RFP 2024_005 City of Douglasville On_Site Med.pdf

City of Douglasville

REQUEST FOR PROPOSALS

On-Site Medical Service

RFP 2024-006

ISSUE DATE: May 29, 2024

DUE DATE: July 15, 2024

Section 1: Description of Proposal Expected

This document constitutes a Request for Proposal (RFP) from qualified individuals or vendors to perform the Scope of Services set forth herein. The City of Douglasville is soliciting proposals for vendors to provide an employee health clinic to its employees, dependents, and retirees. The City is particularly interested in vendors that specialize in representing high quality and cost-effective clinics for employers of comparable size who can reduce healthcare costs to the City.

Section 2: Background

The City of Douglasville is in the heart of downtown Douglasville and is the county seat of and largest city in Douglas County, Georgia. As of the 2020 census, the city has a population of 34,650. Douglasville is located approximately 20 miles west of Atlanta and is part of the Atlanta Metro Area.

The city currently operates an onsite health center and has since May 2020. The current staffing model includes 1 MD and 1 MA. Current hours are Monday & Thursday 6am-3:30PM and Tuesday & Wednesday 6am-12noon. The city is not interested in changing the current staffing model. The City of Douglasville has been selected as Healthiest Employer for 4 years and counting. In addition to health center services, we expect the selected vendor to engage in onsite wellness events, promotions, marketing and provide a high-level of customer service.

The current covered lives that will have access to the health center is listed below:

Child 110

Employee 206

Retiree 79

Spouse 58

Grand Total 453

The current medical carrier is Anthem. They are a 1/1 renewal and self-funded as of January 1, 2024.

Section 3: Scope of Services

The City of Douglasville is soliciting, through this RFP, proposals for a health center. The City has made significant strides in developing a healthier workforce and seeks to continue improvements to benefit employees and lower overall health insurance costs. The City seeks the best possible services for competitive costs.

It is the goal of The City to decrease health insurance costs by providing increased levels of health assessment screening, wellness programs and other services while improving the general health of employees and their dependents. The selected vendor will perform the following specifications for clinic operation:

3.1 Present a service model to assist The City of Douglasville in controlling health care costs. The health center’s approach to participant engagement and trust will be a key component in determining the reward of the business.

3.2 Provide a qualified staff and staffing model to meet the employee needs.

3.3 Provide a convenient and user-friendly method for The City of Douglasville employees, retirees, and dependents to have access to primary and preventive care services. Requested care includes the following:

• Preventive Care

• Sick Visits

• Annual Physical Exams

• Vaccines and Immunizations

• Lab Draws

• Minor Surgical Procedures

• Urgent care

• Drug screenings

3.4 Allow for scheduling of office visits, and/or unscheduled visits. Patients who make an appointment for services will be seen promptly by the provider. Unscheduled visits may require additional wait time, but patients under this contract shall not be required to be waiting more than 30 minutes to see the provider.

Patients with longer projected waits should be promptly rescheduled.

3.5 Provide additional resources and referrals to specialists

3.6 Support wellness initiatives in conjunction with The City of Douglasville, including but not limited to conducting:

• Annual physical exam and blood screening

• Provide employee follow-up and wellness education

• Provide tobacco cessation program, on-going support and appropriate prescription therapy

• Assist the City in developing wellness initiatives that have a direct impact on potentially reducing identified health risks.

3.7 Consider participation satisfaction reviews of personnel performance.

3.8 Purchase, manage and maintain appropriate supply and inventory levels.

3.9 Ensure quality control of all aspects of clinic operations including but not limited to patient care, follow up and referral care.

3.10 Manage employee records in a secured environment in compliance with HIPAA regulations.

3.11 Provide the following reports to the City on an agreed upon time frame.

• Clinic census data – seen/day; time/visit; etc.

• Data Analytics

• Utilization reports

• Financial reports

• Employee satisfaction

• Wellness reporting – aggregate report

• Referral care

• Return on Investment/Cost Savings

3.12 Attend meetings with The City of Douglasville’s benefits committee and commission on an as-needed basis to include reporting on clinic operations and recommendations to improve operations, utilization, and quality/efficiency of care.

3.13 Assist with clinic communication and marketing efforts to participants to ensure an optimal and positive positioning of the clinic. The vendor will coordinate its marketing and promotion efforts with the City of Douglasville’s interests.

3.14 Provide a comprehensive implementation plan.

3.15 The goal of the selected vendor is to create an ongoing partnership. This includes strategy marketing, promoting, attending onsite events and engagement strategies. How will your organization assist with these goals long-term?

3.16 Provide an example of how you were able to increase engagement with a past or current client?

Section 4: Requests for Information

All requests for information and clarifications regarding this project shall reference the above invitation name and be submitted via Bidnet Direct at http://www.bidnetdirect.com no later than June 10, 2024 at 4:00 PM EDT. Questions and answers will be issued in the form of an addendum to all interested parties and will be available on Bidnet Direct at https://www.bidnetdirect.com.

Please contact Alyssa Gordon, Senior Accounting Specialist at gordona@douglasvillega.gov if further assistance is needed. All firms are responsible for checking Bidnet Direct at https://www.bidnetdirect.com on a regular basis for updates, clarifications, and announcements.

The City of Douglasville reserves the right to communicate via electronic mail with the primary contact listed in the proposer’s response to the RFP.

From the issue date of this RFP solicitation until a successful proposer is selected and announced, proposers are forbidden to communicate about this solicitation or this Project for any reason with any members of the City of Douglasville administration and government, except for submission of questions as instructed in the RFP. For violation of this provision, the City reserves the right to reject the proposal of the offending proposer.

Section 5: Submission of Proposals

Responses to this RFP are due by 4:00 PM EDT on July 15, 2024. All proposals are to be completed and submitted in PDF format to Bidnet.com at https://www.bidnetdirect.com. The entire submittal should be submitted as one (1) file. Please do not submit individual documents or sections separately.

Submissions must be received no later than July 15, at 4:00 PM EDT. Any proposal received after that time will not be considered for the award.

It is the sole responsibility of the proposer to ensure delivery by specific deadlines. No submittals will be accepted after the date and time stipulated above. A list of firms submitting responsive proposals will be available on Bidnet Direct after the stated submission deadline.

All expenses for preparing and submitting responses are the sole cost of the party submitting the response. The City is not obligated to any party to reimburse such expenses. All submittals upon receipt become the property of the City. Labeling information provided in submittals “proprietary” or “confidential” or any other designation of restricted use will not protect the information from public view. Subject to the provisions of the Georgia Open Records Act, the details of the proposal documents will remain confidential until final award.

Any questions regarding this RFP should be addressed to Alyssa Gordon – Senior Accounting Specialist at gordona@douglasvillega.gov.

Section 6: RFP Process and Requirements

6.1 The proposal process will be a two-part process. Proposers will submit first round proposals by the date indicated in Section 5.

6.2 The City’s selection committee will consider all proposals and conduct discussions with those Proposers whose proposals are deemed most suitable for advancement as a Finalist. The discussions will be conducted solely for the purpose of understanding the proposal and for The City to provide specific instruction for desired modifications to the Finalist’s proposal.

6.3 The first phase will conclude with the issuance of invitations to Finalists for an in-person presentation and meeting.

6.4 All questions regarding this RFP, including technical specifications, proposal process, etc. must be submitted via Bidnet Direct at http://www.bidnetdirect.com by 4 PM EDT on June 10, 2024. Answers will be submitted in the form of an addendum.

mailto:gordona@douglasvillega.gov http://www.bidnetdirect.com/

6.5 No extensions to the deadline in either phase will be granted.

6.6 All proposals must be submitted as a PDF via Bidnet Direct at http://www.bidnetdirect.com.

6.7 The Proposal or cover letter must be signed by an authorized officer eligible to sign contracts and bind the company to all commitments made in the proposal.

6.8 The Proposer is required to submit a proposal including all costs associated with the clinic and submit with the presentation / bid submission.

6.9 The City of Douglasville is not responsible for any costs incurred by the Proposer in preparing the proposal.

6.10 The City of Douglasville reserves the right to reject all proposals and not to award a contract.

6.11 Estimated Schedule:

Estimated Timeline Owner issues RFP May 29, 2024 Question Deadline June 10, 2024 4 PM EDT Submission Deadline July 15,2024 4 PM EDT Transition/State Date/Implementation TBD Clinic Opening Date TBD

Section 7: Questionnaire

In order for the City to fully understand your services, please answer the following questions thoroughly, succinctly and in this order:

1. Provide name, title and complete contact information for the person responsible for responding to this Request for Proposal (RFP).

2. Provide an overview of your organization including financial stability, organizational structure, ownership, etc.

3. The City envisions that the on-site health center would provide primary, preventive and urgent care to the retirees, employees, and their families (employees, spouses and children over age 3). Please describe your recommendations regarding eligibility and access to the health center.

4. Describe your recommended on-site health center approach for the City. Please include the following:

http://www.bidnetdirect.com/

• Suggested services (e.g., primary care, urgent care, preventive care, disability mgt., disease mgt., employee health programs, flu shot or other vaccination campaigns, emergency preparedness, workers’ compensation, etc.)

• Proposed hours of operation

• Appointment scheduling

• Staffing model

• Technology and information systems

• Liability and malpractice provisions

• Scalability

• Performance management

• Ancillary products and programs that should be offered

• Data transfers and reporting

5. Describe separately your recommendations and your ability to provide pharmacy services in the proposed City service. Include advantages and disadvantages of the various options you propose (e.g., concierge, dispensing, etc.) and the costs associated with each. Include list of the top fifty (50) drugs to be dispensed and cost to City.

6. Describe the employment status and compensation structure for staff (including physician, nurse practitioner and manager, as applicable) that will be working at the service. What role will the City play in the selection and ongoing performance monitoring of the staff?

7. Provide an implementation plan for the onsite service you are proposing for the City.

Include timeline, critical path, requirements expected from the City during implementation.

8. What requirements do you have beyond the provision of physical space and access to utilities that the City should be aware of? Please describe the ongoing resource requirements that would be expected from the City and detail their roles and responsibilities for the service as well as those provided by your organization.

9. Describe the equipment and resources that you will need to purchase or lease to operate the health center you are proposing and explain how you will charge the City for the purchase or lease and ongoing maintenance of the equipment required for the health center.

10. Provide a “sample” floor plan of how you would recommend the space for the facility would be designed. Create an example of the space you will need and discuss how “build out” will be handled.

11. Confirm and describe your ability to integrate and coordinate with the City’s vendor partners by providing data transfers and live interactions with the following entities:

• disease management programs

• workers’ compensation/disability

• wellness/lifestyle management programs

• employee advocacy program

• employee assistance

• health risk assessments

• web portal

• decision support tools

• health plans and care management programs

• data integrators

12. Describe how you would coordinate and integrate with the local provider community.

Include a description relative to local primary care physicians, specialists and hospitals.

13. Comment on the approach for pricing services, the administration and coordination of the clinic service costs with the medical plans, and what kind of communication efforts would be required. Include any vendor mark up on products and services or pass through the documented costs of the clinic and charge a management fee. How do you handle patient collection of payments for service services? (Note: please price pharmacy and dental services separately)

14. Provide an estimated financial proposal that is transparent and details all overhead charges involved in the implementation and management of the proposed service (e.g.

rent, fixtures, utilities, equipment, supplies, liability insurance, salaries, etc. Please estimate any investments required of the City and specify startup costs.

15. Clearly discuss why would an employer use your services. Why would The City of

Douglasville prefer you over another vendor?

16. Provide a proposed communication plan for introducing the on-site service and reference the ongoing communications process. Outline your company’s responsibilities in these processes. Include copies of your educational materials and the timeliness for distribution.

17. Provide all clinical indicators used to track the success of the program and the results, including member satisfaction, changes in the cost of care, productivity/absenteeism, utilization measures and program outcomes.

18. Explain how personal health information will be protected and secure.

19. What types of reports do you provide that reflect activity in the clinic and impact from the care management programs? Do your reports include predictive modeling capabilities?

20. Please provide a breakdown of potential savings, including medical and prescription drug claims, to the medical plan by offering on-site services through your firm.

21. Please list any limitations with carrier services associated with how data analytics is released.

22. Express your willingness to enter into a performance guarantee and how the performance criteria and penalties might be defined.

23. Provide a sample contract.

24. Please provide experience in operating primary care clinics. Include 4 references (organization, contact, phone, email, services provided, inception date) of organizations for whom you provide these services; preferably public entities of similar size.

Section 9: Cost Projections / Insurance

Cost for Services

Proposers must provide cost quotes which the City would be expected to pay to the proposer for the services provided, and such amount shall be firm or fixed cost not subject to increase during the term of any contractual agreement arising between the City and the proposer. Cost should also include a detailed explanation of any variable costs.

The initial contract period will be for one year; running from (TBD), with an option to renew from an additional three (3) one (1) year periods.

Section 8: Insurance Requirements

1. Limit Requirements:

a. General Liability: The vendor must maintain General Liability insurance with a minimum limit of $1,000,000 per occurrence and $2,000,000 aggregate.

b. Auto Liability: The vendor must maintain Auto Liability insurance with a minimum limit of $1,000,000 per accident.

c. Worker’s Compensation: The vendor must carry Worker’s Compensation insurance as required by the State of Georgia.

d. Excess Liability: The vendor must carry Excess Liability insurance with a minimum limit of $5,000,000 per occurrence and in the aggregate.

e. Cyber Liability: The vendor must maintain Cyber Liability insurance with a minimum limit of $1,000,000 per occurrence and $2,000,000 aggregate.

f. Professional Liability/Medical Malpractice: The vendor must maintain Professional Liability/Medical Malpractice insurance with a minimum limit of $5,000,000 per occurrence and in the aggregate.

2. Additional Insured Requirement:

The City of Douglasville must be listed as an Additional Insured on all insurance policies required under this contract.

3. Consideration for Increased Limits on Professional/Medical Malpractice:

Considering the unique risks associated with medical services, the City of Douglasville recommends that vendors provide higher limits for Professional Liability/Medical Malpractice insurance. A limit of $5,000,000 per occurrence and in the aggregate is deemed reasonable to ensure adequate protection for the city.

BIDDERS’ DISCLOSURE STATEMENT

All bidders should be aware that the Project is a public project, and the City is a public agency.

Pursuant to the laws, rules and Executive Orders of the State of Georgia, the City of Douglasville shall make every effort to avoid even the appearance of a conflict of interest or any impropriety in both the selection process for this project and the negotiation and performance of any resulting contract. As part of any submittal you intend to make for this project, you must include a Disclosure Statement with your submittal which answers the following specific questions:

1. Describe any business transactions occurring within the prior two years between your firm and the City of Douglasville.

<Insert Response Here>

2. Describe any gift, hospitality, or benefit of any sort that your firm has provided to the City of Douglasville within the prior one-year period.

3. A conflict of interest or potential conflict of interest is defined as any action, decision, or recommendation by a person acting in a capacity as a public official, the effect of which is or could be to the private monetary or financial benefit or detriment of the person, the person’s relative, or any business with which the person or a relative of the person is associated. The potential conflict of interest is viewed from the perspective of a reasonable person who has knowledge of the relevant facts. Based upon this definition, describe any conflict of interest or potential conflict of interest that your firm has with the City of Douglasville.

4. This Disclosure Statement should be dated and signed by an authorized signer for the bidder and submitted with the Bidder’s submittal.

Name of Firm

Authorized Signature Date

Printed Name and Title of Authorized Agent

Georgia Security and Immigration Compliance.

Compliance with the requirements of O.C.G.A. 13-10-91 and Georgia Department of Labor Rule 300-10-1- .02 are conditions of this contract. Contractor certifies that it has the following number of employees (check one appropriate box):

_____500 or more employees, or

_____100 or more employees, or

_____fewer than 100 employees, as identified in O.C.G.A. 13-10-91. In the event the Contractor employs or contracts with any subcontractor(s) in connection with this contract, the Contractor will secure from the subcontractor(s) such subcontractor(s’) indication of the employee-number category applicable to the subcontractor. The contractor’s compliance with the requirements of O.C.G.A. 13-10-91 and Rule 300-10-1-.02 is attested by the execution of the contractor affidavit as shown in Rule 300-10-1-.07, or a substantially similar contractor affidavit, which document is attached to this Contract, and is a part of this Contract.

In the event the Contractor employs or contracts with any subcontractor(s) in connection with this contract, the Contractor will secure from such subcontractor(s) attestation of the subcontractor’s compliance with O.C.G.A. 13-10-91 and Rule 300-10-1-.02 by the subcontractor’s execution of the subcontractor affidavit shown in Rule 300-10-1-.08 or a substantially similar subcontractor affidavit, and maintain records of such attestation for inspection by the City at any time. Such subcontractor affidavit shall become a part of any contractor/subcontractor agreement.

CONTRACTOR AFFIDAVIT AND AGREEMENT REGARDING GEORGIA SECURITY

AND IMMIGRATION COMPLIANCE.

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. 13-10-91, stating affirmatively that the individual, firm, or corporation which is contracting with the City of Douglasville has registered with and is participating in a federal work authorization program* [any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603], in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-91.

The undersigned further agrees that, should it employ or contract with any subcontractor(s) in connection with the physical performance of services pursuant to this contract with the City of Douglasville, contractor will secure from such subcontractor(s) similar verification of compliance with O.C.G.A. 13-10-91 on the Subcontractor Affidavit provided in Rule 300-10-01-.08 or a substantially similar form. Contractor further agrees to maintain records of such compliance and provide a copy of each such verification to the City of Douglasville at the time the subcontractor(s) is retained to perform such service.

Company ID Number: EEV/Basic Pilot Program* Authorization Date

Name of Contractor Name of Project

Name of Public Employer

Signature by Authorized Officer or Agent Date

Printed Name of Authorized Officer/Agent of Contractor

Title of Authorized Officer/Agent of Contractor

SUBSCRIBED AND SWORN BEFORE ME ON THIS

THE ___ DAY OF ______________________, 20____

Notary Public My Commission Expires: ________________

* As of the effective date of O.C.G.A. 13-10-91, the applicable federal work authorization program is the “EEV / Basic Pilot Program” operated by the U. S. Citizenship and Immigration

SUBCONTRACTOR AFFIDAVIT FOR GEORGIA SECURITY AND IMMIGRATION

COMPLIANCE.

By executing this affidavit, the undersigned subcontractor verifies its compliance with O.C.G.A. 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services under a contract with (name of contractor)| on behalf of the City of Douglasville has registered with and is participating in a federal work authorization program* [any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603], in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-91.

Company ID Number: EEV/Basic Pilot Program* Authorization Date

Name of Subcontractor Name of Project

Name of Public Employer

Signature by Authorized Officer or Agent Date

Printed Name of Authorized Officer/Agent of Subcontractor

Title of Authorized Officer/Agent of Subcontractor

SUBSCRIBED AND SWORN BEFORE ME ON THIS

THE ____DAY OF ______________, 20__.____

Notary Public My Commission Expires: ________________

* As of the effective date of O.C.G.A. 13-10-91, the applicable federal work authorization program is the “EEV / Basic Pilot Program” operated by the U. S. Citizenship and Immigration Services Bureau of the U.S.

Department of Homeland Security, in conjunction with the Social Security Administration (SSA).

CERTIFICATION FORM

I, , being duly sworn, state that I am (title) of (firm) and hereby duly certify that I have read and understand the information presented in the attached bid and any enclosure and exhibits thereto.

I further certify that to the best of my knowledge the information given in response to the request for bids is full, complete and truthful.

I further certify that the bidder and any principal employee of the bidder have not, in the immediately preceding five years, been convicted of any crime of moral turpitude or any felony offense, nor has had their professional license suspended, revoked or been subjected to disciplinary proceedings.

I further certify that the bidder has not, in the immediately preceding five years, been suspended or debarred from contracting with any federal, state or local government agency, and further, that the bidder is not now under consideration for suspension or debarment from any such agency.

I further certify that the bidder has not in the immediately preceding five years been defaulted in any federal, state or local government agency contract, and further, that the bidder is not now under any notice of intent to default on any such contract.

I acknowledge, agree and authorize, and certify that the bidder acknowledges, agrees and authorizes, that the City of Douglasville may, by means that the City of Douglasville deems appropriate, determine the accuracy and truth of the information provided by the bidder and that the City of Douglasville or their agents may contact any individual or entity named in the RFP for the purpose of verifying the information supplied therein.

I acknowledge and agree that all the information contained in the RFP is submitted for the express purpose of inducing the City to award a contract.

A materially false statement or omission made in conjunction with this bid is sufficient cause for suspension or debarment from further contracts, or denial of rescission of any contract entered into based upon this bid thereby precluding the firm from doing business with, or performing work for, the State of Georgia. In addition, such false statement or omission may subject the person and entity making the bid to criminal prosecution under the laws of the State of Georgia of the United States, including but not limited to O.C.G.A. §16-10-20, 18 U.S.C. §§1001 or 1341.

Signature

SWORN AND SUBSCRIBED BEFORE ME

This (day) of (month), 20 (year)

NOTARY PUBLIC SIGNATURE

My Commission Expires:

NOTARY SEAL

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