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HomeMy WebLinkAboutR-98-0678J-98-708 7/1/98 RESOLUTION NO. 9 8- 678 A RESOLUTION, WITH ATTACHMENT(S), AUTHORIZING THE CITY MANAGER TO ISSUE A REQUEST FOR PROPOSALS ("RFP"), IN SUBSTANTIALLY THE ATTACHED FORM, TO SOLICIT PROPOSALS FROM QUALIFIED PERSONS, FIRMS, OR HEALTH CARE ORGANIZATIONS TO PROVIDE MEDICAL DIRECTION SERVICES FOR THE EMERGENCY MEDICAL SERVICES ("EMS") DIVISION OF THE DEPARTMENT OF FIRE - RESCUE; FURTHER DIRECTING THE CITY MANAGER TO PRESENT THE MOST ADVANTAGEOUS PROPOSAL TO THE CITY COMMISSION FOR ITS REVIEW AND CONSIDERATION. WHEREAS, it is necessary for the Department of Fire -Rescue seek a qualified person, firm, or health care organization ("Proposer") to provide Medical Direction Services for its Emergency Medical Services ("EMS"); and WHEREAS, the successful Proposer shall provide medical direction for a State of Florida licensed Advanced Life Support ("ALS") EMS provider; and WHEREAS, the successful Proposer shall designate an individual who shall act as Medical Director; and WHEREAS, the successful Proposer shall be available 24 hours a day, 365 days a year, to answer system questions of an emergent ATTACHMENT (S) CONTAINED CITY comasmo iy ETMG CW JUL 14 44w1wift N& 98 - 678 or immediate nature; and WHEREAS, the City Manager and the Director of Fire -Rescue recommend that a Request for Proposals ("RFP") process be implemented to obtain said services; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The recitals and findings contained in the Preamble to this Resolution are hereby adopted by reference thereto and incorporated herein as if fully set forth in this Section. Section 2. The City Manager is hereby authorized to issue a Request for Proposals ("RFP"), in substantially the attached form, to solicit proposals from qualified persons, firms, or health care organizations to provide Medical Direction Services for the Emergency Medical Services Division of the Department of Fire -Rescue. Section 3. The City Manager is hereby directed to present the most advantageous proposal to the City Commission for its review and consideration. Section 4. This Resolution shall become effective - 2 - 9 8 - 61' 8 immediately upon its adoption and signature of the Mayor.1/ PASSED AND ADOPTED this 14th - day of July 1 1998. JOE CAROLLO, MAYOR In accordance with Miami Ccyla Sec. 2-36, since, Vhp klslcr did, nrl this legislation by signing it in the designated P4'v'.'!? pt-")vi'*" becomes effective with the elapse of ten (10-) day,- frarn the dam, 61 Ew'zi!'rl r exer isi eto. ATTEST: regarding same, without the Mayor WafteW-F-dWhan, City Clerk WALTER J. FOEMAN CITY CLERK S : If the Mayor does not sign this Resolution, it shall become effective at the end of ten calendar days from the date it was passed and adopted. If the Mayor vetoes this Resolution, it shall become effective immediately upon override of the veto by the City Commission. - 3 - 98- 678 Miami City of �► ro Request.for Proposals Q RFP Purchasing Department Judy S. Carter, Director Miami Riverside Center 444 SW 2nd Avenue, 6°h Floor Miami, Florida 33130 Web Site Address: htty://ci.miami.fl.us/ Proposal Data RFP Number: 97-98-1 16 Commodity Code: 990-37 Commodity Title: MEDICAL DIRECTION SERVICES FOR EMS Type of Purchase: Three (3) Year Contract with OTR for Two (2) Additional Two (2) Year Periods M/WBE Set -Aside: N/A Sr. Buyer: Marva L. Wiley Buyer Phone: 305-416-1921 Fax: 305-416-1925 E-Mail Address:_ purchase@ci.miami.fl.us Issue Date: July xx, 1998 Pre -Proposal Conference: N / A Proposal Submission Deadline Day/Date: Wednesday, Time: 10:00 A.M. Location/Mail Address: Office of the City Clerk City Hall 3500 Pan American Drive Miami, Florida 33133-5504 Directions: FROM THE NORTH: 1-95 SOUTH UNTIL IT TURNS INTO US1. US SOUTH TO 27TH AVE., TURN LEFT, PROCEED SOUTH TO SO. BAYSHORE DR. (3RD TRAFFIC LIGHT), TURN LEFT, 1 BLOCK TURN RIGHT ON PAN AMERICAN DR. CITY HALL IS AT THE END OF PAN AMERICAN DR. PARKING IS ON RIGHT. FROM THE SOUTH: US NORTH TO 27TH AVENUE, TURN RIGHT, PROCEED SOUTH TO SO. BAYSHORE DR. (3RD TRAFFIC LIGHT), TURN LEFT, 1 BLOCK TURN RIGHT ON PAN AMERICAN DR. CITY HALL IS AT THE END OF PAN AMERICAN DR. PARKING IS ON RIGHT. RFP Content Sections 1.0 Introduction 2.0 Specifications/Scope of Work describing what is needed 3.0 General Terms and Conditions that are general in scope 4.0 Contractual Terms and Conditions related to Proposed Contract 5.0 Instructions and Evaluation Process for this RFP 6.0 Response forms and Check List to be completed, signed and submitted with Proposal Sealed written Proposals must be received by the City of Miami, City Clerk's Office, no later than the date, time and at the location indicated above for the Proposal Submission. Submittal of Response by fax is not acceptable. Seven 7 co ies of your proposal and response forms must be returned to the City or your proposal may be disqualified. NOTE: This RFP does not constitute an order for the goods or services specified. The number of copies requested in this RFP together with completed Response Forms must be returned. • • City of Aliamr, Florida Medical Director RFP 9'48-116 PUBLIC NOTICE Sealed Proposals will be received by the City of Miami City Clerk at his office located at City Hall, 3500 Pan American Drive, Miami, Fla. 33133 for the following: RFP No. 97-98-116: The City of Miami ("City") is seeking proposals from a qualified person, firm, or health care organization ("Proposer") to provide Medical Direction Services to the Department of Fire -Rescue for its Emergency Medical Services (EMS). Commencing October, 1998. SUBMISSION DATE: July xx, 1998 at 10:00 a.m. This Request for Proposals (RFP) is available upon request at the City of Miami, Purchasing Department, 444 S.W. 2 Avenue, Sixth Floor, Miami, Florida 33130. The telephone number is (305) 416-1921 or (305) 416-1900. Page 2 gg- 678 ('ia ,,/ thami. Florida Medical Director RFP 9--9,1-116 1.0. INTRODUCTION FOR REQUEST FOR PROPOSALS 1.1. Invitation Thank you for your interest in this Request for Proposals ("RFP") process. The City of Miami, through its Purchasing Department, invites responses from a qualified person, firm, or health care organization, which offer to provide state -mandated Medical Direction Services to the Department of Fire -Rescue for its Emergency Medical Services (EMS) and is described in greater detail in Section 2.0: Specifications / Scope of Work. 1.2. Term Of Contract The Successful Proposer will be required to execute a contract with the City, which shall include, but not be limited to, the following terms: a) The initial term of the contract shall be for two (2) years, commencing on the date established in the contract. The City shall have the option to extend the Contract for two (2) additional two (2) year periods, at its sole discretion and at the same terms, conditions, and pricing. Proposer will be given at least sixty (60) days prior written notice. b) Extension of the term of the Contract beyond the initial period is an option of the City to be exercised in its sole discretion and which does not confer any rights upon the Proposer. c). The City shall have the right to terminate the Contract, for any reason whatsoever or at any time, upon the sole discretion of the City. 1.3. Business Objective City of Miami, Florida ("City"), a municipal corporation of the State of Florida, is soliciting responses to obtain a Successful Proposer to provide Medical Direction Services which may be a qualified person, firm, or health care organization. 1.4. Introduction Proposer must pay careful attention to all requested items contained in this "Competitive Sealed Proposal," hereinafter referred to as Request for Proposals (RFP). Proposers are invited to submit proposals in accordance with the requirements of this RFP. Please read the entire package before proposing. Proposers shall make the necessary entry in all blanks provided for the responses. The entire set of documents constitutes the RFP. The Proposer must return this document with all information necessary and in the same order in which it was issued for proper analysis of Proposer's response in total. Proposer's notes, exceptions, and comments may be rendered on an attachment, provided the same format of this RFP text is followed. All proposals shall be returned in a sealed envelope with the RFP number and opening date clearly visible on the outside of the envelope. Proposers must provide a response to each requirement of this RFP. Proposals should be prepared in a concise manner with an emphasis on completeness and clarity. Page 3 98- 678 ( av, of lhamr. Honda Medical Director RFP 9'-98- / 16 1.5. Award of Contract An award may be made to the Proposer whose proposal is determined to be the most advantageous to the City, taking into consideration price and the evaluation factors set forth in the Request for Proposals. 1.6. Changes / Alterations Proposer may change or withdraw proposal in writing at any time prior to proposal submission deadline. No oral modifications will be considered. 1.7. Lower Tier Physicians A lower tier physician is a person or firm who enters into a contract with the Successful Proposer for Tier 2 and Tier 3 to assist in the performance of medical direction services under City of Miami's three (3) tier system as required under this RFP. Lower tier physicians shall be selected by Medical Director and paid by Successful Proposer to perform the duties set forth in this RFP. 1.8. Contract Execution A contract may be negotiated and executed between the Successful Proposer and the City. 1.9. Discrepancies, Errors, and Omissions Any discrepancies, errors, or ambiguities in the RFP or addenda (if any) should be reported in writing to the City's Purchasing Department. Should it be necessary, a written addendum will be issued and incorporated as a part of the RFP. The City will not be responsible for any oral instructions, clarifications, or other communications. 1.10. Disqualification The City reserves the right to disqualify proposals, before or after the submission date, upon evidence of collusion with intent to defraud, illegal practices, or any other reason, on the part of the Proposer. 1.11. Proposal Receipt Sealed proposals will be accepted in accordance with the instructions and date detailed on the cover of this RFP. After that date and time, proposals will no longer be accepted. The Proposer shall file all documents necessary to support its proposals and include them with its proposal. Proposers shall be responsible for the actual delivery of proposals during business hours to the address indicated on the cover and in the RFP. It shall not be sufficient to show that the proposal was mailed in time to be received before scheduled submission date and time for receipt of proposals. 1.12. Capital Expenditures Any capital expenditure that the Successful Proposer makes, in order to perform the services required by the City in this RFP, should be considered a business risk which the Successful Proposer shall include in Page 4 98- 678 Cuv of .Vfiami. Florida Medical Direction Services RFP 9'-98-116 its proposed price. The City shall not pay or reimburse any capital expenditures or any other expenses. incurred by Proposer in anticipation of a contract award. 1.13. RFP Process Milestones The anticipated schedule for this RFP and subsequent Contract is as follows. All dates are tentative and subject to change. • RFP available for distribution....................................................................... July xx, 1998 • Due date for Questions............................................................................................. July xx, 1998 • Proposal Due Date..................................................................................... August xx, 1998 • Initial Meeting of Evaluation Committee............................................................... August xx, 1998 • Oral Presentations, if applicable................................................................. August xx, 1998 • Recommendation from Evaluation Committee to City Manager ........................... August xx, 1998 • Recommendation from the City Manager to the City Commission ....................... August xx, 1998 • City Commission Approval of Rankings/Contract Execution ..................................... September xx, 19, Page 5 98- 678 C11V ofAllaml. Florida Medical Director RFP 9'-98-I16 2.0. SPECIFICATIONS / SCOPE OF WORK This Request for Proposals (RFP) by the City of Miami (City) seeks a qualified person, firm, or health care organization (Proposer) to provide Medical Direction Services to the Department of Fire -Rescue for its Emergency Medical Services (EMS). The Successful Proposer will provide medical direction for a State of Florida licensed Advanced Life Support (ALS) EMS provider, and must do so in compliance with all requirements of Florida Statutes (FS), Chapters 458 and 401, and Florida Administrative Code (FAC), Chapter 64E-2, as they pertain to an ALS EMS provider and its medical direction. The City intends to secure medical direction services under a 3 tier system as follows: Tier 1: Medical Director Successful Proposer shall designate an individual who will act as Medical Director and who shall have the following responsibilities: • Supervise and accept direct responsibility for the medical performance of the City's paramedics and emergency medical technicians (EMT's), as required in Florida Statute §401; • ' Select the physicians described in Tier 2 and Tier 3 for 24 hour on-line medical control; • : Ensure the satisfactory performance of Tier 2 and Tier 3physicians; • Bar from further participation in the performance of medical direction services resulting from this RFP any lower tier physicians who fail to perform in a manner commensurate with the expectations of the City upon appropriate notice from the City; • Develop and sign medically correct standing orders (treatment protocols) for ALS and BLS care, and medically -related policies and procedures, and subsequently review such policies and procedures to ensure correctness at least every 2 years; • Be available (or designate an alternate physician during periods of unavailability) 24 hours a day, 365 days a year, to answer system questions of an emergent or immediate nature; • Direct and participate as a member of the City's Quality Management Program (QMP). Such participation will require attendance at a minimum of 40 meetings per year (average duration is 2 hours); • Participate as a member of the Medical Priority Dispatch System's (MPDS) Steering Committee, and attend its meetings. MPDS Committee has 4-6 meetings per year, each with an average duration of 2-3 hours; • Direct the City's MPDS Quality Assurance Program (QAP) which monitors the dispatching of EMS units; • Attend and actively participate in a majority of the State of Florida's Quarterly EMS Meetings, particularly those meetings regarding the development of State policies and procedures, legislation and proposed legislation review, etc. Issue a report to the City on issues relevant to it; • Participate in an ongoing program of Protocol Testing of all system paramedics; Page 6 t78— 6r�08 C'1n u/ harm. Florida Medical Director RFP 9'•98-I16 • Participate in the Infection Control Program and aid in the development of the program's policies and procedures; • Provide prescriptions and authorization for all medications and medical equipment, including controlled substances; • Obtain a Drug Enforcement Agency (DEA) license for a City of Miami's Department of Fire -Rescue location to be identified at later date; • Develop and revise, when necessary, Trauma Transport Protocols to comply with the State of Florida requirements; • Evaluate and approve continuing education hours for re -certification of paramedics, EMT's, and Emergency Medical Dispatchers (EMD's); • Consult with Department on medically -related issues for EMS personnel (e.g. policy development on issues such as Dive Team or Hazardous Materials Team medical evaluations) , on an as needed basis; and • Perform such other duties as may be negotiated or required. The Village of Key Biscayne receives its Medical Direction Services from the City of Miami. Therefore, the Medical Director shall have additional responsibilities relating to the needs of the Village of Key Biscayne's Department of Fire -Rescue. Medical Director must perform all services to Key Biscayne in the same manner as provided to the City in addition to the following responsibilities: • Review 100% of ALS incidents (report review and crew remediation if necessary) and completion of the Quality Assurance Form; • Review=25% of all BLS incidents (report review and crew remediation if necessary); • Meet monthly with EMS Captain (2 hours per month); • Meet biannually with the Deputy Fire Chief (2 hours each meeting); • Publish a quarterly newsletter; and • Develop new programs (2 hours per month). Minimum Qualifications for Medical Director: • Florida licensed M.D. or D.O. • Board certified or Board qualified in Emergency Medicine preferred, or Board certified or Board qualified in Internal Medicine or Family Practice with a minimum of 2 years experience as a physician in an Emergency Department in the past 5 years • Advanced Cardiac Life Support (ACLS) and Advanced Trauma Life Support (ATLS) provider certification, with instructor certification in at least one of them • Primary residence and work location within standard portable radio range of the City • Education or experience in EMS education • Minimum 2 years experience as an EMS Medical Director in the State of Florida • DEA licensed for Schedule Il, IV, and V controlled substances Page 7 98 - 678 On, o/' Nuimi. Florida Medical Director RI-T 9--98-1I6 Tier 2: Primary Response Physicians' Group The responsibilities of the Primary Response Physicians' Group are as follows: • Report to the Medical Director; • Monitor City of Miami Medical Channel radio traffic on a 24 hour per day, 365 days per year basis, either through direct radio response to each EMS call (no matter what the destination hospital), or by monitoring the Tier 3 physicians response. Tier 2 Physicians shall have responsibility to immediately override any advice given by Tier 3 physicians that is not in accord with departmental protocols; • Be available at a hospital within the jurisdiction of the City of Miami during duty hours, to answer questions from, and interact with, the City's EMS crews in reference to EMS duties; • Act in accordance with City EMS protocols, and medical policies and procedures; • Maintain a current knowledge of City EMS protocols and medical policies and procedures to the satisfaction of the Medical Director; • Ride with an EMS crew for a minimum of 4 hours prior to assumption of duties; • Train with the Medical Director for the period designated by the Medical Director prior to assumption of duties; • Develop knowledge in the operation of the City's EMS system prior to assumption of duties; and • Develop knowledge of the City's EMS protocols (standing orders) prior to assumption of duties. Minimum Qualifications of the Primary Response Physicians' Group: • Florida licensed M.D. or D.O. • Advanced Cardiac Life Support (ACLS) Provider • Active medical staff privileges at a hospital, within the corporate limits of the City of Miami Page 8 98- 6178 OrIv o%.lhami. Florida Medical Director RFP 97-98-116 Tier 3: First Response Radio Physician Group The responsibilities of First Response Radio Physician Group are as follows: • Monitor and respond to City of Miami Medical Channel radio traffic on a 24 hour per day, 365 days per year basis, with medically appropriate orders, and be available by radio to on -scene EMS personnel as a resource for treatment and/or transportation questions of an immediate nature; • Train with the Medical Director prior to assumption of duties; • Be available during a tour of duty at a hospital within the jurisdiction of the City of Miami to answer questions from, and interact with, our EMS crews in reference to their duties; • Maintain a current knowledge of City EMS protocols and medical policies and procedures to the satisfaction of the Medical Director; • Develop knowledge in the operation of the City's EMS system prior to assumption of duties; and • Develop knowledge in the City's EMS protocols (standing orders) prior to assumption of duties. Minimum Qualifications of First Response Radio Physician Group: • Active medical staff privileges,, if individually licensed, or residency in good standing with an accredited training program, at a hospital within the corporate limits of the City of Miami • M.D. or D.O. with either an individual Florida Medical License or licensed under a hospital license for physicians in an accredited residency training program. Physicians in residence must have entered their 2nd year of residency. Page 9 9$- 678 C-itti- of thami. Florida Medical Director K/•P 9'-9.1-//6 In addition to selecting the Medical Director, the Successful Proposer shall have the responsibility to: • Remunerate the Medical Director and the physicians described in Tier 2 and Tier 3; • Schedule Tier 2 and Tier 3 physicians to ensure adequate coverage, and, prior to the Pt of every month, supply the City with a work schedule of the Tier 2 physicians for that month; • Document and supply education, training, and quality management credentials for all physicians described in Tier 2 and Tier 3; • Provide facility support to enable the Medical Director to train EMS staff, as appropriate; and • Provide such other administrative support to Medical Director as may be required to perform the medical direction services. The City shall have the responsibility to: • Pay the Successful Proposer, as compensation for services, the negotiated amount; • Ensure that all paramedical and Emergency Medical Technician personnel assigned to advanced life support vehicles will be approved by the Medical Director and the Fire Department; • Provide the Medical Director a list of equipment carried on the advanced life support vehicles which shall be in accordance with the equipment required by regulations of the Department of Health and Chapter 401 of the Florida Statues; • Carry said equipment on all EMS vehicles used. In the event the Medical Director determines that the equipment listed does not meet the requirements of the regulations, the City agrees that it will immediately take the necessary action to bring the equipment carried, on the advanced life support vehicles into compliance with the regulations; • Provide the Medical Director with the personnel needed in each division to support training of EMS personnel (paramedics, EMT's, EMD's), to support protocol development and review in conjunction with the Medical Director, and to provide Quality Assurance review in each division in keeping with regulations of the Department of Health, Florida Administrative Code 10-D-66 and Florida Statute 401. • Provide and maintain a radio communication system that assures effective and uninterrupted radio communication capability between EMS personnel and the designated radio physician. • Provide legal services, to the extent appropriate, as may be required by the Medical Director in the performance of his/her responsibilities. Page 10 ( *rrv, o/ llitrmt. hlorida Alydrecil Director Rl•P 9'-'M-I Ib 3.0. GENERAL TERMS AND CONDITIONS 3.1. Acceptance/Rejection The City of Miami reserves the right to accept or reject any or all proposals or to select the Proposer, who in the opinion of the City, will be in the best interest of and/or the most advantageous to the City. The City also reserves the right to reject the proposal of any Proposer who has previously failed to properly perform under the terms and conditions of a contract, to deliver on contracts of a similar nature in a timely fashion, and who is not in a position to perform the requirements of this RFP. The City reserves the right to waive any irregularities and technicalities and may, at its discretion, withdraw and/or re -advertise the RFP. 3.2. Approval by Emergency Financial Oversight Board The State of Florida has appointed an Emergency Financial Oversight Board (Oversight Board) which is empowered to review and approve all City of Miami contracts. As a result, contracts shall not be binding on the City until such time as they have been approved by the Oversight Board. 3.3 City Not Liable for Delays It is further expressly agreed that in no event shall the City be liable for, or responsible to, the Medical Director, any lower tier physician, or to any other person for, or on account of, any stoppages or delay in the work herein provided for by injunction or other legal or equitable proceedings or on account of any delay for any cause over which the City has no control. 3.4. Contact Person The contact person for this RFP is Ms. Marva L. Wiley, Assistant to the Director, Department of Purchasing, who can be reached at (305) 416-1921 or (305) 416-1900. 3.5. Contract Award And City's Rights The proposals will be evaluated by an Evaluation Committee ("Committee") appointed by the City Manager, comprised of appropriate City staff and members of the community, as deemed necessary, with the appropriate experience and/or knowledge. The City shall evaluate each proposal based upon the evaluation criteria established herein (the "Evaluation Criteria"). A Proposer may receive the maximum number of available points or a portion of this score depending on the merit of its proposal, as evaluated by the Committee. The City, in its sole discretion, may request one (1) or more Proposers to make oral presentations before the Committee as part of the evaluation process. The Committee shall submit its recommendation to the City Manager for acceptance. The City Manager shall make his recommendations to the City Commission requesting the authorization to negotiate with the recommended Proposer who is deemed the most advantageous and who best serves the needs of the City. No Proposer shall have any rights against the City arising from such negotiations or termination thereof. Page l l 98- 678 Cttt o/ thami, Florida Medical Director /Z1.1' 9--98-116 The City reserves the right to enter into contract negotiations with the selected Proposer. If the City and the Proposer cannot negotiate a successful contract, the City may terminate said negotiations and begin negotiations with another selected Proposer(s). This process will continue until a contract acceptable to the City has been executed or all proposals are rejected. The City reserves the right to negotiate with each responsible and responsive Proposer. No Proposer shall have any rights against the City arising from such negotiations or termination thereof. The decision to award a contract shall be made by the City Commission. The contract shall be in form and substance acceptable to the City. The City Commission's decision of whether to make the award(s) and to which Proposer(s) shall be final. While the City Commission may direct that the City enter into a contract with a Proposer(s), said Contract may be conditional on the subsequent submission of other documents within the time and in the manner specified in the contract. The Successful Proposer(s) shall acquire no vested rights by virtue of its selection or recommendation by the Evaluation Committee. No rights at all shall accrue to the benefit of the Successful Proposer(s) until the Contract is executed by both parties. The City reserves the right to reject any or all proposals, in whole or in part, and/or make award to one or more Proposers, whichever is deemed to be in the City's best interests. The City also reserves the right to waive any informalities, irregularities and technicalities in procedure at its sole discretion. The City shall prepare and present the Contract for execution to the Successful Proposer. 3.6. Cost Incurred By Proposers All expenses involved with the preparation and submission of proposals to the City, or any work performed in connection therewith shall be borne by the Proposer(s). 3.7. Inquiries Any questions regarding this Proposal should be directed in writing via mail or fax to the Chief Procurement Officer (Director of Purchasing) 444 S.W. 2nd Avenue, 6' Floor, Miami, Florida 33130. Proposers requiring clarification or interpretation of the RFP shall make a written request to the Chief Procurement Officer on or before the close of business Wednesday, July xx, 1998. The person or firm submitting the request will be responsible for its timely delivery. Written responses will be compiled and shall be issued only in addendum format and distributed to all potential Proposers. Any questions regarding the process may be addressed to Ms. Marva L. Wiley, Assistant to the Director, Department of Purchasing, at telephone (305) 416-1921, fax (305) 416-1925, or e-mail. 3.8. Legal Requirements This UP is subject to all applicable Federal, State, county and local laws, ordinances, rules and regulations that in any manner affect any and all of the services covered herein. Lack of knowledge by the Proposer shall in no way be cause for relief from responsibility. Page 12 98- 6"18 Cjty o/ tla ent, Florida Atedical Director R/•P 9-48-//6 3.9. Minority / Women Business Enterprise M/WBE) Program Ordinance No. 10062, as amended, entitled the Minority and Women Business Affairs and Procurement Ordinance of the City of Miami, Florida sets forth "...a goal of awarding at least 51 percent of the City's total annual dollar volume of all expenditures for all goods and services, to Black, Hispanic and Women minority business enterprises on an equal basis." A minority business enterprise is defined as a business firm "...in which at least 51 percent of said enterprise is owned by Blacks, Hispanics, or Women and whose management and daily business operations are controlled by one or more Blacks, Hispanics or Women." To achieve the goal established by Ordinance 10062, vendors doing business with the City are encouraged to include minority firms as participants in their proposals. Acceptable ways for minority participation in this Proposal are: 1. Proposers Certified by the City of Miami as M/WBE prior to proposal submission 2. Proposers who include minority/female-owned firms for performance at lower tiers. 3. Proposers who have key professional staff members who are minorities and/or females assigned to key positions for this engagement. For the purposes of this RFP, a M/WBE certified entity is one which has been certified by the City of Miami as a Black, Female, or Hispanic business enterprise prior to proposal submission. Entities which are M/WBE certified by the Miami -Dade County, Miami -Dade County Public Schools or the State of Florida, any of its agencies, municipalities, or political subdivisions must also meet the City of Miami's M/WBE certification requirements. Proposers may contact the City Clerk's Office for copies of Ordinance No. 10062 and amendments. The Purchasing Department will provide the necessary forms and instructions upon request. Please contact the Office of Minority/Women Business Affairs at (305) 416-1921. Each Proposer shall also submit along with the Proposal an Affirmative Action Policy (AAP). 3.10. Payment No payment shall be made by the City until the Successful Proposer has commenced service(s). Any schedules for payment to the Successful Proposer will be negotiated and delineated in the executed contract. 3.11. Non -Appropriation of Funds In the event no funds or insufficient funds are appropriated and budgeted or funding is otherwise unavailable in any fiscal period for payments due under the contract, then the City, upon written notice to the Successful Proposer of such occurrence, shall have the unqualified right to terminate the contract without any penalty or expense to the City. Page 13 98 - 678 Cttv of Miami, Hiprtdu Medical Dtrector RFP 9'-9N-//h 3.12. Occupational License Requirement Any Proposer with a business location in the City of Miami who submits a Proposal under this RFP shall meet the City's Occupational License Tax requirements in accordance with Chapter 3 1.1 of the City Code of the City of Miami. Proposers with a business location outside the City of Miami shall meet their local Occupational License Tax requirements. A copy of the license must be submitted with the Proposal, however, the City may, at its sole discretion, allow the Proposer to supply the license to the City during the evaluation period, but prior to award. 3.13. One Proposal Only one (1) Proposal from an individual, firm, partnership, corporation or joint venture will be considered in response to this RFP. If it is found that a Proposer or Proposer's designated Medical Director is included as a team member for more than one (1) Proposal, all Proposals which include such Proposer shall be rejected by the City. 3.14. Vendor Registration It is the policy of the City that all prospective Proposers complete a "Vendor Application" indicating the commodities/services -which the Proposer can regularly supply to the City for inclusion on the City's Proposer/bidder's list. Should a prospective Proposer not be currently listed on the City's Proposer/bidder's list, a Vendor Application will be enclosed with the RFP package. Proposers who have already. submitted an application and secured a Vendor number from the City are not required to submit a new Vendor application. For any questions, contact the Vendor Registration Section at (305) 416-1913. Failure. -to complete a vendor application may result in Proposer being deemed non -responsive. 3.16. Public Entity Crimes A person or affiliate who has been placed on the convicted Proposer list following a conviction for a public entity crime may not submit a Proposal on a contract to provide any goods or services to a public entity, may not submit a Response on a contract with a public entity for the construction or repair of a public building or public work's project, may not submit a Response on a lease of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017 of Florida Statutes for Category Two for a period of 36 months from the date of being placed on the convicted Proposer Iist. 3.17. Resolution of Protests Any Proposer who feels aggrieved in connection with the solicitation or award of a contract may protest in writing to the Chief Procurement Officer (Purchasing Director) who shall have the authority, subject to the approval of the City Manager and the City Attorney, to settle and resolve a protest with final approval by the City Commission. Ordinance No. 11072 describes the protest procedures and is included in this RFP. Protests failing to meet the requirements for filing shall not be accepted. Failure of a party to timely file shall constitute a forfeiture of such party's right to file a protest. Page 14 City o/'.Niami, Florida ,Medical Director RFP 9--98_ l l h 3.18. Review of Proposals for Responsiveness Each proposal will be reviewed to determine if it is responsive to the submission requirements outlined in the RFP. A "responsive" Proposal is one which follows the requirements of the RFP, includes all documentation, is submitted in the format outlined in the RFP, is of timely submission, and has appropriate signatures as required on each document. Failure to comply with these requirements may deem a proposal non -responsive. A responsible Proposer is one that has the capability in all respects to fully perform the requirements set forth in the proposal, and that has the integrity and reliability which will assume good faith performance. 3.19. Sales Tax The City of Miami is State Sales Tax exempt. Notwithstanding, Proposers should be aware of the fact that all materials and supplies which are purchased by the Proposer for the completion of the contract is subject to the Florida State Sales Tax in accordance with Section 212.08 Florida Statutes amended 1970 and all amendments thereto and shall be paid solely by the Proposer. 3.20. Use of Name The City is not engaged in research for advertising, sales promotion, or other publicity purposes. No advertising, sales promotion or other publicity materials containing information obtained from this proposal are to be mentioned, or imply the name of the City, without prior express written permission of the City. Page 15 98- 678 Cav ofAhamt, Florida Medical Director R1•1' 9'-9X-1/ 6 4.0. SPECIAL PROVISIONS of PROPOSED CONTRACT 4.1. Authorization Upon authorization of the City Commission, the City Manager or designee shall negotiate all aspects of a Contract with the selected Proposer. The City Attorney's Office will provide assistance to the City Manager or designee during the negotiation of the contract and must approve the Contract as to legal form and correctness prior to the City Commission's authorization for the execution of the contract by the City Manager. Moreover, the State of Florida has appointed an Emergency Financial Oversight Board (Oversight Board) which is empowered to review and approve all City of Miami contracts. As a result, contracts shall not be binding on the City until such time as they have been approved by the Oversight Board. The contract shall comply with all applicable laws, City Charter, and code provisions. 4.2. General The contract shall address, but not be limited to, the following terms and conditions: 4.2.1. Amendments to the Contract The City Manager shall have sole authority to amend the Contract on behalf of the City. 4.2.2. Approvals Notwithstanding anything herein which may be to the contrary, all approvals or consents require&- or permitted pursuant to.the Contract shall be in writing in order to be considered valid and effective: 4.2.3. Assignment Of Contract Successful Proposer shall not assign or subcontract the Contract, or any portions thereof, or any part of his/her operations, without of written permission granted by the City through the City Manager, in the City's sole discretion. 4.2.4. Audit Rights and Records Retention Successful Proposer agrees to provide access to the City, or any of its duly authorized representatives, to any books, documents, papers, and records of the contractor which are directly pertinent to this Agreement, for the purpose of audit, examination, excerpts, and transcriptions. Successful Proposer shall maintain and retain any and all of the aforementioned records for three (3) years after the City makes final payment and all other pending matters are closed. 4.2.5. Cancellation The City, by written notice, may terminate the Contract, in whole or part, when such action is in the best interest of the City. If the Agreement is so terminated, the City shall be liable only for payment for services rendered prior to the effective date of termination. Page 16 C•rty oftliumt. h7uridu Aledicul Director RFP 9'•9,y_/ 16 4.2.6. Compliance With Orders And Laws Medical Director shall comply with all local, state, and federal directives, ordinances, rules, orders, and laws as applicable to this RFP and the services to be rendered hereunder including, but not limited to: 4.2.6.1 Executive Order 11246, which prohibits discrimination against any person because of factors such as, but not limited to, race, creed, color, national origin, sex, or age with regard to, but not limited to, the following: employment practices, rate of pay or other compensation methods, and training selection. 4.2.6.2 Occupational, Safety and Health Act (OSHA), as applicable to this RFP. 4.2.6.3 The State of Florida Statutes, Section 287.133(3)(A) on Public Entity Crimes. 4.2.6.4 Minority/Women Business Affairs Enterprise (M/WBE) City Ordinances No. 10062, 10538, and 11272, as amended, as applicable to this RFP. 4.2.6.5 Americans with Disabilities Act of 1990, as amended. 4.2.6.6 First Source Hiring Agreement, City Ordinance No. 10032, as amended, as applicable to this RFP. Implemented to foster the creation of new, permanent jobs for City of Miami residents. 4.2.6.7 National Institute of Occupational Safety Hazards (NIOSH), as applicable to this RFP. 4.2.6.8 Local Preference Ordinance No. 11087, as applicable to this RFP. 4.2.6.9 Conflict of Interest, City Code, Section 2-611 & 612, as applicable to this RFP. Lack of knowledge by the Proposer will not excuse non-compliance with any local, state, and federal directives, orders, and laws may be considered grounds for termination of contract(s). Copies of the above City Ordinances may be obtained from the City Clerk's Office. 4.2.7. Conflict Of Interest If any individual member of a proposing team, or an employee of a proposing team/firm, or an immediate family member of the same is also a member of any board, commission, or agency of the City of Miami, that individual is subject to the conflict of interest provisions of the City Code, Section 2-611. The Code states that no City of Miami officer, official, employee or board, commission or agency member, or a spouse, son, daughter, parent, brother or sister of such person, shall enter into any contract, transact any business with the City, or appear in representation of a third party before the City Commission. This Page 17 0M l ilv of,%halni. F7orrdo Wedical Director Rf P 9--9,1-116 prohibition may be waived in certain instances by the affirmative vote of 415 of the City Commission, alter a public hearing, but is otherwise strictly enforced and remains effective for two years subsequent to a person's departure from City employment or board, commission or agency membership. This prohibition does not preclude any person to whom it applies from submitting a proposal. However, there is no guarantee or assurance that such person will be able to obtain the necessary waiver from the City, even if such person were the Successful Proposer. A letter indicating a conflict of interest for each individual to whom it applies shall accompany the submission package. The letter must contain the name of the individual who has the conflict; the relative(s), office, type of employment or other situation which may create the conflict; the board on which the individual is or has served; and the dates of service. 4.2.8. Contract Administrator The Contract Administrator for the contract shall be: Assistant Fire Chief Charles D. Maree 444 SW 2"d Avenue, 10'b Floor Miami, FL 33131 (305) 416-1607 4.2.9 Contract Representative The Proposal shall include the name and telephone, and/or beeper number, in the event the contract is awarded to Proposer, where the contract representative designated by Proposer can be reached daily during at least regular business hours, Monday through Friday, to address complaints and receive information as to contract performance. 4.2.10. Indemnification The Successful Proposer shall indemnify and save harmless forever the City, and all the City's agents, officers and employees from and against all charges or claims resulting from any bodily injury, loss of life, or damage to property from any act, omission or neglect, by itself or its employees; the Successful Proposer(s) shall become the defendant in every suit brought for any of such causes of action against the City or the City's officials, agents and employees related to this; the Proposer shall further indemnify City for all costs, attorney's fees, expenses and liabilities incurred in the defense of any such claims and any resulting investigation. See Sec. 6.2. Indemnification and Insurance. 4.2.11. Insurance Within ten (10) days after execution of contract, the Successful Proposer shall furnish Evidence of Insurance to the Purchasing Department. Please refer to Sec. 6.2., Indemnification and Insurance. Execution of Contract and issuance of a purchase order is contingent upon the receipt of proper insurance documents. If the insurance certificate is received within the specified time frame but not in the manner prescribed in this RFP, the Successful Proposer shall be verbally notified of such deficiency and shall have an additional five (5) calendar days to submit a corrected certificate to the City. If the Successful Proposer fails to submit the required insurance documents in the manner prescribed in this RFP, within Page 18 98- 6- Gty o% Miami. Florida ,Medical Director RFP 9--98-116 fifteen (15) calendar days after the Successful Proposer has been made aware of Commission award, the Proposer may be in default of the contractual terms and conditions. Under such circumstances, the Proposer may be prohibited from submitting future proposals to the City. Information regarding any insurance requirements shall be directed to the Risk Administrator, Risk Management Office, at (305) 416-1700. Additionally, Successful Proposer may be liable to the City for the cost of re -procuring the services, caused by Successful Proposer's failure to submit the required documents. 4.2.12. Laws, Permits, and Licenses The Proposer shall obtain and pay for any applicable licenses, permits and inspection fees as may be required for each assigned project. All work shall comply with all applicable laws and ordinances. In the event any governmental restrictions may be imposed which would necessitate alterations of the material, quality, workmanship or performance of the items offered on this proposal prior to their delivery, it shall be the responsibility of the Successful Proposer(s) to notify the City at once, indicating in his/her letter the specific item/service which requires an alteration. The City reserves the right to accept any such alteration including any price adjustment(s) occasioned thereby, or to cancel the contract at no expense or other liability(ies) to the City. Page 19 98- 678 ('iry of thami. Florida ,ltedical Director RFP 9--98-1/6 5.0. INSTRUCTIONS FOR SUBMITTING A PROPOSAL The following information and documents are to be submitted with Proposer's Response to this RFP. Failure to do so may deem your proposal non -responsive. 5.1. Instructions to Proposers The purpose of this RFP is to hire a qualified person, firm, or health care organization to provide State - mandated medical direction to the Department of Fire -Rescue for its Emergency Medical Services (EMS). Therefore, only fully capable, experienced, and qualified Proposers should submit Proposals in response to this RFP. Throughout this RFP, the phrases "will," "must," and "shall" denote mandatory requirements. Any Proposal which does not meet the mandatory requirements may be subject to immediate disqualification. When responding to this RFP, all Proposers shall adhere to the guidelines defined below. Any and all proposals that do not follow the prescribed format are subject to immediate disqualification. 5.1.1. Submission Requirements PROPOSAL FORMAT Instructions to Proposers: Proposers should carefully follow the format and instructions outlined below, observing format requirements where indicated. Proposals must contain the information itemized below and in the order indicated. Proposals submitted which do not include the following items may be deemed non -responsive and may not be considered for contract award. The response to this solicitation shall be presented in the following format. Failure to do so may be cause for proposal to be deemed non -responsive. 1. Cover Page The Cover Page should include the Proposer's name; Contact Person for the RFP; Proposer's Liaison for the Contract; Primary Office Location; Local Business Address, if applicable; Business Phone and Fax Numbers; Title of RFP; RFP Number; Federal Employer Identification Number or Social Security Number of Proposer. 2. Table of Contents Page 20 Car o/ lhami. Florida Aledrral Direrlor RFP 9--98_/16 The table of contents should outline, in sequential order, the major sections of the proposal as listed below, including all other relevant documents requested for submission. All pages of the proposal, including the enclosures, should be clearly and consecutively numbered and correspond to the table of contents. 3. Executive Summary A signed and dated summary of not more than two (2) pages containing the Qualifications, Knowledge, Experience, Past Performance, and Organization's Approach to rendering the services described in the submittal. 4. Proposer's Qualifications and Experience: • Provide date, if applicable, of Proposer's incorporation/organization; State(s) of incorporation/organization. • Describe the Proposer's organization and background, tax status, principals, owners, board of directors and/or board of trustees, and number of professionals employed, by EEO job classification, ethnicity, race and gender. Include M/WBE designation, if applicable. • Provide the number of 'years the Proposer has been in existence, if applicable; the size of the firm; the primary location of the firm and the primary geographic areas the Proposer serves. Include any additional sites that the firm may have. • Provide detailed explanation of all medical services provided, if Proposer is an entity. • Discuss Proposer's access to facilities (i.e., operating rooms, emergency rooms, classrooms) in which to train EMS staff, as may be necessary. 5. Medical Director's Qualifications and Experience Proposer shall name the individual who shall serve as Medical Director and submit the following information: • Experience of individual designated to be Medical Director in performing medical direction services; • Name the hospitals, located within the jurisdiction of the City of Miami, with which the Medical Director and/or lower tier physicians (if identified) have a relationship; • Provide a current and complete resume of individual selected to be Medical Director. Page 21 98- 6"18 ('irr u/ lliarni, Florida Atedica! Director RFP 9--98_/ 16 • Provide a copy of all medical licenses, including Medical Director's M.D. or D.O., any Board certifications, ACLS/ATLS certifications (including instructor certification in one of those), any certificates obtained for EMS education or training, and DEA licenses as provided in minimum qualifications of Tier 1. • Participation the Medical Director may have had in the development of local, regional, and state mass casualty and disaster plans or the implementation thereof • Experience in coordinating and conducting training sessions • Medical director's primary residence address and work location • Letter(s) of Reference on the letterhead of the reference's organization, reflecting experience in performing similar work in the past. This letter should contain the nature of the work performed by the individual designated to be Medical Director; the date the work was performed; value of contract, if known; quality of work performed; and the timeliness for the initiation and completion of this work. All references may be verified by the City for authenticity and quality of work performed by Medical Director. 6. Medical Director's Professional Affiflations/Legislative Involvement Explain Medical Director's history of participation; in the State of Florida's Quarterly EMS, other EMS - related organizations or physicians' professional associations, including offices held, special projects, etc. 7. Proposer's Administrative Infrastructure Proposer shall explain its administrative infrastructure and how that infrastructure will lend itself to the fluid coordination of scheduling, management of payroll, and additional administrative functions that may be required of the Successful Proposer. 8. Methodology Proposer shall detail the source from which Proposer will obtain candidates for lower tier physician positions. Additionally, the proposal should detail the methodology that Medical Director will employ to secure the lower tier physicians, the size of the pool from which the Medical Director will draw, the level of experience that the lower tier physicians are likely to have, and the date by which Medical Director will have secured the lower tier physicians in order to perform in accordance with the specifications of this RIP. Page 22 (98- 678 01Y o% .harm. Florida ,Nedica( Director RFP 9'-98-1/6 9. Cost/Fee Proposal The Proposer shall outline its costs/fees for providing the medical direction under the three (3) tier system as required in this RFP. Proposer's cost will include the cost of staffing the lower tier physicians at the levels outlined, administrative services, obtaining any facilities that may be necessary for training, and any other costs that may be encountered in performing the services outlined in this RFP. Proposer is expected to provide an itemized price list that encompasses all costs/fees associated with providing medical direction services as defined in 2.0. Specifications/Scope of Work. 10. Minority/Women Participation, if applicable For Proposers seeking M/WBE consideration in the evaluation process, Proposers must be certified by the City of Miami as M/WBE prior to proposal submission date. Additionally, the following documents must be submitted with proposal, if applicable: • City of Miami M/WBE Certificate/letter evidencing current certification status • City of Miami Minority/Business Affairs Registration Affidavit For Proposers seeking Affirmative Action consideration in the evaluation process, Proposers must provide the names of key professional staff members by race, gender and ethnicity. 11. Local Preference, if applicable • State the Primary Office Location of the Proposer. • Provide location from which the Medical Director will be based to perform the work. 12. Affidavits / Acknowledgments Proposers shall complete and submit as part of its proposal all of the following forms and/or documents: • 6.1 RFP Information Form • 6.2 Insurance Requirements • 6.3 Proposer Background Information • 6.4 Minority / Women Business Affairs Registration Affidavit • 6.5 Minority Status Information Sheet • 6.6 Affirmative Action Policy for Equal Employment Opportunity (Sample) • 6.7 Primary Office Location Affidavit • 6.8 Debarment and Suspension Certificate • 6.9 Certification of M/WBE, if applicable • 6.10 Conflict of Interest, if applicable Page 23 98- 6 71 8 CaY t)/ ,harm. Florida Medical Director RFP 97-98-I 16 5.2 Evaluation Criteria Proposals shall be evaluated based upon the following criteria: Medical Director's Qualifications and Experience 20% Proposer's Qualifications and Experience 15% Professional Affiliations/Legislative Involvement (Medical Director) 15% Cost / Fee Proposal Administrative Infrastructure (Proposer) 15% 10% Methodology of Selecting Lower Tier Physicians 10% Local Preference, if applicable Minority / Women Participation, if applicable 5.3. Response Format Seven (7) bound copies of the completed response to this RFP must be delivered to: Mr. Walter Foeman, City Clerk City of Miami Office of the City Clerk First Floor 3500 Pan American Drive Miami, Florida 33133 10% 5% Proposals received at any location other than the aforementioned or after the proposal submission date shall be deemed non -responsive. Proposals should be signed by an official authorized to bind the Proposer to the provisions given in the proposal. Proposals are to remain valid for at least 180 days. Upon award of a contract, the contents of the Successful Proposer's proposal may be included as part of the contract, at City of Miami's discretion. Proposers must provide a response to each issue. Proposals should respond in a concise manner with an emphasis on completeness and clarity. Page 24 CaY o/ ,Miami. Florida Medical Director RFP 97-98-I !6 5.3.1. Trade Secrets Exception to Public Records Disclosure All proposals submitted to the City are subject to public disclosure pursuant to Chapter 119, Florida Statutes. An exception may be made for "trade secrets". If your proposal contains information that constitutes a "trade secret", all material that qualifies for exemption from Chapter 119 must be submitted in a separate envelope, clearly identified as "TRADE SECRETS EXCEPTION," with your firm's name and the RFP number marked on the outside. Please be aware that the designation of an item as a trade secret by you may be challenged in court by any person. By your designation of material in your proposal as a "trade secret" you agree to indemnify and hold harmless the City of Miami for any award to a plaintiff for damages, costs or attorney's fees and for costs and attorney's fees incurred by the City by reason of any legal action challenging your claim. Page 25 98 - 678 C av u/ thar i. Florida ,Medical Director RFP 91-98-116 6.0. RFP Response Forms CHECK LIST This checklist is provided to help you conform with all form/document requirements stipulated in this RFP. Submitted With Proposal 6.1 RFP Information Form This form must be completed, signed, and returned with Proposal. 6.2 Insurance Requirements Acknowledgment of receipt of information on the insurance YES requirements for this RFP. (Must be signed). 6.3 Proposer Background Information This form must be completed in its entirety to verify the capability of YES Proposer to perform the services specified in the RFP. 6.4 Minority/Women Business Affairs Registration Affidavit; if applicable - Must be completed only if one or more of the owners YES in the business enterprise is at least 5 1 % owned by a Black, Hispanic or Female. 6.5 Minority Status Information Sheet To be completed, if applicable. YES 6.6 Affirmative Action Policy for Equal Employment Opportunity (Sample) YES 6.7 Primary Office Location Affidavit, if applicable YES 6.8 Debarment and Suspension Certificate (Must be signed). YES 6.9 Proposer (Vendor) Application, if applicable - All prospective Proposers shall complete a Vendor YES application for the commodities/services the Proposer can regularly supply to the City. Should a prospective Proposer not be currently listed on the City's Proposer/bidder's list, a Vendor application will be enclosed with the RFP package. Proposers who have already submitted an application and secured a vendor number from the City are not required to submit a new Vendor application. Page 26 98 6"iIs City of Miami, Florida ,Medical Director RFP 97-98-116 6.10 Occupational License All Responses shall be accompanied by a copy of current license(s), YES as required. 6.11 MI BE Certification, if applicable 6.12 Conflict of Interest, if applicable 6.13 Proposal Response A complete and thorough Proposal, with requested documentation, addressing as a minimum each and every one of the City's requirements as denoted in Section 5.1.1 Submission Requirements. Page 27 YES YES YES 98- 678 C'try of,Lliamt. Flortda Medical Dtrector RFP 9--98-1 /6 6.1. RFP Information Form Mailing Date: July xx, 1998 RFP No.: 97-98-116 Buyer: Marva L. Wiley Telephone: 305-416-1905 I certify that any and all information contained in this proposal is true; and I further certify that this proposal is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a proposal for the same materials, supplies, equipment, or services, and is in all respects fair and without collusion or fraud. I agree to abide by all terms and conditions of the RFP, and certify that I am authorized to sign for the Proposer. Please print the following and sign your name: Proposer's Name: Contact Name: Title: Telephone: Fax: Principal Business Address: Mailing Address: Authorized Signature: Page 28 98- 678 <'ai ol.thamt. Hortd(i ,tlydiculDirector RhP9'-98-//6 6.2. Indemnification and Insurance INDEMNIFICATION Successful Proposer shall indemnify, defend and hold harmless the City and its officials, employees and agents (collectively referred to as "Indemnities") and each of them from and against all loss, cost, penalties, fines, damages, claims, expenses (including attorney's fees) or liabilities (collectively referred to as "Liabilities") by reason of any injury to or death of any person or damage to or destruction or loss of any property arising out of, resulting from, or in connection with the performance or non-performance of the services contemplated by the Contract which is or is alleged to be directly or indirectly caused, in whole or in part, by any act, omission, default or negligence (whether active or passive) of Successful Proposer or its employees, agents, or lower tier physicians (collectively referred to as "Medical Direction Team"), regardless of whether it is, or is alleged to be, caused in whole or part (whether joint, concurrent, or contributing) by any act, omission, default or negligence (whether active or passive) of the Indemnities, or any of them or (ii) the failure ' of Successful Proposer to comply with any of the provisions in the Contract or the failure of Successful Proposer to conform to statutes, ordinances or other regulations or requirements of any governmental authority, federal or state, in connection with the performance of the Contract. Proposer expressly agrees to indemnify and hold harmless the Indemnities, or any of them, from and agairist all liabilities which may be asserted by an employee or former employee of Proposer, or any of its subcontractors, as provided above, for which the Proposer's liability to such employee or former employee would otherwise be limited to payments under state Workers' Compensation or similar laws. Successful Proposer further agrees to indemnify, defend and hold harmless the Indemnities from and against (i) any and all Liabilities imposed on account of the violation of any law, ordinance, order, rule, regulation, condition, or requirement, in any way related, directly or indirectly, to Medical Director's performance under the Contract, compliance with which is left by the Contract to the Medical Director, and (ii) any and all claims, and/or suits for labor and materials furnished by the Medical Director or utilized in the performance of the Contract or otherwise. Where not specifically prohibited by law, Medical Director further specifically agrees to indemnify, defend and hold harmless the Indemnities from all claims and suits for any liability, including, but not limited to, injury, death, or damage to any person or property whatsoever, caused by, arising from, incident to, connected with or growing out of the performance or non-performance of the Contract which is, or is alleged to be, caused in part (whether joint, concurrent or contributing) or in whole by any act, omission, default, or negligence (whether active or passive) of the Indemnities. The foregoing indemnity shall also include liability imposed by any doctrine of strict liability. The Successful Proposer shall furnish to City of Miami, c/o Department of Purchasing, 444 SW 2nd Avenue, 6" Floor, Miami, Florida 33130, Certificate(s) of Insurance prior to contract execution which indicate that insurance coverage has been obtained which meets the requirements as outlined below: Page 29 98 - 6748 City of,LNami, Florida Aledical Director RFP 9--98-116 A. Worker's Compensation Insurance for all employees of the Proposer as required by Florida Statute 440. B. Public Liability Insurance on a comprehensive basis in an amount not less than $1,000,000.00 combined single limit per occurrence for bodily injury and property damage. City must be shown as an additional insured with respect to this coverage. C. Professional Liability Insurance with Minimum Limits of $1,000,000.00 per occurrence. The City shall be named as additional insured. BMERS ARE UNACCEPTABLE. The insurance coverage required shall include those classifications, as listed in standard liability insurance manuals, which most nearly reflect the operations of the Successful Proposer. All insurance policies required above shall be issued by companies authorized to do business under the laws of the State of Florida, with the following qualifications: The Company must be rated no less than "A" as to management, and no less than "Class X" as to financial strength, by the latest edition of Best's Key Rating Insurance Guide or acceptance of insurance company which holds a valid Florida Certificate of Authority issued by the State of Florida, Department of Insurance, and are members of the Florida Guarantee Fund. Page 30 City of Witten. Florida Medical Director RFP 9--98-I16 Insurance Requirements form (page 2) Certificates will indicate no modification or change in insurance shall be made without thirty (30) days written advance notice to the certificate holder. NOTE: CITY RFP NUMBER AND/OR TITLE OF RFP MUST APPEAR ON EACH CERTIFICATE. Compliance with the foregoing requirements shall not relieve the Successful Proposer of his liability and obligation under this section or under any other section of this Agreement. The Successful Proposer shall be responsible for assuring that the insurance certificates required in conjunction with this Section remain in force for the duration of the contractual period; including any and all option terms that may be granted to the Proposer. —If insurance certificates are scheduled to expire during the contractual period, the Successful Proposer shall be responsible for submitting new or renewed insurance certificates to the City at a minimum of ten (10) calendar days in advance of such expiration. --In the event that expired certificates are not replaced with new or renewed certificates which cover the contractual period, the City may, at its sole discretion: A) Suspend the contract until such time as the new or renewed certificates are received by the City in the manner prescribed in the RFP. B) Terminate the contract for cause and seek re -procurement damages from the Successful Proposer in conjunction with the violation of the terns and conditions of the Contract. The undersigned Proposer acknowledges that (s)he has read the above information and agrees to comply with all the above City requirements. Proposer: Signature: (Company name) Date: Print Name: FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORM MAY DISQUALIFY YOUR RESPONSE Page 31 98- 6`'18 Ca.v of.Uiami. Florida Medical Director KFP 9--98-116 6.3. Proposer Background Information INSTRUCTIONS: This questionnaire is to be included with the Response documents. Do not leave any questions unanswered. When the question does not apply, write the word(s) "None", or "Not Applicable", as appropriate. Please print. COMPANY NAME: COMPANY OFFICERS: President Secretary COMPANY OWNERSHIP: 1. 2. 3. 4. 5. Vice President Treasurer County or Municipal Occupational License No. (attach copy with Response) Occupational License Classification Occupational License Expiration Date: Miami -Dade County Certificate of Competency No. (attached copy if requested in RFP) Social Security or Federal I.D. No. Page 32 % of ownership % of ownership % of ownership % of ownership 98' 61,8 City oJ'llrumr. Florida Aledicul Director RFP 9.'-93-116 Proposer Background Information form (page 2) EXPERIENCE: 6. Number of Years your organization has been in business: 7. Number of Years experience PROPOSER (person, principal of firm, owner) has had in operation of the type required by the specifications of the RFP: 8. Number of Years experience PROPOSER (firm, corporation, proprietorship) has had in operation of the type required by the specifications of the RFP: 9. Experience Record: List references who may be contacted to ascertain information on past and/or present contracts, work, jobs, that PROPOSER has performed of a type similar to that required by specifications of the City's RFP: FIRM NAME/ADDRESS Contact Person: DATE OF JOB DESCRIPTION OF JOB Phone No: FIRM NAME/ADDRESS DATE OF JOB DESCRIPTION OF JOB Contact Person: Phone No: Page 33 98- 6"i8 City nj,Miami, Florida ,Medical Director RFP 9'.98- l 16 Proposer Background Information form (page 3) FIRM NAME/ADDRESS DATE OF JOB DESCRIPTION OF JOB Contact Person: Phone No: FIRM NAME/ADDRESS DATE OF JOB DESCRIPTION OF JOB Contact Person: Phone No: FIRM NAME/ADDRESS DATE OF JOB DESCRIPTION OF JOB Contact Person: Phone No: FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORM MAY DISQUALIFY YOUR RESPONSE Page 34 ON o/* .harm, Florida AHedical Uirec(or 1?F1' 1)'-98-1l6 6.4. Minority/Women Business Affairs Registration Affidavit Please Check One Box Only [ ] Hispanic [ ] Female [ ] Black [ ] Not Applicable If business is not 51% minority/female owned, affidavit does not apply. If not applicable, notarization is not required. I (We), the undersigned agree to the following conditions: 1) that we have read Section 2.25 of the General Terms and meet the fifty-one percent (51 %) ownership and management requirement for minority/women registration status and will abide by all of the policies and regulations governing the City of Miami Minority and Women Business Enterprise Procedures; 2) that if at any time information submitted by the undersigned applicant in his/her Vendor Application should prove to be false, inaccurate, or misleading, applicant's name will be struck from the City of Miami's Bidder's list with no further consideration given to this applicant; 3) that the City of Miami maintains the right, through award of contract, to revoke the award, should it be found that false, inaccurate or misleading information or a change in the original information have occurred; 4) to notify the City of Miami within thirty (30) days of any change in the firm's ownership, control, management or status as an ongoing minority/women business concern as indicated on the Vendor Application, and that the City of Miami, upon a finding to the contrary, may render a firm's registration with the City null and void and cease to include that firm in its registered list of minority and women -owned businesses; 5) that the City of Miami has a right to diligently verify all information submitted by applicant in his/her Vendor Application to monitor the status of the Minority/Women Business Enterprise, once registered; 6) that the City of Miami may share a firm's registration information concerning its minority/women status and its capability with other municipal or state agencies for the sole purpose of accessing the firm to their procurement opportunities, unless otherwise specified by the firm in writing. Page 35 9s— Ways City gJ',Llatmi. Florida Aledicul Director K/ P 9'-98-1/6 Minority/Women Business Affairs Registration Affidavit (page 2) I (We) certify under the penalties of perjury that the information contained in any and all application documents submitted to the City of Miami is correct as per Ordinance No. 10062, as amended. Firm Name: (Name, Title & Date) (If signing as a corporate officer, kindly affix corporate seal) (Name, Title & Date) This application must be signed by at least one general partner of a partnership or the proprietor of a sole proprietorship or all partners of a joint venture. NOTARIZATION COUNTY, SS COUNTY OF MIAMI-DADE Date: That: and acknowledged the foregoing instrument as his/her act and deed. That he/she has produced NOTARY PUBLIC: My Commission Expires: personally appeared before me as identification. FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORMMAYDISQUALIFY YOUR RESPONSE Page 36 98- 6118 On of .tiara+. Florida Medical Director R/•P 9--98-//6 6.5. Minority Status Information Sheet MINORITY CLASSIFICATION AND PARTICIPATION Please check one box only and complete any and all sections applicable to the Proposer's Team. 1. Indicate Minority/Women classification of Business Enterprise (PROPOSER): [ ] B=BLACK [ ] H=HISPANIC [ ] F=FEMALE [ ] NM=NON-MINORITY 2. If ONE OF THE FOLLOWING, give details of Minority/Women Participation within firm(s), or as it may apply to this RFP, if awarded. Indicate Minority/Women Classification of each company: A. JOINT VENTURE: Provide information regarding Minority/Women Firms participating and the extent of participation. Firm Name Business Address M/WBE Designation B. Medical Director, if applicable: Provide information regarding Minority/Women firms participating and the extent of participation. Firm Name Business Address M/WBE Designation C. Lower Tier Physicians, if identified and applicable: Provide information regarding Minority/Women firms participating and the extent of participation Firm Name Business Address M/WBE Designation FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORM MA Y DISQUALIFY YOUR RESPONSE. Page 37 98-- 678 C itY o% .thamr. Florida Medical Director /2k P ')'-98-1 /6 6.6. Sample Affirmative Action Policy For Equal Employment Opportunity AFFIRMATIVE ACTION/ EQUAL EMPLOYMENT OPPORTUNITY - POLICY STATEMENT It is the policy of (Company Name) to base its hiring and promotions on merit, qualifications and competency and that its personnel practices will not be influenced by an applicant's or employee's race, color, place of birth, religion, national origin, sex, age, marital status, veteran and handicapped status. One of the management duties of all principals at (Company Name) is to ensure that the following personnel practices are being satisfied: I. Take every necessary affirmative action to attract and retain qualified employees, regardless of race, color, place of birth, religion, national origin, sex, age, marital status, veteran and handicapped status. 2. Maintain equitable principles in the recruitment, hiring, training, compensation and promotion of employees. 3. Monitor and review personnel practices to guarantee that equal opportunities are being provided to, all employees, regardless of race, color, place of birth, religion, national origin, sex, age, marital' status, veteran and handicapped status. (Company Name) is committed to take affirmative action and aggressively pursue activities that will serve to enable all employees and applicants opportunities available throughout this organization. Clearly, the above actions cannot be accomplished as a secondary duty for any individual, despite the full support of management. And so, to monitor our efforts, (Company Name) has assigned one of its principals as the Affirmative Action Director to monitor all activities of this program. Employees may contact (Name of assigned principal) at (telephone number) regarding this Affirmative Action Policy. DATE: (SIGNATURE/TITLE): FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORM MA Y DISQUALIFY YOUR RESPONSE. Page 38 98 6`r8 Cin- of Ahamr, Florida Medical Director RFP 97-98-116 6.7. Primary Office Location Affidavit riease type or print clearly. I his Affidavit must be completed in full, signed and notarized only if your primary office is located within the corporate limits of the City of Miami. Legal Name of Firm: Entity Type: (check one box only) [] Partnership [] Sole Proprietorship [] Corporation Corporation Doc. No: Occupational License No: PRESENT Date Established: Date of Issuance: Street Address: City: State:, How long at this location: PREVIOUS Street Address: City: State: How long at this location: Page 39 98- 678 City ofthamr, Florida Medical Director RFP 9T-98-116 Primary Office Location Affidavit (page 2) I (we) certify, under penalty of perjury, that the primary office location of our firm has not been established with the sole purpose of obtaining the advantage granted bona fide local Proposers by this section. (Corporate Seal) Authorized Signature Print Name Title Authorized Signature Print Name Title (Must be signed by the corporate secretary of a Corporation or one general partner of a partnership or the proprietor of a sole proprietorship or all partners of a joint venture.) STATE OF FLORIDA, COUNTY OF MIAMI-DADE Q Personally known to me; or o Produced identification: Subscribed and Sworn before me that this is a true statement this day of 199_ Notary Public, State of Florida Printed name of Notary Public My Commission expires (Seal) Please submit with your proposal copies of Occupational License, professional and/or trade License to verify local status. The City of Miami also reserves the right to request a copy of the corporate charter, corporate income tax filing return and any other documents(s) to verify the location of the firm's primary office. FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORMMAYDISQUALIFY YOUR RESPONSE Page 40 cs'�8 ('try of .thuntr. Honda .tledtcul Dtrector RFP 9--98-1 /6 6.8. Debarment And Suspension CITY OF MIAMI CODE SEC. 18-56.4 (a) Authority and requirement to debar and suspend: After reasonable notice to an actual or prospective contractual party, and after reasonable opportunity to such party to be heard, the City Manager, after consultation with the Chief Procurement Officer and the City Attorney, shall have the authority to debar a contractual party for the causes listed below from consideration for award of city contracts. The debarment shall be for a period of not fewer than three (3) years. The City Manager shall also have the authority to suspend a contractor from consideration for award of city contracts if there is probable cause for debarment. Pending the debarment determination, the authority to debar and suspend contractors shall be exercised in accordance with regulations which shall be issued by the Chief Procurement Officer after approval by the City Manager, the City Attorney, and the City Commission. (b) Causes for debarment or suspension include the following: 1. Conviction for commission of a criminal offense incident to obtaining or attempting to obtain a public or private contract or subcontract, or incident to the performance of such contract or subcontract; 2. Conviction under state or federal statutes of embezzlement, theft, forgery, bribery, falsification or destruction of records, receiving stolen property, or any other offense indicating a lack of business integrity or business honesty; 3. Conviction under state or federal antitrust statutes arising out of the submission of bids or proposals; 4. Violation of contract provisions, which is regarded by the Chief Procurement Officer to be indicative of nonresponsibility. Such violation may include failure without good cause to perform in accordance with the terms and conditions of a contract or to perform within the time limits provided in a contract, provided that failure to perform caused by acts beyond the control of a party shall not be considered a basis for debarment or suspension; 5. Debarment or suspension of the contractual party by any federal, state or other governmental entity; 6. False certification pursuant to paragraph (c) below; or Page 41 98 - 67.8 City of*Alhtmi, Florida Medical Director RFP 9--98-116 7. Any other cause judged by the City Manager to be so serious and compelling as to affect the responsibility of the contractual party performing city contracts. (c) Certification: All contracts for goods and services, sales, and leases by the City shall contain a certification that neither the contractual party nor any of its principal owners or personnel have been convicted of any of the violations set forth above or debarred or suspended as set forth in paragraph (b) (5). The undersigned hereby certifies that neither the contractual party nor any of its principal owners or personnel have been convicted of any of the violations set forth above, or debarred or suspended as set forth in paragraph (b) (5). Company name: Signature: Date: FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORM MAY DISQUALIFY- YOUR WRAPONSF._ Page 42 98- 6`�18 CITY OF MIAMI, FLORIDA CA=18 INTER-OFFICE MEMORANDUR TO : Honorable Mayor and DATE : June 30, 1998 FILE Members of the City Commission SUBJECT Request for Proposals for Medical Direction FROM REFERENCES: Services for EMS onald H. Warshaw ENCLOSURES: City Manager RECOMMENDATION: Ii is respectfully recommended that the City Commission adopt the attached Resolution authorizing the City Manager to issue a request for proposals (RFP), seeking qualified firms to provide Medical Direction Services for EMS for the Department of Fire -Rescue. BACKGROUND: Florida State Statue 401.265 mandates that any emergency medical service system which employs or utilizes paramedics to perform advanced life support procedures shall employ or contract with a medical director to provide medical direction services. These services include, but are not limited to: providing a Medical Director who is fluent in the English language and qualified to practice medicine with the selected firm; 24 hour coverage by the Medical Director or his designee or all medical transmissions with our Rescue units in the field; 24 hour supervision by the Medical Director or his designee of all house staff physicians who are provided by the selected firm for response to emergency calls; extending and including these same services to the Village of Key Biscayne, Florida, as the City of Miami is required to perform under the City's agreement with Key Biscayne. The Department of Fire -Rescue had previously determined that the Public Health Trust was a sole source for these type of services for the last nineteen years; however, the Department feels that there may be other firms capable of providing such a service at this time. '7YL=_o DHW/CAG/MLK/pmk CoverMedicalDirectionServicesforEMS.doc 98- 678