HomeMy WebLinkAboutInvitation for BidKENNETH ROBERTSON JOHNNY MARTINEZ, P.E.
Chief Procurement Officer City Manager
ADDENDUM NO. 1
IFB No. 368328 July 22, 2013
Invitation For Bid (IFB) for Drug Screening & Physical Examination Services
TO: ALL PROSPECTIVE BIDDERS:
The following changes, additions, clarifications, and deletions amend the Bid Documents of the above captioned IFB,
and shall become an integral part of the Contract Documents. Words andlor figures stricken through shall be
deleted. Underscored words and/or figures shall be added. The remaining provisions are now in effect and remain
unchanged. Please note the contents herein and reflect same on the documents you have on hand.
THE BID CLOSING DATE AND TIME FOR THIS SOLICITATION HAS BEEN CHANGED AS FOLLOWS:
IFB CLOSING DATE/TIME:
7118/2013 AT 11:1 • AM 07►2412013 AT 11.00 AM 7/30/2013 at 11:00 AM
THE FOLLOWING CHANGES (ADDITION) HAVE BEEN MADE TO THE DOCUMENT CHECK LIST:
BIDDER'S WITH A LOCAL OFFICE:
If Bidder has a Local Office, as defined under Chapter 18/Articlle III, Section 18-73 of the City Code,
Bidder must fill out, notarize, and include with its bid response the "City of Miami Local Office
Certification" form.
(The City of Miami Local Office Certification form is located in the Oracle Sourcing system
("iSupplier"), under the Header/Notes and Attachments Section of this solicitation)
THE FOLLOWING CHANGES (ADDITION) HAVE BEEN MADE TO SPECIAL CONDITION SECTION 2.8,
BIDDER'S MINIMUM QUALIFICATIONS OF THE SOLICITATION:
For the provision of Part 1V AND V Drug Screening Services, Bidder must be able to provide a self-
contained mobile unit.
Page 1
THE FOLLOWING CHANGES (ADDITION AND DELETION) HAVE BEEN MADE TO SECTION 3,
SPECIFICATIONS OF THE SOLICITATION:
I. DRUG SCREENING SERVICES j...]
A. BACKGROUND INFORMATION j...]
B. TYPES OF SERVICES [...]
PART I SERVICES [...]
A. Collection Facility j...]
8= Provider must be able to accommodate and test large groups of applicants during peak times of the year
(i.e. Annual Summer Parks and Recreation Program, and during Police Officer and Firefighter recruitment
periods), average of 50-100 applicants on any given day, at a location other than the Provider's collection
site/facility.
PART II SERVICES j...]
A. Collection Facility j...]
4- Provider must assure that Lab technician or other Lab personnel are present in collection area and
observe employee to assure that no substitutions or tampering with sample are actuated.
5- Provider must provide robes, hospital gowns, or equivalent and ample space for employee to change into
during testing.
6- Provider must provide lockers or equivalent to secure employee belongings during testing.
7- Provider must assure adequate space in collection area to allow for the observation of employee by two
observers.
8- Provider must assure that both male and female personnel are available to facilitate observation of both
genders.
9 4- Provider must be able to conduct the following services: collect specimen for urinalysis, blood alcohol
level, and perform Evidential Breath Testing (EBT).
10 5- Provider must ensure and pay for next day delivery to testing facility.
11 &- Vehicle parking shall be provided at no cost to the City, employee, or applicant being tested
12 7- Providers collection facility must have a sufficient reception area. This does not apply to a self
contained mobile unit.
13 8- The City may require an interview of Bidders and inspection of facilities and equipment prior to award
of the Contract and request for a mock process on how Bidders will collect specimen to determine
responsiveness and compliance with the City of Miami Protocol
14 -9- Provider must maintain all financial records customarily used in this type of operation in accordance
with accepted accounting practice and standards. The City shall, through the City auditors, be permitted to
examine and audit during ordinary business hours, the records of City accounts.
15.1-0- Provider must be able to perform collection services Monday to Friday, between the hours of 8:00 am
to 5:00 pm. In the event of an emergency, provider must be able to provide collection services after 5:00
pm and/or on the weekend/holiday.
Page 2
16 -14- On request, Fri. . r must be able to collect specimens location other than the Providers
collection
site.
17 12- The City will only pay invoices submitted by the facility for which a Blanket Release / Purchase Order
has been issued.
18.1-3- Collection services will be provided primarily for all sworn members of the Fire Department.
PART IV SERVICES [...]
• Random (CDL and Non-CDL) and Reasonable Suspicion Drug and Alcohol Screening Services
for AFSCME, Local 871 Employees (Pursuant to AFSCME, AFL-CIO, Local 871 Labor
Agreement)
THE FOLLOWING CHANGES HAVE BEEN MADE TO ATTACHMENT 1— CITY OFMIAMI DRUG
SCREENING PROTOCOL:
PART II SERVICES j...]
SPECIMEN COLLECTION SERVICES
1. Chain of Custody j...]
2. Integrity and Identity of Specimen j...]
C. The individual shall remain in the presence of the collection site person and Miami Fire -Rescue ("MFR")
Officer and shall not have access to a water fountain, faucet, soap dispenser, cleaning agent or any other
material which could be used to adulterate the specimen. Only one (1) individual be allowed inside
the collection arcba (rc=troom) at any given time. The individual shall not be allowed to bring anything,
including any smoking materials, into the collection area. The individual shall remove all unnecessary
outer garments and change into a gown, robe, or equivalent provided by the collection site. All bags,
packs, purses, etc., shall .be left outside of the collection area (restroom) secured in a locked unit. The
individual may retain his or her wallet.
j...]
G. The individual shall enter the collection area (restroom); along with lab technician of the same gender
and MFR Officer close the door for privacy and void into the container, The collection site person shall
remain in near the restroom facility (collection area) along with an MFR Officer, within audible range of the
individual.
H. The collection site person shall document any unusual behavior or appearance of the individual and
notify the City of Miami, Department of Fire -Rescue immediately at (305) 416-5450.
ANSWERS TO QUESTIONS SUBMITTED BY PROSPECTIVE BIDDERS:
Q. 1 What is the difference between IFB 362320 and IFB 368328? Is there still the requirement to bid for all
services?
A. 1
The single response received under IFB 362320 was rejected and the services have been re -solicited under
IFB 368328 in an effort to stimulate competition, lower pricing, and increase the number of responses. No
changes have been made in the requirements. The Method of Award under the new IFB remains the same,
bidder's must bid on all items/services and the award will be made to the lowest responsive and responsible
bidder.
Page 3
Q. 2 What is the anticipated volume under Part V testing that the Gamma-Hydroxybutyrat test would be
requested?
A. 2 As mentioned in Attachment I — City of Miami Drug Screening Protocol, both the Gamma-hydroxybutyrate and
Ketamine drugs will be tested under reasonable belief in accordance with Article 34.1 of the Fraternal Order of
Police ("FOP") Labor Agreement. After further research, it has been found that one (1) test for these drugs is
done every two (2) to three (3) years.
Q. 3 If the gamma-hydroxybutyrat is not requested in a Part V testing can a Part II testing be ordered, since
it contains the same drugs?
A. 3 Drug testing listed under Part II cannot be ordered for drug testing under Part V. The gamma-hydroxybutyrate
drug. is part of the testing performed under Part V, however, as noted in Attachment 1 — City of Miami Drug
Screening Protocol, "Ketamine and Gamma-hydroxybutyrate will be tested under reasonable belief in
accordance with Article 34.1 and will not be included as part of the random substance screenings in
accordance with Article 34.2"
ALL OTHER TERMS AND CONDITIONS OF THE IFB REMAIN THE SAME.
KR:yg
Cc: Bid File
Sincerely,
Kenneth Robertson
Director/Chief Procurement Officer
Page 4
City of Miami
Invitation for Bid (IFB)
Purchasing Department
Miami Riverside Center
444 SW 2nd Avenue, 6th Floor
Miami, Florida 33130
Web Site Address: http://ci.miami.fl.us/procurement
IFB Number:
Title:
Issue Date/Time:
IFB Closing Date/Time:
Pre -Bid Conference:
Pre -Bid Date/Time:
Pre -Bid Location:
Deadline for Request for Clarification:
Buyer:
Hard Copy Submittal Location:
Buyer E-Mail Address:
Buyer Facsimile:
368328
Drug Screening and Physical
Examination Services
27-JUN-2013
07/18/2013 @ 11:00:00
None
Monday, July 8, 2013 at 5:00 PM
Gonzalez, Yusbel
City of Miami - City Clerk
3500 Pan American Drive
Miami FL 33133 US
YGonzalez@ ci.miami.fl.us
(305) 400-5104
Page 1 of 98
Certification Statement
Please quote on this form, if applicable, net prices for the item(s) listed. Return signed original and
retain a copy for your files. Prices should include all costs, including transportation to destination. The
City reserves the right to accept or reject all or any part of this submission. Prices should be firm for a
minimum of 180 days following the time set for closing of the submissions.
In the event of errors in extension of totals, the unit prices shall govern in determining the quoted
prices.
We (I) certify that we have read your solicitation, completed the necessary documents, and propose to
furnish and deliver, F.O.B. DESTINATION, the items or services specified herein.
The undersigned hereby certifies that neither the contractual party nor any of its principal owners or
personnel have been convicted of any of the violations, or debarred or suspended as set in section
18-107 or Ordinance No. 12271.
All exceptions to this submission have been documented in the section below (refer to paragraph and
section).
EXCEPTIONS:
We (I) certify that any and all information contained in this submission is true; and we (I) further certify
that this submission is made without prior understanding, agreement, or connection with any
corporation, firm, or person submitting a submission for the same materials, supplies, equipment, or
service, and is in all respects fair and without collusion or fraud. We (I) agree to abide by all terms and
conditions of this solicitation and certify that I am authorized to sign this submission for the submitter.
Please print the following and sign your name:
SUPPLIER NAME -
ADDRESS:
PHONE: FAX
EMAIL: BEEPER.
SIGNED BY.
TITLE: DATE.
FAILURE TO COMPLETE. SIGN, AND RETURN THIS FORM SHALL DISQUALIFY THIS BID.
Page 2 of 98
Certifications
Legal Name of Firm:
Entity Type: Partnership, Sole Proprietorship, Corporation, etc.
Year Established:
Office Location: City of Miami, Miami -Dade County, or Other
Occupational License/Business Tax Receipt Number:
Occupational License/Business Tax Receipt Issuing Agency:
Occupational License/Business Tax Receipt Expiration Date:
For the provision of Drug Screening Services, will Subcontractor(s) be used? (Yes or No)
If subcontractor(s) will be utilized for Drug Screening Services, provide their name, address and the the
portion of the work they will be responsible for under this contract (a copy of their license(s) must be
submitted with your bid response):
Please list and acknowledge all addendum/addenda received. List the addendum/addenda number and
date of receipt (i.e. Addendum No. 1, 7/1/07). If no addendum/addenda was/were issued, please insert
N/A.
Bidder's Contact Person for Receipt of Correspondence related to this IFB (please list First & Last
Name, Telephone Number, Email Address and Fax) :
Please provide the Full Name, Office Telephone #, Mobile Phone #, and/or Pager #, of the Bidder's
intended Program Manager for the City:
Page 3 of 98
Have you included with your bid response the documentation/information requested in the Documents
Checklist? YES OR NO? (The Documents Checklist is located under the Header/Notes and
Attachments Section of the IFB, in the Oracle Sourcing system)
Page 4 of 98
Line: 1
Description: DRUG SCREENING SERVICES - PART I SERVICES
Line: 1.1
Description: A. COLLECTION FACILITY - Urine specimen collection with Chain of Custody
Category: 95207-00
Unit of Measure: Each
Unit Price: $ Number of Units: 600 Total: $
Line: 1.2
Description: A. COLLECTION FACILITY - Blood Alcohol Level collection with Chain of
Custody
Category: 95207-00
Unit of Measure: Each
Unit Price: $ Number of Units: 10 Total: $
Line: 1.3
Description: B. DRUG TESTING FACILITY - Urine Drug Screen (11 Drug Panel) with Chain of
Custody
Category: 95207-00
Unit of Measure: Each
Unit Price: $
Line: 1.4
Number of Units: 600 Total: $
Description: B. DRUG TESTING FACILITY - Blood Alcohol Level Test with Chain of Custody
Category: 95207-00
Unit of Measure: Each
Unit Price: $
Number of Units: 10 Total: $
Page 5 of 98
Line: 1.5
Description: B. DRUG TESTING FACILITY - GCMS Confirmation with Chain of Custody
Category: 95207-00
Unit of Measure: Each
Unit Price: $
Line: 1.6
Number of Units: 50 Total: $
Description: C. MEDICAL REVIEW OFFICER (MRO) SERVICES
Category: 95207-00
Unit of Measure: Each
Unit Price: $ Number of Units: 600 Total: $
Line: 2
Description: DRUG SCREENING SERVICES PART II SERVICES
Line: 2.1
Description: A. COLLECTION FACILITY - Urine specimen collection with Chain of Custody (11
Drug Panel)
Category: 95207-00
Unit of Measure: Each
Unit Price: $ Number of Units: 600 Total: $
Line: 2.2
Description: A. COLLECTION FACILITY - Blood Alcohol Level collection with Chain of
Custody
Page 6 of 98
Category: 95207-00
Unit of Measure: Each
Unit Price: $ Number of Units: 10 Total: $
Line: 2,3
Description: A. COLLECTION FACILITY - After Hour Service
Category: 95207-00
Unit of Measure: Each
Unit Price: $ Number of Units: 15 Total: $
Line: 2.4
Description: B. DRUG TESTING FACILITY - Urine Drug Screen (11 Drug Panel) with Chain of
Custody
Category: 95207-00
Unit of Measure: Each
Unit Price: $ Number of Units: 400 Total: $
Line: 2.5
Description: B. DRUG TESTING FACILITY - Blood Alcohol Level Test with Chain of Custody
Category: 95207-00
Unit of Measure: Each
Unit Price: $ Number of Units: 15 Total: $
Line: 2.6
Description: B. DRUG TESTING FACILITY - GCMS Confirmation with Chain of Custody
Category: 95207-00
Unit of Measure: Each
Page 7 of 98
Unit Price: $ Number of Units: 50 Total: $
Line: 2.7
Description: B. DRUG TESTING FACILITY - Consultation and Testimony
Category: 95207-00
Unit of Measure: Hour
Unit Price: $
Line: 2.8
Number of Units: 50 Total: $
Description: C. MEDICAL REVIEW OFFICER (MRO) SERVICES
Category: 95207-00
Unit of Measure: Each
Unit Price: $
Line: 3
Number of Units: 400 Total: $
Description: DRUG SCREENING SERVICES - PART III SERVICES
Line: 3.1
Description: A. COLLECTION FACILITY - Urine specimen collection with Chain of Custody
(SAMHSA Drug Panel)
Category: 95207-00
Unit of Measure: Each
Unit Price: $
Line: 3.2
Number of Units: 300 Total: $
Description: A. COLLECTION FACILITY - Evidential Breath Testing
Page 8 of 98
Category: 95207-00
Unit of Measure: Each
Unit Price: $ Number of Units: 150 Total: $
Line: 3.3
Description: A. COLLECTION FACILITY - After Hour Service
Category: 95207-00
Unit of Measure: Each
Unit Price: $
Line: 3.4
Number of Units: 50 Total: $
Description: B. DRUG TESTING FACILITY - Urine Drug Screen with Chain of Custody
(SAMHSA Drug Panel)
Category: 95207-00
Unit of Measure: Each
Unit Price: $
Line: 3.5
Number of Units: 300 Total: $
Description: B. DRUG TESTING FACILITY - Evidential Breath Testing
Category: 95207-00
Unit of Measure: Each
Unit Price: $ Number of Units: 150 Total: $
Line: 3.6
Description: B. DRUG TESTING FACILITY - GCMS Confirmation with Chain of Custody
Category: 95207-00
Page 9 of 98
Unit of Measure: Each
Unit Price: $
Line: 3.7
Number of Units: 50 Total: $
Description: B. DRUG TESTING FACILITY - Consultation and Testimony
Category: 95207-00
Unit of Measure: Hour
Unit Price: $
Line: 3.8
Number of Units: 10 Total: $
Description: C. MEDICAL REVIEW OFFICER (MRO) SERVICES
Category: 95207-00
Unit of Measure: Each
Unit Price: $ Number of Units: 300 Total: $
Line: 4
Description: DRUG SCREENING SERVICES - PART IV SERVICES
Line: 4.1
Description: A. COLLECTION FACILITY - Urine specimen collection with Chain of Custody (11
Drug Panel)
Category: 95207-00
Unit of Measure: Each
Unit Price: $
Line: 4.2
Number of Units: 300 Total: $
Description: A. COLLECTION FACILITY - Evidential Breath Testing
Page 10 of 98
Category: 95207-00
Unit of Measure: Each
Unit Price: $
Line: 4.3
Number of Units: 150 Total: $
Description: A. COLLECTION FACILITY - After Hour Service
Category: 95207-00
Unit of Measure: Each
Unit Price: $
Line: 4.4
Number of Units: 50 Total: $
Description: B. DRUG TESTING FACILITY - Urine Drug Screen with Chain of Custody
(SAMHSA Drug Panel)
Category: 95207-00
Unit of Measure: Each
Unit Price: $ Number of Units: 300 Total: $
Line: 4.5
Description: B. DRUG TESTING FACILITY - Evidential Breath Testing
Category: 95207-00
Unit of Measure: Each
Unit Price: $ Number of Units: 150 Total: $
Line: 4.6
Description: B. DRUG TESTING FACILITY - GCMS Confirmation with Chain of Custody
Page 11 of 98
Category: 95207-00
Unit of Measure: Each
Unit Price: $ Number of Units: 50 Total: $
Line: 4.7
Description: B. DRUG TESTING FACILITY - Consultation and Testimony
Category: 95207-00
Unit of Measure: Hour
Unit Price: $
Line: 4.8
Number of Units: 10 Total: $
Description: C. MEDICAL REVIEW OFFICER (MRO) SERVICES
Category: 95207-00
Unit of Measure: Each
Unit Price: $
Line: 5
Number of Units: 300 Total: $
Description: DRUG SCREENING SERVICES - PART V SERVICES
Line: 5.1
Description: A. COLLECTION FACILITY - Urine specimen collection with Chain of Custody
Category: 95207-00
Unit of Measure: Each
Unit Price: $
Line: 5.2
Number of Units: 1,250 Total: $
Description: A. COLLECTION FACILITY - Blood Alcohol Level collection with Chain of
Page 12 of 98
Custody
Category: 95207-00
Unit of Measure: Each
Unit Price: $ Number of Units: 15 Total: $
Line: 5.3
Description: A. COLLECTION FACILITY - After Hour Service
Category: 95207-00
Unit of Measure: Each
Unit Price: $ Number of Units: 400 Total: $
Line: 5.4
Description: B. DRUG TESTING FACILITY - Urine Drug Screen with Chain of Custody (12
Drug Panel)
Category: 95207-00
Unit of Measure: Each
Unit Price: $
Line: 5.5
Number of Units: 1,250 Total: $
Description: B. DRUG TESTING FACILITY - Blood Alcohol Level Test with Chain of Custody
Category: 95207-00
Unit of Measure: Each
Unit Price: $
Line: 5.6
Number of Units: 15 Total: $
Description: B. DRUG TESTING FACILITY - GCMS Confirmation with Chain of Custody
Page 13 of 98
Category: 95207-00
Unit of Measure: Each
Unit Price: $
Line: 5.7
Number of Units: 50 Total: $
Description: B. DRUG TESTING FACILITY - Consultation and Testimony
Category: 95207-00
Unit of Measure: Hour
Unit Price: $
Number of Units: 50 Total: $
Line: 5.8
Description: C. MEDICAL REVIEW OFFICER (MRO) SERVICES
Category: 95207-00
Unit of Measure: Each
Unit Price: $
Number of Units: 1,250 Total: $
Line: 6
Description: PHYSICAL EXAMINATION SERVICES - Employment and Promotional Physical
Examinations for Non -Sworn Classifications
Line: 6.1
Description: Basic Physical Examination (including lab work, visual exam, and audiological exam)
Category: 94874-50
Unit of Measure: Each
Unit Price: $
Line: 6.2
Number of Units: 425 Total: $
Page 14 of 98
Description: Additional/Optional Examination Components: PPD Test
Category: 94874-50
Unit of Measure: Each
Unit Price: $
Line: 6.3
Number of Units: 600 Total: $
Description: Additional/Optional Examination Components: Back X-Ray
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 5 Total: $
Line: 6.4
Description: Additional/Optional Examination Components: Chest X-Ray
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 50 Total: $
Line: 6.5
Description: Additional/Optional Examination Components: EKG (12 1ead)
Category: 94874-50
Unit of Measure: Each
Unit Price: $
Line: 6.6
Number of Units: 425 Total: $
Description: Additional/Optional Examination Components: Rubella Titer
Page 15 of 98
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 5 Total: $
Line: 6.7
Description: Additional/Optional Examination Components: Rubella Immunization
Category: 94874-50
Unit of Measure: Each
Unit Price: $
Number of Units: 5 Total: $
Line: 6.8
Description: Additional/Optional Examination Components: Review of Miscellaneous Medical
Records
Category: 94874-50
Unit of Measure: Each
Unit Price: $
Number of Units: 5 Total: $
Line: 6.9
Description: Additional/Optional Examination Components: Hepatitis A, B, and C Screening
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 25 Total: $
Line: 6.10
Description: Additional/Optional Examination Components: HIV Testing & Counseling - ELISA
Test
Page 16 of 98
Category: 94874-50
Unit of Measure: Each
Unit Price: $
Number of Units: 25 Total: $
Line: 6.11
Description: Additional/Optional Examination Components: HIV Testing & Counseling - Western
Blot
Category: 94874-50
Unit of Measure: Each
Unit Price: $
Number of Units: 25 Total: $
Line: 6.12
Description: Additional/Optional Examination Components: HIV Testing & Counseling - Pre
Counseling
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 25 Total: $
Line: 6.13
Description: Additional/Optional Examination Components: HIV Testing & Counseling - Post
Counseling
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 25 Total: $
Line: 6.14
Description: Additional/Optional Examination Components: HIV Testing & Counseling - Measles,
Mumps, Rubella Immunization
Page 17 of 98
Category: 94874-50
Unit of Measure: Each
Unit Price: $
Number of Units: 5 Total: $
Line: 6.15
Description: Additional/Optional Examination Components: HIV Testing & Counseling - Tetanus
Vaccine
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 5 Total: $
Line: 7
ent
Description: PHYSICAL shall be conducted
n O cted pursuant to uSERVICES - rrent1NFPA 15821Examinations for
Guidelines and
Firefighters (Examination
City of Miami Medical Protocol)
Line: 7.1
Description: Basic Physical Examination (including lab work, visual exam, and audiological exam)
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 60 Total: $
Line: 7.2
Description: Additional/Optional Examination Components: Chest X-Ray
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 60 Total: $___
Page 18 of 98
Line: 7.3
Description: Additional/Optional Examination Components: Back X-Ray
Category: 94874-50
Unit of Measure: Each
Unit Price: $
Number of Units: 1 Total: $
Line: 7.4
Description: Additional/Optional Examination Components: EKG
Category: 94874-50
Unit of Measure: Each
Unit Price: $
Number of Units: 60 Total: $
Line: 7.5
Description: Additional/Optional Examination Components: Cardiovascular Stress Test
Category: 94874-50
Unit of Measure: Each
Unit Price: $
Number of Units: 60 Total: $
Line: 7.6
Description: Additional/Optional Examination Components: HIV Testing & Counseling - ELISA
Test
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 60 Total: $
Line: 7.7
Page 19 of 98
Description: Additional/Optional Examination Components: HIV Testing & Counseling - Western
Blot
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 60 Total: $
Line: 7.8
Description: Additional/Optional Examination Components: HIV Testing & Counseling - Pre
Counseling
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 60 Total: $
Line: 7.9
Description: Additional/Optional Examination Components: PPD Test
Category: 94874-50
Unit of Measure: Each
Unit Price: $
Number of Units: 60 Total: $
Line: 7.10
Description: Additional/Optional Examination Components: Hepatitis A, B and C Screening
Category: 94874-50
Unit of Measure: Each
Unit Price: $
Line: 8
Number of Units: 60 Total: $
Page 20 of 98
Description: PHYSICAL EXAMINATION SERVICES - Employment Physical Examinations for
Police Officers (Examination shall be conducted pursuant to current California Peace Officer
Standards and City of Miami Protocol)
Line: 8.1
Description: Basic Physical Examination (including lab work, visual exam, and audiological exam)
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 60 Total: $
Line: 8.2
Description: Additional/Optional Examination Components: Chest X-Ray
Category: 94874-50
Unit of Measure: Each
Unit Price: $
Number of Units: 60 Total: $
Line: 8.3
Description: Additional/Optional Examination Components: Back X-Ray
Category: 94874-50
Unit of Measure: Each
Unit Price: $
Number of Units: 1 Total: $m
Line: 8.4
Description: Additional/Optional Examination Components: EKG
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 60 Total: $
Page 21. of 98
Line: 8.5
Description: Additional/Optional Examination Components: Cardiovascular Stress Test
Category: 94874-50
Unit of Measure: Each
Unit Price: $
Number of Units: 60 Total: $
Line: 8.6
Description: Additional/Optional Examination Components: Hepatitis A, B, and C Screening
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 60 Total: $
Line: 8.7
Description: Additional/Optional Examination Components: PPD Test
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 60 Total: $
Line: 8.8
Description: Additional/Optional Examination Components: Pulmonary Function
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 1 Total: $
Line: 8.9
Page 22 of 98
Description: Additional/Optional Examination Components: Blood Type & Rh Typing
Category: 94874-50
Unit of Measure: Each
Unit Price: $
Number of Units: 1 Total: $
Line: 8.10
Description: Additional/Optional Examination Components: Rubella Titer
Category: 94874-50
Unit of Measure: Each
Unit Price: $
Number of Units: 1 Total: $
Line: 8.11
Description: Additional/Optional Examination Components: Rubella Immunization
Category: 94874-50
Unit of Measure: Each
Unit Price: $
Number of Units: 1 Total: $
Line: 8.12
Description: Additional/Optional Examination Components: Review & Provide Written
Interpretation of Medical Records
Category: 94874-50
Unit of Measure: Each
Unit Price: $
Number of Units: 1 Total: $
Line: 9
Description: RETURN TO WORK PHYSICAL EXAMINATIONS FOR ALL
Page 23 of 98
CLASSIFICATIONS
Line: 9.1
Description: Return to Work Physical Examinations
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 400 Total: $
Line: 10
Description: FIRE -RESCUE ANNUAL PHYSICAL EXAMINATION SERVICES AND
HEPATITIS A AND B PROGRAM
Line: 10.1
Description: Basic Physical
Category: 94874-50
Unit of Measure: Each
Unit Price: $
Number of Units: 400 Total: $
Line: 10.2
Description: Additional/Optional Exams: Speculum and Bi-Manual Exam including Pap Smear
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 50 Total: $
Line: 10.3
Description: Additional/Optional Exams: Mammogram
Category: 94874-50
Unit of Measure: Each
Page 24 of 98
Unit Price: $ Number of Units: 50 Total: $
Line: 10.4
Description: Additional/Optional Exams: Comprehensive Hearing Test
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 20 Total: $
Line: 10.5
Description: Additional/Optional Exams: Echocardiogram
Category: 94874-50
Unit of Measure: Each
Unit Price: $
Line: 10.6
Number of Units: 200 Total: $
Description: Additional/Optional Exams: Thallium Stress Test
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 50 Total: $
Line: 10.7
Description: Additional/Optional Exams: Exercise Mugu Stress Test
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 10 Total: $
Page 25 of 98
Line: 10.8
Description: Additional/Optional Exams: Hepatitis A and B Screening
Category: 94874-50
Unit of Measure: Each
Unit Price: $
Line: 10.9
Number of Units: 200 Total: $
Description: Additional/Optional Exams: Tetanus Toxoid Immunization
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 50 Total: $
Line: 10.10
Description: Additional/Optional Exams: Tetanus Booster
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 75 Total: $
Line: 10.11
Description: Additional/Optional Exams: Pulmonary Function Test - Flow Volume Loop
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 50 Total: $�
Page 26 of 98
Line: 10.12
Description: Additional/Optional Exams: Pulmonary Function Test - Post Bronchodilatory Study
Category: 94874-50
Unit of Measure: Each
Unit Price: $
Line: 10.13
Number of Units: 50 Total: $
Description: Additional/Optional Exams: Radiological Evaluation
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 200 Total: $
Line: 10.14
Description: Additional/Optional Exams: Cardiovascular Stress Test
Category: 94874-50
Unit of Measure: Each
Unit Price: $
Line: 10.15
Number of Units: 400 Total: $
Description: Additional/Optional Exams: Flexible Sigmoidoscopy
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 10 Total: $
Line: 10.16
Description: Additional/Optional Exams: Colonoscopy
Page 27 of 98
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 10 Total: $
Line: 10.17
Description: Additional/Optional Exams: RPR
Category: 94874-50
Unit of Measure: Each
Unit Price: $
Line: 10.18
Number of Units: 1 Total: $
Description: Additional/Optional Exams: 24 Hour Holier Monitor
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 15 Total: $
Line: 10.19
Description: Additional/Optional Exams: Mantoux Test
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 550 Total: $
Line: 10.20
Description: Additional/Optional Exams: Flu Shot
Category: 94874-50
Page 28 of 98
Unit of Measure: Each
Unit Price: $ Number of Units: 700 Total: $
Line: 10.21
Description: Additional/Optional Exams: Hazardous Material Team, Dive Team, TRT Physical
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 170 Total: $
Line: 10.22
Description: Additional/Optional Exams: Bilirubin Direct and Toral
Category: 94874-50
Unit of Measure: Each
Unit Price: $
Line: 10.23
Number of Units: 170 Total: $
Description: Additional/Optional Exams: Cholinesterase
Category: 94874-50
Unit of Measure: Each
Unit Price: $
Number of Units: 170 - Total: $
Line: 10.24
Description: Additional/Optional Exams: Heavy Metal Screening Quantitative for Pb (Lead), As
(Arsenic), Hg (Mercury)
Category: 94874-50
Unit of Measure: Each
Page 29 of 98
Unit Price: $ Number of Units: 170 Total: $
Line: 10.25
Description: Additional/Optional Exams: Tonometry
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 170 Total: $
Line: 10.26
Description: Hepatitis A Immunizations - First Injection (In accordance with Specifications)
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 50 Total: $
Line: 10.27
Description: Hepatitis A Immunizations - Second Injection
Category: 94874-50
Unit of Measure: Each
Unit Price: $
Number of Units: 50 Total: $
Line: 10.28
Description: Hepatitis B Immunizations - First Injection (In accordance with Specifications)
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 50 Total: $
Page 30 of 98
Line: 10.29
Description: Hepatitis B Immunizations - Second Injection (In accordance with Specifications)
Category: 94874-50
Unit of Measure: Each
Unit Price: $
Number of Units: 50 Total: $
Line: 10.30
Description: Hepatitis B Immunizations - Third Injection (In accordance with Specifications)
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 50 Total: $
Line: 10.31
Description: Hepatitis A and B Combined (TWINRIX) - First Injection (In accordance with
Specifications)
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 50 Total: $
Line: 10.32
Description: Hepatitis A and B Combined (TWINRIX) - Second Injection (In accordance with
Specifications)
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 50 Total: $
Page 31 of 98
Line: 10.33
Description: Hepatitis A and B Combined (TWINRIX) - Third Injection (In accordance with
Specifications)
Category: 94874-50
Unit of Measure: Each
Unit Price: $
Line: 11
Number of Units: 50 Total: $
Description: SWORN POLICE ANNUAL PHYSICAL EXAMINATION SERVICES AND
HEPATITIS A AND B PROGRAM
Line: 11.1
Description: Basic Physical (including lab work, visual exam, and Audiological Exam)
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 1,100 Total: $
Line: 11.2
Description: Pulmonary Function Test
Category: 94874-50
Unit of Measure: Each
Unit Price: $
Line: 11.3
Number of Units: 50 Total: $_.
Description: Electrocardiogram (EKG)
Category: 94874-50
Unit of Measure: Each
Page 32 of 98
Unit Price: $
Line: 11.4
Number of Units: 1,100 Total: $
Description: PPD Skin Test (Mantoux)
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 1,100 Total: $
Line: 11.5
Description: Additional/Optional Exams: Radiological Evaluation
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 800 Total: $
Line: 11.6
Description: Additional/Optional Exams: Cardiovascular Stress Test
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 100 Total: $
Line: 11.7
Description: Additional/Optional Exams: Echocardiogram
Category: 94874-50
Unit of Measure: Each
Unit Price: $
Number of Units: 100 Total: $
Page 33 of 98
Line: 11.8
Description: Additional/Optional Exams: Thallium Stress Test
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 75 Total: $
Line: 11.9
Description: Additional/Optional Exams: Exercise Muga Stress Test
Category: 94874-50
Unit of Measure: Each
Unit Price: $
Line: 11.10
Number of Units: 1 Total: $
Description: Additional/Optional Exams: Stool Hematest for Occult Blood
Category: 94874-50
Unit of Measure: Each
Unit Price: $
Line: 11.11
Number of Units: 1 Total: $
Description: Additional/Optional Exams: Pap Smear
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 10 Total: $
Line: 11.12
Page 34 of 98
Description: Additional/Optional Exams: Mammogram
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 50 Total: $
Line: 11.13
Description: Additional/Optional Exams: CA 125
Category: 94874-50
Unit of Measure: Each
Unit Price: $
Line: 11.14
Number of Units: 1 Total: $
Description: Additional/Optional Exams: PSA
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 600 Total: $
Line: 11.15
Description: Additional/Optional Exams: Comprehensive Hearing Test
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 10 Total: $
Line: 11.16
Description: Additional/Optional Exams: 24 Hour Holter Monitor
Page 35 of 98
Category: 94874-50
Unit of Measure: Each
Unit Price: $
Line: 11.17
Number of Units: 50 Total: $
Description: Additional/Optional Exams: HBSAB Titer
Category: 94874-50
Unit of Measure: Each
Unit Price: $_ Number of Units: 1 Total: $
Line: 11.18
Description: Additional/Optional Exams: Flexible Sigmoidoscopy
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 1 Total: $
Line: 11.19
Description: Additional/Optional Exams: Tetanus Booster
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 150 Total: $
Line: 11.20
Description: Additional/Optional Exams: Bilirubin Direct and Total
Category: 94874-50
Unit of Measure: Each
Page 36 of 98
Unit Price: $
Line: 11.21
Number of Units: 1 Total: $
Description: Additional/Optional Exams: Cholinesterase
Category: 94874-50
Unit of Measure: Each
Unit Price: $
Line: 11.22
Number of Units: 1 Total: $
Description: Additional/Optional Exams: Heavy Metal Screening Quantitatative for Pb (Lead), As
(Arsenic), Hg (Mercury)
Category: 94874-50
Unit of Measure: Each
Unit Price: $
Line: 11.23
Number of Units: 1 Total: $
Description: Additional/Optional Exams: Shooting Range / Firearms Instructors: Heavy Metal
Screening Pb (Lead), As (Arsenic), Hg (Mercury), Cu (Copper), Sn (Tin), Zn (Zinc)
Category: 94874-50
Unit of Measure: Each
Unit Price: $
Line: 11.24
Number of Units: 20 Total: $
Description: Additional/Optional Exams: Tonometry
Category: 94874-50
Unit of Measure: Each
Page 37 of 98
Unit Price: $
Line: 11.25
Number of Units: 1 Total: $
Description: Additional/Optional Exams: RPR
Category: 94874-50
Unit of Measure: Each
Unit Price: $
Line: 11.26
Number of Units: 1 Total: $
Description: Additional/Optional Exams: Blood Type
Category: 94874-50
Unit of Measure: Each
Unit Price: $
Number of Units: 1 Total: $
Line: 11.27
Description: Hepatitis A Immunizations - First Injection (In accordance with Specifications)
Category: 94874-50
Unit of Measure: Each
Unit Price: $
Number of Units: 75 Total: $
Line: 11.28
Description: Hepatitis A Immunizations - Second Injection (In accordance with Specifications)
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 75 Total: $
Page 38 of 98
Line: 11.29
Description: Hepatitis B Immunizations - First Injection (In accordance with Specifications)
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 75 Total: $
Line: 11.30
Description: Hepatitis B Immunizations - Second Injection (In accordance with Specifications)
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 75 Total: $
Line: 11.31
Description: Hepatitis B Immunizations - Third Injection (In accordance with Specifications)
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 75 Total: $
Line: 11.32
Description: Hepatitis A and B Combined (TWINRIX) - First Injection (In accordance with
Specifications)
Category: 94874-50
Unit of Measure: Each
Unit Price: $ Number of Units: 75 Total: $
Page 39 of 98
Line: 11.33
Description: Hepatitis A and B Combined (TWINRIX) - Second Injection (In accordance with
Specifications)
Category: 94874-50
Unit of Measure: Each
Unit Price: $
Number of Units: 75 Total: $
Line: 11.34
Description: Hepatitis A and B Combined (TWINRIX) - Third Injection (In accordance with
Specifications)
Category: 94874-50
Unit of Measure: Each
Unit Price: $
Number of Units: 75 Total: $
Page 40 of 98
Invitation for Bid (IFB) 368328
Table of Contents
Terms and. Conditions 4242
1. General Conditions 42
1.1. GENERAL TERMS AND CONDITIONS 62
2. Special Conditions 62
2.1. PURPOSE
2.2. DEADLINE FOR RECEIPT OF REQUEST FOR ADDITIONAL 62
INFORMATION/CLARIFICATION 62
2.3. TERM OF CONTRACT 62
2.4. CONDITIONS FOR RENEWAL 62
2.5. COST ADJUSTMENT 63
2,6. NON -APPROPRIATION OF FUNDS 63
2.7. METHOD OF AWARD 63
2.8. BIDDERS MINIMUM QUALIFICATIONS 63
2.9. SUB -CONTRACTOR (FOR DRUG SCREENING SERVICES) 65
2.10. FAILURE TO PERFORM 65
2,11, INSURANCE REQUIREMENTS 65
2.12. METHOD OF PAYMENT 67
2.13. ADDITIONS/DELETIONS OF SERVICES 67
2.14. PRE-BID/PRE-PROPOSAL CONFERENCE 67
2.15. CONTRACT ADMINISTRATOR 67
2.16. BIDDER'S PROGRAM MANAGER 67
2.17. RECORDS 67
2,18. TIE BIDS 68
2.19. HOULY RATE (WHERE APPLICABLE) 68
2.20. REFERENCES 69
2.21. TERMINATION 69
2.22. ADDITIONAL TERMS AND CONDITIONS 69
2.23. PRIMARY CLIENT (FIRST PRIORITY) 70
3. Specifications 70
3.1. SPECIFICATIONS/SCOPE OF WORK
Page 41 of 98
Terms and Conditions
1. General Conditions
Invitation for Bid (IFB) 368328
1.1. GENERAL TERMS AND CONDITIONS
Intent: The General Terms and Conditions described herein apply to the acquisition of goods/equipment/services
with an estimated aggregate cost of $25,000.00 or more.
Defnition: A formal solicitation is defined as issuance of an Invitation for Bids, Request for Proposals, Request for
Qualifications, or Request for Letters of Interest pursuant to the City of Miami Procurement Code and/or Florida
Law, as amended. Formal Solicitation and Solicitation shall be defined in the same manner herein.
1.1. ACCEPTANCE OF GOODS OR EQUIPMENT - Any good(s) or equipment delivered under this formal
solicitation, if applicable, shall remain the property of the seller until a physical inspection and actual usage of the
good is made, and thereafter is accepted as satisfactory to the City. It must comply with the terms herein and be
fully in accordance with specifications and of the highest quality. In the event the goods/equipment supplied to the
City are found to be defective or does not conform to specifications, the City reserves the right to cancel the order
upon written notice to the Contractor and return the product to the Contractor at the Contractor's expense.
1.2. ACCEPTANCE OF OFFER - The signed or electronic submission of your solicitation response shall be
considered an offer on the part of the bidder/proposer; such offer shall be deemed accepted upon issuance by the
City of a purchase order.
1.3. ACCEPTANCE/REJECTION — The City reserves the right to•accept or reject any or all responses or parts of
after opening/closing date and request re -issuance on the goods/services described in the formal solicitation. In the
event of such rejection, the Director of Purchasing shall notify all affected bidders/proposers and make available a
written explanation for the rejection. The City also reserves the right to reject the response of any bidder/proposer
who has previously failed to properly perform under the terms and conditions of a contract, to deliver on time
contracts of a similar nature, and who is not in a position to perform the requirements defined in this formal
solicitation. The City further reserves the right to waive any irregularities or minor informalities or technicalities in
any or all responses and may, at its discretion, re -issue this formal solicitation.
1.4. ADDENDA — It is the bidder's/proposer's responsibility to ensure receipt of all Addenda. Addenda are available
at the City's website at: http://www.ci•miami.fl.us/procurement
1.5. ALTERNATE RESPONSES MAY BE CONSIDERED - The City may consider one (1) alternate response
from the same Bidder/Proposer for the same formal solicitation; provided, that the alternate response offers a
different product that meets or exceeds the formal solicitation requirements. In order for the City to consider an
alternate response, the Bidder/Proposer shall complete a separate Price Sheet form and shall mark "Alternate
Response". Alternate response shall be placed in the same response. This provision only applies to formal
solicitations for the procurement of goods, services, items, equipment, materials, and/or supplies.
1.6. ASSIGNMENT - Contractor agrees not to subcontract, assign, transfer, convey, sublet, or otherwise dispose of
the resulting Contract, or any or all of its right, title or interest herein, without City of Miami's prior written consent.
1.7. ATTORNEY'S FEES - In connection with any litigation, mediation and arbitration arising out of this Contract,
each party shall bear their own attorney's fees through and including appellate litigation and any post judgment
Page 42 of 98
Invitation for Bid (IFB) 368328
proceedings.
1.8. AUDIT RIGHTS AND RECORDS RETENTION - The Successful Bidder/Proposer agrees to provide access
at all reasonable times to the City, or to any of its duly authorized representatives, to any books, documents, papers,
and records of Contractor which are directly pertinent to this formal solicitation, for the purpose of audit,
examination, excerpts, and transcriptions. The Successful Bidder/Proposer shall maintain
i tainr the retain makesand (mall of
the books, documents, papers and records pertinent to the Contract for three (3) y City
payment and all other pending matters are closed. Contractor's failure to or refusal to comply with this condition
shall result in the immediate cancellation of this contract by the City.
1.9. AVAILABILITY OF CONTRACT STATE-WIDE - Any Governmental, not -for -profit or
quasi -governmental entity in the State of Florida, may avail itself of this contract and purchase any and all
goods/services, specified herein from the successful bidder (s)/proposer (s) at the contract price(s) established herein,
when permissible by federal, state, and local laws, rules, and regulations.
Each Governmental, not -for -profit or quasi -governmental entity which uses this formal solicitation and resulting bid
contract or agreement will establish its own contract/agreement, place its own orders, issue its own purchase orders,
be invoiced there from and make its own payments, determine shipping terms and issue its own exemption
certificates as required by the successful bidder(s)/proposer(s).
1.10. AWARD OF CONTRACT:
A. The Formal Solicitation, Bidder's/Proposer's response, any addenda issued, and the purchase order shall
constitute the entire contract, unless modified in accordance with any ensuing contract/agreement, amendment or
addenda.
B. The award of a contract where there are Tie Bids will be decided by the Director of Purchasing or designee in the
instance that Tie Bids can't be determined by applying Florida Statute 287.087, Preference to Businesses with
Drug -Free Workplace Programs.
C. The award of this contract may be preconditioned on the subsequent submission of other documents as specified
in the Special Conditions or Technical Specifications. Bidder/Proposer shall be in default of its contractual
obligation if such documents are not submitted in a timely manner and in the form required by the City. Where
Bidder/Proposer is in default of these contractual requirements, the City, through action taken by the Purchasing
Department, will void its acceptance of the Bidder's/Proposer's Response and may accept the Response from the
next lowest responsive, responsible Bidder or Proposal most advantageous to the City or re -solicit the City's
requirements. The City, at its sole discretion, may seek monetary restitution from Bidder/Proposer and its
bid/proposal bond or guaranty, if applicable, as a result of damages or increased costs sustained as a result of the
Bidder's/Proposer's default.
D. The term of the contract shall be specified in one of three documents which shall be issued to the successful
Bidder/Proposer. These documents may either be a purchase order, notice of award and/or contract award sheet.
E. The City reserves the right to automatically extend this contract for up to one hundred twenty (120) calendar
days beyond the stated contract term in order to provide City departments with continual service and supplies while
a new contract is being solicited, evaluated, and/or awarded, If the right is exercised, the City shall notify the
Bidder/Proposer, in writing, of its intent to extend the contract at the same price, terms and conditions for a specific
number of days. Additional extensions over the first one hundred twenty (120) day extension may occur, if, the City
and the Successful Bidder/Proposer are in mutual agreement of such extensions.
F. Where the contract involves a single shipment of goods to the City, the contract term shall conclude upon
completion of the expressed or implied warranty periods.
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Invitation for Bid (IFB) 368328
G. The City reserves the right to award the contract on a split -order, lump sum or individual -item basis, or such
combination as shall best serve the interests of the City unless otherwise specified.
H. A Contract/Agreement may be awarded to the Bidder/Proposer by the City Commission based upon the
minimum qualification requirements reflected herein. As a result of a RFP, RFQ, or RFLI, the City reserves the
right to execute or not execute, as applicable, an Agreement with the Proposer, whichever is determined to be in the
City's best interests. Such agreement will be furnished by the City, will contain certain terms as are in the City's
best interests, and will be subject to approval as to legal form by the City Attorney.
1.11. BID BOND/.BID SECURITY - A cashier's or certified check, or a Bid Bond signed by a recognized surety
company that is licensed to do business in the State of Florida, payable to the City of Miami, for the amount bid is
required from all bidders/proposers, if so indicated under the Special Conditions. This check or bond guarantees
that a bidder/proposer will accept the order or contract/agreement, as bid/proposed, if it is awarded to
bidder/proposer. Bidder/Proposer shall forfeit bid deposit to the City should City award contract/agreement to
Bidder/Proposer and Bidder/Proposer fails to accept the award. The City reserves the right to reject any and all
surety tendered to the City. Bid deposits are returned to unsuccessful bidders/proposers within ten (10) days after
the award and successful bidder's/proposer's acceptance of award. If sixty (60) days have passed after the date of the
formal solicitation closing date, and no contract has been awarded, all bid deposits will be returned on demand.
1.12. RESPONSE FORM (HARDCOPY FORMAT) - All forms should be completed, signed and submitted
accordingly.
1.13. BID SECURITY FORFEITED LIQUIDATED DAMAGES - Failure to execute an Agreement and/or file
an acceptable Performance Bond, when required, as provided herein, shall be just cause for the annulment of the
award and the forfeiture of the Bid Security to the City, which forfeiture shall be considered, not as a penalty, but in
mitigation of damages sustained. Award may then be made to the next lowest responsive, responsible Bidder or
Proposal most advantageous to the City or all responses may be rejected.
1.14. BRAND NAMES - If and wherever in the specifications brand names, makes, models, names of any
manufacturers, trade names, or bidder/proposer catalog numbers are specified, it is for the purpose of establishing
the type, function, minimum standard of design, efficiency, grade or quality of goods only. When the City does not
wish to rule out other competitors' brands or makes, the phrase "OR EQUAL" is added. When bidding/proposing an
approved equal, Bidders/Proposers will submit, with their response, complete sets of necessary data (factory
information sheets, specifications, brochures, etc.) in order for the City to evaluate and determine the equality of the
item(s) bid/proposed. The City shall be the sole judge of equality and its decision shall be final. Unless otherwise
specified, evidence in the form of samples may be requested if the proposed brand is other than specified by the
City. Such samples are to be furnished after formal solicitation opening/closing only upon request of the City. If
samples should be requested, such samples must be received by the City no later than seven (7) calendar days after
a formal request is made.
1.15. CANCELLATION - The City reserves the right to cancel all formal solicitations before its opening/closing.
In the event of bid/proposal cancellation, the Director of Purchasing shall notify all prospective bidders/proposers
and make available a written explanation for the cancellation.
1.16. CAPITAL EXPENDITURES - Contractor understands that any capital expenditures that the firm makes, or
prepares to make, in order to deliver/perform the goods/services required by the City, is a business risk which the
contractor must assume. The City will not be obligated to reimburse amortized or unamortized capital expenditures,
or to maintain the approved status of any contractor. If contractor has been unable to recoup its capital expenditures
during the time it is rendering such goods/services, it shall not have any claim upon the City.
1.17. CITY NOT LIABLE FOR DELAYS - It is further expressly agreed that in no event shall the City be liable
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Invitation for Bid (IFB) 368328
for, or responsible to, the Bidder/Proposer/Consultant, any sub-contractor/sub-consultant, or to any other person for,
or on account of, any stoppages or delay in the work herein provided for by injunction or other legal or equitable
proceedings or on account of any delay for any cause over which the City has no control.
1.18. COLLUSION —Bidder/Proposer, by submitting a response, certifies that its response is made without
previous understanding, agreement or connection either with any person, firm or corporation submitting a response
for the same items/services or with the City of Miami's Purchasing Department or initiating department. The
Bidder/Proposer certifies that its response is fair, without control, collusion, fraud or other illegal action.
Bidder/Proposer certifies that it is in compliance with the Conflict of Interest and Code of Ethics Laws. The City
will investigate all potential situations where collusion may have occurred and the City reserves the right to reject
any and all bids/responses where collusion may have occurred.
1.19. COMPLIANCE WITH FEDERAL, STATE AND LOCAL LAWS - Contractor understands that contracts
between private entities and local governments are subject to certain laws andregulations, including laws pertaining
to public records, conflict of interest, records keeping, etc. City and Contractor agree to comply with and observe all
applicable laws, codes and ordinances as that may in any way affect the goods or equipment offered, including but
not limited to:
A. Executive Order 11246, which prohibits discrimination against any employee, applicant, or client because of
race, creed, color, national origin, sex, or age with regard to, but not limited to, the following: employment
practices, rate of pay or other compensation methods, and training selection.
B. Occupational, Safety and Health Act (OSHA), as applicable to this Formal Solicitation.
C. The State of Florida Statutes, Section 287.133(3) (A) on Public Entity Crimes.
D. Environment Protection Agency (EPA), as applicable to this Formal Solicitation.
E. Uniform Commercial Code (Florida Statutes, Chapter 672).
F. Americans with Disabilities Act of 1990, as amended.
G. National Institute of Occupational Safety Hazards (NIOSH), as applicable to this Formal Solicitation.
H. National Forest Products Association (NFPA), as applicable to this Formal Solicitation.
I. City Procurement Ordinance City Code Section 18, Article III.
J. Conflict of Interest, City Code Section 2-611;61.
K. Cone of Silence, City Code Section 18-74.
L. The Florida Statutes Sections 218.73 and 218,74 on Prompt Payment.
Lack of knowledge by the bidder/proposer will in no way be a cause for relief from responsibility. Non-compliance
with all local, state, and federal directives, orders, and laws may be considered grounds for termination of
contract(s) .
Copies of the City Ordinances may be obtained from the City Clerk's Office.
1.20. CONE OF SILENCE - Pursuant to Section 18-74 of the City of Miami Code, a "Cone of Silence" is imposed
upon each RFP, RFQ, RFLI, or IFB after advertisement and terminates at the time the City Manager issues a written
recommendation to the Miami City Commission, The Cone of Silence shall be applicable only to Contracts for the
provision of goods and services and public works or improvements for amounts greater than $200,000. The Cone of
Silence prohibits any communication regarding RFPs, RFQs, RFLI or IFBs (bids) between, among others:
Page 45 of 98
Invitation for Bid (IFB) 368328
Potential vendors, service providers, bidders, lobbyists or consultants and the City's professional staff including, but
not limited to, the City Manager and the City Manager's staff; the Mayor, City Commissioners, or their respective
staffs and any member of the respective selection/evaluation committee.
The provision does not apply to, among other communications:
oral communications with the City purchasing staff, provided the communication is limited strictly to matters of
process or procedure already contained in the formal solicitation document; the provisions of the Cone of Silence do
not apply to oral communications at duly noticed site visits/inspections, pre -proposal or pre -bid conferences, oral
presentations before selection/evaluation committees, contract negotiations during any duly noticed public meeting,
or public presentations made to the Miami City Commission during a duly noticed public meeting; or
communications in writing or by email at any time with any City employee, official or member of the City
Commission unless specifically prohibited by the applicable RFP, RFQ, RFLI or IFB (bid) documents (See Section
2.2. of the Special Conditions) ; or communications in connection with the collection of industry comments or the
performance of market research regarding a particular RFP, RFQ, RFLI OR IFB by City Purchasing staff.
Proposers or bidders must file a copy of any written communications with the Office of the City Clerk, which shall
be made available to any person upon request. The City shall respond in writing and file a copy with the Office of
the City Clerk, which shall be made available to any person upon request. Written communications may be in the
form of e-mail, with a copy to the Office of the City Clerk.
In addition to any other penalties provided by law, violation of the Cone of Silence by any proposer or bidder shall
render any award voidable. A violation by a particular Bidder, Proposer, Offeror, Respondent, lobbyist or
consultant shall subject same to potential penalties pursuant to the City Code. Any person having personal
knowledge of a violation of these provisions shall report such violation to the State Attorney and/or may file a
complaint with the Ethics Commission. Proposers or bidders should reference Section 18-74 of the City of Miami
Code for further clarification,
This language is only a summary of the key provisions of the Cone of Silence. Please review City of Miami Code
Section 18-74 for a complete andthorough description of the Cone of Silence. You may contact the City Clerk at
305-250-5360, to obtain a copy of same.
1.21. CONFIDENTIALITY - As a political subdivision, the City of Miami is subject to the Florida Sunshine Act
and Public Records Law. If this Contract/Agreement contains a confidentiality provision, it shall have no application
whendisclosure is required by Florida law or upon court order.
1.22. CONFLICT OF INTEREST — Bidders/Proposers, by responding to this Formal Solicitation, certify that to
the best of their knowledge or belief, no elected/appointed official or employee of the City of Miami is financially
interested, directly or indirectly, in the purchase of goods/services specified in this Formal Solicitation. Any such
interests on the part of the Bidder/Proposer or its employees must be disclosed in writing to the City. Further, you
must disclose the name of any City employee who owns, directly or indirectly, an interest of five percent (5%) or
more of the total assets of capital stock in your firm.
A. Bidder/Proposer further agrees not to use or attempt to use any knowledge, property or resource which may
be within his/her/its trust, or perform his/her/its duties, to secure a special privilege, benefit, or exemption for
himself/herself/itself, or others. Bidder/Proposer may not disclose or use information not available to members of
the general public and gained by reason of his/her/its position, except for information relating exclusively to
governmental practices, for his/her/its personal gain or benefit or for the personal gain or benefit of any other person
or business entity.
B. Bidder/Proposer hereby acknowledges that he/she/it has not contracted or transacted any business with the
City or any person or agency acting for the City, and has not appeared in representation of any third party before any
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board, commission or agency of the City within the past two years. Bidder/Proposer further warrants that he/she/it
is not related, specifically the spouse, son, daughter, parent, brother or sister, to: (i) any member of the commission;
(ii) the mayor; (iii) any city employee; or (iv) any member of any board or agency of the City.
C. A violation of this section may subject the Bidder/Proposer to immediate termination of any professional
services agreement with the City, imposition of the maximum fine and/or any penalties allowed by law.
Additionally, violations may be considered by and subject to action by the Miami -Dade County Commission on
Ethics.
1.23. COPYRIGHT OR PATENT RIGHTS — Bidders/Proposers warrant that there has been no violation of
copyright or patent rights in manufacturing, producing, or selling the goods shipped or ordered and/or services
provided as a result of this formal solicitation, and bidders/proposers agree to hold the City harmless from any and
all liability, loss, or expense occasioned by any such violation.
1.24. COST INCURRED BY BIDDER/PROPOSER - All expenses involved with the preparation and submission
of Responses to the City, or any work performed in connection therewith shall be borne by the
Bidder (s) /Proposer (s) .
1.25. DEBARMENT AND SUSPENSIONS (Sec 18-107)
(a) Authority and requirement to debar and suspend. After reasonable notice to an actual or prospective Contractual
Party, and after reasonable opportunity for such party to be heard, the City Manager, after consultation with the
Chief Procurement Officer and the city attorney, shall have the authority to debar a Contractual Party, for the causes
listed below, from consideration for award of city Contracts. The debarment shall be for a period of not fewer than
three years. The City Manager shall also have the authority to suspend a Contractual Party from consideration for
award of city Contracts if there is probable cause for debarment, pending the debarment determination. The
authority to debar and suspend contractors shall be exercised in accordance with regulations which shall be issued
by the Chief Procurement Officer after approval by the City Manager, the city attorney, and the City Commission.
(b) Causes for debarment or suspension. Causes for debarment or suspension include the following:
(1) Conviction for commission of a criminal offense incident to obtaining or attempting to obtain a
public or private Contract or subcontract, or incident to the performance of such Contract or subcontract.
(2) Conviction under state or federal statutes of embezzlement, theft, forgery, bribery, falsification or
destruction of records, receiving stolen property, or any other offense indicating a lack of business
integrity or business honesty.
(3) Conviction under state or federal antitrust statutes arising out of the submission of Bids or
Proposals.
(4) Violation of Contract provisions, which is regarded by the Chief Procurement Officer to be
indicative of nonresponsibility. Such violation may include failure without good cause to perform in
accordance with the terms and conditions of a Contract or to perform within the time limits provided in a
Contract, provided that failure to perform caused by acts beyond the control of a party shall not be
considered a basis for debarment or suspension.
(5) Debarment or suspension of the Contractual Party by any federal, state or other governmental
entity.
(6) False certification pursuant to paragraph (c) below.
(7) Found in violation of a zoning ordinance or any other city ordinance or regulation and for which
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the violation remains noncompliant.
(8) Found in violation of a zoning ordinance or any other city ordinance or regulation and for which a
civil penalty or fine is due and owing to the city.
(9) Any other cause judged by the City Manager to be so serious and compelling as to affect the
responsibility of the Contractual Party performing city Contracts.
(c) Certification. All Contracts for goods and services, sales, and leases by the city shall contain a certification that
neither the Contractual Party nor any of its principal owners or personnel have been convicted of any of the
violations set forth above or debarred or suspended as set forth in paragraph (b) (5).
(d) Debarment and suspension decisions. Subject to the provisions of paragraph (a), the City Manager shall render a
written decision stating the reasons for the debarment or suspension. A copy of the decision shall be provided
promptly to the Contractual Party, along with a notice of said party's right to seek judicial relief.
1.26. DEBARRED/SUSPENDED VENDORS —An entity or affiliate who has been placed on the State of Florida
debarred or suspended vendor list may not submit a response on a contract to provide goods or services to a public
entity, may not submit a response on a contract with a public entity for the construction or repair of a public building
or public work, may not submit response on leases of real property to a public entity, may not award or perform
work as a contractor, supplier, subcontractor, or consultant under contract with any public entity, and may not
transact business with any public entity.
1.27. DEFAULT/FAILURE TO PERFORM - The City shall be the sole judge of nonperformance, which shall
include any failure on the part of the successful Bidder/Proposer to accept the award, to furnish required documents,
and/or to fulfill any portion of this contract within the time stipulated.
Upon default by the successful Bidder/Proposer to meet any terms of this agreement, the City will notify the
Bidder/Proposer of the default and will provide the contractor three (3) days (weekends and holidays excluded) to
remedy the default. Failure on the contractor's part to correct the default within the required three (3) days shall
result in the Contract being terminated and upon the City notifying in writing the contractor of its intentions and the
effective date of the termination. The following shall constitute default:
A. Failure to perform the work or deliver the goods/services required under the Contract and/or within the time
required or failing to use the subcontractors, entities and personnel as identified and set forth, and to the degree
specified in the Contract.
B. Failure to begin the work under this Contract within the time specified.
C. Failure to perform the work with sufficient workers and equipment or with sufficient materials to ensure timely
completion.
D. Neglecting or refusing to remove materials or perform new work where prior work has been rejected as
nonconforming with the terms of the Contract.
E. Becoming insolvent, being declared bankrupt, or committing any act of bankruptcy or insolvency, or making an
assignment for the benefit of creditors, if the insolvency, bankruptcy, or assignment renders the successful
Bidder/Proposer incapable of performing the work in accordance with and as required by the Contract.
F. Failure to comply with any of the terms of the Contract in any material respect.
All costs and charges incurred by the City as a result of a default or a default incurred beyond the time limits stated,
together with the cost of completing the work, shall be deducted from any monies due or which may become due on
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this Contract.
1.28. DETERMINATION OF RESPONSIVENESS - Each Response will be reviewed to determine if it is
responsive to the submission requirements outlined in the Formal Solicitation. A "responsive" response is one which
follows the requirements of the formal solicitation, includes all documentation, is submitted in the format outlined in
the formal solicitation, is of timely submission, and has appropriate signatures as required on each document. Failure
to comply with these requirements may deem a Response non -responsive.
1.29. DISCOUNTS OFFERED DURING TERM OF CONTRACT - Discount Prices offered in the response
shall be fixed after the award by the Commission, unless otherwise specified in the Special Terms and Conditions.
Price discounts off the original prices quoted in the response will be accepted from successful Bidder(s)/Proposer(s)
during the term of the contract. Such discounts shall remain in effect for a minimum of 120 days from approval by
the City Commission Any discounts offered by a manufacturer to Bidder/Proposer will be passed on to the City.
1.30. DISCREPANCIES, ERRORS, AND OMISSIONS - Any discrepancies, errors, or ambiguities in the Formal
Solicitation or addenda (if any) should be reported in writing to the City's Purchasing Department. Should it be
found necessary, a written addendum will be incorporated in the Formal Solicitation and will become part of the
purchase agreement (contract documents). The City will not be responsible for any oral instructions, clarifications,
or other communications.
A. Order of Precedence — Any inconsistency in this formal solicitation shall be resolved by giving precedence to the
following documents, the first of such list being the governing documents.
1) Addenda (as applicable)
2) Specifications
3) Special Conditions
4) General Terms and Conditions
1.31. EMERGENCY / DISASTER PERFORMANCE - In the event of a hurricane or other emergency or disaster
situation, the successful vendor shall provide the City with the commodities/services defined within the scope of this
formal solicitation at the price contained within vendor's response. Further, successful vendor shall deliver/perform
for the city on a priority basis during such times of emergency.
1.32. ENTIRE BID CONTRACT OR AGREEMENT - The Bid Contract or Agreement consists of this City of
Miami Formal Solicitation and specifically this General Conditions Section, Contractor's Response and any written
agreement entered into by the City of Miami and Contractor in cases involving RFPs, RFQs, and RFLIs, and
represents the entire understanding and agreement between the parties with respect to the subject matter hereof and
supersedes all other negotiations, understanding and representations, if any, made by and between the parties. To the
extent that the agreement conflicts with, modifies, alters or changes any of the terms and conditions contained in the
Formal Solicitation and/or Response, the Formal Solicitation and then the Response shall control. This Contract may
be modified only by a written agreement signed by the City of Miami and Contractor.
1.33. ESTIMATED QUANTITIES —Estimated quantities or estimated dollars are provided for your guidance
only. No guarantee is expressed or implied as to quantities that will be purchased during the contract period. The
City is not obligated to place an order for any given amount subsequent to the award of this contract. Said estimates
may be used by the City for purposes of determining the low bidder or most advantageous proposer meeting
specifications. The City reserves the right to acquire additional quantities at the prices bid/proposed or at lower
prices in this Formal Solicitation.
1.34. EVALUATION OF RESPONSES
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A.Rejection of Responses
The City may reject a Response for any of the following reasons:
1) Bidder/Proposer fails to acknowledge receipt of addenda;
2) Bidder/Proposer mistates or conceals any material fact in the Response ;
3) Response does not conform to the requirements of the Formal Solicitation;
4) Response requires a conditional award that conflicts with the method of award;
5) Response does not include required samples, certificates, licenses as required; and,
6) Response was not executed by the Bidder's/Proposer(s) authorized agent.
The foregoing is not an all inclusive list of reasons for which a Response may be rejected. The City may reject and
re -advertise for all or any part of the Formal Solicitation whenever it is deemed in the best interest of the
City.
B. Elimination From Consideration
1) A contract shall not be awarded to any person or firm which is in arrears to the City upon any debt or contract, or
which is a defaulter as surety or otherwise upon any obligation to the City.
2) A contract may not be awarded to any person or firm which has failed to perform under the terms and conditions
of any previous contract with the City or deliver on time contracts of a similar nature.
3) A contract may not be awarded to any person or firm which has been debarred by the City in accordance with
the City's Debarment and Suspension Ordinance.
C. Determination of Responsibility
1) Responses will only be considered from entities who are regularly engaged in the business of providing the
goods/equipment/services required by the Formal Solicitation. Bidder/Proposer must be able to demonstrate a
satisfactory record of performance and integrity; and, have sufficient financial, material, equipment, facility,
personnel resources, and expertise to meet all contractual requirements. The terms "equipment and organization" as
used herein shall be construed to mean a fully equipped and well established entity in line with the best industry
practices in the industry as determined by the City.
2) The City may consider any evidence available regarding the financial, technical and other qualifications and
abilities of a Bidder/Proposer, including past performance (experience) with the City or any other governmental
entity in making the award.
3) The City may require the Bidder(s)/Proposer(s) to show proof that they have been designated as an authorized
representative of a manufacturer or supplier which is the actual source of supply, if required by the Formal
Solicitation.
1.35. EXCEPTIONS TO GENERAL AND/OR SPECIAL CONDITIONS OR SPECIFICATIONS -
Exceptions to the specifications shall be listed on the Response and shall reference the section. Any exceptions to
the General or Special Conditions shall be cause for the bid (IFB) to be considered non -responsive. It also may be
cause for a RFP, RFQ, or RFLI to be considered non -responsive; and, if exceptions are taken to the terms and
conditions of the resulting agreement it may lead to terminating negotiations.
1.36. F.O.B. DESTINATION _ Unless otherwise specified in the Formal Solicitation, all prices quoted/proposed by
the bidder/proposer must be F.O.B. DESTINATION, inside delivery, with all delivery costs and charges included in
the bid/proposal price, unless otherwise specified in this Formal Solicitation. Failure to do so may be cause for
rejection of bid/proposal.
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1.37. FIRM PRICES - The bidder/proposer warrants that prices, terms, and conditions quoted in its response will
be firm throughout the duration of the contract unless otherwise specified in the Formal Solicitation. Such prices
will remain firm for the period of performance or resulting purchase orders or contracts, which are to be performed
or supplied over a period of time.
1.38. FLORIDA MINIMUM WAGE - The Constitution of the State of Florida, Article X, Section 24, states that
employers shall pay employee wages no less than the minimum wage for all hours worked in Florida. Accordingly,
it is the contractor's and its' subcontractor(s) responsibility to understand and comply with this Florida constitutional
minimum wage requirement and pay its employees the current established hourly minimum wage rate, which is
subject to change or adjusted by the rate of inflation using the consumer price index for urban wage earners and
clerical workers, CPI-W, or a successor index as calculated by the United States Department of Labor. Each
adjusted minimum wage rate calculated shall be determined and published by the Agency Workforce Innovation on
September 30th of each year and take effect on the following January lst.
At the time of responding, it is bidder/proposer and his/her subcontractor(s), if applicable, full responsibility to
determine whether any of its employees may be impacted by this Florida Law at any given point in time during the
term of the contract. If impacted, bidder/proposer must furnish employee name(s), job title(s), job description(s),
and current pay rate(s). Failure to submit this information at the time of submitting a response constitute successful
bidder's/proposer's acknowledgement and understanding that the Florida Minimum Wage Law will not impact its
prices throughout the term of contract and waiver of any contractual price increase request(s). The City reserves the
right to request and successful bidder/proposer must provide for any and all information to make a wage and
contractual price increase(s) determination.
1.39. GOVERNING LAW AND VENUE - The validity and effect of this Contract shall be governed by the laws
of the State of Florida. The parties agree that any action, mediation or arbitration arising out of this Contract shall
take place in Miami -Dade County, Florida.
1.40. HEADINGS AND TERMS - The headings to the various paragraphs of this Contract have been inserted for
convenient reference only and shall not in any manner be construed as modifying, amending or affecting in any way
the expressed terms and provisions hereof.
1.41. HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPPA) - Any person or
entity that performs or assists the City of Miami with a function or activity involving the use or disclosure of
"individually identifiable health information (IIHI) and/or Protected Health Information (PHI) shall comply with the
Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the City of Miami Privacy Standards,
HIPAA mandates for privacy, security and electronic transfer standards, which include but are not limited to:
A. Use of information only for performing services required by the contract or as required by law;
B. Use of appropriate safeguards to prevent non -permitted disclosures;
C. Reporting to the City of Miami of any non -permitted use or disclosure;
D. Assurances that any agents and subcontractors agree to the same restrictions and conditions that apply to the
Bidder/Proposer and reasonable assurances that IIHI/PHI will be held confidential;
E. Making Protected Health Information (PHI) available to the customer;
F. Making PHI available to the customer for review and amendment; and incorporating any amendments requested
by the customer;
G. Making PHI available to the City of Miami for an accounting of disclosures; and
H. Making internal practices, books and records related to PHI available to the City of Miami for compliance audits.
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PHI shall maintain its protected status regardless of the form andmethod of transmission (paper records, and/or
electronic transfer of data) . The Bidder/ Proposer must give its customers written notice of its privacy information
practices including specifically, a description of the types of uses and disclosures that would be made with protected
health information.
1.42 INDEMNIFICATION - Contractor shall indemnify , hold harmless and defend the City, its officials, officers,
agents, directors, and employees, from liabilities, damages, losses, and costs, including, but not limited to reasonable
attorney's fees, to the extent caused by the negligence, recklessness or intentional wrongful misconduct of
Contractor and persons employed or utilized by Contractor in the performance of this Contract and will indemnify,
hold harmless and defend the City, its officials, officers, agents, directors and employees against, any civil actions,
statutory or similar claims, injuries or damages arising or resulting from the permitted work, even if it is alleged that
the City, its officials and/or employees were negligent. These indemnifications shall survive the term of this
Contract, In the event that any action or proceeding is brought against City by reason of any such claim or demand,
Contractor shall, upon written notice from City, resist and defend such action or proceeding by counsel satisfactory
to City. The Contractor expressly understands and agrees that any insurance protection required by this Contract or
otherwise provided by Contractor shall in no way limit the responsibility to indemnify, keep and save harmless and
defend the City or its officers, employees, agents and instrumentalities as herein provided.
The indemnification provided above shall obligate Contractor to defend at its own expense to and through appellate,
supplemental or bankruptcy proceeding, or to provide for such defense, at City's option, any and all claims of
liability and all suits and actions of every name and description which may be brought against City whether
performed by Contractor, or persons employed or utilized by Contractor.
This indemnity will survive the cancellation or expiration of the Contract. This indemnity will be interpreted under
the laws of the State of Florida, including without limitation and which conforms to the limitations of §725.06
and/or §725.08, Fla. Statues, as amended from time to time as applicable.
Contractor shall require all Sub -Contractor agreements to include a provision that they will indemnify the City.
The Contractor agrees and recognizes that the City shall not be held liable or responsible for any claims which may
result from any actions or omissions of the Contractor in which the City participated either through review or
concurrence of the Contractor's actions. In reviewing, approving or rejecting any submissions by the Contractor or
other acts of the Contractor, the City in no way assumes or shares any responsibility or liability of the Contractor or
Sub -Contractor, under this Agreement.
1.43. FORMATION AND DESCRIPTIVE LITERATURE —Bidders/Proposer must furnish all information
requested in the spaces provided in the Formal Solicitation. Further, as may be specified elsewhere, each
Bidder/Proposer must submit for evaluation, cuts, sketches, descriptive literature, technical specifications, and
Material Safety Data Sheets (MSDS)as required, covering the products offered. Reference to literature submitted
with a previous response or on file with the Buyer will not satisfy this provision.
1.44. INSPECTIONS - The City may, at reasonable times during the term hereof, inspect Contractor's facilities and
perform such tests, as the City deems reasonably necessary, to determine whether the goods and/or services
required to be provided by the Contractor under this Contract conform to the terms and conditions of the Formal
Solicitation. Contractor shall make available to the City all reasonable facilities and assistance to facilitate the
performance of tests or inspections by City representatives. All tests and inspections shall be subject to, and made in
accordance with, the provisions of the City of Miami Ordinance No. 12271 (Section 18-79), as same may be
amended or supplemented from time to time.
1.45. INSPECTION OF RESPONSE - Responses received by the City pursuant to a Formal Solicitation will not
be made available until such time as the City provides notice of a decision or intended decision or within 30 days
after bid closing, whichever is earlier. Bid/Proposal results will be tabulated and may be furnished upon request via
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fax or e-mail to the Sr. Procurement Specialist issuing the Solicitation. Tabulations also are available on the City's
Web Site following recommendation for award.
1.46. INSURANCE - Within ten (10) days after receipt of Notice of Award, the successful Contractor, shall furnish
Evidence of Insurance to the Purchasing Department, if applicable. Submitted evidence of coverage shall
demonstrate strict compliance to all requirements listed on the Special Conditions entitled "Insurance
Requirements". The City shall be listed as an "Additional Insured."
Issuance of a Purchase Order is contingent upon the receipt of proper insurance documents. If the insurance
certificate is received within the specified time frame but not in the manner prescribed in this Solicitation the
Contractor shall be verbally notified of such deficiency and shall have an additional five (5) calendar days to submit
a corrected certificate to the City. If the Contractor fails to submit the required insurance documents in the manner
prescribed in this Solicitation within fifteen (15) calendar days after receipt Notice of Award, the contractor shall be
in default of the contractual terms and conditions and shall not be awarded the contract. Under such circumstances,
the Bidder/Proposer may be prohibited from submitting future responses to the City. Information regarding any
insurance requirements shall be directed to the Risk Administrator, Department of Risk Management, at 444 SW
2nd Avenue, 9th Floor, Miami, Florida 33130, 305-416-1604.
The Bidder/Proposer shall be responsible for assuring that the insurance certificates required in conjunction with this
Section remain in effect for the duration of the contractual period; including any and all option terms that may be
granted to the Bidder/Proposer.
1.47. INVOICES - Invoices shall contain purchase order number and details of goods and/or services delivered
(i.e. quantity, unit price, extended price, etc); and in compliance with Chapter 218 of the Florida Statutes (Prompt
Payment Act).
1.48. LOCAL PREFERENCE
A. City Code Section 18-85, states, "when a responsive, responsible non -local bidder submits the lowest bid
price, and the bid submitted by one or more responsive, responsible local bidders who maintain a local office, as
defined in Section 18-73, is within fifteen percent (15%) of the price submitted by the non -local bidder, then that
non -local bidder and each of the aforementioned responsive, responsible local bidders shall have the opportunity to
submit a best and final bid equal to or lower than the amount of the low bid previously submitted by the non -local
bidder. Contract award shall be made to the lowest responsive, responsible bidder submitting the lowest best and
final bid, In the case of a tie in the best and final bid between a local bidder and a non -local bidder, contract award
shall be made to the local bidder."
B. City Code Section 18-86, states, "the RFP, RFLI or RFQ, as applicable, may, in the exercise of the reasonable
professional discretion of the City Manager, director of the using agency, and the Chief Procurement Officer,
include a five (5%) percent evaluation criterion in favor of proposers who maintain a local office, as defined in
Section 18-73. In such cases, this five (5%) percent evaluation criterion in favor of proposers who maintain a local
office will be specifically defined in the RFP, RFLI or RFQ, as applicable; otherwise, it will not apply.
1.49. MANUFACTURER'S CERTIFICATION - The City reserves the right to request from bidders/proposers a
separate Manufacturer's Certification of all statements made in the bid/proposal. Failure to provide such
certification may result in the rejection of bid/proposal or termination of contract/agreement, for which the
bidder/proposer must bear full liability.
1.50. MODIFICATIONS OR CHANGES IN PURCHASE ORDERS AND CONTRACTS - No contract or
understanding to modify this Formal Solicitation and resultant purchase orders or contracts, if applicable, shall be
binding upon the City unless made in writing by the Director of Purchasing of the City of Miami, Florida through
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the issuance of a change order, addendum, amendment, or supplement to the contract, purchase order or award sheet
as appropriate.
1.51. NO PARTNERSHIP OR JOINT VENTURE - Nothing contained in this Contract will be deemed or
construed to create a partnership or joint venture between the City of Miami and Contractor, or to create any other
similar relationship between the parties.
1.52. NONCONFORMANCE TO CONTRACT CONDITIONS - Items may be tested for compliance with
specifications under the direction of the Florida Department of Agriculture and Consumer Services or by other
appropriate testing Laboratories as determined by the City. The data derived from any test for compliance with
specifications is public record and open to examination thereto in accordance with Chapter 119, Florida Statutes.
Items delivered not conforming to specifications may be rejected and returned at Bidder's/Proposer's expense.
These non -conforming items not delivered as per delivery date in the response and/or Purchase Order may result in
bidder/proposer being found in default in which event any and all re -procurement costs may be charged against the
defaulted contractor. Any violation of these stipulations may also result in the supplier's name being removed from
the City of Miami's Supplier's list.
1.53. NONDISCRIMINATION —Bidder/Proposer agrees that it shall not discriminate as to race, sex, color, age,
religion, national origin, marital status, or disability in connection with its performance under this formal
solicitation. Furthermore, Bidder/Proposer agrees that no otherwise qualified individual shall solely by reason of
his/her race, sex, color, age, religion, national origin, marital status or disability be excluded from the participation
in, be denied benefits of, or be subjected to, discrimination under any program or activity.
In connection with the conduct of its business, including performance of services and employment of personnel,
Bidder/Proposer shall not discriminate against any person on the basis of race, color, religion, disability, age, sex,
marital status or national origin. All persons having appropriate qualifications shall be afforded equal opportunity
for employment.
1.54. NON-EXCLUSIVE CONTRACT/ PIGGYBACK PROVISION At such times as may serve its best
interest, the City of Miami reserves the right to advertise for, receive, and award additional contracts for these herein
goods and/or services, and to make use of other competitively bid (governmental) contracts, agreements, or other
similar sources for the purchase of these goods and/or services as may be available.
It is hereby agreed and understood that this formal solicitation does not constitute the exclusive rights of the
successful bidder(s)/proposer(s) to receive all orders that may be generated by the City in conjunction with this
Formal Solicitation.
In addition: any and all commodities, equipment, and services required by the City in conjunction with construction
projects are solicited under a distinctly different solicitation process and shall not be purchased under the terms,
conditions and awards rendered under this solicitation, unless such purchases are determined to be in the best
interest of the City.
1.55. OCCUPATIONAL LICENSE - Any person, firm, corporation or joint venture, with a business location in
the City of Miami and is submitting a Response under this Formal Solicitation shall meet the City's Occupational
License Tax requirements in accordance with Chapter 31.1, Article I of the City of Miami Charter. Others with a
location outside the City of Miami shall meet their local Occupational License Tax requirements. A copy of the
license must be submitted with the response; however, the City may at its sole option and in its best interest allow
the Bidder/Proposer to supply the license to the City during the evaluation period, but prior to award.
1.56. ONE PROPOSAL - Only one (1) Response from an individual, firm, partnership, corporation or joint venture
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will be considered in response to this Formal Solicitation. When submitting an alternate response, please refer to the
herein condition for "Alternate Responses May Be Considered".
1.57. OWNERSHIP OF DOCUMENTS - It is understood by and between the parties that any documents, records,
files, or any other matter whatsoever which is given by the City to the successful Bidder/Proposer pursuant to this
formal solicitation shall at all times remain the property of the City and shall not be used by the Bidder/Proposer for
any other purposes whatsoever without the written consent of the City.
1.58. PARTIAL INVALIDITY - If any provision of this Contract or the application thereof to any person or
circumstance shall to any extent be held invalid, then the remainder of this Contract or the application of such
provision to persons or circumstances other than those as to which it is held invalid shall not be affected thereby, and
each provision of this Contract shall be valid and enforced to the fullest extent permitted by law.
1.59. PERFORMANCE/PAYMENT BOND —A Contractor may be required to furnish a Performance/Payment
Bond as part of the requirements of this Contract, in an amount equal to one hundred percent (100%) of the contract
price.
1.60. PREPARATION OF RESPONSES (HARDCOPY FORMAT) —Bidders/Proposers are expected to
examine the specifications, required delivery, drawings, and all special and general conditions. All bid/proposed
amounts, if required, shall be either typewritten or entered into the space provided with ink. Failure to do so will be
at the Bidder's/Proposer's risk.
A. Each Bidder/Proposer shall furnish the information required in the Formal Solicitation. The Bidder/Proposer
shall sign the Response and print in ink or type the name of the Bidder/Proposer, address, and telephone number on
the face page and on each continuation sheet thereof on which he/she makes an entry, as required.
B. If so required, the unit price for each unit offered shall be shown, and such price shall include packaging,
handling and shipping, and F.O.B. Miami delivery inside City premises unless otherwise specified. Bidder/Proposer
shall include in the response all taxes, insurance, social security, workmen's compensation, and any other benefits
normally paid by the Bidder/Proposer to its employees. If applicable, a unit price shall be entered in the "Unit
Price" column for each item. Based upon estimated quantity, an extended price shall be entered in the "Extended
Price" column for each item offered. In case of a discrepancy between the unit price and extended price, the unit
price will be presumed correct.
C. The Bidder/Proposer must state a definite time, if required, in calendar days for delivery of goods and/or
services.
D. The Bidder/Proposer should retain a copy of all response documents for future reference.
E. All responses, as described, must be fully completed and typed or printed in ink and must be signed in ink with
the firm's name and by an officer or employee having authority to bind the company or firm by his/her signature.
Bids/Proposals having any erasures or corrections' must be initialed in ink by person signing the response or the
response may be rejected.
F. Responses are to remain valid for at least 180 days. Upon award of a contract, the content of the Successful
Bidder's/Proposer's response may be included as part of the contract, at the City's discretion.
G. The City of Miami's Response Forms shall be used when Bidder/Proposer is submitting its response in
hardcopy format. Use of any other forms will result in the rejection of the response. IF SUBMITTING
HARDCOPY FORMAT, THE ORIGINAL AND THREE (3) COPIES OF THESE SETS OF FORMS, UNLESS
OTHERWISE SPECIFIED, AND ANY REQUIRED ATTACHMENTS MUST BE RETURNED TO THE CITY
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OR YOUR RESPONSE MAY BE DEEMED NON -RESPONSIVE.
1.61. PRICE ADJUSTMENTS — Any price decrease effectuated during the contract period either by reason of
market change or on the part of the contractor to other customers shall be passed on to the City of Miami.
1.62. PRODUCT SUBSTITUTES - In the event a particular awarded and approved manufacturer's product
becomes unavailable during the term of the Contract, the Contractor awarded that item may arrange with the City's
authorized representative (s) to supply a substitute product at the awarded price or lower, provided that a sample is
approved in advance of delivery and that the new product meets or exceeds all quality requirements.
1.63. CONFLICT OF INTEREST, AND UNETHICAL BUSINESS PRACTICE PROHIBITIONS -
Contractor represents and warrants to the City that it has not employed or retained any person or company employed
by.the City to solicit or secure this Contract and that it has not offered to pay, paid, or agreed to pay any person any
fee, commission, percentage, brokerage fee, or gift of any kind contingent upon or in connection with, the award of
this Contract.
1.64. PROMPT PAYMENT —Bidders/Proposers may offer a cash discount for prompt payment; however,
discounts shall not be considered in determining the lowest net cost for response evaluation purposes.
Bidders/Proposers are required to provide their prompt payment terms in the space provided on the Formal
Solicitation. If no prompt payment discount is being offered, the Bidder/Proposer must enter zero (0) for the
percentage discount to indicate no discount. If the Bidder/Proposer fails to enter a percentage, it is understood and
agreed that the terms shall be 2% 20 days, effective after receipt of invoice or final acceptance by the City,
whichever is later.
When the City is entitled to a cash discount, the period of computation will commence on the date of delivery, or
receipt of a correctly completed invoice, whichever is later, If an adjustment in payment is necessary due to
damage, the cash discount period shall commence on the date final approval for payment is authorized. If a discount
is part of the contract, but the invoice does not reflect the existence of a cash discount, the City is entitled to a cash
discount with the period commencing on the date it is determined by the City that a cash discount applies.
Price discounts off the original prices quoted on the Price Sheet will be accepted from successful bidders/proposers
during the term of the contract.
1.65. PROPERTY - Property owned. by the City of Miami is the responsibility of the City of Miami. Such property
furnished to a Contractor for repair, modification, study, etc., shall remain the property of the City of Miami.
Damages to such property occurring while in the possession of the Contractor shall be the responsibility of the
Contractor. Damages occurring to such property while in route to the City of Miami shall be the responsibility of the
Contractor. In the event that such property is destroyed or declared a total loss, the Contractor shall be responsible
for replacement value of the property at the current market value, less depreciation of the property, if any.
1.66. PROVISIONS BINDING - Except as otherwise expressly provided in the resulting Contract, all covenants,
conditions and provisions of the resulting Contract shall be binding upon and shall inure to the benefit of the parties
hereto and their respective heirs, legal representatives, successors and assigns.
1.67. 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 response on a contract to provide any goods or
services to a public entity, may not submit a response on a contract with a public entity for the construction or repair
of a public building or public work, may not submit responses on leases of real property to a public entity, may not
be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public
entity, and may not transact business with any public entity in excess of the threshold amount provided in Section
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287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor
list.
1.68. PUBLIC RECORDS - Contractor understands that the public shall have access, at all reasonable times, to all
documents and information pertaining to City contracts, subject to the provisions of Chapter 119, Florida Statutes,
and City of Miami Code, Section 18, Article III, and agrees to allow access by the City and the public to all
documents subject to disclosure under applicable law. Contractor's failure or refusal to comply with the provision
of this section shall result in the immediate cancellation of this Contract by the City.
1.69. QUALITY OF GOODS, MATERIALS, SUPPLIES, PRODUCTS, AND EQUIPMENT - All materials
used in the manufacturing or construction of supplies, materials, or equipment covered by this solicitation shall be
new. The items bid/proposed must be of the latest make or model, of the best quality, and of the highest grade of
workmanship, unless as otherwise specified in this Solicitation.
1.70. QUALITY OF WORK/SERVICES - The work/services performed must be of the highest quality and
workmanship. Materials furnished to complete the service shall be new and of the highest quality except as
otherwise specified in this Solicitation.
1.71. REMEDIES PRIOR TO AWARD (Sec. 18-106) - If prior to Contract award it is determined that a formal
solicitation or proposed award is in violation of law, then the solicitation or proposed award shall be cancelled by
the City Commission, the City Manager or the Chief Procurement Officer, as may be applicable, or revised to
comply with the law.
1.72. RESOLUTION OF CONTRACT DISPUTES (Sec. 18-105)
(a) Authority to resolve Contract disputes. The City Manager, after obtaining the approval of the city attorney, shall
have the authority to resolve controversies between the Contractual Party and the city which arise under, or by virtue
of, a Contract between them; provided that, in cases involving an amount greater than $25,000, the City
Commission must approve the City Manager's decision. Such authority extends, without limitation, to controversies
based upon breach of Contract, mistake, misrepresentation or lack of complete performance, and shall be invoked by
a Contractual Party by submission of a protest to the City Manager.
(b) Contract dispute decisions. If a dispute is not resolved by mutual consent, the City Manager shall promptly
render a written report stating the reasons for the action taken by the City Commission or the City Manager which
shall be final and conclusive. A copy of the decision shall be immediately provided to the protesting party, along
with a notice of such party's right to seek judicial relief, provided that the protesting party shall not be entitled to
such judicial relief without first having followed the procedure set forth in this section.
1.73. RESOLUTION OF PROTESTED SOLICITATIONS AND AWARDS (Sec. 18-104)
(a) Right to protest. The following procedures shall be used for resolution of protested solicitations and awards
except for purchases of goods, supplies, equipment, and services, the estimated cost of which does not exceed
$25,000.
Protests thereon shall be governed by the Administrative Policies and Procedures of Purchasing.
1.Protest of Solicitation.
i. Any prospective proposer who perceives itself aggrieved in connection with the solicitation of a Contract may
protest to the Chief Procurement Officer. A written notice of intent to file a protest shall be filed with the Chief
Procurement Officer within three days after the Request for Proposals, Request for Qualifications or Request for
Letters of Interest is published in a newspaper of general circulation. A notice of intent to file a protest is considered
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filed when received by the Chief Procurement Officer; or
ii. Any prospective bidder who intends to contest the Solicitation Specifications or a solicitation may protest to the
Chief Procurement Officer. A written notice of intent to file a protest shall be filed with the Chief Procurement
Officer within three days after the solicitation is published in a newspaper of general circulation. A notice of intent
to file a protest is considered filed when received by the Chief Procurement Officer.
2. Protest of Award.
i. A written notice of intent to file a protest shall be filed with the Chief Procurement Officer within two days after
receipt by the proposer of the notice of the City Manager's recommendation for award of Contract, which will be
posted on the City of Miami Purchasing Department website, in the Supplier Corner, Current Solicitations and
Notice of Recommendation of Award Section. The notice of the City Manager's recommendation can be found by
selecting the details of the solicitation and is listed as Recommendation of Award Posting Date and
Recommendation of Award To fields. If "various" is indicated in the Recommendation of Award To field, the
Bidder/Proposer must contact the buyer for that solicitation to obtain the suppliers name. It shall be the
responsibility of the Bidder/Proposer to check this section of the website daily after responses are submitted to
receive the notice; or
ii. Any actual Responsive and Responsible Bidder whose Bid is lower than that of the recommended bidder may
protest to the Chief Procurement Officer, A written notice of intent to file a protest shall be filed with the Chief
Procurement Officer within two days after receipt by the bidder of the notice of the city's determination of non
responsiveness or non responsibility. The receipt by bidder of such notice shall be confirmed by the city by facsimile
or electronic mail or U.S. mail, return receipt requested. A notice of intent to file a protest is considered filed when
received by the Chief Procurement Officer.
iii. A written protest based on any of the foregoing must be submitted to the Chief Procurement Officer within five
(5) days after the date the notice of protest was filed. A written protest is considered filed when received by the
Chief Procurement Officer.
The written protest may not challenge the relative weight of the evaluation criteria or the formula for assigning
points in making an award determination.
The written protest shall state with particularity the specific facts and law upon which the protest of the solicitation
or the award is based, and shall include all pertinent documents and evidence and shall be accompanied by the
required Filing Fee as provided in subsection (f). This shall form the basis for review of the written protest and no
facts, grounds, documentation or evidence not contained in the protester's submission to the Chief Procurement
Officer at the time of filing the protest shall be permitted in the consideration of the written protest.
No time will be added to the above limits for service by mail. In computing any period of time prescribed or allowed
by this section, the day of the act, event or default from which the designated period of time begins to run shall not
be included. The last day of the period so computed shall be included unless it is a Saturday, Sunday or legal holiday
in which event the period shall run until the end of the next day which is neither a Saturday, Sunday or legal holiday.
Intermediate Saturdays, Sundays and legal holidays shall be excluded in the computation of the time for filing,
(b) Authority to resolve protests. The Chief Procurement Officer shall have the authority, subject to the approval of
the City Manager and the city attorney, to settle and resolve any written protest. The Chief Procurement Officer
shall obtain the requisite approvals and communicate said decision to the protesting party and shall submit said
decision to the City Commission within 30 days after he/she receives the protest. In cases involving more than
$25,000, the decision of the Chief Procurement Officer shall be submitted for approval or disapproval thereof to the
City Commission after a favorable recommendation by the city attorney and the City Manager.
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(c) Compliance with filing requirements. Failure of a party to timely file either the notice of intent to file a protest or
the written protest, together with the required Filing Fee as provided in subsection (f) , with the Chief Procurement
Officer within the time provided in subsection (a), above, shall constitute a forfeiture of such party's right to file a
protest pursuant to this section. The protesting party shall not be entitled to seek judicial relief without first having
followed the procedure set forth in this section
(d) Stay of Procurements during protests. Upon receipt of a written protest filed pursuant to the requirements of this
section, the city shall not proceed further with the solicitation or with the award of the Contract until the protest is
resolved by the Chief Procurement Officer or the City Commission as provided in subsection (b) above, unless the
City Manager makes a written determination that the solicitation process or the Contract award must be continued
without delay in order to avoid an immediate and serious danger to the public health, safety or welfare.
(e) Costs. All costs accruing from a protest shall be assumed by the protestor.
(f) Filing Fee. The written protest must be accompanied by a filing fee in the form of a money order or cashier's
check payable to the city in an amount equal to one percent of the amount of the Bid or proposed Contract, or
$5000.00, whichever is less, which filing fee shall guarantee the payment of all costs which may be adjudged against
the protestor in any administrative or court proceeding. If a protest is upheld by the Chief Procurement Officer
and/or the City Commission, as applicable, the filing fee shall be refunded to the protestor less any costs assessed
under subsection (e) above. If the protest is denied, the filing fee shall be forfeited to the city in lieu of payment of
costs for the administrative proceedings as prescribed by subsection (e) above.
1.74. SAMPLES - Samples of items, when required, must be submitted within the time specified at no expense to
the City. If not destroyed by testing, bidder(s)/proposer(s) will be notified to remove samples, at their expense,
within 30 days after notification. Failure to remove the samples will result in the samples becoming the property of
the City.
1.75. SELLING, TRANSFERRING OR ASSIGNING RESPONSIBILITIES - Contractor shall not sell, assign,
transfer or subcontract at any time during the term of the Contract, or any part of its operations, or assign any portion
of the performance required by this contract, except under and by virtue of written permission granted by the City
through the proper officials, which may be withheld or conditioned, in the City's sole discretion.
1.76. SERVICE AND WARRANTY —When specified, the bidder/proposer shall define all warranty, service and
replacements that will be provided. Bidders/Proposer must explain on the Response to what extent warranty and
service facilities are available. A copy of the manufacturer's warranty, if applicable, should be submitted with your
response.
1.77. SILENCE OF SPECIFICATIONS - The apparent silence of these specifications and any supplemental
specification as to any detail or the omission from it of detailed description concerning any point shall be regarded
as meaning that only the best commercial practices are to prevail and that only materials of first quality and correct
type, size and design are to be used. All workmanship and services is to be first quality.
All interpretations of these specifications shall be made upon the basis of this statement.
If your firm has a current contract with the State of Florida, Department of General Services, to supply the items on
this solicitation, the bidder/proposer shall quote not more than the contract price; failure to comply with this request
will result in disqualification of bid/proposal.
1.78. SUBMISSION AND RECEIPT OF RESPONSES - Responses shall be submitted electronically via the
Oracle System or responses may be submitted in hardcopy format to the City Clerk, City Hall, 3500 Pan American
Drive, Miami, Florida 33133-5504, at or before, the specified closing date and time as designated in the IFB, RFP,
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RFQ, or RFLI. NO EXCEPTIONS. Bidders/Proposers are welcome to attend the solicitation closing; however, no
award will be made at that time.
A. Hardcopy responses shall be enclosed in a sealed envelope, box package. The face of the envelope, box or
package must show the hour and date specified for receipt of responses, the solicitation number and title, and the
name and return address of the Bidder/Proposer. Hardcopy responses not submitted on the requisite Response
Forms may be rejected. Hardcopy responses received at any other location than the specified shall be deemed
non -responsive.
Directions to City Hall:
FROM THE NORTH: I-95 SOUTH UNTIL IT TURNS INTO US1. US1 SOUTH TO 27TH AVE., TURN LEFT,
PROCEED SOUTH TO SO, BAYSHORE DR. (3RD TRAFFIC LIGHT), TURN LEFT, 1 BLOCK TURN RIGHT
ON PAN AMERICAN DR. CITY HALL IS AT THE END OF PAN AMERICAN DR. PARKING IS ON RIGHT.
FROM THE SOUTH: US1 NORTH TO 27TH AVENUE, TURN RIGHT, PROCEED SOUTH TO SO.
BAYSHORE DR. (3RD TRAFFIC LIGHT), TURN LEFT, 1 BLOCK TURN RIGHT ON PAN AMERICAN DR.
CITY HALL IS AT THE END OF PAN AMERICAN DR. PARKING IS ON RIGHT.
B. Facsimile responses will not be considered.
C. Failure to follow these procedures is cause for rejection of bid/proposal.
D. The responsibility for obtaining and submitting a response on or before the close date is solely and strictly the
responsibility of Bidder/Proposer. The City of Miami is not responsible for delays caused by the United States mail
delivery or caused by any other occurrence. Responses received after the solicitation closing date and time will be
returned unopened, and will not be considered for award.
E. Late responses will be rejected.
F. All responses are subject to the conditions specified herein. Those which do not comply with these conditions
are subject to rejection.
G. Modification of responses already submitted will be considered only if received at the City before the time and
date set for closing of solicitation responses. All modifications must be submitted via the Oracle System or in
writing. Once a solicitation closes (closed date and/or time expires), the City will not consider any subsequent
submission which alters the responses.
H. If hardcopy responses are submitted at the same time for different solicitations, each response must be placed
in a separate envelope, box, or package and each envelope, box or package must contain the information previously
stated in 1.82.A.
1.79. TAXES - The City of Miami is exempt from any taxes imposed by the State and/or Federal Government.
Exemption certificates will be provided upon request. Notwithstanding, Bidders/Proposers should be aware of the
fact that all materials and supplies which are purchased by the Bidder/Proposer for the completion of the contract is
subject to the Florida State Sales Tax in accordance with Section 212.08, Florida Statutes, as amended and all
amendments thereto and shall be paid solely by the Bidder/Proposer.
1.80. TERMINATION —The City Manager on behalf of the City of Miami reserves the right to terminate this
contract by written notice to the contractor effective the date specified in the notice should any of the following
apply:
A. The contractor is determined by the City to be in breach of any of the terms and conditions of the contract.
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B. The City has determined that such termination will be in the best interest of the City to terminate the contract for
its own convenience;
C. Funds are not available to cover the cost of the goods and/or services. The City's obligation is contingent upon
the availability of appropriate funds.
1.81. TERMS OF PAYMENT - Payment will be made by the City after the goods and/or services awarded to a
Bidder/Proposer have been received, inspected, and found to comply with award specifications, free of damage or
defect, and properly invoiced. No advance payments of any kind will be made by the City of Miami.
Payment shall be made after delivery, within 45 days of receipt of an invoice and authorized inspection and
acceptance of the goods/services and pursuant to Section 218.74, Florida Statutes and other applicable law.
1.82. TIMELY DELIVERY - Time will be of the essence for any orders placed as a result of this solicitation. The
City reserves the right to cancel such orders, or any part thereof, without obligation, if delivery is not made within
the time(s) specified on their Response. Deliveries are to be made during regular City business hours unless
otherwise specified in the Special Conditions.
1.83. TITLE - Title to the goods or equipment shall not pass to the City until after the City has accepted the
goods/equipment or used the goods, whichever comes first.
1.84.TRADE SECRETS EXECUTION TO PUBLIC RECORDS DISCLOSURE- All Responses submitted to
the City are subject to public disclosure pursuant to Chapter 119, Florida Statutes. An exception may be made for
"trade secrets."
If the Response contains information that constitutes a "trade secret", all material that qualifies for exemption from
Chapter 119 must be submitted in a separate envelope, clearly identified as "TRADE SECRETS EXCEPTION,"
with your firm's name and the Solicitation number and title marked on the outside.
Please be aware that the designation of an item as a trade secret by you may be challenged in court by any person.
By your designation of material in your Response as a "trade secret" you agree to indemnify and hold harmless the
City for any award to a plaintiff for damages, costs or attorney's fees and for costs and attorney's fees incurred by
the City by reason of any legal action challenging your claim.
1.85. UNAUTHORIZED WORK OR DELIVERY OF GOODS- Neither the qualified Bidder(s)/Proposer(s) nor
any of his/her employees shall perform any work or deliveranygoods unless a change order or purchase order is
issued and received by the Contractor. The qualified Bidder(s)/Proposer(s) shall not be paid for any work performed
or goods delivered outside the scope of the contract or any work performed by an employee not otherwise
previously authorized.
1.86. USE OF NAME - The City is not engaged in research for advertising, sales promotion, or other publicity
purposes. No advertising, sales promotion or other publicity materials containing information obtained from this
Solicitation are to be mentioned, or imply the name of the City, without prior express written permission of the City
Manager or the City Commission.
1.87. VARIATIONS OF SPECIFICATIONS - For purposes of solicitation evaluation, bidders/proposers must
indicate any variances from the solicitation specifications and/or conditions, no matter how slight. If variations are
not stated on their Response, it will be assumed that the product fully complies with the City's specifications.
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2. Special Conditions
2.1. PURPOSE
The purpose of this Solicitation is to establish a contract, for Drug Screening and Physical Examination Services, as
specified herein, from a source(s) of supply that will give prompt and efficient service fully compliant with the
terms, conditions and stipulations of the solicitation.
2.2. DEADLINE FOR RECEIPT OF REQUEST FOR ADDITIONAL INFORMATION/CLARIFICATION
Any questions or clarifications concerning this solicitation shall be submitted by email or facsimile to the
Purchasing Department, Attn: Yusbel Gonzalez; fax: (305) 400-5104 or email: ygonzalez@ci.miami.fl.us.
The solicitation title and number shall be referenced on all correspondence. All questions must be received no later
than Monday, July 8, 2013 at 5:00 PM. All responses to questions will be sent to all prospective bidders/proposers
in the form on an addendum. NO QUESTIONS WILL BE RECEIVED VERBALLY OR AF1 ER SAID
DEADLINE.
2.3. TERM OF CONTRACT
The Contract shall commence upon the date of notice of award and shall be effective for two (2) years with the
option to extend for three (3) additional one (1) year periods, subject to the availability of funds for succeeding fiscal
years.
Continuation of the contract beyond the initial period is a City prerogative; not a right of the bidder. This
prerogative will be exercised only when such continuation is clearly in the best interest of the City.
2.4. CONDITIONS FOR RENEWAL
Each renewal of this contract is subject to the following:
(1) Continued satisfactory performance compliance with the specifications, terms and conditions established
herein.
(2) Availability of funds
2.5. COST ADJUSTMENT
Prices quoted shall be firm for the initial contract term (two years). Thereafter, any extensions which may be
approved by the City shall be subject to the following: Costs for any extension terms shall be subject to an
adjustment only if increases or decreases occur in the industry. Such adjustment shall be based on the latest yearly
percentage increase in the All Urban Consumers Price Index (CPI-U), Not Seasonally Adjusted, Miami -Fort
Lauderdale, FL, Medical Care, Base Period: 1982-84 = 100, as published by the Bureau of Labor Statistics, U.S.
Department of Labor, and shall not exceed five percent (5%).
The yearly increase or decrease in the CPI shall be that latest Index published and available for the calendar year
ending 12/31, prior to the end of the contract year then in effect, as compared to the index for the comparable month
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one year prior.
Any requested adjustment shall be fully documented and submitted to the City at least ninety (90) days prior to the
contract anniversary date. Any approved cost adjustments shall become effective on the beginning date of the
approved contract extension.
The City may, after examination, refuse to accept the adjusted costs if they are not properly documented, or
considered to be excessive, or if decreases are considered to be insufficient. In the event the City does not wish to
accept the adjusted costs and the matter cannot be resolved to the satisfaction of the City, the Contract will be
considered cancelled on the scheduled expiration date.
2.6. NON -APPROPRIATION OF FUNDS
In the event no funds or insufficient funds are appropriated and budgeted or are otherwise unavailable in any fiscal
period for payments due under this contract, then the City, upon written notice to Contractor or his assignee of such
occurrence, shall have the unqualified right to terminate the contract without any penalty or expense to the City. No
guarantee, warranty or representation is made that any particular or any project(s) will be awarded to any firm(s).
2.7. METHOD OF AWARD
Award of this contract will be made to the lowest responsive and responsible bidder who bids on all items and
whose bid offers the lowest price when all items are added in the aggregate. Failure to bid on all items may deem
your bid non -responsive.
2.8. BIDDER'S MINIMUM QUALIFICATIONS
Biddersshall satisfy each of the following requirements cited below. Failure to do so mayresult in the Bidders
responsebeing deemed non -responsive.
•Bidder shall have a record of performance providing services as described in this IFB for a minimum of three
(3) consecutive years; and have sufficient financial support, equipment and organization to insure that it
can satisfactorily execute the services at the time of award of Contract under the terms and conditions
herein stated.
*Bidder shall have no record of judgments, pending lawsuits against the City or criminal activities involving
moral turpitude and not have any conflicts of interest that have not been waived by the City Commission.
*Neither Bidder nor any member, officer, or stockholder of Bidder shall be in arrears or in default of any debt
or contract involving the City, (as a party to a contract, or otherwise); nor have failed to perform faithfully
on any previous contract with the City.
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•Bidder shall hold a current SAMHSA and/or AHCA license to perform Part I, Part II, Part IV and Part V
Drug Screening Services, and shall hold a current SAMHSA license to perform Part III Drug Screening
Services.
•For the provision of Parts I, II, IV and V Drug Screening Services, the following requirements apply:
oif Bidders drug testing facility is Agency for Health Care Administration (AHCA) certified, the drug
testing facility must be located anywhere within the State of Florida.
oif Bidders drug testing facility is Substance Abuse and Mental Health Services Administration
(SAMHSA) certified, the drug testing facility must be located anywhere within the United States.
•For the provision of Part III Drug Screening Services, the following requirements apply:
oBidders SAMHSA certified drug testing facility must be located anywhere within the United States.
.For Part I, Part II, Part III and Part IV Drug Screening Services, the collection site must be located within a
five (5) mile radius of the corporate limits of the City.
•For the provision of Part V Drug Screening Services,Bidder must be able to provide a self-contained mobile
unit.
•For the provision of Physical Examination Services, as described in Section II, III, and IV of the Scope of
Work, Bidder must have a facility and primary office located within a five (5) mile radius of the corporate
limits of the City of Miami.
2.9. SUB -CONTRACTOR (FOR DRUG SCREENING SERVICES)
For the provision of Drug Screening Services, Bidders will be allowed to Sub -Contract a firm to assist in the
performance of services required under this section of the Solicitation. A Sub -Contractor shall be paid through the
Bidders firm and not paid directly by the City. In the Header / Certifications Section of this IFB, Bidder must clearly
indicate the Sub -Contractors to be utilized in the performance of Drug Screening Services. The City retains the right
to accept or reject any Sub -Contractors proposed in the response of the Bidder. Any and all liabilities regarding the
use of a Sub -Contractor shall be borne solely by the Successful Bidder and insurance for each Sub -Contractor must
be maintained in good standing and approved by the City throughout the duration of the Contract. Neither
Successful Bidder nor any of its Sub -Contractors are considered to be employees or agents of the City. Failure to list
all Sub -Contractors and provide the required information may disqualify any proposed Sub -Contractors from
performing work under this Solicitation.
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Bidders shall include in their Responses the requested Sub -Contractor information in the Header/Certifications
Section of this IFB and include all relevant information required of the Bidder. In addition, within five (5) working
days after the identification of the award to the Successful Bidder, the Successful Bidder shall provide a list
confirming the Sub -Contractors that the Successful Bidder intends to utilize in the Contract, if applicable. The list
shall include, at a minimum, the name, location of the place of business for each Sub -Contractor, the services
Sub -Contractor will provide relative to any contract that may result from this Solicitation, any applicable licenses,
references, ownership, and other information required of Bidder.
2.10. FAILURE TO PERFORM
• Should it not be possible to reach the contractor or supervisor and/or should remedial action not be taken within 48
hours of any failure to perform according to specifications, the City reserves the right to declare Contractor in
default of the contract or make appropriate reductions in the contract payment.
2.11. INSURANCE REQUIREMENTS
INDEMNIFICATION
Bidder shall pay on behalf of, indemnify and save City and its officials harmless, from and against any and all
claims, liabilities, losses, and causes of action, which may arise out of bidder's performance under the provisions of
the contract, including all acts or omissions to act on the part of bidder, including any person performing under this
Contract for or on bidder's behalf, provided that any such claims, liabilities, losses and causes of such action are not
attributable to the negligence or misconduct of the City and, from and against any orders, judgments or decrees
which may be entered and which may result from this Contract, unless attributable to the negligence or misconduct
of the City, and from and against all costs, attorneys' fees, expenses and liabilities incurred in the defense of any
such claim, or the investigation thereof.
The bidder shall furnish to City of Miami, c/o Purchasing Department, 444 SW 2nd Avenue, 6th Floor, Miami,
Florida 33130, Certificate(s) of Insurance which indicate that insurance coverage has been obtained which meets the
requirements as outlined below:
(1) Commercial General Liability:
A. Limits of Liability:
Bodily Injury and Property Damage Liability - Each Occurrence: $1,000.000
General Aggregate Limit: $2,000,000
Personal and Adv. Injury: $1,000,000
Products and Completed Operations: $1,000,000.
B. Endorsements Required:
City of Miami included as an Additional insured.
Continget & Contractual Liability.
Premises & Operations Liability
(2) BusinessAutomobile Liability
A. Limits of Liability:
Bodily Injury and Property Damage Liability, Combined Single Limit, Owned/Scheduled
Autos, Including Hired, Borrowed, or Non -Owned Autos
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Any One Accident - $1,000,000
B. Endorsements Required:
City of Miami included as an Additional Insured
(3) Worker's Compensation
A. Limits of Liability:
Statutory - State of Florida
Waiver of Subrogation
Employer's Liability
A. Limits of Liability:
$100,000 for bodily injury caused by an accident, each accident
$100,000 for bodily injury caused by disease, each employee
$500,000 for bodily injury caused by disease, policy limit
(4) Professional Liability
Combined Single Limit, Each Claim: $2,000,000
General Aggregate Limit: $2,000,000
Retro Date Coverage
BINDERS ARE UNACCEPTABLE.
The above policies shall provide the City of Miami with written notice of cancellation or material change
from the insurer in accordance to policy provisions.
The insurance coverage required shall include those classifications, as listed in standard liability insurance manuals,
which most nearly reflect the operations of the bidder.
All insurance policies required above shall be issued by companies authorized to do business under the laws of the
State of Florida, with the following qualifications:
The Company must be rated no less than "A-" as to management, and no less than "Class V" as to financial strength,
by the latest edition of Best's Insurance Guide, published by A.M. Best Company, Oldwick, New Jersey, or its
equivalent. All policies and/or certificates of insurance are subject to review and verification by Risk Management
prior to insurance approval.
NOTE: CITY BID NUMBER AND/OR TITLE OF BID MUST APPEAR ON EACH CERTIFICATE.
Compliance with the foregoing requirements shall not relieve the bidder of his liability and obligation under this
section or under any other section of this Agreement.
--If insurance certificates are scheduled to expire during the contractual period, the Bidder shall be responsible
for submitting new or renewed insurance certificates to the City at a minimum of ten (10) calendar days in advance
of such expiration.
--In the event that expired certificates are not replaced with new or renewed certificates which cover the
contractual period, the City shall:
(1) Suspend the contract until such time as the new or renewed certificates are received by the City in the manner
prescribed in the Invitation To Bid.
(2) The City may, at its sole discretion, terminate this contract for cause and seek re -procurement damages from the
Bidder in conjunction with the General and Special Terms and Conditions of the Bid.
The Bidder shall be responsible for assuring that the insurance certificates required in conjunction with this Section
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remain in force for the duration of the contractual period; including any and all option terms that may be granted to
the Bidder.
2.12. METHOD OF PAYMENT
Payments under this contract shall be made in accordance with the requirements stated in General Terms and
Conditions Section 1.81, Term of Payment, of this IFB. Successful Bidder shall invoice the City in accordance with
the requirements stated in General Terms and Conditions Section 1.47, Invoices, of this IFB.
Services provided without the prior issuance of Blanket Release shall be considered UNAUTHORIZED, in
accordance with General Terms and Conditions Section 1.85 of the IFB.
2.13. ADDITIONS/DELETIONS OF SERVICES
Although this Solicitation identifies specific services to be provided, it is hereby agreed and understood that any
related service may be added/deleted to/from this contract at the option of the City. When an addition to the contract
is required, the Successful Bidder under this contract, and other suppliers, as deemed necessary, shall be invited to
submit price quotes for these new services. If these quotes are comparable with market prices offered for similar
services, the supplier(s), if applicable, and service(s) shall be added to the contract. An amendment and updated
Blanket Purchase Agreement shall be issued by the City. The newly added service shall be ordered via a Blanket
Release / Purchase Order.
2.14. PRE-BID/PRE-PROPOSAL CONFERENCE
None
2.15. CONTRACT ADMINISTRATOR
Upon award, contractor shall report and work directly with Amy Klose, Human Resources Director, who shall be
designated as the Contract Administrator.
2.16. BIDDER'S PROGRAM MANAGER
Bidder shall include the Full Name, Office Telephone #, Mobile Phone #, and/or Pager #, of the intended City's
Program Manager. In the event the Contract is awarded to the Bidder, the City's Program Manager designated by
Bidder, shall be available at one of these contact numbers on a daily basis during at least regular business hours,
Monday through Friday, for purposes of addressing complaints and receiving information as to Contract
performance. Should the Program Manager deemed acceptable by the City leave the Successful Bidder's firm for
any reason, the City reserves the right to accept or reject any other proposed Program Manager.
2.17. RECORDS
Throughout the Term of the Contract (including all renewal options) and for a least five (5) subsequent years
thereafter, Successful Bidder shall allow City authorized personnel access to all files and records maintained on the
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City's behalf.
2.18. TIE BIDS
Whenever two or more Bids which are equal with respect to price, quality and service are received by the City for
the procurement of commodities or contractual services, a Bid received from a business that certifies that is has
implemented a drug -free workplace program shall be given preference in the award process. Established procedures
for processing tie Bids will be followed if none of the tied vendors have a drug -free workplace program. In order to
have a drug -free workplace program, a business shall:
(1) Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or
use of a controlled substance is prohibited in the workplace and specifying the action that will be taken against
employees for violations of such prohibition.
(2) Inform employees about the dangers of drug abuse in the workplace, the business' policy of maintaining a
drug -free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the
penalties that may be imposed upon employees for drug abuse violations.
(3) Give each employee engaged in providing the commodities or contractual services that are under Bid a copy of
the statement specified in subsection (1).
(4) In the statement specified in subsection (1), notify the employees that, as a condition of working on the
commodities or contractual services that are under Bid, the employee will abide by the terms of the statement and
will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893 or
of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later
than five (5) days after such conviction.
(5) Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation
program, if such is available in the employee's community, by any employee who is so convicted.
(6) Make a good faith effort to continue to maintain a drug -free workplace through implementation of this section.
2.19. HOULY RATE (WHERE APPLICABLE)
The hourly rate quoted, where applicable, shall include full compensation for labor, equipment use, travel time, and
any other cost to the bidder. This rate is assumed to be at straight time for all labor, billable to the nearest quarter
hour, except as otherwise noted.
2.20. REFERENCES
Each bid must be accompanied by a list of client references for which Bidder has provided Drug Screening Services
and Physical Examination Services as required in this IFB. This list should include those governmental entities for
which services have been performed during the past five (5) consecutive years. Please include the overall value of
the contract, include the address, phone number(s), e-mail address, and contact persons within each organization.
The City reserves the right to contact references in order to determine the Bidder's responsiblity and record of
performance with other organizations.
Bidder's failure to provide the list of client references at time of bid submittal may deem bidder's response
as non -responsive.
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2.21. TERMINATION
A. FOR DEFAULT
If Contractor defaults in its performance under this Contract and does not cure the default within 30 days after
written notice of default, the City Manager may terminate this Contract, in whole or in part, upon written notice
without penalty to the City of Miami. In such event the Contractor shall be liable for damages including the excess
cost of procuring similar supplies or services: provided that if, (1) it is determined for any reason that the Contractor
was not in default or (2) the Contractor's failure to perform is without his or his subcontractor's control, fault or
negligence, the termination will be deemed to be a termination for the convenience of the City of Miami.
B. FOR CONVENIENCE
The City Manager may terminate this Contract, in whole or in part, upon 30 days prior written notice when it is in
the best interests of the City of Miami. If this Contract is for supplies, products, equipment, or software, and so
terminated for the convenience by the City of Miami the Contractor will be compensated in accordance with an
agreed upon adjustment of cost. To the extent that this Contract is for services and so terminated, the City of Miami
shall be liable only for payment in accordance with the payment provisions of the Contract for those services
rendered prior to termination.
2.22. ADDITIONAL TERMS AND CONDITIONS
No additional terms and conditions included as part of your solicitation response shall be evaluated or considered,
and any and all such additional terms and conditions shall have no force or effect and are inapplicable to this
solicitation. If submitted either purposely, through intent or design, or inadvertently, appearing separately in
transmittal letters, specifications, literature, price lists or warranties, it is understood and agreed that the General
Conditions and Special Conditions in this solicitation are the only conditions applicable to this solicitation and that
the bidder's/proposer's authorized signature affixed to the bidder's/proposer's acknowledgment form attests to this. If
a Professional Services Agreement (PSA) or other Agreement is provided by the City and is expressly included as
part of this solicitation, no additional terms or conditions which materially or substantially vary, modify or alter the
terms or conditions of the PSA or Agreement, in the sole opinion and reasonable discretion of the City will be
considered. Any and all such additional terms and conditions shall have no force or effect and are inapplicable to
this PSA or Agreement.
2.23. PRIMARY CLIENT (FIRST PRIORITY)
The successful bidder(s)/proposer(s) agree upon award of this contract that the City of Miami shall be its primary
client and shall be serviced first during a schedule conflict arising between this contract and any other contract
successful bidder(s)/proposer(s) may have with any other cities and/or counties to perform similar services as a
result of any catastrophic events such as tornadoes, hurricanes, severe storms or any other public emergency
impacting various areas during or approximately the same time.
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3. Specifications
3.1. SPECIFICATIONS/SCOPE OF WORK
I. DRUG SCREENING SERVICES
A. BACKGROUND INFORMATION
The Successful Bidder will be required to provide Drug Screening Services for all prospective employees and
designated current employees (Employment and Reasonable Suspicion); Drug and Alcohol Screening services of all
sworn Fire personnel; Drug and Alcohol Screening Services of designated employees pursuant to Department of
Transportation (DOT) guidelines; Random Drug and Alcohol Screening for AFSCME, Local 871 Employees
pursuant to applicable labor agreement, and Drug and Alcohol Screening of sworn Police personnel. Drug Screening
Services are divided into the following five (5) Parts:
Part I Services:
*Employment Drug Screening Services for all Prospective City of Miami Employees
*Reasonable Suspicion Drug and Alcohol Screening Services for Current Employees including
AFSCME Local 1907 Employees (General Employees), Managerial/Confidential Employees and
Unclassified/Executive Employees (Excluding Sworn Police, Sworn Fire and AFSCME, Local 871
Solid Waste Employees)
Part II Services:
Sworn Fire Drug and Alcohol Screening Services (Random and Reasonable Suspicion Testing Pursuant to
IAFF Labor Agreement).
Part III Services:
DOT Drug and Alcohol Screening Services (Random and Post Accident Testing Pursuant to DOT Federal
Guidelines)
Part IV Services:
Random and Reasonable Suspicion Drug and Alcohol Screening Services for AFSCME, Local 871
Employees (Pursuant to AFSCME, AFL-CIO, Local 871 Labor Agreement Solid Waste Employees)
Part V Services:
Sworn Police Drug and Alcohol Screening Services (Random and Reasonable Suspicion Testing Pursuant
to FOP Labor Agreement)
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The City is seeking a Provider for comprehensive drug and alcohol screening services to meet all of its needs. As
such, Prospective Bidder must bid to provide Part I, Part II, Part III, Part IV and Part V services. Each part of the
Drug Screening Services is divided into three (3) distinct and different categories. Prospective Bidders must bid on
all categories within each Part. These may include the following:
A. Collection Facility
B. Drug Testing Facility
C. Medical Review Officer (MRO) Services
For the provision of Drug Screening Services, Bidders will be allowed to Sub -Contract a firm to assist in the
performance of services required under this section of the Solicitation. A Sub -Contractor shall be paid through the
Bidders firm and not paid directly by the City. In the Header / Certifications Section of this IFB, Bidder must clearly
indicate the Sub -Contractors to be utilized in the performance of Drug Screening Services. The City retains the right
to accept or reject any Sub -Contractors proposed in the response of the Bidder. Any and all liabilities regarding the
use of a Sub -Contractor shall be borne solely by the Successful Bidder and insurance for each Sub -Contractor must
be maintained in good standing and approved by the City throughout the duration of the Contract. Neither
Successful Bidder nor any of its Sub -Contractors are considered to be employees or agents of the City. Failure to list
all Sub -Contractors and provide the required information may disqualify any proposed Sub -Contractors from
performing work under this Solicitation.
Bidders shall include in their Responses the requested Sub -Contractor information in the Header/Certifications
Section of this IFB and include all relevant information required of the Bidder. In addition, within five (5) working
days after the identification of the award to the Successful Bidder, the Successful Bidder shall provide a list
confirming the Sub -Contractors that the Successful Bidder intends to utilize in the Contract, if applicable. The list
shall include, at a minimum, the name, location of the place of business for each Sub -Contractor, the services
Sub -Contractor will provide relative to any contract that may result from this Solicitation, any applicable licenses,
references, ownership, and other information required of Bidder.
B. TYPES OF SERVICES
PART I SERVICES:
*Employment Drug Screening Services for all Prospective City of Miami Employees
•Reasonable Suspicion Drug and Alcohol Screening Services for Current Employees including AFSCME
Local 1907 Employees (General Employees), Managerial/Confidential Employees and
Unclassified/Executive Employees (Excluding Sworn Police, Sworn Fire and AFSCME, Local 871 -
Solid Waste Employees)
A. Collection Facility
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1- All collections must be performed in accordance with Agency for Health Care Administration (AHCA)
and/or Substance Abuse and Mental Health Services Administration (SAMHSA) guidelines.
2- Providers collection facility must be located within a 5 mile radius of City of Miami (City) limits. In
lieu of a collection facility, a self contained mobile unit will serve as the collection facility.
3- Providers collection facility must follow Agency for Health Care Administration (AHCA) and/or
Substance Abuse and Mental Health Services Administration (SAMHSA) guidelines.
4- Provider must be able to conduct the following services: collect specimen for urinalysis and blood
alcohol level.
5- Provider must ensure and pay for next day delivery to testing facility.
6- Vehicle parking shall be provided at no cost to the City, employee, or applicant being tested.
7- Providers collection facility must have a sufficient reception area. This does not apply to a self
contained mobile unit.
8- Provider must be able to accommodate and test large groups of applicants during peak times of the year
(i.e. Annual Summer Parks and Recreation Program, and during Police Officer and Firefighter recruitment
periods), average of 50-100 applicants on any given day.
9- The City may require an interview of Bidders and inspection of facilities and equipment prior to award
of the Contract and request for a mock process on how Bidders will collect specimen to determine
responsiveness and compliance with the City of Miami Protocol.
10- Provider must maintain all financial records customarily used in this type of operation in accordance
with accepted accounting practice and standards. The City shall, through the City auditors, be permitted to
examine and audit during ordinary business hours, the records of City accounts.
11- Provider must be able to perform collection services Monday to Friday, between the hours of 8:00 am
to 5:00 pm. In the event of an emergency, provider must be able to provide collection services after 5:00
pm. and/or on the weekend/holiday.
12- On request, Provider must be able to collect specimens at a location other than the Providers collection
site.
13- The City will only pay invoices submitted by the facility for which a Blanket Release / Purchase Order
has been issued.
14- Collection services will be provided primarily for prospective employees and current employees.
NOTE: City of Miami Drug Screening Protocol' should be reviewed carefully to ensure Providers
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ability to comply with specified requirements and for detailed specifications. City of Miami Drug
Screening Protocol is subject to change.
B. Drug Testing Facility
1- All tests must be performed in accordance with Agency for Health Care Administration (AHCA) and/or
Substance Abuse and Mental Health Services Administration (SAMHSA) guidelines.
2- All tests must be performed by an individual who has the qualifications outlined in accordance with
Agency for Health Care Administration (AHCA) and/or Substance Abuse and Mental Health Services
Administration (SAMHSA) guidelines.
3- Providers testing facility must be currently certified by the Agency for Health Care Administration
(AHCA) and/or Substance Abuse and Mental Health Services Administration (SAMHSA). State of Florida
license must be for forensic toxicology. If the testing facility is located in another State, Provider must have
a State license where the drug testing facility is located, if required.
4- Provider must be able to conduct the following tests: urinalysis (immunoassay), gas
chromatography -mass spectrometry (GCMS), and blood alcohol level, and provide results to the City in
compliance with Agency for Health Care Administration (AHCA) and/or Substance Abuse and Mental
Health Services Administration (SAMHSA) guidelines.
5- The City may require interviews of Bidders and inspection of facilities and equipment prior to award of
the Contract.
6- Provider must maintain all financial records customarily used in this type of operation in accordance
with accepted accounting practice and standards. The City shall, through the City auditors, be permitted to
examine and audit during ordinary business hours, the records of City accounts.
7- Provider must be able to perform drug testing Monday to Friday, between the hours of 8:00 a.m, to 5:00
p.m. In the event of an emergency, provider must be able to provide testing after 5:00 p.m. and/or on the
weekend/holiday.
8- The City will only pay invoices submitted by the facility for which a Blanket Release / Purchase Order
has been issued.
9- Provider must provide to the collection facility(ies) all necessary supplies (e.g., collection kits) which, as
applicable, shall contain chain of custody forms, mailing boxes or containers, specimen identification
labels, laboratory address labels, urine specimen bottles, external temperature strips, tamper -proof plastic
sealable bags and forensic tamper -proof tape to seal the specimen container(s), etc. in accordance with
Agency for Health Care Administration (AHCA) and/or Substance Abuse and Mental Health Services
Administration (SAMHSA) guidelines.
10- Provider must be able to adhere to specified cut-off levels in accordance with Agency for Health Care
Administration (AHCA) and/or Substance Abuse and Mental Health Services Administration (SAMHSA)
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guidelines.
11- Personnel involved in the administration of drug screening as required by the City of Miami must
testify on behalf of the City in a case or court hearing, Civil Service hearing, or similar proceedings,
relative to testing procedures. Qualified laboratory personnel must also be available to meet with City
representatives to discuss testimony related to the aforementioned proceedings.
12- Testing is primarily for prospective employees (employment drug testing) and current employees
(promotional drug testing and/or reasonable suspicion testing).
NOTE: The City of Miami Drug Screening Protocol' should be reviewed carefully to ensure Provider
s ability to comply with specified requirements and for detailed specifications. City of Miami Drug
Screening Protocol is subject to change.
C. Medical Review Officer (MRO)
1- The Medical Review Officer shall be certified as a Medical Review Officer in accordance with Agency
for Health Care Administration (AHCA) and/or Substance Abuse and Mental Health Services
Administration (SAMHSA) guidelines.
2- The MRO shall not be employed or contracted by the drug testing laboratory. The drug testing
laboratory is permitted to assist in locating qualified medical review officers. The MRO may be employed
by the collection facility.
3- The MRO shall evaluate the drug test result(s), which is reported out by the laboratory, in accordance
with Agency for Health Care Administration (AHCA) and/or Substance Abuse and Mental Health Services
Administration (SAMHSA) guidelines.
4- The MRO shall report negative and positive results to the City in accordance with Agency for Health
Care Administration (AHCA) and/or Substance Abuse and Mental Health Services Administration
(SAMHSA) guidelines.
PART II SERVICES:
•Sworn Fire Drug and Alcohol Screening Services (Random and Reasonable Suspicion Testing)
A. Collection Facility
1- All collections must be performed in accordance with Agency for Health Care Administration (AHCA)
and/or Substance Abuse and Mental Health Services Administration (SAMHSA) guidelines.
NOTE: The City of Miami Drug Screening Protocol' should be reviewed carefully to ensure Provider
s ability to comply with specified requirements and for detailed specifications. City of Miami Drug
Screening Protocol is subject to change.
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2- Providers collection facility must be located within a 5 mile radius of City of Miami (City) limits. In
lieu of a collection facility, a self contained mobile unit will serve as the collection facility
3- Providers collection facility must follow Agency for Health. Care Administration (AHCA) and/or
Substance Abuse and Mental Health Services Administration (SAMHSA) guidelines.
4- Provider must be able to conduct the following services: collect specimen for urinalysis, blood alcohol
level, and perform Evidential Breath Testing (EBT).
5- Provider must ensure and pay for next day delivery to testing facility.
6- Vehicle parking shall be provided at no cost to the City, employee, or applicant being tested
7- Providers collection facility must have a sufficient reception area. This does not apply to a self
contained mobile unit.
8- The City may require an interview of Bidders and inspection of facilities and equipment prior to award
of the Contract and request for a mock process on how Bidders will collect specimen to determine
responsiveness and compliance with the City of Miami Protocol
9- Provider must maintain all financial records customarily used in this type of operation in accordance
with accepted accounting practice and standards. The City shall, through the City auditors, be permitted to
examine and audit during ordinary business hours, the records of City accounts.
10- Provider must be able to perform collection services Monday to Friday, between the hours of 8:00 am
to 5:00 pm. In the event of an emergency, provider must be able to provide collection services after 5:00
pm and/or on the weekend/holiday.
11- On request, Provider must be able to collect specimens at a location other than the Providers collection
site.
12- The City will only pay invoices submitted by the facility for which a Blanket Release / Purchase Order
has been issued.
13- Collection services will be provided primarily for all sworn members of the Fire Department.
NOTE: The City of Miami Drug Screening Protocol' should be reviewed carefully to ensure Provider
s ability to comply with specified requirements and for detailed specifications.
B. Drug Testing Facility
1- All tests must be performed in accordance with Agency for Health Care Administration (AHCA) and/or
Substance Abuse and Mental Health Services Administration (SAMHSA) guidelines.
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2- All tests must be performed by an individual who has the qualifications outlined in accordance with
Agency for Health Care Administration (AHCA) and/or Substance Abuse and Mental Health Services
Administration (SAMHSA) guidelines.
3- Providers testing facility must be currently certified by the Agency for Health Care Administration
(AHCA) and/or Substance Abuse and Mental Health Services Administration (SAMHSA). State of Florida
license must be for forensic toxicology. If the testing facility is located in another State, Provider must have
a State license where the drug testing facility is located, if required.
4- Provider must be able to conduct the following tests: urinalysis (immunoassay), gas
chromatography -mass spectrometry (GCMS), and blood alcohol level, and provide results to the City in
compliance with Agency for Health Care Administration (AHCA) and/or Substance Abuse and Mental
Health Services Administration (SAMHSA) guidelines.
5- The City may require interviews of Bidders and inspection of facilities and equipment prior to award of
the Contract.
6- Provider must maintain all financial records customarily used in this type of operation in accordance
with accepted accounting practice and standards. The City shall, through the City auditors, be permitted to
examine and audit during ordinary business hours, the records of City accounts.
7- Provider must be able to perform drug testing Monday to Friday, between the hours of 8:00 am to 5:00
pm. In the event of an emergency, provider must be able to provide testing after 5:00 pm and/or on the
weekend/holiday.
8- The City will only pay invoices submitted by the facility for which a Blanket Release / Purchase Order
has been issued.
9- Provider must provide to the collection facility(ies) all necessary supplies (e.g. collection kits) which, as
applicable, shall contain chain of custody forms, mailing boxes or containers, specimen identification
labels, laboratory address labels, urine specimen bottles, external temperature strips, tamper -proof plastic
sealable bags and forensic tamper -proof tape to seal the specimen container(s), etc, in accordance with
Agency for Health Care Administration (AHCA) and/or Substance Abuse and Mental Health Services
Administration (SAMHSA) guidelines.
10- Provider must be able to adhere to specified drug testing panels and cut-off levels, as well as
turnaround time for reporting of positive test results, in accordance with the City of Miami Drug Screening
Protocol for Sworn Fire Personnel.
11- Personnel involved in the administration of drug screens as required by the City of Miami must testify
on behalf of the City in case or a court hearing, Civil Service hearing, or similar proceedings, relative to
testing procedures. Qualified laboratory personnel must also be available to meet with City representatives
to discuss testimony related to the aforementioned proceedings.
12- Testing is primarily for all sworn members of the Fire Department (random testing and reasonable
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suspicion testing per the labor agreement) .
NOTE: The City of Miami Drug Screening Protocol' should be reviewed carefully to ensure
Providers ability to comply with specified requirements (specifically drug testing panels and
cut-off levels, as well as turnaround time for reporting of positive test results) and for detailed
specifications. City of Miami Drug Screening Protocol is subject to change.
C. Medical Review Officer (MRO) Services
1- The Medical Review Officer (MRO) shall be certified as a Medical Review Officer in accordance with
Agency for Health Care Administration (AHCA) and/or Substance Abuse and Mental Health Services
Administration (SAMHSA) guidelines.
2- The MRO shall not be employed or contracted by the drug testing laboratory. The drug testing
laboratory is permitted to assist in locating qualified medical review officers. The MRO may be employed
by the collection facility.
3- The MRO shall evaluate the drug test result(s), which is reported out by the laboratory, in accordance
with Agency for Health Care Administration (AHCA) and/or Substance Abuse and Mental Health Services
Administration (SAMHSA) guidelines.
4- The MRO shall report negative and positive results to the City in accordance with City of Miami Drug
Screening Protocol for Sworn Fire Personnel. The MRO must be able to adhere to specified turnaround
time for reporting of positive test results in accordance with the City of Miami Drug Screening
Protocol for Sworn Fire Personnel.
NOTE: City of Miami Drug Screening Protocol' should be reviewed carefully to ensure Providers
ability to comply with specified requirements (specifically turnaround time for reporting of positive
test results) and for detailed specifications. City of Miami Drug Screening Protocol is subject to
change.
PART III SERVICES:
*DOT Drug and Alcohol Screening Services (Random and Post Accident Testing Pursuant to DOT Federal
Guidelines)
A. Collection Facility
1- All collections must be performed in accordance with Substance Abuse and Mental Health Services
Administration (SAMHSA) guidelines.
2- Providers collection facility must be located within a 5 mile radius of City of Miami (City) limits. In
lieu of a collection facility, a self contained mobile unit will serve as the collection facility
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Invitation for Bid (IFB) 368328
3- Providers collection facility must follow Substance Abuse and Mental Health Services Administration
(SAMHSA) guidelines.
4- Provider must be able to conduct the following services: collect specimen for urinalysis, blood alcohol
level, and perform Evidential Breath Testing (EBT).
5- Provider must ensure and pay for next day delivery to testing facility.
6- Vehicle parking shall be provided at no cost to the City, employee, or applicant being tested
7- Providers collection facility must have a sufficient reception area. This does not apply to a self
contained mobile unit.
8- The City may require an interview of Bidders and inspection of facilities and equipment prior to award
of the Contract and request for a mock process on how Bidders will collect specimen to determine
responsiveness and compliance with the City of Miami Protocol.
9- Provider must maintain all financial records customarily used in this type of operation in accordance
with accepted accounting practice and standards. The City shall, through the City auditors, be permitted to
examine and audit during ordinary business hours, the records of City accounts.
10- Provider must be able to perform collection services Monday to Friday, between the hours of 8:00 a.m.
to 5:00 p.m. In the event of an emergency, provider must be able to provide collection services after 5:00
p.m. and/or on the weekend/holiday.
11- On request, Provider must be able to collect specimens at a location other than the Providers collection
site.
12- The City will only pay invoices submitted by the facility for which a Blanket Release / Purchase Order
has been issued.
13- Collection services will be provided primarily for all City of Miami employees (prospective and current
CDL drivers, current CDL selection pool consists of approximately 300 employees and selection pool is
subject to change).
14- Provider must be able to run a report which will randomly select names from the employee selection
pool database to be provided by the City of Miami, and maintained current by the City of Miami. Provider
will provide the list of names selected for testing to the City of Miami, Department of Human Resources
for employees to be notified to report for testing.
NOTE: The City of Miami Drug Screening Protocol' should be reviewed carefully to ensure Provider
s ability to comply with specified requirements and for detailed specifications.
B. Drug Testing Facility
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Invitation for Bid (IFB) 368328
1- All tests must be performed in accordance with Substance Abuse and Mental Health Services
Administration (SAMHSA) guidelines.
2- All tests must be performed by an individual who has the qualifications outlined in accordance with
Substance Abuse and Mental Health Services Administration (SAMHSA) guidelines.
3- Providers testing facility must be currently certified by the Substance Abuse and Mental Health Services
Administration (SAMHSA). State of Florida license must be for forensic toxicology. If the testing facility
is located in another State, Provider must have a State license where the drug testing facility is located, if
required.
4- Provider must be able to conduct the following tests: urinalysis (immunoassay), gas
chromatography -mass spectrometry (GCMS), and blood alcohol level, and provide results to the City in
compliance with Substance Abuse and Mental Health Services Administration (SAMHSA) guidelines.
5- The City may require interviews of Bidders and inspection of facilities and equipment prior to award of
the Contract.
6- Provider must maintain all financial records customarily used in this type of operation in accordance
with accepted accounting practice and standards. The City shall, through the City auditors, be permitted to
examine and audit during ordinary business hours, the records of City accounts.
7- Provider must be able to perform drug testing Monday to Friday, between the hours of 8:00 a.m. to 5:00
p.m. In the event of an emergency, provider must be able to provide testing after 5:00 p.m. and/or on the
weekend/holiday.
8- The City will only pay invoices submitted by the facility for which a Purchase Order has been issued.
9- Provider must provide to the collection facility(ies) all necessary supplies (e.g., collection kits) which, as
applicable, shall contain chain of custody forms, mailing boxes or containers, specimen identification
labels, laboratory address labels, urine specimen bottles, external temperature strips, tamper -proof .plastic
sealable bags and forensic tamper -proof tape to seal the specimen container(s), etc. in accordance with
Substance Abuse and Mental Health Services Administration (SAMHSA) guidelines.
10- Provider must be able to adhere to specified cut-off levels in accordance with the Substance Abuse and
Mental Health Services Administration (SAMHSA) guidelines.
11- Personnel involved in the administration of drug screens as required by the City of Miami must testify
on behalf of the City in case or a court hearing, Civil Service hearing, or similar proceedings, relative to
testing procedures. Qualified laboratory personnel must also be available to meet with City representatives
to discuss testimony related to the aforementioned proceedings.
12- Testing is primarily for all City of Miami employees (CDL drivers: current CDL selection pool consists
of approximately 300 employees and selection pool is subject to change).
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Invitation for Bid (IFB) 368328
NOTE: The City of Miami Drug Screening Protocol' should be reviewed carefully to ensure Provider
s ability to comply with specified requirements and for detailed specifications.
C. Medical Review Officer (MRO) Services
1- The Medical Review Officer (MRO) shall be certified as a Medical Review Officer (MRO) in
accordance with Substance Abuse and Mental Health Services Administration (SAMHSA) guidelines.
2- The MRO shall not be employed or contracted by the drug testing laboratory. The drug testing
laboratory is permitted to assist in locating qualified medical review officers. The MRO may be employed
by the collection facility.
3- The MRO shall evaluate the drug test result(s), which is reported out by the laboratory, in accordance
with Substance Abuse and Mental Health Services Administration (SAMHSA) guidelines.
4- The MRO shall report negative and positive results to the City in accordance with Substance Abuse and
Mental Health Services Administration (SAMHSA) guidelines.
NOTE: The City of Miami Drug Screening Protocol' should be reviewed carefully to ensure Provider
s ability to comply with specified requirements and for detailed specifications.
PART IV SERVICES:
*Random and Reasonable Suspicion Drug and Alcohol Screening Services for AFSCME, Local 871
Employees (Pursuant to AFSCME, AFL-CIO, Local 871 Labor Agreement)
A. Collection Facility
1- All collections must be performed in accordance with Agency for Health Care Administration (AHCA)
and/or Substance Abuse and Mental Health Services Administration (SAMHSA) guidelines.
NOTE: The City of Miami Drug Screening Protocol' should be reviewed carefully to ensure Provider
s ability to comply with specified requirements and for detailed specifications. City of Miami Drug
Screening Protocol is subject to change.
2- Providers collection facility must be located within a 5 mile radius of City of Miami (City) limits. In
)ieu of a collection facility. a self contained mobile unit will serve as the collection facility,
3- Providers collection facility must follow Agency for Health Care Administration (AHCA) and/or
Substance Abuse and Mental Health Services Administration (SAMHSA) guidelines.
4- Provider must be able to conduct the following services: collect specimen for urinalysis, blood alcohol
level, and perform Evidential Breath Testing (EBT).
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Invitation for Bid (IFB) 368328
5- Provider must ensure and pay for next day delivery to testing facility.
6- Vehicle parking shall be provided at no cost to the City, employee, or applicant being tested.
7- Providers collection facility must have a sufficient reception area. This does not apply to a self
contained mobile unit.
8- The City may require an interview of Bidders and inspection of facilities and equipment prior to award
of the Contract and request for a mock process on how Bidders will collect specimen to determine
responsiveness and compliance with the City of Miami Protocol.
9- Provider must maintain all financial records customarily used in this type of operation in accordance
with accepted accounting practice and standards. The City shall, through the City auditors, be permitted to
examine and audit during ordinary business hours, the records of City accounts.
10- Provider must be able to perform collection services Monday to Friday, between the hours of 8:00 am
to 5:00 p.m. In the event of an emergency, provider must be able to provide collection services after 5:00
pm. and/or on the weekend/holiday.
11- On request, Provider must be able to collect specimens at a location other than. the Providers collection
site.
12- Provider must be able to- run a report which will randomly select names from the employee selection
pool database to be provided by the City of Miami, and maintained current by the City of Miami. Provider
will provide the list of names selected for testing to the City of Miami, Department of Human Resources
for employees to be notified to report for testing.
13- The City will only pay invoices submitted by the facility for which a Blanket Release / Purchase Order
has been issued.
14- Collection services will be provided primarily for all AFSCME, AFL-CIO, Local 871 bargaining unit
employees.
NOTE: The City of Miami Drug Screening Protocol' should be reviewed carefully to ensure Provider
s ability to comply with specified requirements and for detailed specifications.
B. Drug Testing Facility
1- All tests must be performed in accordance with Agency for Health Care Administration (AHCA) and/or
Substance Abuse and Mental Health Services Administration (SAMHSA) guidelines.
2- All tests must be performed by an individual who has the qualifications outlined in accordance with
Agency for Health Care Administration (AHCA) and/or Substance Abuse and Mental Health Services
Administration (SAMHSA) guidelines.
3- Providers testing facility must be currently certified by the Agency for Health Care Administration
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Invitation for Bid (IFB) 368328
(AHCA) and/or Substance Abuse and Mental Health Services Administration (SAMHSA). State of Florida
license must be for forensic toxicology, If the testing facility is located in another State, Provider must have
a State license where the drug testing facility is located, if required.
4- Provider must be able to conduct the following tests: urinalysis (immunoassay), gas
chromatography -mass spectrometry (GCMS), and blood alcohol level, and provide results to the City in
compliance with Agency for Health Care Administration (AHCA) and/or Substance Abuse and Mental
Health Services Administration (SAMHSA) guidelines.
5- The City may require interviews of Bidders and inspection of facilities and equipment prior to award of
the Contract.
6- Provider must maintain all financial records customarily used in this type of operation in accordance
with accepted accounting practice and standards. The City shall, through the City auditors, be permitted to
examine and audit during ordinary business hours, the records of City accounts.
7- Provider must be able to perform drug testing Monday to Friday, between the hours of 8:00 a.m. to 5:00
p.m. In the event of an emergency, provider must be able to provide testing after 5:00 p.m. and/or on the
weekend/holiday.
8- The City will only pay invoices submitted by the facility for which a Blanket Release / Purchase Order
has been issued.
9- Provider must provide to the collection facility(ies) all necessary supplies (e.g. collection kits) which, as
applicable, shall contain chain of custody forms, mailing boxes or containers, specimen identification
labels, laboratory address labels, urine specimen bottles, external temperature strips, tamper -proof plastic
sealable bags and forensic tamper -proof tape to seal the specimen container(s), etc. in accordance with
Agency for Health Care Administration (AHCA) and/or Substance Abuse and Mental Health Services
Administration (SAMHSA) guidelines.
10- Provider must be able to adhere to specified cut-off levels in accordance with the City of Miami Drug
Screening Protocol for AFSCME, Local 871 Employees.
11- Personnel involved in the administration of drug screens as required by the City of Miami must testify
on behalf of the City in case or a court hearing, Civil Service hearing, or similar proceedings, relative to
testing procedures. Qualified laboratory personnel must also be available to meet with City representatives
to discuss testimony related to the aforementioned proceedings.
12- Testing is primarily for all AFSCME, AFL-CIO, Local 871 bargaining unit employees.
NOTE: The City of Miami Drug Screening Protocol' should be reviewed carefully to ensure Provider
s ability to comply with specified requirements. The City of Miami Drug Screening Protocol is
subject to change.
C. Medical Review Officer (MRO) Services
1- The Medical Review Officer (MRO) shall be certified as a Medical Review Officer in accordance with
Agency for Health Care Administration (AHCA) and/or Substance Abuse and Mental Health Services
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Invitation for Bid (IFB) 368328
Administration (SAMHSA) guidelines.
2- The MRO shall not be employed or contracted by the drug testing laboratory. The drug testing
laboratory is permitted to assist in locating qualified medical review officers. The MRO may be employed
by the collection facility.
3- The MRO shall evaluate the drug test result(s), which is reported out by the laboratory, in accordance
with Agency for Health Care Administration (AHCA) and/or Substance Abuse and Mental Health Services
Administration (SAMHSA) guidelines.
4- The MRO shall report negative and positive results to the City in accordance with Agency for Health
Care Administration (AHCA) and/or Substance Abuse and Mental Health Services Administration
(SAMHSA) guidelines.
Part V Services
•Sworn Police Officer Drug Screening Services (Random and Reasonable Suspicion Testing)
A. Collection Facility
1- All collections must be performed in accordance with Agency for Health Care Administration (AHCA)
and/or Substance Abuse and Mental Health Services Administration (SAMHSA) guidelines.
NOTE: The City of Miami Drug Screening Protocol' should be reviewed carefully to ensure Provider
s ability to comply with specified requirements and for detailed specifications. City of Miami Drug
Screening Protocol is subject to change.
2- PROVIDER MUST BE ABLE TO PROVIDE A SELF CONTAINED MOBILE UNIT.
3- Providers collection facility must follow Agency for Health Care Administration (AHCA) and/or
Substance Abuse and Mental Health Services Administration (SAMHSA) guidelines.
4- Provider must be able to conduct the following services: collect specimen for urinalysis, blood alcohol
level, and perform Evidential Breath Testing (EBT).
5- Provider must ensure and pay for next day delivery to testing facility.
6- Vehicle parking shall be provided at no cost to the City, employee, or applicant being tested.
7- Providers collection facility must have a sufficient reception area. This does not apply to a self
contained mobile unit.
8- The City may require an interview of Bidders and inspection of facilities and equipment prior to award
of the Contract and request for a mock process on how Bidders will collect specimen to determine
responsiveness and compliance with the City of Miami Protocol
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Invitation for Bid (IFB) 368328
9- Provider must maintain all financial records customarily used in this type of operation in accordance
with accepted accounting practice and standards. The City shall, through the City auditors, be permitted to
examine and audit during ordinary business hours, the records of City accounts.
10- Provider must be able to perform collection services Monday to Friday, between the hours of 7:00 a.m.
to 5:00 p.m., and 9:00 p.m. to 12:00 a.m. In the event of an emergency, provider must be able to provide
collection services before 7:00 a.m. and/or after 5:00 p.m. and/or on the weekend; provider must be able to
test at least 104 Police Officers a month.
11- On request, Provider must be able to collect specimens at a location other than the Providers collection
site.
12- The City will only pay invoices submitted by the facility for which a Blanket Release/Purchase Order
has been issued.
13- Collection services will be provided primarily for all sworn members of the Police Department.
NOTE: The City of Miami Drug Screening Protocol' should be reviewed carefully to ensure Provider
s ability to comply with specified requirements and for detailed specifications.
B. Testing Facility
1- All tests must be performed in accordance with Agency for Health Care Administration (AHCA) and/or
Substance Abuse and Mental Health Services Administration (SAMHSA) guidelines.
2- All tests must be performed by an individual who has the qualifications outlined in accordance with
Agency for Health Care Administration (AHCA) and/or Substance Abuse and Mental Health Services
Administration (SAMHSA) guidelines.
3- Providers testing facility must be currently certified by the Agency for Health Care Administration
(AHCA) and/or Substance Abuse and Mental Health Services Administration (SAMHSA). State of Florida
license must be for forensic toxicology. If the testing facility is located in another State, Provider must have
a State license where the drug testing facility is located, if required.
4- Provider must be able to conduct the following tests: urinalysis (immunoassay), gas
chromatography -mass spectrometry (GCMS), and blood alcohol level, and provide results to the City in
compliance with Agency for Health Care Administration (AHCA) and/or Substance Abuse and Mental
Health Services Administration (SAMHSA) guidelines.
5- The City may require interviews of Bidders and inspection of facilities and equipment prior to award of
the Contract.
6- Provider must maintain all financial records customarily used in this type of operation in accordance
with accepted accounting practice and standards. The City shall, through the City auditors, be permitted to
examine and audit during ordinary business hours, the records of City accounts.
7- Provider must be able to perform drug testing Monday to Friday, between the hours of 8:00 a.m. to 5:00
Page 84 of 98
• Invitation for Bid (IFB) 368328
pm. In the event of an emergency, provider must be able to provide testing after 5:00 p.m. and/or on the
weekend/holiday.
8- The City will only pay invoices submitted by the facility for which a Blanket Release/Purchase Order
has been issued.
9- Provider must provide to the collection facility(ies) all necessary supplies (e.g., collection kits) which, as
applicable, shall contain chain of custody forms, mailing boxes or containers, specimen identification
labels, laboratory address labels, urine specimen bottles, external temperature strips, tamper -proof plastic
sealable bags and forensic tamper -proof tape to seal the specimen container(s), etc. in accordance with
Agency for Health. Care Administration (AHCA) and/or Substance Abuse and Mental Health Services
Administration (SAMHSA) guidelines.
10- Provider must be able to adhere to specified cut-off levels in accordance with the City of Miami Drug
Screening Protocol for Sworn Police Officer Personnel.
11- Personnel involved in the administration of drug screens as required by the City of Miami must testify
on behalf of the City in case or a court hearing, Civil Service hearing, or similar proceedings, relative to
testing procedures. Qualified laboratory personnel must also be available to meet with City representatives
to discuss testimony related to the aforementioned proceedings.
12. Testing is primarily for all sworn members of the Police Department,
NOTE: The City of Miami Drug Screening Protocol' should be reviewed carefully to ensure Provider
s ability to comply with specified requirements and for detailed specifications. City of Miami Drug
Screening Protocol is subject to change.
C. Medical Review Officer (MRO) Services
1- The Medical Review Officer (MRO) shall be certified as a Medical Review Officer (MRO) in
accordance with Agency for Health Care Administration (AHCA) and/or Substance Abuse and Mental
Health Services Administration (SAMHSA) guidelines.
2- The MRO shall not be employed or contracted by the drug testing laboratory. The drug testing
laboratory is permitted to assist in locating qualified medical review officers. The MRO may be employed
by the collection facility.
3- The MRO shall evaluate the drug test result(s), which is reported out by the laboratory, in accordance
with Agency for Health Care Administration (AHCA) and/or Substance Abuse and Mental Health Services
Administration (SAMHSA) guidelines.
4- The MRO shall report negative and positive results to the City in accordance with Agency for Health
Care Administration (AHCA) and/or Substance Abuse and Mental Health Services Administration
(SAMHSA) guidelines.
NOTE: The City of Miami Drug Screening Protocol' should be reviewed carefully to ensure Provider
s ability to comply with specified requirements and for detailed specifications. City of Miami Drug
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Invitation for Bid (IFB) 368328
Screening Protocol is subject to change.
' The City of Miami Drug Screening Protocol document titled Attachment 1 City of Miami Drug Screening
Protocol is located in the Header/Notes and Attachments section of this IFB in the Oracle Sourcing System.
II. PHYSICAL EXAMINATION SERVICES FOR PRE -EMPLOYMENT, PROMOTIONAL, AND
RETURNS TO WORK
A. BACKGROUND INFORMATION
The Successful Bidder will be required to provide Pre -Employment, Promotional, and Return to Work
Physical Examination Services (Services). These Services include the provision of general physical
examinations for employees or prospective employees referred and authorized by the Department of
Human Resources.
B. SCOPE OF WORK
Pre -Employment, Promotional, Fitness for Duty, and Return to Work Physical Examinations.
1. Examinations must be performed by a physician licensed in the State of Florida. Physician(s) performing
pre -employment, promotional, and/or return to work physicals must be Board certified in Internal Medicine
or Family Practice. A minimum of two (2) physicians must be available on staff to perform examinations
on an as -needed basis.
A licensed male and female physician, in addition to a full-time physician, must be available to perform
examinations upon the Citys request.
2. X-ray results must be interpreted by a Radiologist.
3. A Cardiologist must interpret EKG results, and administer the Cardiovascular Stress Test.
4. All physical examinations, tests and related medical procedures shall be conducted in a licensed facility
operated by the provider, or at such facility subsequently agreed to by the City and the provider.
5. Providersfacility and primary office shall be within a 5 mile radius of the City limits.
6. At time of Bid submittal, Provider must have operable equipment, as well as adequate back-up
equipment and staff and a licensed facility to conduct the required examinations and analyze their results.
Facilities may be inspected by City representatives.
7. The Providers facility must have an adequate reception area.
8. The Provider shall conduct physical examinations of persons referred and authorized by the Department
of Human Resources. All such physical examinations, tests and related medical procedures shall be
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Invitation for Bid (IFB) 368328
conducted by the Provider on a prearranged appointment basis, as scheduled by the City with the exception
of Return to Work Physicals. Return to Work Physicals which are projected to average 400 annually, must
be handled on a walk-in basis between 8:00 a.m. - 5:00 p.m., Monday through Friday, excluding legal
holidays. Approximately 5-20 pre -employment and/or promotional physical examinations will be
scheduled per day (Monday to Friday, excluding legal holidays), which increases to 60-75 seasonally. The
number of total daily examinations is an estimate based on past history volume and is subject to change
when necessary. No guarantees can be made as to the minimum number of appointments to be scheduled
on a daily basis. The Provider should be able to complete 25 firefighter pre -employment physicals per day
with 30 days notice as to the dates of the physicals.
9. The Provider shall designate a Program Manager who will be responsible for program coordination and
to provide a single point interface between the Department of Human Resources and the provider on all
matters concerning the contract.
10. All such physical examinations, tests and related medical procedures shall be performed in accordance
with established City of Miami Medical Protocols. The Provider shall adhere to the protocols as provided
by the City, and under no circumstances shall any additional test be offered or performed without written
approval of the City designated representative. Please refer to the document titled "Attachment 2 - City of
Miami Medical Protocol for Physical Examination Services", located in the Header/Notes and
Attachments section of this IFB in the Oracle Sourcing System.
11. Adequate vehicle parking shall be provided at no cost to the City or employee/applicant receiving the
evaluation.
12. The Provider shall maintain a current record indicating the name, date and examination(s) completed,
and results for each employee/applicant processed. The Provider must submit written reports compliant
with the HIPAA Act of 1996, to the Department of Human Resources, 444 S.W. 2nd Avenue, 7th Floor,
Miami, Florida 33130, for each employee/applicant examined.
13. Written results of all examinations and evaluations compliant with HIPAA, as well as any
recommendations, shall be delivered to the Department of Human Resources, at no additional cost, within
24 hours of completion of examination. Verbal results (excluding blood or laboratory work) may be
requested the day examination is completed.
14. The Provider must be in and maintain compliance with HIPAA and provide proof of such to the City at
time of response submission and any time upon request throughout the duration of the contract.
15. The Provider shall maintain all financial records customarily used in this type of operation in
accordance with accepted accounting practice and standards. The City shall, through the City Auditors and
the Department of Human Resources designee, be permitted to examine and audit during ordinary business
hours, the records of accounts.
16. Retests that may be required for any reason shall be performed at the expense of the provider.
17. These specifications are intended to provide a thorough medical evaluation by qualified medical staff.
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Invitation for Bid (IFB) 368328
The Provider shall conduct this in no more than one visit, unless any additional medical component such as
a cardiovascular stress test is required for specific job classifications. If necessary, repeat and/or additional
appointments can be scheduled.
18. The visit shall include obtaining a thorough medical history, laboratory work up, and a comprehensive
physical examination by the physician. This visit shall be conducted between the hours of 8:00 a.m. to 5:00
p.m., Monday through Friday, excluding legal holidays, on the appointed day. NOTE: This does not apply
to return to work from personal illness or injury physical examinations, The return to work physical
examination involves the physician evaluating the employee to determine if he or she is physically fit to
return to work from a personal illness or injury. The Provider will receive a copy of all job classifications
once the contract is awarded from the Department of Human Resources.
19. Employees/applicants who upon completion of their physical examination are temporarily deferred will
be examined again when necessary at no additional charge.
20. The Provider will complete the Citys medical examination form in its entirety, in addition to any other
forms required for particular job classifications (i.e. Firefighter and Police Officer).
21. The proposed facility will be the primary care facility. Any charges incurred by the primary care facility
from other medical professionals will be the responsibility of the primary care facility. These invoices will
not be paid by the patient or the City.
III. FIRE -RESCUE ANNUAL PHYSICAL EXAMINATION SERVICESAND HEPATITIS A AND B
PROGRAM.
A. BACKGROUND INFORMATION
The Successful Bidder will be required to provide annual physical examinations for Fire -Rescue personnel,
including Hepatitis A and B immunizations, referred by authorized City of Miami, Department of
Fire -Rescue personnel.
B. SCOPE OF WORK
The Successful Bidder shall provide, at a minimum, the following services, and shall adhere to the Physical
Examination Protocol established by the City (copy attached as "Attachment 3 - Medical Protocol for
Fire -Rescue Annual Physical Examination Services", located in the Header/Notes and Attachments
section of this IFB in the Oracle Sourcing System, and subject to revision)
PHYSICAL EXAMINATIONS
1. Examinations must be performed by a Board Certified physician licensed in the State of Florida.
Physician(s) performing physicals must be Board certified in Internal Medicine or Family Practice, A
minimum of two (2) physicians must be available on staff to perform examinations on an as -needed basis.
A licensed female physician, in addition to a full-time physician, must be available to perform
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Invitation for Bid (IFB) 368328
examinations upon the Citys request.
2. X-ray results must be interpreted by a Radiologist.
3. A Cardiologist must interpret EKG results and administer the Cardiovascular Stress Test.
4. At time of Bid submittal, Provider must have operable equipment, as well as adequate back-up
equipment and a licensed facility to conduct the required examinations and analyze their results. Facilities
may be inspected by City representatives. Crash Cart and Emergency Response Procedure is required for
Cardiovascular Stress Test.
5. The Providers facility and primary office shall be within a 5 mile radius of the City limits.
6. The Providers facility must have adequate reception area to accommodate individuals in case of overlap.
7. The City may require interviews of prospective providers and inspection of facilities and equipment prior
to the award of this Invitation for Bid (IFB).
8. The Provider shall conduct physical examinations of persons referred by authorized City personnel. All
such physical examinations, tests and related medical procedures -shall be conducted by -the Provider on a
prearranged appointment oasis, as scheduled by the City. The Provider shall provide the City with a
minimum of two weeks notice for cancellation of appointments.
9. All physical examinations, tests and related medical procedures shall be conducted in a licensed facility
operated by the Provider, or at such facility subsequently agreed to by the City and the provider.
10. The Provider shall designate a Program Manager who will be responsible for program coordination and
to provide a single point interface between the City and the Provider on all matters concerning the contract.
11. All such physical examinations, tests and related medical procedures shall be performed in accordance
with established medical protocol, and National Fire Protection Association (NFPA) standards. The
Successful Bidder shall adhere to the protocols as provided by the City, and under no circumstances shall
any additional test be offered or performed without written approval of the City designated representative.
12. Adequate vehicle parking shall be provided at no cost to the City or employee/applicant receiving the
evaluation. The facility must be Americans with Disabilities Act (ADA) compliant.
13. The Provider shall maintain a current record indicating the name, date and examination(s) completed,
and results for each employee/applicant processed. The provider must submit written reports compliant
with the HIPAA Act of 1996, to the Department of Human Resources, 444 S.W. 2nd Avenue, 7thFloor,
Miami, Florida 33130, for each employee examined,
14. Written results compliant with HIPAA of all examinations and evaluations, as well as any
recommendations, shall be delivered to the Department of Human Resources, at no additional cost, within
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Invitation for Bid (IFB) 368328
24 hours of completion of examination. Verbal results (excluding blood or laboratory work) may be
requested the day examination is completed.
15. The Provider must be in and maintain compliance with HIPAA and provide proof of such to the City at
time of proposal submission and any time upon request during the duration of the contract.
16. The Provider shall maintain all financial records customarily used in this type of operation in
accordance with accepted accounting practice and standards. The City shall, through the City Auditors and
the Department of Human Resources designee, be permitted to examine and audit during ordinary business
hours, the records of accounts.
17. Retests that may be required for any reason shall be performed at the expense of the provider.
18. These specifications are intended to provide a thorough medical evaluation by qualified medical staff.
The Provider shall conduct this in no more than one visit if necessary, repeat and/or additional
appointments can be scheduled.
19. The visit shall include obtaining a thorough medical history, laboratory work up, and a comprehensive
physical examination by the physician. This visit shall be conducted between the hours of 7:00 a.m. to 5:00
p.m., Monday through Friday, excluding legal holidays, on the appointed day.
20. Employees/applicants who upon completion of their physical examination are temporarily deferred will
be examined again when necessary at no additional charge.
21. For sworn Department of Fire -Rescue personnel, the annual physical examination shall be conducted in
one part as follows:
- Comprehensive physical examination as per the attached medical protocol to be conducted during the
hours of 7:00 a.m.- 5:00 p.m., Monday through Friday, excluding legal holidays. (copyofinedical protocol
attached as "Attachment 3 - Medical Protocol for Fire -Rescue Annual Physical Examination Services",
located in the Header/Notes and Attachments section of this RFP in the Oracle Sourcing System).
- The Provider must be able to complete up to 10 physicals per day.
- Consultation with physician regarding immediate findings.
- Once testing is initiated, all tests and evaluations must be completed within 30 days.
If recommended, an additional visit(s) should be scheduled for additional sophisticated testing (e.g.,
audiological, cardiovascular stress testing, etc.).
- The Department of Risk Management should be advised of any work related health concerns. Any
notification of medical conditions must be in accordance with HIPAA.
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Invitation for Bid (IFB) 368328
22. The Citys Medical protocol is subject to revision.
HEPATITIS A AND B IMMUNIZATIONS
1. The Provider shall provide Hepatitis A and B immunization of persons referred by authorized City
personnel.
2. All such immunizations, tests and related medical procedures shall be performed in accordance with
established City of Miami protocol, and National Fire Protection Association (NFPA) standards.
3. All such immunizations must be performed by a registered nurse and/or licensed medical professional
designated by facility.
4. All tests shall be conducted by a certified medical personnel.
5. Test results should be reviewed immediately so that employee can be notified as soon as possible of any
abnormalities and/or re -test which might need to be performed.
6. All such immunizations, tests and related medical procedures shall be conducted in a licensed facility
operated by the Provider, or at such facility subsequently agreed to by the Department of Human Resources
and the provider.
7. The Provider shall have adequate modern equipment to conduct the required tests and analyze the
results.
8. The Providers facility and primary office shall be within a 5 mile radius of the Citys corporate
limits.
9. The Providers facility must have an adequate reception area to accommodate employees/applicants.
10. Adequate vehicle parking shall be provided on the premises at no cost to the City and/or employee
receiving the evaluation. Facility must be ADA compliant.
11. All such immunizations, tests and related medical procedures shall be conducted by the provider on a
prearranged appointment basis, as scheduled and authorized by the Department of Human Resources.
12. The Provider shall designate a program manager who will be responsible for program coordination and
to provide a single point interface between Human Resources and the Provider on all matters concerning
the contract.
13. The Provider shall maintain a current record indicating the name, date and examination(s) completed,
and results of each employee processed. The Provider must submit a written report and a summary of the
results of all examinations and evaluations, compliant with HIPAA, as well as a list of recommendations to
the Department of Human Resources, 444 S.W. 2nd Avenue, 7 th Floor, Miami, Florida 33130, to each
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Invitation for Bid (IFB) 368328
employee tested and upon request to the employees personal physician no later than 30 days after
completion of examination. Reports not postmarked 30 days after completion of immunizations will be at
no charge to the City of Miami.
14. The Provider shall maintain a complete file on each employee, HIPAA compliant, which may be
transferred to the physician of the employees choice upon signed request.
15. The Provider must be in and maintain compliance with HIPAA and provide proof of such to the City at
time of bid submission and any time upon request during the duration of the contract.
16. The Provider shall maintain all financial records customarily used in this type of operation in
accordance with accepted accounting practice and standards. The Department of Human Resources shall,
through the Citys auditors, be permitted to examine and audit during ordinary business hours, the records of
accounts.
17. Hepatitis A immunization protocol shall be conducted as follows:
- The first visit shall include a training module (may consist of educational video, brochures, questions and
answers, etc.). This visit shallbe scheduled between 7:00 a.m. to 5:00 p.m. Monday through Friday,
excluding legal holidays.
- After the training module, those individuals to be immunized will be given the first dose of the Hepatitis
A vaccine (Havrix A Adult) followed by the second injection six (6) months after the first. Hepatitis A does
not require a blood titer after vaccination. These vaccinations will be by intramuscular injection, The
closing schedule for Hepatitis A vaccination is (0 and 6 months).
18. Hepatitis B immunizations protocol shall be conducted as follows:
- The first visit shall include a training module (may consist of educational video, brochures, questions and
answers, etc.). This visit shall be scheduled between 7:00 a.m. to 5:00 p.m., Monday through Friday,
excluding legal holidays.
- After the training module, those individuals to be immunized will be given the first dose of the synthetic
vaccine (e.g. Recombivax HB or Engerix HB) followed by the second injection one (1) month after the
first, and the third injection six (6) months after the first. A (HBSAB) titer will be drawn 1-2 months after
the last injection. These vaccinations will be by intramuscular injection. The dosing schedule for Hepatitis
B vaccinations is (0-1 and 6 months).
- It is now recommended that those individuals who do not develop positive HBSABs after a primary
series, repeat the entire series (one time only).
19. Hepatitis A and B combination vaccine (Twinrix) - protocol shall be conducted as follows:
-The first visit shall include a training module (may consist of educational video, brochures, questions and
answers, etc.). This visit shall be scheduled between 7:00 a.m. to 5:00 p.m., Monday through Friday,
Page 92 of 98
Invitation for Bid (IFB) 368328
excluding legal holidays.
-After the training module, those individuals to be immunized will be given the first dose of the synthetic
vaccine (Twinrix) followed by the second injection one (1) month after the first, and the third injection six
(6) months after the first. These vaccinations will be by intramuscular injection. The dosing schedule for
Hepatitis A and B combination vaccinations is (0-1 and 6 months).
Hepatitis immunizations are to be provided for the following classifications:
1) Fire (all sworn)
2) Others as designated
Note: Protocol subject to revision as needed.
IV. SWORN POLICE ANNUAL PHYSICAL EXAMINATION SERVICES AND HEPATITIS A AND B
PROGRAM.
A. BACKGROUND INFORMATION
The Successful Bidder will be required to provide annual physical examinations for sworn Police
personnel, including Hepatitis A and B immunizations, referred by authorized City personnel.
B. SCOPE OF WORK
The Successful Bidder shall provide, at a minimum, the following services, and shall adhere to the Physical
Examination Protocol established by the City (copy attached as "Attachment 4 - Medical Protocol for
Sworn Police Annual Physical Examination Services", located in the Header/Notes and Attachments
section of this IFB in the Oracle Sourcing System, and subject to revision).
PHYSICAL EXAMINATIONS
1. Examinations must be performed by a Board Certified physician licensed in the State of Florida.
Physicians) performing physicals must be Board certified in Internal Medicine or Family Practice. A
minimum of two (2) physicians must be available on staff to perform examinations on an as -needed basis.
A licensed female physician, in addition to a full-time physician, must be available to perform
examinations upon the Citys request.
2. X-ray results must be interpreted by a Radiologist.
3. A Cardiologist must interpret EKG results and administer the Cardiovascular Stress Test.
4. At time of Bid submittal, Provider must have operable equipment, as well as adequate back-up
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Invitation for Bid (IFB) 368328
equipment and a licensed facility to conduct the required examinations and analyze their results. Facilities
may be inspected by City representatives. Crash Cart and Emergency Response Procedure is required for
Cardiovascular Stress Test.
5. The Providers facility and primary office shall be within a 5 mile radius of the City limits.
6. The Providers facility must have adequate reception area to accommodate individuals in case of overlap.
7. The City may require interviews of prospective providers and inspection of facilities and equipment prior
to the award of this Invitation for Bid (IFB).
8. The Provider shall conduct physical examinations of persons referred by authorized City personnel. All
such physical examinations, tests and related medical procedures shall be conducted by the provider on a
prearranged appointment basis, as scheduled by the City.
9. All physical examinations, tests and related medical procedures shall be conducted in licensed facility
operated by the Provider, or at such facility subsequently agreed to by the City and the provider.
10. The Provider shall designate a Program Manager who will be responsible for program coordination and
to provide a single point interface between the City and the Provider on all matters concerning the contract.
11. All such physical examinations, tests and related medical procedures shall be performed in accordance
with established medical protocol. The Provider shall adhere to the protocols as provided by the City, and
under no circumstances shall any additional test be offered or, performed without written approval of the
City designated representative.
12. Adequate vehicle parking shall be provided at no cost to the City or employee receiving the evaluation.
13. The Provider shall maintain a current record indicating the name, date and examination(s) completed,
and results for each employee/applicant processed. The provider must submit written reports compliant
with the HIPAA act of 1996, to the Department of Human Resources, 444 S.W. 2nd Avenue, 7th Floor,
Miami, Florida 33130, for each employee/applicant examined.
14. Written results compliant with HIPAA of all examinations and evaluations, as well as any
recommendations, shall be delivered to the Department of Human Resources, at no additional cost, within
24 hours of completion of examination, Verbal results (excluding blood or laboratory work) may be
requested the day examination is completed.
15. The Provider must be in and maintain compliance with HIPAA and provide proof of such to the City at
time of submission and any time upon request during the duration of the contract.
16, The Provider shall maintain all financial records customarily used in this type of operation in
accordance with accepted accounting practice and standards. The City shall, through the City Auditors and
the Department of Human Resources designee, be permitted to examine and audit during ordinary business
hours, the records of accounts.
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Invitation for Bid (IFB) 368328
17. Retests that may be required for any reason shall be performed at the expense of the provider.
18. These specifications are intended to provide a thorough medical evaluation by qualified medical staff.
The Provider shall conduct this in no more than one visit. If necessary, repeat and/or additional
appointments can be scheduled.
19. The visit shall include obtaining a thorough medical history, laboratory work up, and a comprehensive
physical examination by the physician. This visit shall be conducted between the hours of 7:00 a.m. to 5:00
p.rn., Monday through Friday, excluding legal holidays, on the appointed day.
20, Employees/applicants who upon completion of their physical examination are temporarily deferred will
be examined again when necessary at no additional charge.
21. For sworn Department of Police personnel, the annual physical examination shall be conducted in one
part as follows:
- Comprehensive physical examination as per the attached medical protocol to be conducted during the
hours of 7:00 a.m. - 5:00 p.m., Monday through Friday, excluding legal holidays. (copy attached as
"Attachment 4 - Medical Protocol for Sworn Police Annual Physical Examination Services", located in
the Header/Notes and Attachments section of this IFB in the Oracle Sourcing System, and subject to
revision).
- Consultation with physician regarding immediate finding.
- Once testing is initiated, all tests and evaluations must be completed within 30 days.
- The Department of Risk Management should be advised of any work related health concerns. Any
notification of medical conditions must be in accordance with HIPAA.
22. Medical protocol subject to revision (some components contained in the Fire Department exam may be
added to Police Department exam and vice versa). Physical examinations/components may be extended to
other employees as designated.
23. The Provider will complete the Citys medical examination form, and any medical certification forms
that may be required in its entirety.
HEPATITIS A AND B IMMUNIZATIONS
1, The Provider shall conduct Hepatitis A and B immunization of persons referred by authorized City
personnel.
2. All such immunizations, tests and related medical procedures shall be performed in accordance with
established City protocol.
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Invitation for Bid (IFB) 368328
3. All such immunizations must be performed by a registered nurse and/or licensed medical professional
designated by facility.
4. All tests shall be conducted by certified medical personnel.
5. Test results should be reviewed immediately so that employee can be notified as soon as possible of any
abnormalities and/or re -test which might need to be performed.
6. All such immunizations, tests and related medical procedures shall be conducted in a licensed facility
operated by the Provider, or at such facility subsequently agreed to by the Department of Human Resources
and the provider.
7. The Provider shall have adequate modern equipment to conduct the required tests and analyze the
results.
8. The Providers facility and primary office shall be within a 10 mile radius of the Citys corporate
limits.
9. The Providers facility must have an adequate reception area to accommodate employees/applicants.
10. Adequate vehicle parking shall be provided on the premises at no cost to the City and/or employee
receiving the evaluation.
11. All such immunizations, tests and related medical procedures shall be conducted by the provider on a
prearranged appointment basis, as scheduled and authorized by the Department of Human Resources.
12. The Provider shall designate a program manager who will be responsible for program coordination and
to provide a single point interface between Human Resources and the Provider on all matters concerning
the contract.
13. The Provider shall maintain a current record indicating the name, date and examination(s) completed,
and results of each employee processed. The Provider must submit a written report and a summary of the
results of all examinations and evaluations, compliant with HIPAA, as well as a list of recommendations to
the Department of Human Resources, 444 S.W. 2nd Avenue, 7th Floor, Miami, Florida 33130, to each
employee tested and upon request to the employees personal physician no later than 30 days after
completion of examination. Reports not postmarked 30 days after completion of immunizations will be at
no charge to the City.
14. The Provider shall maintain a complete file on each employee, HIPAA compliant, which may be
transferred to the physician of the employees choice upon signed request.
15. The Provider must be in and maintain compliance with HIPAA and provide proof of such to the City at
time of bid submission and any time upon request during the duration of the contract.
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Invitation for Bid (IFB) 368328
16. The Provider shall maintain all financial records customarily used in this type of operation in
accordance with accepted accounting practice and standards. The Department of Human Resources shall,
through the City Auditors, be permitted to examine and audit during ordinary business hours, the records of
accounts.
17. Hepatitis A immunization protocol shall be conducted as follows:
- The first visit shall include a training module (may consist of educational video, brochures, questions and
answers, etc.). This visit shall be scheduled between 7:00 a.m. to 5:00 p.m. Monday through Friday,
excluding legal holidays.
- After the training module, those individuals to be immunized will be given the first dose of the Hepatitis
A vaccine (Havrix A Adult) followed by the second injection six (6) months after the first. Hepatitis A does
not require a blood titer after vaccination. These vaccinations will be by intramuscular injection. The
dosing schedule for Hepatitis A vaccination is (0 and 6 months).
18. Hepatitis B immunizations protocol shall be conducted as follows:
The first visit shall include a training module (may consist of educational video, brochures, questions and
answers, etc.). This visit shall be scheduled between 7:00 a.m. to 5:00 p.m., Monday through Friday,
excluding legal holidays.
- After the training module, those individuals to be immunized will be given the first dose of the synthetic
vaccine (e.g. Recombivax HB or Engerix HB) followed by the second injection one (1) month after the
first, and the third injection six (6) months after the first. A (HBSAB) titer will be drawn 1-2 months after
the last injection. These vaccinations will be by intramuscular injection. The dosing schedule for Hepatitis
B vaccinations is (0-1 and 6 months).
- It is now recommended that those individuals who do not develop positive HBSABs after a primary
series, repeat the entire series (one time only).
19. Hepatitis A and B combination vaccine (Twimix) - protocol shall be conducted as follows:
-The first visit shall include a training module (may consist of educational video, brochures, questions and
answers, etc.). This visit shall be scheduled between 7:00 a.m. to 5:00 p.m., Monday through Friday,
excluding legal holidays.
-After the training module, those individuals to be immunized will be given the first dose of the synthetic
vaccine (Twimix) followed by the second injection one (1) month after the first, and the third injection six
(6) months after the first. These vaccinations will be by intramuscular injection. The dosing schedule for
Hepatitis A and B combination vaccinations is (0-1 and 6 months).
Hepatitis immunizations are to be provided for the following classifications:
1) Police (all sworn)
Page 97 of 98
2) Others as designated
Note: Protocol subject to revision as needed.
Invitation for Bid (IFB) 368328
Page 98 of 98
DOCUMENT CHECK LIST
IFB 368328 — DRUG SCREENING AND PHYSICAL EXAMINATION SERVICES
INSTRUCTIONS:
Bidder shall submit the documents/information requested below at time of bid submittal. Failure to do
so may deem Bidder's response as non -responsive.
DRUG SCREENING SERVICES (SECTION I OF SCOPE OF WORK)
Provide copies of current licenses for:
U.S. Department of Health and Human Services Substance Abuse and Mental Health
Services Administration (SAMHSA)
State of Florida Agency for Health Care Administration (AHCA).
Provide resumes of individual(s) responsible for a) Laboratory Testing; b) Specimen Collection;
and c) Day to Day Management of both the testing and collection facility(s).
Provide detailed information regarding Bidder's facility(s) for providing all of the required
services. Specifically include the address locations for collection and testing services.
Provide information as to whether Bidder's employees undergo a criminal investigation
background check and if they are drug tested before and/or during employment.
Provide a list of client references for which Bidder has provided Drug Screening Services (See
Special Condition Section 2.19)
PHYSICAL EXAMINATION SERVICES (SECTION 11, 111, AND IV OF SCOPE OF WORK)
Provide copies of Credentials and State of Florida License for:
• Physicians performing physical examinations (submit copies of Board Certification in
Internal Medical or Family Practice).
• Cardiologists
• Radiologists
• Audiologist
• Medical Professional Staff:
o Registered Nurse and/or licensed medical professional providing Hepatitis A and
B Immunization
o Certified medical personnel administering Hepatitis A and B test.
Provide documentation demonstrating that Bidder is in compliance with the HIPAA Act of 1996.
Provide a description of the Bidder's facility(s) where services will be proposed. Include address
of location. Describe the facility's reception area, its size, seating capacity, and other amenities
on the handling of a number of City clients at the same time.
1
DOCUMENT CHECK UST
IFB 368328 — DRUG SCREENING AND PHYSICAL EXAMINATION SERVICES
PHYSICAL EXAMINATION SERVICES (SECTION II III AND IV OF SCOPE OF WORK) - CONTINUED
Describe the equipment to be utilized to provide all required services. Include any contingency
plans or backup (including location, if different) to the equipment should the equipment fail or
for any reason not be available under the Contract.
Provide a list of client references for which Bidder has provided Physical Examination Services
(See Special Condition Section 2.19).
2
ATTACHMENT 1
CITY OF MIAMI DRUG SCREENING PROTOCOL
PART I SERVICES:
• Employment Drug Screening Services for all Prospective City of Miami Employees.
• Reasonable Suspicion Drug and Alcohol Screening Services for Current Employees
including AFSCME Local 1907 Employees (General Employees),
Managerial/Confidential Employees and Unclassified/Executive Employees (Excluding
Sworn Police, Fire and AFSCME, Local 871—Solid Waste Employees)
Pursuant to City Commission policy and the various labor -agreements, the City of Miami
performs drug screens on current and prospective employees.
The City of Miami drug screening program shall test for blood alcohol (if requested) and the
following controlled substances:
Initial Test Level (ng/ml) / GC/MS Level (ng/ml)
Amphetamines 1000 / 500
Cannabinoids 50/ 15
Cocaine (benzoylecgonine) 300 / 150
Phencyclidine 25 / 25
Methaqualone 300 / 150
Opiates 2000 / 2000
Barbiturates 300 / 150
Benzodiazepines 300 / 150
Methadone 300 / 150
Propoxyphene 300 / 150
Methylenedioxymethamphetamine (MDMA, Ecstasy) 300 / 150
NOTE: These drug testing panels and cut-off concentrations are subject to revision with
changes in convention or technology.
1
ATTACHMENT 1
The following guidelines have been established in conjunction with standards developed by the
Agency for Health Care Administration (AHCA) and/or Substance Abuse and Mental Health
Services Administration (SAMHSA) and existing City of Miami departmental policies and
procedures, as well as requirements set forth in the existing collective bargaining agreements:
SPECIMEN COLLECTION SERVICES
1. Chain of Custody
A chain of custody standardized form shall be properly executed by authorized collection site
personnel upon receipt of specimen as determined by the Agency for Health Care
Administration (AHCA) and/or Substance Abuse and Mental Health Services Administration
(SAMHSA). Handling and transportation of urine and/or blood specimens from one authorized
individual or place to another shall always be accomplished through chain of custody
procedures as determined by AHCA and/or SAMHSA. Every effort shall be made to minimize the
number of persons handling specimens.
2. Integrity and Identity of Specimen
Collection site personnel shall take precautions to ensure that a urine specimen not be
adulterated or diluted during the collection procedure and that information on the urine bottle
and chain of custody form can identify the individual from whom the specimen was collected as
per Agency for Health Care Administration (AHCA) and/or Substance Abuse and Mental Health
Services Administration (SAMHSA) guidelines. The necessary precautions shall be taken to
ensure that unadulterated specimens are obtained and correctly identified as determined by
AHCA and/or SAMHSA, as well as in addition to City of Miami established policies and
procedures.
A. When an individual arrives at the collection site, the collection site person shall require the
individual to present photo identification. If the individual's identity cannot be established, the
collection site person shall not proceed with the collection until identity has been established.
The City of Miami, Department of Human Resources must be notified immediately at (305) 416-
2100 of those cases in which identity cannot be established. In those cases involving reasonable
suspicion, employee must be escorted by a supervisor, employee must present photo
identification and specimen collection must be taken "under direct observation".
B. The individual shall be instructed to wash and dry his or her hands prior to urination, if such
facilities are available. The collection area shall meet the requirements determined by the
Agency for Health Care Administration (AHCA) and/or Substance Abuse and Mental Health
Services Administration (SAMHSA).
C. The individual shall remain in the presence of the collection site person and shall not have
access to a water fountain, faucet, soap dispenser, cleaning agent or any other material which
2
ATTACHMENT 1
could be used to adulterate the specimen. Only one (1) individual shall be allowed inside the
collection area (restroom) at any given time. The individual shall not be allowed to bring
anything, including any smoking materials, into the collection area. The individual shall remove
all unnecessary outer garments. All bags, packs, purses, etc., shall be left outside of the
collection area (restroom) secured in a locked unit. The individual may retain his or her wallet.
D. The individual shall be given the necessary container(s) as determined by the Agency for
Health Care Administration and/or Substance Abuse and Mental Health Services Administration
(SAMHSA) for specimen collection.
E. Priorto allowing the individual to enter the collection area, the collection site person shall
examine the area (restroom) as determined by the Agency for Health Care Services
Administration (AHCA) and/or Substance Abuse and Mental Health Services Administration
(SAMHSA) and shall verify that a water soluble colored dye is in the toilet if required.
F. Instructions provided by the Agency for Health Care Administration (AHCA) and/or Substance
Abuse and Mental Health Services Administration (SAMHSA) shall be provided by the collection
site person to the individual as to not to flush the toilet until the specimen has been given to
the collection site person, and it is deemed to be an acceptable sample. If applicable, the
employee shall be told that if the sound of running water is heard coming from within the
restroom, by the collection site person, the individual shall be instructed to exit the restroom
and informed that the sample, if any, does not meet the City of Miami guidelines. The sample
shall be considered as adulterated, and will be taken into custody by the collection site person
and retained for analysis
G. The individual shall enter the collection area (restroom), close the door for privacy and void
into the container. The collection site person shall remain near the restroom facility (collection
area), within audible range of the individual.
H. The collection site person shall document any unusual behavior or appearance of the
individual.
I. Upon receiving the specimen from the individual, the collection site person shall confirm that
the applicant/employee has provided the required amount of urine as determined by Agency
for Health Care Administration (AHCA) and/or Substance Abuse and Mental Health Services
Administration (SAMHSA). If the individual fails for any reason, to provide the required amount
of urine, the procedure must be initiated from the beginning and the applicant/employee must
be instructed not to leave the premises (NOTE: specimen collection must take place on the
same day or the applicant will be "DISQUALIFIED" from the hiring process).
J. After the specimen has been provided and submitted to the collection site person, the
individual shall be allowed to wash his or her hands.
3
ATTACHMENT 1
K. Immediately after the specimen is collected, the collection site person, in the presence of the
individual, shall inspect the specimen to determine the color and look for any signs of
contaminants as required by the Agency for Health Care Administration (AHCA) and/or
Substance Abuse and Mental Health Services Administration (SAMHSA).
L. Immediately upon receiving the specimen, the collection site person shall check the
temperature sensitive label on the specimen cup to determine if it is at an acceptable
temperature as determined by the Agency for Health Care Administration (AHCA) and/or
Substance Abuse and Mental Health Services Administration (SAMHSA). If the specimen's
temperature is not within the acceptable range, the proper testing reporting procedures should
be followed in accordance with AHCA and/or SAMHSA guidelines.
M. Guidelines established by the Agency for Health Care Administration (AHCA) and/or
Substance Abuse and Mental Health Services (SAMHSA) should be followed if there is any
suspicion of a specimen being adulterated.
N. The donor should provide the amount of specimen required by the Agency for Health Care
Administration (AHCA) and/or Substance Abuse and Mental Health Services Administration
(SAM HSA).
O. The collection site person shall place securely on the bottles the required identification label
which as determined by the Agency for Health Care Administration (AHCA) and/or Substance
Abuse and Mental Health Services Administration (SAMHSA).
P. If required, the individual shall initial the evidence tape/identification Zabel portion of the
specimen bottles for the purpose of certifying that they are the specimens collected from him
or her.
Q. The collection site person must place the specimens and chain of custody form in secure
location as determined by the Agency for Health Care Administration (AHCA) and/or Substance
Abuse and Mental Health Services Administration (SAMHSA).
DRUG TESTING (LABORATORY FACILITY) QUALIFICATIONS/SERVICES
1. Security and Chain of Custody
The drug testing laboratory shall be secure at all times. Sufficient security measures to control
access to the premises and to ensure that no unauthorized personnel handle specimens or gain
access to the laboratory processes or to areas where records are stored must be in place.
Access to these secured areas shall be limited to specifically authorized individuals whose
authorization is documented. Laboratories shall use chain of custody procedures to maintain
control and accountability of specimens from receipt through completion of testing, reporting
of results, during storage, and continuing until final disposition of specimens. The date and
purpose shall be documented on an appropriate chain of custody form each time a specimen is
4
ATTACHMENT 1
handled or transferred, and every individual in the chain shall be identified. Accordingly,
authorized technicians shall be responsible for each urine specimen or aliquot in their
possession and shall sign and complete chain of custody forms for those specimens or aliquots
as they are received.
A. The laboratory must be licensed and approved by the Agency for Health Care Administration
(AHCA) and/or Substance Abuse and Mental Health Services Administration (SAMHSA) using
criteria established by the United States Department of Health and Human Services as general
guidelines for the City of Miami's drug testing program.
B. The provider must have a qualified individual as determined by the Agency for Health Care
Administration (AHCA) and/or Substance Abuse and Mental Health Services Administration
(SAMHSA) to review the standards, control specimens and quality control data together with
the screening and confirmation test results; a licensed technologist supervisor and licensed
technicians (all licensed by the State of Florida). A phlebotomist must be available to draw
blood specimens; and a Breath Alcohol Technician (BAT) trained to proficiency in the federal
alcohol testing procedures must also be available.
C. All tests shall be conducted in a licensed facility operated by the provider or at such facility
subsequently agreed to by the City and the provider. Laboratory facility must be currently
licensed and approved by the Agency for Health Care Administration (AHCA) and/or Substance
Abuse and Mental Health Services Administration (SAMHSA). Laboratory must have the
capability of performing drug screenings and GCMS confirmations at the same facility.
The provider's premises and equipment must have passed all inspections by the Agency for
Health Care Administration (AHCA) and/or Substance Abuse and Mental Health Services
Administration (SAMHSA).
D. The provider's facility must have a quality assurance program which encompasses all aspects
of the testing process: specimen acquisition, chain of custody security and reporting results, in
addition to the screening and confirmation of analytical procedures. Quality control procedures
will be designed, implemented and reviewed to monitor the conduct of each step of the
process. The provider's facility must meet or exceed standards established by the Agency for
Health Care Administration (AHCA) and/or Substance Abuse and Mental Health Services
Administration (SAMHSA).
E. The provider must have experience in handling toxicology specimens (both urine and blood)
and provide a well documented chain of custody for all tests as determined by the Agency for
Health Care Administration (AHCA) and/or Substance Abuse and/or Mental Health Services
Administration (SAMHSA).
F. The provider must have a procedures manual as determined by the Agency for Health Care
Administration (AHCA) and/or Substance Abuse and/or Mental Health Services Administration
(SAMHSA) to ensure chain of custody.
5
ATTACHMENT 1
G. The provider must follow proper quality control procedures including, but not limited to the
use of internal quality controls including the use of samples of known concentrations which are
used to check the performance and calibration of testing equipment, and periodic use of blind
samples for overall accuracy; an internal review and certification process for drug test results,
conducted by a person qualified to perform that function in the testing laboratory; security
measures implemented by the testing laboratory to preclude adulteration of specimens and
drug test results; and any other required steps to ensure reliable and accurate drug test results.
H. The provider shall maintain documentation of all aspects of the testing process as
determined by the Agency for Health Care Administration (AHCA) and/or Substance Abuse and
Mental Health Services Administration (SAMHSA).
I. The provider shall designate a program manager who will be responsible for program
coordination and to provide a single point interface between the purchaser and the provider on
all matters concerning the contract.
J. The provider shall provide a written test result report to the City of Miami, Department of
Human Resources in accordance with Agency for Health Care Administration (AHCA) and/or
Substance Abuse and Mental Health Services Administration guidelines.
MEDICAL REVIEW OFFICER (MRO) QUALIFICATIONS/SERVICES
A. The Medical Review Officer (MRO) shall be certified as a Medical Review Officer in
accordance with the Agency for Health Care Administration (AHCA) and/or Substance Abuse
and Mental Health Services Administration. (SAMHSA) guidelines.
B. The MRO shall evaluate the drug test result(s), which is reported out by the laboratory, in
accordance with Agency for Health Care Administration (AHCA) and/or Substance Abuse and
Mental Health Services Administration (SAMHSA) guidelines.
C. If the MRO is unsuccessful in contacting an applicant/employee regarding drug or alcohol
testing results, he/she is to contact the City of Miami, Department of Human Resources at (305)
416-2100 for assistance in contacting the individual and expediting the reporting of results,
D. The MRO shall notify the City of Miami, Department of Human Resources at (305) 416-2100
immediately upon confirmation of a positive drug test result.
Please note that this Drug Screening Protocol is subject to revision and change.
6
ATTACHMENT 1
PART 1I SERVICES:
• Sworn Fire Drug and Alcohol Screening Services (Random and Reasonable Suspicion
Testing)
Pursuant to Article 31 of the IAFF Labor Agreement, in an effort to identify and eliminate on or
off -duty controlled substance/alcohol abuse, the City of Miami administers urinalysis/blood
tests for alcohol testing (if requested) on sworn Fire personnel.
The following cut-off concentrations shall be applicable for determining whether specimens are
negative or positive for the following drugs or classes of drugs for the initial and confirmatory
test procedures. A positive result shall be a concentration in excess of those listed below. For
those "designer drugs" that are listed below without cut-off levels, the parties agree to test in
accordance with levels specified by the Department of Human Services Federal Register, Part III,
if and when it ever becomes available:
Initial Test Level (ng/ml):
Cannabinoid (Marijuana) Metabolites 50
Cocaine Metabolites 300
Opiate Metabolites 2,000
Phencyclidine 25
Amphetamines 1,000
Methaqualone 300
Methadone 300
Propoxyphene 300
Tricyclic Antidepressants 300
Designer Drugs:
Ketamine To Be Determined (TBD)
Methylenedioxymethamphetamine (Ecstasy) 500
GC/MS Test Level (ng/ml):
7
ATTACHMENT 1
Cannabinoid (Marijuana) Metabolites 15
Cocaine Metabolites 150
Opiates:
Morphine 2,000
Codeine 2,000
6-Acetylmorphine 10
Phencyclidine 25
Amphetamines:
Amphetamine 500
Methamphetamine 500
Methaqualone 300
Designer Drugs:
Ketamine TBD
Methylenedioxymethamphetamine ((Ecstasy) 500
Delta-9 tetrahydrocannabinol-9-carboxylic acid
Benxoylecgonine
Test for 6 AM when the morphine concentration is greater than or equal to
2,000 ng/ml
Specimen must also contain amphetamine at a concentration greater than or
equal to 200 ng/ml
Initial test results for alcohol will be considered positive when the individual's blood alcohol
content is 0.04 grams per dl or greater using whole blood. Alcohol related specimens identified
as positive by the initial test shall be confirmed as positive by Gas Chromatography Volatiles
Head Space Method or more reliable testing for whole blood at 0.04 grams per dl or greater.
NOTE: These drug testing panels and cut-off concentrations are subject to revision with
changes in convention or technology.
8
ATTACHMENT 1
The following guidelines have been established in conjunction with standards developed by the
Agency for Health Care Administration (AHCA) and/or Substance Abuse and Mental Health
Services Administration (SAMHSA) and existing City of Miami departmental policies and
procedures, as well as requirements set forth in the existing collective bargaining agreement:
SPECIMEN COLLECTION SERVICES
1. Chain of Custody
A chain of study of custody standardized form shall be properly executed by authorized
collection site personnel upon receipt of specimen as determined by the Agency for Health Care
Administration (AHCA) and/or Substance Abuse and Mental Health Services Administration
(SAMHSA). Handling and transportation of urine and/or blood specimens from one authorized
individual or place to another shall always be accomplished through chain of custody
procedures as determined by AHCA and/or SAMHSA. Every effort shall be made to minimize the
number of persons handling specimens.
2. Integrity and Identity of Specimen
Collection site personnel shall take precautions to ensure that a urine specimen not be
adulterated or diluted during the collection procedure and that information on the urine bottle
and chain of custody form can identify the individual from whom the specimen was collected as
per Agency for Health Care Administration (AHCA) and/or Substance Abuse and Mental Health
Services Administration (SAMHSA) guidelines. The necessary precautions shall be taken to
ensure that unadulterated specimens are obtained and correctly identified as determined by
AHCA and/or SAMHSA, as well as in addition to City of Miami established policies and
procedures.
A. When an individual arrives at the collection site, the collection site person shall require the
individual to present photo identification. If an individual does not have photo identification,
an Fire -Rescue officer with photo identification can verify identity; however, the facility should
be equipped to take a photo of the individual tested. If the individual's identity cannot be
established, the collection site person shall not proceed with the collection until identity has
been established.
The City of Miami, Department of Fire -Rescue must be notified immediately at (305) 416-5450
of those cases in which identity cannot be established. In those cases involving reasonable
suspicion, employee must be escorted by a supervisor, employee must present photo
identification and specimen collection must be taken "under direct observation".
B. Employees shall give either a blood sample, for suspected alcohol use or a urine sample for
suspected substance abuse as determined by the City. The individual shall be instructed to
wash and dry his or her hands prior to urination, if such facilities are available. The collection
9
ATTACHMENT 1
area shall meet the requirements determined by the Agency for Health Care Administration
(AHCA) and/or Substance Abuse and Mental Health Services Administration (SAMHSA).
C. The individual shall remain in the presence of the collection site person and shall not have
access to a water fountain, faucet, soap dispenser, cleaning agent or any other material which
could be used to adulterate the specimen. Only one (1) individual shall be allowed inside the
collection area (restroom) at any given time. The individual shall not be allowed to bring
anything, including any smoking materials, into the collection area. The individual shall remove
all unnecessary outer garments. All bags, packs, purses, etc., shall be left outside of the
collection area (restroom) secured in a locked unit. The individual may retain his or her wallet.
D. The individual shall be given the necessary container(s) as determined by the Agency for
Health Care Administration and/or Substance Abuse and Mental Health Services Administration
(SAMHSA) for specimen collection.
E. Prior to allowing the individual to enter the collection area, the collection site person shall
examine the area (restroom) as determined by the Agency for Health Care Services
Administration (AHCA) and/or Substance Abuse and Mental Health Services Administration
(SAMHSA) and shall verify that a water soluble colored dye is in the toilet if required.
F. Instructions provided by the Agency for Health Care Administration (AHCA) and/or Substance
Abuse and Mental Health Services Administration (SAMHSA) shall be provided by the collection
site person to the individual as to not to flush the toilet until the specimen has been given to
the collection site person, and it is deemed to be an acceptable sample. If applicable, the
employee shall be told that if the sound of running water is heard coming from within the
restroom, by the collection site person, the individual shall be instructed to exit the restroom
and informed that the sample, if any, does not meet the City of Miami guidelines. The sample
shall be considered as adulterated, and will be taken into custody by the collection site person
and retained for analysis.
G. The individual shall enter the collection area (restroom), close the door for privacy and void
into the container. The collection site,person shall remain near the restroom facility (collection
area), within audible range of the individual.
H. The collection site person shall document any unusual behavior or appearance of the
individual.
I. Upon receiving the specimen from the individual, the collection site person shall confirm that
the applicant/employee has provided the required amount of urine as determined by Agency
for Health Care Administration (AHCA) and/or Substance Abuse and Mental Health Services
Administration (SAMHSA). If the individual fails for any reason, to provide the required amount
of urine, the procedure must be initiated from the beginning and the employee must be
instructed not to leave the premises.
10
ATTACHMENT 1
J. After the specimen has been provided and submitted to the collection site person, the
individual shall be allowed to wash his or her hands.
K. Immediately after the specimen is collected, the collection site person, in the presence of the
individual, shall inspect the specimen to determine the color and look for any signs of
contaminants as required by the Agency for Health Care Administration (AHCA) and/or
Substance Abuse and Mental Health Services Administration (SAMHSA).
L. Immediately upon receiving the specimen, the collection site person shall check the
temperature sensitive label on the specimen cup to determine if it is at an acceptable
temperature as determined by the Agency for Health Care Administration (AHCA) and/or
Substance Abuse and Mental Health Services Administration (SAMHSA). If the specimen's
temperature is not within the acceptable range, the proper testing reporting procedures should
be followed in accordance with AHCA and/or SAMHSA guidelines, and appropriate personnel
from the Department of Fire -Rescue shall be notified immediately.
M. Guidelines established by the Agency for Health Care Administration (AHCA) and/or
Substance Abuse and Mental Health Services (SAMHSA) should be followed if there is any
suspicion of a specimen being adulterated.
N. The donor should provide the amount of specimen required by the Agency for Health Care
Administration (AHCA) and/or Substance Abuse and Mental Health Services Administration
(SAM HSA).
O. The collection site person shall place securely on the bottles the required identification label
which as determined by the Agency for Health Care Administration (AHCA) and/or Substance
Abuse and Mental Health Services Administration (SAMHSA).
P. If required, the individual shall initial the evidence tape/identification label portion of the
specimen bottles for the purpose of certifying that they are the specimens collected from him
or her.
Q. The collection site person must place the specimens and chain of custody form in secure
location as determined by the Agency for Health Care Administration (AHCA) and/or Substance
Abuse and Mental Health Services Administration (SAMHSA).
DRUG TESTING (LABORATORY FACILITY) QUALIFICATIONS/SERVICES
Security and Chain of Custody
The drug testing laboratory shall be secure at all times. Sufficient security measures to control
access to the premises and to ensure that no unauthorized personnel handle specimens or gain
access to the laboratory processes or to areas where records are stored must be in place.
Access to these secured areas shall be limited to specifically authorized individuals whose
11
ATTACHMENT 1
authorization is documented. Laboratories shall use chain of custody procedures to maintain
control and accountability of specimens from receipt through completion of testing, reporting
of results, during storage, and continuing until final disposition of specimens. The date and
purpose shall be documented on an appropriate chain of custody form each time a specimen is
handled or transferred, and every individual in the chain shall be identified. Accordingly,
authorized technicians shall be responsible for each urine specimen or aliquot in their
possession and shall sign and complete chain of custody forms for those specimens or aliquots
as they are received.
A. The laboratory must be licensed and approved by the Agency for Health Care Administration
(AHCA) and/or Substance Abuse and Mental Health Services Administration (SAMHSA) using
criteria established by the United States Department of Health and Human Services as general
guidelines for the City of Miami's drug testing program.
B. The provider must have a qualified individual as determined by the Agency for Health Care
Administration (AHCA) and/or Substance Abuse and Mental Health Services Administration
(SAMHSA) to review the standards, control specimens and quality control data together with
the screening and confirmation test results; a licensed technologist supervisor and licensed
technicians (all licensed by the State of Florida). A phlebotomist must be available to draw
blood specimens; and a Breath Alcohol Technician (BAT) trained to proficiency in the federal
alcohol testing procedures must also be available.
C. All tests shall be conducted in a licensed facility operated by the provider or at such facility
subsequently agreed to by the City and the provider. Laboratory facility must be currently
licensed and approved by the Agency for Health Care Administration (AHCA) and/or Substance
Abuse and Mental Health Services Administration (SAMHSA). Laboratory must have the
capability of performing drug screenings and GCMS confirmations at the same facility.
D. The provider's premises and equipment must have passed all inspections by the Agency for
Health Care Administration (AHCA) and/or Substance Abuse and Mental Health Services
Administration (SAMHSA).
E. The provider's facility must have a quality assurance program which encompasses all aspects
of the testing process: specimen acquisition, chain of custody security and reporting results, in
addition to the screening and confirmation of analytical procedures. Quality control procedures
will be designed, implemented and reviewed to monitor the conduct of each step of the
process. The provider's facility must meet or exceed standards established by the Agency for
Health Care Administration (AHCA) and/or Substance Abuse and Mental Health Services
Administration (SAMHSA).
F. The provider must have experience in handling toxicology specimens (both urine and blood)
and provide a well documented chain of custody for all tests as determined by the Agency for
Health Care Administration (AHCA) and/or Substance Abuse and/or Mental Health Services
Administration (SAMHSA).
12
ATTACHMENT 1
G. The provider must have a procedures manual as determined by the Agency for Health Care
Administration (AHCA) and/or Substance Abuse and/or Mental Health Services Administration
(SAMHSA) to ensure chain of custody.
H. The provider must follow proper quality control procedures including, but not limited to the
use of internal quality controls including the use of samples of known concentrations which are
used to check the performance and calibration of testing equipment, and periodic use of blind
samples for overall accuracy; an internal review and certification process for drug test results,
conducted by a person qualified to perform that function in the testing laboratory; security
measures implemented by the testing laboratory to preclude adulteration of specimens and
drug test results; and any other required steps to ensure reliable and accurate drug test results.
I. The provider shall maintain documentation of all aspects of the testing process as determined
by the Agency for Health Care Administration (AHCA) and/or Substance Abuse and Mental
Health Services Administration (SAMHSA).
J. The provider shall designate a program manager who will be responsible for program
coordination and to provide a single point interface between the purchaser and the provider on
all matters concerning the contract.
K. The provider shall provide a written test result report to the City of Miami, Department of
Fire -Rescue in accordance with the Agency for Health Care Administration (AHCA) and/or
Substance Abuse and/or Mental Health Services Administration (SAMHSA). NOTE: PER SECTION
31.3 OF THE IAFF LABOR AGREEMENT, EMPLOYEES SHALL BE NOTIFIED OF A POSITIVE RESULT
WITHIN TWENTY-FOUR (24) HOURS FROM RECEIPT OF THE LABORATORY REPORTS, BUT IN
NO CASE SHALL THIS NOTICE OCCUR MORE THAN SEVEN (7) BUSINESS DAYS AFTER THE TIME
THE SAMPLE WAS GIVEN.
L. The drug testing facility must be available 24/7 (including weekends and holidays). If the
facility is not open, there must be an after hours number with a maximum of one hour
response time to take a sample.
MEDICAL REVIEW OFFICER (MRO) QUALIFICATIONS/SERVICES
A. The Medical Review Officer (MRO) shall be certified as a Medical Review Officer in
accordance with the Agency for Health Care Administration (AHCA) and/or Substance Abuse
and Mental Health Services Administration (SAMHSA) guidelines.
B. The MRO shall evaluate the drug test result(s), which is reported out by the laboratory, in
accordance with Agency for Health Care Administration (AHCA) and/or Substance Abuse and
Mental Health Services Administration (SAMHSA) guidelines.
13
ATTACHMENT 1
C. If the MRO is unsuccessful in contacting an applicant/employee regarding drug or alcohol
testing results, he/she is to contact the City of Miami, Department of Fire -Rescue at (305) 416-
5450 for assistance in contacting the employee and expediting the reporting of results.
D. The MRO shall notify the City of Miami, Department of Fire -Rescue immediately upon
confirmation of a positive drug test result. NOTE: PER SECTION 31.3 OF THE IAFF LABOR
AGREEMENT, EMPLOYEES SHALL BE NOTIFIED OF A POSITIVE RESULT WITHIN TWENTY-FOUR
(24) HOURS FROM RECEIPT OF THE LABORATORY REPORTS, BUT IN NO CASE SHALL THIS
NOTICE OCCUR MORE THAN SEVEN (7) BUSINESS DAYS AFTER THE TIME THE SAMPLE WAS
GIVEN.
Please note that this Drug Screening Protocol is subject to revision and change.
PART III SERVICES
• DOT Drug and Alcohol Screening Services (Random and Post Accident Testing pursuant
to DOT Federal Guidelines)
Pursuant to the Department of Transportation, Federal Guidelines, the City of Miami performs
drug and alcohol screening on prospective and current employees (CDL Drivers).
The City of Miami will randomly test CDL Drivers from a selection pool, and will test for either
drugs only or drugs and alcohol.
The following guidelines have been established in conjunction with standards developed by the
Substance Abuse and Mental Health Services Administration (SAMHSA) and existing City of
Miami departmental policies and procedures, as well as requirements set forth in the existing
collective bargaining agreements:
SPECIMEN COLLECTION SERVICES
1. Chain of Custody
A chain of study of custody standardized form shall be properly executed by authorized
collection site personnel upon receipt of specimen as determined by the Substance Abuse and
Mental Health Services Administration (SAMHSA). Handling and transportation of urine and/or
blood specimens from one authorized individual or place to another shall always be
accomplished through chain of custody procedures as determined by SAMHSA. Every effort
shall be made to minimize the number of persons handling specimens.
2. Integrity and Identity of Specimen
Collection site personnel shall take precautions to ensure that a urine specimen not be
adulterated or diluted during the collection procedure and that information on the urine bottle
14
ATTACHMENT 1
and chain of custody form can identify the individual from whom the specimen was collected as
per Substance Abuse and Mental Health Services Administration (SAMHSA) guidelines. The
necessary precautions shall be taken to ensure that unadulterated specimens are obtained and
correctly identified as determined by SAMHSA, as well as in addition to City of Miami
established policies and procedures.
A. When an individual arrives at the collection site, the collection site person shall require the
individual to present photo identification. lithe individual's identity cannot be established, the
collection site person shall not proceed with the collection until identity has been established.
The City of Miami, Department of Human Resources must be notified immediately at (305) 416-
2100 of those cases in which identity cannot be established. Employee must be escorted by a
supervisor, employee must present photo identification.
B. The individual shall be instructed to wash and dry his or her hands prior to urination, if such
facilities are available. The collection area shall meet the requirements determined by the
Substance Abuse and Mental Health Services Administration (SAMHSA).
C. The individual shall remain in the presence of the collection site person and shall not have
access to a water fountain, faucet, soap dispenser, cleaning agent or any other material which
could be used to adulterate the specimen. Only one (1) individual shall be allowed inside the
collection area (restroom) at any given time. The individual shall not be allowed to bring
anything, including any smoking materials, into the collection area. The individual shall remove
all unnecessary outer garments. All bags, packs, purses, etc., shall be left outside of the
collection area (restroom) secured in a locked unit. The individual may retain his or her wallet.
D. The individual shall be given the necessary container(s) as determined by the Substance
Abuse and Mental Health Services Administration (SAMHSA) for specimen collection.
E. Prior to allowing the individual to enter the collection area, the collection site person shall
examine the area (restroom) as determined by the Substance Abuse and Mental Health
Services Administration (SAMHSA) and shall verify that a water soluble colored dye is in the
toilet if required.
F. Instructions provided by the Substance Abuse and Mental Health Services Administration
(SAMHSA) shall be provided by the collection site person to the individual as to not to flush the
toilet until the specimen has been given to the collection site person, and it is deemed to be an
acceptable sample. If applicable, the employee shall be told that if the sound of running water
is heard coming from within the restroom, by the collection site person, the individual shall be
instructed to exit the restroom and informed that the sample, if any, does not meet the City of
Miami guidelines. The sample shall be considered as adulterated, and will be taken into custody
by the collection site person and retained for analysis.
15
ATTACHMENT 1
G. The individual shall enter the collection area (restroom), close the door for privacy and void
into the container. The collection site person shall remain near the restroom facility (collection
area), within audible range of the individual.
H. The collection site person shall document any unusual behavior or appearance of the
individual.
I. Upon receiving the specimen from the individual, the collection site person shall confirm that
the applicant/employee has provided the required amount of urine as determined by
Substance Abuse and Mental Health Services Administration (SAMHSA). If the individual fails for
any reason, to provide the required amount of urine, the procedure must be initiated from the
beginning and the employee must be instructed not to leave the premises.
J. After the specimen has been provided and submitted to the collection site person, the
individual shall be allowed to wash his or her hands.
K. Immediately after the specimen is collected, the collection site person, in the presence of the
individual, shall inspect the specimen to determine the color and look for any signs of
contaminants as required by the Substance Abuse and Mental Health Services Administration
(SAMHSA).
L. Immediately upon receiving the specimen, the collection site person shall check the
temperature sensitive label on the specimen cup to determine if it is at an acceptable
temperature as determined by the Substance Abuse and Mental Health Services Administration
(SAMHSA). If the specimen's temperature is not within the acceptable range, the proper testing
reporting procedures should be followed in accordance with SAMHSA guidelines.
M. Guidelines established by the Substance Abuse and Mental Health Services (SAMHSA)
should be followed if there is any suspicion of a specimen being adulterated.
N. The donor should provide the amount of specimen required by the Substance Abuse and
Mental Health Services Administration (SAMHSA).
0. The collection site person shall place securely on the bottles the required identification label
which as determined by the Substance Abuse and Mental Health Services Administration
(SAMHSA).
P. If required, the individual shall initial the evidence tape/identification label portion of the
specimen bottles for the purpose of certifying that they are the specimens collected from him
or her.
Q. The collection site person must place the specimens and chain of custody form in a secure
location as determined by the Substance Abuse and Mental Health Services Administration
(SAM HSA).
16
ATTACHMENT 1
DRUG TESTING (LABORATORY FACILITY) QUALIFICATIONS/SERVICES
Security and Chain of Custody
The drug testing laboratory shall be secure at all times. Sufficient security measures to control
access to the premises and to ensure that no unauthorized personnel handle specimens or gain
access to the laboratory processes or to areas where records are stored must be in place.
Access to these secured areas shall be limited to specifically authorized individuals whose
authorization is documented. Laboratories shall use chain of custody procedures to maintain
control and accountability of specimens from receipt through completion of testing, reporting
of results, during storage, and continuing until final disposition of specimens. The date and
purpose shall be documented on an appropriate chain of custody form each time a specimen is
handled or transferred, and every individual in the chain shall be identified. Accordingly,
authorized technicians shall be responsible for each urine specimen or aliquot in their
possession and shall sign and complete chain of custody forms for those specimens or aliquots
as they are received.
A. The laboratory must be licensed and approved by the Substance Abuse and Mental Health
Services Administration (SAMHSA) using criteria established by the United States Department
of Health and Human Services as general guidelines for the City of Miami drug testing program.
B. The provider must have a qualified individual as determined by the Substance Abuse and
Mental Health Services Administration (SAMHSA) to review the standards, control specimens
and quality control data together with the screening and confirmation test results; a licensed
technologist supervisor and licensed technicians (all licensed by the State of Florida). A
phlebotomist must be available to draw blood specimens; and a Breath Alcohol Technician
(BAT) trained to proficiency in the federal alcohol testing procedures must also be available.
C. All tests shall be conducted in a licensed facility operated by the provider or at such facility
subsequently agreed to by the City and the provider. Laboratory facility must be currently
licensed and approved by the Substance Abuse and Mental Health Services Administration
(SAMHSA). Laboratory must have the capability of performing drug screenings and GCMS
confirmations at the same facility.
D. The provider's premises and equipment must have passed all inspections by the Substance
Abuse and Mental Health Services Administration (SAMHSA).
E. The provider's facility must have a quality assurance program which encompasses all aspects
of the testing process: specimen acquisition, chain of custody security and reporting results, in
addition to the screening and confirmation of analytical procedures. Quality control procedures
will be designed, implemented and reviewed to monitor the conduct of each step of the
process. The provider's facility must meet or exceed standards established by the Substance
Abuse and Mental Health Services Administration (SAMHSA).
17
ATTACHMENT 1
F. The provider must have experience in handling toxicology specimens (both urine and blood)
and provide a well documented chain of custody for all tests as determined by the Substance
Abuse and Mental Health Services Administration (SAMHSA).
G. The provider must have a procedures manual as determined by the Substance Abuse and/or
Mental Health Services Administration (SAMHSA) to ensure chain of custody.
H. The provider must follow proper quality control procedures including, but not limited to the
use of internal quality controls including the use of samples of known concentrations which are
used to check the performance and calibration of testing equipment, and periodic use of blind
samples for overall accuracy; an internal review and certification process for drug test results,
conducted by a person qualified to perform that function in the testing laboratory; security
measures implemented by the testing laboratory to preclude adulteration of specimens and
drug test results; and any other required steps to ensure reliable and accurate drug test results.
I. The provider shall maintain documentation of all aspects of the testing process as determined
by the Substance Abuse and Mental Health Services Administration (SAMHSA).
J. The provider shall designate a program manager who will be responsible for program
coordination and to provide a single point interface between the purchaser and the provider on
all matters concerning the contract.
K. The provider shall provide a written test result report to the City of Miami, Department of
Human Resources in accordance with Substance Abuse and Mental Health Services
Administration guidelines.
MEDICAL REVIEW OFFICER (MRO) QUALIFICATIONS/SERVICES
A. The Medical Review Officer (MRO) shall be certified as a Medical Review Officer in
accordance with the Substance Abuse and Mental Health Services Administration (SAMHSA)
guidelines.
B. The MRO shall evaluate the drug test result(s), which is reported out by the laboratory, in
accordance with Substance Abuse and Mental Health Services Administration (SAMHSA)
guidelines.
C. If the MRO is unsuccessful in contacting an employee regarding drug or alcohol testing
results, he/she is to contact the City of Miami, Department of Human Resources at (305) 416-
2100 for assistance in contacting the individual and expediting the reporting of results.
D. The MRO shall notify the City of Miami, Department of Human Resources at (305) 416-2100
immediately upon confirmation of a positive drug test result.
Please note that this Drug Screening Protocol is subject to revision and change.
18
ATTACHMENT 1
PART IV SERVICES:
• Random and Reasonable Suspicion Drug and Alcohol Screening Services for AFSCME,
Local 871 Employees (Pursuant to AFSCME, AFL-CIO, Local 871 Labor Agreement —
Solid Waste Employees)
Pursuant to Article 37 of the Florida Public Employees Council 79, AFSCME, AFL-CIO, Local 871
Labor Agreement, the City of Miami performs random drug and alcohol screening based on a
pool of all bargaining unit employees.
Initial Test Level (nR/ml)
Cannabinoid (Marijuana) Metabolites 50
Cocaine Metabolites 300
Opiate Metabolites:
Morphine 2000
Codeine 2000
6-Acetylmorphine (Test when the morphine concentration is greater than or equal to
2000 ng/ml)
Phencyclidine 25
Barbiturates 300
Benzodiazepine 300
Amphetamines
Amphetamine 1000
Methamphetamine 1000
Methaqualone 300
Methylenedioxymethamphethamine (MDMA) (Ecstasy) 500
Methylenedioxyamphetamine (MDA/Ice) 500
Flunitrazepam(Rohnyol) (Roofies) 300
19
ATTACHMENT 1
For Designer Drugs: Unless specified with cut-off concentration levels, will be determined by
the Agency for Health Care Administration (AHCA) if standards exist, or industry standards if
no existing AHCA standards.
Per Article 37, Section 37.22 of the AFSCME, Local 871 Labor Agreement, "All specimens
identified as positive by the initial test shall be confirmed using gas chromatography/mass
spectrometry (GC/MS) techniques. GC/MS confirmation procedures at the following cut-off
concentration shall be used for the following drug:
GC/MS Test Level (ng/ml)
Cannabinoid (Marijuana) Metabolites 20
Per Article 37, Section 37.23 of the AFSCME, Local 871 Labor Agreement, "For all other drugs
listed below, the confirmatory test shall detect the confirmed presence of the substance. The
laboratory must be prepared to provide evidence from its quality control program to prove
its capability of detecting such substances."
GC/MS Test Level (ng/ml)
Cocaine Metabolites 150
Opiate Metabolites:
Morphine 2000
Codeine 2000
6-Acetylmorphine (Test when the morphine concentration is greater than or equal to
2000 ng/ml) 10
Phencyclidine 25
Barbiturates 250
Benzodiazepine 250
Amphetamines
Amphetamine 500
Methamphetamine 500
Methaqualone 150
20
ATTACHMENT 1
Methylenedioxymethamphethamine
(MDMA) (Ecstasy) 500
Methylenedioxyamphetamine
(MDA/Ice) 500
Flunitrazepam(Rohnyol)
(Roofies) 300
NOTE: These drug testing panels and concentrations are subject to revision with changes in
convention or technology. The laboratory must be able to document its performance at the
cut-off level by the use of quality control, both open and blind.
The following guidelines have been established in conjunction with standards developed by the
Agency for Health Care Administration (AHCA) and/or Substance. Abuse and Mental Health
Services Administration (SAMHSA) and existing City of Miami departmental policies and
procedures, as well as requirements set forth in the existing collective bargaining agreement:
SPECIMEN COLLECTION SERVICES
1. Chain of Custody
A chain of study of custody standardized form shall be properly executed by authorized
collection site personnel upon receipt of specimen as determined by the Agency for Health Care
Administration (AHCA) and/or Substance Abuse and Mental Health Services Administration
(SAMHSA). Handling and transportation of urine and/or blood specimens from one authorized
individual or place to another shall always be accomplished through chain of custody
procedures as determined by AHCA and/or SAMHSA. Every effort shall be made to minimize the
number of persons handling specimens.
2. Integrity and Identity of Specimen
Collection site personnel shall take precautions to ensure that a urine specimen not be
adulterated or diluted during the collection procedure and that information on the urine bottle
and chain of custody form can identify the individual from whom the specimen was collected as
per Agency for Health Care Administration (AHCA) and/or Substance Abuse and Mental Health
Services Administration (SAMHSA) guidelines. The necessary precautions shall be taken to
ensure that unadulterated specimens are obtained and correctly identified as determined by
AHCA and/or SAMHSA, as well as in addition to City of Miami established policies and
procedures.
21
ATTACHMENT 1
A. When an individual arrives at the collection site, the collection site person shall require the
individual to present photo identification. If the individual's identity cannot be established, the
collection site person shall not proceed with the collection until identity has been established.
The City of Miami, Department of Employee must be notified immediately at (305) 416-2100 of
those cases in which identity cannot be established. In those cases involving reasonable
suspicion, employee must be escorted by a supervisor, employee must present photo
identification and specimen collection must be taken "under direct observation".
B. Employees shall give an evidential breath test (EBT) solely for testing alcohol content, and
urine specimen for drug screening. The individual shall be instructed to wash and dry his or her
hands prior to urination, if such facilities are available. The collection area shall meet the
requirements determined by the Agency for Health Care Administration (AHCA) and/or
Substance Abuse and Mental Health Services Administration (SAMHSA).
C. The individual shall remain in the presence of the collection site person and shall not have
access to a water fountain, faucet, soap dispenser, cleaning agent or any other material which
could be used to adulterate the specimen. Only one (1) individual shall be allowed inside the
collection area (restroom) at any given time. The individual shall not be allowed to bring
anything, including any smoking materials, into the collection area. The individual shall remove
all unnecessary outer garments. All bags, packs, purses, etc., shall be left outside of the
collection area (restroom) secured in a locked unit. The individual may retain his or her wallet.
D. The individual shall be given the necessary container(s) as determined by the Agency for
Health Care Administration and/or Substance Abuse and Mental Health Services Administration
(SAMHSA) for specimen collection.
E. Prior to allowing the individual to enter the collection area, the collection site person shall
examine the area (restroom) as determined by the Agency for Health Care Services
Administration (AHCA) and/or Substance Abuse and Mental Health Services Administration
(SAMHSA) and shall verify that a water soluble colored dye is in the toilet if required.
F. Instructions provided by the Agency for Health Care Administration (AHCA) and/or Substance
Abuse and Mental Health Services Administration (SAMHSA) shall be provided by the collection
site person to the individual as to not to flush the toilet until the specimen has been given to
the collection site person, and it is deemed to be an acceptable sample. If applicable, the
employee shall be told that if the sound of running water is heard coming from within the
restroom, by the collection site person, the individual shall be instructed to exit the restroom
and informed that the sample, if any, does not meet the City of Miami guidelines. The sample
shall be considered as adulterated, and will be taken into custody by the collection site person
and retained for analysis.
G. The individual shall enter the collection area (restroom), close the door for privacy and void
into the container. The collection site person shall remain near the restroom facility (collection
area), within audible range of the individual.
22
ATTACHMENT 1
H. The collection site person shall document any unusual behavior or appearance of the
individual.
I. Upon receiving the specimen from the individual, the collection site person shall confirm that
the applicant/employee has provided the required amount of urine as determined by Agency
for Health Care Administration (AHCA) and/or Substance Abuse and Mental Health Services
Administration (SAMHSA). If the individual fails for any reason, to provide the required amount
of urine, the procedure must be initiated from the beginning and the employee must be
instructed not to leave the premises.
J. After the specimen has been provided and submitted to the collection site person, the
individual shall be allowed to wash his or her hands.
K. Immediately after the specimen is collected, the collection site person, in the presence of the
individual, shall inspect the specimen to determine the color and look for any signs of
contaminants as required by the Agency for Health Care Administration (AHCA) and/or
Substance Abuse and Mental Health Services Administration (SAMHSA).
L. Immediately upon receiving the specimen, the collection site person shall check the
temperature sensitive label on the specimen cup to determine if it is at an acceptable
temperature as determined by the Agency for Health Care Administration (AHCA) and/or
Substance Abuse and Mental Health Services Administration (SAMHSA). If the specimen's
temperature is not within the acceptable range, the proper testing reporting procedures should
be followed in accordance with AHCA and/or SAMHSA guidelines.
M. Guidelines established by the Agency for Health Care Administration (AHCA) and/or
Substance Abuse and Mental Health Services (SAMHSA) should be followed if there is any
suspicion of a specimen being adulterated.
N. The donor should provide the amount of specimen required by the Agency for Health Care
Administration (AHCA) and/or Substance Abuse and Mental Health Services Administration
(SAM HSA).
O. The collection site person shall place securely on the bottles the required identification label
which as determined by the Agency for Health Care Administration (AHCA) and/or Substance
Abuse and Mental Health Services Administration (SAMHSA).
P. If required, the individual shall initial the evidence tape/identification label portion of the
specimen bottles for the purpose of certifying that they are the specimens collected from him
or her.
Q. The collection site person must place the specimens and chain of custody form in secure
location as determined by the Agency for Health Care Administration (AHCA) and/or Substance
Abuse and Mental Health Services Administration (SAMHSA).
23
ATTACHMENT 1
DRUG TESTING (LABORATORY FACILITY) QUALIFICATIONS/SERVICES
Security and Chain of Custody
The drug testing laboratory shall be secure at all times. Sufficient security measures to control
access to the premises and to ensure that no unauthorized personnel handle specimens or gain
access to the laboratory processes or to areas where records are stored must be in place.
Access to these secured areas shall be limited to specifically authorized individuals whose
authorization is documented. Laboratories shall use chain of custody procedures to maintain
control and accountability of specimens from receipt through completion of testing, reporting
of results, during storage, and continuing until final disposition of specimens. The date and
purpose shall be documented on an appropriate chain of custody form each time a specimen is
handled or transferred, and every individual in the chain shall be identified. Accordingly,
authorized technicians shall be responsible for each urine specimen or aliquot in their
possession and shall sign and complete chain of custody forms for those specimens or aliquots
as they are received.
A. The laboratory must be licensed and approved by the Agency for Health Care Administration
(AHCA) and/or Substance Abuse and Mental Health Services Administration (SAMHSA) using
criteria established by the United States Department of Health and Human Services as general
guidelines for the City of Miami's drug testing program.
B. The provider must have a qualified individual as determined by the Agency for Health Care
Administration (AHCA) and/or Substance Abuse and Mental Health Services Administration
(SAMHSA) to review the standards, control specimens and quality control data together with
the screening and confirmation test results; a licensed technologist supervisor and licensed
technicians (all licensed by the State of Florida). A phlebotomist must be available to draw
blood specimens; and a Breath Alcohol Technician (BAT) trained to proficiency in the federal
alcohol testing procedures must also be available.
C. All tests shall be conducted in a licensed facility operated by the provider or at such facility
subsequently agreed to by the City and the provider. Laboratory facility must be currently
licensed and approved by the Agency for Health Care Administration (AHCA) and/or Substance
Abuse and Mental Health Services Administration (SAMHSA). Laboratory must have the
capability of performing drug screenings and GCMS confirmations at the same facility.
D. The provider's premises and equipment must have passed all inspections by the Agency for
Health Care Administration (AHCA) and/or Substance Abuse and Mental Health Services
Administration (SAMHSA).
E. The provider's facility must have a quality assurance program which encompasses all aspects
of the testing process: specimen acquisition, chain of custody security and reporting results, in
addition to the screening and confirmation of analytical procedures. Quality control procedures
will be designed, implemented and reviewed to monitor the conduct of each step of the
24
ATTACHMENT 1
process. The provider's facility must meet or exceed standards established by the Agency for
Health Care Administration (AHCA) and/or Substance Abuse and Mental Health Services
Administration (SAMHSA).
F. The provider must have experience in handling toxicology specimens (both urine and blood)
and provide a well documented chain of custody for all tests as determined by the Agency for
Health Care Administration (AHCA) and/or Substance Abuse and/or Mental Health Services
Administration (SAMHSA).
G. The provider must have a procedures manual as determined by the Agency for Health Care
Administration (AHCA) and/or Substance Abuse and/or Mental Health Services Administration
(SAMHSA) to ensure chain of custody.
H. The provider must follow proper quality control procedures including, but not limited to the
use of internal quality controls including the use of samples of known concentrations which are
used to check the performance and calibration of testing equipment, and periodic use of blind
samples for overall accuracy; an internal review and certification process for drug test results,
conducted by a person qualified to perform that function in the testing laboratory; security
measures implemented by the testing laboratory to preclude adulteration of specimens and
drug test results; and any other required steps to ensure reliable and accurate drug test results.
I. The provider shall maintain documentation of all aspects of the testing process as determined
by the Agency for Health Care Administration (AHCA) and/or Substance Abuse and Mental
Health Services Administration (SAMHSA).
J. The provider shall designate a program manager who will be responsible for program
coordination and to provide a single point interface between the purchaser and the provider on
all matters concerning the contract.
K. The provider shall provide a written test result report to the City of Miami, Department of
Human Resources in accordance with the Agency for Health Care Administration (AHCA) and/or
Substance Abuse and/or Mental Health Services Administration (SAMHSA).
MEDICAL REVIEW OFFICER (MRO) QUALIFICATIONS/SERVICES
A. The Medical Review Officer (MRO) shall be certified as a Medical Review Officer in
accordance with the Agency for Health Care Administration (AHCA) and/or Substance Abuse
and Mental Health Services Administration (SAMHSA) guidelines.
B. The MRO shall evaluate the drug test result(s), which is reported out by the laboratory, in
accordance with Agency for Health Care Administration (AHCA) and/or Substance Abuse and
Mental Health Services Administration (SAMHSA) guidelines.
25
ATTACHMENT 1
C. If the MRO is unsuccessful in contacting an applicant/employee regarding drug or alcohol
testing results, he/she is to contact the City of Miami, Department of Human Resources at (305)
416-2100 for assistance in contacting the employee and expediting the reporting of results.
D. The MRO shall notify the City of Miami, Department of Human Resources at (305) 416-2100
immediately upon confirmation of a positive drug test result.
Please note that this Drug Screening Protocol is subject to revision and change.
PART V SERVICES
• Sworn Police Drug and Alcohol Screening Services (Random and Reasonable Suspicion
Testing)
Pursuant to Article 34, of the FOP Labor Agreement, "in an effort to identify and eliminate on or
off duty controlled substance abuse and on duty alcohol abuse, a bargaining unit member will
be ordered to undergo a urinalysis/blood test immediately upon notification" as provided
within Section 34.1 of the agreement.
Throughout each calendar year the City may conduct up to one thousand two hundred and fifty
(1,250) random substance screenings on' members of the bargaining unit.
The following drugs or classes of drugs and cut-off concentration levels shall be applicable for
determining whether specimens are negative or positive for the initial or confirmation test. A
positive result shall be a concentration in excess of the following:
Initial Test Level (ng/ml) / GC/MS Level (ng/ml)
Cannabis (Marijuana) 50 / 15
Cocaine Metabolites 300 / 150
Opiate Metabolites 2000 / #
#In accordance with levels specified by Department of Human Services Federal Register,
Part III, dated April 13, 2004
Phencyclidine 25 / 25
Amphetamines 1000 / 500
Methaqualone 300/ 150
Methadone 300 / 150
26
ATTACHMENT 1
Propoxyphene 300 / 150
Tricyclic Antidepressants 300 / 150
Ketamine* / 25
Gamma-hydroxybutyrat* / 150
Methylenedioxymethamphetamine (MDMA, Ecstasy) 300 / 150
* Ketamine and Gamma-hydroxybutyrate will be tested under reasonable belief in
accordance with Article 34.1 and will not be included as part of the random substance
screenings in accordance with Article 34.2.
NOTE: These drug testing panels and concentrations are subject to revision with
changes in convention or technology.
The following guidelines have been established in conjunction with standards developed by the
Agency for Health Care Administration (AHCA) and/or Substance Abuse and Mental Health
Services Administration (SAMHSA) and existing City of Miami departmental policies and
procedures, as well as requirements set forth in the existing collective bargaining agreement:
SPECIMEN COLLECTION SERVICES
1. Chain of Custody
A chain of study of custody standardized form shall be properly executed by authorized
collection site personnel upon receipt of specimen as determined by the Agency for Health Care
Administration (AHCA) and/or Substance Abuse and Mental Health Services Administration
(SAMHSA). Handling and transportation of urine and/or blood specimens from one authorized
individual or place to another shall always be accomplished through chain of custody
procedures as determined by AHCA and/or SAMHSA. Every effort shall be made to minimize the
number of persons handling specimens.
2. Integrity and Identity of Specimen
Collection site personnel shall take precautions to ensure that a urine specimen not be
adulterated or diluted during the collection procedure and that information on the urine bottle
and chain of custody form can identify the individual from whom the specimen was collected as
per Agency for Health Care Administration (AHCA) and/or Substance Abuse and Mental Health
Services Administration (SAMHSA) guidelines. The necessary precautions shall be taken to
ensure that unadulterated specimens are obtained and correctly identified as determined by
AHCA and/or SAMHSA, as well as in addition to City of Miami established policies and
procedures.
27
ATTACHMENT 1
A. When an individual arrives at the collection site, the collection site person shall require the
individual to present photo identification. If the individual's identity cannot be established, the
collection site person shall not proceed with the collection until identity has been established.
The Police Department must be notified immediately of those cases in which identity cannot be
established. In those cases involving reasonable suspicion, employee must be escorted by a
supervisor, employee must present photo identification and specimen collection must be taken
"under direct observation".
B. Employees shall give either a blood sample, for suspected alcohol use or a urine sample for
suspected substance abuse as determined by the City. The individual shall be instructed to
wash and dry his or her hands prior to urination, if such facilities are available. The collection
area shall meet the requirements determined by the Agency for Health Care Administration
(AHCA) and/or Substance Abuse and Mental Health Services Administration (SAMHSA).
C. The individual shall remain in the presence of the collection site person and shall not have
access to a water fountain, faucet, soap dispenser, cleaning agent or any other material which
could be used to adulterate the specimen. Only one (1) individual shall be allowed inside the
collection area (restroom) at any given time. The individual shall not be allowed to bring
anything, including any smoking materials, into the collection area. The individual shall remove
all unnecessary outer garments. All bags, packs, purses, etc., shall be left outside of the
collection area (restroom) secured in a locked unit. The individual may retain his or her wallet.
D. The individual shall be given the necessary container(s) as determined by the Agency for
Health Care Administration and/or Substance Abuse and Mental Health Services Administration
(SAMHSA) for specimen collection.
E. Prior to allowing the individual to enter the collection area, the collection site person shall
examine the area (restroom) as determined by the Agency for Health Care Services
Administration (AHCA) and/or Substance Abuse and Mental Health Services Administration
(SAMHSA) and shall verify that a water soluble colored dye is in the toilet if required.
F. Instructions provided by the Agency for Health Care Administration (AHCA) and/or Substance
Abuse and Mental Health Services Administration (SAMHSA) shall be provided by the collection
site person to the individual as to not to flush the toilet until the specimen has been given to
the collection site person, and it is deemed to be an acceptable sample. If applicable, the
employee shall be told that if the sound of running water is heard coming from within the
restroom, by the collection site person, the individual shall be instructed to exit the restroom
and informed that the sample, if any, does not meet the City of Miami guidelines. The sample
shall be considered as adulterated, and will be taken into custody by the collection site person
and retained for analysis.
G. The individual shall enter the collection area (restroom), close the door for privacy and void
into the container. The collection site person shall remain near the restroom facility (collection
area), within audible range of the individual.
28
ATTACHMENT 1
H. The collection site person shall document any unusual behavior or appearance of the
individual.
I. Upon receiving the specimen from the individual, the collection site person shall confirm that
the applicant/employee has provided the required amount of urine as determined by Agency
for Health Care Administration (AHCA) and/or Substance Abuse and Mental Health Services
Administration (SAMHSA). If the individual fails for any reason, to provide the required amount
of urine, the procedure must be initiated from the beginning and the employee must be
instructed not to leave the premises.
J. After the specimen has been provided and submitted to the collection site person, the
individual shall be allowed to wash his or her hands.
K. Immediately after the specimen is collected, the collection site person, in the presence of the
individual, shall inspect the specimen to determine the color and look for any signs of
contaminants as required by the Agency for Health Care Administration (AHCA) and/or
Substance Abuse and Mental Health Services Administration (SAMHSA).
L. Immediately upon receiving the specimen, the collection site person shall check the
temperature sensitive label on the specimen cup to determine if it is at an acceptable
temperature as determined by the Agency for Health Care Administration (AHCA) and/or
Substance Abuse and Mental Health Services Administration (SAMHSA). If the specimen's
temperature is not within the acceptable range, the proper testing reporting procedures should
be followed in accordance with AHCA and/or SAMHSA guidelines.
M. Guidelines established by the Agency for Health Care Administration (AHCA) and/or
Substance Abuse and Mental Health Services (SAMHSA) should be followed if there is any
suspicion of a specimen being adulterated.
N. The donor should provide the amount of specimen required by the Agency for Health Care
Administration (AHCA) and/or Substance Abuse and Mental Health Services Administration
(SAM HSA).
O. The collection site person shall place securely on the bottles the required identification label
which as determined by the Agency for Health Care Administration (AHCA) and/or Substance
Abuse and Mental Health Services Administration (SAMHSA).
P. If required, the individual shall initial the evidence tape/identification label portion of the
specimen bottles for the purpose of certifying that they are the specimens collected from him
or her.
Q. The collection site person must place the specimens and chain of custody form in secure
location as determined by the Agency for Health Care Administration (AHCA) and/or Substance
Abuse and Mental Health Services Administration (SAMHSA).
29
ATTACHMENT 1
DRUG TESTING (LABORATORY FACILITY) QUALIFICATIONS/SERVICES
Security and Chain of Custody
The drug testing laboratory shall be secure at all times. Sufficient security measures to control
access to the premises and to ensure that no unauthorized personnel handle specimens or gain
access to the laboratory processes or to areas where records are stored must be in place.
Access to these secured areas shall be limited to specifically authorized individuals whose
authorization is documented. Laboratories shall use chain of custody procedures to maintain
control and accountability of specimens from receipt through completion of testing, reporting
of results, during storage, and continuing until final disposition of specimens. The date and
purpose shall be documented on an appropriate chain of custody form each time a specimen is
handled or transferred, and every individual in the chain shall be identified. Accordingly,
authorized technicians shall be responsible for each urine specimen or aliquot in their
possession and shall sign and complete chain of custody forms for those specimens or aliquots
as they are received.
A. The laboratory must be licensed and approved by the Agency for Health Care Administration
(AHCA) and/or Substance Abuse and Mental Health Services Administration (SAMHSA) using
criteria established by the United States Department of Health and Human Services as general
guidelines for the City of Miami's drug testing program.
B. The provider must have a qualified individual as determined by the Agency for Health Care
Administration (AHCA) and/or Substance Abuse and Mental Health Services Administration
(SAMHSA) to review the standards, control specimens and quality control data together with
the screening and confirmation test results; a licensed technologist supervisor and licensed
technicians (all licensed by the State of Florida). A phlebotomist must be available to draw
blood specimens; and a Breath Alcohol Technician (BAT) trained to proficiency in the federal
alcohol testing procedures must also be available.
C. All tests shall be conducted in a licensed facility operated by the provider or at such facility
subsequently agreed to by the City and the provider. Laboratory facility must be currently
licensed and approved by the Agency for Health Care Administration (AHCA) and/or Substance
Abuse and Mental Health Services Administration (SAMHSA). Laboratory must have the
capability of performing drug screenings and GCMS confirmations at the same facility.
D. The provider's premises and equipment must have passed all inspections by the Agency for
Health Care Administration (AHCA) and/or Substance Abuse and Mental Health Services
Administration (SAMHSA).
E. The provider's facility must have a quality assurance program which encompasses all aspects
of the testing process: specimen acquisition, chain of custody security and reporting results, in
addition to the screening and confirmation of analytical procedures. Quality control procedures
will be designed, implemented and reviewed to monitor the conduct of each step of the
30
ATTACHMENT 1
process. The provider's facility must meet or exceed standards established by the Agency for
Health Care Administration (AHCA) and/or Substance Abuse and Mental Health Services
Administration (SAMHSA).
F. The provider must have experience in handling toxicology specimens (both urine and blood)
and provide a well documented chain of custody for all tests as determined by the Agency for
Health Care Administration (AHCA) and/or Substance Abuse and/or Mental Health Services
Administration (SAMHSA).
G. The provider must have a procedures manual as determined by the Agency for Health Care
Administration (AHCA) and/or Substance Abuse and/or Mental Health Services Administration
(SAMHSA) to ensure chain of custody.
H. The provider must follow proper quality control procedures including, but not limited to the
use of internal quality controls including the use of samples of known concentrations which are
used to check the performance and calibration of testing equipment, and periodic use of blind
samples for overall accuracy; an internal review and certification process for drug test results,
conducted by a person qualified to perform that function in the testing laboratory; security
measures implemented by the testing laboratory to preclude adulteration of specimens and
drug test results; and any other required steps to ensure reliable and accurate drug test results.
I. The provider shall maintain documentation of all aspects of the testing process as determined
by the Agency for Health Care Administration (AHCA) and/or Substance Abuse and Mental
Health Services Administration (SAMHSA).
J. The provider shall designate a program manager who will be responsible for program
coordination and to provide a single point interface between the purchaser and the provider on
all matters concerning the contract.
K. The provider shall provide a written test result report to the City of Miami, Department of
Police in accordance with the Agency for Health Care Administration (AHCA) and/or Substance
Abuse and/or Mental Health Services Administration (SAMHSA).
MEDICAL REVIEW OFFICER (MRO) QUALIFICATIONS/SERVICES
A. The Medical Review Officer (MRO) shall be certified as a Medical Review Officer in
accordance with the Agency for Health Care Administration (AHCA) and/or Substance Abuse
and Mental Health Services Administration (SAMHSA) guidelines.
B. The MRO shall evaluate the drug test result(s), which is reported out by the laboratory, in
accordance with Agency for Health Care Administration (AHCA) and/or Substance Abuse and
Mental Health Services Administration (SAMHSA) guidelines.
31
ATTACHMENT 1
C. If the MRO is unsuccessful in contacting an applicant/employee regarding drug or alcohol
testing results, he/she is to contact the City of Miami, Department of Police for assistance in
contacting the employee and expediting the reporting of results.
D. The MRO shall notify the Police bargaining unit member of a positive result. Notice to the
bargaining unit member of the test being positive shall be considered to have been served upon
the bargaining unit member by the MRO upon oral communication.
Please note that this Drug Screening Protocol is subject to revision and change.
32
Attachment 2
City of Miami
Medical Protocol
Pre-Employment/Promotional and Return to Work Physical
Examinations
A. PHYSICAL EXAMINATION COMPONENTS
PHASE I
1. MEDICAL HISTORY SHEET:
Applicant/Employee will complete a family and personal
medical history to be reviewed by the physician with
him/her at the time of the physical exam. Note:
Additional medical forms may be required for Sworn
Police Officer and Firefighter applicants. The return
to work physical examination involves the physician
evaluating the employee to determine if he or she is
physically fit to return to work from a personal
illness or injury.
2. LABORATORY WORK -UP
a. Complete Blood Count (CBC), with Differential
b. Comprehensive Metabolic Panel
c. Complete Lipid Profile with ratios
d. TSH
e. RPR
f. Urinalysis (Microscopic)
g•
EKG (12 lead with rhythm strip) shall be
interpreted by a cardiologist certified by the
American Board of Internal Medicine.
h. Cardiovascular Stress Test, shall be performed by
a Cardiologist (Police Officer, Police
Auxiliary/Reserve, Detention Officer, and
Firefighter)
3. PPD SKIN TEST/CHEST X-RAY -performed by Mantoux Method
(required). If PPD test results are positive, a Chest
X-Ray must be performed (standard size posterior -
anterior view). Chest X-ray must be interpreted by a
radiologist.
1
Attachment 2
4. EYE TEST
The acuity test should screen for both near and for
distance acuity on a scientifically accurate
instrument that checks for keenness of vision, depth
perception, balance of eye muscles, and the ability to
differentiate colors. Examination should be conducted
with and without corrective lenses. There are specific
vision requirements for Police Officer, Police
Auxiliary/Reserve, Detention Officer, Public Service
Aide (PSA) and Firefighter applicants. Requirements
are as follows:
Police Officer, Police Auxiliary/Reserve, Detention
Officer, and Public Service Aide (PSA) Vision
Requirements: 20/50 each eye, separately without
corrective lenses of any kind - including contact
lenses; With glasses, each eye should be corrected to
20/30 (NO CONTACT LENSES ALLOWED).
Firefighter Vision Requirements: Far Visual acuity
shall be at least 20/40 binocular, corrected with
contact lenses or spectacles. Far visual acuity
uncorrected shall be at least 20/100 binocular for
wearers of hard contacts or spectacles.
School Crossing Guard Vision Requirements: must pass a
standard vision examination, which includes, but not
limited to 20/40 corrected vision with both eyes
together.
Safety Water Instructor, Lifeguard, Shallow Water
Attendant Vision Requirements: Must have 20/40
uncorrected vision in each eye.
5. AUDIOLOGICAL CHECK:
Will test the normal hearing range, 500 to 4000 HERTZ,
using high quality equipment.
Provide written interpretation of results.
2
Attachment 2
PHASE II
A. PHYSICAL EXAMINATION BY: Inspection, Palpation
Percussion, Auscultation
Must be performed by Board Certified Physician
To include the following:
Vital signs - - TPR, Blood pressure (both arms)
Height
Weight
General Appearance
Head, scalp, face
Neck (thyroid, lymphs, vessels)
Endocrine system
Eyes (fundi, focus) general
Ocular motility
Pupils (equality and reaction)
Ears (internal and external canals and cerumen,)
Ear drums (perforation)
Nose (sinuses)
Mouth (tongue, teeth, and gums)
Throat (condition of tonsils)
Lungs, chest (OPTIONAL - include breasts; PHYSICIAN
WILL OFFER TO PERFORM BREAST EXAMINATION)
Heart (thrust, size, rhythm, sounds)
Abdomen, Viscera (check for hernias) -EVALUATION BY
INSPECTION, PALPATION, PERCUSSION & AUSCULTATION)
External Genitalia - EVALUATION BY INSPECTION,
PALPATION, PERCUSSION & AUSCULTATION)
ANUS AND RECTUM EVALUATION BY VISUAL INSPECTION FOR
HEMORRHOIDS & FISSURES.
Upper extremities (strength, range of motion)
Lower extremities (strength, range of motion)
Vascular System (varicosities, etc.) Spine, other
musculoskeletal
Skin (scars, rashes,) lymphatics
Mental Status, memory, orientation, judgment, affect
Neurological
Equilibrium
B. Additional/Optional Items - required for Police Officer,
Public Service Aide (PSA), Police Auxiliary/Reserve, ,
Detention Officers, Firefighters, Crime Scene
Investigator, and Property Specialist
3
Attachment 2
ADDITIONAL
1. Chest and Back X-ray (SWORN POLICE AND FIRE)
Anterior/posterior and lateral views.
Provide written interpretation of results. Deliver
results to the Department of Human Resources within 72
hours.
2. HIV Testing and Counseling required for Firefighter,
Crime Scene Investigator, and Property Specialist
applicants/employees (NOTE: These
applicants/employees have the option to decline HIV
Testing) Consent forms signed by the
applicant/employee will be provided at the time of the
physical examination. All HIV test results must be
provided to the City of Miami, Department of Human
Resources in a sealed envelope and marked
CONFIDENTIAL.
3. Hepatitis A, B, and C Screening required for
Firefighter, Police Officer, Crime Scene Investigator,
and Property Specialist applicants/employees. The
hepatitis test to be performed is the Hepatitis B
Surface Antigen. (NOTE: These applicants/employees
have the option to decline Hepatitis Testing).
Consent forms signed by the applicant/employee will be
provided at the time of the physical examination. All
Hepatitis test results must be provided to the City of
Miami, Department of Human Resources in a sealed
envelope and marked CONFIDENTIAL.
OPTIONAL
1. Back X-ray (requested by City as needed)
Provide two views of the back; lumbo-sacral spine and
pelvis.
Provide written interpretation of results from a
Radiologist.
2. Pulmonary Function Test (requested by City as needed)
Provide three (3) valid tracings of a forced vital
capacity from which the Forced Expiratory Volume in
one second can be delivered.
4
Attachment 2
3. Blood Type and Rh Typing (requested by City as needed)
4. Rubella Titer (requested by City as needed)
5. Rubella Immunization (requested by City as needed)
6. Tetanus vaccine (requested by City as needed)
7. Review and provide written interpretation and/or
medical resume of employee/applicant medical records
from another agency.
5
Attachment 3
CITY OF MIAMI
MEDICAL PROTOCOL
FIRE -RESCUE ANNUAL PHYSICAL EXAMINATION SERVICES
(Annual and Hazardous Material, Dive Team, and Technical Rescue Team (TRT) Physicals -
Department of Fire Rescue)
Sworn Fire employees shall be required to take a physical examination as follows:
a) Employees forty (40) years of age or older - one per year
b) Employees thirty (30) years of age or older - one every other year.
c) Employees under thirty (30) years of age - one every three years
I. PHYSICAL EXAMINATION COMPONENTS
The Physical Exam components must be completed by the Provider within two (2) hours of
employee's arrival at the facility.
Medical History - Provider shall obtain a complete and thorough medical history of the
employee.
Provider must also perform a Health Risk Profile on the employee. The purpose of this
appraisal tool is to identify a person's major health risks and how lifestyle habits affect
these risks. This confidential profile should prioritize and explain the necessary life-style
changes to reduce risks.
Specifications: The profile should have the following characteristics:
1. Projects the relationship between chronological age and risk age.
2. The profile will clearly and concisely show participants both immediate and
long-term effects of their life-styles.
3. The profile used will be one that can derive a management report identifying
the relationship between health risks and costs to the organization.
NOTE: The Health Risk Questionnaire will be filled out on the first visit and will be reviewed
during the employee's -physician consultation.
Physical Examination (By Board Certified Physician)
Physical Examination DONE BY INSPECTION, PALPATION, PERCUSSION AND
AUSCULTATION to include the following:
General appearance
Height
Weight
1
Attachment 3
Head, Scalp, Face
Neck (THYROID, LYMPS, VESSELS)
Ears (INTERNAL AND EXTERNAL CANALS AND CERUMEN)
EAR DRUMS (PERFORATION)
Nose (SINUSES)
Throat (CONDITION OF TONSILS)
Mouth (TONGUE, TEETH, AND GUMS)
Spine (OTHER MUSCULOSKETAL)
Skin (SCARS, RASHES) LYMPHATICS
Upper extremities (STRENGTH, RANGE OF MOTION)
Lower extremities (STRENGTH, RANGE OF MOTION)
Lungs, chest wall, breasts (PHYSICIAN WILL OFFER TO PERFORM
BREAST EXAMINATION), back
Vascular System (VARICOSITIES, ETC.)
Heart (thrust, size, rhythm, sounds)
Endocrine system
Vital signs, T,P,R, (B/P both arms)
Neurological evaluation
Mental Status, memory, orientation, judgment, intellect, affect
Abdomen, Viscera (check for hernias) -EVALUATION BY INSPECTION,
PALPATION, PERCUSSION & AUSCULTATION
External Genitalia - EVALUATION BY INSPECTION, PALPATION,
PERCUSSION & AUSCULTATION)
ANUS AND RECTUM - DIGITAL RECTAL EXAM (OPTIONAL) FOR
EXAMINATION OF PROSTATE IN MEN AND TO CHECK FOR THE
EXISTENCE OF OCCULT BLOOD IN BOTH MEN AND WOMEN.
Laboratory Work -up
1. Hematology panel Complete Blood Count (CBC) with differential
2. Comprehensive Metabolic Panel
3. Complete Lipid Profile with Ratios
4. TSH (Thyroid)
5. Urinalysis (Microscopic)
6. Back X-rays
2
Attachment 3
Ophthalmological Evaluation
1. Visual Acuity -Both corrected and uncorrected vision should be tested and
recorded.
Note: A monthly report should be forwarded to the Department of Human
Resources, listing employees that do not meet the following vision
requirements: 20/40 one eye and 20/100 other eye, uncorrected;
20/20 one eye and 20/40 in the other eye, corrected. It should also
be noted if individual wears glasses or contact lenses.
2. Physical Examination by Board Certified Physician to include:
a) Pupils
b) Extra -ocular movement
c) Conjunctiva
d) Sclera
e) Fundoscopic examination
f) Color vision
Pulmonary Function Test
(Screening for obstructive and restrictive diseases)
1. Vital Capacity and FEV 1
Utilize a spirometer that measures function by volume, not flow. Minimal
reported information should be FVC, FEV 1, FEV 1/FVC%, FEF25-75%,
and MW. All volumes should be reported in absolute values (liters), as well
as percentage of age, sex, and adjusted normals.
2. Any firefighter who falls below 80% of the standard norm as a result of test
1. (above), shall have a Flow Volume Loop, and a Post Bronchodilator
study.
PPD Skin Test - Performed by Mantoux method (required).
Electrocardiogram
Twelve lead resting EKG. Report with mounted rhythm strip included in medical
chart.
3
Attachment 3
Audiological Screening
Test normal hearing range, 500 to 2000 HERTZ, using high quality
equipment in a sound treated booth or room. Alternatives for sound treated
booth or room must be reviewed and agreed upon by the City.
Note: Upon failure of an audiometric screening, exceeding levels
of 25 dB for frequencies 500, 1000 and 2000 Hz at one frequency in
either ear, a comprehensive evaluation will be conducted.
II. ADDITIONAL/OPTIONAL EXAMS
OPTIONAL
1. Speculum and bimanual examination, including Pap smear.
2. Mammogram (females over 35 years of age).
3. PSA
OFFERED TO ALL MALES. RECOMMENDED FOR MALE
FIREFIGHTERS AGE 40 AND OLDER; AND AFRICAN-AMERICAN
MALES 35 AND OLDER.
4. DIGITAL RECTAL (MALES AND FEMALES) AND PROSTATIC EXAM (MALES
ONLY). INCLUDING A STOOL HEMATEST FOR OCCULT BLOOD.
5. Comprehensive Hearing Test
Comprehensive evaluation should be conducted by licensed audiological
personnel and should include the following:
- History
- External otoscopic examination
- Comprehensive audiometric examination
- Impedance examination
Note: A monthly report should be forwarded to the Department of Human
Resources, listing employees with hearing acuity loss of 25 decibels or more for
the speech frequencies of 500, 100 and 2000 Hz (cycles).
6. Cardiovascular Stress Test
A cardiovascular stress test shall be administered to fire fighters with a positive
history of cardiovascular disease, in themselves or their family, and to all those 40
years of age or older. When recommended by the examining physician, the
following additional tests may be performed:
Echocardiogram, Thallium Stress Test, Exercise Muga Stress Test
7. Hepatitis A and B Screening (HBSAB) -RECOMMENDED EVERY 3 YEARS
4
Attachment 3
8. Pulmonary Function Test
a. Flow Volume Loop -Compare flow to lung volume, providing a more
sensitive indicator of early small airway disease: i.e. asthma, bronchitis,
and emphysema.
b. Post Bronchodilatory Study (to include 15 min. SAN Tx (Side Arm
Nebulizing Treatment)).
This test measures the response of the lungs to bronchodilation in
comparison to normal ventilatory patterns. This determines the percentage
of small airway disease and its reversibility.
9. Radiological Evaluation -RECOMMENDED EVERY 3 YEARS
Standard PA and Lateral Chest (posterior, anterior, and lateral chest
views).
10. RPR
11.24 Hour Holter Monitor
12. Flu shot
ADDITIONAL
1. Tetanus Toxoid
Individuals who have not previously been immunized shall receive the standard
initial three -dose regimen. Those who have not received a booster within 10 years
shall be so immunized.
2. Hazardous Material Team Physical, DIVE TEAM, TRT:
Basic physical, plus:
a) Bilirubin Direct and Total
b) Cholinesterase
c) Heavy Metal Screening Quantitative for Pb (Lead), As (Arsenic),
Hg (Mercury)
d) Tonometry
5
Attachment 3
HEPATITIS A AND B IMMUNIZATION PROTOCOL
Hepatitis A immunization protocol shall be conducted as follows:
The first visit shall include a training module. This visit shall be scheduled between 7:00
a.m. to 5:00 p.m. Monday through Friday, excluding legal holidays.
After the training module, those individuals to be immunized will be given the first
dose of the Hepatitis A vaccine (HavrixTM A Adult) followed by the second injection six
(6) months after the first. Hepatitis A does not require a blood titer after vaccination.
These vaccinations will be by intramuscular injection. The dosing schedule for
Hepatitis A vaccination is (0 and 6 months).
Hepatitis B immunization protocol shall be conducted as follows:
The first visit shall include a training module and (HBSAB) titer. This visit shall be
scheduled between 7:00 a.m. to 5:00 p.m. Monday through Friday.
After the training module, and the (HBSAB) titer if applicable, those individuals to be
immunized will be given the synthetic vaccine (e.g. Recombivax HB or Engerix HB).
These vaccinations will be by intramuscular injections.
The second visit will consist of the initial injection followed by the second injection one
(1) month after the first, and the third injection, six (6) months after the first. A
(HBSAB) titer will be drawn 1-2 months after the last injection.
It is now recommended that those individuals who do not develop positive HBSAB's
after a primary series, repeat the entire series.
Hepatitis Aand B combination vaccine (Twinrix) -protocol shall be conducted as follows:
The first visit shall include a training module. This visit shall be scheduled between 7:00
a.m. to 5:00 p.m., Monday through Friday, excluding legal holidays.
After the training module, those individuals to be immunized will be given the first dose of
the synthetic vaccine (Twinrix) followed by the second injection one (1) month after the
first, and the third injection six (6) months after the first. These vaccinations will be by
intramuscular injection. The dosing schedule for Hepatitis A and B combination
vaccinations is (0-1 and 6 months).
Covers the following employee classifications:
1) Fire (all sworn)
2) Others as designated
6
Attachment 4
. CITY OF MIAMI
MEDICAL PROTOCOL
SWORN POLICE ANNUAL PHYSICAL EXAMINATION SERVICES
I. PHYSICAL EXAMINATION COMPONENTS
A. Medical History - Provider shall obtain a complete and thorough medical history on
the employee.
Provider must also perform a Health Risk Profile on the employee. The purpose of this
appraisal tool is to identify a person's major health risks and how lifestyle habits affect
these risks. This confidential profile should prioritize and explain the necessary life-style
changes to reduce risks.
Specifications: -The profile should have the following characteristics:
1. Projects the relationship between chronological age and risk age.
2. The profile will clearly and concisely show participants both immediate and
long-term effects of their life-styles.
3. The profile used will be one that can derive a management report identifying
the relationship between health risks and costs to the organization.
B. Physical Examination (By Board Certified Physician)
Physical Examination DONE BY INSPECTION, PALPATION, PERCUSSION AND
AUSCULTATION to include the following:
General appearance
Height
Weight
Head, Scalp, face
Neck (THYROID, LYMPHS, VESSELS)
Ears (INTERNAL AND EXTERNAL CANALS AND CERUMEN)
EAR DRUMS (PERFORATION)
Nose (SINUSES)
Throat (CONDITION OF TONSILS)
Mouth (TONGUE, TEETH, AND GUMS)
Spine (OTHER MUSCULOSKETAL)
Skin (SCARS, RASHES) LYMPHATICS
Upper extremities (STRENGTH, RANGE OF MOTION)
Lower extremities (STRENGTH, RANGE OF MOTION)
Lungs, chest wall, breasts (PHYSICIAN WILL OFFER TO PERFORM BREAST
EXAMINATION), back
Vascular System (VARICOSITIES, ETC.)
Attachment 4
Heart (thrust, size, rhythm, sounds)
Endocrine system
Vital signs, T,P,R, (B/P both arms)
Neurological evaluation
Mental Status, memory, orientation, judgment, intellect, affect
Abdomen, Viscera (check for hernias) - EVALUATION BY INSPECTION,
PALPATION, PERCUSSION & AUSCULTATION)
External Genitalia -EVALUATION BY INSPECTION, PALPATION, PERCUSSION
& AUSCULTATION)
ANUS AND RECTUM -DIGITAL RECTAL EXAM TO BE OFFERED EVERY. YEAR
TO POLICE OFFICERS AGE 40 AND OVER (OPTIONAL), FOR EXAMINATION
OF PROSTATE IN MEN AND TO CHECK FOR THE EXISTENCE OF OCCULT
BLOOD IN BOTH MEN AND WOMEN.
C. Laboratory Work -up
1. Complete Blood Count (CBC) with differential
2. Comprehensive Metabolic Panel
3. Complete Lipid Profile with ratios
4. TSH
5. Urinalysis (Microscopic)
D. Ophthalmological Evaluation
1. Visual Acuity - Both corrected and uncorrected vision should be tested and
recorded.
Note: A monthly report should be forwarded to the Department of
Human Resources, listing employees that do not meet the following
vision requirements: 20/50 each eye uncorrected; 20/30 each eye
corrected. It should also be noted if the individual wears glasses or
contact lenses.
2. Physical Examination by a Board certified Physician to include:
a) Pupils
b) Extra -ocular movement
c) Conjunctiva
d) Sclera
e) Fundoscopic examination
f) Color vision
2
Attachment 4
E. Pulmonary Function Test
(Screening for obstructive and restrictivediseases)
Vital Capacity and FEV 1
Utilize a spirometer that measures function by volume, not flow. Minimal
reported information should be FVC, FEV 1, FEV 1/FVC%, FEF25-75%, and
MVV. All volumes should be reported in absolute values (liters), as well as
percentage of age, sex, and adjusted normals.
F. Electrocardiogram
Twelve lead resting EKG. Report with mounted rhythm strip included in medical
chart.
G. Audiological Screening
Test normal hearing range, 500 to 4000 HERTZ, with a calibrated audiometer in a
sound treated both or room.
Note: A monthly report should be forwarded to the Department of Human
Resources listing, employees with hearing acuity loss of 40 decibels or greater for
the frequencies 500, 1000, 2000, 3000, and 4000 cycles.
H. PPD Skin Test -performed by Mantoux method (required).
I. ADDITIONAL/OPTIONAL EXAMS
OPTIONAL:
1. Radiological Screening (RECOMMENDED EVERY 3 YEARS)
Standard chest (posterior and anterior)
2. Cardiovascular Stress Test
A cardiovascular stress test shall be administered to designated sworn
personnel with a positive history of cardiovascular disease, in themselves or
their family, and to all those 40 years of age or older. When recommended by
the examining physician, the following additional tests may be performed:
Echocardiogram, Thallium Stress, Exercise Muga Stress Test.
3. DIGITAL RECTAL (MALES AND FEMALES) INCLUDING A STOOL
HEMATEST FOR OCCULT BLOOD.
4. Pap Smear - RECOMMENDED once annually.
3
Attachment 4
5. Mammogram
To be offered to female police officers age 40 and older utilizing the following
guidelines:
Age 40-49: every 2 years
Age 50 - and over: every year
Family history of cancer: every year
6. CA 125
To be offered only to those female police officers that have previously been
diagnosed with OVARIAN cancer OR A STRONG FAMILY HISTORY.
7. PSA
OFFERED TO ALL MALES. RECOMMENDED FOR male police officers age
40 and older; AND AFRICAN-AMERICAN MALES 35 AND OLDER.
8. Comprehensive Hearing Examination
Should be performed on all police officers with hearing acuity loss off 40
decibels or greater for the frequencies 500, 1000, 2000, 3000, and 4000 cycles.
9. 24 Hour Halter Monitor
10. HBSAB Titer
11. Tetanus inoculations
12. FLEXIBLE SIGMOIDOSCOPY - FOR POLICE OFFICERS 50 YEARS AND
OVER, OR TO BE CONDUCTED UPON RECOMMENDATION OF THE
EXAMINING PHYSICIAN.
ADDITIONAL:
1. DIVE TEAM Physical
Basic physical, plus:
a) Bilirubin Direct and Total
b) Cholinesterase
c) Heavy Metal Screening Quantitative for Pb (Lead), As (Arsenic),
Hg (Mercury)
d) Tonometry
2. BOMB SQUAD Physical
Basic physical, plus:
a) RPR
b) Blood Type
4
Attachment 4
HEPATITIS A AND B IMMUNIZATION PROTOCOL
Hepatitis A immunization protocol shall be conducted as follows:
— The first visit shall include a training module. This visit shall be scheduled between
7:00 a.m. to 5:00 p.m. Monday through Friday, excluding legal holidays.
— After the training module, those individuals to be immunized will be given the first dose
of the Hepatitis A vaccine (HavrixTM A Adult) followed by the second injection six (6)
months after the first. Hepatitis A does not require a blood titer after vaccination.
These vaccinations will be by intramuscular injection. The dosing schedule for
Hepatitis A vaccination is (0 and 6 months).
Hepatitis B immunization protocol shall be conducted as follows:
— The first visit shall include a training module and (HBSAB) titer. This visit shall be
scheduled between 7:00 a.m. to 5:00 p.m. Monday through Friday.
— After the training module, and the (HBSAB) titer if applicable, those individuals to be
immunized will be given the synthetic vaccine (e.g. Recombivax HB or Engerix HB).
These vaccinations will be by intramuscular injections.
— The second visit will consist of the initial injection followed by the second injection one
(1) month after the first, and the third injection, six (6) months after the first. A
(HBSAB) titer will be drawn 1-2 months after the last injection.
- It is now recommended that those individuals who do not develop positive HBSAB's
after a primary series, repeat the entire series.
Hepatitis A and B combination vaccine (Twinrix) -protocol shall be conducted as follows:
- The first visit shall include a training module. This visit shall be scheduled between 7:00
a.m. to 5:00 p.m., Monday through Friday, excluding legal holidays.
— After the training module, those individuals to be immunized will be given the first dose
of the synthetic vaccine (Twinrix) followed by the second injection one (1) month after
the first, and the third injection six (6) months after the first. These vaccinations will be
by intramuscular injection. The dosing schedule for Hepatitis A and B combination
vaccinations is (0 — I and 6 months).
Covers the following employee classifications:
1) Police (all sworn)
2) Others as designated
5