C2A-Issue RFP Medical Services Provider For Pre And Post-Employment Services--··-··--·---
COMMISSION ITEM SUMMARY
Condensed Title:
REQUEST FOR APPROVAL TO ISSUE A REQUEST FOR PROPOSALS {RFP) FOR A MEDICAL
SERVICES PROVIDER FOR PRE AND POST-EMPLOYMENT SERVICES.
N/A
Item Summa /Recommendation:
The City currently utilizes the services of a medical services provider to perform pre-employment
physical examinations and post-employment drug and alcohol testing, fitness for duty
evaluations, and administer vaccines. To continue services upon the expiration of the current
agreement, the City needs to release an Request for Proposal (RFP) to seek proposals from
qualified parties.
The selected provider will provide a medical doctor licensed to practice in the State of Florida
and with the credentials to serve not only as the City physician but also as the Medical Review
Office for the City's pre-employment, random and reasonable suspicion drug and alcohol testing
programs. The provider will deliver other medical services as required by the City.
The City anticipates selecting one service provider to perform the requested services. However,
the City reserves the right to select additional providers if it is deemed to be in the best interest of
the City. The attached RFP contains a detailed description of the scope of services and
evaluation criteria.
RECOMMENDATION
Approve issuance of the RFP.
Advisory Board Recommendation:
IN/A
Financial Information:
Source of Amount
Funds: N/A
Total
Financial Impact Summary: N I A
Cit Clerk's Office Le islative Trackin
Account
N/A
Alex Denis, Ext. 7 490 -~----~----------------------------------~~
Si n~Offs:
Department Dir Assistant Cit
KGB
T:\AGENDA\20 14\March\Procurement\Request to Issue RFP 2014-127 -LR Medical Services for Pre Post-Employment
Services SUMMARY.doc
MIAMI BEACH
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AGENDA ITEM C.:< A
DATE ,!rS:/lf
MIAMI BEACH
City of Miami Beach, 1700 ConYention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.goY
COMMISSION MEMORANDUM
TO: Mayor Philip Levine and Member
FROM: Jimmy L. Morales, City Manager
DATE: March 5, 2014
SUBJECT: REQUEST FOR APPROVAL TO ISSUE A REQUEST FOR PROPOSALS (RFP)
FOR MEDICAL SERVICES PROVIDER FOR PRE AND POST-EMPLOYMENT
SERVICES
ADMINISTRATION RECOMMENDATION
Authorize the issuance of the RFP.
BACKGROUND
The City currently utilizes the services of a medical services provider to perform pre-
employment physical examinations and post-employment drug and alcohol testing, fitness
for duty evaluations, and administer vaccines. To continue services upon the expiration of
the current agreement, the City needs to release an Request for Proposal (RFP) to seek
proposals from qualified parties.
The selected provider will provide a medical doctor licensed to practice in the State of
Florida and with the credentials to serve not only as the City physician but also as the
Medical Review Office for the City's pre-employment, random and reasonable suspicion
drug and alcohol testing programs. The provider will deliver other medical services as
required by the City.
The City anticipates selecting one service provider to perform the requested services.
However, the City reserves the right to select additional providers if it is deemed to be in the
best interest of the City. The attached RFP contains a detailed description of the scope of
services and evaluation criteria.
MAJOR RFP REQUIREMENTS
1. MINIMUM QUALIFICATIONS
Please Reference Appendix C, Minimum Requirements and Specifications, RFP 2014-
127-LR, for Medical Services Provider(s).
2. SUBMITTAL REQUIREMENTS
Please Reference Section 0300, Proposal Submittal Instructions and Format, RFQ 2014-
127-LR, for Medical Services Provider(s).
3. CRITERIA FOR EVALUATION
Please Reference Section 0400, Evaluation I Selection Process, RFP 2014-127-LR, for
Medical Services Provider(s).
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RFP • Medical Services Provider for Pre and Post-Employment Services
March 5, 2014
Page 2 of2
CONCLUSION
The Administration recommends that the Mayor and City Commission authorize the
issuance of RFP 2014-127-LR for a Medical Services Provider(s) for Pre and Post-
Employment Services.
ATTACHMENTS
RFP 2014-127 -LR for Medical Services Provider for Pre and Post-Employment Services.
JLM~SCT/AD
T:\AGENDA\2014\March\Procurement\Request to Issue RFP 2014-127-LR Medical Services for Pre and Post-Employment
SeNices MEMO.doc
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REQUEST FOR PROPOSALS (RFP)
TITLE: MEDICAL SERVICES FOR PRE AND POST-EMPLOYMENT SERVICES
SOLICITATION No. 2014-127-LR
RFP ISSUANCE DATE: MARCH 6, 2014
PROPOSAL DUE DATE: APRIL 4, 2014@ 3:00PM
ISSUED BY: LOURDES RODRIGUEZ
(9 MIAMI BEACH
Lourdes Rodriguez, CPPB, Procurement Coordinator
DEPARTMENT OF PROCUREMENT MANAGEMENT
1700 Convention Center Drive, Miami Beach, FL 33139
305.673.7000 x6263 I Fax: 786.373.40031 www.miamibeachfl.gov
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TABLE OF CONTENTS
SOLICITATION SECTIONS: PAGE
0100 NOT UTILIZED ........................................................................................................ N/A
0200 INSTRUCTIONS TO PROPOSERS & GENERAL CONDITIONS ................................ 3
0300 SUBMITTAL INSTRUCTIONS & FORMAT .................................................................. 7
0400 PROPOSAL EVALUATION ......................................................................................... 9
APPENrnCES: PAGE
APPENDIX A PROPOSAL CERTIFICATON, QUESTIONNAIRE AND AFFIDAVITS ........... .
APPENDIX B "NO PROPOSAL" FORM ............................................................................... .
APPENDIX C MINIMUM REQUIREMENTS & SPECIFICATIONS ...................................... ..
APPENDIX D SPECIAL CONDITIONS ............................................................................... ..
APPENDIX E COST PROPOSAL FORM ............................................................................ ..
APPENDIX F INSURANCE REQUIREMENTS .................................................................... .
RFP 20 14-1 27-LR 2
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SECTION 0200 INSTRUCTIONS TO RESPONDENTS & GENERAL CONDITIONS
1. GENERAL. This Request for Proposals (RFP) is issued by the City of Miami Beach, Florida (the "City"), as the
means for prospective proposers to submit their qualifications, proposed scopes of work and cost proposals (the
"proposal") to the City for the City's consideration as an option in achieving the required scope of services and
requirements as noted herein. All documents released in connection with this solicitation, including all appendixes
and addenda, whether included herein or released under separate cover, comprise the solicitation, and are
complementary to one another and together establish the complete terms, conditions and obligations of the
proposers and, subsequently, the successful proposer(s) (the "contractor[s]") if this RFP results in an award.
The City utilizes PublicPurchase (www.publicpurchase.com) for automatic notification of competitive solicitation
opportunities and document fulfillment, including the issuance of any addendum to this RFP. Any prospective
proposer who has received this RFP by any means other than through PublicPurchase must register immediately
with PublicPurchase to assure it receives any addendum issued to this RFP. Failure to receive an addendum
may result in disqualification of proposal submitted.
2. PURPOSE. Through this Request for Proposals, the City of Miami Beach, Florida (the "City") seeks proposals
from parties interested in providing the City with medical services as further detailed herein. The City has a need to
establish an agreement with a medical services provider to perform pre-employment physical examinations, drug
and alcohol testing, fitness for duty evaluations, and administer vaccines. The City seeks to retain the highest quality
services available. The selected provider will provide a medical doctor licensed to practice in the State of Florida and
with the credentials to serve not only as the City physician but also as the Medical Review Officer, as defined in the
U.S. Department of Transportation (DOT), Title 40, Code of Federal Regulations (CFR), Part 40. The provider will
deliver other medical services as required by the City and local, state and federal laws. The selected provider will
also retain all related medical records. The City anticipates selecting one service provider to perform the requested
services. However, the City reserves the right to select additional providers if it is deemed to be in the best interest of
the City.
3 SOLICITATION TIMETABLE The tentative schedule for this solicitation is as follows·
Solicitation Issued March 6, 2014
Pre-Submittal Meeting March 20, 2014
Deadline for Receipt of Questions March 24, 2014
Responses Due April 4, 2014
Evaluation Committee Review TBD
Respondent Presentations TBD
Tentative Commission Approval Authorizing May 2014
Negotiations
Contract Negotiations Following Commission Approval
4. PROCUREMENT CONTACT. Any questions or clarifications concerning this solicitation shall be submitted to the
Procurement Contact named herein, in writing, with a copy to the City Clerk's Office, Rafael E. Granado via e-mail:
RafaeiGranado@miamibeachfl.gov ; or facsimile: 786-394-4188. The Bid title/number shall be referenced on all
correspondence. All questions or requests for clarification must be received no later than seven (7) calendar days
RFP 2014-1 27-LR 3
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prior to the date proposals are due as scheduled in Section 0200-3. All responses to questions/clarifications will be
sent to all prospective proposers in the form of an addendum.
Procurement Contact: Telephone:
LOURDES RODRIGUEZ 305-673-7000, Extension 6652
5. PRE-PROPOSAL MEETING OR SITE VISIT(S). Only if deemed necessary by the City, a pre-proposal meeting or
site visit(s) may be scheduled. The details of pre-submittal meeting or site visit(s), if necessary, will be noted in
Appendix B, Minimum Requirements and Specifications.
6. PRE-PROPOSAL INTERPRETATIONS. Oral information or responses to questions received by prospective
proposers are not binding on the City and will be without legal effect, including any information received at pre-
submittal meeting or site visit(s). Only questions answered by written addenda will be binding and may supersede
terms noted in this solicitation.
7. CONE OF SILENCE. Pursuant to Section 2-486 of the City Code, all procurement solicitations once advertised
and until an award recommendation has been forwarded to the City Commission by the City Manager are under the
ucone of Silence." The Cone of Silence ordinance is available at
http://library.municode.com/index.aspx?clientiD=13097&stateiD=9&statename=Fiorida. Any communication or
inquiry in reference to this solicitation with any City employee or City official is strictly prohibited with the of exception
communications with the Procurement Director, or his/her administrative staff responsible for administering the
procurement process for this solicitation providing said communication is limited to matters of process or procedure
regarding the solicitation. Communications regarding this solicitation are to be submitted in writing to the
Procurement Contact named herein with a copy to the City Clerk at rafaelgranado@miamibeachfl.gov.
8. SPECIAL NOTICES. You are hereby advised that this solicitation is subject to the following
ordinances/resolutions, which may be found on the City Of Miami Beach website:
http ://web. miamibeachfl .gov/procurement/scroll. aspx?id=2351 0
• CONE OF SILENCE ................................................................... .
• PROTEST PROCEDURES ........................................................ ..
• DEBARMENT PROCEEDINGS .......................................... ..
• LOBBYIST REGISTRATION AND DISCLOSURE OF FEES ................. .
• CAMPAIGN CONTRIBUTIONS BY VENDORS...... . ............. ..
• CAMPAIGN CONTRIBUTIONS BY LOBBYISTS ON PROCUREMENT
ISSUES .................................................................................... .
• REQUIREMENT FOR CITY CONTRACTORS TO PROVIDE EQUAL
BENEFITS FOR DOMESTIC PARTNERS ................................... ..
• LIVING WAGE REQUIREMENT... ................................................ ..
• LOCAL PREFERENCE FOR MIAMI BEACH-BASED VENDORS ........ .
• PREFERENCE FOR FLORIDA SMALL BUSINESSES OWNED AND
CONTROLLED BY VETERANS AND TO STATE-CERTIFIED SERVICE-
DISABLED VETERAN BUSINESS ENTERPRISES ........................... .
• FALSE CLAIMS ORDINANCE .................................................... .
• ACCEPTANCE OF GIFTS, FAVORS & SERVICES ........................... ..
CITY CODE SECTION 2-486
CITY CODE SECTION 2-371
CITY CODE SECTIONS 2-397 THROUGH 2-485.3
CITY CODE SECTIONS 2-481 THROUGH 2-406
CITY CODE SECTION 2-487
CITY CODE SECTION 2-488
CITY CODE SECTION 2-373
CITY CODE SECTIONS 2-407 THROUGH 2-410
CITY CODE SECTION 2-372
CITY CODE SECTION 2-374
CITY CODE SECTION 70-300
CITY CODE SECTION 2-449
9. POSTPONEMENT OF DUE DATE FOR RECEIPT OF PROPOSALS. The City reserves the right to postpone the
deadline for submittal of proposals and will make a reasonable effort to give at least three (3) calendar days written
notice of any such postponement to all prospective proposers.
10. PROTESTS. Protests concerning the specifications, requirements, and/or terms; or protests after the proposal
due date in accordance with City Code Section 2-371, which establishes procedures for protested bids and proposed
RFP 2014-l 27-LR 4
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awards. Protests not submitted in a timely manner pursuant to the requirements of City Code Section 2-371 shall be
barred.
11. MIAMI BEACH-BASED VENDORS PREFERENCE. Pursuant to City of Miami Beach Ordinance No. 2011-3747,
a five (5) point preference will be given to a responsive and responsible Miami Beach-based proposer.
12. VETERAN BUSINESS ENTERPRISES PREFERENCE. Pursuant to City of Miami Beach Ordinance No. 2011-
3748, the City shall give a five (5) point preference to a responsive and responsible proposer which is a small
business concern owned and controlled by a veteran(s) or which is a service-disabled veteran business enterprise.
13. DETERMINATION OF AWARD. The final ranking results of Step 1 & 2 outlined in Section V, Evaluation of
Proposals, will be considered by the City Manager who may recommend to the City Commission the proposer(s)
s/he deems to be in the best interest of the City or may recommend rejection of all proposals. The City Manager's
recommendation need not be consistent with the scoring results identified herein and takes into consideration Miami
Beach City Code Section 2-369, including the following considerations:
(1) The ability, capacity and skill of the proposer to perform the contract.
(2) Whether the proposer can perform the contract within the time specified, without delay or
interference.
(3) The character, integrity, reputation. judgment, experience and efficiency of the proposer.
{4) The quality of performance of previous contracts.
{5) The previous and existing compliance by the proposer with laws and ordinances relating to the
contract.
The City Commission shall consider the City Manager's recommendation and may approve such recommendation.
The City Commission may also, at its option, reject the City Manager's recommendation and select another Proposal
or Proposals which it deems to be in the best interest of the City, or it may also reject all Proposals. Upon approval of
selection by the City Commission, negotiations between the City and the selected Proposer(s) will take place to
arrive at a mutually acceptable Agreement.
14. ACCEPTANCE OR REJECTION OF PROPOSALS. The City reserves the right to reject any or all proposals
prior to award. Reasonable efforts will be made to either award the Contract or reject all proposals within one-
hundred twenty (120) calendar days after proposals opening date. A proposer may not withdraw its proposals
unilaterally before the expiration of one hundred and twenty (120) calendar days from the date of proposals opening.
15. PROPOSER'S RESPONSIBILITY. Before submitting a Proposal, each Proposer shall be solely responsible for
making any and all investigations, evaluations, and examinations, as it deems necessary, to ascertain all conditions
and requirements affecting the full performance of the contract. Ignorance of such conditions and requirements,
and/or failure to make such evaluations, investigations, and examinations, will not relieve the Proposer from any
obligation to comply with every detail and with all provisions and requirements of the contract, and will not be
accepted as a basis for any subsequent claim whatsoever for any monetary consideration on the part of the
Proposer.
16. COSTS INCURRED BY PROPOSERS. All expenses involved with the preparation and submission of Proposals,
or any work performed in connection therewith, shall be the sole responsibility (and shall be at the sole cost and
expense) of the Proposer, and shall not be reimbursed by the City.
17. RELATIONSHIP TO THE CITY. It is the intent of the City, and Proposers hereby acknowledge and agree, that
the successful Proposer is considered to be an independent contractor, and that neither the Proposer, nor the
Proposer's employees, agents, and/or contractors, shall, under any circumstances, be considered employees or
RFP 20 14-1 27-LR 5
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agents of the City.
18. TAXES. The City of Miami Beach is exempt from all Federal Excise and State taxes.
19. MISTAKES. Proposers are expected to examine the terms, conditions, specifications, delivery schedules,
proposed pricing, and all instructions pertaining to the goods and services relative to this RFP. Failure to do so will
be at the Proposer's risk and may result in the Proposal being non-responsive.
20. PAYMENT. Payment will be made by the City after the goods or services have been received, inspected, and
found to comply with contract, specifications, free of damage or defect, and are properly invoiced.
21. PATENTS & ROYAL TIES. Proposer shall indemnify and save harmless the City of Miami Beach, Florida, and its
officers, employees, contractors, and/or agents, from liability of any nature or kind, including cost and expenses for,
or on account of, any copyrighted, patented, or unpatented invention, process, or article manufactured or used in the
performance of the contract, including its use by the City of Miami Beach, Florida. If the proposer uses any design,
device or materials covered by letters, patent, or copyright, it is mutually understood and agreed, without exception,
that the bid prices shall include all royalties or cost arising from the use of such design, device, or materials in any
way involved in the work.
22. MANNER OF PERFORMANCE. Proposer agrees to perform its duties and obligations in a professional manner
and in accordance with all applicable Local, State, County, and Federal laws, rules, regulations and codes. Lack of
knowledge or ignorance by the proposer with/of applicable laws will in no way be a cause for relief from
responsibility. Proposer agrees that the services provided shall be provided by employees that are educated, trained,
experienced, certified, and licensed in all areas encompassed within their designated duties. Proposer agrees to
furnish to the City any and all documentation, certification, authorization, license, permit, or registration currently
required by applicable laws, rules, and regulations. Proposer further certifies that it and its employees will keep all
licenses, permits, registrations, authorizations, or certifications required by applicable laws or regulations in full force
and effect during the term of this contract. Failure of proposer to comply with this paragraph shall constitute a
material breach of this contract.
Where contractor is required to enter or go on to City of Miami Beach property to deliver materials or perform work or
services as a result of any contract resulting from this solicitation, the contractor will assume the full duty, obligation
and expense of obtaining all necessary licenses, permits, and insurance, and assure all work complies with all
applicable laws. The contractor shall be liable for any damages or loss to the City occasioned by negligence of the
proposer, or its officers, employees, contractors, and/or agents, for failure to comply with applicable laws.
23. SPECIAL CONDITIONS. Any and all Special Conditions that may vary from these General Terms and
Conditions shall have precedence.
24. ANTI-DISCRIMINATION. The proposer certifies that he/she is in compliance with the non-discrimination clause
contained in Section 202, Executive Order 11246, as amended by Executive Order 11375, relative to equal
employment opportunity for all persons without regard to race, color, religion, sex or national origin.
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25. DEMONSTRATION OF COMPETENCY.
A. Pre-award inspection of the proposer's facility may be made prior to the award of contract.
B. Proposals will only be considered from firms which are regularly engaged in the business of providing the
goods and/or services as described in this solicitation.
C. Proposers must be able to demonstrate a good record of performance for a reasonable period of time, and
have sufficient financial capacity, equipment, and organization to ensure that they can satisfactorily perform the
services if awarded a contract under the terms and conditions of this solicitation.
D. The terms "equipment and organization", as used herein shall, be construed to mean a fully equipped and
well established company in line with the best business practices in the industry, and as determined by the City
of Miami Beach.
E. The City may consider any evidence available regarding the financial, technical, and other qualifications and
abilities of a proposer, including past performance (experience), in making an award that is in the best interest of
the City.
F. The City may require proposer s to show proof that they have been designated as authorized representatives
of a manufacturer or supplier, which is the actual source of supply. In these instances, the City may also require
material information from the source of supply regarding the quality, packaging, and characteristics of the
products to be supply to the City.
26. ASSIGNMENT. The successful proposer shall not assign, transfer, convey, sublet or otherwise dispose of the
contract, including any or all of its right, title or interest therein, or his/her or its power to execute such contract, to
any person, company or corporation, without the prior written consent of the City.
27. LAWS, PERMITS AND REGULATIONS. The proposer shall obtain and pay for all licenses, permits, and
inspection fees required to complete the work and shall comply with all applicable laws.
28. OPTIONAL CONTRACT USAGE. When the successful proposer (s) is in agreement, other units of government
or non-profit agencies may participate in purchases pursuant to the award of this contract at the option of the unit of
government or non-profit agency.
29. VOLUME OF WORK TO BE RECEIVED BY CONTRACTOR. It is the intent of the City to purchase the goods
and services specifically listed in this solicitation from the contractor. However, the City reserves the right to
purchase any goods or services awarded from state or other governmental contract, or on an as-needed basis
through the City's spot market purchase provisions.
30. DISPUTES. In the event of a conflict between the documents, the order of priority of the documents shall be as
follows:
A. Any contract or agreement resulting from the award of this solicitation; then
B. Addendum issued for this solicitation, with the latest Addendum taking precedence; then
C. The solicitation; then
D. The proposer's proposal in response to the solicitation.
RFP 26 14-1 27-LR 7
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31. INDEMNIFICATION. The contractor shall indemnify and hold harmless the City and its officers, employees,
agents and instrumentalities from any and all liability, losses or damages, including attorney's fees and costs of
defense, which the City or its officers, employees, agents or instrumentalities may incur as a result of claims,
demands, suits, causes of actions or proceedings of any kind or nature arising out of, relating to or resulting from the
performance of the agreement by the contractor or its employees, agents, servants, partners, principals or
subcontractors. The contractor shall pay all claims and losses in connection therewith, and shall investigate and
defend all claims, suits or actions of any kind or nature in the name of the City, where applicable, including appellate
proceedings, and shall pay all costs, judgments, and attorney's fees which may be incurred thereon. The contractor
expressly understands and agrees that any insurance protection required by this Agreement or otherwise provided
by the contractor shall in no way limit the responsibility to indemnify, keep and save harmless and defend the City or
its officers, employees, agents and instrumentalities as herein provided. The above indemnification provisions shall
survive the expiration or termination of this Agreement.
32. CONTRACT EXTENSION. The City reserves the right to require the Contractor to extend contract past the
stated termination date for a period of up to 120 days in the event that a subsequent contract has not yet been
awarded. Additional extensions past the 120 days may occur as needed by the City and as mutually agreed upon by
the City and the contractor.
33. FLORIDA PUBLIC RECORDS LAW. Proposers are hereby notified that all Bid including, without limitation, any
and all information and documentation submitted therewith, are exempt from public records requirements under
Section 119.07(1 ), Florida Statutes, and s. 24(a), Art. 1 of the State Constitution until such time as the City provides
notice of an intended decision or until thirty (30) days after opening of the bids, whichever is earlier. Additionally,
Contractor agrees to be in full compliance with Florida Statute 119.0701 including, but not limited to, agreement to
(a) Keep and maintain public records that ordinarily and necessarily would be required by the public agency in
order to perform the services; (b) provide the public with access to public records on the same terms and conditions
that the public agency would provide the records and at a cost that does not exceed the cost provided in this chapter
or as otherwise provided by law; (c) Ensure that public records that are exempt or confidential and exempt from
public records disclosure requirements are not disclosed except as authorized by law; (d) Meet all requirements for
retaining public records and transfer, at no cost, to the public agency all public records in possession of the
contractor upon termination of the contract and destroy any duplicate public records that are exempt or confidential
and exempt from public records disclosure requirements. All records stored electronically must be provided to the
public agency in a format that is compatible with the information technology systems of the public agency.
34. MODIFICATION/WITHDRAWALS OF PROPOSALS. A Proposer may submit a modified Proposal to replace all
or any portion of a previously submitted Proposal up until the Proposal due date and time. Modifications received
after the Proposal due date and time will not be considered. Proposals shall be irrevocable until contract award
unless withdrawn in writing prior to the Proposal due date, or after expiration of 120 calendar days from the opening
of Proposals without a contract award. Letters of withdrawal received after the Proposal due date and before said
expiration date, and letters of withdrawal received after contract award will not be considered.
35. EXCEPTIONS TO RFP. Proposers must clearly indicate any exceptions they wish to take to any of the terms in
this RFP, and outline what, if any, alternative is being offered. All exceptions and alternatives shall be included and
clearly delineated, in writing, in the Proposal. The City, at its sole and absolute discretion, may accept or reject any
or all exceptions and alternatives. In cases in which exceptions and alternatives are rejected, the City shall require
the Proposer to comply with the particular term and/or condition of the RFP to which Proposer took exception to (as
said term and/or condition was originally set forth on the RFP).
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36. ACCEPTANCE OF GIFTS, FAVORS, SERVICES. Proposers shall not offer any gratuities, favors, or anything of
monetary value to any official, employee, or agent of the City, for the purpose of influencing consideration of this
Proposal. Pursuant to Sec. 2-449 of the City Code, no officer or employee of the City shall accept any gift, favor or
service that might reasonably tend improperly to influence him in the discharge of his official duties.
Balance of Page Intentionally Left Blank
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SECTION 0300 PROPOSAL SUBMITTAL INSTRUCTIONS AND FORMAT
1. SEALED RESPONSES. One original Proposal {preferably in 3-ring binder) must be submitted in an opaque,
sealed envelope or container on or before the due date established for the receipt of bids. Additionally, ten (1 0}
bound copies and one (1) electronic format (CD or USB format) are to be submitted. The following information
should be clearly marked on the face of the envelope or container in which the bid is submitted: solicitation number,
solicitation title, proposer name, proposer return address. Proposals received electronically, either through email or
facsimile, are not acceptable and will be rejected.
2. LATE BIDS. Proposals are to be received on or before the due date established herein for the receipt of
Proposals. Any Proposal received after the deadline established for receipt of proposals will be considered
late and not be accepted or will be returned to proposer unopened. The City does not accept responsibility for
any delays, natural or otherwise.
3. PROPOSAL FORMAT. In order to maintain comparability, facilitate the review process and assist the Evaluation
Committee in review of proposals, it is strongly recommended that proposals be organized and tabbed in
accordance with the sections and manner specified below. Hard copy submittal should be tabbed as enumerated
below and contain a table of contents with page references. Electronic copies should also be tabbed and contain a
table of contents with page references. Proposals that do not include the required information will be deemed non-
responsive and will not be considered.
TAB 1 Cover Letter & Minimum Qualifications Re uirements
1.1 Cover Letter and Table of Contents. The cover letter must indicate Proposer and Proposer Primary Contact for the
purposes of this solicitation.
1.2 Proposal Certification, Questionnaire & Requirements Affidavit (Appendix A). Attach Appendix A fully
completed and executed.
1.3 Minimum Qualifications Requirements. Submit verifiable information documenting compliance with the minimum
qualifications requirements established in A endix C, Minimum Requirements and S ecifications.
TAB2 Experience & Qualifications
2.1 Qualifications of Proposing Firm. Submit detailed information regarding the firm's history and relevant experience
and proven track record of providing the scope of services similar as identified in this solicitation, including experience in
providing similar scope of services to public sector agencies. For each project that the proposer submits as evidence of
similar experience, the following is required: project description, agency name, agency contact, contact telephone &
email, and year(s) and term of engagement.
2.2 Qualifications of Proposer Team. Provide an organizational chart of all personnel and consultants to be used for
this project if awarded, the role that each team member will play in providing the services detailed herein and each team
members' qualifications. A resume of each individual, including education, experience, and any other pertinent
information, shall be included for each Proposal team member to be assigned to this contract.
2.3 Financial Capacity. Each proposer shall arrange for Dun & Bradstreet to submit a Supplier Qualification Report
(SQR) directly to the Procurement Contact named herein. No proposal will be considered without receipt, by the City, of
the SQR directly from Dun & Bradstreet. The cost of the preparation of the SQR shall be the responsibility of the
Proposer. The Proposer shall request the SQR report from D&B at:
https :1/su pp I ierporta l.dn b .com/webapp/wcs/stores/servlet/5 u pplierPortal ?storeld= 11696
Proposers are responsible for the accuracy of the information contained in its SQR. It is highly recommended
that each proposer review the information contained in its SQR for accuracy prior to submittal to the City and as
early as possible in the solicitation process. For assistance with any portion of the SQR submittal process,
contact Dun & Bradstreet at 800-424-2495.
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TAB3 Scope of Services Proposed, Approach and Methodolo
Submit detailed information addressing how proposer will achieve each portion of the scope of services and
technical requirements outlined in Appendix C, Minimum Requirements and Specifications.
Responses shall be in sufficient detail and include supporting documentation, as applicable, which will allow the
Evaluation Committee to complete a fully review and score the proposed scope of services.
TAB4 Approach and Methodolo y
Submit detailed information on how proposer plans to accomplish the required scope of services, including detailed
information, as applicable, which addresses, but need not be limited to: implementation plan, project timeline,
hasin options, testin and risk miti ation options for assurin pro·ect is implemented on time and within budget.
Note: After proposal submittal, the City reserves the right to require additional information from proposers (or
proposer team members or sub-consultants) to determine: qualifications (including, but not limited to, litigation
history, regulatory action, or additional references); and financial capability (including, but not limited to, annual
reviewed/audited financial statements with the auditors notes for each of their last two complete fiscal years).
RFP 2614-1 27-LR l I
33
~ /v\IAMI BEACH
SECTION 0400 PROPOSAL EVALUATION
1. Evaluation Committee. An Evaluation Committee, appointed by the City Manager, shall meet to evaluate each
Proposal in accordance with the requirements set forth in the solicitation. If further information is desired, Proposers
may be requested to make additional written submissions of a clarifying nature or oral presentations to the
Evaluation Committee. The evaluation of proposals will proceed in a two-step process as noted below. It is important
to note that the Evaluation Committee will score the qualitative portions of the proposals only. The Evaluation
Committee does not make an award recommendation to the City Manager. The results of Step 1 & Step 2
Evaluations will be forwarded to the City Manager who will utilize the results to make a recommendation to the City
Commission.
2. Step 1 Evaluation. The first step will consist of the qualitative criteria listed below to be considered by the
Evaluation Committee. The second step will consist of quantitative criteria established below to be added to the
Evaluation Committee results by the Department of Procurement Management. An Evaluation Committee, appointed
by the City Manager, shall meet to evaluate each Proposal in accordance with the qualifications criteria established
below for Step 1, Qualitative Criteria. In doing so, the Evaluation Committee may:
• review and score all proposals received, with or without conducting interview sessions; or
• review all proposals received and short-list one or more proposers to be further considered during
subsequent interview session(s) (using the same criteria).
Step 1 · Qualitative Criteria Maximum Points
Proposer Experience and Qualifications, including Financial Capability
Scope of Services Proposed
40
20
3. Step 2 Evaluation. Following the results of Step 1 Evaluation of qualitative criteria, the proposers may receive
additional quantitative criteria points to be added by the Department of Procurement Management to those points
earned in Step 1, as follows.
Step 2 · Quantitative Criteria
Cost Proposal 20
Miami Beach-Based Vendor Preference 5
5 Veterans Preference
TOTAL AVAILABLE STEP 2 POINTS 30
4. Cost Proposal Evaluation. The cost proposal points shall be developed in accordance with the following formula:
Sample Objective Formula for Cost
Vendor Vendor Example Maximum Formula for Calculating Points Total
Cost Allowable Points (lowest cost I cost of proposal Points
Proposal (Points noted are for being evaluated X maximum Awarded
illustrative purposes only. allowable points = awarded Actual points are noted
above.) points)
Round to
Vendor A $100.00 20 $100 I $100 X 20 = 20 20
VendorB $150.00 20 $100 I $150 X 20 = 13 13
Vendor C $200.00 20 $100 I $200 X 20 = 10 10
RFP 20 14-1 27-LR 12
34
~ MIAMI BEACH
5. Determination of Final Ranking. At the conclusion of the Evaluation Committee Step 1 scoring, Step 2
Points will be added to each evaluation committee member's scores by the Department of Procurement
Management. Step 1 and 2 scores will be converted to ran kings in accordance with the example below:
RFP 20 14-1 27-LR
Proposer A Proposer B Proposer C
* Final Ranking is presented to the City Manager for further due diligence and
recommendation to the City Commission. Final Ranking does not constitute
an award recommendation until such time as the City Manager has made his
recommendation to the City Commission, which may be different than final
ranking results.
35
l 3
APPENDIX A
~ MIAMI BEACH
Proposal Certification,
Questionnaire &
Requirements Affidavit
RFP 2014-127-LR
MEDICAL SERVICES
36
PROCUREMENT DIVISION
1700 Convention Center Drive
Miami Beach, Florida 33139
Solicitation No: Solicitation Title:
RFP 2014-127-LR MEDICAL SERVICES
Procurement Contact: Tel:
LOURDES RODRIGUEZ 305-673-7490, x6652
I Email:
LourdesRodriguez@MiamiBeachFL.gov
PROPOSAL CERTIFICATION, QUESTIONNAIRE & REQUIREMENTS AFFIDAVIT
Purpose: The purpose of this Proposal Certification, Questionnaire and Requirements Affidavit Form is to inform
prospective Proposers of certain solicitation and contractual requirements, and to collect necessary information from
Proposers in order that certain portions of responsiveness, responsibility and other determining factors and
compliance with requirements may be evaluated. This Proposal Certification, Questionnaire and Requirements
Affidavit Form is a REQUIRED FORM that must be submitted fully completed and executed.
1. General Proposer Information.
FIRM NAME:
No of Years in Business: I No of Years in Business Locally:
OTHER NAME(S) PROPOSER HAS OPERATED UNDER IN THE LAST 10 YEARS:
FIRM PRIMARY ADDRESS (HEADQUARTERS):
CITY:
STATE: I ZIP CODE:
TELEPHONE NO.:
TOLL FREE NO.:
FAX NO.:
FIRM LOCAL ADDRESS:
CITY:
STATE: I ZIP CODE:
PRIMARY ACCOUNT REPRESENTATIVE FOR THIS ENGAGEMENT:
ACCOUNT REP TELEPHONE NO.:
ACCOUNT REP TOLL FREE NO.:
ACCOUNT REP EMAIL:
FEDERAL TAX IDENTIFICATION NO.:
. . .. The City reserves the r1ght to seek addlbonal1nformat1on from proposer or other source(s), mclud1ng but not hm1ted to: any firm or principal
information, applicable licensure, resumes of relevant individuals, client information, financial information, or any information the City deems
necessary to evaluate the capacity of the proposer to perform in accordance with contract requirements.
37
Miami Beach
RFP2014-l27LR
Appendix A-Page 1
1. Miami Beach Based (Loct) Veldor. Is proposer claiming Miami Beach based firm status?
YES [=:J NO
SUBMITTAL REQUIREMENT: Proposers claiming Miami Beach vendor status shall submit a Business Tax Receipt issued by the
City of Miami Beach and the proof of residency requirement, as required pursuant to ordinance 2011-3747, to demonstrate thai the
Proposer is a Miami Beach Based Vendor.
2. Veteran Owned Business. Is proposer claiming a veteran owned business status?
c=J YES c=:J NO
SUBMITTAL REQUIREMENT: Proposers claiming veteran owned business status shall submit a documentation proving that firm
is certified as a veteran-owned business or a service-disabled veteran owned business by the State of Florida or United States
federal government, as required pursuant to ordinance 2011-3748.
3. Conflict Of Interest. All Proposers must disclose, in their Proposal, the name(s) of any officer, director, agent, or immediate family
member (spouse, parent, sibling, and child) who is also an employee of the City of Miami Beach. Further, all Proposers must
disclose the name of any City employee who owns, either directly or indirectly, an interest of ten (10%) percent or more in the
Proposer entity or any of its affiliates.
SUBMITTAL REQUIREMENT: Proposers must disclose the name(s} of any officer, director, agent, or immediate family member
(spouse, parent, sibling, and child) who is also an employee of the City of Miami Beach. Proposers must also disclose the name of
any City employee who owns, either directly or indirectly, an interest of ten (10%) percent or more in the Proposer entity or any of
its affiliates
4. References & Past Performance. Proposer shall submit at least three (3) references for whom the proposer has completed work
similar in size and nature as the work referenced in solicitation.
SUBMITTAL REQUIREMENT: For each reference submitted, the following information is required: 1) Firm Name, 2) Contact
Individual Name & Title, 3) Address, 4} Telephone, 5} Contact's Email and 6) Narrative on Scope of Services Provided.
5. Suspension, Debarment or Contract Cancellation. Has proposer ever been debarred, suspended or other legal violation, or had
a contract cancelled due to
1
non·prormance by ~lie sector agency?
YES L___j NO
SUBMITTAL REQUIREMENT: If answer to above is "YES," Proposer shall submit a statement detailing the reasons that led to
action(s).
6. Vendor Campaign Contributions. Proposers are expected to be or become familiar with, the City's Campaign Finance Reform
laws, as codified in Sections 2-487 through 2-490 of the City Code. Proposers shall be solely responsible for ensuring that all
applicable provisions of the City's Campaign Finance Reform laws are complied with, and shall be subject to any and all sanctions,
as prescribed therein, including disqualification of their Proposals, in the event of such non-compliance.
SUBMITTAL REQUIREMENT: Submit the names of all individuals or entities (including your sub-consultants) with a controlling
financial interest as defined in solicitation. For each individual or entity with a controlling financial interest indicate whether or not
each individual or entity has contributed to the campaign either directly or indirectly, of a candidate who has been elected to the
office of Mayor or City Commissioner for the City of Miami Beach.
7. Code of Business Ethics. Pursuant to City Resolution No.2000-23879, each person or entity that seeks to do business with the
City shall adopt a Code of Business Ethics ("Code") and submit that Code to the Procurement Division with its bid/response or
within five (5) days upon receipt of request. The Code shall, at a minimum, require the Proposer, to comply with all applicable
governmental rules and regulations including, among others, the conflict of interest, lobbying and ethics provision of the City of
Miami Beach and Miami Dade County.
SUBMITTAL REQUIREMENT: Proposer shall submit firm's Code of Business Ethics. In lieu of submitting Code of Business
Ethics, proposer may submit a statement indicating that it will adopt, as required in the ordinance, the City of Miami Beach Code of
Ethics, available at www.miamibeachfi.gov/procurement'.
38
Miami Beach
Miami Beach
RFP 2014-127-LR
Appendix A-Page 2
8. Living Wage. Pursuant to Section 2-408 of the Miami Beach City Code, as same may be amended from time to time, proposers
shall be required to pay all employees who provide services pursuant to this Agreement, the hourly living wage rates listed below:
• Commencing with City fiscal year 2012-13 (October 1, 2012), the hourly living rate will be $11.28/hr with health
benefits, and $12.92/hr without benefits.
The living wage rate and health care benefits rate may, by Resolution of the City Commission be indexed annually for inflation
using the Consumer Price Index for all Urban Consumers (CPI-U) Miami/Ft. Lauderdale, issued by the U.S. Department of Labor's
Bureau of Labor Statistics. Notwithstanding the preceding, no annual index shall exceed three percent (3%). The City may also, by
resolution, elect not to index the living wage rate in any particular year, if it determines it would not be f1scally sound to implement
same (in a particular year).
Proposers' failure to comply with this provision shall be deemed a material breach under this bid, under which the City may, at its
sole option, immediately deem said proposer as non-responsive, and may further subject proposer to additional penalties and
fines, as provided in the City's Living Wage Ordinance, as amended. Further information on the Living Wage requirement is
available at www.miamibeachfl.gov/procuremenU.
SUBMITTAL REQUIREMENT: No additional submittal is required. By virtue of executing this affidavit document, Proposer agrees
to the living wage requirement.
9. Equal Benefits for Employees with Spouses and Employees with Domestic Partners. When awarding competitively solicited
contracts valued at over $100,000 whose contractors maintain 51 or more full time employees on their payrolls during 20 or more
calendar work weeks, the Equal Benefits for Domestic Partners Ordinance 2005-3494 requires certain contractors doing business
with the City of Miami Beach, who are awarded a contract pursuant to competitive bids, to provide "Equal Benefits" to their
employees with domestic partners, as they provide to employees with spouses. The Ordinance applies to all employees of a
Contractor who work within the City limits of the City of Miami Beach, Florida; and the Contractor's employees located in the United
States, but outside of the City of Miami Beach limits, who are directly performing work on the contract within the City of Miami
Beach.
A. Does your company provide or offer access to any benefits to employees with spouses or to spouses of employees? c=J YES c:=J NO
B. Does your company provide or offer access to any benefits to employees with (same or opposite sex) domestic partners* or to
domestic partners of employees? CJ YES c=J NO
c. Please check all benefits that apply to your answers above and list in the "other" section any additional
benefits not already specified. Note: some benefits are provided to employees because they have a spouse or
domestic partner, such as bereavement leave; other benefits are provided directly to the spouse or domestic
partner, such as medical insurance.
BENEFIT Firm Provides for Firm Provides for Firm does not
Employees with Employees with Provide Benefit
Spouses Domestic Partners
Health
Sick Leave
Family Medical Leave
Bereavement Leave
If Proposer cannot offer a benefit to domestic partners because of reasons outside your control, (e.g., there are no insurance
providers in your area willing to offer domestic partner coverage} you may be eligible for Reasonable Measures compliance. To
comply on this basis, you must agree to pay a cash equivalent and submit a completed Reasonable Measures Application
(attached} with all necessary documentation. Your Reasonable Measures Application will be reviewed for consideration by the City
Manager, or his designee. Approval is not guaranteed and the City Manager's decision is final. Further information on the Equal
Benefits requirement is available at www.miamibeachfl.gov/procuremenU.
10. Public Entity Crimes. Section 287.133(2)(a), Florida Statutes, as currently enacted or as amended from time to time, states that a
person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit
a bid, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply
on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, proposals, or
39
Miami Beach
RFP 2014-127-LR
Appendix A -Page 3
replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or
consultant under a contract with any public entity; and may not transact business with any public entity in excess of the threshold
amount provided in s. 287.017 for CATEGORY TWO for a period of 36 months following the date of being placed on the convicted
vendor list.
SUBMITTAL REQUIREMENT: No additional submittal is required. By virtue of executing this affidavit document, proposer agrees
with the requirements of Section 287.133, Florida Statutes, and certifies it has not been placed on convicted vendor list.
11. Acknowledgement of Addendum. After issuance of solicitation, the City may release one or more addendum to the solicitation
which may provide additional information to proposers or alter solicitation requirements. The City will strive to reach every Proposer
having received solicitation through the City's a-procurement system, PublicPurchase.com. However, Proposers are solely
responsible for assuring they have received any and all addendum issued pursuant to solicitation. This Acknowledgement of
Addendum section certifies that the Proposer has received all addendum released by the City pursuant to this solicitation. Failure
to obtain and acknowledge receipt of all addendum may result in proposal disqualification.
Initial to Confirm Initial to Confirm Initial to Confirm
Receipt Receipt Receipt
Addendum 1 Addendum 6
Addendum 2 Addendum 7
Addendum 3 Addendum 8
Addendum 4 Addendum 9
Addendum 5 Addendum 10
. . If addrtronal confirmatron of addendum is required, submit under separate cover .
40
Addendum 11
Addendum 12
Addendum 13
Addendum 14
Addendum 15
Miami Beach
RFP 2014-127-LR
Appendix A-Page 4
DISCLOSURE AND DISCLAIMER SECTION
The solicitation referenced herein is being furnished to the recipient by the City of Miami Beach (the "City") for the recipient's convenience.
Any action taken by the City in response to Proposals made pursuant to this solicitation, or in making any award, or in failing or refusing to
make any award pursuant to such Proposals, or in cancelling awards, or in withdrawing or cancelling this solicitation, either before or after
issuance of an award, shall be without any liability or obligation on the part of the City.
In its sole discretion, the City may withdraw the solicitation either before or after receiving proposals, may accept or reject proposals, and
may accept proposals which deviate from the solicitation, as it deems appropriate and in its best interest. In its sole discretion, the City may
determine the qualifications and acceptability of any party or parties submitting Proposals in response to this solicitation.
Following submission of a Bid or Proposal, the applicant agrees to deliver such further details, information and assurances, including
financial and disclosure data, relating to the Proposal and the applicant including, without limitation, the applicant's affiliates, officers,
directors. shareholders, partners and employees, as requested by the City in its discretion.
The information contained herein is provided solely for the convenience of prospective Proposers. It is the responsibility of the recipient to
assure itself that information contained herein is accurate and complete. The City does not provide any assurances as to the accuracy of any
information in this solicitation.
Any reliance on these contents, or on any permitted communications with City officials, shall be at the recipient's own risk. Proposers should
rely exclusively on their own investigations, interpretations, and analyses. The solicitation is being provided by the City without any warranty
or representation, express or implied, as to its content, its accuracy, or its completeness No warranty or representation is made by the City
or its agents that any Proposal conforming to these requirements will be selected for consideration, negotiation, or approval.
The City shall have no obligation or liability with respect to this solicitation, the selection and the award process, or whether any award will be
made. Any recipient of this solicitation who responds hereto fully acknowledges all the provisions of this Disclosure and Disclaimer, is totally
relying on this Disclosure and Disclaimer, and agrees to be bound by the terms hereof. Any Proposals submitted to the City pursuant to this
solicitation are submitted at the sole risk and responsibility of the party submitting such Proposal.
This solicitation is made subject to correction of errors, omissions, or withdrawal from the market without notice. Information is for guidance
only, and does not constitute all or any part of an agreement.
The City and all Proposers will be bound only as, if and when a Proposal (or Proposals), as same may be modified, and the applicable
definitive agreements pertaining thereto, are approved and executed by the parties, and then only pursuant to the terms of the definitive
agreements executed among the parties. Any response to this solicitation may be accepted or rejected by the City for any reason, or for no
reason, without any resultant liability to the City.
The City is governed by the Government-in-the-Sunshine Law, and all Proposals and supporting documents shall be subject to disclosure as
required by such law. All Proposals shall be submitted in sealed bid form and shall remain confidential to the extent permitted by Florida
Statutes, until the date and time selected for opening the responses. AI that time, all documents received by the City shall become public
records.
Proposers are expected to make all disclosures and declarations as requested in this solicitation. By submission of a Proposal, the Proposer
acknowledges and agrees that the City has the right to make any inquiry or investigation it deems appropriate to substantiate or supplement
information contained in the Proposal, and authorizes the release to the City of any and all information sought in such inquiry or investigation.
Each Proposer certifies that the information contained in the Proposal is true, accurate and complete, to the best of its knowledge,
information, and belief.
Notwithstanding the foregoing or anything contained in the solicitation, all Proposers agree that in the event of a final unappealable judgment
by a court of competent jurisdiction which imposes on the City any liability arising out of this solicitation, or any response thereto, or any
action or inaction by the City with respect thereto, such liability shall be limited to $10,000.00 as agreed-upon and liquidated damages. The
previous sentence, however, shall not be construed to circumvent any of the other provisions of this Disclosure and Disclaimer which
imposes no liability on the City.
In the event of any differences in language between this Disclosure and Disclaimer and the balance of the solicitation, it is understood that
the provisions of this Disclosure and Disclaimer shall always govern. The solicitation and any disputes arising from the solicitation shall be
governed by and construed in accordance with the laws of the State of Florida.
41
Miami Beach
RFP 2014-127-LR
Appendix A-Page 5
PROPOSER CERTIFICATION
I hereby certify that I, as an authorized agent of the Proposer, am submitting the following information as my firm's
proposal; Proposer agrees to complete and unconditional acceptance of the terms and conditions of this document,
inclusive of this solicitation, all attachments, exhibits and appendices and the contents of any Addenda released hereto,
and the Disclosure and Disclaimer Statement; proposer agrees to be bound to any and all specifications, terms and
conditions contained in the solicitation, and any released Addenda and understand that the following are requirements
of this solicitation and failure to comply will result in disqualification of proposal submitted; Proposer has not divulged,
discussed, or compared the proposal with other Proposers and has not colluded with any other proposer or party to any
other proposal; proposer acknowledges that all information contained herein is part of the public domain as defined by
the State of Florida Sunshine and Public Records Laws; all responses, data and information contained in this proposal,
inclusive of the Pro osal Certification, Questionnaire and Re uirements Affidavit are true and accurate.
Name of Proposer's Authorized Representative: Title of Proposer's Authorized Representative:
Signature of Proposer's Authorized Representative: Date:
State of FLORIDA On this ~day of , 20_, personally
appeared before me who
County of ) stated that (s)he is the ____ _
of , a corporation, and that the instrument was signed in behalf of
the said corporation by authority of its board of directors and acknowledged said
instrument to be its voluntary act and deed. Before me:
Notary Public for the State of Florida
My Commission Expires: ______ _
42
Miami Beach
RFP 2014-127 LR
Appendix A -Page 6
APPENDIX B
''No Bid'' Form
RFP 2014-127-LR
MEDICAL SERVICES
PROCUREMENT DIVISION
1700 Convention Center Drive
Miami Beach, Florida 33139
~. . . . ..
Note: It is important for those vendors who have received notification of
Jhissolicitgtion 9ut b,gye d,~cid~d nqt .to r~spond, to complete ond Sl.Jbrnit
·the attached "Staternenfof No Bid." The "Statement of No Bid" provide's
the.hfity .\Nith joforrr)otioq. on )')ow. jo irr)proy~ thE:r solisitatign prsces~,
Failure to submit a "Statement of Ng Bid"· may result in not being notifieq
of futl.Jre solicitotions by the City.
43
Statement of No Bid
WE HAVE ELECTED NOT TO SUBMIT A PROPOSAL AT THIS TIME FOR
REASON(S) CHECKED AND/OR INDICATED BELOW:
Workload does not allow us to bid
_Insufficient time to respond
_ Specifications unclear or too restrictive
_Unable to meet specifications
_Unable to meet service requirements
_Unable to meet insurance requirements
_Do not offer this product/service
_OTHER. (Please specify)
We do _ do not_ want to be retained on your mailing list for future bids of this
type product and/or service.
Signature: _____________________ _
Title: ______________________ _
Legal Company Name: ________________ _
Note: Failure to respond, either by submitting a bid or this completed form, may
result in your company being removed from our vendors list.
PLEASE RETURN TO:
CITY OF MIAMI BEACH
DEPT. OF PROCUREMENT MANAGEMENT
ATTN: Lourdes Rodriguez
PROPOSAL #2014-127-LR
1700 Convention Center Drive
MIAMI BEACH, FL 33139
44
Miami Beach
RFP 2014-127-LR
Appendix B-Page 1
APPENDIX C
~ MIAMI EACH
Minimum Requirements
& Specifications
RFP 2014-127-LR
MEDICAL SERVICES
45
PROCUREMENT DIVISION
1700 Convention Center Drive
Miami Beach, Florida 33139
C1. Minimum Requirements. The Minimum Eligibility Requirements for this solicitation are listed
below. Proposer shall submit detailed verifiable information affirmatively documenting compliance
with each minimum requirement. Proposers that fail to comply with minimum requirements will be
deemed nan-responsive and will not be considered.
A. Proposer shall document at least five (5) years providing services similar to those
noted herein to at least one (1) public sector agency, state, county or municipal
government.
B. The provider shall have at least one facility within the City of Miami Beach.
C. Services must be available 7 days a week, 24 hours a day, 365 days a year.
C2. SCOPE OF SERVICES REQUIREMENTS. The City requires that the selected provider, at a
minimum, provide the following services:
A. GENERAL
1. The provider will order and review results of
• laboratory tests, x-rays, and other diagnostic tests or reports from other health
care providers;
• make recommendations as needed, if any, based on the standard of care in the
community and specific work related circumstances;
• review and make recommendations to the patient or the City, as appropriate,
regarding medical problems including, but not limited to:
• contagious diseases,
• clearances to return to work from sick leave,
• on-duty injuries,
• disability, and
• other medical issues as required
• provide reports and medical opinions when applicable; and
• counsel City employees and job applicants about personal medical conditions and
refer them for appropriate follow-up care when indicated.
2. The provider will supply the City with a primary contact or Project Manager who will be
assigned to address all questions and concerns of the City. This contact will be available for
pre-employment issues during normal business hours, Monday through Friday, 8:00 AM
through 5:00 PM.
3. A back-up contact will be designated in case the Project Manager is unavailable. The
designated back-up will be fully informed of all issues in all areas. All other staff providing
services under this contract will be properly informed and trained on procedures, forms,
changes and requirements. Any special instructions will be communicated to all staff.
4. All medical evaluation results will be reported to the City of Miami Beach Human Resources
Department within in forty-eight (48) hours from the time the applicant and/or employee is first
seen, test results or additional information received by the provider.
5. All services will be available seven (7) days a week, twenty-four (24) hours a day. The actual
service hours are subject to negotiation.
46
6. The City of Miami Beach will have the ability to schedule same day or next day appointments
with the provider for all services, if necessary.
7. The provider will offer convenient parking at no cost to applicants, employees, or the City for
individuals referred to the facility.
8. The provider will set up and utilize an electronic mail system compatible with the City's. If
requested by the City, all reports and other necessary communication will be through this
system.
9. The provider will use City forms where required. The provider will review their own forms with
the City and allow for changes, as needed.
10. The provider will assure that instruction, changes, and transfer of information and documents
will be only with those individuals designated by the City of Miami Beach Human Resources
Director.
11. Immediate notification will be made to designated City staff of "no-shows" or any problems with
an individual's cooperation or compliance.
12. The provider will give applicants deadlines for follow-up as needed and as called for by City
policy.
13. Individuals referred to the provider for reasonable suspicion or post-accident alcohol and/or
drug testing must nat have a waiting time that exceeds thirty (30) minutes.
14. The provider will assure confidentiality of all records, information and correspondence, verbal,
electronic and written.
15. The provider will offer applicants and employees locked, secure boxes for private articles and
police weapons.
16. The provider will submit a quarterly utilization summary report to the City.
B. COMPREHENSIVE PHSICAL EXAMINATION AND DRUG TESTING FOR PRE·
EMPLOYMENT AND PROMOTIONS
Based on the physical requirements of the job descriptions provided by the City, the provider
will conduct physical examinations and drug/alcohol pre-employment and promotional testing.
Results of the applicants' physical examinations will be reported to the City of Miami Beach
Human Resources Director's designee within forty-eight (48) hours after applicants are seen
for results of their tuberculosis PPD test.
The provider will permit at least ten ( 1 0) appointments per day and provide capacity for up to
twenty (20) appointments per day with three (3) days advance notice from the City.
The City will have the ability to schedule same day or next day appointments for pre-
employment examinations.
Tuberculosis PPD tests are to be read by the medical doctor. Positive test results will be
handled by the medical doctor and will not be referred to the Department of Health or other
facility unless agreed to in writing by the City. In any case, there will be no additional charge to
47
the applicant for this service.
Police Officer and Firefighter applicant physical examinations must include tests for evidence
of heart disease, evidence of AIDS or HIV, hepatitis, pulmonary tuberculosis, or meningococcal
meningitis.
C. MEDICAL RECORDS
The provider will maintain medical records for all city employees and applicants. These files
are to include medical records regarding injuries and accidents in accordance with all state and
federal laws, as applicable. When requested by the City of Miami Beach Human Resources
Director or her designee, the provider will make medical records available within twenty-four
(24) hours of request. Medical records may only be released to the City of Miami Beach
Human Resources Director, Risk Management Director, or their designees. All requests and
designee assignments must be made and accepted in writing only (email is acceptable). The
selected provider, if different from the current provider, will obtain all records from the current
provider and will maintain such records.
If and when this contract is awarded to another provider, all open medical and other records
related to this contract will be delivered to the new provider within thirty (30) days of the
expiration of the current provider's contract. The provider will give copies of closed records
within twenty-four hours of the request.
D. PSYCHIATRIC SERVICES
The provider may be requested to attend staff conferences, conduct on-site training, observe
new police officers and firefighters or evaluate employees referred by the City and provide
expert opinion, recommendations and reports related to the employees' psychological or
psychiatric evaluation.
The provider may be requested to conduct stress-reduction meetings to police personnel
spouses and other employees and their respective spouses or life partners, as referred by the
City.
E. IMMUNIZATION PROGRAM
The provider will administer an intradermal test for Tuberculosis exposure on all applicants. A
chest x-ray may be done in lieu of an intradermal test for Tuberculosis.
The provider will administer a Tetanus Toxoid Booster immunization to Police Officers,
Firefighters, Waste Collectors, and Parks personnel. This may include other occupations
depending on the job description or specification and individual circumstances.
The provider will administer Hepatitis B vaccine to those City employees with a potential risk
exposure to infected blood or body fluids as determined by the City.
The provider will administer other vaccines such as measles, mumps and rubella, and any
additional vaccines as required by local, state or federal requirements or by industry
recommendations, guidelines or best practices.
48
The provider will administer and make available anti-viral medication against the AIDS virus for
emergency responders according to current federal guidelines. These medications must be
given within two hours of a significant exposure. Employees must have access to the
administration of this anti-viral medication on a twenty-our (24) hour basis.
The provider will test Fire and Police Department employees for the HIV/AIDS virus to
establish a baseline and perform other tests as required by the City pursuant to the terms and
conditions of employment agreed to between the City and any of the bargaining units
representing employees.
F. DRUG & ALCOHOL TESTING PROGRAM
The provider will have the ability to conduct a Drug and Alcohol Testing Program as required
by local, state, and federal laws and regulations. This includes having access to a certified
Substance Abuse Professional, Breath Alcohol Technician, and Medical Review Officer as
defined by the U.S. Department of Transportation (DOT), Title 49 Code of Federal Regulations
(CFR), Part 40.
The provider will conduct pre-employment drug and alcohol testing on all applicants as well as
conduct promotional drug and alcohol testing as requested. Employment or promotion into a
safety sensitive position requires testing before applicants actually perform any safety sensitive
functions for the first time.
The provider will test approximately 350 Fraternal Order of Police, Williams Nichols Lodge, No.
8 (FOP) bargaining unit employees, 60 Government Supervisors Association of Florida/OPEIU,
Local 100 (GSA) bargaining unit employees, 440 American Federation of State, County and
Municipal Employees, Local 1554 (AFSCME) and 190 International Association of Firefighters,
Local 1510 (IAFF) bargaining unit employees on an annual basis and conduct other random,
unannounced or reasonable suspicion drug and/or alcohol testing as may be specified by the
City.
The provider will test safety sensitive employees in positions that that require a commercial
driver licenses in accordance with Title 49 CFR, Part 40.
All alcohol and drug tests will be in compliance with procedures spelled out in 49 CFR, Part 40.
The provider will also conduct random or unannounced drug and alcohol testing on all other
City employees according to procedures set forth in Title 49 CFR, Part 40.
The provider will conduct post-accident drug and alcohol testing as determined by the City.
This requires provider availability twenty-four (24) hours a day, seven (7) days a week.
The provider will test employees when the City observes behavior or appearance that results in
a reasonable suspicion of drug use or abuse or alcohol use or misuse.
The provider will conduct return-to-duty and follow-up drug and alcohol testing on employees
who violate the City's drug free workplace standards, at intervals and frequency determined
solely by the City.
49
The provider will offer drug and alcohol testing services with licensed and certified personnel
and laboratories as required by local, state and federal law. The provider's drug and alcohol
testing services will be overseen by a Medical Review Officer (MRO).
The provider will conduct annual training for designated City employees on the Drug Free
Workplace Act, including training on signs and symptoms of drug and/or alcohol abuse, if
requested by the City.
The provider will ensure the proper and documented chain of custody during and after sample
collection and testing.
The provider will have private and appropriate facilities to conduct these tests. The provider
will offer locked, secured boxes for employees' personal items and police weapons.
G. FITNESS FOR DUTY EVALUATIONS
The provider will evaluate an employee's ability to continue employment in his or her current
capacity and assist in identifying what reasonable accommodation, if any, may make it
possible for the employee to remain in his or her current job. These evaluations may include a
physical examination, return-to-work evaluation, psychological and/or psychiatric evaluation,
and result in reports as requested by the City.
Evaluations are to be completed within two (2) working days of the request and on the same
day in case of an emergency. Results of the examination will be forwarded to the City within
twenty-four (24) hours of the appointment or receipt of test results, if any.
The provider will assist the City in evaluating and verifying Family Medical Leave requests, as
needed.
H. PERFORMANCE CRITERIA AND EVALUATION
Each month, the City will evaluate the provider's performance based on the scope of services
and feedback from employees, applicants and customer satisfaction by the Human Resources
Department. The criteria to be rated will include, but is not limited to, responsiveness to the
City's needs for pre-employment drug and alcohol screening, fitness for duty determinations,
communication on all required results and designated contact availability. The criteria to be
rated will change based upon the needs of the City.
If the City finds the provider to have Jess than 80% compliance with any one item within the
scope of services over a thirty (30) day period, the City may utilize a fifteen (15) day notice to
correct such default.
I. COMMUNICATION
The provider will set up and use an electronic email system compatible with the City's. All
reports and other necessary communication will be through this system. Any and all
associated costs with the set up will be absorbed by the provider.
50
The provider will have qualified personnel available during normal business hours to provide all
services including final physician sign-off for pre-employment examinations.
All test results under the scope of services and the agreement will be communicated only to
the Human Resources Director or her designee.
J. STAFFING
The provider's staffing level will be sufficient to deliver all services stated in the scope of
services and the agreement. The provider will increase staffing if unable to fully comply with
what has been stated herein.
K. FEES. Fee information must be submitted with the proposal. Notwithstanding any fee
schedule submitted, the City reserves the right to further negotiate fees with the successful
proposer. The proposers shall provide their fees for the following services:
a. STANDARD PRE-EMPLOYMENT PHYSICAL including:
1. Review of medical history/physical examination and consultation
2. Breath Alcohol Test
3. Urine Drug Screen -10 Panel
4. Hearing Screen/Whisper
5. Vision Screen
6. Tuberculin Skin Test
b. POLICE , FIREFIGHTER PRE-EMPLOYMENT PHYSICAL including:
1. Review of medical history/physical examination and consultation
2. Breath Alcohol Test
3. Urine Drug Screen -Panel (test panels include Amphetamines,
Barbituates, Benzodiazepines, Cannabinoid, Cocaine Metabolite,
Methaqualone, Opiates, Phencyclidine, Methadone, and
Propoxyphene.)
4. Comprehensive Blood Cell counts
5. Comprehensive Blood Chemistries
6. Comprehensive Lipid Panel
7. Comprehensive HIV/AIDS
8. Comprehensive Hepatitis B and C titer
9. Comprehensive Urinalysis
10. Nasal Swab Culture
11. Hem Cult {40 years and over)
12. Visual Exam, (acuity+depth+color+visual fields)
13. Glaucoma Screen (40 years and older)
14. Comprehensive Pulmonary Function Test
15. Tuberculin Skin Test
16. OSHA compliant PA and LAT (if medically indicated)
51
-----
17. Chest X-ray with Cardiologic Interpretation
c. IMMUNIZATION SERVICES to include:
1. Tetanus Toxoid Booster
2. Hepatitis 8 Vaccination (complete series of 3)
3. Hepatitis A&B Vaccination {complete series of 3)
4. Measles, Mumps and Rubella
5. Anti viral medication for HIV/AIDS exposure (3 day supply)
d. EKG
e. FITNESS FOR DUTY EVALUATIONS
f. RANDOM, REASONABLE SUSPICION, RETURN TO WORK AND POST-
ACCIDENT DRUG AND ALCOHOL TESTING INCLUDING CONSULTATION
WITH THE MEDICAL REVIEW OFFICER AND EVALUATION BY THE
SUBSTANCE ABUSE PROFESSIONAL PURSUANT TO DOT
REQUIREMENTS
g. RESPIRATOR REVIEW AND CLEARANCE
h. MOBIL UNIT
52
APPENDIX D
--MIAMI
Special Conditions
RFP 2014-127-LR
MEDICAL SERVICES
53
PROCUREMENT DIVISION
1700 Convention Center Drive
Miami Beach, Florida 33139
1. TERM OF CONTRACT. The contract shall commence upon the date of notice of award
and shall be effective for a period of two (2) years.
2. OPTIONS TO RENEW. The City will have the option to extend for three (3) additional
one (1) year periods.
3. PRICES. All prices shall be negotiated with the selected proposer(s).
54
Miami Beach
RFP 2014-127-LR
Appendix D-Page 1
APPENDIX E
~ MIAMI BEACH
Cost Proposal Form
RFP 2014-127-LR
MEDICAL SERVICES
55
PROCUREMENT DIVISION
1700 Convention Center Drive
Miami Beach, Florida 33139
APPENDIX A
COST PROPOSAL FORM
Failure to submit Appendix A, Cost Proposal Form, in its entirety and fully executed by the deadline established
for the receipt of proposlals will result in proposal bein deemed non-responsive and bein rejected.
Proposer affirms that the prices stated on the tender form below represents the entire cost of the items in full
accordance with the requirements of this RFP, inclusive of its terms, conditions, specifications and other
requirements stated herein, and that no claim will be made on account of any increase in wage scales,
material prices, delivery delays, taxes, insurance, cost indexes or any other unless a cost escalation provision
is allowed herein and has been exercised by the City Manager in advance. The Cost Proposal Form shall be
completed mechanically or, if manually, in ink. Cost Proposal Form completed in pencil shall be deemed
non-responsive. All corrections on the Cost Proposal Form shall be initialed.
Refer to Section 0500 -Fees (paragraph K) for a complete description of the services included on each
line item below.
Est.
Annual Total
Item Description Quantity U f M Unit Cost (Quant1ty x Unit_ Cost)
2
3
4
5
6
7
8
STANDARD PRE-EMPLOYMENT
PHYSICAL
POLICE, FIREFIGHTER PRE-
EMPLOYMENT PHYSICAL
IMMUNIZATION SERVICES
EKG
FITNESS FOR DUTY EVALUATIONS
RANDOM, REASONABLE SUPICION,
RETURN TO WORK AND POST -ACCIDENT
DRUG AND ALCOHOL TESTING
RESPIRATOR REVIEW AND CLEARANCE
MOBIL UNIT
237
80
350
5
7
516
3
4
Bidder's Affirmation
Company:
Authorized Representative:
Address:
Telephone:
Email:
Authorized Representative's Signature:
56
Each $
Each $
Each $
Each $
Each $
Each $
Each $
da $
$
$
$
$
$
$
$
$
TOTAL $
--
Miami Beach
RFP 2014-127-LR
Appendix E -Page 1
APPENDIX F
~ MIAMI BEACH
Insurance Requirements
RFP 2014-127-LR
MEDICAL SERVICES
57
PROCUREMENT DIVISION
1700 Convention Center Drive
Miami Beach, Florida 33139
XXX 1.
XXX2.
XXX 3.
4.
XXX5.
6.
XXX?.
XXX8.
XXX 9.
MIAMI BEACH
INSURANCE REQUIREMENTS
This document sets forth the minimum levels of insurance that the contractor is required to
maintain throughout the term of the contract and any renewal periods.
Workers' Compensation and Employer's Liability per the Statutory limits of the state of Florida.
Comprehensive General Liability (occurrence form), limits of liability $ 1 ,000,000.00 per occurrence for
bodily injury property damage to include Premises/ Operations; Products, Completed Operations and
Contractual Liability. Contractual Liability and Contractual Indemnity (Hold harmless endorsement
exactly as written in "insurance requirements" of specifications).
Automobile Liability-$1,000,000 each occurrence-owned/non-owned/hired automobiles included.
Excess Liability-$ .00 per occurrence to follow the primary coverages.
The City must be named as and additional insured on the liability policies; and it must be stated on the
certificate.
Other Insurance as indicated:
_ Builders Risk completed value
_ Liquor Liability
_ Fire Legal Liability
_Protection and Indemnity
_ Employee Dishonesty Bond
_ Other: Professional Liability
Thirty (30} days written cancellation notice required.
Best's guide rating B+:VI or better, latest edition.
The certificate must state the bid number and title
$ ___ .00
$ .00
$ .00
$ .00
$ .00
$ .00
The City of Miami Beach is self-insured. Any and all claim payments made from self-insurance are subject
to the limits and provisions of Florida Statute 768.28, the Florida Constitution, and any other applicable
Statutes.
58
Miami Beach
RFP 2014-l27lR
Appendix F -Page 1
THIS PAGE INTENTIONALLY LEFT BLANK
59