ADDENDUM #1 Boulder Office of Emergency Management Ambulance Services for Boulder County RFS # 6825-18 April 23, 2018 The attached addendum supersedes the original Information and Specifications regarding RFS # 6825-18 where it adds to, deletes from, clarifies or otherwise modifies. All other conditions and any previous addendums shall remain unchanged. 1. Question: Is there a defined term for the contract? ANSWER: The answer is no, the vendor specifies what they are agreeable to in their proposal. Obviously the offer that provides more stability to the system is most attractive to the selection committee. 2. Question: Are there potential option years after the initial term has ended? ANSWER: Yes there could be with proper definition for reason to extend and with no more than 1 year per extension. 3. Question: Pursuant to Section 5(e), the provider would need to agree on the scope of services and the compensation first. However, is also states the County has the unilateral right to extend the contract (Section 4(a)) with no limits on how long it may be extended. May we have clarification on County s intent on this? ANSWER: In general, county contracts are for an initial one year and four optional renewals for a total of 5 years. If the county decides that it will wish to extend the contract beyond that point, we are reserving this right. 4. Question: Page 12/Section 9/Item d: Is there an amount the County will require for Umbrella / Excess Insurance? No amount is listed. ANSWER: Please submit proof of all insurance coverages that your company currently holds. During the evaluation process Boulder County will determine what coverages are appropriate depending on the scope and level 1
of services proposed by the vendors. As per the county s written policy we will negotiate proper insurance coverages before a contract is awarded. 5. Question: Page 15/Section 14/Item b: The County may terminate this Contract, either in whole or in part, for any reason, whenever the County determines that such termination is in the County s best interests. Such termination shall be effective after the County provides seven (7) days written notice. May we have a clearer definition of what would cause the County to terminate the contract in this scenario? ANSWER: Legal advises the language is correct. The one reason for terminating a contract would be not fulfilling the contract to the agreed level of specific performance. What would help to keep a contract is providing quality affordable medical care, reasonable response times and qualified personnel. Anything outside of these parameters could be cause for termination. 6. Question: Page 16/Section 17/ Item (D): Confirming that not was the intended word in the first sentence? ANSWER: That is correct. 7. Question: May we have a map that plots call locations by time of day/day of week with geo coordinates? ANSWER: If you require this information, please request it from purchasing@bouldercounty.org and we will respond accordingly. It is our decision not to post this information publicly with this addendum. 8. Question: May we communicate with area FD s and stakeholders during the RFS process? ANSWER: The answer is no; any questions or requests for information must be made through Boulder County Purchasing. The reason is that many of the local Fire Chiefs are involved in the selection process and the integrity of the process must be protected. 9. Question: Will the County provide a payer mix of the population transported by ambulance for 2016 and 2017? ANSWER: If revenue shortfalls are a concern to bid on the contract please submit a funding structure for response and additional revenue needed to permit your company to continue with pursuing the contract. Based on call load and coverage, does the provider have a proposal that requires subsidy from the county to provide this service if so, how much? 2
10. Question: Can the County provide ambulance service response time performance data for the most recent 12-month period available? ANSWER: If you require this information, please request it from purchasing@bouldercounty.org and we will respond accordingly. It is our decision not to post this information publicly with this addendum. 11. Question: What epcr do the fire departments in the County use? ANSWER: There is no county wide epcr format, but the state will furnish one if agencies want it. The state requires EMS reporting via epcr for transporting agencies. There are a few agencies using the state epcr system in county. 12. Question: What CAD system is being used by the County? ANSWER: Tritech. 13. Question: Are there any existing agreements or arrangements in place, formal or informal, associated with EMS data exchange or EMS support for collaborative public health, research or educational programs or initiatives? If so, can the County describe such arrangements/programs/initiatives? ANSWER: This does not exist locally. 14. Question: Can the County elaborate on its request to provide solutions for system integration? ANSWER: System integration is the process or policies that cause disparate or independent systems of operation (i.e. hospitals, local fire ems systems, long care facilities, areas of response such as 911 and non-emergency facility or hospital transfers) to coordinate and link together for seamless sharing of information, proper use of resources and human interaction to drive down conflicts and mistakes. Describe how you would do these activities with the systems included above or others not listed. 15. Question: What is the County s expectation for its request to provide solutions for services to law enforcement? Are these strictly standby services or more? ANSWER: Stand-by services for incidents. Medical clearances in the field. Could include proposal for DUI blood draws at jail or hospital, (we would anticipate a flat fee per call for this type of service). This is not required but has been done in the past and is convenient. 3
16. Question: Can the County provide a more in-depth explanation of its request to provide solutions for alternative responsive partnerships? ANSWER: The traditional model is one call and the ambulance goes and perhaps the fire department runs also and provides supportive care. Transport to the hospital and reset the system. Do you have ideas for providing service to a county that has geographical barriers such as canyons, weather delays, and transportation infrastructure repair impacts from flood damage to deliver service? 17. Question: What is the County s expectation when it asks to provide solutions for ambulance compliance contract structure? ANSWER: What type of compliance structure would be beneficial to the vendor to create a collaborative environment to work through operational issues around response? The traditional approach has been a board that reviews CAD and vendor data and oversees response times out of the scope of the contract and ensures corrective action is enforced. Submittal Instructions: Submittals are due at the Administrative Services Information Desk or the email box (preferred) listed below, for time and date recording on or before 2:00 p.m. Mountain Time on May 1, 2018. Your response can be submitted in the following ways. Please note that email responses to this solicitation are preferred, but are limited to a maximum of 25MB capacity. NO ZIP FILES ALLOWED. Electronic Submittals must be received in the email box listed below. Submittals sent to any other box will NOT be forwarded or accepted. This email box is only accessed on the due date of your questions or proposals. Please use the Delivery Receipt option to verify receipt of your email. It is the sole responsibility of the proposer to ensure their documents are received before the deadline specified above. Boulder County does not accept responsibility under any circumstance for delayed or failed email or mailed submittals. Email purchasing@bouldercounty.org; identified as RFS # 6825-18 in the subject line. -OR- US Mail One (1) unbound copy of your submittal, printed double-sided, 11 point, on at least 50% post-consumer, recycled paper must be submitted in a sealed envelope, clearly marked as RFS # 6825-18, to the Administrative Services Information Desk located at 1325 Pearl Street, Boulder, CO 80302. All proposals must be received and time and date recorded at the Administrative Services Information Desk by the above due date and time. Sole responsibility rests with the 4
Offeror to see that their proposal is received on time at the stated location(s). Any proposal received after due date and time will be returned to the bidder. No exceptions will be made. The Board of County Commissioners reserve the right to reject any and all proposals, to waive any informalities or irregularities therein, and to accept the proposal that, in the opinion of the Board, is in the best interest of the Board and of the County of Boulder, State of Colorado. 5
RECEIPT OF LETTER ACKNOWLEDGMENT April 23, 2018 Dear Vendor: This is an acknowledgment of receipt of Addendum #1 for RFS #6825-18, Ambulance Services for Boulder County. In an effort to keep you informed, we would appreciate your acknowledgment of receipt of the preceding addendum. Please sign this acknowledgment and email it back to purchasing@bouldercounty.org as soon as possible. If you have any questions, or problems with transmittal, please call us at 303-441-3525. Thank you for your cooperation in this matter. sensitive; an immediate response is requested. This information is time and date Sincerely, Boulder County Purchasing Signed by: Date: Name of Company End of Document 6