23-294 Wellness Clinic RFP.pdf

Eugene School District 4J Request for Proposal: Wellness Clinic Health Care Services (23-294)

REQUEST FOR PROPOSAL

Solicitation # 23-294 Wellness Clinic Health Care Services

Proposals due Wednesday, March 1, 2023, 4:00pm local time

Proposals and supporting documentation are to be submitted to:

solicitations@4j.lane.edu

Contact Information

Dustin Hayden, Purchasing Analyst Eugene School District 4J, Purchasing Office

200 North Monroe Street Eugene, OR 97402 solictiations@4j.lane.edu

(541) 790–7620 mailto:solicitations@4j.lane.edu

TABLE OF CONTENTS

SECTION 1 INSTRUCTION TO PROPOSERS 4

SECTION 2 INTRODUCTION AND BACKGROUND INFORMATION 10

SECTION 3 SCOPE OF WORK 14

SECTION 4 PROPOSAL EVALUATION PROCEDURES 17

SECTION 5 PROPOSAL SUBMITTAL PROCEDURES 20

SECTION 6 GENERAL PROVISIONS 22

SECTION 7 INSURANCE REQUIREMENTS 30

ATTACHMENT A ADDITIONAL REPRESENTATIONS 32

ATTACHMENT B REFERENCES 34

ATTACHMENT C SIGNATURE PAGE 35

ATTACHMENT D TAX CLASSIFICATION 37

ATTACHMENT E CERTIFIED DISADVANTAGED BUSINESS OUTREACH PLAN 38

ATTACHMENT F PROPOSED FEE SCHEDULE 40

ATTACHMENT G 4J WELLNESS CLINIC STATISTICS 42

REQUEST FOR PROPOSAL

General Information Notice is hereby given that proposals will be accepted for the following items and/or services by Eugene School District 4J:

Materials/Service Date Time Location Wellness Clinic Health Care Services Mar 1, 2023 4:00 p.m. Eugene School District 4J Purchasing

Vendors who demonstrate an ability to meet the enclosed requirements, specifications, and timelines are invited to submit a proposal as specified herein.

Method of Award The District intends to enter into a three (3) year professional service agreement to start after the completion of the 2022-23 academic year. Agreements may be extended for up to two (2) additional one (1) year periods, at the option of the District, after an annual evaluation of services.

Proposal Submission Each Proposer shall submit a proposal in specified file format by email to solicitations@4j.lane.edu. Electronic proposal must be received via email no later than March 1, 2023 AT 4:00 PM LOCAL TIME. Proposals delivered after the deadline will not be accepted. Proposals submitted will remain confidential in nature until Notice of Intent to Award has been issued by the District. Proposer shall submit offer using the attachments provided in accordance with the instructions provided herein. Proposer’s Signature Page form shall be completed and signed by a person authorized to bind the Proposer.

Questions and comments regarding this Request for Proposal, its terms and conditions should be directed to Dustin Hayden, Purchasing Analyst at (541) 790-7620 or by email solicitations@4j.lane.edu. Please review the enclosed document carefully.

Timeline Deadline Event January 27, 2023 Issue Request for Proposal February 17, 2023 (4 p.m.) RFP questions due February 24, 2023 Release of Addendum to RFP, if appropriate March 1, 2023 (4 p.m.) Proposals Due (email) March 15, 2023 Notice of Intent to Award (email to each Proposer) March 22, 2023 (12:00 p.m.) End of Protest Period May 1, 2023 Contracts signed

The District will make every effort to administer the proposal process in accordance with the Timeline. However, the District reserves the right to modify the proposal process and dates as deemed appropriate.

SECTION 1

INSTRUCTION TO PROPOSERS

These instructions outline the offer submission procedures, evaluation of offers, and the award of a contract.

The term “District” refers to the Eugene School District 4J. The term “Proposer” refers to any entity submitting an offer in response to this solicitation. The term “Vendor” refers to any Proposer(s) awarded a contract.

1.1 Solicitation review

Proposer must carefully review this document and is responsible for knowing and understanding the terms and conditions included in or applicable to this document. Unless defects, ambiguities, omissions or errors are brought to District’s attention in advance of the date the proposal is due, protests or appeals based on such defects, ambiguities, omissions, or errors will not be favorably considered.

1.2 Change, clarification or protest

Proposers may request changes or clarification to, or must protest the contract terms and conditions or the specifications of the RFP. Proposer’s comments must be e-mailed to and received by District by the date listed on the Timeline to allow enough time for issuance of an addendum, if required. Such comments shall include:

• A detailed statement of the legal and factual grounds for the change, clarification, or protest; and

• A description of the resulting prejudice to the proposer; and

• A statement of the form of relief requested or any proposed changes to the contract terms and conditions or specifications.

All proposals are to remain valid for sixty (60) days from the due date. District shall not consider a proposer’s request for change or protest after RFP due date and time. District shall provide notice to the applicable proposer if it entirely rejects the request or protest. If District agrees with the proposer’s request or protest, in whole or in part, District shall issue an addendum reflecting its determination.

1.3 Addenda

Changes or additions to RFP documents shall be accomplished by written addenda. Addenda shall be issued prior to the RFP due date to allow proposers sufficient time to consider the changes or additions in preparing their offers. The Proposer shall acknowledge receipt of all addenda issued on the appropriate submittal tab enclosed. At its discretion, District may extend the RFP due date and time to allow proposers time to analyze and adjust to any changes. Proposers are responsible to make inquiry as to any addenda issued.

1.4 Modification or withdrawal

Proposers may modify or withdraw a submitted proposal only prior to the RFP due date and time. A modification or withdrawal shall be submitted by an authorized representative and shall state the action requested (e.g., the modified offer supersedes the prior offer; the submitted offer is withdrawn).

1.5 Submitting proposals

Proposers are solely responsible for delivering the offer in the designate manner to the designated delivery point prior to the RFP due day and time. Each Proposer shall submit the following: One original proposal in specified format by email to solicitations@4j.lane.edu. Proposal must be received no later than March 1, 2023 at 4:00 pm local time, at which time and place acceptance of proposals will be closed.

Proposals delivered after the deadline will not be accepted. Proposal submitted will remain confidential in nature until a notice of intent to award has been issued by the District.

• Email submission to solications@4j.lane.edu with a subject line of Wellness Clinic RFP: [Proposer’s

Name].

• Attachments should be in specified format and be named as follows: Wellness Clinic RFP [Proposer’s

Name] [Attachment Name]

• Submitted email submissions will not be opened until the RFP due date and time.

See Item 1.18 Confidentiality for submission of items requested to be exempt from Oregon Public Records Law and disclosure.

1.6 Submittal requirements

See SECTION 5: PROPOSAL SUBMITTAL PROCEDURES for proposal submittal procedures for complete submittal requirements.

1.7 Receiving offers

• Each offer will be electronically time-stamped by District’s server and email system with the date and time it was received. A reply email will confirm receipt of the email by District.

• Offers shall be held unopened and until the RFP due date and time. District shall not be responsible for the premature opening or failure to open an offer that is not properly addressed or identified.

• Failure to submit proposals in the specified format shall be considered just cause for rejection of the proposal at the sole discretion of District.

• When the proposal due date and time has passed, District will cause the proposals to be opened and recorded. The number of proposals received, the identity of proposers, or the contents of a proposal will not be disclosed to the public until all proposals are evaluated and recommendation for award has been determined.

1.8 Late proposals

Proposals received after the specified due date and time shall not be considered and shall be held unopened by District until after the award of the contract. District shall make no concessions regarding postal service or any other form of conveyance of the offer document even when timely delivery of the offer fails through no fault of the proposer. District reserves the right to, at its discretion, to consider offers delayed or mishandled by District.

1.9 Offer acceptance

• By signing and returning a proposal, the proposer acknowledges it has read and understands the terms and conditions contained in the request for proposal document and that it accepts and agrees to be bound by the terms and conditions of the request for proposal document.

• A proposer’s offer shall be firm, irrevocable, valid, and binding on the proposer for not less than 60 days from the proposal due date and time unless otherwise specified. District may request either orally or in writing that a proposer extends the time for acceptance.

1.10 Cancellation/rejection of offers

• District may cancel the solicitation if such cancellation is in the best interest of District. District may reject for good cause any offer:

• That is not in compliance with the prescribed RFP procedures and requirements; or mailto:solications@4j.lane.edu

• Upon District’s written determination, it is in the public interest to do so; or

• If the proposer is not responsible, e.g., the proposer has failed to perform under some other contract of a similar nature with District; or

• When the proposer fails to supply on offer security or performance bonds, specifications, samples, descriptive literature, references, etc., when such is required or requested; or

• When the proposer fails to include acknowledgement of all addenda issued.

1.11 Mistakes by proposer

District has the authority to waive any and all minor deviations, informalities, or inadvertent nonjudgmental mistakes on any offer. Such mistakes must by a matter of form, rather than substance, which is clearly evident regarding the offer or an insignificant mistake that can be waived or corrected promptly without prejudice to other proposers or District. Errors in judgment made in an offer by a proposer shall not be waived.

1.12 Responsive/Responsible proposer

A responsive proposal is one that conforms in all-material respects to the RFP. The District reserves the right to waive technicalities or minor informalities in determining a Proposer’s responsiveness. A responsible Proposer is a person or firm that has the capability in all respects to perform fully the contract requirements, as well as the tenacity, perseverance, expertise, integrity, reliability, capacity, facilities, equipment, staff, and credit that will assure good faith performance.

1.13 Clarification of responses

District reserves the right to request clarification of any item in a firm’s proposal or to request additional information necessary to properly evaluate a particular proposal. All requests for clarification and responses shall be in writing, which includes electronic format such as email. Except for requests and responses related to a clarification necessary to evaluate whether a proposal has met minimum requirements, all requests for clarification and responses shall be provided to each evaluation committee member.

1.14 References

References are required as part of the response to this solicitation. Please refer to ATTACHMENT B:

REFERENCES for required references to be provided with proposal submissions. Failure to provide references as specified shall be grounds for rejection of proposal. District reserves the right to investigate references including customers other than those listed in proposer’s submission.

Investigation may include past performance of any proposer with contractual obligations its completion or delivery of a project on schedule, and its lawful payment of employees and workers.

1.15 Negotiation with awarded Vendor

District reserves the right to negotiate final contract terms with the awarded Vendor to the fullest extent allowed by law and as in the best interest of the District.

1.16 Collusion

A Proposer submitting a Proposal hereby certifies that no officer, agent or employee of District has a pecuniary interest in this Proposal; that the Proposal is made in good faith without fraud, collusion or connection of any kind with any other Proposer and that the Proposer is competing solely in its own behalf without connection with, or obligation to, any undisclosed person or firm.

1.17 Recycled materials and sustainable products and processes

• Use of recycled materials. Vendor shall use recycled and recyclable products to the maximum extent economically feasible during the performance of the contract.

• Preference for recycled materials. As required by law, District shall prefer materials or supplies manufactured from recycled materials if the recycled product is available, and it meets the requirements set forth in the specifications.

• Sustainable practices and products. District supports and encourages the use of sustainable products by Vendor. To contribute to a clean environment for present and future generations, Vendor shall utilize sustainable products to the maximum extent feasible during the performance of this contract.

Products and practices utilized by Vendor shall be based upon long-term environmental impact, social costs, and operational cost.

1.18 Confidentiality

District is subject to the Oregon Public Records Law (Oregon Revised Statues (ORS) 192.311 to 192.431), which requires District to disclose all records generated or received in the transaction of District business, except as expressly exempted in ORS 192.345, 192.355 or other applicable law. Examples of exemptions that could be relevant include trade secrets (ORS 192.345 (2)) and computer programs (ORS

192.345 (15)). District will not disclose records submitted by a proposer that are exempt from disclosure under the public records law, subject to the following procedures and limitations.

If proposer submits information deemed confidential, a separate copy of the proposal package should be emailed to solicitations@4j.lane.edu and titled “Wellness Clinic RFP [Proposer Name]

REDACTED”.

All pages containing the records exempt from disclosure shall be marked “confidential” and segregated in the following manner:

• It shall be clearly marked in bulk and on each page of the confidential document.

• Where this specification conflicts with other formatting and response instruction specifications, this specification shall prevail.

• Where such conflict (in c. above) occurs, the proposer is instructed to respond with the following:

“Refer to confidential information enclosed.”

• The statement above shall be inserted in the place where the requested information was to have been placed.

Proposers who desire that additional information be treated as confidential must mark those pages as “confidential”, cite a specific statutory basis for the exemption, and the reasons why the public interest would be served by the confidentiality. The entire RFP cannot be marked confidential, nor, shall any pricing. Should an RFP be submitted in this manner, no portion of it can be held as confidential unless that portion is segregated in the above manner and meets the above criteria.

Notwithstanding the above procedures, District reserves the right to disclose information that District determines, in its sole discretion, is not exempt from disclosure or that District is directed to disclose by District attorney or a court of competent jurisdiction. Prior to disclosing such information, District will notify the proposer. If the proposer disagrees with District’s decision, District may, but is not required to enter into an agreement not to disclose the information so long as the proposer bears the entire cost, including reasonable attorney’s fees, of any legal action, including any appeals, necessary to defend or support a no-disclosure decision.

1.19 Method of award

• The contents of the proposal of the successful proposer will become contractual obligations if an award is made. Failure of the successful proposer to accept any contractual obligations may result in cancellation of the award.

• A contract shall be awarded only to the responsible Proposer that submits the highest scoring and most responsive proposal which meets and complies with all solicitation requirements as determined by the evaluation factors, provided that the proposal is reasonable and it is in the best interest of the District to accept it.

• A notice of intent to award (NIA) will be provided via email to each proposer after the evaluation process is complete.

1.20 Proposer preference

In determining the lowest responsible proposer, District shall, for the purpose of awarding the contract, add a percent increase on the offer of a non-resident proposer equal to the percent, if any, of the preference given to that proposer in the state in which the proposer resides. Each proposer must identify whether the proposer is a “resident proposer” as defined in ORS 279a.120(1).

1.21 Evaluation and award

Evaluation:

• District shall review offers to determine whether an offer is responsive and/or a proposer is responsible. District will award a contract only to a responsible proposer with a responsive offer.

• District may set forth special evaluation criteria (other than price) in SECTION 2: INTRODUCTION AND BACKGROUND INFORMATION and SECTION 3: SCOPE OF WORK that will be used to determine the successful proposer. No offer shall be evaluated for any criteria not disclosed herein.

• Unless expressly authorized, proposers shall not make their offer contingent upon District’s acceptance of any specifications of contract terms that conflict with or are in addition to those in this proposal.

Award:

• After the evaluation process is complete, District shall provide written notice to all proposers of District’s intent to award the contract (Notice of Intent to Award - NIA).

• The District’s award shall not be final until the latter of the following:

o Seven (7) days after the date of the NIA, unless otherwise provided; or until District provides a written response to all timely-filed protests (if any) denying the protest and affirming the award. See the Aggrieved Proposer clause for more on protest.

1.22 Aggrieved proposers

Any adversely affected proposer may submit a written protest of District’s Notice of Intent to Award (NIA). Protest(s) must be received no later than 12:00 noon on the seventh (7th) calendar day after the NIA is published.

• A proposer is only adversely affected if the proposer is eligible for award of the contract. The protesting proposer must claim that the selected proposer is ineligible for award:

• Because their offer was non-responsive; or

• District committed a substantial violation of a provision in the RFP document or of an applicable administrative rule and the protesting proposer was unfairly evaluated and would have, but for such substantial violation, been the selected proposer.

• The written protest must include the name of the person submitting the protest, the name of the proposer represented by that person, the specific RFP including the solicitation number that is being appealed, and a detailed explanation of the reasons (facts of evidence) for the appeal.

• District shall not consider a protest that is submitted after the established time period.

• The aggrieved proposer must serve all other proposer with notice of its appeal to allow for rebuttal.

• Failure to give written notice of appeal to District as provided herein constitutes a waiver by the aggrieved proposer of any objections to the NIA.

• Disagreement with the bidding process is not justification for appeal.

• Protest decision. Upon receipt of any appeal, the Support Services Director or Designee shall review the protest and submit a written decision to the protester within fourteen (14) calendar days of the date of receipt of the protest. The affected proposer must take further protest to the School Board. The aggrieved proposer must notify the Support Services Director in writing before such action is taken.

1.23 Prices

Prices quoted must be exclusive of federal, state, and local taxes. If the proposer believes that certain taxes are payable by District, the proposer may list such taxes separately, directly below the unit prices for the affected item.

1.24 Acceptance period

All offers submitted shall remain in force for a period of sixty (60) days in order to provide time for evaluation of offers received and approval of proposed awards. District shall request in writing any extension of this sixty (60) day acceptance period.

1.25 Proposal preparation costs

District is not liable for any costs incurred by the proposer in preparation of the proposal.

1.26 Contract funding

Award in part or in whole is contingent upon available funding. In the event adequate funds are not appropriated and allocated by the District’s Board of Directors, District reserves the right to cancel fixed quantity, multi-year term, or requirements contracts at no penalty.

1.27 Conflicting terms

In the event that the Introduction and Background Information (SECTION 2) and Scope of Work (SECTION

3) conflict with the General Provisions (SECTION 6) or the Instructions to Proposers (SECTION 1), the Introduction and Background Information and Scope of Work and shall take precedence.

1.28 Safety

Vendor shall comply with all application provisions of the Occupational Safety and Health Act throughout the duration of the specified work.

SECTION 2

INTRODUCTION AND BACKGROUND INFORMATION

2.1 Scope

Eugene School District 4J (“District”) is publishing this request for proposals (“RFP”) to solicit proposals from firms interested in providing management, staffing, and health care-related services to the 4J Wellness Clinic (“Clinic”), located at 200 North Monroe Street in Eugene, Oregon. The Clinic provide wellness, preventative, and basic health care services to District employees and their families.

Proposals should offer a competitive balance in terms of flexibility, experience, services, and net costs.

The District is interested in securing a relationship that is financially stable for both the District and the Clinic service provider organization (“Selected Proposer”).

2.2 Background

The District employs approximately 3,000 full-time and part-time personnel. These personnel are grouped under a Collective Bargaining Agreement or Memorandum of Understanding as one of three categories: Classified employees, representing instructional assistants, school secretaries, and non-management employees in transportation, facilities, food service, and District administrative offices;

Licensed, representing teachers, counselors, and school nurses; and Administrative, representing school principals, curriculum administrators, supervisors, and managers.

Each of these three groups is represented by a Joint Benefits Committee (“JBC”). The function of each JBC is to set policy and make decisions regarding all benefits available to their respective groups. All three JBCs are chaired by the District’s Benefits Manager or designee. The various JBCs choose how the allotted District contribution to benefits will be spent on the overall employee benefits package. Each employee may contribute a small amount each month to make up for any deficit in expenditures with any residual going to a reserve fund. The reserve fund is used for rate stabilization and special projects approved by the JBCs. This fund was used to establish the Clinic.

One member from each JBC as well as representatives from the Clinic service provider make up the Wellness Committee, which is also chaired by the District’s Employee Benefits Manager. The Wellness Committee establishes policy, develops operating procedures, and makes overall recommendations on Clinic operations.

The District has sponsored the Clinic since October 1988. It offers a broad range of services, including routine health care, diagnostic tests, minor surgery, and preventative care. In addition, specific health education programs have been set up and run by the Clinic covering such areas as stress reduction, injury prevention, smoking cessation, and other health-related issues. There are approximately 5,000 employees, early retirees, and dependents eligible to receive care at the Clinic.

The Clinic is located at the Eugene School District 4J Education Center at 200 North Monroe. Services are provided through a contract with a health care provider organization. The Clinic’s service provider organization employs and manages all Clinic staff. Medical records are the property of the Clinic’s service provider organization. Clinic staff is currently comprised of two Family Nurse Practitioners (FNP) equaling 2 FTE, two Certified Medical Assistants (CMA) equaling 2 FTE, and one front office staff (clerical) equaling 1 FTE. The clinic also has eight licensed behavioral health providers available via telehealth for appointments M-F, 8am-7pm. These telehealth providers are located offsite at Cascade Health. Malpractice and general liability coverage related to the operation of the Clinic is provided by the Clinic’s service provider organization. The District provides property insurance and general liability to the Clinic.

The Clinic began as a result of a sharp increase in health insurance premiums for District employees. At that time, District’s rates were based on the District’s own experience, and a primary goal of the Clinic was to reduce the health insurance experience as a means for cost containment on future premiums.

Currently, the District is mandated to participate in the Oregon Educators Benefit Board insurance pool, and as a result, we have limited ability to impact health insurance rates. For the last several years, the Clinic service provider has billed the employee health insurance for services provided at the Clinic. Insurance payments received are used to offset the fees charged to the District.

The Clinic has experienced significant growth since it first opened, seeing an average of 300 employees per month, up from an average of 66 per month in 1988. The Clinic has been staffed by FNPs, PAs, LPCs, CMAs, clerical and coordinator support. The Clinic is open five days a week, Monday through Friday, from 9:00am to 6pm with a one hour lunch closure from 1-2 pm. Located in the 4J Education Center, services are available to insurance-eligible District employees, spouses and domestic partners, dependent children age 4 through 25, and early retirees until Medicare eligibility. Insurance deductibles, co-payments and co-insurance amounts have been waived for Clinic visits.

2.3 Contract Period

The Contract shall commence on July 1, 2023 for a period of 3 years with options for renewal not to exceed 2 additional 1-year terms.

2.4 Scope of Current Clinic Services

Hours of Operation: The Clinic is open Monday through Friday year round, from 9am to 6pm with the last appointment slot at 5:30 pm. It closes for lunch from 1-2pm. Patients are seen by appointment.

Staffing: The Clinic staff members are employed by the medical service provider and currently include the following:

• Two Family Nurse Practitioner (2.0 FTE)

• Two certified medical assistants (2.0 FTE)

• One front office staff – Clerical (1.0 FTE)

• Eight licensed behavioral health providers available via telehealth for appointments M-F, 8am-

7pm.

Patient Care Services Provided:

• Preventative Care / Management / Screening

• Breast exams / cancer screening

• Child wellness exams and sports physicals; age 4 years or older

• Complete male annual exams / prostate exam

• Complete female annual exams / gynecological exams; Pelvic / Pap smear / HPV testing

• Vision screening

• Diabetic wellness exams and management

• Medication review / prescription initiation and management (i.e. hypertension, dyslipidemia, birth control)

• Seasonal allergy management

• Infectious diseases (outbreak) management (whooping cough, lice, impetigo, shingles)

• Tobacco cessation treatment

• Migraine management

Illness assessment and treatment

• Acute illness care (i.e. sore throat, colds, influence, rash, sinusitis)

• Abdominal disorders

• Sleep disturbance

• Depression

• Anxiety

• Urinary concerns

• Non-emergent, ill-defined symptoms (i.e. dizziness and leg tingling)

• Sexually transmitted disease testing

• Rapid strep test

• Ear lavage

Injury treatment

• Burn and wound care

• Animal bites / scratches

• Lesion / mole and wart removal; punch biopsy of skin if indicated

• Abscess incision and drainage

• Suturing of lacerations (dependent on the body site)

• Suture removal

• Nail removal

• Foreign object removal (i.e. splinters/glass)

• Muscle strains / sprains (non-emergent body injury)

Other Services

• Nexplanon insertions and removal services

• IUD removal

• Follow-up emergency room, urgent care, and specialist visits

• Laboratory on site for lab testing as indicated

• Pregnancy tests

• Nebulizer treatment

• RN case management

• Evaluation of possible skin cancers

• Lipid panels and other lab work

• Nutritional counseling

• Influenza, Td/Tdap, tetanus and other adult vaccinations

• On-the-job injury assessment and first aid treatment

• Patient transportation for non-emergent treatment

• Mental health referral assistance

• Fitness Counseling

• Pulmonary function testing

• Self-care training

• Wellness and health promotion counseling

• Limited cancer screening

• Sports, school, and camp physicals

• Prescription writing

• Throat cultures

• Blood Pressure Monitoring

• Minor surgery

Referrals for:

• Diagnostic imaging for acute and routine issues

• Specialists

• Physical therapy

• Mental health therapy / counseling (on site and virtually)

Vaccinations

• Tetanus, diphtheria, pertussis

• Tetanus, diphtheria

• Shingles (Shingrix)

• Hepatitis A

• Hepatitis B

• Human Papilloma Virus (Gardasil)

• Influenza (injection only)

• Pneumococcal – 13 and 23 valent

• Meningitis

Administration Services Provided

• Clinic management

• Medical director oversight

• Patient health insurance billing and payment processing

• Participation in the monthly Wellness Committee meetings

SECTION 3

SCOPE OF WORK

3.1 Clinic Objectives

The District is seeking on-site Clinic services to provide primary health care, acute and episodic health care, wellness services, health screenings, and other services as needed to address the Clinic objectives. Proposals should address the Clinic objectives and requirements listed below:

• Increase access to medical care services

• Improve health outcomes for employees and their families

• Improve treatment and compliance for patients with chronic health conditions

• Provide health screening services

• Promote participation in health coaching and care management offered through our health insurance provider

• Promote health and wellness

• Reduce reliance on emergency room and urgent care

• Reduce costs for employees and for the school district’s (OEBB) health plans

• Improve employee productivity and reduce absenteeism

3.2 Clinic Requirements

Proposals should address how the following will be provided:

o On-Site Clinic Services Preventive care services Acute episodic services Lab services, including periodic cholesterol screening Chronic condition management services Referrals for service not available at the Clinic Telephone and/or on-line consultation and follow-up Referrals to health coaching and care management through OEBB Appointment scheduling, including how appointments will be prioritized and what kind of wait times can be expected for varying types of appointments Monitoring quality and cost-effectiveness of care General education, marketing and communication of Clinic services such as welcome mail, targeted mailings, e-mail, out-bound telephone calls, social networking tools Identification of high risk patients and engaging them in appropriate care Insurance billing and payment processing related to patient visits

3.3 Optional Services

Proposers are invited to propose services for the following:

o Treatment for work-related injuries and occupational diseases o Health and wellness seminars o Efforts to improve total worker health

3.4 Operations

o Proposers should address how each of the following will be addressed:

o Establish Clinic as a medical home for patients o Establishing Clinic health care providers as preferred providers with the District’s health insurance carrier (currently ODS) o Recruitment and/or assignment of staff, including the role of the JBC and the District’s wellness committee.

o Salary and benefit levels for staff. Please provide a copy of the current Collective Bargaining

Agreement for covered positions if applicable.

o Administrative management of the Clinic, including monitoring staff productivity, quality of care, staff credentialing, and training and development for staff.

o Medical oversight of the Clinic staff, including use of current, evidence-based medicine in the evaluation, treatment, and oversight of patients.

o Transition planning for patients during the implementation of the new contract, referral for services not offered at the Clinic, loss of a health care provider or any scenario where a transition of services may be required o Regular participation with the District on the Wellness Committee consisting of a monthly meeting and other meetings as needed

3.5 Reporting

Proposers should describe how the following reporting requirements will be addressed:

o Utilization reports, at least quarterly, using de-identified data o Customer satisfaction monitoring data o Monthly financial reporting, including information on health insurance claims submitted and health insurance payments received o Advice given to Clinic patients shall be confidential and the District shall have no right to receive any client specific information provided to Clinic staff in the course of providing services. The Selected Proposer shall provide to the District a monthly summary of the number of patients receiving services and the type of services provided without names or other identifying information. The confidentiality of patients and the individually identifiable health information will be protected in accord with applicable state and federal law.

3.6 Proposal Assumptions for Duplication Current Clinic Services District Obligations:

o Facilities, including space, utilities, custodial services o Medical equipment necessary for the operation of the Clinic, including examination tables, microscopes, etc.

o Telephone equipment and information o Property and liability insurance relating to the premises

Selected Proposer’s Obligations:

o On-site services described herein. The Selected Provider will provide services at the Clinic located at 200 N. Monroe, Eugene, OR. Services are provided Monday through Friday each week from 9:00am through 6:00pm year-round excluding holidays. During the Clinic hours of operation, the Selected Proposer provides specific services as outlined in Section 2.4. The services outlined in that section represent the types of services to be provided are not a definitive list. The providers may choose to refer a patient with any of the symptoms or conditions listed to another physician. The clinic providers exercise their clinical judgment in delivering medical care.

o Telephone and/or on-line services. Clinic staff provides telephone and/or on-line consultation during office hours to respond to questions, concerns, and requests for referral assistance concerning health matters.

o The Selected Proposer assists District staff in establishing realistic budgets and purchasing at the best price for medical and pharmaceutical supplies and outside laboratory services.

o The Selected Proposer processes patient billings to health insurance providers, payments received from health insurance providers, and payments received from patients. The Selected Proposer maintains the necessary patient records for health insurance billing and to provide monthly financial and utilization data to the District.

o The Selected Proposer recruits and provides staff continuity, with physician review, for all activities at the Clinic. All Clinic staff are employees of the Selected Proposer who will pay all wages, taxes, and benefits. The District establishes a partnership philosophy with the Selected Proposer and is involved in the staffing process and selection. The District does not act as an employer or joint employer for clinic staff.

3.7 Fee Schedule

• Personnel costs for the employees and FTE assigned to the Clinic, including the cost of benefits

• Actual cost of materials and supplies used in the operation of the Clinic, purchased at the best available price with no additional mark-up

• Monthly fee (flat fee) for Clinic administration and management

• Monthly fee (flat fee) for health insurance billing service

• Equipment is paid by the District on an as-needed basis

• Health insurance reimbursements received are credited as an offset against the above-listed fees. If health insurance reimbursements are in excess of the fees charges, the excess is carried forward to the next month. If health insurance reimbursements are less than the fees charged, the excess is paid to the Selected Proposer on a monthly basis. In any case, fees and health insurance reimbursement are reconciled and settled as of June 30th each year.

SECTION 4

PROPOSAL EVALUATION PROCEDURES

4.1 Introduction

This section prescribes the mandatory format for the presentation of a proposal in response to this request. The purpose of this format is to ensure uniformity of the information from each Proposer and to aid in clear understanding and evaluation of each proposal. Failure to submit a proposal in accordance with the provisions of this Section may be grounds to declare the proposal non-responsive.

Failure to provide any information requested may result in rejection of your proposal.

4.2 Offer Format

Proposal is to include a signature page (Attachment C), all required text and all required certifications and is requested to be submitted electronically.

4.3 Proposal Rejection

The District reserves the right:

• to reject any or all proposals not in compliance with all public procedures and requirements.

• to reject any proposal(s) not meeting the specifications set forth herein.

• to waive any or all irregularities in proposals submitted.

• to consider the competency of Proposers in making any award.

• to follow the provisions of the Attorney General Model Procurement Rules, in the event two or more proposals are for the same amount for the same work.

• to reject all proposals.

• to award any or all parts of any proposal.

• to request references and other data to determine responsiveness.

4.4 Selection and Evaluation Process

Proposal will be reviewed by a committee to determine which one best meets the needs of the District.

After meeting the mandatory requirements, the proposals will be evaluated for their technical and cost responses. The review committee will make a recommendation to the District for their consideration.

The firm(s) and Eugene School District 4J will enter into a contract incorporating the terms and conditions of this RFP document and the Proposer’s response.

Proposers taking exception to any contract terms must indicate the same in their proposal or exceptions will be deemed waived.

At Eugene School District 4Js’ option, during proposal review, Proposer may be contacted to clarify or elaborate on the proposal, but will in no way be provided an opportunity to change any fee amount originally proposed. Eugene School District 4J staff may also contact any references listed on proposals.

4.5 Evaluation Criteria

The District has chosen to implement a point system to make awards. Proposals will be initially reviewed for completeness and compliance with the requirements of this RFP. Those proposals which are incomplete, which do not meet all requirements of the RFP, or otherwise deemed by the District to be “non-responsive” will be rejected. Proposals considered complete, or “responsive”, will be reviewed further to determine if they comply with the administrative, contractual, and technical requirements of the RFP. If the proposal is unclear, Proposer may be asked to provide written clarification. The following scoring system will be used in determining which of the proposers will most closely meet the best interests of the District. There is a possible score of 100 points. Scoring will be based on criteria outlined below.

Proposers are cautioned to provide in their proposals as much detail as possible pertaining to their capabilities and experience providing the services requested in this solicitation. Do not assume the District or evaluation team is familiar with the Proposer. Concise and direct answers are encouraged.

The specifications, characteristics, and requirements listed in this solicitations are in no way to be considered exhaustive. Proposals must contain the specific information and attachments requested and in the order listed below.

4.6 Evaluation Factors Matrix

Criteria Points Experience in operating a medical clinic including on-site employer clinics (including financial stability and references)

Developed plan to integrate and coordinate Clinic services with District insurance plans and medical delivery systems including referrals for services not provided by the Clinic and coordination of care

Demonstrated commitment to patient education, advocacy, and wellness 10 Developed plan to provide high quality, evidence-based, cost-effective health care for both primary and preventive care

Demonstrated ability to retain qualified staff, minimize management and clinic staff turnover, and provide continuity of service

Fee structure 35 Total 100

4.7 Proposal Validity Period

Each proposal shall be irrevocable for a period of sixty (60) days from the Proposal Opening Date.

4.8 Competency of Vendor

To enable District to evaluate the competency and financial stability of a Vendor, the qualifying and accepted Vendor(s) shall, upon request, furnish such information as reasonably necessary.

4.9 Protest of Award

In accordance with the Attorney Generals Model Procurement Rules, any adversely affected Proposer has seven (7) calendar days from the date of the written notice of award to file a written protest.

4.10 Reservation in Evaluation

District selection committee reserves the right to either: a) request “Best and Final Offers” from the two highest scoring Vendors and award to the lowest priced or b) to reassess the proposal and award to Vendor determined to best meet the overall needs of the District, or c) award to multiple vendors.

4.11 Proposal Evaluation

• The Proposal segments shall be evaluated by the Evaluation Committee consisting of not less than three (3) knowledgeable individuals (Evaluators). The District may assign certain Evaluators to evaluate specific Proposal categories in keeping with the Evaluators’ area of expertise.

Evaluators will utilize the criterion (as objectively as possible) to measure the merit of each Proposal received in accordance with the subjective evaluation criteria to determine which

Proposal(s) will provide the District with the most advantageous and best overall value. The recommendations of this committee will be a consensus and will be final.

• Working as a Committee or independently (at the discretion of the District) with copies of the written proposals, the Evaluators will independently assign scores to each Proposal received in accordance with the evaluation criteria defined herein.

• After receipt and evaluation of the written proposals, one or more Proposer may be asked to provide an on-site presentation of their proposal and demonstration of services. If presentations are required, the District reserves the right to re-evaluate the scores for each criteria listed based on the presentation.

4.12 Protest of Award

In accordance with Oregon Model Contract Rules Manual Section 137-047-0740 any adversely affected Proposer has five (5) calendar days from the date of the written notice of intent to award to file a written protest.

SECTION 5

PROPOSAL SUBMITTAL PROCEDURES

5.1 Proposal Deadline

Proposals will be accepted until 4:00 PM local time, March 1, 2023 via email to solicitations@4j.lane.edu.

Delivery is the sole responsibility of the Proposer. Proposer accepts all risks of late delivery of emailed proposals, or of miss-delivery, regardless of fault. A proposal may be submitted by each proposing firm.

5.2 Restriction on District Contact

From the issue date of this RFP until a firm is selected, all contact with District employees or School Board members concerning the RFP must be cleared through the following District contact: Dustin Hayden, 541-790-7620 or solicitations@4j.lane.edu.

5.3 Right to Reject Proposals

The District reserves the right to retain all proposals submitted and to use any ideas in a proposal regardless of whether that proposal is selected. Submission of a proposal indicates acceptance by the firm of the conditions contained in this RFP unless clearly and specifically noted in the proposal submitted and confirmed in the contract between the District and the firm selected. We reserve the right without prejudice to reject and all proposals.

5.4 Cost of Preparing a Proposal

The RFP does not commit the District to paying any costs incurred by any Proposer in the submission or presentation of a proposal, or in making the necessary studies for the preparation thereof.

5.5 Proposal Content and Format

To simplify and expedite the review process, the District request that candidates prepare proposals in the standard format specified below:

Title Page

• Proposer should identify: the RFP subject; firm name, local address, and phone number;

proposal contact name, title, telephone number, and email; date of submission; and period for which the proposal is effective (non-rescindable).

Table of Contents

• The table of contents should include a clear and complete identification by section and page number of the materials submitted.

Transmittal Letter

• The transmittal letter should be not more than two pages long and should include as a minimum the following:

o A brief statement of the Proposer’s understanding of the objective of the services to be performed;

o A positive commitment to perform the service within the time period specified;

o The names of persons authorized to represent the Proposer, their title, address, telephone number, and email (if different from the individual who signs the transmittal letter).

Proposal contents in response to SECTION 3: SCOPE OF WORK AND SECTION 4: PROPOSAL

EVALUATION PROCEDURES.

• Proposers should ensure the proposals:

• Describe plans to duplicate current services.

• Describe alternate design(s).

• Address evaluation criteria.

• Include references and credentials of those most directly responsible for management and medical oversight of the Clinic.

• Provide proposed fees for the following:

o Duplication of the current services.

o Alternate services.

o Alternate funding mechanisms.

Financial Statement

• Provide one (1) copy of your most recent yearly financial statement.

Submittals required

• Each submittal shall contain the following forms, found in the proceeding pages of this document:

o ATTACHMENT A: Additional Representations, signed and dated (page 32) o ATTACHMENT B: References, completed with up to five references. (page 34) o ATTACHMENT C: Signature Page (pages 35-36) o ATTACHMENT D: Tax Classification (page 37) o ATTACHMENT E: Certified Disadvantaged Business Outreach Plan (pages 38-39)

SECTION 6

GENERAL PROVISIONS

6.1 Acceptance

Signature on an Agreement shall constitute Acceptance of the offer including all the terms and conditions specified in the solicitation. Receipt of a fully executed Agreement shall cause initiation of performance by the Proposer. Acceptance is limited to the terms stated herein. Any additional or different terms and conditions proposed by the Proposer are rejected unless expressly agreed to in writing by an authorized representative of the District’s Purchasing Department.

6.2 Independent Proposer Status

Proposer shall certify status as an independent Proposer and nothing herein is to be construed as establishing an employer-employee relationship.

6.3 Other Proposers

The District may undertake or award other contracts for additional or related work, and the Proposer shall fully cooperate with such other Proposers and with any District employees concerned with such additional or related work, and shall coordinate its performance under this contract with such additional or related work. The Proposer shall not commit or permit any act that will interfere with the performance of work by any other Proposer or by District employees.

6.4 Subcontracts and Assignment

PROPOSER shall not subcontract, assign, delegate, or transfer any of its duties, rights, or interests under this Contract without the prior written consent of the DISTRICT. The DISTRICT may withhold such consent for any or no reason. If the DISTRICT consents to an assignment or subcontract, then in addition to any other provisions of this Contract, PROPOSER shall require any permitted subcontractor to be bound by all the terms and conditions of this Contract that would otherwise bind PROPOSER. The parties agree that any such subcontracts shall be construed as matters solely between PROPOSER and its subcontractor and shall not have any binding effect on DISTRICT.

6.5 No Third Party Beneficiaries

DISTRICT and PROPOSER are the only parties to this Contract and are the only parties entitled to enforce its terms. Nothing in this Contract provides any benefit or right, directly or indirectly, to third parties unless they are individually identified by name in this Contract and expressly described as intended beneficiaries of this Contract.

6.6 Successors in Interest

The provisions of this Contract shall be binding upon and inure to the benefit of the parties and their successors and approved assigns, if any.

6.7 No Authority to Bind District

PROPOSER has no authority to bind or…