2025–2026 Ambulance Service Request for Proposal

City of Hartshorne, Oklahoma

The City of Hartshorne is seeking sealed bid proposals from qualified providers for emergency medical ambulance services.

Deadline for Submission:

🕒 July 21, 2025, at 3:00 PM

📍 City of Hartshorne

C/O City Clerk

1101 Penn Avenue

Hartshorne, OK 74547

Bid Opening:

🕕 July 21, 2025, at 6:30 PM

📍 City Council Meeting

1101 Pennsylvania Avenue

Hartshorne, OK 74547

For additional information, please contact:

📞 918-297-2544

📧 clerk@cityofhartshorne.com

Minimum Requirements

1. Must be incorporated under the laws of the State of Oklahoma.
2. Provider must install and maintain:
   • An exclusive telephone line.
   • Two-way radio communication in each vehicle and at the base of operations.
   • Radio frequencies to contact Hartshorne Police and Fire Dispatch.
3. Must provide competent, efficient, and non-discriminatory emergency medical services within Hartshorne city limits and to appropriate destinations.
4. Must supply one (1) fully equipped and licensed ambulance compliant with Oklahoma Department of Health standards.
5. Primary Response Time:
   • 8 minutes or less with 90% reliability for all emergency calls within the service area.
6. Secondary/Mutual Aid Response Time:
   • 20 minutes or less with 95% reliability.
   • Mutual aid responses outside the service area are exempt from timing requirements.
7. Staff one (1) ambulance 24/7.
8. Carry and provide proof of:
   • $1,000,000 Comprehensive Vehicle Liability Insurance.
   • $1,000,000 Comprehensive General Liability Insurance (including Medical Director).
   • Workers’ Compensation Insurance.
   • City of Hartshorne must be listed as an additional insured.
9. Comply with all local, state, and federal laws including wage, labor, and licensing requirements.
10. All vehicles must meet current and future State/Federal requirements.
11. City will provide a monthly subsidy as agreed upon.
12. Provider must cooperate with local healthcare and emergency professionals and maintain a positive public image.
13. Provide ambulance presence at:
    • High school football games.
    • Rodeos, street races, and other agreed-upon public events.
14. Agreement may be terminated by either party with 60 days written notice.
15. Complaints:
    • Non-emergency: resolved within 10 business days.
    • Emergency: addressed immediately.
16. Provider assumes full financial responsibility for operations and agrees to indemnify the City from related liabilities.

Proposal Submission Format

Please include the following in your proposal:

1. EMS Provider Contact Information
2. List of Qualifications (addressing all Minimum Requirements)
3. Company History
4. Proof of Insurance
5. Cost Proposal