2022200061_A1_RFI_NFPA Occupational Health Benefits _fillable.pdf

Request for Information

NFPA 1582 OCCUPATIONAL HEALTH SERVICES

Solicitation Number RFI #2022200061

Due Date and Time:

Friday, April 15, 2022 at 9:00 AM PDT

CITY OF EUGENE

Central Services

Finance Division │ Purchasing

Telephone: (541) 682-5055

The Purchasing office is currently closed to the public.

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I. INVITATION TO SUBMIT INFORMATION

CITY OF EUGENE REQUEST FOR INFORMATION

Solicitation Number RFI #2022200061

Notice to Suppliers Letters of Interest, including price range information for National Fire Protection Association (NFPA) 1582 Physical services will be accepted by the Purchasing Office until Friday, April 15, 2022 at 9:00 AM PDT. This Request for Information (RFI) is for informational purposes. Offerors submitting Letters of Intent may be contacted by the City of Eugene and the City of Springfield for any clarifications needed.

This RFI may not directly result in a Contract award.

Project Description The City of Eugene is requesting Letters of Interest on behalf of the City of Springfield and the Eugene- Springfield Fire Department—a department jointly operated by both Cities. Letters of Interests are requested from qualified companies that provide NFPA Physical services. The City wishes to obtain and compile information about the company’s available Services, expertise, experience, and general pricing for such Services in order for both Cities and the Eugene-Springfield Fire Department (ESF) to establish a budget for said Services and a more complete understanding of Offerors who can provide such Services.

Upon review and evaluation of the Letters of Interest, the Cities may enter into direct communications with any Offeror who submitted their Letter of Interest, may choose to issue a subsequent solicitation for these Services, or initiate any other purchasing action per each City’s public contracting Rules.

Solicitation Documents Solicitation documents may be examined electronically by logging in to OregonBuys (www.oregonbuys.gov). To view City solicitations:

• Scroll to Supplier Activities

• Click the Open Bids icon

• Click the Advanced Search button

• Click Select Organization

• Select City of Eugene

• Click Search

• Click the Bid Solicitation # to view solicitation details and documents

A copy of the Solicitation may be also be obtained by email request to the Purchasing Analyst shown below. Offerors shall submit an electronic response, including Letter of Interest and accompanying information, in a single PDF file by email to the Purchasing Analyst referenced below. Letters of Interest with all accompanying information shall be submitted before the due date and time specified in the Request for Information.

Dated:

Margaret Merisante, Purchasing Analyst AIC Purchasing │Finance │City of Eugene Eugene.Purchasing@ci.eugene.or.us https://oregonbuys.gov/bso/ http://www.oregonbuys.gov/ mailto:Eugene.Purchasing@ci.eugene.or.us

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II. INSTRUCTIONS TO OFFERORS

1. Offeror will submit a detailed Letter of Interest per the requested information outlined in SECTION III together with SECTION V’s completed and signed Standard Request for Information Form by the closing date and time: Friday, April 15, 2022 at 9:00 AM PDT.

2. Offerors shall submit an electronic response, including Letter of Interest and any accompanying forms by emailing the City’s Purchasing Analyst listed above. The Letter of Interest with all accompanying information must be submitted before the due date and time specified in the RFI in order to be determined as a Responsive submittal.

3. Offeror bears all risks associated with delays in email or file sharing services. This RFI does not commit the City to pay any costs incurred by any Offeror in the submission of a Letter of Interest.

4. This RFI and one copy of each Letter of Interest with accompanying Forms received in response to it, shall be kept by the City of Eugene Purchasing Office and made a part of a file or record which shall be open to public inspection, excepting any information that is considered trade secret under ORS 192.501(2), each sheet of such information must be marked with the following legend:

“This data constitutes a trade secret under ORS 192.501(2), and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS 192.”

a. The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only "unless the public interest requires disclosure in the particular instance." ORS 192.501(2). Therefore, non-disclosure of documents or any portion of a document submitted as part of a Letter of Interest may depend upon official or judicial determinations made pursuant to the Public Records Law.

5. Questions or clarification requests shall be submitted by email to the City’s Purchasing Analyst no later than April 7, 2022 at 9:00 AM PDT. Contents of questions and clarifications should include a reference to the item being addressed, the reason, and any proposed alterations. The City may limit the number of responses it provides in response to Offerors’ questions. Therefore, the City asks Offerors to prioritize questions asked. Do not include questions with the response to the RFI.

6. Statements by City staff or their representatives are not binding on Cities, unless confirmed by written addendum. Addenda will issue and Offerors shall receive Addenda as follows: City will not mail notice of Addenda, but will publish notice of any Addenda on the OregonBuys site.

Addenda may be downloaded from Oregon Buys. Interested Offerors should frequently check Oregon Buys until closing.

https://oregonbuys.gov/bso/

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III. BACKGROUND

Introduction The Cities of Springfield and Eugene jointly administer the Eugene Springfield Fire (ESF) Department.

In addition to non-sworn employees, the Department consists of approximately 272 sworn fire personnel working out of 16 stations. The Fire and EMS training headquarters is located at 1705 West Second Avenue, Eugene Oregon, 97402. ESF serves a combined population of over 300,000 citizens.

Project Description ESF wishes to incorporate and implement a new employee benefit: NFPA 1582 annual physicals as a component of the overall City of Eugene and the City of Springfield’s individual occupational health programs. ESF currently receives a full complement of Occupational Health services from Cascade Health Services (through contracts with each City) including, but not limited to,

• Pre-employment physicals,

• Annual physicals,

• Department of Transportation drug & alcohol testing,

• Workers-compensation health management,

• Vaccinations, and

• Record management services.

The content and coordination of NFPA 1582 physicals may overlap with existing occupational health services. The information from this RFI will be used by both the City of Eugene and the City of Springfield to explore how NFPA 1582 services can be incorporated into, supplement, or replace existing vendor services.

Both the City of Eugene and the City of Springfield in association with ESF hope to achieve the following goals:

1. Implementation of NFPA 1582 annual physicals

2. Minimal duplication of or overlap with existing occupational health services

3. High-quality health care service delivery

4. Standardization of the administration and coordination procedures between the cities of Eugene and Springfield

5. Minimization of employee overtime and operational service down-time during administration of physicals

6. Reasonable cost

Evaluation Both the City of Eugene and the City of Springfield will review all Letters of Interest that are received prior to the closing due date and time. Each City, in their sole discretion, may opt to have discussions with any Offerors based on their qualifications, experience, or product quality; may choose to enter into direct Contract negotiations with a single Offeror; may decide to terminate the proposed project; or may choose to issue a future competitive solicitation based on the results of this RFI. If a Contract is issued, each City may elect to enter into separate contracts with an Offeror. A Contract may be awarded for an initial one-year term with renewal terms available for up to five (5) years total.

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IV. SUBMITTALS

Offerors are requested to submit the following items within your Letter of Intent response:

1. Provide a Letter of Interest that addresses all of the items in the RFI Questionnaire below:

2. Standard RFI Form – Complete and sign the City of Eugene/Springfield RFI Form--Section V.

LETTER OF INTENT QUESTIONNAIRE

Company

1. Describe your organization, including years providing services, qualifications of providers, and where organization is based with any local offices.

2. Provide reference contact information for both three current and three former clients.

Examinations

3. How many employees can you screen at a time in these three scenarios:

o At the vendor’s local facility o At a City facility, such as Fire Admin (2nd and Chambers in Eugene) o With a vendor-supplied mobile unit

4. Please describe how you envision the workflow to function the environments above, including how personnel will flow through the process, what equipment the Cities may need to supply, etc.

5. What is the average testing time per employee for the NFPA 1582-required testing?

6. What would be the additional testing time for any services that are not required by NFPA 1582 standards (such as ultrasounds and cardiac calcium scoring)?

7. If your company provides ultrasounds, please describe who reads the ultrasounds, their credentials, and if and where these staff are based in the US.

8. Is any of your internet data held on servers outside the US?

9. Are there any other health and wellness services you recommend that are not in the list below? If yes, what are your charges for other services?

Pricing

10. How does your company typically bill? (For example, total cost, per Service item, other?)

11. For the occupational health services you can provide, are any additional costs not listed below? If yes, please explain.

12. Please indicate if the pricing indication below is based on providing all of the services every year to every member, or if the pricing would vary based on the frequency recommendations of NFPA

1582.

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Supplemental Information

13. Please include any marketing materials or additional information you feel may be useful to the

Cities in learning more about the services you provide.

14. Please complete the table below. Pricing indication is informational only. It is not considered a binding quote.

Procedures & Examination Can provide?

Y/N

EE tests on City premises?

EE tests at vendor locations?

pricing

Comments

1582 Physical Examination:

• Vital Signs: Head, Neck, Eyes, Ears, Nose, and Throat

• Cardiovascular:

Inspection, auscultation, percussion and palpation.

• Pulmonary: Inspection, auscultation, percussion and palpation.

• Gastrointestinal:

Inspection, auscultation, percussion and palpation.

• Genitourinary: Hernia exam (Also, see cancer screening).

• Lymph Nodes: The examination of organ systems must be supplemented with an evaluation of lymph nodes in the cervical, auxiliary, and inguinal regions.

• Neurological: The neurologic exam for uniformed personnel must include a general mental status evaluation and general assessment of the

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Procedures & Examination Can provide?

Y/N

EE tests on City premises?

EE tests at vendor locations?

pricing

Comments major cranial/peripheral nerves (motor, sensory, reflexes)

• Musculoskeletal:

Includes an overall assessment of range of motion (ROM) of all joints. Additionally, observation of the personnel performing certain standard office exercises or functions is helpful in assessing joint mobility and function.

• Sleep disturbance screening

• Occupational Stress Awareness Consultation

Audiogram

1582 Vision Tests

• Assessment of vision must include evaluation of distance, near, peripheral, and color vision. Evaluate for common visual disorders.

1582 Pulmonary (Spirogram)

Chest X-Ray

Resting 12-lead ECG

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Y/N

EE tests on City premises?

EE tests at vendor locations?

pricing

Comments

1582 Blood Analysis The following are components of the blood analysis. At a minimum, laboratory services must provide these components in their automated chemistry panel (aka SMAC 20) and complete blood count (CBC) protocols.

• White Blood Cell Count, Differential, Red Blood Cell Count (Hematocrit), Platelet Count Liver Function Tests – includes SGOT/AST, SGPT/ALT, LDH, Alkaline Phosphatase, and Bilirubin C-Reactive Protein, Triglycerides

• Cholesterol – includes:

Total Cholesterol, Low Density Lipoprotein (LDL-C) level, High Density Lipoprotein (HDL-C) level, and Total Cholesterol/HDL Ratio

• Glucose – If over 120 then HbA1c

• Blood Urea Nitrogen, Creatinine, Sodium, Potassium, Carbon Dioxide, Total Protein, Albumin, Calcium

1582 Urinalysis

• Dip Stick – includes pH, Glucose, Ketones, Protein, Blood, and Bilirubin

• Microscopic – includes

WBC, RBC, WBC

Casts, RBC Casts, and Crystals

Cancer Screening

• Prostate Specific Antigen (PSA), Fecal

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Y/N

EE tests on City premises?

EE tests at vendor locations?

pricing

Comments

Occult Blood Testing, Skin Exam

• Digital Rectal Exam, Testicular Exam, Clinical Breast Examination, Pap Smear

Immunizations and Infectious Disease Screening

• Tuberculosis Screen (Annual PPD)

• Hepatitis C Virus Screen

• Hepatitis B Virus Vaccine

• Tetanus/Diphtheria Vaccine (Booster)

• Measles, Mumps, Rubella Vaccine (MMR)

• Measles Vaccine, Mumps Vaccine

• Rubella Vaccine, Polio Vaccine, Hepatitis A Vaccine

• Varicella Vaccine, Influenza Vaccine

• HIV Screening (Required to be offered)

Heavy Metal and Special Exposure Screening- as needed

• Arsenic (urine), Mercury (urine), Lead (urine), Lead (blood), Aluminum, Antimony, Bismuth, Cadmium, Chromium, Copper, Nickel, Zinc - Organophosphates (RBC cholinesterase), Polychlorinated Biphenyls (blood)

Non-NFPA 1582 Cancer Screening

• Ultrasound

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Y/N

EE tests on City premises?

EE tests at vendor locations?

pricing

Comments

Non-NFPA 1582 Cardiac Calcium Scoring

Additional Services (List recommended services)

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V. REQUEST FOR INFORMATION FORM

CITY OF EUGENE Solicitation Number #2022200061

I, the undersigned, and authorized representative of ________________________________

(Firm Name) which is a sole proprietor __________, partnership __________, or corporation __________ operating in the state of __________________ have read and thoroughly understand the specifications, the RFI instructions, and all other conditions of the Request for Information solicitation as well as all addenda issued for this solicitation by the Cities of Eugene and Springfield and agree that the information submitted is accurate and correct.

Name: Title:

Signature: Date:

Company Name:

Address:

Phone: Fax:

E-mail Address:

Company contact for this project (if different from above):

Name: Title:

Phone: E-mail: