City or any renewal or extension thereof, provide and maintain the types and amounts of insurance set forth herein. All insurance and certificate(s) of insurance shall contain the following provisions: 1. Name the City, its officers, agents, representatives, and employees as additional insured as to all applicable coverage with the exception of workers compensation insurance. 2. Provide for at least thirty (30) days prior written notice to the City for cancellation, nonrenewal, or material change of the insurance. 3. Provide for a waiver of subrogation against the City for injuries, including death, property damage, or any other loss to the extent the same is covered by the proceeds of insurance. Insurance Company Qualification: All insurance companies providing the required insurance shall be authorized to transact business in Texas and rated at least A by AM Best or other equivalent rating service. Certificate of insurance: A certificate of insurance evidencing the required insurance shall be submitted with the contractor s RFQ or response to proposal. If the contract is renewed or extended by the City, a certificate of insurance shall also be provided to the City prior to the date the contract is renewed or extended. Type of Contract Special Events Type and amount of Insurance General Liability insurance for personal injury (including death) and property damage with a minimum of $1 Million Dollars per occurrence and $2 Million Dollars aggregate, including coverage for advertising injury and products coverage. Statutory Workers compensation insurance as required by state law. If the c o n t r a c t o r s e r v e s a l c o h o l i c b e v e r a g e s, L i q u o r Liability with a minimum of $1 Million Dollars per Occurrence and $2 Million Aggregate. If high risk or dangerous activities, Umbrella Coverage or Liability Excess Coverage of $ 2 Million Dollars If automobile or limousine service is involved even if volunteers, Automobile Liability with a minimum of $1 Million Dollars combined single limit. Public Works and Construction General Liability insurance for personal injury (including death) and property damage with a minimum of $1 Million Dollars per occurrence and $2 Million Dollars aggregate, REQUEST FOR QUALIFICATIONS #1403-03 Page 11

including advertising injury, products coverage and (XCU) Explosion, collapse and underground (If high risk or dangerous activities) Umbrella Coverage or Excess Liability Coverage of $2 Million Dollars Statutory Workers compensation insurance as required by state law Professional Services Professional Liability Insurance with a minimum of $1 Million Dollars per occurrence and $2 Million Dollars aggregate. (If size or scope of project warrant) Umbrella Coverage or Excess Liability Coverage of $2 Million Dollars REQUEST FOR QUALIFICATIONS #1403-03 Page 12

RESPONSE FORM RESPONDER: Company: Date: Signature: Printed Name: Title: Address: City, State & Zip: Telephone Number: Fax Number: E-mail address: Federal EID #/SSN #: REFERENCES Each Responder is to provide a minimum of three (3) verifiable business references for which the Responder has performed work. 1. Company Name: Address: Contact Person: Telephone No.: Brief description of project. 2. Company Name: Address: Contact Person: Telephone No.: Brief description of project. 3. Company Name: Address: Contact Person: Telephone No.: Brief description of project. REQUEST FOR QUALIFICATIONS #1403-03 Page 13

SUPPLEMENTAL INFORMATION Please provide the following information for contract development. Is your firm: 1. Sole Proprietorship YES NO 2. Partnership YES NO 3. Corporation YES NO If company is a sole proprietorship, list the owner s full legal name: If company is a partnership, list the partner s full legal name(s): If company is a corporation, list the full legal name as listed on the corporate charter: Is this firm a minority, or woman-owned business enterprise? NO YES If yes, specify ( ) MBE ( ) WBE Has this firm been certified as a minority/woman-owned business enterprise by any governmental agency? NO YES If yes, specify governmental agency: Date of certification: REQUEST FOR QUALIFICATIONS #1403-03 Page 14

CONFLICT OF INTEREST QUESTIONNAIRE CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ OFFICE USE ONLY This questionnaire is being filed in accordance with Chapter 176 of the Local Government Code by a person who has a business relationship as defined by Section 176.001(1-a) with the City of Dickinson and the person meets the requirements under Section 176.006(a). Date Received: By law this questionnaire must be filed with the City Secretary of the City of Dickinson not later than the 7 th business day after the date the person becomes aware of facts that require the statement to be filed. See Section 176.006, Local Government Code. A person commits an offense if the person knowingly violates Section 176.006, Local Government Code. An offense under this section is a Class C misdemeanor. 1. Name of person who has a business relationship with the City of Dickinson. 2. 0 Check this box if you are filing an update to a previously filed questionnaire. (The law requires that you file an updated completed questionnaire with the City Secretary not later than the 7 th business day after the date the originally filed questionnaire becomes incomplete or inaccurate.) 3. Name of local government officer with whom filer has employment or other business relationship. Name of Officer This section must be completed for each officer with whom the filer has an employment or other business relationship as defined by Section 176.001(1-a), Local Government Code. Attach additional pages to this Form CIQ as necessary. A. Is the local government officer named in this section receiving or likely to receive taxable income, other than investment income, from the filer of questionnaire? Yes No B. Is the filer of the questionnaire receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer named in this section AND the taxable income is not from the City of Dickinson? Yes No C. Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local government officer serves as an officer or director, or holds an ownership of 10 percent or more? Yes No D. Describe each employment or business relationship with the local government officer named in this section. 4. Signature of person doing business with the government entity Date REQUEST FOR QUALIFICATIONS #1403-03 Page 15