REQUEST FOR PROPOSAL RFP # NFPA 1582 Compliant Medical Evaluations

Transcription

1 REQUEST FOR PROPOSAL RFP # NFPA 1582 Compliant Medical Evaluations FOR THE CITY OF VALDOSTA FIRE DEPARTMENT REQUESTED BY PURCHASING DEPARTMENT 216 E. CENTRAL AVE., 3 RD Floor P.O. BOX 1125 VALDOSTA, GA PHONE RELEASE DATE: February 24, 2017 PROPOSAL DUE DATE: March 28, 2017 TIME: 2:30 PM EST QUESTION CUT OFF: March 10, :00 PM

2 NOTICE TO PROPOSERS 1. Any prices offered by proposers on any item or service offered to the City of Valdosta shall be the price effective at the date of delivery. 2. No delivery date of ASAP (As Soon As Possible) shall be considered acceptable on items that have a maximum delivery date listed in the specifications. 3. The City of Valdosta reserves the right to accept any or all items where maximum delivery date, as listed in the specifications if not met by proposer. 4. Signature below of authorized agent for proposer shall constitute recognition and acceptance of all conditions of the sale as listed above. Company Name Authorized Agent

3 GENERAL SPECIFICATIONS It is the intent of these specifications and scope of work to furnish the City of Valdosta with the following requisitioned equipment or services, according to the attached. It is clearly understood that the following are minimum specifications and are made in order to show the exact specifications of the equipment or services proposed. The City of Valdosta reserves the right to accept any or all conditions or to choose the proposer considered to be in their best interest. The final decision will be made by the City of Valdosta Mayor and Council. NO RFP WILL BE CONSIDERED IF RECEIVED AFTER THE DATE AND TIME SPECIFIED. THE CITY OF VALDOSTA CISCO PHONE SYSTEM CLOCK WILL BE USED AS THE OFFICIAL TIME STAMP. Please put the RFP No. on the outside of your return envelope. FUND APPORPRIATION CONTINGENCY The proposer and the City recognize that the continuation of any contract after the close of any given fiscal year of the City of Valdosta shall be subject to the approval of the budget of the City of Valdosta providing the contract is an approved expenditure. The City does not guarantee that the expenditure will be actually adopted each year by Mayor and Council. INDEMNIFY AND HOLD HARMLESS Contractor further agrees to indemnify, defend and hold harmless the City against (1) any and all losses, claims, damages, law suits and liabilities for any personal injury, death or property damage arising out of or as a consequence of any work performed pursuant to this contract, (2) any and all expenses related to claims or lawsuits resulting from the above including courts cost and attorney fees, (3) any and all penalties and damages incurred by reason of contractor s failure to comply with any applicable laws, ordinances or regulations. Any court action or litigation will be performed in the State of Georgia.

4 INSTRUCTIONS TO PROPOSERS 1. Proposals must be enclosed in a sealed plain envelope, with the RFP number written on the outside and endorsed with the title of the proposal, and must be filed with the Purchasing Agent of the City of Valdosta, located at 216 E. Central Ave., 3 rd floor. In the event you choose to mail your proposal, it should be mailed to City of Valdosta Purchasing, Greg Brown, P.A., P.O. Box 1125, Valdosta, Ga No proposer will be allowed to withdraw his proposal for any reason whatsoever after the RFP s have been opened. 3. The specifications and scope of work following represent the minimum general size, weight, capacity and performance characteristics desired in the equipment or services to be purchased. These requirements are not intended to prevent obtaining fair prices or to eliminate competition, but to insure, if possible, that all proposals submitted shall not be subject to correction or alteration after the RFP has been filed, opened, and publicly read. In view of an unusually wide disparity in details of design and manufacture, complete descriptive literature and manufacturer s specifications must be submitted on each type of equipment offered. The City of Valdosta reserves the right to evaluate any or all RFP s, particularly where there is a range in specifications. Special consideration will be given to the ready availability of repair parts and service. 4. Federal or State taxes are not applicable to Georgia Municipalities under the United States Code Title 26 and Georgia Exemption Certificate Number It is expressly understood by the proposer that written notice of the award or purchase order the City of Valdosta will constitute an agreement and consummate the transaction and will serve together with the proposal, the advertisement, these instructions and the detailed specifications, as the entire form of contract between the parties. 6. The proposer agrees that the City of Valdosta reserves the right to reject any or all proposals, or to accept the part of the RFP considered in the best interest of the City. 7. Specifications and the scope of work referred are minimum so therefore unless otherwise indicated by the proposer, the City will assume proposals meet or exceed all specifications. 8. The names of a certain brand, make or definite specifications are to denote quality standard of the article desired, but do not restrict proposers to the specific brand, make or manufacturer named; it is to set forth and convey to prospective proposers the general style, type, character and quality of the article desired. 9. The City of Valdosta reserves the right to reject all RFP s as appears in its own best interest and to waive technicalities.

5 GENERAL INFORMATION and BACKGROUND: The City of Valdosta seeks proposals to provide medical evaluations for approximately 103 certified or state certified firefighters that are employed by the City. The medical evaluations shall comply with the National Fire Protection Association standard titled: NFPA 1582 Standard on Comprehensive Occupational Medical Program for Fire Departments 2013 Edition. Additional options are identified in this RFP to be priced as options which will be considered separately from the medical evaluations. This RFP and any contract resulting from shall be governed by and construed according to the laws of the State of Georgia. CONTRACT PERIOD It is the intention of the City to begin this contract on July 1, 2017 after Mayor and Council have formally approved the contract until June 30, 2019 which is a two year period. As part of this contract, three (3), one (1) year renewal options are included if both parties are in agreement and pricing does not increase. The City reserves the right to cancel this contract with 15 days written notice for any reason deemed acceptable by the City. DEADLINES: Six copies (one marked original and five copies) of your proposal should be sent in a sealed envelope/box in the format described below and addressed to: City of Valdosta Purchasing Attention: Mr. Greg Brown, Purchasing Agent 216 East Central Avenue, 3rd Floor P.O. Box 1125 Valdosta, GA The proposals should be mailed or delivered to the above address no later than March 28, 2017 at 2:30 PM EST. The proposals should be marked on the outside RFP # , NFPA 1582 Compliant Medical Evaluations. The City of Valdosta reserves the right to reject any and all proposals. The proposal must comply with the RFP in its entirety. If for any reason there is a need to deviate from the RFP, indicate the reason in detail on company letterhead referencing the topic. Other than minor deviations no alternate proposals will be considered. All questions should be submitted in writing to all three contacts in one Fire Chief Freddie Broome at fbroome@valdostacity.com Human Resource Director Renassa Small at rsmall@valdostacity.com and Greg Brown, Purchasing Agent, gbrown@valdostacity.com by March 10, 2017 at 2:00 PM EST. No questions will be considered after this date and time nor should any City staff members be contacted directly by phone other than the Purchasing Agent, Mr. Greg Brown at Failure to comply could result in your proposal being rejected.

6 INVOICING/PAYMENT: Invoicing will occur in a monthly format that is itemized and lists each person s name, services rendered and priced correctly. Invoices are typically paid within 30 days of receipt. Statements shall be mailed to: City of Valdosta Finance Department P.O. Box 1125 Valdosta, GA An E-Verify certificate shall be included with each monthly invoice submitted for payment. SCOPE: Providers shall address no less than the baseline materials identified in this RFP. If the provider is able to supply value added services above and beyond the RFP baseline material, providers are encouraged to do so and identify the associated costs on a separate page and placed behind the provided proposal page. PARAMETERS: All exams shall be provided in accordance with the State of Georgia Department of Health and Mental Hygiene and National Firefighting standards. The provider shall ensure that the physician(s) administering the physicals is a licensed doctor of medicine or osteopathy by the State of Georgia who has completed residency training in an accredited medical training program and/or is American Boards of Medical Specialties (ABMS) or American Osteopathic Association (AOA) board certified or international equivalent. All other assisting personnel should be licensed to work in the State of Georgia and be sufficiently trained or certified to perform the services they are performing as requested. CONFIDENTIALITY AND RECORDS: It is the desire of the City that medical information gathered from the physical exams remain confidential and abide by all Federal and State (HIPPA) laws pertaining to medical records. All medical records produced from this contract shall be forwarded to the Human Resources Department. The Fire Chief or Acting Fire Chief shall serve as the liaison with the City and the vendor with regards to fit or unfit for duty. This would include an individual s results as it pertains to the safety of the individual or coworkers (fit for duty) within the department to assure the City will maintain a safe and effective workplace. Specific results, especially any results falling outside normal limits shall be provided as soon as possible to the individual. Additionally, notification to the Fire Chief from the provider shall indicate a general statement that an individual has a requirement for follow-up communication with the provider. This will allow the Fire Chief to ensure follow-up communication is acted upon by the individual being tested.

7 If any results or follow-up appointments are necessary or indicate a concern for the safety of individuals or other staff members, specific details (fit for duty) shall be provided to Human Resources to allow the City to provide reasonable workplace accommodations, including scheduling staff replacements, should the testing results indicate an inability to return to full duty. Medical records shall be maintained by the provider as the official records custodian. Copies should be provided to the City Human Resource Department for each person being seen by vendor at no cost. These records shall be used to establish on going assessment and evaluation for the individual s progress from the baseline data through time. This information will be accessible upon request by the individual. The City shall be notified of any intent to destroy records 30 days prior to destruction and shall have the option of receiving all records involved at no cost. STAFFING: Please include with your RFP response a complete listing of the staff with a brief biography stating qualifications, licenses, certifications, and experience. Also, please describe in detail the facility that will be utilized for the testing. If mobile unit, please describe the unit in detail including available equipment that will be used to perform the required test. Write MOBILE on line below if not a fixed location. Address for providing services: SPECIFICATIONS: 1. Each member scheduled for a physical exam should receive the evaluation identified in Chapter 7 of the NFPA 1582 standard. These items include: Medical history / medical conditions Head and Neck Eyes and vision Ears and hearing Dental Nose, Oropharynx, Trachea, Esophagus, & Larynx Lungs and Chest Wall Heart and Vascular system Abdominal organs and gastrointestinal system Reproductive system Urinary system Spine and axial skeleton Extremities Neurological disorders Skin Blood and blood-forming organs Endocrine and metabolic disorders

8 Systemic diseases and miscellaneous conditions Tumors and malignant diseases Psychiatric conditions Chemicals, drugs, and medications 2. Each medical evaluation shall include a medical history (including exposure history), physical examination, blood tests, urinalysis, vision tests, audiograms, spirometry, chest x-ray (as indicated), electrocardiogram with cardiac stress test, cancer screening, and immunizations and infectious disease screening. 3. Each member scheduled for a physical exam should receive a Fitness Assessment as identified in Chapter 6 of the NFPA 1583 Standard on Health-Related Fitness Program for Fire Department Members 2015 Edition. These items include: Pre-assessment Questionnaire Fitness Assessment Components o Aerobic capacity o Body composition o Muscular strength o Muscular endurance o Flexibility 4. A minimum of a 15 minute, face-to-face meeting between the individual being tested and a mental health professional/counselor licensed to practice in Georgia is to be included with the physical evaluation. This session shall be considered a requirement but with an itemized price listed separately. The City is aware there are written screening instruments and voluntary Employee Assistance Programs available to individuals however the City desires the psychological well-being of fire department members to be regularly and consistently assessed. These initial meetings are intended to provide a brief but consistent point of contact to serve as a portal to identify: cumulative responder stress, coping mechanisms (healthy and unhealthy), and other mental health issues that might impact the member s longevity or performance of department responsibilities. Due to the profession and the composition of the City s membership, it is likely such mental health evaluations would not be initiated by the individual or even detected for a multitude of reasons. Any issues discovered during the brief meeting may be referred to follow-up care as needed and such follow-up will not be included in the scope of work or pricing for this proposal. 5. Scheduling shall be coordinated with the Fire Chief or designee and shall include at least six (6) consecutive days, with a start time of 8:30 AM each day (after shift change) and continue until everyone is seen on a daily basis. Optimally, the physicals will start October 1, 2017, but must be entirely completed (excluding follow-up requirements and employees on FMLA or Military Leave) by November 1, The City reserves the right to request additional onsite time for physicals outside of the time frame above for department members who are on FMLA, military duty, if applicable new hires, or other reasons deemed necessary by the City at the same price. The City will do everything possible to keep this from happening but the possibility could arise.

9 6. Any blood work, urinalysis, or other pre-examination work should be completed in such a way for the examining physician to have results to review with the individual at the time of the exam. If multiple trips are involved, this should be identified in the proposal for scheduling purposes. In an effort to reduce the impact on the participating members, it is desirable for the physical and psychological evaluations be conducted during the same appointment time. If two separate visits are required for the lab work and the physical exam, the psychological evaluations can be coupled with either. 7. The City is considering having the requested services provided in a mobile setting that is convenient for those being tested but will consider all options (including typical office visits) offered by the providers. If mobile facilities are not available, facility locations(s) to be used shall be identified along with any deviation in scheduled hours identified in item #5. All service locations utilizing mobile offices shall be conducted within Lowndes County, GA for the initial two part physical with exceptions for follow up requirements, employees on FMLA, Military Leave, if applicable new hires, or other reasons deemed necessary by the City. 8. A summary profile shall be provided to the City through the Fire Chief identifying trends, department-wide recommendations, and general data summary including comparisons between other benchmarks. This summary shall be suitable for sharing with the entire membership. Profile will be done after each completed round of fire fighters physicals and as required by Fire Chief or his associate. PROPOSAL FORMAT: The proposal shall be neatly organized as outlined below. Responses should be complete and unequivocal. In instances where a response is not required or is not applicable or material to the proposal, a response such as no response is required or not able to provide is acceptable. 1. LETTER OF INTENT The letter of intent is to be signed by an officer of the company authorized to bind the vendor to the proposal. It should also contain the following information: a. Company name, address, and website if available. b. Name, title, address, and telephone number of proposal contact person who are authorized to represent the vendor and to whom correspondence should be directed. c. Federal and State tax payer identification numbers of the company. d. A brief statement of your understanding of the services to be performed, and an understanding that the terms and conditions of this RFP will be used as the binding and official document. e. The letter of intent is to contain a statement indicating the period during which the proposal will remain valid. A period of less than ninety (90) days from the proposal opening date is minimally required.

10 2. PROPOSER S STATEMENT OF ORGANIZATION and EXPERIENCE a. A vendor must demonstrate considerable relevant experience (minimum of 5 years) with this type of work, and should emphasize their experience, technical qualifications, working knowledge of NFPA standards and capability of the particular principal and personnel who will actually be assigned to the City. b. A proposer must include a brief profile of the firm, including, at a minimum: 1. Length of time in business. 2. Length of time in providing proposed services. 3. Number of clients. 4. Number and l i st of local government and public sector clients with scope of services provided to those clients. 5. Number of full-time employees and area of involvement. 6. Relevant expertise such as degrees, technical certifications or other training for each of those that will be assigned to work with Valdosta. 7. A vendor shall demonstrate that it has at least (3) clients for reference purposes (must have a minimum of at least two government entities) and a similar size corporation that have contracted with it for the same or similar services within the last three years, and shall provide the City with contact information for those clients to allow the City to obtain their recommendations as to the services rendered by the vendor. 8. Escalation process for reported issues. 3. DESCRIPTION OF SERVICES a. Proposer shall include a description and synopsis, including a detailed description of how the services will be delivered, detailing its methodology and approach to providing the Scope of Services as described in this RFP. (The scope of work indicates what the vendor is supposed to do; the description of services should show how the vendor intends to perform the services). Include how a mobile unit if not brick and mortar site will be utilized with all components of the Scope. Also, please discuss if any subcontractors will be utilized and for each task the subcontractor will be utilized for. Pricing for any utilized subcontractors shall be figured into each itemized pricing task in your proposal and on the furnished proposal page. Proposer will be held responsible for subcontractors work and payment. b. The description of services should also be accompanied by: i. Proposal summary, including why the firm is pursuing the work and how it is uniquely qualified to perform the services.

11 4. LITIGATION HISTORY ii. Proposal must include a description of how the firm is positioned to provide the services requested, with a history of experience on providing similar services. Proposers shall provide a summary of any litigation or arbitration that the Proposer, its parent company or its subsidiaries have been engaged in during the past three (3) years against or involving (1) any public entity for any amount, or (2) any private entity for an amount greater than One Hundred Thousand Dollars ($100,000.00). The summary shall state the nature of the litigation or arbitration, a brief description of the case, the outcome or projected outcome, and the monetary amounts involved. 5. INSURANCE REQUIREMENTS Any insurance requirements imposed by Federal, State, or Local agencies shall be met at a minimum if those limits are higher than what is listed below. Also, all subcontractors shall be required to have those same coverage s in their business name and shall be independently insured from proposer. Include applicalbe insurance certificate copies in your proposal. Workers' Compensation: Coverage to apply for all employees for statutory limits in compliance with the applicable state and federal laws. The policy must include employer s liability with a limit of $100,000 for each accident, $100,000 bodily injury by disease each employee and $500,000 bodily injury by disease policy limit. In lieu of any amounts listed, State laws should govern and dictate if amounts are higher which will be applied. Comprehensive General Liability: Shall have minimum limits of $1,000,000 per occurrence combined single limit for bodily injury liability and property damage liability. This shall include premises and/or operations, independent contractors, products and/or completed operations, broad form property damage and explosion, collapse and underground damage coverage, sudden and accidental pollution losses, and a contractual liability endorsement. Also, any malpractice or other insurances that are required by Federal, State, or Local laws regarding performing the Scope that are required shall be included with your response. 6. COST The vendor information and cost proposal page provided should be entirely completed and inserted at the end of your proposal. Also, any other cost data should be included as an attachment behind the cost page. This should include any and all other expenses associated with performing the services requested.

12 7. SELECTION PROCESS Proposal Evaluation a. Proposals will be evaluated by the City using the criteria below. b. A contract may be awarded to the vendor that submits the best overall proposal. c. Oral Interviews: The City reserves the right to request oral interviews by top ranking firms at the City of Valdosta. If oral interviews are conducted, it will be in accordance to the anticipated schedule provided by the City and at the proposer s expense. d. Additional Information: The City reserves the right to request additional written information or clarification of the proposal from top ranking firms. 8. SELECTION CRITERIA The evaluation of Proposals and the determination of conformity and acceptability shall be the responsibility of City staff. Such determination shall be determined on information furnished by the Proposer, as well as other information reasonably available to the City. Proposals shall be evaluated and ranked based on, among additional factors, the following: Technical Expertise/Qualifications 15% Service Approach and Methodology 30% Project Staffing/Experience 10% Satisfaction of references 5 % Cost 40% If the City is unable to negotiate a satisfactory Agreement with the highest ranked proposer, negotiations with that Proposer shall be terminated and the City shall attempt to negotiate an Agreement with the next highest ranked qualified proposer and so on. If no Agreement can be reached, the City may reject all proposals and may re-advertise for new proposals. Likewise, the City reserves the right to use all or any parts of any proposal submitted. This will be applied if it is deemed in the City s best interest to do so. All proposals will become the property of the City of Valdosta and no cost associated with the creation or delivery of the proposal will be invoiced to the City.

13 VENDOR INFORMATION Date: Company Name: Address: Remit Address: Phone Number: Cell Number: Fax: Signature: Title: Printed Name: Emergency Contact: Emergency Contact Phone: Is your company currently on any State or Federal Debarment list? Yes No Will your company accept a credit card for payment? Yes No E-Verify Number: MANDATORY Include W-9 Include E-Verify Certificate Include Insurance Certificates The City typically makes payment within 30 days of invoice date but is not guaranteed.

14 PRICING PROPOSAL It is the intent of the City of Valdosta to procure the necessary services from a vendor which will follow the requirements of this Request For Proposal (RFP) as detailed above. By submitting a response to this RFP, the vendor agrees that all requirements will be met unless deviations are provided for in the submitted proposal. All proposals will become the property of the City of Valdosta. Any cost associated with transportation, trip, fuel, hotel, meal, subcontractors, or other associated cost with mobile units shall be included in each pricing component per each. Additional costs will not be allowed for the below services. Cost of Physical Exam pursuant to NFPA 1582 Chapter 7 in the 2013 Edition in Section 1 under Specifications heading $ each Cost of Medical History as described in Section 2 under Specifications including lab work $ each Cost of Fitness Assessment pursuant to NFPA 1583 Chapter 6 in the 2015 Edition described in Section 3 under Specifications $ each Cost for Mental Health Evaluation, Section 4 $ each Summary profile as provided in Section 8 $ each summary OPTIONAL SERVICE CHARGES 1) Providers who have that capability and wish to price respirator fit testing as an option to be completed during the medical evaluation. $ each 2) Providers who have that capability and wish to price flu vaccine immunizations as an option to be completed during the medical evaluation. $ each 3) Providers who have that capability and wish to price Hepatitis B immunizations as an option to be completed during the medical evaluation. $ each 4) Providers who have that capability and wish to price tuberculosis testing as an option to be completed during the medical evaluation. $ each Any other value added services may be addressed on letterhead and included behind this page in your proposal including a brief description and associated cost.