Health_Services,_Annual_Medical_Examinations_and_New_Hire_Testing_for_the_City_of_Carmel_Police_Department.pdf

CITY OF CARMEL

PROJECT MANUAL & PROPOSAL

PACKAGE

Health Services, Annual Medical Examinations and

New Hire Testing for the City of Carmel Police

Department

Project No. CPD-RFP-01

HAMILTON COUNTY, INDIANA

City of Carmel Police

One Civic Square

Carmel, Indiana 46032

Office: (317) 571 - 2441

Monday, August 11, 2025

TABLE OF CONTENTS

1. REQUEST FOR PROPOSALS

2. INSTRUCTIONS TO VENDORS

3. TERMS AND CONDITIONS

4. SCOPE OF WORK

5. SELECTION CRITERIA

6. COST PROPOSAL

7. VENDOR SUBMISSIONS

8. ATTACHMENTS

REQUEST FOR PROPOSALS

City of Carmel, Indiana

NOTICE FOR REQUEST FOR PROPOSALS

City of Carmel, Indiana

Purchasing Agency: City of Carmel Board of Public Works and Safety

One Civic Square

City of Carmel, Indiana 46032

Department: Carmel Police Department

Project: City of Carmel Request for Proposals for Health Services, Annual Medical

Examinations and New Hire Testing

Notice is hereby given that the Board of Public Works and Safety for the City of Carmel, Hamilton County, Indiana, will receive proposals, not later than 9:00 a.m. local time Wednesday, September 3, 2025, via the City of Carmel's e-Procurement Portal at https://procurement.opengov.com/portal/carmelin for the following project:

City of Carmel Request for Proposals for Health Services, Annual Medical

Examinations and New Hire Testing

No late bids will be accepted. The specifications are attached and set forth in detailed documents on file via the City of Carmel's e-Procurement Portal at https://procurement.opengov.com/portal/carmelin.

Questions regarding this solicitation must be submitted to the portal prior to 3:00 p.m. on Tuesday, August 26, 2025. All responses to questions will be publicly posted to the portal. Please call Donna Wilham (317) 571-

2721 to confirm whether any such written questions and/or responses exist.

No offeror may withdraw any bid or proposal within a period of thirty (30) days following the date set for receiving bids or proposals. The City of Carmel reserves the right to hold any or all bids or proposals for a period of not more than thirty (30) days and said bids or proposal shall remain in full force and effect during said period. The City of Carmel reserves the right to reject and/or cancel any and all bids, solicitations and/or offers in whole or in part as specified in the solicitations when it is not in the best interests of the governmental body as determined by the purchasing agency in accordance with IC 5-22-18-2.

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

As provided in the request for proposals and/or under the rules or policies of the City of Carmel, discussions may be conducted with, and best and final offers obtained from, responsible offerors who submit proposals determined to be reasonably susceptible of being selected for award. Any contract will be awarded to the responsible offeror whose proposal is determined in writing to be the most advantageous to the City of Carmel, taking into consideration price and the other evaluation factors set forth in the request for proposals.

Jacob Quinn, City Clerk

INSTRUCTIONS TO VENDORS

1. DEFINITION OF KEY WORDS USED IN THE SOLICITATION

For purposes of this solicitation and subsequent contract, the following definitions shall apply:

City: The City of Carmel, IN

Contract: The legal agreement(s) executed between City and the Successful Vendor(s). The Contract will include all the conditions and requirements set forth in this solicitation and any Addenda to the solicitation. If for a Request for Proposal, any Special Terms and Conditions and standard terms and conditions contained in the sample Agreement attached to this solicitation, and all the terms of the response submitted by Vendor as finally negotiated and accepted by the City.

Contractor/Consultant: A Successful Vendor that enters into a Contract with the City.

Contract Representative: The City employee or employees who have specifically been designated to act as a contact person or persons to the Contractor, and is responsible for monitoring and overseeing the Contractor's performance under this Contract.

Board of Public Works and Safety: The purchasing agency for the City authorized to execute contracts and addenda thereto on the City's behalf.

May: Indicates something that is not mandatory but permissible.

Vendor: Each individual or entity that submits a response to this solicitation.

Will: The indicated party is promising to take the action or abide by the condition.

Must: The action or condition is required.

Should: Indicates something that is recommended but not mandatory. If the Vendor fails to provide recommended information, the City may, at its sole option, ask the Vendor to provide the information or evaluate the response without the information.

Portal: The City's eProcurement portal, OpenGov, located at https://procurement.opengov.com/portal/carmelin.

2. PRE-SUBMITTAL MEETING

If one is scheduled, a Pre-Submittal Meeting will be held at the date and time stated in the timeline of this solicitation. Attendance at this meeting is not mandatory, but written minutes and/or notes regarding the meeting will NOT be provided, so attendance is encouraged. The purpose of this meeting will be to clarify the contents of this solicitation in order to prevent any misunderstanding of the City's position.

3. INQUIRIES

Vendors must submit questions by the Question Submission Deadline. Telephone inquiries will not be accepted.

If necessary, questions and answers will be posted as soon as available. The names of Vendors who submit questions will not be disclosed. All clarifications will be available in the Question and Answer and Addenda

Sections in the portal, only the information in these sections should be used in preparing a response; verbal communications and other written documents intended to clarify and interpret will not legally bind the City.

The City does not assume responsibility for the receipt of any clarifying information. Vendors must periodically check for updates.

4. ADDENDA TO REQUEST FOR PROPOSALS / QUALIFICATIONS

Solicitation Addenda, if any, will be posted to the project on the City’s portal. Vendor is responsible for checking the portal regularly for new solicitation addenda and must acknowledge each addenda to this solicitation in its response. Please note that vendors who have registered as a vendor at https://procurement.opengov.com/portal/carmelin and follow the project will receive email notifications of solicitation addenda.

5. UNDERSTANDING SCOPE OF SOLICITATION

If the solicitation is a Request for Proposals, before submitting a response to this solicitation, Vendor must familiarize itself with the Scope of the Solicitation, laws, regulations, physical conditions, and other factors affecting the obligations – including the expense and difficulty of fulfilling those obligations – that Vendor will have under the Contract if awarded to Vendor. No adjustment to the financial or other terms of the Contract will be justified by Vendor's failure to fully understand or appreciate the Contract requirements or other factors affecting Contract performance.

If the solicitation is a Request for Qualifications ("RFQ"), before submitting a response to this solicitation, Vendor must familiarize itself with the Scope of the Solicitation, laws, regulations, physical conditions, and other factors affecting the obligations – including the expense and difficulty of fulfilling those obligations – that

Vendor will have under the terms and conditions of this RFQ. No adjustment to the financial or other terms of this RFQ will be justified by Vendor's failure to fully understand or appreciate the RFQ requirements.

6. PREPARATION OF RESPONSE

A. Form and Organization. Vendor's response must be on the forms provided in this solicitation (as applicable) or through the portal. Supporting documentation must be arranged in a manner that follows and clearly refers to corresponding sections of the solicitation. Vendor may copy the response forms in order to complete them electronically but may not alter or rearrange them or change any paragraph designations.

B. Confidential Proprietary Information. Any proprietary information, such as financial statement, intellectual property, or business performance information, in its response that Vendor wishes to be treated as confidential must be clearly marked “CONFIDENTIAL.” Please note that unless specifically indicated, answers to the Vendor questionnaire are not considered confidential information and will be available for public review.

C. Response Contents. Vendor must complete all the forms contained in and respond to all sections of the solicitation. Vendor must attach any requested supporting documentation.

D. Signatures. Any cover letter accompanying the response documents must be signed. The person electronically signing and initialing on behalf of Vendor must be a person authorized to legally bind

Vendor.

E. Prices. Where a unit price is provided it will govern over any erroneous extension of the price.

F. Time Periods. Periods of time, stated as a number of days, will be calendar days unless specifically stated otherwise.

G. Accuracy. Mistakes in preparation of its response confers on Vendor no right to modify or withdraw its response after the Submittal Deadline.

H. Cost of Preparation. The City will not reimburse Vendor for the cost of developing, presenting, submitting or providing any response to this solicitation.

I. Subcontractors. Vendor must, in their response, list any subcontractors that it will utilize in the performance of the Contract if they are awarded the Contract and must describe their qualifications in detail.

J. Incomplete Information. Failure to include all requested information may deem Vendor's response unresponsive.

7. SUBMISSION REQUIREMENTS

Each Vendor must carefully examine all solicitation documents and become thoroughly familiar with all requirements prior to responding to ensure the response meets the intent of this solicitation.

Vendor is responsible for making all investigations and examinations that are necessary to ascertain conditions affecting the requirements of this solicitation. Failure to make such investigations and examinations will not relieve the Vendor from obligation to comply, in every detail, with all provisions and requirements of the solicitation.

Responses must be in PDF or Excel format ONLY. Other formats uploaded may be deemed non-responsive.

Responses may be submitted any time prior to the Submission Deadline. Vendors may modify responses that have already been submitted, before the Submission Deadline. Recording of response submission time and date will occur via the portal. To satisfy any required public opening, the Vendor list is made available in the portal after the Submission Deadline.

8. PAYMENT DISCOUNTS

Payment discount periods shall be computed from the date of receipt of the material/service or correct invoice, whichever is later, to the date City’s payment warrant is mailed. Unless freight and other charges are itemized, any discount provided shall be taken on full amount of invoice. Payment discounts of twenty-one calendar days or more shall be deducted from the proposed price in determining the price points. However, the City shall be entitled to take advantage of any payment discount offered by a vendor provided payment is made within the discount period. The payment discount shall apply to all purchases and to all payment methods.

9. TAXES

The City is exempt from federal excise tax, including the federal transportation tax. The City is exempt from sales tax.

10. RESPONSE SUBMITTAL FORMAT

A response should be submitted on the forms and in the format specified in this solicitation and these instructions.

11. PUBLIC RECORD

The information supplied by the Vendor as part of this solicitation will become part of the City. Except as set forth below with respect to Confidential Information, submitted responses to the solicitation will be available to interested parties in accordance with the Indiana Access to Public Records Act (IC 5-14-3).

12. CONFIDENTIAL INFORMATION

The City is obligated to abide by the Access to Public Records Act (APRA), Indiana Code 5-14-3. If Vendor believes that any portion of its response contains information that is confidential and subject to being withheld from disclosure under APRA, Vendor must, when the record is submitted, provide the City written notification of that fact. The records or portions of records that Vendor wishes to be treated as confidential must also be clearly marked “CONFIDENTIAL” on their face. Pricing will not be treated as confidential. Please note that unless specifically indicated, answers to the solicitation questionnaire are not considered confidential information and will be available for public review.

If the City, after award notification, receives a public-records request to which a Contractor record marked

“CONFIDENTIAL” is responsive, City will notify Vendor in writing. Unless Vendor, within 10 days after the date of that notice, obtains and provides to City an order from a court of competent jurisdiction prohibiting the

City from releasing the records, the City may release the records without any liability to Vendor.

13. CERTIFICATION OF NONCOLLUSION; CONFLICTS OF INTEREST

By submitting a response, Vendor warrants that:

A. Preparation and submission of the response did not involve collusion or other anti-competitive practices.

B. Vendor has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, meal or service to a public servant in connection with this solicitation.

C. No person has been employed or retained to solicit or secure a Contract under this solicitation upon a promise of a commission, percentage, brokerage, or contingent fee.

D. No member of the City, Mayor and Council or any employee of the City involved in this solicitation process has any financial interest in Vendor's entity.

The City may disqualify Vendor from further participation in the solicitation process if the City determines that

Vendor has an actual or apparent conflict of interest or has engaged in any collusion or anti-competitive practices.

14. WHEN AND HOW TO SUBMIT RESPONSES

In order to be considered, Vendor must, no later than the Submittal Deadline, submit its response electronically through the portal at https://procurement.opengov.com/portal/carmelin.

NOTE: THE ENTIRE RESPONSE MUST BE IN "SUBMITTED" STATUS IN THE PORTAL IN ORDER

TO BE CONSIDERED. RESPONSES THAT HAVE BEEN DRAFTED IN THE SYSTEM, BUT THAT ARE

NOT IN "SUBMITTED" STATUS BY THE SUBMITTAL DEADLINE WILL NOT BE CONSIDERED.

15. RESPONSE AND ACCEPTANCE PERIOD

In order to allow for an adequate evaluation, the City requires a response to this solicitation to be valid and irrevocable for ninety (90) days after the solicitation due date and time.

16. WITHDRAWAL OF RESPONSE; BINDING RESPONSE

By submitting a response to this solicitation, Vendor is offering to enter into the Contract with the City. Vendor may withdraw a submitted response at any time prior to the Submittal Deadline. Responses can be withdrawn by clicking "unsubmit response" in the portal.

17. DISCUSSIONS/CLARIFICATIONS

After opening responses, the City may, at its discretion, conduct discussions with Vendor for the purpose of eliminating minor irregularities, informalities, or apparent clerical mistakes in Vendor's response in order to clarify the response and assure full understanding of, and responsiveness to, solicitation requirements.

18. VENDOR REGISTRATION

In order to be eligible for award of a Contract, Vendor must:

A. Register for the portal with the City’s Finance Department as a vendor. Registration can be completed at https://www.carmel.in.gov/government/clerk-of-the-city/bid-opportunities by clicking on View

Procurement Portal and signing up. Please note that email notifications of newly published solicitations and addenda will be provided to those vendors that opt in to receive notifications.

19. UPON NOTICE OF INTENT TO AWARD

If the solicitation is a Request for Proposals, the apparent successful Vendor shall sign and file with the City, within five (5) days after Notice of Intent to Award, all documents necessary to the successful execution of the

Contract.

20. AWARD OF CONTRACT

If this solicitation is a Request for Proposals, notwithstanding any other provision of the Request for Proposals, the City reserves the right to award based on whose proposal is determined to be the most advantageous to the

City, considering the criteria set forth in the solicitation. The award may be based on factors such as price, quality, qualifications, experience, and the ability to meet project requirements. The City reserves the right to:

A. waive any immaterial defect or informality; or

B. reject all Proposals; or

C. cancel the solicitation and reissue the Request for Proposals.

A response to this Request for Proposals is an offer to contract with the City based upon the terms, conditions and Scope of the Solicitation contained in the City's Request for Proposals, any issued Addenda, and standard terms and conditions contained in the attached sample Agreement. Responses do not become contracts unless and until they are executed by the City's Board of Public Works and Safety or an authorized entity within the

City.

https://www.carmel.in.gov/government/clerk-of-the-city/bid-opportunities

21. SOLICITATION RESULTS

If this solicitation is a Request for Proposals, the name(s) of the successful Proposer(s) will be posted on the

City's portal at https://procurement.opengov.com/portal/carmelin upon issuance of a Notice of Intent to Award or upon final contract execution.

If this solicitation is a Request for Qualifications, a list of the Vendor(s) who were shortlisted will be posted on the City's portal at https://procurement.opengov.com/portal/carmelin after the qualifications are evaluated.

22. PROTESTS

If this solicitation is a Request for Proposals, a protest shall be in writing and shall be filed with the Board of

Public Works and Safety. A protest of a solicitation shall be received at the Board of Public Works and Safety not less than five (5) working days before the solicitation due date. A protest of a proposed award or of an award shall be filed within ten (10) days after issuance of notification of award or issuance of a notice of intent to award, as applicable. A protest shall include:

A. The name, address, and telephone number of the protestant;

B. The signature of the protestant or its representative;

C. Identification of the solicitation or Contract number;

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

and

E. The form of relief requested.

TERMS AND CONDITIONS

1. STANDARD TERMS AND CONDITIONS

A. The City reserves the right to (1) accept or reject any and all proposals and to waive any technicalities or irregularities involving any proposal and to cancel the Request for Proposal ("RFP") process at any time prior to entering into a formal contract, (2) not award a contract for any or all of the specified services that are the subject of this RFP process, (3) award contracts for the specified services to separate contractors, (4) negotiate contract terms acceptable to the City with the successful Vendor(s), (5) disregard all nonconforming, non-responsive or conditional proposals, and (6) reject the response of any

Vendor which does not submit a proposal to the City’s satisfaction.

B. Respondents to this RFP may be requested to provide supplemental information or to make a presentation in addition to their proposal. The City reserves the right to request additional information and/or presentations from any organization. Additional information may be presented in writing during a pre-selection interview if one is conducted.

C. The obligation and the performance of the Vendor to whom the Contract is awarded shall be subject to compliance with the provisions of Indiana Code 5-13 and all other applicable laws, rules, regulations, and local ordinances.

D. If a successful Vendor does not execute a contract within thirty (30) calendar days after the award, the

City may give notice to such Vendor of intent to award the contract to the next most qualified Vendor or to call for new proposals and may proceed to act accordingly. The City assumes no cost by the Vendor in preparation, submission or presentation of their proposal.

E. All proposals shall be guaranteed for the entire duration of the contract. It is the intention of the City to engage the Vendor for a one year term with optional extensions of one year.

F. The City reserves the right to terminate with 90-days written notice any contract arising from this RFP.

Furthermore, the City may terminate the contract without prior written notice upon the failure of the successful Vendor to comply with the terms and conditions of the proposal. Under no circumstances will any damages be paid by the City because of the termination of this contract.

G. The successful Vendor agrees that it will charge only for goods and/or services contained in the proposal or negotiated with the City. Goods and/or services not contained in the proposal will not be rendered or charged without the prior written consent of the City.

H. Sub-contracting by the Vendor without written consent of the City is prohibited unless specifically authorized by the RFP or the City.

I. Vendor will give the City, or its authorized representative, the privilege of inspecting, examining, and auditing, with or without notice, during normal business hours, such business records which are directly relevant to any financial arrangement arising from this RFP.

J. The successful Vendor shall agree to hold the City harmless from any claims and related expenses arising from your employees or agents providing the services agreed upon and arising from this process.

This includes but is not limited to property damage, bodily injury, personal injury to third parties, and damage to premises of the City. Resolution of any disputes arising from this process will be subject to and conducted in accordance with the laws of the State of Indiana.

K. All proposals and related reference information submitted in response to this RFP will become the property of the City and will not be returned to the respondent. Each entity submitting a proposal waives any right of confidentiality as to the proposal documents. If an entity submitting a proposal considers certain material in the proposal confidential proprietary information, it shall clearly designate those portions of the proposal it wishes to remain confidential. As a public entity, the City is subject to making records available for public disclosure. The City will attempt to maintain the confidentiality of material marked proprietary; however, it cannot guarantee that information will not be made public if required to be disclosed pursuant to the Access to Public Records Act (APRA), Indiana Code 5-14-3 or an order of the court of competent jurisdiction.

SCOPE OF WORK

1. Purpose

The City of Carmel seeks a qualified contractor with proven experience in providing comprehensive medical services for law enforcement personnel. The contractor must demonstrate the capability to handle confidential medical records, maintain compliance with applicable medical and privacy regulations, and provide timely and accurate results. Additionally, the contractor should be familiar with the unique needs of public safety personnel and the standards set forth by law enforcement agencies.

2. Scope of Work

The selected contractor shall be responsible for providing the following medical services, which are critical to the health and performance of police officers:

A. Physical Examinations: Comprehensive health evaluations to assess general physical health, including vital signs, cardiovascular health, and physical capability to perform essential job functions.

B. Disease Assessment: Screening for communicable diseases, as well as general health risks that may impact the officer's ability to perform their duties.

C. Blood and Laboratory Tests: Routine and specialized blood tests to assess for underlying conditions that may affect an officer’s health and performance, including but not limited to diabetes, cholesterol levels, liver and kidney function, and more.

D. Controlled Substance Testing: Drug testing to ensure that officers are free from any illegal substances that would impair their judgment, reaction time, or overall health, consistent wi

The selected contractor shall be responsible for providing the following medical services, which are critical to the health and performance of police officers:th the City’s policies and applicable law enforcement standards.

E. Respirator Examinations: Evaluations to ensure that employees are fit to wear respiratory protection when needed, especially in situations where exposure to hazardous substances is possible.

F. Fitness Evaluations: Annual evaluation of physical fitness to ensure that officers meet the physical requirements necessary to handle the physical demands of police work, including endurance, strength, and overall cardiovascular health.

3. Specifications

In addition to the specifications in this section, please reference the ATTACHMENTS for any additional specifications.

4. Minimum Qualifications

At a minimum, Contractor must meet the following qualifications:

1. Have been in the business of providing medical examinations and tests as described herein for a minimum of five (5) years.

2. Have the ability to obtain the minimum insurance requirements set forth in this Agreement.

https://procurement.opengov.com/portal/carmelin/projects/180594/document?section=1660783

3. Own or have immediate access to the equipment required to provide services.

4. Own or have immediate access to the equipment and facilities required to provide services.

5. Be free from legal and regulatory matters that might prevent Contractor from fulfilling the terms and conditions of the Agreement.

6. Have the capacity to invoice the department separately and report to the City of Carmel Police

Department.

7. Have the means to communicate sensitive, confidential medical information electronically via email;

and have a secure internet portal where user departments can access status, medical records, substance test results and billing information regarding requested services. Billing must show detailed line items of services and charges for each patient and will be submitted in a reasonable amount of time.

8. Unless otherwise specified herein, required medical facilities and collection sites shall be located within 10 miles of the City of Carmel Police Department located at 1000 S. Rangeline Rd, Carmel, Indiana.

Employment Medical Examinations and Tests

1. Have on staff, or subcontract with, State of Indiana medical board certified and licensed physicians experienced in occupational medicine.

2. Have a minimum of one facility within 10 miles of the City of Carmel Police Department located at

1000 S. Rangeline Rd, Carmel, Indiana that can provide all services required or provide on-site services to locations designated by the City via a mobile unit.

5. Minimum Requirements

At a minimum, Contractor shall provide and meet the following medical requirements:

A. Account Management

1. Contractor shall provide a single point of contact, a dedicated Account Manager, who will be readily available during normal business hours to administer the Agreement.

2. Contractor shall be responsible for notifying the City with any changes to the account manager or contact information. Account Manager's responsibilities shall include, but are not limited to, overseeing all aspects of implementation, servicing, reporting, and issue resolution.

B. Specifications

1. Contractor must meet the minimum requirements for medical examinations and tests outlined in

Appendix C - Specifications and are required to document whether they are able to meet or propose an alternative. The Specification response will be used as a guideline for evaluation.

C. Medical Examinations & Tests

1. Contractor shall establish medical standards and perform specific types of medical examinations for the Carmel Police Department. Medical examinations shall only be conducted by a licensed, certified physician, physician assistant, advanced registered nurse practitioner or clinical nurse specialist.

2. For the provision and oversight of all services required by this RFP, Contractor shall provide licensed, certified physicians with occupational health and safety expertise and board certification in occupational medicine who will show evidence of oversight by signing the final medical clearances.

3. Utilize physicians with a minimum of five (5) years post graduate experience.

4. Maintain all insurances including malpractice insurance and professional liability insurance for the

Term of Agreement.

5. Provide copies of Contractor’s patient information forms in an approved electronic format, preferably Microsoft Office or PDF format for completion by individuals prior to arriving for their scheduled appointments.

6. Conduct the required medical examinations and tests and provide the results to the City and/or employee as designated by the specific type of medical examination or test.

7. Contractor shall provide the Carmel Police Department with its policy regarding third party witness of medical examinations for distribution to employees and applicants.

8. Contractor's physicians shall refer employees and applicant/candidates to their primary healthcare physician for all health concerns and shall maintain a record of said referrals.

9. All documentation received by Contractor from other medical providers for employment medical examinations and tests related to pre-existing conditions shall be included in Contractor’s report to the Carmel Police Department.

10. Provide services that conform to the current standards developed by the American Medical

Association (AMA), Indiana Department of Transportation (“INDOT”), the U.S Department of

Transportation (DOT) and other applicable regulatory agencies.

11. Contractor shall conduct examinations, make evaluations and report findings that conform to the current client medical standards, as well as NFPA, INDOT, DOT, OHSA, OTETA, Americans with

Disabilities Act (ADA), HIPAA, GINA and other applicable regulatory requirements.

12. Contractor's processes shall ensure that all examinations, testing and reporting are in compliance with all applicable laws and are legally defensible.

13. Be a current member in "good standing" with no disciplinary or enforcement actions pending from the State of Indiana medical licensing board.

14. Ensure that employment medical examinations and tests begin within 20 minutes of applicant’s or employee's arrival and are completed within 120 minutes of arrival. For any cases where the

Contractor exceeds this performance time frame, Contractor shall notify HR within five business days of the affected examinations and provide a detailed explanation of what caused the excess time.

15. Ensure that Police annual medical examinations and tests begin within 20 minutes of employee’s arrival and are completed within 120 minutes of arrival.

16. Provide employment medical examination and test results to the authorized departmental representative within five (5) business days of the medical examination or test, for general employment or 10 business days for sworn public safety employees, unless an extension is granted by the Carmel Police Department due to the nature of the test or examination requiring a longer period for obtaining accurate results. When Contractor is unable to meet the specified performance time frame, prior to expiration of the time frame, Contractor shall proactively notify HR via email or telephone and shall provide an explanation of the circumstances that will cause the delay and the estimated additional time that will be needed. Said explanation shall not include confidential medical information.

17. Be able to provide periodic reports to the City evidencing that testing and calibration of instruments and equipment used to conduct medical tests have been performed to ensure that the instruments and equipment operate in accordance with medical industry standards.

18. Be responsible, along with the employee's or applicant's personal physician if appropriate, for determining from Contractor's medical examination and test results if the employee or applicant meets the guidelines to perform a job and can safely work in the position. Contractor shall also be responsible to use specialized occupational medical expertise along with specifically identified essential job functions in making these determinations. In the event that an employee or applicant must be referred to a personal physician in order to complete the determination, Contractor shall notify the employee or applicant of the required referral within 48 hours and shall record the method, date and time of referral. The 48-hour period shall begin at the time that the Contractor first becomes aware of the need for referral. For example, this could be at the time of examination, upon receipt of test results, or as a result of a review of examination results by an occupational medical specialist.

Concurrent with notification to the employee or applicant, Contractor shall separately notify designated HR staff via email or telephone and shall provide an explanation of the circumstances of the referral. Said explanation shall not include confidential medical information.

D. Alcohol and Drug Tests

1. Provide alcohol and controlled substance tests for pre-employment, return to duty, and follow-up which conform to testing and confirmation requirements mandated by applicable federal and state regulations, and City policies.

2. Provide services that conform to the current standards developed by the American Medical

Association (AMA), Indiana Department of Transportation (“INDOT”), and all other applicable regulatory agencies.

3. Retain all records created as a result of the Agreement for the required period of time, currently five

(5) years, or longer, if required by any laws.

4. Provide test results to the City within two (2) business days of the test. When Contractor's follow up test protocol, which is mandated by federal or state regulations, causes reporting to exceed agreement standards, Contractor shall proactively notify HR, as appropriate, via secure internet portal, email or telephone and shall provide an explanation, to the extent permitted by law, of the circumstances causing the delay.

5. Complete substance testing within 60 minutes of employee’s or applicant's arrival.

6. Give priority to sworn Police for substance test appointments and walk-ins to minimize the amount of time safety sensitive personnel are away from their assignments.

E. Medical Records and Forms

1. Contractor shall compile a medical record for each individual referred for a medical examination or test. Contractor shall maintain medical records separately and in a confidential manner to be released only in strict accordance with current applicable laws. Ownership of medical records shall remain with the Contractor. However, Contractor shall give the City rights to required information to the extent permissible by all applicable laws.

2. Contractor shall develop and provide Controlled Substances Screening and Police health medical examination forms for use when conducting applicable medical examinations and tests. Contractor may be required to develop and provide other medical record forms for use when conducting medical examinations and tests for the City. Contractor shall obtain City approval of all forms prior to use. Contractor shall retain ownership of all forms developed for use on the City’s account. Upon request by the City, Contractor shall provide copies of forms at no additional charge.

3. Generic information concerning applicants for statistical or billing purposes shall be released upon request to the City. Contractor shall provide all City patients with access to the entirety of their personal medical records upon completion of appropriate medical release documents.

4. For employees and applicants referred by HR for employment medical examinations and tests, Contractor shall utilize forms provided by HR. Additionally, for Police employees or applicants referred by HR for employment medical examinations and tests, Contractor shall use forms provided by HR.

5. For officers referred by Police for medical examinations, Contractor shall compile a medical record to include Police Department approved forms developed and provided by Contractor.

6. Contractor shall also record and report pertinent medical information, which recording and reporting may not be otherwise addressed in the contract, in a form that is acceptable to the City.

F. Retention of Records

1. Contractor shall provide for retention of all records created as a result of the Agreement for a period of five years, or longer if required by the City or any applicable laws. All records will be maintained in a secure location with controlled access. Records will be made available for inspection at the

City’s Human Resources department within two business days after a request has been made by the

City. Contractor may be asked to notify the City in writing at least 30 calendar days prior to any destruction of medical records, change of location of medical records or change of ownership of medical records.

G. Medical Examinations and Tests

1. Contractor’s medical examinations and tests shall include, but are not limited to the following services:

Item Description

1 Medical History

2 Occupational History

3 Physical Exam

4 Record Height and Weight

5 Blood Pressure Check (including two (2) confirmation tests for a pre-hypertensive or higher initial reading)

6 Heart Rate and Rhythm

7 Respiratory Rate

8 Temperature

9 Skin (includes screening for cancer)

10 Eyes, ears, nose and throat

11 Hernia

12 Lymph Nodes

13 Vision (including corrected/uncorrected, peripheral, and color, when applicable)

14 Applicable Blood Test

15 Urinalysis

16 Audiogram

17 Pulmonary Function Test

18 Treadmill Stress Test

19 TB Screening

20 Hepatitis Test

21 Breast Exam

22 Genitourinary (includes, testicular exam, rectal exam)

23 Weight and Body Fat Composition

24 Flexibility Evaluation

25 Musculoskeletal

26 Neurological

27 Respirator Fitting

28 Drug Test 29 Back Health Screen and Lift Testing

H. Safety

1. Contractor shall be responsible for ensuring that Contractor’s staff follow all established safety regulations pertaining to the work to be performed per OSHA and/or City standards.

2. Contractor’s employees will keep doors closed and locked while servicing facilities after hours or when instructed by Facility Manager or Representative.

I. Training

a. Contractor shall provide all job skills training and safety training required for its employees.

Safety training shall instruct employees on the correct and safe use of the safety equipment required and of general safety procedures for the job and materials handling requirements.

6. Contractor's Responsibilities

At a minimum, Contractor shall provide and meet the following responsibilities:

Service Rendering Facility

1. City reserves the right to inspect the business location and any other business location the Contractor may operate prior to award of a contract and, upon reasonable notice to inspect the business location at any time during the term of this contract.

2. Contractor shall provide access to all testing, storage, operations, and other areas, as requested by the

City's representatives.

3. City reserves the right to conduct an on-site inspection of any subcontractor facilities prior to award and during the term of Agreement.

4. Contractor and its subcontractors shall notify the city, in writing, within 30 days of any relocation of it servicing facility.

Price Escalation/De-escalation

1. ECI Index

Any escalation in base labor prices, after the initial Agreement term, will be made annually prior to any extension of this Agreement term. Increases in prices shall not exceed the U. S. Bureau of

Labor Statistics Employment Cost Index (“ECI”) increase for the most recent 12 month period (see http://www.bls.gov/, ECI; Table 5 Compensation Not Seasonally Adjusted; Professional and

Business Services).

7. City's Responsibilties

At a minimum, City shall provide and meet the following responsibilities:

http://www.bls.gov/

1. City shall provide a single point of contact (City Project Manager) to administer the Agreement.

2. City Project Manager shall assist with planning, strategy and objectives prior to performance of the

Work.

3. City Project Manager shall promptly respond to issues and inquiries so as not to hinder the progress, completion, or compensation for the Work.

4. The City will provide Contractor the specifically identified essential job functions information for each requested medical examination for Contractor's use in evaluating any employee's or applicant's fitness for duty and ability to perform specified job functions.

5. The City will make available Contractor’s policy regarding a third-party witness during medical examinations to employees and applicants.

6. The City will be responsible for contacting Contractor to schedule medical examinations and tests.

7. The City will provide meeting space and will coordinate attendance for any training to be provided by Contractor to City employees.

SELECTION CRITERIA

Submitted Responses will be judged on the following evaluation criteria

No. Evaluation Criteria Scoring Method Weight (Points)

1. Qualifications and Experience

• Experience in Law Enforcement or

Public Safety Testing:

o Demonstrated experience in providing medical testing services to law enforcement or public safety agencies.

Experience working with police personnel is highly preferred.

o Familiarity with the specific medical requirements and protocols related to police employees, such as controlled substance testing, respirator exams, and fitness evaluations.

• Professional Qualifications and

Credentials:

o Credentials and certifications of medical professionals who will conduct the tests, including licensed physicians, nurses, laboratory technicians, and other relevant healthcare providers.

o Demonstrated adherence to industry standards, such as the

U.S. Department of

Transportation (DOT) standards for drug testing or

Occupational Safety and

Health Administration

(OSHA) regulations for respirator evaluations.

0-10 Points 25 (25% of Total)

2. Technical Approach and Services Provided

• Comprehensiveness of Medical

Examinations:

o Clear description of the medical examinations and tests that will be provided, including physical exams, disease assessments, blood and lab tests, controlled substance screenings, respirator evaluations.

o A description of how the contractor will manage and track employee medical records, ensuring confidentiality and compliance with HIPAA regulations.

• Customization and Flexibility of

Services:

o Ability to tailor medical exams to meet specific departmental needs or changes in law enforcement health requirements.

• Turnaround Time for Test Results:

o Clear process and timeline for delivering test results to the City of Carmel, especially for critical tests like controlled substance screenings or disease assessments.

• Technology Integration:

o Utilization of secure, digital platforms for test result reporting and employee health tracking

(e.g., online portals for employees to access results, automated scheduling systems for appointments, etc.).

3. Implementation Plan and Timeline

• Project Plan:

o Clear and detailed plan for implementing services, including initial onboarding, scheduling, communication with the City of Carmel.

• Timeline for Initial Testing and

Ongoing Services:

o Realistic timeline for starting the contract, including timelines for initial employee screenings, establishing medical testing procedures, and any necessary follow-up evaluations.

0-10 Points 25 (25% of Total)

4. Cost

• Pricing Structure:

o Clear breakdown of pricing for each service offered (e.g., cost per physical exam, blood test, drug screening, etc.), as well as any volume discounts or bundled pricing options.

• Overall Cost-Effectiveness:

o Assessment of whether the proposed cost provides the best value for the City of Carmel, taking into account both the quality of services provided and the total cost over the life of the contract.

• Billing and Payment Process:

o Transparency in billing practices, including payment terms, invoicing process, and any penalties for late payments.

COST PROPOSAL

BLOOD PANEL (CMP, CBC, LIPID, VENIPUNCTURE)

Line Item Description Quantity Unit of

Measure Unit Cost Total EMR Code

1 CMP (Complete

Metabolic Panel)

1 YR

2 CBC (Complete Blood

Count)

1 YR

3 PULS (Blood) 1 YR

4 Hemoglobin A1C

(Blood)

1 YR

5 Venipuncture 1 YR

TOTAL

WELLNESS MEDICAL TESTING

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Vital Signs - Height, Weight, BMI, BP, Respiratory Pulse

1 YR

2 Vision-Acuity 1 YR

3 PFT - Pulmonary Function Test 1 YR

4 Audiometry 1 YR

5 EKG with Interpretation 1 YR

6 Urinalysis - Dipstick 1 YR

PHYSICAL EXAM

Measure Unit Cost Total

1 Respirator/Medical Review 1 YR

Measure Unit Cost Total

2 Comprehensive Physical Exam 1 YR

3 Health Risk Appraisal (Medikeeper or

Equivalent)

1 YR

FITNESS SERVICES

Measure Unit Cost Total

1 Treadmill - Max (Indirect VO2) 1 YR

2 Neck Circumference 1 YR

3 Waist / Hip Ratio 1 YR

4 Body Fat Test - BIA 1 YR

WEB BASED SERVICES

Measure Unit Cost Total

1 Online Data Program 1 YR

OTHER FEES AND TESTING

Measure Unit Cost Total

1 PSA - Prostate Specific AG (Men

Ages 40+)

1 YR

2 Rectal/Hemoccult (Men Ages 40+) 1 YR

3 Coronary Calcium Score

(Recommendation 40+)

Unit Cost Total

4 Low Dose CT (Recommendation 50+) 1 YR

SCOPE OF STAFFING

Measure Unit Cost Total

1 Blood Draws - Medical Assistant 1 YR

2 Evaluations - Medical Assistant 1 YR

3 Fitness Specialist 1 YR

4 Nurse Practitioner 1 YR

5 MD Review 1 YR

6 Chart Preparation & Individual Data

Management

NEW HIRE TESTING AND EVALUATION

Measure Unit Cost Total

1 Indiana PERF Exam 1 EA

2 Chart Review/Completion 1 EA

3 Medical Opinion - Post Offer - PERF 1 EA

4 Respirator Clearance - SS 1 EA

5 Tb Review - (Hx Positive)

Questionnaire

1 EA

6 Treadmill - MAX (Indirect VO2) 1 EA

7 Body Fat Test - BIA (Bio-Elec Imp

Analy)

1 EA

Unit Cost Total

8 Movement Screen 1 EA

9 Applicant Blood Panel - PERF 1 EA

10 Venipuncture 1 EA

11 Quantiferon - Tb (Blood) 1 EA

12 X-Ray - Lumbar 1 EA

13 X-Ray - Thoracic 1 EA

14 X-Ray - Cervical 1 EA

15 Chest X-Ray - PA/LAT (Digital) 1 EA

16 Vital Signs - Height, Weight, Blood

Pressure, Pulse Rate, Respiration Rate

1 EA

17 Vision - Acuity 1 EA

18 Vision - Color (Ishihara) 1 EA

19 PFT - Pulmonary Function Test 1 EA

20 Audiometry 1 EA

21 EKG With Interpretation 1 EA

22 Urinalysis - Dipstick 1 EA

23 Tonometry (Glaucoma Test) 1 EA

VENDOR SUBMISSIONS

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☐ Please confirm

*Response required

2. Authorized representative contact info:*

Please include the name, title, phone and email of the authorized representative

*Response required

3. Please upload your proposal here (WITHOUT COST)*

*Response required

4. Non-Collusion Affidavit*

Please download the below documents, complete and have notarized. An online notarization option will be provided for you when responding.

• Non-Collusion_Affidavit.pdf

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