Effective 10/2023

Request for Proposal (RFP) 25 8428 DPS for Occupational Medical Services n(Rev. 1)

Issue Date: June 18, 2025

Pre-response Conference: None Scheduled at this Time

Pre-response Conference Date: Not Mandatory Attendance

Questions/Comments Due Date: June 23, 2025

Addendum Due Date: June 27, 2025

Proposal Due Date: July 29, 2025, by 2:00 PM EST

Bid Bond: Not Required.

Payment & Performance Bond: Not Required.

Direct all inquiries to Buyer of Record:

Dom P. Sotero, CPPO, CPPB, Senior Buyer

407-434-2909 dsotero@ouc.com mailto:dsotero@ouc.com

Orlando Utilities Commission RFP 25 8428 DPS for Occupational Medical Services (Rev. 1)

SCM-RFP-T-01 – Request for Proposal Template v4.2 – 10/21/19

Orlando Utilities Commission Orlando, Florida

RFP 25 8428 DPS for Occupational Medical Services (Rev. 1) Table of Contents 1 Introduction

1.1 Scope of Work Summary

1.2 Pre-Response Conference

1.3 Term of Contract

1.4 Minimum Bidder Qualifications

1.5 Price and Costs

1.6 Terms and Conditions

1.7 Contract Sample

1.8 Proposal Evaluation Criteria

2 Bidder Requirements and Qualifications

2.1 Detailed Scope of Work and Requirements

2.2 Bidder Information & Required Bidder Qualifications

2.2.1 Bidder Information

2.2.2 Required Bidder Qualifications

3 Instructions to Bidders

3.1 Legal and Public Record Statement

3.2 Confidentiality Notice to Bidders

3.2.1 Exemptions

3.3 Acknowledgement

3.3.1 Statement of No Bid

3.4 General Information

3.4.1 Common Terms

3.4.2 Submittal

3.4.2.1 Alternate Proposals

3.4.3 Signatures

3.4.4 Withdrawal

3.5 Electronic Submittal of the Proposal

3.6 Compliance Forms

SCM-RFP-T-01 – Request for Proposal Template v4.2 – 10/21/19

3.6.1 Public Entity Crimes

3.6.2 Dispute Disclosure

3.7 Supplier Diversity

3.7.1 Minority/Women Business Enterprises (M/WBE)

3.8 Proposal Preparation Costs

3.9 Exceptions

3.10 Clarifications

3.11 Local Conditions

3.12 Opening

3.13 Solicitation Selection Schedule

3.14 Proposal Acceptance and Rejection

3.15 Proposal Evaluation Criteria

3.16 Cancelation

3.17 Freight (If Applicable)

3.18 Bid Bond (If Applicable)

3.19 Payment and Performance Bond (If Applicable)

3.20 Contract Execution

3.21 Award

3.22 Taxes, Permits, and Licenses

3.23 Error and Omissions

3.24 Proposal Submittal Format

3.24.1 OUC Policies and Procedures for Bidders

3.25 Signatures

4 Proposal Submittal Format & Checklist

5 Attachments

SCM-RFP-T-01 – Request for Proposal Template v4.2– 10/21/19

Orlando, Florida

RFP 25 8428 DPS for Occupational Medical Services

Direct all inquiries to the Buyer of Record: Dom P. Sotero, CPPO, CPPB 407-434-2909 dsotero@ouc.com

Proposal Opening Location: Orlando Utilities Commission Reliable Plaza 100 West Anderson Street Orlando, Florida 32801

1. Instructions are located in the Instruction to Bidders section of this document; or may be provided during a Pre-Conference Meeting.

2. Electronic response submittals via VendorLink.com, as described in the Electronic Submittal of the Response section of this document, are required. Email or other means will not be accepted by OUC.

3. VendorLink help can be accessed by calling 407-222-1885, or by emailing support@evendorlink.com.

Re qu es t f or P ro po sa l (

RF

P) mailto:dsotero@ouc.com mailto:support@evendorlink.com.

1 INTRODUCTION

The Orlando Utilities Commission (OUC) is an electric and water municipal utility serving Orlando, Florida and portions of surrounding Orange County. OUC also has an Inter-local agreement with the City of St.

Cloud, Florida for the management of its electric utility. Currently, OUC serves more than 380,000 customers. To obtain general information about OUC, access www.ouc.com.

1.1 SCOPE OF WORK SUMMARY

The Orlando Utilities Commission (OUC) is requesting proposals from qualified suppliers of Occupational Medical Services. The purpose of this solicitation is to select one (1) or more Suppliers capable of delivering a range of services, including pre-employment post-offer examinations, general medical examinations, fitness-for-duty evaluations, exposure response, random drug and alcohol screenings, and Medical Director consultation to support OUC’s Occupational Health and Safety Programs in accordance with Attachment A: Scope of Work and Requirements.

Refer to Section 2.1, Detailed Scope of Work and Requirements for more information.

1.2 PRE-RESPONSE CONFERENCE, IF APPLICABLE

To comply with security requirements, email names of attendees and company affiliations to the Buyer of Record at least 48 hours in advance of the meeting. Please bring government issued photo identification the day of the Pre-Response Conference.

If applicable, refer to Attachment C: Invitation to Pre-Response Conference

1.3 TERM OF CONTRACT

The term of the contract will be for an initial period of five (5) years, with one (1) one-year renewal option at the election of OUC. No cost increases shall be permitted during the initial five-year term.

If the contract is renewed, any price increase during the one-year renewal period shall be limited to three percent (3%) for the entire renewal term.

1.4 MINIMUM BIDDER QUALIFICATIONS

The following are mandatory minimum qualifications. Proposers that fail to meet any of the minimum qualifications below will be disqualified from further evaluation:

1) Proposer(s) shall have been in the business providing occupational medicine for at least five

(5) years. Proposer(s) shall include supporting documentation with their proposal.

2) Proposer(s) shall provide documentation confirming that the medical facility has a minimum of at least one (1) dedicated parking space available on-site for large utility vehicles for each location.

Proposer shall include photographs and a site layout or parking plan with their proposal.

3) Proposer(s) shall have a minimum of two (2) locations providing Occupational Medical Services in each of the following counties: Brevard, Orange, Osceola, Seminole, Volusia and Lake.

4) Proposer(s) shall provide documentation that shows that each physician and health professional that will be assigned to the OUC accounts is properly licensed and in good standing in the State of Florida.

http://www.ouc.com/

5) Proposer(s) shall have at least one (1) physician on staff or readily available who is Board Certified in Occupational Medicine. Proposer shall provide the name(s) of the physician(s) and the primary office location.

6) Proposer(s) shall provide any out-of-state locations available for pre-employment physicals and drug screens.

7) Proposer (s) shall list the location(s), including out of state locations. Please include any additional cost related to these services.

8) Proposer shall sign and submit Attachment D: Technical Risk Questionnaire.

1.5 PRICE AND COSTS

Prices documented in the submitted Proposal must remain firm throughout the initial contract period.

If the contract is renewed by OUC, any price increase during the one-year renewal period shall be limited to three percent (3%) for the entire renewal term. Refer to Attachment B: Price Schedule.

1.6 TERMS AND CONDITIONS

The terms and conditions of this Agreement shall be governed by the General Conditions for Services.

1.7 CONTRACT SAMPLE

Click here to view an OUC contract sample.

1.8 PROPOSAL EVALUATION CRITERIA

Refer to the Instructions to Bidders section of this document.

https://www.ouc.com/wp-content/uploads/2024/12/Procurement_procure_general_services.pdf https://www.ouc.com/wp-content/uploads/2024/12/Procurement_procure_general_services.pdf http://www.ouc.com/docs/procurement/proc_contract_agreement.pdf?sfvrsn=2

2 BIDDER REQUIREMENTS AND QUALIFICATIONS

2.1 DETAILED SCOPE AND REQUIREMENTS

In addition to meeting the minimum qualifications in section 1.4, Proposers shall provide the following information to demonstrate their qualifications and capabilities by completing Attachment C: Bidder Information and Qualification Form, except where it specifically states in the Bidder Information and Qualification Form that the information should be submitted on separate page(s) attached to the proposal. Proposers shall refer to, Attachment A: Detailed Scope of Work and Requirements for further detail. Proposals will be evaluated and scored from 0 to 5 based on how well the responses in this section align with the requirements. Proposers should ensure that their responses in this Section 2 demonstrate their capability to fully meet or exceed the scope of services described in Attachment A.

Failure to provide complete and detailed responses to the items below may result in lower evaluation scores.

In addition, Proposer will include the following in their proposal:

A. Provide a list of physicians assigned to the OUC account, including each provider’s certifications, licenses, tenure with the company, and facility location.

B. Provide a sample billing statement. Proposer shall demonstrate the ability to identify the business unit receiving the service, either through an existing billing system or one that can be modified to meet this requirement. OUC prefers separate billing by OUC business units. Please confirm whether the supplier can bill by the following OUC Business Units: Pre-Employment, Risk Management, Safety, and Human Resources.

C. Provide average waiting times for Services, along with independent performance ratings for services provided at their facilities.

D. Confirm the availability of customized monthly reporting. Please indicate whether this service can be provided by your firm.

E. Provide proposed Service Level Agreement (SLA), including scope of services, performance standards, response times, and escalation procedures. The final SLA is subject to review and written approval by OUC and must be mutually agreed upon prior to the commencement of services.

F. List all out-of-state drug testing services.

G. Documentation that a certified technician is at site for random or reasonable suspicion testing starting from open of business to close of business.

H. Provide confirmation that the tester is able to provide DOT and non-DOT testing at site and offsite.

I. Provide information regarding the type of test conducted, either Rapid or Split Testing and how many panels. Indicate the type of test conducted such as Rapid or Split Test. Indicate the number of panels.

J. Provide an electronic authorization process to replace the current manual Attachment E: OUC Authorization Form. The electronic method must support the facilitation of services and the processing of invoices. If the manual form is used, OUC will ensure the form is delivered to the designated facility at the time of service.

K. Provide detailed usage billing at no additional charge.

L. Provide account summary invoicing in the form of a single consolidated invoice.

M. Provide customized monthly reports to OUC.

N. Provide an electronic scheduling and reporting system via a web portal, which is available 24 hours a day / 7 days a week /365 day a year. Please describe how this web portal functions.

O. Report results to applicable business unit only, and not to all business units.

P. Confirm that they accept Visa or MasterCard.

Q. Describe the work performed daily at a facility.

R. Provide pricing for each optional services listed in Section E of Attachment A: Detailed Scope and

Requirements as part of its proposal. Pricing will be evaluated for reasonableness, even if the services are not activated during the contract term.

S. Confirm whether the Proposer can provide services during OUC’s preferred hours under Sections

A, B, and D of the Attachment A: Detailed Scope and Requirements.

T. Address the following general questions:

1. Describe how the Proposer will maintain the chain of custody and documentation for legal defensibility.

2. Describe how the Proposer will ensure compliance with federal and state laws regarding drug testing.

3. Describe how Proposer(s) will address OUC’s overall service needs.

4. Describe how Proposer(s) will address each request for services over the contract term.

5. Proposer(s) must provide average length of time to complete each type of service.

6. Do you provide real-time status updates on pending tests? Please describe.

7. How do you handle positive narcotics testing with OUC and Medical Review Officer (MRO)?

Please describe.

8. How do you handle urgent testing or faster turnaround request?

9. What support do you offer for missed appointments or rescheduling?

U. Address the following questions regarding out-of-state facilities:

1. Do you provide nationwide coverage for drug screens? If yes, what factors determine the cost for out-of-state pre-employment physical and drug screens?

2. How many out-of-state facilities are available for pre-employment and drug screening?

3. Indicate the number of facilities within each state outside the state of Florida and include a map of the locations.

4. Will OUC employees, and/or OUC prospects, receive preferred care and priority visits?

V. Address each service component outlined in Attachment A: Detailed Scope and Requirements and describe how your proposal meets the operational, regulatory, personnel, and technical requirements.

NOTICE: HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT OF 1996 (“HIPAA”) BUSINESS ASSOCIATE AGREEMENT. If selected as the Supplier(s) in the Contract and in accordance with the services being provided under the Contract, Supplier will have access to, create and/or receive certain Protected Health Information as defined by the HIPAA, thus necessitating a written agreement that meets the applicable requirements of the HIPAA regulations promulgated by the Federal Department of Health and Human Services (“HHS”).

2.2 BIDDER INFORMATION & REQUIRED BIDDER QUALIFICATIONS

2.2.1 Bidder Information

On company letterhead Bidder to provide a response cover page with the following information:

1. Firm Name

2. Name of Parent Company, if applicable

3. State of Incorporation

4. Type of business (e.g., partnership, corporation, proprietorship, etc.)

5. Corporate headquarters and office locations

6. Geographical coverage for each facility

7. Number of years in business for each facility

8. Number of employees at each facility

9. Hours of operation

10. Primary contact name, phone, and email

11. Name and email of the officer that will sign the contract

12. Women or Minority owned business status

13. Dun & Bradstreet number

14. Licenses obtained to conduct business with OUC

2.2.2 Required Bidder Qualifications

Refer to Section 1.4 Minimum Bidder Qualifications for more information. Proposer should include the following in their proposal:

1. List the number of service agreements (with similar scope and size) that the company has completed and are in progress.

2. Provide at least three (3) references with contact information related to completed service agreements for clients of similar size and scope

3. Provide a complete list of all the subcontractors that may be part of the project, with the following information:

a. Company name

b. Contact information

c. Number of years in business

d. Proof of the necessary licenses for the job (if applicable)

e. M/WBE status

f. List of projects that they had participated with similar scope and size to this RFP

4. Proposers must demonstrate the financial and operational ability to deliver all required services at the proposed pricing. OUC may request audited financial statements or other documentation to support price sustainability. OUC may request additional information to support the pricing submitted if it appears significantly low compared to current market trends.

5. Should Proposer be awarded the work in this RFP, please provide information on any new

Economic Development Opportunities that Proposer may bring, such as the creation of new jobs or purchasing or leasing of new building space, which could benefit the local Orlando Area or the State of Florida.

3 INSTRUCTIONS TO BIDDERS

3.1 LEGAL AND PUBLIC RECORD STATEMENT

As required by Florida’s Public Records Law, information provided to OUC in the course of business will be made available for public inspection and copying unless a specific statutory exemption applies.

3.2 CONFIDENTIALITY NOTICE TO BIDDERS

By submitting a proposal to OUC, each Bidder acknowledges and understands that OUC is a public agency subject to Chapter 119 Florida Statutes (“Public Records Law”). Any Proposal document the Bidder submits will become a public record when OUC provides notice of an intended decision or 30 days after opening the bids, proposals, or final replies, whichever is earlier. Trade Secrets, certain background financial information, and other items, may constitute exemptions to disclosure under the Public Records law.

3.2.1 Exemptions

If during the Proposal or Negotiation Phase a Bidder wishes to claim an exemption on any portion of its Proposal to OUC, the Bidder must identify the specific statutory exemption and do the following:

1. Submit a redacted version. Redact (black out) only those portions of the Proposal put forward for exemption.

2. Submit an un-redacted version of the same documents marked, “Confidential –Trade Secret/ Proprietary Information”. Both versions are to be submitted at the same time.

3.3 ACKNOWLEDGEMENT

1. From the issue date of this solicitation packet until a selection decision is made, no unauthorized contact related to this solicitation will be allowed between a Bidder, their employees or subcontractors and any OUC commissioner, officer, director, or staff, with the exception of the Buyer of Record. Any unauthorized contact will disqualify the Bidder from further consideration

2. The selected Bidder agrees to obtain, prior to award, Worker's Compensation, General Liability, Automotive, and other insurance requirements in accordance with the requirements in the terms and conditions specified in section 1.7.

3. All policies shall be subject to approval by OUC and issued by companies authorized by the State of Florida’s Department of Insurance to conduct business in the State of Florida.

4. The selected Bidder agrees that it and its subcontractors have a Drug-Free Workplace Program that complies with Florida Statute §§ 287.087 and 440.101 et. seq., the Omnibus Employee Testing Act of 1991, 49 Code of Federal Regulation § 391 and 40 (operation of commercial motor vehicles).

a. In addition, all subcontractors must implement a controlled substance and alcohol testing policy for safety sensitive positions as defined by the Commission’s Alcohol and Controlled Substance Testing Policy for Safety Sensitive Positions.

5. The selected Bidder’s employees and its subcontractors’ employees are further prohibited from being under the influence or impairment of alcohol on OUC property or work sites or at any time or place while conducting business with or on behalf of OUC.

6. The selected Bidder shall submit only one proposal/bid in response to this solicitation packet and shall have no financial interest in other entities submitting proposals/bid responses for the same solicitation packet.

7. Neither the selected Bidder, nor its affiliates, nor anyone associated with them shall have any potential conflict of interest due to any other clients, contracts, business relationships or property interests for this solicitation packet’s scope of work.

8. The selected Bidder shall disclose to OUC the name(s) of any OUC employee, contractor, or OUC Board Member who has a direct or indirect financial interest in the selected Bidder’s organization, or in the proposed transaction. A direct or indirect financial interest in the selected Bidder’s organization, or in the proposed transaction exists if the OUC employee, contractor, or Board Member:

a. Presently, or in the preceding twelve (12) months, has an ownership interest in the selected Bidder’s organization (other than as owner of less than 1% of the stock of a publicly traded corporation).

b. Works for, is a partner, officer, director, trustee, or consultant to the selected Bidder.

c. Has received grant, travel, honoraria, or other similar support from the selected Bidder

d. Has a right to receive royalties from the selected Bidder.

9. No member of the selected Bidder’s ownership, management, or staff shall have a vested interest in any aspect of OUC, nor any business or other relationship with any of OUC’s employees, officers, directors, or Board Members that creates a conflict of interest or the appearance of a conflict of interest.

10. No member of the selected Bidder’s ownership or management is presently applying for an employee position or actively seeking an appointment within OUC.

11. The selected Bidder, or authorized signatory, shall provide written notice to OUC in the event that a conflict of interest is identified at any time.

3.3.1 Statement of No Bid

The OUC Procurement Department is committed to continuously improving its processes to receive maximum participation from the industry/market. OUC is requesting that organizations, who do not wish to bid on this RFP, send the Buyer of Record an email briefly explaining their “no bid” decision. This response will help to improve the solicitation process and any future communications.

3.4 GENERAL INFORMATION

Bidders shall prepare Proposals in accordance with the requirements of these Instructions to Bidders. Not preparing a Proposal, in accordance with such instructions, implies that the Bidder does not intend to comply with all of the proposed contract conditions. Such proposals will be considered irregular and may be rejected.

OUC will receive Proposals through the VendorLink system for goods, equipment, materials, and related services set forth in the included specifications and documents.

http://www.myvendorlink.com/

3.4.1 Common Terms

OUC and Bidders (the parties) agree that the following phrases each shall have the meaning provided here and may be used interchangeably:

1. “Bidder(s)”, “Supplier(s)”, and “Proposer(s)” shall mean the organization, party, person, firm, company, corporation, partnership, joint venture, or other type of entity responding to this solicitation.

2. “Solicitation” shall mean , “Request for Proposal(s)”, “RFP”, “Request for Quote”, “RFQ”, “Invitation to Bid”, “ITB”, “Solicitation Package” or “Solicitation Packet”, to which the Bidder is responding.

3. “Bid(s)”, “Proposal(s)”, or “Quote(s)” shall mean the documents formally submitted to OUC by each of the Bidders responding to this solicitation packet.

3.4.2 Submittal

Bidders shall submit Proposals in accordance with the instructions and schedule included in the solicitation containing these specifications and documents. Refer to Section 4: Proposal Submittal Format & Checklist and submit Proposal with all applicable content.

3.4.2.1 Alternate Proposals

If the Bidder submits an alternate proposal, they shall identify clearly the proposal as an “Alternate Proposal”. OUC may consider alternate proposals a blanket exception to the solicitation and reject the Proposal.

3.4.3 Signatures

An authorized representative of each Bidder shall:

1. Sign or e-sign the Proposal, give their full name and title, and provide the Bidder’s business name and address.

2. Enter the organization’s exact legal name on the Proposal.

3. Sign or e-sign compliance forms, if applicable.

3.4.4 Withdrawal

Bidders may withdraw, alter, and resubmit their Proposals through VendorLink at any time prior to the Proposal due date and time. Proposals may not be withdrawn, altered, or resubmitted after the Proposal due date and time. OUC may request clarifications and additional information after proposal submission.

3.5 ELECTRONIC SUBMITTAL OF THE PROPOSAL

To ensure correct Proposal formatting, Bidders shall:

1. Submit Proposals electronically through VendorLink.

2. Upload files only in MS Word (.doc or .docx), Excel (.xls or .xlsx), and PowerPoint (.ppt or .pptx); Adobe Portable Document Format (.pdf); Compressed File (ZIP) formats.

3. Enable printing on files submitted.

4. Clearly identify the RFP Number, Name, Submission Date, and Bidder Name on the Response Cover Page on Bidder’s letterhead.

5. Separate and identify each part of the submission (i.e. document type, form type, content type) with a divider/separation page.

6. Contact VendorLink technical support at support@evendorlink.com, if technical difficulties arise during proposal submission.

7. Follow all instructions outlined in this RFP and provide all requested information.

OUC may ask the selected Bidder to supply one hard copy set with original, written signatures and original compliance forms, prior to the contract execution. Do not submit following both methods unless otherwise instructed.

3.6 COMPLIANCE FORMS

3.6.1 Public Entity Crimes

Each Bidder shall submit copies of an executed and notarized Sworn Statement under Section

287.133 (3)(a) and 287.135, Florida Statutes, on Public Entity Crimes and Scrutinized Companies.

3.6.2 Dispute Disclosure

Each Bidder shall submit copies of an executed Dispute Disclosure form.

3.7 SUPPLIER DIVERSITY

OUC has adopted a policy to encourage broad-based participation in all contracts with OUC. A copy of the policy can be found clicking on this link.

3.7.1 Minority/Women Business Enterprises (M/WBE)

OUC’s policy is to encourage the full and equitable participation of Minority and Women Business Enterprises (M/WBE) in the procurement of services by establishing an M/WBE goal.

The M/WBE goal on this project is 0%.

As part of the Proposal, please indicate the percentage of bid amount to be subcontracted with M/WBE subcontractors during the activities outlined in this RFP.

Describe the Bidder’s plan for utilizing small business, minority, and/or disadvantaged entrepreneurs, and local participation in pre-qualifying vendors and subcontractors, if such a plan exists.

3.8 PROPOSAL PREPARATION COSTS

OUC shall provide, without charge, one set of the specifications and documents to prospective Bidders for preparation of proposals. Addenda documents will be issued only to prospective Bidders registered in VendorLink.

This solicitation does not commit OUC to pay any costs incurred in the preparation and submission of the Proposal or to pay any other costs incurred prior to award.

3.9 EXCEPTIONS

OUC is seeking proposals that meet all technical and commercial requirements as outlined in this solicitation. If a Bidder takes exception to any solicitation requirement or condition, the exception must be specifically stated on the Exception Form provided within the solicitation document. OUC shall consider only those exceptions written on the form at the time the Proposal is submitted. The mailto:support@evendorlink.com http://www.ouc.com/docs/procurement/proc_public_entity_crimes_form.pdf?sfvrsn=2 http://www.ouc.com/docs/procurement/proc_public_entity_crimes_form.pdf?sfvrsn=2 http://www.ouc.com/docs/procurement/proc_dispute_disclosure_form.pdf?sfvrsn=2 http://www.ouc.com/doing-business-with-ouc/procurement/supplier-diversity http://www.ouc.com/docs/procurement/proc_exceptions_form.pdf?sfvrsn=2

Bidder acknowledges that any exception taken to the solicitation criteria (including submitting an alternate proposal) may result in OUC determining the Proposal to be nonresponsive.

3.10 CLARIFICATIONS

If a prospective Bidder has doubt as to the true meaning of any part of the solicitation, they may submit a written request for clarification through email to the Buyer of Record; verbal requests will not be accepted. The Bidder must reference the Solicitation Package page number and section heading on any clarification requests

Failure of the Bidder to request information or make inquiries will not relieve them of any responsibility to perform under the terms of any contract awarded for the work in accordance with subsequent clarifications.

OUC shall issue an addendum to all Bidders, via VendorLink, once an inquiry is clarified and/or answered. Verbal responses will not be provided and are not binding on OUC.

3.11 LOCAL CONDITIONS

Each Bidder shall have thorough knowledge of conditions, factors, and scope of work, which would affect the execution and completion of the requested work. If required, site visits will be held the day of the Pre-Response Conference unless otherwise arranged.

Bidders shall investigate properly and consider all such factors in the preparation of every Proposal submitted. OUC shall not permit claims for financial adjustment based on the lack of prior information or its effect on the cost of the work.

3.12 OPENING

OUC shall open Proposals on the RFP Due Date at 2:30 p.m. EST at 100 West Anderson Street, Orlando, Florida. If required, at a public opening, OUC shall read only the Bidder name and if they have provided all the required information. OUC shall not share any other information at this time, with the exception of solicitations for construction or repairs on public works projects in which the price is submitted. Proposals not meeting the requirements may be rejected.

All questions concerning this solicitation must reference the document page number, and section heading. OUC shall answer questions and post them to VendorLink as an addendum to the solicitation.

3.13 SOLICITATION SELECTION SCHEDULE

OUC shall adhere to the stated schedule during the solicitation process, unless a change notice is issued to the Bidders via a written addendum. OUC reserves the right to postpone the date and time announced for the opening of proposals at any time.

OUC expects Proposals to address all of the information requested in the solicitation and subsequent clarifications, and to reflect the capabilities of the Bidder.

Bidders shall submit any supplemental information, and list any variations on the Exceptions form, in accordance with Section 4, Proposal Submittal Format & Checklist.

3.14 PROPOSAL ACCEPTANCE AND REJECTION

OUC reserves the right to accept the Proposal which, in its judgment, is the most responsive and responsible Proposal and to reject any and all proposals; as well as waive irregularities and formalities in any proposal that is submitted.

Without limiting the generality of the foregoing, OUC may reject any proposals which are incomplete or irregular; Proposals which omit any one or more items for which the solicitation requires, any Proposals which omit unit prices if unit prices are required, any Proposals from Bidders who have previously failed to satisfactorily complete contractual obligations.

1. The following shall cause an automatic rejection of the proposal:

a. Proposals delivered/submitted after the 2:00 p.m. due date

b. Failure to submit a Bid Bond (if required)

c. Failure to attend a mandatory Pre-Response Conference and/or any mandatory presentation (if required)

d. Failure to submit a signed Payment and Performance Bond Compliance Form when (a) a Payment and Performance Bond is required or (b) alternate payment and performance security permissible under Section 255.05, Florida Statutes is required

2. The following items may cause a rejection of the proposal:

a. Failure to submit copies of any of the signed & notarized (where required) forms:

i. Statement on Public Entity Crimes form

ii. Dispute Disclosure

3.15 PROPOSAL EVALUATION CRITERIA

OUC shall evaluate the Proposals based on the information provided by each of the Bidders. OUC’s review may include, but may not be limited to the following categories:

1. Qualifications and Experience, including past performance for OUC

2. Responsiveness to Requirements

3. Safety and Quality Programs

4. Financial Soundness of Organization

5. Price

OUC reserves the right to negotiate with Bidders who submitted responsive and responsible Proposals in the best interest of the OUC Commission. This negotiation process may occur prior to OUC Commission approval. Each Bidder acknowledges that OUC shall evaluate all Proposals and may initiate clarification discussions or seek additional information from all or some of the Bidders to fully understand any unclear elements of their proposals. Following clarification, OUC may initiate negotiations with the Bidder considered to be the most responsive and responsible. If no agreement is reached with the highest ranked Bidder, OUC may reject all Proposals or continue negotiations with each subsequently ranked Bidder until an acceptable deal is reached. A final contract award may be contingent upon OUC Commission and legal approval.

OUC reserves the right to consider historic information and facts, whether gained from the Bidder’s Proposal, question and answer conferences, references, and/or other sources during the evaluation process. OUC may conduct such investigations to assist with the evaluation of any Proposal. The investigation also serves to establish the Bidders’, subcontractors’, and other related entities’ responsibility, qualifications, and financial ability to fulfill the Proposal requirements to the Commission’s satisfaction, within the prescribed time.

http://www.ouc.com/docs/procurement/proc_paymt_perform_bond_form.pdf?sfvrsn=2 http://www.ouc.com/docs/procurement/proc_public_entity_crimes_form.pdf?sfvrsn=2 http://www.ouc.com/docs/procurement/proc_dispute_disclosure_form.pdf?sfvrsn=2

SCM-RFP-T-01 – Request for Proposal Template v4.2– 10/21/19

The Bidder solely is responsible to submit information related to the evaluation categories. OUC is under no obligation to solicit such information. Failure of the Bidder to submit information may cause an adverse impact on the Proposal’s evaluation.

3.16 CANCELATION

Prior to the final execution of a Contract or full Notice to Proceed, OUC reserves the right to rescind said award without prior notice to Bidders. In addition, OUC may reject all Proposals, reissue the solicitation packet, or re-award the contract.

3.17 FREIGHT (IF APPLICABLE)

The selected Bidder shall coordinate with OUC’s freight contractor for shipping unless OUC determines that the selected Bidder can obtain freight/shipping rates or methods that are more advantageous to OUC. The selected Bidder shall submit an alternate shipping proposal based on delivery to OUC’s Free On Board (FOB) carrier at the designated OUC facility or location. The alternate proposal must include the:

1. Carrier name

2. Insurance coverage

3. Firm price freight quote

The Bidder must include any alternate proposal in the bid response to this solicitation. OUC may accept or reject the proposed alternate shipping arrangement.

OUC’s freight/shipping supplier and contact information is:

Nexterus

1-888-867-5952 (Monday – Friday, 8:00 a.m. – 7:00 p.m. EST) dcs@nexterus.com

3.18 BID BOND (IF APPLICABLE)

Bidder may be required to submit a certified check or cashier’s check drawn on an acceptable bank, or an acceptable Bidder’s bond executed by the Bidder and a surety company authorized to do business in the State of Florida. The value of the bid bond shall be five percent (5%) of the proposal price schedule. When submitting a Proposal through VendorLink, the Bidder shall provide a copy of the check and express mail the original check to the delivery location provided on the first page of the Solicitation Packet Form.

The bid bond guarantee shall be made payable without condition to OUC. The amount of the check or bond may be retained by and forfeited to OUC as liquidated damages if the Proposal results in a contract award and the Bidder fails to honor the accepted terms.

OUC shall return the selected Bidder’s bid bond when that Bidder executes the contract and files a satisfactory payment and/or performance bond, if required. OUC may retain the bid bond of the second highest ranked Bidder for a period not to exceed thirty (30) days, pending the execution of the contract by the selected Bidder. OUC shall return the bid bond of each unsuccessful Bidder upon request, after the contract is awarded or when the Proposal is rejected.

mailto:dcs@nexterus.com

SCM-RFP-T-01 – Request for Proposal Template v4.2– 10/21/19

3.19 PAYMENT AND PERFORMANCE BOND (IF APPLICABLE)

The selected Bidder may be required to furnish a Payment and Performance Bond to OUC per Florida Statutes; Section 255.05 equal to 100 percent of the contract price. The cost of such bonds shall be stated as a separate line item in the Proposal.

A surety company, authorized to do business in the State of Florida and acceptable to OUC, shall sign the bond. The Performance Bond and Payment Bond shall be dated with the actual execution date. With these bonds, the responsible party shall file certified copies of the power of attorney of such attorney-in-fact signing the bond on behalf of the surety, and such certificates shall be certified to show that such power of attorney was in effect to and including the date of the actual execution of the bonds. Any bonds submitted by a surety or its agent shall be conclusively presumed to have been authorized by and binding upon the surety company irrespective of the date shown on the power of attorney.

If bonds are required, they shall remain in full force and effect until satisfactory completion of any specified performance guarantee tests, or satisfactory completion of all other contractual requirements, whichever shall occur last. Upon recording of the performance and payment bond (if applicable) Bidder shall provide OUC three (3) copies.

OUC shall furnish a copy of the selected Bidder’s bond to any lienor demanding that bond under the provisions of Florida Statute 713.23.

3.20 CONTRACT EXECUTION

The selected Bidder shall execute the necessary contractual forms and return the executed forms within ten (10) business days of receipt of forms for execution.

3.21 AWARD

OUC reserves the right to award a single or multiple contracts for all proposal items, or to award separate contracts for single proposal items or any combination of such items; or to make no contract award.

OUC shall be the sole judge of its own best interests, the proposals, and the resulting contract. An award may be made to the most responsive and responsible organization whose proposal is determined to be the most advantageous to OUC. The Commission’s decision shall be final and OUC’s rights include the ability to:

1. Reject any or all proposals or parts thereof

2. Issue subsequent solicitations

3. Cancel the entire solicitation

4. Remedy technical errors on the solicitation

5. Negotiate with any, all or none of the Bidders

6. Award a contract to one or more Bidders or none at all

7. Accept other than the lowest price

8. Waive informalities and irregularities in proposals http://www.ouc.com/docs/procurement/proc_paymt_perform_bond_form.pdf?sfvrsn=2

SCM-RFP-T-01 – Request for Proposal Template v4.2– 10/21/19

3.22 TAXES, PERMITS, AND LICENSES

The Bidder's attention is directed to the General Terms and Conditions and the Florida Statutes regarding taxes, permits, and licenses. It shall be the Bidder's responsibility to determine the applicable taxes, permits, and licenses. If the Bidder has doubt as to whether or not a tax, permit, or license is applicable, they shall state in their proposal whether this item has been included in their proposal price and the amount of the applicable tax, permit, or license in question.

3.23 ERROR AND OMISSIONS

Bidders or their authorized representatives are expected to be fully informed as to the conditions, requirements and specifications before submitting proposals; failure to do so will be at the Bidder’s own risk. Neither law nor regulations make allowance for errors either of omission or commission on the part of Bidders. In case of error of extension of prices in the proposal, the unit price shall govern.

3.24 PROPOSAL SUBMITTAL FORMAT

Bidders shall complete all required forms and include them in the proposal submittal package with any other required information. Refer to Section 4, Proposal Submittal Format & Checklist for more information.

3.24.1 OUC Policies and Procedures for Bidders

The Bidder shall read and comply with OUC’s policies and procedures before submitting this Proposal:

1. Contractor Security Policy

2. Bid Protest Guidance

3. Generic Contractor Orientation

4. Drug and Alcohol-Free Workplace and Testing Policy

5. OUC Travel and Expense Guidelines

6. All policies – OUC Procurement Services Department website

These policies and any supplemental policies provided at contractor orientation are hereby fully incorporated into this contract by reference and to the extent applicable to the supplier in the performance of their work. Supplier and its subcontractors, suppliers, agents, and employees shall fully comply with all such policies as amended from time to time.

3.25 SIGNATURES

By submitting this proposal with the authorized electronic signature, the Bidder hereby declares that, in all respects for and in good faith, without collusion or fraud:

1. Only the individuals or organizations interested in this proposal/bid response as principal or principals are named in this Proposal.

2. No other individuals or organizations than mentioned in this Proposal have any interest in this Proposal/Bid Response or in the subsequent contract.

3. This Proposal/Bid Response is made without connection with any other person, company, or parties likewise submitting a Proposal/Bid Response.

http://www.ouc.com/docs/procurement/procure_contractor_sec_pol.pdf?sfvrsn=2 http://shareouc/procuretopay/Shared%20Documents/Linked%20Procedures%20and%20Artifacts/SCM-BID-G-01%20Bid%20Protest.pdf http://www.ouc.com/docs/procurement/procure_contractor_orientation_stanton.pdf?sfvrsn=4 http://www.ouc.com/docs/procurement/proc_alc_cont_subs_abuse_policy.pdf?sfvrsn=2 http://www.ouc.com/docs/procurement/proc_travel_expense_guidelines.pdf?sfvrsn=2 http://www.ouc.com/doing-business-with-ouc/procurement

Bidders shall prepare Proposals in accordance with the Instructions to Bidder’s document. Failure to submit the necessary forms may cause a rejection of the proposal. The Bidder hereby agrees to provide the services and/or items specified in the solicitation packet at the prices quoted pursuant to the requirements of this document.

4 PROPOSAL SUBMITTAL FORMAT & CHECKLIST

A checkmark (✓) on the items below indicates these are applicable items and the terms and conditions stated in earlier sections are applicable. Bidders shall complete all the forms checked (✓) below and include them in the proposal submittal package in order with any other information.

Provide a written signature on all original forms and, when required, a notary stamp. Scan & upload these forms with the Proposal.

Technical Response File (checked if applicable)

Tab 1 – Cover Page

Proposal Cover Page on Bidders Letterhead

Bidder Information as listed in Section 2.2.1

Tab 2 – Bidder Background and Qualifications

References and Qualifications as listed in Section 2.2

Tab 3 – Response to Requirements

Response to all Requirements as listed in Section 2 and any applicable Attachments

Tab 4 – Compliance Forms

Submit at time of proposal

Exceptions

Sworn Statement on Public Entity Crimes and Scrutinized Companies Under Florida Statutes, Section 287.133 (3) (a) and 287.135

Dispute Disclosure

☐ Bid Bond as described in Section 3.18 (If Applicable)

Addenda (If Applicable)

Provided at time of award

Copy of Company’s Business Tax Receipt

Copy of Insurance Certificate

Form W-9

☐ Payment & Performance Bond as described in Section 3.19 (If Applicable) http://www.ouc.com/docs/procurement/proc_exceptions_form.pdf?sfvrsn=2 http://www.ouc.com/docs/procurement/proc_public_entity_crimes_form.pdf?sfvrsn=2 http://www.ouc.com/docs/procurement/proc_public_entity_crimes_form.pdf?sfvrsn=2 http://www.ouc.com/docs/procurement/proc_dispute_disclosure_form.pdf?sfvrsn=2 http://www.ouc.com/docs/procurement/proc_addenda_form.pdf?sfvrsn=2 http://www.ouc.com/docs/procurement/proc_w9_form.pdf?sfvrsn=2 http://www.ouc.com/docs/procurement/proc_paymt_perform_bond_form.pdf?sfvrsn=2

SCM-RFP-T-01 – Request for Proposal Template v4.2 - 10/21/19

Orlando Utilities Commission RFP 25 8428 DPS for Occupational Medical Services (Rev. 1)

5 ATTACHMENTS

Attachment A:

Attachment B:

Attachment C:

Attachment D:

Attachment E:

Detailed Scope of Work and Requirements

Price Schedule

Bidder Information and Qualification Form

Technical Risk Questionnaire

Sample OUC Authorization Form

DETAILED SCOPE OF WORK AND REQUIREMENTS

Supplier shall include Occupational Medical Services, including pre-employment post-offer examinations, general medical examinations, fitness-for-duty evaluations, exposure response, random drug and alcohol screenings, and Medical Director consultation to support OUC’s Occupational Health and Safety Programs in accordance with the following requirements and specifications.

OUC employs approximately 1,300 individuals, categorized as follows. These figures are provided for informational purposes only and do not guarantee future service needs:

The Supplier shall:

1) Perform all services on-site at both the designated medical facility and the following OUC locations:

a. Reliable Plaza - 100 West Anderson Street, Orlando, Florida 32801

b. Pershing - 6003 Pershing Avenue Orlando, Florida 32822

c. Stanton Energy Center - 5100 South Alafaya Trail Orlando, Florida 32831

d. Gardenia - 3800 Gardenia Avenue Orlando, Florida 32839

e. St. Cloud - 1735 Tileston Road Street Cloud, Florida 34771

f. Indian River Plant - 7800 US 1 Titusville, Florida 32780

2) Provide the following required services:

Section A

A1. Pre-Employment Post-Offer Examinations. Conduct medical examinations for all prospective field employees in accordance with appropriate job requirements, such as:

a. Physical examination

b. Vitals

c. Dip urinalysis

d. Titmus vision screen

e. Audiogram

f. Pulmonary function test

g. Ten (10) Panel Drug Free Workplace (DFWP) for Department of Transportation (D.O.T.)

Drug Screen and Medical Review Officer Services

Additional Services for Field Personnel:

a. Back x-ray lumbar spine (3 views)

b. Electrocardiogram (EKG) (for selected Power Plant personnel)

Post offers physical examinations:

The supplier shall, at a minimum, provide services Monday through Friday from 6:30 a.m. to 8:00 p.m.

Management/professional: 30% Craft/field personnel:

50% Business and office support: 20%

OUC prefers expanded availability as follows:

a. Monday through Friday: 6:30 a.m. to 6:30 p.m.

b. Saturday: 7:00 a.m. to 12:00 p.m.

A2. The Medical Examination. Review collected medical history by a Board-Certified Physician

Doctor of Medicine (MD) or Doctor of Osteopathic Medicine (DO), Physician Assistant (PA) or Nurse Practitioner (ARNP) experienced in occupational medicine and/or ambulatory care.

A3. Final Written Report (Medical Clearance). Provide a HIPAA-compliant online system accessible to OUC’s Human Resources and/or Safety or Risk Management Departments for accessing Final Written Reports (Medical Clearance). The Supplier shall transmit these reports via secure email or through the online system, clearly marked “CONFIDENTIAL,” and shall include any appropriate work limitations as soon as such limitations are identified.

A4. Medical History Form. Use a comprehensive medical history form that becomes part of the employee medical file.

A5. Examinations. Conduct examinations that include height, weight, urinalysis, blood pressure, hearing test, vision screen and drug screen, brief physical exam and any additional components required based on the nature of position.

A6. Comprehensive Physical Examination. Conduct comprehensive physical examinations for designated employees. These examinations shall include the basic physical exam plus chest x-ray, lumbar sacral x-ray, pulmonary function test, chemical and blood tests, and electrocardiogram tests (either at rest or a cardiovascular stress test), as required.

A7. Exposure Response. Perform baseline exposure response of high-risk employees. This shall include Purified Protein Derivative (PPD) testing, as well as screening for Human Immunodeficiency Virus (HIV) and Hepatitis.

A8. Medical History. Coordinate with and review the individual's primary care physician(s) file to identify any pre-existing medical conditions, including but not limited to, diabetes, visual impairments, respiratory issues, and other congenital or chronic health problems.

A9. Initial Reading. Provide initial reading and interpretation of lumbosacral spine x-rays and related diagnostics tests for post-offer candidates applying for job positions requiring heavy labor demands.

Section B

B1. Drug and Alcohol Testing with Medical Review Officer (MRO) Service. Provide comprehensive drug and alcohol testing program to support OUC’S drug-Free Workplace Policy and other services as outlined below:

a. Administrative review of all urine drug screen results.

b. Provide employee notification and interview with MRO when positive test results.

c. Coordinate confirmation testing for positive screens.

d. Monitor and coordinate follow-up drug and alcohol testing.

e. Coordinate referrals for counseling and treatment.

f. Testing compliance of continued employment contract.

g. Provide after-hour drug/alcohol testing services for post-accident and reasonable suspicion cases. If subcontractor is used, identify company name.

Drug and Alcohol Testing (Onsite Random Testing):

The supplier shall be available to begin onsite testing no later than 6:30 a.m., Monday through Friday.

Onsite testing is limited to drug and alcohol services only. No additional screenings, such as audiometric or mask fit testing, are required onsite. Testing is conducted quarterly, with each location typically receiving two (2) to three (3) visits per quarter. The average number of drug and alcohol tests administered per onsite visit ranges from fifty (50) to one hundred (100).

OUC prefers that the supplier also provide onsite testing capability on Saturdays.

Post-Accident / Reasonable Suspicion Testing (Optional): If activated by OUC, the supplier shall provide 24-hour, 7-day access to testing for post-accident and reasonable suspicion cases.

B2. Drug Screens for all prospective employees. Conduct urine drug screens and/or breath alcohol testing for post-offer physicals, annual physicals, post-accident, promotion, transfer and reasonable suspicion and follow-up tests within 48 hours of the request.

B3. Random Testing. Conduct random drug and alcohol testing program for commercial drivers

(CDL) in accordance with the Department of Transportation (D.O.T.) regulations including notifications, as well as random testing for Safety Sensitive employees.

Section C

C1. Fitness For Duty Exams. Routine Fitness for Duty Exams include the following:

a. Respirator…