HomeMy WebLinkAboutExhibit A Original RFP
Exhibit A
Original RFP and Mount Sinai's
response
Miami Beach
......... .....................
*****
AI-AInMIca CIJ
, 111 J.'
CITY OF MIAMI BEACH
,-
REQUEST FOR PROPOSALS (RFP) NO. 24-04/05
FOR
A MEDICAL SERVICES 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
CITY OF MIAMI BEACH
PROCUREMENT DIVISION
1700 CONVENTION CENTER DRIVE, THIRD FLOOR
MIAMI BEACH, FL 33139
www.miamibeachfl.gov
PamelaLeja@miamibeachfl.gov
PHONE: (305) 673-7490
FAX: (305) 673-7851
RFP NO. 24-04/05
DATE: 5120/05
1
CITY OF MIAMI BEACH
CITY OF MIAMI BEACH
1700 CONVENTION CENTER DRIVE, MIAMI BEACH, FLORIDA 33139
www.miamibeachfI.gov
~e
PROCUREMENT DIVISION
Telephone (305) 673-7490
Facsimile (305) 673-7851
Request for Proposals (RFP) No. 24-04/05
Sealed Proposals will be received by the City of Miami Beach (the "City"), Procurement
Division, Third Floor, 1700 Convention Center Drive, Miami Beach, Florida, 33139, on
June 20, 2005 until 3:00 p.m. for:
A MEDICAL SERVICES 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
At time, date, and place above, Proposals will be publicly opened. ANY PROPOSAL
RECEIVED AFTER TIME AND DATE SPECIFIED WILL BE RETURNED TO THE
PROPOSER UNOPENED.
The City of Miami Beach is 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.
A PRE-RFP SUBMISSION MEETING IS SCHEDULED FOR JUNE 2, 2005 AT 10:00
A.M. IN THE MAYOR'S CONFERENCE ROOM, LOCATED AT CITY HALL, 1700
CONVENTION CENTER DRIVE, 4TH FLOOR, MIAMI BEACH, FLORIDA. Attendance at
the aforementioned pre-RFP submission meeting is NOT mandatory, but strongly
encouraged as a source of important information.
The City has contracted with BidNet as our electronic procurement service for
automatic notification of bid opportunities and document fulfillment. We encourage you
to participate in this bid notification system.
To find out how you can receive automatic bid notifications or to obtain a copy of
this RFP, go to www.aovbids.com/scripts/southflorida/public/home1.asp or call
toll-free 1-800-677-1997 ext. 214.
RFP NO. 24-04/05
DATE: 5/20/05
2
CITY OF MIAMI BEACH
Any questions or clarifications concerning this RFP shall be submitted in writing by mail
or facsimile to the Procurement Division, Attention: Pamela Leja, 1700 Convention
Center Drive, Miami Beach, FL 33139, or FAX: (305) 673-7851, or e-mail:
PamelaLeia@miamibeachfI.Qov. All responses to questions/clarifications will be sent to
all prospective proposers in the form of an addendum.
The City of Miami Beach reserves the right to accept any proposal or bid deemed to be
in the best interest of the City of Miami Beach, or waive any informality in any proposal
or bid. The City of Miami Beach may reject any and all proposals or bids.
YOU ARE HEREBY ADVISED THAT THIS REQUEST FOR PROPOSALS IS
SUBJECT TO THE "CONE OF SILENCE, .. IN ACCORDANCE WITH ORDINANCE
NO. 2002-3378. A COpy OF ALL WRITTEN COMMUNICA TION(S) REGARDING
THIS PROPOSAL MUST BE FILED WITH THE CITY CLERK.
YOU ARE HEREBY ADVISED THAT THIS REQUEST FOR PROPOSALS IS
SUBJECT TO THE "CODE OF BUSINESS ETHICS" IN ACCORDANCE WITH
RESOLUTION NO. 2000-23879.
YOU ARE HEREBY ADVISED THAT THIS REQUEST FOR PROPOSALS IS
SUBJECT TO THE CITY OF MIAMI BEACH DEBARMENT ORDINANCE NO. 2000-
3234.
YOU ARE HEREBY ADVISED THAT THIS REQUEST FOR PROPOSALS IS
SUBJECT TO THE BID SOLICITATION PROTEST ORDINANCE NO. 2002-3344.
YOU ARE HEREBY ADVISED THAT THIS REQUEST FOR BID IS SUBJECT TO THE
CAMPAIGN CONTRIBUTIONS BY VENDORS ORDINANCE NO. 2003-3389.
LOBBYIST, PURSUANT TO THE CITY CODE, YOU ARE REQUIRED TO REGISTER
AS A LOBBYIST, AND AS OF MAY 18, 2002, ACCORDING TO ORDINANCE NO.
2002-3363, ALL LOBBYISTS AND PRINCIPALS MUST FILE A FINANCIAL
DISCLOSURE STATEMENT WITH THE CITY CLERK'S OFFICE.
Detailed representation of all these ordinances can be found on the City of Miami Beach
Website at http://www. miamibeachfl. gov/newcity /depts/purchase/bid intro. asp
CITY OF MIAMI BEACH
Gus Lopez, CPPO, CPPB
Procurement Director
RFP NO. 24-04/05
DATE: 5120/05
3
CITY OF MIAMI BEACH
PROCUREMENT DIVISION
CITY OF MIAMI BEACH
1700 CONVENTION CENTER DRIVE, MIAMI BEACH, FLORIDA 33139
www.miamibeachfl.gov
Telephone (305) 673-7490
Facsimile (305) 673-7851
NO PROPOSAL
RFP No. 24-04/05
I NOTICE TO PROSPECTIVE PROPOSERS
If not submitting a proposal at this time, please detach this sheet from the RFP
documents, complete the information requested, and return to the address listed
above.
NO PROPOSAL SUBMITTED FOR REASON(S) CHECKED AND/OR INDICATED:
_Our company does not handle this type of product/service.
_We cannot meet the specifications nor provide an alternate equal product.
_Our company is simply not interested in bidding at this time.
_Due to prior commitments, I was unable to attend pre-proposal meeting.
_ OTHER (Please specify)
We do _ do not _ want to be retained on your mailing list for future bids for the type or
product and/or service.
Signature:
Title:
Company:
Note: Failure to respond, either by submitting a proposal .Q! this completed form, may
result in your company being removed from the City's bid list.
RFP NO. 24-04/05
DATE: 5/20/05
4
CITY OF MIAMI BEACH
TABLE OF CONTENTS
SECTION Paae(s)
I. OVERVIEW AND PROPOSAL PROCEDURES 6-11
II. SCOPE OF SERVICES 12-19
III. PROPOSAL FORMAT 20
IV. EVALUATION CRITERIA 21-22
V. GENERAL PROVISIONS 23-24
VI. SPECIAL TERMS AND CONDITIONS RE: INSURANCE 25-26
VII. PROPOSAL DOCUMENTS TO BE COMPLETED AND
RETURNED TO THE CITY 27 -35
RFP NO. 24-04/05
DATE: 5120/05
5
CITY OF MIAMI BEACH
SECTION I - OVERVIEW AND PROPOSAL PROCEDURES:
A. INTRODUCTION/BACKGROUND
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 estimated annual fee of
$166,140, for a one-year period, with options for four additional one-year renewal
periods. The current Agreement expires on September 30,2005, with no further options
for renewal. The City seeks to retain the highest quality medical provider services
possible.
The Mayor and City Commission at its April 20 meeting, authorized the Administration
to issue this RFP for a professional medical services provider for the provision of
medical services as may be necessary or required by the City and local, state and
federal laws.
B. RFP TIMETABLE
The anticipated schedule for this RFP and contract approval is as follows:
Pre-Proposal Submission Meeting June 2,2005 at 10:00 a.m.
Deadline for receipt of questions June 7,2005 by 5:00 p.m.
Deadline for receipt of Proposals June 20, 2005 by 3:00 p.m.
Evaluation Committee meeting July 2005
Commission Acceptance of City Manager's September 2005
Recommendation, and Authorization to Enter
Into Negotiations, and Contract Award
C. PROPOSAL SUBMISSION
An original and ten (10) copies of complete proposal must be received by June
20, 2005 by 3:00 p.m. and will be opened on that day at that time. The original
and all copies must be submitted to the Procurement Division in a sealed
envelope or container stating on the outside the Proposer's name, address,
telephone number, RFP number and title, and proposal due date.
RFP NO. 24-04/05
DATE: 5120/05
6
CITY OF MIAMI BEACH
The responsibility for submitting a response to this RFP to the Procurement
Division on or before the stated time and date will be solely and strictly that of the
Proposer. The City will in no way be responsible for delays caused by the U.S.
Post Office or caused by any other entity or by any occurrence. PROPOSALS
RECEIVED AFTER THE PROPOSAL DUE DATE AND TIME WILL NOT BE
ACCEPTED AND WILL NOT BE CONSIDERED.
D. PRE-PROPOSAL SUBMISSION MEETING
A PRE-RFP submission conference has been scheduled as follows:
Date: June 2, 2005
Time: 10:00 a.m.
Place: Mayor's Conference Room located at City Hall, 1700 Convention Center
Drive, 4th Floor, Miami Beach, Florida, 33139.
E. CONTACT PERSON/ADDITIONAL INFORMATION/ADDENDA
The contact person for this RFP is Pamela Leja at phone: 305-673-7490; fax:
305-673-7851; or e-mail: PamelaLeja@miamibeachfl.gov. Communications
between a proposer, bidder, lobbyist or consultant and the Procurement Division
is limited to matters of process or procedure. Requests for additional
information or clarifications must be made in writing to the Procurement
Coordinator, with a copy to the City Clerk, no later than the date specified in the
RFP timetable.
The City will issue replies to inquiries and any other corrections or amendments it
deems necessary in written addenda issued prior to the deadline for responding
to the RFP. Proposers should not rely on representations, statements, or
explanations other than those made in this RFP or in any written addendum to
this RFP. Proposers should verify with the Procurement Division prior to
submitting a proposal that all addenda have been received.
F. MODIFICATIONIWITHDRAWALS 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.
RFP NO. 24-04/05
DATE: 5120/05
7
CITY OF MIAMI BEACH
G. RFP POSTPONEMENT/CANCELLATION/REJECTION
The City may, at its sole and absolute discretion, reject any and all, or parts of
any and all, Proposals; re-advertise this RFP; postpone or cancel, at any time,
this RFP process; or waive any irregularities in this RFP, or in any Proposals
received as a result of this RFP.
H. COSTS INCURRED BY PROPOSERS
All expenses involved with the preparation and submission of Proposals to the
City, or any work performed in connection therewith, shall be the sole
responsibility of the Proposer(s) and shall not be reimbursed by the City.
I. EXCEPTIONS TO RFP
Proposers must clearly indicate any exceptions they wish to take to any of the
terms in this RFP, and outline what alternative is being offered. The City, at its
sole and absolute discretion, may accept or reject the exceptions. In cases in
which exceptions are rejected, the City may require the Proposer to furnish the
services or goods originally described, or negotiate an alternative acceptable to
the City.
J. SUNSHINE LAW
Proposers are hereby notified that all information submitted as part of a response
to this RFP will be available for public inspection after opening of Proposals, in
compliance with Chapter 286, Florida Statutes, known as the "Government in the
Sunshine Law".
K. NEGOTIATIONS
The City may award a contract on the basis of initial offers received, without
discussion, or may require Proposers to give oral presentations based on their
Proposals. The City reserves the right to enter into negotiations with the top-
ranked Proposer, and if the City and the top-ranked Proposer cannot negotiate a
mutually acceptable contract, the City may terminate the negotiations and begin
negotiations with the second-ranked Proposer. This process may continue until
a contract has been executed or all Proposals have been rejected. No Proposer
shall have any rights in the subject project or property or against the City arising
from such negotiations.
L. PROTEST PROCEDURE
Proposers that are not selected may protest any recommendation for selection of
award in accordance with City of Miami Beach Ordinance No. 2002-3344 which
establishes procedures for resulting protested RFP's selection for awards.
Protest not timely pursuant to the requirements of Ordinance No. 2002-
8
RFP NO. 24-04/05 CITY OF MIAMI BEACH
DATE: 5120/05
3344 shall be barred.
M. RULES; REGULATIONS; LICENSING REQUIREMENTS
Proposers are expected to be familiar with, and comply with, all Federal, State
and local laws, ordinances, codes, and regulations that may in any way affect the
services offered, including the Americans with Disabilities Act, Title VII of the Civil
Rights Act, the EEOC Uniform Guidelines, and all EEO regulations and
guidelines. Ignorance on the part of the Proposer will in no way relieve it from
responsibility for compliance.
N. DEFAULT
Failure or refusal of a Proposer to execute a contract following award by the City
Commission, or untimely withdrawal of a proposal before such award is made
and approved, may result in forfeiture of that portion of any surety required as
liquidated damages to the City. Where surety is not required, such failure may
result in a claim for damages by the City and may be grounds for removing the
Proposer from the City's vendor list.
O. CONFLICT OF INTEREST
All Proposers must disclose with 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 (100/0) percent or more in the Proposer or any of its affiliates.
P. COMPLIANCE WITH THE CITY'S LOBBYIST LAWS
All Proposers are expected to be or become familiar with all City of Miami Beach
Lobbyist laws, as amended from time to time. Proposers shall ensure that all City
of Miami Beach Lobbyist laws are complied with, and shall be subject to any and
all sanctions, as prescribed herein, in addition to disqualification of their
Proposals, in the event of such non-compliance.
Q. PROPOSER'S RESPONSIBILITY
Before submitting proposal, each Proposer shall make all investigations and
examinations necessary to ascertain all conditions and requirements affecting
the full performance of the contract. Ignorance of such conditions and
requirements resulting from failure to make such investigations and examinations
will not relieve the successful Proposer from any obligation to comply with every
detail and with all provisions and requirements of the contract documents, and
will not be accepted as a basis for any claim whatsoever for any monetary
consideration on the part of the Proposer.
RFP NO. 24-04/05
DATE: SIlO/05
9
CITY OF MIAMI BEACH
R. RELATION OF CITY
It is the intent of the parties hereto that the successful Proposer be legally
considered to be an independent contractor and that neither the Proposer nor the
Proposer's employees and agents shall, under any circumstances, be considered
employees or agents of the City.
S. PUBLIC ENTITY CRIME (PEC)
A person or affiliate who has been placed on the convicted vendor list following a
conviction for public entity crimes may not submit a bid on a contract to provide
any goods or services to a public entity, may not submit a bid on a contract with a
public entity for the construction or repair of a public building or public work, may
not submit bids on leases of real property to public entity, may not be awarded or
perform work as a contractor, supplier, sub-contractor, or consultant under a
contract with a public entity , and may not transact business with any public
entity in excess of the threshold amount provided in Sec. 287.017, for
CATEGORY TWO for a period of 36 months from the date of being placed on the
convicted vendor list.
T. CONE OF SILENCE
Pursuant to Section 2-486 of the City Code, entitled Cone of Silence, you are
hereby advised that the Cone of Silence requirements listed herein shall apply.
U. DEBARMENT ORDINANCE
Proposers are hereby advised that this RFP is further subject to City of Miami
Beach Ordinance No. 2000-3234 (Debarment Ordinance). Proposers are
strongly advised to review the City's Debarment Ordinance. Debarment may
constitute grounds for termination of the contract, as well as, disqualification from
consideration on any City of Miami Beach RFP, RFQ, RFLI, or bid.
V. PROHIBITED CAMPAIGN CONTRIBUTIONS BY VENDORS
Pursuant to Section 38-6 of the City Code, no person who is a vendor to the City
shall give a campaign contribution directly, or through a member of the person's
immediate family, or through a political action committee, or through any other
person, to a candidate, or to the campaign committee of a candidate, for the
offices of mayor or commissioner. No candidate, or campaign committee of a
candidate for the offices of mayor or commissioner, shall solicit or receive any
campaign contribution from a person who is a vendor to the City, or through a
member of the person's immediate family, or through a political action committee,
or through any other person on behalf of the person. This prohibition applies to
natural persons and to persons who hold a controlling financial interest in
business entities.
RFP NO. 24-04/05
DATE: 5120105
10
CITY OF MIAMI BEACH
W. CODE OF BUSINESS ETHICS
Pursuant to 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 your bid/response or within five days
upon receipt of request.
The Code shall, at a minimum, require your firm or you as a sole proprietor, to
comply with all applicable governmental rules and regulations including, among
others, the conflict of interest, lobbying and ethics provision of the City Code.
X. AMERICAN WITH DISABiliTIES ACT
Call 305-673-7490NOICE to request material in accessible format; sign
language interpreters (five days in advance when possible), or information on
access for persons with disabilities. For more information on ADA compliance
please call Heidi Johnson Wright, Public Works Department, at 305-673-7080.
Y. 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.
RFP NO. 24-04/05
DATE: 5120/05
11
CITY OF MIAMI BEACH
SECTION II - SCOPE OF SERVICES
A. GENERAL
The City of Miami Beach is seeking to enter into an agreement with a professional
medical services provider (the "Provider"). In accordance with established medical
practice, the 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 services as required by the City or local, state and federal laws and
regulations.
The Provider shall 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 shall 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 shall
be available for pre-employment issues during all business hours.
A back-up contact shall 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 shall be communicated
to all staff.
All medical evaluation results shall be reported to the Human Resources Department
within 48 hours from the time the applicant is first seen.
All services shall 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 shall 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.
RFP NO. 24-04/05
DATE: 5/20/05
12
CITY OF MIAMI BEACH
The Provider shall 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 for
set up, will be absorbed by the Provider.
The Provider shall 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 shall be made to designated City staff of "no-shows" or any
problems with an individual's cooperation or compliance.
The Provider shall 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 shall assure confidentiality of all records, information, correspondence,
both verbal and written.
The Provider shall 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 shall 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.
RFP NO. 24-04/05
DATE: Sl20/05
13
CITY OF MIAMI BEACH
The Provider shall 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 shall 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."
C. MEDICAL RECORDS
The Provider shall 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, or their designee, 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.
RFP NO. 24-04/05
DATE: 5120/05
14
CITY OF MIAMI BEACH
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 shall 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 shall administer a Tetanus Toxoid Booster Immunization for Police
Officers, Firefighters, Fire Rescue personnel, Waste Collectors and Parks personnel.
This may include other occupations depending on the job specification and/or
individual requirements.
The Provider shall 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 shall 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 shall 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 shall administer HIV/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
The Provider shall 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
15
RFP NO. 24-04/05 CITY OF MIAMI BEACH
DATE: 5120/05
Officer.
The Provider shall 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 shall conduct random drug & alcohol testing on Police Officer
personnel. The 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.
The Provider shall 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 250k for alcohol
misuse. Note: The random rate for testing is subject to change based on the DOT
standards and union contracts.
The Provider shall 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 Provider access availability 24 hours per day and 7 days per
week.
The Provider shall 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 shall 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 shall 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 shall conduct annual training for designated City employees on the
Drug Free Workplace Act.
The Provider shall insure proper and documented chain of custody during and after
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RFP NO. 24-04/05 CITY OF MIAMI BEACH
DATE: 5120105
sample collection and testing.
The Provider shall provide appropriately private facilities to conduct these tests,
including a locked, secured box for private articles and police weapons.
G. WELLNESS PROGRAM
The Provider shall provide annual health screening and health education at a
minimum of two (2) job site areas within the City. Topics to be mutually agreed upon
by the City and Provider.
The Provider shall 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 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 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.
RFP NO. 24-04/05
DATE: 5120/05
17
CITY OF MIAMI BEACH
I. FITNESS FOR DUTY EVALUATIONS/RETURN TO WORK AND
REHABILITATION EVALUATIONS
The Provider shall 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 shall assist the City in the evaluation and verification of questionable
family leave requests.
J. EXECUTIVE PHYSICAL
The Provider shall 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.
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 shall have qualified personnel available during all business hours to
supply all services, including final physician sign off, for pre-employment
examinations.
RFP NO. 24-04/05
DATE: 5120/05
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CITY OF MIAMI BEACH
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 NO. 24-04/05
DATE: 5120/05
19
CITY OF MIAMI BEACH
SECTION 111- PROPOSAL FORMAT
The items marked by an asterisk (*) are required as part of the Proposal. If these items
are omitted, Proposer must submit within five (5) calendar days upon request from the
City, or the Proposal shall be deemed non-responsive. All other items must be
submitted with the Proposal or it will be deemed non-responsive.
1. *T able of Contents
Outline in sequential order the major areas of the proposal. including
enclosures. All pages must be consecutively numbered and correspond
to the table of contents.
2. *ProDosal Points to Address:
Proposer must respond to all minimum requirements listed below.
Proposals which do not contain such documentation may be deemed non-
responsive.
· *Introduction letter designating areas of proposed services and
sufficient information as to the qualifications of the submitter.
Interested firms should submit documents that provide evidence of
capability to provide the services required for this project as a
submittal package.
· *Respondents must provide documentation which demonstrates
their ability to satisfy all of the RFP requirements.
· *Client references. List eight client references (name, title,
company, address, telephone, email and fax) our Committee
members may communicate with regarding your services.
3. Price Proposal: Submit the proposed fee structure relative to the
responsibilities listed in the scope of services.
4. Acknowledgment of Addenda (IF REQUIRED BY ADDENDUM) and
Proposer Information forms;
5. * Any other document required by this RFP
RFP NO. 24-04/05
DATE: 5120/05
20
CITY OF MIAMI BEACH
SECTION IV - EVALUATION CRITERIA
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 following factors:
Evaluation Criteria/Factors:
Weiaht
Ability to Provide All Requested Services Within the Designated
Timeframes
Cost of Services Provided
Convenience of Obtaining Service and Proximity to Miami Beach
Overall Reputation Within the Community
Experience Level and Credentials of Assigned Staff
Designated Contact Availability
Appointment and Next Day Scheduling for Each Service
Number of Appointments That Can Be Scheduled Daily For
Each Service
15%
15%
15%
1 00,10
150,10
50/0
1 00,10
Total
15%
1 00 0,10
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
RFP NO. 24-04/05
DATE: 5120/05
21
CITY OF MIAMI BEACH
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 of time.
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.
Imoortant 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.
RFP NO. 24-04/05
DATE: 5120/05
22
CITY OF MIAMI BEACH
SECTION V - GENERAL PROVISIONS
A. ASSIGNMENT
The successful proposer shall not enter into any sub-contract, retain consultants,
or assign, transfer, convey, sublet, or otherwise dispose of this contract, or of any
or all of its right, title, or interest therein, or its power to execute such contract to
any person, firm, or corporation without prior written consent of the City. Any
unauthorized assignment shall constitute default by the successful proposer.
B. INDEMNIFICATION
The successful proposer shall be required to agree to indemnify and hold
harmless the City of Miami Beach and its officers, employees, and agents, from
and against any and all actions, claims, liabilities, losses and expenses, including
but not limited to attorneys' fees, for personal, economic or bodily injury, wrongful
death, loss of or damage to property, in law or in equity, which may arise or be
alleged to have arisen from the negligent acts or omissions or other wrongful
conduct of the successful proposer, its employees, or agents in connection with
the performance of service pursuant to the resultant Contract; the successful
proposer shall pay all such claims and losses and shall pay all such costs and
judgments which may issue from any lawsuit arising from such claims and
losses, and shall pay all costs expended by the City in the defense of such
claims and losses, including appeals.
C. TERMINATION FOR DEFAULT
If through any cause within the reasonable control of the successful proposer, it
shall fail to fulfill in a timely manner, or otherwise violate any of the covenants,
agreements, or stipulations material to the Agreement, the City shall thereupon
have the right to terminate the services then remaining to be performed by giving
written notice to the successful proposer of such termination which shall become
effective upon receipt by the successful proposer of the written termination
notice.
In that event, the City shall compensate the successful proposer in accordance
with the Agreement for all services performed by the proposer prior to
termination, net of any costs incurred by the City as a consequence of the
default.
Notwithstanding the above, the successful proposer shall not be relieved of
liability to the City for damages sustained by the City by virtue of any breach of
the Agreement by the proposer, and the City may reasonably withhold payments
to the successful proposer for the purposes of set off until such time as the exact
amount of damages due the City from the successful proposer is determined.
RFP NO. 24-04/05
DATE: 5120/05
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CITY OF MIAMI BEACH
D. TERMINATION FOR CONVENIENCE OF CITY
The City may, for its convenience, terminate the services then remaining to be
performed at any time without cause by giving written notice to successful
proposer of such termination, which shall become effective thirty (30) days
following receipt by proposer of such notice. In that event, all finished or
unfinished documents and other materials shall be properly delivered to the City.
If the Agreement is terminated by the City as provided in this section, the City
shall compensate the successful proposer in accordance with the Agreement for
all services actually performed by the successful proposer and reasonable direct
costs of successful proposer for assembling and delivering to City all documents.
No compensation shall be due to the successful proposer for any profits that the
successful proposer expected to earn on the balanced of the Agreement. Such
payments shall be the total extent of the City's liability to the successful proposer
upon a termination as provided for in this section.
RFP NO. 24-04/05
DATE: 5120/05
24
CITY OF MIAMI BEACH
SECTION VI- SPECIAL TERMS AND CONDITIONS
INSURANCE: Successful Proposer shall obtain, provide and maintain during the
term of the Agreement the following types and amounts of insurance which shall be
maintained with insurers licensed to sell insurance in the State of Florida and have a B+
VI or higher rating in the latest edition of AM Best's Insurance Guide. Any exceptions to
these requirements must be approved by the City's Risk Management Department:
Commercial General Liability. A policy including, but not limited to,
comprehensive general liability including bodily injury, personal injury, property damage
in the amount of a combined single limit of not less than $1,000,000. Coverage shall be
provided on an occurrence basis. The City of Miami Beach must be named as
certificate holder and additional insured on policy.
Automobile Liability. A policy including, but not limited to, automobile
liability including bodily injury, personal injury, property damage in the amount of a
combined single limit of not less than $1,000,000. Coverage shall be provided on an
occurrence basis. The City of Miami Beach must be named as certificate holder and
additional insured on policy.
Worker's Compensation. A policy of Worker's Compensation and Employers
Liability Insurance in accordance with State worker's compensation laws as required per
Florida Statutes.
Medical Malpractice: A policy of Medical Malpractice Insurance of not less
than $1,000,000. Coverage shall be provided on an occurrence basis.
Said policies of insurance shall be primary to and contributing with any other insurance
maintained by Selected Proposer or City, and shall name the City and the officers,
agents and employees of said organizations as additional insured while acting within the
scope of their duties but only as to work performed by the Selected Proposer under this
Agreement. This policy cannot be canceled without thirty (30) days prior written notice
to the City.
The Selected Proposer shall file and maintain certificates of all insurance policies with
the City's Risk Management Department showing said policies to be in full force and
effect at all times during the course of the Agreement. No work shall be done by the
Architect during any period when it is not covered by insurance as herein required.
Such insurance shall be obtained from brokers of carriers authorized to transact
insurance business in Florida and satisfactory to City.
Evidence of such insurance shall be submitted to and approved by City prior to
commencement of any work or tenancy under the proposed Agreement.
If any of the required insurance coverages contain aggregate limits, or apply to other
operations or tenancy of selected Proposer outside the proposed Agreement, selected
Proposer shall give City prompt written notice of any incident, occurrence, claim
settlement or judgment against such insurance which may diminish the protection such
insurance affords the City. Selected Proposer shall further take immediate steps to
RFP NO. 24-04/05
DATE: 5120/05
25
CITY OF MIAMI BEACH
restore such aggregate limits or shall provide other insurance protection for such
aggregate limits.
FAILURE TO PROCURE INSURANCE: Selected Proposer's failure to procure or
maintain required insurance program shall constitute a material breach of Agreement
under which City may immediately terminate the proposed Agreement.
RFP NO. 24-04/05
DATE: 5120/05
26
CITY OF MIAMI BEACH
SECTION VII - PROPOSAL DOCUMENTS TO BE COMPLETED AND RETURNED
TO THE CITY
1. Proposer Information
2. Acknowledgment of Addenda
3. Fee Proposal Form
4. Declaration
5. Questionnaire
RFP NO. 24-04/05
DATE: 5/20/05
27
CITY OF MIAMI BEACH
PROPOSER INFORMATION
Submitted by:
Proposer (Entity):
Signature:
Name (Typed):
Address:
City/State:
Telephone:
Fax:
It is understood and agreed by Proposer that the City reserves the right to reject
any and all Proposals, to make awards on all items or any items according to the
best interest of the City, and to waive any irregularities in the RFP or in the
Proposals received as a result of the RFP. It is also understood and agreed by
the Proposer that by submitting a proposal, Proposer shall be deemed to
understand and agree than 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.
(Authorized Signature)
(Date)
(printed Name)
RFP NO. 24-04/05
DATE: 5120/05
28
CITY OF MIAMI BEACH
ACKNOWLEDGMENT OF ADDENDA
REQUEST FOR PROPOSALS NO. 24-04/05
Directions: Complete Part lor Part II, whichever applies.
Part I: Listed below are the dates of issue for each Addendum received in connection
with this RFP:
Addendum No.1, Dated
Addendum No.2, Dated
Addendum No.3, Dated
Addendum No.4, Dated
Addendum No.5, Dated
Part II:
No addendum was received in connection with this RFP.
Verified with Procurement staff
Name of Staff Member
Date
Proposer - Name
Date
Signature
RFP NO. 24-04/05
DATE: 5120/05
29
CITY OF MIAMI BEACH
DECLARATION
TO: Jorge M. Gonzalez
City Manager
City of Miami Beach, Florida
day of
,2005.
Submitted this
The undersigned, as Proposer, declares that the only persons interested in this
proposal are named herein; that no other person has any interest in this proposal or in
the contract to which this proposal pertains; that this proposal is made without
connection or arrangement with any other person; and that this proposal is in every
respect fair and made in good faith, without collusion or fraud.
The Proposer agrees if this proposal is accepted, to execute an appropriate City of
Miami Beach document for the purpose of establishing a formal contractual relationship
between the Proposer and the City of Miami Beach, Florida, for the performance of all
requirements to which the proposal pertains.
The Proposer states that this proposal is based upon the documents identified by the
following number: RFP No. 24-04/05
SIGNATURE
PRINTED NAME
TITLE (IF CORPORATION)
RFP NO. 24-04/05
DATE: 5120/05
30
CITY OF MIAMI BEACH
QUESTIONNAIRE
Proposer's Name:
Principal Office Address:
Official Representative:
Individual
Partnership (Circle One)
Corporation
If a CorDoration. answer this:
When Incorporated:
In what State:
If a Foreian CorDoration:
Date of Registration with
Florida Secretary of State:
Name of Resident Agent:
Address of Resident Agent:
President's Name:
Vice-President's Name:
Treasurer's Name:
RFP NO. 24-04/05
DATE: 5/20/05
31
CITY OF MIAMI BEACH
Members of Board of
Directors:
If a Partnership:
Date of organization:
General or Lim ited Partners:
Name and Address of Each Partner:
NAME
ADDRESS
* Designate general partners in a Limited Partnership
I. Number of years of relevant experience in operating similar
business:
2. Have any similar agreements held by Proposer ever been canceled?
Yes ( ) No ( )
If yes, give details on a separate sheet.
RFP NO. 24-04105
DATE: 5120/05
32
CITY OF MIAMI BEACH
Questionnaire (continued)
3. Has the Proposer or any principals of the applicant organization failed to
qualify as a responsible Bidder, refused to enter into a contract after an
award has been made, failed to complete a contract during the past five (5)
years, or been declared to be in default in any contract in the last 5 years?
If yes, please explain:
4. Has the Proposer or any of its principals ever been declared bankrupt or
reorganized under Chapter 11 or put into receivership? Yes ( ) No ( )
If yes, give date, court jurisdiction, action taken, and any other explanation
deemed necessary on a separate sheet.
5. Person or persons interested in this bid and Qualification Form have ( )
have not ( ) been convicted by a Federal, State, County, or Municipal Court
of any violation of law, other than traffic violations. To include stockholders
over ten percent (10%). (Strike out inappropriate words)
Explain any convictions:
6. Lawsuits (any) pending or completed involving the corporation, partnership
or individuals with more than ten percent (10%) interest:
A. List all pending lawsuits:
RFP NO. 24-04/05
DATE: 5120/05
33
CITY OF MIAMI BEACH
B. List all judgments from lawsuits in the last five (5) years:
C. List any criminal violations and/or convictions of the Proposer
and/or any of its principals:
7. Conflicts of Interest. The following relationships are the only potential,
actual, or perceived conflicts of interest in connection with this proposal:
(If none, state same.)
8. Public Disclosure. In order to determine whether the members of the
Evaluation Committee for this Request for Proposals have any association
or relationships which would constitute a conflict of interest, either actual
or perceived, with any Proposer and/or individuals and entities comprising
or representing such Proposer, and in an attempt to ensure full and
complete disclosure regarding this contract, all Proposers are required to
disclose all persons and entities who may be involved with this Proposal.
This list shall include public relation firms, lawyers and lobbyists. The
Procurement Division shall be notified in writing if any person or entity is
added to this list after receipt of Proposals. (Use additional sheet if needed)
RFP NO. 24-04/05
DATE: 5120/05
34
CITY OF MIAMI BEACH
The Proposer understands that information contained in this Questionnaire will
be relied upon by the City in awarding the proposed Agreement and such
information is warranted by the Proposer to be true. The undersigned Proposer
agrees to furnish such additional information, prior to acceptance of any
proposal relating to the qualifications of the Proposer, as may be required by the
City Manager. The Proposer further understands that the information contained
in this questionnaire may be confirmed through a background investigation
conducted by the Miami Beach Police Department. By submitting this
questionnaire the Proposer agrees to cooperate with this investigation, including
but not necessarily limited to fingerprinting and providing information for credit
check.
WITNESS:
IF INDIVIDUAL:
Signature
Signature
Print Name
Print Name
WITNESS:
IF PARTNERSHIP:
Signature
Print Name of Firm
Print Name
Address
By:
General Partner
Print Name
WITNESS:
IF CORPORATION:
Signature
Print Name of Corporation
Print Name
Address
By:
President
(CORPORATE SEAL)
Attest:
Secretary
RFP NO. 24-04/05
DATE: 5120/05
35
CITY OF MIAMI BEACH
CITY OF MIAMI BEACH
. 1700 CONVENTION CENTER DRIVE, MIAMI BEACH, FLORIDA 33139
www.miamibeachfl.gov
to
PROCUREMENT DIVISION
Telephone (305) 673-7490
Facsimile (305) 673-7851
June 13, 2005
ADDENDUM NO.1
REQUEST FOR PROPOSALS (RFP) No. 24-03/04
FOR
A MEDICAL SERVICES 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
The following additional information as a result of inquiries from individuals is
hereby forwarded:
1) The due date for the receipt of proposals has been changed to 3:00 p.m.
Thursday, June 23, 2005.
2) Page 17, Item G. Wellness Program: This program is optional.
The following summarizes questions submitted and corresponding answers.
Question No.1: Is there a mileage distance beyond which the City would not consider utilizing a medical
facility for this RFP?
Answer No.1: The RFP does not specify a limit on proximity to the City of Miami Beach. The
Evaluation Criteria on page 21 does indicate a weight of 15% relative to Convenience
of Obtaining Service and Proximity to Miami Beach.
Question No.2: Will the proposer still be considered if they choose not to bid on the
psychiatric/psychologicallEAP services, but want to be considered for the rest of the
services?
Answer No.2: EAP Services may be sub-contracted by the Provider. Psychological and psychiatric
evaluations are to remain in the Provider's scope of services as they relate to fitness for
duty in order for the proposal to be considered responsive.
Question No.3: Can the proposer sub-contract out the psychiatric/psychological/EAP services?
Answer No.3: Only the EAP services may be sub-contracted out. The psychiatric and the
psychological services must remain part of the Provider's services.
RFP 24-04/05 Addendum #1
June 13, 2005
. Question No.4: Can the respondents to this RFP propose a cost for each individual service, such as per
police pre-employment screening; or per CDL drug test; and bill the City monthly for
itemized services provided, or does the proposal have to be a fixed fee for all services?
Answer No.4: As this is a Request For Proposals, it is up to the proposer to present a response to
best satisfy the requirements of the scope of services and minimum requirements. If
the respondent chooses to itemize the pricing, the City requests that a "not to exceed"
annual amount to be paid by the City be provided in the proposal.
Question No.5: If contract is renewed in future years, can the price be renegotiated or does the
Provider have to provide the services for the same price as the first year even if their
costs, such as lab fees, go up?
Answer No.5: As this is an RFP, it is up to the proposer to present the fee structure that best matches
the scope and is economically sound for all parties. Fees are subject to negotiation at
time of contract discussion with selected Provider.
Question No.6: On page12, paragraph 2, the last sentence states: "refers to appropriate follow-up care,
when indicated." - is it correct that the follow up care would be paid for by the patient?
Answer No.6: Yes, follow up care would be the responsibility of the patient.
Question No.7: What was the annual fee pay for the City for services provided in 2005? Is there any
yearly increase in the fee provided?
Answer No.7: The annual fee charged under the existing agreement has been $166,140. The Fee
Proposal Form was broken down as follows:
Pre-Employment Physical Examinations/Promotional
Examinations and Drug Test (approx 500 applicants) $ 43,890.00
(Tests will vary based on job description)
Medical Records Retention
$ 160.00
$ 5,100.00
$ 31,200.00
$ 39,380.00
$ 36,720.00
Psychiatric Services
Immunization Program
Drug and Alcohol Test Program
Employee Assistance Program
Fitness for Duty/Return to Work/Rehabilitation
Evaluation
$ 650.00
$ 2,800.00
$ 6,240.00
Executive Physical
Staffing
TOTAL PROPOSAL PRICE
$166 14000
There are currently no yearly increases in the annual fee, which is invoiced monthly.
In addition, the Fire Department has issued a separate annual blanket P/O in the
amount of $2500 for on-site random drug testing to be performed as requested or
required. In addition, the Police Department has issued a separate annual blanket P/O
in the amount of $2500 for Police personnel that are required to be outfitted for
personal protective equipment.
RFP 24-04/05 Addendum #1
June 13, 2005
2
Question No.8: Advise how many of each of the following services were provided last year:
Answer No.8: EAP Services (Provided 11/1/03 thru 6/8105):
Other:
Telephone Counseling: 5
T ele Couns & Ref: 136
Office Session: 107
On Site: 0
Clinical & Referral: 1
0.4%
2.0%
54.4%
42.8%
0.0%
0.4%
General Employee Physicals: Approx. 300
Police Department: Approx. 300
Fire Fighter: Approx. 50
DOT Physical: Not currently tracked - Number will be required to be tracked in new
Agreement.
Return For Duty: 11 employees evaluated for Return to Work, Fitness for Duty andlor
ADA placement
Executive Physicals: No history available; currently there are 45 positions that are
eligible- Number will be required to be tracked in new Agreement
Hepatitis B immunization: Not currently tracked- Number will be required to be tracked
in new Agreement
PPD tests: Approx. 650 - Number will be required to be tracked in new Agreement.
Chest x-ray: Not currently tracked - Number will be required to be tracked in new
Agreement.
HIV Testing: Not currently tracked - Number will be required to be tracked in new
Agreement.
Pre-employment drug testing: Approx. 650 - Number will be required to be tracked in
Agreement. .
Random Drug Testing, broken out by bargaining unit:
GSA has a pool of 48
AFSCME has a pool of 81
FOP has a pool of 367
IAFF has a pool of 194
And about 60 for Post Accidents between last year and this year.
Question No.9: Scope of services requires providers not to refer positive PPD tests to Health
Department. CDC requirements mandate referral of recent employee's conversions.
How do you reconcile this?
Answer No.9: The second paragraph on page 14 is changed to read: "PPD tests are to be read by
the Provider. Positive results will be read by the Provider and will be referred to the
Department of Health, or other appropriate authority. In any case, there will be no
additional charge to the applicant for this service."
Question No. 10: What type of electronic accommodation other than internet and e-mail are required?
Answer No. 10: Internet, e-mail and fax are the only required electronic accommodations.
Question No. 11: What assistance will be required for family leave request?
Answer No. 11: In the past, these have included, but not been limited to, services such as
recommendation as to whether a given diagnosis falls under the "serious condition"
definition and makes someone eligible for Family Medical Leave (FML), or a referral to
specialist for second or third opinions provided under law.
RFP 24-04/05 Addendum #1
June 13, 2005
3
Question No. 12: How many after hour services were requested last year (not including EAP)?
Answer No. 12: Not currently tracked - Number will be required to be tracked in new Agreement.
Question No 13: How many employees did the city have last year? What is the expected growth?
Answer No. 13: The City has approximately 1800 employees, which includes part time and seasonal.
The seasonal employees are mainly brought in for the summer and are usually
involved in summer parks and recreational programs or employed as beach life guards.
This employment figure has been fairly consistent without much fluctuation, and is not
anticipated to fluctuate much in the future.
Question No. 14: Do firefighters need meningococcal "testing" or immunizations.
Answer No. 14: Per Page 14, the fourth paragraph should read: "Firefighter pre-employment
examination must include tests for evidence of AIDS, Hepatitis, Pulmonary
Tuberculosis, and Meningococcal Meningitis."
Testing, immunizations and vaccines are to be provided as necessary and requested.
Any recommended or mandated test or immunizations by OSHA, CDC, State of Florida
and other City, Local and Federal Law for exposed personnel or personnel determined
to be at risk of exposure by the City must be tested.
Question No. 15: What contract term is the City looking to implement as a result of this RFP?
Answer No. 15: The City will enter into either a 2 or a 3 year Agreement, with annual options to renew
for one year, not to exceed a total of a five (5) year Agreement.
If you have any question please contact Pamela Leja at PamelaLeja@miamibeachfl.gov or at 305-673-
7490.
CITY OF MIAMI BEACH
Gus Lopez, CPPB, CPPO
Procurement Director
RFP 24-04/05 Addendum #1
June 13, 2005
4
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
Members of the City Commission
Date: July 27, 2005
Jorge M. Gonzalez
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.
ANAL YSIS
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 arrangemen"ts 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.
The Provider will utilize City forms where required. Provider will review their own forms
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
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.
Th,e 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.
C. MEDICAL RECORDS:
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
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.
This may include other occupations depending on the job specification and/or individual
requirements.
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
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 HIV/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:
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 if the employee was not cited for a traffic violation. This would require
Provider access availability 24 hours per day and 7 days per week.
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
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
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.
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.
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
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 800/0 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.
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.
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
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.
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 T erpak, 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
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
· 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 - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 150/0
Convenience of Obtaining Service and Proximity to Miami Beach - - - - - - 150/0
Overall Reputation within the Community - - - - - - - - - - - - - - - - - - - -- - - 100/0
Experience Level and Credentials of Assigned Staff - - - - - - - - - - - - - - 150/0
Designated Contact Availability - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 50/0
Appointment and Next Day Scheduling for Each Service - - - - - - - - - - - 10%
Number of Appointments That Can Be Scheduled Daily
For Each Service - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 150/0
Total
1 00 0/0
COMMITTEE Mount Sinai Sunshine Medical Health Care
MEMBER
Julio Magrisso 99 (1 ) 93 (2) 92 (3)
Drew Terpak 95 (1 ) 72 (2) 48 (3)
Grady Martinez 98 (1) 96 (2) 63 (3)
Gail Poe-Liu 92 (1 ) 91 (2) 81 (3)
Willie Sanders 95 (1) 56 (3) 70 (2)
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
Bobby Jenkins
Phyllis Sham is
Prince Pearse
100 (1)
82 (1)
95 (1)
63 (3)
62 (2)
56 (3)
72 (2)
52 (3)
71 (2)
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.
.
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
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 15
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 30/0 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.
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
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
$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 deman~ 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.
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 1st 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.
Co'mmission 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 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.
ManaQement 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.
F acil itv
6 Treatment rooms, completely renovated June 2005.
Location
Occupational Health Services is conveniently located at Mount Sinai Medical Center,
Lowenstein Building (4300 Alton Road)
ParkinQ
Easy Access, provided free of charge.
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
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
. 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 (140/0) 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.
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
Co'mmission 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
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