2010-27526 Reso RESOLUTION NO. 2010 -27526
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE
CITY MANAGER PURSUANT TO REQUEST FOR PROPOSALS (RFP) NO. 46-
09/10 FOR A MEDICAL SERVICES PROVIDER FOR THE PROVISION OF
VARIOUS MEDICAL SERVICES THAT MAY BE REQUIRED BY THE CITY OF
MIAMI BEACH, AND OTHER LOCAL, STATE, AND FEDERAL LAWS;
AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS
WITH THE TOP - RANKED FIRM OF HEALTH CARE CENTER OF MIAMI, AND
SHOULD THE ADMINISTRATION NOT BE ABLE TO NEGOTIATE AN
AGREEMENT WITH THE TOP - RANKED FIRM, AUTHORIZING THE
ADMINISTRATION TO NEGOTIATE WITH THE SECOND - RANKED FIRM
OF JACKSON HEALTH SYSTEM; AND FURTHER AUTHORIZING THE MAYOR
AND CITY CLERK TO EXECUTE AN AGREEMENT UPON THE COMPLETION
OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION.
WHEREAS, the City has a need to establish an agreement with a professional
medical services provider to perform pre - employment physical examinations, drug and
alcohol testing, fitness for duty evaluations, and administer vaccines; and
WHEREAS, the City currently has an Agreement for these various medical
services with Mount Sinai Medical Center that will expire on November 30, 2010, with no
further options for renewal; and
WHEREAS, the Mayor and City Commission at its July 14, 2010 meeting,
authorized the Administration to issue an RFP for a medical services provider for the
provision of various medical services; and
WHEREAS, on July 28, 2010, RFP No. 46 -09/10 was issued, and notices sent to
over 30 firms, which resulted in the receipt of proposals from Health Care Center of Miami
and Jackson health System; and
WHEREAS, on September 24, 2010, the City Manager via Letter to Commission
No. 254 -2010 appointed an Evaluation Committee (the "Committee "), consisting of the
following individuals:
Heman Cardeno, Division Commander, Police Department
Julio Magrisso, Assistant Director, Parks and Recreation Department;
Rhonda McPherson, Assistant Director, Sanitation Division;
Chris Parrino, Division Chief, Fire Department;
Gabriel Paez, Unidad and Member of the City's Personnel Board;
Robin Porter, Administrator, Human Resources Department;
Adriana Valencia, Resident and Leadership Academy Graduate; and
WHEREAS, a site visit of each of the two Proposers was performed on Wednesday,
October 6, 2010, by representatives from the Human Resources Department and the
Procurement Division, all of whom were non - Committee members; and
WHEREAS, the Committee convened on October 12, 2010, and was provided with
an overview of the project, information relative to the City's Cone of Silence Ordinance, the
Government in the Sunshine Law, listened to presentations and participated in a question
and answer session with each of the Proposers, and discussed and evaluated the
proposals based on the evaluation criteria as outlined in the RFP; and
WHEREAS, the Committee unanimously ranked Health Care Center of Miami as
the top- ranked firm, and Jackson Health System as the second - ranked firm; and
WHEREAS, as a result of the Committee's concerns regarding Jackson Health
System, a motion was passed unanimously to recommend that the Administration
negotiate only with the top - ranked firm of Health Care Center of Miami; and
WHEREAS, upon reviewing the Committee's recommendation to only negotiate
with the top- ranked firm, and in light of Jackson Health System's overall capabilities, the
City Manager exercised his due diligence and is recommending to the City Commission
the decision he deems to be in the best interest of the City, and that the Commission
authorize the Administration to negotiate an agreement with the second- ranked firm of
Jackson Health System, if the Administration is unable to negotiate an agreement with the
top- ranked firm.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND THE CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission hereby accept the recommendation of the City Manager pertaining to the
ranking of proposals pursuant to Request for Proposals (RFP) No. 46- 09/10, for A Medical
Services Provider for the Provision of Various Medical Services That May be Required by
the City of Miami Beach, and Other Local, State, and Federal Laws; authorize the
Administration to enter into negotiations with the top- ranked firm of Health Care Center of
Miami; and should the Administration not be able to negotiate with the top - ranked firm,
authorize the Administration to negotiate with the second - ranked firm, Jackson Health
System; further authorizing the Mayor and City Clerk to execute an agreement upon
conclusion of successful negotiations by the Administration.
PASSED and ADOPTED this 0274 day of c r , 2010.
ATTEST:
PO
CITY CLERK OR
APPROVED AS TO
FORM & LANGUAGE
T:\AGENDA\2010 \October 27\ Consent\ MedicalServicesProviderReso.doc & FAH EXECUTION
Date
COMMISSION ITEM SUMMARY
Condensed Title:
A Resolution Accepting The City Manager's Recommendation Pertaining To The Ranking of Firms For A
Medical Services Provider, Authorizing The Administration To Enter Into Negotiations, And Authorizing The
Mayor And City Clerk To Execute An Agreement.
Key Intended Outcome Supported:
Control costs of payroll, including salary and fringes /Minimize Taxes /Ensure expenditure trends are
sustainable over the long term.
Supporting Data (Surveys, Environmental Scan, etc.): In the 2009 Community Satisfaction Survey,
among the four (4) areas of customer service measured, 85.5% of respondents agreed that "The
employees that assisted me were courteous and professional."
Issue:
I Shall the Commission Adopt the Resolution?
Item Summary/Recommendation:
The City has a need to establish an agreement with a professional medical services provider to perform
pre - employment physical examinations for new and prospective employees, drug and alcohol testing and
fitness for duty evaluations for current employees, and administer vaccines. The City currently has an
Agreement for these various medical services with Mount Sinai Medical Center that will expire on November
30, 2010, with no further options for renewal. The City seeks to retain the highest quality medical provider
services available.
The Mayor and City Commission at its July 14, 2010 meeting, authorized the Administration to issue an
RFP for a medical services provider for the provision of various medical services. RFP No. 46 -09/10 was
issued and sent to over 30 firms. Proposals were received from Health Care Center of Miami and Jackson
Health System.
An Evaluation Committee appointed by the City Manager reviewed, scored and ranked the proposals.
Based on the published evaluation criteria, the Committee Members unanimously ranked Health Care
Center of Miami as the top- ranked firm, and Jackson Health System as the second - ranked firm.
It is recommended that the Mayor and City Commission adopt the resolution.
Advisory Board Recommendation:
N/A
Financial Information:
Source of Amount Account
Funds:
1 $90,000 Risk Management Fund Acct No. 540 - 1791- 000355
2
1. 3
O ?P Total $90,000
Financial Impact Summary:
City Clerk's Office Legislative Tracking:
Gus Lopez ext 6641
Sign -Offs:
Dep j nt Director .'tant Ci Hager M - ager
RI ��L �� • H., i�'� ► � • s-1; i1 JMG ��f jj , 6 - T*
T:\AGENDA\2010\October 27 \ Consent\ MedicalServicesProviderSummary.doc
CI MIAMI BEACH AGENDA ITEM C 7 G-
DATE 10
1
6-- - MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Ma 4r Ma i Herre a Bower an • Members of the City Commission
FROM: Jor - M. Gonzalez, City Mana •- r
DATE: October 27, 2010
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE
CITY MANAGER PURSUANT TO REQUEST FOR PROPOSALS (RFP) NO. 46-
09/10 FOR A MEDICAL SERVICES PROVIDER FOR THE PROVISION OF
VARIOUS MEDICAL SERVICES THAT MAY BE REQUIRED BY THE CITY OF
MIAMI BEACH, AND OTHER LOCAL, STATE, AND FEDERAL LAWS;
AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH
THE TOP - RANKED FIRM OF HEALTH CARE CENTER OF MIAMI, AND
SHOULD THE ADMINISTRATION NOT BE ABLE TO NEGOTIATE AN
AGREEMENT WITH THE TOP - RANKED FIRM, AUTHORIZING THE
ADMINISTRATION TO NEGOTIATE WITH THE SECOND - RANKED FIRM
OF JACKSON HEALTH SYSTEM; AND FURTHER AUTHORIZING THE MAYOR
AND CITY CLERK TO EXECUTE AN AGREEMENT UPON THE COMPLETION
OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
FUNDING
$90,000 first year of Agreement.
Funding is available from Risk, Management Fund Account Number 540 - 1791 - 000355.
KEY INTENDED OUTCOMES SUPPORTED
Control costs of payroll, including salary and fringes /Minimize Taxes /Ensure expenditure
trends are sustainable over the long term.
BACKGROUND
The City has a need to establish an agreement with a professional medical services provider
to perform pre - employment physical examinations, drug and alcohol testing, and fitness for
duty evaluations, and administer vaccines.
The City currently has an Agreement for these various medical services with Mount Sinai
Medical Center that will expire on November 30, 2010, with no further options for renewal.
The City seeks to retain the highest quality medical provider services available. The selected
provider will provide a physician to serve as City Physician and Medical Review Officer
1
Commission Memorandum
October 27, 2010
RFP No.46- 09/10- Medical Services Provider
Page2of6
(MRO). The provider will provide other medical services as may be necessary or required by
the City and local, state and federal laws. The selected provider will also retain all related
medical records.
The Mayor and City Commission at its July 14, 2010 meeting, authorized the Administration
to issue an RFP for a professional medical services provider for the provision of medical
services as may be necessary or required by the City, and local, state and federal laws. The
new agreement with the selected provider would be for an initial term of two (2) years, with
three (3) additional one (1) one -year renewal options, by mutual agreement between both
parties.
RFP PROCESS
RFP No. 46 -09/10 was issued on July 28, 2010, and the Procurement Division e- mailed, as
well as uploaded the RFP to BidSync.com and BidNet, sending notifications to over 30 firms.
This outreach resulted in the receipt of two (2) proposals, one (1) from Health Care Center of
Miami and the other from Jackson Health System.
The incumbent medical services provider, Mount Sinai Medical Center, which has been
providing the services for the past five (5) years, did not submit a proposal. In performing its
due diligence, the Procurement Division requested on three (3) separate occasions that
Mount Sinai return the form enclosed in the RFP indicating the reason for not submitting a
proposal. In addition to the form being part of the RFP, Procurement also e- mailed the form
to the Mount Sinai contact person on two (2) of these occasions. No reply was received as
to why a proposal was not received from Mount Sinai.
On September 24, 2010, the City Manager via Letter to Commission No. 254 -2010
appointed an Evaluation Committee (the "Committee "), consisting of the following
individuals.
Hernan Cardeno Division Commander, Police Department
Julio Magrisso Assistant Director, Parks and Recreation Department
Rhonda McPherson Assistant Director, Sanitation Division
Chris Parrino Division Chief, Fire Department
Gabriel Paez Unidad and Member of the City's Personnel Board
Robin Porter HR Administrator, Human Resources Department
Adriana Valencia Resident and Leadership Academy Graduate
The City Manager selected Hernan Cardeno as chairperson of the Committee.
As a result of the responses to the RFP, and prior to the Evaluation Committee convening,
the Administration requested to participate in facility sites visits to Health Care Center of
Miami and Jackson Health System. These site visits were scheduled for October 6, 2010
and were attended by the following individuals:
Ramiro Inguanzo Director, Human Resources
Rafael Granado Assistant Director, Human Resources
Sue Radig HR Administrator I, Human Resources
Pamela Leja - Katsaris Senior Procurement Specialist
The Administration wanted to view the operation of each facility, the conveniences for the
employees and new hires, and the accommodations each facility has made or would be
Commission Memorandum
October 27, 2010
RFP No.46- 09/10- Medical Services Provider
Page3of6
willing to make to meet the demands of the City, including staffing, security and parking.
The first visit was to the Health Care Center of Miami, located at 400 Arthur Godfrey Road
(41 Street), Suite 510 in Miami Beach. This facility is currently utilized by the City for our
Worker's Compensation plan. Employees have provided positive feedback for thisfacility's
services and availability.
Upon arrival, the evaluation team verified the availability of parking and discovered two (2)
City Tots within a one (1) block radius. In addition, the facility does provide valet parking at
no cost to their patients.
The Health Care Center of Miami is strictly an Occupational Health Facility and only provides
care of occupational injuries, pre - employment and return to work physicals and drug
screenings. The office is staffed by a team of occupational health professionals all of which
are fully crossed trained in all the clinic functions to provide expedited care to their patients
and an on -site occupational medicine physician. Individuals are registered at the front desk
and within minutes are transferred to the appropriate treatment area and from what the team
could tell, within minutes of arrival.
Treatment rooms were clean and well equipped. The drug screening collection area
provided a private room for the employee to disrobe with the dry bathroom facilities directly
across the hall. The team did question security procedures for personal belongings and
firearms, both of which are deposited in a metal cabinet in the front of the facility with the key
held by one staff member. The team expressed concerns over the security of firearms and
were assured, if the awarded the City's contract, the facility would accommodate the City's
need for a individual, secured fire arm locker within the drug screening collection area, and
in sight of the employee.
The Health Care Center of Miami is not a 24 -hour facility. The office is open Monday
through Friday from 8:30 a.m. to 5:00 p.m., with the ability to schedule appointments before
or after their regular hours. In addition, they do have an additional facility in Medley, Florida
open Monday through Friday from 7:30 a.m. to 7:00 p.m. and on Saturdays from 9:00 a.m. to
5:00 p.m. which could also be used by the City. Should the City require a drug screening
after hours, a member of the Miami Beach staff is on call and would be available within 45
minutes of our call to perform the appropriate screening at their Miami Beach office.
Jackson Health System is located at 111 N.W. 1 Street in the ground floor of the Stephen
P. Clark Government Center in downtown Miami. The facility is new and will serve as the
first occupational health facility for Jackson Health System and a primary care health facility
for the employee members of the Jackson Health System's Medical Plan.
The team found locating the facility somewhat difficult. Parking was available at a cost
however the team was informed that parking would be validated for those parking in the City
of Miami Parking Garage.
The facility is open Monday through Friday from 7:00 a.m. to 5:00 p.m. The facility will serve
dual functions and is currently operating as a primary care facility and is scheduled to be
operational as an occupational health facility on December 1, 2010. The waiting room would
be shared, however, there was no mention if the treatment rooms would be shared between
their primary care and occupational health patients as well. The team was shown he
occupational health area which was all on one side of the facility. At the time of this site visit,
the occupational health rooms were not complete, most missing the appropriate testing
Commission Memorandum
October 27, 2010
RFP No.46- 09/10- Medical Services Provider
Page4of6
equipment.
Employees sent for drug screenings would disrobe in an area near the dry collection area.
When asked about security procedures for personal belongs and firearms, the team was told
the locking cabinet was not yet purchased and they would accommodate the City's need for
a individual, secured fire arm locker within the drug screening collection area, and in sight of
the employee.
This facility is not a 24 -hour facility. Should the City require a drug screening after hours,
City employees would need to go to Jackson's central laboratory located at the Jackson
Health System main campus on 1611 Northwest 12th Avenue.
The Committee convened on October 12, 2010, and was provided with an overview of the
project, information relative to the City's Cone of Silence Ordinance and the Government in
the Sunshine Law. The Committee listened to presentations and participated in a question
and answer session with each of the two (2) Proposers.
The Committee was instructed to score and rank each proposal pursuant to the evaluation
criteria established in the RFP, which was as follows, for a total possible 100 points:
• Ability to Provide All Requested Services Within the Designated Timeframes 15 points
• Cost of Services Provided 15 points
• Convenience of Obtaining Service and Proximity to Miami Beach 15 points
• Overall Reputation Within the Community 10 points
• Experience Level and Credentials of Assigned Staff 15 points
• Designated Contact Availability 5 points
• Appointment and Next Day Scheduling for Each Service 10 points
• Number of Appointments That Can Be Scheduled Daily for Each Service 15 points
Total: 100 points
The Committee discussed the proposals and proceeded to score as follows:
Committee Member Health Care Center of Miami Jackson Health System
Hernan Cardeno 89 (1) 55 (2)
Julio Magrisso 94 (1) 90 (2)
Rhonda McPherson 97 (1) 58 (2)
Chris Parrino 80 (1) 72 (2)
Gabriel Paez 90 (1) 50 (2)
Robin Porter 100 (1) 29 (2)
Adriana Valencia 100 (1) 80 (2)
The Committee unanimously ranked Health Care Center of Miami as the top - ranked firm.
Health Care Center of Miami is an occupational medical center with two (2) locations in
Miami -Dade County, one in Miami Beach and one in Medley. The Miami Beach location is
located at 400 Arthur Godfrey Road (41 Street). The Center currently provides the City of
Miami Beach with Workers' Compensation injury case services, and has existing and
ongoing relationships with various other Miami -Dade County municipalities.
The Center processes over 20,000 drug tests, performs 12,000 physical exams, treats over
Commission Memorandum
October 27, 2010
RFP No.46- 09/10- Medical Services Provider
Page5of6
6,000 injuries, and administers several hundred immunizations each year. Clients and
patients are seen at both locations on a walk -in and /or scheduled basis, with same day and
next day scheduling available. They have the ability to schedule after hours services on an
as- needed basis, including the provision of a mobile unit. The Miami Beach facility has free
valet parking available during regular business hours, as well as on- street parking, and a
City parking lot and garage within (1) one block of the facility.
City of Miami Beach employees attending Health Care Center of Miami with or without an
appointment will be part of their Fast Access Program, which includes immediate registration
at the front desk, followed by entering the patient services area to receive care, with wait
times of a few minutes.
The Committee articulated the major factors in recommending Health Care Center of Miami
include the location of the Miami Beach facility and ease of nearby parking; the Center's
experience in providing occupational health services; and their mobile unit capabilities to
perform various types of testing at City locations, if requested.
Jackson Health System, an integrated healthcare delivery system, consists of Jackson
Memorial Hospital; multiple primary care and specialty care centers; a variety of school-
based clinics serving many elementary, middle and high schools; two (2) long —term care
nursing facilities; six (6) Corrections Health Services clinics; a network of mental health
facilities; Holtz Children's Hospital; Jackson Rehabilitation Hospital; Jackson Mental Health
Hospital; Jackson North Medical Center; and Jackson South Community Hospital. It is also
home to the Ryder Trauma center, Miami -Dade County's only level 1 adult and pediatric
trauma center; and the UM /JM Burn center, one of the leading burn treatment centers in the
nation and the only one in South Florida.
Jackson Health System's Jackson Downtown Medical Center located at 111 N.W. 1 Street,
on the ground floor of the Stephen P. Clark Government Center, would be the primary facility
designated for servicing the City pursuant to award of an Agreement. This is a recent
addition to Jackson Health System, a newly renovated medical center, and is in process of
being equipped with entirely new and advanced equipment. There is a recently constructed
Miami Parking Authority garage adjacent to Jackson Downtown Medical Center, and all City
employees utilizing this garage while attending the Jackson facility would be provided with
free validated parking.
• The Committee expressed concerns regarding the location of the Jackson facility, as it was
not on Miami Beach, resulting in what could be perceived as a lengthy period of time to
commute to and from the facility, as well as any waiting and testing time. Although the doctor
that was brought on board last year by Jackson Health System has proven experience in
occupational health, the Committee had trepidation regarding the lack of occupational health
services experience of Jackson, raising concerns with the City being the initial client for
these types of services.
As a result of the Committee's concerns regarding Jackson Health System, a motion was
passed unanimously to recommend that the Administration negotiate only with the top-
ranked firm of Health Care Center of Miami.
CITY MANAGER'S DUE DILIGENCE
Upon reviewing the Committee's recommendation to only negotiate with the top - ranked firm,
and in light of Jackson Health System's overall capabilities, the City Manager exercised his
due diligence and is recommending to the City Commission the decision he deems to be in
Commission Memorandum
October 27, 2010
RFP No.46- 09/10- Medical Services Provider
Page 6 of 6
the best interest of the City. The City Manager is recommending that the Commission
authorize the Administration to negotiate an agreement with the second - ranked firm of
Jackson Health System, if the Administration is unable to negotiate an agreement with the
top- ranked firm.
CONCLUSION
The Administration recommends that the Mayor and City Commission approve the attached
resolution, which recommends the acceptance of the ranking of firms and authorizes the
Administration to enter into negotiations with the top- ranked firm of Health Care Center of
Miami and, if the Administration is unable to negotiate an agreement with the top- ranked
firm, authorize the Administration to negotiate with the second - ranked firm of Jackson Health
System; and further authorize the Mayor and City Clerk to execute an agreement upon the
completion of successful negotiations by the Administration.
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