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HomeMy WebLinkAbout2005-25862 Reso '... RESOLUTION NO. 2005-25862 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE ADMINISTRATION TO ISSUE A REQUEST FOR PROPOSALS FOR THE PURPOSE OF OBTAINING (1) PHYSICAL EXAMINATIONS ON HIRES AND ON PROMOTIONS FOR CLASSIFICATIONS WHERE PHYSICAL DUTIES VARY GREATLY; (2) DRUG TESTS ON HIRES TO MAINTAIN A DRUG-FREE WORK ENVIRONMENT; (3) RETURN TO WORK CLEARANCE EVALUATIONS; (4) REHABILITATION EVALUATIONS; (5) ADMINISTRATION OF AN EMPLOYEE ASSISTANCE PROGRAM; (6) RETENTION OF ALL MEDICAL RECORDS; (7) EVALUATION OF APPLICANTS AND EMPLOYEES, AS REQUIRED BY THE CITY; (8) ADMINISTRATION OF VACCINES FOR CITY EMPLOYEES, AS NEEDED; (9) DESIGNATION OF THE CITY PHYSICIAN; (10) CONDUCT RANDOM DRUG AND ALCOHOL TESTING BASED ON THE FLORIDA DEPARTMENT OF TRANSPORTATION STANDARDS AND UNION CONTRACTS; AND (11) OTHER MEDICAL SERVICES, AS MAY BE NECESSARY ANDIOR REQUIRED BY THE CITY AND LOCAL, STATE AND FEDERAL LAWS. WHEREAS, on September 13, 2000, the Mayor and City Commission approved Resolution No. 2000-24067, authorizing a Professional Services Agreement with Sunshine Medical Center to provide the City with a professional and experienced provider to perform examinations on hires; on promotions for classifications where physical duties vary greatly; drug rehabilitation evaluations; administer an employee assistance program and other special services, as required by the City and local, State and Federal laws and regulations; maintain and retain all medical records; evaluate applicants and employees as required by the City; administer vaccines for city employees as needed; act as the designated City physician; conduct random drug and alcohol testing based on the Florida Department of Transportation standards and union contracts; and provide for other medical services as may be necessary (per Agreement); and WHEREAS, the Agreement with Sunshine Medical Center commenced on October 1, 2000, for an annual fee of $166,140, for an initial one-year term, and four additional one-year renewal options; and WHEREAS, the Agreement expires on September 30, 2005. WHEREAS, it is imperative that these medical services be continued, uninterrupted. " NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and Commission hereby authorize the Administration to issue a Request for Proposals for the purpose of obtaining (1) physical examinations on hires and on promotions for classifications where physical duties vary greatly; (2) drug tests on hires to maintain a drug-free work environment; (3) return to work clearance evaluations; (4) rehabilitation evaluations; (5) administration of an employee assistance program; (6) retention of all medical records; (7) evaluation of applicants and employees, as required by the City; (8) administration of vaccines for City employees, as needed; (9) designation of the City physician; (10) conduct random drug and alcohol testing based on the Florida Department of Transportation standards and union contracts; and (11) other medical services, as may be necessary and/or required by the City and local, state and federal laws. PASSED AND ADOPTED THIS ,2005 ATTEST: ~C; p~ CITY CLERK Robert E. Parcher David Dermer APPROVED NJ TO FORM & LANGUAGE & FOR EXECUTION 41{~~~ L -(I-D) D8W T:\AGENDA \2005\Feb2305\Regular\RESO-MEDICAL-RFP-2005.doc CITY OF MIAMI BEACH COMMISSION ITEM SUMMARY m Condensed Title: Resolution for Issuance of RFP for Professional Services Provider to provide the City with those medical services as may be necessary and/or required by the City and local, state and federal laws. Issue: The City's current Professional Services Agreement with Sunshine Medical Center will expire on September 30, 2005. It is imperative that the City ensure the continuity of these medical services without interruption. Item Summary/Recommendation: The current Agreement with Sunshine Medical Center will expire on September 30, 2005. In order for the City to ensure the continuity of these medical services without interruption, the Administration recommends the issuance of an RFP for a provider of medical services Advisory Board Recommendation: I N/A Financial Information: Source of Amount Account ... ApPl'aved Funds: 1 166.140 540.1791.000355 D 2 3 ... 4. Finance Dept. Total Ci Clerk's Office Le islative Trackin : Mayra Diaz Buttacavoli, Director of Human Resources & Risk Management Si n-Ofts: Department Director Assistant City Manager anager ~. F:\HUMA\$aIl\COMM-SUMMARY\RFP for medical provider 2005 summary. doc AGENDA ITEM DATE C7G- r J.cJ--(}~ CITY OF MIAMI BEACH CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139 h :\\ci.miami-beach.f1.us TO: FROM: SUBJECT: COMMISSION MEMORANDUM Mayor David Dermer and Members of the City Commission Jorge Gonzalez ~ City Manager ~ C- DATE: April 20, 2005 A RESOLUTION TO THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA AUTHORIZING THE ADMINISTRATION TO ISSUE A REQUEST FOR PROPOSAL FOR THE PURPOSE OF OBTAINING (1) PHYSICAL EXAMINATIONS ON HIRES AND ON PROMOTIONS FOR CLASSIFICATIONS WHERE PHYSICAL DUTIES VARY GREATLY; (2) DRUG TESTS ON HIRES TO MAINTAIN A DRUG- FREE WORK ENVIRONMENT; (3) RETURN TO WORK CLEARANCE EVALUATIONS; (4) REHABILITATION EVALUATIONS; (5) ADMINISTRATION OF AN EMPLOYEE ASSISTANCE PROGRAM; (6) RETENTION OF ALL MEDICAL RECORDS; (7) EVALUATION OF APPLICANTS AND EMPLOYEES, AS REQUIRED BY THE CITY; (8) ADMINISTRATION OF VACCINES FOR CITY EMPLOYEES, AS NEEDED; (9) DESIGNATION AS THE CITY PHYSICIAN; (10) CONDUCT RANDOM DRUG AND ALCOHOL TESTING BASED ON THE FLORIDA DEPARTMENT OF TRANSPORTATION STANDARDS AND UNION CONTRACTS; AND (11) OTHER MEDICAL SERVICES, AS MAY BE NECESSARY AND/OR REQUIRED BY THE CITY AND LOCAL, STATE AND FEDERAL LAWS. ADMINISTRATION RECOMMENDATION: Adopt the Resolution. ANALYSIS: On May 24, 1998 RFP No. 98-99/00 was issued. Proposals were requested for a service provider to supply comprehensive medical evaluations, medical records retention, psychiatric services, an immunization program, a drug and alcohol testing program, a wellness program, and employee assistance program, for City of Miami Beach employees or employment applicants. On Sept. 13,2000, the Mayor and City Commission Authorized the Administration to enter into negotiations with Sunshine Medical Center. The Administration successfully negotiated a Professional Services Agreement with Sunshine Medical Center. The Agreement was effective commencing October 1,2000 for an annual fee of $166,140, for a one-year period, with an option for four additional one-year renewal periods. It expires on September 30,2005. (Resolution No. 2000-24067) In order to get new proposals and to insure competitiveness, the City should issue a Request For Proposals (RFP). The City's RFP process will allow medical service providers to submit new recommendations to the City which will be evaluated for cost effectiveness and the ability to supply comprehensive medical services. The current contract provides the following services: . Comprehensive physical examinations and drug testing for pre-employment and promotions . Medical records . Psychiatric services . Immunization program . Drug and alcohol test program . Wellness program . Employee Assistance Program (EAP) . Fitness for duty evaluations and return to work / rehabilitation evaluations . Executive physical CONCLUSION It is recommended that the Mayor and Commission authorize the Administration to proceed with the issuance of a Request for Proposals seeking a professional services agreement for medical services. JMG:MDB:bg F:\HUMA\$aIl\COMM-MEM\RFP MEDICAL PROVIDER 2005\RFP2005MED.doc SECTION II - SCOPE OF SERVICES A. GENERAL In accordance with established medical practice, the service provider, based on the physical requirements of the job description provided by the City will conduct physical examinations and drug testing as required for pre-employment on all new hires, promotional exams for classifications where physical duties greatly vary, return-to-work clearance, rehabilitation consideration, and other special services as required by the City and/or local, state and federal laws and regulations. . Conduct and review laboratory results, x-rays, and other medical reports. Evaluates reports and makes appropriate recommendations as needed. Reviews special medical problems such as return from sick leave, on-duty injuries, disability, etc. Provides reports and medical opinions when applicable. Counsels personnel and job applicants about medical conditions and findings, and refers to appropriate follow-up care, when indicated. Provide the City with a primary contact, or Project Manager who will be assigned to address all questions and concerns ofthe City. This contact will be available for pre- employment issues during all business hours. A back-up will be designated in case the Project Manager is unavailable. Back-up will be fully informed in all areas. All other staff providing services under this contract will be . properly informed and trained on procedures, forms, changes, etc. under this contract. Any special instructions will be communicated to all staff. All medical evaluations results shall be reported to the Human Resources Department within 48 hours from the time the applicant is first seen. All services will be available a minimum of five (5) days/week during business hours. (Prefer 7 a.m. to 5 p.m.) Actual hours to be negotiated. The City will have the ability to schedule same day or next day appointments for all services if necessary. In special cases, and with at least 3 days advanced notice by the City, the service provider will make arrangements to provide services outside normal business hours, such as evenings and weekends. Provide convenient parking at no cost to applicants, employees, or the City for individuals referred. With the assistance ofthe City's Information Technology Department, the provider will set up and utilize an electronic mail system compatible with the City. Ifrequested by the City, all reports and other necessary communication will be utilized through this system. Any and all associated costs with the set up, other than the City's payroll costs for set up, will be absorbed by the Hospital. Provider will utilize City forms for areas including, but not limited to: fitness for duty, authorization and release, etc. Provider will review all forms used with the City and permit changes as needed. The Provider will insure that instructions, changes, and transfer of information and documents will be only with individuals designated by the Human Resources Director. Immediate notification will be made to designated City staff of "no-shows" or any problems with the individual's cooperation or compliance. The Provider will provide applicant deadlines for follow up as needed, as determined by City policy. Individuals referred must not have a waiting time that exceeds 30 minutes. Ensure confidentiality of all records, information, correspondence, etc. Provides the City with a quarterly utilization summary report. B. COMPREHENSIVE PHYSICAL EXAMINATIONS AND DRUG TESTING FOR PRE-EMPLOYMENT AND PROMOTIONS Based on the physical requirements of the job description provided by the City will conduct physical examinations and drug testing as required for pre-employment on all new hires and exams on promotional applicants where physical duties greatly vary. Results of the applicant's physical examination shall be reported to the Human Resources Department within 48 hours from the time the applicant is first seen. Permit at least 10 appointments per day and provide capacity for up to 20 appointments per day with 3 days advanced notice from the City. The City will have the ability to schedule same day or next day appointments for pre- employment examinations. PPD tests are to be read by the service provider. Positive results will be handled by the service provider 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 the applicant for this service. Police Officer applicants must include tests for heart disease evaluation. Firefighter pre-employment examination must include tests for evidence of AIDS, Hepatitis, Pulmonary Tuberculosis, or Meningococcal Meningitis." C. MEDICAL RECORDS Maintain health files for all City employees. Establish and maintain medical records regarding injuries, accidents, etc. related to employees in accordance with all State and Federal laws, as applicable. Upon request of the Human Resources Director, or his designee, the service provider will provide medical records within 24 hours of request. Medial records may only be released to the Human Resources Director, Claims Coordinator or their designee. All requests and designee's assignments must be made and accepted in writing only. 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 service provider, all open medical and other records related to this contract will be delivered to the new provider within 30 days of the expiration of the Hospital's contract. The Hospital will provide copies of closed records within twenty-four hours of the request. D. PSYCHIATRIC SERVICES May be requested to hold an open door walk-in psychiatric clinic for all City employees one day per week and at other times if necessary. May be requested to attend staff conferences and conduct on-site training and observation of new Police Officers and Firefighters and conduct ongoing meetings with all Police Officers, other employees referred by the City, their supervisors and top echelon officers. May be requested to review and research psychological factors relating to personnel, especially public safety. May be requested to conduct stress-reduction meetings with spouses of Police Officer personnel and other employees referred by the City. May be requested to conduct psychological or psychiatric consultations with general City employees, as requested by the City, and prepare appropriate summary and recommendation reports. E. IMMUNIZATION PROGRAM Administer an intradermal test for Tuberculosis exposure on all employees as necessary and requested. A chest x-ray may be done in lieu of an intradermal test for Tuberculosis. Administer a Tetanus Toxoid Booster Immunization for Police Officers, Firefighters, Fire Rescue personnel, Waste Collectors and Parks personnel. May include other occupations depending on the job specification and/or individual requirements. Administer Hepatitis B vaccine for those City employees with a potential risk exposure to infected blood or body fluids, as determined by the City. Other vaccines that may be required are measles, mumps and rubella vaccine or any additional immunizations, tests, vaccines, etc. as required by local, state, or federal requirements or by industry recommendations or guidelines. Administer and make available, according to current Federal guidelines anti-viral medications against the AIDS virus for emergency responders. These medications must be given within two hours of a significant exposure to the AIDS virus. Our employees must have access to the administration of anti-viral medications for the AIDS virus on a twenty- four hour basis. Administer HN I AIDS baseline tests to sworn Fire Department employees; and, perform other tests requested by the City to comply with future Union contracts. F. DRUG & ALCOHOL TEST PROGRAM Ability to conduct a Drug and Alcohol Test Program as required by local, state and federal law and regulations. This includes a certified Substance Abuse Professional, Breath Alcohol Technician and Medical Review Officer. Conduct pre-employment drug testing on all applicants. Conduct promotional drug and alcohol testing to all safety sensitive applicants before they actually perform safety sensitive functions for the first time. Conduct random Drug & Alcohol testing on Police Officer personnel. Service provider shall test yearly approximately 400 Fraternal Order of Police employees, 30 Government Association employees, 300 American Federation of State, County and Municipal Employees, and 200 International Association of Firefighter employees, and conduct other random drug and/or alcohol testing as may be specified by the City. Conduct random, unannounced testing on safety sensitive employees who drive or maintain vehicles that require Commercial Driver Licenses to operate, in compliance with the Omnibus Transportation Act 349CFR40. Fifty percent of these employees will be tested for drug abuse and 25% for alcohol misuse. Note, the random rate for testing is subject to change based on the DOT standards and union contracts. Conduct testing on employees whose performance could have contributed to an accident even if the employee was not cited for a traffic violation. (This would require access to staffavailable 24 hours/day and 7 days/week.) Conduct testing on employees when the City observes behavior or appearance that is characteristic of drug use or abuse or alcohol use or misuse. Conduct return-to-duty and follow-up testing for employees who violate the prohibited alcohol or drug conduct standards. At least 6 unannounced tests must be conducted in the first 12 months after an employee returns to duty. Follow-up testing may be extended for up to 60 months following return-to-duty. Provide these drug and alcohol testing services with licensed and certified personnel and laboratories as required by Local, State, and Federal Law including, but not limited to, Medical Review Officer (MRO), Breath Alcohol Technician (BAT), and Substance Abuse Professional (SAP) who is a Florida Certified Addiction Professional (CAP) and National Certified Addiction Counselor II (NCACII) as required by n.O.T. Conduct annual training for designated City employees on the Drug Free Workplace Act. The service provider will insure proper and documented chain of custody during and after sample collection and testing. The service provider will provide appropriately private facilities to conduct these tests, including a locked, secured box, etc. for private articles and police weapons. G. WELLNESS PROGRAM Provide annual health screening and health education at a minimum of (2) two job site areas within the City. Topics to be mutually agreed upon by the City and medical facility. Provides infonnation on drug use and treatment resources to safety sensitive drivers. H. EMPLOYEE ASSISTANCE PROGRAM (EAP) - (THE CITY RESERVES THE RIGHT TO SEPARATE THIS SERVICE FROM THE CONTRACT). The service provider shall, at a minimum, provide the following services: Comprehensive professional services directed towards diagnosis and resolution of emotional or behavioral problems affecting our employees. It is intended that the program provide up to a total of three (3) visits per employee and/or immediate family member per year before invoking insurance coverage or other appropriate resources. This may include counseling, diagnosis, referral, and/or follow-up for adolescents, family crisis counseling, counseling on issues including, but not limited . to finances, illness, legal problems, marital, stress and anxiety, violence, vocational counseling, and substance abuse counseling as well as customary psychological or medical counseling. The designated program must maintain regular office hours, Monday through Friday, and be available to respond to emergencies twenty four hours per day, seven days per week. The personnel assigned to provide these services must be licensed in the State of Florida under Chapter 491 as a Mental Health Professional to do counseling. To facilitate the transition and provide information to all City employees regarding EAP, the Hospital will initiate orientation meetings with managers and union representatives to familiarize them with the process. The provider will provide informational posters and flyers to all departments and brochures for all employees. I. FITNESS FOR DUTY EV ALUATIONSIRETURN TO WORKIREHABILITATION EVALUATIONS Evaluate employees' ability to continue employment in their current capacity and to assess and recommend reasonable accommodation for other job opportunities for which they may be qualified. This may include a physical examination, return to work evaluation, psychological and/or psychiatric evaluation, and/or any reports to be completed as requested by the City for fitness for duty. Evaluations are to be completed within two working days of the request, and on the same day in case of an emergency. Summary City forms and recommendations will be forwarded to the City within 24 hours of the appointment. Assist the City in the evaluation and verification of questionable family leave requests. J. EXECUTIVE PHYSICAL Proposer will recommend an annual medical physical evaluation and wellness program for executive staff. K. PERFORMANCE CRITERIA AND EVALUATION Each month the City will evaluate the Hospital's performance based on the scope of services, and employees, applicants, Human Resources and Risk Management Departments' feedback. The criteria to be rated will include, but is not limited to pre-employment, EAP, drug and alcohol screening, fitness for duty determinations, communication on all requested results, and designated contact availability. The criteria to be rated will change based upon the needs of the City. If the City finds the Hospital to have less than an 80% compliance in any of the Scope of Services over a 30 day period, the City, may utilize a 15 day notice to correct such default. L. COMMUNICATION With the assistance of the City's Information Technology Department, the provider will set up and utilize an electronic mail system compatible with the the City, all reports and other necessary communication will be utilized through this system. Any and all associated costs with the set up, other than the City's et up, will be absorbed by the Hospital. The provider will have qualified personnel available during all business hours to provide all services, including final physician sign off, for pre-employment examinations. All test results under Scope of Services will communicated only to the Human Resources Director, or his designees. M. STAFFING The provider will staff sufficiently to supply all services stated in this agreement. The provider will increase staffing if they are unable to fully comply with what has been stated in the Scope of Services. "'" SECTION IV EVALUATION EVALUATION/SELECTION PROCESS: CRITERIA FOR The procedure for proposal evaluation and selection is as follows: 1. Request for Proposals issued. 2. Receipt of proposals. 3. Opening and listing of all proposals received. 4. An Evaluation Committee, appointed by the City Manager, shall meet to evaluate each proposal in accordance with the requirements of this RFP. If further information is desired, proposers may be requested to make additional written submissions or oral presentations to the Evaluation Committee. 5. The Evaluation Committee shall recommend to the City Manager the proposal or proposals acceptance of which the Evaluation Committee deems to be in the best interest of the City. The Evaluation Committee shall base its recommendations on the entire Request for Proposals, specifically reviewing the following factors: * * * * * * * * Ability to provide all requested services within designated time frames. Cost of services provided. Convenience of obtaining service and proximity to Miami Beach. Overall reputation within the community. Experience level, credentials of assigned staff. Designated contact availability. Appointment/next day scheduling. Number of appointments that can be scheduled daily. 6. After considering the recommendation(s) of the Evaluation Committee, the City Manager shall recommend to the City Commission the proposal or proposals acceptance of which the City Manager deems to be in the best interest of the City. 7. The City Commission shall consider the City Manager's recommendation(s) in light of the recommendation(s) and evaluation of the Evaluation Committee and, if appropriate, approve the City Manager's recommendation(s). The City Commission may reject City Manager's recommendation(s) and select another proposal or proposals. In any case, City Commission shall select the proposal or proposals acceptance of which the City Commission deems to be in the best interest of the City. The City Commission may also reject all proposals. ,.. 8. Negotiations between the selected proposer and the City Manager take place to arrive at a contract. If the City Commission has so directed, the City Manager may proceed to negotiate a contract with a proposer other than the top-ranked proposer if the negotiations with the top-ranked proposer fail to produce a mutually acceptable contract within a reasonable period oftime. 9. A proposed contract or contracts are presented to the City Commission for approval, modification and approval, or rejection. 10. If and when a contract or contracts acceptable to the respective parties is approved by the City Commission, the Mayor and City Clerk sign the contract(s) after the selected proposer(s) has (or have) done so. Important Note: By submitting a proposal, all proposers shall be deemed to understand and agree that no property interest or legal right of any kind shall be created at any point during the aforesaid evaluation/selection process until and unless a contract has been agreed to and signed by both parties.