COQ RFP.pdf

City of Quincy, Illinois

Solicitation:

Occupational Health Clinic

Issue Date: 10/17/2025

REQUEST FOR PROPOSALS

RFP DUE DATE AND TIME: Thursday, November 6, 2025 @ 4:00 PM

All proposal envelopes must be clearly marked with the above statement written on the outside of the proposal packet. The City of Quincy assumes no responsibility for unmarked envelopes being considered for award. Only one (1) proposal per envelope. An authorized company representative is required to sign in ink the proposal signature form. Any proposal not containing the signature form will be automatically rejected. It is requested that completed proposals be either typewritten or handwritten in black ink only. Electronic or Facsimiles will not be considered.

Proposals received after the time the bids are due will not be considered for award and will be returned unopened. Subject to the conditions, provisions and the enclosed information, sealed proposals will be received by the Purchasing Department until the stated date and time.

Proposals shall be submitted on the enclosed form(s) and returned to the office of

City of Quincy - Purchasing Department 730 Maine Street, Suite # 226 Quincy, Illinois 62301

Proposals shall be enclosed in a sealed envelope with the return address and the following clearly marked on the outside of the envelope:

“Proposals For: Occupational Health Clinic” Date: November 6, 2025 – 4:00 PM”

STANDARD INSTRUCTIONS WITH TERMS AND CONDITIONS

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It is imperative that proposed responses address the specific questions of this RFP.

Terms used in these Proposal Documents that are defined in the Contract have the meanings assigned to them therein. Other terms used in the Proposal Documents not defined elsewhere follow and are applicable to both the singular and the plural. All defined terms are capitalized throughout the Proposal Documents.

• "Proposal Documents” include the Advertisement for Proposals, the Information for Proponents, the Instructions to Proponents, the Proposal Instructions and Forms, and the Draft Contract, together with any appendices, exhibits or addenda thereto.

• "Proponent" means the person or business entity that submits a Proposal directly to the City.

• The terms “Proponent”, “Operator”, “proposed Operator”, “proposer”, “operator”, “contractor”, “vendor”, and “firm”, may be used interchangeably in this solicitation and shall refer exclusively to the person, company or corporation with whom the City enters into a contract as a result of this solicitation.

• "Selected Proponent" means the Proponent to whom the City makes an award as provided in the

Basis of Award section of these Instructions to Proponents.

Responses are required in Sections 3 – 7 of this RFP. The exact detailed format for this type of response is left to the vendors’ discretion.

The proposer should add pertinent comments, if any, next to each detail requirement. The proposer should take great care in completing this document. There are several requirements that request additional documentation from the proposer. The proposer should attach any additional documentation in the “Additional Comments/Documentation” section of the proposal as outlined throughout the Proposal.

A. Order and Description of Documentation Guideline

Responses should be organized and submitted using the following guidelines.

• Cover Letter

• Executive Summary

Provide a brief non-technical description of your proposal. Highlight the major advantages and benefits of the proposal and summarize how your proposal meets the needs of the City of Quincy and why your proposal should be selected.

• Response to all Instructions and Formatting

• Vendor Signature Form

• Cost Summary Worksheet

• Additional Comments/Documentation

B. Vendor Legal Documentation

To shorten the legal review time during contract negotiations please forward a copy of your firms contract agreement and any other required legal documents that you anticipate being valid, if applicable.

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C. Examination of Proposal Documents

It is the responsibility of each Proponent to do the following before submitting a Proposal:

• Become familiar with local conditions that may affect costs, implementation, progress, performance, or furnishing of the services or equipment in regards to this proposal.

• Consider federal, state and local laws, statutes, ordinances, regulations and other applicable laws that may affect costs, implementation, progress, performance or furnishing of the services or equipment under this proposal, including, but not limited to, applicable regulations concerning:

industry wage rates; nondiscrimination in the employment of labor; minority and women-owned business enterprise requirements; protection of public and employee safety and health;

environmental protection; protection of natural resources; fire protection; emergency preparedness; solid waste handling facility standards and permits; and other permits, taxes and fees.

• Submit any questions concerning the Proposal Documents in writing to the City in a timely fashion in order that the questions may be answered in an addendum to be issued by the City.

• Notify the City in writing of any conflicts, errors, omissions or discrepancies in the Proposal

Documents.

• Obtain all required signatures on the Proposal Forms.

Before submitting a Proposal, each Proponent shall, at the Proponent's own expense, make or obtain any additional examinations, investigation, research and studies, and obtain any additional information and data that may affect costs, implementation, progress, performance or furnishing of the services or equipment required under this proposal that the Proponent deems necessary to prepare its Proposal.

Proponents are expected to be knowledgeable about the service or goods that they are proposing.

Additionally, Proponents are expected to be knowledgeable about customer service, service standards, complaint resolution, quality management, and other matters necessary to ensure high quality customer service throughout the term of the contract.

D. Interpretations and Addenda

All questions concerning the meaning or intent of the Proposal Documents and notifications concerning any conflicts, errors, omissions or discrepancies in the Proposal Documents are to be directed, in writing, to the contact person specified in Section 1.2.

Questions must be received by date stipulated in Section 1.2 in order to be considered. The City will provide written answers to all questions through addenda to this Request for Proposal. The City reserves the right to modify the Draft Contract or any of the other Proposal Documents prior to the receipt of Proposals with notice to parties that submitted a written request for Proposal Documents.

Questions regarding interpretations of contract language must be asked at this point in the process.

The Successful Proponent will be expected to execute the Contract, as included in this RFP, as amended by the City in response to Proponent questions, and as otherwise amended prior to the finalization of the Contract.

E. Contractor Proprietary Information All proposals submitted will be the property of the City of Quincy. Information that a contractor clearly identifies in the proposal as being privileged or proprietary, will not be disclosed to other contractors or non-city project team members to the extent allowed by law.

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F. Cost of Proposal Development

All costs associated with the preparation and submittal of responses to this RFP and all costs of conducting system demonstrations shall be entirely those of the proposer. The City of Quincy will not be responsible for any proposal development costs. All supporting documentation and other materials submitted shall become the property of City of Quincy.

G. Selection of Proposals

After the City of Quincy project team and City Council approves a proposal, the winning vendor will be notified by telephone and/or written letter.

Contract award will be to a responsible vendor, based upon an analysis as outlined in the Basis of Award in this section. A contract will be negotiated with the proposal that the City determines is in its best interest.

H. Limitations

Only proposals that City of Quincy has received by the response deadline will be evaluated.

Should the City of Quincy enter into a contract for any goods or services as a result of this RFP, the contractor shall be responsible, at its cost, for ensuring compliance with all applicable federal, state, and local laws and regulations pertaining to the procurement of products and services pertaining to this RFP.

The City will not be responsible for oral interpretations given by any City employee, representative, or others. The issuance of a written addendum is the only official method whereby interpretation, clarification, or additional information can be given.

If any addendums are issued to this RFP, the City will attempt to notify all prospective Contractors who have secured same. However, it will be the responsibility of each Contractor, prior to submitting the competitive proposal, to contact:

Mary Ann Ervin Purchasing Agent

(217) 228-4502 mervin@quincyil.gov to determine if any addendums were issued and to make such addenda is part of the competitive proposal.

This RFP is not an offer to contract but merely a request for information that may or may not lead to a final agreement. No contract will be considered binding upon either party except in the form of a final written agreement executed by both parties. This Request for Proposal may be cancelled, or offers may be rejected in whole or in part when in the best interest of City of Quincy.

Failure to include in the proposal all information outlined in this RFP may be cause for rejection of the proposal.

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I. City Investigations and Process Decisions

As part of the RFP evaluation process, the City reserves the right to do any or a combination of the following:

• Contact officials from other jurisdictions regarding the Proponent.

• Visit a Proponent's facilities, including proposed processing facilities, and view proposed vehicles and equipment if applicable.

• Meet the Proponent's personnel, including interviewing the Proponent’s operations, management, financial and customer services personnel during the performance of their regular duties.

• Retain independent consultants for assistance in evaluating Proposals and provide proposal materials to those consultants.

• Request clarification or additional information from a specific Proponent in order to assist in the

City's evaluation of a Proposal.

• Require changes in the contract as deemed necessary by the City.

• Decline to award a contract or contracts for services as a result of this RFP process.

• Discontinue negotiations with the selected Proponent or any Proponent, and commence discussions with any other party.

• Withdraw the RFP and reject any or all Proposals.

• Not award to any or all Proponents and issue a subsequent RFP based on refinements of concepts proposed in response to this RFP.

• Seek other investigations, inquiries, reviews or clarifications which would allow the City to make informed decisions.

J. Proposal

The Proponent’s Proposal must provide unit prices for all goods and services indicated on the appropriate Proposal forms. All Proposals shall be provided in current year dollars. The Proposal unit prices will be used, in part, to determine the Selected Proponent as described in the Basis of Award section of these Instructions to Proponents. All costs, including overhead and profit, and taxes, fees or surcharges imposed by federal, state or local laws, for which the Proponent expects to receive payment as a result of the Project must be included in the unit prices, unless otherwise specifically directed.

The City is exempt, by law, from paying State and City Retailers Occupation Tax, State Service

Occupation Tax, State Use Tax and Federal Excise Tax. The City will execute tax exemption certifications whenever required. The unit prices should be exclusive of all taxes. In the event the unit price includes taxes, the Proposer must show the amount of tax included in the unit price and documentation on why the

City must pay the tax.

The data included in the Scope of Services should be viewed as estimates and are presented solely as the basis for calculations on which the award of the Contract will be made. Actual results experienced during the operation of the Project may differ.

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K. Preparation of Proposal Forms

All blank spaces in the Proposal Forms must be completed in black ink, by typewriter or by reproduction of the original forms with a computer. No changes shall be made to the forms. If forms reproduced by a computer are substantially different than the Proposal Forms, the City may deem the Proposal non-responsive.

The Proposal prices must be inclusive of all costs of providing the services and equipment required under the Contract. The City may deem any Proposal non-responsive that contains omissions, erasures, alterations or additions of any kind, or prices uncalled for, or obviously unbalanced, or any proposal that in any manner fails to conform to the conditions of this Request for Proposals.

The Proponent must sign its Proposal in ink in the blank space provided and all names must be typed or printed below the signature, along with evidence that the Proponent is a duly organized and validly existing firm, licensed to do business in the City. If not licensed, a sworn statement must be attached that the Proponent will take all necessary actions to become so licensed if selected as the Successful Proponent.

The legal name of the person, firm or corporation submitting the Proposal must be typed or printed in the space provided at the bottom of each page of the Proposal Forms. Proposals by corporations must be executed in the corporate name by the president or a vice-president (or other corporate officer accompanied by evidence of authority to sign). Proposals by partnerships must be executed in the partnership name and signed by a partner, whose title must appear under the signature.

If the signature is by an agent other than an officer of a corporation or a member of a partnership, a notarized power-of-attorney must be on file with the City prior to the opening of Proposals or must be submitted with the Proposal; otherwise, the Proposal may be deemed non-responsive.

L. Modification or Withdrawal of Proposals

Prior to the time and date designated for receipt of Proposals, any Proposal submitted may be modified or withdrawn by notice to the person receiving Proposals at the place designated for receipt of Proposals.

Such notice must be in writing to the City contact shown in Section 1.2 and shall include the signature of the Proponent and must be received before the date and time set for receipt of proposals. If, within twenty-four hours after Proposals are opened, any Proponent files a duly signed, written notice with the City and promptly thereafter demonstrates to the reasonable satisfaction of the City that there was an unknown, material and substantial mistake in the preparation of its Proposal, that Proponent may withdraw its Proposal and the Proposal security will be returned.

M. Basis of Award

If the Contract is to be awarded by the City, the Notice of Finalist will be given to the Selected Proponent on or before ninety (90) days after Proposal opening.

The City reserves the right to reject any and all Proposals, to waive any and all informalities, and to disregard all nonconforming, non-responsive or conditional Proposals. In addition, the City is not required to bid this Contract. Therefore, the City reserves the right to negotiate contract changes with the Finalist and/or to award the Contract to any Proponent, or terminate the RFP process and negotiate a contract independently of this process with any entity, at the City’s sole discretion.

The City will base its selection on considerations including, but not limited to, unit prices and the clear ability of the Proponent to successfully perform under the terms of the Contract. The City may conduct such investigations as the City deems necessary to assist in the evaluation of any Proposals.

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Proposals will be reviewed by an evaluation team composed of City staff and possibly one or more consultants. Proposals may be evaluated in two phases: (1) a review and evaluation of proposal elements other than price, including reference checks; and (2) review of price proposals and scoring of the price components. The City’s evaluation committee will then select a finalist Proponent. A contract will then be finalized with the selected Proponent or with another Proponent if contract finalization with the finalist is not successfully concluded in a timely manner.

The City’s proposal evaluation committee will review proposals based on the following criteria:

(1) Responsiveness/Completeness

Each proposal will be reviewed based on responsiveness to the information required. All forms must be completed, all questions answered, and all information supplied in the format requested. The City may disqualify any proponent not meeting these initial requirements. Proponents meeting these initial criteria may be contacted by the City to provide specific clarifications.

(2) Minimum General Qualifications

Proponents must have experience in the specific area outlined by the various sections of this proposal.

Proponents shall submit all information related to their ability to successfully perform the work described in the RFP. Proponents who do not fully respond to all questions, who do not clearly outline their proposed services, equipment and approaches, and/or who fail to clearly demonstrate their ability to perform under the Draft Contract shall be determined to “fail” meeting the Minimum General Qualifications.

(3) Price Evaluation

(4) Customer Service Approach, and References

(5) System Design and Operations

The City reserves the right to reject any and all Proposals, to waive any and all informalities, and to disregard all non-conforming, non-responsive, irregular or conditional Proposals. The City reserves the right to reject the Proposal of any and all Proponents, if the City believes that it would not be in the best interest of the City to make an award, whether because the Proposal is non-responsive or because the Proponent is found to be not responsible or fails to meet any other pertinent standard or criterion established by the City. The City also reserves the right to suspend the RFP process and extend the existing contract and/or negotiate and execute a contract with any party.

The City may elect to further clarify proposal evaluation and scoring through an addendum to this RFP.

N. Instructions for Submitting a Responsive Proposal

14.1 Obtain Proposal Documents

All proposed documents will be available on the City’s website. www.quincyil.gov

14.2 Submit Responsive Proposal

The Proponent shall submit Proposals as required, complying with the requirements of the Proposal Documents. Submit three (3) copies, printed and double-sided, of the Proposal Forms and other supporting documents. The Proposal and all Proposal Forms shall be signed by an authorized person, with the signature notarized as specified, and with the contact person’s title, address, telephone number and e-mail address provided. In addition to the printed copies, the Proponent shall provide an electronic copy (.PDF format) of its entire proposal (minus bound corporate publications such as annual reports) on a flash drive submitted with the printed proposal package.

http://www.quincyil.gov/

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O. Process Integrity Requirements

Each Proponent is individually and solely responsible for ensuring compliance with the following Process Integrity Requirements. This responsibility extends to the Proponent’s employees, agents, consultants, lobbyists, or other parties or individuals engaged for purposes of developing or supporting the Proponent’s proposal. Requirements include:

• All RFP related communications with the City, from the time this RFP is advertised and issued until the time a negotiated contract is forwarded to the City Council, shall be through the staff contact designated by the Director of Administrative Services (DOAS).

• Proponents or their agents shall not contact other City staff, appointed or elected officials, or consultants retained by the City or other agents regarding this RFP from the time this RFP is advertised and issued until the time a finalized contract is forwarded to the City Council.

• Only City provided information and RFP materials and Addenda that are provided in writing to all Proponents are to be utilized in developing the Proposal. Any Proponent’s reliance on other City information and materials may result in a non-responsive Proposal due to inaccurate or incomplete information.

• Any information and materials to be utilized by the City during the Proposal evaluation and selection process must be included as part of the original proposal or submitted in response to a specific request from the City.

Any evidence that indicates a Proponent has failed to comply with the specific Process Integrity Requirements or has otherwise substantially diminished the City’s ability to award a Contract in a timely manner and free of contention may result in that Proponent’s disqualification and forfeiture of the Proponent’s Proposal Bond. The City reserves the sole right to disqualify any Proponent at any point in the process prior to Contract award for failure to comply with this requirement.

P. Bid Protest Procedure

Protest of bidding procedures, specifications or bid awards shall be made in accordance with the following procedures.

Unless otherwise stated in the bid documents, or required by federal or state law, any bid protest regarding the solicitation must be submitted in writing to the Director of Purchasing, 7 days prior to bid opening. Unless otherwise stated in the bid documents, or required by federal or state law, any bid protest regarding the bid opening or contents of submitted bids must be submitted in writing to the Director of Purchasing, within 3 days of the bid opening. If the bid documents or federal or state law require different times for filing protests, they shall control the timing. The written protest must contain the name of the vendor submitting the protest, the project name and number, and the specific grounds for protest.

If the protest is timely filed, the Director of Purchasing shall review the protest, consult with necessary city personnel and make a determination of the protest. Determinations could include but are not limited to: whether to dismiss the protest, suspended the bidding process, issue addendum or additions to the bid, reschedule the bid opening, or dismiss the bids and rebid the project. Upon determination of the bid protest the Director of Purchasing shall put his decision in writing and provide the written decision to the person who submitted the bid protest and all other persons/entities that submitted a bid or obtained a bid package. The Director of Purchasing shall review and make his decision regarding the bid protest within seven (7) business days of receipt of the bid protest.

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Should the bid protestor desire to appeal the decision of the Director of Purchasing, the bid protestor must within 72 hours of receipt of the decision of the Director of Purchasing file an appeal with the Mayor of the City of Quincy, which appeal shall state all legal reasons and facts supporting said legal reasons why the Mayor should change the decision of the Director of Purchasing. The decision of the Mayor is final.

SECTION 1 – GENERAL INFORMATION

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This section sets forth general requirements for the proposer in order to successfully submit a proposal based on the scope of services set forth in the next section(s).

1.1. Solicitation for Proposals

The City of Quincy is requesting proposals from qualified organizations to provide an Occupational Health Clinic for City of Quincy employees.

1.2. Questions Concerning the Request for Proposal

Please direct all questions concerning this RFP to the City of Quincy’s online solicitation. Vendors will submit their questions via online, and questions deadline is noted within the solicitation as well.

Questions shall be submitted via online no later than Tuesday, October 28, 2025.

For general questions regarding the RFP or questions about the RFP process, vendors may contact the following:

City of Quincy - Purchasing Department 730 Maine Street, Suite # 226 Quincy, Illinois 62301

(217) 228-4502 purchasing@quincyil.gov

1.3. Right of Refusal

The City reserves the right to refuse all proposals in their entirety.

The City reserves unto itself the right to interview contractors or prospective contractors, either prior to or subsequent to the awarding of the proposal, to discuss the nature of the project. The City also reserves unto itself the right to award the contract to a contractor whose proposal is not the lowest proposal, but whose knowledge, expertise, reputation, experiences, and/or previous results on projects, most closely meets the demands and needs of the City. The City reserves unto itself the right to reject a proposal from any contractor whom the City does not believe is qualified to perform the project or whose financial situation is such that there is a possibility that the contractor will not successfully complete the project.

1.4. Independent Contractor Status

It is expressly understood and agreed that the proposer is an independent contractor at all times and for all purposes hereunder. Officers, employees, or representatives of the Contractor will not be deemed in any way to be and shall not hold themselves out as employees, servants, representatives, or agents of the City and will not be entitled to any fringe benefits of the City, such as, but not limited to, health and accident insurance, life insurance, longevity, economic increases or paid sick or vacation leave. Solely the Contractor will be responsible for paying payroll wages, for the withholding and payment of all income and social security taxes to the proper federal, state, and local governments, and for providing workers’ compensation and unemployment insurance of the Contractor.

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1.5. Subcontracting

A contractor may provide services through another company or subcontractor provided:

• This provision is not excluded under the Scope of Services.

• The Contractor assumes complete responsibility for implementing all aspects of the RFP. In other words, the City will not be required to enter into any other agreement with any other company or subcontractor upon awarding a contract to a Vendor responding to this RFP.

• The Contractor will provide documentation to the City that it can continue to support all aspects of the Project services, and other required conditions proposed in the event another company or subcontractor should go out of business or cease to do business with the contractor for any reason.

• Contractor to provide copies of subcontract agreements to the City before the contract is signed.

1.6. Assignment of Contractual Rights

It is agreed that the successful vendor shall not assign, transfer, convey, or otherwise dispose of the contract or its rights, title or interest in to any part thereof, without previous written consent of the City.

1.7. Compliance with Regulations and Standards

All contractors, during their contracted services, must meet or exceed current standards of at least the organizations listed below: (This is not an all inclusive list)

• Institute of Electrical and Electronic Engineers (IEEE)

• American National Standards Institute (ANSI)

• The Environmental Protection Agency (EPA)

• Contractor Work Hours and Safety Standards Act

• Equal Opportunity Act

1.8. Compliance with the Law

Contractors shall adhere to all applicable federal, state, and local laws, ordinances, and regulations while rendering services pursuant to this Agreement.

1.9. Venue

Any contract resulting from this solicitation shall be governed by, and construed in accordance with, the laws of the State of Illinois. Venue for any litigation arising out of the contract will be vested in Adams County, Illinois.

1.10. Indemnification and Hold Harmless

The Contractor, at its own expense, will protect, defend, indemnify, and hold harmless the City and its elected and appointed officers, employees, or agents from and against any acts, omissions, or negligence by the Contractor that may rise out of this agreement.

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1.11. Successors and Assignment of Contractual Rights

The rights and obligations of the Contractor in connection with this project will be binding upon its heirs and successors except that the City reserves the right to terminate the contract with the Contractor, in whole or in significant part, is acquired by another entity during the term of this contract. It is agreed that the successful Contractor will not assign, transfer, convey, or otherwise dispose of, the contract, or its right, title, or interest into any part thereof, without previous written consent of the City.

1.12. Cancellation

The City of Quincy reserves the right to cancel the whole or any part of the contract, if the Contractor fails to perform any of the provisions in the contract or fails to adequately provide quality service during the contract period. The cancellation notice will be written and delivered by certified mail to the contractors address on record.

1.13. Insurance

If stipulated in the Scope of Services, the limits of liability for the insurance required by this section shall provide coverage for not less than the following amounts or greater where required by law or regulation.

1) Worker’s Compensation:

a) Worker’s Compensation shall be provided in accordance with the provisions of the Illinois Worker’s Compensation Act, as amended. Coverage may be provided by a group self-insured authorized in Section 4 (a) of the Act and approved pursuant to the rules of the Illinois Department of Insurance.

b) Employer’s Liability

i) Each Accident $500,000

ii) Disease – Policy Limit $500,000

iii) Disease – Each Employee $500,000

2) Commercial General Liability:

Required liability insurance coverage shall be written in the occurrence form and shall provide coverage for the contractor’s operations or any subcontractors operations (contingent or protective liability) completed operations, broad form property damage, hazards of explosion, collapse and underground and contractual liability. The general aggregate limit shall be endorsed on a per project basis.

a) General Aggregate Limit $2,000,000

b) Products $2,000,000

c) Each Occurrence Limit $1,000,000

Coverage shall provide by an endorsement in the appropriate manner and form, the city, its officers, employees, agents, and consultants (if any) shall be named as additional insured with respect to the policies (general and umbrella if required) for occurrences arising in whole or in part out of the work and operations performed.

3) Comprehensive Automobile Policy:

This policy covers owned, non-owned, and hired vehicles.

a) Bodily Injury and Property Damage Liability Limit Each Occurrence:

$1,000,000

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4) Umbrella Policy:

Any umbrella policy shall provide excess limits over and above the other insurance limits stated. The contractor may purchase insurance for the full limits required or by a combination of primary policies for lesser limits and remaining limits provided by the umbrella policy.

5) General Insurance:

All insurance shall remain in force during the contract period, covering occurrences happening on or after the effective date and remaining in effect during the performance of the work and at all times thereafter when the contractor may be correcting, removing, or replacing defective work until this contract expires. Termination or refusal to renew shall not be made without thirty days prior written notice to the city by the insured and the policies shall be endorsed so as to remove any language restricting or limiting liability concerning this obligation.

A certificate of insurance by the insurer issuing the policy and endorsements setting forth the coverage limits, and endorsements shall be filed with the city before the city will execute the contract. A certificate of insurance shall include a statement that “the coverage and limits conform to the minimums required in the contract documents”. In no event shall any failure of the city to receive certificates or to demand receipts be construed as a waiver of the contractor’s obligation to obtain and keep in force the required insurance.

All costs as specified herein shall be considered as included in the cost of the contract. The contractor shall at his/her own expense and risk of delay, cease operations if the required insurance is terminated or reduced below the required amounts. Coverage in the minimum amounts set forth herein shall not be construed to relieve the contractor to indemnify in excess of the coverage in accordance with the contract.

1.14. Delinquent Payment

By the signing of this RFP, the Proposer is certifying that the company is not delinquent in the payment of any indebtedness, tax, fee, liens, and fines owned or accruing to the City of Quincy or in the payment of any tax administered by the Illinois Department of Revenue.

1.15. Termination for Convenience

The City reserves the right, at any time and for its convenience, to terminate this Agreement in whole or in any separable part by written notice to Contractor. Such notice shall be provided at least sixty (60) days prior to the intended termination date. Contractor shall be compensated for Goods accepted or for Services performed in accordance with the provisions of this Agreement up to the effective date of the termination, less any payments previously made by the City for such Goods or Services, but in no event shall Contractor be entitled to recover loss of profits.

1.16. Termination for Cause

In the event that either the Contractor or the City defaults in the performance of any obligation specified herein, the non-defaulting party shall notify the other party in writing and may suspend the Agreement, in whole or in part, pending the remedy of the default. If such default is not remedied within fifteen (15) days from the date of receipt of such notice, or if the other party is diligently attempting to cure such default but is unable to cure such default within thirty (30) days from the date of receipt of such notice, then the non-defaulting party shall have the right to terminate the Agreement immediately by providing written notice of termination to the other party.

If during the term of this Agreement, Contractor shall be adjudged bankrupt, make a general assignment for the benefit of its creditors, or become insolvent, Contractor shall give the City written

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1.17. Severability

The provisions of this Agreement shall be deemed to be severable. Consequently, in the event that any provision of this Agreement is found to be void or unenforceable, such findings shall not be construed to render any other provision of this Agreement either void or unenforceable, and all other provisions shall remain in full force and effect unless the provisions which are void or unenforceable shall substantially affect the rights or obligations granted to or undertaken by either party.

1.18. Ownership of Work Product

The City, its departments, employees, agents or assigns shall have the unrestricted right and authority to reproduce, distribute and use in whole or in part any submitted report or written materials generated by the Contractor in the performance of this Agreement.

1.19. Records, Audit and Inspection

Contractor shall maintain such records as may be necessary to adequately reflect the accuracy of Contractor's charges and invoices for reimbursement under this Agreement and such other additional records as the City may reasonably require in connection with this Agreement. Contractor shall preserve such records in accordance with statutory requirements, but in no case for less than three (3) years after the date of final payment, without additional reimbursement or compensation there from.

The City and its duly authorized representatives shall have the right, from time to time, and upon reasonable notice, to audit, inspect and verify the records kept by Contractor in connection with this Agreement. The City and its duly authorized representatives shall have the right to visit, observe, audit, and inspect, during the Contractor's normal business hours, Contractor's production and related facilities utilized to perform its obligations under this Agreement.

1.20. Publicity

Neither Contractor nor any subcontractor shall use the name of the City of Quincy, or quote the opinion of any City employee in any advertising, publicity, endorsement or testimonial, without the prior written approval of the City.

1.21. Substance Abuse

Contractor shall advise its employees and the employees of its subcontractors and agents that:

a) It is the policy of the City of Quincy to provide a drug-free work environment. To that end the City prohibits the illegal use, possession, sale, manufacture, dispensing, and distribution of drugs or other controlled substances on the work site, and prohibits in the workplace the presence of an individual with such substances in the body for non-medical reasons.

b) Any employee of Contractor who is found in violation of the policy may be removed or barred from the work site at the discretion of the City.

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1.22. Reservation of Rights

Either party's waiver of any of its remedies afforded hereunder or by law is without prejudice and shall not operate to waive any other remedies which such party shall have available to it, nor shall such waiver operate to waive such party's rights to any remedies for future breach, whether of a like or different character. Furthermore, any termination of this Agreement pursuant to the Articles herein entitled TERMINATION FOR CONVENIENCE and TERMINATION FOR CAUSE, shall not relieve or release either party hereto from any rights, liabilities, or obligations which it has accrued under law or under the terms of this Agreement prior to the date of such termination.

1.23. Prevailing Wage

If applicable to this project, the successful bidder and all subcontractors will be required to pay not less than the Prevailing Wage Rate for workmen engaged in work under this contract, with the provisions of an act of the General Assembly of the State of Illinois entitled “An Act Regulating the Wage of Laborers, Mechanics, and other workmen employed in any public works by the state, city, or any public body, or any political subdivision or by anyone under contract for public works” by an Act approved July 11, 1957, as amended. Attached to and made part of these contract documents is the current prevailing wage rate decision.

It shall be the responsibility of the contractor and his subcontractors to allow the City of Quincy, the Illinois Department of Labor and any authorized representative of any government agency involved in the funding of this project, access to and the right to examine all records, books, papers, payrolls, or other documents related to this construction project. This right shall extend from the time of execution of the contract through the entire period of work, and ending three (3) years after the final pay estimate is disbursed.

The submission of weekly payroll certifications from both the prime contractor and all subcontractors will be required for this project. Submissions shall be made to the City of Quincy, (project manager), managing this project. Computer generated forms or other state and/or federal forms listing the appropriate information are acceptable for use as long as a signed certification statement is also on the form signed by a responsible company official. Submittals on a monthly basis broken down per week are acceptable if submitted within ten-days of the end of the month.

Failure to submit the required information may, in addition to such other penalties as may be prescribed by contract or law, is grounds for being barred from bidding upon construction projects using city funds for a period of two-years.

If the Illinois Department of Labor revises, during the term of this contract, the prevailing wage rate of hourly wages to be paid by the City of Quincy in Adams County, the revised rate as provided by the Department of Labor shall apply to this contract.

SECTION 2 – CITY INFORMATION AND MINIMUM QUALIFICATIONS

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2.1 City Overview

The City of Quincy is located in Adams County in West Central Illinois. Its western border is the Mississippi River and the State of Missouri. Its population is 39,463. The City Government is composed of an elected Mayor and 14 city council members with an appointed Director of Administrative Services.

The City is responsible for Central Services which includes roads, streets, waste management, forestry, barge dock, public transportation; Planning & Development including code enforcement;

Utilities including sewage treatment, storm water management, and water treatment; Public Safety including Police and Fire services; Municipal Airport and Civil Engineering. Administrative responsibilities include finance and accounting, procurement and contracting, information management services, personnel, risk management and the City’s Clerk’s office.

2.2 Fiscal Year

The City’s fiscal year runs from May 1st through April 30th of each calendar year.

2.3 Holiday Schedule

The City’s holiday schedule shall include:

New Year’s Day Martin Luther King Day Presidents Day Good Friday City Election Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day & Friday Christmas Eve & Day

2.4 Equal Employment Opportunity

The Contractor shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, or disability. Such action shall include, but not be limited to, the following: employment, upgrading, demotion, or transfer; recruitment; advertising; layoff or termination; rates of pay or other forms of compensation; and selection of training, including apprenticeship. The Contractor shall state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, or disability. The Contractor shall incorporate the foregoing requirements of this paragraph in all of its subcontracts for work performed under the terms and conditions of this Contract. A breach of this provision may be grounds for termination of this Contract.

2.5 Proprietary Information

In accordance with the Illinois Public Records Act, and except as may be provided by other applicable State and Federal Law, all proposers should be aware that Request for Proposals and responses thereto are in the public domain. However, the proposals are requested to identify specifically any information contained in their proposals which they consider confidential and/or proprietary and which they believe to be exempt from disclosure, citing specifically the applicable exempting law.

2.6 Insurance

The Proposer shall secure and maintain during the entire term of the contract and extensions thereto, liability insurance in an amount satisfactory to the City as stated in Section 1.13.

SECTION 3 – INTRODUCTION

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The City of Quincy is requesting proposals from interested, qualified and experienced medical facilities/groups to perform occupational health services. Services would specifically include areas of pre-employment physical examinations, fitness for duty evaluations and examinations, drug/alcohol testing, etc., and Workers’ Compensation services.

The City of Quincy is looking for a one (1) year contract for the Occupational Health Clinic services, and it shall begin on January 1, 2026.

The City of Quincy’s current Occupational Health Services contract is with Quincy Medical Group and the current contract will expire on December 31, 2025.

The City of Quincy is presenting two options (Option A & Option B) for the Occupational Health Services contract this year. Proposers shall provide with their proposals, service information & pricing for both Options A & B.

In order to be considered, proposers must submit a proposal which includes pricing & service information for both Options A & B.

Option A is intended to cover on an as-needed basis, and it shall provide the following:

1. Pre-Employment Physicals, City Employee Physicals, Fitness for Duty Exams including comprehensive annual exams for Police and Fire Department personnel.

2. Employee Drug Screening (random and accident based testing)

3. Workers Compensation services

4. Flu Vaccines

5. Hearing evaluations and recommendations

Option B is intended to cover on an as-needed basis, and it shall provide the following:

1. Pre-Employment Physicals, City Employee Physicals, Fitness for Duty Exams including comprehensive annual exams for Police personnel only.

2. Employee Drug Screening (random and accident based testing

3. Workers Compensation services

4. Flu Vaccines

5. Hearing evaluations and recommendations

SECTION 4 – SCOPE OF SERVICES

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The City of Quincy is seeking proposals from medical facilities, groups, health care facility(ies) or hospital to conduct occupational health services as specified herein. Successful proposals will demonstrate the service provider is able to provide a broad range of pre-employment and occupational health services as requested by the City of Quincy.

The City is seeking to enter into a one (1) year agreement for occupational health services.

a) Scope of Services

The City desires to contract with one provider for all of the services referenced. The City would like to contract with the chosen provider for one (1) year. The City is searching for a provider to administer services to City personnel and to organize this with differing City departments. The approximate annual quantities below are representative of the quantities utilized annually for the past year. The quantities stated herein are an estimate of the City’s requirements. The successful proposer agrees to furnish an amount more or less than the estimate in accordance with the City’s actual needs.

The City is requesting proposers provide pricing for two options (Option A & Option B) for the Occupational Health Services contract this year.

Proposers shall provide with their proposals, service information & pricing for both Options A & B in order to be considered.

Option A – covers services for both Police & Fire

Option B – covers services for Police personnel only.

See the estimated quantities noted in Exhibit A.

The awarded proposer should anticipate an increase in physicals for the Quincy Police Department in 2026.

b) Qualifications of the Proposer

• The proposer must have all necessary licenses and requirements according to the Federal, State, and local government.

• Proposer’s capability to perform fully and in a timely manner to the contract requirements, with the tenacity, perseverance, experience, integrity, and reliability which will assure good faith performance.

• Personnel to be assigned to the project, and their education, capabilities, qualifications and experience with similar projects; and

• Staff members are to be self-employed, contracted or employed directly by the selected proposer.

• The selected staff members for the City’s Occupational Health Clinic must have all the necessary professional credentialing according to the Federal and State of Illinois regulations.

• A physician who is trained in occupational medicine (preferably board certified in occupational medicine) will conduct all examinations and analysis, and will render a medical work clearance determination specific to the requirements of the job classification.

SECTION 4 – SCOPE OF SERVICES

P a g e | 19 c.) Scheduling

a. Provider will be available to provide medical examinations, at a minimum during business hours, Monday through Friday, 8:00 am – 5:00 pm. Facilities and equipment will be accessible to persons with physical disabilities.

b. Pre-employment (post-offer) evaluation requests will be provided by the City to Contractor. Contract will contact employee/applicant within 1 business day and will schedule and complete examination appointment within 1 week, unless employee/applicant and City agree to delay exam. In addition, the contractor will advise the City when the exam has been scheduled.

c. Each pre-employment (post-offer) evaluation and respective diagnostic, screening, and lab test(s), must be performed in a single time period on the same day. This time period must not exceed four hours except where performance is beyond reasonable control. Any change in such performance will require the prior authorization of the City.

SECTION 5 – OCCUPATIONAL HEALTH SERVICE REQUIREMENTS

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Please review the information below and include answers to all applicable paragraphs regarding your company’s occupational health services:

5.1 The contractor will provide services for the following (Please refer to the Scope of Service regarding

Options A & B):

1. Exams:

Quincy Fire Department Quincy Police Department CBC w/ diff CBC w/ diff Comprehensive Metabolic Panel Comprehensive Metabolic Panel Lipid Panel Lipid Panel Urinalysis w/ micro Urinalysis w/ micro

EKG EKG

Lead ZPP Lead ZPP

PFT PFT

Audiogram Audiogram Vision/Vitals Vision /Vitals Physical Exam Physical Exam Heavy Metal Blood Stress Test PSA Phospolipase Coronary Calcium Score (Optional Service)

2. Additional Services

a. Pre-employment medical evaluations for non-safety employees as well as safety employees.

b. Return to work (fitness for duty) examinations for safety and non-safety employees.

c. OSHA-based surveillance exams.

d. Random Testing Program Administration.

3.