Request for Proposal - Contracted Ambulance Services

Request for Proposal

Contracted Ambulance Services

General

The City of Claremont, NH (hereafter referred to as the “CITY”) invites qualified firms to submit proposals for contracted ambulance services (hereafter referred to as the “CONTRACTOR”), to begin July 1, 2026. Details of the project will be covered in the scope of work section of this document.

Instructions

Proposals must be submitted in a sealed envelope no later than 3:00 P.M. EST on Wednesday, April 15, 2026, c/o City Manager’s Office, City Hall, 58 Opera House Square, Claremont NH 03743. Envelope must be clearly marked “Contracted Ambulance Services.”

Proposals will be opened publicly at 10:00 A.M. on Friday, April 17, 2026. Unsealed, late, emailed, or faxed proposals will not be accepted.

CONTRACTORS submitting proposals are responsible for being totally familiar with the City of Claremont and required services. The contact person for this project is:

Fire Chief James Chamberlain
Central Fire Station
100 Broad St
Claremont, NH 03743
Phone: (603) 542-7012
firechief@claremontnh.com

Proposal specifications are available on the City’s web site:
https://www.claremontnh.com/procurement

Guidelines

All Proposals become the property of the CITY and will therefore be considered a public document which will be open to public viewing, after the bid opening. This Proposal, if accepted, will become a legally binding addendum to the eventual contractual agreement with the CITY. This request for Proposal in no way commits the CITY to make an award or reimburse any CONTRACTOR for any expense incurred in responding to this request.

The successful CONTRACTOR will be required to provide proof of General Liability, Motor Vehicle, Worker’s Compensation, and Excess Liability (an “umbrella” policy) insurance, identifying the CITY as an additional insured, and must be submitted to the CITY upon signing of a contract for services. The policy must be issued by a carrier that is duly licensed to do business in the State of New Hampshire. Any subcontractors will be subject to the same insurance requirements (which will be detailed as a part of the SCOPE OF WORK).

Evaluation Criteria

All proposals received in response to this RFP will be evaluated to determine if they are complete and meet the requirements specified in this RFP. The vendor will be chosen based on who will provide the “best value” taking into consideration the most beneficial combination of qualifications, services and cost and who has met the requirements of this RFP. Only proposals judged to be responsive to the submission requirements set forth in this RFP will be evaluated.

Staff will review, analyze and evaluate all proposals and score them in accordance with the criteria described below. If needed, additional information may be requested from one or more CONTRACTORS.

The CITY reserves the right:
• to accept or reject any or all bids in whole or in part and to accept other than the lowest price proposal
• to waive any technical defect, qualification, omission, informality, or irregularity in any proposal received
• to amend, modify, or withdraw this Request for Proposal
• to require supplemental statements or information from a CONTRACTOR
• to extend the deadline for responses to this Request for Proposal
• to waive or correct any irregularities in proposals received

The CITY may award a contract based upon the proposals received without discussion of such proposals with proposers. Each proposal should therefore be submitted with the most favorable terms the proposer can make to the CITY.

The Request for Proposal documents and Notice of Award shall be the agreement between the CITY and successful proposer with respect to the matters dealt with herein, and such shall supersede all other oral and written proposals, representations, understandings, and agreements previously made or existing with respect to any such matter.

Qualification of Bidders

Each CONTRACTOR must be prepared to present satisfactory proof of their capacity and ability to successfully complete the requirements of this solicitation.

Proposals shall include a brief summary of similar services provided to municipalities (at least 3), including:
• The date(s) of service provided to municipalities
• The point of contact with name and telephone number of such clients

The CITY reserves the right to make whatever investigations or inquiries necessary to determine the competency and ability of any CONTRACTOR to complete the requirements of this solicitation. A review may include, but not be limited to, inspection of the CONTRACTOR’s facilities and equipment, references or previous contract performance.

Award will not be made solely on the basis of the cost of services. Evaluation factors to be considered in addition to cost shall be:
• The CONTRACTOR’s reputation based on past work experience with the CITY and other references
• Quality of service provided to similar municipalities
• Adequate financial resources or the ability to obtain such resources as required to complete the performance of the project
• Adequate experience, organization, technical and professional qualifications, personnel, skill, equipment, and ability
• The ability to comply with the time frames proposed

Scope of Work

The CITY is requesting proposals for a three-year contract for ambulance services, to begin July 1, 2026.

The City’s Emergency Medical Response call volume for the past three years is listed below:

Year Total Responses Actual Transports

2023 2136 1132

2024 1954 1055

2025 2149 1146

3 Year Average

Total Responses: 2079

Actual Transports: 1111

Revisions

Any questions or inquiries must be submitted in writing and received by 3:00 P.M. on Wednesday, April 8, 2026, no later than 7 calendar days prior to the proposal due date.

Answers to all questions or information given to a CONTRACTOR in response to a formal request of a substantive nature will be posted on the CITY’s Procurement Opportunities page on the City of Claremont, NH website no later than five (5) days prior to the due date.

Only such amendments, when issued by the CITY, will be considered as being binding on the CITY. Verbal explanations or instructions given by a CITY employee to a CONTRACTOR in regard to this solicitation shall not be binding on the CITY and shall be considered informal unless confirmed in writing by the CITY.

Contract

The final contract will involve, at a minimum, the terms and conditions set forth in this Request for Proposal including the general conditions, and may include those reflected in the specific proposal submitted. The content shall be the exclusive source of the CONTRACTOR’S rights and remedies and shall supersede any and all prior writings, negotiations or agreements of any kind.

The CITY is exempt of all taxes.

All CONTRACTORS must comply with all applicable Equal Employment Opportunity laws and regulations.

Deadlines

Three copies of your proposal can be delivered or mailed in and must be received by the CITY no later than 3:00 P.M. EST on Wednesday, April 15, 2026. Proposals received after this deadline will not be eligible for consideration.

Proposals should be delivered to:

Claremont City Manager
RE: Contracted Ambulance Services
58 Opera House Square
Claremont, NH 03743
(603) 542-7002

James Chamberlain
Chief of Department

Submission Deadline: April 15, 2026

Documents

• Contracted Ambulance Services RFP

Contact Information

Fire Department
Fire Chief James Chamberlain | firechief@claremontnh.com

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