May 30, 2019
Ambulance Feasibility Study Request for Proposals
REQUEST FOR PROPOSALS
GREEN LAKE COUNTY AMBULANCE FEASIBILITY ANALYSIS
PROJECT GOAL: The goal is to have a qualified professional research, study, analyze and develop potential recommendations for the future of EMS in Green Lake County. A professional would review the various EMS systems currently running in the county and make overall structural, financial, and staffing recommendations of options to consider for the future of sustaining EMS in Green Lake County. This could include combining or separating services or some form of a county-wide or county-involved system.
SCOPE OF PROJECT: Analysis of the three services to include: assets, staffing, wage rates, collection rates and methods, billing rates, station locations-proximity to medical facilities, call volume, call response times, paramedic intercept, service levels and any other analysis that would be deemed appropriate. This data would be analyzed and recommendations for potential EMS system options within the county could be developed.
SPECIFIC DELIVERABLES: Recommendations for model options should include service level(s), staffing, wages, station locations, financial models and proposed funding methods. The following specific recommendations are to be made:
- What EMS model(s) with county involvement would most likely assure both the long term effectiveness and financial feasibility of the EMS Service in Green Lake County? Provide a financial model for service options recommended including county and municipal forecasted financial
- For any county involved service recommendations, what would the most appropriate and effective role for the Hospitals to play in operating or overseeing local EMS services?
- What formula should be used to charge contracted municipalities for EMS services?
- What specific efficiencies or benefits to the county could be gained through a county- wide or county involved service?
- If a county-wide EMS service were to be recommended, would EMS be better suited to be a department on its own or under another department such as Department of Health and Human Services?
- Other recommendations deemed
During the development of all recommendations, consideration of changes or future trends in public safety industry standards related to EMS operation requirements should be considered and applied as a basis for recommendations, including:
- National Highway Safety Traffic Administration (NHSTA)
- Center for Public Safety Excellence (CPSE)
- Journal of American Medical Association (JAMA)
- Commission on Accreditation of Ambulance Services (CAAS)
- American Ambulance Association (AAA)
- Federal Emergency Management Association (FEMA)
- Occupational Safety and Health Administration (OSHA)
- State of Wisconsin Statutes and Administrative Code
- Commission on Accreditation of Medical Transport System (CAMTS)
- Wisconsin Ambulance Inspection Administrative Rule (Trans 309)
- Assigned Staff
- Proposed Method of Evaluation and Analysis
- Detailed Work Plan & Narrative
- Proposed Project Timeline
- Itemized Not to Exceed Cost Proposal
- Recent Related Engagements
- Previous Client Work
- By submitting a bid/proposal, the individual or vendor is agreeing to be bound by the terms and conditions included in the bid packet as well as Green Lake County’s Standard Terms and Conditions. The individual or vendor awarded the contract may also be required to execute an agreement within fifteen (15) days after notice of award of the contract is given. The request for bid, instructions, specifications, terms/conditions, and submitted bid, in their entirety, shall be incorporated into the agreement. See the attached Terms and
SUBMITTING A PROPOSAL:
- Proposal Deadline: July 12, 2019
- Submit Proposals to:
Cathy Schmit, Green Lake County Administrator 571 County Road A
Green Lake, WI 54941
E-mail: firstname.lastname@example.org Phone: 920-294-4147
OVERVIEW OF AMBULANCE SERVICE CURRENTLY IN GREEN LAKE COUNTY
Green Lake County is currently serviced by the following:
- Southern Green Lake County Ambulance Service (SGLC) – Advanced EMT
- Berlin EMS – Paramedic
- Princeton EMS – Advanced EMT (Managed by Berlin EMS)
- Green Lake Area TEMS Unit
- Green Lake/Brooklyn First Responders
SGLC services the City of Markesan, Towns of Kingston, Green Lake, Manchester, Mackford and Marquette, and the Villages of Kingston and Marquette. The service consists of two (2) ambulances and maintains one (1) ambulance station located in Markesan.
Together, Berlin and Princeton EMS serve the areas of the Cities of Berlin, Princeton and Green Lake, Towns of Berlin, Princeton, Seneca, Ste. Marie, Brooklyn (Green Lake County); Town of Nepeuskun (Winnebago County), Towns of Aurora and Warren (Waushara County). The service consists of five (5) ambulances and maintains three (3) stations located in the City of Green Lake, City of Berlin, and City of Princeton.
Princeton EMS is contractually managed by Berlin EMS and ultimately serves as one entity via paramedic intercept, yet separate Operational Plans are maintained with the State. Berlin EMS also provides paramedic intercept for SGLC. Princeton and SGLC services are strictly Volunteer based at this time. Berlin EMS is a mix of six (6) full-time paramedics and volunteers.
Berlin & Princeton EMS has been financially supplemented by ThedaCare since 2012 via a shortfall agreement. It is unsure if or how long this financial arrangement will continue. The 2018 shortfall was $226k, of which ThedaCare will provide $120k towards.
Dr. Dan Perrault serves as Medical Director currently for all three EMS services.
Standard Terms and Conditions
- The following terms and conditions (“Terms”) apply to Green Lake County (“County”) requests for quotes/bids, purchase orders, and all other transactions whereby the County acquires goods and/or services. Any person or entity who submits offers to County (“Contractor”) are bound by such Terms.
- The stated specifications are the minimum acceptable. When specific manufacturer and model numbers are used, they are to establish a design, type of construction, quality, functional capability, and performance level that is desired. When alternates are proposed, they must be identified by manufacturer, stock number and/or such other information necessary to establish equivalency. County shall be the sole judge of equivalency and are subject to County approval.
- Deviations; Errors. Deviations and/or exceptions from any specifications shall be fully described in writing by Contractor. In the absence of such statement, the bid shall be accepted as in strict compliance with any specifications and Contractor shall be held liable for any damages resulting from any deviation or exceptions. Corrections on submitted proposals shall be initialed by Corrections without Contractor’s initials may be considered a no bid for that item.
- Quality and Quantity. Unless otherwise noted in the request, all materials shall be first quality and no pre-owned, obsolete, discontinued, or defective materials shall be used. The quantities shown on the request are estimated and the County reserves the right to increase or decrease quantities to meet County’s actual
- Acceptance and Rejection. County reserves the right to accept or reject any or all offers and to waive any technicality in any offers submitted. Submission of a proposal constitutes an offer and gives the County 60 days to accept such offer upon receipt. Offers by fax or electronic communication are not acceptable unless expressly accepted by
- Award. Unless otherwise required or allowed by law, awards will be made to the lowest responsible bidder who conforms to the applicable specifications and terms that are in the best interests of the County. County shall notify Contractor with a written notice of award of contract for sufficient notice of
- Timing. Time is of the essence for performance of contract terms. Failure to timely perform subjects Contractor to liquidated damages as solely determined by County as well as the County’s right to rescind or terminate the contract at the County’s sole discretion.
- Failure to comply with bond/assurance guarantees will result in Contractor forfeiting the bond/assurance to County.
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- Failure to adhere to the delivery schedule as specified or to promptly replace rejected materials shall render the Contractor liable for all costs in excess of the contract price when alternate procurement is necessary including administrative costs. Deliveries shall be FOB to the Green Lake County destination listed on the purchase order or contract. Title and risk of loss shall not pass to Green Lake County until receipt and acceptance takes place at the FOB point.
- Unless otherwise agreed, the County will pay properly submitted invoices within thirty (30) days of receipt of such invoice. Payment will not be made until the goods or services are delivered, installed, and accepted as specified. County reserves the right to withhold payment upon dispute without interest or fees.
- When required, any and all permits and inspections shall be included in the proposal price and shall not be an additional cost to the County. Contractor shall obtain all necessary governmental approval and shall comply with any conditions for such approval.
- Any property removed from County’s real property shall remain the property of County.
- Green Lake County is exempt from payment of all federal tax and state and local taxes on its purchases unless the law provides otherwise.
- Waiver of Default. County’s making of any payment or acceptance of any service or goods shall not constitute or be construed as a waiver by the County of any breach or waiver of any default and does not impair or prejudice the right to the recovery of damages or other
- Assignment. Neither party shall assign or delegate any contractual rights, interests, or duties without prior written consent of the other
- Indemnification. Contractor shall indemnify and save harmless and agrees to accept tender of defense and to defend and pay any and all legal, accounting, consulting, engineering and other expenses relating to the defense of any claim asserted or imposed upon the County, its officers, agents, and employees arising out of the parties’ agreement. Nothing contained herein is intended to be a waiver or estoppel of County or its insurer to rely upon the limitations and immunities contained within Wisconsin law. County shall not be liable in indemnity or contribution for an amount greater than the legal limits of municipal liability. County does not waive any limitations, defenses, immunities, and/or damages that the County may be legally entitled
- Independent Contractor. County retains the Contractor as an independent contractor upon the Terms. The Contractor shall determine the means, methods, personnel, and resources as well as furnish any and all supplies, equipment, and incidentals necessary to accomplish the objectives of the services/work.
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- The Contractor shall purchase and maintain primary, occurrence-based
insurance, including Worker’s Compensation insurance, to protect itself from any and all claims deriving from the services/work agreed upon. Contractor shall purchase and maintain insurance to protect itself from claims for damages because of bodily injury, including personal injury, sickness or disease, or death of any of its employees or of any person other than its employees; and from claims for damages because of injury to or destruction of tangible property including loss or use resulting therefrom and from claims arising out of the performance of this Agreement by the Contractor. The Contractor shall also name as additional insured on its general liability insurance the County, its officers, agents, and employees. The base limits of such policies shall be $1,000,000 per occurrence and $2,000,000 aggregate. Policies shall not be cancelled or modified without at least thirty (30) days prior written notice to County. Contractor shall provide proof of insurance to County within ten (10) days upon request. Contractor agrees to have their insurance carrier waive any right to subrogation against the County, as the case may be, so long as the insurance is not invalidated thereby.
- Contractor’s failure to perform or comply with Terms or provisions in an agreement shall constitute a breach of contract. County may require corrective action within ten (10) days from receipt of written notice of breach. Failure to timely cure the breach or failure to provide a written reply within the prescribed ten (10) days shall constitute a default of the contract and provide the County the option to terminate the agreement immediately. Upon ten (10) days written notice delivered to the address indicated in the proposal to Contractor, Green Lake County may without cause and without prejudice to any other right to remedy, terminate the agreement for Green Lake County’s convenience whenever Green Lake County determines that such termination is in the best interest of the County. County reserves the right to terminate any agreement due to non- appropriation of funds. Upon termination, the Contractor shall be liable for liquidated damages and the acceleration for any and all amounts due under the agreement.
- Condition Precedent. If Contractor fails to fully and satisfactorily complete any conditions precedent, the County may terminate the agreement immediately subject to the damages set forth in Section
- Unless specifically expressed otherwise, goods and services shall be provided by Contractor in a good and workmanlike manner and warranted against any defects for one (1) year from the date of receipt. Any equipment manufacturer’s standard warranty shall apply as a minimum and must be honored.
- Contractor may enter into subcontracts with County’s prior written consent. Subcontractors are bound by the Terms. County reserves the right to make direct payments payable to subcontractors. Contractor shall maintain a list of subcontractor, suppliers, and service providers and provide County the list upon request.
- The County intends to maintain an open process in procurement activities.
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County and the Contractor shall comply with the Wisconsin Public Records Law, as it applies to all data, created, collected, received, stored, used, maintained, or disseminated by the County and the Contractor. All documents prepared or furnished to County by Contractor and Contractor’s subcontractors shall be County’s property. Any restrictions on the use of data contained within a request or a contract must be clearly stated in the proposal or contract itself. Proprietary information submitted in response to a request will be handled in accordance with applicable state and/or federal law. The Contractor shall establish and maintain adequate records of all expenditures incurred under the contract.
All records must be kept in accordance with generally accepted accounting procedures. The County reserves the right to inspect Contractor’s records upon request.
- Waiver; Severability. Any waiver by either party of a breach of any provisions of this agreement shall not affect, in any respect, the validity of the remainder of this agreement. Any enforceable portions of this agreement shall be enforced even though other portions of the agreement may be deemed
- Applicable Law and Venue. Terms shall be governed by and construed in accordance with the laws of the State of Wisconsin and venue for any legal action between the parties shall be in Green Lake County. Contractor shall at all times and at their sole responsibility abide by any and all applicable local, state, and/or federal statutes, ordinances, rules and regulations including, but not limited to, non-discrimination laws, equal employment obligations, affirmative action mandates, labor standards, prevailing wage, OSHA, state administrative code, and the Americans with Disabilities
Entire Agreement. Terms shall apply and be fully incorporated into any other agreement of parties. Said agreement, which shall include Terms, shall constitute the entire agreement, and no other terms and conditions in any document or statement shall be effective unless agreed to in writing by the County. Unless otherwise stated in an agreement, Terms supersede any conflicting terms and/or conditions stated in any documents or statement.