Town of Ledyard
Request for Proposals #2018-09
Emergency Medical Services
Issued April 12, 2018

INSTRUCTIONS FOR PROPOSAL SUBMISSIONS
1. Submit proposals by Monday, May 7, 2018 at 2:00 PM. Responses received after this time will
not be accepted. Responses will be publicly opened at the above stated time and date. The
offers will be identified, by name only, at that time. All interested parties are invited to attend.
2. Proposals must include the RFP number and title, as well as return address, on the outside of
the envelope and be addressed to:
Town of Ledyard
c/o Marcia Hancock
Director of Finance
741 Colonel Ledyard Hwy
Ledyard, CT 06339
Proposals will not be accepted via fax or e-mail
3. All questions pertaining to this RFP shall be submitted by email to
finance.director@ledyardct.org by April 30, 2018 at 5:00 PM. Responses will be provided on the
Town’s Website http://ledyardct.org/88/Request-for-Proposals-Bids by May 3, 2018 AT 5:00
PM.
4. It is the responsibility of the bidder to visit the Town’s Website for all addenda.

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 Introduction
The Town of Ledyard (“Town”) requests proposals to provide full time emergency medical services
(“EMS”) and necessary dispatching to operate said service staffed twenty-four (24) hours per day, seven
(7) days per week.
Background
The Town has had a volunteer ambulance company to cover emergency EMS calls in the Town since
1972. The contract with the current provider is set to expire on June 30, 2018. The Town is seeking
proposals for service. The Town has a population of 15,000+ and is 40 square miles.
Approximate Payer Mix
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52% Medicare
16% Medicaid
31% Insurances
1% Self Pay

Approximate Transports per year = 705
Proposals must include:
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A brief history of the organization
A listing of other Connecticut municipalities served
Location of operation headquarters
A list of any pending or resolved lawsuits in which the bidder was involved during the past five
years and the results of those listed lawsuits. If the bidder has not been involved in any lawsuits
please indicate.
A statement identifying any potential conflict of Interest due to any other client, contracts, or
property interest. Include a statement certifying that no member of the bidder’s ownership,
management, or staff has vested interest in any aspect or department of the Town or with
anyone who contracts with the Town
Evidence from the Connecticut Secretary of State that the bidder is in good standing and
qualified to conduct business in the State of Connecticut
A statement as to whether or not the bidder has been the subject of any disciplinary action by
the State Department of Public Health as the licensing authority and, if it has been, describe that
disciplinary action.
Completed Bid Page (see page 5):
o A guaranteed maximum price quote to provide licensed EMS services, per the
specifications below, for Year 1
o A guaranteed maximum price quote to provide licensed EMS services, per the
specifications below, for Years 2-5, based on the first year’s experience
o A guaranteed maximum price quote for Years 6-10, and Years 11-15

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A guaranteed maximum price, above the base price, for services such as standby rates,
CPR training courses, and similar for Years 1-5

Specifications
The Agreement on Page 5 constitutes the specifications required by the Town and would be the
Agreement between the Town and the prevailing bidder. Highlights of the specifications include but are
not limited to the following:
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Contractor will provide ambulance(s) which must be stationed within the Town at a location
designated by the Town.
Contractor will provide BLS EMS service.
Contractor will provide “move up” of ambulances when primary ambulance(s) are transporting
patients.
Contractor will respond to at least 98% of the dispatched calls for service within the Town.
Contractor will provide stand-bys at police and fire events (working fires and police incidents).
Contractor will provide stand-bys at Town sponsored and Board of Education designated events.
Contractor will provide stand-bys during the Ledyard Fair.
Contractor will provide stand-bys on scene when Ledyard Police serve search warrants.
Contractor will provide EMS education to the public as required at Federal, State, and Local
disaster drills.
Contractor will provide rehabilitation and supplies on scene at working fires and emergencies at
no cost to the Town.
Contractor will have Town radio system equipment (400 UHF).
Contractor must be licensed by the State of Connecticut Department of Health to provide BLS
services; additionally, a license to provide ALS services is preferred.
Contractor must be an active, legal entity with a business office located within the State of
Connecticut and equipped with such radios, telephones and other necessary equipment and
supplies for the proper operation of the ambulance service. Said office shall be open for
business during regular business hours.
Contractor will provide detailed monthly and annual reports showing response time (from call
time to time on scene), number of calls, number of transports, number of non-transports,
number of mutual aid calls and transports, number of BLS calls, and number of ALS calls.

References
The proposal shall include at least three (3) references from municipalities that the Contractor has
provided or currently provides a similar service to within the past three years. Provide the
designated person`s name, title, organization, address, telephone number, and the relationship with
the designated person.
References may or may not be reviewed or contacted at the discretion of the Town. The Town
reserves the right to contact references other than, and/or in addition to, those furnished by the
respondent.
Rights of The Town
The Town reserves the right to:
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Accept or reject any proposal(s) that do not meet the requirements listed above, or for any
other reason in the best interests of the Town.
Reject any or all proposals and to waive minor technicalities in the RFP. All such waivers will be
at the sole discretion of the Town. The Town may reject without further consideration any
respondent(s) whose proposal is lacking in critical information such that the Town cannot
evaluate the proposal without requiring additional information.
Negotiate with one or more bidders to reach the desired contractual outcome.
Negotiate outside of the scope of the original RFP.
Reject all proposals.
Accept any bid that the Town deems is in the best interest of the Town.
All costs associated with the submission of proposals including meetings and interviews will be
borne by the respondent.

Selection Committee and Proposal Review Procedures
A Selection Committee will be established to review and evaluate all proposals submitted in
response to this Request for Proposals (RFP). The Committee shall conduct a preliminary evaluation
of all proposals based on the information provided. The Committee will first review each proposal
for compliance with the minimum qualifications and mandatory requirements of the RFP. Failure to
comply with any mandatory requirements may disqualify a proposal.
The Town may arrange for a meeting with the submitting parties or entities to clarify any aspect of
the proposals and to give each the opportunity to further establish their credentials. The selection
committee has the responsibility to the Town to negotiate the most favorable cost, terms and
conditions. The negotiating process may involve one or more RFP responses, and may continue until
the actual award of the contract.

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 Bid Page

Guaranteed maximum price quote to provide licensed EMS services for Year 1:

$______________________________________

Guaranteed maximum price to provide licensed EMS services for Years 2-5, based on the first year’s
experience:

$______________________________________

Guaranteed maximum price for Years 6-10:

$______________________________________

Guaranteed maximum price for Years 11-15:

$______________________________________

Guaranteed maximum price, above the base price, for services such as standby rates, CPR training
courses, and similar for Years 1-5:

$______________________________________

Bid submitted by: ________________________________ Title ___________________________
Entity name:

________________________________________________________________

Entity address:

________________________________________________________________
City ______________________________ State ____ Zip _________________

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 SAMPLE
EMERGENCY MEDICAL SERVICES (EMS) AGREEMENT
between the Town of Ledyard and _____________

The party, _______________, and the Town of Ledyard (“Town”), hereto do mutually agree as follows:

1. CONTRACT PRICE
The Contractor will bill directly all patients serviced within the Town. Subsidy payments made by the
Town to the Contractor, if any, shall be made semi-annually. Such payments shall be considered as
subsidy for the operation of the EMS service above the billing proceeds and shall not pertain to any
other services that might be provided by the Contractor.
2. NON-ASSIGNMENT
The Contractor shall not assign or transfer this Agreement or any part hereof without the written
consent of the Town. Such consent shall not be unreasonably withheld and, if given, shall not
release the Contractor from any of its obligations and/or liabilities under this Agreement.
3. EARLY TERMINATION
Should the Contractor, during the term of this Agreement, be adjudged bankrupt or make general
assignment for the benefit of its creditors or if a receiver should be appointed on account of
insolvency, the Town may, without prejudice to any other right or remedy, terminate the
Agreement and seek new proposals.
Written notice of any breach of this Agreement prior to the expiration of the term stated, but only in
the event that a breach has gone uncured. Written notice of any breach shall be given to the
breaching party within seven (7) days of the discovery of such breach. The breaching party shall
have thirty (30) working days in which to address an alleged breach.
If the breach is not cured within that period, the party giving notice may give further notice that it
considers the Agreement to be terminated.
Should the Town and the Contractor come to a mutual agreement for a Regional Service Plan either
party may request an early termination /renegotiation of the existing terms.
Upon termination of the contract, Contractor agrees to voluntarily relinquish the Primary Service
Area Responders (PSAR) designation for Ledyard.
4. STATUS OF CONTRACTOR
All work performed, services provided, and business conducted by the Contractor pursuant to this
Agreement is as an independent Contractor and this Agreement does not constitute a contract of
employment, partnership, or agency. The parties stand in an independent contractor relationship to
one another and shall not be considered as joint ventures or partners, and nothing herein shall be
construed to authorize either party to act as general agent for the other.
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 The Contractor has, by careful examination, satisfied itself as to the nature and location of the work,
the type and amount of equipment and staffing needed, the general and local conditions, and all
other matters that may in anyway affect its performance of the Agreement.
No verbal agreement or conversation with any officer, employee, or agent, before or after the
execution of this Agreement, shall affect or modify any of the terms of this Agreement.
5. RESPONSIBILITIES OF THE CONTRACTOR
The Contractor shall provide full time emergency medical service (EMS) and necessary dispatching
and shall operate said service twenty-four (24) hours per day, seven (7) days per week. Said service
shall include, but not be limited to, the following:
a. Housing a licensed basic life support (BLS) ambulance, in good condition no more than five (5)
model years old, equipped as required by law and all applicable regulations, within the Town at
the location so specified by the Town twenty-four (24) hours per day, seven (7) days per week,
which shall be staffed by a minimum of two (2) EMT’s per ambulance, certified as required by
law and regulation. Additional certified personnel shall be readily available to enable the
Contractor to respond with additional “move up” equipment and staff in a timely manner as
needed.
b. The first due ambulance shall arrive at any incident scene within ten (10) minutes from the time
of dispatch ninety five percent (95%) of the time for in-station responses, and fifteen (15)
minutes ninety percent (90%) of the time for all out-of-station or second unit-dispatched calls
for service.
c. Ambulance response and stand-by at fires or other emergency incidents as requested by the
Town Fire/Rescue Services or the Ledyard Police Department shall be at no cost to the Town.
There shall be no time limitations or restrictions to the number of personnel or units required to
provide this service, or to the number of times this service is provided during the period of this
Agreement.
Should the nature of the event extend beyond the jurisdictional authority of the Town , the
Contractor reserves the right to seek financial compensation accordingly.
Emergency on-scene treatment of any duly authorized Town emergency personnel shall be at
no cost to the Town or the injured party.
This treatment shall include any and all equipment and supplies necessary for on-scene
treatment of injuries and/or illness sustained in the performance of duties and shall include the
administration of oxygen when indicated.
The Contractor agrees to provide a minimum of one (1) ambulance for stand-by at every Townsponsored public event and to provide additional personnel and equipment to provide
appropriate coverage for any Town-sponsored event requiring any additional coverage as
required by law or regulation. The Administrator of Emergency Services may request additional
standby resources to be supplied by the Contractor at no cost to the Town. Additional standby
ambulance requirement is limited to no more than forty (40) standby unit hours in any one (1)
calendar year. Additional standby unit hours will be billed at the Contractor normal hourly rate
with a two (2) hour minimum charge. This charge shall be quoted in the proposal.
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 Full compliance with all applicable federal, state, and local laws and regulations; and all
regulations, policies, and procedures of the Town’s Emergency Services.
d. Federally licensed two-way radio equipment on each vehicle and at a fixed base station. All
equipment shall be maintained in good condition. All radio equipment must be compatible with
the Town’s radio system.
e. A business office located within the State of Connecticut and equipped with such radios,
telephones, and other necessary equipment and supplies for the proper operation of the
ambulance service, and shall be open for business during regular business hours.
f. Contractor agrees to make available to the Town at all reasonable times during the term of this
Agreement and for three (3) years from the date of final payment, any of the records relating to
costs or pricing for the contract for inspection by any authorized representative of the Town.
g. The Contractor agrees that the Town Fire/Rescue Services has exclusive management authority
for all incidents to which it is assigned. The Contractor further agrees that its employees and
agents shall cooperate fully with the Fire/Rescue Services in all matters regarding incident
management, and shall work within the established Incident Command System of the
Department.
h. The Contractor agrees to provide: (1) monthly statistical reports summarizing the response
activity of the previous month; and (2) quarterly narrative reports, both as agreed to by both
parties. Reports shall be sent to the Town Administrator of Emergency Services.
i. The Contractor agrees to make available Public EMS education at events.
6. RESPONSIBILITIES OF THE TOWN
The Town agrees to the following:
a. Provide fire and/or police services as needed for assistance with those ambulance calls that
require services including but not limited to rescue, extrication, traffic control, and protection of
EMS providers.
b. The Town shall provide the Contractor with a copy of all applicable policies and procedures of
the Town’s Fire/Rescue Services.
c. Allow Contractor to provide assistance to all other emergency medical service providers that
provide ambulance service to the Town in the event that such assistance is necessary (e.g.,
through mutual aid request, where another ambulance service may be unable to respond to its
assigned service area).
d. To submit any event plans required by applicable laws and regulations and to notify the
Contractor at least fourteen (14) days in advance of any Town-sponsored events.
7. CHARGES TO THOSE SERVED
a. The Contractor shall bill in accordance with the State of Connecticut fee schedule and retain all
fees collected.
b. The Contractor shall accept the assigned insurance payment as payment in full by those with
insurance.
c. The Contractor shall not refuse emergency services to any person in the Town based on ability
to pay.
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 8. PROTECTION OF THE TOWN
a. The Contractor shall indemnify and hold harmless the Town from any and all suits or actions of
any and/or every kind and description brought against the Town or any of its officers,
employees, or agents, and also from damages and costs to which it, they, or any of them, may,
by reason of injury to a person or property of any other, resulting from the performance of the
Contractor’s obligations under this Agreement.
b. In addition, the Contractor shall carry an insurance policy providing complete third party
comprehensive bodily injury and property damage insurance, limits which shall not be less than
$1,000,000 for bodily injury and $1,000,000 for property damage, per occurrence. The
Contractor also shall carry 2,000,000 in Professional liability and Malpractice insurance, and
Workers Compensation coverage at levels required by the State of Connecticut. The Contractor
shall furnish the proper certifications of insurance coverage, including an executed copy of the
policy, to the Town before the effective date of this agreement and a certificate of current
insurance periodically thereafter. The Town shall be named as an additional insured on the
Contractor’s insurance policy. If insurance coverage is terminated the Contractor will
immediately notify the Mayor’s office.
c. The successful Contractor shall provide a certificate of licensure to provide BLS Emergency
Medical Services within the State of Connecticut, and shall provide the same for ALS if
applicable.
d. Upon termination of the contract, Contractor agrees to voluntarily relinquish the Primary
Service Area Responders (PSAR) designation for Ledyard.
9. CALLS FOR AMBULANCE SERVICE
All emergency and non-emergency calls within or made by the Town for ambulance service except
mass casualty events or in accordance with agreed procedure for multiple needs/incidents, shall be
referred to the Contractor.
When calls are received by the Ledyard Emergency Communications Center and/or the police or fire
departments, said calls shall be first dispatched to the Contractor.
Dispatch procedures shall follow all applicable laws and regulations, and a copy of which shall be
provided to the Ledyard Emergency Communications Center.
10. VIOLATION
Any violation of the terms of the Agreement may result in the withholding of subsidy payments until
the conditions that created the violation have been corrected to the satisfaction of the Town.
11. DISCRIMINATION
The parties hereto agree not to discriminate against any person in need of ambulance service for
any reason whatsoever. Such discrimination shall include, but not be limited to, medical reasons,
financial, ethnic, racial, religious, and all other forms of discrimination.
12. OTHER PROVISIONS
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 Nothing in this Agreement shall prohibit the Town Fire/Rescue Services, the Ledyard Police
Department, or any other agency of the Town from actively engaging in the delivery of R-1
emergency medical services to persons within the Town.
This Agreement recognizes the Contractor as the primary provider of basic ambulance services for
the Town, and agrees that the Town may, at any time, take whatever action necessary to carry out
its mission of public safety.
The Town reserves the right to interview Contractors prior to awarding a contract. The Town intends
to negotiate and award a contract no later than the June 4, 2018 Town Council meeting. The
planned effective date of this award and start of service, will be July 1, 2018. This date may be
affected by OEMS or other forces outside of the Town’s control.
13. APPLICABLE LAW
This Agreement shall be governed by and interpreted and enforced in accordance with the laws of
the State of Connecticut.

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