4846_-_OCC_Health_RFP_FINAL.pdf

CITY OF CHANDLER

NOTICE OF REQUEST FOR PROPOSAL HR5-948-4846

SOLICITATION TITLE: OCCUPATIONAL HEALTH CARE PROVIDERS

SOLICITATION NO.: HR5-948-4846

PROPOSAL DUE DATE: October 10, 2024

PROPOSAL DUE TIME: 4:00 pm local Arizona time

SUBMIT TO: Via email to:

Christian.jonson@chandleraz.gov

Email and attachments may not exceed 50 MB

LAST DATE FOR INQUIRIES: October 2, 2024

CONTACT: Christian Jonson, CPPB

Procurement Officer

Phone: (480) 782-2405

Email: Christian.jonson@chandleraz.gov

ISSUE DATE: September 10, 2024

Proposals for the commodity or service specified will be received by the Purchasing Division, City of

Chandler, via email to Christian.jonson@chandleraz.gov, until the time and date cited above. The City does not accept proposals submitted through the Arizona Procurement Portal. Proposals must be submitted via email to the Procurement Officer.

Proposals must be received in the email inbox of the responsible Procurement Officer on or prior to the exact time and date indicated above.

Instructions for preparing proposals are provided on the following pages.

RFP Summary: The City is requesting proposals from qualified offerors to provide the City with Occupational Health Care Provider services pursuant to the attached agreement.

INFORMATION AND INSTRUCTIONS TO PROPOSERS

1. Vendor Registration. Proposers must register via the on-line vendor registration system to automatically receive notification of addenda to this solicitation or notice of other solicitation opportunities. Visit https://www.chandleraz.gov/business/vendor-services/purchasing, select Vendor Registration and Management.

2. Addendum. This RFP may only be modified by a written addendum. Proposers are responsible for obtaining all addenda. A Proposer must not rely on verbal responses to inquiries. A verbal reply to an inquiry does not constitute a modification of the solicitation.

3. Late Proposals. Late proposals will not be accepted. It is the sole responsibility of the

Proposer to ensure that its proposal is received at or prior to the exact date and time indicated on the Notice Page. The time stamp of the City’s email system will govern timeliness of submission.

4. Cost of Proposal Preparation. The City will not reimburse any Proposer the cost of responding to a solicitation.

5. Duty to Examine. It is the responsibility of each Proposer to examine the entire solicitation, seek clarification and make inquiries, and examine its proposal for accuracy before submitting it. Lack of care in preparing a proposal will not be grounds for modifying or withdrawing the proposal after the due date and time, nor will it give rise to any claim.

6. Inquiries. Any inquiry related to this solicitation, including any requests for or inquiries regarding standards referenced in the solicitation must be directed solely to the

Procurement Officer listed on the cover page of the solicitation. Proposers will not contact or direct inquiries concerning this solicitation to any other City employee unless the solicitation specifically identifies a person other than the Procurement Officer as a contact.

All inquiries, except those at the Pre-Proposal Conference, should be submitted in writing and refer to the appropriate solicitation number, page and paragraph. The City will consider the relevancy of all inquiries but is not required to respond in writing.

Any inquiry must be submitted as soon as possible and should be submitted at least ten days before the proposal due date and time for review and determination by City. Failure to do so may result in the inquiry not being addressed in a solicitation addendum.

7. Remote Attendance at Pre-Proposal Conference. The City may offer remote attendance at the Pre-Proposal Conference via a City-hosted dial-in meeting. If remote attendance is offered, meeting details will be provided on the Notice Page. Interested Offerors attending remotely may be required to register and provide, at a minimum, attendee name and company name.

Remote attendance is provided as a courtesy. Attendees are responsible for all aspects of their attendance. The City will not provide technical support for remote attendance.

https://www.chandleraz.gov/business/vendor-services/purchasing https://www.chandleraz.gov/business/vendor-services/purchasing

8. Exceptions to the Solicitation. Any exception to the solicitation must be submitted as soon as possible and should be submitted at least ten days before the proposal due date and time for review and determination by City. Failure to do so may result in the exception not being addressed in a solicitation addendum.

9. Proposal Amendment or Withdrawal. A proposal may be withdrawn at any time before the due date and time. A proposal may not be amended or withdrawn after the due date and time except as otherwise provided by applicable law.

10. Unit Price Prevails. In the case of discrepancy between the unit price or rate and the extension of that unit price or rate, the unit price or rate will govern.

11. Non-Collusion and Non-Discrimination. By signing and submitting the proposal, the

Proposer certifies that the Proposer did not engage in collusion or other anti-competitive practices in connection with the preparation or submission of its proposal; and the

Proposer does not discriminate against any employee or applicant for employment or person to whom it provides services because of race, color, religion, age, sex, national origin, or disability, and that it complies with all applicable Federal, state and local laws and executive orders regarding employment.

12. Waiver and Rejection Rights. The City reserves the right to waive any immaterial defect or informality; or reject any or all proposals, or portions thereof; or reissue the Request for

Proposal; and will be the sole judge of the merits of the proposals received.

13. Proposal Opening. Proposals will be opened as indicated on the Notice Page, unless amended in writing by the Procurement Officer issuing the solicitation. The name of each

Proposer will be public information following the proposal opening. No other information will be publicly disclosed at that time.

14. Public Record. All proposals submitted in response to this solicitation and all evaluation related records will become property of City and will become a matter of public record for review, subsequent to publication by the City of the proposed award in the agenda for the

City Council Meeting, or upon award by the appropriate approving authority or as otherwise required by law.

15. Confidential Information. A request for nondisclosure of data such as trade secrets or other proprietary information must be submitted with the proposal and must contain the basis for the request. Any information included in the request must be submitted as a separate file. Price is not confidential and will not be withheld. A blanket statement of confidentiality will not be considered. It is the Proposer’s responsibility to identify and segregate the information in the proposal provided to the City.

The City will review all requests for confidentiality and may approve or deny all or portions of the request. Information denied confidentiality will be released as public information. In the event of a public records request for information granted confidentiality, the City will endeavor provide 48-hours’ notice before releasing materials in order for the Proposer to apply for a court order blocking the release of the information.

16. Proposal Acceptance Period. All proposals will remain valid for 120 days after the day of the opening of proposals. The City may, at its sole discretion, release any proposal and return any security (as applicable) prior to that date. No Proposer may withdraw a proposal during this period without written permission from the City. Should any Proposer refuse to enter into an agreement, under the terms and conditions of the procurement, the

City may retain any security (as applicable) as liquidated damages.

17. Discussions with Proposers and Revisions to Proposals. Discussions and additional investigations may be conducted with responsible Proposers who submit proposals determined to be reasonably susceptible of being selected for award for the purpose of clarification to assure full understanding of, and responsiveness to, the solicitation requirements. Proposers will be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals, and such revisions may be permitted after submissions and prior to award for the purpose of obtaining best and final proposals.

In conducting discussions, there will be no disclosure of any information derived from proposals submitted by competing Proposers. The purposes of such discussions will be to:

determine in greater detail such Proposer’s qualifications; explore with the Proposer the scope and nature of the project, the Proposer’s proposed method of performance, and the relative utility of alternate methods of approach; determine that the Proposer will make available the necessary personnel and facilities to perform within the required time;

agreeing upon compensation, which is fair and reasonable, taking into account the estimated value of the required services, and the scope, complexity and nature of such services.

18. Clarifications. City reserves the right to obtain Proposer clarifications where necessary to arrive at full and complete understanding of Proposer’s product, service, and solicitation response. Clarification means a communication with a Proposer for the purpose of eliminating ambiguities in the proposal and does not give Proposer an opportunity to revise or modify its proposal.

19. Agreement Negotiations. City reserves the right to conduct exclusive or concurrent negotiations with responsible Proposer(s) for the purpose of agreeing to the conditions, terms and price of the proposed agreement unless prohibited. Proposers will be accorded fair and equal treatment in conducting negotiations and there will be no disclosure of any information derived from proposals submitted by competing Proposers. Exclusive or concurrent negotiations will not constitute an agreement award nor will it confer any property rights to the successful Proposer. In the event the City deems that negotiations are not progressing, the City may formally terminate these negotiations and may enter into subsequent concurrent or exclusive negotiations with the next most qualified Proposer(s).

20. Payment. Proposers may agree to accept the City Procurement Card (Mastercard) for payment. Proposers should indicate on the Proposer Information and Offer Section of this

RFP, their willingness to accept City Procurement Card payments. The inability to accept payment by City Procurement Card will not disqualify a Proposer’s response.

Proposers may also agree to accept other traditional payment methods, including automated clearinghouse (ACH). Payment terms for traditional payment methods are Net

30 upon receipt of an accurate invoice. Proposers may propose additional discounts for early payment within their proposal.

21. Local Business Consideration. Where the Chandler Administrative Regulation MS-16

Local Business Consideration is applicable, any applicable Chandler Transaction Privilege

Tax will be deducted from the net cost for the purpose of evaluation.

22. Protests. A protest must be in writing and be filed with the Purchasing Division. Filed means delivery to the Procurement Officer or Procurement and Supply Senior Manager, whichever is applicable. A time and date of receipt will be documented in a verifiable manner for purposes of filing.

A protest must include:

a. The name, address, telephone number and email address of the protester;

b. The signature of the protester or its representative;

c. Identification of the solicitation or contract number;

d. A detailed statement of the legal and factual grounds of the protest including copies of relevant documents; and

e. The form of relief requested.

A protest based upon alleged improprieties in a solicitation that are apparent before the solicitation due date must be filed not less than five calendar days before the solicitation due date.

A protest of a proposed award requiring City Council approval must be filed within five calendar days of the first posting of the award recommendation on the Purchasing Division website or the City Clerk’s website, whichever occurs first. If the deadline for filing a protest occurs on a weekend or holiday, the protest must be filed the next business day.

A protest of an award not requiring City Council approval must be filed within ten days after the protester knows or should have known the basis of the protest.

23. Award. Unless otherwise provided in this solicitation, the City reserves the right to make multiple awards, award by item, group or as a total, as is deemed most advantageous to the City.

24. Execution of Agreement. Within ten days of notice that Proposer is the recommended awardee, Proposer will execute and return the Agreement to Purchasing.

25. Persons with Disabilities. Persons with a disability may request a reasonable accommodation, such as a sign language interpreter, by contacting the Procurement

Officer. Requests must be made as early as possible to allow time to arrange the accommodation.

PROPOSAL CONTENT

Proposers must submit one copy of the proposal via email to the responsible Procurement

Officer. The REQUEST FOR PROPOSAL TITLE, NUMBER AND OFFEROR NAME should be in the subject line of the email. Emails and attachments may not exceed 50 MB in size. Attachments should be in .pdf format and named with the RFP number and Offeror name. A single email is preferred, however multiple emails are permissible provided that all are received prior to the due date and time.

Proposals should include the following information in the order listed:

1. Completed Proposer Information and Offer Section. Complete and submit the Proposer

Information and Offer Section in the format provided in this solicitation. Failure to do so may result in the proposal being rejected as non-responsive. The Proposer Information and

Offer Section within the solicitation must include a signature by a person authorized to sign the proposal. The signature must signify the Proposer’s intent to be bound by its Proposal and the terms of the solicitation and that the information provided is true, accurate and complete.

2. Responses to Proposal Evaluation Criteria. Submit information requested in the

Evaluation Criteria Section provided in this solicitation. Forms, such as pricing forms, must be completed in the format provided in the solicitation. Failure to do so may result in the proposal being rejected as non-responsive. Fully complete the Questionnaire in the

Evaluation section.

3. Exceptions to Agreement. The City’s standard Agreement is included as a part of this solicitation. By submitting a proposal, the Proposer acknowledges having reviewed the

Agreement. Any exceptions to the Scope of Work or Specifications or to Agreement terms and conditions must be included with the proposal and be clearly identified. Exceptions not included in the proposal may not be introduced in the future. Any exceptions to the

Scope of Work, Specifications or the Agreement language will be considered and included in City’s evaluation of the proposal. A proposal that takes exception to a material requirement of any part of the Scope of Work, Specifications or Agreement language may be rejected as non-responsive.

4. Disclosure. If the Proposer has been debarred, suspended or otherwise lawfully precluded from participating in any public procurement activity, including being disapproved as a subcontractor with any Federal, state or local government, or if any such preclusion is currently pending, the Proposer must make disclosure. In the proposal, the

Proposer must include information including the name and address of the governmental entity, the effective date and duration of this suspension or debarment, and the relevant circumstances. The City reserves the right to reject a proposal received from a Proposer, including each of its principals, who is currently debarred, suspended or otherwise lawfully prohibited from any public procurement activity.

PROPOSER INFORMATION AND OFFER SECTION

Company Name

Business Type (Corporation, Partnership, etc.)

State of Incorporation (if applicable)

Federal Tax I.D. No.

Address

City, State, Zip

Authorized Signature

Name and Title

Contact Name

Title

Telephone

E-mail

Chandler Transaction Privilege Tax (TPT)

No. (if applicable) Date of issue:

Is proposed purchase subject to TPT? _______yes _______no

Will you accept a City Procurement Card

(MasterCard) for payment of invoices? _______yes _______no

If you accept a MasterCard for payment, do you charge a fee?

_______yes _______no If yes, what is the fee?______

Will you accept automated clearinghouse

(ACH) for payment of invoices? _______yes _______no

Prompt Payment Terms Offered _______% Net _________ days

Disclosure of Debarment or Suspension

_______yes _______no

(If yes, please attach description of the circumstances)

Exceptions Taken

_______yes _______no

(If yes, please attach a clearly identified section)

Date Addendum #1

Acknowledged/Received

Date Addendum #2

Acknowledged/Received

Date Addendum #3

Acknowledged/Received

SCOPE OF WORK

The City of Chandler is looking for a Contractor that shall provide occupational medical treatment, physical examinations, immunizations, medical surveillance, program assistance and consulting services. Contractor shall:

1. Provide urgent treatment and follow up care by physicians only for approximately 165 job-related injuries a year in accordance with current Industrial Commission of Arizona regulations and guidelines.

2. Coordinate treatment plans, return to modified duty or regular duty, requests for diagnostics tests or specialty referral in consultation with the CITY’s Contract Administrator

/ designee and/or the Third Party Claims Administrator.

3. Provide pre-employment, annual/periodic, limited scope and special interest, fitness for duty physical examinations and functional capacity tests, hearing tests and post exposure prevention services in accordance with the American Board of Preventive Medicine

Occupational Medicine, Occupational Safety and Health Administration, Industrial

Commission of Arizona, Arizona Peace Officers Standards and Training (AZPOST), National

Fire Prevention Association Requirements for Fire Fighters (NFPA 1582) and Arizona

Department of Transportation, for approximately 200 employees.

4. Develop, provide and maintain evaluation, treatment and consultation records in accordance with current regulatory agency guidelines. All records will be sent to the

Medical Leave Coordinator within 4 hours of visit. The e-mail address is

Nichole.Bombard@chandleraz.gov or fax to 480-782-2345.

• Treatment records shall be available via vendor’s online portal to authorized City of

Chandler personnel.

• Treatment records shall be the property of City and shall be stored and maintained by Contractor in accordance with department of health services and OSHA record retention requirements.

• Upon termination of this agreement by either party any and all treatment records retained by Contractor during the period of this contract; shall, within 90 business days be transferred to City or to another agency designated in writing by City to receive such records at no cost to City.

5. Provide individual patient invoices referencing physician’s Current Procedural Terminology codes and the current Industrial Commission of Arizona Physicians fee schedule.

6. Provide at least one licensed physician certified in Occupational Medicine by the American

Board of Preventive Medicine qualified to perform AZPOST Police and NFPA Standard 1582

Firefighter physicals to oversee facility operations and to supervise services rendered by other healthcare providers at each facility.

7. Ensure, through Quality Assurance and Peer Review activities, that adequate health care is provided to all employees referred for services.

8. Determine, based on examination and on all other information available to the physician, whether the potential employee is mentally and physically able to perform the essential functions of their job according to the job descriptions provided by City, with or without mailto:Nichole.Bombard@chandleraz.gov reasonable accommodation and/or without significant risk of substantial harm to the health or safety of the individual or others.

9. With regard to post-accident examinations, determine if employee is able to perform essential job functions and if not, specify functions the employee can perform.

10. Provide fitness for duty examinations at the request of the City’s Human Resources personnel.

11. The Physician must be available to examine City employees and the same physician shall perform all follow up visits with the employee in order to ensure continuity of treatment.

B. ADMINISTRATION

If requested by the City, Contractor shall be available for quarterly meetings with City’s

Contract Administrator/designee to discuss any problems, advise of new industry standards, discuss necessary additions and/or exclusions, improvements, etc.

Contractor shall have a dedicated account manager as a point of contact. Account manager shall report any changes in key personnel in writing to City’s Contract

Administrator/designee within ten (10) days of change. Key personnel are defined as doctors, physician's assistants, nurse practitioners, care coordinators, and/or assigned account representatives to the City.

C. FOLLOW-UP

Contractor shall notify Contract Administrator/designee (via fax or e-mail) of all treatment and provide a status report within 4 business hours of treatment; immunizations or examination results within 24-hours or one business day of completion; and dictation as soon as available (at least within 7-days)

Notification of testing and examinations must be adhered to as defined in the

Specifications.

D. SPECIFICATIONS

Contractor shall conform to CFR Title 49 part 40, Procedures for Transportation Workplace

Drug and Alcohol Testing Programs and shall provide the following:

1. VEHICLE OPERATOR EXAMINATIONS to include:

a. CDL/Re-Certification (Comply with 49 CFR, Part 391 Qualifications of Drivers and 49

CFR, Part 382 Controlled Substances and Alcohol Use and Testing)

• Medical History using ADOT History and Examination Record

• Height/Weight/Blood Pressure/Pulse

• Vision (Snellen chart plus horizontal field or Titmus Tester)

• Hearing Test that meets Department of Transportation (DOT) Requirements (Initial certifications require an audiometric hearing booth test)

• Urine Dipstick (Urinalysis without micro)

• Hands on physical

• DHHS-SAMHSA drug screen with split specimen collected in accordance with

SAMHSA regulations and testing performed in a SAMHSA certified laboratory.

Results of drug screen reported to Designated Employer’s Representative (DER)

• CDL clearance card faxed to Contract Administrator. Instruct employee to take original form and card to Contract Administrator

2. RESPIRATORY CLEARANCE EXAMINATIONS to include:

a. Baseline

Medical and Respiratory History Questionnaire as recommended by NIOSH Guidelines

• Height/Weight/Blood Pressure/Pulse

• Vision Screening

• Pulmonary Function Test

• Two (2) -view chests X-ray (at discretion of healthcare provider)

• Hands on physical

• Respirator Clearance Form

• Fax clearance form to Contract Administrator / designee

b. Periodic

• Periodic exams are done by physician review of the Medical and Respiratory

History Questionnaire as needed

• Exam only upon request of reviewing provider

• Respiratory Clearance Form as needed

• Fax clearance form to Contract Administrator / designee

3. FIRE DEPARTMENT AND HAZARDOUS MATERIALS RESPONSE TEAM EXAMINATIONS

a. Fire Department Paramedic School Candidates:

• TB skin test within past six months (if history of positive, last chest x-ray and result)

• Tetanus Diphtheria within past ten years

• Hepatitis B documented completion of series and/or titer

• MMR – 2 lifetime doses or one in past five years or titer results for rubella and rubeolla

• Documented history of varicella titer or vaccine

• Non-SAMHSA 5 panel UDS

4. POLICE DEPARTMENT PHYSICALS

a. Pre-Placement Physical (As specified by AZPOST Guidelines)

This physical examination is for all new police recruits, and lateral police officer applicants. Contractor shall prepare the Police Pre-placement physical results packets, which shall contain the following documentation and return the packets to CITY’s

Contract Administrator/designee and Human Resources.

• AZ Post forms – Medical History and Exam Forms

• Respiratory Clearance Form

• Audiology Report (OSHA acceptable sound booth)*

• Pulmonary Function Test Report and Clearance Form *

• 12 Lead EKG and/or Treadmill Report (at discretion of provider) *

• Height/Weight/Blood Pressure, Pulse-resting, immediately after exercise and 2 minutes later

• CHEM/CBC/Micro Urinalysis

• Drug Screen Report – Non-SAMHSA – 5 panel upon request only

• Respiratory Medical Questionnaire

• AZ Post Clearance Form *

• Titmus Vision Test Results *

• Immunization Record Review* (if not current, provide as needed: tetanus booster

(every 10 years), MMR or titer, Varicella history or titer)

• TB Skin (PPD) Test or Two (2) view chest X-ray (if history of positive PPD) *

• Physical performed by licensed, AZPOST Certified provider in the State of Arizona

• Results reported to CITY’s Contract Administrator / designee and Human

Resources Division within 3 workdays, and written within 5 workdays

• Completion of PSPRS Pre-Existing condition form

DOCUMENTATION

Contractor shall complete and sign Arizona Post forms in their entirety for each recruit that is sent by CITY. Whenever there is a “Yes” to a category on the form, Contractor shall address the issue with a written summary

Any written comments, etc. shall be written in clear, concise handwriting for easy reading and misinterpretation avoidance.

b. Contractor shall prepare DEA/SAU Pre-placement and annual physical results packets which shall contain the following documentation and return the packets to CITY’s

Contract Administrator / designee:

• Medical and Respiratory History and Exam Forms

• CHEM/CBC/Urine Dipstick (micro urinalysis if indicated)

• Audiology Report

• 12 Lead EKG and/or Treadmill Report (at discretion of provider)

• Pulmonary Function Test Report (Two view chest x-ray at discretion of provider)

• Drug Screen Report (DEA only as per DEA requirement)

• DEA or SAU Medical Clearance Form and Respirator Clearance Form

• Titmus Vision Test Results

• Results reported to CITY’s Contract Administrator / designee via mail within 5 workdays of clearance

c. Police Phlebotomy Program:

• Phoenix College Phlebotomy Program Immunizations and Health Declaration Form signed by an Arizona licensed health care provider

• TB skin test (within past six months) of if hx positive date and result of last CXR

• MMR – 2 lifetime doses or one in past five years or titer results for mumps, rubella, and rubeolla

• Varicella vaccine or titer

• Hepatitis B documented completion of series and/or titer

• Tetanus Diphtheria within past ten years

• SAMHSA 12 panel UDS

5. RETURN TO WORK AND FITNESS FOR DUTY EXAMINATIONS to include:

Employees returning to full duty after an extended period of work due to a non-work related injury or illness and upon request of City’s Contract Administrator/designee and/or

Human Resources

Type 1 (Simple)

• Evaluation by a physician licensed in the State of Arizona

• History and physical examination with the content of that examination dependent upon the type of injury/illness and the job requirements and safe return to work

• Occasional ancillary test (blood, pulmonary function, lift tests), which may be needed to determine whether the employee can safely perform the functions of their position

• Results reported to CITY’s Contract Administrator/designee by fax, Human Resources and/or requesting Division

Type 2 (Complex)

• Evaluation by a physician licensed in the State of Arizona. (This examination is appropriate for complex situations and/or comorbidities affecting safe job performance)

• History and physical examination with the content of that examination dependent upon the type of injury/illness, the job requirements, and safe return to work

• Ancillary testing, as necessary, to help determine the abilities of the employee such as functional capacity evaluation

• Review of prior treatment records

• Results reported to CITY’s Contract Administrator/designee by fax, Human Resources and/or requesting Division

5. ADDITIONAL SERVICES UPON REQUEST to include, but shall not be limited to:

• Contractor shall have the ability to provide on-site drug testing if requested by the City

a. Baseline and/or annual Audiogram provided on site or at facility in NIOSH/OSHA acceptable sound booth.

b. On call consultations regarding hazardous material exposures and other environmental hazards and appropriate medical follow-up for exposed employees.

c. Non-SAMHSA drug screen 9-13 panel with results reported in 24 hours.

d. SAMHSA drug screen 9-13 panel with results reported in 24 hours.

e. SAMHSA drug screen using split samples; all tests are performed according to SAMHSA standards in a certified laboratory. Includes Medical Review Officer services and reporting to the Designated Employer’s Representative (DER) results, conforming to CFR

Title 49 part 40, Procedures for Transportation Workplace Drug and Alcohol Testing

Programs.

f. Breath Alcohol Test (BAT) including confirmation of positive test

g. Post-exposure to hazardous body fluid counseling, baseline and periodic blood testing,

h. HIV post exposure prophylaxis program for occupational exposure

i. TB PPD Skin Test (if history of positive, last chest x-ray and result)

j. X-rays, various views

k. Immunizations including, but not limited to: Tdap, Td, MMR, Hepatitis A & B, Varicella

l. Vision test

m. Hazardous materials blood tests (e.g., cholinesterase, lead, cadmium, etc.)

n. Initial Workers’ Comp Visit

o. Secondary and other Revisits W/C

p. Physical Therapy (describe your fee and service as what is included as part of physical therapy)

7. Contractor shall adhere to the following restrictions of service(s):

• For Candidates/City employees who present with an acute medical problem, or chronic medical condition that interferes with their ability to complete a medical evaluation and/or certification, Contractor shall postpone the exam until that person has recovered from the condition or is released for the continuation of the exam by his/her personal primary care physician.

• Contractor shall refer Candidates/City employees to their primary care physician for all acute or chronic medical conditions, which cannot be directly attributed to an occupational exposure or incident.

• All procedures and/or evaluations require prior approval from the employee’s supervisor, City Contract Administrator/designee or Human Resources. Contractor shall absorb the cost of unapproved procedures and/or evaluations.

EVALUATION CRITERIA

Evaluation Criteria: The evaluation criteria are listed below in their relative order of importance. The offer should contain responses to all of the specific information requested below including the Questionnaire. The Offeror’s submittal should be organized by section based on the listed criteria.

Method of Approach 45 points max

1. Provide a narrative that describes the approach to the Scope of Work. Please include the following: Timeline, Milestones, and Deliverables, personnel responsible for milestones and deliverables, and number of hours each team member will expend in each phase of the project.

2. Provide Location of Facilities. Please include the geographic location of the facilities, hours of operation at each facility, and availability of on-site services such as lab, X-ray, therapy, pharmacy (may be observed by site visit), or mobiles.

Qualifications and Experience 35 points max

1. Provide a brief history of the company including number of years in business, primary business focus and number of years providing the services described in the Scope of Work.

2. Provide the qualifications of the company and its leadership relative to the services described in the Scope of Work. Provide resumes or statements of qualifications for company leadership.

3. Provide resumes or statements of qualifications for all proposed key personnel. Identify the role of each individual and describe the reporting structure for oversight ensuring quality services.

4. Provide proof of financial stability. Please include an audited annual financial report, audited annual corporate financial reports, Dun & Bradstreet ratings, or other evidence of sound financial position.

5. Provide references that demonstrate history of professional, reliable and dependable service(s) provided in

Arizona. Please include references for public sector.

Price Proposal 20 points max

Complete and submit Exhibit B, Price Proposal Page.

QUESTIONNAIRE

A. Vendor Background and Overall Experience

1) What year did you start offering occupational and preventive health care services?

2) Provide a brief description of the occupational medical services organization including the number of facilities available to provide requested services and staffing for these facilities?

3) What experience does the organization and/or its personnel have providing occupational and preventive health services, relative to municipal or similar organizations? References from other Arizona cities similar in size to or larger than the City of Chandler are preferred.

4) Identify and provide resumes and/or curriculum of physicians and other healthcare providers who will serve in key positions during the contract period. Include specific experience, board certifications and licenses for each person.

5) On average, for each of the past three years, how many patients were treated in your facilities?

6) In the past five years, has your organization merged with any other organization?

7) Do your facilities provide family practice, urgent care, and occupational health services all from the same office?

8) Provide your most recent annual report and financial statements.

9) What is your experience with providing Commercial Driver’s License (CDL) examinations, AZ POST Police

Officer examinations, and NFPA Fire Fighter examinations?

B. Account Management and Service

1) Provide at least three references of other Arizona governmental agencies for which you are currently providing medical services that are similar in scope to the ones described above. Include name of contact person, title, address, telephone number, email address, number of patients served, and the number of years, service has been in effect through your organization.

2) Will there be a designated staff member designated specifically for this account? Provide detailed background, education and experience of the individual who will be assigned to this account

C. Implementation

1) Provide a written plan of how you would initiate provision of requested service(s) to City of Chandler employees. Assume the effective date is March 1, 2025.

2) Describe your communication plan for providing timely results of service(s) rendered (see details in

Exhibit A).

D. Administration and Customer Service

1) What are facility hours of operation, phone numbers and locations, to include after-hours phone number answered by staff and not a recording?

2) What are your on-site provider capabilities, (e.g. immunizations, drug and alcohol testing, pulmonary function testing, training and hearing tests)? What kind of mobiles are assessable?

3) What are facility treatment protocols and priorities, walk-ins vs. appointments?

4) What is your average turnaround time for workers’ compensation claim submission?

5) What is your average turnaround time for dictation? Please also include method of electronic communication and ability to customize return to work forms.

6) Provide sample patient education materials, explanation of treatment plan and other material that you provide to the patient and/or supervisor.

7) What type of equipment calibration and maintenance program do you have in place? Provide the name and number of the person(s) who tracks the calibrations of your equipment for OSHA purposes.

8) Provide a list of the complaints your organization received over the past five years and what was done, if anything, to address the complaint.

9) What type of customer service surveys do you conduct and how often are they conducted? Please provide the results of the most recent survey.

10) What type of discounts or other services are available?

11) How is your scheduling done? Via email, phone, online? Please explain in detail.

12) Is there a dedicated occupational health service coordinator at each facility?

13) What is the response time?

EXHIBIT B

PRICE PROPOSAL PAGE

Offerors shall complete and submit the Price Proposal in the format requested below.

Scope of Work Item Type of Service Fee(s) per visit

D.1.a. CDL New Certification

D.1.a. CDL Recertification

D.2.a. Respiratory Clearance Examination - Baseline

D.2.b. Respiratory Clearance Recertification Exam – Periodic

D.2.a. and b. Respiratory Health Questionnaire review by provider without examination

D.3.a Fire Department Paramedic School Examination

D.4.a. Police Department Pre-Placement Physical Exam

D.4.b. Police Department DEA/SAU Pre-Placement Exam

D.4.b. Police Department DEA/SAU Annual Examination

D.4.c. Police Department Phlebotomy Program Exam

D.5. Type 1 Return to Work/Fitness for Duty Examinations – Simple

D.5. Type 2 Return to Work/Fitness for Duty Examinations – Complex

D.6.a. Audiometric Test at facility – including results sent to OHN- per test or other

D.6.a. Audiometric Test on-site including results sent to OHN – per test

D.6.b. Consultation Services per hour

D.6.c. Non-SAMHSA 9 panel UDS at facility

Non-SAMHSA 9 panel UDS on-site

Non-SAMHSA 12 panel UDS at facility

Non-SAMHSA 12 panel UDS on-site

Non-SAMHSA 13 panel UDS at facility

Non-SAMHSA 13 panel UDS on-site

D.6.d. SAMHSA 9 panel UDS at facility

SAMHSA 9 panel UDS on-site

SAMHSA 12 panel UDS at facility

SAMHSA 12 panel UDS on-site

SAMHSA 13 panel UDS at facility

SAMHSA 13 panel UDS on-site

D.6.e. SAMHSA 5 panel UDS at facility

D.6.e. SAMHSA 5 panel UDS on-site

D.6.f. Breath Alcohol Test (CDL)

D.6.g. Post-exposure to Hazardous Body Fluid

- Counseling

- M.D.

- Nurse

D.6.h - HIV Test

- Hepatitis C Antigen

- Hepatitis C Antibody

- Hepatitis B Antibody

- PEP Program

D.6.i. TB Skin Test

D.6.j. x-rays, various views

Scope of Work Item Type of Service Fee(s) per visit

D.6.k. Hepatitis B Vaccination

Tetanus Booster

MMR

Varivax

Mumps Titer

Rubella Titer

Rubeola Titer

Hepatitis B Antibody Titer

Varicella Titer

MMR Titer

Flu Shot

D.6.l. Vision test

D.6.m. Hazardous materials blood tests

D.6.n. Initial Workers’ Comp Visit

D.6.o. Secondary and other Revisits W/C

D.6.p. Physical Therapy (describe your service as part of physical therapy fee)

City Clerk Document No.

City Council Meeting Date:

CITY OF CHANDLER SERVICES AGREEMENT

OCCUPATIONAL HEALTH CARE PROVIDERS

CITY OF CHANDLER AGREEMENT NO. HR5-948-4846

THIS AGREEMENT (Agreement) is made and entered into by and between the City of Chandler, an

Arizona municipal corporation (City), and [ ] (Contractor), (City and Contractor may individually be referred to as Party and collectively referred to as Parties) and made

, 2025 (Effective Date).

RECITALS

A. Contractor is ready, willing, and able to provide the services described in Exhibit A for the compensation and fees set forth and as described in Exhibit B, which is attached to and made a part of this Agreement by this reference.

B. City desires to contract with the Contractor to provide these services under the terms and conditions set forth in this Agreement.

AGREEMENT

NOW, THEREFORE, in consideration of the premises and the mutual promises contained in this

Agreement, City and Contractor agree as follows:

SECTION I: DEFINITIONS

For purposes of this Agreement, the following definitions apply:

Agreement means the legal agreement executed between the City and the Contractor

City means the City of Chandler, Arizona

Contractor means the individual, partnership, or corporation named in the Agreement

Days means calendar days

May, Should means something that is not mandatory but permissible

Shall, Will, Must means a mandatory requirement

SECTION II: CONTRACTOR’S SERVICES

Contractor must perform the services described in Exhibit A to the City’s satisfaction within the terms and conditions of this Agreement and within the care and skill that a person who provides similar services in Chandler, Arizona exercises under similar conditions. All work or services furnished by Contractor under this Agreement must be performed in a skilled and workmanlike manner. Unless authorized by the City in writing, all fixtures, furnishings, and equipment furnished by Contractor as part of the work or services under this Agreement must be new, or the latest model, and of the most suitable grade and quality for the intended purpose of the work or service.

SECTION III: PERIOD OF SERVICE

Contractor must perform the services described in Exhibit A for the term of this Agreement.

The term of the Agreement is 1 year (s), and begins on _________ and ends on _________ unless sooner terminated in accordance with the provisions of this Agreement. The City and the

Contractor may mutually agree to extend the Agreement for up to 4 additional terms of 1 year (s) each, or portions thereof. The City reserves the right, at its sole discretion, to extend the

Agreement for up to 60 days beyond the expiration of any extension term.

SECTION lV: PAYMENT OF COMPENSATION AND FEES

4.1 Unless amended in writing by the Parties, Contractor's compensation and fees as more fully described in Exhibit B for performance of the services approved and accepted by the City under this Agreement must not exceed [ ]. Contractor must submit requests for payment for services approved and accepted during the previous billing period and must include, as applicable, detailed invoices and receipts, a narrative description of the tasks accomplished during the billing period, a list of any deliverables submitted, and any subcontractor’s or supplier’s actual requests for payment plus similar narrative and listing of their work. Payment for those services negotiated as a lump sum will be made in accordance with the percentage of the work completed during the preceding billing period. Services negotiated as a not-to-exceed fee will be paid in accordance with the work completed on the service during the preceding month. All requests for payment must be submitted to the City for review and approval. The City will make payment for approved and accepted services within 30 days of the City’s receipt of the request for payment.

4.2 Applicable Taxes. The Contractor will pay all applicable taxes. The City is subject to all applicable state and local transaction privilege taxes. To the extent any state and local transaction privilege taxes apply to sales made under the terms of this Agreement, it is the responsibility of the Contractor to collect and remit all applicable taxes to the proper taxing jurisdiction of authority.

4.3 Tax Indemnification. The Contractor and all subcontractors will pay all Federal, state, and local taxes applicable to its operation and any persons employed by the Contractor. The Contractor will and require all subcontractors to hold the City harmless from any responsibility for taxes, damages, and interest, if applicable, contributions required under Federal, state, and local laws and regulations and any other costs including transaction privilege taxes, unemployment compensation insurance, Social Security, and Worker’s Compensation.

4.4 All prices offered herein shall be firm against any increase for the initial term of the

Agreement. Prior to commencement of subsequent renewal terms, the City may approve a fully documented request for a price adjustment. The City shall determine whether any requested price increases for extension terms is acceptable to the City. If the City approves the price increase, the price shall remain firm for the renewal term for which it was requested. If a price increase is agreed upon by the Parties a written Agreement Amendment shall be approved and executed by the Parties.

SECTION V: GENERAL CONDITIONS

5.1 Records/Audit. Records of the Contractor's direct personnel payroll, reimbursable expenses pertaining to this Agreement and records of accounts between the City and Contractor must be kept on the basis of generally accepted accounting principles and must be made available to the

City and its auditors for up to three years following the City’s final acceptance of the services under this Agreement. The City, its authorized representative, or any federal agency, reserves the right to audit Contractor's records to verify the accuracy and appropriateness of all cost and pricing data, including data used to negotiate this Agreement and any amendments. The City reserves the right to decrease the total amount of Agreement price or payments made under this

Agreement or request reimbursement from the Contractor following final contract payment on this Agreement if, upon audit of the Contractor's records, the audit discloses the Contractor has provided false, misleading, or inaccurate cost and pricing data. The Contractor will include a similar provision in all of its contracts with subcontractors providing services under the Agreement

Documents to ensure that the City, its authorized representative, or the appropriate federal agency, has access to the subcontractors’ records to verify the accuracy of all cost and pricing data. The City reserves the right to decrease Contract price or payments made on this Agreement or request reimbursement from the Contractor following final payment on this Agreement if the above provision is not included in subcontractor agreements, and one or more subcontractors refuse to allow the City to audit their records to verify the accuracy and appropriateness of all cost and pricing data. If, following an audit of this Agreement, the audit discloses the Contractor has provided false, misleading, or inaccurate cost and pricing data, and the cost discrepancies exceed

1% of the total Agreement billings, the Contractor will be liable for reimbursement of the reasonable, actual cost of the audit.

5.2 Alteration in Character of Work. Whenever an alteration in the character of work results in a substantial change in this Agreement, thereby materially increasing or decreasing the scope of services, cost of performance, or Project schedule, the work will be performed as directed by the

City. However, before any modified work is started, a written amendment must be approved and executed by the City and the Contractor. Such amendment must not be effective until approved by the City. Additions to, modifications, or deletions from this Agreement as provided herein may be made, and the compensation to be paid to the Contractor may accordingly be adjusted by mutual agreement of the Parties. It is distinctly understood and agreed that no claim for extra work done or materials furnished by the Contractor will be allowed by the City except as provided herein, nor must the Contractor do any work or furnish any materials not covered by this

Agreement unless such work is first authorized in writing. Any such work or materials furnished by the Contractor without prior written authorization will be at Contractor's own risk, cost, and expense, and Contractor hereby agrees that without written authorization Contractor will make no claim for compensation for such work or materials furnished.

5.3 Termination for Convenience. The City and the Contractor hereby agree to the full performance of the covenants contained herein, except that the City reserves the right, at its discretion and without cause, to terminate or abandon any service provided for in this

Agreement, or abandon any portion of the Project for which services have been performed by the Contractor. In the event the City abandons or suspends the services, or any part of the services as provided in this Agreement, the City will notify the Contractor in writing and immediately after receiving such notice, the Contractor must discontinue advancing the work specified under this Agreement. Upon such termination, abandonment, or suspension, the

Contractor must deliver to the City all drawings, plans, specifications, special provisions, estimates and other work entirely or partially completed, together with all unused materials supplied by the City. The Contractor must appraise the work Contractor has completed and submit Contractor's appraisal to the City for evaluation. The City may inspect the Contractor's work to appraise the work completed. The Contractor will receive compensation in full for services performed to the date of such termination. The fee shall be paid in accordance with

Section IV of this Agreement, and as mutually agreed upon by the Contractor and the City. If there is no mutual agreement on payment, the final determination will be made in accordance with the Disputes provision in this Agreement. However, in no event may the payment exceed the payment set forth in this Agreement nor as amended in accordance with

Alteration in Character of Work. The City will make the final payment within 60 days after the

Contractor has delivered the last of the partially completed items and the Parties agree on the final payment. If the City is found to have improperly terminated the Agreement for cause or default, the termination will be converted to a termination for convenience in accordance with the provisions of this Agreement.

5.4 Termination for Cause. The City may terminate this Agreement for Cause upon the occurrence of any one or more of the following events: in the event that (a) the Contractor fails to perform pursuant to the terms of this Agreement, (b) the Contractor is adjudged a bankrupt or insolvent,

(c) the Contractor makes a general assignment for the benefit of creditors, (d) a trustee or receiver is appointed for Contractor or for any of Contractor’s property (e) the…