Clinical_Services_for_Employees,_Spouses,_and_Dependents_at_Escambia_County's_Clinic_Facility_(Addendum_#4_Revision).pdf

REQUEST FOR PROPOSAL

PD 24-25.065

CLINICAL SERVICES FOR EMPLOYEES, SPOUSES, AND

DEPENDENTS AT ESCAMBIA COUNTY'S CLINIC FACILITY

Escambia County

213 Palafox Place

Pensacola, FL 32502-5822

RELEASE DATE: March 11, 2025

DEADLINE FOR QUESTIONS: March 24, 2025

RESPONSE DEADLINE: April 1, 2025, 10:00 am

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/escambiacountyfl https://secure.procurenow.com/portal/%7bproject.government.code%7d

Escambia County

REQUEST FOR PROPOSAL

Clinical Services for Employees, Spouses, and Dependents at Escambia

County's Clinic Facility

I. Introduction II. Scope of Work

III. Solicitation Terms & Conditions IV. General Terms and Conditions V. Standard Insurance Requirements and Certificates

VI. Insurance for Information Technology - Cyber Liability VII. Medical Malpractice Insurance

VIII. Evidence/Certificates of Insurance IX. Evaluation Criteria & Process X. Vendor Submissions

Attachments:

A - Pricing Sheet_PD 24-25.065

Request For Proposal #PD 24-25.065 Title: Clinical Services for Employees, Spouses, and Dependents at Escambia County's Clinic Facility

1. Introduction

1.1. Summary

Escambia County, Escambia County Sheriff's Department, and the City of Pensacola are seeking to engage a contractor to provide onsite clinic services for employees, spouses, and dependents at their existing shared clinic facility. Services Description: Includes any Physicians, Nurse Practitioners, Physician's Assistants, Registered Nurses, Licensed Practical Nurses, Clinic Medical Assistants, Certified

Health Coaches, Behaviorists, Occupational Therapists, Physical Therapists, Registered Dieticians, etc.

1.2. Contact Information

Angela Jones

Senior Purchasing Coordinator

213 Palafox

2nd Floor

Pensacola, FL 32502

Email: ajjones@myescambia.com

Phone: (850) 595-4953

Department:

Purchasing

1.3. Timeline

Release Project Date March 11, 2025 mailto:ajjones@myescambia.com tel:(850)595-4953

Pre-Solicitation Meeting (Non-Mandatory) March 18, 2025, 2:00pm

Office of Purchasing

213 Palafox Place 2nd Floor

Pensacola, FL 32502

MS Teams https://teams.microsoft.com/l/meetup-join/19%3ameeting_MzQxZjg4ZGYtZDRlYS00MjE2L

Tk1NGEtYzcxYzAzM2U4MjQ3%40thread.v2/0?cont ext=%7b%22Tid%22%3a%222c937adb-d946-4b31-

90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b2

6-f7b8-4755-a254-bfa07774eb30%22%7d

Meeting ID: 270 891 055 429

Passcode: fi7TC6QF

Dial in by phone

+1 863-333-5817,,195487756# United States, Lakeland

Find a local number

Phone conference ID: 195 487 756#

Question Submission Deadline March 24, 2025, 2:00pm https://teams.microsoft.com/l/meetup-join/19%3ameeting_MzQxZjg4ZGYtZDRlYS00MjE2LTk1NGEtYzcxYzAzM2U4MjQ3%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MzQxZjg4ZGYtZDRlYS00MjE2LTk1NGEtYzcxYzAzM2U4MjQ3%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MzQxZjg4ZGYtZDRlYS00MjE2LTk1NGEtYzcxYzAzM2U4MjQ3%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MzQxZjg4ZGYtZDRlYS00MjE2LTk1NGEtYzcxYzAzM2U4MjQ3%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MzQxZjg4ZGYtZDRlYS00MjE2LTk1NGEtYzcxYzAzM2U4MjQ3%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MzQxZjg4ZGYtZDRlYS00MjE2LTk1NGEtYzcxYzAzM2U4MjQ3%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MzQxZjg4ZGYtZDRlYS00MjE2LTk1NGEtYzcxYzAzM2U4MjQ3%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d

Submission Deadline April 1, 2025, 10:00am

Office of Purchasing

213 Palafox Place 2nd Floor

Pensacola, FL 32502

MS Teams https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWUwNWE3Y2ItNDg1Zi00M

WM1LWFiNDctZjc3OGQ2NmRhNDk4%40thread.v2

/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b2

6-f7b8-4755-a254-bfa07774eb30%22%7d

Meeting ID: 263 152 427 704

Passcode: GA2ea9dR

Dial in by phone

+1 863-333-5817,,122198664# United States, Lakeland

Find a local number

Phone conference ID: 122 198 664#

2. Scope of Work

2.1. Scope of Work

Escambia County, Escambia County Sheriff's Department, and the City of Pensacola are seeking to engage a contractor to provide onsite clinic services for employees, spouses, and dependents at their existing shared clinic facility. Services Description: Includes any Physicians, Nurse Practitioners, Physician's Assistants, Registered Nurses, Licensed Practical Nurses, Clinic Medical Assistants, Certified

Health Coaches, Behaviorists, Occupational Therapists, Physical Therapists, Registered Dieticians, etc. The contractor must be an onsite clinic provider able to supply acute care, occupational health, primary care, chronic condition management, wellness (coaching/education), case management, telehealth, physical therapy, and medication dispensary services. The contractor must meet specific eligibility criteria, possess relevant certifications, and comply with pre-employment screening requirements. The contractor's responsibilities will include outpatient services along with direct contact with patients (employees, spouses, and dependents). All encounters and medication orders must be documented in the provider's electronic medical record system.

Operating Hours

Monday and Tuesday 7:00 AM - 5:00 PM https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWUwNWE3Y2ItNDg1Zi00MWM1LWFiNDctZjc3OGQ2NmRhNDk4%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWUwNWE3Y2ItNDg1Zi00MWM1LWFiNDctZjc3OGQ2NmRhNDk4%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWUwNWE3Y2ItNDg1Zi00MWM1LWFiNDctZjc3OGQ2NmRhNDk4%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWUwNWE3Y2ItNDg1Zi00MWM1LWFiNDctZjc3OGQ2NmRhNDk4%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWUwNWE3Y2ItNDg1Zi00MWM1LWFiNDctZjc3OGQ2NmRhNDk4%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWUwNWE3Y2ItNDg1Zi00MWM1LWFiNDctZjc3OGQ2NmRhNDk4%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWUwNWE3Y2ItNDg1Zi00MWM1LWFiNDctZjc3OGQ2NmRhNDk4%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d

Wednesday and Friday 8:00 AM - 5:00 PM

Thursday and Saturday: 8:00 AM - 1:00 PM

Current Services, Eligibility, and Engagement

Services currently include: occupational health services, acute/episodic care, and limited primary care.

Entity 1:

• 3,745 eligible members (2,228 employees, 622 spouses, 857 dependents, 40 retirees)

• 45% engagement in clinic services over the most recent 18 months

Entity 2:

• 1,500 eligible members (759 employees, 197 spouses, 385 dependents, 159 retirees)

• 37% engagement in clinic services over the most recent 18 months

Entity 3:

• 2,062 eligible members (706 employees, 412 spouses, 922 Children, 18 retirees, 4 retiree spouse/children)

2.2. Submission Format

Vendor proposals should be submitted in the following format, as one PDF file under #16

Proposal in the Vendor Submission Checklist:

▪ Tab 1. Company Overview

▪ Tab 2. Onsite Clinical Staffing

▪ Tab 3. Onsite Clinic Setup and Maintenance

▪ Tab 4. Acute/Episodic Care

▪ Tab 5. Primary Care

▪ Tab 6. Pediatric Care

▪ Tab 7. Case Management & Care Coordination

▪ Tab 8. Medication Dispensary

▪ Tab 9. Occupational Health

▪ Tab 10. Chronic Condition Management

▪ Tab 11. Wellness & Health Promotion

▪ Tab 12. Telehealth

▪ Tab 13. Physical Therapy

▪ Tab 14. Data & Reporting

▪ Tab 15. Communications

▪ Tab 16. Legal Information Questionnaire

▪ Tab 17. Attachments/Pricing Sheet

▪ Tab 18. Purchasing Documents

Initial proposals will be evaluated based upon the criteria outlined in the Solicitation document.

Missing information or information not included in the submission may result in reduction of scores for each category.

Please limit the submissions to no more than 40 pages total (not including the Purchasing documents).

2.3. Tab 1: Company Overview

1. Please provide a brief history of your organization, including how long you have been servicing employer-sponsored health centers and the number you currently manage. Please indicate how many of these clinics are shared site clinics.

2. Please explain in detail how you separate expenses, set health center hours and coordinate all sharing partners for your shared site clinics.

3. How many of your current clients offer occupational health services in addition to other onsite clinic services (ex: primary care, acute/episodic care, etc.)?

4. Are you affiliated with any outside physicians and/or hospitals?

5. Please provide the total number of clients who have terminated your service for employer-sponsored health center services over the past 3 years and include why.

6. Describe how your organization distinguishes itself from your competitors and if you have any unique offerings for the public sector.

7. How do you measure the success and outcomes of a health center? Please be specific.

8. Please describe your account management structure.

9. Do you have a separate team that manages your implementations? If so, describe the structure of that team.

10. How are medical records stored, and confidentiality assured? On/off-site?

11. Describe your HIPAA compliance, GINA compliance and security processes.

12. Describe any reportable breaches you have had in security and how they were handled.

2.4. Tab 2: Onsite Clinical Staffing

Services Description: Includes any Physicians, Nurse Practitioners, Physician's Assistants, Registered

Nurses, Licensed Practical Nurses, Clinic Medical Assistants, Certified Health Coaches, Behaviorists, Occupational Therapists, Physical Therapists, Registered Dieticians, etc.

• Providers to support contracted healthcare services

• Ancillary staff as appropriate for provider and clinic operations support

1. Please describe your clinic model, including personnel, qualifications, employment status (FTE, part-time, contractor, etc.), and recommended hours to support occupational health, acute/episodic care, primary care, and physical therapy services.

2. Describe your company's clinical quality assurance program.

3. Please provide a detailed description of methods used to recruit and retain qualified providers and ancillary staff.

4. Is staff or health center compensation tied to performance metrics? If so, please list the metrics.

5. Please explain your process/model for oversight of the clinic, staff, and dispensary depending on state requirements.

6. What is your policy/procedure for handling patient complaints?

7. Who is your medical director and how do they engage with the clinic and clients? How often do they meet with the clinic staff?

8. What training is required/provided for your clinicians? How often?

9. What is the average length of time to identify and hire staff?

10. Please outline your average retention of MDs, PAs, NPs, RNs, and MAs. Include total number of licensed health care practitioners either employed or under contract.

11. Please describe your coverage plan for clinical staff absences due to illness, vacation or continuing medical education time off.

2.5. Tab 3: Onsite Clinic Setup and Maintenance

Services Description: All support and items needed for the operation of a shared site clinic.

• Provide and maintain education and decoration for center

• Provide and maintain medical furniture

• Provide and maintain all office and medical supplies, including medical waste management

• Provide and maintain IT equipment

1. Please confirm the ability to provide services as outlined under "Services Description." Please also indicate if you are unable to provide any of the services outlined.

2. Provide a summary of specifications of the requirements for the clinic space, including recommended set-up to support occupational health services, primary & urgent care, and physical therapy.

3. Do you assist with clinic design and construction? Please explain.

4. What type of EMR system do your clinicians use to manage their patients? Provide a detailed description of the software used for practice management, health center administration, and patient management.

5. How does your scheduling technology prompt or send reminders for scheduled appointments? Please describe.

6. How is the waiting room managed? Do you offer a “virtual” waiting room service?

7. Can employees communicate with the clinic/medical team before or after hours? If so, please describe.

8. How do you manage lab processing and fees? Are labs processed on-site or off-site? If labs are processed on-site, what is included? Are labs included in the annual fee or are they a pass-through cost? Any up charge? Who are your lab partners?

9. How do you manage clinic supplies?

10. How do you manage utilities and electricity?

11. Who is responsible for supplying software, including telephone services?

12. Do you have the ability to accept and process co-pays, co-insurance, and/or deductibles for health plan participants? Detail how this process, and any corresponding billing, works and is tracked with the medical carrier.

2.6. Tab 4: Acute/Episodic Care

Services Description: Assessment and treatment of medical conditions that are episodic in nature and short in duration. Examples include, but are not limited to, upper respiratory infections, rashes, and urinary tract infections.

• Provide immediate outpatient medical services of acute and chronic illness and injury which are not life-threatening emergencies

• Support walk-in appointments

• Lab draw & review

1. Please confirm the ability to provide services as outlined under "Services Description." Please also indicate if you are unable to provide any of the services outlined.

2. What are your best practice recommendations for day/time allocation to support acute and urgent medical services? How do you handle same-day requests?

2.7. Tab 5: Primary Care

Services Description

• Provide routine annual exams, screenings, and immunizations

• Act as first and principal point of continuing care for patients

• Promote development of long-term personal relationships between patient and provider

• Coordinate other specialist care, as appropriate

• Provide education and support to make healthcare decisions

• Lab draw & review

1. Please confirm the ability to provide services as outlined under "Services Description." Please also indicate if you are unable to provide any of the services outlined.

2. Please describe your approach to primary care.

3. Provide a comprehensive list of services available under primary care.

4. What Electronic Health Record (EHR) system is used for primary care?

5. Is the EMR interoperable with other commercially available Electronic Medical Record systems? If so, what are the benefits to the client and the employees?

6. What is the average % participation you see from spouses and dependents for your clinics offering primary care?

2.8. Tab 6: Pediatric Care

Services Description

• Episodic care for minor acute illnesses

• Well childcare including school physicals, sports physicals, annual physicals, etc.

1. Please confirm the ability to provide services as outlined under "Services Description." Please indicate if you are unable to provide any of the services outlined. Outline any other services offered under

Pediatric Care.

2. Please describe your approach to pediatric care.

3. Provide a comprehensive list of services available under pediatric care.

4. What is the minimum age required for services? How do you handle requests for patients who do not meet the age minimum?

2.9. Tab 7: Case Management & Care Coordination

Services Description

• Review outside medical records to support care coordination and provide higher quality outcomes

• Make referrals to tier 2 providers, as appropriate

• Coordinate low-cost imaging, as appropriate

• Coordinate other support services to optimize healthcare and outcomes

1. Please confirm the ability to provide services as outlined under "Services Description." Please indicate if you are unable to provide any of the services outlined. Outline any other services offered under Case

Management and Care Coordination.

2. Describe your referral process.

3. Aside from using the network physicians, how will you determine what physicians to refer patients to in the case of needing to refer a patient for specialty services?

4. Do you refer to specific healthcare organizations?

5. Please describe your process for following up with patients who have been referred to a tier 2 provider.

6. Describe your referral process and partnerships for imaging and diagnostic services.

2.10. Tab 8: Medication Dispensary

Services Description: Maintain a supply of and dispense medications for common illnesses prescribed to eligible clinic patients.

• Onsite dispensing of pre-packaged pharmaceuticals to treat common illnesses

• Dispensary services should be provided in accordance with relevant standards, guidelines, and laws

1. Please confirm the ability to provide services as outlined under "Services Description." Please also indicate if you are unable to provide any of the services outlined.

2. Provide a comprehensive list of pharmaceuticals available at an onsite clinic.

3. Are the medications kept onsite part of the annual fee or billed as a pass-through cost? Any up charge?

4. Will your providers prescribe medications that are not on the clients’ formulary? For example, would your providers prescribe a low-cost generic weight loss medication like phentermine if the client does not include weight loss medications on their formulary?

2.11. Tab 9: Occupational Health Services

Services Description

• Treat work-related injuries

• Conduct pre-employment physicals and drug tests

• Conduct role-specific annual physicals including pulmonary function testing, OSHA audiometric testing and EKG, color vision testing, visual screenings, respiratory fit testing, labs, and immunizations

• DOT physicals per the Department of Transportation regulations

• Fitting of respiratory masks

• Additional testing as required

1. Please confirm the ability to provide services as outlined under "Services Description." Please indicate if you are unable to provide any of the services outlined. Outline any other services offered under

Occupational Health Services.

2. Please describe your standards and protocols for handling work-related injuries.

3. What monitoring/auditing processes are put in place for occupational health services? Please describe.

4. Outline your best practices around staffing, space/facilities, and/or operations for occupational health services? Please describe.

5. What Electronic Health Record (EHR) system is used to capture occupational health services data?

6. Who owns the EHR for occupational health?

2.12. Tab 10: Chronic Condition Management

Services Description: Management of chronic conditions for individuals who do not have a primary care provider. Examples include, but are not limited to, hypertension, hypothyroidism, allergic rhinitis, hypercholesterolemia, obesity, diabetes, etc.

For individuals with an existing primary care provider and/or specialist, and for those individuals who have multiple complicated medical conditions requiring specialty care and/or significant oversight, the clinic health care provider will work in collaboration with said provider to provide adjunct care and education to the patient.

For individuals who do not have a primary care provider, clinic vendor can function as the medical home and provide full primary care, including the management of multiple chronic conditions requiring significant oversight. The clinic health care provider will work in collaboration with specialty care providers if specialty referral is indicated.

• Education and coaching around improving health and quality of life, appropriate preventive services, and evidence-based quality measures

• Ongoing oversight and supervision, and biometric marker monitoring

• Work in collaboration with specialty care, as appropriate

1. Please confirm the ability to provide services as outlined under "Services Description." Please indicate if you are unable to provide any of the services outlined. Outline any other services offered under

Chronic Condition Management.

2. What conditions do you focus on managing and reporting outcomes for? Please describe in detail, including metrics used.

3. What types of prevention programs do you offer patients? Please describe the programs in detail including member experience and reporting outcomes.

4. How do your solutions effectively manage or prevent moderate to high-risk conditions?

5. Describe your outreach and risk stratification for high-risk patients.

2.13. Tab 11: Wellness & Health Promotion

Services Description

• Administer comprehensive health risk assessment

• 1:1 coaching with onsite Care Provider to review assessment results, health history and risk appraisal, set goals and recommend strategies to achieve goals

1. Please confirm the ability to provide services as outlined under "Services Description." Please indicate if you are unable to provide any of the services outlined. Outline any other services offered under

Wellness & Health Promotion.

2. Are you able to track, record, and report incentive program participation and results? Please describe including details around the technology and member facing platform used (if applicable).

2.14. Tab 12: Telehealth

Services Description

• Virtual acute and primary care encounters through real-time connection (video, phone)

• Order labs & review

1. Please confirm the ability to provide services as outlined under "Services Description." Please also indicate if you are unable to provide any of the services outlined.

2. Are telehealth services offered outside of normal clinic operating hours? Please describe.

3. Does the onsite clinic staff provide the telehealth services? If not, describe who supports these services.

4. Detail the services available through your telehealth solution.

5. How do the telehealth services compliment onsite services when necessary?

2.15. Tab 13: Physical Therapy

Services Description

• Treatment of disease, injury, or deformity by physical methods including massage, heat treatment and exercise

1. Please confirm the ability to provide services as outlined under "Services Description." Please also indicate if you are unable to provide any of the services outlined.

2. Describe your best practice recommendations for facilities, staffing, and hours for providing physical therapy services.

3. Are physical therapy services available onsite, virtually, or both? What are your recommendations for this shared clinic based on size?

2.16. Tab 14: Data & Reporting

Services Description

• Monthly activity and trend reporting, broken out by client, related to clinic activity, visit volume

(separated by visit type), participation, interventions, clinical outcomes, high risk patients engaged, change in risk, encounters by CPT code, diagnoses by ICD-9 code, evidence-based guidelines for gaps in care closure, financial summary/savings/cost avoidance, etc.

• Annual reporting, broken out by client, including population stratification identifying percent of the population screened, size and nature of high-risk population and size and nature of population with chronic conditions identified through data mining and/or screening, review of health center operations including volume and patient engagement, and examination of outcomes including overall improvement, patient satisfaction, savings from health center operations and return on investment analysis, results of at-risk pay-for-performance metrics, and plan for continuous quality improvement

• Ingests claims data from clients’ carriers for outreach to at-risk patients

• Sends $0 claims to clients’ carriers for all diagnoses and procedures for the purposes of holistic utilization and risk reporting

• Tracks HDHP plan member’s deductible in conjunction with clients’ carriers

1. Please confirm the ability to provide services as outlined under "Services Description." Please also indicate if you are unable to provide any of the services outlined.

2. Do employers have the ability to view online reports? If so, please describe the features of this tool. If not, how are reports communicated to the employers?

3. Detail your capabilities to create custom and ad hoc reports based on the employer’s need, including the timeframe to process these report requests. Please indicate if there is any additional cost for customized or ad hoc reporting.

4. Provide a summary of reports that clients can expect to receive and frequency.

5. Describe your cost avoidance or value proposition, including your methodology for calculating cost avoidance. Include case studies, if available.

6. Does your EMR automatically process claims with the carrier including patient responsibility and receive an updated patient ledger back showing remaining patient responsibility? Or is this tracked separately with an eligibility file?

7. Are you able to separate reporting for occ health services and primary care services? With these entities being a county, city and sheriff’s office, we sometimes have a scenario where a spouse or dependent on one entity’s plan may be going to the clinic for occ health services for another entity.

Today, that individual is showing on both entities reporting for occ health services. Can you describe the patient intake process for proper documentation and reporting for separation of occ health and primary care?

2.17. Tab 15: Communications

Services Description

• Communicate onsite clinic services to patient population utilizing various outreach methods including, but not limited to flyers, email, mailers, texts, etc.

• Conduct surveys relating to services and patient satisfaction

1. Please confirm the ability to provide services as outlined under "Services Description." Please indicate if you are unable to provide any of the services outlined. Outline any other services offered under

Communications.

2. Do you have a patient portal? If so, please describe capabilities of the portal. Can the portal be integrated into an employer’s already established benefits portal with single-sign-on?

3. Describe your standard communication plan including how you engage diverse populations, those who have limited access to the internet, and families.

4. Describe the frequency and type of communications that eligible recipients will receive on an ongoing basis to educate patients about the services and programs offered. Outline the company’s responsibility and the client’s responsibilities in these processes.

5. Describe all social media integration your organization utilizes to engage participants.

6. Describe how surveys are conducted.

7. Please describe your approach to communications when taking over an existing clinic.

8. Do you have a dedicated marketing staff that will assist in the development of client specific materials? Is there any additional cost for these services? If so, please also reflect this with in the pricing document.

9. Do you provide employee education in the form of onsite presentation sessions and/or recorded video or webinar? Does your staff develop and conduct the presentation? Is there any additional cost for these services? If so, please also reflect this in the pricing document.

10. Do you have a formal check-out process? Is a patient satisfaction survey part of that process?

2.18. Tab 16: Legal Information Questionnaire

1. Provide details (carrier, period limits, and deductibles) for the following insurance coverages related to on-site clinics and staff: General Liability, Excess Liability, Workers' Compensation/Employers Liability, Employee Dishonesty/Crime Coverage, Medical Professional Liability

2. Describe any lawsuits and the resolution of any such suit brought against your company during the course of doing business in relation to providing on-site medical services.

3. Please provide any state board infractions or cases pending against you in any disciplines including but not limited to nursing, physician, and pharmacy.

4. Have you ever been fined or sanctioned for a breach under HIPAA? Explain your process for handling a HIPAA breach.

5. How has your firm indemnified, to the degree possible, your clients from medical malpractice liability?

Please describe this program in detail.

6. What consulting services do you provide relating to compliance concerns for employer group health plans?

7. Describe your recommendations for providing services to an employer group health plan that provides benefits through a high deductible health plan that is H.S.A compatible.

2.19. Tab 17: Attachments

References: Provide five current client references which can be contacted as part of the review process. The proposal shall clearly state the pricing expected for services provided.

Pricing: Pricing should be provided as a breakdown of total approximate cost for the first, second, and third year and reported as total approximate cost, as well as per employee per month or per employee per year dollar amount. Indicate how fees are assigned for each service/staff member and if the fees are annual, monthly, one-time, or per employee/member charge. Any additional fees for services that are requested, including ad hoc reporting, additional data acquisition feeds, implementation costs, etc.

must clearly be documented by the proposer for their consideration by the evaluating committee.

Please provide pricing for the following service combinations using the attached pricing sheet:

1. Acute/Urgent Care (including episodic pediatric), Occupational Health Services, Dispensary Services

2. Acute/Urgent Care, Primary Care, Pediatric Care, Chronic Condition Management, Wellness, Case

Management & Care Coordination, Occupational Health Services, Dispensary Services

3. Acute/Urgent Care, Primary Care, Chronic Condition Management, Wellness, Case Management &

Care Coordination, Occupational Health Services, Dispensary Services

OPTIONAL PRICING

1. Telehealth

2. Athletic Trainer + Office Manager

3. PT Program

4. Virtual Specialty Consults for Behavioral Health, MSK, and Cardiovascular and 24/7 Acute Care

5. Virtual Primary Care and Behavioral Health Services

6. Clinical Pharmacist Support

7. Physical Therapist

8. RN Coordinator

9. Worker's Compensation Services

Clinical Coordination, Data and Reporting, and Communication services are expected with any combination of services. The contractor is expected to offer all services during normal business hours. The contractor should outline any additional fees not included in the pricing outlined for service combinations 1 - 4.

Additional Services Questions

1. Are you able to support the initial evaluation and ongoing treatment for worker’s compensation?

2. Does the staffing model change when adding workers compensation services?

3. Re: worker’s comp, is there a maximum # of follow-up injury treatment appointments before they are referred out to a specialist?

Performance Guarantees: Please provide the detail for performance guarantees you are willing to provide including the methodology used to calculate each. Include the frequency each performance guarantee is monitored, reported, and paid. If fees are at risk, please describe the percentage per performance guarantee and total percent at risk.

Sample Reporting Package (monthly and annual)

Sample Implementation Timeline (include key milestones and how the client would be involved)

2.20. Tab 18: Purchasing Required Documentation

All completed Purchasing documents from the Vendor submission page, including SunBiz information.

3. Solicitation Terms & Conditions

Submission of a proposal in accordance with these Terms and Conditions and the General Terms and

Conditions provided in Section IV below constitutes a binding offer from the respondent. The Terms and

Conditions incorporated herein will become a part of the written agreement between the parties.

Pre-Proposal Inquiries

All inquiries concerning the solicitation, including, but not limited to, the scope of work, specifications, additional requirements, attachments, general or supplemental terms and conditions, must be submitted to the Office of Purchasing via email through the e-procurement portal hosted by

OpenGov, Attention: Aby Raymond, Purchasing Coordinator.

All questions or inquiries must be received no later than the last day for questions stated on the cover page of the solicitation. Any modification to the solicitation documents will be in the form of a written addendum issued by the County not less than five (5) days prior to the date and time of solicitation closing. Addenda will be provided to each respondent via email and will be posted to the Escambia

County website at Escambia County Solicitations

(https://procurement.opengov.com/portal/escambiacountyfl). Such written addenda or modification shall be part of the solicitation documents and shall be binding upon each respondent. Each respondent is required to submit with the proposal a written acknowledgment to confirm receipt of any and all addenda. No respondent may rely upon any verbal modification to or interpretation of the solicitation documents, and no interpretation shall be considered binding unless provided in writing by the Office of

Purchasing as provided in this provision.

Examination of Documents and Site

Before submitting a proposal, the Respondents shall familiarize themselves with the nature and extent of the work and any local conditions that may in any manner affect the work to be done and the equipment, materials, and labor required. Respondent shall also examine all drawings, specifications, addenda, and other relevant documents to be thoroughly informed regarding any and all conditions and requirements that may in any manner affect the work to be performed under the contract.

Preparation of Proposal

The Proposal shall be based upon the completion of the Scope of Work according to the drawings and specifications, together with all addenda thereto. The proposal must be executed by an individual listed as an authorized representative with the records on file with the Florida Division of Corporations website (Sunbiz) with the principal address provided below the signature. The proposal shall include evidence of respondent’s authority and qualification to do business in the State of Florida.

As applicable, a state contractor license # for the State of Florida shall also be included in the proposal, and Respondent shall be licensed in accordance with the requirements of Chapter 489, Florida Statutes.

https://procurement.opengov.com/portal/escambiacountyfl

Recommended Proposal Preparation Guidelines

All respondents shall provide a straightforward and concise description of their ability to meet the proposal requirements. The proposal shall clearly show the technical approach to include work tasks, estimated time phasing and the proposed approach. The County discourages overly lengthy or costly proposals, all proposals shall be submitted in one electronic file.

Integrity of Documents

Respondents shall use the original solicitation documents in the format provided by the Escambia

County Office of Purchasing and enter information only in the spaces where a response is requested.

Submittal of Proposal

A proposal shall be submitted no later than the date and time prescribed in the Request for Proposal and shall be accompanied by all required documents. It is the respondent’s responsibility to ensure that its proposal is delivered at the proper time.

Each submittal shall include all the items listed in the Vendor Submissions section.

Identification of Subconsultants/Changes After the Fact

After submitting a proposal in response to this solicitation, respondents are prohibited from substituting, modifying, or amending the sub-consultants identified in the submittal at any time during the course of the solicitation process up to the final award of contract and including question and answer sessions, presentations or technical clarifications and submittals as may be required by the

Review/Selection Committee. A substitution or addition of sub-consultants or any other material changes to the submittal after the initial response will cause the submittal to be invalid for review and selection purposes.

Withdrawal of Submittals

Any respondent may withdraw its submittal, either personally or by written request, at any time prior to the scheduled time for opening submittals. Requests to alter or withdraw an offer must be submitted in writing to the Purchasing Director. Submittals may not be altered or unilaterally withdrawn by the respondent after the scheduled time for submittal opening. All offers not so withdrawn shall constitute an irrevocable offer and will remain subject to acceptance or rejection by the County for a period of 90 calendar days.

Proposal to Remain Subject to Acceptance

All proposals will remain subject to acceptance or rejection by Escambia County for ninety (90) calendar days after opening Submittals.

Conditional or Incomplete Proposals

Escambia County specifically reserves the right to reject any conditional or incomplete proposal.

Addition/Deletion of Item(s)

The County reserves the right to add or delete any item from this solicitation or resulting contract when deemed to be in the County’s best interest.

https://procurement.opengov.com/portal/escambiacountyfl/projects/153302?section=undefined

Changes to Specification

Specifications are based on the most current literature available. The Office of Purchasing must be notified in writing of any proposed changes to the manufacturer’s specifications, including, but not limited to, materials used, manufacturing process, or construction, that conflict with the specifications provided in the solicitation. Proposed changes must be explained in detail along with a copy of the relevant manufacturer’s specifications. Proposed changes to the specifications provided in the solicitation shall not be binding upon the County unless evidenced by a Change Notice issued and signed by the Purchasing Director. Should Respondent fail to comply with this provision, Respondent will be liable for any costs incurred by the County to comply with the specifications provided in the solicitation.

Disqualification of Respondents

Any of the following reasons may be considered as sufficient for the disqualification of a respondent and the rejection of its proposal:

• Submission of more than one proposal for the same work from an individual, firm, or corporation under the same or different name. Evidence that the respondent has a financial interest in the firm of another respondent for the same work.

• Evidence of collusion among respondents. Participants in such collusion will receive no recognition as respondents for any future work of the County until such participant has been reinstated as a qualified respondent.

• Uncompleted work which in the judgment of the County might hinder or prevent the prompt completion of additional work if awarded.

• Failure to pay or satisfactorily settle all bills due for labor and material on contracts in effect at the time of issuing the solicitation or default under a previous contract.

• Listing of the respondent by any Local, State or Federal Government/Agency on its debarred/suspended vendor list.

Investigation of Respondent

The County may make such investigations, as it deems necessary to determine the stability of the respondent to perform the work and that there is no conflict of interest as it relates to the project. The respondent shall furnish to the County any additional information and financial data for this purpose as the County may request.

Negotiations

Should negotiations be required, the contents of the proposal of the successful firm shall become a basis for contractual negotiations.

Evaluation of Proposals and Award of Contract

Escambia County will review all proposals and will provide the recommendation to award to the County

Administrator, and the Board of County Commissioners. The County will award the proposal to the most responsive and responsible firm(s). The County reserves the right to award the proposal to the respondent submitting a responsive proposal with a resulting negotiated agreement which is most advantageous and in the best interest of the County, and to reject any and all proposals or to waive any irregularity or technicality in proposals received. Escambia County shall be the sole judge of the proposal and the resulting negotiated agreement that is in its best interest and its decision shall be final.

Escambia County reserves its right to reject any or all Proposals, including without limitation nonconforming, nonresponsive, unbalanced, or conditional Proposals. The County further reserves the right to reject the Proposal of any Respondent whom it finds after reasonable inquiry and evaluation to not be responsible. In evaluating Respondents, the County may consider the qualifications of

Respondents and may consider the qualifications and experience of Subcontractors, Suppliers, and other individuals or entities proposed for those portions of the Work for which the identity of Subcontractors, Suppliers, and other individuals or entities must be submitted as a part of the Proposal.

Escambia County reserves the right to waive any informalities or reject any and all submissions, in whole or part, to utilize any applicable state contracts in lieu of or in addition to this solicitation, and to accept the proposal that in its judgment will best serve the interest of the County.

Award

Escambia County reserves the right to award on an “all-or-none” basis to one offeror or to award on an

“item-by-item” basis, whenever it is in the best interest of and/or most advantageous to the County.

Form of Agreement

The Contract form shall be provided by the Office of Purchasing. The successful respondent shall, within

5 days after receipt of the Notice of Award and the contract forms or documents, sign and deliver to the

County Legal Office all required contract documents. Failure to execute the contract within such period shall constitute a default, and the county may award the contract to the next responsive and responsible proposal or re-solicit and charge against the respondent the difference between the amount of the offer and the amount for which a contract is subsequently executed, irrespective of whether the amount due exceeds the amount of the bid surety. The awarded respondent shall also deliver the policies of insurance or insurance certificate as required. All insurance documents shall be approved by Escambia

County Risk Manager before the successful respondent may proceed with the work.

Contract Term/Renewal/Termination

Thirty-Six (36) Months

Option to Extend the Term of the Contract (Not Applicable to Lump Sum Agreements)

After exercising all options to renew, if it is determined that interim performance is necessary to allow for the solicitation and award of a new contract, the County may extend this Agreement for up to an additional six (6) months. The County shall provide written notice to the Contractor no later than thirty

(30) days prior to the expiration of the last one (1) year renewal period. All other terms and conditions of the contract shall apply to the option periods.

Indemnification

Offeror agrees to save harmless, indemnify, and defend County and their elected and appointed officials, agents, officers and employees from any and all claims, losses, penalties, interest, demands, judgements, and costs of suit, including attorneys' fees and paralegals' fees, for any expense, damage or liability incurred by any of them, whether for personal injury, death, property damage, direct or consequential damages, or economic loss, including environmental impairment, arising directly or indirectly on account of or in connection with the work performed by Offeror under this Agreement or by any person, firm or corporation to whom any portion of the Work is subcontracted Offeror; or resulting from the use by Offeror, or by any one for whom

Offeror is legally liable, of any materials, tools, machinery or other property of County.

County and Offeror agree the first $100.00 of the Contract Amount paid by County to Offeror shall be given as separate consideration for this indemnification, and any other indemnification of County by

Offeror provided for within the Contract Documents, the sufficiency of such separate consideration being acknowledged by Offeror by Offeror’s acceptance and execution of the Agreement.

The Offeror's obligation shall not be limited by, or in any way to, any insurance coverage or by any provision in or exclusion or omission from any policy of insurance. The Offeror agrees to pay on behalf of

Escambia County, as well as provide a legal defense for the County, both of which will be done only when requested by the County, for all claims made. Such payment on behalf of the County shall be in addition to all other legal remedies available to the County and shall not be the County's exclusive remedy.

4. General Terms and Conditions

The following General Terms and Conditions are incorporated by reference and have the same legal effect as if printed in its entirety.

A full textual copy of these conditions may be obtained by visiting the Office of Purchasing web site (see

Bid information below), by telephoning the Office of Purchasing at 850-595-4980, by Fax at 850-595-

4806, or by email at purchasing@myescambia.com.

Note: Any and all Special Terms and Conditions, and any specifications referenced within the solicitation, which varies from these General Terms and Conditions shall have precedence. Submission of the Bidder’s/Proposer’s Solicitation, Offer, and Bid/Proposal Form(s) in accordance with these

General Terms and Special Terms and Conditions constitutes an offer from the Offeror. The conditions incorporated herein become a part of the written Agreement between the parties.

Any and all supplemental Solicitation Terms and Conditions provided in section III above and the specifications referenced within the solicitation which vary from these General Terms and Conditions shall have precedence. Submission of an offer in accordance with these General Terms and Conditions and

Supplemental Terms and Conditions constitutes a binding offer from the offeror. The terms and conditions incorporated herein will become a part of the written agreement between the parties.

Prospective offerors may utilize the Office of Purchasing Home Page to obtain Vendor Information and

Solicitation Information, including Bid/Proposal Tabulations, Recommended Award(s), etc. In order to participate in a solicitation, offerors must establish an account via the e-procurement portal of the

County’s vendor management software hosted by OpenGov. Once the vendor registration is completed, the offeror will receive all notifications relating to the relevant solicitation via e-mail to the address registered with the account.

mailto:purchasing@myescambia.com

1.Sealed Solicitations: All solicitation forms shall be executed and submitted in the e-procurement portal of the County’s vendor management software. The file name shall contain the solicitation number and title and the contractor/vendor’s name. All solicitations are subject to the terms and conditions specified herein. Solicitation offers which do not comply with these terms and conditions are subject to rejection.

2.Execution of Solicitation: Solicitation forms shall be manually or electronically signed by an authorized representative in the space provided. Persons signing on behalf of a corporate entity must be identified as President or Vice President with the records on file with the Florida Division of Corporations or otherwise authorized by corporate resolution of the Board of Directors. Persons signing on behalf of a limited liability company must be identified as a managing member or other authorized representative with the records on file with the Florida Division of Corporations.

3.No Offer: If not submitting an offer, respond by selecting the “NO BID” option in the e-procurement portal of the County’s vendor management software, specify the reason in the drop-down menu, and confirm the “NO BID” before the expiration of the Submission Deadline.

4. Conduct of Participants: The following policy will apply to all solicitations:

Conduct of Participants.

After the issuance of any solicitation, all bidders/proposers/protestors, or individuals action on their behalf are hereby prohibited from lobbying as defined herein or otherwise attempting to persuade or influence any elected County official, their agents or employees, or any member of the relevant Selection Committee at any time during the blackout period as defined herein;

provided, however, nothing herein shall prohibit bidders/proposers/ protestors or individuals acting on their behalf…