1 I. PROJECT INTRODUCTION: REQUEST FOR PROPOSAL (RFP) AMBULANCE SERVICES TO PROVIDE SERVICE IN THE AREA COVERED BY THE PLEASANT VALLEY AMBULANCE DISTRICT (OCTOBER, 2012) The Town of Pleasant Valley, Dutchess County, New York, is interested in receiving proposals from professional and qualified Ambulance Service Providers, which includes the provision of Advanced Life Support Care (ALS) and Basic Life Support Care (BLS). If you are interested in providing the services described above, please submit ten (10) hard copies and one electronic copy of your proposal and qualifications by 12:00 noon on November 7, 2012, to Margaret Hart, Town Clerk, Town Hall, 1554 Main Street, Pleasant Valley, New York 12569; address fax number (845) Questions regarding this RFP should be submitted in writing to the Town Clerk, Margaret Hart at least ten (10) days prior to the above mentioned submission date. The Town reserves the right to interview contractors prior to awarding a contract. The Town intends to negotiate and award a contract no later than December 12, 2012 Town Board meeting to be effective January 1, 2013.
2 II. PROJECT BACKGROUND: Town of Pleasant Valley seeks to contract for ambulance services to serve the territory covered by the Pleasant Valley Fire District, which includes the entire Town of Pleasant Valley and the Pleasant Valley Ambulance District and a portion of the Town of Hyde Park, which is the subject of the Quaker Lane Ambulance District. The territory of the Pleasant Valley Fire District is currently supported by contractual obligation and volunteer services. III. TERM AND PRICE: The initial contract terms shall be for one (1) year commencing January 1, 2013, with two (2), one (1) year renewals at the option of the municipality. The proposal shall ba a fixed amount for each year payable in twelve (12) monthly installments following the end of each month. All. personnel, supplies, capital equipment and business expenses shall be the responsibility of the contractor. IV. CERTIFICATE OF AUTHORITY: The successful contractor must provide a certificate of authority to provide ambulance services in the geographic area in Pleasant Valley. V. SCOPE OF SERVICES: The Contractor will be responsible for providing any required ambulance services five (5) days per week, twelve (12) hours per day, Monday through Friday 5:00 a.m. to 5:00 p.m. The Contract shall provide Basic Life Support and Advanced Life Support ambulance services as defined in Section 3001 of the Public Health Law for the purposes of treating and transporting
3 sick or injured persons found within the boundaries of the coverage area to a local area hospital specified by the person, if appropriate, or the appropriate Hospital dictated by Department of Health protocols. The Contractor shall provide and maintain, at its own cost and expense, State certified ambulances and other equipment necessary to provide Advanced Life Support Ambulance service. Contractor will provide sufficiently trained and experienced personnel to maintain, operate and administer the ambulance service required under the proposal. The proposal shall specify the contractor s intended response times to be incorporated into the contract, with penalties for non-compliance. The proposal shall identify the company s intended staffing, training and certification of staff and age, condition and replacement periods for machinery and equipment. VI. HOUSING: The Contractor shall identify what facilities/building or housing it will require. The Town will not provide housing. VII. INSURANCE: The Contract shall provide insurance at a minimum to meet the following standards:
4 The Contractor, at its own cost and expense, shall keep in force during the term of this agreement, with an insurance company or insurance companies authorized to do business in the State of New York, a policy or policies of insurance for the following coverage and amounts: GENERAL LIABILITY: $1,000, per occurrence $3,000, General Aggregate MALPRACTICE LIABILITY: $1,000, per occurrence $3,000, General Aggregate CONTRACTUAL LIABILITY: Included in the above shall be coverage for Contractor's liability under the indemnification provisions of this Agreement. AUTOMOBILE LIABILITY: To cover owned, hired and non-owned automobiles $ 1,000, liability; $ 1,000, personal injury protection UMBRELLA LIABILITY: $10,000, above the foregoing limits. WORKERD COMPENSATION: Statutory Coverage. *All limits shown are combined single limits. In all above policies, the Town, and all of the Town s elected and appointed officers, employees, volunteers and / or agents (the Town Parties ) shall be named as an additional insured
5 on a primary basis. The Contractor will furnish Certificates of Insurance for the foregoing coverage and amounts, with a directive to the insurance companies to give the Town thirty (30) days prior written notice if such policy or policies are to be canceled. VIII. CERTIFICATE OF AUTHORITY: The successful contractor must provide a certificate of authority to provide ambulance services in the geographic area of Pleasant Valley and Hyde Park, Dutchess County, New York. IX. REFERENCES: The proposal shall identify similar municipalities where the contractor has undertaken to perform similar services in the past (ten (10) years and list at least three (3) municipal references. X. STAND-BY COVERAGE: The contractor is expected to provide stand-by coverage at all Town functions attended by 500 or more people and any other Town function upon request. XI. OPTIONS: It is understood that the contractor needs to respond to a mutual aid request from Dutchess E-911 under the Dutchess County Mutual Aid Agreement. The contractor shall provide back-fill, seamless coverage to the Town, whenever an ambulance is dispatched to a call in the territory of the Pleasant Valley Fire District, or such other call outside of the territory at the direction of Dutchess E-911.
6 XII. ACCEPTANCE OF PROPOSALS: The Town reserves the right, at its sole discretion, to: Accept any proposal it chooses and negotiate with one or more applicants to derive a contractual outcome, which may differ from the original RFP. The Town is not bound to accept any proposal. The lowest price proposal will not necessarily be accepted. The Town reserves the right to vary the requirement of the RFP or any subsequent communication or correspondence to any or all RFP presents. XIII. AUTHORIZATION: The Town Supervisor has authorized Dutchess County E-911 to release call data upon request of the interested contractor.
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