TECHNICAL SPECIFICATIONS
A. The successful vendor shall provide emergency medical services and medical transportation services in strict conformity with all applicable regulations and specifications.
B. This agreement shall be for a one-year period, with up to four renewal options of one year each, upon the same terms and conditions as the original one-year period. No later than four months prior to contract expiration, the Vendor shall provide the Borough with written notice of its intention to renew or terminate this Agreement. In the event that the Vendor seeks to renew this Agreement, then no later than three months prior to contract expiration, the Borough shall provide the Vendor with written notice as to its acceptance or rejection of the renewal. In the event of a notice of termination by either the Vendor or the Borough pursuant to this section, the Agreement shall terminate at the end of the contract year then in effect. In the event the parties agree to an extension, said extension shall be set forth in writing.
C. The successful vendor shall:
1. Provide the Borough of Rockaway EMS services 24 hours per day, seven days per week. The response time within the Borough will be five minutes or less at least 90 percent of the time. (For purposes of the preceding sentence, the clock will be started when the unit is alerted of assignment and stopped by the first arriving EMS resource (BLS, ALS, supervisor, etc.) Delay exceptions include weather, extreme congestion, volume, etc.) Upon receipt of the dispatch, Vendor will communicate to the dispatch center designated by the Borough of Rockaway an estimated time of arrival. The Vendor shall notify the Borough fourteen (14) days in advance if there will be any variation in the regular coverage schedule. Monthly reports will be furnished to the Borough with response times and exceptions, if any.
2. Comply whenever possible with the patient's choice of medical facility, within a twelve (12) mile radius of the Borough of Rockaway. Vendor may deny a patient's facility request due to medical condition and proximity to the closest hospital. All such decisions shall be made in conjunction with Advanced Life Support ("ALS") medical control.
3. Provide a licensed ambulance ("Dedicated Ambulance") for EMS service to the Borough. A designated unit will "post" in the vicinity of the Borough of Rockaway (not specific location, however). The interior and exterior of all ambulances shall be washed daily and shall be kept free of all dents, scratches and fading paint. The ambulance shall bear lettering identifying it as belonging to the Vendor. Only Vendor's personnel shall have the authority to operate the Dedicated Ambulance. No unique Borough designated unit number will be used.
4. Be responsible for all maintenance, repair and operation of the Dedicated Ambulance. The Vendor shall supply the Borough with all vehicle maintenance records, upon request. The Vendor or facility responsible for all maintenance and repairs must provide certification that all vehicles are safe for patient transport.
5. Ensure the dedicated ambulance and associated equipment meet all state licensing, certification, servicing and maintenance requirements.
6. Provide two (2) dedicated emergency medical technicians (EMTs) with CPR and other applicable training in accordance with federal, state and local regulations. Proof of training and applicable licenses shall be provided to the Borough upon request. Applicable licenses must be carried by the EMT's at all times when on duty. Vendor agrees to provide all appropriate and required training to its employees or agents pursuant to the universal precautions in performing all duties herein, as required by federal, state, and local regulations.
7. Follow applicable procedures as set forth by the Police or Fire Departments including EMT check-in, keys at the desk and radio check in and out. The Vendor's supervisor will be responsible for on-scene EMS command of EMS units and mutual aid working in conjunction with the Fire and Police Departments of the Borough of Rockaway.
8. Provide an ambulance and EMTs to stand by at fire, police, and public safety events or incidents free of charge. The dedicated ambulance and EMTs shall be made reasonably available for special events within the Borough at no additional charge.
9. Shall provide the Borough Clerk with a list of Protected Health Information ("PHI") de-identified patient statistics and response times on a monthly basis.
10. Meet with representatives of the Borough upon request to review the services provided in order to ensure high quality and responsive services.
11. Shall employ a Medical Director who is board certified in emergency medicine and shall be responsible for oversight of the service.
12. Have any call reviewed by Vendor's Medical Director upon request of the Borough.
13. Enter into an ambulance provider/Mobile Intensive Care Unit ("MICU") Agreement with the primary provider of Advanced Life Support ("ALS") services in the Borough and accept assignment from same.
14. Provide the Borough with a written backup plan acceptable to the Borough's dispatching vendor or licensed telecommunications facility and the Police Department for additional calls when the primary assigned EMS unit is on a call.
15. Have the capability to communicate directly with the Borough's dispatching vendor or licensed telecommunications facility through the use of a mobile radio outfitted in the dedicated ambulances, portable radios as well as pagers or a medium for dispatch notifications. All costs related to the purchase and maintenance of such equipment will be the responsibility of the successful bidder. Coordination of all EMS dispatching activities during a mass-casualty incident or for mutual aid shall be done through the Borough's dispatching vendor or licensed telecommunications facility.
D. The Borough of Rockaway shall:
1. Dispatch, call for, and relay all requests for medical assistance, including calls for mutual aid, received by the Borough of Rockaway 24 hours a day, seven days a week. All first calls shall be relayed to the Borough's dispatching vendor or licensed telecommunications facility for dispatch of the dedicated ambulance.
2. Coordinate all EMS dispatching activities during a mass casualty incident and provide mutual aid services on behalf of the Borough of Rockaway through the Borough's dispatching vendor or licensed telecommunications facility. An ambulance shall stand by at fire, police or public safety events or incidents, free of charge.
E. The successful bidder shall provide a pre-bill letter to the patient or responsible party outlining the service or the basic charge. Vendor shall bill each patient its usual and customary fee to be determined per trip for emergency ambulance transportation. The Borough shall have the right to review and approve the form of letter, however, such approval shall not be unreasonably withheld. All fees shall be charged in accordance with all applicable state and federal laws regulations. All bills rendered to patients or the responsible party shall be in clear and readable form and shall clearly identify the services provided.
F. The successful vendor shall be solely responsible for the collection of its bills and the Borough shall have no liability for payment of any of Vendor's charges. In the event that payment is not made for the ambulance service by a third party provider, Vendor agrees to attempt to collect that bill from the patient.
G. The successful vendor shall at all times maintain licensure as an ambulance service by the New Jersey Department of Health and Senior Services and at all times abide by the rules, regulations and standards of N.J.A.C. 8:40. Vendor shall also operate its vehicles in a safe manner in accordance with applicable laws and statutes pertaining to ambulance operations and will follow all instructions of the Borough Police Department in matters that concern the safety of the transported patient(s).
