RFPAPE25_17a.pdf

City of South Fulton, Georgia

Fire and Rescue

REQUEST FOR PROPOSAL

FOR

RFP NUMBER: 25-17

Annual Physical Exams

ISSUED: FRIDAY, SEPTEMBER 19, 2025

Bids due no later than 2:00 PM EST Thursday, October 30, 2025

City of South Fulton Procurement Department 4715 Frederick Dr. SW

South Fulton, GA 30336

The City of South Fulton, Georgia

Purchasing Department 4715 Frederick Dr. SW., Atlanta, GA 30336

Phone: 470-809-7700 Website: Procurement Department | South Fulton, GA Procurement Department | South Fulton, GA

City of South Fulton Fire and Rescue Department

REQUEST FOR PROPOSAL

RFP #25-17

ANNUAL PHYSICAL EXAMS

SCHEDULE OF EVENTS DATE

Bid Release Date: September 19, 2025

Non-Mandatory Pre-Bid Conference:

A Non-Mandatory Pre-Bid Conference will be held virtually by our staff and responsible person(s). To attend the Pre-Bid Conference, please refer to Information and Instructions to Bidders for details.

September 26, 2025

10:00 A.M.

Deadline for questions:

Questions must be submitted online at:

https://www.bidnetdirect.com/georgia/cityofsouthfulton

October 2, 2025 3:00 P.M.

Answers will be posted by addendum at:

https://www.bidnetdirect.com/georgia/cityofsouthfulton October 9, 2025

All responses to this RFP must be submitted online at:

https://www.bidnetdirect.com/georgia/cityofsouthfulton. Bidders are required to submit responses to solicitations electronically. If you need any assistance registering or using the platform, please call BidNet Direct's Support Team at 800-835-4603 ext. 2 for assistance. To attend the Bid Opening, please refer to Information and Instructions to Bidders for details.

October 30, 2025

2:00 P.M.

Mandatory Interview

TBD

THIS BID SOLICITATION FORM

MUST BE SIGNED AND SUBMITTED WITH BID

COMPANY NAME: DATE:

MAILING ADDRESS: PHONE:

CITY: FAX:

STATE: ZIP: SSN OR FEDERAL TAX ID#:

EMAIL: TITLE OF AUTHORIZED REPRESENTATIVE:

PRINTED NAME: AUTHORIZED SIGNATURE:

IF AWARDED THE PROJECT FOR THIS SOLICITATION, THE CITY WILL SUBMIT THE ATTACHED DRAFT CONTRACT, IN ITS FINAL FORM, TO THE AWARDEE FOR SIGNATURE. PLEASE READ IN ITS ENTIRETY. ANY EXCEPTIONS SHOULD BE NOTED ON THE F6.12 EXCEPTIONS FORM.

https://www.cityofsouthfultonga.gov/2462/Procurement-Department https://www.bidnetdirect.com/georgia/cityofsouthfulton https://www.bidnetdirect.com/georgia/cityofsouthfulton

TABLE OF CONTENTS

INFORMATION AND INSTRUCTIONS TO BIDDERS

SUBMITTAL CHECKLIST

INTRODUCTION

SCOPE OF SERVICES

MINIMUM REQUIREMENTS

EVALUATION PROCESS………………………………………………………………...15

STANDARD CITY CONTRACT

APPENDICES

Appendix A – Scope of Services

ATTACHMENTS

Attachment A – Required Form Submittals……………………………………….….27 Attachment B – Bonding and Insurance Requirements Attachment C – Bid Cost Form

EXHIBITS

Exhibit A – Draft Contract

RFP #25-17 ANNUAL PHYSICAL EXAMS

INFORMATION AND INSTRUCTION TO BIDDERS

1. Invitation to Bids: This Request for Proposal (RFP) is for qualified personnel hereinafter referred to as Bidder (“Bidder” or “Bidders”) for the Annual Physical Exam Services Project. The Bidder shall submit a proposal for the scope of the project as defined in Attachment A: Scope of Services.

2. Solicitation Method: This solicitation is being conducted in accordance with all applicable provisions of the City of South Fulton Purchasing Policy, codified in Sec.

1-9001 et seq of the City of South Fulton Code of Ordinances. By submitting a Bid in reference to this solicitation, a Bidder acknowledges that it is familiar with all laws applicable to this solicitation, including, but not limited to, the City’s Code of Ordinances, which laws are incorporated into this RFP by reference.

3. Minimum Qualifications: Each Bidder and team member shall have the minimum experience set forth in this RFP.

4. Certificate of Authority to Transact Business in Georgia: Each Bidder must submit documentation that demonstrates it is duly authorized to conduct business in the State of Georgia with its bid. This requirement also applies to Joint Venture (JV) Team Members, Sub-Consultants and Sub-Contractors.

5. Business License: Bidder shall submit a copy of its current, valid business license with its Bid. If the Bidder is a Georgia corporation, Bidder shall submit a valid City or City business license. If Bidder is a joint venture, Bidder shall submit valid business licenses for each member of the joint venture. If the Bidder is not a Georgia corporation, Bidder shall submit a Certificate of Authority to Transact Business in the State of Georgia and a copy of its current, valid business license issued by its home jurisdiction.

6. General Contractor’s License: Bidders responding to this RFP must provide a copy of its current Georgia General Contractor’s License as required by O.C.G.A.

§ 43-41-6, et seq. The Georgia General Contractor’s License must be issued in the name of the Bidder or in the name of its qualifying agent. If a proposed Bidder is relying upon a qualifying agent’s Georgia General Contractor’s License, then the name of the proposed Bidder must be set forth on the license as an affiliated business organization/dependent licensee. All licenses must be current, valid, and issued in compliance with applicable law. Failure to provide this license with the Bid may result in the proposed Bid being deemed non-responsive.

7. No Offer by City and Firm Offer by Bidder: This solicitation does not constitute an offer by City to enter into an agreement and cannot be accepted by any Bidder to form a Contract. This solicitation is only a request for proposals from interested Bidders and no offer shall bind City. A Bidder’s offer is a firm offer and may not be withdrawn except as provided in this RFP, and in the City’s Code of Ordinances and other applicable law.

8. Bid Duration: Bids submitted in response to this RFP must be valid for a period of Ninety (90) calendar days from the Bid Submission Deadline and must be marked as such.

9. Bid Submission Deadline: Responses to this RFP will be accepted online at https://www.bidnetdirect.com/georgia/cityofsouthfulton until October 30, 2025, by 2:00 P.M. Eastern Time (ET).

10. Non-Mandatory Pre-Bid Conference: A Non-Mandatory Pre-Bid Conference has been scheduled for September 26, 2025, at 10:00 A.M., ET., and will be hosted virtually by our staff and responsible person(s). To attend the Pre-Bid Conference, access Microsoft Teams via the app or the web using the information below.

Meeting ID: 241 857 237 999 Passcode: N88ox74e Download Teams | Join on the web Or call in (audio only) +1 929-583-6155,,52449061# United States, New York Phone Conference ID: 524 490 61# Find a local number | Reset PIN

Attendance at the Pre-Bid Conference is non-mandatory for Bidders responding to this RFP. During the Pre-Bid Conference, the general requirements of the project will be discussed. Any questions during the Pre-Bid Conference will not be authoritative. Each Bidder must be fully informed regarding all existing and expected conditions and matters that may affect the cost or performance of the Services. It shall be emphasized, however, that nothing stating or discussed during this Pre-Bid conference shall be considered to modify, alter, or change the requirement of the solicitation documents, unless it shall be subsequently incorporated into an addendum to the solicitation documents.

https://www.bidnetdirect.com/georgia/cityofsouthfulton https://www.microsoft.com/en-us/microsoft-teams/download-app https://www.microsoft.com/microsoft-teams/join-a-meeting https://dialin.teams.microsoft.com/ba83620b-2648-4bd3-9555-378ecf04647b?id=989159654 https://dialin.teams.microsoft.com/usp/pstnconferencing

11. Solicitation Questions/Prohibited Contacts: Any questions and communications regarding this RFP shall be submitted in writing by logging into https://www.bidnetdirect.com/georgia/cityofsouthfulton on or before October 2, 2025, by 3:00 P.M. ET. Questions received after the designated period may not be considered. Any response made by the City will be posted online at https://www.bidnetdirect.com/georgia/cityofsouthfulton by addendum. No Bidder may rely on any verbal response to any question submitted concerning this RFP.

12. Bidders and their representatives of Bidders shall not initiate or continue any verbal or written communications regarding a solicitation with any City officer, elected official, employee or other City representative other than the Procurement Department employee named in the solicitation, between the date of the issuance of the solicitation and the date of the final Contract award by City Council, unless specified otherwise herein. Attempting to influence the outcome of any given Contract before a recommendation of award to the City Council is strictly prohibited. The Director of Procurement will review alleged violations of this prohibition. If the Director of Procurement determines that such a communication has compromised the competitive process, the Bid submitted by that Bidder may be disqualified from consideration for award, and that Bidder may, among other things, be placed on the ineligible source list. Violations of this prohibition may also be subject to prosecution under federal, state, or local laws. City of South Fulton employees, officials, and their family members are prohibited from seeking, requesting, or receiving any material payment, gift, job offer, security, promise of future benefit, or any other tangible or intangible thing of value when such receipt has the potential to influence a procurement decision or to gain unfair advantage in a procurement competition, and as outlined in Sec. 1- 9004 (d) of the City of South Fulton Code of Ordinances and all other applicable policies.

13. Ownership of Bids: Each Bid submitted to the City will become the property of the City, without compensation to a Bidder, for the City’s use, in its discretion. The City shall not be liable for any bid preparation costs incurred by Bidders.

14. Georgia Open Records Act: Information provided to the City is subject to disclosure under the Georgia Open Records Act, O.C.G.A. § 50-18-70 et. seq.

Pursuant to O.C.G.A. § 50-18-72(a)(34), “[a]n entity submitting records containing trade secrets that wishes to keep such records confidential under this paragraph shall submit and attach to the records an affidavit affirmatively declaring that specific information in the records constitute trade secrets pursuant to Article 27 of Chapter 1 of Title 10 [O.C.G.A. § 10-1-760 et seq.]”.

15. Bonding and Insurance Requirements: The Bonding and Insurance requirements for any Contract that may be awarded pursuant to this RFP are set forth in Attachment B: Bonding and Insurance Requirements. Bidder must provide a copy of a current certificate of insurance evidencing any existing commercial general liability policies issued for Bidder, if any. For purposes of this section, “Bidder” shall mean an individual, corporation or other corporate entity submitting a Bid in connection with this solicitation, including each Joint Venture partner if Bidder is a Joint Venture.

16. Subconsultants and Manufacturers: Bidders are required to submit, in writing, the addresses of any proposed Subconsultants or equipment manufacturers listed in the Bid and may be required to submit other material information relative to proposed Subconsultants. The City reserves the right to disapprove any proposed Subconsultants whose technical or financial ability, or resources, or experience are deemed inadequate.

17. Examination of Bid Documents:

17.1 Each Bidder is responsible for examining with appropriate care the complete RFP and all Addenda and for informing itself with respect to all conditions which might in any way affect the cost or the performance of any Services. Failure to do so will be at the sole risk of the Bidder, who is deemed to have included all costs for performance of the Services in its Bid.

17.2 Each Bidder shall promptly notify the City in writing should the Bidder find discrepancies, errors, ambiguities, or omissions in the solicitation documents, or should their intent or meaning appear unclear or ambiguous, or should any other question arise relative to the RFP. Replies to such notices may be made in the form of an addendum to the RFP, which will be issued simultaneously to all potential Bidders. No oral responses are binding on the City.

17.3 The City may in accordance with applicable law, by Addendum, modify any provision or part of the RFP at any time prior to the Bid due date and time.

17.4 Each Bidder must confirm all Addenda has been received and acknowledge receipt by executing the Acknowledgment of Addenda form provided with each Addendum.

17.5 The City may waive any technicalities and formalities in this solicitation.

Additionally, the City reserves the right to cancel the RFP in its entirety.

17.6 The City of South Fulton may disqualify Bids as a result of, but not necessarily limited to, the following reasons:

17.6.1 Failure to follow the City of South Fulton’s Bid schedule;

17.6.2 Failure to return applicable compliance and/or specification sheets;

17.6.3 Failure to return applicable addenda;

17.6.4 Failure to provide information on alternates or equivalents, when allowed;

17.6.5 Failure to provide bid bond when specifically stated will result in automatic rejection;

17.6.6 Failure of Bidder to sign all requested documents;

17.6.7 Failure to submit Bid by deadline;

17.6.8 Failure of Contractor to extend prices;

17.6.9 Failure to hold firm pricing;

17.6.10 Failure to meet specified delivery requirements;

17.6.11 Prices for services or items that exceeds the department's budgeted amount allowed for those items;

17.6.12 A bid submitted by a Person on the Ineligible Source List;

17.6.13 A bid which is non-responsive; and/or

17.6.14 A bid submitted by a Person who has litigation pending against the City, or anyone representing a firm or business in litigation against the City, not arising out of the procurement process.

18. Award and Execution of Contract: If the City awards a Contract pursuant to this solicitation, the City will prepare and forward to the Bidder a Contract for execution substantially in the form of the Draft Contract included in this RFP. Changes may be made to reflect the Bidder’s Bid, Scope of Services, and Cost Bid Forms. All Bidders should thoroughly review the Draft Contract prior to submitting a Bid. Any proposed revisions to the terms or language of the Draft Contract must be submitted in writing with the Bidder’s response to the RFP. Since the proposed revisions may result in a Bid being rejected if the revisions are unacceptable to the City, Bidder should review any proposed revisions with an Authorized Representative having the authority to execute the Contract. Upon approval of the Bidder by the City of South Fulton City Council, the City will provide the Bidder with three (3) unsigned Contracts. The Bidder shall execute and return the three (3) Contracts, with required insurance certificates and other documents as listed in this RFP or required by the City, within no more than ten (10) calendar days from receipt of the agreements.

19. Illegal Immigration Reform and Enforcement Act: This RFP is subject to the Illegal Immigration Reform and Enforcement Act of 2011 (Act), formerly known as the Georgia Security and Immigration Compliance Act. Pursuant to Act, the Bidder must provide with its Bid proof of its registration with and continuing and future participation in the E-Verify Program established by the United States Department of Homeland Security. Completed Contractor Affidavit, Illegal Immigration Reform and Enforcement Act Forms attached herein as Form F6.6 and F6.7, Attachment B: Required Form Submittals must be submitted with the Bid at the time of submission. Under State Law, the City cannot consider any Bid which does not include the completed F6.6 form. Where the business structure of a Bidder is such that Bidder is required to obtain an Employer Identification Number (EIN) from the Internal Revenue Service, Bidder must complete the Contractor Affidavit on behalf of, and provide a Federal Work Authorization User ID Number issued to, the Bidder itself. Where the business structure of a Bidder does not require it to obtain an EIN, each entity comprising the corporate entity must submit a separate Contractor Affidavit. It is not the intent of this notice to provide detailed information or legal advice concerning the Act. All Bidders intending to do business with the City are responsible for independently apprising themselves of and complying with the requirements of the Act and assessing its effect on City solicitations and their participation in those solicitations. For additional information on the E-Verify program or to enroll in the program, go to: https://e-verify.uscis.gov/enroll.

Additional information on completing and submitting the Contractor Affidavit can be found preceding this form in this RFP.

20. Joint Ventures: Each party to a Joint Venture will be required to fully complete and submit the Required Submittal Forms unless otherwise indicated in this RFP.

21. Conflict of Interest: Bidders are advised to read and familiarize themselves with the conflict-of-interest provisions of this RFP. The City reserves the right to issue RFP’s for specific projects that are independent of RFP# 25-17 Annual Physical Exams. Except as stated in this RFP, these Instructions, and the Notice to Bidders concerning Conflicts of Interests, successful Bidders under this RFP are not precluded from responding to such solicitations.

22. Tax Exemption Status: The City is exempt from Federal Excise Tax or Georgia Sales Tax with regard to goods and services purchased directly by the City of South Fulton. Exemption certificates furnished upon request.

23. Codes, Permits, Fees, Licenses and Laws: All permits, fees, arrangements for inspections, licenses, and costs incurred for the same shall be the sole responsibility of the successful Bidder. All materials, labor and construction must comply with all applicable rules and regulations of local, state and/or national codes, laws and ordinances of all authorities having jurisdiction over the project, which shall apply to the Contract throughout and will be deemed to be included in the Contract the same as though herein written out in full.

24. TITLE VI SOLICITATION NOTICE - The City of South Fulton, GA, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 USC §§ 2000d to 2000d-4) and the Regulations (28 CFR Part 42), hereby notifies all Bidders or offerors that it will affirmatively ensure that for any Contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded a full and fair opportunity to submit bids in response to this invitation and will not be, on the grounds of race, color, or national origin, excluded from participation in, denied the benefits of, or subject to discrimination in consideration for an award for any program or activity that receives Federal funds or other Federal financial assistance.

25. Electronic Submission Option: In addition to hard copies, the City will accept electronic Proposal Submissions via secure email or electronic procurement portal. Electronic submissions must be received by the stated deadline.

26. Payment Terms Favorable to Small Businesses: To improve cash flow for small vendors, the City will provide payment within 20 calendar days of receipt of an undisputed invoice. Milestone or phased billing will be permitted when deliverables are clearly defined.

27. Flexible Experience Requirements: Firms may demonstrate equivalent relevant experience listed in the minimum requirements, provided the proposer can show clear relevance to the scope of work.

28. Encouragement of Partnerships: Small firms are encouraged to form joint ventures, subcontracting arrangements, or consortia to meet the requirements of this RFP. Prime Contractors are encouraged to include small businesses in their teams.

29. Scoring Adjustments for Small Business Participation: Evaluation criteria will award up to five (5) additional points for certified small businesses or proposals that demonstrate at least 25% of the contract value being subcontracted to certified small businesses, where allowable by law.

SPACE LEFT BLANK INTENTIONALLY

RFP# 25-17 ANNUAL PHYSICAL EXAMS

SUBMITTAL CHECKLIST

1. Please use the following checklist to verify that all required information is included in your bid.

2. It is the sole responsibility of each Bidder to ensure that their bid is inclusive of all Submittals outlined below or elsewhere in this RFP.

3. Failure to submit any of the items below may cause rejection of the Bid.

4. Bidders are required to submit responses to solicitations electronically online at https://www.bidnetdirect.com/georgia/cityofsouthfulton. The City will not consider any bid that does not include completed Illegal Immigration Reform and Enforcement Act Affidavit Form(s).

REQUIRED DOCUMENTATION INITIAL IF INCLUDED

1. BID SOLICITATION FORM

2. ENTIRE BID ___________________

3. SUBMITTAL CHECKLIST (THIS FORM)

4. ADDENDA (IF APPLICABLE)

5. BID COST (ATTACHMENT B) ___________________

6. REQUIRED FORM SUBMITTALS (APPENDIX B)

F6.1 W-9 FORM

F6.2 NON-CONFLICT OF INTEREST

F6.3 NON-COLLUSION AFFIDAVIT

F6.4 BUSINESS ENTITY CERTIFICATE

F6.5 CERTIFICATE OF AUTHORITY-JOINT VENTURE

F6.6 ILLEGAL IMMIGRATION REFORM AND

ENFORCEMENT ACT – CONTRACTOR AFFIDAVIT

F6.7 ILLEGAL IMMIGRATION REFORM AND

ENFORCEMENT ACT- SUBCONTRACTOR AFFIDAVIT

F6.8 SUBCONTRACTOR INFORMATION FORM

F6.9 ACKNOWLEDGEMENT OF BIDDER

F6.10 REFERENCE AND RELEASE FORM

F6.11 ACKNOWLEDGEMENT OF INSURANCE REQUIREMENTS

F6.12 EXCEPTIONS FORM

F6.13 CERTIFICATION OF ABSENCE OF CONFLICT OF INTEREST

FOR DEVELOPMENT OF SPECIFICATIONS OF SCOPE OF WORK

F6.14 DEBARMENT FORM

7. BUSINESS LICENSE

8. PROFESSIONAL LICENSE

9. BID BOND (IF APPLICABLE)

Printed Name Title Date

Signature Firm Name

Email Address Phone Number

RFP# 25-17 ANNUAL PHYSICAL EXAMS

1. INTRODUCTION

The City is soliciting Proposals from interested and qualified firm(s) to provide annual physical exams for the City.

1.1 INTENT TO AWARD

The City intends to award to the responsible and responsive Bidder whose bid represents the best value to the City for RFP# 25-17 ANNUAL PHYSICAL EXAMS.

Additionally, the City reserves the right to cancel the solicitation.

1.1.1 Responsibility - The determination of the Bidder’s responsibility will be made by the City based on whether the Bidder meets the following minimum standard requirements:

1.2.1.1 Has the appropriate and adequate technical experience required;

1.2.1.2 Has adequate personnel and equipment to perform the work expeditiously;

1.2.1.3 Ability to comply with the required or proposed delivery and installation schedule;

1.2.1.4 Has a satisfactory record of performance;

1.2.1.5 The ability of Bidder to provide future maintenance and/or service;

1.2.1.6 Has adequate financial means to meet obligations incidental to the work; and

1.2.1.7 Such other factors the City deems to be pertinent to either the

Bid or the Contract.

1.2.2 Responsiveness - The determination of the Bidder’s responsiveness will be made by the City based on a consideration of whether the Bidder has submitted complete Bid documents meeting RFP requirements without irregularities, exclusions, special conditions, or alternative bids for any item unless specifically requested in the RFP.

1.2 TERM OF CONTRACT

The initial term of the contract shall be for a period of one (1) year beginning on the date specified in the notice to proceed. The City shall have the option to renew the contract for up to three (3) additional one (1) year terms, to be exercised in writing by the City prior to the expiration of the then-current terms. Each renewal is subject to the availability of funds, satisfactory contract performance, and the mutual written agreement of both parties.

1.3 SUBCONSULTANTS AND SUBCONTRACTORS

1.3.1 Bidder must ensure the responsibility standards for each of its Subconsultants and Subcontractors as listed below and in each and every part of this RFP are met. Verification must include documentation that each Subconsultant or Subcontractor meets the responsibility criteria required to perform the work including any professional license, certification, insurance requirements of this RFP, any governmental agency having jurisdiction over the matter, or any law or regulation pertaining to the work or requirements. Bidder must not furnish any statement, representation, or certification in connection with Subconsultants or Subcontractors that is materially false, deceptive, incorrect, or incomplete.

Failure of the Bidder to provide information concerning the responsibility of any Subconsultant or Subcontractor may result in a finding that the Bidder is not responsible.

1.3.2 All proposed Subconsultants and Subcontractors must be listed in the Bidder’s response. Bidder must ensure that all proposed Subcontractors have adequate personnel, past experience, adequate facilities, finances, and business systems to perform the scope of services. The City reserves the right to approve all Subcontractors and Subconsultants.

1.3.3 Bidder must have the responsibility of verifying the existence, authenticity, and dates of expiration of all licenses required by all Subconsultants and Subcontractors engaged in the work of this RFP. The lack of a valid license from the Bidder or any Subconsultant or Subcontractor shall be grounds for default, and for immediate termination for cause with prejudice as it relates to the Bidder, and the removal of any unlicensed entity from the project. In the event Bidder, a Subconsultant or Subcontractor is required to be licensed or certified as a condition precedent to providing goods or services under this RFP, the revocation or loss of such license or certification may result in immediate termination of the Bidder’s Contract effective as of the date on which the license or certification is no longer in effect.

1.3.4 All Subconsultants and Subcontractors must be approved by the City prior to performing. Bidder must receive written permission to add Subconsultants or

Subcontractors not initially submitted with Bidder’s response. Subconsultants and Subcontractors shall not subcontract any portion of their work pursuant to this RFP without the written consent of the City. Failure of the Bidder to obtain from the City prior approval of each Subconsultant or Subcontractor performing work on the project may result in suspension of work by that Subcontractor, removal of work performed by unapproved Subcontractor(s) and all permissible sanctions against the Bidder.

2. SCOPE OF SERVICES

The City of South Fulton Rescue Department (CSFFRD) is seeking qualified contractors to provide annual physical exams to all members of the City of South Fulton Fire Department.

The Bidder will provide a Proposal for the scope of the project as defined in Appendix A, Scope of Services.

3. MINIMUM REQUIREMENTS

3.1 Master’s Degree in Public Health.

3.2 Doctor of Medicine.

3.3 Doctor of Osteopathic Medicine.

3.4 Bachelor of Arts, Biology.

3.5 Licensed in Georgia.

3.6 American Osteopathic Board of Family Practice, Board Certification.

3.7 Medical Review Officer, American Association of Medical Review Officers.

3.8 Aviation Medical Examiner, Federal Aviation Administration

3.9 Certified Independent Medical Examiner

3.10 Designated Civil Surgeon

3.11 CAOHC Certification (Council for Accreditation in Occupational Hearing Conservation) CAOHC Course Director)

3.12 OSHA Ten Hour Course

3.13 NIOSH Spirometry Training Course

3.14 Preceptor NIOSH Spirometry Training Course

3.15 Firefighter Medical Examinations Under OSHA 1910.156, 1910.134, 1910.120 and NFPA 1582 Standards

4. EVALUATION PROCESS

The following criteria will be used to evaluate Proposals:

The City desires to select the Proponent whose proposal is determined to be the most advantageous to the City considering the technical and price evaluation criteria listed below.

The Evaluation Committee (EC) will be responsible for ranking and recommending the most qualified firm(s) to City Council for award. The process for this procurement may proceed in the following manner: The Purchasing Director delivers the RFP submittals to agency staff for summarization for the Evaluation Committee members. The appropriate department will review the litigation history and the Purchasing Department will review the financial portion of the submittals.

Staff will also identify any incomplete responses. The Purchasing Director of Procurement will review the information and will make a recommendation to the Evaluation Committee as to each firm’s responsiveness to the requirements of the RFP.

The Evaluation Committee has sole authority to determine responsiveness. Responsive and responsible firms may be invited to make oral presentations to the Committee and discuss their proposal to illustrate to the Evaluation Committee their approach to the scope of work. If interviews are requested by the City, staff may provide a list of subject matter for the discussion and each firm will be given equal time to present but the question and answer may vary.

All proposals will be evaluated using the Evaluation Criteria listed in the solicitation. All Proposals will be evaluated by an Evaluation Committee in accordance with the City’s Code of Ordinances and the criteria specified in this RFP as follows:

4.1 PRESENTATIONS / DEMONSTRATIONS / INTERVIEWS

The City reserves the right to negotiate the fee and/or Scope of Services with the highest ranked.

Proposer. If negotiations cannot be completed successfully, then the City reserves the right to negotiate with the second highest ranked Contractor. Recommendations for an award will be the Proposer with whom potential contract negotiations were successful.

The EC may provide a list of subject matter for the discussion. The individuals / firms will have equal time to present but the question-and-answer time may vary. Proposers / Providers may be requested to demonstrate the nature of their offered solution to the EC. After receipt of submittals, all firms will receive a description of, and arrangements for, the desired demonstration.

A copy of the demonstration (hard copy, DVD, CD or a combination of both) should be given to the Purchasing Agent at the meeting to remain in the Purchasing files.

PROPOSAL EVALUATION – SELECTION CRITERIA

The City's selection of a firm shall be based upon the demonstrated competence and qualifications of the firms to provide the type of service required. Each proposal will be evaluated and scored through a process by the City's staff. The Proposer's submittal must fully address the requirements listed in this solicitation and the Firm's degree of experience, knowledge, and ability to provide experienced and qualified support staff. The proposal is not to have any exclusions, conditions or provisions applied to the aforementioned request. It is the City's intention to select a firm which is the most qualified to meet the City's needs. The award shall be based on but not limited to the following factors:

REQUEST FOR PROPOSALS SCORING VALUE

MAXIMUM POINTS

Qualification of Firm – Qualifications to be considered include but are not limited to:

Technical experience in performing work of a closely similar nature; experience working with other public agencies; record of completing work on schedule; strength and stability of firm; technical experience and strength and stability of proposed sub-contractors; and assessments by client references. Qualifications of project staff will also be considered, particularly key personnel, and, especially, the project manager. Other factors to be considered include but are not limited to key personnel’s level of involvement in performing related work, logic of project organization, adequacy of labor commitment, and concurrence in the restrictions on changes in key personnel.

Technical Approach/Project Understanding

Proposer’s demonstrated understanding of project requirements, potential problem areas and project approach.

References and Past Performance

Provide a minimum of three (3) past performance references that are comparable in scope, size, and clients within the last five (5) years. Government/Public entities are preferred.

Local Vendor Preference (Optional)

Proposers with a physical office located within the City of South Fulton limits may receive up to 5 additional points in the evaluation scoring. To qualify, proposers must provide evidence of a valid business license issued by the City of South Fulton showing a physical business address within City limits.

Cost Proposal

The Cost Proposal shall also include any and all costs the Proposer desires to have considered in any contract entered into with the City.

MAXIMUM SCORING POINTS TOTAL 100

Please note that prices may be negotiated in the best interest of the city after the scoring is completed.

*Total points awarded for price will be determined by applying the following formula: (Lowest Overall Cost /Proposer’s Price) x 25 (Cost Bid Form) = Price Score

Please note that prices may be negotiated in the best interest of the City after the scoring is completed.

The City of South Fulton reserves the right, in its sole discretion, to reject or accept any submittal it considers to be non-responsive. Should the City of South Fulton fail to reach agreement with any firm or teams initially selected, the City reserves the right to commence negotiations with the next highest ranked firm or team.

The City of South Fulton may select a firm without an interview or may choose to interview all or a limited number of applicants.

Additional Compliance Requirements

1. Iran Divestment Certification

Proposer certifies that they are not included on the Iran Divestment List created under O.C.G.A 50-5-85 and do not participate in investment activities in Iran’s energy sector.

2. Certification Regarding Boycotts of Israel Proposer certifies that they are not currently engaged in and agree for the duration of the contract not to engage in a boycott of Israel as defined in O.C.G.A and 50-5-85.1.

3. Debarment and Suspension Certification Proposer affirms that neither it nor any of its principals is currently debarred, suspended, proposed for debarment, or declared ineligible for contracts by any federal or state agency.

4. Records Retention Contractor must maintain all records, books, and documents pertinent to this Agreement for at least five (5) years after completing the services and must make them available for inspection upon reasonable request by the City or its auditors. Address below:

PURCHASING DEPARTMENT, 4715 Frederick Dr. SW, Atlanta, GA 30336.

5. Georgia Open Records Act Proposals submitted in response to this RFP are subject to the Georgia Open Records Act. The City cannot guarantee the confidentiality of information marked “confidential” by a Proposer if such information is required to be disclosed under the Act.

6. Cost-Plus Prohibition The City must not accept cost-plus-a-percentage-of-cost proposals or contracts. Any such pricing submitted must be considered non-responsive.

7. Non-Discrimination Contractor agrees not to discriminate against any person based on race, color, religion, national origin, sex, age, disability, veteran status, sexual orientation, or gender identity in performing this Agreement.

8. Liquidated Damages If the Contractor fails to deliver services or work products on time as specified in individual task orders, and the delay is not caused by factors beyond the Contractor’s control, the City may impose liquidated damages of $250 for each calendar day of delay until the services are completed.

These damages are not a penalty but serve as compensation to the City for administrative costs and potential project impacts. The City also reserves the right to deduct these damages from any payments due to the Contractor.

9. Electronic Signatures This Agreement and all Task Orders may be signed electronically, and electronic signatures must be considered valid and enforceable as original signatures. Signing through platforms such as Adobe Sign or other City-approved electronic signature systems must have the same legal effect as a handwritten signature.

10. Confidentiality/Data Security Contractor agrees to maintain the confidentiality of all documents, data, records, and other information developed or obtained in connection with this Agreement. Contractors must implement commercially reasonable measures to protect electronic data and must not disclose City information to third parties without prior written authorization from the City.

11. HIPAA Compliance Clause The contractor must protect patients' health information and maintain secure record-keeping.

12. Service Location Contractors must provide exam facilities within a 20-mile radius of City limits or provide medical mobile units.

5. STANDARD CITY CONTRACT

The Draft Contract attached hereto as Exhibit A, is a standard City document which shall be thoroughly reviewed by all Bidders prior to submitting a bid. Refer to Information and Instructions to Bidders, Award and Execution of Contract in this RFP. Modifications or additions to the City’s Standard Contract will not be entertained after award.

APPENDIX A

SCOPE OF

SERVICES

APPENDIX A

SCOPE OF

SERVICES

1. SCOPE OF WORK

GENERAL: Annual Physical Exams for Firefighters

The City of South Fulton Fire Rescue Department is soliciting bids from qualified contractors to provide Annual Physical Exams to all members of the City of South Fulton Fire Rescue Department. The Contractor shall provide all things necessary, including transportation/delivery, labor, equipment, materials, supplies, and expertise to perform Physical Exams for all departmental members that will be identified within the City of South Fulton Fire Rescue Department as directed by the City and in accordance with the specifications listed therein.

Any award made because of this bid shall be for the remainder of the fiscal year. The city reserves the right for an option of three (3) additional 12-month extension pending availability of departmental appropriated funding. Optional year price increase(s) in this contract, if exercised by the City of South Fulton, shall be limited to the bid prices offered unless otherwise specifically accepted by the City of South Fulton, but in no instance shall exceed the Consumer Price Index. The term “Consumer Price Index” shall mean the Consumer Price Index published by the Bureau of Labor Statistics of the U.S. Department of Labor with reference to the average shown on such index for all terms.

2. PURPOSE

The purpose of this RFP is to select a proposer who can provide Annual Physical Exams for currently approximately 188 departmental sworn personnel (this number could possibly expand to 250 personnel pending future budget increases) for the following services:

1. Provide baseline services as defined in this RFP.

2. Address options, if requested or offered, and specify associated costs.

3. Address exceptions, if any, and rationale for taking such exceptions.

4. Provide required expert testimony in an administrative hearing, deposition, court proceeding, etc. if necessary (no history of litigation or pending litigation).

3. SCOPE OF SERVICES

Respondents must propose to provide services in the following areas:

1. Ensure that the providing physician(s) shall be licensed doctor(s) of medicine or osteopathy, who have completed residency training in an accredited medical training program, have no disciplinary actions with any medical regulatory boards, and have sufficient experience and knowledge to administer an effective NFPA 1582 physical program.

2. The vendor shall perform up to 200 NFPA-compliant firefighter medical exams each fiscal year; expandable to 250 exams within 30 calendar days of notice to proceed.

3. Comply with all existing statutes regarding patient confidentiality and labor laws.

4. CONFIDENTIALITY AND RECORDS

1. All medical information gathered from the physical exams shall remain confidential, pursuant to all existing statutes and policies. The Fire Chief or their designee shall serve as the liaison between the Vendor and the employee.

2. Communication regarding an individual’s results that effect the safety of the individual or co-workers shall be shared with the Fire Chief and shall include the information necessary for the Vendor to maintain a safe and effective workplace. Specific results, especially any results falling outside normal limits shall be shared as soon as possible with the individual. Additionally, notification to the Fire Chief from the provider shall indicate a general statement that an individual has a requirement for follow-up communication with the provider. This will allow the Fire Chief to ensure follow-up communication is acted upon.

3. If any results or follow-up indicate a concern for the safety of the individual or others, general details shall be shared with the Fire Chief to allow the Vendor to provide reasonable workplace accommodations including scheduling replacements should the results indicate an inability to return to full duty with no restrictions. These results shall be classified as:

A.) Medically Cleared;

B.) Temporarily Cleared; or C.) Not Medically Cleared.

5. SPECIFICATIONS OF MEDICAL EXAMINATIONS TO BE PERFORMED:

Annual physical exams for approximately 188 firefighters are to be conducted in two (2) phases and conducted at facility within the City of South Fulton. Phase 1 would include gathering individual information, history, and blood work. Phase 2 shall include all other testing listed below and face to face examination and review of all tests from Phases 1 and

2. Both phases are to be completed within a two-three-month period. The exam shall include and meet the following criteria: OSHA 29 CFR 1910.95, 1910.134, 1910.120, 1910.1030, NFPA 1582 and includes:

5.1 Physical Examination

• Comprehensive Medical History – All necessary forms will be provided

• Vitals – Height, Weight and Blood Pressure

• Body Composition – Bio Impedance Analysis (BIA)

• Pulmonary Function Testing (PFT)

• Vision – Snellen (distance) screening including litmus color blindness, visual acuity and depth perception

• WFI Submaximal Graded Treadmill Evaluation - to evaluate aerobic capacity (per

NFPA 1582 C.2.1.3)

• Jackson System Strength Testing – Muscular Strength: includes grip, leg and arm strength (per NFPA 1582 C.2.1.5, C2.1.6 & C 2.1.7) or Vertical Jump Assessment (per NFPA 1582 C.2.1.8 )

• Flexibility: sit & reach (per NFPA 1582 C.2.1.12)

• Muscular Endurance: push-up & static plank (per NFPA 1582 C.2.1.9 & C.2.1.11)

• One-on-one consultation with licensed medical provider

• Copy of results and interpretations provided to each firefighter in sealed envelope

• Clearance letters will be provided within 5 days of the physical examination if there are no medical issues requiring follow-up

• Department Summary Report including relevant averages, ranges, and annual comparison statistics

5.2 Chemistry Screen

• Glucose

• Sodium

• Potassium

• Chloride

• Urea Nitrogen (BUN)

• eGFR

• Creatinine

• BUN/Creatinine ratio

• Uric Acid

• Inorganic Phosphorus

• Calcium

• Iron (TIBC)

• Total Protein

• Albumin

• Globulin

• Albumin/Globulin Ratio

• Total Bilirubin – Liver Function

• Direct Bilirubin

• Alkaline Phosphatase – Liver Function

• Gamma-GT

• AST (SGOT)

• ALT (SGPT)

• LDH – Heart Enzyme

5.3 Lipids

• Triglycerides

• Cholesterol, Total

• HDL-High Density Lipoprotein Cholesterol

• Esterase

• LDL-Low Density Lipoprotein Cholesterol

• VLDL-Very Low-Density Lipoprotein Cholesterol

• Cholesterol / HDL-Cholesterol

• Estimated Coronary Heart Disease Risk

5.4 Urinalysis

• Color

• Appearance

• Specific gravity

• pH

• Protein

• Glucose

• Microscopic examination of urine sediment

• Ketones

• Occult blood

• Leukocyte

• Nitrite

• Bilirubin

• Urobilinogen

5.5 Thyroid

• Thyroid-stimulating Hormone (TSH)

5.6 Complete Blood Count

(CBC)

• White Blood Count (WBC)

• Red Blood Count (RBC)

• Hematocrit

• Platelets

• Lymphs

• MonocytesEos

• Hemoglobin

• Mean Corpuscular Volume (MCV)

• Mean Corpuscular Hemoglobin (MCH)

• Mean Corpuscular Hemoglobin Concentration (MCHC)

• Polymorphonuclear Neutrophils (Polys)

• Basos

5.7 Audiometric Testing

• Testing at 500 to 800Hz frequencies

• Testing on each ear completed separately

• Date and Time of Audiogram

• Examiners name and CAOHC Certification Number

5.8 Cumulative Stress Assessment

• MET-TEST©

5.9 Testing for 40 years old and over

• NMR Particle Test

• Coronary Calcium Scoring

5.10 Cancer Screening

• One Test ©

**Additional Services**

IF THERE ARE ANY ADDITIONAL SERVICES PLEASE

ATTACH WITH AN ADDITIONAL SHEET. SPACE WILL

BE PROVIDED ON THE BID SHEET FOR PRICING.

VENDOR’S REQUIREMENTS

1. Education Level for Doctors

• Master’s Degree in Public Health

• Doctor of Medicine

• Doctor of Osteopathic Medicine

• Bachelor of Arts, Biology

2. Certifications

• Licensed in Georgia

• American Osteopathic Board of Family Practice, Board Certification

• Medical Review Officer, American Association of Medical Review Officers

• Aviation Medical Examiner, Federal Aviation Administration

• Certified Independent Medical Examiner

• Certified Medical Staff in Occupational Medicine

• Designated Civil Surgeon

• CAOHC Certification (Council for Accreditation in Occupational Hearing

Conservation) CAOHC Course Director

• OSHA Ten Hour Course

• NIOSH Spirometry Training Course

• Preceptor NIOSH Spirometry Training Course

• Firefighter Medical Examinations Under OSHA 1910.156, 1910. 134,

1910.120 and NFPA 1582 Standards

6 REQUIRED UPDATES AND PROJECT REPORTS

Vendor shall provide a report on each employee after completion of exam. The report shall indicate employee name, date of exam and exam results. Results shall be classified as:

A.) Medically Cleared B.) Temporarily Cleared C.) Not Medically Cleared.

7 CONTRACT TERM

Contract awarded as a result of proposals submitted under this Sealed Bid shall extend from the date of award for a period of one (1) year (“Initial Term”) commencing on the effective date. The City reserves the right to renew contingent upon satisfactory performance, budget availability, and continued compliance with contractual requirements. Contract is renewable, at the option of the City, and upon written agreement by the vendor, for up to three (3) additional one (1) year terms. However, the total duration of the contract, including the exercise of any options, shall not exceed four (4) years (initial year and three one-year options).

ATTACHMENT A

REQUIRED FORM SUBMITTALS

F6.1 W-9 FORM

F6.2 NON-CONFLICT OF INTEREST

By submitting a bid in response to this solicitation, Bidder represents that in the preparation and submission of its bid, said Bidder did not either directly or indirectly, enter into any combination or arrangement with any person, Bidder, Corporation or enter into any agreement, participate in any collusion, or otherwise take any action in the restraint of free, competitive bidding in violation of the Sherman Act (15 U.S.C. Section I or Section 59.1-9.1 through 59.1-9.17 or Sections 59.1 – 68.6 through 59.68.8). Collusion and fraud in bid or bid preparation shall be reported to the State of Georgia Attorney General and the United States Justice Department.

Bidder certifies that to the best of its knowledge, no circumstances exist which shall cause a conflict of interest in performing services for the City of South Fulton, and that no company or person other than bona fide employees working solely for our firm has been employed or retained to solicit or secure an agreement resulting from this Invitation to Bids.

Signature:

Type Name:

Title:

Firm:

F6.3 NON-COLLUSION AFFIDAVIT

I, of the City of , in the County of

, and the State of , of full age, being duly sworn according to law on my oath depose and say that: I am of the firm of .

The Bidder making the Bid for the above named Contract, and that I executed the said Bid with full authority so to do; that said Bidder has not, directly or indirectly, entered into any agreement, participate in any collusion, or otherwise taken any action in restraint of free, competitive bidding in connection with the above named Contract; and that all statements contained in said Bid and in this affidavit are true and correct, and made with full knowledge that the City of South Fulton relied upon the truth of the statements contained in said Bid and in the statements contained in this affidavit in awarding the Contract for the said Bid.

I further warrant that no person or selling agency has been employed or retained to solicit or secure such Contract upon an agreement or understanding for a commission, percentage, brokerage, or contingent fee, except bona fide employees or bona fide established commercial or selling agencies maintained by:

(Name of Bidder)

(Signature of Bidder)

Subscribed and sworn to before me

This day of , 20 .

(Signature of Notary Public)

Notary Public of

My Commission expires , 20

F6.4 BUSINESS ENTITY CERTIFICATE

(a) CORPORATE CERTIFICATE

I, , certify that I am the of the Corporation named as Bidder herein, same (title) being organized and incorporated to do business under the laws of the State of

; that who executed this Bid on behalf of the Bidder was, then and there, and (title) that said Bid was duly signed by said officer for and on behalf of said corporation, pursuant to the authority of its governing body and within the scope of its corporate powers.

(Printed Name)

(Signature) (Corporate Seal must be affixed above)

(b) PARTNERSHIP, LLC, AND OTHER ENTITIES

I, , certify that I am authorized to sign to commit named a Bidder in the foregoing Bid. That said company is formed under the laws of the State of .

(Printed Name)

(Signature)

F6.5 CERTIFICATE OF AUTHORITY – JOINT VENTURE

(Separate Certificate to be submitted by each joint venture partner)

I, , (1) certify that:

1 I am the (2) of , (3) (hereinafter “Venturer”);

2 Venturer is a partner and participation in the joint venture having submitted the

Request for Proposal or Invitation to Bid No. for

(Insert Project Name);

3 Venturer is organized and incorporated to do business under the laws of the State of ; and

4 Said Request for Proposal or Invitation to Bid No. was duly signed by said officer for and on behalf of said Venturer and the…