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CITY OF GREEN BAY, WISCONSIN

REQUEST FOR PROPOSAL (RFP) # 2023-38

Fire Fighter NFPA 1582 Compliant Medical Physicals

GREEN BAY METRO FIRE DEPARTMENT

SCHEDULE OF EVENTS

CC: 94874

August 24, 2023 RFB Issued To Vendors

September 11, 2023 Questions From Vendors Due (Written Only)

September 13, 2023 Addendum Issued (If Required)

September 21, 2023 DUE DATE FOR RFP (By 2:00PM CT, Opened In Room 101)

September (?)

Projected Award Notification Date, Pending Council Approval – On Or After March 1,2024

Method And Deadline Of Submittal

SEALED Envelope Only, By Mail Delivery Or In Person. No Fax Or E-Mail. Submit One (1) Complete Set Of Your RFP Documents And One (1) Digital Copy On CD Or Flash Drive.

Please Label The Lower Left Corner Of Your Sealed Submittal Envelope:

SEALED PROPOSAL RFP #2023-38

GBMFD – Fire Fighter Physicals Contract

Submit Proposals To Thomas J. Walenski – Procurement Manager City Of Green Bay, Purchasing Department 100 N. Jefferson St., Room 101, Green Bay, Wi 54301-5026

E-Mail, Phone, Fax Info Purchasing Department E-Mail: Purchasingag@Greenbaywi.Gov Fax: 920-448-3050

Although every effort will be made to follow this schedule, the City reserves the right to modify the dates as necessary and to accommodate special circumstances. All RFB’s are due by the time specified. Any RFB received at the designated location after the required time and date specified for receipt shall be considered late and non-responsive. All times listed are in Central Time, unless otherwise noted.

mailto:purchasingag@greenbaywi.gov

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TABLE OF CONTENTS

1. INFORMATION AND INSTRUCTIONS

A. GENERAL INFORMATION

B. Contact with the City of Green Bay C. Schedule of Events D. Definitions E. Reasonable Accommodations F. Sealed Proposal Submission G. Questions H. Addenda I. Non-restrictive specifications and vendor alternates J. Proposal Opening K. Proposal Evaluation Process L. Award Notice M. Appeals Process N. Termination of Contract O. Right of Rejection and Clarification P. Right to award all or a portion Q. Financial Commitments R. Incurring Costs S. Right to Cancel T. Fixed Price Period U. Statutory Information V. Public Records Requirement W. Nondiscrimination X. Assignment or subcontract Y. Independent Contractor Status Z. Non-compliance AA. Patent Infringement BB. Rights to Submitted Material

2. PREPARING AND SUBMITTING A PROPOSAL

A. General Instructions B. Proprietary Information C. Proposal Response Organization and Format D. Number of Proposal Options & Complete Information E. Oral Presentations

3. PROPOSAL SELECTION AND AWARD PROCESS

A. Preliminary Evaluation B. Proposal Scoring

C. SCORING CRITERIA & POINTS

D. Right to Reject Proposals and Negotiate Contract Terms

4. SCOPE OF WORK

E. DEFINITIONS

F. VENDOR’S RESPONSIBILITY:

G. VENDOR’S PERFORMANCE CAPABILITY:

5. SCOPE OF SERVICES (PAGES 10-14)

FORMAT:

COMPLETE REQUIREMENTS:

ATTACHMENT B – CONFIDENTIAL, TRADE SECRET & PROPRIETARY

ATTACHMENT C – PROPOSAL PRICING PAGE

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ATTACHMENT D – PROPOSAL SIGNATURE PAGE

1. INFORMATION AND INSTRUCTIONS

A. GENERAL INFORMATION

The City of Green Bay (City) is requesting your consideration to participate in our Request for Proposal (RFB). This section lists basic information and instructions. The purpose of this document is to provide interested parties with information to enable them to prepare and submit a proposal this Contract. All Vendors are expected to read this section thoroughly to ensure full understanding of the conditions which responses should be made. Thank you for the time and effort you put forth in responding. We sincerely look forward to hearing from your company.

The City of Green Bay Metro Fire Department-GBMFD (hereafter “City”) is accepting sealed proposals from qualified medical screening providers to provide medical evaluations for approximately 212 firefighters. The medical evaluations shall comply with the National Fire Protection Association standard titled: NFPA 1582

Standard on Comprehensive Occupational Medical Program for Fire Departments 2018 Edition.

The City of Green Bay (the City) as represented by its City Attorney intends to use the results of this process to award a contract for this Contract.

The City reserves the right to select, negotiate and subsequently award, the proposed service which best meets our required needs, quality levels, and budget constraints. The award may be in part or whole. To learn more about the City of Green Bay, please visit our website at http://www.greenbaywi.gov

B. CONTACT WITH THE CITY OF GREEN BAY

This Request for Proposal (RFB) is issued by the City of Green Bay (City) Purchasing Division, which is the sole point of contact for the City during the selection process. During participation in this proposal, Vendors must arrange all contacts with the City through the individual listed. Contact with the City must be for the sole purpose of clarifying issues related directly to this proposal. Contacts not arranged through the individual listed are deemed to be unacceptable. The Purchasing Staff responsible for managing the procurement process is Thomas J.

Walenski.

SUBMIT RFB’S TO: Thomas J. Walenski – Purchasing Department

ADDRESS 100 North Jefferson Street, Room 101, Green Bay, WI 54301-5026

PHONE 920-448-3047 FAX: 920-448-3050

EMAIL PurchasingAg@greenbaywi.gov

C. SCHEDULE OF EVENTS

Although every effort will be made to follow this schedule, the City reserves the right to modify the dates as necessary and to accommodate special circumstances. Proposals must be received in the above office by the specified time stated. Late submissions will be considered unresponsive and will not be evaluated. In the event the City finds it necessary to change any of the specific dates and times in the calendar of events listed below, it will do so by issuing addenda to this RFB.

http://www.greenbaywi.gov/

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D. DEFINITIONS

The following definitions are used throughout the Request for Proposal (RFB).

• City means City of Green Bay

• GBMFD means Green Bay Metro Fire Department

• Proposer/Vendor means a firm submitting a proposal in response to this RFB.

• Contractor means proposer awarded the contract.

E. REASONABLE ACCOMMODATIONS

The City will provide reasonable accommodation, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If you need accommodations at a proposal opening/vendor conference, contact the Purchasing Division contact listed in this proposal. City Hall is available through either of the two entrances on Jefferson Street (west) side of the building.

F. SEALED PROPOSAL SUBMISSION

This is a sealed proposal and only the names of proposers will be read at the public opening. Documentation must be received at the office of the Purchasing Department on or before the due date noted above between the hours of 8am and 4:30pm, Monday – Friday. Proposals shall be in your envelope clearly marked with the Vendor’s name and return address and indicate “SEALED PROPOSAL RFB#2023-38.” Facsimile or e-mail submitted proposals will not be accepted. Responses received after the deadline cannot be considered and will be returned unopened. The City is not responsible for delays occasioned by the U.S. Postal Service, the internal mail delivery system of the City, or any other delivery method employed by the Vendor.

G. QUESTIONS

Vendors are asked to examine this request for proposal (RFB) upon receipt. All questions or clarifications should only be directed in writing via fax or e-mail to the Purchasing Department, before the designated deadline for written questions. Questions received after this date may not be responded to. Any contact or attempt to contact any other employee of City regarding this RFB may result in the immediate disqualification of the Vendor. Oral and other interpretations or clarifications will be without legal effect. Only questions answered by formal written addenda will be binding.

H. ADDENDA

Questions will be responded to in the form of written addenda to all Vendors. It shall be the responsibility of each

Vendor, prior to submitting their proposal, to determine if addenda were issued. Addenda will be issued on

DemandStar to registered vendors who will be notified electronically. All addenda issued shall become a part of the contract documents and shall be acknowledged and dated by the Vendor on the bottom of the Proposal

Signature Page.

I. NON-RESTRICTIVE SPECIFICATIONS AND VENDOR ALTERNATES

Specifications are intended to define the level of quality and performance of this purchase and not to restrict competition. Where certain brands or part number are specified, it is for illustration or to establish a standard of quality (unless ‘No Substitution’ is noted). Vendors may offer one or more alternates with lesser or greater

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ORDER AS THE CITY SPECIFICATIONS AND SHALL REFERENCE THE CITY ITEM NUMBER. Failure to identify exceptions or deviations in this manner may be a basis to declare the proposal as non-responsive. If in your opinion, any of the specifications, terms and conditions of this RFB prevents you from offering a proposal, consideration will be given to a Vendor’s request for change.

J. PROPOSAL OPENING

Proposals will be publicly opened and read (ONLY VENDOR NAMES) on the proposal due date in the Purchasing

Division Conference Room at 2:00 PM, City Hall, Room 101, 100 N. Jefferson St., Green Bay, WI. The main purpose of the proposal opening is to reveal the names only of the Vendors, and not to serve as a forum for determining the most responsive, responsible Vendor.

K. PROPOSAL EVALUATION PROCESS

After the closing date, the City’s evaluation and clarification process will commence. An evaluation team will review the proposals. Financial terms will not be the sole determining factor in this award. Other criteria described in this RFB will be considered, as well as any other factors the evaluation team determines may affect the suitability of the proposal for the City’s requirements. A supplier’s submission of a proposal constitutes their acceptance of the evaluation technique and their recognition and acceptance the evaluators will use their judgment in deciding. One or more responsive and responsible vendor proposals may be selected and further negotiations and/or interviews/oral presentations may occur. Once the successful Vendor has been selected, an award notice will be issued.

L. AWARD NOTICE

After an award is made, a proposal tabulation summary will be available through DemandStar. Proposal results will not be given over the telephone. The award will be based on overall best value to the City and not based only on lowest price.

M. APPEALS PROCESS

Protest of this award or recommendation of award shall be made in writing and received in the purchasing office within 72 hours after the posting of intent to award and evaluation tabulation. Tabulations for interested parties are posted on the Demandstar service.

A written protest must contain a specific legal basis for appeal, precise statements of the relevant facts, an identification of the issue to be resolved, and authorities in support of the protest. Appeals not containing the necessary information or not filed on a timely basis shall be rejected. Appeals shall be addressed to the

Purchasing Agent.

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N. TERMINATION OF CONTRACT

The City may terminate the resulting contract at any time by a notice in writing from the City Purchasing Agent to the Vendor. If the City terminates the contract with the Vendor, the Vendor shall be entitled to receive payment for work completed up to the date of notice.

O. RIGHT OF REJECTION AND CLARIFICATION

The City reserves the right to accept or reject any or all proposals or to waive any technicality, and accept any proposal deemed to be in the best interests of the City.

P. RIGHT TO AWARD ALL OR A PORTION

The City reserves the right to award all or a portion of this request to one or more Vendors on a location basis.

Vendor to indicate any additional discount allowed for award of entire order.

Q. FINANCIAL COMMITMENTS

All financial commitments by the City are subject to the availability of funds approved by the Green Bay Common

Council.

R. INCURRING COSTS

The City is not liable for any cost incurred by proposers in replying to this RFB. This includes costs to determine the nature of the proposal, submitting, negotiating, presentations, or any other costs a vendor would incur in responding to the RFB.

S. RIGHT TO CANCEL

The resulting contract may be canceled with just cause by either party, with submission of a 90-day written notice to the other party.

T. FIXED PRICE PERIOD

All prices, costs, and conditions in the proposal shall remain firm and valid for acceptance for 90 days after the due date of this solicitation to allow evaluation and award determination, unless indicated otherwise. Once awarded, prices shall remain firm for the duration of the contract. Prices MUST also be free of federal, state, and local taxes unless otherwise imposed by a governmental body, and applicable to the material on the proposal.

U. STATUTORY INFORMATION

Any purchase agreement resulting from this RFB shall be construed in accordance with the laws of the State of

Wisconsin. Any litigation between the parties arising out of, or in connection with the contract shall be initiated either in the court system of the State of Wisconsin or the United States District Court for the Eastern District of

Wisconsin.

All project participants, consultants, engineers, and vendors, must comply with all applicable Federal, State and local laws pertaining to contracts entered into by governmental agencies, including non-discriminating employment. Contracts entered into on the basis of submitted proposals are revocable if contrary to law.

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V. PUBLIC RECORDS REQUIREMENT

It shall be understood any proposal and any/all reference information submitted in response to this RFB shall become the property of the City and will not be returned. The City will use discretion with regards to disclosure of proprietary information contained in any response but cannot guarantee information will not be made public. As a governmental entity, the City is subject to making records available for disclosure.

W. NONDISCRIMINATION

In connection with the performance of work under this agreement, the Contractor agrees not to discriminate against any employee or applicant for employment because of age, race, religion, color, marital status, sexual orientation, sex, disability, national origin, or ancestry. This provision must be included in all subcontracts.

X. ASSIGNMENT OR SUBCONTRACT

Neither party shall assign any right or interest, nor delegate or subcontract any obligation owed without the written consent of the other.

Y. INDEPENDENT CONTRACTOR STATUS

The Contractor agrees it is an independent Contractor with respect to the services provided pursuant to this agreement. Nothing in this agreement shall be considered to create the relationship of employer and employee between the parties.

Z. NON-COMPLIANCE

Submission of a proposal constitutes confirmation your firm is not presently on any lists maintained by the

Wisconsin Department of Administration, or any other State or the Federal Government, for non-compliance with any requirements, including equal opportunity and/or affirmative action.

AA. PATENT INFRINGEMENT

The seller shall indemnify and hold harmless the City and all persons acting for or on their behalf from all suits and claims against them, or any of them, arising from or occasioned by the use of any material, equipment or apparatus, or any part thereof, which infringes or is alleged to infringe on any patent rights. In case such material, equipment, or apparatus, or any part thereof, in any such suit is held to constitute infringement, the Seller, within a reasonable time, will at its expense, and as the agencies may elect, replace such material, equipment or apparatus with non-infringing material, equipment, or apparatus, or remove the material, equipment, or apparatus, and refund the sums paid therefore.

BB. RIGHTS TO SUBMITTED MATERIAL

It shall be understood all proposals, responses, inquiries or correspondence relating to or in reference to this RFB, and all reports, charts, and proposal or referencing information submitted in response to this RFB shall become the property of the City and will not be returned. The City will use discretion with regards to disclosure of proprietary information contained in any response but cannot guarantee information will not be made public. As a governmental entity, the City is subject to making records available for disclosure.

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2. PREPARING AND SUBMITTING A PROPOSAL

A. GENERAL INSTRUCTIONS

The evaluation and selection of a contractor and the contract will be based on the information submitted in the vendor’s proposal plus references and any required on-site visits or oral presentations. Failure to respond to each of the requirements in the RFB may be the basis for rejecting a response. Elaborate proposals (e.g. expensive artwork) beyond what is sufficient to present a complete and effective proposal, are not necessary or desired.

B. PROPRIETARY INFORMATION

All restrictions on the use of data contained within a proposal and all confidential information must be clearly stated on the attached “Designation of Confidential and Proprietary Information” form. Proprietary information submitted in a proposal, or in response to the RFB, will be handled in accordance with the applicable Wisconsin

State Statute(s) and Wisconsin Open Records Law.

C. PROPOSAL RESPONSE ORGANIZATION AND FORMAT

Proposals should be typed and submitted on 8.5 by 11-inch paper bound securely. Proposals should be organized and presented in order and by the number assigned in the RFB. Each individual attachment should be separated by tabs or otherwise clearly marked. One (1) complete hard copy sets of documents are required and one (1) CD or flash drive with all proposal documents. The signature page attachment lists all the documents and page numbers that are required by each vendor.

D. NUMBER OF PROPOSAL OPTIONS & COMPLETE INFORMATION

No more than one (1) proposal per vendor may be submitted. Your proposal must conform fully to the requirements for proposal submission. Vendors shall submit all specifications or requirements included within the provisions of the Contract prior to the proposal opening. Failure to enclose all necessary attachments by the time the proposals are opened may disqualify the Vendor from being awarded the contract.

E. ORAL PRESENTATIONS

Selected vendors may be required to make oral presentations to supplement their proposals, if requested by the

City. The City will make every reasonable attempt to schedule each presentation at a time which is agreeable to the proposer. Failure of a proposer to conduct a presentation to the City on the date scheduled may result in rejection of the vendor’s proposal.

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3. PROPOSAL SELECTION AND AWARD PROCESS

A. PRELIMINARY EVALUATION

The proposals will first be reviewed to determine if the requirements are met, and if additional mandatory requirements are met. Failure to meet mandatory requirements will result in the proposal being rejected. In the event all vendors do not meet one or more of the mandatory requirements, the City reserves the right to continue the evaluation of the proposals and to select the proposal which most closely meets the requirements specified in this RFB.

B. PROPOSAL SCORING

Accepted proposals will be reviewed by an evaluation committee and scored against the stated criteria. The committee may review references or request oral presentations. The City’s intention is to procure the most functionally complete and cost-effective application which will provide the flexibility to meet our current and future needs. The total price of the proposed solution for the City’s applications will be considered in the final analysis, but may not be used as the primary consideration in the selection of the “best” solution. Ultimately, the

City will award the contract to the responsive and responsible Vendor whose overall proposal offers the best value for the City, as evaluated pursuant to the evaluation criteria as set forth herein. The City reserves the right to award in part or whole. The proposals will be scored by a committee. They will select a vendor based on the following criteria. A Vendor’s submission of a proposal constitutes their acceptance of the evaluation technique and their recognition and acceptance the evaluators will use their judgment in deciding based on several criteria.

C. SCORING CRITERIA & POINTS

DESCRIPTION POINTS

MEETS SPECIFICATIONS 30

PREVIOUS EXPERIENCE WITH PROVIDING NFPA 1582

COMPLIANT FIRE FIGHTER PHYSICALS

ON SITE EXAMS 15

PRICE 20

REFERENCES 10

TOTAL 100

D. RIGHT TO REJECT PROPOSALS AND NEGOTIATE CONTRACT TERMS

The City reserves the right to reject any and all proposals. The City reserves the right to negotiate the terms of the contract, including the award amount, with the selected proposer prior to entering a contract. If contract negotiations cannot be concluded successfully with the highest scoring proposer, the City may negotiate a contract with the next highest scoring proposer.

INSURANCE/INDEMNIFICATION REQUIREMENTS FOR CITY OF GREEN BAY

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Basic for Purchasing with Professional Liability - Engineering and Architectural requirements It is hereby agreed and understood that the insurance required by the City of Green Bay is primary coverage and that any insurance or self insurance maintained by the City of Green Bay, its officers, council members, agents, employees or authorized volunteers will not contribute to a loss. This insurance shall be written for not less than any limit of liability specified herein, or required by law, whichever is greater, notwithstanding that the policy may have lower limits applying elsewhere in the policy. All applicable insurance and endorsements shall be in full force and evidenced prior to commencing work and remain in force until the entire job is completed or the length of time that is specified in the contract.

1. PROFESSIONAL LIABILITY (Errors and Omissions)

a. Minimum Limits

i. $1,000,000 each claim/$3,000,000 annual aggregate

ii. Any deductible not to exceed $25,000 each claim

b. Must continue coverage for 3 years after final payment for service/job

2. GENERAL LIABILITY COVERAGE

a. Commercial General Liability

i. $1,000,000 general aggregate

ii. $1,000,000 products - completed operations aggregate

iii. $1,000,000 personal injury and advertising injury

iv. $1,000,000 each occurrence limit

b. Claims made form of coverage is not acceptable.

c. Insurance must include:

i. Premises and Operations Liability

ii. Blanket Contractual Liability including coverage for the joint negligence of the City of Green

Bay, its officers, council members, agents, employees, authorized volunteers and the named insured

iii. Personal Injury

iv. Explosion, collapse and underground coverage

v. Products/Completed Operations

vi. Independent Contractors

3. BUSINESS AUTOMOBILE COVERAGE

a. Minimum Limits - $1,000,000 Combined Single Limit for Bodily Injury and Property Damage each accident

b. Must cover liability for "Any Auto" - including Owned, Non-Owned and Hired Automobile Liability

4. WORKERS COMPENSATION AND EMPLOYERS LIABILITY

a. Must carry coverage for Statutory Workers Compensation and Employers Liability minimum limit of:

i. $100,000 Each Accident; $500,000 Disease Policy Limit; $100,000 Disease - Each Employee

5. ADDITIONAL PROVISIONS

a. Additional Insured – On the General Liability Coverage, the City of Green Bay, and its officers, council members, agents, employees, and authorized volunteers shall be “Additional Insureds.”

b. Endorsement -The Additional Insured and Workers Compensation Subrogation Waiver policy endorsements must accompany the Certificate of Insurance.

c. Indemnification VENDOR hereby agrees to indemnify, defend and hold harmless the City of Green

Bay, its elected and appointed officials, officers, employees, agents, representatives and volunteers, and each of them, from and against any and all suits, actions, legal or administrative proceedings, claims, demands, damages, liabilities, interest, attorneys’ fees, costs and expenses of whatsoever kind or nature in any manner directly or indirectly caused, occasioned, or contributed to in whole or in part or claimed to be caused, occasioned, or contributed to in whole or in part, by reason of any act, \\is-dc1\info\DeptData\Finance\Purchase\QUOTE SUMMARIES\2023\2023-38 Fire Fighter NFPA 1582 Compliant Medical Physicals\2023-38 RFP.doc 9/25/2023 Page 12 of 27 omission, fault, or negligence, whether active or passive, of VENDOR or of anyone acting under its direction or control or on its behalf, even if liability is also sought to be imposed on City of Green Bay, its elected and appointed officials, officers, employees, agents, representatives and volunteers. The obligation to indemnify, defend and hold harmless the City of Green Bay, its elected and appointed officials, officers, employees, agents, representatives and volunteers, and each of them, shall be applicable unless liability results from the sole negligence of the City of Green Bay, its elected and appointed officials, officers, employees, agents, representatives and volunteers.

d. VENDOR shall reimburse the City of Green Bay, its elected and appointed officials, officers, employees, agent or authorized representatives or volunteers for any and all legal expenses and costs incurred by each of them in connection therewith or in enforcing the indemnity herein provided.

e. In the event that VENDOR employs other persons, firms, corporations or entities (sub-contractor) as part of the work covered by this Agreement, it shall be VENDOR’S responsibility to require and confirm that each sub-contractor enters into an Indemnity Agreement in favor of the City of Green Bay, its elected and appointed officials, officers, employees, agents, representatives and volunteers, which is identical to this Indemnity Agreement.

f. Waiver of Workers Compensation Subrogation - The workers’ compensation policy is to be endorsed with a waiver of subrogation. The insurance company, in its endorsement, agrees to waive all rights of subrogation against the City, its officers, officials, employees and volunteers for losses paid under the terms of the policy that arises from the work performed by the named insured for or on behalf of the City of Green Bay.

g. Certificates of Insurance - A copy of the Certificate of Insurance must be on file with the Risk Management.

h. Notice - City of Green Bay requires written notice of cancellation.

i. Acceptability of Insurers - No insurance required hereunder shall be carried with an insurer not authorized to do business in Wisconsin. The City reserves the right to disapprove any insurance company. A minimum AM Best Rating of A-VII is required.

Task 3: Phase II ESAs, Remedial Planning, & RBM Surveys ($358,250) – Contractual Costs of $358,250 are budgeted for the QEP to complete a QAPP & QMP, ($8,500); 12 Phase II ESAs - six small sites at an average cost of $18,500 and 6 large sites at an average cost of $30,000 with associated SAPs and HASPs ($291,000 total); 3 regulated building materials surveys ($5,000 each = $15,000); 5 RAPs ($6,500 each = $32,500); and quarterly, annual/final DBE and FFR, and ACRES reporting (90 hrs. to be completed by the QEP at an estimated $125/h = $11,250). Staff time to review site-specific workplans, reports and analytical information before sending the information to WDNR and EPA will not be charged to the grant.

Task 4: Reuse Planning and Community Outreach ($58,750) – Travel Costs of $9,000 are budgeted for expenses for the City’s program manager and one other City staff member to attend three three- day EPA-sponsored National Brownfield conferences. Travel costs are estimated on airfare costs of $525/person/conference ($525 x 2 x 3 = $3,150), hotel/meal costs of $200 per person/day/conference ($200 x 2 x 3 x 3 = $3,600), conference registrations/person/event ($300 x 2 x 3= $1,800) and costs for incidentals of $25/person/day/conference ($25 x 2 x 3 x 3 = $450). Supply costs of $750 for printing outreach material. Contractual Costs of $49,000 are budgeted for the QEP to complete one reuse planning study (1 @ $44,000) and $5,000 (40 hrs. @$125/hr) for the QEP to assist with CIP, community outreach/documents, and attend meetings.

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4. SCOPE OF WORK

The City of Green Bay, Wisconsin (City) is seeking proposals from qualified Vendors for Fire Fighter NFPA 1582

Compliant Medical Physicals.

E. DEFINITIONS

For the purpose of this proposal agreement, the following terms shall have the meaning hereinafter stated unless another meaning is clear from the context or usage.

• “City”, it shall be understood to refer to, City of Green Bay and/or its authorized representative.

• “Vendor”, it shall be understood to refer to, a firm submitting a proposal in response to this Request For Proposal (RFB).

• “Contractor” it shall be understood to refer to the Vendor awarded the contract.

• “Provide”, it shall mean to furnish and install.

F. VENDOR’S RESPONSIBILITY:

Responsibility refers to the Vendor's potential ability to perform successfully under the terms of the proposed contract. The following are minimums of standards a responsible Vendor should meet:

• For a minimum of THREE (3) years, has in operation with personnel and equipment adequate to assure compliance with the requirements stated in this proposal.

• Be able to comply with the requirements of the City’s work, taking into consideration all existing business commitments.

• Favorable references from firms with projects of similar scope and indicate the Vendor has the ability to carry out the services specified:

o Completed contracts in accordance with the Contract Documents.

o Diligently pursued execution of the work and completed contracts according to the established time schedule unless extensions were granted by the owner.

o Fulfilled Guarantee requirements of the Contract Documents.

o Is not presently on an ineligible list maintained by the Wisconsin Department of Administration for noncompliance with equal employment opportunities and affirmative action requirements or for projects involving federal funds, not presently included on the "List of Parties excluded from Federal Procurement and Non-Procurement Contracts" identifying federally debarred contractors.

• Have a satisfactory record of integrity and business ethics;

• Be otherwise qualified, licensed, and eligible to receive the contract award under applicable laws and regulations.

G. VENDOR’S PERFORMANCE CAPABILITY:

Prospective Vendor's performance capability will be evaluated. This may include:

• An evaluation of data on hand.

• An evaluation of the data from other agencies, including references.

• An optional on-site inspection of facilities.

• Any combination of above.

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5. SCOPE OF SERVICES (PAGES 10-14)

VENDOR NAME: ___________________________________________________________

FORMAT:

Vendor shall complete every space in the ‘Vendors Column’ with a (√) to indicate compliance with specification or

(Exception) to indicate any deviation from specification. Note any exceptions to the following specifications.

COMPLETE REQUIREMENTS:

While every effort has been made to ensure the accuracy and completeness of the information in this RFB, the

City recognizes the information is not exhaustive of every detail and all work and materials may not be expressly mentioned in the requirements of this RFB. Therefore, it is the Vendor’s responsibility to include in their proposal all requirements necessary for the full and faithful performance of the requested goods/services in accordance with the objectives of the City. The goods/services offered shall be complete in every respect inclusive of all design, components, and recommendations for auxiliary equipment, and required maintenance or licensing, etc.

NO. DESCRIPTION

“√” COMPLY

OR

“EXCEPTION”

1. TERM OF CONTRACT:

The initial term of the contract shall be for three (3) years anticipated to begin

March 1, 2024 to February 28, 2027. Upon mutual agreement, the City and Vendor may renew this agreement for 2 additional one-year time periods. A minimum of thirty (30) days’ notice must be given to renew the contract for additional increments. The City reserves the right to cancel any resulting agreement at any time (with 30 days’ notice.)

Any resulting purchase agreement, based on this RFB, shall become the contractual agreement for the required services. Each section contained herein, any addenda and the response from the successful Vendor shall also be incorporated by reference into the resulting agreement. The authorization for the contract to begin will be upon City Council approval of the award, assuming any insurance and bonding requirements have been met. Similar services may be added and pricing for these services negotiated during the term of the contract.

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NO. DESCRIPTION

“√” COMPLY

OR

“EXCEPTION”

2. PRICING:

The pricing will be firm during the initial three-year term of the contract. VENDOR

WILL BE PAID FLAT RATES ONLY - NO ADDITIONAL CHARGES PAID unless pre-approved by an authorized City employee, otherwise rates will include all labor and materials. The City of Green Bay has over 200 employees that would be participating in this program once implemented. Please take this into consideration when pricing services.

If it is mutually decided to renew beyond the initial period and the Vendor requests a price increase, the Vendor shall provide sufficient written certification and documentation to substantiate the request. Documentation shall include, but not be limited to; actual materials invoices, copies of commercial price lists, provision of appropriate indices, etc. which reflects said increases. The City reserves the right to accept or reject such price increases, to negotiate more favorable terms or to allow the agreement to terminate without additional cost.

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OR

“EXCEPTION”

3. SPECSS: FIT FOR DUTY PHYSICAL OF EXISTING EMPLOYEES

Each member of the Green Bay Metro Fire Department (~212) scheduled for a physical exam should receive the evaluation identified in Chapter 7 of the NFPA

1582 standard. These items include:

• Medical History / Medical Conditions

• Head And Neck

• Eyes And Vision

• Ears And Hearing

• Dental

• Nose, Oropharynx, Trachea, Esophagus, & Larynx

• Lungs And Chest Wall

• Heart And Vascular System

• Abdominal Organs And Gastrointestinal System

• Reproductive System

• Urinary System

• Spine And Axial Skeleton

• Extremities

• Neurological Disorders

• Skin – Melanoma (Full Body)

• Blood And Blood-Forming Organs

• Endocrine And Metabolic Disorders

• Systemic Diseases And Miscellaneous Conditions

• Tumors And Malignant Diseases

• PTSD Screening/Mental Health Evaluation

• Chemicals, Drugs, And Medications

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OR

“EXCEPTION”

4. SPECS: FIT FOR DUTY PHYSICAL OF NEW MEMBERS

Each member of the Green Bay Metro Fire Department (10 per year) scheduled for a physical exam should receive the evaluation identified in Chapter 6 of the NFPA

1582 standard. These items include:

• Medical History / Medical Conditions

• Head And Neck

• Eyes And Vision

• Ears And Hearing

• Dental

• Nose, Oropharynx, Trachea, Esophagus, & Larynx

• Lungs And Chest Wall

• Heart And Vascular System

• Abdominal Organs And Gastrointestinal System

• Endocrine And Metabolic Disorders

• Also Included In New Member Physicals:

• 5 Panel Non-DOT Drug Screen

• Post Offer Functional Assessment

5. PARAMETERS

The provider shall ensure that the physician administering the physicals is a licensed doctor of medicine or osteopathy who has completed residency training in an accredited medical training program and/or is American Boards of Medical

Specialties (ABMS) or American Osteopathic Association (AOA) board certified or international.

6. START DATE:

The selected vendor should be fully operational by March 1, 2024. Any exceptions to the anticipated time period should be provided as part of your proposal.

7. MEDICAL EVALUATION:

Each medical evaluation shall include a medical history (including exposure history), physical examination, blood tests, urinalysis, vision tests, audiograms, spirometry, chest x-ray (as indicated), electrocardiogram (as indicated), cardiac stress test (as indicated), skin cancer screening, and immunizations and infectious disease screening.

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OR

“EXCEPTION”

8. HRA:

State if your company is willing to work with the City’s Health Risk Assessment provider to use blood drawn during the HRA for purposes of the Fit For Duty exam.

9. SCHEDULING:

New Employee

Scheduling shall be coordinated with the City Human Resources department.

How far in advance will physicals need to be scheduled?

Fit for Duty – Existing Members

Scheduling shall be coordinated with the Assistant Chief of Training and Support

Services and shall include a start time and end time range of 8:00 AM to 5:00 PM, Monday – Friday.

10. SUMMARY:

A summary department profile shall be provided to the City’s Assistant Chief of

Training and Support Services identifying trends, department-wide recommendations, and general data, including comparisons between the GBMFD and comparable benchmarks. This summary shall be suitable for sharing with the entire staff.

A statistical breakdown based on the composite evaluations of all firefighters examined shall be provided indicating the number and/or percentage of employees falling into the following categories:

• Excellent condition

• Above average condition

• Average condition

• At risk condition

• Significant risk condition

Provide recommendations or list of actions needed to improve the members that fall in the significant risk category. All information shared with City administrators shall be in summary format only and the anonymity of individual firefighters shall be protected at all times.

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OR

“EXCEPTION”

11. LOCATION OF PHYSICALS:

New Employee

State below. The location where physicals will be conducted:

12. PARKING ACCOMMODATIONS:

Describe below, the parking accommodations where fire equipment will be parked during fit for duty physicals if done at your location:

13. NUMBER OF SCREENINGS:

State number of screenings that be conducted each day: ___________

State the approximate time to complete one “average” physical exam: _________

14. ONSITE TESTING:

Does your company provide onsite testing (at GBMFD facilities)?

If so, state number of screenings that can be conducted each day:______________

Please explain methodology and logistics:

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OR

“EXCEPTION”

15. VENDOR QUALIFICATIONS:

Vendors shall submit a letter, not to exceed two pages, with their response to this

RFB addressing the following subjects. This information will be evaluated and included in the scoring of vendor proposals:

• General overview of the company, including history, size, locations, etc.

• Specific information about the location where the services described in this RFB will be provided to include hours of operation, number of employees, core area of expertise and services provide.

• List of equipment/technology on site to perform required services.

• Qualifications of the staff who will be assigned to perform the services required under this contract.

• Previous experience performing Fire Fighter NFPA 1582 Compliant Physicals.

• Value added services which you include under this contract at no additional charge to the City.

• Sample of potential invoice format

16. VENDORS INSURANCE / INDEMNIFICATION REQUIREMENTS:

The successful vendor will be required to provide proof of required insurance coverage, naming the City of Green Bay as an additional insured, to the City of

Green Bay’s Risk Management Division prior to the start of work. The vendor complies with the insurance/indemnification requirements previously listed above.

17. SUBSTANCE ABUSE PREVENTION:

The owner recognizes and supports drug- free workplace programs as an important element in the national strategy to reduce the devastating effects of drug and alcohol abuse in our society. The owner urges contractors, subcontractors, suppliers, and vendors to establish and enforce drug-free workplace policies and programs.

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OR

“EXCEPTION”

18. CITY OF GREEN BAY CITIZEN AND LEGAL IMMIGRANT PROTECTION ACT:

The City of Green Bay expects that those who wish to contract with the City adhere to all State and Federal laws, including those proscribing employment of unauthorized aliens. In no way does the City intend or condone discriminatory practices or profiling but rather simply adherence to the law. No City contract shall be issued to unauthorized aliens or companies who employ unauthorized aliens.

See sec. 6.025, Green Bay Municipal Code, and 8 USC sec. 1324a.

19. ESTIMATED QUANTITIES:

The City does not guarantee the quantities estimated will be accurate for the upcoming contract period. However, the estimates are as accurate as we are able to determine. Actual quantities, whether lesser or greater than estimated, will not affect the prices as offered and accepted for the term of the contracts.

20. PAYMENT & PAYMENT TERMS:

Payment of the vendor's invoices is subject to adjustment for any shortage, or for the rejection of any item or items. Payment will be made within 30 days of receipt of invoice. The City prefers to pay via P-Card (Visa Card). Bidders shall indicate their acceptance of P-Card payment on the pricing and signature page. The City will not accept any up-charges applied to P-Card payments.

21. DELIVERY & TAX EXEMPT:

All proposed items or services delivered shall be tax-exempt, F.O.B. Delivered to the

City of Green Bay.

22. RESPONSE TO THIS RFB

Is required to be on these specification/ worksheets. Additional information may be attached.

23. DIGITAL COPY OF PROPOSAL:

Four (4) complete sets (hard copy) of documents are required as well as one copy in digital format (CD or USB).

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ATTACHMENT B – CONFIDENTIAL, TRADE SECRET & PROPRIETARY

DESIGNATION OF CONFIDENTIAL, TRADE SECRET AND PROPRIETARY INFORMATION FORM:

Material submitted in response to the City of Green Bay’s (the “City”) Request for Proposal includes at least one formula, pattern, compilation, program, device, method, technique or process that derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use and is the subject of reasonable efforts to maintain its secrecy. Such information qualifies as a trade secret, as provided in Wis. Stat. § 19.36(5). As such, the proposer asks that the trade secrets contained on certain pages of this proposal, as indicated below, be treated as confidential material and not be released to the public. I am providing the following information with the understanding that it is being submitted to the City under a pledge of confidentiality. I would not have submitted this information had the City not pledged to keep it confidential* and request that the following pages not be released:

Section Page Topic

*NOTE: Proposers are cautioned that the ENTIRE PROPOSAL MAY NOT FALL WITHIN THE CONFINES OF THE PLEDGE OF CONFIDENTIALITY. THE ABOVE DESIGNATION(S) OF CONFIDENTIALITY IN NO WAY GUARANTEES THAT DESIGNATED INFORMATION WILL BE KEPT CONFIDENTIAL. UNDER THE PROVISION OF THE PUBLIC RECORDS LAW, PROPOSER IS NOT ENTITLED TO NOTIFICATION PRIOR TO RELEASE OF INFORMATION, AND IS

NOT ENTITLED TO GO TO COURT TO BLOCK DISCLOSURE OF ANY PORTION OF THE PROPOSAL.

IF THE CITY AGREES WITH PROPOSER’S DESIGNATION OF TRADE SECRET OR CONFIDENTIALITY AND THE DESIGNATION IS CHALLENGED, THE UNDERSIGNED HEREBY AGREES TO PROVIDE LEGAL COUNSEL OR OTHER NECESSARY ASSISTANCE TO DEFEND THE DESIGNATION OF TRADE SECRET OR CONFIDENTIALITY.

Failure to include this designation in the proposal response may mean that all information provided as part of the proposal response will be open to examination and copying.

Signature (Authorized Representative) Telephone Number E-mail Name (Please Print) Company Name Title Date

NOTE: The City as custodian of these public records has the obligation, pursuant to the Public Records Law, to determine whether the above information can be kept confidential.

PROPRIETARY INFORMATION: A proposer responding to this proposal should not include any proprietary information or protected trade secret(s) as part of its proposal unless the proposer 1) designates the specific information that it maintains is proprietary or trade secret and the reason(s) for such designation in a separate document, and 2) identifies the specific information when it occurs within the proposal.

The City’s preference is for the proposer to segregate all information designated as confidential into one section of the Request for Proposal and/or a separate document for easier removal to maintain its confidential status. The response to the proposal should indicate which portion of the requested information is confidential and where this information is located within the response, i.e. under separate cover, in confidential Section No. ______, etc. Data contained in the proposal and all documentation become property of the City.

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ATTACHMENT C – PROPOSAL PRICING PAGE

VENDOR NAME: _____________________________________________________________________________________

Fire Fighter NFPA 1582 Compliant Medical Physicals

The undersigned, on behalf of the Vendor, certifies: (1) this offer is made without previous understanding, conflict of interest, agreement or connection with any person, firm, or corporation making a proposal on the same project; (2) is in all respects fair and without collusion or fraud; (3) the person whose signature appears below is legally empowered to bind the firm in whose name the proposal is entered; (4) they have read the complete Request for Proposal and understand all provisions and fully understanding the local conditions affecting the cost of the work, hereby proposes to furnish all labor, materials, tools and equipment to perform the work required by the proposed purchase contract documents referred to therein (as altered, amended or modified by addenda);

(5) if accepted by the City, this proposal is guaranteed as written and will be implemented as stated; and (6) mistakes in writing of the submitted proposal will be their responsibility.

Your proposed price is to include all labor, materials & equipment necessary to satisfactorily complete the above listed project(s).