25-8397_Solicitation.pdf

Procurement Services Division

COLLIER COUNTY

BOARD OF COUNTY COMMISSIONERS

REQUEST FOR PROPOSAL (RFP)

FOR

COMPREHENSIVE CLINIC

AND WELLNESS SERVICES

SOLICITATION NO.: 25-8397

JAKE BOND, ASSISTANT DIVISION DIRECTOR

PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FLORIDA 34112

TELEPHONE: (239) 252- 8987

Jake.Bond@colliercountyfl.gov (Email)

Any alterations to this document made by the Vendor may be grounds for rejection of the proposal, cancellation of any subsequent award, or any other legal remedies available to the Collier County

Government.

SOLICITATION PUBLIC NOTICE

REQUEST FOR PROPOSAL (RFP)

NUMBER:

25-8397

PROJECT TITLE: Comprehensive Clinic and Wellness Services

PRE-PROPOSAL CONFERENCE: July 2, 2025, at 10:00 AM EST

LOCATION: 3295 Tamiami Trail East, Bldg. C2, Conference Room A, Naples, Florida 34112

DUE DATE: July 18, 2025, at 3:00 PM EST

PLACE OF RFP OPENING:

PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FL 34112

All proposals shall be submitted online via the Collier County Procurement Services Division Online Bidding System:

https://procurement.opengov.com/portal/collier-county-fl.

BACKGROUND

As requested by the Human Resources Division (hereinafter, the “Division or Department”), the Collier County Board of County Commissioners Procurement Services Division (hereinafter, “County”) has issued this Request for Proposal (hereinafter, “RFP”) with the intent of obtaining proposals from interested, capable, and qualified vendors to provide health center/medical clinic and wellness services to employees and dependents of the County’s health plan and to provide biometric measurement and laboratory testing services in support of the wellness-based incentive program for covered employees and their spouses, in accordance with the terms, conditions, and specifications stated or attached. The vendor, at a minimum, must achieve the requirements of the Specifications or Scope of Services stated.

Historically, the County has spent approximately $850,000 annually to provide on-site clinic services to County staff and their covered dependents and has spent approximately $254,250 annually on biometric and laboratory testing services; however, this may not be indicative of future expenditures for these services.

GENERAL INFORMATION

Collier County, Florida, is located on southwest Florida’s Paradise Coast. The County includes the communities of Naples, Marco Island, Everglades City, and Immokalee, and is one of the largest counties east of the Mississippi River, encompassing more than 2,000 square miles. The Collier County Board of County Commissioners, comprised of five members elected in the five different districts of the County, serves as the governing body for one of six constitutional officer agencies. The other agencies include the Clerk of the Circuit Court & Comptroller, Collier County Sheriff’s Office, Property Appraiser, Supervisor of Elections, and Tax Collector. Collectively, these agencies represent Collier County Government (CCG).

Of the six agencies noted above, three dedicated staff members under the Collier County Board of County Commissioners are responsible for benefit plan administration for five of the six organizations; the only agency not covered under the plan is the Collier County Sheriff’s Office. The majority of CCG employees are enrolled in the health plan, with approximately 2,400 enrolled employees/4,800 covered members. Approximately 19% of employees live in surrounding counties and travel to Collier County for work.

CCG currently administers two health clinics: one at the main Collier County Government complex, located at 3299 Tamiami Trail E, Naples, FL, and one in North Naples. The North Naples location, located at 1735 SW Health Pkwy, Suite 201, Naples, FL 34109, is owned by the current vendor. In 2024, the main health clinic had 2,400 patient contacts, and the north Naples health clinic had 2,000 patient contacts.

As part of its group health insurance program, CCG offers a wellness-based incentive program to its covered employees and their spouses. The program encompasses various participation incentives through which participants may qualify for the Basic cost-share level, the Select cost-share level, or the Premium cost-share level Health Plan. One of the primary qualifiers is the completion of a laboratory profile blood test, including biometric measurements (weight, height, waist circumference, calculated BMI, and blood pressure). This test is incorporated into a Personal Summary Report to measure the individual health risks of the participant. In order to continue to qualify for the Select and Premium cost-share levels, the participant must complete this screening and meet with a Health Advocate to review the report. Health Advocacy services are provided on-site by Community Health Partners (CHP).

Approximately 2,500 employees qualify in even years, and approximately 1,200 spouses qualify in odd years.

https://procurement.opengov.com/portal/collier-county-fl

CCG is seeking a vendor to operate a health clinic from a centralized off-site location within 15 miles of the Collier County Government Complex at 3299 Tamiami Trail E, Naples, FL. The proposed site must accommodate all current patient visits and biometric testing needs.

Vendors may propose an additional location within the 15-mile radius; however, preference will be given to a single location.

The selected vendor will be expected to collaborate closely with CHP, the County’s Wellness and Benefits staff, and its third-party administrator, Allegiance, Inc., to ensure effective service delivery.

For the purposes of this RFP, "patient contacts" refer to any documented interaction between a patient and a healthcare provider involving the provision of care, support, or health-related services. This includes in-person visits, telehealth appointments, care coordination, and applicable administrative activities.

Enrollment and participation numbers have been included in Exhibit C: Pricing Sheet. These numbers are not expected to vary by more than two to three percent (2-3%) annually from the estimates shown. Participation in the County’s health program has consistently been at least 90% since implementation, and this is not expected to change.

TERM OF CONTRACT

The contract term is intended to be for an initial five (5) year period with options of five (5) additional one (1) year renewal periods.

The County reserves the right to renegotiate fees/rates at each renewal period. Prices shall remain firm for the initial term of this contract.

The County Manager, or designee, may, at her discretion, extend the Agreement under all of the terms and conditions contained in this Agreement for up to one hundred eighty (180) days. The County Manager, or designee, shall give the Vendor written notice of the County's intention to extend the Agreement term not less than ten (10) days prior to the end of the Agreement term then in effect.

All goods are FOB destination and must be suitably packed and prepared to secure the lowest transportation rates and to comply with all carrier regulations. Risk of loss of any goods sold hereunder shall transfer to the COUNTY at the time and place of delivery; provided that risk of loss prior to actual receipt of the goods by the COUNTY nonetheless remains with

VENDOR.

DETAILED SCOPE OF WORK

1. General Clinic Operations & Management

The vendor is required to provide ongoing support to on-site professional staff during core operating hours, Monday to Friday, 7:00 am – 5:30 pm. Vendors will have the option to provide pricing for expanded operating hours, Monday to Friday, 7:00 am

– 7:00 pm, and Saturday, 8:00 am – 12:00 pm. The Vendor will provide the following services, including but not limited to:

1.1. Maintain patient health records in compliance with State and Federal laws, including HIPAA.

1.2. Provide an electronic medical records (EMR) system for recording screenings, primary care visits, and other services.

1.3. Submit electronic billing for services to the County’s Group Health Third-Party Administrator (TPA) for recordkeeping and processing.

1.4. Ensure all clinic data, including lab and measurement results, are exported nightly to CHP in .csv or Excel format and retained in the EMR.

1.5. Maintain and replace medical equipment, IT workstations, printers, copiers, fax machines, and software applications required for clinic operations.

1.6. Conduct regular on-site visits and oversight by vendor senior management to ensure program success and client satisfaction.

1.7. Maintain open communication with CCG’s Human Resources and Wellness staff regarding workplace injury trends and service utilization.

1.8. Conduct regular meetings with CCG representatives to review operations, address service concerns, and discuss program improvements.

1.9. Ensure a smooth workflow to minimize wait times in both the waiting room and patient rooms, promoting efficiency and productivity.

1.10. Maintain a balanced schedule that keeps medical staff actively engaged while allowing flexibility for same-day sick or urgent visits.

2. Primary & Acute Care Services

The vendor is required to provide the primary and acute care services, including but not limited to the following:

2.1. Offer primary care services to employees, eligible spouses, and covered dependents (16+ years old).

2.2. Conduct, coordinate, and administer basic health screenings for early detection and disease prevention.

2.3. Treat non-occupational injuries, illnesses, and episodic health conditions.

2.4. Provide urgent care for minor illnesses and injuries, including limited pharmacy services.

2.5. Administer vaccinations (flu, pneumonia, shingles, etc.) at the clinic or designated County locations.

2.6. Provide an option for telehealth services during standard operating hours.

2.7. Support coordination with CHP Health Advocates, CCG Wellness Staff, and Benefits Staff.

2.8. Incorporate limited on-site pharmacy services with an appropriate inventory of medications to address both acute episodic illnesses and chronic health conditions. This shall include maintaining and administering vaccination medications as needed. All pharmacy-related costs, including those for vaccination medications, shall be billed to the County strictly as pass-through expenses, with no added administrative fees, surcharges, or markups.

2.9. File claims for lab work and other services with CCG’s medical plan administrator so data from the clinic is incorporated into CCG’s data warehouse that is supported by Cedar Gate.

3. Health & Wellness Programs

The vendor is required to provide the health and wellness programs services, including but not limited to the following:

3.1. Administer, in part or in whole as needed, the County’s:

3.1.1. Nicotine cessation program

3.1.2. Diabetes management program

3.1.3. Medically managed weight loss program

3.2. Provide counseling on health-related issues and chronic disease management.

3.3. Execute the annual biometrics testing program, including lab panels, manual blood pressure checks, and body measurements.

3.4. Conduct health education initiatives, including:

3.4.1. Preventative screenings, immunizations

3.4.2. Tobacco, alcohol, and drug education/cessation

3.4.3. Family and parenting resources

3.4.4. Workplace wellness initiatives (injury prevention, movement therapy, etc.)

3.4.5. Participate in the annual employee health fair.

3.5. Develop collaborative care plans for high-risk patients in conjunction with the Wellness, CHP, and Benefits staff.

4. Laboratory & Diagnostic Services

The vendor is required to provide the laboratory and diagnostic services, including but not limited to the following:

4.1. Perform phlebotomy and biometric screenings at clinic sites and other County locations.

4.2. Provide walk-in blood pressure checks and monitoring clinics.

4.3. Offer on-site laboratory services, including:

4.3.1. Basic diagnostic testing (strep screens, pregnancy tests, monospot urine dipstick, drug screening, A1C, lipid panels, etc.)

4.3.2. Transport services for lab tests not performed on-site.

4.4. Provide X-ray capabilities on-site, off-site, or refer out to network providers.

5. Medical Oversight & Staffing

5.1. The vendor must provide adequate staffing to support all current patient interactions, biometric testing, and to fully meet the requirements outlined in the Scope of Services. The proposed staff must be available to deliver services Monday through Friday from 7:00 AM to 5:30 PM.

5.2. Below are the required medical staff positions. Additionally, the vendor is responsible for providing medical oversight and staffing for all services delivered, including but not limited to the positions listed below:

5.2.1. Physician Medical Director - to oversee clinic operations and personnel.

5.2.2. PA-C/APRN committed to:

5.2.2.1. Delivering high-quality patient care with respect and confidentiality, while actively involving the patient in their own care.

5.2.2.2. Supporting the County’s vision and mission as it pertains to wellness programs and initiatives.

5.2.2.3. Maintaining high patient satisfaction and effective communication.

5.2.2.4. Demonstrating expertise in diabetes management and medication adjustments.

5.2.2.5. Demonstrating expertise in weight management with the ability to prescribe and adjust anti-obesity medications as needed.

5.2.2.6. Coordinating specialty care services within the CHP network.

5.2.3. Medical Technician

5.2.4. Phlebotomist

5.2.5. Administrative Services

5.3. Ensure proper training and oversight of all on-site medical professionals.

5.4. Establish and maintain clinical quality assurance programs.

5.5. Train on-site staff in the use of EMR and other information systems.

6. Reporting & Compliance

The vendor is required to provide reporting and compliance services, including but not limited to the following:

6.1. Submit claims and utilization data electronically to the County’s Group Health TPA.

6.2. Maintain patient records in EMR format for tracking health outcomes and program effectiveness.

6.3. Meet regularly with County representatives to analyze service utilization, strategize cost containment, and improve health outcomes.

6.4. Use biometric and lab data to assist in the development of targeted training and education programs addressing employee risk factors.

6.5. Ensure compliance with nursing practice standards, protocols, and quality assurance measures.

7. Required Biometric Testing Services

The vendor is required to be able to perform or provide the following services specific to biometric testing for County employees and covered spouses. These services shall include, but not be limited to, the following:

7.1. Testing for venipuncture laboratory panel & biometric measurements. The panel of testing is a fasting test and will include the following:

7.1.1. Heart: Total Cholesterol, HDL Cholesterol, Triglycerides, LDL Cholesterol, Cholesterol/HDL ratio

7.1.2. Thyroid: TSH (Thyroid Stimulating Hormone)

7.1.3. Kidneys: Urea Nitrogen (BUN), Creatinine, eGFR, BUN/Creatinine Ratio

7.1.4. Bone: Calcium

7.1.5. Liver: Direct Bilirubin, GGT, ALT, Total Protein, albumin, Globulin, Albumin/Globulin Ratio, Total Bilirubin, Alkaline Phosphatase, AST

7.1.6. Pancreas: Glucose and Hemoglobin A1C

7.1.7. Whole Body: Sodium, Potassium, Chloride, CBC with differential: White Blood Cell Count, Red Blood Cell

Count, Hemoglobin, Hematocrit, MCV, MCH, MCHC, RDW, Platelet Count

7.1.8. Lungs: Cotinine (blood sample) Prostate: Prostate Specific Antigen (per gender)

7.1.9. Biometric Measurements: Measured height, weight, blood pressure, waist circumference, and calculated BMI.

Follow-up laboratory testing to include, but not be limited to, the following:

7.1.9.1. Serum Nicotine/Cotinine, Hemoglobin A1C, Lipid Panel

7.1.10. Combination test of Hemoglobin AIC + Lipid Panel Repeat or “challenge” testing of laboratory/biometric results, including a urine cotinine, as deemed necessary.

7.1.11. Physician oversight services, including monitoring lab values and providing outbound calls to members with medically actionable/critical values within 24 hours of the results. Actionable/critical values should be communicated to the CHP Health Advocate Office within the next business day.

7.1.11.1. The selected must be willing to discuss and modify a critical value/out-of-range communication process.

7.1.11.2. The reporting system for medically actionable labs must include a mechanism to record actionable lab values that have been addressed by the CHP Health Advocate Office.

7.1.12. Communication with critical results shall be included in both the administration and pricing of this panel.

7.2. Phlebotomy and Biometric measurement administration services shall include, but not be limited to, the following:

7.2.1. Administration oversight, scheduling, and on-site staffing by highly proficient phlebotomists. The County, through CHP, shall reserve the right to approve the on-site phlebotomy staff to assure high quality.

7.2.2. Opportunity for a vendor’s lead examiner/event coordinator to meet with CHP prior to the first on-site event and communicate regularly to assure optimal staffing.

7.2.3. Data and specimen collection, testing, physician overview, results delivery, and weekly coordination for approximately 2,500 employees (even years) and 1,200 spouses (odd years).

7.2.4. On-site Phlebotomy and Biometric events shall be provided at multiple CCG locations: November and December (various Mondays through Fridays). January through March (various Mondays through Saturdays).

7.2.4.1. The schedule shall be determined by the vendor, CHP, and Wellness staff.

7.2.4.2. Events typically run 7-10 am EST with a one-hour breakdown time.

7.2.4.3. Events may have a minimum of 10 and a maximum of 100 participants. Walk-ins will be accommodated. An event with fewer than 10 scheduled participants will require special consideration.

7.2.4.4. The phlebotomy team must be able to process one (1) participant every five (5) minutes.

7.2.4.5. The vendor shall set up all screening supplies the day before or a minimum of two (2) hours prior to the event start time.

7.2.4.6. The vendor shall provide lab requisitions with barcodes for registered participants, and blank forms to accommodate “walk-ins” will be brought with the phlebotomy team the morning of the event.

7.2.4.7. Room setup, including screens, tables, and chairs, shall be completed by CHP.

7.2.4.8. The vendor shall be responsible for all other logistical matters, including the timing, shipping, and scheduling of materials, supplies, and equipment to scheduled locations.

7.2.5. Biometric measurements requirements:

7.2.5.1. Height and weight are recorded in US metrics (inches and pounds).

7.2.5.2. Waist measurement shall be taken at the belly button using a tape measure.

7.2.5.3. Only manual blood pressure cuffs with a variety of cuff sizes, including XS-XL, shall be used. Blood pressure may be repeated up to three (3) times after the resting position. Measurements are never to be self-reported, and members should be given the opportunity to verify measurement accuracy.

7.2.6. The vendor will accept “challenged” biometric measurements from another provider. A repeat measurement for blood pressure, height, weight, waist circumference, and/or calculated BMI will be performed by the provider and sent to the vendor to update the participant’s personal biometric data that is sent to CHP.

7.2.7. Participants identified with program-specific risk factors will require venipuncture retesting from mid-July to September 30 for a Serum Cotinine, Hemoglobin A1C, Lipid Panel, or a combination Lipid Panel – Hemoglobin A1C. The majority of participants will use the clinic for the lab drawing. Out-of-County participants will use the vendor’s national Service Center Sites for lab draws and biometric measurements. All lab result data generated will be electronically transmitted to CHP as described in the Scope of Services.

7.2.8. The vendor will have the ability to retain the original eligibility file(s) and accept additional eligibility file(s) for newly enrolled participants and those who require repeat labs.

7.3. Personal Summary Report - A sample report is attached as Exhibit “A.”

7.3.1.The vendor must be able to integrate laboratory findings into a Personal Summary Report in a format like the sample.

7.3.2.All current abnormal results must be highlighted on the Personal Summary Report.

7.3.3.The vendor must be able to upload historical laboratory values and biometric measurements from CHP. The

Personal Summary Report must be able to incorporate comparative data (currently three (3) years of historical data) for the participant to measure progress.

7.3.4.The vendor must have an online portal for participants to schedule appointments and to view their current year’s Personal Summary Report and previous year’s reports.

7.3.5.The vendor will communicate to participants when the Personal Summary Report is available for viewing.

7.3.6.The vendor must be able to reset passwords for participants and provide a toll-free customer service number and/or email chat service for members. Customer support must be available Monday through Saturday, 7:00 am

– 7:00 pm EST.

7.4. Enrollment, Reporting Services, and Data coordination shall include, but not be limited to, the following:

7.4.1. The vendor must be able to accept a census of eligible participants electronically. The census shall be provided to the vendor by mid-October by the County from the County’s benefits enrollment system.

7.4.2. The vendor must be able to receive weekly participant eligibility file uploads. This electronic file will have a 4-8-character participant ID assigned by the County; this will not be a Social Security number.

7.4.3. The vendor will accept a termination file and have the ability to purge terminated names monthly.

7.4.4. The vendor must ensure identification is correct for merging historical data with new results by using the following three (3) identifiers: full name, date of birth, and the participant ID assigned by the County.

7.4.5. Participants must have the ability to register online via the vendor’s hosted website or via the phone.

7.4.6. The vendor will ensure the online scheduler remains open 24 hours prior to the on-site event.

7.4.7. The scheduler will interface with the eligibility file.

7.4.8. The scheduler will not allow repeat initial labs and will not allow participants to enroll in multiple events.

7.4.9. The vendor must be able to send confirmation and reminder emails to participants of upcoming appointments with the ability to customize for the County with County messaging.

7.4.10. The vendor must produce weekly participation reports and/or ad hoc activity reports of participants who have completed lab draws (including those who attended as a walk-in), participants who are currently scheduled, and participants with no activity.

7.4.11. Lost or delayed labs shall be communicated to CHP regarding the status of processing and resolution.

7.4.12. A “No Activity Report” showing eligible participants who did not participate shall be submitted to CHP.

7.4.13. The vendor must be able to maintain an ongoing history of participant laboratory results by year.

7.4.14. The vendor must provide online administrative access to CHP and CCG Wellness staff to view scheduling and completion data.

7.4.15. The vendor must provide a nightly feed of clinical data to CHP via the Secure File Transfer Protocol (SFTP) site for documentation of individual lab screenings and reporting. The lab files from the vendor shall be .csv files.

7.4.16. The vendor must provide individualized reports via a secure pathway within 2-5 business days of results for participants. Prior to publishing the Summary Lab Report, lab errors are flagged, reviewed, and corrected by the vendor prior to the member and CHP receiving the Personal Summary Report. The lab and biometric individualized result files shall be a .pdf file with the participant ID and name of each participant.

7.4.17. CHP shall be notified of any unsuccessful or erroneous reports with each nightly clinical data feed. The vendor will enter data for specific risk factor lab value retests mid-July through September. The vendor will provide the electronic data files to CHP as stated in the Scope of Service. The vendor must provide an annual aggregate report prior to November 30th, though the deadline may be extended by the County due to extenuating circumstances. The vendor’s representative will attend an annual meeting to present aggregate report outcomes to the County’s Human Resources Division Director and other staff members. The report must encompass the findings for the year and shall incorporate participation, comparative, and cohort reports at a high level as well as at the specific test level. Comparative data shall include both comparable norms to the general population, the vendor’s population (if available), and the cohort population. The vendor must conduct a weekly conference call with CHP, Wellness, and Benefits staff to communicate program updates and resolve operational issues.

7.5. Service Center Site(s) providing phlebotomy services and biometric measurements shall include, but not be limited to, the following:

7.5.1. The vendor must be able to provide multiple walk-in Service Center Sites throughout the County for those unable to attend an on-site clinic event.

7.5.2. Service Center Site(s) must replicate all services as required at on-site clinic events.

7.5.3. Service Center Site(s) can accommodate unscheduled (walk-in) appointments.

7.5.4. State and national remote Service Center Site(s) with biometric services shall be provided for active employees and retirees residing out of state, and for out-of-county participants.

7.6. Billing

The vendor shall comply with the following billing requirements:

7.6.1. The vendor must bill the County’s TPA by individual participant in order to populate the individual claim file.

The vendor must supply a bulk billing; however, the bill must provide a breakdown of charges by member and member identifier, in a manner acceptable to the TPA. The vendor must be paid by the County’s TPA.

7.6.2. The billing must be on a per participant basis except for follow-up testing as outlined above.

7.6.3. Any deviation from the per participant charge must be clearly delineated in the vendor’s response.

7.6.4. The cost to retest due to errors on the part of the vendor must be borne by the vendor.

7.6.5. The vendor must assume the financial responsibility for CHP data extracts pertaining to historical personal health profile data and data formatting for importing into the CHP system. The file feed layout needs to remain the same from inception so as not to incur additional programming fees. The vendor will incur the file set-up fee.

8. Program Implementation (For all services)

8.1. The vendor must test all associated processes, such as scheduling, reporting, and data exchange, prior to the go-live date.

8.2. The vendor must meet a 90-day implementation process after the contract has been awarded unless otherwise agreed upon.

8.3. No changes to any system or process will be acceptable unless fully tested and agreed upon by CCG.

9. HIPAA (For all services)

The vendor must comply with the provisions of the Health Insurance Portability and Accountability Act and shall enter into a Business Associate Arrangement with the County.

10. Ownership of Data (For all services)

It must be understood by all parties that biometric and lab data accumulated as a result of the program must be considered the property of the CCG Health Plan. CHP shall be responsible for possessing and maintaining a historical record of data on behalf of the County. The vendor must provide a nightly data file to CHP containing the individual testing results by member identifier.

11. Proposal Alternatives (For all services)

The County will consider alternative methods of providing the services that will enhance the services and requirements outlined in the scope of services. However, the County reserves the right to reject in whole or in part alternative proposals.

12. Organization Licensure and/or Certification Requirements

The vendor must be properly licensed and duly authorized to conduct business in Collier County, Naples, Florida. The vendor is required to obtain and maintain throughout the life of the resultant contract required insurances, certificates, and/or licenses as required by any federal, state, or local agency that oversees the operation of medical clinics engaged in the activities outlined in the scope of services.

REQUEST FOR PROPOSAL (RFP) PROCESS

1.1 The Proposers will submit a qualifications proposal, which will be scored based on the criteria in Evaluation Criteria for Development of Shortlist, which will be the basis for short-listing the Proposers.

The Proposers will need to meet the minimum requirements outlined herein in order for their proposal to be evaluated and scored by the County. The County will then score and rank the firms and enter into negotiations with the top-ranked Proposer to establish the cost for the services needed. The County reserves the right to issue an invitation for oral presentations to obtain additional information after scoring and before the final ranking. With successful negotiations, a contract will be developed with the selected Proposer, based on the negotiated price and scope of services, and submitted for approval by the Board of County Commissioners.

1.2 The County will use a Selection Committee in the Request for Proposal selection process.

1.3 The intent of the scoring of the proposal is for respondents to indicate their interest, relevant experience, financial capability, staffing, and organizational structure.

1.4 The intent of the oral presentations, if deemed necessary, is to provide the vendors with a venue where they can conduct discussions with the Selection Committee to clarify questions and concerns before providing a final rank.

1.5 Based upon a review of these proposals, the County will rank the Proposers based on the discussion and clarifying questions on their approach and related criteria, and then negotiate in good faith an Agreement with the top-ranked Proposer.

1.6 If, in the sole judgment of the County, a contract cannot be successfully negotiated with the top-ranked Proposer, negotiations with that Proposer will be formally terminated, and negotiations shall begin with the Proposer ranked second. If a contract cannot be successfully negotiated with the Proposer ranked second, negotiations with that Proposer will be formally terminated, and negotiations shall begin with the third-ranked Proposer, and so on. The County reserves the right to negotiate any element of the proposals in the best interest of the County.

RESPONSE FORMAT AND EVALUATION CRITERIA FOR DEVELOPMENT OF SHORTLIST:

For the development of a shortlist, this evaluation criterion will be utilized by the County’s Selection Committee to score each proposal. Proposers are encouraged to keep their submittals concise and to include a minimum of marketing materials. Proposals must address the following criteria:

Evaluation Criteria Maximum Points

1. Cover Letter/Management Summary 0

2. Professional and Technical Capabilities 20

3. Experience and Capacity of the Firm, Including Specialized Experience of Team Members 25

4. Cost of Services to the County 30

5. Business Implementation 10

6. Certified Minority Business Enterprise 5

7. Local Vendor Preference 10

TOTAL POSSIBLE POINTS 100

Tie Breaker: In the event of a tie at final ranking, the award shall be made to the proposer with the lower volume of work previously awarded. Volume of work shall be calculated based upon total dollars paid to the proposer in the twenty-four (24) months prior to the RFP submittal deadline. Payment information will be retrieved from the County’s financial system of record. The tie-breaking procedure is only applied in the final ranking step of the selection process and is invoked by the Procurement Services Division Director or designee. In the event a tie still exists, selection will be determined based on random selection by the Procurement Services Director or designee, before at least three (3) witnesses.

Each criterion and methodology for scoring is further described below.

***Proposals must be assembled, at minimum, in the order of the Evaluation Criteria listed, or your proposal may be deemed non-responsive***

EVALUATION CRITERIA NO. 1: COVER LETTER/MANAGEMENT SUMMARY (0 Total Points Available)

Provide a cover letter, signed by an authorized officer of the firm, indicating the underlying philosophy of the firm in providing the services stated herein. Include the name(s), telephone number(s), and email(s) of the authorized contact person(s) concerning the proposal. The submission of a signed proposal is the vendor's certification that the vendor will accept any award as a result of this RFP. List all proposed subcontractors who will participate on the team.

EVALUATION CRITERIA NO. 2: PROFESSIONAL AND TECHNICAL CAPABILITIES (20 Total Points Available)

In this criteria, include but not limited to:

Please answer the questions below by placing an “X” in either the “Yes” or “No” box. Failure to follow these instructions may result in your proposal being considered non-responsive.

Biometric Testing/Screening Yes No

Can you provide the lab testing panel as described in the Scope of Services?

Can you perform biometric measurements in accordance with current County practice/standards?

Can you provide the biometric measurement services as described in the Scope of Services at both the on-site events and at walk-in Service Center sites, if applicable.

Does your firm offer an alternative collection method for venipuncture and biometric measurement testing other than on-site clinics or walk-in service center sites?

Can your firm integrate the lab results and biometric measurements into the Personal Summary Report?

Can your firm incorporate historical health report data from CHP into the Personal Summary Report?

Can your firm comply with the data coordination, enrollment, and reporting services as outlined in the Scope of Services?

Does your firm provide a Personal Summary Report in the format and electronic delivery methods as described in the Scope of Services? If yes, please provide a sample of your firm’s Personal Summary Report.

Technology and Equipment Yes No

Is equipment such as copiers, fax machines, and other peripherals provided as part of the clinic cost, without an additional cost to the County?

Is your firm responsible for the telephonic and computer hardware and software in the health clinics managed by the organization?

Please provide your responses to the following questions in Exhibit B titled “Questionnaire”. Failure to provide responses may result in your proposal being considered non-responsive.

Staffing

What recruiting measures will you use to recruit and retain medical and administrative staff?

What criteria do you use when selecting staff in terms of education, experience, and skill?

Explain the process you would use to cover staff shortages within the county’s on-site clinic(s).

Biometric Testing/Screening How do you handle the data and specimens that are collected to ensure they are tested on a timely basis and that the results are accurately reported? What is your error rate?

Explain your process for invalid results due to processing errors and the member’s repeat lab draw process.

Please specify the maximum and minimum participants allowed for on-site events, and your ability to meet the requirements as listed in the scope of services. Explain the process for not meeting or exceeding registration numbers and the financial implications.

Please describe the number and location(s) of walk-in Service Center sites that you operate in Collier County, if any. Do your Service Center sites accept participants with no scheduled appointments? If yes, explain the process. Please specify the lab company used for collection and processing, both locally and nationally.

What kind of equipment do you use to measure blood pressure? What cuff sizes are offered? Explain your process for a member stating their recorded BP reading is abnormal for them.

Do you have accessibility for retirees and other participants living out of the area? Specify the options your firm offers and the process.

Can your firm maintain and print multiple years of historical data for comparison? Please specify the number of years your Personal Summary Report allows.

Is your Personal Summary Report provided in paper and as an online version? If not, please specify.

Does your firm have online scheduling capabilities for both on-site events and walk-in Service Center sites? Please describe. If available, provide your website registration link so that we can sample the registration process.

Please specify your firm’s advance time limitations for appointment scheduling at a walk-in Service Center site and/or on-site clinic event.

On-Site Clinic Operations

Describe the process that would be undertaken to measure outcomes and the success of the overall program.

Outline standard and custom reporting capabilities that are available to County management.

Describe how your firm specifically evaluates the effectiveness of primary care case management.

Provide all clinical indicators used to track the success of the program and the results (if any), by year since the inception of the program, including the following:

• Program outcomes

• Utilization measures (list)

• Member satisfaction

• Changes in the cost of care

• Productivity/absenteeism (list indicators)

Technology and Equipment

Do you provide computers to the clinic staff, and do you have your own IT team?

What system will be used to keep Electronic Medical Records for clinicians and personal health records for patients? Is this system something you own, or is it outsourced to another vendor?

What online access is available to County employees who are patients of the clinic(s)?

Do you offer a patient portal? If yes, please describe the system and its capabilities.

Invoice/Billing

Describe the ability to deliver a fixed-fee billing model to the County based on Exhibit C Pricing Sheet.

What is your performance guarantee with a portion of the fees at risk model? Describe your performance guarantees relative to patient satisfaction, member engagement, member risk-level reduction, and implementation timeline.

EVALUATION CRITERIA NO. 3: EXPERIENCE AND CAPACITY OF THE FIRM, INCLUDING SPECIALIZED EXPERIENCE OF TEAM MEMBERS (25 Total Points Available)

In this criteria, include but not limited to:

• Provide information that documents your firm’s qualifications to produce the required deliverables, including abilities, capacity, skills, and financial strength, and the number of years of experience in providing the required services.

• Describe the various team members’ successful experiences.

a. Proposals must identify appropriate medical personnel, and a schedule of hours needed to successfully provide services, and will incorporate some or all of the following staff positions:

i. Receptionist Staff

ii. Medical Technician

iii. PA-C/APRN

iv. Phlebotomist

v. Administrative Services

vi. Physician Medical Director

b. Please provide professional resumes for all the above-mentioned staff positions.

• Description of the proposed team/staff and the role to be played by each member of the team.

• Describe the approach to management and execution of work with respect to the location of various key contract team members. Demonstrate the coordination between internal and external team members and County staff involved in providing services to the County.

EVALUATION CRITERIA NO. 4: COST OF SERVICES TO THE COUNTY (30 Total Points Available)

Please provide your pricing in Exhibit C titled “Pricing Sheet”. Failure to provide responses may result in your proposal being considered non-responsive.

• In Exhibit C, Pricing Sheet, provide the monthly cost to employ and staff the County clinic(s) and perform the biometric testing.

• For biometric testing/screening: In Exhibit C, Pricing Sheet, provide the cost per participant for each of the items/tests listed in the pricing sheet.

• All line items must be completed; failure to do so may result in the vendor being deemed non-responsive.

• Vendors may propose an additional location within the 15-mile radius; however, preference will be given to a single location. If your firm is not proposing an additional location, you are not required to provide pricing for that section.

However, please clearly mark each line as “N/A” or “No Bid.”

• Any additional charges or conditions must be clearly defined in the vendor’s proposal.

• All special billing charges, such as travel, minimum participation, set-up, or similar charges, which are separate from the per participant charge, must be clearly specified in the vendor’s proposal.

EVALUATION CRITERIA NO. 5: BUSINESS IMPLEMENTATION (10 Total Points Available)

In this criteria, include but not limited to:

• Provide your implementation transition plan if awarded the resultant contract, including the timeline from the award date to the implementation start date, with your major milestones identified. Base your plan on January 1, 2026, start date.

• How do you propose transitioning the service from the current vendor to your firm?

• What will be the role of CCG in the selection of staff?

• Would you consider the utilization of existing staff?

• How do you plan to transition existing patients?

EVALUATION CRITERIA NO. 6: CERTIFIED MINORITY BUSINESS ENTERPRISE (5 Total Points Available)

• Submit certification with the Florida Department of Management Services, Office of Supplier Diversity as a Certified Minority Business Enterprise.

EVALUATION CRITERIA NO. 7: LOCAL VENDOR PREFERENCE (10 Total Points Available)

• Local business is defined as the vendor having a current Business Tax Receipt issued by the Collier or Lee County Tax Collector prior to proposal submission to do business within Collier County, and that identifies the business with a permanent physical business address located within the limits of Collier or Lee County from which the vendor’s staff operates and performs business in an area zoned for the conduct of such business.

VENDOR CHECKLIST

***Vendor should check off each of the following items as the necessary action is completed (please see Vendor Check List) ***

EXHIBIT A

Sample of a Wellness/Biometric Personal Summary Report.

EXHIBIT B

Questionnaire

EXHIBIT C

Pricing Sheet