Emergency Medical Services Study

REQUEST FOR PROPOSALS (RFP)

Feasibility Study

for Emergency Medical Services (EMS)

Issued By: Town of York, Maine

RFP Issue Date: August 19, 2026

RFP Due Date: September 9, 2026

RFP Point of Contact: Peter Joseph, Town Manager

1. Introduction

The Town of York, Maine is soliciting proposals from qualified consultants or consulting firms with demonstrated expertise in emergency medical services (EMS), public safety operations, municipal government, healthcare administration, and financial analysis to conduct an independent assessment of the Town's existing EMS system and evaluate alternative EMS service delivery models.

The purpose of this project is to provide the Town with an objective, data-driven assessment of the current EMS service delivery system and a comparative evaluation of feasible alternative service delivery models, including the financial implications of each model. The resulting report will provide Town leadership with clear analysis of the effectiveness and financial impacts of potential approaches to future EMS service delivery and aid them in determining a sustainable path forward.

To support the upcoming town planning cycle, the Town seeks a consultant capable of executing an efficient, high-priority workflow. The Town aims to have the final findings and report finalized by November 2026, and proposals should demonstrate a realistic work plan designed to meet or beat this target window.

2. Background

The Town of York currently receives EMS and ambulance transport services through a contracted provider. The Town's Fire Departments also employ licensed EMS providers who support the Town's contracted ambulance provider, but do not independently transport patients. As healthcare costs, workforce availability, reimbursement models, call volumes, and municipal finances continue to evolve, the Town recognizes the importance of proactively evaluating long-term service sustainability.

The Town seeks an independent evaluation of existing services and potential alternative EMS delivery options to determine what best meets the community's long-term operation and financial needs.

3. Project Objectives

The primary objectives of this study include but are not limited to:

Evaluate the effectiveness, sustainability, financial condition, and operational performance of the Town's current EMS delivery model.

Identify and evaluate feasible alternative EMS delivery options.

Conduct financial analyses (startup costs, operating budgets, revenue generation, and long-ter, projections) for each alternative model evaluated.

Equip Town leadership with clear policy and financial decision-making tools in a timely manner.

4. Scope of Services

At a minimum, the consultant shall provide the following:

A. Existing EMS System Assessment

Conduct an operational and financial evaluation of the current contracted ambulance service including:

Staffing model and service reliability

Clinical performance metrics and response times

Call volume patterns and mutual aid utilization

Operational strengths and weaknesses

Financial sustainability

Community and stakeholder satisfaction (where appropriate)

B. Evaluation of Alternative Service Delivery Models

Conduct an objective evaluation of feasible alternative EMS delivery options. The analysis should identify the advantages, disadvantages, operational considerations, risks, and financial implications (e.g., startup costs, operational expenses, revenue projections, long-term financial projections, and funding strategies) of each model and should include at a minimum the following options:

Option 1

Competitive procurement of an alternative contracted provider (e.g., alternative non-profit, for-profit, or hospital-based organization already operating within the York region capable of providing 911- response and transport services).

Option 2

Creation of a municipal EMS ambulance and transport service, either within an existing Town department, or as its own department. This assessment should include additional resource requirements, however, is not intended to constitute a detailed implementation plan.

Option 3

Development of a regional ambulance authority, intermunicipal agreement, or shared municipal EMS service.

Option 4

Any additional hybrid, phased, or innovative service delivery models the consultant determines may be feasible and appropriate for York.

5. Deliverables

The consultant shall provide, at minimum:

Written Final Report: A concise, fully documented report detailing the assessments and analyses identified in section 4, including an executive summary, key findings, comparative evaluation of service delivery models, financial analyses, and conclusions for consideration by the Town.

Key presentations:

Project kickoff meeting

Progress update/ Preliminary Findings Draft

Final public presentation to the Town Selectboard

6. Consultant Qualifications

The selected consultant shall demonstrate:

Significant experience conducting EMS feasibility or similar studies

Experience evaluating municipal ambulance services

Experience with regional EMS systems

Knowledge of Maine EMS regulations (preferred)

Expertise in municipal finance

Preference may be given to firms demonstrating successful completion of similar studies for municipalities comparable to York.

7. Proposal Requirements

Proposals shall include:

Letter of Interest

Firm Qualifications and Key Personnel Resumes

Project Approach and Detailed Work Plan (highlighting milestones necessary to achieve a November completion target)

Client References (at least three from similar engagements)

Cost Proposal (itemized by project phase)

All questions must be submitted in writing to Peter Joseph at and Kathryn Lagasse at by 4PM on Wednesday September 2, 2026.

Proposals shall be submitted no later than 2 PM on Wednesday September 9, 2026 to the following locations:

Mail:

York Town Hall

C/O Town Manager

186 York Street

York, Maine 03909

Email:

Peter Joseph at

and

Kathryn Lagasse at

While no fixed completion deadline is imposed, the Town prioritizes swift execution. Bidders are strongly encouraged to present an aggressive schedule aimed at completing deliverable by November. Timelines and firm capacity to maintain a swift schedule will be heavily weighted during evaluation.

8. Evaluation Criteria

Proposals may be evaluated using criteria including:

The Town reserves the right to interview selected firms before making a final selection.

9. Tentative Schedule

The Town intends to initiate this project promptly following contract award and desires an efficient project schedule. This timeframe is provided to communicate the Town's scheduling preference and may amended by the Town as necessary.

10. Town Rights

The Town of York reserves the right to reject any or all proposals, modify the project timeline, request additional information, award the contract in the best interest of the Town, or cancel this solicitation at any time without obligation. All Material submitted in response to this RFP becomes the property of the Town and is subject to public records requests following evaluation. Consultants are solely responsible for their expenses in preparing a proposal.