THE CITY OF DALLAS. SPECIFICATIONS For REQUEST FOR COMPETITIVE SEALED PROPOSAL (RFCSP) BHZ1414

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1 THE CITY OF DALLAS SPECIFICATIONS For REQUEST FOR COMPETITIVE SEALED PROPOSAL (RFCSP) BHZ1414 Consultant Services for Dallas Fire-Rescue Department Dispatch and Emergency Medical Services Page 1 of 13

2 1. 0 PURPOSE 1.1 The City of Dallas (hereinafter, the City ) seeks proposals from qualified vendors to perform three distinct functions for the Dallas Fire-Rescue Department: Conduct a comprehensive analysis of current DFR Emergency Medical Services (EMS) operations and work with DFR EMS Bureau leadership to formulate a five-year strategic plan that will include at a minimum: staffing for administrative functions; operational staffing and deployment; technology recommendations for Rescue (ambulance) fleet; and technology recommendations for data management Conduct comprehensive analyses of current Dallas Fire-Rescue Department (DFR) dispatch operations and make appropriate recommendations to improve and enhance those operations. Recommendation is to include but not be limited to improving technology and staffing model modifications Research and purchase, on behalf of the City of Dallas, the most appropriate and effective software to allow DFR dispatch operations to improve Emergency Medical Dispatch (EMD) capabilities. Additionally, the successful bidder will include support and analysis through the entirety of the implementation of the EMD software to include at a minimum: necessary training for the implementation process; follow-through support and analysis for at least a six month time frame post-implementation; and other support services as deemed necessary. 2.0 BACKGROUND 2.1 Dispatch: Dallas Fire-Rescue Department currently uses Association of Public-Public Safety Communications Officials (APCO) MEDS (9-1-1 Advisor) software in its dispatch center so that dispatchers can provide medical emergency pre-arrival instructions to system users. The existing CAD system determines deployment resource response based on medical emergency call type. Existing resource response models for medical emergencies have been developed by DFR officials in conjunction with the department s medical director. As DFR seeks to transition to a tiered EMS dispatch delivery model, it also desires to acquire an Emergency Medical Dispatch (EMD) software program that will establish EMS unit response type(s) and modes (emergency/nonemergency) based on the medical emergency reported by the caller. 2.2 EMS: Dallas Fire-Rescue EMS answered in excess of 190,000 calls for service in FY This system is currently an all-advanced Life Support (ALS) system that utilizes forty front-line and three peak demand rescues (ambulances) to answer all call types. Additionally, all fifty-five fire engines in DFR are ALS equipped with at least one paramedic on-board at all times and sufficient equipment and medications to provide initial medical treatment as needed. All forty-three Rescues and all fifty-five engines are equipped with Panasonic CF-19 Toughbooks and utilize Rescue Medic electronic patient care report (EPCR) software. CONFIDENTIALITY In accordance with state law, proposals shall be opened so as to avoid disclosure of contents to competing proposers and shall be kept secret and confidential during the negotiation process. Page 2 of 13

3 It is the responsibility of the proposers to clearly mark and identify all portions of the proposal that contain trade secrets, confidential information and other proprietary information. Any information deemed confidential, shall be clearly noted as such on each page or pages. Efforts will be made to keep the marked information confidential; however, the City cannot guarantee it will not be compelled to disclose all or part of any public record under the Texas Open Record Act. 3.0 PROJECT UNDERSTANDING AND SCOPE 3.1 Objectives Evaluation of current DFR dispatch operations To ensure that Dallas Fire-Rescue dispatch operations, both current and projected, are modified as needed to accommodate implementation of a Call Response Optimization Program (CROP) software. To ensure effective and efficient modification of dispatch operations from its current methodology as a result of implementation of CROP software designed to address the fire department s transition to a tiered EMS dispatch system. To ensure that Fire and EMS field operations are carefully analyzed in consideration of implementing CROP software and associated changes to EMS dispatch response protocols Procurement of CROP software for the City of Dallas To evaluate the current CAD system utilized by DFR dispatch operations and recommend the most appropriate CROP software available to DFR administration. Procure the appropriate software on behalf of the City of Dallas Development of a five-year strategic plan for the DFR EMS Bureau To ensure that DFR leadership has a valid and verifiable five-year strategic plan for the EMS Bureau based upon national EMS best practices. 3.2 Scope of Work 3.1.1: Analysis of Current Operation To evaluate the current work flow, staffing matrix and procedures currently in place for DFR dispatch operations. To evaluate implications of shifting to the use of CROP (tiered EMS) program software and to make recommendations to DFR administration related to the implementation plan. Evaluation from the selected firm shall be on-going throughout the entire transition process and for a period of at least six months post implementation. Staffing matrices, both current and projected, shall be evaluated and recommendations will be given that seek to minimize any decline of industry call processing metrics as a result of CROP software implementation. Written reports detailing analysis results and recommendations shall be made at intervals determined by DFR administration These intervals will coincide near the completion of the major milestones of the three objectives listed in 3.1.1,3.1.2 and : Software analysis and purchase Evaluate current dispatch operations and software capability. Page 3 of 13

4 Research existing call response optimization software programs currently available in the marketplace. Based upon research results, present a product recommendation to DFR leadership for approval. The software package proposed should easily interface with the existing DFR CAD system. Procure the agreed upon software on behalf of DFR and the City of Dallas : Strategic Plan Evaluate where DFR EMS should be in five years, in light of the changing healthcare reform landscape. Evaluate the current operational and administrative capabilities of DFR EMS to include, but not be limited to: operations and deployment; business practices; technology requirements; data exchange capability; driver safety technology; and technology on the Rescues (ambulances). Draft a transitional five-year strategic plan for DFR EMS that includes an implementation plan with a year by year summary and projected implementation cost. 4.0 VENDOR REQUIREMENTS Vendor will provide all personnel, equipment, tools, materials, supervision, and other items and nonpersonal services necessary to conduct the required analysis. Vendor shall utilize employees who have the qualifications, education, experience, training and certifications necessary to provide all services as described in this RFCSP. Vendor shall dedicate a sufficient number of employees to provide all services in the manner required by and within the time requirements of the contract. The vendor shall conduct an initial kick-off meeting with the City to present a Plan of Action and Milestones for project execution within two weeks of date of contract execution. Vendor shall be available to conduct weekly conference calls or in-person meetings as requested by the City. 5.0 STATEMENT OF QUALIFICATIONS 5.1 Qualifications The qualifications and operational capabilities of prospective vendors are fundamental criteria, which the City will assess in selecting preferred Proposer(s). Vendor shall have all of the following qualifications: A minimum of five years experience in the field of providing consultation services to fire and EMS agencies with particular emphasis on analysis and implementation of fire department dispatch operations. The successful vendor will also have experience in all aspects of EMS operations. Experience conducting fire department dispatch and field operations analysis for large governmental agencies similar to Dallas, Texas. Experience in statistical analyses. Experience in calculating staffing requirements for fire department dispatch operations through industry standard mathematical calculations Experience with the implementation of call response optimization programs (Tiered EMS dispatch programs) in a large governmental fire department operation such as one that is comparable to, or larger than, Dallas Fire-Rescue Department. Experience facilitating group meetings. Page 4 of 13

5 Experience working with concepts, practices, and procedures in the area of fire department operations. Experience providing professional presentation to municipal government elected officials and management. The recommended consulting firm shall not be nor have financial ties to the software manufacturers being recommended to the City for purchase. Vendor shall be available, throughout the term of the contract, to meet with the City, in person, based on predetermined intervals at the discretion and request of the City. A meeting schedule will be developed based on major milestones such as project kick-off, research & recommendation, and Golive date. 6.0 GENERAL PROVISIONS 6.1 Proposal Submission Date All proposals shall be received at the address below no later than 2:00 p.m. on the due date, April 30th, All Proposals shall be addressed to: RFCSP# BHZ1414 Consultant Services for Dallas Fire-Rescue Department Dispatch and Emergency Medical Services Attn: Judy Levin-Simmons 1500 Marilla St., Suite 3FN Dallas, TX Any proposals received after 2:00 p.m. on the due date will be considered late and non-responsive and returned to the applicant unopened. The City reserves the right to reject any and/or all proposals or waive irregularities. If the proposer does not ask questions or clarify any assumptions, the City will assume proposer(s) understand(s) the City s requirements and that the proposer s offering will meet those needs at the price stated. 6.2 RFCSP Inquiries Prior to the pre-proposal conference and after the pre-proposal conference, all inquiries and requests for information regarding this RFCSP shall be submitted in writing to: All requests for information shall be submitted prior to the established RFCSP cutoff date and time. The cut off time for questions is the Wednesday April 23rd. Requests for information will not be honored beyond the established timeframe to allow sufficient time for distribution of the requested information to proposers. Responses provided will be written and will be issued via Addendum. Addenda will be made available electronically on the City s procurement website: No proposal negotiations, decisions or actions initiated by any proposers as a result of any verbal discussion with any City employee shall be binding upon the City of Dallas. Only proposers will be notified of any communications after the proposal closing. All inquiries shall be directed to the buyer assigned to this procurement. Inquiries are not to be directed to any consultant of the City or City staff member. Such action may disqualify proposers from further consideration of this RFCSP. Page 5 of 13

6 During the initial review of the RFCSP and preparation of proposals, proposer(s) may discover certain errors, omissions or ambiguities. If this is the case, or if the meaning of any part of this RFCSP is unclear, proposer(s) shall submit written questions to the buyer in time to allow the City to answer the questions and distribute written responses to all proposers before the RFCSP due date and time. The Business Development and Procurement Services Department will make all necessary arrangements for direct contact with other City departments, if required. 6.3 Pre-Proposal Meeting The City will hold a pre-proposal meeting for interested proposers concerning the specifications of this solicitation. The Pre-proposal conference will be at 10:00 A.M. on April 21th, The conference will be held Conference room A located on L1FN at City Hall, 1500 Marilla Street, Dallas, Texas, Do not rely on oral instructions for clarifications, verbal agreements or representations are not binding on the City. The Office of Business Development and Procurement Services will issue the City of Dallas official position in writing. Proposers are encouraged to attend the pre-proposal meeting to discuss any questions with the user department s representative(s). This will be the only contact between the proposer and the department during the bidding process. After the pre-proposal meeting, all correspondence shall go through the buyer. 6.5 Opening of Proposals All proposals must be in the office of the Business Development and Procurement Services Department no later than the proposal due date and time shown on the RFCSP Signature Page. Proposals will be opened by the City at 2:00 p.m. the day following the due date so as to avoid disclosure of contents to competing proposers. Proposer names will be publicly read. It is the responsibility of the proposer to clearly mark and identify all portions of the proposal, which, in the proposer s opinion, contain trade secrets, confidential information and other proprietary information. All proposals are subject to the Texas Open Records Act process. 6.6 Selection of Best Qualified Proposals An evaluation committee will review the proposals submitted by all proposers. On the basis of the evaluation criteria, the City will determine which proposal(s) are best qualified for the award of the contract. The City may at any time, investigate a proposer's ability to perform work. The City may ask for additional information about a company and its work on previous contracts. Proposers may choose not to submit such information in response to City of Dallas' request; however, if failure to submit such information does not clarify the City's questions concerning the ability to perform, the City may discontinue further consideration of a particular proposal. Please be aware that the City of Dallas may use sources of information not supplied by the proposer concerning the abilities to perform this work. Such sources may include current or past customers of the organization; current or past suppliers; articles from industry newsletters or other publications or from non-published sources made available to the City of Dallas. 6.7 Communication Page 6 of 13

7 It is essential that the awarded vendor respond clearly after receiving a telephone call or from the City. Written correspondence from the City of Dallas shall be answered within twenty-four (24) hours. The awarded vendor shall respond to phone calls and s from the City within four hours of receipt. The City of Dallas or its representative reserves the right to cancel this agreement anytime if the services are deemed unsatisfactory. 6.8 Discussion with Reasonably Qualified Proposals The City reserves the right to engage in discussions or conduct interviews, either oral or written, with the respondents determined by the evaluation criteria to be reasonably viable to being selected for award. If discussions or interviews are held, the buyer may request best and final offers. The request for best and final offers may include: Notice that this is the opportunity to submit written best and final offers. Notice of the date and time for submission of the best and final offer. Notice that if any modification is submitted, it shall be received by the date and time specified or it may not be considered. Notice of any changes in the Dallas Fire-Rescue Department s requirements. Following evaluation of the best and final offers, purchasing may select for negotiations the offer that is most advantageous to Fire-Rescue, considering price or cost and the evaluation factors in the RFCSP. After the most advantageous proposer(s) has been identified, contract negotiations may commence. If at any time contract negotiation activities are judged to be ineffective, Purchasing will cease all activities with the respondent and begin contract negotiations with the next highest ranked respondent. This process may continue until either both the respondent and Business Development and Procurement Services executes a completed contract or Business Development and Procurement Services determines that no acceptable alternative proposal exists. The City reserves the right to reject any or all proposals received or to award, without discussions or clarifications. Therefore, each proposal should contain the Respondent s best terms from a price and technical standpoint. 6.9 Rejection or Acceptance of Proposals This RFCSP does not commit the City to award any contract. The City reserves the right to reject any or all proposals, to waive technicalities or irregularities, and to accept any proposal it deems to be in the best interest of the City. The City shall not be liable for any costs incurred by any company responding to this RFCSP. The City will require the recommended proposer to sign the necessary contract documents prepared by the City Attorney's Office. A sample contract is included as an attachment Late & Withdrawn Proposals Proposals offered to the City after the time and date will not be accepted. Any proposal may be withdrawn prior to the scheduled due date Confidentiality Respondents are advised that materials contained in proposals are subject to open records after the contract award, and may be viewed and copied by any member of the public, including news outlets Page 7 of 13

8 and competitors. The Attorney General may make the final determination as to whether documents are releasable Disqualification of Proposers Proposers may be disqualified for any of the following reasons, but not limited to: Reason to believe collusion exists among the proposers. The proposer is involved in any litigation against the City of Dallas. The proposer is in arrears on an existing contract or has failed to perform on a previous contract with the City of Dallas within the past five years Invoicing Invoices shall reflect pricing in the contract provided to the City with the proposal submittal. Invoices submitted for payment shall include the following: Vendor name and remit address as listed with the City of Dallas. Service location address Date of service delivery Work performed Contract number including the name of person verifying the work done Total cost of the invoice. Invoices without proper order reference information shall be returned to the vendor for correction. Service provider will invoice the Dallas Fire-Rescue Department for the consultant services that have been completed. Under no circumstances will the City make payments in advance of services rendered. All invoices are to be sent to: City of Dallas Accounts Payable, 1500 Marilla St., Room 3EN, Dallas, TX Contract The successful vendor will be required to execute the form contract prepared and tailored for this particular program by the City Attorney's Office, which is attached and substantially represents the contract to be entered into. Unless and otherwise stated, the information requested concerning present or proposed operation is for evaluation purposes only and will not adversely impact proposals unless such information is omitted or differs materially from the specifications. The contract, by the City, may be terminated upon, not less than, 30 days notice to the successful vendor for convenience and for failure to satisfactorily perform the function for which the proposal is intended. Any contract award is not transferable or assignable without prior written approval by the City of Dallas Insurance Requirements The awarded vendor must provide a certificate of insurance evidencing proof of insurance coverage listed in Attachment 1 Insurance within 15 days of award. The City of Dallas will be provided a Waiver of Subrogation waiving Rights of Recovery against City of Dallas on the Workers Compensation/Employers Liability policy. The City will be shown as the certificate holder. This insurance must stay in force for the duration of the contract Method of Award The City reserves the right to award by the method deemed most advantageous to the City. The City will require the selected proposers(s) to execute a contract in substantially the same form as the sample attachment. The agreement will commence with the signing of contracts by the Page 8 of 13

9 successful proposers and the City of Dallas. City staff may elect to request the awarded vendor provide a live demonstration of the system to ensure the desired end result is obtained. No work shall commence until the contract document(s) are signed; and proposer has provided necessary evidence of insurance as required. In the event the parties cannot negotiate and execute a contract within the time specified, the City reserves the right to terminate negotiations with the selected proposers and commence negotiations with another proposer. If selected to provide the services, responses to the proposal will be considered as part of the firm's contractual responsibilities. Misrepresentation of the proposers ability to perform as stated in the proposal may result in cancellation of the contract award. The City of Dallas reserves the right to withdraw or reduce the amount of an award, or to cancel the contract resulting from this procurement if adequate funding is not available. The City of Dallas will require the Contractor to sign the necessary contract documents prepared by the City Attorney s Office. Contract documents are not binding on City until approved by the City Attorney and executed by the City Manager or appointee. Contract award will be subject to approval by the Dallas City Council. The City of Dallas will require the awarded vendor Contractor to sign the necessary contract documents prepared by the City Attorney s Office prior to going to Council. Proposers understands and agrees that if selected, it and persons designated by it to provide services in connection with a contract(s), is and shall be deemed to be an independent contractor of the City, responsible for its respective acts or omissions; and the City shall in no way be responsible for proposers actions. CITY S RESPONSIBILITY For services performed, the City shall pay the successful proposers an amount not to exceed the successful proposal amount. CONTRACTOR S RESPONSIBILITY A. In order for a proposal to be considered for funding, proposers must comply with the requirements as specified, and provide requested information and attachments. B. Contractor will assume complete responsibility for all tasks detailed in the "Scope of Services." C. Any task not specifically detailed in the specified work program as the responsibility of the City will be the responsibility of the contractor PRICING AND TERM 7.1 Pricing Page 9 of 13

10 This proposal shall be structured as a consultant services contract. Proposer shall provide all labor, equipment, supplies, and other services required to conduct the consultant services for Dallas Fire- Rescue Department Dispatch and Emergency Medical Services. Pricing should include costs to conduct the analyses and provide the associated software. If applicable, any expenses, such as supplies, printing, travel, etc. shall be passed through at vendor s cost. 7.2 Term The contract term of this agreement will be based on performance of the negotiated scope of services that most satisfy the requirements of this solicitation. 8.0 OUTLINE FOR RFCSP SUBMITTAL 8.1 Proposal All proposals shall be submitted in a sealed envelope clearly marked with BHZ1414 Consultant Services for Dallas Fire-Rescue Department Dispatch and Emergency Medical Services and the Proposal Due Date and Time. All submittals shall include one complete, original proposal marked ORIGINAL, seven complete original copies of the original proposal, four electronic copy on a flash drive or CD marked with the proposal number and the submitting firm s name, and other related documentation required by this RFCSP Cover Letter Table of Contents The name of the Proposer s legal entity that will be providing service to the City A short description of the Proposer s corporate structure, including the name of the parent company, if any, and affiliates doing business in Texas. Provide an organizational chart showing the structure to be used for this specific project and the roles and locations of each team member. Indicate if the firm or a sub consultant team member must hire additional personnel in order to complete this project in a timely manner? Provide a brief history of the firm including the number of years in the business of providing services similar to the requirements of this solicitation. Describe the firms experience and understanding of the following requirements: 1. Conducting comprehensive analyses of current Dallas Fire-Rescue Department (DFR) dispatch operations and make appropriate recommendations to improve and enhance those operations. Recommendation is to include but not be limited to improving technology and staffing model modifications. 2. Conduct a comprehensive analysis of current DFR Emergency Medical Services operations and work with DFR EMS Bureau leadership to formulate a five-year strategic plan that will include at a minimum: staffing for administrative functions; operational staffing and deployment; technology recommendations for Rescue (ambulance) fleet; and technology recommendations for data management 3. Researching and purchasing, on behalf of the City of Dallas, the most appropriate software to allow DFR dispatch operations to transition to a more appropriate level of EMD dispatch capability. Additionally, the successful bidder will include support and analysis through the entirety of the implementation of the EMD software to include at a minimum: necessary training for the implementation process; follow-through support and analysis for at least a Page 10 of 13

11 six month time frame post-implementation; and other support services as deemed necessary. Briefly describe the firm s approach to this project. The proposer may provide the firm s general approach to projects of this nature; however, the approach should specifically address issues, concerns, methodology, etc. that may be important on this project and indicate the firm s suitability for the project. 8.2 Methodology / Operation Provide resumes of staff expected to be assigned to this project and describe their roles and responsibilities. Indicate who will be the primary contact for the City. Provide a proposed project plan with timelines for the analyses, recommendation for the purchase of the software and strategic plan and the implementation. Proposer may recommend multiple approaches. Describe the proposed methodology to conduct the consultant services for dispatch and emergency medical services including: A description of the operational analysis process. The delivery method for analysis distribution. Online/electronic methods of operational analysis survey distribution are acceptable where feasible. Statistical methodology or the methods to analyze data. Software recommendation and strategic plan suggestions or the methods. The final product(s) that will be provided to the City. Sample of fire department operational analysis/software recommendation surveys and reports representative of what will be used in this City of Dallas project. A list of all materials with descriptions that will be provided to the City. 9.0 EVALUATION CRITERIA The City will conduct a comprehensive and impartial evaluation of all proposals received in response to the RFCSP. The City reserves the right to use any and all reasonable and relevant criteria in making its decision as to the best proposer. The City reserves the right to determine the overall qualifications under the RFCSP. A committee established for this purpose will evaluate all proposals. At the City s option, proposers may be contacted and invited to an oral presentation before the evaluation committee during the proposal evaluation process. The evaluation committee will determine the responsiveness and acceptability of each proposal according to established criteria. The criteria for evaluation are: Pricing 30 points Qualifications 25 points Each proposal will be evaluated as to the Proposer s capabilities and experience with similar type projects. Staffing size and types dedicated to the project. Qualifications and experience highlighting expertise and a proven track record of assigned personnel having significant roles with similar type projects. Project Understanding and Scope 10 points Page 11 of 13

12 Proposer s proposed work plan and approach to project Demonstrated understanding of the Scope of Work as evidenced in the submittal Proposed approach adequately answers questions Special concerns or techniques used Proper attention given to critical issues Confirmation of the proposal s approach to meet the requirements of the Scope of Work Proposers should have previous experience in performing similar or comparable work with an organization of similar size and complexity of the City of Dallas, and knowledge associated with CROP software. Past Performance 20 points Proposers will be evaluated for their success in delivering projects of an exact or similar nature. Each proposer should submit two comprehensive job analysis reports with testing recommendations for fire and/or police ranks in large governmental agencies similar to Dallas, Texas. Business Inclusion and Development Plan 15 points The 15% BID is broken down into the following: SUPPLIER DIVERSITY PROGRAM It is the policy of the City of Dallas to involve Minority and Women-Owned Business Enterprises to the greatest extent feasible on the City s construction, procurement, and professional services contracts. The City and its contractors shall not discriminate on the basis of race, color, religion, national origin, or sex in the award and performance of contracts. In consideration of this policy, the City of Dallas has adopted the Business Inclusion and Development Plan (BID Plan) for all City of Dallas contracts. The information shall be submitted with the proposal and shall include: Submission of an Affirmative Action Plan and/or Policy. If your company does not have an Affirmative Action Plan the Business Inclusion and Development Staff can provide the Affirmative Action Requirements (BDPS-PRO-204) which will serve as a template to be utilized for this criterion. The Ethnic Workforce Composition Report (BDPS-FRM-204). Submission of documentation showing the RFCSP/RFQ Contractor s Affidavit History of M/WBE Utilization Form (BDPS-FRM-205) on previous contracts on the form provided. Firm (s) Team make-up includes a significant number of diverse M/WBE firms in meaningful roles on the project. Please submit the RFCSP/RFQ Contractor s Affidavit Type of Work by Prime and Sub-consultant Form (BDPS-FRM-206). The name, address and telephone number of each M/WBE; (b) the description of the work to be performed by each M/WBE; and (c) the approximate dollar amount/percentage of the participation. Evidence of acknowledgement of the City s Business Inclusion and Development (BID) Plan, signed Business Inclusion and Development Affidavit (BDPS-FRM-203) that demonstrates intent to comply with the policy and evidence of M/WBE inclusion to meet the BID goal for the project. Assistance in preparing the Business Inclusion and Development (BID) forms may be obtained by contacting Resource Link team member, Richard Carrizales, at , or by sending an to The City of Dallas reserves the right to consider any other factors that may be relevant to its needs including other value added services that may be proposed. Page 12 of 13

13 10.0 SUPPLEMENTAL INFORMATION The City reserves the right to request additional information from individual proposers, or to request all proposers to submit supplemental materials in fulfillment of the content requirements of this RFCSP, or to meet additional information needs of the City. The City may review any and all of the services performed by the Consultant under the awarded contract. The City is hereby granted the right to audit, at the City s election, all of the Consultant s records and billings relating to the performance of this Contract. The Consultant agrees to retain such records for a minimum of three years following completion of this contract. Page 13 of 13

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