EL PASO COUNTY HOSPITAL DISTRICT
Request for Proposals – Ground Ambulance Services
March 21, 2016
EL PASO COUNTY HOSPITAL DISTRICT D/B/A
Request for Proposal
Ground Ambulance Services
RFP # 850-03/16-001
March 21, 2016
REQUIRED SIGNED DOCUMENTS
It is absolutely essential that the following three documents be signed. Failure to complete and sign any of these will result in rejection of your response.
-Response Agreement
-Conflict of Interest Questionnaire (Submission of an RFP response constitutes doing business)
-Public Integrity Disclosure
Also, an electronic version of the RFP proposal (in Microsoft Word™) on CD must be included with your proposal. The electronic copy must be editable and an exact copy of the original paper copy.
TABLE OF CONTENTS
Page Number
1. OBJECTIVE 4
2. BACKGROUND 4
3. SCOPE OF SERVICES 5
5. EVALUATION FACTORS FOR AWARD 8
6. FEATURES 8
6. PROCEDURE 9
7. RESPONSE AGREEMENT 16
8. GENERAL TERMS AND CONDITIONS 18
9. CONFLICT OF INTEREST QUESTIONNAIRE 23
10. PUBLIC INTEGRITY DISCLOSURES 24
1. OBJECTIVE
The El Paso County Hospital District d/b/a University Medical Center of El Paso is seeking responses from entities that are able to provide ground ambulance services to include infants (typically under one year old), pediatric, and adult patients. The Hospital District may enter into an agreement with a single or multiple respondent(s) for a period to be determined after evaluation of responses to this RFP.
2. BACKGROUND
The El Paso County Hospital District is a not-for-profit, community-owned healthcare organization operating in El Paso, Texas, providing acute care services as well as outpatient and primary care services. University Medical Center of El Paso is the largest public hospital located directly on the U.S./Mexico border and it is the only teaching hospital in the West Texas/Southern New Mexico region, affiliated with the Texas Tech University School of Medicine. It also has affiliation agreements with numerous educational institutions in the region and beyond. Accredited by the Joint Commission and licensed for 394 beds, the hospital admits approximately 16,000 patients each year. Approximately 60,000 patients are seen in its Emergency Department annually. The University Medical Center of El Paso also serves as the region’s only Level 1 Trauma Center and is a Center of Excellence in Mother/Baby care. One third of all babies born in El Paso County annually are born at UMC of El Paso.
Since 1915, the Hospital District’s Mission has been to enhance the health and wellness of the El Paso Community by making high quality, affordable health care services accessible to all, regardless of their ability to pay. Our tradition of respectful service is enriched by our participation in healthcare-related education, research and innovation.
Our Vision is to set the standard for quality as a community healthcare center, providing leadership in integrating a health delivery network dedicated to achieving improved health status, exceptional clinical outcomes, customer satisfaction, and value. In partnership with our patients, Medical Staff, Associates (employees), volunteers, and other community providers, we build upon our clinical strengths to provide a continuum of care that includes health promotion education, disease prevention, and accessible primary, acute and after-care services.
We are committed to C.A.R.E.: to serve our COMMUNITY; to assure ACCOUNTABILITY to our stake holders; to enhance RESPECT AND DIGNITY FOR ALL; and to promote EXCELLENCE IN SERVICE in all we do.
University Medical Center of El Paso is a university-affiliated teaching facility, sharing its campus with the Health Sciences Center of the Texas Tech University School of Medicine. Texas Tech University’s Medical School designated UMC of El Paso as its primary teaching facility in 1973. Resident physicians receive post-graduate training in Family Practice, Anesthesiology, Psychiatry, Pathology, Radiology, Surgery, Emergency Medicine, Orthopedic Surgery and Obstetrics. Additionally, Allied Health Career students receive their clinical training at UMC of El Paso through memorandums of agreements with the University of Texas at El Paso, the El Paso Community College, New Mexico State University and 50 other educational institutions.
Twice in the 1990’s and again in 2008, UMC of El Paso was recognized as one of the nation’s top performing hospitals in a study entitled 100 Top Hospitals: Benchmarks for Success. The study is done annually to help identify those hospitals that demonstrate superior performance on the basis of key measures related to clinical practices, operations and financial management. Since the early 1990’s, UMC of El Paso has been designated by the White House as the primary hospital to provide medical care to the President and Vice President of the United States should it be needed during their visits through the region.
Other awards and recognition include:
The President's Award (highest honor) from the National Association of Public Hospitals and Health Systems (2011)
The Community Engagement Award from the National Association of Public Hospitals and Health Systems (2008 & 2009)
The Excellence in Community Service Award from the Texas Hospital Association (2010)
The Silver Medal Award for Quality from the Texas Medical Foundation (2011)
The Medal of Honor for Organ Donation from the U.S. Department of Health and Human Services (2012)
The Pathway to Excellence Designation from the American Nurse Credentialing Center (2008, 2009, 2010, 2011, & 2012)
3. SCOPE OF SERVICES
The Hospital District is seeking an entity (ies) with extensive background in performing ground ambulance services. Proposals must meet all specifications indicated below and indicate how the selected entity (ies) will effectively and efficiently perform the following services:
A. Vendor shall arrange for transport crew to pick up all patients from neonate to geriatric.
B. Vendor shall prioritize emergency transfers over all other transfers.
C. Unscheduled transportation for “emergency patients” as deemed by University Medical Center of El Paso will occur within thirty (30) minutes of notification.
D. Local Transport Service
1. Definition: Local Transport Service is defined as transport within EI Paso
County or to Sunland Park N.M
2. Pre-scheduled: When requests for service are submitted to EMT two (2) or
more hours prior to the desired pick up time EMT will arrive no later than 15
minutes after designated pickup time 95% of the time..
3. Urgent: When requests for service are submitted to EMT less than two (2)
hours prior to the desired pick up time EMT will arrive no later than 30
minutes of notification 90% of the time.
E. Long Distance Transport Service
Definition: Long Distance Transport Service is defined as transport outside of EI Paso County or Sunland Park, N.M .:
1. Pre-scheduled: When requests for service are submitted to EMT four (4) or
more hours prior to the desired pick up time and the distance is 76 to 300
miles from UMC, EMT shall arrive no later than 15 minutes after designated
pickup time 95% of the time.
2. Pre-scheduled: When requests for service are submitted to EMT four (4) or more hours prior to the desired pick-up time and the distance is greater than
300 miles, the parties agree EMT shall arrive no later than 15 minutes after a negotiated pickup time 95% of the time.
3. Urgent: When requests for service are submitted to EMT less than two (2) hours prior to the desired pick up time and transport distance is 76 to 300 miles, EMT will arrive no later than 30 minutes after designated pickup time 90% of the time.
4. Urgent: When request for service are submitted to EMT less than two (2) hours prior to the desired pick-up time and transport distance is greater than 300 miles, the parties agree EMT shall arrive no later than one (1) hour after.
F. Vendor shall provide the services of a Medical Director who is licensed to practice medicine in the State of Texas
G. Selected vendor(s) must, at a minimum, equip all ambulances used to transport UMC of El Paso patients with Advanced Cardiac Life Support (ACLS) supplies, equipment and appropriately trained personnel to include Pediatric Advanced Life Support (PALS) and Advanced Cardiac Life Support (ACLS) based on the patient need and in accordance with State of Texas regulations.
H. The ground ambulance crew shall personally accompany the patient from bedside to bedside to ensure continuity of care is being maintained throughout the patient transfer.
I. University Medical Center of El Paso will furnish the neonatal transport team for all ambulances used in neonate transfers.
J. Selected vendor(s) will have the capability to provide at a minimum the following equipment in an expeditious manner:
1. Transport isolette with built in ventilator and cardiorespiratory monitor with adapter for syringe pumps. Back up isolette in case two transports occur at one time.
2. Inverter for every neonate transport.
3. Syringe pumps for transport.
4. Intra-aortic balloon pump.
5. Laryngoscope and blades (to be used in case of reintubation or intubation is required).
6. Portable ventilator specific for neonate through geriatric patients.
7. Pulse oximetry unit for neonate through geriatric patients.
8. Infusion pumps for neonate through geriatric patients.
9. Cardiac monitor/defibrillator with external pacemaker with capability for neonate through geriatric patients.
10. A ramp must be utilized by Vendor for all neonate transfers.
L. Selected vendor(s) shall maintain coverage from an Insurance Company licensed to do business in the State of Texas in the following amounts:
Auto/ Professional Liability
Individual $ 500,000.00
Aggregate $1,000,000.00
Inland Marine $ 100,000.00
M. Financial Considerations: Because the hospital district is the primary provider of care for patients classified as indigent or charity care, we are interested in seeking discounted rates for these services in particular. Services provided to indigents and persons eligible for charity care are a responsibility of, and funded by The Hospital District.
For all other ground ambulance transport services, we are seeking proposals that would follow the OIG opinion guidelines for discounting off the CMS fee schedule published rates.
N. The duration of the ground ambulance services shall be for a period of three (3) years.
5. EVALUATION FACTORS FOR AWARD
Factors / Weight /Capability to provide all needed ground ambulance transports from neonate to geriatric / 20
Capability to transport both scheduled and unscheduled patients within specified time period / 20
Capability to provide long-distance transportation within the specified time period / 10
Capability to equip ambulance with appropriately trained personnel (based on the patient need) and the ACLS/PALS supplies and equipment. / 20
Performance Improvement Activities
Initiatives and compliance with all safety regulations, including:
1. Description of process improvement activities.
2. Maintenance schedules. Must also be made available upon UMC of El Paso’s request.
3. Summary of all safety records and full documentation upon request (FFA, CAMTS, etc)
4. Participation and involvement in community programs. / 10
Proposal Fee / 20
6. FEATURES
All areas enumerated below must be addressed. Any section or questions left unanswered shall make the response incomplete and such response shall not be considered.
2. Executive Summary, including a brief description of your organization’s history and accomplishments.
3. Scope of Services, to include a description of services to accomplish the expected scope of services outlined above. Indicate steps or phases of service, what specific objectives will be met and how those objectives are to be measured. Include a description of specific methodologies and materials to be used.
4. Proposals. This section should present the vendor’s Proposals, experience, and performance in meeting the requirements stated herein, and must include:
a. Full Facility Name, Address, and Telephone Numbers(s).
b. Current organizational profile, with summary of Proposals of key individuals.
c. List of references.
d. Cost Proposals.
e. Responses must include proposed terms and conditions associated with the equipment component of your response and all related items (software, license fees, service contract, etc.).
5. Signatures. Required signed documents
It is absolutely essential that these three documents be signed. Failure to execute any of these will result in rejection of your response.
a. Response Agreement
b. Conflict of Interest Questionnaire
c. Public Integrity Disclosure
6. Selection Timetable
A. This table is tentative and subject to change.
Item / Target Date For CompletionRFP Issued / March 21, 2016
Written Comments Deadline / April 5, 2016 by 2:00 pm MST
Responses Due / April 12, 2016 by 12:00 pm MST
B. Offerors may be asked to participate in one or more of the following steps:
1. It is estimated that the overall evaluation/selection process may take from three (3) to six (6) weeks.
2. Offerors will be asked to provide references and assist with the coordination of reference call checks upon request.
3. Offerors will be asked to make contract negotiation decisions promptly and within short notice.
C. Any questions or concerns about the timetable should be communicated in writing immediately upon receipt of the RFP. (No phone calls.)
D. Failure to meet the delivery dates as outlined above may be basis for disqualifications of your proposal.
6. PROCEDURE
PLEASE NOTE:
Deviation from any of the following procedures may result in rejection of proposals submitted which contain such deviation(s).
Please pay special attention to the items highlighted below.
A. Submission of Proposal
1. All RFP will be issued by the Materials Management department of University Medical Center of El Paso. All responses must be received by that department.
2. All communications regarding the RFP must be clearly marked on the outside of the envelope / package to indicate: “Ground Ambulance Services RFP # 850-03/16-001”
All proposals must be sent in a sealed envelope / package to:
Liliana Guerrero
Contracts Administrator
University Medical Center of El Paso
4815 Alameda Avenue, El Paso, TX 79905
3. Manuals or other bound documentation that supports claims of capability should accompany the response but may be packaged separately. Five (5) copies of the response must be submitted, along with one (1) electronic version of the RFP proposal (in Microsoft Word™) on CD. One copy must have original signatures, labeled “Original” and the rest of the copies may have photocopied signatures. The electronic copy must be editable and an exact copy of the original paper copy.