3-Addendum 1 - IFB 26-005-HR- Question Response.pdf

RFP 26-005-HR

Addendum #1

CITY OF RIO RANCHO

DEPARTMENT OF FINANCIAL SERVICES

PURCHASING DIVISION

3200 CIVIC CENTER CIRCLE NE 3rd FLOOR

RIO RANCHO, NEW MEXICO 87144

TELEPHONE: 505-891-5064

ADDENDUM ONE

IFB 26-005-HR

PHYSICAL EXAMS AND DRUG/ALCOHOL SCREENINGS

October 28, 2025

Addendum One (1) forms part of the contract documents and modifies them in the manner set forth below.

ATTENTION CONTRACTORS

• Questions & Answers

Questions and Answers:

1. Who is the incumbent provider?

Answer: Concentra during regular business hours (M-F, 8am-5pm excluding holidays) and ABQ

Drug Testing Inc for after-hours, holidays and select on-site testing.

2. Please confirm whether the City will provide the specific protocol lists or if the contractor should develop them using the tests outlined in Section II (Physical Exams and Drug/Alcohol Screenings).

Answer: The protocols listed in Section II represent the current testing needs. The City is prepared to work with the contractor to develop formal protocols at the onset of the business relationship or to pursue testing based on individual order so long as all testing types are available. For example, with one of the current vendors, the City places an order or all tests needed for each employee being screened. With the other provider, the testing protocols are set and executed as a package every time the City requests that specific protocol.

3. Will the City provide estimated annual volumes per test or protocol beyond the totals listed on the Bid

Proposal Form (p. 33–35)?

Answer: The City can compile more specific estimates, if needed. Roughly, the pre-hire testing is about 275 candidates per year (a variation of drug screening and physical exams), approximately 40 post-accident tests (drug and alcohol screening) per year, and approximately 170 random drug and alcohol tests per year (24 of those requiring anabolic steroid testing in addition to drug and alcohol).

4. Can you confirm whether injury care and follow-up physical therapy are included in this bid pricing or will be handled directly through Worker’s Compensation as noted?

Answer: It depends. If therapy/care is needed as a result of a workplace injury covered by Worker’s

Compensation, that service will be covered accordingly and would not be included in the bid pricing.

However, the City would like to know pricing for therapy/PT needed for fit-for-duty circumstances, if available.

5. The bid indicates physical exams must be performed “within 25 miles of Rio Rancho City Hall,” can you confirm this means as long as our clinic is within this radius, it is acceptable?

Answer: The City is requesting that the clinic is located within 25 miles of City Hall and that all tests

(at the clinic and at other authorized locations mutually agreed by the parties) are within 25 miles of

City Hall. In addition to this need, the City also desires the option to test for pre-employment and post-accident screening needs that may arise out of state or while an employee is traveling.

6. How often does the City anticipate requiring after-hours or weekend testing? Should vendors provide a flat fee or case-by-case rate for these?

Answer: The frequency of after-hours testing is about 10-12 times per year. A flat rate is preferred based on the scope of specific protocols which do not change and also for any “after-hours” premium fee. However, pricing for mileage is dependent on the case/testing location.

7. Please confirm it is acceptable to use a subcontractor for the afterhours drug testing requirement.

Answer: This is acceptable so long as the subcontractor meets required industry standards to administer testing as required by the federal DOT.

8. Will the City accept a national testing affiliate network for out-of-state coverage, or must all services be directly managed by the prime contractor?

Answer: The City is open to a network of testing affiliates so long as the contractual relationship

(for terms, billing, etc.) are with one primary vendor.

9. What format or interface does the City require for the web-based reporting system (e.g., secure portal, HL7 integration, PDF uploads)?

Answer: The City only requires that any mode of data reporting is secure. A web-based system is highly preferred but not required.

10. Does the City have a preferred platform for real-time reporting demonstrations prior to award?

Answer: No

11. Will evaluation be based solely on lowest total extended cost or will other factors (such as capacity, experience, or technology) be considered?

Answer: All factors will be considered. Pricing, while important, is secondary to providing the necessary scope of testing and supporting the demands of testing needs in a manner that is most efficient and accurate for the City and its employees/prospective employees.

12. Should pricing include collection and MRO services as a bundled rate for each drug/alcohol test type?

Answer: Yes

13. Please confirm if price escalation will be allowed annually, and whether the 10% cap noted under “Price

Escalation” (p. 30) applies to this contract.

Answer: Please refer to Price Escalation (page 29-30) (g)(j)

g. The Bidder shall be limited to a maximum of one (1) price escalations per contract period unless otherwise specified in this IFB.

j. No price increases shall exceed 10% of the existing contract price.

(note: this pertains to a cap each contract year)

14. Can you confirm the current pricing for these services?

Answer: The City of Rio Rancho cannot release this information during the IFB solicitation process period.

15. The IFB references two different liability limits ($500,000 and $1,000,000). Please confirm the correct insurance requirement for this contract.

Answer: We are aware of the discrepancy between page 1 and page 28, please refer to and adhere to page 1:

Liability Insurance: The successful Bidder shall obtain and maintain during the life of any

Contract resulting from this IFB a comprehensive general liability insurance policy and automobile liability coverage with liability limits in amounts not less than One Million dollars

($1,000,000.00) per claim of liability for bodily injury, including death, and property damage in any one occurrence. If required coverages are provided by separate policies, each policy shall have the liability limits required above. Such policy(ies) shall include coverage for all of Contractor’s operations performed for the City, coverage for the use of all owned, non-owned and hired automobiles, vehicles and other equipment, both on- and off-site, and contractual liability coverage that specifically insures the Contractor for any liability arising from its indemnification obligations under the Contract resulting from this IFB. Prior to commencing any work under the Contract, the Contractor shall provide the City’s

Purchasing Office one or more certificates of insurance demonstrating the Contractor’s fulfillment of the foregoing insurance requirements. The Contractor shall require the same insurance coverages and endorsements from each subcontractor engaged by the Contractor to fulfill any of its obligations under the Contract resulting from this IFB. The City shall be named an additional insured in each such policy maintained in satisfaction of the foregoing requirements.

16. Are proof-of-licensure and CLIA certifications required with the bid submission or only prior to contract award?

Answer: With Bid Submission

17. For subcontracted services (e.g., lab analysis or MRO), is pre-approval required from the City, or only post-award notification?

Answer: Post-award notification is sufficient; however, also refer to page 30:

Sub-Contracting Services, Disallowed and Approval: All services provided as a result of this IFB must be performed by the Bidder to whom the contract is awarded. No subcontracting shall be allowed unless approved in writing from the City.

18. Is a bid bond required for this solicitation? (It is listed as a possible requirement but not marked with a

Answer: Please refer to page 2- Indicating that a bid-bond is not required.

19. Please confirm whether there will be a pre-bid conference or site inspection requirement, as “N/A” is currently indicated in the IFB.

Answer: There will not be a pre-bid conference, as indicated on page 1.

20. Can you confirm whether bidders must submit both hard copy and Bonfire electronic submissions, or if the City will accept electronic-only?

Answer: BOTH hard copy and Bonfire electronic submissions are required. Please refer to page 8 and 9:

SUBMISSION OF BIDS- Page 8:

A. Time: Bids not received and uploaded into the Bonfire portal, by the time and date indicated in this

IFB will not be accepted.

B. Hand Delivered: Bids may be hand delivered to the Office of the City Clerk, City Hall, 3200 Civic

Center Circle NE, Room #150, Rio Rancho, NM 87144.

C. Mailed: Bids may be mailed to Office of the City Clerk, City Hall, 3200 Civic Center Circle NE, Room #150, Rio Rancho, NM 87144, and will be considered submitted when actually received and time stamped. The City shall not be responsible for bids that are mailed and not received by the date and time specified in this IFB.

D. Upload into Bonfire: Bidders must also submit an electronic bid on the City’s Bonfire portalhttps://rrnm-gov.bonfirehub.com/portal/?tab=openOpportunities to be deemed a Responsive

Bidder no later than the date indicated in this IFB. Bidders will be deemed Non-Responsive if the https://rrnm-gov.bonfirehub.com/portal/?tab=openOpportunities original and/or electronic bid submissions are received after the deadline date and time, or if one or the other is not submitted at all.

OPENING OF BIDS- Page 9:

Sealed bids for this project must be submitted at the City of Rio Rancho City Hall, in the City Clerk’s

Office #150 on the 1st floor at 3200 Civic Center Circle NE, Rio Rancho New Mexico 87144, no later than November 13, 2025, at 2:00 PM MST. The public opening and reading of bids submitted will be conducted via Team Meeting and in person in the City Hall Atrium located on the 3rd floor.

21. For the Bonfire upload, should pricing sheets be provided in both PDF and Excel format?

Answer: Yes

22. Should bidders include a technical proposal/statement of qualifications or just the forms included in the

IFB?

Answer: Only submit forms required within the IFB.

23. What is the anticipated contract term and renewal period (e.g., 1 year with 3 annual renewals)?

Answer: Please refer to page 27 of the IFB:

Contract Period: Unless sooner terminated a contract resulting from this IFB shall be for a term of one (1) year from the date of issue of the City’s award letter with option to renew for three (3) additional one (1) year terms. In no case shall the term of this agreement exceed a term of Four (4) years from the date of issue of the award letter.

24. Will the awarded vendor be permitted to adjust pricing if DOT/FMSCA or OSHA regulations change mid-contract?

Answer: This will be determined, by the City of Rio Rancho, on a case-by-case basis.

25. Is the City open to awarding multiple vendors by category (e.g., physical exams vs. drug/alcohol testing) or will one vendor manage all services?

Answer: Yes

26. Does the City follow NFP guidelines for physicals?

Answer: Yes, for Firefighter personnel.

27. Under Local business, states maintain principal place of business in the City (I pg 4), would a license in the City of Albuquerque be acceptable?

Answer: Please refer to the City of Rio Rancho website link: https://rrnm.gov/4709/Business-

License

28. Who is the City's current workers comp insurance carrier?

Answer: New Mexico Self Insurer’s Fund.

https://rrnm.gov/4709/Business-License https://rrnm.gov/4709/Business-License