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EMS Bid Packet 2026
BID #: 85
ISSUED: 2/18/2026
DUE: 3/6/2026
VALUE: TBD
85
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Executive Summary
The City of Orange Township is seeking bids for Emergency Medical Services (EMS) to provide coverage within the city limits. The contract will be for three (3) one-year periods, renewable at the city's option. Bidders must meet specific qualifications and provide all necessary personnel, equipment, and supervision. Proposals must include various forms and certifications, including a Bid Proposal Form, Disclosure Affidavit, Non-Collusion Affidavit, Affirmative Action Forms, Hold Harmless Agreement Form, and Addenda Acknowledgment of Receipt Form. A bid guarantee of 10% of the total bid, not exceeding $20,000, is also required. The deadline for submissions is March 6, 2026, at 10:00 AM. Bids must be submitted in a sealed envelope and cannot be received by mail or fax.
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Document Text
--- Document: EMS Bid Packet - 2026 ---
1
General Conditions
And
Instructions to Bidders
General Information
It is the purpose of these General Conditions and Instructions to establish an understanding of the
intent of the City of Orange Township to acquire the following:
EMERGENCY MEDICAL SERVICES
For the contract period:
FROM: Notice to Proceed
THROUGH: Three (3) one (1) year contracts
renewable at the options of the City.
Bidders shall be responsible for carefully examining the specifications enclosed herewith as well as
the conditions of the bid. Failure to comply with any section of this invitation/notice may be deemed just
cause for rejection of the bid as being non-responsive and not meeting specifications.
Sealed proposals will be received at the location and on the date and time stated in the Notice to
Bidders, and at that time opened and publicly read aloud. No bids will be accepted beyond the time
specified. NO BIDS SHALL BE RECEIVED BY MAIL OR FAX.
1.
PREPARATION OF BID PROPOSAL
1. Bid Submission
All bids can be obtained by emailing: Derrick E. Brown <dbrown@orangenj.gov OR The City Website:
WWW.CI.ORANGE.NJ.US UNDER THE BUSINESS TAB – BIDS AND SOLICITATIONS.
All bids shall be submitted on the proposal forms furnished herein and shall be enclosed in a
sealed envelope, with the name of the bidder and the name of the project plainly and clearly
addressed on the outside as follows:
To:
City of Orange Township
Law Department, 2nd Floor
29 North Day Street
Orange, New Jersey 07050
Proposal For: Emergency Medical Services
2. Bid Opening
At the time fixed, bids will be opened and read publicly. All bidders or their authorized
representatives are to be present.
Hours: 10:00 a.m.
Date:
March 6, 2026
Place: City of Orange Township
City Hall, City Council Chambers, 4th Floor
Orange, New Jersey 07050
2
3.
Bid Completion
The Bidders shall fill in all blank spaces in the bid form using ink or typewriter and sign it in ink. Erasures or
other changes in the bid must be explained or noted over the signature of the Bidder. Bids containing any
conditions, omissions, unexplained erasures or alternations, or any item not called for in the proposal, or
irregularities of any kind, may be cause for rejections by the City.
4. Addenda
Any requested clarification, interpretation, correction or amendment, as well as any additional provisions
which the Owner may decide to include in the Bidding Documents or Contract Documents, may be
issued in writing by the Chief of the Orange Fire Department prior to the opening of bids as an addendum
to the Contract.
In addition to satisfying any requirements for publication, addenda will be sent by certified mail, return
receipt requested, to each of the contractors who have submitted a bid or received a bid package or has
filed a notification request with the governing body of the contracting unit to the respective addresses
they have furnished for such purpose, or if none, to their last known address, not later than seven business
days Saturday, Sundays and holidays excepted prior to the date fixed for the opening of bids. The failure
of any Bidder to receive any addendum shall not relieve the Bidder from any obligation under the
Contract Documents or Bidding Documents which relate to his bid as submitted.
5. Time to Award Contract
Bids are to remain firm for a period of not less than sixty (60) days. Award or rejection of bids will be made
within this period.
6.
Award of Bid
The City will award the bid to the entity submitting the lowest price in dollars (U.S.) for the service as
specified in these documents.
7.
Withdrawal of Bids
Any bid may be withdrawn on written request received from a bidder prior to the times fixed for the bid
opening. No right to withdraw a bid shall exist after the time specified for opening of bids has arrived. The
bidder shall sign the written request.
8.
Tax Exemption
Prices quoted in all bids shall include deliver (FOB destination) and exclusive of all Federal, State or
Local taxes from which the City is exempt. The City's tax identification number is 22-6002178.
9.
Term of Contract
All contracts are for the period commencing from Notice to Proceed and to be determined by the City
of Orange Township if the contract will be for three (3) one (1) year periods. Renewable at the options of the
City.
3
10. Right to Reject Bids
The City reserves the right to reject any and all bids, to award in part or whole, to waive immaterial defects
or informalities in any bid, or to accept substitutes of equal or better quality, where it is deemed to be in the
best interest of the City to do so. In the case of a tie bid, the City reserves the right to award the bid to the
contractor it determines will best meet the needs of the City.
11. Us Manufactured Products
In accordance with N.J.S.A. 40A: 11-18, only products manufactured or farmed in the United States,
wherever available, shall be used in connection with this contract.
12. Submissions
In order to establish standard of quality, the City, in the detailed specifications, referred to certain products
by brand name. This procedure is not to be construed as eliminating from consideration other products of
equal or better quality by other manufacturers where fully suitable by design.
All substitution item(s) proposed by a bidder as "approved equal" shall be considered and evaluated by the
City, however the burden of proving to the City the equivalency of a product other than the product specified
shall be assumed by the bidder. Should the bidder elect to prove such equality and to substitute, the bidder
shall document his/her submittal which shall include but is not limited to, submitting on their letterhead, a
full and detailed written comparison, listing in detail each and every variation, referring to the paragraph and
specification to which the variation will apply; and shall also supply a sample and descriptive data. The
contractor is made aware that a general exception cannot be taken for any paragraph or item. Failure by the
Contractor to submit the above information may be grounds for rejection of the bid.
13. Proposed Guarantee
Each bid must be accompanied by a guarantee which shall be in the amount of l0% of the total bid, but not to
excess of twenty thousand dollars except as otherwise provided herein, and may be given at the option of the
bidder a certified check, bid bond or cashier check.
14. Required Signatures
The firm, corporate or individual name of the bidder must be signed in the space provided for signatures on
this proposal form. In the case of a corporation, the title of the officer signing must be stated, and the
signature of said officer must be duly attested and the corporate seal affixed. In the case of a partnership,
each partner must sign, or the bid must be accompanied by original evidence of the authority of the bidding
partner to act for the full partnership. A corporation not organized in the State of New Jersey must, as a
condition to an award of the contract, furnish proof that it has qualified, under the laws of New Jersey, to do
business in this State.
15. Technical Questions
Please address to the Fire Chief Derrick E. Brown
Mobile – (862) 347-8995
Office – (973) 346-2300 ext. 6132
4
II. BID REVIEW CRITERIA
1.
Qualifications of a Bidder
The City reserves the right to make such investigations as it deems necessary to determine the ability
of a bidder to perform the work, and the bidder shall furnish to the City all such information and data for this
purpose as the City may request. The City reserves the right to reject any and all such bid if the evidence
submitted by or investigation of such bidder fails to satisfy the City that such bidder is properly qualified to
carry out the obligations of the contract and complete the work contemplated therein.
2.
Successful Bidder
The successful bidder will be the one who submits the lowest responsible bid for the service as
described in the technical section of this document. The City reserves the right to reject any and all bids and to
award in part or whole. The bid will be awarded, provided that in the judgment of the City Council, it is
reasonable and in the interest of the City. The award will be made shortly after the opening of the bids).
III. REQUIRED FORMS
1.
Bid Proposal Form
Bidders are required to complete and submit the enclosed Bid Proposal Form.
2.
Disclosure Affidavit
In accordance with P.L. 1977, Chapter 33, all bidders shall submit with the bid a statement setting
forth the names and addresses of all stockholders in the corporation or partners in the partnership who own ten
percent (10%) or greater interest in the partnership, as the case may be, shall be listed. If the business entity is a
sole proprietorship, that information must be provided on the Disclosure Affidavit. This form must be notarized
by a person so authorized.
Attached is a form (Partnership Disclosure Statement) which shall be used to comply with this
agreement.
3.
Non-Collusion Affidavit Form
Bidders are required to complete and submit the enclosed Non-Collusion Affidavit Form.
4.
Affirmative Action Forms
Bidders are required to submit the enclosed Affirmative Action Regulations Form.
5.
Hold Harmless Agreement Form
Bidders are required to submit the enclosed Hold Harmless Agreement Form.
6.
Addenda Acknowledgment of Receipt Form
Bidders are required to submit the enclosed Addenda Acknowledgment of Receipt Form.
5
7.
Bid Guarantee
Each bid must be accompanied by the guarantee which shall be in the amount of 10% of the bid, but
not in excess of $20,000.00, except as otherwise provided herein, and may be given, at the option of the
bidder by certified check, cashier’s check or bid bond made payable to the City of Orange Township.
8.
Consent of Surety
A performance Bond will be required from the successful bidder on this project, and consequently,
all bidders shall submit a Consent of Surety in substantially the same form enclosed with this bid package.
All performance bonds must cover 100% of the contract price.
9.
Business Registration Certificate
All bidders must submit a Business Registration Certificate issued by the State of New Jersey,
Department of the Treasury with bids.
6
Documents to be returned with Bid
City of Orange Township
Bid Document Checklist
Required by Bidder
Affirmative Action Compliance Notice
Stockholder Disclosure Certification
Non-Collusion Affidavit
Bid Proposal Form
Bid Guarantee
(with Power of Attorney for full amount of Bid Bond)
Consent of Surety
(with Power of Attorney for full amount of Bid Price)
______
Business Information (Pay to Play)
“Annex A” Staff roster
Emergency Vehicle Driving Policy
Quality Control Program
Billing and Collection Policy
Schedule of Charges
Standard Operating Procedure
Municipal List (presently being served)
Business Registration Certificate
______
Hold Harmless
______
Business Entity Disclosure
Reviewed by Bidder
Mandatory Equal Opportunity Language
Americans with Disabilities Act of 1990 Language
7
BID PROPOSAL FORM
EMERGENCY MEDICAL SERVICE
For the furnishing and delivery of Emergency Medical Service or the City of Orange Township, in the County
of Essex.
The undersigned hereby declares that the advertisement and specifications for Emergency Medical Service
have been carefully examined; and the undersigned company will contract to carry out and complete the
project as specified and at the prices stated below.
_____________ ______
Signature of Authorized Representative
Printed Name
_____________ ______
Title of Above Representative
_____________ ______
Company Name
__________________
________________________
Company Telephone Number
___________________
Federal ID Number or Social Security Number
Date
BID PROPOSAL COST (Bidder must choose one of the three options and input the cost for each year)
Option 1
Three (3) Year cost with Two (2) type II or III emergency ambulance (herein referred to as “primary”) for a
twenty four (24) hour period.
Cost
$________________________
Year 1
Year 2
Year 3
Option 2
Three (3) Year cost with Two (2) type II or III emergency ambulance (herein referred to as “primary”) between
the hours of 7:30 A.M. and 11:30 P.M., and one (1) ambulance between the hours of 11:30 P.M. and 7:30
A.M.
Cost
$________________________
______
Year 1
Year 2
Year 3
8
Option 3
Three (3) Year cost with (3) type, II or III emergency ambulances (herein referred to as “primary”) for a
twenty four (24) hour period
Cost
$________________________
___
______
Year 1
Year 2
Year 3
9
STOCKHOLDER DISCLOSURE CERTIFICATION
This Statement Shall Be Included with Bid Submission
Name of Business
¨
I certify that the list below contains the names and home addresses of all stockholders holding 10% or
more of the issued and outstanding stock of the undersigned.
OR
¨
I certify that no one stockholder owns 10% or more of the issued and outstanding stock of the
undersigned.
Check the box that represents the type of business organization:
¨ Partnership
¨ Corporation
¨ Sole Proprietorship
¨ Limited Partnership
¨ Limited Liability Corporation
¨ Limited Liability Partnership
¨ Subchapter S Corporation
Sign and notarize the form below, and, if necessary, complete the stockholder list below.
Stockholders:
Name:
Name:
Home Address:
Home Address:
Name:
Name:
Home Address:
Home Address:
Name:
Name:
Home Address:
Home Address:
Subscribed and sworn before me this _____day of
___________________, 2 _____
________________________
(Affiant)
(Notary Public)
________________________
Print name & Title of Affiant)
My commission expires:
10
(TO BE COMPLETED AND RETURNED WITH BID)
NON-COLLUSION AFFIDAVIT
State of New Jersey
County of _____________
ss:
I, residing in
(Name of Affiant)
(Name of Municipality)
in the County of and State of of full age, being
duly sworn according to law on my oath depose and say that:
I am of the firm of _________
the bidder making this Proposal for the bid proposal entitled ______,
and
that I executed the said proposal with full authority to do so that said bidder has not, directly or indirectly
entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free,
competitive bidding in connection with the above named project; and that all statements contained in said
proposal and in this affidavit are true and correct, and made with full knowledge that the
___________________________
(Name of contracting unit)
relies upon the truth of the statements contained in said proposal and in the statements contained in this
affidavit in awarding the contract for the said project.
I further warrant that no person or selling agency has been employed or retained to solicit or secure
such contract upon an agreement or understanding for a commission, percentage, brokerage, or contingent
fee, except bona fide employees or bona fide established commercial or selling agencies maintained by
______________________________.
Subscribed and sworn to
before me this _______ day of
____________________, 20______
(Type or print name of affiant under signature)
Notary Public of
My Commission expires 20
11
AFFIRMATIVE ACTION COMPLIANCE NOTICE
N.J.S.A. 10:5.5-31 and N.J.A.C. 17:27
GOODS AND SERVICES CONTRACTS
(INCLUDING PROFESSIONAL SERVICES)
This form is a summary of the successful bidder’s requirement to comply with the requirements of
N.J.S.A. 10:5-31 and N.J.A.C. 17:27.
The successful bidder shall submit to the public agency, after notification of award but prior to
execution of this contract, one of the following three documents as form of evidence:
(a) A photocopy of a valid letter that the contractor is operating under an existing Federally
approved or sanctioned affirmative action program (good for one year from the date of the letter);
OR
(b) A photocopy of a Certificate of Employee Information Report approval, issued in accordance
with N.J.A.C. 17:27-4;
OR
(c) A photocopy of an Employee Information Report (Form AA302) provided by the Division and
distributed to the public agency to be completed by the contractor in accordance with N.J.A.C. 17:27-4.
The successful vendor may obtain the Affirmative Action Employee Information Report (AA302)
from the contracting unit during normal business hours.
The successful vendor(s) must submit the copies of the AA302 Report to the Division of Contract
Compliance and Equal Employment Opportunity in Public Contracts (Division). The Public Agency copy
is submitted to the public agency, and the vendor copy is retained by the vendor.
The undersigned vendor certifies that he/she is aware of the commitment to comply with the
requirements of N.J.S.A. 10:5-31 and N.J.A.C. 17:27 and agrees to furnish the required forms of evidence.
The undersigned vendor further understands that his/her bid shall be rejected as non-responsive if
said contractor fails to comply with the requirements of N.J.S.A. 10:5-31 and N.J.A.C. 17:27.
COMPANY: ________
SIGNATURE ____________
PRINT NAME: _______ ___________
TITLE: ____________
DATE: _________
12
CITY OF ORANGE TOWNSHIP
ACKNOWLEDGMENT OF RECEIPT OF ADDENDA
The undersigned Bidder hereby acknowledges receipt of the following Addenda:
Addendum Number
Dated
Acknowledge Receipt
________
_______
______
¨
No addenda were received:
Acknowledged for:
(Name of Bidder)
By:
(Signature of Authorized Representative)
Name:
(Print or Type)
Title:
Date:
13
BUSINESS ENTITY DISCLOSURE CERTIFICATION
FOR NON-FAIR AND OPEN CONTRACTS
Required Pursuant To N.J.S.A. 19:44A-20.8
CITY OF ORANGE TOWNSHIP, NEW JERSEY
The following is statutory text related to the terms and citations used in the Business Entity Disclosure Certification form.
“Local Unit Pay-To-Play Law” (P.L. 2004, c.19, as amended by P.L. 2005, c.51)
19:44A-20.6 Certain contributions deemed as contributions by business entity.
5. When a business entity is a natural person, a contribution by that person's spouse or child, residing therewith, shall be deemed to be a
contribution by the business entity. When a business entity is other than a natural person, a contribution by any person or other business entity
having an interest therein shall be deemed to be a contribution by the business entity.
19:44A-20.7 Definitions relative to certain campaign contributions.
6. As used in sections 2 through 12 of this act:
“business entity" means any natural or legal person, business corporation, professional services corporation, limited liability company,
partnership, limited partnership, business trust, association or any other legal commercial entity organized under the laws of this State or of any
other state or foreign jurisdiction;
“interest" means the ownership or control of more than 10% of the profits or assets of a business entity or 10% of the stock in the case of a
business entity that is a corporation for profit, as appropriate;
Temporary and Executing
12. Nothing contained in this act shall be construed as affecting the eligibility of any business entity to perform a public contract because that
entity made a contribution to any committee during the one-year period immediately preceding the effective date of this act.
~~~~~~~~~~~~~~~~~~~~~
The New Jersey Campaign Contributions and Expenditures Reporting Act (N.J.S.A. 19:44A-1 et seq.)
19:44A-3 Definitions. In pertinent part…
p. The term "political party committee" means the State committee of a political party, as organized pursuant to R.S.19:5-4, any county
committee of a political party, as organized pursuant to R.S.19:5-3, or any municipal committee of a political party, as organized pursuant to
R.S.19:5-2.
q. The term "candidate committee" means a committee established pursuant to subsection a. of section 9 of P.L.1973, c.83 (C.19:44A-9) for the
purpose of receiving contributions and making expenditures.
r. the term "joint candidates committee" means a committee established pursuant to subsection a. of section 9 of P.L.1973, c.83 (C.19:44A-9) by
at least two candidates for the same elective public offices in the same election in a legislative district, county, municipality or school district,
but not more candidates than the total number of the same elective public offices to be filled in that election, for the purpose of receiving
contributions and making expenditures. For the purpose of this subsection: …; the offices of member of the board of chosen freeholders and
county executive shall be deemed to be the same elective public offices in a county; and the offices of mayor and member of the municipal
governing body shall be deemed to be the same elective public offices in a municipality.
19:44A-8 and 16 Contributions, expenditures, reports, requirements.
While the provisions of this section are too extensive to reprint here, the following is deemed to be the pertinent part affecting amounts of
contributions:
“The $300 limit established in this subsection shall remain as stated in this subsection without further adjustment by the commission in the
manner prescribed by section 22 of P.L.1993, c.65 (C.19:44A-7.2)
14
BUSINESS ENTITY DISCLOSURE CERTIFICATION
FOR NON-FAIR AND OPEN CONTRACTS
Required Pursuant To N.J.S.A. 19:44A-20.8
CITY OF ORANGE TOWNSHIP, NEW JERSEY
Part I – Vendor Affirmation
The undersigned, being authorized and knowledgeable of the circumstances, does hereby certify that
________________________________________________________________________________________ (Contractor)
has not made and will not make any reportable contributions pursuant to N.J.S.A. 19:44A-1 et seq. that, pursuant to P.L. 2004, c. 19 would bar the
award of this contract in the one year period preceding the date of reorganization to any of the following named candidate committee, joint
candidates committee; or political party committee representing the elected officials of the CITY OF ORANGE TOWNSHIP as defined pursuant to
N.J.S.A. 19:44A-3(p), (q) and (r).
Dwayne D. Warren, Esq., Mayor
Hon. Tency A. Eason
Hon. Weldon M. Montague, III
Hon. Kerry J. Coley
Hon. Clifford R. Ross
Hon. Quantavia L. Hilbert
Hon. Jamie Summers-Johnson
Hon. Adrienne K. Wooten
Part II – Ownership Disclosure Certification
oI certify that the list below contains the names and home addresses of all owners holding 10% or more of the issued and outstanding stock of the
undersigned.
Check the box that represents the type of business entity:
oPartnership
oCorporation
oSole Proprietorship
oSubchapter S Corporation
oLimited Partnership
oLimited Liability Corporation
oLimited Liability Partnership
Name of Stock or Shareholder
Home Address
Part 3 – Signature and Attestation:
The undersigned is fully aware that if I have misrepresented in whole or part this affirmation and certification, I and/or the business entity, will be
liable for any penalty permitted under law.
Name of Business Entity:
Signed: Title:
Print Name: Date:
Subscribed and sworn before me the ___________ day
of
__________________________________, 20__.
My Commission expires:
_________________________________________________
(Affiant)
_________________________________________________
(Print name & title of affiant) (Corporate Seal)
15
N.J.S.A 10:5-31 and N.J.A.C. 17:27
MANDATORY EQUAL EMPLOYMENT OPPORTUNITY LANGUAGE
Goods, Professional Services and General Service Contracts
(Mandatory Affirmative Action Language)
During the performance of this contract, the contractor agrees as follows:
The contractor or subcontractor, where applicable, will not discriminate against any employee or
applicant for employment because of age, race, creed, color, national origin, ancestry, marital status, sex,
affectional or sexual orientation. Except with respect to affectional or sexual orientation, the contractor will take
affirmative action to ensure that such applicants are recruited and employed, and that employees are treated
during employment, without regard to their age, race, creed, color, national origin, ancestry, marital status, sex,
affectional or sexual orientation. Such action shall include, but not limited to the following: employment,
upgrading, demotion, or transfer, recruitment or recruitment advertising, layoff or termination; rates of pay or
other forms of compensation; and selection for training, including apprenticeship. The contractor agrees to post
in conspicuous places, available to employees and applicants for employment, notices to be provided by the
Public Agency Compliance Officer setting forth provisions of this nondiscrimination clause.
The contractor or subcontractor, where applicable will, in all solicitations or advertisements for
employees placed by or on behalf of the contractor, state that all qualified applicants will receive consideration for
employment without regard to age, race, creed, color, national origin, ancestry, marital status, sex, affectional or
sexual orientation.
The contractor or subcontractor, where applicable, will send to each labor union or representative or
workers with which it has a collective bargaining agreement or other contract or understanding, a notice, to be
provided by the agency contracting officer advising the labor union or workers’ representative of the contractor’s
commitments under this act and shall post copies of the notice in conspicuous places available to employees and
applicants for employment.
The contractor or subcontractor, where applicable, agrees to comply with the regulations promulgated by
the Treasurer pursuant to N.J.S.A. 10:5-31 et seq., as amended and supplemented from time to time and the
Americans with Disabilities Act.
The contractor or subcontractor agrees to make good faith efforts to employ minority and women workers
consistent with the applicable county employment goals established in accordance with N.J.A.C. 17:27-5.2 or a
binding determination of the applicable county employment goals determined by the Division, pursuant to
N.J.A.C. 17:27-5.2.
The contractor or subcontractor agrees to inform in writing appropriate recruitment agencies including,
but not limited to, employment agencies, placement bureaus, colleges, universities, labor unions that it does not
discriminate on the basis of age, creed, color, national origin, ancestry, marital status, sex, affectional or sexual
orientation, and that it will discontinue the use of any recruitment agency which engages in direct or indirect
discriminatory practices.
The contractor or subcontractor agrees to revise any of its testing procedures, if necessary, to assure that
all personnel testing conforms with the principles of job-related testing, as established by statutes and court
decisions of the State of New Jersey and as established by applicable Federal law and applicable Federal court
decisions.
The contractor with the applicable employment goals, the contractor or subcontractor agrees to review all
procedures relating to transfer, upgrading, downgrading and layoff to ensure that all such actions are taken
without regard to age, creed, color, national origin, ancestry, marital status, affectional or sexual orientation or
sex, consistent with the statutes and court decisions of the State of New Jersey, and applicable Federal Law and
applicable Federal court decisions.
16
The contractor shall submit to the public agency, after notification of award but prior to execution of a goods and
services contract, one of the following three documents:
Letter of Federal Affirmative Action Plan Approval
Certificate of Employee Information Report
Employee Information Report Form AA302
The contractor and its subcontractors shall furnish such reports or other documents to the Division of Contract
Compliance and EEO as may be requested by the Division from time to time in order to carry out of the purpose
of these regulations, and public agencies shall furnish such information as may be requested by the Division of
Contract Compliance & EEO for conducting a compliance investigation pursuant to Subchapter 10 of the
Administrative Code (N.J.A.C. 17:27).
Vendor’s Name: ___________________________
Date:__________________________
17
APPENDIX A
AMERICANS WITH DISABILITES ACT OF 1990
Equal Opportunity for Individuals with Disability
The CONTRACTOR and the City of Orange Township, (hereafter “owner”) do hereby agree
that the provisions of Title II of the Americans With Disabilities Act of 1990 (the “Act”) (42 U.S.C.
S12101 et seq.), which prohibits discrimination on the basis of disability by public entities in all services,
programs, and activities provided or made available by public entities, and the rules and regulations
promulgated pursuant there unto are made a part of this contract. In providing any aid, benefit, or service
on behalf of the owner pursuant to this contract, the contractor agrees that the performance shall be strict
compliance with the Act. In the event that the contractor, its agents, servants, employees, or
subcontractors violate or are alleged to have violated the Act during the performance of this contract, the
contractor shall defend the owner any action or administrative proceeding commenced pursuant to this
Act. The Contractor shall indemnify, protect, and save harmless the owner, its agents; servants, and
employees from and against any and all suits, claims, losses, demands, or damages, of whatever kind or
nature arising out of or claimed to arise out of the alleged violation. The contractor shall, as its own
expense, appear, defend, and pay any and all charges for legal services and any and all costs and other
expenses arising from such action or administrative proceeding or incurred in connection therewith. In
any and all complaints brought pursuant to the owner grievance procedure, the contractor agrees to abide
by any decision of the owner which is rendered pursuant to said grievance procedure. If any action or
administrative proceeding results in an award of damages against the owner or if the owner incurs any
expense to cure a violation of the ADA which has been brought pursuant to its grievance procedure, the
contractor shall satisfy and discharge the same at its own expense.
The owner shall, as soon as practicable after a claim has been made against it, give written notice
thereof to the contractor along with full and complete particulars of the claim. If any action or
administrative proceedings is brought against the owner or any of its agents, servants, and employees, the
owner shall expeditiously forward or have forwarded to the contractor every demand, complaint, notice,
summons, pleading, or other process received by the owner or its representatives.
It is expressly agreed and understood that any approval by the owner of the services provided by
the contractor pursuant to this contract will not relieve the contractor of the obligation to comply with the
Act and to defend, indemnify, protect, and save harmless the owner pursuant to this paragraph.
It is further agreed and understood that the owner assumes no obligation to indemnify or save
harmless the contractor, its agents, servants, employees and subcontractors for any claim which may arise
out of their performance of this Agreement. Furthermore, the contractor expressly understands and agrees
that the provisions of this indemnification clause shall in no way limit the contractor’s obligations
assumed in this Agreement, nor shall they be construed to relieve the contractor from any liability, nor
preclude the owner from taking any other actions available to it under any other provisions of the
Agreement or otherwise at law.
18
CONSENT OF SURETY
A performance bond will be required from the successful bidder on this project, and
consequently, all bidders shall submit, with th6eir bid, a certificate in substantially the
following form:
TO:
(Owner)
RE:
(Contractor)
(Project Description)
This is to certify that the is licensed to conduct
(Surety Company)
business in the State of New Jersey and will provide to ___________________ a performance
(Contractor)
bond in full amount of awarded contract in the event that said contractor is awarded a contract
for the above project.
______________________________
(Authorized Agent of Surety Company)
CERTIFICATE OF SURETY MUST BE SIGNED BY AN AUTHORIZED AGENT
OR REPRESENTATIVE OF SURETY COMPANY AND NOT BY THE
INDIVIDUAL OR COMPANY SUBMITTING THE BID.
(TO BE COMOPLETED AND RETURNED WITH BID)
19
HOLD HARMLESS AGREEMENT
Between
The City of Orange Township
29 North Day Street
Orange, New Jersey 07050
And
_______________________________
(Contractor)
_______________________________
Address (not a post office box)
_______________________________
Telephone No. & Fax No.
It is understood and agreed the Contractor is;
1.
An independent Contractor and is not an employee of the City of Orange Township.
2.
The Contractor agrees to indemnify and hold harmless the City of Orange Township, the
Council of the City of Orange Township and all of its officers, agents and employees of and from any an
all liability for damages for injury to person and property, including death, and against and from all suits
and actions and all costs, damages and changes of whatsoever kind and nature, including attorney’s fees
to which the Township may be put for or on account of any injury or alleged injury to person, including
death, or property, resulting from the performance of the Contractor’s operations under this Contract, or
by or in consequence of any neglect or omission of the part of the Contractor in the performance of
operations under this Contract, whether such operations, or the absence thereof, be by the Contractor or
anyone directly or indirectly employed by the Contractor.
3.
The Contractor shall hold the City of Orange Township harmless for damages to the
Contractor’s equipment utilized during the term of this Contract.
4.
The Contractor agrees to provide a certificate of insurance specifically naming the City of
Orange Township as an additional named insured, providing general liability bodily injury and property
damage coverage with minimum limits of liability not less than $1,000,000.00 of single limit coverage
for Premises and Operations, $1,000,000.00 for professional liability insurance; $500,000.00 of single
limit bodily injury coverage with at least $1,000,000.00 per occurrence and $100,000.00 property
damage coverage.
Signed this _______ day of ___________, 2012
_____________________________________
Name of Bidder
_____________________________________
Authorized signature and title
_______________________________
Print – Authorized signature and title
20
Subscribed and sworn to
Before me this ______ day of
________________________
________________________
Signature of Notary
My Commission expires __________________, 20______
21
CITY OF ORANGE TOWNSHIP
BID SPECIFICATION
EMERGENCY MEDICAL SERVICE
1.
Reference:
A.
Public Law 93-154, Federal EMS Act of 1973 as amended.
B.
NJSA 27:5F-1, New Jersey Highway Safety Act.
C.
NJSA 40A: 11-1, Local Public Contract Law.
D.
NJAC 8:40, Manual of Standards for Licensure of Invalid Coach and
Ambulance Service.
E.
State of New Jersey Assessment of Emergency Medical Services, United
States Department of Transportation, Technical Assessment Team,
October 9-21, 1998.
2.
Scope:
The Contractor shall furnish all personnel, uniforms, materials, training,
equipment and supervision required to manage, operate and maintain an
Emergency Medical Service (EMS).
This service shall be provided twenty-four (24) hours per day, seven days (7) per
week, including all Holidays in accordance with the contract.
3.
Service Area:
EMS shall be provided to all persons within the City of Orange Township, herein
referred to as City of Orange.
4.
Term:
All bids must be submitted on the Bid Proposal Form:
The period of service will be for three (3) years.
5.
Supervision:
At all reasonable times, a designated supervisor, at Senior Management Level,
will be available for consultation with the representative of the City of Orange. A
Field Level Supervisor shall be on duty 24 hours per day, seven days per week for
each shift of work as well as a “second in command”, in the event that a mass
causality incident requires instituting of the Incident Management System, or if
that Field Level Supervisor becomes incapacitated for any reason during the
course of duty. The “second in command” will be readily identifiable and will
also be on duty 24 hours per day, seven days per week. Said Field Supervisor will
be designated as responsible and in charge person for the EMS operation.
22
Changes to the supervisory staff (unless an employee is sick or injured) must be
made in writing at least 24 hours prior to the change to the City of Orange.
Orange Fire Dispatch (OFD) shall be contacted at the beginning of each shift with
the name and phone number for the Supervisor of the day. If the supervisor
changes during that day OFD dispatch shall be informed and provided the above
information.
6. Specifications:
OPTION 1
Contractor will operate a minimum of two (2) type II or Type III emergency/
N.J. Certified emergency ambulances (herein referred to as “primary”) for a
twenty four (24) hour period. Each Vehicle shall be exclusively dedicated to
the City of Orange.
A.
All vehicles shall be licensed by the New Jersey State Department of
Health as “Emergency Ambulance” and conform to the specifications
governing the operation of emergency ambulances in accordance with
(IAW) reference 1D. Through the length of this contract the vehicles will
be no more than five (5) years old. Further, the contractor shall have a
minimum of two (2) additional fully licensed, staffed, and operational
emergency ambulances available within no less than ten minutes, at no
additional charge, to the City of Orange, for the purpose of simultaneous
delivery of EMS due to multi-accident injury or catastrophic fires, storms,
etc. The Contractor shall produce a written contract which provides at least
two (2) backup emergency service organizations which will provide
additional coverage. Contractor and the City agree that the emergency
service organization selected by contractor shall be acceptable to the City
of Orange Township.
7.
Performance
A. Rescue and extrication services will be provided by the City of Orange Township
Fire Department. EMS will provide patient care and transportation if required.
B. The City of Orange Township Fire Department at its discretion during the life of
the contract, will reserve the right to place in service, a state certified ambulance
and crew, which will serve as a third ambulance/back up in the event that the
contractor experiences any delay in response or is unable to provide a basic life
support unit within a reasonable time frame. Furthermore, the City of Orange
Township Fire Department, will have all rights to bill for services rendered by
Fire Department personnel.
C.
A. The successful bidder will provide to the City of Orange copies of all forms filed with
the New Jersey State Department of Health Office of Emergency Medical Services
(NJSDOH-OEMS) pursuant to the licensing and inspection of all vehicles and
23
equipment IAW ref. 1D and continue to supply these forms annually upon inspection
by the NJSDOH-OEMS.
B. The contractor, due to the nature of the services, must demonstrate an ability to
operate within the City of Orange. The Base shall be suitable for the full-time
operation of EMS within the City of Orange as defined herein. This must occur
within 30 days of the contract being awarded.
1.
Contractor
may
provide
staging/location
of
assigned
EMS/Ambulance vehicles in at least two locations wholly within the
city limits of the City of Orange at his cost. A policy for posting must
be provided to the Orange Fire Department for approval by the Fire
Administration on the locations, times and procedures. In addition
each vehicle assigned to the City will have signage indicating the
Following “Providing Emergency Medical Services for the City of
Orange Township.” The size and scheme of which must comply
with N.J.A.C. 8:40. Signage shall be either permanent or
removable, and should be attached to any and all vehicles
assigned to the City of Orange All such vehicle must also display
a sign stating that access to police fire and EMS can be achieved
by dialing 911 for emergency service.
2.
Contractor must provide a separate insurance policy for fire and
liability to hold the City harmless from any loss incurring from a fire,
property damage, injury or death to any persons from any incident
originating in the designated area, which is under the supervision of
the contractor and/or his agent and employees.
C. The Contractor will provide radio and telephone communications (dispatch center)
between the Contractor and the City of Orange of a type and extent acceptable to
the City.
D. The dispatch center shall be the Emergency Medical Call Screening (EMD),
University Hospital Emergency Medical Service’s Regional Emergency Medical
Communication System (REMSC) as provided for in the current Fire Dispatch
Contract for the City of Orange. REMCS will receive the request for emergency
medical service process. The center must operate on a twenty-four (24) hours per
day, seven (7) days per week schedule. The communication center must be on an
emergency power backup system with the same capabilities as normal operating
power. Telephones, lighting, computers, and radio equipment must be on a UPS
system. The dispatch center must meet the requirement of the City 911-
Coordinator as outlined below.
All dispatchers must be trained and certified in APCO Basic Tele-
communicator and APCO Emergency Medical Dispatch.
E. The dispatch center will have the following capabilities:
1.
A Computer aided dispatch.
24
2.
Ability to receive 911 calls and immediately translate and refer any
request for emergency medical assistance in the City of Orange. The
dispatch center must be able to receive requests for emergency medical
assistance from citizens who speak; English, French, Spanish, and Italian.
3.
Taped phone lines and radio communications. The City of Orange
fire and police personnel must be allowed access to these tapes on
demand. Tapes must be maintained for at least 2 year.
4.
A medical director/physician who is board certified in Emergency
Medicine and licensed to practice medicine in the State of New Jersey, to
oversee QCP program and dispatch protocols.
5.
A dispatch Supervisor available in the dispatch center 24 hours a
day, 7 days a week. This supervisor must have 3 years experience with
Police, Fire, or EMS dispatch and hold both APCO Basic
Telecommunicator
and
APCO
Emergency
Medical
Dispatch
certifications.
6.
Ability to coordinate resources for mass causality or large-scale
incident response. With the ability to communicate inter-agency via radio
to municipal, county and state agencies.
7.
This information will be provided on a monthly basis to the City of
Orange Police and Fire Departments: all requests for EMS listed with the
unit assigned, priority level, date, address, times as follows; start of call,
end of call, en-route, on-scene, depart scene, arrive hospital and available.
Written dispatch protocols/guide cards for interrogating callers for the purpose of
illicitating information and providing pre-arrival instructions prior to the arrival of
emergency medical assistance. All written dispatch protocols must be approved and
signed by the dispatch physician medical director.
The dispatch center must be available for inspection 24 hours a day, 7 days a week by
a representative of Orange Police or Fire.
8.
Telephone communications will include immediate emergency
access.
9.
Radio communications will comply with ref. 1D and Plan as a
minimum.
10.
Alerting of personnel will be accomplished through a combination
of voice, telephone, and “pager” capability so as to insure
continuous availability.
11.
Both Field Units and the dispatch center must be able to
communicate on both Orange Police and Fire frequencies. Field
Units/EMS dispatch must continuously monitor both police and
fire frequencies.
25
Telephone system must be capable of receiving ALL information
from the PSAP E911 Center along with recording equipment for
phone and radio conversation for each call for service.
F. The Contractor will transport patients to the closest medical facility, unless the
patient has specialized needs such as a multi-system trauma patient, burn patient, etc.,
that would require that they be transported directly to that specialized facility. During
a Declaration of Disaster or activation of the City of Orange Emergency Management
Annex patients will be transported to locations in accordance with the designated
Transport Officer.
G. The Contractor will have as part of their table of organization and staff a physician
medical director, board certified in emergency medicine, licensed to practice in the
State of New Jersey. In addition all medical treatment protocols for off-line medical
control will be signed and approved by the medical director. The winning bidder will
provide the name of the physician medical director to the City of Orange Township
prior to commencing service. Any change in his or her license status shall be
immediately reported to City of Orange officials. On-line medical control will be
available 24 hours a day, seven days a week either by telephone or radio and must be
by physician’s board certified in emergency medicine, licensed to practice medicine
in the State of New Jersey, and who are overseen by the Contractor medical director.
Off-line medical protocols will be of such a type that they meet the
current national and state standards for emergency medical care for
pre-hospital care basic level providers, and are updated regularly to
reflect the current standard. They will be approved by the
Contractor physician medical director.
H. The Contractor will provide stand-by EMS at all “working fires” for the duration of
the fire or until dismissed by the Commanding Fire Officer in charge. The Contractor
will provide stand-by EMS at all Critical Police Incidents for the duration of the
Incident or until discharged by the Commanding Police Officer in Charge.
I.
The Contractor will have direct radio contact with the regional Mobile Intensive Care
(MICU) Units assigned to this area in accordance with NJSDOH-OEMS guidelines.
J.
The successful bidder will within one (1) month after the start of operations provide
the City with a letter of agreement between all appropriate area EMS agencies in
accordance with Ref, 1D.
K. RESPONSE TIME, any and all response times greater than eight (8) minutes to
request for EMS will be documented and reviewed for action Documents will be kept
on file for a minimum of three (3) years and subject to review by the Designated
Agent. Response times shall be submitted on a monthly basis to the Police and Fire
EMS Coordinators for review
L. The Contractor will convene an Advisory Board on a quarterly basis to maintain a
line of communication between the contractor and the municipality to review and
respond to any new or pertinent issues that may arise. This Board will consist of at
least one representative from the following entities: Fire Department, Police
Department, and Health Department.
26
M. The Contractor will meet at any time deemed necessary with Police and Fire
representatives to plan and keep advised of operational issues pertinent to providing
emergency medical services to the City of Orange.
N. The Contractor if required by the Fire Department will provide one (1) Annual
Basis Training Update approved by the Orange Fire Department Training
Officer to the Orange Fire Department employees. This training shall include
Blood Borne Pathogens, CPR and AED Certification if necessary. This
training will be provided to each of our four (4) Tours on separate days of
operation. In addition to this annual basic training, the contractor will provide
four (4) Hands On EMS Training Drills to be set up during the year by EMS
with approval of the Orange Fire Department Training Officer.
O. The Contractor will provide First Responder Equipment Evaluation for the Orange
Fire Department 2 times a year.
P. The contractor will have ten (10) days to replace and/or supply the Orange Fire
Department with any and all equipment and supplies used by the OFD at an EMS
call.
Q. Any Radios and/or equipment supplied to contractor must be maintained by
contractor and returned in working condition upon completion of contract.
8.
Insurance:
A.
The Contractor will, prior to the performance of any services under this
contract, obtain at it’s own cost and expense and keep in force for the
duration of this contract, policies of insurance covering it’s activities in a
form approved by the City Council with minimum limits as follows:
1.
At least one million dollars ($1,000,000) of single limit coverage of
“Premises and Operations” type general liability insurance.
2.
At least one million dollars ($1,000,000) of single limit bodily
injury coverage with at least one million dollars ($1,000,000)
coverage per occurrence of “Malpractice” type professional liability
insurance.
3.
At least five hundred thousand dollars ($500,000) of single limit
bodily injury coverage with at least one million dollars ($1,000,000)
per occurrence and at least one hundred thousand dollars
($100,000) property damage coverage for each licensed vehicle
operating under this contract.
4.
Workmen’s Compensation Insurance in minimums as specified
under New Jersey State Law.
B.
The Contractor will provide evidence of a renewal of insurance at once
should any of the above coverage expire during the term of this contract.
27
C.
Additionally, the Contractor will provide a certificate to the City of
Orange Township the City of Orange as an additional insured party in all
of the above policies and shall indemnify and hold the City harmless
against all claims by third parties to the extent that such claims arise in any
way from contractor’s performance of this contract.
The Contractor expressly agrees to defend any suit against the City of
Orange arising out of the services to be rendered as provided herein. The
Contractor will provide immediate notification to the City of Orange in
any instance where legal action is initiated against the Contractor arising
out of performance under this contract.
9.
Personnel:
A.
All EMS vehicles utilized under the provisions of this contract shall have a
minimum of two (2) NJDOH-OEMS certified Emergency Medical
Technician Basics (EMT-B), as well as both EMT-B’s must be certified as
EMT-D (Emergency Medical Technician Defibrillation). In addition all
EMS vehicles will have a semi-automatic (SAED) or automatic (AED)
external defibrillator on board, a type of which is approved by the
NJSDOH-OEMS. The SAED or AED must be in good working order and
maintained in accordance with manufacturer specifications. In addition all
backup vehicles must be equipped with either an SAED or AED, when
responding into the City of Orange, except in the event of an MCI.
B.
The Contractor will have in place a system whereas all employees undergo
a background investigation and drug and substance abuse screening
conducted by the Contractor that is satisfactory to the City and Orange
Police. The Contractor will bear the expense for the background
investigation and the drug and substance abuse screens. The City reserves
the right to prohibit any employee they deem unreliable, based on the
findings of the background checks, to work in the City of Orange.
C.
Dispatchers with EMS must have current APCO Basic Tele communicator
and APCO Emergency Medical Dispatch certifications on file with the
City. Contractor will provide to the Police and Fire EMS Coordinators a
roster of working employees, all certifications and any changes in roster or
loss of certifications on a weekly basis.
All bidders to this contract will include, an “Annex A” to their bid
submission, a completed staff roster, listing all certified EMT personnel
currently employed by the bidder. Upon award of this contract, the
Contractor must provide an update to this staff roster format as “Annex A”
in order to demonstrate sufficient certified personnel in it’s employ so as
to achieve minimum staffing levels required in ref. 1D. An updated copy
of this roster must be submitted to the City of Orange every three (3)
months during the contract period.
(“Annex A” is to be attached to Bid)
D.
The two (2) EMT’s dispatched with each vehicle will have a minimum of
two (2) years experience as a certified EMT.
28
E.
Driving abstracts for all employees who may be working and/or
responding in the City of Orange will be provided to the Orange Police
Department. Such abstracts shall be provided once each year. The
contractor shall have a policy in place requiring any driver who should
lose his or her ability to operate a motor vehicle immediately report same
to the contractor who shall then cause that person to cease and desist from
operation of such vehicle.
F.
The Contractors emergency vehicle driving policy and/or plan must be
submitted with the bid. (Attach to bid).
This policy/plan will be reviewed by the Orange Police Department.
G.
Contractor will annually provide written evidence of an “in-house”
continuing education (CEU) program overseen by a NJSDOH-OEMS
certified EMT Instructor. Said program may be supplemented by external
sessions. However, each EMT must document a minimum of twenty-four
(24) hours of CEU credits annually in accordance with the guidelines of
the National Registry of EMT’s. Supervisors will have a minimum 3-years
experience with a paid EMS provider. The supervisor must also have
received WMD training, ICS-200 and a certification in defensive driving.
H.
The Contractor will insure that all employees performing duties under this
contract will speak and write the English language.
I.
The Contractor will provide each employee with an identification badge
which shall be displayed on their outer garment, at all times, while on
duty. The badge shall include the following information as a minimum.
1.
The Contractor’s business name.
2.
The employee’s name.
3.
The employee’s job title.
4.
A recent photograph of the employee.
J.
All personnel employed by the Contractor in performance of this contract
shall abide by all applicable Federal, State and Local laws and regulations.
The City of Orange reserves the right to require removal from the job site,
any Contractor’s employee(s) for misconduct or security reasons.
Removal of any such employee(s) for such cause does not relieve the
Contractor of the requirement to provide sufficient personnel to perform
the required task/services specified in this contract.
K.
Personal Appearance
The Contractor will insure that all employees performing under this
contract shall maintain a neat and clean appearance at all times while on
duty. The Contractor will further insure that all employees, while on duty,
will be dressed in complete and appropriate uniform consisting of a
29
standardized uniform shirt, dark trousers, black safety shoes, dark uniform
coat and proper identification badge worn on the outer garment.
L.
Medical/Physical Requirements
The Contractor will insure, at his cost and expense, that all employees who
will perform under this contract, successfully complete an annual physical
examination. The contractor bears the responsibility of employing persons
to work under the scope of this contract who are certified by the physician
conducting the physical examination as completely fit to perform all duties
that they will be so required to by their employer. Employees failing any
part of the physical examination will not be allowed to perform services
under this contract. Physical examination will include all items as
indicated in Annex B.
M.
Organization
Ten (10) days prior to the commencement of services under this contract,
the Contractor will provide the City of Orange a copy of his organization
chart pertaining to this contract. Revisions, as they occur, will be
immediately provided to the City of Orange. The Contractor will
designate in the organization chart a single point of contact (POC) and
alternate by job title, as well as other appropriate designations. Any
changes to this organizational chart must be made in writing within 24
hours of the change.
10.
Quality Control
A.
The Contractor shall supply with the bid a copy of its quality control
program (QCP) to assure that the requirements of this contract are
accomplished as specified as well as to ensure that all services rendered
are of a quality meeting professionally recognized national and state
standards of care. (Quality Control Program will be attached to bid)
Any revisions to the QCP will be submitted to the Designated Agent for
approval. The QCP will include but not be limited to the following:
1.
An inspection system covering all required services. Areas to be
inspected on either a scheduled or unscheduled basis and the title of
the individual who will perform the inspection.
2.
A method of identifying deficiencies in the quality of service
rendered before the level of that service becomes unacceptable.
3.
A file of all inspections conducted by the Contractor and corrective
actions taken on noted deficiencies. All inspection documents will
be available to the designated City Agent upon request during the
term of his contract.
4.
The Contractor will develop a security plan to include base,
communications, vehicles, equipment and personnel. The security
30
plan will also provide a system of key control.
5.
The Contractor will have a system to review the quality of care
provided by all EMS personnel. The system must have the
following components:
Quality Control Program Team consisting of;
Medical Director, board certified in Emergency Medicine
NJSDOH-OEMS EMT instructor to ensure that protocol
and quality of care is adhered to.
1 field EMT
1 field supervisor
Mechanism for reviewing and reporting issues concerning quality
of care.
Review, remediation and disciplinary mechanism for all issues
pertaining to quality of care.
Written, off-line, medical protocols, specific to that agency, that
have been reviewed and approved by the Contractor medical
director.
6.
The Contractor will develop a safety plan to provide for preventive
measures in the performance of work rendered under the terms of
this contract.
B.
Maintenance of Equipment
The Contractor will maintain all equipment in a safe, sanitary and properly
functioning condition as required in ref. 1D. The Contractor will perform
an inspection of each vehicle at the beginning of each shift and upon
completion of each dispatch, when reasonable, immediately noting and
instituting corrective action for noted deficiencies IAW the Contractor’s
QCP. Additionally, during the first hour of each shift, a walk-around and
under-the-hood inspection will be performed on each vehicle with
immediate corrections initiated IAW and Contractor’s QCP. All medical
equipment will be inspected for proper operation and cleanliness at the
beginning of each shift and upon completion of each dispatch, when
reasonable, with corrective action initiated immediately. Any replacement
Vehicle that may be used must meet the same standard as the primary
vehicles. This replacement vehicle must be on duty within 1-hour.
All motor vehicle accidents with the Contractor primary vehicles will be
reported to Orange Police Department immediately by phone/radio and in
writing within 24 hours of the accident.
31
Spot checks of vehicles and or equipment may be performed by Fire,
Police or 911 representatives at any time without notice.
A monthly vehicle maintenance report will be submitted, by the 10th of
each month for the previous month, to the City of Orange Police EMS
Coordinator. All vehicle maintenance reports, as well as a review of the
vehicle maintenance facility will be conducted prior to awarding the
contract. The maintenance facility must be a duly licensed facility by the
State of New Jersey.
11.
Administration:
A.
The Contractor will be responsible for all direct and indirect expenses
associated with the operation of EMS within the City of Orange.
B.
If for any reason the Contractor is unable to provide service or needs to
subcontract service for the City of Orange with another vendor, that
vendor must be approved by the City of Orange and must comply in all
aspects with the provisions set forth in these specifications.
C.
Payments
1.
The City of Orange will make payment to the Contractor on the
fifteenth (15) day of each month in the amount equal to one-twelfth
(1/12) of the annual amount.
2.
All such payments shall be credited toward the consideration due to
the Contractor by the City of Orange.
D.
Billing rights/schedule of charges (attached to bid)
1
The Contractor retains billing rights and may bill the patient, third
party or designated agent for all EMS rendered. The Contractor
shall provide with the bid a copy of their policy for billing and
collections (attach to bid).
2
The Contractor shall supply with the bid a schedule of charges for
the most common and anticipated services it will perform under this
contract. (attach to bid)
3
The successful bidder will notify the City of Orange within ten (10)
days prior to any changes in said schedule of charges.
If an emergency circumstance of an extraordinary nature arises, the
City of Orange may request additional temporary emergency
medical services for the City. Should the Contractor be able to
provide said services, then additional compensation will be required.
A per hour and per day rate for these emergency circumstances will
be stated on the “BID PROPOSAL FORM “. The Contractor must
have the ability to supply this service if needed.
32
The Contractor will provide administrative support for the functions
performed under the terms of this contract including clerical, typing
and record keeping activities.
All correspondence relating to this contract will maintained for at least (3)
years and is subject to inspection by the Designated Agent.
E. Inspection and Reports
1.
The Contractor will upon written request, make available for
inspection by the Designated Agent within thirty (30) days all of the
operating and financial reports pertinent to the provision of EMS
under this contract.
2.
The Contractor will provide to the City of Orange on a monthly
basis the following information within twenty (20) days after the
end of each month.
a.
Dispatches
b. Patients treated
c.
Patients transported
d. Non-billable runs
e.
Record of unusual events
f.
Hospitals transported to
g. BLS Mutual Aid (given/received/requested)
h. ALS requested
i.
Total # of Responses
j.
Responses broken down into categories (MVA, Cardiac,
Seizure, Standby Fire etc…)
12.
Additional Requirements
A.
Phase-In/phase-Out
The Contractor will accept total responsibility for all operations required
by this contract as of 0001 hours of the first day of the contract period.
The contractors must insure that all personnel become familiar with any
and all operations under this contract.
During the sixty (60) day calendar day period prior to the end of this
contract the Contractor will remain responsible and liable for the
completion of all requirements of the contract which shall begin on or
before the final day of performance. The Contractor will not defer any
requirements for the purpose of avoiding responsibility or of transferring
such responsibility to the successor contractor. The Contractor will
cooperate fully with the successor contractor and the City of Orange so as
not to interfere with or interrupt the on-going services required by the
contract.
B.
The Contractor will submit to the City of Orange with the bid a copy of
the bidders Standard Operating Procedure (SOP) addressing the items
contained in Annex C. (attach to bid)
33
C.
If the Contractor during the performance of its duties becomes aware of
the following situations, the Contractor must report them to Orange Police
or Fire Departments:
1. If a crime has been committed.
2. If there is a fire.
3.
A physical danger presenting to the health, welfare, or safety of the
public.
4. Elder or child abuse.
5. Social service issues.
6. The change in the driving status of any of its employees who are
operating the vehicles being used under this agreement.
These situations must be reported especially if Orange Police or
Fire are not on scene, or if they are on-scene but are not aware of
the circumstances.
D.
The Contractor will provide care for all EMS requests at a standard that is
equal to the recognized and approved national and state standards for
emergency medical pre-hospital care. It is the Contractors responsibility to
maintain the standard of care and stay apprised of all updates and changes
that may affect patient care.
E.
The Contractor is expected to review and assist with the maintenance of
the City of Orange Emergency Management Annex for Emergency
Medical Services as well as assist with the response for EMS at HAZMAT
incidents. The response plan is expected to be maintained in a state of
readiness and must be implemented by the Contractor for medical
response at incidents where appropriate and/or when at the discretion of
Orange Police or Fire. The Contractor is expected to implement the
Incident Management System as needed for all incidents within the City of
Orange as well as coordinate and provide the following response in the
event of a large scale incident or MCI:
Fieldcom/command post for EMS
Integrated response for all incidents with Orange Police and Fire,
assuming the EMS Branch Director position for same, and
coordinating response within the City of Orange. The Contractor
will also assume responsibility for the medical unit under logistics
when the incident command system is initiated within the City of
Orange.
Mass casualty supplies and equipment
34
Forms/reports for on-scene tracking of any and all large scale/mass
gathering incidents
On-scene coordination of mutual aid EMS responders
Completion of any and all reports necessary for the City of Orange
Office of Emergency Management
Pre-planning for events/incidents as necessary
Function at the direction of Orange Fire Department for HAZMAT
response, and provide, along with the designated MICU agency, all
pre and post entry physicals for HAZMAT team members (the
Contractor is expected to operate in the “cold” zone in level “D”
protection and work only on patients/victims that have been
decontaminated)
During a Critical Police Incident EMS must function under the
direction of the Police Department and must remain in an area that
is designated safe for patient care.
F.
The City of Orange reserves the right to inspect and investigate all bidders
with respect to their facilities, equipment, personnel and business
reputation in order to determine the ability to comply with the provisions
of this contract. The bidders agree to make the aforementioned items
available for inspection upon request and understand that failure to do so
will be interpreted as non-compliance on behalf of the contractor with this
bid provision.
G. The City of Orange Township will evaluate all bids and an award will be
made to the lowest responsible bidder. The Council of the City of Orange
Township reserves the right to reject any or all bids and to waive any
informalities or irregularities in bids received. It may accept a Bid that in
its judgment will be for the best interest of the City of Orange Township.
H. Bidders must submit with their proposal a list of Municipalities presently
being serviced by them, for at least two (2) years. Included in the list shall
be the name, address and telephone number of a person to contact for
reference purposes (attached to bid)
13.
Breach/Default/Cancellation
A. Breach
1.
In the event of breach or threatened breach of this contract by either
party, the other party shall be entitled to an injunction restraining
such other party from breach without showing or proving any actual
damage sustained. Any action for Contractor’s breach of this
contract shall be separately maintainable by the City of Orange
Township. It is specifically acknowledged that disclosure of any
normally confidential business information relative to this contract
35
to anyone not involved in the maintenance of said contract may
constitute a material breach and shall be grounds for cancellation of
this contract.
2.
In the event that all, or any part of, the insurance required in
paragraph eight (8) of this contract is reduced or canceled, the City
of Orange shall have the right to terminate this agreement upon five
(5) days written notice.
3.
In the event that the State of New Jersey fails to license or suspends
the contractor, his vehicles and/or his personnel for proper cause,
then this contract shall terminate automatically without notice to
either party and, thereafter, neither party shall have any further
obligations to the other to perform under this contract with the
exception that all monies owed for services prior to termination
shall be immediately payable to the Contractor.
B. Default
1.
If the Contractor shall be adjudicated bankrupt, or shall make a
general assignment for the benefit of creditors, or take benefit of
any insolvency act, or it a receiver or trustee of the interest of the
Contractor shall be appointed by a court of competent jurisdiction,
or if after the commencement of this contract the Contractor’s
business shall be closed for a period of three (3) days for any
reason whatsoever other than with the written consent of the City
of Orange, then in such an event the Contractor shall be considered
in default and this contract will be terminated.
2.
The Contractor shall not have the right to sell, assign, mortgage,
pledge, give away or otherwise transfer this contract.
3.
In the event that the Contractor does not furnish all of the services
and perform all of the obligations as provided in this contract, the
City of Orange Township may terminate this agreement upon sixty
(60) days written notice to the Contractor, and, thereafter, neither
party shall have any further obligations to the other to perform
under this contract with the exception that all monies owed for
services prior to termination shall be immediately payable to the
Contractor.
C. Cancellation
Any notice given pursuant to the terms of this contract shall be
effective upon mailing by certified mail, returned receipt requested
to the other party at the address of such other party herein set forth.
All notices to the City of Orange shall be addressed to the attention
of the Mayor.
14.
Entire Contract:
36
This contract contains the entire contract of the parties, and no oral
representation, inducements, promises or agreements, oral or otherwise, shall be
of any force or effect.
15.
Waiver:
The failure of the City of Orange Township to exercise any power given it
hereunder or to insist upon strict compliance by the Contractor of any obligation
hereunder, shall not constitute a waiver of the City’s right to demand strict
compliance with the terms hereof.
16.
Modifications:
This contract shall not be altered, modified or changed unless in writing and
signed by both parties.
ANNEX A
STAFF ROSTER
TRADE NAME OF SERVICE
DATE PREPARRED
TOTAL NUMBER OF PAGES_________ THIS IS PAGE NUMBER__________
TYPE THE FULL NAME AND THE TRAINING OF EACH PERSON WHO STAFFS YOUR
“EMERGENCY AMBULANCE” VEHICLES.
ALPHABETICAL ORDER.
NJSDOH EMT
EXPIRATION
LAST NAME, FIRST, MIDDLE INIT.
COURSE NO.
DATE
37
38
ANNEX B
MEDICAL/PHYSICAL REQUIREMENTS
Contractor employees will have a physical examination by a licensed physician,
to include the following:
A.
Functional Requirements:
1.
Heavy lifting, 45 pounds and over.
2.
Heavy carrying, 45 pounds and over.
3.
Straight pulling.
4.
Pulling hand over hand.
5.
Reaching over shoulder.
6.
Use of fingers
7.
Both hands required.
8.
Walking.
9.
Standing.
10.
Crawling.
11.
Kneeling.
12.
Repeated bending.
13.
Climbing, legs only.
14.
Climbing, use of legs and arms.
15.
Both legs required.
16.
Operation of a motor vehicle.
17.
Ability for rapid mental and muscular coordination
simultaneously.
18.
Near vision correctable at 13” to 16” to Jaeger 1 to 4.
19.
Depth perception.
20.
Ability to distinguish basic colors.
21.
Ability to distinguish shades of colors.
22.
Hearing (aid permitted).
23.
Emotional stability.
B.
Medical Requirements:
1. Fit tested for TB respirators.
2
Tuberculosis test. (2 per year minimum)
3
Hepatitis B vaccination.
4
Electrocardiogram.
5
Vital signs.
6
General Assessment of Mental Condition.
39
C.
Environmental Factors:
1.
Outside.
2.
Outside and inside.
3.
Excessive heat.
4.
Excessive cold.
5.
Excessive humidity.
6.
Excessive dampness or chilling.
7.
Dry atmospheric conditions.
8.
Excessive noise.
9.
Constant noise.
10.
Dust.
11.
Fumes, smoke or gases.
12.
Grease and oils.
13.
Slippery or uneven walking surfaces.
14.
Working around machinery with moving parts.
15.
Working around moving objects or vehicles.
16.
Working closely with others.
17.
Working alone.
18.
Contact with infectious and communicable diseases.
40
ANNEX C
STANDARD OPERATING PROCEDURES
The following subjects will addressed in order as shown below:
1.
Purpose
2.
Organization
3.
Responsibilities
4.
Access to facilities
5.
Accident injuries
6.
Ambulance policy guidelines
7.
Attendance
8.
Base maintenance
9.
Certification of employees and equipment
10.
Conduct and appearance
11.
Emergency disaster plan
12.
End of shift reporting
13.
Essential/critical personnel
14.
Fire dispatch
15.
Infection control
16.
Key control
17.
Linen
18.
Logistics
19.
Medical / physical requirements (as in Annex B)
20.
Nuclear / chemical accident
21.
Oxygen
22.
Patient care record
23.
Patient transportation
24.
Physical security
25.
Parking of ambulances (unattended)
26.
Radio communications and repairs
27.
Refueling vehicles
28.
Reports
29.
Safety
30.
Service coverage
31.
Severe weather
32.
Telephone communications and repairs
33.
Training
34.
Transportation of remains
35.
Uniforms
36.
Vehicle breakdowns
37.
Vehicle cleanliness
38.
Vehicle operation
41
Documents to be returned with Bid
City of Orange Township
Bid Document Checklist
Required by Bidder
______ Stockholder Disclosure Certification
______ Non-Collusion Affidavit
______ Bid Proposal Form
______ References
______ Affirmative Action Regulation Form
______ Consent of Surety
______ Bid Guarantee
______ Hold Harmless Agreement
______ Addendum Acknowledgment
______ Pay for Play Disclosure Certification
______ Business Registration Certificate
______ “Annex A” Staff roster
______ Emergency Vehicle Driving Policy
______ Quality Control Program
______ Billing and Collection Policy
______ Schedule of Charges
______ Standard Operating Procedure
Reviewed by Bidder
______ Mandatory Affirmative Action Language
______ Americans with Disabilities Act of 1990 Language
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Mar 31, 2026
Last Info Update
Apr 30, 2026
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