REQUEST FOR PROPOSAL

MEDICAL & EMS SERVICES

TRP NOW, INC.

Venue Management Partner for Clayton County Public Schools

THE NEW ARENA – CLAYTON COUNTY

LOCATION: MORROW, GEORGIA – 8,000 SEAT ARENA

PROPOSAL DUE:  Monday, December 15, 2025

1. SUMMARY AND BACKGROUND

TRP NOW, Inc., the designated management and operations partner for The New Arena in Clayton County (“The Arena”), is soliciting proposals from qualified Medical and EMS providers. This Request for Proposals (RFP) is for on-site medical response services at The Arena. We are seeking experienced providers to deliver professional emergency medical services, encompassing medical triage, first aid, emergency response, and patient care for all arena events.

Formed in 1996, TRP NOW, Inc. has grown to be a significant source for entertainment and events services in Detroit. In 2025, TRP NOW, Inc. was awarded the contract to manage and operate the 8,000-seat Clayton County Schools Arena. Events produced by TRP NOW, Inc. have served hundreds of thousands of people. Due to the nature of the business and the significant number of people served, it is imperative to acquire medical and EMS services that can handle this volume efficiently and professionally.

2. CONTRACTING AUTHORITY

2.1 Sole Contracting Entity

TRP NOW, Inc. is the sole contracting entity for all medical and EMS services at the New Arena. All contractual agreements, financial arrangements, and operational obligations will be managed exclusively through TRP Now, Inc.

2.2 No Direct CCPS Contracts

Vendors will NOT contract directly with Clayton County Public Schools (CCPS). However, all medical personnel must comply with CCPS policies regarding background checks and facility access, as applicable.

2.3 Coordination and Reporting

The selected vendor will coordinate with TRP NOW, Inc. operations management, venue security, and local emergency services. All incident reporting and documentation will be provided to TRP NOW, Inc. in accordance with established protocols

3. PROPOSAL GUIDELINES

• Proposals will be accepted until November 12, 2025. Any proposals received after this date and time will be returned.
  
  
• All proposals must be signed by an authorized representative or official agent of the company submitting the proposal^.
  
  
• Contract terms will be negotiated upon selection of the winning bidder. All contractual terms and conditions will be subject to review by TRP NOW, Inc..

4. SCOPE OF SERVICES

4.1 Required Services

The selected vendor shall provide:

1. On-Site Medical Coverage

• Licensed EMT and/or paramedic personnel present for all events
• Pre-event safety briefings and coordination with venue staff
• Medical triage and assessment
• Basic and advanced life support as needed
• First aid and minor injury treatment
• Emergency response and stabilization
• Patient transport coordination with local EMS if necessary
• Post-event medical reporting and documentation

1. Medical Triage Area

• Establishment and operation of designated medical triage area
• Equipped medical treatment space with proper supplies
• Privacy screens and appropriate patient care environment
• Adequate lighting, power, and climate control access
• Setup and breakdown for each event

1. Emergency Response

• Rapid response to medical emergencies throughout the venue
• Coordination with local fire/EMS for advanced care and transport
• Communication with venue security and management
• Crowd management assistance during medical emergencies
• Mass casualty incident (MCI) preparedness and response

1. Documentation and Reporting

• Patient care reports for all medical incidents
• Incident documentation and logs
• Post-event summary reports to TRP Now, Inc.
• HIPAA-compliant record keeping
• Compliance with all applicable medical documentation standards

4.2 Staffing Levels by Event Type

Minimum staffing requirements (subject to adjustment based on event specifics):

*Staffing levels are subject to adjustment based on event risk assessment conducted jointly by vendor and TRP Now, Inc.

4.3 Hours of Operation

• Medical personnel must arrive minimum 1 hour before event doors open
• Remain on-site for entire event duration
• Stay minimum 30 minutes after event conclusion or until venue is cleared
• Be available for extended hours for multi-day events or special circumstances

5. VENDOR QUALIFICATIONS AND REQUIREMENTS

5.1 Company Profile and Experience

Vendors must provide a comprehensive company profile including:

1. Years in Business

• Number of years providing medical/EMS services
• Date of incorporation/establishment
• Business ownership structure
• Any changes in ownership or management in past 5 years

1. Entertainment and Venue Experience

• Number of years providing services to entertainment venues
• Experience with stadiums, arenas, amphitheaters, or similar facilities
• Experience with various event types (concerts, sports, graduations, etc.)
• Largest event covered (attendance)
• Number of events covered annually
• Examples of work in the entertainment field with specific venues and events

1. Geographic Coverage

• Service area and locations
• Response capabilities for Clayton County area
• Local office or station location

1. Company Size and Capacity

• Total number of employees
• Number of licensed EMTs
• Number of licensed paramedics
• Number of medical directors or physicians (if applicable)
• Ability to scale staffing for multiple simultaneous events

5.2 Licenses and Certifications

Required licenses and certifications (copies must be provided):

• Georgia Department of Public Health EMS License
• Georgia Ambulance Service License (if providing transport)
• All personnel licenses (EMT, Paramedic, etc.)
• CPR/AED certifications
• State and local business licenses
• OSHA compliance certification
• HIPAA compliance documentation
• Any additional relevant certifications (NIMS, ICS, etc.)

5.3 Required References

Vendors must provide a minimum of three (3) business references:

• At least two (2) references from entertainment venues, stadiums, or arenas
• One (1) reference from a similar-sized facility or event series

Each reference must include:

• Client/venue name and type
• Contact person, title, phone, and email
• Services provided and duration of relationship
• Number and types of events covered
• Average attendance at events
• Performance highlights or notable incidents handled

6. STAFFING AND PERSONNEL REQUIREMENTS

6.1 Personnel Pool

Vendors must demonstrate adequate personnel capacity:

• Total number of available EMTs
• Total number of available paramedics
• Number of full-time vs. part-time personnel
• Average personnel availability on weekends
• Backup staffing procedures for emergencies or absences
• Recruitment and retention strategies

6.2 Personnel Qualifications

All personnel assigned to the venue must meet the following minimum qualifications:

• Current Georgia EMT or Paramedic license
• Current CPR/AED certification
• Minimum 2 years of field experience (preferred)
• Experience in high-density crowd environments (preferred)
• Professional appearance and demeanor
• Excellent communication skills
• Ability to work independently and as part of a team

6.3 Supervisory Personnel

• Designated on-site supervisor/lead medic for each event
• Supervisor must have minimum 5 years EMS experience
• Supervisor must have venue or event medical experience
• 24/7 management contact for emergency situations

6.4 Uniforms and Identification

• All personnel must wear professional medical uniforms
• Clear identification badges with name and credentials
• Company branding clearly visible
• High-visibility options for outdoor or low-light events.

7. EQUIPMENT AND VEHICLE REQUIREMENTS

7.1 Medical Equipment

The vendor must provide all necessary medical equipment and supplies including, but not limited to:

1. Basic Life Support (BLS) Equipment

• AED (Automated External Defibrillator)
• Oxygen delivery system with portable cylinders
• Airway management equipment (oral/nasal airways, BVM, etc.)
• Trauma supplies (bandages, splints, cervical collars, etc.)
• Blood pressure cuffs and stethoscopes
• Pulse oximeters
• Glucometers
• First aid supplies

1. Advanced Life Support (ALS) Equipment (if providing ALS)

• Cardiac monitor/defibrillator
• Advanced airway equipment
• IV supplies and medications (if authorized)
• Emergency medications per protocol

1. Triage and Patient Care Equipment

• Medical cots or stretchers
• Wheelchairs
• Privacy screens
• Medical bags and jump kits
• Spill kits and biohazard disposal
• Personal protective equipment (PPE)
• Cold/heat therapy supplies

7.2 Medical Vehicles

Vendors must specify:

• Number and type of medical vehicles available
• Vehicle specifications (ambulances, response vehicles, etc.)
• Whether vehicles will be on-site or on-call
• Response time if vehicles are off-site
• Vehicle maintenance records and inspection compliance
• Vehicle insurance and licensing

For events requiring on-site vehicle presence, vendor must provide:

• Fully equipped BLS or ALS ambulance
• Designated parking location coordination with TRP Now
• Clear access routes for emergency egress

7.3 Equipment Maintenance and Inspection

• All equipment must be regularly inspected and maintained
• Inspection logs and maintenance records available upon request
• Equipment must meet or exceed current industry standards
• Backup equipment available for critical items
• Compliance with all FDA, OSHA, and state regulations

8. TRAINING AND BACKGROUND CHECK REQUIREMENTS

8.1 Background Checks and Screening

ALL personnel working at the venue must undergo:

• Comprehensive criminal background check
• Sex offender registry check
• Drug screening (pre-employment and random)
• Motor vehicle record check (if driving company vehicles)
• Employment verification
• License and credential verification

NOTE: As the venue is owned by Clayton County Public Schools, background check requirements must comply with CCPS policies for individuals working in or around school facilities.

Vendor must provide documentation of:

• Background check policies and procedures
• Disqualifying criteria
• Frequency of re-checks
• Record retention policies

8.2 Training and Continuing Education

1. Initial Training Requirements

• New employee orientation program
• Venue-specific training and familiarization
• TRP Now, Inc. policies and procedures training
• Communication protocols and radio operations
• Emergency action plans and evacuation procedures
• Customer service training
• HIPAA and patient privacy training

1. Continuing Education

• Ongoing medical education and skills maintenance
• Annual refresher training
• License renewal and recertification tracking
• Specialized training for venue-specific scenarios
• Mass casualty incident (MCI) training
• Active threat/hostile event response training

1. Documentation

• Training records for all personnel
• Certification expiration tracking
• Continuing education hours documentation
• Annual training calendars and schedules

8.3 Work Experience Requirements

Personnel assigned to the venue should have:

• Minimum 2 years field EMS experience (preferred)
• Experience in event medical coverage (preferred)
• Experience in high-stress, high-volume environments
• Proven track record of professional conduct
• Positive performance evaluations
• No disciplinary actions or license suspensions

9. COMMUNICATION REQUIREMENTS

9.1 Radio Communications

The vendor must provide and maintain radio communication capabilities:

1. Radio Equipment

• Two-way radios for all on-site medical personnel
• Portable radios with adequate battery life for event duration
• Spare batteries and charging equipment
• Earpieces for discreet communication when necessary
• Radio models compatible with venue communication systems (frequency coordination with TRP Now required)

1. Radio Programming and Frequencies

• Ability to program radios to TRP Now/venue frequencies
• Separate medical channel for internal communications
• Access to venue-wide emergency/command channel
• Coordination with local public safety frequencies (if needed)
• FCC licensing compliance

1. Communication Protocols

• Clear radio communication procedures and 10-codes/plain language
• Emergency alert procedures
• Check-in and status update protocols
• Integration with venue security and operations communications

9.2 Mobile Phone and Backup Communications

• All supervisory personnel must have mobile phones
• 24/7 emergency contact numbers
• Backup communication methods in case of radio failure
• Text/messaging capabilities for non-urgent communications

9.3 Computer-Aided Dispatch (CAD) and Documentation Systems

• Electronic patient care reporting system
• Real-time incident tracking capabilities
• Ability to share reports with TRP Now electronically
• HIPAA-compliant data storage and transmission

10. INSURANCE AND LEGAL REQUIREMENTS

10.1 Required Insurance Coverage

The selected vendor must provide proof of the following insurance:

1. Commercial General Liability Insurance

• Minimum $5,000,000 per occurrence
• Minimum $10,000,000 general aggregate
• TRP Now named as additional insured
• CCPS named as additional insured

1. Professional Liability Insurance (Medical Malpractice)

• Minimum $3,000,000 per claim
• Minimum $5,000,000 aggregate
• Coverage for all personnel and services provided

1. Workers’ Compensation Insurance

• Statutory limits as required by Georgia law
• Employer’s liability coverage

1. Commercial Auto Liability

• Minimum $2,000,000 combined single limit
• Coverage for all vehicles used in service delivery

1. Umbrella/Excess Liability

• Minimum $5,000,000 coverage (preferred)

10.2 HIPAA Compliance

• Business Associate Agreement (BAA) required
• HIPAA compliance policies and procedures
• Staff training on patient privacy
• Secure storage and transmission of protected health information
• Breach notification procedures

10.3 Indemnification

The selected vendor will be required to indemnify and hold harmless TRP Now, Inc. and CCPS from any claims, damages, or liabilities arising from vendor operations, medical treatment provided, personnel actions, or equipment failures.

10.4 Legal Compliance

• Compliance with all federal, state, and local regulations
• Georgia EMS rules and regulations
• OSHA requirements
• Americans with Disabilities Act (ADA)
• Emergency Medical Treatment and Labor Act (EMTALA) considerations
• Scope of practice limitations and medical direction

11. FINANCIAL PROPOSAL REQUIREMENTS

11.1 Pricing Structure

Vendors must provide detailed pricing for the following:

1. Event-Based Pricing

• Hourly rate per EMT
• Hourly rate per Paramedic
• Hourly rate for supervisory personnel
• Minimum hours per event
• Overtime rates (if applicable)
• Holiday and weekend rate differentials (if any)

1. Equipment and Vehicle Fees

• Medical equipment setup fee (if applicable)
• Triage area setup and breakdown fee
• On-site ambulance or vehicle fee (if applicable)
• All equipment and supplies (specify if included or separate)

1. Additional Services

• Pre-event planning and coordination meetings
• After-hours emergency response (if needed)
• Special event medical planning
• Staff training or orientation sessions
• Mass casualty or high-risk event surcharges

1. Alternative Pricing Models

• Annual contract pricing (if offering bundled rates)
• Per-event flat rate pricing
• Volume discounts for multiple events

11.2 Payment Terms

• Invoicing schedule (per event, monthly, etc.)
• Payment terms (Net 30 days standard)
• Accepted payment methods
• Late payment penalties (if any)
• Invoice detail requirements

11.3 Cancellation and Rescheduling Policy

• Cancellation notice requirements
• Cancellation fees or penalties
• Rescheduling procedures and fees
• Weather-related event adjustments

11.4 Rate Adjustments

• Annual rate increase caps or formulas
• Cost escalation provisions for years 2-3
• Circumstances allowing rate renegotiation

12. PROPOSAL SUBMISSION REQUIREMENTS

12.1 Required Proposal Components

All proposals must include the following sections in order:

SECTION A: EXECUTIVE SUMMARY

• Company overview
• Understanding of project requirements
• Summary of qualifications and experience
• Key differentiators

SECTION B: COMPANY PROFILE

• Years in business
• Ownership structure and management team
• Company size and personnel capacity
• Geographic service area
• Entertainment venue experience with specific examples
• Notable events or venues served

SECTION C: PERSONNEL AND STAFFING

• Total number of EMTs and paramedics
• Organizational structure
• Staffing approach for this contract
• Personnel qualifications and experience
• Hiring and retention practices
• Training programs and continuing education
• Supervisor/lead medic qualifications

SECTION D: EQUIPMENT AND VEHICLES

• List of medical equipment and supplies provided
• Number and type of medical vehicles
• Vehicle specifications and capabilities
• Equipment maintenance and inspection procedures

SECTION E: OPERATIONS PLAN

• Service delivery approach
• Typical event setup and procedures
• Emergency response protocols
• Coordination with local EMS and hospitals
• Mass casualty incident planning
• Quality assurance procedures

SECTION F: BACKGROUND CHECKS AND TRAINING

• Background check policies and procedures
• Drug screening program
• Training program details
• Continuing education requirements
• Documentation and record-keeping

SECTION G: COMMUNICATION SYSTEMS

• Radio equipment and specifications
• Communication protocols
• Integration with venue systems
• Backup communication methods

SECTION H: FINANCIAL PROPOSAL

• Detailed pricing structure
• Hourly rates by personnel type
• Equipment and vehicle fees
• Payment terms and conditions
• Cancellation and rescheduling policies

SECTION I: INSURANCE AND COMPLIANCE

• Current insurance certificates
• EMS licenses and certifications
• Business licenses
• HIPAA compliance documentation
• Any other relevant certifications

SECTION J: REFERENCES

• Minimum three (3) references as specified
• Complete contact information
• Scope and duration of services
• Performance highlights

ADDITIONAL INFORMATION

• Pre-bid site visits may be arranged upon request. Please request a site visit via email at rfpresponses@trpnow.com
  
  
• TRP NOW, Inc. reserves the right to reject any or all proposals, negotiate terms, and award the contract deemed most advantageous to the organization^.
  
  
• Proposals must be submitted in PDF format to the email address provided by December 15,, 2025.
• Please send Questions/Inquiries/Proposals to TRP Now, Inc. at rfpresponses@trpnow.com.