HomeMy WebLinkAboutRFP - 10218 Emergency Medical Services for PFARFP 10218 Emergency Medical Services for PFA Page 1 of 59
REQUEST FOR PROPOSAL
10218 EMERGENCY MEDICAL SERVICES FOR PFA
RFP DUE: 3:00 PM MT (Mountain Time), October 31, 2025
The City of Fort Collins, on behalf of Poudre Fire Authority (PFA), is soliciting proposals for a
CAAS Accredited* Emergency Medical Services Provider (Service Provider).
As part of the City’s commitment to sustainability, proposals must be submitted online through
the Rocky Mountain E-Purchasing System (RMEPS) at http://www.bidnetdirect.com/colorado/city-
of-fort-collins. Note: please ensure adequate time to submit proposals through RMEPS. Proposals
not submitted by the designated Opening Date and Time will not be accepted by RMEPS.
All questions should be submitted, in writing via email, to Gerry Paul, Purchasing Director
at gspaul@fcgov.com, with a copy to Beth Diven, Buyer II, at bdiven@fcgov.com, no later
than 3:00 PM MT on October 8, 2025. Please format your e-mail to include: RFP 10218
Emergency Medical Services for PFA in the subject line. Questions received after this deadline
may not be answered. Responses to all questions submitted before the deadline will be
addressed in an addendum and posted on the Rocky Mountain E-Purchasing System webpage.
Rocky Mountain E-Purchasing System hosted by BidNet
A copy of the RFP may be obtained at http://www.bidnetdirect.com/colorado/city-of-fort-collins.
This RFP has been posted utilizing the following Commodity Code(s):
948-12 Ambulance Services, Non-emergency
990-37 Emergency Medical Services (Incl. Emergency Ambulance Services)
Prohibition of Unlawful Discrimination: The City of Fort Collins, in accordance with the
provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 US.C. §§ 2000d to 2000d-
4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any contract
entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded
full and fair opportunity to submit bids in response to this invitation and will not be discriminated
against on the grounds of race, color, or national origin in consideration for an award.
The City strictly prohibits unlawful discrimination based on an individual’s gender (regardless of
gender identity or gender expression), race, color, religion, creed, national origin, ancestry, age
40 years or older, marital status, disability, sexual orientation, genetic information, or other
characteristics protected by law. For the purpose of this policy “sexual orientation” means a
person’s actual or perceived orientation toward heterosexuality, homosexuality, and bisexuality.
The City also strictly prohibits unlawful harassment in the workplace, including sexual
harassment. Further, the City strictly prohibits unlawful retaliation against a person who engages
in protected activity. Protected activity includes an employee complaining that he or she has been
discriminated against in violation of the above policy or participating in an employment
discrimination proceeding.
The City requires its Service Providers to comply with the City’s policy for equal employment
Financial Services
Purchasing Division
nd Floor
970.221.6775
fcgov.com/purchasing
RFP 10218 Emergency Medical Services for PFA Page 2 of 59
opportunity and to prohibit unlawful discrimination, harassment and retaliation. This requirement
applies to all third-party Service Providers and their subcontractors/subconsultants at every tier.
Public Viewing Copy: The City is a governmental entity subject to the Colorado Open Records
Act, C.R.S. §§ 24-72-200.1 et seq. (“CORA”). Any proposals submitted hereunder are subject to
public disclosure by the City pursuant to CORA and City ordinances. Professionals may submit
one (1) additional complete proposal clearly marked “FOR PUBLIC VIEWING.” In this version of
the proposal, Professionals may redact text and/or data that it deems confidential or proprietary
pursuant to CORA. All pricing will be considered public records subject to disclosure under CORA
and as such pricing cannot be redacted from the “FOR PUBLIC VIEWING” version of the
proposal. Failure to provide a public viewing copy will be considered a waiver of any claim of
confidentiality under CORA without regard to how the applicant’s proposal or certain pages of the
proposal are marked confidential, proprietary, or similar. Such statement does not necessarily
exempt such documentation from public disclosure if required by CORA, by order of a court of
appropriate jurisdiction, or other applicable law. Generally, under CORA, trade secrets,
confidential commercial information and financial data information may not be disclosed by the
City. Proposals may not be marked “Confidential” or ‘Proprietary’ in their entirety. By responding
to this RFP, Professionals hereby waives any and all claims for damages against the City for the
City’s good faith compliance with CORA. All provisions and pricing of any contract resulting
from this request for proposal will be public information.
Service Providers Registration: The City requires new Service Providers/ Professionals
receiving awards from the City to submit IRS form W-9 and requires all Service Providers/
Professionals to accept Direct Deposit (Electronic) payment. If needed, the W-9 form and the
Vendor Direct Deposit Authorization Form can be found on the City’s Purchasing website at
www.fcgov.com/purchasing under Vendor Reference Documents. Please do not submit these
documents with your proposal, however, if you take exception to participating in Direct Deposit
(Electronic) payments please clearly note such in your proposal as an exception. The City may
waive the requirement to participate in Direct Deposit (Electronic) payments at its sole discretion.
Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall
have a financial interest in the sale to the City of any real or personal property, equipment,
material, supplies or services where such officer or employee exercises directly or indirectly any
decision-making authority concerning such sale or any supervisory authority over the services to
be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift,
gratuity favor, entertainment, kickback or any items of monetary value from any person who has
or is seeking to do business with the City of Fort Collins is prohibited.
Collusive or Sham Proposals: Any proposal deemed to be collusive or a sham proposal will be
rejected and reported to authorities as such. Your authorized signature of this proposal assures
that such proposal is genuine and is not a collusive or sham proposal.
The City of Fort Collins reserves the right to reject any and all proposals and to waive any
irregularities or informalities.
Utilization of Award by Other Agencies: The City of Fort Collins reserves the right to allow
other state and local governmental agencies, political subdivisions, and/or school districts to
utilize the resulting award under all terms and conditions specified and upon agreement by all
parties. Usage by any other entity shall not have a negative impact on the City of Fort Collins in
the current term or in any future terms.
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The selected Service Provider shall be required to sign PFA’s and the City’s Agreements prior to
commencing services (see samples attached to this document).
Sincerely,
Gerry Paul
Purchasing Director
RFP 10218 Emergency Medical Services for PFA Page 4 of 59
CONTENTS
SECTION 1.0 PROPOSAL REQUIREMENTS .................................................................... 5
SECTION 2.0 BACKGROUND ............................................................................................ 5
SECTION 3.0 DEFINITIONS ............................................................................................... 6
SECTION 4.0 MEDICAL RESPONSE BY PFA ................................................................... 9
SECTION 5.0 CONTRACT MANAGEMENT ....................................................................... 9
SECTION 6.0 MEDICAL DIRECTION ................................................................................. 9
SECTION 7.0 PROHIBITED ACTIVITIES ......................................................................... 10
SECTION 8.0 INCIDENT RESPONSE .............................................................................. 10
SECTION 9.0 MEDICAL EQUIPMENT, MEDICATIONS AND SUPPLIES ........................ 15
SECTION 10.0 TRAINING .................................................................................................. 16
SECTION 11.0 QUALITY ASSURANCE / QUALITY IMPROVEMENT PROGRAM ............. 17
SECTION 12.0 VEHICLES AND EQUIPMENT ................................................................... 18
SECTION 13.0 COMMUNICATIONS EQUIPMENT ............................................................ 19
SECTION 14.0 AMBULANCE STAFFING ........................................................................... 19
SECTION 15.0 DESTINATION POLICIES .......................................................................... 20
SECTION 16.0 COMMAND AND CONTROL ...................................................................... 21
SECTION 17.0 RETURN OF PFA PERSONNEL ................................................................ 21
SECTION 18.0 PROPRIETARY CALLS .............................................................................. 21
SECTION 19.0 PUBLIC SAFETY STAND-BY ..................................................................... 21
SECTION 20.0 COMMUNITY EDUCATION AND RISK REDUCTION ................................ 21
SECTION 21.0 DISASTER PREPAREDNESS AND RESPONSE....................................... 22
SECTION 22.0 DATA PROGRAMS/COLLECTION SYSTEMS/INFORMATION
REPORTING/AUDIT ................................................................................... 22
SECTION 23.0 PATIENT CARE REPORT .......................................................................... 23
SECTION 24.0 CUSTOMER SERVICE .............................................................................. 24
SECTION 25.0 PATIENT FEES (RATES) ........................................................................... 24
SECTION 26.0 REMEDIATION EQUIVALENCE ................................................................. 24
SECTION 27.0 PERFORMANCE SECURITY ..................................................................... 25
SECTION 28.0 INFECTIOUS DISEASE EXPOSURE PROCESS ....................................... 26
SECTION 29.0 INNOVATIVE PRACTICES ......................................................................... 26
SECTION 30.0 PROPOSAL SUBMITTAL REQUIREMENTS .............................................. 26
SECTION 31.0 SELECTION PROCESS AND EVALUATION ............................................. 29
SECTION 32.0 ACKNOWLEDGEMENT ............................................................................. 30
SECTION 33.0 SAMPLE AGREEMENT.............................................................................. 35
RFP 10218 Emergency Medical Services for PFA Page 5 of 59
SECTION 1.0 PROPOSAL REQUIREMENTS
1.1 General Description
The City of Fort Collins, on behalf of Poudre Fire Authority (PFA), is soliciting proposals
for a CAAS Accredited* Emergency Medical Services (EMS) Provider. PFA is seeking an
exclusive contract with an Service Provider committed to patient centered, outcome
oriented, pre-hospital emergency care for the citizens of the Northern Larimer County
Emergency Response Area. The selected Service Provider must meet or exceed the
requirements of C.R.S. 25-3.5-301-308, 6 CRR 1-15-3, Section 30, provisions of the
Colorado Revised Statutes, Larimer County Health Department and other relevant
Federal, State and local laws, regulations and rules.
This Request for Proposal (RFP) is intended to identify a partner who will embrace an
integrated team approach involving all 911 service providers and receiving agencies
focused on continuously improving patient outcomes. The selected Service Provider will
actively engage all 911 stakeholders to build positive, professional relationships.
Proposals will be evaluated in accordance with the criteria listed in Section 31.0, Selection
Process and Evaluation.
*CAAS Accredited or equivalent. At the sole option of PFA, the contract may be award to
a non CAAS Accredited Service Provider subject to successful accreditation within 12
months from the contract date.
1.2 Contract Term
The selected Service Provider shall provide 100 percent, 24 hour per day coverage for all
emergency ambulance services, as PFA’s exclusive franchisee for emergency ambulance
services within the Northern Larimer County Service Area. The PFA intends to award a
one (1) year contract, with the option for the PFA to renew the contract for up to an
additional four (4) one (1) year terms. Annual renewal will be subject to PFA’s evaluation
of the Service Provider’s performance and consideration of the Fee schedule.
The contract may be extended for an additional five (5) year term if performance is
satisfactory and subject to approval by the PFA Board and negotiation of a mutually
acceptable extension agreement.
SECTION 2.0 BACKGROUND
Poudre Fire Authority (PFA) is seeking proposals for an Emergency Medical Service provider for
its jurisdiction. PFA is located approximately 60 miles north of Denver Colorado along the eastern
foothills of the Rocky Mountains with a service area of approximately 237 square miles. PFA’s
response area includes the City of Fort Collins including the campus of Colorado State University
and the Poudre Valley Fire Protection District encompassing the Town of Timnath, and the
communities of LaPorte and Bellevue.
The Service Provider will also make themselves available for response for the following rural fire
departments surrounding PFA’s jurisdiction. These include the fire Districts of Wellington,
Livermore, Red Feather Lakes, Poudre Canyon, Glacier View, Crystal Lakes and Rist Canyon,
and certain unincorporated areas of Larimer County.
PFA reserves the right to allow other fire districts to utilize the resulting award under all terms and
conditions specified and upon agreement by all parties. Usage by any other entity(s) shall not
have a negative impact on PFA in the current term or in any future terms
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SECTION 3.0 DEFINITIONS
Terms used in this RFP shall have the following meaning:
"Advanced Emergency Medical Technician" or "AEMT" means an individual who has a current
and valid EMT-I certificate or license issued by CDPHE and who is authorized to
provide limited acts of advanced emergency medical care in accordance with the
Rules Pertaining to EMS Practice and Medical Director Oversight.
“Agreement” means the Ambulance Service Agreement between PFA and Service Provider to
which this Scope of Services is attached as Exhibit A.
"Ambulance" means any privately or publicly owned motor vehicle, aircraft, or marine craft that
is regularly provided or offered to be provided for the emergency transportation of
persons suffering from illness, injury or disability including any unit registered with the
State of Colorado as an advanced life support ambulance.
"Ambulance Provider" or "Ambulance Service Provider" means an Ambulance provider
licensed by the State of Colorado that responds to 911 dispatched calls.
"Ambulance Service" means any individual, partnership, corporation, association, governmental
agency or other entity that holds an Advanced Life Support Ambulance provider
license issued by Larimer County, Colorado to provide emergency and non-
emergency care and transportation to sick, injured or disabled persons.
"Authority Having Jurisdiction" or "AHJ” means the governmental agency with legal authority
as designated by the State of Colorado to provide a specific service.
"AVL/MDC" means Automatic Vehicle Locator/Mobile Data Computer.
"Board" means the PFA Board of Directors.
"Contract Manager" means the person designated on behalf of PFA who is authorized to make
decisions on behalf of PFA.
"Contractor" or the "Service Provider" means the 911 Emergency Medical Service provider
under the Ambulance Services Agreement with PFA.
"Dispatch" means the Fort Collins 911 or Larimer County Sheriff's Office Communications Center
which are the Public Safety Answering Point (PSAP) responsible for answering 911
calls.
"Emergency Ambulance Service" means the provision of advanced or basic life support, and
transportation by Ambulance, if appropriate, in response to medical and traumatic
emergencies.
"Emergency Medical Responder" or "EMR" means an individual who has successfully
completed the training and examination requirements for emergency medical
responders and who provides assistance to the injured or ill until more highly trained
and qualified personnel arrive.
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"Emergency Medical Technician” or “EMT" means an individual who has a current and valid
EMT certificate or license issued by the Colorado Department of Public Health and
Environment, Health Facilities and Emergency Medical Services Division (CDPHE)
and who is authorized to provide basic emergency medical care in accordance with
the Rules Pertaining to EMS Practice and Medical Director Oversight.
"Emergency Medical Technician with IV Authorization” or “EMT-IV" means an individual who
has a current and valid EMT certificate or license issued by CDPHE and who has met
the conditions defined in the Rules Pertaining to EMS Practice and Medical Director
Oversight relating to IV authorization.
"EMD" means Emergency Medical Dispatch.
"EMS" or "Emergency Medical Services" means those pre-hospital functions and services
whose purpose is to prepare for and respond to medical and traumatic emergencies,
including rescue and Ambulance services, patient care, communications, and
evaluation.
"EMS Provider" means an individual who holds a valid emergency medical service provider
certificate issued by CDPHE and includes Emergency Medical Responder,
Emergency Medical Technician, Advanced Emergency Medical Technician,
Emergency Medical Technician-Intermediate and Paramedic.
"EMS Service Agency" means any organized agency including but not limited to a "rescue unit"
as defined in Section 25-3.5-103(11), C.R.S., using EMS providers to render initial
emergency medical care to a patient prior to or during transport. This definition does
not include criminal law enforcement agencies, unless the criminal law enforcement
personnel are EMS providers who function with a "rescue unit" as defined in Section
25-3.5-103(11), C.R.S. or are performing any medical act described in 6 CCR 1015-3.
"FCPS" means the Fort Collins Police Services.
"ICS" means Incident Command System which is a standardized on-scene emergency
management construct specifically designed to provide for the adoption of an
integrated organizational structure that reflects the complexity and demands of single
or multiple incidents, without being hindered by jurisdictional boundaries. ICS is the
combination of facilities, equipment, personnel, procedures, and communications
operating within a common organizational structure, designed to aid in the
management of resources during incidents. It is used for all kinds of emergencies and
is applicable to small as well as large and complex incidents. ICS is used by various
jurisdictions and functional agencies, both public and private, to organize field-level
incident management operations.
"Incident Commander" is the individual in charge of any 911 response on scene.
"KPI" means Key Performance Indicators as defined by the Medical Director and Contract
Manager.
"LCSO" means the Larimer County Sherriff’s Office
"Medical Director" means a physician licensed in good standing who authorizes and directs,
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through protocols and standing orders, the performance of students-in-training
enrolled in CDPHE-recognized EMS education programs, graduate AEMTs, EMT-Is
or paramedics, or EMS providers of a prehospital EMS service agency and who is
specifically identified as being responsible to assure the competency of the
performance of those acts by such EMS providers as described in the physician's
medical CQI/QM program.
"NCRETAC" means the Northern Colorado Regional EMS/Trauma Advisory Council.
"NIMS" or "National Incident Management System" means a standardized approach to incident
management developed by the U.S. Department of Homeland Security.
"NLCERA" or "Northern Larimer County Emergency Response Area" means the geographic
area encompassing 2,200 square miles in Northern Larimer County and parts of
Western Weld County (see attached map in Attachment 1).
"Paramedic" means an individual who has a current and valid paramedic certificate or license
issued by the state of Colorado and who is authorized to provide advanced emergency
medical care in accordance with 6 CCR 1015-3.
"Participating Providers" means an agency or provider that provides medical care as authorized
by the NLCERA Medical Director.
"PFA" means the Poudre Fire Authority, a political subdivision of the State of Colorado.
"Protocol(s)" means a written standard(s) for patient medical assessment and management
approved by the medical director. For purposes of this Agreement, the protocols to be
used are the Northern Colorado Prehospital Protocols.
"PSAP" or "Public Safety Answering Point" means the Fort Collins 911 or Larimer County
Sheriff's Office Communications Center which is responsible for answering 911 calls.
"QA/QI" or "Quality Assurance/Quality Improvement" means quality programs as defined by
the Medical Director and Contract Manager.
"Response Time" means the length of time between the notification of each agency and the
arrival of their respective emergency medical service unit(s) at the incident scene or
staging area.
"Response Time Compliance Coordinator" means the individual assigned by the PFA Fire
Chief or Contract Manager to facilitate reporting of response time compliance on behalf
of PFA.
"System Status Plan" or "Deployment Plan" means the management of the EMS Contractor's
system to meet the fluid deployment of ambulances to answer expected demand,
expressed as calls for service, in the attempt to provide faster response by locating
ambulances at "posts" nearer their potential next call.
"Zone" means one of five areas into which the ambulance services area is divided which are used
for determining response times within PFA’s service area. (Refer to map in Attachment
1 of the attached Ambulance Services Agreement)
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SECTION 4.0 MEDICAL RESPONSE BY PFA
PFA recognizes that it is essential for a quality EMS system to provide rapid EMS care. Therefore,
PFA will continue to provide rapid early EMS intervention as a part of a tiered EMS response
system. PFA’s EMS response allows Service Provider longer ambulance response times than
would otherwise be required of an ambulance within PFA's jurisdiction. Detailed information on
the Poudre Fire Authority is available on the PFA website at https://www.poudre-fire.org/
SECTION 5.0 CONTRACT MANAGEMENT
A representative appointed by the PFA Fire Chief shall be the authorized Contract Manager.
a. All communications related to the Agreement shall be with the Contract Manager and, in
their absence, a person to be designated by the PFA Fire Chief.
b. As defined by this Exhibit A, Scope of Services, the Contract Manager shall be responsible
for the day-to-day administration, coordination, and approval of Services performed by
Service Provider, except for approvals which are specifically identified as requiring the
approval of PFA's Board of Directors.
c. Agreement Compliance Coordination
1. Service Provider shall provide funding to PFA in the form of quarterly payments of
$20,000 for a total payment of $80,000 per calendar year. Such funding shall be
exclusively used to compensate work done for the benefit and improvement of
Service Provider's performance pursuant to this Agreement. The funded amount
is subject to annual adjustment based on market conditions by mutual agreement.
SECTION 6.0 MEDICAL DIRECTION
a. Contractor shall provide a physician licensed by the State of Colorado, experienced in
Emergency Medical Services, to serve as the Medical Director and to oversee Service
Provider's clinical services and the medical services provided by PFA. The Medical
Director shall be approved by the PFA Fire Chief or their designee. The cost of the Medical
Director will be the responsibility of the Contractor.
b. The Medical Director must be certified by the American Board in Emergency Medicine,
experienced in emergency medicine, and preferably fellowship-trained in Emergency
Medical Services.
c. The Medical Director shall facilitate the procurement of, be responsible for, and oversee
all pharmaceuticals including but not limited to controlled substances used by Service
Provider or PFA in delivering service.
d. Service Provider shall ensure the Medical Director is available to PFA (at Service
Provider's sole expense) to provide training, conduct reviews of incidents, and attend
meetings as required by the PFA Fire Chief and/or the Contract Manager. The Medical
Director may also respond to provide support and to audit protocol effectiveness during
incidents.
6.1 Standing Medical Orders and Treatment Protocols
Protocols define the standard of care for EMS providers and delineate the expected
practice, actions, and procedures to be followed in commonly encountered medical
emergencies.
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a. Service Provider shall utilize the Standing Medical Orders and Treatment Protocols
established by the Medical Director for the standard of care.
b. Standing Medical Orders and Treatment Protocols are based on protocols
developed by the Denver Metro Emergency Medical Directors with system specific
modifications made by the Medical Director.
c. Emphasis is placed on developing guidelines reflective of current trends and
evidence in the practice of pre-hospital clinical care.
d. The Medical Director shall communicate protocol changes sixty (60) days prior to
implementation. Service Provider will deliver training materials regarding protocol
changes to PFA within thirty (30) days of implementation.
e. Service Provider shall be solely responsible for providing the Medical Director with
sufficient liability insurance coverage.
SECTION 7.0 PROHIBITED ACTIVITIES
Service Provider may not provide any other services within PFA's jurisdiction without coordination
and prior approval from PFA.
a. This includes, but is no way limited to fire suppression, technical rescue, and hazardous
material response.
b. This excludes activities for which Service Provider has an MOU with other local agencies
(i.e. FCPS or LCSO).
SECTION 8.0 INCIDENT RESPONSE
Service Provider shall furnish and maintain ambulances 24 hours a day, 7 days a week, within
PFA's jurisdiction, that are fully equipped, staffed, and dedicated to 911 calls.
a. Service Provider shall have the exclusive right and privilege to provide all emergency
ambulance service to PFA. If Service Provider does not have an adequate number of
ambulances available, reports an extended response time for a specific call, or another
provider is utilized due to closest unit dispatching, then PFA reserves the right to use any
available ambulance service to provide transportation.
b. Service Provider shall operate continuously and without interruption for twenty-four (24)
hours each day and for seven (7) days per week an emergency ambulance service as
herein required.
c. Service Provider shall provide this service without regard to the financial status of the
patient.
d. Service Provider shall begin to respond to the scene when the PSAP notifies Service
Provider electronically, by radio, or by telephone with the correct information.
e. Service Provider shall respond as directed by the PSAP.
f. Service Provider's crews must announce on the PSAP assigned radio channel the location
from which they are responding and the time they arrive at their assigned location (when
within the radio coverage signal).
g. When transporting a 911 patient, the Service Provider crew shall announce verbally on
the PSAP assigned radio channel when they leave the scene as "Ambulance Number
[number] is enroute to [destination location]"; when they arrive at their destination; and,
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when they become available (when within radio coverage signal or once service area is
reached).
h. All radio communications with the PSAP shall include the ambulance's numbered call sign.
i. Service Provider shall notify the PSAP whenever a Service Provider ambulance upgrades
or downgrades – i.e., goes from emergent to non-emergent status or from non-emergent
to emergent status.
8.1 Deployment Plan
Service Provider shall be required to submit to the Contract Manager a current deployment
plan that includes:
a. Minimum of four (4) Advanced Life Support (ALS) ambulances on duty at all times.
b. Identification and the number of ambulances to be deployed during each hour of
the day and day of the week.
c. A description of 24-hour system status management strategies to deploy or re-
deploy resources to meet performance requirements.
d. A description of how Service Provider will meet the demand for emergency
ambulance response during peak periods and during unexpected periods of
unusually high call volume.
e. A map identifying proposed ambulance stations or post locations to meet response
times in each Zone.
8.2 Deployment Plan Changes
a. Proposed changes to the deployment plan must be submitted to the Contract
Manager 30 days in advance of the proposed change unless the 30-day advance
notice is waived by, and at the sole discretion of, the PFA Fire Chief.
b. Service Provider shall provide the Contract Manager a copy of any amended
deployment plan.
8.3 Fleet Resources
Service Provider is required to provide ambulance transport services within PFA's
jurisdiction with its own resources. Service Provider may not utilize, in any manner,
ambulance resources from other agencies or ambulances dedicated to neighboring
jurisdictions within its deployment plans. All ambulance resources specified in its
deployment plan must be Service Provider's, must be dedicated to service within PFA's
jurisdiction, and must comply with all specifications herein. Third party mutual aid
resources may assist under extraordinary circumstances or during extremely high call
volume periods.
8.4 Emergent / Non-Emergent
PFA currently utilizes two (2) basic 911response priorities: Emergent and Non-Emergent.
These response priorities are used in coordination with event type. Requests for service
are assigned an applicable event type by PFA depending upon information obtained from
those requesting service (e.g. chest pain; seizure; structure fire, etc.). Upon event type
assignment, apparatus are dispatched as either an emergent or non-emergent response.
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8.5 Lights and Sirens
PFA does not require the use of lights and sirens for any call. Service Provider is
responsible for determining whether lights and sirens are to be used for any call or priority.
Service Provider's vehicle Opticoms should only be utilized when on emergent responses.
Service Provider is responsible to maintain its vehicle Opticoms in good working order.
8.6 Zone Designations
Zones are defined according to the PFA jurisdiction map, attached hereto as Attachment
1, and will be reviewed annually by the Contract Manager with changes implemented as
deemed necessary in the sole discretion of the Contract Manager under the direction of
the PFA Fire Chief. The Zones depicted on Attachment 1 may generally be described as
follows, though in the event of any conflict between these descriptions and Attachment 1,
Attachment 1 shall control:
a. Areas within the boundaries of the City of Fort Collins and the Town of Timnath will
be designated as Zone 1.
b. Areas within a three (3) minute drive time of the boundary of the incorporated
municipalities of the City of Fort Collins and the Town of Timnath with an address
density greater than or equal to 112 address points per quarter section will be
designated as Zone 1.
c. Areas not contained in Zone 1 which are within a six (6) minute drive time from the
boundary of Zone 1 will be designated as Zone 2.
d. Areas not contained in Zone 1 or Zone 2 which are within a sixteen (16) minute
drive time from the boundary of Zone 1 will be designated as Zone 3.
e. Areas not contained in Zone 1 or Zone 2 or Zone 3 and contained within the outline
on the map attached hereto as Attachment 1 will be designated as Zone 4.
Service Provider is responsible for ensuring that its personnel are familiar with these Zone
definitions and any subsequent changes to these Zone definitions.
8.7 Response Time Measurement
Computer Automated Dispatch ("CAD") will be used to track response times for Emergent
and Non-Emergent calls.
a. The response time commences when Service Provider is notified of the request
for service.
b. The response time clock will be stopped consistent with the CAD time stamped
arrival of each of Service Provider's ambulances on scene as specified herein.
c. For incidents requiring multiple ambulance responses, only the first ambulance
dispatched to the incident will be reported for the purposes of response time
compliance.
8.8 Arrival
Arrival means the moment an ambulance crew notifies the PSAP that the unit is fully
stopped at the location where the ambulance will be parked while the crew exits and
attends the patient.
a. For purposes of measuring response times, the official time will be the time
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displayed by the CAD system in use at the PSAP.
b. In those situations where the ambulance has responded to a location other than
the scene (e.g. staging), arrival shall be the time the unit arrives in the designated
area. If an ambulance fails to report "on-scene," CAD AVL data will be used as the
arrival time.
c. If CAD AVL data is not available, other verifiable GPS will be used as the arrival
time.
d. If other verifiable GPS means is not available, audio verification (time stamped
radio communication) will be used as the arrival time, including PFA radio traffic
that verifies Service Provider on scene.
8.9 Response Time Requirement Standard
Service Provider is required to meet the "Standard" response time in 90% of all responses
in each zone. "Standard" and "Maximum" response times for each zone are as follows:
ZONE EMERGENT NON-EMERGENT
Standard Maximum Standard Maximum
1 9:00 Minutes 15:00 Minutes 15:00 Minutes 25:00 Minutes
2 15:00 Minutes 30:00 Minutes 30:00 Minutes 40:00 Minutes
3 25:00 Minutes 40:00 Minutes 40:00 Minutes 60:00 Minutes
4 60:00 Minutes 120:00 Minutes 120:00 Minutes 120:00 Minutes
8.10 Upgrades, Downgrades, Reassignment and Cancellations
Changes in response designation shall be at the discretion of the on-scene Incident
Commander.
Calculations to determine compliance with response time requirements shall be completed
as follows:
a. Upgrades
1. An upgrade is defined as an incident response priority moving from non-
emergent to emergent.
2. Calculation of the compliance standard for upgrades will be through a linear
math model which accounts for the initial zone non-emergent time
percentage traveled at upgrade then subtracts that percentage from 100%
to establish the percentage of emergent to be traveled. These two times
are added and become the new compliance time requirement.
b. Downgrades
1. A downgrade is defined as an incident response priority moving from
emergent to non- emergent.
2. If an assignment is downgraded prior to the arrival on scene of the first
Ambulance, Service Provider's compliance with standards herein will be
calculated based on:
i. The lower priority response time requirement, if the unit is downgraded
before it would have been judged "late" under the higher priority
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response time requirement, OR
ii. The higher priority response time requirement, if the unit is downgraded
after it would have been judged "late" under the higher priority response
time requirement.
c. Reassignment Enroute
1. If an ambulance is automatically reassigned by the CAD prior to arrival on
scene (e.g. to respond to a higher priority request), compliance to the
original incident will be calculated based on the time of dispatch to the time
of reassignment.
2. Dispatch time to each incident will be reset at each reassignment.
d. Cancelled Enroute
1. If an ambulance is cancelled prior to arriving on scene, the time of
cancellation will be considered the arrival time. If the response time at the
time of cancellation is within the maximum allowable, then the unit will be
considered on time.
2. If the response time at the time of cancellation exceeds the maximum
allowable, then the unit will be considered late.
8.11 Response Time Exemptions
It is understood that unusual circumstances and conditions beyond Service Provider's
reasonable control can produce response times that exceed the standards.
a. Any requests for exemption from response time standards shall be made with the
Monthly Response Time Report. If no such request is received by the deadline
required herein, no such request will be considered in compliance calculations.
b. PFA has the sole discretion to exempt any call and is not obligated to do so for any
reason.
c. Situations in which exemptions may be granted include, but are not limited to:
1. Dispatch Services - Incorrect Address
2. Adverse weather and/or road conditions
3. Vehicle problems
4. Hospital divert
5. Response area obstacles - limited access or barrier devices
6. Train delays
8.12 Monthly Response Time Reporting
Service Provider shall electronically submit to the Contract Manager response reports for
each month. Reports must be received no later than 5:00 p.m., fifteen (15) business days
after the final day of the month.
a. For each incident for which a response is dispatched, the monthly response time
report shall include, but not be limited to:
1. A monthly summary of Service Provider's number of calls into the service
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area by volume;
2. Response priority, as specified in Section 8.4, linked to the dispatch and
arrival times necessary to calculate the response time;
3. Response zone in which the call occurred;
4. For calls canceled enroute, upgraded, downgraded, or reassigned the
aforementioned items shall be reported and any additional data necessary
to calculate and verify response times as provided in Section 8.10;
5. Number of times, including duration, that Ambulance Level 0 occurred;
6. Rendezvous Requests that were met by Service Provider each month;
7. Root cause analysis by Service Provider with findings submitted to the
Contract Manager for failure to meet "Maximum" time on any incident(s) in
any zone(s);
8. Projected quarterly response time compliance standards for non-emergent
and emergent responses in each zone; and
9. Updates on Response Time RE initiatives as applicable.
8.13 Use of Mutual Aid and Requirements
Service Provider may utilize mutual aid in cases of extraordinary high call volume.
Requests for mutual aid must follow PSAP dispatching policies and protocols.
a. Service Provider is required to submit, for the approval of the PFA Fire Chief, a list
of all agencies with whom Service Provider is requesting to enter into mutual aid
agreements for the provision of 911 transport services.
b. Service Provider may not incorporate a surcharge for providing mutual aid.
8.14 Dispatch Requirements
Service Provider is required to utilize PFA’s designated PSAP for all 911 responses.
a. If requested, PFA in its sole discretion may choose to permit exceptions to this
requirement as requested by Service Provider at the sole financial expense of
Service Provider.
SECTION 9.0 MEDICAL EQUIPMENT, MEDICATIONS AND SUPPLIES
a. Equipment and supplies must be authorized by the Medical Director and, when applicable,
communicated to PFA.
b. Equipment and supplies cannot be changed without notification of and coordination with
the Contract Manager. Every attempt will be made by Service Provider to standardize
supplies and equipment with PFA as well as with regional hospitals.
c. Service Provider must equip all Basic Life Support ("BLS") ambulances with supplies and
equipment necessary to carry out BLS care in accordance with PFA, county, state, and
federal requirements where applicable.
• Service Provider will allow PFA's paramedics to utilize equipment from Service
Provider’s ambulance.
d. Service Provider must equip all Advance Life Support ("ALS") ambulances with supplies
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and equipment necessary to carry out ALS and BLS care in accordance with PFA, county,
state, and federal requirements where applicable.
e. All required equipment and supplies must be supplied in each response vehicle and
Service Provider must provide for the timely restocking of such equipment and supplies.
f. Appropriate Personal Protection Equipment (PPE) required for emergency situations and
weather as mandated by the Incident Commander must be utilized in compliance Service
Provider's policies.
g. Service Provider must regularly review equipment to address any changes in industry
standards and/or changes in the level of care prescribed by the Medical Director.
9.1 Medical Equipment, Medications, and Supplies Exchange
Service Provider shall replenish disposable supplies and medications (except for DEA
controlled substances) used by PFA in delivering care prior to a patient's transfer to
Service Provider's ambulance. All items will be replenished at the incident scene unless
patient care would be adversely affected by doing so. Service Provider shall stock its
ambulances with sufficient equipment, medications, and supplies to allow for exchange
and restocking without falling below equipment and supply stock minimum requirements.
SECTION 10.0 TRAINING
Ongoing training and education are necessary to meet certification requirements and are critical
to ensure Service Provider's personnel have the latest information regarding patient care and
advances in pre-hospital medicine. To the extent that the training and education programs
required to be provided by Service Provider to PFA pursuant to the Agreement and this Exhibit A
are not programs made available to the general public and/or provided to Service Provider's EMS
Providers in the general course of business,
a. The training program and all curriculum must be pre-approved by the Medical Director and
shall include the following minimum criteria:
1. Built on the foundations of EMS curriculum as established by the State of
Colorado.
2. Satisfies recertification requirements of each provider's certification level. (State of
Colorado and National Registry of EMTs) (EMR, EMT, EMT-IV, AEMT, EMT-
Intermediate and Paramedic).
3. Places an emphasis on inter-agency participation in recognition of a systems
approach to response.
4. Reinforces clinical expectations of applicable protocol(s).
5. "Train the Trainer" sessions are conducted to familiarize adjunct instructors with
curriculum content.
6. Informed by system QA/QI findings.
7. Ability for attendees to give feedback on instructional content, instructors, etc.
8. Automated notification system to proactively inform providers on the status of their
recertification progress (Colorado / NREMT).
9. Automated notification system to proactively inform administrators on the status of
certificate holders' recertification progress (Colorado / NREMT).
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10. Web based archive of developed content available to assist providers in satisfying
recertification requirements. (State of Colorado and National Registry of EMTs)
(EMR, EMT, AEMT, EMT-Intermediate, Paramedic).
b. Provide yearly EMS refresher training to PFA personnel to maintain certifications and to
provide updates on new procedures and policies. The system will allow for tracking of
hours and compliance.
SECTION 11.0 QUALITY ASSURANCE / QUALITY IMPROVEMENT PROGRAM
The QA/QI Program ensures that the standard of care, as described in the protocols, is being
provided. The QA/QI Program also ensures that the requirements of the Continuous Quality
Improvement requirements set forth in 6 CCR 1015-3, Chapter. 2, Section 5 and the Quality
Management requirements set for in Part 9 of Article 3.5 of Title 25 of the Colorado Revised
Statutes. The QA/QI Program will be an organized, coordinated, multi-disciplinary approach to
the assessment of all aspects of the pre-hospital emergency medical system for the purpose of
improving patient care services and outcomes with clinical performance trends identified and used
to guide training.
a. The QA/QI Program must review designated calls for documented care alignment to
established KPIs as determined by the medical direction. In addition, a minimum of five
(5) percent of randomly selected calls must be reviewed.
b. The Medical Director must provide a minimum of six (6) or more training days per year to
work directly with PFA personnel. Two (2) days of training shall fall on each of the
scheduled A, B, and C shifts and shall be at least one and a half (1.5) hours each. Training
topics may include, but need not be limited to, case reviews, EMS issues, new equipment
and/or treatment, and QA/QI. The QA/QI program shall include the following minimum
criteria:
1. Maintain focus on providing world class EMS clinical care by methodical analysis
of all available data.
2. Clinical excellence should be identified and acknowledged.
3. Where opportunities for improvements in care are identified, determination of root
cause should inform intervention at the appropriate level.
4. Evaluation of documentation in patient care report(s).
5. Review of cardiac monitor data.
6. Review of applicable protocol(s) with comparison to documented care.
7. Follow up available to prehospital providers.
8. Discussion of case with prehospital providers.
9. Service Provider shall ensure its Providers attend Case Reviews when requested.
10. Include key performance indicators (KPIs).
11.1 Monthly QA/QI Program Reporting
Service Provider shall electronically submit to the Contract Manager QA/QI Program
reports for each month. Reports must be received no later than 5:00 p.m., fifteen (15)
business days after the final day of the month.
a. The monthly QA/QI Program report shall include, but not be limited to:
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1. List of identified KPIs for each QA/QI Program element (e.g. protocol,
procedure, medication).
2. Comparison of care provided to each KPI.
SECTION 12.0 VEHICLES AND EQUIPMENT
All of Service Provider's ambulances must be in good working order and appearance.
a. Service Provider must comply with Service Provider's vehicle policies and procedures.
b. Service Provider vehicles or equipment that the Contract Manager reasonably determines
to have deficiencies that may negatively impact crew or patient safety shall be removed
from service and either replaced or repaired without undue delay.
c. Each of Service Provider's 911 response ambulances must meet all rules and regulations
as outlined in Larimer County Ambulance Licensing Requirements set forth in Article III of
Chapter 22 of the Larimer County Code, and CDPHE regulations relating to ground
ambulance licensure (6 CCR 1015-3, Chapter 4 – Licensure of Ground Ambulance
Services) and must meet or exceed the requirements set forth in Federal KKK-1822C
Standards.
d. Each of Service Provider's 911 response ambulances must be specified and constructed
to transport two (2) patients, one (1) of Service Provider's paramedics or EMTs, one (1)
additional attendant in the patient compartment, one (1) family member, and one (1) driver
in the front area, all without exceeding the Gross Vehicle Weight (G.V.W.) rating of the
ambulance when fully stocked and fueled.
e. Service Provider must have an adequate number of 4-wheel drive ambulances as needed
to meet the Response Time Requirement Standard, as defined herein, while operating in
mountainous areas, rough terrain, and during winter months where snow and ice is
prevalent.
f. All of Service Provider's response vehicles must display lettering which identifies Service
Provider's business name and must meet striping and lighting visibility standards as
required by all applicable licensing bodies and must maintain consistency in demarcation
and radio designation.
g. All of Service Provider's response vehicles must display the unit number in at least 4-inch
letters on both sides and rear of the vehicle and roof.
h. Visual and audible warning devices will be consistent with those utilized by any applicable
licensing body and PFA.
i. Alterations or alternative configurations may be allowed by the PFA Fire Chief upon the
request of Service Provider and in the PFA Fire Chief's sole discretion.
12.1 Maintenance
Service Provider shall maintain all ambulances and equipment in a manner to achieve the
highest standard of safety, reliability, and appearance. All personnel utilized by the
Servicer Provider to maintain vehicles and equipment must be properly trained, certified,
and knowledgeable.
a. Any vehicle or equipment utilized by Service Provider will be managed to the
standards required by CAAS accreditation.
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b. Upon PFA's request, Service Provider must provide PFA with evidence of CAAS
certification.
12.2 Opticom
As a condition of the Agreement and this Exhibit A, Service Provider shall enter into and
maintain a separate contract with PFA for the Opticom system and maintenance. (See
Exhibit C to the Agreement, Agreement for Use of Opticom System.)
SECTION 13.0 COMMUNICATIONS EQUIPMENT
Service Provider must equip all ambulances with portable and mobile communications equipment
compatible with PFA communications plan.
a. Service Provider will be financially responsible for all costs associated with implementing,
upgrading, and making reasonable changes to this communications equipment as
required by PFA.
b. All communications equipment must be pre-approved by the Contract Manager prior to
implementation and shall include the following minimum criteria:
1. Mobile Data Terminal ("MDT's")/computers and radio equipment for adequate
communications which is provided and maintained by Service Provider.
2. All ambulances must be equipped with Automatic Vehicle Routing (AVR),
Automatic Vehicle Location (AVL)/Mobile Data Communications (MDC) systems
which link to the PSAP Computer Aided Dispatch (CAD).
3. Communication equipment must include 700-800 MHZ radio compatible with
FRCC DTR system, Colorado State DTR system, radio talk-group channel capable
to effectively communicate with PFA and all other Larimer County agencies to
meet or exceed the existing system.
4. Each ambulance must have at least one mobile and one portable 700-800 MHZ
radio.
5. Service Provider will utilize the mobile client mandated by Fort Collins 911 to
display all information on unit status including units assigned to calls, unit status,
units responding, arrival at scene, units transporting, and units at hospital.
SECTION 14.0 AMBULANCE STAFFING
When Service Provider is operating an ambulance, all personnel must meet the applicable
requirements of all applicable local, state, and federal, statutes, rules, regulations, and laws.
a. All personnel staffing ambulances must be certified, in good standing, with the Colorado
Department of Public Health and Environment.
b. Service Provider shall, at a minimum, staff ALS ambulances with at least one certified or
licensed Emergency Medical Technician ("EMT") or above and one certified or licensed
Paramedic.
c. Service Provider shall, at a minimum, staff BLS ambulances with at two (2) certified or
licensed Emergency Medical Technician ("EMT") or above.
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14.1 Management and Supervision
Service Provider must provide the management and supervision necessary for effective
oversight, and administration of ambulance transport services.
a. Service Provider shall provide a designated person(s) to function as liaison to PFA
in reference to EMS Operations and Management issues.
b. At least one Service Provider employee shall always be on duty to ensure
operational efficiency and to provide support to Incident Commanders, as
necessary.
c. Terms/titles used to identify Service Provider's management staff must consider
the Incident Command System and be approved by the PFA Fire Chief.
d. Management staff for Service Provider with anticipated command or general staff
duties must attend ongoing PFA ICS trainings two times per year or as designated
by the Contract Manager.
14.2 Uniforms and Appearance of Personnel
a. Service Provider's ambulance personnel shall always wear clean, professional
uniforms in compliance with Service Provider's standards.
b. Name tags and level of training badges must be worn by all of Service Provider's
personnel.
14.3 Personnel Conflict Resolution Process
Conflicts involving Service Provider's employees and PFA that cannot or should not be
resolved on an individual level will be resolved through a formal conflict resolution process
as agreed upon by the Contract Manager and Service Provider.
a. Any concerns or conflicts that may affect portions of the Agreement and/or this
Exhibit A must be communicated to the Contract Manager and the appropriate
supervisors in writing.
14.4 Participation in ICS/NIMS
Service Provider must fully and actively participate in the Incident Command System
(ICS/NIMS).
a. Service Provider must adhere to minimum training requirements for each level of
the organization.
b. Field level employees must take at a minimum ICS/NIMS 100, 200 and NIMS 700
and 800.
c. Management staff with anticipated command or general staff duties is required to
take ICS/NIMS 100, 200, 300, 400, NIMS 700, 800.
d. Service Provider will provide an appropriately trained administrative representative
to the AHJ whenever requested. (i.e. planning, large scale or complex event
response)
SECTION 15.0 DESTINATION POLICIES
Service Provider will follow all state and local destination policies and protocols, including all state
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and regional rules and regulations regarding transport criteria to appropriate facilities and patient
requests.
a. Service Provider will utilize appropriate transport options (e.g.,. helicopter) for critical
patients, as necessary, even if such transport is not part of Service Provider's service.
SECTION 16.0 COMMAND AND CONTROL
At emergency response scenes where Service Provider is present, PFA has the responsibility for
overall scene safety and management.
a. Service Provider is included in standard operating procedures within the incident
command system and has command responsibilities prior to the arrival of PFA.
b. Once PFA arrives on scene, the command responsibility is transferred to the ranking
officer of PFA.
SECTION 17.0 RETURN OF PFA PERSONNEL
Service Provider shall be responsible for, and shall see as a priority, the return of any PFA
personnel that accompany the patient(s) and Service Provider to any hospitals.
a. Service Provider shall return PFA personnel to their assigned duty station. If Service
Provider cannot return the PFA personnel, Service Provider shall provide an alternate
means of transportation back to quarters for the PFA personnel.
b. While returning any PFA personnel to their assigned duty station, Service Provider may
not respond to any calls for service unless they are responding with the original PFA crew
to which the PFA personnel are assigned, or they are the closest available unit.
SECTION 18.0 PROPRIETARY CALLS
Any patient, or other person requesting or requiring ambulance transportation in a non-emergent
situation within PFA's jurisdiction may request another ambulance service. All emergent situations
must go through the PSAP's 911, PFA, and Service Provider.
SECTION 19.0 PUBLIC SAFETY STAND-BY
Upon request, Service Provider shall furnish EMS stand-by coverage at emergency incidents
involving a potential danger at no charge for the first 24 hours of the event.
a. When requested, Service Provider agrees to provide additional EMS
personnel/Ambulance(s) for high-risk training as defined by the Contract Manager.
SECTION 20.0 COMMUNITY EDUCATION AND RISK REDUCTION
Service Provider will work with PFA to develop and implement community education and risk
reduction programs and coordinate these programs with other organizations.
a. In implementing such programs, Service Provider should partner with other organizations
including but not limited to:
1. Healthcare coalition in Larimer County
2. NCRETAC
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3. Colorado Impact
4. Larimer Safe Kids Coalition
5. Larimer County Health Department
6. Alliance for Community Traffic Safety in Colorado
7. PFA Safe Communities Program
8. Larimer County Sheriff's Department
9. Local first responders, including local Law and Fire Agencies
b. Examples of programs may include, but are not limited to:
1. School education addressing access to 911, helmet safety, EMS careers, DUI
awareness.
2. Heart Safe
3. CPR Training
4. Stop the Bleed Training
5. Adult education including child safety seats and fall prevention
6. Safety Fairs
7. Injury Prevention
8. Safety Messaging
c. Community Health Program
1. Service Provider shall provide funding to PFA for two (2) EMT-IV and one (1)
Licensed Clinical Social Worker (LCSW). Such funding will be used exclusively by
PFA to support community risk reduction. At PFA's sole discretion, the positions
may be employees of PFA or PFA may engage a third party or Service Provider to
provide this support. PFA shall have sole authority in directing the activities of the
individual(s).
SECTION 21.0 DISASTER PREPAREDNESS AND RESPONSE
Service Provider shall be actively involved in planning for and responding to any declared disaster
in PFA's jurisdiction, including planning for the provision of services to vulnerable populations.
a. If a disaster within PFA's jurisdiction is declared, normal operations shall be suspended
and Service Provider shall respond in accordance with the applicable disaster plan.
b. Service Provider shall use best efforts to maintain primary emergency services and have
an approved recovery and response plan in place to assure 911 response services are
resumed within 24 hours.
SECTION 22.0 DATA PROGRAMS/COLLECTION SYSTEMS/INFORMATION
REPORTING/AUDIT
The long-term success of any EMS system is predicated upon the ability to measure, analyze,
and report operational, clinical, and administrative data.
a. Response time reports and records will be generated utilizing Computer Aided Dispatch
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("CAD") Data as the standard.
b. Other reports and records will be generated utilizing agreed upon platforms; provided,
however, that if the Parties cannot agree on such platforms, they will be selected by PFA.
c. Service Provider shall be responsible for data input and reporting in a manner which
facilitates review by PFA and any other entity authorized by law or contract to review data
and reporting.
d. The data collected is used by Service Provider and PFA to make fact-based decisions
regarding response times, medical equipment, medications and supplies, training needs
and clinical performance.
e. If Service Provider is required by state or federal regulation to change software, Service
Provider will provide written notification to the Contract Manager with a plan to address
required data per contractual terms.
f. All systems and reports must comply with PFA, state, and federal data collection and
reporting requirements.
g. Service Provider must utilize agreed upon platforms for the statistical evaluation of system
performance.
h. Software approved by PFA will be utilized to produce required reports. Any additional
programming to this software needed to monitor and validate activities will be paid for by
Service Provider.
i. As reasonably requested by PFA, Service Provider agrees to promptly respond to data
requests.
1. Document Review – PFA shall have the right to access any records of Service
Provider upon fifteen (15) business days' notice and solely to the extent such
review reasonably relates to the Services provided hereunder.
2. Response Time Audit Trail – Service Provider must interface with the Fort Collins
911 Computer Aided Dispatch (CAD) system that ensures a complete audit trail
for all response times and ensures PFA access to the response time data at any
time to assure compliance.
3. Data tracking software, as defined by PFA, will be utilized to facilitate required data
analysis. This data will be available to Participating Providers upon request.
j. In situations or areas where interfacing with the Fort Collins 911 CAD system is
unavailable, an exemption may be granted to Service Provider.
SECTION 23.0 PATIENT CARE REPORT
A patient care report (PCR) is required to be completed for all patients for whom care is rendered,
regardless of whether the patient is transported.
a. In order to facilitate system and quality improvement efforts, similar types of patient care
reports shall be utilized by Service Provider and PFA.
b. Service Provider will develop and implement an electronic PCR reporting system.
c. Costs associated with the development and implementation of the reporting system shall
be Service Provider's responsibility.
d. Service Provider shall provide appropriate access to Service Provider's PCR system to
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PFA’s QA/QI Program Team.
23.1 Monthly Compliance Report
Service Provider must electronically submit to the Contract Manager compliance reports
for each month. Reports must be received no later than 5:00 p.m., fifteen (15) business
days after the final day of the month.
a. The monthly compliance report shall include, but not be limited to:
1. The calculation to determine quarterly response time compliance for non-
emergent and emergent responses as described in Section 8.11 in each
zone.
i. Failure to meet 90% compliance to "Standard" time in any zone(s)
requires submission of Remediation Equivalency (R-E) as
described in Section 26.0.
2. Updates on all RE initiatives as applicable.
23.2 Annual Report
The Annual Report shall be due within 30 days after the close of the calendar year. The
annual report shall include mutually agreed upon information between Service Provider
and PFA; provided, however, that if the Parties cannot agree on what is to be included,
then PFA shall instruct Service Provider as to what must be included.
SECTION 24.0 CUSTOMER SERVICE
Service Provider will provide monthly patient satisfaction scores to PFA.
a. Service Provider shall provide written notification to the Contract Manager of all customer
complaints regarding PFA and/or Service Provider within twenty-four (24) hours.
SECTION 25.0 PATIENT FEES (RATES)
a. Service Provider must make patient fees available to the public in a transparent and
accessible form.
b. Service Provider shall provide the Contract Manager with its patient fees (rates) schedule.
c. Service Provider shall provide the Contract Manager written notice of any changes to the
patient fees (rates) at least 30 days in advance of the effective date of such changes.
d. Service Provider must provide a telephone number on all invoices which a customer may
call to make inquiries about the services billed on the invoice.
e. Service Provider shall be responsible for all billing and collections for such charges.
SECTION 26.0 REMEDIATION EQUIVALENCE
"Remediation-Equivalence" (R-E) is the process of allowing an equivalency to be applied in lieu
of liquidated damages being assessed to address failure to meet specified "Standard" quarterly
compliance requirements.
a. An equivalency shall be applied by Service Provider in lieu of liquidated damages being
assessed under any of the following conditions:
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1. Service Provider is not compliant with Section 8.9 during the time period of the
applicable R-E; AND/OR
2. An R-E plan pertaining to the last quarter of data must be submitted to the Contract
Manager prior to the third Tuesday of the next month and must include:
i. Clearly defined compliance deficits by Section and/or zone(s);
ii. Metrics used to address deficits and solutions as identified in
subparagraphs a.1 – a.3 above;
iii. Plan of system improvements to be implemented;
iv. Evaluation of effectiveness – Tools and methods to establish successful
improvements or desired changes as a result of implementation; and
v. Reassessment of plan and reporting parameters.
b. The Contract Manager will use current R-E evaluation tool (attached hereto as Attachment
2) to score the proposed R-E and to work with Service Provider for development of R-E
proposal revisions prior to approval.
SECTION 27.0 PERFORMANCE SECURITY
a. Continuous Service Delivery. Service Provider agrees that, in the event of default by
Service Provider that results in PFA's termination of the Agreement, Service Provider will
make best efforts in good faith to cooperate with PFA to ensure continuous delivery of
services that conform to the requirements of the Agreement and a seamless transition of
such services to another EMS vendor, regardless of the underlying cause of the default,
for a reasonable period not to exceed six (6) months following termination of the
Agreement.
b. Performance Security – Irrevocable Letter of Credit. Service Provider must provide
performance security by providing PFA with an automatically renewable irrevocable letter
of credit in a form and substance satisfactory to PFA. The letter of credit will identify PFA
as the sole payee with full authority to demand immediate payment in the case of Service
Provider's default. The amount of the letter of credit will be One Million Five Hundred
Thousand Dollars ($1,500,000.00) issued by a federally insured (FDIC) banking institution
in Colorado with a debt rating of 1A or higher by the FDIC, A or higher by Standard &
Poors, A or higher by Moody's Investors, or a comparable rating by a comparable rating
system. The letter of credit will expressly provide for the restriction of rights of both Service
Provider and the banking institution to object and/or refuse to honor a demand for payment
by PFA. The PFA Fire Chief or the PFA Fire Chief's authorized designee will have sole
discretion to determine the accountability of the banking institution. In the event the
performance security is used for defaults such that the total amount available under the
letter of credit is reduced to One Million, Two Hundred Fifty Thousand Dollars
($1,250,000.00), Service Provider will immediately replenish the performance security to
One Million, Five Hundred Thousand Dollars ($1,500,000.00). Service Provider shall
ensure that written evidence of the letter of credit provided to PFA is updated at least
annually.
c. Notice of Change. The irrevocable letter of credit shall contain the following endorsement:
"At least sixty (60) days' prior to cancellation, replacement, failure to renew, or material
alteration of this irrevocable letter of credit, written notice of such intent shall be given to
PFA by the financial institution. Such notice shall be delivered by certified mail to the PFA
Fire Chief.
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d. Rights Reserved. The rights reserved to PFA with respect to the irrevocable letter of
credit are in addition to all other rights of PFA, whether reserved by the Agreement or
otherwise authorized by law, and no action, proceeding, or right with respect to the
irrevocable letter of credit shall affect any other right that PFA has or may have.
SECTION 28.0 INFECTIOUS DISEASE EXPOSURE PROCESS
Service Provider shall maintain and provide access to a comprehensive infectious disease follow-
up process for any PFA personnel who sustain accidental needle sticks, bloodborne pathogen
exposures, or other occupational exposures. This process must be available 24 hours per day, 7
days per week to ensure that PFA personnel have timely and unrestricted access to appropriate
care. The process shall include:
1. Immediate evaluation and counseling at the time of exposure.
2. Laboratory testing and prophylactic treatment when indicated and in accordance with
current CDC and OSHA guidelines.
3. A designated point of contact to communicate all necessary information to PFA or its
representative so that internal follow-up and documentation may occur in compliance with
HIPAA and other applicable guidelines.
SECTION 29.0 INNOVATIVE PRACTICES
Service Provider must work with PFA to explore and develop appropriate innovative practices,
procedures, and/or new equipment utilization affecting EMS delivery and treatment that are new
or different from established practices to include best practices and outcomes for the delivery of
EMS.
Innovative practices will include, but not limited to:
• Treat on scene;
• 911 Nurse Triage Program;
• Research studies and those with the publicity of being published; and/or
• Appropriate response model development.
SECTION 30.0 PROPOSAL SUBMITTAL REQUIREMENTS
Service Providers are required to provide detailed written responses to the following items in the
order outlined below. The responses shall be considered technical offers of what Service
Providers propose to provide and shall be incorporated in the contract award as deemed
appropriate by the City/PFA. A proposal that does not include all the information required may be
deemed non-responsive and subject to rejection.
Proposal font shall be a minimum of 10 Arial (or comparable) and margins are limited to no less
than .5” for sides and top/bottom. Links to other files or websites shall not be permitted. Proposals
that do not conform to these requirements may be rejected.
Responses must include all the items in the order listed below. It is suggested that the Service
Providers include each of the City’s questions with their response.
The City/PFA shall not reimburse any firm for costs incurred in the preparation and presentation
of their proposal.
RFP 10218 Emergency Medical Services for PFA Page 27 of 59
A. Cover Letter / Executive Summary
The Executive Summary should highlight the content of the proposal and features of the
program offered, including a general description of the program and any unique aspects
or benefits provided by your firm.
Indicate your availability to participate in the interviews/demonstrations on the proposed
dates as stated in the Schedule section.
B. Service Provider Information
1. Describe the Service Provider’s business and background
2. Number of years in the business
3. Details about ownership
4. An overview of services offered and qualifications
5. Size of the firm
6. Location(s) of offices. If multiple, please identify which will be the primary for our
account.
7. Primary contact information for the company including contact name(s) and title(s),
mailing address(s), phone number(s), and email address(s).
C. Firm Capability and Assigned Personnel
Provide relevant information regarding previous experience related to this or similar
projects, to include the following:
1. Provide an Organization Chart/Proposed Project Team: An organization chart
containing the names of all key personnel and subconsultants with titles and their
specific task assignment for this Agreement shall be provided in this section.
2. A list of qualifications for your firm and qualifications and experience of the specific
staff members proposed to perform the services described above.
3. Describe how the project would be managed and who would have primary
responsibility for its timely and professional completion.
4. Third-party audited statement of financial condition.
5. References. Provide a minimum of three similar projects with public agencies in the
last 5 years that have involved the staff and subcontractors proposed to work on this
project. Include the organization name, contact name, email and phone number,
subconsultants on the team and a brief description of the work and any change orders.
The Service Provider authorizes the City/PFA to verify any and all information
contained herein and hereby releases all those concerned providing information as a
reference from any liability in connection with any information provided.
D. Scope of Proposal
1. Provide a detailed narrative of the services proposed if awarded the contract per the
scope above. The narrative should include any options that may be beneficial for the
City/PFA to consider in addition to the following:
• Draft Deployment Plan
RFP 10218 Emergency Medical Services for PFA Page 28 of 59
• Approach to ensure response time standards will be achieved
• Physician Advisor including amount of time to be dedicated to PFA
• Staffing plan
• Medical equipment, medication and supplies summary including ambulances
• Wellington Zone 1 Service Level
2. Briefly describe any exceptions and/or risks to the scope of services.
3. Describe the methods and timeline of communication your firm will use with the PFA’s
Contract Manager and other parties.
4. Include a description of the software and other analysis tools to be used.
5. Identify what portion of work, if any, may be subcontracted or outsourced to
subconsultants. Include all applicable information herein requested for each Service
Provider.
6. Provide any information that distinguishes Service Provider from its competition and
any additional information applicable to this RFP that might be valuable in assessing
Service Provider’s proposal.
E. Cost
1. Proposed Patient Fee schedule.
2. Provide a summary of annual fee schedule percent cost change for last five (5)
years.
F. Legal & Regulatory Compliance
1. Overview of training programs/syllabuses
2. Regulatory investigations, findings, complaints, and resolution
3. Contract disputes/terminations within last five years
4. Litigation within last ten years
G. Exceptions
1. Any exceptions to the requirements and terms set forth in this RFP including but not
limited to:
- Response time standards
- Liquidated Damages
- Levels of insurance
- Reporting and audit
- Agreement for Dispatch Services
- Agreement for Use of Opticom Systems
- Service Agreement
- Irrevocable Letter of Credit
- References
RFP 10218 Emergency Medical Services for PFA Page 29 of 59
SECTION 31.0 SELECTION PROCESS AND EVALUATION
31.1 Anticipated Schedule
The following represents the estimated schedule for the RFP. The PFA reserves the right
to amend the target schedule at any time.
• RFP issuance: September 24, 2025
• Question deadline: 3:00 PM MT on October 8, 2025
• Final Addendum Issued: October 15, 2025
• Proposal due date: 3:00 PM MT on October 31, 2025
• Interviews (tentative): Beginning of December 2025
• Award of Contract (tentative): December 2025 / January 2026
• Agreement Start Date: June 1, 2026
31.2 Selection Committee
The Selection Committee will be appointed by the Fire Chief to review and evaluate
proposals based the below criteria. PFA may also seek expert advice to help review
proposals. Such advisors to the Selection Committee may attend evaluation meetings but
shall have no role in the scoring. The Selection Committee will not participate in any
communications with candidate firms prior to the interview phase of the evaluation
process.
31.3 Proposal Review and Scoring
The Selection Committee shall rank candidate firms based on their written proposals using
the below evaluation criteria. At the sole discretion of the Selection Committee, interviews
of the top ranked candidate firms may be conducted. At the discretion of PFA, award of
the contract may be based solely on the written proposals.
Evaluation Criteria
Each response will be reviewed and scored based upon its completeness and clarity
addressing each criteria component.
Criteria 1: System Integration, Deployment and Response Times 400 points
100 points: Overview of plan to meet response time standards
50 points: Draft Deployment Plan and capabilities specifics
50 points: Fee Schedule
25 points: Special event and special coverage plan
50 points: Ability to meet all requirements of the RFP
50 points: Staffing (skill level, number full/part time employees, % overtime & annual
turnover)
25 points: Management and Project Team structure and roles
30 points: Physician Advisor
RFP 10218 Emergency Medical Services for PFA Page 30 of 59
20 points: Training Capabilities
Criteria 2: Experience 125 Points
25 points: History and number of past/present EMS contracts
25 points: Demonstrated EMS experience supporting urban & rural areas
25 points: Regulatory investigations, findings, complaints and resolution
25 points: EMS contract disputes and/or terminations within the last five
25 points: Review litigations within the last ten years
Criteria 3: Qualifications & Financial Stability 100 points
25 points: Proposal & Presentation – Clarity, Completeness, Exceptions
25 points: Firms management structure and project management strength
25 points: CAAS Accreditation or equivalent
25 points: Strength of current audited statement of financial condition
Points from Criteria I - III will be combined to achieve an overall proposal score for
the top proposer.
31.4 Interviews
In addition to submitting a written proposal, the top-rated Service Providers may be
interviewed by the Selection Committee and asked to participate in an oral presentation
to provide an overview of the company, approach to the project and to address questions.
The evaluation criteria for the oral interviews will be the same as the criteria for the written
evaluations.
The Selection Committee reserves the right to use alternate interview methods including,
but not limited to, remote interviews through a platform such as Microsoft Teams or Zoom.
31.5 Reference Evaluation (Top-ranked firm)
The Contract Manager will check references for the top-ranked firm.
SECTION 32.0 ACKNOWLEDGEMENT
The Acknowledgement Form is attached included on the following two (2) pages. Service
Providers are required to complete the attached form indicating the Service Provider
acknowledges receipt of the City of Fort Collins Request for Proposal and acknowledges that the
Service Provider has read and agrees to be fully bound by all of the terms, conditions and other
provisions set forth in the RFP.
RFP 10218 Emergency Medical Services for PFA Page 31 of 59
ACKNOWLEDGEMENT
This form may not be redlined and must be submitted with your proposal. Failure to adhere
to these requirements may result in your proposal being rejected.
Service Provider hereby acknowledges receipt of the City of Fort Collins Request for Proposal
and acknowledges that it has read and agrees to be fully bound by all of the terms, conditions
and other provisions set forth in the RFP 10218 Emergency Medical Services and sample
Agreement except as otherwise noted. Additionally, Service Provider hereby makes the
following representations to City/PFA:
a. All of the statements and representations made in this proposal are true to the best of the
Service Provider’s knowledge and belief.
b. Service Provider commits that it is able to meet the terms provided in this proposal.
c. This proposal is a firm and binding offer, for a period of 90 days from the date hereof.
d. Service Provider further agrees that the method of award is acceptable.
e. Service Provider also agrees to complete the proposed Agreement with the City of Fort
Collins within 30 days of notice of award. If contract is not completed and signed within
30 days, City reserves the right to cancel and award to the next highest rated firm.
f. Service Provider acknowledges receipt of addenda.
g. Service Provider acknowledges no conflict of interest.
h. Service Provider acknowledges that the City is a governmental entity subject to the
Colorado Open Records Act, C.R.S. §§ 24-72-200.1 et seq. (“CORA”). Any proposals
submitted hereunder are subject to public disclosure by the City pursuant to CORA and
City ordinances. Service Provider may submit one (1) additional complete proposal clearly
marked “FOR PUBLIC VIEWING.” In this version of the proposal, Service Provider may
redact text and/or data that it deems confidential or proprietary pursuant to CORA. All
pricing will be considered public records subject to disclosure under CORA and as such
pricing cannot be redacted from the “FOR PUBLIC VIEWING” version of the proposal.
Failure to provide a public viewing copy will be considered a waiver of any claim of
confidentiality under CORA without regard to how the Service Provider’s proposal or
certain pages of the proposal are marked confidential, proprietary, or similar. Such
statement does not necessarily exempt such documentation from public disclosure if
required by CORA, by order of a court of appropriate jurisdiction, or other applicable
law. Generally, under CORA, trade secrets, confidential commercial information and
financial data information may not be disclosed by the City/PFA. Proposals may not be
marked “Confidential” or ‘Proprietary’ in their entirety. By responding to this RFP, Service
Provider hereby waives any and all claims for damages against the City/PFA for the
City’s/PFA’s good faith compliance with CORA. All provisions and pricing of any
contract resulting from this request for proposal will be public information.
Legal Firm Name:
Physical Address:
Remit to Address:
RFP 10218 Emergency Medical Services for PFA Page 32 of 59
Phone:
Name of Authorized Agent of Firm:
Signature of Authorized Agent:
Primary Contact for Project:
Title: Email Address:
Phone: Cell Phone:
NOTE: ACKNOWLEDGMENT IS TO BE SIGNED & RETURNED WITH YOUR PROPOSAL.
RFP 10218 Emergency Medical Services for PFA Page 33 of 59
ATTACHMENT 1
RFP 10218 Emergency Medical Services Page 34 of 59
Attachment 2
Remediation-Equivalency Evaluation Tool Remediation-Equivalency Evaluation Tool
12 = Preferred 9 – 11 = Acceptable
< 8 = Unacceptable
0 - 1 UNSATISFACTORY
2 - MARGINAL
3 - ACCEPTABLE
4 - PREFFERED
compliant with requirements
during the time period of the applicable R- E being
requested.
No reference to compliance
status regarding Section(s) 8-
11.
compliance status regarding
Section(s) 8-11.
regarding Section(s) 8-11. compliance status regarding
Section(s) 8-11.
System improvements
identified and implementation plan detailed within specified
time frames by the Service
Provider.
No reference regarding where
system improvements can be
identified and implemented
within specified time frames by
the Contractor.
where system improvements
can be identified and
implemented within specified
time frames by the Contractor.
where system improvements
can be identified and
implemented within specified
time frames by the Contractor.
regarding where system
improvements can be identified
and implemented within
specified time frames by
the Contractor.
R-E plan for improvement is submitted to PFA with all
components per Exhibit. A, Section 26.0
Submitted plan for improvement Submitted Plan shows limited
correlation to exception zones between exceptions and
planned improvements.
identifies direct correlations to
individual zone exceptions and
planned improvements
RFP 10218 Emergency Medical Services Page 35 of 59
SECTION 33.0 SAMPLE AGREEMENT (for reference only – do not sign)
AMBULANCE SERVICES AGREEMENT
between Poudre Fire Authority and [Service Provider]
This Ambulance Services Agreement ("Agreement") is entered into by and between the
Poudre Fire Authority ("PFA"), a political subdivision of the state of Colorado, and [Service
Provider] ("Service Provider" or "Contractor"), a(n) [enter state] [business type]. PFA and
Service Provider are referred to herein as a "Party" and collectively as the "Parties."
WHEREAS, PFA is a fire authority established by intergovernmental agreement between
the City of Fort Collins (“City”) and the Poudre Valley Fire Protection District in conformance with
Section 29-1-203 and -203.5, C.R.S., to provide fire protection, fire protection, fire suppression,
emergency medical, ambulance, and related emergency services (collectively, "Emergency
Services") within its service territory and to individuals passing through its service territory;
WHEREAS, PFA presently does not directly provide ambulance service as part of its
Emergency Services; and,
WHEREAS, PFA desires to hire Service Provider to provide the Services (as defined
below), and Service Provider desires to provide the Services, on the terms and conditions set
forth in this Agreement and the attached Exhibits A through E (collectively, the “Exhibits”).
NOW, THEREFORE, in consideration of the foregoing recitals and the mutual promises
herein contained, the Parties agree as follows:
1. Exhibits Incorporated. The Parties agree that the attached Exhibits are expressly
incorporated herein and made a part of this Agreement.
2. Term. This Agreement shall commence on June 1, 2026, and shall continue in full force and
effect until May 31, 2031, unless sooner terminated as herein provided (“Initial Term”). This
Agreement may be renewed for a term mutually agreed to by the Parties and subject to the
approval of the PFA Board.
3. The Services. Service Provider shall provide the ambulance and other emergency medical
services set forth in this Agreement, the “Scope of Services” attached as Exhibit A, and in
the other attached Exhibits(collectively, the "Services").
4. The Agreement for Dispatch Services. The Agreement for Dispatch Services attached as
Exhibit B ("Dispatch Services Agreement") between PFA, Service Provider, and the City
is expressly incorporated herein and shall govern the Parties' use of and reliance on
dispatch services operated and provided by the City.
5. The Opticom Agreement. The Agreement for Use of Opticom System attached as Exhibit
C ("Opticom Agreement") is expressly incorporated herein and shall govern the Parties'
use of PFA's Opticom system and related equipment.
RFP 10218 Emergency Medical Services Page 36 of 59
6. Delay. If any Party is prevented in whole or in part from performing its obligations by
unforeseeable causes beyond its reasonable control and without its fault or negligence, then
the Party so prevented shall be excused from whatever performance is prevented by such
cause. To the extent that the performance is actually prevented, Service Provider must
provide written notice to PFA of such condition within fifteen (15) days from the onset of
such condition.
7. Notice. All notices or other communications (collectively, “Notice”) required or permitted
under this Agreement shall be given by hand delivery or certified/registered mail, return
receipt requested, to the following addresses:
Attn:
Email Address
Attn: Chief Derek Bergsten
102 Remington Street
Fort Collins, CO 80524
Derek.Bergsten@poudre-fire.org
Copy to:
Attn: Purchasing Dept.
PO Box 580
Fort Collins, CO 80522
purchasing@fcgov.com
Either Party may change its address for receiving Notice by notifying the other Party of such
change in accordance with this provision. Notice given by certified/registered mail shall be
deemed given three (3) business days after deposit in the mail or when received, whichever
occurs first.
8. Payment to PFA. Service Provider shall pay PFA as provided herein, pursuant to Exhibit A,
Scope of Services; Exhibit B, Agreement for Dispatch Services; and Exhibit C, Agreement
for Use of Opticom System.
9. PFA Representative. PFA will designate, prior to commencement of the Services, its
representative ("PFA Representative") who shall make, within the scope of his/her
authority, all necessary and proper decisions regarding the Services provided under this
Agreement. All communications from Service Provider concerning this Agreement shall be
directed to the PFA Representative. PFA may change its PFA Representative at any time
in its sole discretion by providing Notice to Service Provider.
10. Independent Service Provider. By entering into this Agreement, the Parties are not creating,
and shall not be construed as creating, a joint venture, partnership, authority, or any other
type of relationship between the Parties except as contracting entities, and each Party shall
remain a separate and distinct entity for all purposes under this Agreement. The Services
to be performed by Service Provider are those of an independent service provider and not
RFP 10218 Emergency Medical Services Page 37 of 59
of a PFA employee. PFA shall not be responsible for withholding any portion of Service
Provider's compensation hereunder for the payment of FICA, Workmen's Compensation, or
other taxes or benefits or for any other purpose.
11. Subcontractors. Service Provider may not subcontract any of the Services without PFA’s
prior written consent, which PFA may give or deny in its sole discretion. If any of the Services
are subcontracted hereunder (with the prior written consent of PFA), then the following
provisions shall apply: (a) the subcontractor must be a reputable, qualified firm with an
established record of successful performance in its respective trade performing identical or
substantially similar work, (b) the subcontractor must agree in writing to comply with and be
bound by all applicable terms of this Agreement, (c) the subcontract will not create any
contractual relationship between any such subcontractor and PFA, nor will it obligate PFA
to pay, or ensure the payment of, any subcontractor, and (d) the Services provided by the
subcontractor will be subject to inspection by PFA to the same extent as the Services of
Service Provider.
12. Personal Services. It is understood that PFA enters into this Agreement based on the special
abilities of Service Provider and that this Agreement shall be considered as an agreement
for personal services. Accordingly, Service Provider shall neither assign any responsibilities
nor delegate any duties arising under this Agreement without the prior written consent of
PFA, which consent may be given or denied in its sole discretion.
13. Acceptance Not Waiver. PFA's approval or acceptance of and/or payment for any of the
Services shall not be construed to operate as a waiver of any rights or benefits provided to
PFA under this Agreement or any cause of action arising out of Service Provider’s
performance of this Agreement and the Services.
14. Warranty. Service Provider warrants that all Services will be performed with the highest
degree of competence and care in accordance with the standards of care applicable to
entities and personnel performing similar services in the State of Colorado.
15. Termination for Cause.
a. PFA's Termination for Cause. In addition to the termination rights set forth in other
provisions of this Agreement, PFA has the right to terminate this Agreement for cause
pursuant to this Section. PFA may terminate this Agreement Service Provider fails to
meet any of the quarterly compliance standard set forth in Section 7.11 of Exhibit A in
any three (3) consecutive quarters. Service Provider shall not have Cure Rights (defined
below) to address such a failure.
Subject to the Cure Rights defined below, PFA also may terminate this Agreement upon
the occurrence of one or more of the following:
i. Denial, suspension, revocation, termination, lapse, or voluntary relinquishment
(under threat of disciplinary action) of any license or certification required for
Service Provider to perform any of the Services;
RFP 10218 Emergency Medical Services Page 38 of 59
ii. Service Provider’s violation of any of the confidentiality provisions or HIPAA
requirements set forth in this Agreement;
iii. Service Provider's inability at any time to procure and maintain professional liability
insurance coverage as required by this Agreement and/or as otherwise required
by law;
iv. PFA’s determination that Service Provider has engaged in conduct that PFA
reasonably considers to be unethical, fraudulent, or unlawful;
v. Service Provider's failure to comply with any federal, state, or local laws,
regulations, rules, or procedures applicable to this Agreement and/or the Services;
vi. Service Provider's failure to maintain equipment in accordance with manufacturer
recommended maintenance procedures;
vii. Disruptive personal behavior by any of Service Provider's personnel which
materially interferes with the provision of the Services or PFA’s operations, as
determined by PFA;
viii. Service Provider's failure to comply with any material term and/or material
condition of this Agreement; or
ix. Appointment of a receiver for Service Provider's assets, an assignment by Service
Provider for the benefit of its creditors, or any relief taken or suffered by Service
Provider under any bankruptcy or insolvency law.
b. Service Provider's Termination for Cause. Service Provider has the right to terminate
this Agreement for cause pursuant to this Section. Subject to the Cure Rights (defined
below), Service Provider may terminate this Agreement upon PFA's failure to comply
with any material term and/or material condition of this Agreement, subject to PFA's
Cure Right.
16. Cure Right. "Cure Right" means the right of the breaching Party to cure certain breaches
within thirty (30) days after receipt of written notice from the non-breaching Party that
specifies the applicable provision(s) of this Agreement and the alleged breach.
Following receipt of written notice, the breaching Party must either cure the breach, or
provide evidence to the reasonable satisfaction of the non-breaching Party that cause for
the breach does not exist. Unless the non-breaching Party agrees the breach does not exist,
within five (5) business days of receipt of the notice, the breaching Party shall deliver to the
non-breaching Party a written plan to cure the breach. The breaching Party shall provide a
written status report every five (5) business days thereafter until the breach is cured.
17. Remedies. If a breaching Party fails to cure its breach within thirty (30) days of receiving a
written notice of such breach, the non-breaching may elect to (a) terminate this Agreement
and seek damages; (b) treat this Agreement as continuing and, as to Service Provider only,
require specific performance; or (c) avail itself of any other remedy at law or in equity.
18. Binding Effect. This document, together with the Exhibits, constitutes the entire agreement
RFP 10218 Emergency Medical Services Page 39 of 59
between the Parties and shall inure to and be binding upon the Parties and their directors,
officers, employees, agents and permitted assigns. Covenants or representations not
contained in this Agreement shall not be binding on the Parties.
19. Indemnity/Insurance.
a. Service Provider agrees to indemnify and defend PFA, its directors, officers, agents, and
employees against and from any and all actions, suits, claims, demands, or liability of
any character whatsoever arising out of, resulting from, or occurring in connection with
Service Provider’s performance of any of the Services or otherwise in any way related
to this Agreement. PFA shall have the right to select its legal counsel notwithstanding
Service Provider's obligation to pay the fees, costs, and expenses incurred by such legal
counsel in defense of PFA.
b. Service Provider shall take all necessary precautions in performing the Services
hereunder to prevent injury (including death) to all persons and property.
c. Without limiting any of Service Provider's obligations hereunder, Service Provider shall
provide and maintain insurance coverage naming "Poudre Fire Authority" as an
additional insured under this Agreement, and stating that PFA’s insurance is non-
contributory, of the type and with the limits specified within Exhibit D (the "Insurance
Requirements"), which also is expressly incorporated herein and made a part of this
Agreement. Service Provider is the "Contractor" as that term is used in the Insurance
Requirements. PFA is the "Client" as that term is used in the Insurance Requirements.
Service Provider, before commencing any Services, shall deliver to PFA's Director of
Purchasing and Risk Management, P.O. Box 580 Fort Collins, Colorado 80522 the
certificate(s) or endorsement(s) evidencing the insurance coverage required from an
insurance company acceptable to PFA.
20. Choice of Law/Jurisdiction/Venue. The laws of the State of Colorado shall govern the
construction interpretation, execution, and enforcement of this Agreement. Venue for any
lawsuit or legal proceeding to enforce or interpret any of the terms of this Agreement and/or
to adjudicate any claims arising out of or related to this Agreement shall lie exclusively in
the District Court for Larimer County, Colorado. Each Party consents to the jurisdiction of
the District Court for Larimer County, Colorado, and agrees to waive any challenges to the
jurisdiction of such court over any matter arising out of or related to this Agreement
21. Severability. If any provision of this Agreement shall be held invalid or unenforceable by
any court of competent jurisdiction, such determination shall not invalidate or render
unenforceable any other provision of this Agreement.
22. Confidentiality. Service Provider agrees to strictly comply with all of the confidentiality
requirements set forth in Exhibit E, which is incorporated herein and expressly made a part
of this Agreement.
23. HIPAA. The Parties are committed to ensuring confidentiality with respect to information
shared for purposes of this Agreement and the Services. The Parties agree that Service
RFP 10218 Emergency Medical Services Page 40 of 59
Provider is a covered entity under the Health Insurance Portability and Accountability Act of
1996 ("HIPAA") and is therefore subject to the privacy and security requirements for
managing protected health information ("PHI").
Pursuant to HIPAA, Service Provider is permitted to use and disclosure PHI (limited to the
minimum necessary) for its own treatment, payment, or health care operations, which
includes conducting quality assessment and improvement activities and outcome
evaluations. Therefore, Service Provider shall disclose PHI to designated employees of PFA
("Designated PFA Employees") for the purpose of evaluating the Services, conducting
quality assessments, and identifying quality improvement opportunities for Services
provided hereunder, as further described in Exhibit A to this Agreement. The Designated
PFA Employees shall have access to the portal in which Service Provider enters and
maintains patient care records related to the Services for the sole purpose of performing
quality assessment and improvement activities, and the Parties agree to develop a schedule
of regular audits to ensure that the Designated PFA Employees are accessing only
information required to perform those activities. In addition, PFA agrees to require its
Designated PFA Employees to sign confidentiality agreements outlining their responsibilities
with respect to information accessed and used to perform their duties.
To the extent that Service Provider provides data to PFA for any purpose outside of quality
assessment and improvement, such information shall be de-identified as defined under
HIPAA regulations.
24. Governmental Immunity. Nothing in this Agreement is intended to be, and shall not be
construed as, a limitation on or waiver of any of the rights, privileges, immunities, limitations
on damages, benefits, and defenses provided to, or enjoyed by, PFA, or its directors,
officers, employees, or agents, under federal or state law, including but not limited to the
Colorado Governmental Immunity Act, C.R.S. § 24-10-101, et seq.
25. Non-Appropriation. All direct and indirect financial obligations of PFA under this Agreement
are subject to appropriation, budgeting, and availability of funds to discharge such
obligations. If PFA's Board of Directors fails to appropriate funds for PFA's obligations under
this Agreement, this Agreement shall terminate on December 31 of the year in which the
non-appropriation occurred, and neither Party shall have any further obligation to or
recourse against the other Party under this Agreement beyond any remaining funds that
PFA previously appropriated for the year in which the non-appropriation occurred.
26. Colorado Open Records Act. This Agreement and any communications, documents, data,
and information of any kind or nature provided by Service Provider to PFA may be subject
to disclosure by PFA pursuant to the Colorado Open Records Act, C.R.S. § 24-72-200.1, et
seq. Any documents, data, and information that Service Provider deems confidential,
proprietary, or a trade secret must be clearly marked as such. PFA will only protect from
disclosure expressly marked confidential, propriety or trade secret information and only to
the extent permitted by law.
RFP 10218 Emergency Medical Services Page 41 of 59
27. Tax Exemption. As a unit of local government, PFA is tax exempt. Service Provider is
responsible for ensuring that neither it nor its subsidiaries, subcontractors, or vendors incur
any taxes that could be avoided as a result of PFA's tax-exempt status.
28. Attorneys’ Fees. In any civil action or proceeding arising out of or otherwise related to this
Agreement and/or the Services, the prevailing Party shall be awarded its reasonable
attorneys' fees, costs, and expenses, including any attorneys' fees, costs, and expenses
incurred in any appellate action and/or in collecting or executing on any judgment, order, or
award.
29. Signatures/Counterparts. This Agreement may be executed in several counterparts and by
facsimile or electronic PDF, each of which shall be deemed an original and all of which shall
constitute one valid and binding instrument.
[Signature Page Follows]
RFP 10218 Emergency Medical Services Page 42 of 59
POUDRE FIRE AUTHORITY, a political subdivision
of the State of Colorado
By: ______________________________________
Susan Gutowsky, Chair
Date: ____________________________________
ATTEST:
By: _______________________________
Nancy Salazar, PFA Secretary
[SERVICE PROVIDER]
By: ______________________________________
Printed:
Title:
Date: ____________________________________
RFP 10218 Emergency Medical Services Page 43 of 59
EXHIBIT A
SCOPE OF SERVICES
RFP 10218 Emergency Medical Services Page 44 of 59
EXHIBIT B
AGREEMENT FOR DISPATCH SERVICES
THIS AGREEMENT FOR DISPATCH SERVICES ("Dispatch Agreement") is entered as of the
date of the last signature below, by and between THE CITY OF FORT COLLINS, COLORADO,
a municipal corporation (the "City"), [SERVICE PROVIDER], a(n) [enter state] [business type]
("Service Provider"), and Poudre Fire Authority, a political subdivision of the state of Colorado
("PFA"). The City, PFA, and Service Provider may be referred to individually as a "Party" and
collectively as the "Parties."
WITNESSETH:
WHEREAS, the City presently operates a Communications Center, Fort Collins 911
(FC911) for the provision of dispatching services to governmental agencies serving the
geographical area in and around the City of Fort Collins, Colorado;
WHEREAS, PFA is a fire authority established by intergovernmental agreement between
the City and the Poudre Valley Fire Protection District in conformance with Sections 29-1-2043
and -203.5, C.R.S., to provide fire protection, fire protection, fire suppression, emergency medical,
ambulance, and related emergency services in and around the City of Fort Collins, Colorado;
WHEREAS, PFA and Service Provider have entered into an Ambulance Services
Agreement (the "Ambulance Services Agreement") whereby Service Provider will provide
ambulance services and other emergency medical services within PFA's service territory,
including the area in and around the City;
WHEREAS, Service Provider's ambulance services involve certain emergency medical
and transportation services, including paramedics, emergency medical technicians, and
ambulances, which require radio communication and dispatching; and
WHEREAS, the utilization by Service Provider of the dispatching services of the City
avoids duplication of services and promotes cost efficiency and maximum coordination of services
among local agencies; and
WHEREAS, the Parties agree that it is appropriate to pay for such services in an amount
equal to the percentage of calls generated and the overall FC911 budget;
NOW, THEREFORE, in consideration of the mutual promises contained below and other
good and valuable consideration, the Parties agree as follows:
1. Term. This Dispatch Agreement shall remain in full force and effect unless and until the
Ambulance Services Agreement is terminated by PFA or Service Provider or unless this
Dispatch Agreement is terminated by one of the Parties in accordance with the terms set
forth herein.
2. Services to be Provided by the City. For the benefit of PFA and the Service Provider, the
City shall provide dispatching services on a twenty-four (24) hour per day basis between
Fort Collins 911 (FC911), located at the Fort Collins Police Services building, 2221 S.
Timberline Road, Fort Collins, Colorado, and such radio bases and mobile and portable
dispatching units owned by Service Provider as may be designated by Service Provider.
RFP 10218 Emergency Medical Services Page 45 of 59
Specific dispatching services to be provided by the City through FC911 are itemized below
and, in rendering such services, the City shall utilize all dispatching equipment and
capabilities which may be currently owned and operated by the City to the extent that such
are reasonably necessary to effectuate the purposes of this Dispatch Agreement. The City
and Service Provider further agree, in rendering and utilizing such services, that each will
adhere to the procedures contained in FC911 Training Manuals, Standard Operating
Procedures and Operational Bulletins.
The following services shall be provided by the City:
a. Monitoring, answering and dispatching emergency calls for medical treatment and
transportation services received by the City through citizen use of the "911" emergency
number.
b. Monitoring, answering and dispatching calls for such services received through non-
emergency numbers.
c. Recording all such calls for services as referred to in subparagraphs a. and b. above, as
well as all dispatch communications between FC911 and the designated dispatching
units of Service Provider, with such audio recordings to be preserved by the City and
retained for twenty-four (24) months after the date of recording. Upon request by Service
Provider, the City shall provide Service Provider with copies of any recordings made and
preserved under the provisions of this subparagraph and pertaining to the emergency
services provided by Service Provider.
d. Maintaining records of all dispatch services rendered to Service Provider under this
Dispatch Agreement, to be made available to Service Provider upon request, which
records shall include the following information:
• The date, time and call number assigned to each dispatch call for services received
and handled by the City for Service Provider, together with a brief description of the
nature of each such call.
• The location to which Service Provider personnel responded to each such call and
the responding vehicle number.
e. Maintaining emergency, back-up power sources for dispatching equipment.
f. Maintaining current maps and other geographical information necessary to affect the
efficient and prompt response to requests for services to be rendered by Service
Provider.
g. Allowing access by Service Provider to radio frequencies licensed to the City or its
departments when reasonably necessary for the purpose of providing reliable
communication in outlying areas served by Service Provider.
h. Maintaining EMD certification of dispatchers as required to practice Medical Priority's
emergency medical dispatching.
3. Records. The services provided by the City regarding the maintenance of records and
recording of calls for service in paragraphs 2.c. and d. hereinabove shall not render the City
RFP 10218 Emergency Medical Services Page 46 of 59
the "official custodian" of such records for CORA (C.R.S. § 24-72- 200.1, et seq.) purposes.
Service Provider remains the official custodian of such records and all requests for
inspection of records and recordings shall be forwarded to Service Provider. Other than as
contained in paragraph 2.c., any preservation, retention or other requirements for such
records shall be the responsibility of Service Provider.
4. Compensation. Beginning January 1, 2026, and every year thereafter during the term of this
Dispatch Agreement, Service Provider hereby agrees to pay the City for services rendered
by the City and as reimbursement for anticipated expenses. The amount due to the City by
Service Provider shall be the percentage of the FC911 budget based on the number of calls
for service generated for Service Provider in the previous year per the methodology in the
attached Schedule 1.
Number of calls will be based on medical related incidents which are generated through the
Computer Aided Dispatch (CAD) System. Incident totals shall exclude all agreed upon call
types that are self-generated by Service Provider staff.
All annual amounts to be paid under this Dispatch Agreement shall be payable upon invoice
in four (4) equal quarterly installments; each of which shall be due and payable on the
following dates: March 1, June 1, September 1 and December 1 of each year. The
Compensation will be reconciled based on actual annual expenses by the Parties by
February 1st of the following year. Any credit or payment due based on the reconciliation will
be completed by March 1st.
5. Use of Mobile Data Devices. For the purpose of dispatch accuracy and efficiency, the City
requires that each of Service Provider's regular duty ambulances be equipped with a Mobile
Data Device that is capable of transmitting status codes.
6. Liability. The Parties hereto shall be solely responsible for the actions or omissions of their
respective officers, agents and employees and shall not be responsible or legally liable for
the negligent acts of the other Party. The Service Provider further agrees to indemnify,
defend, and hold the other Parties harmless from any damages, losses, expenses, causes
of action or other liability whatsoever arising from or in any way relating to any personal
injury or damages to person or property caused by the negligent acts or omissions of Service
Provider’s officers, agents, or employees. In the event that the Service Provider is required
to defend one or both of the other Parties under this Section, the other Parties shall be
entitled to select counsel of their own choosing, and the Service Provider will be obligated
to fully reimburse the other Parties for all of their costs and attorneys' fees.
7. Notices. Any and all notices or any other communication herein required or permitted shall
be deemed to have been given when personally delivered or deposited in the United States
postal service as regular mail, postage prepaid, and addressed as follows or to such other
person or address as a Party may designate in writing to the other Parties:
To the Service Provider: To the City:
Attn:
Attn: FC911 Manager
2221 S. Timberline
Post Office Box 580
RFP 10218 Emergency Medical Services Page 47 of 59
To PFA: With a copy to:
Attn: Fire Chief
102 Remington Street
Attn: City Attorney's Office
Post Office Box 580
8. Entire Agreement. This writing, together with Schedule "1" attached hereto, constitutes the
entire Dispatch Agreement between the Parties.
9. Binding Effect. This Dispatch Agreement shall be binding upon and inure to the benefit of
the Parties and the agents, assigns and successors in interest of each respectively.
10. Default. In the event that any Party should fail or refuse to perform according to the terms
of this Dispatch Agreement, such Party may be declared in default, and such defaulting
Party shall be allowed a period of five (5) days within which to cure said default. In the event
the default remains uncorrected, the non-defaulting Parties may elect to:
a. Terminate this Dispatch Agreement and seek damages;
b. Treat this Dispatch Agreement as continuing and, with respect to Service Provider only,
require specific performance; or
c. Avail itself of any other remedy at law or in equity.
In any civil action or proceeding arising from or relating to this Dispatch Agreement, the
prevailing Party shall be awarded its reasonable attorneys’ fees, costs, and expenses,
including the reasonable attorneys’ fees, costs, and expenses incurred I n any appellate
action and in collecting or executing on any judgment, order, or award.
11. Good Faith. The Parties, their agents, and employees agree to cooperate in good faith in
fulfilling the terms of this Dispatch Agreement. The Parties agree that they will attempt to
resolve any disputes concerning the interpretation of this Dispatch Agreement and
unforeseen questions and difficulties which may arise in implementing this Dispatch
Agreement by good faith negotiations before resorting to termination of this Dispatch
Agreement and/or litigation.
12. Modification. This document constitutes the full understanding of the Parties, and no term,
condition, understanding or agreement purporting to modify or vary the terms of this
Dispatch Agreement shall be binding unless hereafter made in writing signed by all Parties.
Course of performance, no matter how long, shall not constitute an amendment to this
Dispatch Agreement. Waiver of a breach of this Dispatch Agreement shall not be construed
as a waiver of any subsequent breach of this Dispatch Agreement.
13. Non-Assignment; No Third Party Beneficiary. This Dispatch Agreement, and each and every
covenant herein, shall not be assignable except with the prior consent of the Parties. This
Dispatch Agreement shall not be construed as or deemed to be a dispatch agreement for
the benefit of any third party or parties, and no third party or parties shall have a right of
action hereunder for any cause whatsoever.
RFP 10218 Emergency Medical Services Page 48 of 59
14. Merger. This Dispatch Agreement constitutes the entire agreement between the Parties,
and all prior and contemporaneous conversations, negotiations, possible alleged
agreements, representations, covenants, and warranties concerning the subject matter
hereof are merged herein.
15. Appropriation. To the extent this Agreement or any provision in it requires payment of any
nature in fiscal years subsequent to the current fiscal year and constitutes a multiple fiscal
year debt or financial obligation of the City and/or PFA, it shall be subject to annual
appropriation by Fort Collins City Council as required in Article V, Section 8(b) of the City
Charter, City Code Section 8-186, and Article X, Section 20 of the Colorado Constitution
and/or PFA’s governing body. The City and/or PFA shall have no obligation to continue this
Agreement in any fiscal year for which there are no pledged cash reserves or supporting
appropriations pledged irrevocably for purposes of payment obligations herein. Non-
appropriation by the City and/or PFA shall not be construed as a breach of this Agreement.
16. Colorado Open Records Act. Service Provider acknowledges that the City and PFA are
governmental entity subject to the Colorado Open Records Act, C.R.S. § 24-72-200, et seq.
(CORA), and documents in the City’s and PFA’s possession may be considered public
records subject to disclosure under the CORA. The Parties agree that this Agreement and
all incorporated Exhibits, unless specifically marked as Confidential, are considered public
records under the CORA.
17. Governmental Immunity. Nothing in this Dispatch Agreement is intended to be, and shall
not be construed as, a limitation on or waiver of any of the privileges, immunities, limitations
on damages, and defenses provided to, or enjoyed by, the District, or its directors, officers,
employees, volunteers, or agents, under federal and state law, including but not limited to,
the Colorado Governmental Immunity Act, C.R.S. § 24-10-101, et seq.
18. Additional Terms Clause. Colorado law governs this Dispatch Agreement. Jurisdiction and
venue for any civil action or proceeding arising out of or related to this Dispatch Agreement
shall lie exclusively in the Larimer County District Court, and all Parties expressly agree to
waive any objections to such jurisdiction and venue. This Dispatch Agreement may be
executed in several counterparts and by facsimile or electronic PDF, each of which shall be
deemed an original, and all of which shall constitute one valid and instrument.
[Signature Page Follows]
RFP 10218 Emergency Medical Services Page 49 of 59
IN WITNESS WHEREOF, this Dispatch Agreement has been executed to be effective as
of the last date of signature below.
[SERVICE PROVIDER]
By:
Printed:
Title:
Date:
CITY OF FORT COLLINS, COLORADO
a municipal corporation
By:
Printed:
Title:
Date:
POUDRE FIRE AUTHORITY, a political
subdivision of the State of Colorado
By:
Printed:
Title:
Date:
RFP 10218 Emergency Medical Services Page 50 of 59
Schedule 1
Dispatch Services Reimbursement Calculation Methodology
Fort Collins 911 will provide dispatching services on a twenty-four (24) hour per day basis. Radio
bases, mobile units and portable dispatching units will be owned and maintained by the Service
Provider.
FORMULA FOR COSTS IS:
• 1 FTE Emergency Services Dispatcher position – 2024 costs were $136,618.85 (includes
salary, overtime, and benefits).
• A percentage of Fort Collins 911 year ending expenditures based on the number of calls
generated by the Service Provider. Any call opened, dispatched, or closed by Fort Collins
911 will be included in this number.
• Yearend expenditures shall include personnel and overtime costs and other operational
costs, and any other dispatch related supplies and materials. This cost does not include
the 1 FTE dispatcher salary, overtime, and benefit figures as noted above.
• A percentage of CAD yearly software maintenance costs; radio yearly maintenance costs,
dispatch related phone line costs.
• A percentage of costs of new or upgraded dispatched related systems such as CAD and/or
applications to include software, hardware, implementation services and any other related
service required for the system(s).
• Any additional equipment costs incurred by Fort Collins 911 to provide dispatching
services to the Service Provider such as.
− One Dispatch workstation/furniture equipment
− One Radio console/workstation
− One Radio consolette for back up communications
FOR EXAMPLE:
Yearly expenditures for 2024 totaled $4,563,681.23 (not including 2024 1 FTE dispatch salary,
overtime, benefits and equipment maintenance cost). Percentage of ambulance calls opened,
dispatched, or closed by Fort Collins 911 through Computer Aided Dispatch (CAD) system = 17%
• 17% OF TOTAL EXPENDITURES = $ 935,209.56
$ 762,937.91 (17%) Annual expenditures minus dispatcher
$ 35,147.08 (17%) Ongoing CAD Costs (Central Square /CAD)
$ 505.72 (17%) Dispatch analog back-up
$ 136,618.85 Emergency Services Dispatcher Position 1 FTE
$ 935,209.56 * TOTAL AMBULANCE CONTRACT COSTS (2025)
2025 Payments *: Four calendar quarter payments of $233,802.39
RFP 10218 Emergency Medical Services Page 51 of 59
EXHIBIT C
AGREEMENT FOR USE OF OPTICOM SYSTEM
THIS AGREEMENT FOR USE OF OPTICOM SYSTEM (the "Opticom Agreement") is
entered as of the date of the last signature below, by and among the Poudre Fire Authority, a
political subdivision of the State of Colorado ("PFA"), and [Service Provider], a(n) [enter state]
[business type] ("Service Provider"), and the City of Fort Collins, a municipal corporation (the
"City"). The City, PFA and Service Provider may be referred to individually as a "Party" and
collectively, as the "Parties."
WITNESSETH:
WHEREAS, PFA is fire authority established by intergovernmental agreement between
the City of Fort Collins and the Poudre Valley Fire Protection District for the purposes of providing
fire protection and other emergency services within the territorial limits of the City and the Poudre
Valley Fire Protection District; and
WHEREAS, Service Provider is a [business type] that manages and operates certain
emergency medical and transportation services, including paramedics, emergency medical
technicians and ambulances in and around the City, in connection with an Ambulance Services
Agreement between PFA and Service Provider (the "Ambulance Services Agreement"); and
WHEREAS, the City is a home rule municipality organized and existing under Colorado
law; and
WHEREAS, PFA owns and operates an Opticom system and related equipment
(hereinafter referred to as the "System") at certain intersections within the City to assist in
emergency vehicle travel through such intersections in emergency situations in order to increase
safety and reduce response times; and
WHEREAS, there are currently 174 out of 199 intersections in the City controlled by traffic
signals owned and/or maintained by the City and said traffic signals can be preempted and
controlled by the System; and
WHEREAS, the City has agreed to permit PFA and Service Provider to utilize the System
on the City’s traffic signals at those, and any additional intersections to facilitate the delivery of
emergency services to the residence of the City; and
WHEREAS, PFA has identified additional intersections that impact emergency response
routes throughout the City that will not be paid for by new development, resulting in the need for
cost sharing among users of the System in order to install the System in traffic signals at the
additional intersections; and
WHEREAS, the utilization by Service Provider of the System will enhance the delivery
services provided by Service Provider to the community; and
WHEREAS, Service Provider has agreed to share in and reimburse PFA for the costs in
installing additions to the System and in maintaining and repairing the System; and
WHEREAS, the Parties therefore enter into this Opticom Agreement to set forth the terms
and conditions by which the Parties will use the System and share the costs to acquire specific
RFP 10218 Emergency Medical Services Page 52 of 59
additions to the System and to provide for the continued maintenance and repair of such System.
NOW, THEREFORE, in consideration of the mutual promises contained below and other
good and valuable consideration, the Parties hereto agree as follows:
1. Term of this Agreement. This Opticom Agreement shall commence as of the date of the last
signature below and shall remain in force unless and until the termination of the Ambulance
Service Agreement or as terminated by one of the Parties in accordance with the terms of
this Opticom Agreement.
2. Services to be Provided by PFA. PFA shall provide the Service Provider with the means and
equipment required to utilize PFA’s System. The parties will collaborate to identify and
evaluate additional intersections to expand the System to improve response times and
safety.
3. Compensation. In consideration for use of the System the Service Provider hereby agrees
to pay, on an annual basis and upon invoice from PFA, one-half the cost of maintaining the
entire System. Such maintenance cost shall be subject to change on an annual basis by
mutual written agreement of the parties. For 2026, the Service Provider’s share of the
maintenance cost is anticipated to be $16,656.00. The Service Provider’s portion of the
maintenance is based on the total annual maintenance cost per intersection of $192.00 and
the total number of intersections which is 174. The due dates for the payments of all the
financial obligations and required reimbursements by Service Provider under this Opticom
Agreement shall be thirty (30) days after Service Provider receives a billing invoice from
PFA.
The Service Provider shall also pay one-half the cost of installation for new intersections
added to the System as may be mutually agreed from time to time. As of 2025 the average
cost to install Opticom is approximately $6,800 for two directions and $7,800 for all four
directions of an intersection.
4. Ownership and Maintenance of Equipment. The Parties hereby acknowledge that the
System equipment under this Opticom Agreement is owned by PFA and/or the City.
Compensation paid by Service Provider for use of the System does not in any way convey
any ownership interest to Service Provider in and to the System, any component equipment
or the traffic signals.
5. Obligations regarding use of the System. The City agrees to permit Service Provider and
PFA to utilize the System and will continue to install and maintain the System on its traffic
signals provided that Service Provider and PFA use the System only while providing
emergency services. The Parties agree that the System will not be used for any other
purpose and that use of the System for any other purpose shall afford the City the right to
terminate this Opticom Agreement.
6. Liability. Each of the Parties shall be solely responsible for the action or omissions of their
respective officers and employees and shall not be responsible or legally liable for the acts
RFP 10218 Emergency Medical Services Page 53 of 59
or omissions of any other Party to this Opticom Agreement or of their officers and
employees. The Service Provider further agrees to indemnify, defend, and hold the other
Parties harmless from any damages, losses, expenses, causes of action or other liability
whatsoever arising from or in any way relating to any personal injury or damages to person
or property caused by the intentional or negligent acts or omissions of its own officers,
agents, or employees. In the event that the Service Provider is required to defend one or
both of the other Parties under this Section, that/those Party(ies) shall be entitled to select
counsel of their own choosing and the Service Provider will be obligated to fully reimburse
the other Party(ies) for all of their costs and attorneys' fees.
7. Entire Agreement. This writing constitutes the entire agreement among the Parties. All prior
and contemporaneous conversations, negotiations, possible alleged agreements,
representations, covenants, and warranties concerning the subject matter hereof are
merged herein.
8. Effect of Agreement. This Opticom Agreement shall be binding upon and inure to the benefit
of the Parties and the agents, assigns and successors in interest of each respectively. This
Opticom Agreement is not intended, nor should it be construed, to effect or extend the legal
responsibilities of any of the Parties; or create or modify any preexisting legal obligations, if
any. This Opticom Agreement shall not be construed as or deemed to be an agreement for
the benefit of any third-party or parties, and no third-party or parties shall have a right of
action hereunder for any purpose whatsoever.
9. Default. In the event that a Party should fail or refuse to perform according to the terms of
this Opticom Agreement, such Party may be declared in default, and such defaulting Party
shall be allowed a period of ten (10) days within which to cure said default. In the event the
default remains uncorrected, a non-defaulting Party may elect to:
a. Terminate the Opticom Agreement and seek damages;
b. Treat the Opticom Agreement as continuing and require, as to Service Provider
only, specific performance; or
c. Avail itself of any other remedy at law or in equity.
In any civil action or proceeding arising from or relating to this Opticom Agreement the
prevailing Party shall be awarded its reasonable attorneys’ fees, costs, and expenses,
including but not limited to the reasonable attorneys’ fees, costs, and expenses incurred in
any appellate action and in collecting or executing on any judgment, order, or award.
10. Colorado Open Records Act. Service Provider acknowledges that the City and PFA are
governmental entity subject to the Colorado Open Records Act, C.R.S. § 24-72-200, et seq.
(CORA), and documents in the City’s and PFA’s possession may be considered public
records subject to disclosure under the CORA. The Parties agree that this Agreement and
all incorporated Exhibits, unless specifically marked as Confidential, are considered public
records under the CORA.
RFP 10218 Emergency Medical Services Page 54 of 59
11. Assignment. This Opticom Agreement shall not be assigned by any of the Parties without
the prior written consent of all the Parties to this Opticom Agreement.
12. Relationship of the Parties. The Parties enter into this Opticom Agreement as separate and
independent entities and each shall maintain such status throughout the term of this
Opticom Agreement.
13. Headings. Paragraph headings used in this Opticom Agreement are for convenience of
reference and shall in no way control or affect the meaning or interpretation of any provision
of this Opticom Agreement.
14. Construction. This Opticom Agreement shall be construed according to its fair meaning and
as if prepared by all the Parties and shall be deemed to be and contain the entire
understanding and agreement between the Parties. There shall be deemed to be no other
terms, conditions, promises, understandings, statements or representations, express or
implied, concerning this Opticom Agreement unless set forth in writing and signed by all of
the Parties. Whenever possible, each provision of this Opticom Agreement shall be
interpreted in such a manner so as to be effective and valid under applicable law.
15. Severability. Subject to the terms and provisions of this Opticom Agreement, if any one (1)
or more of the terms, provisions, promises, covenants or conditions of the Opticom
Agreement, or the application thereof to any person, entity or circumstance shall be
adjudged or determined to any extent to be invalid, unenforceable, void or voidable for any
reason whatsoever, or shall be an act, or cause any Party to perform an act, which threatens
its governmental provider or tax status, then such term shall be deemed stricken from this
Opticom Agreement and each and all of the remaining terms, provisions, promises,
covenants and conditions of this Opticom Agreement or their application to any other
person, entity or circumstance shall not be affected thereby and shall be valid and
enforceable to the fullest extent permitted by law..
16. Notices. Other than invoice billings which may be sent by first class mail, whenever written
notice is required or permitted to be given hereunder by one Party to another Party, it shall
be given by hand delivery or by certified/registered mail, return receipt requested, to the
Party to whom given. Such notices shall be addressed as follows:
Attn:
Attn: Traffic Engineer
Post Office Box 580
To PFA: With a copy to:
Attn: Fire Chief
102 Remington Street
Attn: City Attorney's Office
Post Office Box 580
RFP 10218 Emergency Medical Services Page 55 of 59
City of Fort Collins
Attn: Purchasing Director
Post Office Box 580
Any Party may at any time designate a different person or address for the purpose of
receiving notice by so informing the other Parties in writing. Notice by certified/registered
mail shall be deemed effective upon actual receipt thereof or three (3) business days after
being deposited in the United States Mail, whichever first occurs.
17. Force Majeure. Notwithstanding anything contained herein to the contrary, it is agreed that
in the event and to the extent that fire, flood, earthquake, natural catastrophe, explosion,
accident, war, illegality, act of God, or strikes and labor troubles (whether or not within the
power of the Party affected to settle the same), or any other cause beyond the control of a
Party prevents or delays performance by that Party, such Party shall be relieved of the
consequences thereof without liability, so long as and to the extent that performance is
prevented by such cause. Such Party shall immediately notify the other Parties of such delay
and the anticipated duration of such delay.
18. No Waiver/Course of Performance. No waiver by any of the Parties of any term or condition
of this Opticom Agreement shall be deemed to be or shall be construed as a waiver of any
other term or condition, nor shall a waiver of any breach of this Opticom Agreement be
deemed to constitute a waiver of any subsequent breach of the same provision of this
Opticom Agreement. This document constitutes the full understanding of the Parties, and
no term, condition, understanding or agreement purporting to modify or vary the terms of
this Opticom Agreement shall be binding unless hereafter made in writing signed by all
Parties. Course of performance, no matter how long, shall not constitute an amendment to
this Opticom Agreement.
19. Governmental Immunity. No term or condition of this Agreement shall be construed or
interpreted as a waiver, express or implied, of any of the notices, requirements, immunities,
rights, benefits, protections, limitations of liability, and other provisions of the Colorado
Governmental Immunity Act, C.R.S. § 24-10-101, and under any other applicable law.
20. Appropriation. To the extent this Agreement or any provision in it requires payment of any
nature in fiscal years subsequent to the current fiscal year and constitutes a multiple fiscal
year debt or financial obligation of the City and/or PFA, it shall be subject to annual
appropriation by Fort Collins City Council as required in Article V, Section 8(b) of the City
Charter, City Code Section 8-186, and Article X, Section 20 of the Colorado Constitution
and/or PFA’s governing body. The City and/or PFA shall have no obligation to continue this
Agreement in any fiscal year for which there are no pledged cash reserves or supporting
appropriations pledged irrevocably for purposes of payment obligations herein. Non-
appropriation by the City and/or PFA shall not be construed as a breach of this Agreement.
21. Additional Terms. Colorado law governs this Opticom Agreement. Jurisdiction and venue
RFP 10218 Emergency Medical Services Page 56 of 59
for any civil action or proceeding arising out of or related to this Opticom Agreement shall
lie exclusively in the Larimer County District Court, and all Parties expressly agree to waive
any objections to such jurisdiction and venue. This Opticom Agreement may be executed
in several counterparts and by facsimile or electronic PDF, each of which shall be deemed
an original and all of which shall constitute one valid and binding instrument.
[Signature Page Follows]
RFP 10218 Emergency Medical Services Page 57 of 59
IN WITNESS WHEREOF, this Opticom Agreement has been executed the day and year
first above written.
[SERVICE PROVIDER]
By:
Printed:
Title:
Date:
ATTEST POUDRE FIRE AUTHORITY, a political subdivision
of the State of Colorado
Nancy Salazar, PFA Secretary By: ___________________________________
Susan Gutowsky, Chair
Date:
ATTEST CITY OF FORT COLLINS, a municipal corporation
By: ______________________________________
Gerry Paul, Purchasing Director
APPROVED AS TO FORM Date: ___________________________________
RFP 10218 Emergency Medical Services Page 58 of 59
EXHIBIT D
INSURANCE REQUIREMENTS
A. The Contractor including the Medical Director shall maintain and pay for all of the following
insurance coverages during the term of the contract and all renewals thereof:
(a) Medical Professional liability coverage with limits of $5 million per claim and $5 million
aggregate.
(b) General liability coverage including Products, Completed Operations, Personal and
Advertising Injury with limits of $5 million per claim and $5 million aggregate.
(c) Umbrella/excess liability insurance covering professional and general liability with
limits of $2 million per claim and $2 million aggregate.
(d) Network Security and Privacy Liability Coverage related errors and omissions liability
coverage including media liability with limits of $5 million per claim and $5 million
aggregate.
(e) Property and casualty coverage for its materials, equipment, furnishings, supplies, and
all owned personal and/or business property and improvements located on Client’s
premises under the standard “Special Form” coverage to its full replacement cost,
without depreciation, adjusted yearly.
(f) Workers’ compensation and other statutory insurances as required.
B. The insurance coverages Contractor and its subcontractors shall be with insurers duly
licensed or approved to do business in the State of Colorado and that have an “A.M. Best”
rating of not less than A-VII. The coverages required in subparagraphs (a), (b), (c) and
(d) above must be written on a “per-occurrence basis”, or if written on a “claims-made
basis”, provide for continuous “tail coverage” of at least three (3) years beginning at the
time this Agreement terminates. The Client and its officers and employees shall be named
as “Additional Insureds” under the coverages required under paragraphs (b), (c) and (d)
of Section 11.5 and these policies shall be written on a primary basis, non-contributory
with any other insurance coverages and self-insurance carried by the PFA. Prior to
providing any of the services, Contractor must submit to the PFA and the PFA must
approve certificates of insurance evidencing all the insurance coverages Contractor is
required to maintain under Section 11.5. For those policies on which the Client is to be
named as an Additional Insured, the certificates of insurance shall state that the policy
carrier will provide the Client at least thirty (30) days advance written notice for the
cancellation, non-renewal or material changes to the policy. On all other policies,
Contractor shall provide the PFA with at least thirty (30) days advance written notice for
the cancellation, non-renewal or material changes to such policies. Failure of Contractor
to fully comply with the requirements of Section 11.5 shall be considered an Event of
Default under Article VII of this Agreement.
RFP 10218 Emergency Medical Services Page 59 of 59
EXHIBIT E
CONFIDENTIALITY
IN CONNECTION WITH SERVICES provided to the Poudre Fire Authority (the “PFA”) pursuant
to this Agreement (the “Agreement”), the Service Provider hereby acknowledges that it has been
informed that the City/PFA has established policies and procedures with regard to the handling
of confidential information and other sensitive materials.
In consideration of access to certain information, data and material (hereinafter individually and
collectively, regardless of nature, referred to as “information”) that are the property of and/or relate
to the PFA or its employees, customers or suppliers, which access is related to the performance
of services that the Service Provider has agreed to perform, the Service Provider hereby
acknowledges and agrees as follows:
That information that has or will come into its possession or knowledge in connection with the
performance of services for the PFA may be confidential and/or proprietary. The Service Provider
agrees to treat as confidential (a) all information that is owned by the PFA, or that relates to the
business of the City/PFA, or that is used by the PFA in carrying on business, and (b) all information
that is proprietary to a third party (including but not limited to customers and suppliers of the PFA).
The Service Provider shall not disclose any such information to any person not having a legitimate
need-to-know for purposes authorized by the PFA. Further, the Service Provider shall not use
such information to obtain any economic or other benefit for itself, or any third party, except as
specifically authorized by the PFA.
The foregoing to the contrary notwithstanding, the Service Provider understands that it shall have
no obligation under this Agreement with respect to information and material that (a) becomes
generally known to the public by publication or some means other than a breach of duty of this
Agreement, or (b) is required by law, regulation or court order to be disclosed, provided that the
request for such disclosure is proper and the disclosure does not exceed that which is required.
In the event of any disclosure under (b) above, the Service Provider shall furnish a copy of this
Agreement to anyone to whom it is required to make such disclosure and shall promptly advise
the PFA in writing of each such disclosure.
In the event that the Service Provider ceases to perform services for the PFA, or the PFA so
requests for any reason, the Service Provider shall promptly return to the PFA any and all
information described hereinabove, including all copies, notes and/or summaries (handwritten or
mechanically produced) thereof, in its possession or control or as to which it otherwise has
access.
The Service Provider understands and agrees that the PFA’s remedies at law for a breach of the
Service Provider’s obligations under this Confidentiality Agreement may be inadequate and that
the PFA shall, in the event of any such breach, be entitled to seek equitable relief (including
without limitation preliminary and permanent injunctive relief and specific performance) in addition
to all other remedies provided hereunder or available at law.