Loading...
HomeMy WebLinkAbout2005-25957 Reso RESOLUTION NO. 2005-25957 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER PERTAINING TO THE RANKING OF THE PROPOSALS RECEIVED PURSUANT TO REQUEST FOR PROPOSALS (RFP) NO. 24-04/05, FOR A MEDICAL SERVICE PROVIDER FOR THE PROVISION OF VARIOUS MEDICAL SERVICES THAT MAY BE NECESSARY OR REQUIRED BY THE CITY OF MIAMI BEACH, LOCAL, STATE AND FEDERAL LAWS; AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH THE TOP-RANKED FIRM OF MOUNT SINAI MEDICAL CENTER; AND SHOULD THE ADMINISTRATION BE UNSUCCESSFUL IN NEGOTIATING WITH MOUNT SINAI MEDICAL CENTER, AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH THE SECOND-RANKED FIRM OF SUNSHINE MEDICAL CENTER; AND FURTHER AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT UPON COMPLETION OF SUCESSFUL NEGOTIATIONS BY THE ADMINISTRATION. WHEREAS, on April 20, 2005, the City Commission authorized the issuance of a Request for Proposals (RFP) to solicit proposals from a professional medical services provider for the provision of medical services as may be necessary or required by the City and local, state and federal laws; and WHEREAS, RFP No. 24-04/05 was issued on May 20, 2005, with an opening date of June 23, 2005; and WHEREAS, the following three (3) proposals were received in response to the RFP: 1. Mount Sinai Medical Center; 2. Sunshine Medical Center; 3. Health Care Center of Miami; and WHEREAS, an Evaluation Committee (the "Committee") was appointed by the City Manager via Letter to Commission (LTC) No. 134-2005, consisting of the following individuals: . Julio Magrisso, Assistant Director of Parks, City of Miami Beach · Drew Terpak, Fleet Management Division Director, City of Miami Beach · Grady Martinez, Parking Administration Manager, City of Miami Beach · Gail Poe-Liu, Human Resources Department, City of Miami Beach · Willie Sanders, GSA Chief Representative, City of Miami Beach · Bobby Jenkins, FOP President, City of Miami Beach · David Noel, IAFF President, City of Miami Beach · Phiyllis Shamis, CW A Secretary, City of Miami Beach · Prince Pearse, AFSCME President, City of Miami Beach; and WHEREAS, on July 12, 2005, the Committee convened and listened to 15-minute presentations from all three firms, each followed by a 15-minute question and answer session; and WHEREAS, during deliberations the Committee members discussed their individual ranking and all 8 committee members ranked Mount Sinai as the top-ranked firm and the majority (6 of 8) of the Committee members ranked Sunshine Medical Center as the second-ranked firm; and WHEREAS, Mount Sinai was deemed to have the best proposal based on their comprehensive price proposal, quality and experience of their staff, completely renovated state of the art facility, location, and convenient/free parking; and WHEREAS, the City Manager concurs with the Committee's recommendation, and recommends that the Mayor and City Commission accept the Committee's recommendation, relative to the ranking of firms pursuant to RFP No. 24-04/05. NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND THE CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission herein accept the recommendation of the City Manager and authorize the Administration to enter into negotiations with the top-ranked firm of Mount Sinai Medical Center; and should the Administration be unsuccessful in negotiating with Mount Sinai Medical Center, authorizing the Administration to negotiate with the second-ranked firm of Sunshine Medical Center; and further authorizing the Ma and ity Clerk to execute an Agreement upon the completion of successful negotiati ns by Administration. " f' . , ,2005. , ,'. ,:,' '. PASSED and ADOPTED this. 27th da ) < ~ ... j~'( f~ CITY CLERK Robert Parcher T:\AGENDA\2005\JuI2705\Consent\RFP24-Q4-05-MEDICALRESO.doc 1--- MAYOR David Dermer - APPROVED AS TO FORM & LANGUAGE & FOR EXECUTION \ \, II~/ /0.,- Date CITY OF MIAMI BEACH COMMISSION ITEM SUMMARY ~ Condensed Title: A Resolution to Accept the City Manager's Recommendation Relative to the Ranking of Firms Pursuant to RFP No. 24-04/05 for a Medical Service Provider for the Provision of Various Medical Services that may be Necessa or Re uired b the Cit of Miami Beach, Local, State and Federal Laws. Issue: Shall the City Commission adopt the resolution? Item Summary/Recommendation: On April 20, 2005, the City Commission authorized the issuance of an RFP to solicit proposals from professional medical service providers with the capacity and experience to perform physical examinations, drug testing, return to work clearance evaluations, rehabilitation evaluations, administer an employee assistance program, retain all medical records, evaluate applicants and employees as required, administer vaccines, be designated as the City's physician, conduct random drug and alcohol testing, and other medical services as may be necessary or required by the City and local, state and federal laws. RFP No. 24-04/05 was issued on May 20, 2005 with an opening date of June 23, 2005 which resulted in the receipt of proposals from Mount Sinai Medical Center (Mount Sinai), Sunshine Medical Center and Health Care Center of Miami. The City Manager via Letter to Commission (LTC) No. 134-2005 appointed an Evaluation Committee (the "Committee"). At the initial Evaluation Committee meeting all three firms provided a 15 minute presentation, followed by a 15 minute question and answer session. During deliberations the Committee members discussed their individual ranking and all 8 committee members ranked Mount Sinai as the top-ranked firm and the majority (6 of 8) of the Committee members ranked Sunshine Medical Center as the second-ranked firm. Mount Sinai was deemed to have the best proposal based on their comprehensive price proposal, quality and experience of their staff, completely renovated state of the art facility, location, and convenient/free parking. ADOPT THE RESOLUTION. Advisory Board Recommendation: I Financial Information: Source of Amount Account Approved Funds: 1 $250,000 Included in the FY 05/06 Risk Management Proposed Budget account # 540.1791.000355. @l] 2 3 4 Finance Dept. Total Assistant City Manager City Manager JMG A\2005\JuI2705\Consent\RFP24-04-05 MEDICAL SERVICE PROVIDERSUMMARY.doc AGENDA ITEM C. 7 D DATE 7-;1. 7-O~ CITY OF MIAMI BEACH CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139 www.miamibeachfl.gov To: From: Subject: COMMISSION MEMORANDUM Mayor David Dermer and Date: July 27,2005 Members of the City Commission Jorge M. Gonzalez J ~ City Manager A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER PERTAINING TO THE RANKING OF THE PROPOSALS RECEIVED PURSUANT TO REQUEST FOR PROPOSALS (RFP) NO. 24-04/05, FOR A MEDICAL SERVICE PROVIDER FOR THE PROVISION OF VARIOUS MEDICAL SERVICES THAT MAY BE NECESSARY OR REQUIRED BY THE CITY OF MIAMI BEACH, LOCAL, STATE, AND FEDERAL LAWS; AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH THE TOP-RANKED FIRM OF MOUNT SINAI MEDICAL CENTER; AND SHOULD THE ADMINISTRATION BE UNSUCCESSFUL IN NEGOTIATING WITH MOUNT SINAI MEDICAL CENTER, AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH THE SECOND-RANKED FIRM OF SUNSHINE MEDICAL CENTER; AND FURTHER AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT UPON COMPLETION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION. ADMINISTRATIVE RECOMMENDATION Adopt the Resolution. ANALYSIS On September 13, 2000, the Mayor and City Commission Authorized the Administration to enter into negotiations with Sunshine Medical Center for various necessary medical services. The Administration successfully negotiated a professional services agreement with Sunshine Medical Center ("Sunshine"). The agreement was effective October 1 , 2000 for a one-year period, with options for four additional one-year renewal periods. All four renewal options were exercised. This five (5) year Agreement expires on September 30, 2005, with no further options for renewal. The City of Miami Beach (the "City") is now seeking to enter into an agreement with a professional medical services provider to perform physical examinations, drug testing, return to work clearance evaluations, rehabilitation evaluations, administer an employee assistance program, retain all medical records, evaluate applicants and employees as required, administer vaccines, be designated as the City's physician, conduct random drug and alcohol testing, and other medical services as may be necessary or required by the City and local, state and federal laws. Commission Memo RFP 24-04/05 - for Medical Service Provider for the provision of Various Medical Services that may be necessary or required by the City of Miami beach, Local, State, and Federal Laws July 27, 2005 Page 2 of 15 The City is seeking to enter into a new 2 or 3 year Agreement, with annual options to renew for one year, not to exceed a total of a five (5) year Agreement with a professional medical services provider (the "Provider"). A. GENERAL: The Provider will conduct and review laboratory results, x-rays, and other medical reports; Evaluate reports and makes appropriate recommendations as needed; Review special medical problems such as return from sick leave, on-duty injuries, disability, and other medical issues as required; Provide reports and medical opinions when applicable; Counsel personnel and job applicants about medical conditions and findings, and refer to appropriate follow-up care, when indicated. 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 all business hours. A back-up contact will be designated in case the Project Manager is unavailable. The designated 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, and requirements. Any special instructions will be communicated to all staff. All medical evaluation results will 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 per week during business hours. The preferred hours are from 7:00 a.m. until 5:00 p.m. The actual service hours are subject to negotiation. The City will have the ability to schedule same day or next day appointments with the Provider for all services if necessary. In special cases, and with at least 3 days advanced notice by the City, the Provider will make arrangements to provide services outside normal business hours, such as evenings and weekends. The Provider will provide convenient parking at no cost to applicants, employees, or the City for individuals referred. With the assistance of the City's Information Technology Department, the Provider will set up and utilize an electronic mail system compatible with the City. If requested 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 or set up, will be absorbed by the Provider. Commission Memo RFP 24-04/05 - for Medical Service Provider for the provision of Various Medical Services that may be necessary or required by the City of Miami beach, Local, State, and Federal Laws July 27, 2005 Page 3 of 15 The Provider will utilize City forms where required. Provider will review their own forms with the City, and allow for changes as needed. The Provider will assure that instructions, changes, and transfer of information and documents will be only with those individuals or firms designated by the Human Resources Director. Immediate notification will be made to designated City staff of "no-shows" or any problems with an individual's cooperation or compliance. The Provider will provide applicant deadlines for follow up as needed, as determined by City policy. Individuals referred to Provider must not have a waiting time that exceeds 30 minutes. The Provider will assure confidentiality of all records, information, and correspondence, both verbal and written. The Provider will submit a quarterly utilization summary report to the City. 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, the Provider 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 will be reported to the Human Resources Department within 48 hours from the time the applicant is first seen. The Provider will permit at least 10 appointments per day and provide capacity for up to 20 appointments per day, with 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. PPD tests are to be read by the Provider. Positive results will be handled by the 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. Commission Memo RFP 24-04/05 - for Medical Service Provider for the provision of Various Medical Services that may be necessary or required by the City of Miami beach, Local, State. and Federal Laws July 27, 2005 Page 4 of 15 C. MEDICAL RECORDS: The Provider will maintain health files for all City employees. These files are to include establishing and maintaining medical records regarding injuries and accidents related to employees in accordance with all State and Federal laws, as applicable. Upon request of the Human Resources Director, ortheirdesignee, the Provider will provide medical records within 24 hours of request. Medical 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 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 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 hold an open door walk-in psychiatric clinic for all City employees one day per week, and at other times if necessary. The Provider 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 ranking officers. The Provider may be requested to review and research psychological factors relating to personnel, especially public safety. The Provider may be requested to conduct stress-reduction meetings with spouses of Police Officer personnel and other employees referred by the City. The Provider 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: The Provider will 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. The Provider will administer a Tetanus Toxoid Booster Immunization for Police Officers, Firefighters, Fire Rescue personnel, Waste Collectors and Parks personnel. Commission Memo RFP 24-04/05 - for Medical Service Provider for the provision of Various Medical Services that may be necessary or required by the City of Miami beach, Local, State, and Federal Laws July 27, 2005 Page 5 of 15 This may include other occupations depending on the job specification and/or individual requirements. The Provider will administer Hepatitis B vaccine for 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 that may be required such as measles, mumps and rubella vaccine or any additional immunizations, tests, vaccines, as required by local, state, or federal requirements, or by industry recommendations or guidelines. The Provider will 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. The Provider will administer H IV/AI DS 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: The Provider will have the 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. The Provider will conduct pre-employment drug testing on all applicants, as well as conduct promotional drug and alcohol testing to all safety sensitive applicants before they actually perform safety sensitive functions for the first time. The Provider will conduct random drug & alcohol testing on Police Officer personnel. The Provider will 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. The Provider will 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. The Provider will conduct testing on employees whose performance could have contributed to an accident, even ifthe employee was not cited for a traffic violation. This would require Provider access availability 24 hours per day and 7 days per week. Commission Memo RFP 24-04/05 - for Medical Service Provider for the provision of Various Medical Services that may be necessary or required by the City of Miami beach, Local, State, and Federal Laws July 27, 2005 Page 6 of 15 The Provider will conduct testing on employees when the City observes behavior or appearance that is characteristic of drug use or abuse or alcohol use or misuse. The Provider will 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. The Provider will provide 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 D.O.T. The Provider will conduct annual training for designated City employees on the Drug Free Workplace Act. The Provider will insure proper and documented chain of custody during and after sample collection and testing. The Provider will provide appropriately private facilities to conduct these tests, including a locked, secured box for private articles and police weapons. G. WELLNESS PROGRAM: The Provider will provide annual health screening and health education at a minimum of two (2) job site areas within the City. Topics will be mutually agreed upon by the City and Provider. The Provider will provide information 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 Provider will, 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. Commission Memo RFP 24-04/05 - for Medical Service Provider for the provision of Various Medical Services that may be necessary or required by the City of Miami beach, Local, State, and Federal Laws July 27,2005 Page 7 of 15 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 perform counseling. To facilitate the transition and provide information to all City employees regarding EAP, the Provider 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 EVALUATIONS/RETURN TO WORK AND REHABILITATION EV ALUA TIONS: The Provider will 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. The Provider will assist the City in the evaluation and verification of questionable family leave requests. J. EXECUTIVE PHYSICAL: The Provider 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 Provider'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 Provider to have less than an 80% compliance with any of the Scope of Services over a 30 day period, the City, may utilize a 15 day notice to correct such default. Commission Memo RFP 24-04/05 - for Medical Service Provider for the provision of Various Medical Services that may be necessary or required by the City of Miami beach, Local, State, and Federal Laws July 27, 2005 Page 8 of 15 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 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 set up, will be absorbed by the Provider. The Provider will have qualified personnel available during all business hours to supply 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 their designees. M. STAFFING: The Provider will staff sufficiently to supply all services stated in the Scope of Services and the Agreement. The Provider will increase staffing if they are unable to fully comply with what has been stated in the Scope of Services. RFP PROCESS On April 20, 2005, the City Commission authorized the issuance of a Request for Proposals (RFP) to solicit proposals from a professional medical services provider for the provision of medical services as may be necessary or required by the City and local, state and federal laws. RFP No. 24-04/05 was issued on May 20, 2005, with an opening date of June 23, 2005. A pre-proposal conference was held on June 2, 2005. BidNet issued bid notices to 51 prospective proposers, with the City's Human Resources Department and Procurement Division supplementing with an additional three (3) prospective proposers. This resulted in six (6) proposers requesting RFP packages, which resulted in the receipt of the following three (3) proposals: · Mount Sinai Medical Center; · Sunshine Medical Center; and · Health Care Center of Miami. Commission Memo RFP 24-04/05 - for Medical Service Provider for the provision of Various Medical Services that may be necessary or required by the City of Miami beach, Local, State, and Federal Laws July 27, 2005 Page 9 of 15 The City Manager via Letter to Commission (LTC) No. 134-2005, appointed an Evaluation Committee (the "Committee") consisting of the following individuals: . Julio Magrisso, Assistant Director of Parks, City of Miami Beach . Drew Terpak, Fleet Management Division Director, City of Miami Beach . Grady Martinez, Parking Administration Manager, City of Miami Beach . Gail Poe-Liu, Human Resources Department, City of Miami Beach · Willie Sanders, GSA Chief Representative, City of Miami Beach · Bobby Jenkins, FOP President, City of Miami Beach · David Noel, IAFF President, City of Miami Beach · Phiyllis Shamis, CW A Secretary, City of Miami Beach · Prince Pearse, AFSCME President, City of Miami Beach On July 12, 2005, the Committee convened and listened to 15-minute presentations, from all three firms, each followed by a 15-minute question and answer session. Committee Member David Noel was not able to attend. The Committee was provided information relative to the scope of services, and direction relative to the Cone of Silence and Government in the Sunshine Law. Additionally, the Committee reviewed references secured by the Procurement staff, and discussed the RFP evaluation criteria and weighted score, which was used to evaluate and rank the proposals. After the firms' presentations, the Committee members discussed the firms proposals based on the evaluation criteria below and then ranked the firms accordingly: Evaluation Criteria/Factors: Weight Ability to Provide All Requested Services Within the Designated Timeframes - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 15% Cost of Services Provided - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 15% Convenience of Obtaining Service and Proximity to Miami Beach - - - - - - 15% Overall Reputation within the Community - - - - - - - - - - - - - - - - - - - -- - - 10% Experience Level and Credentials of Assigned Staff - - - - - - - - - - - - - - 15% Designated Contact Availability - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 5% Appointment and Next Day Scheduling for Each Service - - - - - - - - - - - 10% Number of Appointments That Can Be Scheduled Daily For Each Service - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 15% Total 100 % Commission Memo RFP 24-04/05 - for Medical Service Provider for the provision of Various Medical Services that may be necessary or required by the City of Miami beach, Local, State, and Federal Laws July 27, 2005 Page 10 of 15 Mount Sinai Sunshine Medical Health Care COMMITTEE MEMBER Julio Magrisso Drew Terpak Grady Martinez Gail Poe-Liu Willie Sanders Bobby Jenkins Phyllis Sham is Prince Pearse 99 (1) 93 (2) 92 (3) 95 (1 ) 72 (2) 48 (3) 98 (1) 96 (2) 63 (3) 92 (1) 91 (2) 81 (3) 95 (1) 56 (3) 70 (2) 100 (1) 72 (2) 63 (3) 82 (1) 52 (3) 62 (2) 95 (1) 71 (2) 56 (3) Health Care Center of Miami A review of the Health Care Center of Miami (HCCM) proposal brought several concerns. First, their proposal was not detailed and the proposed cost was not inclusive of all of the services identified in the RFP, but simply an estimate. HCCM took several exceptions to important services required by the RFP. They were as follows, HCCM will not provide; · A Wellness Program for employees; · Anti-viral medications on a 24/7 basis; and · Meningococcal Meningitis "testing". The committee after discussion chose to allow HCCM to make their presentation and give them an opportunity to explain some of the ambiguities of their proposal. As each item of concern that was brought up, it was met with an additional cost to the City and no immediate plan on how to resolve the problem. HCCM's presentation was read from a prepared written statement and focused primarily on Mental Health Programs. Some of the primary issues presented to the HCCM representatives by the committee were as follows: · Issue: No proposal for handling HIV and Hepatitis C exposures. Response: These types of issues were "more appropriately handled in a hospital emergency room setting". · Issue: Their ability to handle Random drug testing during their non-business hours. Response: Was vague or unclear whether they were willing or even able to provide this service within the required time period of two (2) hours. They requested a 24 hour notification in order to make a staff member available to do the testing. · Issue: The"Wellness Program" while not included in the proposal, they did agree to discuss possibly working with the City to develop a program. It was unclear whether this program would require an additional expense. Commission Memo RFP 24-04/05 - for Medical Service Provider for the provision of Various Medical Services that may be necessary or required by the City of Miami beach, Local, State, and Federal Laws July 27, 2005 Page 11 of 1 5 · Issue: Parking. Response: There is some free parking in the back of bank building; however, vehicles would occasionally have to park illegally in the street during peak periods during business hours when other customers of surrounding businesses are open. Large vehicles could not be accommodated, but there was frequent reference to the fact that the bus route was in proximity of their business. As stated in the beginning and all through their presentations, the provider placed a significant emphasis on their ability to provide Mental Health services to employees. As a result HCCM was asked to disclose how much of the proposed cost was directed to this type of service. The answer was 8 hours per week X 52 weeks X $150.00 per hour, or $62,400 annually. This left a total of $80,205 for all of the remaining services. In summary, the proposed cost of $142,605 with a 3% yearly increase for services according to the Health Care Center of Miami was "estimated from previous years of service", but did not reflect a cost associated with a complete package of required services as outlined in the RFP and therefore was incomplete. Mount Sinai Medical Center Mount Sinai Medical Center - Occupational Health Center (Mount Sinai) took the opportunity to reacquaint the Committee with their Occupational Center. Apparently, there have been significant changes at the hospital. The Occupational Health Center has been relocated and expanded to handle the volume of there work load. They presented to the committee photos of the new facility. Mount Sinai further indicated that the number of staff has been increased. Several of the Committee members expressed concerns about their prior experience with there facility and operation. All of the questions were addressed including the issue over parking and billing. The new facility has a separate parking lot available at no cost to the employee. A new accounting system has been put in place and the billing process is running smoother. The proposal submitted by Mount Sinai was the only proposal that was detailed and left minimal room for any assumptions as to the type of service the City would receive. The quote was all inclusive, with a cap cost, not to exceed and allowed for a potential cost savings based on the consumption of services. Committee members expressed concern over prior experiences about the process and lack of standardization previously experienced in the area of random drug testing. Their response was that they would work with the City to ensure that whatever protocol was established by the City, they would follow. Mount Sinai will utilize Employee Assistance Plus, Inc., as a sub-consultant, to provide the Employee Assistance Program. Sunshine Medical Center Sunshine Medical Center (Sunshine) proposal is based on the current level of service we are receiving. The representatives for Sunshine said they would continue providing the same level of service that they have in the past. Commission Memo RFP 24-04/05 - for Medical Service Provider for the provision of Various Medical Services that may be necessary or required by the City of Miami beach, Local, State, and Federal Laws July 27,2005 Page 12 of 15 The Committee once again took the opportunity to provide feedback to the Sunshine representatives about areas of opportunity for improvement. Areas of improvement included the following: Office staff having the appropriate paperwork for the service being provided, protocol for random drugs screening is not standardized; Turnaround time for fitness for duty physicals and finally, the lack of parking. The Sunshine representative said they were not aware of these issues but thanked the committee for the feedback. The issue of staff training is currently being addressed. The protocol for random drug screening will be looked into and finally the issue of parking is a continuing growing concern. Sunshine is currently providing services to the City for a fee of $166,140.00 annually and has two (2) separate agreements in the amount of $2500 each for on-site random drug testing for the Fire Department and the fitting of personal protective equipment for the police department. Sunshine is proposing to increase their price to $217,117.00 or a 41% increase over the previous contract and offers no additional services. The reason for the increase is that over the last five years, Sunshine has had to absorb the increased demand by the City for services and the cost associated with same without an increase over the 5 year Agreement. Committee Recommendation The Committee after much discussion came to the following recommendation: 1. The Health Care Center of Miami should not be considered as a provider of medical services to the City because of the vagueness of their proposal, the number of exceptions taken in the RFP, their inability and willingness to provide solutions to issues presented to them during the question and answer portion of the presentation. And finally the fee proposed is not all inclusive as requested in the RFP and carries a 3% increase annually. 2. Sunshine Medical Center has been identified as the 2nd choice of possible providers of medical services. The committee believes that Sunshine is capable of providing the services and may be willing to make adjustments in their level of service to address the issues presented to them under the current contract. But there are some inherent issues that the Committee believe cannot be overcome and they directly impact the service levels and overall cost to the City. The three issues are very straightforward; the first being the travel time from the City to the Port of Miami. Loosing employee(s) for several hours is unacceptable. The Police Department Representative agreed that taking the officer off the street for extended periods of time unnecessarily is unacceptable and directly impacts there ability to respond to calls (service levels). The fact that there is limited parking available also creates delays in the process and finally, access to the Port is often limited or even restricted whenever there is heavy tractor trailer traffic going into the Port or a security alert forces the Port to shut down. Commission Memo RFP 24-04/05 - for Medical Service Provider for the provision of Various Medical Services that may be necessary or required by the City of Miami beach, Local, State, and Federal Laws July 27, 2005 Page 13 of 15 The result is that City employees would be directed to either the Sunset Office in Kendall or Fort Lauderdale of Sunshine Medical Center. The quote for these services is capped at $217,117. 3. Mount Sinai was unanimously selected by the Committee as the 1 st choice. Mount Sinai presented a highly professional and all inclusive program for the City of Miami Beach. Mount Sinai was able to demonstrate they have expanded their facility and staffing to accommodate the volume of work performed and reduce down time to employees waiting to be served. They have made parking easily accessible and free of charge. The annual cost of their service is $250,000. It is all inclusive and a not to exceed price and further offers the opportunity to reduce the overall cost to the City in the event the volume and/or type of services provided is less than what is projected. In the event the City requires additional services it will be included in the $250,000 quote. Mount Sinai is Miami Beach's largest employer with more than 3000 employees and a medical staff of over 900 physicians. Manaaement Staff Linda Arama, Director - Approximately 20 years experience with Occupational Health Services. Terry Del Rio, RN, Supervisor - Approximately 15 years with Occupational Health Services. Clinicians A team consisting of 11 individuals comprised of Advance Registered Nurse Practitioner (ARNP), Registered Nurse (RN), Licensed Practitioner Nurse (LPN), certified DOT drug screening technicians, certified breath alcohol technicians and medical assistants. Facilitv 6 Treatment rooms, completely renovated June 2005. Location Occupational Health Services is conveniently located at Mount Sinai Medical Center, Lowenstein Building (4300 Alton Road) Parkina Easy Access, provided free of charge. Commission Memo RFP 24-04/05 - for Medical Service Provider for the provision of Various Medical Services that may be necessary or required by the City of Miami beach, Local, State, and Federal Laws July 27, 2005 Page 14 of 15 Municipalities & Government Entities Served . Bay Harbor Islands Police Department . City of Hialeah Fire Department . City of Miami Beach Housing Authority . City of North Bay Village . Dade County Public Schools - Special Investigative Unit . EI Portal Police Department . Key Biscayne Fire Department . Medley Police Department . Miami-Dade County . South Miami Police Department . Sunrise Fire Department . City of Opa-Locka . Village of Pinecrest Why Mount Sinai? The Committee members believe the annual cost difference (between Sunshine Medical Center - $217,117. and Mount Sinai Medical Center - $250,000) or $32,883 (14%) is insignificant when taking into consideration, the loss of man-hours spent traveling and finding parking. The quality of staff, the state of the art facility and the professionalism in which they provide services is at a level that the Committee believes no other provider can offer. Mount Sinai is available 24/7 as a normal business practice. A separate Occupational Center and staff has been set up in the ER Room of the hospital for non- business employee needs. The Occupational Center now has a secure area for storing police officers weapons, this was previously not available. The location of the facility was paramount in the committee discussion. Mount Sinai will utilize Employee Assistance Plus, Inc., as a sub-consultant, to provide the Employee Assistance Program. Mount Sinai is the only provider that listed in detail the level of service they would provide. And finally, Mount Sinai in closing, expressed their desire and offered a sincere commitment to give the City of Miami Beach employees quality service. The Committee unanimously agrees that the current provider (Sunshine Medical) cannot provide the same quality services of Mount Sinai, however, if they could the City should take into consideration the following: . Approximately 470 employees annually are selected for random drug testing. Using an average of 1.5 hours of travel X 470 employees (or 705 man-hours) X $30.00 per hour = $21,115. . This number does not include the 213 annual drug test performed within the Fire Department. Commission Memo RFP 24-04/05 - for Medical Service Provider for the provision of Various Medical Services that may be necessary or required by the City of Miami beach, Local, State, and Federal Laws July 27,2005 Page 15 of 15 Recommended Items to Negotiate . Reduction in overall expense. . Offer on-site random drug testing (213 for IAFF) and TB testing as required for group testing currently being performed by Sunshine Medical. . Fitting of personal protective equipment for the police officers. CONCLUSION The City Manager concurs with the Evaluation Committee's recommendation and recommends that the Mayor and City Commission approve the ranking of firms, and authorize the Administration to enter into negotiations with the top-ranked firm of Mount Sinai Medical Center; and should the Administration be unsuccessful in negotiating with Mount Sinai Medical Center, authorizing the Administration to negotiate with the second- ranked firm of Sunshine Medical Center; and further authorizing the Mayor and City Clerk to execute an Agreement upon the completion of successful negotiations by the Administration. T:\AGENDA\2005\JuI2705\Consent\RFP24-04-05MEDICAL SERVICE PROVIDER.doc