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HomeMy WebLinkAbout19 EMER MEDICAL TRANS 06-15-98AGENDA Inter-Corn NO 19 6-15-98 DATE: JTJNE 15, 1998 TO' FROM:, SUBJECT: CITY MANAGER POLICE DEPARTMENT AWARD OF CONTRACT FOR EMERGENCY MEDICAL TRANSPORTATION AND RELATED ,SERVICES RECOMMENDATION: . Review the attached materi_~]s. Review additional available detailed information on the bid and evaluation process ff needed. . Select Doctor's Ambulance as recommended by the OCFA (and staff) for the City's ASA Direct stoff to finalize and execute the agreement previously approved by Council. FISCAL IMPACT: None BACKGROUND: Three compsnies submitted proposals for ASA 23, the City of Tusdn: Doctor's Ambulance Service (incumbent), Medix Ambulance Service, and Priority One Medical Transport. City Manager June 15, 1998 Page 2 There were a total of 1,050 points' available in the evaluation process. Doctor's Ambulance scored 934 points, Medix scored 921 points and Priority One scored 697 points. Synopsized rater comments are available in the enclosures, detailed comments are available ff neededJ Essentially, the ratings show Doctor's and Medix are both fully capable of providing the required services, Priority One is somewhat of an unknown quantity with some concerns over ability to actually provide required services ff selected for multiple ASA's and concerns over the adequacy of their business plan ff rapid expansion is required in Orange County. The following materials are enclosed: . Staff report by OCFA. Proposal recommendation sheet for ASA 23 by OCFA. Proposal tabulation sheets for all three bidders for ASA 23, contains synopsized comments of the raters. If more det_~jl is needed, the following is available: , . Copy of the RFP (containing the sample "Agreement for Services"). Copies of the actual proposal ranking sheets and proposal evaluation worksheets completed by the raters. Original proposals by each bidder for the ASA. Copy of the rater's notebook used to instruct and brief the raters prior to their rating. Copies of additional presentation materials used by some bidders. Arrangements for viewing these materials after normal business hours can be made by c~lling Police captain Bob Schoenkopf at 573-3310. Security of the grading materials is necessary for the integrity of the RFP process. OCFA administrative personnel will be available for .questions and answers at the 6-15-98 Council meeting. STEVE FOSTER Chief of Police SF:RF:et Orange County Fire .duthot Request For Proposals #RL0302 Emergency Medical Transpoi'tation and Related Services Staff Report The purpose of this report is to provide a brief overview of the selection process for Emergency Ambulance Services. Proposers submitted responses to the Request For Proposal which outlines the manner in which each company proposes to meet the performance requirements as outlined in the RFP. The proposals were required to comply with a very specific outline and numbering convention in order to facilitate evaluation and comparison. If additional factors were offered by a proposer that were not requested in the RFP, these were considered by the review panel in determining an overall final score, but would not enter into the detailed grading on the evaluation sheets. During the proposal grading period, proposers were required to make a 30 minute oral presentation to the review panel of which 20 minutes were available for the proposers presentation and 10 minutes for the panels questions. If a proposer bid more than one ASA, the single presentation was required to provide sufficient overview for the panel to grade the proposals in all ASA's bid. Following completion of the oral presentations, the review panel completed their ratings and the materials were picked up by OCFA. OCFA staff tabulated the numeric results and summarized the findings and comments of the raters. Although there were no tie scores in the results, some of the proposers scores, and therefore quality of the offering were so close as to be virtually indistinguishable functionally. OCFA staff provided a recommendation in each ASA for Council consideration that was the top point award in each ASA. All proposers met the test of "adequacy" merely by completing the process. The raters indicated in their comments that all of the proposers clustered at the top of the score list would provide satisfactory services. Council (BoD's) should consider the final scores and comments as several of the factors in the overall decision: Orange County Fire A a,,,ority - Request For Proposals Emergency Medical Transt;ortation and Rehtted Services Proposal Recommenthttion Sheet - ASA #23 City of Tusti~ Proposers Evaluation Points 1o Doctors 934 2. Medix 921 3. Priority One 697 e e Award Recommendation' Doctors' Orange CounO, Fire Autn~tty - Request For ProposMs Emergency Medical Transportation and Rehtted Services Proposal Tabulation Sheet - ASA #23 City of Tustin PROPOSER: Doctors RECOMMEND AWARD: YES Point Totals: (Maximum Points- 210 Per Rater) Rater Points Awarded A) 202 B) 202 C) 111 D) 2]0 E) 209 Total Points 934 (Maximum Possible 1050 Points) Comments By Rater: A) Doctors is incnmbei~t. Priman.' coverage is I Type III ambulance at 14771 Plaza #G in Tustin (Newport and Irvine Bird) Peak load staffing I Type III (additional) 10am to 6pm. B) Experienced company that has grown in sophistication over time. Excellent commitment to clinical performance and number of vehicles, equipment. Supplies exceeds standards. Company training exceeds standards. Company is above norm. Training dispatchers to be EMTs. Propose EMT-D level training and equiplnent. Commitment to response time exceeds standard for urban. ,neeting standard for lnetro. C) Good ambulance deployment proposals - more than adequate coverage - seems to have "user friendly" management - behind Care and Medix in points only due to scope of inhonse programs to augment proposal - would certainly be a strong parlner with OCFA in EMS. D) Doctor's Ambulance presents a well managed company which is both client and employee oriented. Their key personnel possess the credentials necessar), Io establish credibilih., in the medical field. Their employees are neat, friendly, and display an attitude reflective of superior work conditions. They are invoh,ed in the'community and maintain the highest performance and equipment standards. E) Incumbent provider. No additional equipment or supplies needed. I Type III frolll Olle primary station location. 20 3'ear history IO this cily. Provides extensive Iraining to exceed basic scope of practice for EMT's. Well maintained fleel. Very involved with community education, supporl of OCFA. and local hospitals. Charges maximum rales. Orange County Fire Aurn°rity- Request For Proposals #RLtrJ02 Emergency Medical TransI~ortation and Rehtted Services Proposal Tabulation Sheet- ASA #23 Ci0, of Tustin PROPOSER: Medix RECOMMEND AWARD: NO Point Totals: (Maximum Points- 2 I0 Per Rater) Rater Points Awarded A) 188 B) 206 c) 13o D) 188 E) 209 Total Points 921 (Maximum Possible 1050 Points) Comments By Rater: A) Medix will lease new satellite station in Tustin at Irvine Bh,d and Newport. Two new ambulances ,,,,'ill be stationed there. Additional coverage will come from Medix's existing station and 2 ambulances at Chapman and Kathleen. B) Large provider with largest number of ASAs seeking more of 911 business. Strong 911 track record with full service operations including maintenance. Uses doctors and nurses as medical support. High consistency proposed in response tilnes. Strong inhouse training program. Highly stocked vehicles. Prepared to do counryvdde public training through TV. Uses best quality vehicles and equipment. Willing to partner with OCFA for direct dispatch (per presentation) if OCFA will comply. C) Many features added to proposal beyond essentials - of note is the willingness to place two OCFA melnbers on the inhouse CQI committee to assist quality management of OCFA ASAs - disaster unit available - many outreach progralns - proposes more than adequate ambulance coverage generally with OCFA dedicated units. D) Medix can provide the greatest amomH of resources to its contract cities and maintains a smooth functioning internal infrastructure to operate efficiently on a large scale. It is not knowil if its projected expansion ,,,,,ill reduce its ability to be responsive to the needs of the local community. E) Charges maximuln rates. Stated goal of National Accreditation for Ambulance Sen, ices in 6 months. Aggressively pursning expansion of business in many ASA's. Provide extensive support of community education. Ver)., well equipped. Orange County Fire Aut,~_. tty- Request For Proposals #RL03 ..... Emergency Medical Transportation and Related Ser~,ices Proposal Tabulation Sheet - ASA tt23 Ci0, of Tustin PROPOSER: Priority One RECOMMEND AWARD: NO Point Totals: (Maximum Points - 210 Per Rater) Rater Points Awarded A) 119 B) 167 C) 72 D) 169 E) Total Points 69 7 (Maximum Possible 1050 Points) Comments By Rater: A) Will provide one unit. B) This is a relatively new ambulauce Iranspon company that has not provided 911 sen, ices. High tech communications equipmenl (communications company subsidiar)'). Small conlpany that bid on most ASAs. Concerned that if awarded each ASA indMdually, this company lacks the start up, transition plan to provide sen, ice. Vehicles proposed meet standards, satisfi~ctory comndtlnent to clinical performance. Relatively inexperienced management team. Proposes less than maximum cost. Low cost alternative for limited number of ASAs. C) A largely unknown entity in Orange Com~ly - proposal put together in short time frame - seems to underestimate the number of ambulances needed to cover larger ASAs - vague in many operational areas (proposed station locations, backfill procedures, syslem coordination) - an innovative communications company still learning ambulance operations. D) Priority One presents a highly technologically advanced ambulance sen'ice that offers some features not offered by larger companies. Non-specific information on station locations and a lack of a specific business plan to open new conlracis leads one to queslion the company's ability to expand. E) Will charge less. Am concerned does not have a solid business plan for rapid expausion into Orange County emergency work. Sen,ice levels could be affected. Have applied for many ASA's throughout counh..'.