Standby Event Medical Coverage

Bid Specifications: Standby Event Medical Coverage
Bid Specifications: Standby Event Medical
Coverage
Issuing Agency: City of Pigeon Forge, Tennessee
Objective: The City of Pigeon Forge is seeking competitive bids from qualified medical
providers to furnish standby emergency medical services, athletic training, and advanced clinical
care for various city-sponsored and hosted events.
1. Scope of Services
The selected Vendor shall serve as the secondary or primary on-site medical provider for a wide
array of municipal, community, athletic, and tourism events hosted by the City of Pigeon Forge.
* Primary Venue (LeConte Center): Historically hosts between 40 and 60 events per
year, requiring 1 to 5 personnel per event. Services coordinate directly with the City of
Pigeon Forge Fire Leconte Center EMS Coordinator.
* Expanded City-Wide Venues: The scope of this contract extends beyond the LeConte
Center to include any city-owned, city-operated, or city-permitted venues/properties (e.g.,
city parks, greenways, community centers, and outdoor festival grounds) as requested by
the City.
* Operational Readiness: Staff must be on-site and fully ready a minimum of 15 minutes
prior to the scheduled event start time and remain until 15 minutes after the event
concludes, unless otherwise specified by the Leconte Center EMS Coordinator or Fire
Department management..
2. Personnel Classifications & Qualifications
All personnel provided by the Vendor must be certified/licensed in the State of Tennessee,
practicing strictly within their legal scope of work. The Vendor must be capable of providing the
following tiers of medical staffing upon request:
Tier 1: Emergency Medical & Athletic Staff
* Emergency Medical Technician - Basic (EMT-B) / Advanced (EMT-A): Must possess
a valid license from the Tennessee Board of Emergency Medical Services.
* Paramedic (EMT-P): Must possess a valid Advanced/Paramedic license from the
Tennessee Board of Emergency Medical Services.

* Certified Athletic Trainer (ATC): Must be certified and possess a valid license from
the Tennessee Board of Athletic Trainers, utilized primarily for athletic-based events
(e.g., gymnastics, cheer, dance).
Tier 2: Advanced Clinical Staff
* Registered Nurse (RN) / Emergency-Critical Care Nurse: Must possess an active,
unencumbered Tennessee nursing license with proven experience in emergency care or
event triage.
* Physician Assistant (PA) / Advanced Practice Registered Nurse (APRN): Must be
fully licensed to practice in Tennessee, capable of providing mid-level clinical oversight.
* Physician (MD/DO): Licensed by the Tennessee Board of Medical Examiners,
specializing in emergency medicine, sports medicine, or disaster/event medicine.
General Personnel Requirements:
* Orientation: All assigned personnel must complete an initial orientation with the Pigeon
Forge Fire Department Coordinator prior to working an event.
* Uniforms: Personnel must wear standard, professional EMS or clinical uniforms (with
professional shorts/athletic shoes permitted for outdoor events).
3. Scheduling & Staffing Logistics
* Request Timeline: The City will provide the Vendor with staffing requests 7 to 10 days
prior to an event, detailing the venue, number of personnel, and required tier/certification
levels.
* Confirmation: The Vendor must confirm staffing availability within 3 days of receiving
the City's request.
* Staffing Shortages: If the Vendor cannot fill a slot internally, they must notify the
Pigeon Forge Fire Department's EMS Coordinator at least 7 days before the event.
Failure to secure coverage may result in a penalty or breach of contract.
* Cancellations: The City reserves the right to cancel requested coverage.
4. Equipment, Supplies, and Facilities
* City Responsibility: The City will provide safe and appropriate working conditions at
the designated venues.
* Medical Supplies: Bidders should clearly outline in their proposal whether their hourly
rates include basic first-aid/trauma bags, or if they expect the City to supply all medical
equipment and supplies.
* Patient Records: All medical and treatment records generated during events remain the
exclusive property of the medical provider, maintained in compliance with HIPAA and
Tennessee medical records laws.
5. Compensation & Bid Sheet

Bidders must submit fixed hourly rates for each tier of personnel. Rates shall be all-inclusive
(inclusive of wages, taxes, benefits, overhead, insurance, and profit). Invoices must be submitted
by the 15th of each month for the preceding month, with Net 30 payment terms.
Personnel Classification Proposed Hourly Rate
EMT-Basic $___________ / hr
EMT-Advanced $___________ / hr
Paramedic (EMT-P) $___________ / hr
Certified Athletic Trainer (ATC) $___________ / hr
Registered Nurse (RN) $___________ / hr
Physician Assistant (PA) / APRN $___________ / hr
Physician (MD/DO) $___________ / hr
6. Insurance & Legal Requirements
* Malpractice/Professional Liability: The Vendor must maintain professional liability
and malpractice insurance coverage for all staff levels in an amount not less than
$1,000,000 per occurrence / $3,000,000 annual aggregate from a licensed Tennessee
carrier.
* Employer Obligations: The selected Vendor is an independent contractor and is solely
responsible for all payroll taxes, workers' compensation, and benefits for its personnel.
* Non-Solicitation: (Optional to include in RFP) Acknowledgment that the City will not
directly hire the Vendor's scheduled staff during the contract term, without receiving a
notification in writing that the Vendor is allowing the exception.
7. Extension Option
* The Bid should include rate from October 2026-October 2028 with an option for the City
to renew the contract for an additional 2 years, at the City's discretion.