RFP_HUM260527_Employee_Health_Clinic_Services_and_Administration_-_Main_Document.pdf

City of Ocala Request for Proposals No. HUM/260527 Page 1 Employee Health Clinic Services and Administration

110 SE Watula Avenue, Third Floor

Ocala, Florida 34471 Main Number: (352) 629-8402 www.bidocala.com

The City of Ocala is accepting sealed electronic submissions for:

EMPLOYEE HEALTH CLINIC SERVICES AND ADMINISTRATION

REQUEST FOR PROPOSALS (“RFP”) #: HUM/260527

Official copies of all solicitation documents may be obtained via electronic download from the City of Ocala’s e-procurement portal located at: https://www.bidocala.com

** Copies of documents obtained from any other source are not considered official copies. **

Deadline for Questions: April 13, 2026, at 5:00 p.m. (EST)

All questions or inquiries regarding this solicitation must be submitted via e-mail to the Buyer Contact identified below or via the e-procurement portal no later than the Deadline for Questions noted above. Any questions received after the deadline will not be considered.

Where to Submit Proposals: City of Ocala’s E-Procurement Portal:

https://www.bidocala.com

Submission Deadline: April 20, 2026, at 2:00 p.m. (EST)

Sealed electronic submissions shall be accepted up to the Submission Deadline.

Submissions received after the deadline and/or transmitted to the City of Ocala outside of the e-procurement portal shall be rejected. The e-procurement portal’s timestamp shall be conclusive as to the timeliness of filing.

Vendor Registration: Bidders must be a registered vendor within the ProRFx e-procurement portal in order to submit a response to this Solicitation. There is no charge to register, simply follow the registration path for “New Vendor Registration” at https://www.bidocala.com.

Buyer Contact/ Direct All Inquiries To:

ASHLEY PRESLEY, BUYER

E-Mail: apresley@ocalafl.gov Phone: (352) 629-8364

Notice to Proposers: The point of contact for all questions and issues relating to this Solicitation shall be the Buyer Contact identified above.

To ensure that your submission is deemed responsive, you are urged to request clarification or guidance regarding any issues involving this solicitation prior to submitting your response.

THE CITY OF OCALA RESERVES THE RIGHT TO REJECT ANY AND ALL SUBMISSIONS

http://www.bidocala.com/ https://www.bidocala.com/ https://www.bidocala.com/ https://www.bidocala.com/ mailto:apresley@ocalafl.gov

City of Ocala Request for Proposals No. HUM/260527 Page 2 Employee Health Clinic Services and Administration

SECTION 1

INTRODUCTION AND REQUEST FOR PROPOSALS

The City of Ocala (the City) is seeking proposals from qualified, responsible, and experienced firms to manage, administer, and staff the City’s on-site health clinic located at 2100 NE 30th Avenue Building 300, Suite 102, Ocala, Florida 34470 (hereinafter referred to as the “Health Clinic”). The City intends to contract with a provider who is capable of providing the highest level of primary, urgent, and occupational healthcare services to employees, retirees, and dependents (aged two-years and older) who are enrolled in the City of Ocala’s health plan. Costs for all services performed in the Health Clinic will be charged to the City directly.

It is anticipated that one (1) firm (the “Provider”) will be awarded the resulting five-year services contract with a commencement date of October 1, 2026. The contract will offer two optional five-year renewal terms.

Proposers are encouraged to be responsive yet creative and innovative in their responses. Submittals should clearly outline methods for improving employee health and reducing plan costs.

1.1. EXHIBITS: The following Exhibits are incorporated into and made a part of this Solicitation as if fully set forth herein.

(a) EXHIBIT A: Proposer Understanding, Approach, and Methodology for the Provision of

Health Clinic Services

(b) EXHIBIT B: Reference Form

(c) EXHIBIT C: Current City Clinic Layout

1.2. LOCAL VENDORS. The City of Ocala encourages active participation by local vendors. In accordance with Section 22-2 of the City’s Code of Ordinances, this Solicitation DOES NOT QUALIFY for Local Vendor Preference.

1.3. QUESTIONS AND CLARIFICATIONS.

(a) Proposers are responsible for verifying all listing information prior to submitting a response to the

Solicitation.

(b) Proposers must communicate any questions regarding this Solicitation by the deadline set forth above.

(c) Any and all questions must be submitted to the Procurement Department electronically via www.bidocala.com. Responses will be made electronically and posted online. It is the responsibility of the proposers to check for updates.

(d) If necessary, any addenda shall be posted to the www.bidocala.com website.

(e) It is our standard policy that no addendum will be issued less than three (3) calendar days prior to the deadline established for receipt of proposals, except for an addendum withdrawing the solicitation or one which includes postponement of the date for receipt of proposals.

(f) No verbal or written information obtained by means other than those set forth in this Solicitation, or by addendum thereto, shall be binding upon the City.

http://www.bidocala.com/

City of Ocala Request for Proposals No. HUM/260527 Page 3 Employee Health Clinic Services and Administration

1.4. AMENDMENTS TO SOLICITATION.

(a) Should it become necessary for the City to revise or amend any part of this solicitation, Procurement and Contracting Department staff shall furnish the revision or amendment via written addendum, comment, and/or question and answer posted in the City’s e-procurement system under the appropriate solicitation.

(b) Addendums, comments, and/or questions and answers should be reviewed by interested parties.

Lack of review will not excuse Proposers from adherence to any requirements set forth therein.

(c) If there is a discrepancy with the scope of work that is determined by the City, in its sole discretion, to be unfair to the Proposers, City may postpone the bid opening at any time in order to make corrections. City further reserves the right to extend the bid opening at any time during the bid process.

1.5. MINORITY/DISADVANTAGED BUSINESS ENTERPRISE PARTICIPATION. The City of Ocala encourages the active participation of minority businesses, women’s businesses, and labor surplus area firms whenever possible as either prime contractors or subcontractors. If subcontracts are to be let through a prime subcontractor, the prime contractor is required to take the following affirmative steps:

(a) placing qualified small and minority businesses and women’s business enterprises on solicitation lists;

(b) assuring that small and minority businesses and women’s business enterprises are solicited whenever they are potential sources;

(c) when economically feasible, dividing total requirements into smaller tasks or quantities to permit maximum participation by small and minority businesses and women’s business enterprises;

(d) establishing delivery schedules, where the requirement permits, which encourage participation by small and minority businesses and women’s business enterprises; and

(e) using the services and assistance, as appropriate, of such organizations as the Small Business

Administration and the Minority Business Development Agency of the Department of Commerce.

1.6. CERTIFICATION OF ACCEPTANCE: By responding to this solicitation, proposers certify that they have carefully read the solicitation documents, including any addenda, exhibits, attachments, and/or appendices in their entirety and agree that to the best of their knowledge no pages or parts of the documents appear to have been omitted and that they fully understand, accept, and agree to comply with the requirements and conditions set forth therein.

1.7. ADA NEEDS/ACCOMMODATIONS: If reasonable accommodations are needed in order for you to participate in this solicitation, please contact the Buyer Contact identified above at least forty-eight (48) hours in advance so that arrangements can be made.

1.8. COST INCURRED IN RESPONDING. All costs directly or indirectly related to proposal preparation, representation or clarification shall be the sole responsibility of and be borne by the proposer.

1.9. INDULGENCE. Indulgence by the City on any non-compliance by the proposer does not constitute a waiver of any rights under this request.

1.10. FEDERAL DEBARMENT. By submitting a proposal, the proposer certifies that no principal (which includes officers, directors, or executives) is presently suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in this transaction by any Federal department or agency.

City of Ocala Request for Proposals No. HUM/260527 Page 4 Employee Health Clinic Services and Administration

1.11. PUBLIC ENTITY CRIMES. A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a consultant, supplier, sub-consultant, or consultant under a contract with any public entity; and may not transact business any public entity in excess of the threshold amount provided in s. 287.017 for CATEGORY TWO($35,000) for a period of 36 months following the date of being placed on the convicted vendor list.

1.12. E-VERIFY. Proposer shall utilize the U.S. Department of Homeland Security's E-Verify system to verify the employment eligibility of all new employees hired by the Proposer during the term of the contract and shall expressly require any sub-consultants performing work or providing services pursuant to the state contract to likewise utilize the U.S. Department of Homeland Security's E-Verify system to verify the employment eligibility of all new employees hired by the sub-consultant during the contract term.

1.13. MATERIALS. All materials submitted in response to this solicitation shall become the property of the City.

1.14. INTELLECTUAL PROPERTY RIGHTS. The Proposer will indemnify and hold harmless, the City from liability of any nature or kind, including costs and expenses for or on account of any copyrighted, service marked, trademarked, patented or un-patented invention, process, article or work manufactured or used in the performance of the contract, including its use by the City. If the proposer uses any design, device, materials or works covered by letters, service mark, trademark, patent, copyright, or any other intellectual property right, it is mutually agreed and understood without exception that the proposal prices will include all royalties of costs arising from the use of such design, device, or materials in any way involved in the work. This article will survive the termination of any contract with the City.

1.15. CONFLICTS OF INTEREST

(a) The award hereunder is subject to the provisions of Chapter 112, Florida Statutes, as amended, governing conflict of interest.

(b) All proposers are required to disclose the name(s) of any employee(s), officer(s), director(s), shareholder(s), or other agent(s) of their firm that are also employee(s) or public official(s) of the City of Ocala concurrently with the submission of their proposal.

(c) All proposers are required to disclose the name(s) of any City of Ocala employee(s) or public official(s) who either directly or indirectly owns or holds a five percent (5%) or more interest in proposer’s firm, corporation, or other business entity.

(d) City of Ocala employees appointed persons, and elected officials (herein referred to as

"employees") may engage in outside activities and hold financial interests subject to state and federal laws and regulations and the City of Ocala Employee Handbook, as applicable.

(e) Every employee who is an officer, director, agent, employee, or owner of a substantial interest in any business entity which does or anticipates doing business with the City must complete and submit an “Officer and Employee Disclosure Statement” with every submission. This statement is available at www.ocalafl.gov/home/showpublisheddocument/19443/637877785569170000.

Failure to disclose known conflicts of interest shall result in Proposal rejection and/or contract termination, if awarded.

1.17 ANTI-LOBBYING/COMMUNICATION WITH CITY STAFF AND OFFICIALS.

(a) Lobbying is defined as any action taken by an individual, firm, association, joint venture, partnership, syndicate, corporation, or any other group who seeks to influence the decision of a City Council member of City personnel after the advertisement of a solicitation and prior to the vote of City Council on the award of a contract.

http://www.ocalafl.gov/home/showpublisheddocument/19443/637877785569170000

City of Ocala Request for Proposals No. HUM/260527 Page 5 Employee Health Clinic Services and Administration

(b) To ensure fair consideration for all proposers, the City strictly prohibits proposer communication relative to this solicitation with any employee, department, City official, or City Council member, regardless of whether written, verbal, or through a third party, except for those inquiries made directly to the Procurement and Contracting Department through the assigned Buyer Contact, the City’s Procurement Manager, or the City’s Procurement and Contracting Officer (“Assigned Procurement Personnel”).

(c) Proposers (including their agents or other third parties on their behalf) are prohibited from initiating any communication with any employee, department, City official or City Council member that will evaluate or consider the proposal prior to and up to the time that award is made at a scheduled City Council meeting.

(d) Proposers (including their agents or other third parties on their behalf) are prohibited from discussing this solicitation, or their submittals thereto, with competing firms under this solicitation.

All oral and written inquiries must be directed through assigned procurement personnel.

(e) Proposers (or any third party on their behalf) who lobby or initiate otherwise prohibited communications shall be disqualified from consideration for award; AND may be subject to a three (3) year debarment from doing business with the City of Ocala.

1.18 PUBLIC RECORDS. All written competitive submissions received by the city pursuant to this RFP including all replies, oral presentations, other submissions, correspondence, meetings and records made thereof, and any other records concerning this solicitation shall be handled in accordance with Chapter 119, Florida Statutes, and Article 1, Section 24, of the Florida Constitution.

(a) Sealed proposal responses or replies received by the City in response to its solicitations are exempt from public disclosure until such time as the City provides notice of an intended decision or until thirty (30) days after the opening of the proposals, whichever is earlier. If the City rejects all proposals or replies pursuant to this solicitation and provides notice of its intent to reissue the solicitation, then the rejected proposals or replies remain exempt from public disclosure until such time that the City provides notice of an intended decision concerning the reissued solicitation or until the City withdraws the reissued solicitation. A proposal or reply shall not be exempt from public disclosure longer than twelve (12) months after the City's initial notice rejecting all proposals or replies.

(b) Upon award recommendation or ten (10) days after opening, bids become “public records” and shall be subject to public disclosure consistent with Chapter 119 (Public Records) and Section

815.045 (Trade Secret Information), Florida Statutes. Should bidders/proposers consider any information related to their proposal or the services to be provided to City to be proprietary, a trade secret, or otherwise constitute confidential material under Florida or federal law, bidder/proposer shall designate such portion of the material as such by clearly marking it as CONFIDENTIAL, PROPRIETARY, or TRADE SECRET and submit both a non-redacted and redacted copy of their submission. The redacted copy shall only exclude or obliterate the exact portions claimed to be confidential, proprietary, or trade secret. Additionally, bidder/proposer shall state the basis for of the exemption that it contends is applicable to the record, to include the statutory citation to an exemption created or afforded by statute.

(c) THE CITY WILL MAKE NO EFFORT TO VERIFY WHETHER OR NOT THE REDACTED

MATERIAL IS EXEMPT FROM CHAPTER 119, FLORIDA STATUTES. THAT DETERMINATION

IS TOTALLY THE RESPONSIBILITY OF THE BIDDER/PROPOSER AND THE

BIDDER/PROPOSER SHALL BE SOLELY RESPONSIBLE FOR DEFENDING ITS

DETERMINATION THAT THE REDACTED PORTIONS OF ITS RESPONSE ARE

CONFIDENTIAL, TRADE SECRET, OR NOT OTHERWISE SUBJECT TO DISCLOSURE.

PROPOSER SHALL PROTECT, DEFEND, AND INDEMNIFY THE CITY FOR ANY AND ALL

CLAIMS ARISING FROM OR RELATING TO PROPOSER’S DETERMINATION THAT THE

REDACTED PORTIONS ARE NOT SUBJECT TO DISCLOSURE. IF THE PROPOSER FAILS

TO SUBMIT A REDACTED COPY OF ITS SUBMISSION, ANY CLAIM OF CONFIDENTIALITY

IS WAIVED, AND THE CITY SHALL BE AUTHORIZED AND REQUIRED TO PRODUCE THE

City of Ocala Request for Proposals No. HUM/260527 Page 6 Employee Health Clinic Services and Administration

ENTIRE DOCUMENT OR RECORD IN ITS ANSWER TO A PUBLIC RECORDS REQUEST FOR

SAID RECORDS.

1.19 ANTI-COLLUSION STATEMENT. By responding to this Solicitation, Vendor certifies that the following statements are true:

(a) All information contained herein is part of the public domain as defined in the Public Records Act, Chapter 119, Florida Statutes.

(b) Proposer’s submission is made without prior understanding agreement, or connection with any person, firm, or corporation submitting a bid for the same work, labor, or service to be done or supplies, materials, or equipment to be furnished and is in all respects fair and without collusion or fraud. Proposer understands that collusive bidding is a violation of state and federal law and may result in fines, prison sentences and civil penalties.

(c) Proposer’s submission has been arrived at independently and without consultation, communication, or agreement, or for the purpose of restricting competition, as to any matter relating to such prices with any other proposer or competitor.

(d) Unless otherwise required by law, the prices which have been (or will be) quoted by proposer in this submission have not been knowingly disclosed by Proposer and will not be knowingly disclosed by proposer, either directly or indirectly, to any other bidder or competitor prior to the Solicitation opening date.

1.20 CONFLICTS OF INTEREST

(a) The award hereunder is subject to the provisions of Chapter 112, Florida Statutes, as amended, governing conflict of interest.

(b) All proposers are required to disclose the name(s) of any employee(s), officer(s), director(s), shareholder(s), or other agent(s) of their firm that are also employee(s) or public official(s) of the City of Ocala concurrently with the submission of their Proposal.

(c) All proposers are required to disclose the name(s) of any City of Ocala employee(s) or public official(s) who either directly or indirectly owns or holds a five percent (5%) or more interest in Proposer’s firm, corporation, or other business entity.

(d) City of Ocala employees appointed persons, and elected officials (herein referred to as "employees") may engage in outside activities and hold financial interests subject to state and federal laws and regulations and the City of Ocala Employee Handbook, as applicable.

(e) All proposers are required to complete and submit an Officer and Employee Disclosure Statement with every submission. Failure to disclose known conflicts of interest shall result in Proposal rejection and/or contract termination, if awarded.

END OF SECTION

City of Ocala Request for Proposals No. HUM/260527 Page 7 Employee Health Clinic Services and Administration

SECTION 2

BACKGROUND INFORMATION, MINIMUM REQUIREMENTS, RFP TIMELINE

2.1. BACKGROUND INFORMATION. The City of Ocala (“City”) is seeking proposals from qualified, responsible, and experienced firms to manage, administer, and staff the City’s on-site health clinic located at 2100 NE 30th Avenue, Building 300, Suite 102, Ocala, Florida 34470 (hereinafter referred to as the “Health Clinic”). The City intends to contract with a provider who is capable of providing the highest level of primary, urgent, and occupational healthcare services to employees, retirees, and dependents (aged two-years and older) who are enrolled in the City of Ocala’s health plan. Costs for all services performed in the Health Clinic will be charged to the City directly.

(a) City Health Plan and Eligible Users: The City of Ocala has a self-funded medical and prescription drug plan with Florida Blue. The City is committed to the health and wellness of its subscribers and desires to continue to adopt plans to encourage healthy behaviors. The City’s benefit program includes the availability of an on-site health clinic for the value and convenience of its subscribers, as well as incentives for employees who voluntarily participate in the City’s annual wellness program. Participants in the City’s wellness program have the option to complete annual health risk assessments (HRAs) at the employee health center or through their personal physician in exchange for a discount on insurance premium costs. If completed at the health clinic, one appointment is required for a lab panel and another for the follow-up with the provider to discuss the results The number of employees, dependents, and retirees currently eligible to utilize the Health Clinic are:

• 1,200 employees

• 600 spouses

• 960 dependents

• 190 retirees

(b) Current Clinic Operations: The Health Clinic is currently staffed with 12 employees consisting of 1 physician, 4 Physician Assistants, a Registered Nurse health center manager, 5 Certified Medical Assistants, and a Licensed Practical Nurse. The Health Clinic operates out of a city-owned building with 5 fully furnished exam rooms, 1 laboratory/phlebotomy room, 2 waiting rooms, provider offices, as well as medication and cold storage space. Standard hours of operation for the Health Clinic are:

Monday – Thursday 7:00 a.m. – 5:30 p.m.

Friday 8:00 a.m. – 5:00 p.m.

Saturday – Sunday Closed

City of Ocala Request for Proposals No. HUM/260527 Page 8 Employee Health Clinic Services and Administration

Holidays Closed all City holidays (New Year’s Day, Martin Luther King Day, Memorial Dy, Juneteenth, Independence Day, Labor Day, Veteran’s Day, Thanksgiving Day and the day after, Christmas Eve, and Christmas Day.)

2.2. OBJECTIVES OF THIS REQUEST FOR PROPOSALS.

(a) The objective of this solicitation is to identify and engage a well-qualified provider capable of providing cost-effective and quality health care and/or pharmaceutical services for employees, retirees, and dependents of the City of Ocala using the City’s existing clinic facility.

(b) The City of Ocala provides general health and wellness services, as well as occupational and pharmaceutical services, through the on-site Health Clinic in an effort to improve the overall health of its employees, retirees, and their dependents, and reduce the per-capital cost for healthcare.

2.3. MINIMUM QUALIFICATIONS (PRE-QUALIFICATION REQUIREMENTS). As part of the selection process, interested firms must first demonstrate they are qualified to participate in the solicitation process by clearly showing they meet the minimum qualification requirements set forth herein. Proposals submitted by firms that do not meet the qualification requirements will not be accepted.

(a) Must have a verifiable record of managing and operating at least one (1) health center/clinic for a municipality or other governmental entity for a period of at least five (5) consecutive years, which provided the same type of services as those sought by the City of Ocala and is equivalent in scale to the number of participants.

(b) Must have a record of no less than five (5) years of satisfactory contractual performance demonstrated through the provision of no less than three (3) references where proposer provided the same type of health center/clinic management and operational services as those sought by the City within the United States. At least one (1) reference must be from a health center/clinic for a municipality or other governmental entity managed by the proposer for a period of at least five (5) consecutive years where the same type of services as those sought by the City of Ocala were provided and equivalent in scale to the number of participants.

(c) Must be able to provide all services at the City’s existing clinic facility located at 2100 NE 30th Avenue, Building 300, Suite 102, Ocala, Florida 34470. (Additional locations will be considered in the best interest of the City, but the provider must continue to utilize the City’s existing clinic as the primary location.)

(d) Must be legally qualified, properly certified, and clearly demonstrate in the written proposal that you meet the minimum standards of licensure, competency, and experience required to manage and operate a health center or clinic, including the requirements set forth for Florida health care clinics located at https://ahca.myflorida.com/health-quality-assurance/bureau-of-health-facility-regulation/hospital-outpatient-services-unit/health-care-clinics/medical-clinic-director-information.

(e) Must demonstrate and clearly show in the written proposal that you have adequate staff, technical resources, financial resources, and equipment (or have the ability to obtain and to manage such staff, resources and equipment) that are required in order to successfully perform the services required for the entirety of the resulting contract term.

2.4. INSURANCE REQUIREMENTS

(a) COMMERCIAL AUTO LIABILITY. Awarded vendor shall procure and maintain for the life of this agreement commercial auto liability insurance with a minimum combined single limit of One Million Dollars ($1,000,000) per occurrence for bodily injury and property damage arising out of vendor’s operations and covering all owned, hired, scheduled, and non-owned automobiles utilized in said operations.

(b) COMMERCIAL GENERAL LIABILITY. Awarded vendor shall procure and maintain for the life of this agreement commercial liability insurance with minimum coverage limits not less than:

https://ahca.myflorida.com/health-quality-assurance/bureau-of-health-facility-regulation/hospital-outpatient-services-unit/health-care-clinics/medical-clinic-director-information https://ahca.myflorida.com/health-quality-assurance/bureau-of-health-facility-regulation/hospital-outpatient-services-unit/health-care-clinics/medical-clinic-director-information https://ahca.myflorida.com/health-quality-assurance/bureau-of-health-facility-regulation/hospital-outpatient-services-unit/health-care-clinics/medical-clinic-director-information

City of Ocala Request for Proposals No. HUM/260527 Page 9 Employee Health Clinic Services and Administration

(a) One Million Dollars ($1,000,000) per occurrence and Two Million Dollars ($2,000,000) aggregate (or project aggregate, if a construction project) for bodily injury, property damage, and personal and advertising injury; and

(b) One Million Dollars ($1,000,000) per occurrence and Two Million Dollars ($2,000,000) aggregate (or project aggregate, if a construction project) for products and completed operations.

(c) Policy must include coverage for contractual liability and independent contractors.

(c) WORKERS’ COMPENSATION AND EMPLOYER’S LIABILITY. Awarded vendor shall procure and maintain for the life of this agreement adequate workers’ compensation and employer’s liability insurance covering all of its employees in at least such amounts as required by Chapter 440, Florida Statutes, and all other state and federal workers’ compensation laws. Vendor shall ensure any and all subcontractors have the required coverage for all of their employees as required by applicable law. Vendor shall waive, and shall ensure that its insurance carrier waives, all subrogation rights against the City of Ocala and its officers, employees, and volunteers for all losses or damages.

(d) SPECIAL INSURANCE REQUIREMENTS:

(1) Professional Liability/Errors and Omissions Insurance. Awarded vendor shall ensure that its medical professionals procure and maintain, for a period of at least Five (5) Years from the date of acceptance of the work by the City, policies of professional liability/error and omissions insurance in an amount not less than $1,000,000 per occurrence and $2,000,000 aggregate. Awarded vendor must require its medical professionals to provide immediate notification of any lapse of required coverage and the awarded venro must promptly remove and replace said medical professionals with other qualified medical professionals holding adequate coverage. Awarded vendor shall provide proof of said coverage for its medical professionals.

(e) CITY AS ADDITIONAL INSURED AND ENDORSEMENTS. The City of Ocala shall be named as an Additional Insured and Certificate Holder on all liability policies identified in this section with the exception of Workers’ Compensation and Professional Liability policies. Awarded vendor’s Worker’s Compensation policy shall be endorsed with WC 00 03 13 Waiver of our Right to Recover from Others or its equivalent. Vendor’s Commercial General Liability policy shall be endorsed with a CG 20 26 04 13 Additional Insured – Designated Person or Organization Endorsement or similar endorsement providing equal or broader Additional Insured Coverage with respect to liabilities arising out of activities performed by or on behalf of vendor.

(f) FAILURE TO MAINTAIN REQUIRED COVERAGE. In the event that the awarded vendor fails to obtain or maintain in full force and effect any required insurance coverage, the City may procure same from insurance carriers as the City may deem proper, irrespective that a lesser premium for such insurance coverage may be available, and Vendor shall pay, upon demand by City, any and all premiums, costs, charges and expenses incurred or expended by City in obtaining such insurance. Notwithstanding the foregoing, in the event City is forced to procure the required insurance coverage due to awarded vendor’s failure to comply with these Insurance Requirements, City shall in no manner be liable to awarded vendor for any insufficiency or failure of coverage with regard to same or any loss to Vendor occasioned thereby. Additionally, the procurement of such insurance coverage shall not relieve awarded vendor of its obligation to maintain said coverage in the types and amounts specified herein and awarded vendor shall nevertheless hold City harmless from any loss or damage incurred or suffered by City from awarded vendor’s failure to maintain said coverage.

(g) OTHER MISCELLANEOUS INSURANCE PROVISIONS.

(1) These insurance requirements shall not relieve or limit the liability of awarded vendor. City does not in any way represent that these types or amounts of insurance are sufficient or

City of Ocala Request for Proposals No. HUM/260527 Page 10 Employee Health Clinic Services and Administration adequate to protect awarded vendor’s interests or liabilities but are merely minimums. No insurance is provided by the City under any contract to cover awarded vendor.

(2) No work shall be commenced under any contract until the required Certificate(s) of Insurance have been provided. Work shall not continue after expiration (or cancellation) of the Certificates of Insurance and shall not resume until new Certificate(s) of Insurance have been provided. Insurance written on a “Claims Made” form is not acceptable without consultation with City of Ocala Risk Management.

(3) Awarded vendor shall arrange for its liability insurance to include, or be endorsed to include, a severability of interests/cross-liability provision so that the “City of Ocala” (where named as an additional insured) will be treated as if a separate policy were in existence, but without increasing the policy limits.

2.5. PROJECTED RFP TIMELINE. The City will attempt to follow the following schedule in the selection of the successful proposer. The timeframes set forth below are subject to change at any time in the City’s sole discretion.

Milestone Date* Deadline for Solicitation Clarification and Questions April 13, 2026 Proposal Submission Deadline April 20, 2026 Administrative Review of Proposals TBA Evaluation Committee Meeting and Step One Preliminary Scoring TBA Announcement of Advancing Shortlisted Firms TBA Oral Presentations by Shortlisted Firms and Interviews (if required) TBA Final Scoring/Ranking and Posting of Recommended Firm TBA Contract Preparation and Negotiations TBA City Council Award and Approval Date TBA Contract Execution TBA

*The City reserves the right to make changes or alterations to the Project Schedule at any time as the City, in its sole discretion, deems to be in the best interest of the public. Any extension, change, or update to this schedule prior to project award shall be updated within the listing at www.bidocala.com. Proposers are responsible for verifying all listing information prior to submitting a response to this solicitation.

City of Ocala Request for Proposals No. HUM/260527 Page 11 Employee Health Clinic Services and Administration

SECTION 3

SCOPE OF PROFESSIONAL SERVICES

The City of Ocala (the “City”) provides a self-funded healthcare benefit plan for its employees, retirees, and their dependents. Healthcare benefits are administered through a third-party relationship with Florida Blue. There are approximately 2,950 subscribers covered under the City’s healthcare benefit plan categorized as follows:

• 1,200 active employees

• 600 spouses

• 960 dependents

• 190 retirees The provision of healthcare benefits for the City’s subscribers constitutes a significant operational expense to the City and the provision of quality healthcare for those subscribers at a reasonable and affordable cost is of the utmost importance.

The City’s benefit program includes the availability of an on-site health clinic for the value and convenience of its subscribers, as well as incentives for employees who voluntarily participate in the City’s annual wellness program. Wellness program participants have the option to complete annual health risk assessments (HRAs) at the employee health clinic or through their personal physician in exchange for a discount on insurance premium costs. If completed at the health clinic, one appointment is required for a lab panel and another for the follow-up with the provider to discuss the results.

The City’s provider will be required to provide comprehensive medical services to as many of the City’s subscribers that choose to utilize the health clinic for primary care. If specialty care is required, health clinic professionals will refer subscribers to in-network providers. Medical services may include, but shall not be limited to:

3.1. Primary Care Health Services.

(a) Primary and preventative care services

(1) Annual physicals

(2) Well-woman examinations

(3) Biometric screenings

(4) Influenza vaccinations

(5) Other vaccine administration

(b) Chronic condition management

(1) Diabetes

(2) High cholesterol

(3) Hypertension

(c) Acute, episodic and/or urgent care services, symptom treatment, and management

(1) Sore throat and ears

(2) Headaches, cough, and sinuses

(3) Strains, sprains, and musculoskeletal issues

(4) Urinary complaints

(5) Laceration repairs

(d) Lab draws and pathology services

(e) Pharmaceutical dispensing

(f) Screening and diagnostic services

(g) Pediatric care for patients aged 2 years and older

(h) Electronic medical records with online patient portal

(i) Online scheduling

(j) Telehealth

(k) X-Rays

City of Ocala Request for Proposals No. HUM/260527 Page 12 Employee Health Clinic Services and Administration

3.2. Occupational and Employment-Related Services.

(a) Routine physicals to include pre-employment, fitness for duty, and annual public safety. General pre-employment physical examinations should consist of the following:

(1) Complete vital signs inclusive of height and weight

(2) Job description review with employee to determine the ability to perform essential duties safely

(3) Visual acuity

(4) EKG (if medically indicated)

(5) Audiogram

(6) Spirometry

(7) Medical history review

(8) Occupational history review with an emphasis on history of injuries

(b) First treatment of minor work-related injuries and illnesses. Must be able to coordinate with the City’s Workers’ Compensation Third-Party Administrator (TPA) and complete First Report of Injury or Illness (FROI) within 24-hours.

(c) Coordination of care management until Maximum Medical Improvement (MMI)

(d) Clear emergency room protocols

(e) Testing for immunization against hepatitis, tuberculosis (PPD testing), tetanus, diphtheria, and pertussis, and influenza vaccinations

(f) Drug and alcohol testing to include pre-employment, post-employment (random and reasonable suspicion), and Department of Transportation (DOT) testing in compliance with 49 CFR Part 40.

(g) Firefighter, police officer, and safety sensitive position examinations to be performed in accordance with guidelines specified by the Occupational Safety and Health Administration (OSHA), DOT, National Fire Protection Agency (NFPA), Florida Department of Law Enforcement (FDLE), the Florida Heart and Lung Statute (§112.18, F.S.), and other applicable laws. Annual testing for firefighters and law enforcement officers must contain the following tests and measurements:

(1) Chest x-ray

(2) Cardiac stress test

(3) Pulmonary function test

(4) EKG

(5) Complete metabolic and lipid panels with CBC w/differential

(6) TB skin test (PPD)

(7) Complete vital signs, including height and weight

(8) Visual acuity with peripheral vision and color perception assessment

(9) Audiogram

(10) Spirometry

(11) Job description review and employee to determine ability to perform essential functions safely

(12) Medical history review

(13) Occupational history review with emphasis on injury history

(14) Urinalysis

(15) PSAs if over 40 years of age

(16) Cotinine and Heavy Metal Testing (firefighters only)

(17) Hepatitis profile and Hepatitis B surface antibody (firefighters only)

(18) Determination of compliance with applicable NFPA standards (firefighters only)

(19) Determination of compliance with applicable FDLE standards (law enforcement only)

3.3. Annual Employee Health Fair. Provider must support organization and participation in community events, including the City’s Annual Employee Health Fair, to increase awareness of health care services and resources.

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3.4. Staffing.

(a) Provider shall be responsible for the provision of a Florida-licensed physician and all necessary support staff required for the efficient operation of the Health Clinic. Staffing for the Health Clinic should include, at a minimum, a physician, nurse practitioner or physician assistant, medical assistant, radiology technician, Health Center Manager RN, and receptionist.

(b) The physician shall be dedicated to the City Health Clinic for no less than twenty (20) hours per week, excluding vacation, holidays, training, and sick time, unless otherwise pre-approved by the City.

(c) Provider shall assign a dedicated Account Manager to serve as the primary contact for the City’s Project Manager and Human Resources staff.

3.5. Scheduling, Patient Portal, and Medical Records.

(a) Provider shall maintain an online appointment scheduling system available to City subscribers.

Patients shall not wait more than thirty (30) minutes for an appointment that was properly scheduled.

(b) Provider shall maintain medical records for each person who receives services performed at the

Health Clinic. Records shall be maintained in a professional manner consistent with the accepted practice of the community and applicable law. Provider shall be solely responsible for the storage, maintenance and confidentiality of such records and shall be responsible for fulfilling all requirements imposed by state, local and federal law with respect to the preparation, maintenance, security, disclosures, and retention of medical records. Provider agrees to keep and maintain any medical records for the longer of ten (10) years or as required by Florida law. Provider shall provide patients with copies of their medical records upon request.

(c) Provider’s appointment scheduling and electronic medical records system shall be fully functional 95% of the time and shall meet all privacy requirements.

3.6. Population Health, Quality Assurance, and Reporting.

(a) The goal of the health clinic is to provide high quality healthcare and to identify high risk patients and those with chronic conditions for the purposes of offering health coaching to: (1) mitigate the risk of patients becoming seriously ill; and (2) help achieve an ideal standard of care, while reducing the per capita cost of healthcare for members and the City.

(b) Health clinic staff shall collaborate with the City and its Agent of Record to provide lifestyle management programs for the City’s subscribers. All subscribers shall be encouraged to voluntarily participate in annual biometric screening and to voluntarily complete a HRA.

(c) Provider will be expected to provide monthly reports for all services provided which will include utilization, health tracking, referral tracking, and other reports as determined in collaboration with the City for primary care health services and occupational and employment-related services.

(d) Provider shall provide a client satisfaction survey via the internet at least quarterly to patients that have visited the Health Clinic within the past quarter including a means by which patient feedback may be provided anonymously.

(e) Provider shall schedule and conduct, at minimum, quarterly review meetings with the City, and its health insurance consultant, which will include review of all facets of the Health Center’s operations.

Quarterly review meetings shall be conducted by Provider on or before the 15th of the month following the end of the quarter.

3.7. Location, Hours of Service, and Availability.

(a) Provider will be expected to operate from the City’s Health Clinic located at 2100 NE 30th Avenue, Building 300 Suite 102, Ocala, Florida 34470. (Additional locations must be considered in the best interest of and approved by the City, at the City’s sole discretion, but the provider must continue to utilize the City’s existing clinic as the primary location.)

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(b) The current hours of operation for the City’s health clinic are 7:00 a.m. to 5:30 p.m., Monday through Thursday, and 8:00 a.m. to 5:00 p.m. on Fridays. The health clinic is closed daily for lunch from noon to 1:00 p.m. The health clinic will be expected to follow the City’s holiday schedule.

(c) The City agrees to review proposals for standard hours of operation that differ from the City’s current health clinic operating hours. Operating hours shall be subject to City approval, which will not be unreasonably withheld.

(d) Once the City and provider have agreed upon standard hours of operation, the provider shall provide any request for work performed outside of said hours not less than 48 hours in advance.

3.8. Equipment and Operating Expenses.

(a) Provider shall be authorized to utilize City-owned equipment located at the primary Health Clinic location. Provider shall maintain, or arrange for the maintenance of, all technical, mechanical, or electronic equipment used in the operation of the Health Clinic.

(b) City shall be responsible for most operating expenses to include heat, air conditioning, electricity, water and sewer utilities, telephone access, and internet access. General cleaning services for the Health Clinic are provided by the City.

City of Ocala Request for Proposals No. HUM/260527 Page 15 Employee Health Clinic Services and Administration

SECTION 4

SUBMISSION INSTRUCTIONS, PROPOSAL ORGANIZATION REQUIREMENTS, AND

EVALUATION CRITERIA

Proposers shall follow the submittal requirements set forth herein. Responses that do not adhere to the following format or which fail to include the requested information/documents may be considered non-responsive and therefore ineligible for award. The City reserves the right to seek additional/supplemental information as needed.

4.1. PROPOSAL SUBMISSION INFORMATION AND DEADLINE. All Proposals must be electronically submitted via before 2:00 p.m. (EST) on the listing end date/bid close date identified at www.bidocala.com. Proposals received after this time and date will not be considered. Proposals may not be submitted by any other means. The City will not accept Proposals sent by U.S. Mail, couriers, fax, or e-mail.

(a) Sealed electronic proposals will be received and opened by the City’s Procurement and Contracting

Department electronically via the City’s e-procurement portal. All submitted responses shall be time and date stamped at the time the documents are uploaded and received.

(b) Any proposals received after the advertised deadline for submissions will not be considered. It is the sole responsibility of each proposer to ensure proposal is submitted via the e-procurement portal on or before the advertised deadline.

(c) The ProRFx timestamp shall be conclusive proof of the timeliness of submission.

(d) By submitting a response, the proposer certifies that neither proposer nor any principal of proposer is presently disbarred, suspended, proposed for debarment, declared ineligible, or otherwise excluded from doing business with any government agency (local, state, or federal).

(e) No proposer shall be permitted to submit multiple solicitation responses. Only one (1) submission per firm, corporation, or individual bidder shall be accepted (as corroborated by maintaining distinct financial books, corporate tax filings, and EINs).

(f) Proposals failing to provide sufficient information and assurances of performance so as to permit the City to accurately assess each category of the required services will be deemed non-responsive and will not be given further consideration.

(g) Proposers shall examine the solicitation and contract documents and before submitting a bid, shall make a written request to City for an interpretation or correction of any ambiguity, inconsistency, or error therein which could have been discovered by a proposer. At the proposal opening each Proposer shall be presumed to have read and be familiar with the contract documents.

4.2. COVER PAGE, PAGE SIZE, AND FORMAT.

(a) Proposals shall contain 8 ½” x 11” pages only with a minimum font size of 11 points. There is no page limit for this RFP; however, if there are page limits for specific Sections, it will be noted below.

(b) The cover page shall include the title of this Solicitation along with the Proposer’s firm name, address, contact person, telephone number, and e-mail address.

4.3. ORGANIZATION OF PROPOSAL. Proposers shall organize submittals in the following format with tabs separating each section.

(a) TRANSMITTAL LETTER. A transmittal letter must accompany the submittal and must be signed by an individual legally empowered to represent and bind the proposing firm. The transmittal letter must, at minimum, include the following information:

(1) Corporate name (if applicable), address and telephone number for principal office and number of years in business.

(2) A short narrative describing the firm’s understanding of the scope of services to be performed and a brief statement of why the firm believes itself to be the best qualified to perform the engagement.

City of Ocala Request for Proposals No. HUM/260527 Page 16 Employee Health Clinic Services and Administration

(3) Include an affirmative statement that the firm has received, read and understands all procedures and criteria associated with the submittal requirements, and understands that all terms and conditions contained herein may be incorporated into a resulting contract

(4) Statement that the individual who will execute the resulting contract shall be authorized to do so as a representative of the team submitting the response.

(b) TAB 1 – BACKGROUND, QUALIFICATIONS, AND EXPERIENCE.

(1) Company Profile.

• State the size of the firm, type of business entity, whether the firm is publicly or privately held, parent company (if any), and the number of years engaged in the provision of healthcare services.

• Describe the size and scale of your company. How many health clinics does your company currently operate? Where are your health clinics located? How many eligible members does your company cover?

• Physical location of the management office that will be responsible for the operations of the health clinic.

• Provide an organizational chart depicting the firm’s leadership team, medical providers, and principal supervisory and management staff (all referred to herein as “Key Personnel”) who would be assigned to the engagement.

• For each of the key personnel identified, describe their respective role and responsibilities with respect to this engagement and provide a resume for each individual depicting:

o education, certifications, and licensure;

o experience in similar engagements of this size and scope;

o memberships in professional organizations; and o any other unique qualifications relevant to the performance of these services.

• Identify the percentage of time that each key personnel member will devote to the entire engagement and any other projects currently on-going or anticipated to be on-going during the period of engagement.

• Describe the resources held by your company that will allow it to simultaneously contract with and provide…