98-22824 RESO
RESOLUTION NO. 98-22824
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE
ADMINISTRATION TO ACCEPT THE RANKING OF PROPOSALS
RECEIVED AND ENTER INTO NEGOTIATIONS WITH THE NUMBER-
ONE RANKED FIRM, MOUNT SINAI MEDIAL CENTER, PURSUANT TO
RFP NO. 42 - 97/02, TO PROVIDE COMPREHENSIVE MEDICAL
EVALUATIONS, MEDICAL RECORDS RETENTION, PSYCHIATRIC
SERVICES, AN IMMUNIZATION PROGRAM, A DRUG AND ALCOHOL
TESTING PROGRAM, A WELLNESS PROGRAM, AN EMPLOYEE
ASSISTANCE PROGRAM, AND WORKERS' COMPENSATION CLAIMS
EVALUATION AND TREATMENT, FOR CITY OF MIAMI BEACH
EMPLOYEES AND/OR EMPLOYMENT APPLICANTS; SHOULD THE
ADMINISTRATION BE UNABLE TO REACH AGREEMENT WITH
MOUNT SINAI MEDICAL CENTER, AUTHORIZING THE
ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH THE
SECOND-RANKED FIRM, MIAMI HEART INSTITUTE AND MEDICAL
CENTER.
WHEREAS, on May 7, 1998, the City issued Request for Proposals No. 42 - 97/02 (RFP),
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, an employee assistance program, and workers' compensation claims evaluation and
treatment for City of Miami Beach employees and/or employment applicants, for an initial one-year
period, with an option for four additional one-year renewal periods; and
WHEREAS, the City received two responses in pursuant to the RFP; and
WHEREAS, the Health Advisory Committeemet on June 19, 1998 to consider the responses,
and recommended Mount Sinai Medical Center; and
WHEREAS, an Evaluation Committee, approved by the City Manager and by the Mayor
and City Commission, met on June 23, 1998, and also recommended Mount Sinai Medical Center;
and
WHEREAS, the City Manager has reviewed the proposals, as well as the recommendations
of the Health Advisory Committee and the Evaluation Committee, and concurs with their
recommendations; and
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission hereby accept the ranking of proposals received and enter into negotiations with the
number-one ranked firm, Mount Sinai Medical Center, pursuant to RFP No. 42 - 97/02, to provide
comprehensive medical evaluations, medical records retention, psychiatric services, an
immunization program, a drug and alcohol testing program, a wellness program, an employee
assistance program, and workers' compensation claims evaluation and treatment, for City of Miami
Beach employees and/or employment applicants. Should the Administration be unable to reach
agreement with Mount Sinai Medical Center, authorizing the Administration to enter into
negotiations with the second-ranked firm, Miami Heart Institute and Medical Center.
PASSED AND ADOPTED this 15th day of July, 1998.
ATTEST:
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CITY CLERK
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APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
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Date
~ITY OF MIAMI BEACH
~ITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
.\\ . m' m'-
COMMISSION MEMORANDUM NO. Y. ,2 -9 g
TO:
Mayor Neisen O. Kasdin and
Members of the City Commission
DATE: July 15, 1998
FROM: Sergio Rodriguez
City Manager
SUBJECT: RESOLUTION TO ACCEPT THE RANKING OF PROPOSALS RECEIVED
AND TO AUTHORIZE THE ADMINISTRATION TO ENTER INTO
NEGOTIATIONS FOR A CONTRACT WITH THE NUMBER-ONE RANKED
FIRM, MOUNT SINAI MEDICAL CENTER, PURSUANT TO RFP NO. 42 -
97/02 TO PROVIDE COMPREHENSIVE MEDICAL EVALUATIONS,
MEDICAL RECORDS RETENTION, PSYCHIATRIC SERVICES, AN
IMMUNIZATION PROGRAM, A DRUG AND ALCOHOL TESTING
PROGRAM, A WELLNESS PROGRAM, AN EMPLOYEE ASSISTANCE
PROGRAM, AND WORKERS' COMPENSATION CLAIMS EVALUATION
AND TREATMENT, FOR CITY OF MIAMI BEACH EMPLOYEES AND/OR
EMPLOYMENT APPLICANTS; SHOULD THE ADMINISTRATION BE
UNABLE TO REACH AGREEMENT WITH MOUNT SINAI MEDICAL
CENTER, TO AUTHORIZE THE ADMINISTRATION TO ENTER INTO
NEGOTIATIONS WITH THE SECOND-RANKED FIRM, MIAMI HEART
INSTITUTE AND MEDICAL CENTER.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
FUNDING
Funds have been requested in the 1998/99 budget, miscellaneous expenditures account of the Risk
Management Division (540.1791.000355), subject to Commission approval of the 1998/99 budget.
BACKGROUND
In 1994, the City solicited proposals, pursuant to Request for Proposals No. 33 - 94/97 (RFP), 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, an employee assistance program, and evaluation and treatment of workers' compensation
claims for City of Miami Beach employees and/or employment applicants. The contract and its
AGENDA ITEM
DATE
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,-15'-98'
extensions with the current provider will expire on September 30, 1998. On April 1, 1998 the RFP
went before the Commission. The Commission referred the RFP to the Health Advisory Committee.
The Committee suggested that more general language be added for random drug and alcohol testing
to include those employees involved in an accident, regardless of whether or not they were ticketed.
The Committee also suggested that specific language be added to include Federal guidelines for
emergency responders who may require anti-viral medication for exposure. These changes were
incorporated into the current RFP.
The primary user of this contract the City's Human Resources Department recommends that the
services be continued. These services allow the City to protect the psychological and physical health
of all employees and potential employees and to provide for the physicClI safety and well-being of
citizens, visitors, and employees. Through this contract. Cl professional and e\:perienced provider will
conduct physical e\:aminations on all ne\v-hires. and on promotions for classifications where
physical duties vary greatly: drug tests on all new hires to maintain a chug-free \vork environment;
return to \vork cleClrClnce eVClluations: rehabilitation evaluations: and other special services as
required by the City and/or locaL state and federal laws and regulCltions. The hospital will also
maintain ahd retain all medical records. evaluate Clpplicants Clnd employees as required by the City.
administer vaccines for City employees as needed. e\"Clluate and treat workers' compensation claims.
conduct random Drug and Alcohol testing based on the Department of Transportation standards and
union contracts. provide for a vvellness program, and provide for an Employee Assistance Program
(EAP).
In order for the City to enter into a new Professional Services Agreement for a firm to provide the
desired services. RFP No. 42 - 97/02 was issued on MClY 7. 1998. T\vo (2) responses \vere received
by the Procurement Di vision.
Responses were received from:
Mount Sinai Medical Center
Miami Heart Institute and Medical Center
On June 19, 1998, the Health Advisory Committee reviewed both proposals. The Health Advisory
Committee concluded that both hospitals were fully capable of performing the scope of services
needed. Furthermore, the Health Advisory Committee stated that the proposals were so similar in
nature that the only differentiating factor was the cost. Mount Sinai's proposal was $75,000, and
Miami Heart's proposal was $88,800. Based on the cost, the Health Advisory Committee
recommended Mount Sinai's proposal.
The City Manager recommended the following members as the Evaluation Committee to the Mayor
and City Commission:
1. T. C. Adderly, Human Resources Director - City of Miami Beach
-Supervises all functions of the Human Resources Department
2. Ed Beecher, Risk Manager - City of Hialeah
-Supervises all workers' compensation and safety issues.
Continued...
3. John Bremer, Personnel Board Member and resident of Miami Beach
-Designed and implemented systems for community health centers. Designed an
information system for health care program administration in a state human services
department.
4. Florence Cohan, Training and Development Coordinator
-Supervises the drug and alcohol random and reasonable cause testing program, employee
assistance program, 'vvellness program, and training
5. Linda Gonzalez. Human Resources Administrator
-Supervises employment and promotional hiring. pre-employment medical evaluations. and
fitness for duty evaluations
6. Clifton Leonard. Risk Manager
-Supervises all workers' compensation ancl safety issues.
John Mallah, Esq., Attorney and resident of Miami Beach
-Attorney specializing in Civil Law on Miami Beach
7. Gail Poe-Liu. Human Resources Administrator
-Supervises police and fire hiring and promotional hiring processes
8. Barbara ZubkofL Chief Operating Officer - South Shore Hospital
On June 23. 1998, the Evaluation Committee revie'vved the proposals for the follo\ving items:
1. Cost
2. Pre-employment: Turn-around time, designated contact availability, next day appointment
scheduling, maximum applicants/day
3. Employee Assistance Program: Experience, credentials of coordinator, ease of access, plan
specifics
4. Drug and Alcohol screening: Experience. waiting time, response time
5. Worker's Compensation: Ease of access for employees, ability to handle case volume, facility
experience and ability with workers' compensation, separate facility for treatment
6. Method of communication
7. Primary contacts
The Evaluation Committee recommended, by a vote of five to four, to enter into a Professional
Services Agreement with Mount Sinai Medical Center, based on Committee members scoring of
each evaluation item. The Evaluation Committee, as is reflected with the five to four vote, also
agreed that Miami Heart Institute and Medical Center, the current provider, would be a suitable
back-up to provide the requested services should an agreement not be reached with Mount Sinai
Medical Center. If the City is able to successfully negotiate a contract with the number one ranked
hospital, and if it becomes necessary for the City to terminate said contract for non-compliance with
the terms and conditions of the contract, then, the Administration will enter into negotiations with
the number two ranked hospital.
CONCLUSION
Based on the recommendation of both the Health Advisory Committee and Evaluation Committee,
it is recommended that the Mayor and City Commission accept the ranking of proposals received
and authorize the Administration to enter into negotiations for a contract with number one
Continued...
ranked firm, Mount Sinai Medical Center. Should the Administration be unable to reach agreement
with Mount Sinai Medical Center, it is further recommended that the Administration be authorized
to enter into negotiations with the second-ranked firm, Miami Heart Institute and Medical Center.
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