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Home My WebLink AboutAddendum 2 - RFP - 10218 Emergency Medical Services for PFAAddendum # 2 RFP 10218 Emergency Medical Services for PFA Page 1 of 10 ADDENDUM NO. 2 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of RFP 10218: Emergency Medical Services for PFA OPENING DATE: 3:00 PM (Our Clock) October 31, 2025 To all prospective bidders under the specifications and contract documents described above, the following changes/additions are hereby made and detailed in the following sections of this addendum: Exhibit 1 – Questions and Answers Exhibit 2 – EMS Response Time Exhibit 3 – Compliance Reports Exhibit 4 – CAD Data (uploaded as a separate Microsoft Excel file) Please contact Gerry Paul, Purchasing Director, at (970) 221-6779 or gspaul@fcgov.com with any questions regarding this addendum. RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE PROPOSAL STATING THAT THIS ADDENDUM HAS BEEN RECEIVED. nd Floor 970.221.6775 fcgov.com/purchasing Addendum # 2 RFP 10218 Emergency Medical Services for PFA Page 2 of 10 EXHIBIT 1 – QUESTIONS & ANSWERS 1. With respect to page 13, Section 8.9 “Response Time Requirement Standard” – Response Time Compliance Data, can PFA provide the current provider’s ambulance response time compliance data for 2023, 2024, and year-to-date 2025, reported by zone (1–4) and priority (Emergent and Non-Emergent) in accordance with the standards outlined in Section 8.9? Please see Exhibit 2 – EMS Response Time & Volume Summaries. 2. Page 15, Section 9.0 “Medical Equipment, Medications and Supplies” states: Every attempt will be made by Service Provider to standardize supplies and equipment with PFA as well as with regional hospitals. Can PFA provide a list of preferred or standardized equipment, including the make and model of critical items (e.g., cardiac monitors/deﬁbrillators, ventilators, stretchers, stair chairs, radios, and other key medical or communications equipment), to ensure system alignment and accurate cost modeling in our proposal? PFA does not have a preferred or standardized equipment list, but considered standardization to be critical to the efficiency and quality of patient care. The awarded Service Provider will be expected to coordinate with the PFA and regional hospitals during implementation to ensure equipment compatibility where appropriate. Radio and communication equipment compatibility is of the highest priority. 3. Page 19, Section 12.2 “Opticom,” and Page 51, Exhibit C “Agreement for Use of Opticom System” states: Service Provider shall enter into and maintain a separate contract with PFA for the Opticom system and maintenance. Can PFA clarify the scope of Opticom coverage (e.g., select corridors, all signalized intersections within the service area, or other deﬁned areas) and the associated cost model? Speciﬁcally, is there a base fee plus per-intersection and/or per-vehicle charge, and will these costs be uniform across the service area or dependent on coverage extent? The Opticom rate structure is defined on page 52, Paragraph 3 – Compensation, of the Exhibit C – Agreement for Use of Opticom system. Costs are on a per intersection rate and are uniform across all intersections. 4. Page 24, Section 25.0 “Patient Fees (Rates)” states: Service Provider must make patient fees available to the public in a transparent and accessible form. Can PFA provide the following for 2023, 2024 and year-to-date 2025 for the current ambulance provider's transports: • Historical payer mix • Ambulance rates • Corresponding percentage breakdown of net collections by payer type and level of service A weblink to the current provider’s rate schedule as follows: Shoppable services and all services price lists - UCHealth Rate schedules for previous years are not currently available. Payer mix and collections data is proprietary to the current provider and is not available. Addendum # 2 RFP 10218 Emergency Medical Services for PFA Page 3 of 10 5. Page 29, Section 31.1 “Anticipated Schedule” states: The RFP lists the ﬁnal addendum (responses to questions) as being issued on October 15, 2025, with proposals due on October 31, 2025. If responses to bidder questions are not released by October 15, 2025, will PFA consider extending the proposal submission deadline to allow adequate time for proposers to review and incorporate the City’s responses into their submissions? We do not anticipate any delays to the RFP schedule. Should unforeseen delays arise, the PFA will make any schedule adjustments it deems appropriate. 6. Will PFA clarify the current ambulance deployment and staffing model within PFA’s jurisdiction, including the peak and minimum number of units in service, standard shift lengths and changeover times, and the current mix of ALS and BLS ambulances? All ambulances in service by the current provider are ALS. The minimum number of units is 6 and the maximum is 17. PFA does not have information regarding shift lengths, changeover times, and staffing models as those are the responsibility of the current provider. PFA relies on the expertise of the Service Provider to define and manage its own staffing and scheduling models to ensure compliance with the Scope of Services. 7. Can PFA advise what ePCR system is currently in use? ImageTrend Elite 8. We respectfully request detailed CAD data with response and transport information (including mutual aid and services delivered to the rural ﬁre departments surrounding PFA’s jurisdiction, encompassing 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 noted in the RFP) for the current Contractor for 2023, 2024, and year-to-date in Excel format. Speciﬁcally, we are seeking the following data elements for each transport and response record: • Date & time incident reported • Level of Service requested (ALS or BLS) • Priority level (Emergent or Non-emergent) • Zone • Incident number • Address with latitude/longitude of pick-up location • Name of unit assigned (Radio call sign) • Time unit was assigned • Time unit was enroute • Time unit was on scene • Time unit was transporting • Time unit was at destination • Time unit was cancelled (if applicable) • Address or latitude/longitude of drop-off location • Time unit was cleared and available • Nature of call/Chief complaint Please see Exhibit 4 – CAD Data, which has been uploaded as a separate Microsoft Excel file. Please note that specific addresses will not be provided out of consideration to the privacy of our community members. Addendum # 2 RFP 10218 Emergency Medical Services for PFA Page 4 of 10 9. Can PFA provide the annual number of ambulance transports resulting from 911 calls for 2023, 2024, and year-to-date 2025, along with the percentage breakdown of transports billed as ALS versus BLS? Please see Exhibit 2 – Response Time & Volume Summaries. The current provider’s ambulance units are all ALS. Billing details are proprietary to the current provider and not available. 10. Can PFA provide the current wage scales or hourly pay ranges for the incumbent's Paramedics, EMTs, and Field Supervisors? This information is proprietary to the current provider and is not available. 11. Total annual response volume, including years 2025, 2024, 2023? PFA call volume is as follows: • 2023 25,355 • 2024 25,276 • 2025 YTD 17,810 12. Total annual transport volume, including years 2025, 2024, 2023? Please see Exhibit 2 – Response Time & Volume Summaries. 13. What type of EMD process is used in the Communications Center? ProQA 14. Would CAD data be available, including EMD determinants? This should include all response times, call type, and address/GPS coordinates. Please see Exhibit 4 – CAD Data. 15. What has been the recent historical Payor Mix for the ambulance market? This information is proprietary to current provider. PFA has no involvement in Service Provider billing or collections. 16. Could the performance security instrument be in the form of a bond instead of a letter of credit? PFA will consider other performance security instruments. If electing to propose an alternative format, please detail the instrument type and provide reasoning for its usage as opposed to PFA’s specified format. 17. Would it be allowable to deploy as a tiered ALS/BLS response system, based on approved EMD criteria? Yes, tiered responses based on approved EMD criteria are allowed. 18. What is the contract compliance history for the current provider? Please see Exhibit 3 – Compliance Reports. Addendum # 2 RFP 10218 Emergency Medical Services for PFA Page 5 of 10 19. Will there be monetary penalties included in the contract for non-response time compliance? PFA has not historically assessed penalties for non-response time compliance, nor does the PFA plan on doing so with the awarded Service Provider. 20. Please clarify the meaning of the sentence in the RFP Section 30, Part E “Cost,” No. 2. In addition to providing the Patient Fee schedule, the PFA would like to see a summary of the cost changes (increase or decrease) to the Patient Fee Schedule the Service Provider has made over the last 5 years. Addendum # 2 RFP 10218 Emergency Medical Services for PFA Page 6 of 10 EXHIBIT 2 – EMS RESPONSE & VOLUME TIME SUMMARIES 9637 42.81% 257 2343 73.04% 49.59% 7129 00:09:15 00:08:26 00:38:01 11032 49.01% 1031 3849 55.78% 43.36% 6240 00:11:28 00:09:00 00:27:42 591 2.63%37 159 66.84% 2.78%407 00:14:29 00:13:00 00:41:29 565 2.51%74 223 47.43% 1.89%274 00:17:12 00:12:49 00:28:31 169 0.75%16 50 60.95% 0.73%105 00:22:25 00:24:33 00:53:14 125 0.56%29 34 50.40% 0.44%63 00:24:34 00:20:14 00:41:05 150 0.67%37 58 38.67% 0.41%66 00:46:06 00:59:32 00:51:30 99 0.44%37 21 53.54% 0.37%54 01:02:27 00:39:03 01:06:07 84 0.37%36 28 41.67% 0.25%42 00:59:37 01:17:38 01:05:29 58 0.26%24 13 44.83% 0.18%27 01:14:54 01:02:55 01:13:12 22510 100% 1578 6778 63.06% 100% 14407 00:11:48 00:32:43 00:48:38 EMS - Poudre Fire Authority Response and Transport Summary 1 Emergent 7039 00:05:39 Non-Emergent 6154 00:06:59 2 Emergent 395 00:08:59 Non-Emergent 268 00:10:10 3 Emergent 103 00:15:36 Non-Emergent 63 00:16:39 4 Emergent 58 00:30:30 Non-Emergent 53 00:34:13 5 Emergent 35 00:45:56 Non-Emergent 26 00:49:38 Total 14194 00:22:26 Addendum # 2 RFP 10218 Emergency Medical Services for PFA Page 7 of 10 8957 40.59% 247 2135 73.42% 47.19% 6645 00:08:48 00:08:29 00:39:17 11034 50.00% 912 3946 55.97% 44.32% 6231 00:11:19 00:09:14 00:29:23 675 3.06%35 165 70.52% 3.42%486 00:12:49 00:13:51 00:44:03 643 2.91%82 208 54.90% 2.53%357 00:15:38 00:11:47 00:33:18 194 0.88%22 66 54.64% 0.76%111 00:21:04 00:24:26 00:45:53 133 0.60%20 50 47.37% 0.45%66 00:25:23 00:19:26 00:41:36 173 0.78%52 49 45.66% 0.57%86 00:46:18 00:55:03 00:53:51 115 0.52%47 31 39.13% 0.32%50 00:51:32 00:41:12 00:49:42 82 0.37%27 30 37.80% 0.22%32 00:57:33 01:00:12 00:59:06 59 0.27%24 13 50.85% 0.22%30 01:21:42 00:55:16 01:23:40 UNK 2 0.01%0 1 50.00% 0.01%1 00:15:46 00:40:03 00:21:42 22067 100% 1468 6694 63.15% 100% 14095 00:11:38 00:30:49 00:45:36 EMS - Poudre Fire Authority Response and Transport Summary 1 Emergent 6576 00:05:31 Non-Emergent 6176 00:06:58 2 Emergent 476 00:08:19 Non-Emergent 353 00:09:43 3 Emergent 106 00:14:33 Non-Emergent 63 00:17:49 4 Emergent 79 00:30:27 Non-Emergent 45 00:30:52 5 Emergent 31 00:41:16 Non-Emergent 30 00:46:47 Non-Emergent 1 00:08:46 Total 13936 00:20:06 Addendum # 2 RFP 10218 Emergency Medical Services for PFA Page 8 of 10 6546 39.86% 168 1459 75.15% 46.48% 4975 00:08:40 00:07:41 00:41:09 8253 50.26% 633 2934 56.78% 44.27% 4741 00:11:24 00:10:00 00:30:46 483 2.94%21 114 72.05% 3.29%356 00:13:36 00:12:54 00:45:46 507 3.09%56 144 60.55% 2.90%309 00:16:33 00:11:18 00:38:31 138 0.84%14 42 59.42% 0.77%83 00:20:07 00:21:13 00:47:14 127 0.77%20 31 59.84% 0.72%78 00:26:00 00:15:13 00:49:12 157 0.96%40 67 37.58% 0.56%66 00:46:44 00:56:06 00:46:48 84 0.51%21 31 48.81% 0.39%43 01:03:34 00:36:24 01:05:02 80 0.49%40 18 51.25% 0.39%42 01:07:33 00:44:44 01:24:38 44 0.27%15 11 54.55% 0.23%26 01:13:06 00:49:24 01:22:36 UNK 2 0.01%0 1 50.00% 0.01%1 00:10:13 00:17:22 00:19:58 16421 100% 1028 4852 64.45% 100% 10720 00:11:55 00:25:40 00:50:09 EMS - Poudre Fire Authority Response and Transport Summary 1 Emergent 4919 00:05:34 Non-Emergent 4686 00:06:58 2 Emergent 348 00:08:52 Non-Emergent 307 00:09:52 3 Emergent 82 00:14:47 Non-Emergent 76 00:16:43 4 Emergent 59 00:30:31 Non-Emergent 41 00:35:45 5 Emergent 41 00:45:55 Non-Emergent 24 00:49:21 Emergent 1 00:07:33 Total 10584 00:21:05 EXHIBIT 3 – COMPLIANCE REPORTS Addendum # 2 RFP 10218 Emergency Medical Services for PFA Page 9 of 10 8516 1170 9686 9637 1166 65 65 187 924 90.35%102 1669 10750 417 11167 11031 414 19 19 135 269 97.56%9 0 536 61 597 591 61 4 4 14 43 92.67%1 107 572 6 578 565 6 0 0 5 1 99.82%0 0 158 12 170 169 12 1 1 6 5 97.02%0 34 120 5 125 125 5 0 0 4 1 99.20%0 0 155 5 160 150 4 0 0 3 1 99.33%0 12 98 2 100 99 2 0 0 2 0 100.00%0 0 63 23 86 84 22 0 0 16 6 92.86%3 5 60 1 61 58 1 0 0 0 1 98.28%1 0 EMS - Poudre Fire Authority Response Compliance and Penalty 49 9572 136 11012 6 587 13 565 1 168 0 125 10 150 1 99 2 84 3 58 8080 941 9021 8953 934 27 27 229 687 92.30%64 1652 10759 412 11171 11034 405 19 19 188 205 98.14%8 4 637 40 677 675 40 3 3 15 22 96.73%0 135 640 9 649 642 7 0 0 6 1 99.84%2 0 184 11 195 194 11 1 1 7 3 98.45%0 34 135 2 137 133 1 0 0 0 1 99.25%0 0 165 11 176 173 10 0 0 10 0 100.00%1 13 119 0 119 114 0 0 0 0 0 100.00%0 0 66 23 89 82 19 0 0 16 3 96.34%4 3 60 0 60 59 0 0 0 0 0 100.00%0 0 EMS - Poudre Fire Authority Response Compliance and Penalty 68 8926 137 11015 2 672 7 642 1 193 4 133 3 173 5 114 7 82 1 59 Addendum # 2 RFP 10218 Emergency Medical Services for PFA Page 10 of 10 Zone On Time Late Total Incidents Adjusted Total Incidents Adjusted Late Exemptions Requested Exemptions Approved Time Corrections Approved Compliance Calculated Late Response Time Compliance Excessively Late Priority Upgrade 5912 668 6580 6546 667 26 26 161 483 92.59%48 513 8010 321 8331 8246 319 11 11 138 173 97.90%7 0 438 46 484 483 46 5 5 11 30 93.72%0 37 509 6 515 507 5 0 0 5 0 100.00%0 0 132 8 140 138 7 1 1 5 2 98.54%1 24 128 0 128 127 0 0 0 0 0 100.00%0 0 145 14 159 157 13 0 0 11 2 98.73%0 0 87 0 87 84 0 0 0 0 0 100.00%0 0 57 23 80 80 23 1 1 19 3 96.20%3 1 44 2 46 44 1 0 0 1 0 100.00%1 0 16550 16412 44 44 693 60 575 Compliance Reporting 2025/01/01 - 2025/10/09 EMS - Poudre Fire Authority Response Compliance and Penalty Period: Jan 01 2025 to Oct 09 2025 Outlier Reporting 2025/01/01 - 2025/10/09 Priority Do Not Count Compliance Calculated Incidents 1 Emergent 34 6520 Non-Emergent 85 8235 2 Emergent 1 478 Non-Emergent 8 507 3 Emergent 2 137 Non-Emergent 1 127 4 Emergent 2 157 Non-Emergent 3 84 16368 5 Emergent 0 79 Non-Emergent 2 44