Surge Ambulance Services

The City of Anaheim, Fire & Rescue Department, (hereinafter referred to as "City", which terms shall be used interchangeably throughout this RFP) is soliciting proposals from qualified organizations (Respondents) to provide Basic Life Support (BLS) emergency ambulance transport services in support of its Emergency Medical Services division. The selected Respondent will be responsible for delivering reliable, professional, and compliant ground emergency ambulance services, billed in quarter hour (15 minute) increments, structured around a Surge plan to ensure continuous coverage when City resources are fully committed.

This service represents a critical component of City's operational infrastructure, supporting eight (8) 24-hour units and two (2) 12-hour units across the city, seven days a week, 365 days per year. The selected Respondent must demonstrate the capacity to meet strict response time standards, maintain fully equipped and compliant ambulance fleets, and integrate seamlessly with City's dispatch, and quality improvement systems. Respondents will also be expected to support special events at high-profile venues and participate in pilot programs as requested by the City.

The selected Respondents will be responsible for performing the services described in the Scope of Services Section in accordance with any performance requirements stated therein (collectively, "Services"). After identifying successful Respondents, the City will negotiate an agreement ("Agreement"), which may include a best-and-final offer. The Agreement must substantially conform to the requirements outlined in the Agreement & Required Provisions Section.

Any resulting Agreement will take effect upon mutual execution, after Anaheim secures all necessary approvals from its approving bodies. 

Background

The City of Anaheim, founded in 1857, is one of the nation’s premier municipalities and is one of California’s most populous and most visited cities. Anaheim covers 50 square miles with more than 340,000 residents and more than 3,200 City employees. Anaheim supports a thriving business community and successful sports franchises, including Angels Baseball and the Anaheim Ducks. Anaheim also boasts world-class meeting and entertainment venues with: The Anaheim Convention Center; Honda Center; City National Grove of Anaheim; Anaheim Garden Walk; Angel Stadium; and Anaheim Regional Transportation Intermodal Center (ARTIC). Annually, Anaheim welcomes more than 20 million visitors to the city, making it a destination where the world comes to live, work, and play.

Project Details

• Reference ID: 20260416BL
• Department: Fire & Rescue
• Department Head: Pat Russell (Fire Chief)

Important Dates

• Questions Due: 2026-05-04T19:00:07.151Z
• Answers Posted By: 2026-05-08T19:00:34.247Z

Evaluation Criteria

• Respondent’s proposed approach, methodology and techniques, including understanding of Project objectives, and ability to perform the specific tasks outlines in the RFP. (25 pts)
• Qualifications, expertise, and amount of time and involvement of key personnel, including specific roles, licenses/certifications (if applicable), and relevant project experience. (30 pts)
• Reasonableness of the fee requested to do the work. (20 pts)
• Respondent’s experience and past performance providing similar services, including demonstrated success on comparable projects, adherence to schedules, and overall contract performance. (25 pts) —

  Anaheim may contact the references provided by the respondent to verify past performance, including the successful completion of comparable projects, adherence to schedules, and overall contract performance.

Submission Requirements

• Respondent Identification & Company Overview
• Legal name (and DBA, if applicable), state of incorporation, entity type, Federal Tax I.D. number, phone number, and address for formal notice of the entity that would be Anaheim's contracting party ("Respondent"). (required) —

  Please provide the information for the entity that would be the named contracting party (not a dba). Separate each answer component with a semicolon. 

  If you are an individual person (and not a company), please list your full name and social security number (which is your Federal Tax ID).

• Name, title, email, phone number, and business address of the individual who is submitting this proposal ("Submitter") on behalf of Respondent. (required) —

  Please separate each answer component with a semicolon. 

  If a Submitter is not applicable, enter "N/A."

• Name, title, and email of Respondent's Signatory for purposes of electronic signature if an Agreement were ultimately awarded to Respondent. (required) —

  If this person is the same as Submitter, please state "Same as Submitter."

• Describe Respondent's understanding of the Project scope and objectives. Explain how Respondent’s core services, expertise, and capabilities will enable the successful completion of the Project. (required)
• Staffing & Qualifications
• Upload Resume or Key Personnel Resumes
• Qualifications & Performance History
• Describe Respondent's qualifications and past performance. (required) —

  Provide a detailed explanation of Respondent’s qualifications and provide specific examples of prior successes completing comparable projects.

  To ensure a comprehensive response, please address the following:

  1. Qualifications – Clearly state how Respondent is qualified to accomplish the Project. As applicable, provide details on relevant experience, required certifications, industry expertise, and any other qualifications relevant to this procurement.
  2. Comparable Project Experience – Describe Respondent's success in completing projects of similar size and scope for public agencies, utilities, or comparable organizations.
  3. Demonstrated Performance & Reliability – As applicable, provide specific examples of past work, including:
     1. Adherence to project schedules and ability to meet deadlines.
     2. Contract performance, including how your firm successfully met deliverables and exceeded expectations.
     3. Client satisfaction, including any measurable outcomes, testimonials, or references that demonstrate Respondent’s reliability and effectiveness.

  Your response should provide a clear, well-structured narrative that allows evaluators to assess Respondent’s capabilities, past performance, and ability to successfully execute the Services requested by this RFP.

  Note: This response field supports text, tables, and images, which may be copied and pasted into response. (Recommended: select "Remove formatting" when pasting)

• Has Respondent, at any time during the past five years, had a contract terminated for convenience, non-performance, or any other reason, or been a party to a legal action involving a customer? (required) —

  Note: Selecting “Yes” will prompt a follow-up question. You may select "Yes" to view the question and then change your selection at any time before submission.

• If you selected "Yes," provide details of the situation. (required) —

  Please provide the following as applicable:

  1. Contracting Party Information – Name and address of the contracting entity.
  2. Reason for Termination or Legal Action – Specify whether the contract was terminated for convenience, non-performance, or another reason, and/or describe the nature of the legal dispute.
  3. Corrective Actions (if applicable) – Describe any steps, if any, that Respondent has taken to prevent similar issues in the future.
• Proposed Exceptions and Agreement Provisions
• Download and review Anaheim's Pro Forma Professional Services Agreement —

  Download Anaheim's Pro Forma Professional Services Agreement and review it carefully to prepare for answering the next question.

• Download and review Anaheim’s Pro Forma Professional Services Agreement. —

  Download Anaheim's Pro Forma Professional Services Agreement and review it carefully to prepare for answering the next question.

• Does Respondent take any exceptions to the standard terms and conditions in Anaheim’s Pro Forma Professional Services Agreement — including, specifically, Section 17 (Insurance) or Section 18 (Indemnification)? (required) —

  Anaheim will consider exceptions, but please note that significant or extensive exceptions may negatively affect evaluation scores. Any exceptions asserted after the Proposal Submission Deadline during contract negotiation may result in Respondent's elimination from further consideration.

  Note: Selecting “Yes” will prompt a follow-up question. You may select "Yes" to view the question and then change your selection at any time before submission.

• If you selected "Yes," upload a tracked changes version of the Agreement with supporting commentary. (required) —

  Upload the Pro Forma Professional Services Agreement with your proposed exceptions provided as tracked changes with comments providing supporting commentary. Clearly explain the basis for each proposed modification.

  File Format: DOCX (Microsoft Word with tracked changes enabled)
  File Name: [RespondentName]_PSARedline.docx

  Please note: Section 17 and Section 18 of the attached Pro Forma Professional Services Agreement represent Anaheim’s standard insurance and indemnity provisions. If a respondent has any specific concerns regarding these provisions that would render the respondent unable or unwilling to enter into an Agreement with Anaheim, the respondent must identify such concerns in its proposal. Be specific. Any proposed deviations from these provisions will be considered by Anaheim in its evaluation of the responsiveness of the proposal.

• Does Respondent have any form agreement, portion of an agreement, or ancillary agreement that it strongly desires Anaheim to consider or would want executed in order to perform the Services? (required) —

  Include to the extent applicable proposed terms and conditions, e.g.: written warranties, maintenance/service agreements, license agreements, lease purchase agreements, etc.

  Note: Selecting “Yes” will prompt a follow-up question. You may select "Yes" to view the question and then change your selection at any time before submission.

• If you selected "Yes," please upload the document(s) here. (required) —

  Upload a copy of any form agreement, portion of an agreement, or ancillary agreement that Respondent requests Anaheim to execute as part of an engagement. Clearly identify any provisions that you consider to be required and provide commentary on negotiability if applicable.

  File Format: DOCX (Microsoft Word)
  File Name: [RespondentName]_ProposedTerms.docx

  Please note: Anaheim will review proposed agreement terms but is not obligated to accept any provisions. Failure to disclose required agreements as part of this proposal may limit consideration of such terms during contract negotiations.

• References
• Provide at least three references: (required) —

  For each reference, provide the following details:

  1. Personal or Professional Reference
  2. Contact Name
  3. Company
  4. Contact Telephone Number
  5. Contact E-mail Address
  6. Nature of Relationship

  If more than three references are available, you may provide additional references that demonstrate Respondent’s experience and performance. Ensure that all reference contact information is current and accurate, as Anaheim may contact references as part of the evaluation process.

  Note: This response field supports text, tables, and images, which may be copied and pasted into response. (Recommended: select "Remove formatting" when pasting)

• Proposal Response
• Work Plan (required) —

  Describe your understanding and ability to perform the Scope of Services. Include a description of the Respondent’s proposed methodology to develop and deliver each task outlined in the Scope of Services. If applicable, include any suggestions or special concerns that the Respondent feels that it should make the City aware of additional tasks not noted in this RFP as requirements that the City may need for the successful completion of the project. If applicable, list additional tasks recommended by the Proposer in the section titled ADDITIONAL SERVICES

  Required. Proposals must include all of the components and information specified and must be self-contained. Failure to include required documents or information may render a proposal nonresponsive.

  Strongly encouraged. Proposals should be written in a clear, accurate, and concise manner and documents uploaded should be contained in a single, compiled PDF document. To facilitate the City’s comparison of proposals, respondents are strongly encouraged to structure their proposals according to the sequence of information in the below table. Proposals must be concise as possible and should not include any elaborate or unnecessary promotional items.

   

  Cover Letter

  Include a cover letter signed by an official authorized to bind the firm. '-

  The cover letter must include:

  1. A statement to the effect that all information submitted with the proposal is true and correct.
  2. The fee proposed is valid for at least one hundred and twenty (120) calendar days.
  3. Acknowledgement of receipt of all RFP addenda, if any.
  4. Legal name of company.
  5. Type of business entity.
  6. State of incorporation.
  7. Corporate address, telephone, email address. 

   

  Firm and Team Experience

  Provide a brief overview of the firm. Provide a list of individuals that will be performing the work. Describe the role of each member of the team.

   

  Previous Experience

  Provide details of a project similar in size and scope of your previous experience completed in the past (5) years and include the following:

  1. Project Description
  2. Year Completed
  3. Client Firm Name
  4. Client Contact Name
  5. Client Phone Number
  6. Client Email Address

   

  Sub-Contractor Work

  If any portions of the project will be sub-contracted, provide the following information for the sub-contractor(s):

  1. Firm(s) name(s), principals and proposed project staff’s contact information
  2. Description of services the firm(s) will perform
  3. Firm’s experience in providing the required services
  4. Description of any special facilities, expertise, or abilities of the subcontractor relevant to the performance of services described herein.
• Additional Information
• Vehicle Specifications (required) —

  Proposer may use any ambulance in its fleet for surge purposes so long as it meets or exceeds the requirements of the California Highway Patrol, the California Department of Motor Vehicles, the United States Department of Transportation, and the Orange County EMS Agency for the duration of the contract term.

• Medical Equipment & Supplies Inventory (required) —

  Proposer shall ensure that the medical equipment and supplies inventory of all surge ambulances complies with Orange County policy #720.30 at the time of proposal submission and throughout the entirety of the awarded contract.

• Time Standards (required) —

  The following ground ambulance time standards must be met at a compliance rate of at least 90% (fractile) by contract crews. Monetary penalties will be applied for non-compliance with time standards. These penalties will be outlined in the final contract for service.

  ALARM to ENROUTE INTERVAL, 07:00 - 20:00  →        ≤ 1 minute 
  ALARM to ENROUTE INTERVAL, 20:00 - 07:00  →        ≤ 2 minutes 
  ENROUTE to ON SCENE INTERVAL, CODE-3    →       ≤ 10 minutes 
  ENROUTE to ON SCENE INTERVAL, CODE-2    →       ≤ 15 minutes

• Documentation (required) —

  The Respondent shall utilize the ePCR system defined by the City of Anaheim. Documentation standards shall comply with OCEMS and Anaheim Fire & Rescue. The Respondent will work with the billing Contractor of the City of Anaheim to comply with all documentation requests for billing needs. All billing for Surge Protection ambulances shall be done by the City of Anaheim, and the Respondent shall ensure forms are transferred accordingly.

• Ambulance Supplies Restock System (required) —

  The Respondent shall provide a fully stocked ambulance with all disposable medical supplies per OCEMS required inventory. The proposal shall describe Proposer’s supply/restock system and explain its plan for restocking surge ambulances.

• Please provide any additional information that you believe would assist Anaheim in evaluating Respondent's proposal. (Optional) —

  Provide any additional information, context, or supporting content that you deem relevant, such as:

  • Supplemental details not covered elsewhere in your response.
  • Clarifications, qualifications, or unique aspects of your approach.
  • Illustrative tables, charts, or images.
  • Proposed alternative contract Term structures (i.e., initial and extension periods) and pricing escalation, if needed.

  Note: This response field supports text, tables, and images, which may be copied and pasted into response. (Recommended: select "Remove formatting" when pasting)

• Delivery/Lead Time (required) —

  Please enter the anticipated delivery/lead time for the items in this RFP.

• Certifications & Legal Declarations
• I, Submitter, certify that I have the legal authority to certify and submit the binding statements in this proposal on behalf of my firm, Respondent. I further certify that I have reviewed this RFP in its entirety, including all attachments (if any) and all subsequently issued addenda (if any). (required)
• Conflict of Interest Statement (required) —

  By confirming, Submitter certifies individually and on behalf of Respondent that:

  1. Respondent is informed of applicable provisions of the Political Reform Act (Government Code §§ 87100–91014) and Government Code § 1090, which prohibit any Anaheim official, officer, or employee from participating in any governmental decision or contract in which they are financially interested that may result in a potential financial conflict of interest.
  2. Respondent has conducted a financial conflict of interest evaluation and, as applicable, has caused its employees and subcontractors to do the same. Based on this evaluation, Respondent certifies that neither it, its employees, nor its subcontractors have any financial interests that may create a conflict of interest or preclude Anaheim from entering into a contract in accordance with these laws.
  3. Respondent acknowledges that it is responsible for ensuring compliance with these conflict of interest laws prior to submitting this proposal and throughout the pre-contract period. A prohibited conflict of interest may result in rejection of the proposal or termination of any awarded contract.
  4. Respondent further certifies that it will immediately notify Anaheim in writing if it becomes aware, at any time before contract execution, of any potential financial interest that may create a financial conflict of interest for any Anaheim official, officer, or employee.
• Noncollusion Declaration (Public Contract Code, § 7106) (required) —

  The undersigned (Submitter) declares:

  I am the authorized representative of Respondent, the party making the foregoing proposal.

  The proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The proposal is genuine and not collusive or sham. The Respondent has not directly or indirectly induced or solicited any other respondent to put in a false or sham proposal. The Respondent has not directly or indirectly colluded, conspired, connived, or agreed with any respondent or anyone else to put in a sham proposal, or to refrain from submitting a proposal. The Respondent has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposed price of the Respondent or any other respondent, or to fix any overhead, profit, or cost element of the proposed price, or of that of any other respondent. All statements contained in the proposal are true. The Respondent has not, directly or indirectly, submitted his or her proposed price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof, to effectuate a collusive or sham proposal, and has not paid, and will not pay, any person or entity for such purpose.

  Any person certifying this declaration on behalf of a respondent that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to certify, and does certify, this declaration on behalf of the Respondent.

  I, Submitter, declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that this declaration is certified/executed on the date of Respondent's submission of this proposal.

• Will this RFP solicit any public works? (required) —

  Select "Yes" if this RFP will involve any of the following:

  • Construction, renovation, or demolition of buildings, infrastructure, or public facilities.

  • Installation of equipment or systems (e.g., electrical, mechanical, solar, fiber, piping) on Anaheim-owned property.

  • Repairs or maintenance of buildings, utility systems, roads, or other public improvements.

  • On-site labor that is part of installing products onto Anaheim property.

  • Hauling of materials or waste to or from a public works jobsite.

  • Work funded in whole or in part with public funds, including through grants, Anaheim contributions, or other subsidies.

  If none of the above apply, select “No.” If you’re unsure, select “Yes” to allow for review.

• Pricing (required) —

  In what format would you like vendors to submit their pricing?

• Would you like to include a Minimum Qualifications section in this RFP? (required) —

  Select "Yes" if you want to include a section that defines required Minimum Qualifications that respondents must meet to be eligible for consideration. This section is used to ensure that only respondents with appropriate experience, certifications, or other baseline criteria are evaluated.

• List the Minimum Qualifications Applicable to this Project (required) —

  Minimum Qualifications:

  Clearly specify all mandatory qualifications respondents must meet. Use bullet points or numbered lists for clarity. Consider including:

  • Required certifications (e.g. CPA), licenses (e.g. CSLB), or accreditations (e.g., state-issued professional licenses, industry certifications, etc.).
  • Minimum years (standard is five (5) years) of experience in providing the requested service.
  • Minimum number of similar projects successfully completed and/or project sizes or capacities relevant to this procurement within the last five (5) years.
  • Any financial stability requirements (such as financial statements), if applicable.
  • Any specific technical expertise, regulatory knowledge, or personnel qualifications that are essential for successful contract performance.
• Do you intend to include any attachments with this RFP? (required) —

  Select "Yes" if you would like to include any supporting documents to be included with this RFP, such as technical exhibits, drawings, specifications, or other reference materials. These attachments will be made available for download by respondents.

  Note: Anaheim’s Pro Forma Professional Services Agreement is already included automatically in this RFP, so you do not need to select "Yes" in order to include the Agreement. Select "Yes" only if you have other documents to include as attachments.

• Delivery Time (required) —

  Would you like the vendors to include their anticipated delivery or lead time? Select yes if lead time is applicable to this project.