RFP 25084 Medical Assessment for Public Safety Personnel.pdf

RFP 25084-AG Page 1

Request for Proposal

City of Suffolk

RFP#25084-AG

January 17, 2025 Purchasing Division

442 West Washington Street, Room 1086 Suffolk, VA 23434-5237

Phone: (757) 514-7520 / Fax: (757) 514-7524

Medical Assessment Services for Public Safety Personnel

Electronic proposals will be received at the office of the Purchasing Agent listed above, until the time and date shown below (local prevailing time), for furnishing the items or services described in this solicitation. Offers should be sent by e-mail attachment to: proposals@suffolkva.us with the RFP number and title in the subject line.

SCOPE OF WORK – The City of Suffolk (the “City”) has issued this sealed Request for Proposal (RFP) for the purpose of obtaining responsive proposals from qualified firms to provide Medical Assessment Services for the City’s Public Safety Personnel.

The Senior Buyer, Amy Gardner is the Contract Officer for the City of Suffolk with respect to this RFP. All questions and/or comments should be directed to her at this email address:

agardner@suffolkva.us. The respondents to this RFP shall not contact, either directly or indirectly, any other employee or agent of the City regarding this RFP. This prohibition shall also extend to the Suffolk City Council and other elected City officials. Any such unauthorized contact may disqualify the Offeror from the procurement.

Proposals are due: 3:00 p.m., February 20, 2025

Contract Officer: ________Amy Gardner________________ Amy Gardner, NIGP-CPP, CPPB, Senior Buyer, agardner@suffolkva.us

Company Name:

Address:

City / State / Zip:

Telephone: FAX No.:

E-mail:

Print Name: Title:

Signature: Date:

mailto:proposals@suffolkva.us mailto:agardner@suffolkva.us

RFP 25084-AG Page 2

In compliance with this Request for Proposals, and subject to all the conditions thereof, the Offeror, if the offer is accepted within one hundred and twenty (120) calendar days from the date of the receipt of proposals, agrees to furnish any or all of the items and/or services at the prices set, to be delivered at the time and place specified herein, based on Task Orders negotiated with the Offeror and issued by the City. The signature on the previous page certifies the Offeror has read, understands, and agrees to all terms, conditions, and requirements of this Request for Proposals, and is authorized to contract on behalf of firm named in this RFP.

SOLICITATION DOCUMENTS

Additional Request for Proposal documents are available on the Purchasing website:

https://www.suffolkva.us/Bids.aspx?CatID=17 or on the Commonwealth’s bid board (eVA), or at Demandstar.com. An e-mail request for the complete RFP form may be sent to the Contract Officer listed on the front page.

Proposals shall be sent to proposals@suffolkva.us. In lieu of electronic submission, electronic copies (CD or thumb drive) may be delivered to the Purchasing Office, 442 W. Washington Street, Room 1086, Suffolk, Virginia, 23434 prior to the closure date shown. Documents should be saved as a .pdf document and should conserve disk space to allow transfers of data. Do not send Zip files. Zip files cannot be accepted.

Questions concerning this project must be in writing (email is preferred) and addressed to the Contract Officer listed on the front page of this solicitation, and, should be received no later than five

(5) business days preceding the date that the proposals are to be received. E-mail is the preferred method and will get a more timely response.

IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF DISABILITY IN

ORDER TO PARTICIPATE IN THIS PROCUREMENT, PLEASE CONTACT THIS DIVISION AS

SOON AS POSSIBLE.

Proposals may be submitted through EVA https://www.suffolkva.us/Bids.aspx?CatID=17

RFP 25084-AG Page 3

REQUEST FOR PROPOSAL

Medical Assessment Services for Public Safety Personnel

SECTION/TITLE

1.0 PURPOSE

2.0 BACKGROUND

3.0 COMPETITION INTENDED

4.0 TERM OF CONTRACT

5.0 SCOPE OF SERVICES

6.0 INSTRUCTIONS FOR SUBMITTING PROPOSALS

7.0 SPECIFIC PROPOSAL REQUIREMENTS

8.0 EVALUATION AND AWARD CRITERIA

9.0 CONDITIONS AND INSTRUCTIONS FOR RFP

SIGNATURE SHEET

PROPRIETARY/CONFIDENTIAL INFORMATION IDENTIFICATION

ANTICOLLUSION

PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA

EXCEPTIONS PAGE

ATTACHMENT 1 (1 PAGE)

ATTACHMENT 2 (96 PAGES)

ATTACHMENT 3 (9 PAGES)

ATTACHMENT 4 (63 PAGES)

ATTACHMENT 5 (31 PAGES)

ATTACHMENT 6 (54 PAGES)

ATTACHMENT 7 (147 PAGES)

ATTACHMENT 8 (36 PAGES)

RFP 25084-AG Page 4

1.0 PURPOSE

The City is seeking proposals from qualified medical providers to provide comprehensive occupational, health and wellness services for City of Suffolk’s Public Safety personnel.

Public Safety personnel include the Suffolk Fire & Rescue Department (SF&R) and the Suffolk Police Department (SPD). Services to be provided include medical clearance for qualified applicants, ensuring the health, well-being, and safety of incumbents, providing a return to work medical surveillance program, post exposure program, and fitness assessments using the base of occupational medicine.

The City seeks an Offeror who is of the highest occupational medical and technical caliber, experienced in working with Public Safety personnel, and who can be proactive in dealing with sensitive issues. Expectations of a medical provider within the scope of this project include: quality medical assessments, current with accepted methods of detecting/identifying cardiac risks, fit testing, information management and documentation capabilities, database management, electronic communications, and consultation services. The program will be subject to a rigorous quality control process and will be supervised daily by the City to assess Offeror performance.

Offerors responding to this request shall be responsible medical providers who regularly and practically engage in the delivery of this type of services.

It is the intent of the City to establish a contract with a single firm.

2.0 BACKGROUND

The City’s Employee Health & Wellness Program was initiated in 2011. The main objectives of the program are (A) To develop an organizational culture that supports building health and achieving a healthy work environment, (B) To educate employees on how our lifestyle habits impact our overall health and well-being, (C) To increase awareness and motivate change in diet, exercise and staying physically fit. The annual Wellness Incentive Program financially incentivizes all City employees on our group health plan to take charge of their health by completing their Annual PCP Exam/Biometric Screening, an online Health Risk Assessment and earning points for preventative care tasks within our online Wellness platform. This program especially aids Public Safety employees in encouraging their healthy self-focus throughout the year.

The overall goal of the Public Safety Wellness Program is to ensure that all public safety employees will be able to perform the physically demanding duties of their jobs without harm to themselves and without jeopardizing the safety and well-being of fellow employees or members of the public focusing also on prevention and early detection of health conditions.

The Public Safety Wellness Program’s two components are:

1. Medical Assessment Program

The Medical Assessment Program is to provide surveillance medical examinations that evaluate all medical issues related to the performance of the essential tasks of the Public Safety job and the overall health status and well-being of the applicant or employee. This is to ensure that candidates and

RFP 25084-AG Page 5 incumbent employees are medically qualified to perform their required duties while reducing the risk of occupational injuries and illnesses.

2. Fitness Assessment Program

The Fitness Assessment Program is to evaluate the employee’s current physical fitness levels, compare them to norms of others who are of the same age and sex, and provide an individualized exercise program under a doctor’s supervision, based on current fitness and available resources that will act to improve or maintain overall fitness.

The City’s Medical Assessment Program is mandatory for all uniformed sworn employees of Suffolk’s Fire and Rescue and Police Departments.

During the term of this contract, the City may require medical assessments for non-public safety personnel. The fees and scope of services for each assessment shall be negotiated separately and shall not exceed $50,000.00 annually. Such work does not require a separate amendment to this contract.

3.0 COMPETITION INTENDED

It is the City’s intent that this Request for Proposal (RFP) permits competition. It willl be the offeror’s responsibility to advise the Purchasing Agent in writing if any language requirement, specification, or any combination thereof, inadvertently restricts or limits the requirements stated in this RFP to a single source. Such notification must be received by the Purchasing Agent not later than five (5) business days prior to the date set for acceptance of proposals.

4.0 TERM OF CONTRACT

This term of the resulting contract will become effective on March 1, 2025 and go through February 28, 2026. The City reserves the right to renew the contract for four (4) additional one (1) year periods years terminating February 28, 2030. Contract will automatically renew during these periods. The City reserves the right to not renew the Contract at the expiration of any annual anniversary date by furnishing the Contractor with a thirty (30) day written notice.

5.0 SCOPE OF SERVICES

The successful Offeror must perform the following services on an as needed basis.

a. Provide medical assessments for City applicants (estimated 90 to 125 annually).

b. Provide annual medical assessments for SF&R incumbents (estimated 350 annually) and SPD (estimated about 250 annually).

c. Provide Wellness Fitness Initiatives (WFI) assessments and exercise prescriptions for

Public Safety employees.

d. Provide all additional required testing/assessments for special teams. This may include teams such as the hazmat team, tactical medics’ team, motorcycle officers, SWAT team, Underwater Dive Team, Virginia Task Force 2, and others.

e. Provide the evaluation of Public Safety employees who are experiencing any issues that may be impairing the employee with their ability to perform in his/her job classification. This may include referral to specialists such as, but not limited to, RFP 25084-AG Page 6 psychologists, psychiatrists, counselors, or medical specialists for a "Fit for Duty" evaluation. Cases such as these shall be discussed in a three-way conversation with the medical doctor, employee and respective Chief or designee to determine the best course of action based on findings (estimated 25 cases per year).

f. Provide an Infection and Exposure Control Program consisting of immunizations, health screenings, education and exposure follow up measures for all City employees on an on call basis, twenty-four hours (24) a day, seven (7) days a week. The Offeror shall work closely with the City’s Human Resources (“HR”) and SF&R during implementation of these services following the City's established policies (estimated 15 cases per year).

g. Provide "Return to Work" assessments for employees as needed following occupational exposure, illness, injury, or protracted absence from the job at the request of the department (estimated 85 cases annually). The scope of this assessment shall be determined by the occupational physician reviewing the type and severity of the condition.

h. Provide annual respiratory medical clearance and fit testing in compliance with OSHA standards (estimated 325 per year for SF&R and 250 for SPD). Quantitative fit testing will be required for all masks including the N95, half, and full face respirators. The Fire Department will provide the masks for employees to use.

i. Provide surveillance of basic health factors related to the wellbeing of employees to include but not limited to; Cardiac assessment to identify risk factors as outlined in “Coronary Artery Disease Risk Factor Thresholds for the use with the “American College Sports Medicine Risk Stratification” see Attachment 1, attached hereto and incorporated herein by reference.

j. Offeror may be required to work with other physicians in the assessment of employees. The Offeror shall be responsible for requesting and processing information from other medical providers with permission from the employee or the City. The Offeror shall provide an evaluation of all medical tests results and provide all required consultations, with written recommendation for duty status to the Chiefs or designated representative. All costs involved in these processes including data entry into the Offeror's tracking system which provides the basis of all reporting shall be included in services provided.

k. Offeror may be required to periodically provide written articles for the purpose of publishing in City publications to employees. These will be required on an as needed basis with a two (2) week notice, no more than two (2) times per year.

l. Offeror shall work with all City staff, medical vendors, and other specialists to ensure that all services are implemented effectively.

m. All required paperwork that needs to be completed by the City employee prior to any assessment shall be available electronically to the SPD, SF&R, and HR departments in advance for employees to retrieve and fill out prior to an appointment. Electronic forms are preferred but not required.

n. Offeror shall provide all required equipment for providing all medical services, medical assessments, and fitness assessments. All equipment shall be maintained in accordance with the manufacturer's specifications. This includes required calibration of equipment.

Standards – Fit for Duty:

a. All Public Safety applicants and incumbent employees must be medically assessed and evaluated based on their ability to perform the essential tasks of the job they are applying for or currently hold.

b. The Offeror must provide SF&R medical and fitness assessments in accordance with the National Fire Protection Agency (NFPA) 1582 Standards on Comprehensive Occupational Medical Program for Fire Departments, 2022 Edition, see Attachment 2, attached hereto and incorporated herein by reference. If during the contract period, a revised edition of NFPA 1582 Standards are developed, the Offeror must be required to implement the updated version.

RFP 25084-AG Page 7

c. The Offeror must adhere to all regulations of other agencies for standards of testing for special teams. This shall include, but is not limited to, the regulations established by the State of Virginia concerning Hazmat Teams.

d. The Offeror must conform to all applicable Occupational Safety and Health Administration (“OSHA’) standards, including:

i. 29 CFR 1910.95, "Occupational Noise Exposure” see Attachment 3, attached hereto and incorporated herein by reference.

ii. 29 CFR 1910.120, "Hazardous Waste Operations and Emergency Response" see Attachment 4, attached hereto and incorporated herein by reference.

iii. 29 CFR 1910.134, “Respiratory Protection” see Attachment 5, attached hereto and incorporated herein by reference.

iv. 29 CFR 1910.1030, "Blood Borne Pathogens" see Attachment 6, attached hereto and incorporated herein by reference.

e. The Offeror must conform to the City’s and Department’s “Blood Pathogen Exposure Control Plan” see Attachment 7, attached hereto and incorporated herein by reference.

Clearance for Duty:

Employees must complete all aspects of the medical assessment process and respiratory clearance process before a clearance for duty status can be given by the successful Offeror.

The Offeror must designate duty status for each employee in one of four categories listed below:

a. Full Duty Clearance — employee has successfully completed all testing required and is medically cleared to perform in the job classification he/she is applying for or currently holds with no restrictions.

b. Modified Duty Clearance — employee has successfully completed all testing required and is medically cleared to perform some, but not all, essential tasks of the job. Duty restrictions shall be clearly stated and an action plan established that shall move the employee to full duty clearance.

c. No Duty Clearance — employee has successfully completed all testing required and has restrictions that will not allow the employee to perform the essential tasks of the job. An action plan shall be established, if appropriate, that shall move the employee to full duty clearance.

d. Not fit for duty — all of the medical exam components have not been completed by either the employee or the Offeror, therefore a fit for duty cannot be given due to the lack of information.

Medical Records:

All medical information must be maintained in compliance with federal, state, and local regulations including Health Insurance Portability and Accountability Act (HIPAA) regulations.

a. In order for the Medical Assessment Program to be effective in providing the best medical evaluation and continuity of care for each employee, there may be a need for the records of past medical examinations to be considered when completing current evaluations.

b. All medical records must be maintained and stored by the Offeror. Existing employee records total approximately 450. All medical records are considered the property of the City.

c. Medical records must be located at the site of the successful Offeror. All record transfer must be completed within 30 calendar days after contract execution. This transfer must be at the responsibility and expense of the successful Offeror.

RFP 25084-AG Page 8

d. All medical information must remain confidential and must only be obtained by the employee, at his/her written request, or by the current medical Offeror at the time of the request.

e. Medical records must remain sealed. Medical information must NOT be obtained by any City official or department employee without written consent from the City employee.

f. All applicable standards, including OSHA Standard 29 CFR 1910.1020, "Access to Employee Exposure and Medical Records" and HIPAA must be followed. See Attachment 8, attached hereto and incorporated herein by reference.

Personnel:

Offeror must:

a. Designate a contract manager who will be the point of contact and who must have management oversight of the resulting agreement. The contract manager must work closely with SF&R and SPD Chiefs or their designees and City’s Risk Manager or their designees.

b. Designate an occupational health board certified physician to provide oversight over all physicians providing medical services. The physician must be designated as the City’s occupational physician. In this capacity, the physician must serve as the single point of contact to coordinate all occupational health issues relating to Public Safety personnel.

The physician must also be required to work with City personnel in the performance of collateral administrative duties to include: development of updated medical and other occupational health and safety standards, participation in health improvement programs development, and ensuring compliance with all federal, state, and local laws, regulations, and standards.

c. If funded, designate a certified exercise physiologist to provide oversight of the Fitness Assessment Program. It is preferred that this individual must be certified as an American College of Sports Medicine Health Fitness Instructor or have equivalent certification.

d. The exercise physiologist must understand the physiological, psychological, and environmental demands placed on public safety personnel. He/she must implement all exercise evaluations, development of all exercise prescriptions, and the wellness counseling and review the evaluations required for each employee assessed through this program.

e. Notify the City in the event that personnel must be replaced by the Offeror.

Replacement personnel must be identified using the same guidelines established herein and the resulting Contract and must be approved by the City in writing prior to performance under the agreement.

f. Identify third parties to be employed by the Offeror in the performance of the agreement, including identification of personnel to be assigned, their qualifications, education, and representative experience in working with the proposed system. All Offeror employees and third party employees must be approved by the City in writing prior to performance under the agreement.

g. As a condition of continued service, the City will require personnel assigned to this project to submit to alcohol and drug tests at any time. Subsequently, any person who has a positive test result must be removed from under the agreement.

h. The City will require the Offeror to replace any assigned personnel who are considered unacceptable in the opinion of the City.

Specialists:

If the successful Offeror’s physician completes an employee assessment and requires follow-up testing or treatment of a condition, the following process must be implemented:

RFP 25084-AG Page 9

a. The condition must be evaluated by the physician. The physician must contact the SF&R or SPD Chief or their designee and an appropriate determination made as to how this situation shall be handled.

b. The physician must be able to work with other medical facilities and doctors in these circumstances.

Examinations/Tests:

The table below list type of examinations, tests and the estimated quantity the Successful Offer may be required to perform during the agreement period.

Description Estimated Quantity Pre-employment examination for Recruits 90-125 Annual examination for Current Public Safety Employees 450 Urinalysis, Dip 300 Urinalysis, Microscopic 50 Diagnostic Blood Chemistry Profile (panel 56) 300 Audiometric Test (500-800 Hz for each ear) 300 Vision Examination 300 Chest Radiographs 300 Electrocardiogram (EKG) 300 Spirometry Examination 300 Mammograms 10 Prostate Specific Antigen (PSA) Test 125 IGRA’s-Interferon-Gamma Release Assays (SF&R only) 300/10 Tetanus (1x every 10 years) 50 Hepatitis B Initial Series of three (3) 50 Hepatitis B Titer/Booster 300/50 Hepatitis C Virus Titer 75 Vercelli Inoculation/Titer 50/25 MMR (Measles, Mumps, Rubella) Vaccine)/titer 10/40 Quantitative Respirator Fit Testing 300 Diagnostic Treadmill Stress Test 15 Echo testing 5 TDap 250 Blood Bourne Pathogen Exposure Testing 20 Heavy Metal Evaluation 30 Flu Inoculations 100 Return to Work Medical Evaluations 50 Fitness Assessment (to include Wellness Counseling and Exercise Rx as outlined in RFP) 450

Functional Abilities Exam 10

Educational Program Twelve (12) - one (1) hour

- sessions

Chest X-Rays 10

Facilities and Sites:

RFP 25084-AG Page 10

a. The City will require all post-hire assessments, annual medical assessments, stress testing, respiratory fit testing, fitness assessments, and any other services to be conducted at the successful Offeror’s site within the same time frame.

b. At the request of the SF&R or SPD Chief, respiratory fit testing may be completed at worksites periodically.

c. All required applicant(s) must be sent to the successful Offeror’s site for their post-hire medical assessment as needed throughout the year.

d. On rare occasions or in case of an emergency situation, there may be a need for all medical services to be provided at City facilities. The successful Offeror must provide this service on an as-needed basis if required by the City.

e. Within 60 days of award, the successful Offeror must have or establish an office/medical facility to perform the required services within twenty (20) miles from Suffolk City Hall, 442 W. Washington Street, Suffolk, Virginia 23434.

Scheduling:

a. SF&R and SPD will require employees to complete their Medical Assessments with the successful Offeror in the month of their birth date. SF&R employees mostly schedule theirs “off duty” time and SPD employees will be scheduling theirs during "on-duty" time.

b. The successful Offeror will track employees who have completed their Medical Assessment and who has not and provide an update to the SF&R or SPD Chief or their designee monthly.

c. All applicants will be sent to the medical facility on an as-needed basis to the successful Offeror’s site. Walk-ins are permitted and or appointment times are not required for these applicants. The departments will provide notification that a group of applicants will soon be sent so that the Offeror’s can secure the needed resources to accommodate. The successful Offeror may require certain number of days and times for this service as long as the time is sufficient to assess applicants in a timely manner.

d. If medical services are needed to be held at any City sites, the City will provide the Offeror a two-week notice.

e. Fit-for-duty and Return-to-work evaluations will be scheduled on an as need basis.

Reporting and Documentation:

a. Upon completion of any assessments or services, the successful Offeror must provide a report to the individual applicant/employee at his/her home address with the results and findings of the assessment. This report must include all values found in the testing process and how they relate to the applicant/employee's health, any medical condition(s) found that may need follow-up care, and a statement reflecting their medical certification to perform in the classification they are applying for or current job classification. This report must be sent within ten (10) working days of the examination. Reports must be sent by email, postal service, or courier services.

b. A report must be sent to the SF&R or SPD Chief or his designees with the information outlined below within ten (10) working days of the employee’s assessment:

i. Duty Status Medical Clearance Form - Indicating applicant/employee's clearance for duty status. This report must state if an employee is or is not cleared for duty.

ii. Respirator Clearance Forms - Must be placed in the employee's health record.

If an employee cannot be cleared for respirator use, the Successful Offeror must contact the Chief or designee immediately and report status. The

RFP 25084-AG Page 11

Successful Offeror must provide a plan of action for the employee and department to take to medically clear the employee for respirator use.

c. The successful Offeror must send a report to the Chief or designees at the end of the month indicating if the applicant or employee scheduled did or did not show up and complete the Medical and/or Fitness Assessment process.

d. If an employee needs to be placed in a "No Duty” status, the successful Offeror must first speak with the employee explaining why this is warranted. Then the Successful Offeror must contact the SF&R or SPD Chief or designees via telephone or e-mail, with-in two (2) hours, of any situation or circumstance where an employee must be placed in a "No Duty" status. In these cases, a return to duty plan of action must be provided by the Successful Offeror to facilitate the return of the employee to work as soon as possible in a safe and efficient manner. The successful Offeror must provide a written report outlining the reasons for the "No Duty" decision and the “Plan of Action” within twenty-four (24) hours to the employee and Chief or their designees.

e. The successful Offeror must provide a report that designates medical clearance" for all incumbent employees to participate in the Fitness Assessment Program. Medical clearance shall follow the American College of Sports Medicine Guidelines for Exercise Testing and Prescription. Medical Clearance Reports must be sent to the Chief or designee within fourteen (14) days of the medical assessment. These reports must be maintained in the medical records at the Offeror's site as well.

f. The successful Offeror must develop, update and maintain an electronic database for all employees to include: employee's name, birth date, dates of all medical and fitness assessments, dates of all respiratory fit tests, dates of all stress tests and echo tests, follow-up tests as needed, latest clearance for duty date, and size for respiratory mask(s) required by employee.

g. The successful Offeror must provide a department aggregate report on medical assessment outcomes and fitness assessment outcomes on a quarterly and annual basis. The specifics of these reports will be defined by the City at the prior to the beginning of the resulting contract period.

Administrative Meetings and Consulting Services:

a. Meetings must be held with Offeror, the City’s Risk Manager or designee and SF&R

Chief and Police Chief or designee once per quarter to discuss issues, concerns, scheduling, and problem solving, as well as, program implementation tactics. This process has been established in order to maintain and enhance communication flow to ensure the smooth administration of the resulting agreement. Other City individuals may be involved in this process as needed. If required meetings may be requested on a more frequent basis throughout the agreement period.

b. The Offeror must consult with the City’s Risk Manager or designee and SF&R Chief and SPD Chief or designee on issues related to the overall health and wellness of the Public Safety work force. This may include consultation on needed health related programs and sharing of available resources.

c. If requested by the City, the successful Offeror’s lead physician must provide input into any administrative issue called by the department representatives in the case of sudden illness, death, or disability. The purpose of this consultation is to provide the most up-to-date information on issues that may impact the need for changes in current City policies and practices.

Health Education/Wellness Counseling:

a. Provide information (e.g. pamphlets, booklets, guides) to employees as part of the medical and fitness assessment process on health related issues important to that

RFP 25084-AG Page 12 employee. This information must act to inform the employee about areas of concern such as cardiovascular risk factors, metabolic diseases, hearing conservation, infectious diseases, physical fitness, tobacco cessation, nutrition, cancer prevention, lifestyle modifications, and behavioral health issues.

b. Provide individual counseling with employees as part of the medical assessment process at the time of their assessment. Issues discussed must be specific issues related to employee's assessment results. Behavior modification, readiness to change, and tactics in how to improve general health and well-being are a few examples of issues that may be discussed.

c. If the Fitness Assessment Program is funded, provide, in detail, the results of the fitness assessment and the exercise prescription developed for the employee at the time of the assessment. This discussion must include, but not be limited to, goal setting, barriers to improving health status, and how to overcome them.

d. When requested by the City, Successful Offeror must provide annual training to designated employees on reading and interpreting the results of Tuberculosis titers (TB titers). These designated personnel will be responsible to read TB titers, sign the form on their findings, and send to the Successful Offeror for their records for all employees. This process shall make the reading of titers a more efficient process.

e. If requested by the City, to provide training, a general session, or workshop on any subject related to health, fitness, or wellness for public safety departments at a City facility. Appropriate lead time will be given to the Offeror to prepare. Approximately 12 sessions shall be required per year.

Audit of Program Records:

a. The City will audit medical records through a third party auditor for the purpose of evaluating the performance of the Successful Offeror per the terms and conditions in the resulting agreement. Items that will be audited include: completeness of the medical record, testing completed, and timing of all processes.

b. Records must be provided to the City upon request with no identifying or personal health information.

c. Up to 10% of all records will be audited annually.

d. Customer satisfaction surveys must be administered at the time of service to City employees asking them to rate their satisfaction and timeliness of service, Successful Offeror competency and professionalism and other issues as needed. The results of these surveys must be provided to the SF&R or SPD Chief or designee and the City’s Risk Manager or designee for review.

Work Hours:

Services must normally be performed between 8:00 AM and 5:00 PM, Monday through Friday.

Department Chiefs or designee may require consultation services with the physician(s) on a twenty-four (24) hour, seven (7) day per week basis.

The Successful Offeror must provide after hour services, if needed, for post-exposure, fit-for-duty, and drug screening if needed. The after hour services are to accommodate the 24-hour schedules of the Public Safety employees.

Department Chiefs or their designee will coordinate the scheduling of assessments for candidates and employees directly with the Successful Offeror.

The departments may have the need for medical assessment services to be provided on-site at designated City facilities. These services may be required any day of the week from

RFP 25084-AG Page 13

8:00 AM to 5:00 PM. When requested by the City, these services must be provided within a two (2) week notice.

Method of Payment:

a. The departments will be responsible for paying for the services provided under this program. All invoices shall be sent to the SF&R or SPD Chief or their designee monthly. Employees are NOT to be billed for services required by the City for purposes of employment.

b. A detailed invoice for post-hire and annual Medical Assessments must be submitted monthly. Payment will be made directly to the successful Offeror in accordance with the resulting agreement terms and conditions.

c. Separate invoices must be submitted for post-exposure services and return-to-work medical evaluations.

d. Invoices must contain the following items at a minimum: invoice number and date, date of services, payment address of Offeror, number of assessments, tests, and exams performed, name of person being tested, cost per each service, and total cost.

e. The Successful Offeror must provide through a secure environment, a separate informational sheet with the following items; employee's name and birth date, services and tests performed, and date when services were performed.

6.0 INSTRUCTIONS FOR SUBMITTING PROPOSALS

A. Submission of Proposals

An electronic document is to be submitted by e-mail attachment to proposals@suffolkva.us with the RFP number and title in the subject line. As an alternative, electronic copies (CD or thumb drive) may be delivered to the Purchasing Office, 442 West Washington Street, Room 1086, Suffolk, Virginia prior to the due date shown, if desired. Paper proposals will not be accepted. Documents should be saved as a .pdf document and should conserve disk space to allow transfers of data.

ZIP files cannot be accepted; they do not work in the City’s system. To receive confirmation of receipt of proposal, send request to the contracting officer at agardner@suffolkva.us. Do NOT send proposal directly to contracting officer.

Read the entire solicitation before submitting a proposal. Failure to read any part of this RFP shall not relieve any Offeror from its contractual obligations.

B. Questions and Inquiries

Questions and inquiries pertaining to the RFP will be accepted from any and all firms via e-mail or fax. Inquires must provide RFP number and title. Material questions will be answered by Addendum and will be posted on the City’s website:

https://www.suffolkva.us/Bids.aspx?CatID=17. provided that all questions are received five (5) business days prior to opening date.

Amy Gardner, Senior Buyer, is the designated authorized Contract Officer for the City of Suffolk with respect to this RFP. All questions and/or comments should be directed to her attention. The respondents to this RFP shall not contact, either directly or mailto:proposals@suffolkva.us

RFP 25084-AG Page 14 indirectly, any other employee or agent of the City regarding this RFP. This prohibition shall also extend to the Suffolk City Council and other elected City officials. Any such unauthorized contact may disqualify the Offeror from the procurement.

C. Addendum and Supplement to Request

If it becomes necessary to revise any part of this request or if additional data are necessary to enable an exact interpretation of provisions of this request, an addendum will be issued. It is the responsibility of the Offeror to ensure that he has received all addenda prior to submitting a proposal. All addenda can be downloaded from: https://www.suffolkva.us/Bids.aspx?CatID=17.

D. Firm Pricing for City Acceptance

Offers made during negotiation must be honored for City acceptance for 120 days from the date of offer.

E. Proprietary Information

Trade secrets or proprietary information submitted by an Offeror in connection with this solicitation shall not be subject to disclosure under the Virginia Freedom of Information Act; however, the Offeror must invoke the protections of this section prior to or upon submission of the data or other materials, and must clearly identify the data or other materials to be protected and state the reasons why protection is necessary.

Offerors shall not mark sections of their proposal as proprietary if they are to be part of the award of the contract and are of a material nature. Any propriety information must be listed on the attached “Proprietary/Confidential Information Identification” form and submitted with the proposal. An all-inclusive statement that the entire proposal is proprietary will result in rejection of the proposal.

F. Authority to Bind Firm in Contract

Proposals must give full firm name and address of Offeror. Failure to sign proposal may disqualify Offeror. Person signing proposal should provide title or authority to bind firm in a contract.

G. Preparation and Submission of Proposals

1. All proposals must be signed by the individual or authorized principals of the firm.

2. All attachments to the RFP requiring execution by the firm are to be returned with the proposal.

3. Proposals are to be submitted electronically. The subject line must indicate the

RFP number and the title of the proposal.

4. It is the Offeror’s responsibility that the proposal is received by the Purchasing

Division BEFORE the hour specified on the due date. Requests for extensions

RFP 25084-AG Page 15 of this time and date will not be granted. Proposals or unsolicited amendments to proposals received by the City after the due date will not be considered.

H. Miscellaneous Requirements

1. The City will not be responsible for any expenses incurred by an Offeror in preparing and submitting a proposal. All proposals must provide a straightforward, concise delineation of the Offeror's capabilities to satisfy the requirements of this RFP. Emphasis should be on completeness and clarity of content.

2. Offerors who submit a proposal in response to this RFP may be required to make an oral presentation of their proposal. The Purchasing Division will schedule the time and location for this presentation.

3. The contents of the proposal submitted by the successful Offeror and this RFP will become part of any contract awarded as a result of the Scope of Services contained herein. The successful Offeror will be expected to sign a contract with the City.

4. The City reserves the right to reject any and all proposals received by reason of this request, or to negotiate separately in any manner necessary to serve the best interests of the City.

7.0 SPECIFIC PROPOSAL REQUIREMENTS

Proposal should be as thorough and detailed as necessary to allow the City of Suffolk to properly evaluate the offeror’s capabilities to provide the required services. Offerors are required to submit the following items in the format provided as a complete proposal.

The City reserves the right to request clarification of information submitted and to request additional information if deemed necessary.

A. Cover Letter

The Offeror will complete and submit the Signature Sheet (included in the proposal) with a brief cover letter. The cover letter should summarize key elements of the proposal. An individual authorized to bind Offeror should sign the letter and Signature Sheet, as well. Indicate the address and telephone number of the Offeror’s office.

B. Background and Project Summary Section

This section should describe your understanding of the City, the work to be performed, and the objectives to be accomplished. Refer to the ”Scope of Services” Section of this RFP.

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C. Methodology Section

Provide a detailed description of the approach and methodology to be used to accomplish the “Scope of Services” of this RFP. The Methodology Section should include the following:

1. An implementation plan that describes in detail (a) the methods, including controls by which your firm manages projects of the type sought by this RFP;

and (b) any other project management or implementation strategies or techniques that the respondent intends to employ in carrying out the work.

2. Detailed description of efforts your firm will undertake to achieve client satisfaction and to satisfy the requirements of the “Scope of Services” Section.

3. Detailed description of specific tasks you will require from City staff. Explain what the respective roles of City staff and your staff would be to complete the tasks specified herein.

D. Staffing Section

Provide a list of principal individuals who will likely be working on this project and indicate the level/title of each member, and the function that each will perform. Include a resume for each designated individual, to include licenses, certifications, and other qualifications.

E. Qualifications

The information requested in this section should describe the qualifications of the Offeror, key staff, and subcontractors performing projects within the past five (5) years that are similar in size and scope to that requested in the RFP. Information shall include the following:

1. A summary of the Offeror’s demonstrated capability, including length of time that the Offeror has provided the services being requested herein.

2. Provide at least three (3) references that received similar services from your organization. Local or public references preferred. The City reserves the right to contact any the organizations or individuals listed. Information shall include:

• Client name

• Description of services provided

• Start and end dates

• Client manager name, email, and telephone number

F. Fee Proposal

Provide your organization’s fee schedule for the services requested in this RFP.

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G. Format

Proposal should be submitted in the following format:

• Cover Letter (A)

• Proposal sequenced in accordance with Paragraphs B-F above

• Forms as follows: (All forms must be signed.)

o Signature Sheet (Page 31) o Propriety/Confidential Information Identification (Page 32) o Anti-collision/Nondiscrimination/Drug Free Workplace Clauses (Pg. 33) o Proof of Authority to Transact Business in Virginia (Page 34) o Exception Page (Page 35)

8.0 EVALUATION AND AWARD CRITERIA

The City’s Evaluation Committee will review each proposal and verify the claims and credentials of each Offeror. Selection will be made for each proposal on the basis of the criteria listed below. The criteria will be evaluated based upon the strengths and weaknesses of the submittal or subsequent information gained in the process.

Qualifications, credentials, and related experience of the Offeror’s key personnel

(20%) Adequacy and availability of support resources (20%) Facility location, hours, and capacity to provide services (15%) Approach to the Scope of Work, including design efficiencies, timeliness, cost control, quality assurance, and demonstrated understanding of compliance standards. (35%) Overall quality and completeness of proposal based on the submittal requirements

(10%)

Once each member of the Evaluation Committee has read and rated each proposal by use of the criteria, a consensus of the Committee will be used to establish ranking of the proposals.

This ranking shall be used to select the firms for further consideration—the short-list. At this point, the Evaluation Committee may conduct interviews with two or more of the top ranked firms.

After interviews have been conducted with each selected Offeror, the City will select the proposal which, in its sole opinion, is in the best interest of the City and enter into negotiations with that firm. Should negotiations fail with this Offeror, negotiations will be terminated with that Offeror and negotiations will be opened with the next ranked firm, as required under the Virginia Public Procurement Act. Should the City determine, in its sole discretion, that only one Offeror is qualified, or that one Offeror is clearly more highly qualified than the other under consideration, a contract may be negotiated and awarded to that Offeror. The file will show the Committee’s perception of the strengths and weaknesses of each proposal received as basis for selection.

The successful firm will be expected to enter into a contract with the City of Suffolk based upon its submittal and any additional negotiated terms. The successful firm must execute and return the contract documents to the City within ten (10) business days of receipt.

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9.0 CONDITIONS AND INSTRUCTIONS FOR RFP

1. Use of Form: All proposals should be submitted in electronic (.pdf) format in accordance with this form. The Offeror may attach/scan other information as required to the electronic document that will be made a part of the proposal. Electronic submittals on CD, DVD, memory sticks, or other electronic media will be accepted if delivered prior to the closing time. The preferred method is by an attachment to an email addressed to: proposals@suffolkva.us. ZIP files cannot be accepted.

2. Submittals: Except as noted above, all proposals shall be sent as an attachment to email to: proposals@suffolkva.us. The subject line must show the proposal number and title.

3. Late Proposals: Proposals, if received by Purchasing after the date and time specified, will not be considered. It will be the responsibility of the Offeror to see that their proposal is received by Purchasing as specified. There will be no exceptions.

Electronic proposals show the date and time sent. This must be prior to the closing date published on the front cover.

4. City Hall Closure: Should the City’s electronic networks connectivity prevent receipt of proposals at the time of the scheduled proposal closing, the proposals will be accepted and opened on the next business day of the City, at the original scheduled hour, or as soon as connectivity is restored during normal business hours.

5. Competition Intended: It is the City’s intent that the Request for Proposals (RFP) permits competition. It shall be the Offeror’s responsibility to advise the Buyer in writing if any language requirement, specification, or any combination thereof, inadvertently restricts or limits the requirements stated in this RFP to a single source.

Such notification must be received by the Contract Officer prior to the date set for proposals to close.

6. Contract Quantities: The quantities specified in the Request for Proposals are estimates only unless otherwise clearly noted, and are given for the information of Offeror and for the purpose of proposal evaluation. They do not indicate the actual quantity that will be required, since such volume will depend upon requirements that may develop during the contract period. Quantities shown shall not be construed to represent any amount which the City shall be obligated to purchase under the contract, or relieve the Offeror of his obligation to fill all orders placed by the City, except as clearly noted.

7. Delivery: The time of delivery of services must be stated in definite terms. If time of delivery for different goods and/or services varies, the offeror shall so state.

8. Offeror’s Qualifications: Only proposals from established Offerors for work similar in scope to work herein shall be considered; the City reserves the right to request specific reference information prior to award. Offeror shall demonstrate that they have adequate and appropriate manpower, tools and equipment to respond and perform in accordance with the provisions herein.

The City may, at its option, disqualify an Offeror and reject its proposal for cause.

Reasons deemed to be sufficient for this action shall include, but not be limited to, the following:

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Evidence of collusion among Offerors.

Receipt of more than one proposal on any project from an individual, or from a corporation. This restriction does not apply to sub-consultants Default on any previous contract.

Unreasonable failure to complete a previous contract within the specified time or for being in arrears on an existing contract without reasonable cause for being in arrears.

Inability to perform as revealed by an investigation of the Offeror's financial statement, experience and/or plant and equipment.

Offeror does not meet project-specific requirements, as identified in the solicitation.

9. Pricing to be F.O.B. Destination – Freight Allowed: Pricing shall be F.O.B.

destination-freight included for all competitive proposals. F.O.B. Destination-Freight Included shall include all shipping costs to the City location(s) at the unit cost. No additional shipping charges shall be allowed.

10. Samples: Samples, when requested, must be furnished free of expense, and upon request, if not destroyed, will be returned at the Offeror’s risk and expense.

11. Silence of Specifications: The apparent silence of these specifications and any supplemental specifications as to any detail or the omission from the specifications of a detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail and correct type, size and design are to be used.