Okaloosa County BOCC — June 7, 2016 — RFB BCC 07-16 — reading text

STAFF Such vehicles and staff, at the time they are used to fulfill the obligations under this agreement, shall not be used to fulfill any obligations the Bidder may have to any other person or entity pursuant to any other arrangement/contract. Under no circumstances should a Medical Examiner case be transported with any other remains or items. ADVERTISING There shall be no advertisements affixed or displayed to either the interior or exterior of any vehicle utilized under this contract with the exception of the Bidder’s name. No advertising matter of any kind is to be dispensed by Bidder’s drivers and/or attendants. LOCATION/SCOPE OF SERVICES For purpose of this proposal, the area to be served under the resulting contract will be within Okaloosa County. DESTINATION In most cases the remains will be transported from the scene of death to the Medical Examiner’s facility located at 206 Staff Drive N.E., Ft. Walton Beach, Florida. Under special circumstances the remains may be transported to locations other than the Medical Examiner’s facility for additional examinations. This might include another county within the State of Florida. These transportations will be a cost negotiated outside of this contract. On occasion bodies will be transported to the Central Office located at 5151 North Ninth Ave., Pensacola, Florida. These transportations will be included in this contract. Pick-Ups are usually from a residence, hospital or other scene of death that is located within the geographic boundaries of Okaloosa County. TIME FRAMES FOR PICK-UPS AND DELIVERIES The successful Bidder shall be required to arrive on the death scene anywhere within the geographical boundaries of Okaloosa County (when required) for pick-ups within a time frame of one (1) hour preparation time plus travel time after receiving first notification of death. The Bidder agrees that a reduction of fee will occur at a rate of $25.00 per every 30 minute increment the removal service's arrival is late. The first reduction will occur after the first 30 minutes has elapsed and a new increment begins. The Bidder will be given an opportunity to explain circumstances which may have affected their timely arrival. The Medical Examiner has a right to waive the fee reduction at its sole discretion. Inversely, the Bidder will be awarded a fee at a rate of $25.00 per every 30 minute increment the removal service must wait on scene due to a delay caused by medical examiner personnel allowing access to the body for removal. The first award will occur after the first 30 minutes has elapsed and a new increment begins. The Medical Examiner will be given an opportunity to explain circumstances which may have affected a delay in access to the body. The Bidder has a right to waive a fee award at its sole discretion. RFB GSC-3 OKALOOSA COUNTY The Bidder shall be required to deliver the remains from the death scene or scene of pick-up to the Medical Examiner’s facility immediately upon leaving the scene. PROCEDURES ON SCENE OF BODY PICK-UP Medical Examiner’s staff shall call case information into the Bidder’s main office number. Upon receipt of case information by the Bidder, the Bidder shall immediately dispatch a crew for the purpose of pickup and transporting remains to the Medical Examiner’s Office or other site as may be designated by authorized personnel of the Medical Examiner’s office. In exceptional circumstances, the Medical Examiner’s personnel may dispatch and give direction to Bidder’s crew as long as such personnel also inform the Bidder’s main office as quickly as possible. In addition, authorized personnel of the Medical Examiner’s office may inform the Bidder of an impending need for transport of remains. This shall facilitate having the Bidder’s crew in the place at the location of the body, allowing for timely removal of the body upon completion of any investigation by the Medical Examiner’s office or by any other law enforcement agency. Immediately upon the Bidder’s arrival at the scene of a body pick-up, the Bidder’s personnel will identify themselves to the Medical Examiner’s office representative at the scene. If the Medical Examiner’s representative cannot be located at the scene, the Bidder’s personnel shall identify themselves to the law enforcement officer who is in charge of the scene. If Medical Examiner personnel cannot attend the scene this information will be provided to the Bidder at the time of notification by the Medical Examiner’s office. If upon arrival to any scene the Bidder personnel are given instructions from law enforcement personnel which conflict with instructions received from the Medical Examiner’s office representative or rules set for in this agreement, the Bidder personnel shall immediately apprise the Medical Examiner’s office on-duty investigator of the conflict and request direction. At no time shall Bidder personnel disregard any rule or regulation set forth by the Medical Examiner’s office in any movement, transportation, appropriation of essential paperwork or distribution of personal property at the request of law enforcement officials, hospital officials or other persons. The Bidder’s personnel shall not enter on or into a death scene location until they are approved to do so by the Medical Examiner’s representative or in absence of such representative, by law enforcement personnel. The Bidder’s personnel shall exercise extreme caution in avoiding disturbance of a death scene any more than is absolutely necessary to remove the body. Upon the Bidder’s securing of the body upon the stretcher, the Bidder shall remain on the scene as long as thereafter needed to complete the duties under the contract and shall then proceed directly to the Medical Examiner’s facility to deliver the remains unless otherwise directed by the Medical Examiner’s office personnel. A concerted effort shall be made by the Bidder to work in conjunction with any law enforcement agency and the Medical Examiner’s office to take all appropriate forensic precautions and maintain an appropriate chain of custody of evidence collected from or about the site of any deceased human remains. PROCEDURES FOR PICK-UP AND REMOVAL FOR MEDICAL EXAMINER CASES Bidder agrees and understands that he/she must comply with all rules and agreements set forth in this document. Great care in transporting remains shall be undertaken by the Bidder. At no time will remains be handled in an undignified manner. The Medical Examiner’s on-call investigator must authorize all transports of human remains to the Medical Examiner’s facility. RFB GSC-4 OKALOOSA COUNTY All scene removals must be accompanied by a completed Medical Examiner’s Investigation Form from the law enforcement agency handling the death investigation. The only articles to accompany a Medical Examiner case are medical/hospital records, x-rays, laboratories specimens or any article attached to the body unless authorized by the on-call duty investigator. The Bidder will attach an ankle tag to the decedent’s left foot, on which shall be printed the name of the deceased, if known, the sex and the race. If the name is not known, the word “UNKNOWN” shall be printed in place of the name. The Bidder will place all remains in provided body bags. The Bidder will be responsible for scribing the decedent’s name on the outside of the bag, in a conspicuous place, in permanent black ink. Except for clothing worn by the decedent, valuables (i.e., articles of jewelry, luggage, wearing apparel, cosmetics, currency, purses, wallets, etc.) will not be transported unless specifically directed by the Medical Examiner investigator, except in the case of a homicide, where handling/search of the body would jeopardize collection of evidence from the body. In all other situations, valuables will be removed and retained by law enforcement and/or the hospital personnel. A transport form will be completed by the Bidder; listing time dispatched, time of arrival on scene, time departed scene and arrival time at the morgue. The form will further list the medical examiner case number, name, age, race of decedent, address/location of pick-up, name of law enforcement agency, law enforcement investigator’s name, police case report number of the agency, list of articles transported and the signature of the police investigator. If the name of the decedent is not known, the word “UNKNOWN” shall be printed in place of the name. All forms completed will be attached to any other records. The decedent’s name if known and the medical examiner case number shall be printed on the exterior of the body bag in a conspicuous location, in letters no less than five (5) inches in height. At the morgue, transport personnel will place the decedent on a tray, using due care to preserve the integrity of the body and any associated evidence. WITHOUT EXCEPTION, all human remains will be placed on the gurney FACE UP, unless otherwise directed by Medical Examiner’s office staff. The Bidder will clean up spills or leakage of body fluids. Soiled/contaminated gloves, etc. will be placed in appropriate containers for disposal. The proposer agrees at all time to follow the Occupational, Health and Safety Agency’s (OSHA) guidelines as they apply to the handling of biohazardous materials. Furthermore, Bidder agrees to carry within the transport vehicle an appropriate container and appropriate biohazardous bags for transportation of contaminated materials. The Medical Examiner’s office agrees to provide appropriate biohazardous bags and further agrees to dispose of all appropriately sealed biohazardous bags used to carry out the contract services. During periods of time when Medical Examiner’s office personnel are not present to accept the body, transport personnel shall have access to the storage cooler located inside the facility in the morgue area. A transport form will be completed by Bidder, listing time dispatched, time of arrival on scene; time departed scene and arrival time at the morgue. The form will further list the medical examiner case number, name, age, race of decedent, address/location of pick-up, name of law enforcement agency, law enforcement investigator’s name and police case report number of the agency. If the name of the decedent is not known, the word “UNKNOWN” shall be printed in place of the name. All forms completed will be attached to any other records. TERM OF CONTRACT: Three (3) years, with two (2) one (1) year renewal options. RFB GSC-5 OKALOOSA COUNTY  GENERAL SERVICES INSURANCE REQUIREMENTS REVISED: 09/22/14 BONDING REQUIREMENTS Bid bond for $2,500.00 RESPONDENT’S INSURANCE 1. The Respondent shall not commence any work in connection with this Agreement until he has obtained all required insurance and such insurance has been approved by the Okaloosa County Risk Manager or designee. 2. All insurance policies shall be with insurers licensed to do business in the State of Florida. 3. All insurance shall include the interest of all entities named and their respective agents, consultants, servants and employees of each and all other interests as may be reasonably required by Okaloosa County as Additional Insured. The coverage afforded the Additional Insured under this policy shall be primary insurance. If the Additional Insured have other insurance that is applicable to the loss, such other insurance shall be on an excess or contingent basis. The amount of the company’s liability under this policy shall not be reduced by the existence of such other insurance. 4. The County shall be listed as Additional Insured by policy endorsement on all insurance contracts applicable to this Agreement except Workers’ Compensation and Professional Liability. 5. The County shall be furnished proof of coverage by certificates of insurance