RFP Special Provisions Clinic.pdf

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The City of Oklahoma City and its Trusts

Request for Proposals

RFP-OCMFA-043

Employee Medical Center Program

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SPECIAL PROVISIONS

(Special Instructions and Scope of Services)

Special Provisions are deemed to be part of the Professional Services Agreement and shall supersede any conflicting term, requirement or condition in the Professional Services Agreement.

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The Opportunity

Project Summary

By and through The Oklahoma City Municipal Facilities Authority (OCMFA), a public trust, the

Oklahoma City Post-Employment Benefits Trust (OPEBT), a voluntary employee’s beneficiary association trust, and the City of Oklahoma City (The City), the sole beneficiary of the OCMFA, is accepting proposals from licensed on-site employee clinic to provide quotes to administer the

City’s on-site employee medical center.

The plan is for the benefit of current employees and/or eligible former employees of the City of

Oklahoma City, the Oklahoma City Zoological Trust (retirees only), Central Oklahoma

Transportation and Parking Authority, the Oklahoma City Public Property Authority, Oklahoma

City Employee Retirement System, and the McGee Creek Authority and their eligible dependents. The contract will be managed by the Human Resources Department – Employee

Benefits Division of the City of Oklahoma City on behalf of the OCMFA and OPEBT. The Plan

Administrator term as used in this request-for-proposal is the City, represented by the Human

Resources Department, Total Rewards Manager.

The resulting contractual agreement will be between the approved Proposer and the OCMFA and with concurrence by The City and OPEBT. Contracting with the OCMFA, City and OPEBT allows for a multi-year agreement between the parties, subject to annual fiscal appropriations by the City Council of the City of Oklahoma City. OPEBT will be concurring on behalf of the retired beneficiaries of the Trust.

Background

Incorporated in 1890, the City of Oklahoma City has had a Council-Manager form of government since 1927. Mayor David Holt, elected by all Oklahoma City voters, heads a council of eight who are elected by ward. The City Manager is the chief administrative officer and is responsible for management of the City’s 18 departments, in addition to management or oversight of the City’s major trusts and authorities.

The City provides all basic municipal services including police and fire protection, municipal courts, street maintenance, traffic control, parks, financial services, human resources management, grants management, and information technology services. In conjunction with public trusts, the City also provides water and wastewater utilities, solid waste collection, drainage utility services, golf courses, airports, transportation, parking, public events facilities and zoo facilities.

The City has collective bargaining agreements with three employee groups: Fraternal Order of

Police, (FOP), International Association of Fire Fighters (IAFF), and the American Federation of

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State, County, and Municipal Employees (AFSCME). However, only the FOP and AFSCME employee groups participate in The City’s total rewards programs. The IAFF contracts independently for benefits on behalf of members covered by their collective bargaining agreement. (City employees covered by the IAFF contract are not part of the participants that will be covered under any agreement resulting from this RFP process.)

The City provides a self-funded major medical plan, an on-site health clinic, Life/AD&D, and dental insurance plans to employees, retirees, and their eligible dependents. Each year The

City/OCMFA/OPEBT provides an open enrollment period that allows participants the opportunity to update dependent eligibility, and/or to select the self-funded major medical plan and other insurance options. Participants cannot change coverage outside of the open enrollment period.

Election changes may be made during the plan year due to a qualifying event.

Specifications have been prepared outlining the on-site clinic services to be quoted. Alternative service(s) may be submitted in addition to responses to the items requested in the outlined specifications and should be preceded with a summary of how the alternative could be more advantageous to the City.

Proposers are required to submit proposals with offerings identical to the major provisions of the current onsite clinic design. Please refer to the RFP Questionnaire. The City is also interested in obtaining proposals with proposed enhancements to the clinic – outline those offerings in your supporting documentation.

Statement of Need

This request-for-proposal is intended to solicit proposals for a multi-year agreement from a

Proposer who is capable of providing the level of service and expertise required for average membership of 3800 active subscribers plus dependents and 1800 retiree subscribers plus dependents. The duration of any agreement is anticipated to be a maximum of five years. Both parties will have the option to terminate any agreement, with or without cause, upon appropriate and timely notice to the other party.

Proposers must have the financial viability to perform under the contract. Proposers must have sophisticated resources available to achieve the total rewards administration goals outlined in the administration plan, as evidenced by this request-for-proposal. Proposers must have staff resources able to absorb the additional work created by adding an account the size of the City of Oklahoma City and its related entities, without a substantial dislocation of current staff, or the need to hire a significant number of new employees. Proposers must also have the technical resources in place to accurately and efficiently process large amounts of data, and comply with the legislative and regulatory environments, including the Health Insurance Portability and

Accountability Act (HIPAA) and the Patient Protection and Affordable Care Act (PPACA).

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Goals

The component services desired by the City include, but not limited to:

• Performance guarantees; specifically guarantees for utilization of the clinic services

• Proven record of providing clinic services to employers

• Cost-containment programs

• Capabilities to refer individuals out for specialist care

• Ability to provide a pass-through model for pricing

The terms of the agreement should also allow for such provisions to the OCMFA member communications, legal, and regulatory reporting as required by the service component.

Scope of Services

Description of Services

Proposers should design and outline all facets of their proposed program, including staffing, outreach, funding, and other elements as outlined in the goals. Proposers are encouraged to think creatively and design programs that will meet the needs of the employees, retirees, and eligible dependents of OKLAHOMA CITY. That said, all proposals must include the following elements.

DESCRIPTION FREQUENCY/DURATION/QUANTITY

Regulatory compliance Monthly

Program management reporting and financial reporting

Monthly

Advisory services to the plan administrator Quarterly

Audit inquiries As needed

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Contract Management Expectations

As part of the City of Oklahoma City’s commitment to becoming more outcomes-oriented, the

Contracting Entity seeks to actively and regularly collaborate with the selected Services Provider to enhance contract management, improve results, and adjust service delivery and policy based on learning what works. Reliable and relevant data is necessary to ensure compliance, inform trends to be monitored, evaluate results and performance, and drive service improvements. As such, the Contracting Entity reserves the right to request/collect other key data and metrics from the selected Services Provider.

The performance Guarantees outlined in the RFP Questionnaire highlight key priorities that will be analyzed with the selected Services Provider collaboratively during the life of the contract.

This is not an exhaustive list, but rather an indication of significant performance metrics of interest to the Contracting Entity. Additional important performance metrics can be defined collaboratively with the selected Services Provider. The selected Services Provider could be expected to report monthly on these key priorities.

Contract Payment

The Contracting Entity issues payment in accordance with the Professional Services Ageement.

Proposer(s) should invoice the Contracting Entity at the email adress that appears in the Notice to

Proposers.

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Proposal Instructions & Content

TIMELINE

TIME (CT)

& DATE LOCATION / ADDITIONAL INFORMATION

Interviews and/or Demos 6/11/2025 • The Contracting Entity may interview or request demos from none, one, some or all Proposers.

Negotiation & Proposer(s)

Selection

7/1/2025 • Selected Proposer(s) will be notified in writing.

• Any award is contingent upon the successful negotiation of final Professional Services Agreement terms. If negotiations cannot be concluded successfully, the Contracting Entity reserves the right to negotiate a

Professional Services Agreement with another Proposer or withdraw the RFP.

• Negotiations shall be confidential and not subject to disclosure to competing Proposer(s) unless and until a

Professional Services Agreement is reached.

Estimated Professional

Services Agreement

Execution

9/2/2025 • Subject to Contracting Entity approval.

The above dates are tentative and subject to change. The Proposal Release date, Pre-Proposal meeting, if applicable, Question-and-Answer period, and Proposal submission deadline are available to view on

Bidnet Direct and the Notice to Proposers.

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Proposal Content Proposers are encouraged to use this table to ensure all components are included in their Proposal.

Complete proposals will include the following:

Proposal

☐ Cover Letter A simple letter of submittal.

☐ Company History Describe historical background and track record of company.

☐ Project Team Describe team that will be working on this project. Include contact information, titles, and office locations.

☐ Technical Proposal Describe your company’s ability to perform the services as requested in the

Special Provisions and RFP Questionnaire, including pricing.

☐ RFP Clinic

Questionnaire

A minimum of six (3 current and 3 prior) references are required as part of the RFP Clinic Questionnaire. Provide references from other local government customers when possible. All other sections must be completed or noted if no response will be provided.

☐ Clinic Pricing Fill out each component of the pricing grid on the RFP Clinic Questionnaire;

do not simply refer to another document.

☐ Performance

Guarantees

All sections must be completed or noted if no response/guarantee will be provided.

Additional Documents Upon Award: Awarded Proposer(s) will be required to submit the following upon award. We encourage you to take note of these requirements. Please review sample documents in Bidnet Direct prior to proposal submission.

☐ Professional Services Agreement

☐ Acord Form

☐ Letter of Authorization, if applicable