Item Q2BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: October 20, 2004
Bulk Item: Yes No X
Division: County Attorney
AGENDA ITEM WORDING:
Request approval to negotiate a contract for Rapid Patient Transport with Biscayne Helicopters,
Inc.
ITEM BACKGROUND: Sheriffs office and Trauma Services ad hoc committee recommended
going out for RFP for a helicopter utilization contract for Rapid Patient Transport. Biscayne
Helicopters, Inc. submitted a proposal based on an alternative to the proposal requested.
Baptist Medical Transport Services submitted a request for an extension to the RFP. Both
submissions are attached as back-up. The Biscayne Helicopter proposal was not fully
compliant with each of the elements requested in the RFP, but an evaluation of the
discrepancies indicates that they may either be negotiable matters or may not be critical to the
services required.
PREVIOUS RELEVANT BOCC ACTION:
BOCC approved going out for RFP
CONTRACT/AGREEMENT CHANGES:
STAFF RECOMMENDATIONS:
Approval.
TOTAL COST:
COST TO COUNTY: -0-
BUDGETED: Yes No X
SOURCE OF FUNDS:
REVENUE PRODUCING: Yes X_ No AMOUNT PER MONTH Unknown
Year
APPROVED BY: County Atty OMB/Purchasing Risk Management
DIVISION DIRECTOR APPROVAL. �2_11�11
DOCUMENTATION: Included
AGENDA ITEM #
Baptist Health
South Florida
July 27, 2004
Lisa Cherry or
Carlos Victories
Monroe County Purchasing Department
1100 Simonton Street
Key West, Florida 33040
Dear Lisa or Carlos,
8900 N. Kendall Drive
Miami, FL 33176
Tel: 786-596-6647
Fax: 786-596-2515
www.baptisthealth.net
We are in receipt of your Request for Proposal (RFP) for Helicopter Patient Transport and would like
to respectfully request from the Board of County Commissioners an extension for the RFP.
We only received an answer to our request for clarification on July 16, 2004, which left only 7
business days for a proper response and with the prime season for vacation and holidays key
members of our management team are absent on such leave. It has always been our intent to submit
a quality response for service and we are still interested and prepared to do so if you so choose, but
cannot accomplish such a feat with only 7 business days to do so.
Please feel free to contact me at 786-596-6647 or by email at lohnnyd( _baptisthealth.net if you
should have any further gpkstions or concerns.
Again, many thanks f your aluable time and attention to this matter
Sincerely,
Johnny D Igado 1
Prograq Manager
BaptisyMedical Transport Services
cc. Patricia Rosello, CEO
Jean Arias, CNO
Mike Novo, esq.
Suzanne Hutton, Monroe County Attorney's Office (via fax)
BAPTIST HOSPITAL OF MIAMI • SOUTH MIAMI HOSPITAL • DOCTORS HOSPITAL
BAPTIST CHILDREN'S HOSPITAL • HOMESTEAD HOSPITAL • MARINERS HOSPITAL
BAPTIST OUTPATIENT SERVICES • BAPTIST CARDIAC & VASCULAR INSTITUTE
Biscayne Helicopters, Inc.
13955 S W. 1 27th Street, Bldg. 121, Tamiami Airport (TMB), Miami, Florida 33186. Ph: 305-252-3883. Fax: 305-252-81 54
July 22, 2004
Monroe County Board of County Commissioners
C/O Purchasing Department
1100 Simonton Street,
Key West, FL 33040
Re: Sealed Proposal for Vehicle (Helicopter) Utilization for Rapid Patient Transport
RFP-210-156-2004/PUR
Sir:
After careful review of the above referenced RFP Biscayne Helicopters, Inc. has
determined it is not in our best interest to provide a proposal based on the RFP
specifications.
Biscayne is pleased to provide an "Alternative Suggestion" for the provision of the
services contemplated in the Request for Proposal which does attain the goals and
objectives of the RFP.
Thank you for the opportunity to provide this Proposal to Monroe County.
Regards,
41 M -n
President
Enclosures:
BISCAYNE HELICOPTERS, INC.
"Alternative Suggestion" RFP-210-156-2004/PUR
"Alternative Suggestion" RFP-210-156-2004/PUR - Bell 206L3
Biscayne Helicopters, Inc. will provide a Bell 206L3 helicopter in medical configuration to
Monroe County. The Helicopter is single engine, float equipped and capable of single pilot,
visual flight rules for day and night operations. The services and specifications are detailed
below.
Contractual Services to be provided by Biscayne Helicopters, Inc.
1. Response
• Biscayne Helicopters, Inc. will provide a helicopter, and parts support, with the ability to
provide "immediate response" 24 hours per day, 365 days per year. "Immediate
response" is defined as the ability of being airborne within five minutes of notification.
The helicopters, is capable of operating within a minimum area of a 250 NM radius of the
Monroe County SherifFs Office Aviation Hangar.
2. Reouirements
• Biscayne Helicopters, Inc. has a minimum of five continuous years, as a certified Florida
air ambulance helicopter service provider; fully licensed helicopter service provider,
qualified under FAA, Part 135. Biscayne Helicopters, Inc. will provide operational
records for the past five (5) years to include:
- Safety records - no accidents or incidents
- Maintenance records - available for inspection
Insurance claims records - none
Lawsuits - none
3. Equipment
• Biscayne Helicopters, Inc. will supply an aircraft for immediate response, 24 hours a day,
365 days per year and capable of 110 KIAS (cruise speed). The helicopter will have a
fuel range able to operate at distances equal to or greater than 210 Nautical miles with a
30 minute fuel reserve at mission weight.
• Biscayne Helicopters, Inc. shall reimburse for all fuel consumed at MCSO fueling facility
• Biscayne Helicopters, Inc. is in compliance with all FAA regulations, aircraft
airworthiness directives and service bulletins
• Biscayne Helicopters, Inc. is in compliance with Chapter 64-E, Florida Administrative
Code.
Confidential Page 1 7/21/2004
BISCAYNE HELICOPTERS, INC.
"Alternative Suezestion" RFP-210-156-2004/PUR
• The helicopter provided by Biscayne Helicopters, Inc. is equipped and configured as
stated below:
• Ground handling equipment to move the helicopter in/out of the hangar
• Configured to allow the medical attendants access to the patient(s) in order to initiate
and maintain Advanced Life Support, especially airway procedures, while in flight
• Aircraft entry that will allow patient loading and unloading without excessive patient
maneuvering
• Soundproofing
• Environmental air-conditioning system to prevent temperature extremes
• Sufficient isolation between pilot and patient
• Inertia seat belts for crew
• Interior/exterior storage of medical gear
• Communication equipment compatible with MCSO aviation, Monroe County Fire
Rescue, local government and receiving hospital frequencies
• All communication/navigation equipment meeting FAA rules for single pilot VFR
part 135
• GPS receiver with moving map capable of storing the MCSO LZ network.
• Cabin intercom system with pilot/crew VOX, isolation and minimum of 3 jacks in
patient/crew cabin
• Medically configured interior to allow for storage and mounting of all necessary
equipment required to transport one Advanced Life Support patients
• Shelves or mounting brackets for two monitor/defibrillator/pacing units type to be
specified 60 days prior to delivery of aircraft equipped
• Locking medical cabinet for drug/narcotic storage
• Ability to lock cabin doors while not in use
• Stretcher system, which allows full access to patients, in particular, the upper torso
• On board oxygen system with capability to sustain adequate oxygen for one patient
for a duration of two hours
• IV hooks ( amount to be determined)
Confidential Page 2 7/21/2004
BISCAYNE HELICOPTERS, INC.
"Alternative Suggestion" RFP-210-156-2004/PUR
• Inverters to produce both 120V AC and 12 V DC at outlet to power medical
equipment
• Adequate interior lighting to allow patient assessment and treatment without
interfering with pilot's vision
• Remote and removable suction pump with plumbing for standard suction outlets and
switch control in cabin
• Mounting brackets for syringe pumps, type to be specified 60 days prior to delivery
of aircraft
• Flooring and side panels in patient area designed to be impermeable to fluids
• Final configuration of built-in medical equipment to be determined after discussions
and agreement between Biscayne Helicopters, Inc and the Monroe County Medical
Director.
4. Flight Operations
Biscayne Helicopters, Inc. will make best effort attempt to provide a substitute helicopter
so that service is not interrupted for a period exceeding 12 hours. Biscayne Helicopters,
Inc. shall provide a minimum of 48 hours notification prior to a substitute aircraft being
placed into service due to scheduled maintenance. The aircraft will remain available for
service 24 hours per day, 7 days a week. It is expected to be airborne within a minimum
of 5 minutes of being dispatched and be flown in Visual Flight Rules (VFR) conditions.
• All flights will be dispatched and flown as directed by Monroe County/Monroe County
Sheriff's Office.
The MCSO duty pilot will have final authority and responsibility to make decisions
concerning weather conditions, landing areas, aircraft condition, loading, and all other
factors affecting flight safety.
Monroe County/Monroe County Sheriff's Office may designate, as passengers/patients or
medical personnel, anyone it chooses. The vendor will have no authority concerning
personnel, including patients, unless they constitute a threat to flight safety. The
helicopter will be equipped for medical transportation and will only be used as a
medical transport. Only medical crew, patients, and occasionally patient family
members will be transported.
• Biscayne Helicopters, Inc. agrees to meet or exceed all recommended FAA, and aircraft
manufacturer standards.
• Biscayne Helicopters, Inc. may modify or replace the primary helicopter with an equal or
larger aircraft during the terms of this Agreement with written approval from Monroe
County/Monroe County Sheriff's Office.
Biscayne Helicopters, Inc. agrees to provide a minimum of fifty (50) hours flight time
during first contract year to Monroe County/Monroe County Sheriff's Office for the
Confidential Page 3 7/21/2004
BISCAYNE HELICOPTERS, INC.
"Alternative Suggestion" RFP-210-156-2004/PUR
purposes of crew training, and public relations flights. This time shall be free of charge
and considered part of the services provided. These flight hours shall be tracked over the
Agreement year and any use over 50 hours will be billed to Monroe County/Monroe
County Sheriff's Office at an hourly rate of S 950.00 per flight hour. The excess use
shall not exceed 50 hours of flight time.
5. Maintenance Requirements
• Monroe County Sheriff's Office will provide a licensed FAA airframe and power plant
(A & P) mechanic with a minimum of three years experience in the type helicopter
provided or a minimum of three years experience on helicopters as an A & P, with
factory training on the Bell 206L series helicopter provided.
• The helicopter mechanic(s) pay and benefits will be provided by the Monroe County
Sheriffs Office.
• All maintenance performed by maintenance personnel will be in accordance with
Biscayne Helicopters, Inc. approved maintenance manual and under the direction of the
Biscayne Helicopters, Inc. Director of Maintenance. Biscayne Helicopters, Inc. will be
responsible for all costs for service, and maintenance including maintenance test flights.
• Biscayne Helicopters, Inc. will provide technical oversight and assistance for
maintenance which cannot be properly performed at the base facility or that exceeds the
capabilities of the Monroe County Mechanic as defined in 14 CFR Part 65 and Biscayne
Helicopters, Inc. approved maintenance manual. Maintenance support will be available
24 hours per day, seven days per week.
• The Biscayne Helicopters, Inc. will assure that the aircraft meets or exceeds the
requirements of all airworthiness directives.
• Biscayne Helicopters, Inc. will keep an adequate inventory of replacement parts and
fluids in an area provided by Monroe County Sheriff's Office in close proximity to the
site of operations. All costs of shipping parts are also the responsibility of Biscayne
Helicopters, Inc..
• Biscayne Helicopters, Inc. will be responsible for providing any facilities needed for
major maintenance at Tamiami Executive Airport at their own expense.
• Biscayne Helicopters, Inc. is responsible for the physical recovery of the helicopter when
deemed unserviceable for flight.
6. Aviation Staff Requirements
• Monroe County Sheriffs Office will provide 6 FAA qualified helicopter pilots.
• The pilots will be trained per FAA and Monroe County Sheriffs Office Aviation
Division and Biscayne Helicopters, Inc. FAR 135 standards. This training will be at the
expense of the Biscayne Helicopters, Inc.. IE: Local flying area, MCSO LZ grid network
and receiving facilities.
Confidential Page 4 7/21/2004
BISCAYNE HELICOPTERS, INC.
"Alternative Suimestion" RFP-210-156-2004/PUR
• Biscayne Helicopters, Inc. will provide equipment training to MCSO pilots and
mechanics on the supplied aircraft. When Biscayne Helicopters, Inc. provides a backup
helicopter that MCSO staff have not received training on, Biscayne Helicopters, Inc. will
provide pilots to staffMCSO's 24 hour/7 day a week operation.
• Biscayne Helicopters, Inc. will provide all Part 135 pilot training requirements.
• Recurrent training will be provided by the Biscayne Helicopters, Inc..
• All trainings costs will be the responsibility of Biscayne Helicopters, Inc..
• All pilots provided by Monroe County Sheriff's Office will meet the minimum
qualifications required by Biscayne Helicopters, Inc..
• Pilot's pay and benefits will be provided by the Monroe County Sheriff's Office.
7. Basis of Payment
• Biscayne Helicopters, Inc. is authorized to charge the patient and/or patient's insurance
company for services rendered based upon a fee schedule that is customary for the South
Florida service area and has been approved by Monroe County. See item 10 for proposed
rates.
• Biscayne Helicopters, Inc. assumes all risks of the billing, collections and non-payment
of such and holds Monroe County/Monroe County Sheriffs Office harmless in any event
regarding uncollected funds.
• Biscayne Helicopters, Inc. shall rely on the funds collected to provide the services
requested in this proposal, and therefore shall not charge Monroe County/Monroe County
Sheriff's Office for services rendered.
• Biscayne Helicopters, Inc. has identified the fixed annual compensation required for
operations as outlined in this document. Under the scope of the agreement, Biscayne
Helicopters, Inc. is entitled to retain 100% of the net collected revenues until the fixed
annual compensation amount plus variable operating cost (DOC's), plus billing service
fees is reached. Collected revenues in excess of this amount (operating costs) shall be
shared with Monroe County. (See item 11. proposed revenue sharing schedule.)
S. Term of Contract
• Initial term of Agreement will be five years. Either party may terminate for convenience
after six months written advance notice to the other party.
Confidential Page 5 7/21/2004
BISCAYNE HELICOPTERS, INC.
"Alternative Suggestion" RFP-210-156-2004/PUR
9. Insurance
Biscayne Helicopters, Inc. will maintain the following insurance coverages and will
provide Certificates of Insurance to the County to verify such coverage.
a. Commercial General Liability - Biscayne Helicopters, Inc. shall provide
coverage for all premises and operations including Contractual, Products and
Completed Operations, and Personal/Advertising Injury. The limits shall not be
less than $5,000,000.00 per occurrence, Combined Single Limits (CSL) or its
equivalent.
b. Business Automobile Liability - Biscayne Helicopters, Inc. shall provide
coverage for all owned, non -owned and hired vehicles with limits of not less than
$500,000.00 per occurrence, Combined Single Limits (CSL) or its equivalent.
c. Professional Aviation Liability - Biscayne Helicopters, Inc. will provide
coverage for limits of not less than $25,000,000.00 Combined Single Limit
(CSL), including passengers, or its equivalent.
All policies issued, with the exception of Workers' Compensation, shall include
the County as an additional insured.
10. Proposed Fee Schedule
Lift-off $ 4,200.00
Patient Mile Fee $ 65.00
This Fee Schedule is based on rates as we understand them to be in the Florida market
place. The rates are subject to change as necessary to remain competitive, and
economically viable.
Confidential Page 6 7/21/2004
BISCAYNE HELICOPTERS, INC.
"Alternative Suggestion" RFP-210-156-2004/PUR
11. Shared Revenue
• Biscayne Helicopters, Inc proposed revenue share formula:
Costs:
Monthly Fixed Cost
Variable costs (DOC)
Billing & Collection fee
Revenue Share Formula
• Sample: Monthly
Total Billings
50% collection rate = Revenue
Fixed Cost
Billing & Collection fee
DOC 15.43 x $425.00
Shared Revenue
BM
MC
$ 29,700.00
$ 425.00/hour flown
8% of collections
BHI 60% MC 40%
$ 90,450.00 (9 trips) @ 90 mile =15.43 flt hrs
$ 45,225.00
-S 29.700.00
-S 3.613.00
-S 6.557.00
$ 5,362.00
$ 3,217.00
$ 2,145.00
Biscayne Helicopters, Inc. would provide Revenue Sharing to Monroe County for all
transfers that were flown with Monroe County Pilots and/or Medical crews. This would
include any flight flown in a substitute helicopter when piloted by Biscayne Helicopters
pilots with Monroe County Medical crews.
Accounts would be audited and settled every thirty (30) days, ninety (90) days in arrears.
END OF PROPOSAL
t
D 1 R. Maitin
President
Date: July 22, 2004
BISCAYNE HELICOPTERS, INC
Confidential Page 7 7/21/2004
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PROPOSAL FORM
PROPOSER'S NAME Biscayne Helicopters, Inc.
Board of County Commissioners
Monroe County, Florida
c/o Purchasing Office
1100 Simonton Street, Room 2-213
Key West, Florida 33040
1. The undersigned, having carefully and to our full satisfaction examined the RFP
Documents for: VEHICLE (HELICOPTER) UTILIZATION FOR RAPID PATIENT
TRANSPORT hereby proposes to furnish same as follows: See attached pages
numbered one through 7
2. By submission of this Proposal, the undersigned certifies, that this Proposal is made in
good faith and has been arrived at independently, without collusion, consultation,
communication or agreement as to any matter relating to this Proposal with any other
Proposer.
Submitted by:
Biscayne Helicopters, Inc.
Company Name (Print)
13955 S.W. 127th Street Bldg. 121
Company Address (Print)
Miami, Florida 33186
City, St Zip de (Print)
By !-DYayl Ma tin, President
Name and Title (Print)
CONTRACTOR'S License Number
59-2730201
(Corporate Seal) Federal Tax I.D. Number
17
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2 SECTION FIVE
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4 NON -COLLUSION AND ETHICS AFFIDAVIT• PUBLIC ENTITY CRIME STATEMENT
5 AND DRUG -FREE WORKPLACE STATEMENT
6 (To be attached to the submitted Proposal Form)
8 The undersigned, as a condition precedent or concurrent to submitting a Proposal
9 to Monroe County, Florida, hereby state as follows, subject to the laws of perjury:
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11 1) I am 0 the sole owner ❑ an authorized officer ❑ a partner
12 ❑ other , of the Proposer making the
13 Proposal for Vehicle (Helicopter) Utilization for Rapid Patient Transport.
14
15 2) All the terms and conditions contained in this Proposal, including prices, if any,
16 have been arrived at independently without collusion, consultation, communication or
17 agreement for the purpose of restricting competition, as to any matter relating to such
18 terms, conditions, and prices with any other Proposer or with any competitor.
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20 3) Unless otherwise required by law, the terms, condition, and prices which have
21 been quoted in this Proposal have not been knowingly disclosed by the Proposer and will
22 not knowingly be disclosed by the Proposer prior to Proposal opening, directly or
23 indirectly, to any other Proposer or to any competitor.
24
25 4) No attempt has been made or will be made by the Proposer to induce any
26 other person, or legal entity to submit, or not to submit, a Proposal for the purpose of
27 restricting competition.
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29 5) Proposer warrants that the Proposer has not employed, retained or
30 otherwise had act on Proposer's behalf any former County officer or employee in
31 violation of Sections 2-528 - 259, Monroe County Code. For breach or violation of this
32 provision, the County may, in its discretion, terminate any Agreement without liability
33 and may also, in its discretion, deduct from any Agreement or sums paid by County, or
34 otherwise recover, the full amount of any fee, commission, percentage, gift, or
35 consideration paid to the former County officer or employee.
36
37 6) The Proposer has read and fully understands the provisions of Section
38 287.133, Florida Statutes ("'Florida's Public Entity Crime Law"), and certifies that the
39 proposer is not prohibited from entering into any Agreement with the County based upon
40 the Proposal being submitted.
41
42 7) The Proposer has read and fully understands the provisions of Section
43 287.087 ("Preference To Businesses with Drug -Free Workplace Programs"), and Proposer
44 certifies Proposer does have a Drug -Free Workplace Program that contains all the
45 elements required by Section 287.087; and further certifies that Proposer will maintain
46 the Program in full force and effect during the term of any Agreement with the County
47 based upon the Proposal being submitted.
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8) The statements contained in this affidavit are true and correct, and made with
full knowledge that Monroe County relies upon the truth of the statements contained in
this affidavit in awarding any Agreement in response to the Proposal submitted..`
........................................ NN
FRIEM HAKEY
cc"* 000 WIS i
STATE OF FLORIDA Ejq*nft w
COUNTY OF Miami -Dade
•••N•�..MNNNN.N..Nago
The foregoing instrument w $ a ktlo�wledged before me, this 21 day of July
20 04, by Daryl Martin.i>��j�,'.
�T FrjVeda,. Harley
Print or Stamp Commissioned Signature of Notary P ic, State of Florida
Name of Notary Public
Personally known x OR Produced Identification
Type of Identification Produced
19