MIDLAND COUNTY REQUEST FOR PROPOSAL JUVENILE CARE CENTER PHYSICIAN SEALED BIDS DUE: SEPTEMBER 27, 2018 BY 2:00 PM Procurement & Contracts Administrator Department of Finance Midland County Services Building 220 West Ellsworth Street Midland, MI 48640-5194 (989) 832-6865 MIDLAND COUNTY 1
REQUEST FOR PROPOSAL JUVENILE CARE CENTER PHYSICIAN TABLE OF CONTENTS BID INSTRUCTIONS. 3-6 BID SPECIFICATIONS.. 7-9 QUESTIONAIRE 10 BID SHEET.. 11 2
MIDLAND COUNTY JUVENILE CARE CENTER PHYSICIAN BID INSTRUCTIONS Receipt and Opening of Bids: All bids must be received on or before Thursday, September 27, 2018 at 2:00pm. All Bids must be delivered to Denise L. Mason, Midland County Procurement & Contract Administrator, 3 rd Floor, Room 360, Finance Department, Midland County Services Building, 220 West Ellsworth Street, Midland MI 48640-5194. It will be the responsibility of the vendor/bidder that the bid submitted is received in a timely and proper manner. All Bids will be publicly opened on Thursday, September 27, 2018 @ 2:10PM in the First Floor Conference Room at the address listed above. Submission of Bids: Bid proposals must be submitted in a sealed and clearly marked envelope with the name and address of vendor/bidder, date and hour of opening and name of project on the envelope. Any bid received after the advertised deadline shall be returned to the bidder unopened. This applies to bids sent by mail as well as those delivered. Any vendor/bidder may withdraw his bid by written request at anytime prior to the advertised time for opening. Telegraphic and email bids are not acceptable and telephone, telegraphic and electronic amendments or withdraws will not be accepted under any circumstances. Negligence on the part of the bidder/vendor in preparing the bid confers no rights for withdraw of the bid after it has been opened. Proposals received prior to the deadline will be securely kept unopened. No responsibility will attach to an officer or person for the premature opening of a bid not properly addressed and identified. There may be one or more amendments to this Invitation to Bid. These amendments will be posted on the Midland County website at http://co.midland.mi.us. It will be the responsibility of the vendor to check for these amendments. 3
Questions relating to bid procedures should be addressed to Denise L. Mason, Procurement & Contracts Administrator at 989-832-6865. Questions relating to bid specifications should be addressed to Michelle Horn, Director of Midland County Juvenile Care Center at 989-837-6086 or by email at mhorn@co.midland.mi.us. Contents of Bid Package: Bids must be submitted on printed forms furnished by Midland County. Voluntary alternatives or additional product information may be attached to the bid form if necessary. Please include one (1) original and three (3) copies of your bid proposal. Bids must contain bidder s complete name, address, telephone, email address, and facsimile numbers. The bid must be signed in ink and stated by an authorized representative of your company. All questions on the bid response questionnaire must be answered in detail. All erasures or corrections to pricing information must be initialed in ink. Incurred Costs/Disclaimer: The County of Midland will not be liable in any way for any costs incurred by respondents in replying to this bid request. The County of Midland does not guarantee a contract as a result of this Invitation to Bid. Award: The Midland County Board of Commissioners may make award to the responsible submitter whose proposal is the most advantageous to the County of Midland based upon the recommendations of staff and/or representatives reviewing the proposal. Taxes: The County of Midland is exempt from Federal Excise and Michigan State Sales Taxes by law and such taxes shall not be included in bid prices. The County will provide documentation of exemption upon request. Owner s Rights: The County of Midland reserves the right: o To waive minor technical deficiencies and irregularities, or both in the requests for proposals, the process of requesting or receiving the proposals, or the proposals received from submitters. o To request clarification of all or any portion of a proposal from any or all of the submittals received in response to a request for qualification or 4
proposal, or both, from any or all of the submitters. o To acceptor request any or all proposals as determined by the County, in its sole discretion, for any reason including but not limited to the rejection and disqualification from consideration any or all submissions that the County may, in its sole discretion, deem inaccurate, misleading, exaggerated or unresponsive to the information requested. o To accept the firms that, in its sole judgment, meet the needs of the County, and best serve its overall interests. Insurance Requirements: A copy of your current insurance must be included with your bid proposal. The contractor, and any and all of their subcontractors, shall not commence work under this contract until they have obtained the insurance required under this paragraph. All coverage shall be with insurance companies licensed and admitted to do business in the State of Michigan. All coverages shall be with insurance carriers acceptable to Midland County. 1. Workers Compensation Insurance: The Contractor shall procure and maintain during the life of this contract, Workers Compensation Insurance, including Employers Liability Coverage, in accordance with all applicable statutes of the State of Michigan. 2. Commercial General Liability Insurance: The Contractor shall procure and maintain during the life of this contract, Commercial General Liability Insurance on an Occurrence Basis with limits of liability not less than $300,000 per occurrence and aggregate. Coverage shall include the following extensions: (A) Contractual Liability; (B) Products and Completed Operations; (C) Independent Contractors Coverage; (D) Broad Form General Liability Extensions or equivalent, if not already included ; (E) Deletion of all Explosion, Collapse, and Underground (XCU) Exclusions, if applicable. 3. Motor Vehicle Liability: The Contractor shall procure and maintain during the life of this contract Motor Vehicle Liability Insurance, including Michigan No-Fault Coverages, with limits of liability not less than $300,000 per occurrence combined single limit for Bodily Injury, and Property Damage. Coverage shall include all owned vehicles, all non-owned vehicles, and all hired vehicles. 4. Additional Insured: Commercial General Liability, as described above, shall include an endorsement stating that the following shall be Additional Insureds: Midland County, all elected and appointed officials, all employees and volunteers, all boards, commissions, and/or authorities and board members, including employees and volunteers thereof. 5
5. Cancellation Notice: Workers Compensation Insurance, Commercial General Liability Insurance, and Motor Vehicle Liability Insurance, as described above, shall include an endorsement stating the following: It is understood and agreed that Thirty (30) days Advance Written Notice of Cancellation, Non-Renewal, Reduction, and/or Material Change shall be sent to: (Ms. Denise Mason, Midland County, 220 W. Ellsworth Street, MI,48640-5194). 6. Proof of Insurance Coverage: The Contractor shall provide Midland County at the time that the contracts are returned by him/her for execution, certificates and policies as listed below: a. Two (2) copies of Certificate of Insurance for Workers Compensation Insurance; b. Two (2) copies of Certificate of Insurance for Commercial General Liability Insurance; c. Two (2) copies of Certificate of Insurance for Vehicle Liability Insurance; d. Original Policy, or original Binder pending issuance of policy, for Owners & Contractors Protective Liability Insurance. e. If so requested, Certified Copies of all policies mentioned above will be furnished. 7. If any of the above coverage s expire during the term of this contract, the Contractor shall deliver renewal certificates and/or policies to Midland County at least ten (10) days prior to the expiration date. Other insurance requirement language that may be used in specific situations. Professional Liability: The contractor shall procure and maintain during the life of this contract, Professional Liability insurance in an amount not less than $1,000,000 per occurrence and aggregate. If this policy is claims made form, then the contractor shall be required to keep the policy in force, or purchase tail coverage, for a minimum of 3 years after the termination of this contract. 6
MIDLAND COUNTY JUVENILE CARE CENTER PHYSICIAN BID SPECIFICATIONS The County of Midland respectfully requests your participation in submitting a bid for a Physician for the Juvenile Care Center. This physician must be licensed to conduct the practice of medicine in the State of Michigan. REQUIREMENTS AND RESPONSIBILITIES: A. Provide a Doctor, duly licensed by the State of Michigan, to provide residents of the Juvenile Care Center with quality health care. B. The Provider and/or Doctor shall provide the following services to the Midland County Juvenile Care Center: 1. Work closely with nursing professionals (contractors) and the Juvenile Center administration to ensure the physical well-being of all Center residents. 2. Provide consultation and clinical support to on-site nursing professional regarding necessary treatments, medications and office visits, provide review and consultation of Center health standards, protocols, policies and practices, 3. Review health services provided to the County Juvenile Care Center at last once a month and to make recommendations to cause health services delivered at the Juvenile Care Center to conform with those health delivery policies and procedures developed for the Juvenile Care Center 4. Make analysis of current health care delivery service and recommendations for improvement of same at quarterly meetings to be attended by the Provider and/or Doctor, representative of the Juvenile Care Center. Said meetings to be held on the first Wednesday in January, April, July and October. 5. Approve or conduct, or both, appropriate training for personnel delivering health services to the Juvenile Care Center. 6. Cause a resident sick call to be held at least a minimum of three times per week by health personnel approved by the Doctor and the Juvenile Care Center director or his/her designee. 7
7. Conform to such security regulations as the Juvenile Care Center s determination are necessary to protect the health personnel and Juvenile Care Center employees. 8. Ability to respond by telephone to Center nursing call for assistance. The response needs to be within 30 minutes from the time the call was made. 9. Compliance with HIPPA law and all applicable acts under HIPPA. 10. Length of contract will be one year with possibility of one year renewal extensions. C. The Provider and Doctor will abide by all statutes, ordinances, rules and regulations pertaining to regulating the provision of Provider and/or Doctor s services. Said compliance shall include, but not be limited to: Title VII of the Civil Rights Act of 1964, the Regulations of the U.S. Department of Health and Human Services issued thereunder, and Section 504 of the Michigan Rehabilitation Act of 1973, the Michigan Handicappers Civil Rights Act (1976 PA 200), The Elliot-Larson Civil Rights Act (1976 PA 453) and the Rule of Michigan Civil Rights Commission which have been promulgated and adopted pursuant to the requirements of the Administrative Procedures Act (1969 PA 306) as Amended. D. With regard to the Health Insurance Portability and Accountability Act, the Provider and/or Doctor s compliance shall include, but not be limited to protection of covered health data and information from illegal disclosure; appropriate use of health data and information; and the existence of written policies and procedures addressing required compliance with HIPAA. The parties agree that compliance with HIPAA is mandatory and that failure to comply with the requirements of HIPAA and the contract concerning HIPAA may result in the immediate termination of the Agreement. E. The Provider and Doctor agree to keep in force a general liability insurance policy of $300,000 each, in addition to medical malpractice insurance coverage not less than $1,000,000 per occurrence. The County shall be listed as an additional insured and shall be provided a copy of Provider and Doctor s declaration sheet, as well as notice of cancellation of said policy at least 30 days before the effective date of said termination. Indemnification The Doctor will agree to hold harmless, indemnify and defend the County, its commissioners, officers, agents, employees, and volunteer workers against any and all claims, losses, damages or lawsuits arising out if, allegedly arising from or related to, his delivery of service hereunder. 8
Additional Information The County shall pay for the services provided hereunder on or about the end of the calendar moth after which the bills are received. The Doctor and the County will work together to devise and implement acceptable levels of health care to be delivered by other providers as needed. The Doctor and County will work together to assure that informed consent standards in the community will be observed and that proper authorization will be obtained before medical records are released. 9
QUESTIONAIRE (to be submitted with bid) Please answer each question as completely as possible. 1. Were grievances or complaints filed against the organization (not including discrimination)? 2. Were lawsuits or judgments filed? 3. Were there investigations of fraud, abuse, conflict of interest, Political activities, nepotism, or any criminal activities? 4. Was there a default or breach of contract? 5. Did this organization or a parent organization declare bankruptcy or go into receivership? 6. Were there any discrimination complaints or rulings against the agency? 10
COUNTY OF MIDLAND JUVENILE CARE CENTER PHYSICIAN BID SHEET Yearly cost for services: $ Cost of individual visit to Physicians office $ Firm Name: Doctor Name: Address: City State Zip Code Phone Number: Fax Number: Email address: Signature: Date: 11