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HomeMy WebLinkAboutRequest for Proposal - Polk CountyRFP REGISTRATION You MUST register using this form in order to receive notice of any addenda to these documents. Please fax the completed form to the Procurement Division as soon as possible. It is the vendor's responsibility to verify if addenda have been issued. RFP Number and Title: 13-407 , Annual Firefighter Physicals Description: Provide Annual Physical Exams to Polk County Fire Rescue Department (PCFR) employees Receiving Period: Prior to 2:00 p.m., Wednesday, June 26, 2013 Bid Opening: Wednesday, June 26, 2013, at 2:00 p.m. or as soon as possible thereafter. This form is for RFP registration only. Please scroll down for additional information. Special Instructions: Not Applicable FAX THIS FORM BACK IMMEDIATELY FAX: (863) 534-6789 Carefully complete this form and mail or fax it to the Procurement Division. Company Name: Contact Person: Mailing Address: City: State: Zip Code: Phone: Fax: E-mail: Cut along the outer border and affix this label to your sealed envelope to identify it as a "Sealed RFP". Be sure to include the name of the company submitting the RFP where requested. SEALED RFP_— DO NOT OPEN SEALED RFP NO: 13-407 RFP TITLE: Annual Firefighter Physicals DUE DATE/TIME: June 26, 2013 prior to 2:00 p.m. SUBMITTED BY: (Name of Company) DELIVER TO: PROCUREMENT DIVISION 330 West Church Street, Room 150 Bartow, Florida, 33830 POLK COUNTY BOARD OF COUNTY COMMISSIONERS Procurement Division Fran McAskill Procurement Director REQUEST FOR PROPOSAL 13-407 Annual Firefighter Physicals Sealed proposals will be received in the Procurement Division, Wednesday, June 26, 2013, prior to 2:00 p.m. Attached are important instructions and specifications regarding responses to this Request for Proposal (the "RFP"). Failure to follow these instructions could result in Proposer disqualification. This document is issued by Polk County (the "County"), a political subdivision of the State of Florida, which is and shall be the sole distributor of all addenda and/or changes to this RFP. The Proposer shall determine issuance of documents directly with the Procurement Division. The County is not responsible for any solicitations issued through subscribers, publications, or other sources not connected with the County, and the Proposer should not rely on such sources for information regarding the solicitation. Questions regarding this RFP must be sent in writing to Fran McAskill, Procurement Director via email at franmcaskill@polk-county.net or via fax at (863) 534-6789. All questions must be received by 5:00 p.m., June 14, 2013. Prospective Proposers shall not contact, communicate with, or discuss any matter relating in any way to the Request for Proposal with the Board of County Commissioners or any employee of Polk County other than the Polk County Procurement personnel responsible for this RFP and shall only communicate as directed on the cover page of the Request for Proposal. This prohibition begins with the issuance of the Request for Proposal and ends upon completion of the RFP protest period. Any such communication initiated by a Proposer shall be grounds for disqualifying the offending Proposer from consideration for the award of a contract pursuant this RFP and from participation in any future County competitive solicitation. In accordance with Chapter 119 of the Florida Statutes (Public Records Law) and except as may be provided by other applicable State and Federal Law, all Proposers should be aware that Requests for Proposals and the responsive Proposals thereto are in the public domain. However, each Proposer is required to identify specifically any information contained in its Proposal that the Proposer considers confidential and/or proprietary and which it believes to be exempt from disclosure, citing specifically the applicable exempting law. A Proposer's responsive Proposal to this RFP may be mailed, express -mailed, or hand -delivered to: Procurement Division 330 West Church Street, Room 150 Bartow, Florida 33830 3 TABLE OF CONTENTS INTRODUCTION 5 PRE -PROPOSAL MEETING 5 SCOPE OF SERVICES 5 SUBMITTAL 10 EVALUATION OF PROPOSALS 13 GENERAL CONDITIONS 17 Contact 17 Insurance Requirements 17 Indemnification 17 Addenda 18 Public Entity Crimes Statement 18 Equal Opportunity/Affirmative Action 18 Women/Minority Business Enterprise Outreach 18 Affirmation 18 Development Costs 18 Code of Ethics 19 Drug -Free Workplace 19 Applicable Laws and Courts 19 Contract 19 Proposal Acceptance Period 19 Addition/Deletion 19 Proprietary Information 19 Review of Proposal Files 20 Unauthorized Alien(s) 20 4 Reservation and Limitations 20 Affidavit Certification Immigration laws 22 Attachment "A" .......23 Attachment "B" 24 5 INTRODUCTION Polk County is requesting proposals from vendors to provide approximately 300-350 annual firefighter physicals to Polk County Fire Rescue Department employees. The medical requirements are based on National Fire Protection Association (NFPA) 1582 and on in-depth consideration of essential functions. These essential functions are what members are expected to perform at emergency incidents and are derived from the performance objectives stated in NFPA 1001, Standard for firefighting Professional Qualifications. PRE -PROPOSAL MEETING There is no pre -proposal meeting for this RFP. PERIOD OF PERFORMANCE The period of performance will be for three fiscal years from the date of award. The award will automatically renew for two (2) one (1) fiscal year periods at the same Willis and conditions, unless otherwise terminated in accordance with the terms and conditions as outlined in the agreement. Polk County's fiscal year runs from October 1st through September 30th. In order to align service delivery with the fiscal year period, the successful Proposer will be expected to perform the FY12/13 annual physicals before September 30, 2013. This will give the successful Proposer approximately two months to perform the physicals for the first year requirement and then will have 12 months for each year.thereafter. SCOPE OF WORK The successful Proposer shall provide physical exams to Polk County Fire Rescue Department (PCFR) on an annual basis. The medical requirements are based on National Fire Protection Association (NFPA) 1582 and on in-depth consideration of essential functions. These essential functions are what members are expected to perform at emergency incidents and are derived from the performance objectives stated in NFPA 1001, Standard for firefighting Professional Qualifications. When making his/her assessment of candidate/personnel's ability to perform the job, the factors the physician needs to take into consideration includes but are not limited to: • Operating both as a member of a team and independently at incidents of uncertain duration. • Spending extensive time outside exposed to the elements. • Tolerating extreme fluctuations in temperature while performing duties. Firefighters are often required to perform physically demanding work in hot (up to 400F); humid (up to 100%) atmospheres while wearing equipment that significantly impairs body -cooling mechanisms. • Experiencing frequent transition from hot to cold and from humid to dry atmosphere. • Working in wet or muddy areas. 6 • Performing a variety of tasks on slippery, hazardous surfaces such as on rooftops or from ladders. • Working in areas where sustaining traumatic or thermal injuries is possible. • Facing exposure to carcinogenic dusts, such as asbestos, toxic substances such as hydrogen cyanide, acids, carbon monoxide, or organic solvents, either through inhalation or skin contact. • Facing exposure to infectious agents such as Hepatitis or HIV. • Wearing personal protective equipment (PPE) that weighs approximately 501bs while performing firefighting tasks. • Performing physically demanding work while wearing positive -pressure breathing equipment • Performing complex tasks during life -threatening emergencies. • Working for long periods of time requiring sustained physical activity and intense concentration. • Facing life -or -death decisions during emergency conditions. • Being exposed to grotesque sights and smells associated with major trauma and burn victims. • Making rapid transitions from rest to near -maximal exertion without warm-up periods. • Operating in environments of high noise, poor visibility, limited mobility, at heights, and in enclosed or confined spaces. • Using manual and power tools in the performance of duties. • Relying on senses of sight, hearing, smells, and touch to help determine the nature of the emergency, maintain personal safety, and to make critical decisions in a confused, chaotic, and potentially life -threatening environment throughout the duration of the operation. 1. Technical Requirements for Firefighter Annual Physical Exam A comprehensive medical examination to include a health risk assessment, a complete medical history review to determine any health conditions that would prevent, or could be aggravated by, performing the duties of the position, including but not limited to, the ability to carry equipment, wear protective equipment/clothing and meet the physical and psychological demands of the firefighter position. This medical history shall also include any significant changes, job related exposures and new symptoms since the previous physical. The Annual Exams shall include: A. Physical Examination: Firefighter physical NFPA 1582 Compliant • Hands-on Physical • Vital Signs • Clinical Breast Examination B. Cardiac Assessment • Echocardiogram • Resting EKG • Abdominal Aorta Ultrasound • Carotid Artery Ultrasound • Cardiac Stress Test with VO2 max calculation (Stress test treadmill electrocardiograms will be supervised by a Physician, Clinical Exercise Physiologist, PA, MSN, or NP) 7 C. Cancer and Disease Assessment • Skin cancer screening • DRE for lower intestinal masses (test optional to the employee) • Hemoccult Test for Colon Cancer Screening • Prostate Ultrasound (MEN ONLY) • Testicular Ultrasound (MEN ONLY) • Thyroid Ultrasound • Liver, Pancreas, Gall Bladder, Bladder, Spleen, and Kidney Ultrasound • Pelvic Ultrasound (WOMEN ONLY) ***Not necessary for post total hysterectomy • Osteoporosis risk assessment (based on age and risk factors) D. `Pulmonary Function Test for respirator use E. Lab Tests • Urinalysis • Total Lipid Profile • Complete Blood Count • Comprehensive Metabolic Panel • Thyroid Stimulating Hormone (TSH) • CA-125 Ovarian Cancer blood test (for WOMEN) • PSA Prostate Specific Antigen blood test (for MEN) • Diabetes tests (Glucose and Hemoglobin A1C) • Tuberculosis screening, annually by QuantiFERON -TB Gold In -Tube test (QFT-GIT) • Hepatitis C Test F. TITMUS Vision Test • Visual acuity corrected vision shall be to at least 20/30 Snellen in each eye • Color vision • Depth perception • Peripheral vision- Visual field performance shall be 140 in the horizontal meridian combined • Night blindness- A history of night blindness should be evaluated to determine employee's capacity to perform essential tasks at night or in the dark or low settings. G. Hearing Exam • Audiometric exam H. Personal consultation • Consultation with Physician, PA, MSN, or NP to review test results and receive recommendations for medical interventions and counseling for disease management. 8 1. Behavioral modification recommendations for: • Tobacco cessation • Stress management • Diet and nutrition plan • Healthy heart • Diabetes management • Healthy mind, healthy body information J. Fitness Evaluations per Fire Service Joint Labor Management Wellness - Fitness Initiative • Fitness and Agility evaluation • Muscular Strength evaluation • Muscular Endurance evaluation • Cardiovascular Aerobic endurance evaluation • Resistance evaluation • Stretching/Flexibility evaluation • Body composition analysis • Exercise Prescription • Nutritional analysis • Weight management goals • K. Additional Services (Priced separately) • Chest x-ray: Optional annually, required a minimum every five (5) years • Respirator Fit Testing (SCBA Face piece Fit test/N-95 Respirators) • Hepatitis B Test (antigen) • Hepatitis B Titer (antibody) • Hepatitis B Vaccine (3 per series) • Hepatitis A Test (antigen) • Hepatitis A Titer (antibody) • Hepatitis A Vaccine (2 per series) • PPD Test 2. Minimum Qualifications. Personnel Requirements: • The successful Proposer's physician and/or medical director shall be board certified with experience in occupational medicine health care to Fire, Rescue and EMS Agencies with a minimum of (5) five year experience. The sonographer's personnel shall be registered diagnostic medical sonographers. Provide a detailed biography of the provider(s). The successful Proposer shall develop a detail staffing plan that ensures that an adequate number of full and/or part-time staffing is trained and available the personnel meet performance criteria and adhere to strict safety and security measures. The staffing plan shall include duties and responsibilities for 9 each assigned position, staffing method to be used. The staffing plan is to be submitted with the proposal submission. • The successful Proposer Project Managers and/or Supervisors shall have excellent communication skills and be capable of directing and coordinating with the designated County staff. • The successful Proposer Project Managers and/or Supervisors shall constantly use their experience and training to properly guide the program. • To provide an adequate number of personnel specifically trained, experienced and licensed in the all areas of the project. • Provide other qualified licensed professionals as needed. • The County reserves the right to direct the successful Proposer to rearrange work schedules or annual work plan to meet the immediate needs of the County. This shall include weekend work and staffing. • The successful proposer must have the capability of being mobile so as to perform the exams at various locations throughout the county. Reporting: A copy of the complete examination and test results must be provided to the employee either in person or via U.S. Mail within 30 days of the exam. A Fit -for -Duty exam report stating whether the employee is medically fit to perform the essential duties. of a firefighter and provide results of Hepatitis titers/Screenings, must be provided for each employee within 14 days of the exam. If the employee is found to be unfit for duty, the County shall be notified by phone within twenty four (24) hrs of the exam, and providing a written notification with three (3) days of any tests that reveal conditions that could place the employee or teams in immediate danger by continuing unrestricted duty. The final evaluation shall be reviewed and signed by a licensed Physician, NP, MSN, or PA. The Proposer shall develop samples of reporting and are to be submitted with the proposal submission. The County reserves the right to request, modify or alternate reports throughout the term of the Agreement. Mobile Testing: The successful Proposer will be responsible for performing these physicals at various sites around the county covering multiple shifts. If not utilizing their own mobile units to provide the physicals, the successful Proposer may utilize County owned sites, if available, as a project location. Should the successful Proposer use the County owned facilities, they shall be responsible for all public utilities, phone lines, insurance, mobile vehicle and or portable equipment capability. The successful Proposer shall also be responsible for maintaining all County supplied facilities in a neat, clean and functional manner, and will be responsible for any damages beyond normal wear and tear, and/or vandalism. The successful Proposer shall be responsible for the compliance to all Federal, State and local statutes and regulations 10 pursuant to the safe and proper storage of all regulated substances, materials, and equipment at the successful Proposer's sole expense. The successful Proposer shall be responsible for transport of all equipment, fuel, materials, and supplies to and from the site. Comprehensive Safety and Security Program: Safety and security is a prime consideration to the County staff. A variety of emergencies may occur that could adversely affect, endanger or inconvenience the County personnel or its information; the successful Proposer shall design a comprehensive safety and security program in accordance with the Health Insurance Portability and Accountability Act (HIPPA) that conforms to the validity of a test and/or results. The safety and security plan is to be submitted with the proposal submission. The safety and security program should address at a minimum, but not be limited to the following: a. Processes and procedures for employee safety and security. b. Processes and procedures for facilities and equipment security. c. Emergency Preparedness Plan. d. Safety equipment. e. Coordination and reporting to the County's Risk Management Office regarding accidents and /or damages. f. Records confidentiality procedures. g. Testing safety and accuracy. Subcontracting: Subcontracting and/or assigning of any and/or all portions of this agreement are subject to County review and approval. The successful Proposer shall perform required services through its own employees or subcontractors. The successful Proposer shall include the subcontractor's name, location, equipment and personnel with the proposal submission. Medical laboratory: The Medical laboratory shall meet all equipment, location and personnel requirements as established by Department of Transportation regulations (49 CFR 40, 59, FR 4300, as amended) and be properly licensed. The successful Proposer shall provide a facility and certified technicians to collect blood and urine specimens. SUBMITTAL A Proposal should not contain information in excess of that requested in this RFP. Proposals must be concise and must specifically address the issues of this RFP. Unnecessarily elaborate brochures or other presentations beyond those sufficient to present a complete and effective response to this RFP are not desired and may be construed as an indication of the Proposer's lack of cost consciousness. Elaborate artwork, expensive visual aids, and other presentation aids are neither necessary nor desired unless specifically requested. For the purposed of this RFP one page equals one side of a page, yet we encourage documents being double sided 11 where possible. Example: The Letter of Transmittal indicates that this portion of the submittal is a maximum of two pages. This means either two single sided pages or one page double sided. Interested parties are invited to submit one original Proposal marked "ORIGINAL" and seven (7) copies of the Proposal marked "COPY" in a sealed envelope to the Procurement Division. The envelope should be labeled "RFP #13-407, "Annual Firefighter Physicals", and marked with the Proposer's name and address. The Proposals may be mailed or delivered to: Polk County Procurement Division 330 West Church Street Room 150 Bartow, FL 33830 The Proposals shall be received by the County only at the specified address before 2:00 p.m., Wednesday, June 26, 2013. The delivery of the Proposal on or before the specified date and time is solely the responsibility of the Proposer. A Proposer may withdraw its submitted Proposal at any time before the specified submittal deadline either by written notice to the Procurement Director or in person, if properly identified. Each Proposal shall contain the following: • Tab 1: Letter of Transmittal (Maximum of 2 pages) • The Letter of Transmittal shall be prepared on the letterhead of the Proposer that would execute the Agreement with Polk County. The Letter of Transmittal is intended to introduce the Proposer and should contain at least the following information: a) A statement noting receipt of each addendum and the associated receipt date. b) The Proposer's designated contact person (name, address, telephone number, fax number, and e-mail address) to whom Polk County will send and receive all communications. c) A signature from a representative authorized to bind the Proposer to perform the proposed Project services. • Tab 2: Personnel Requirements (25 Points): a) Provide a detailed resume of both the Proposer's physician and/or medical director indicating that they are board certified with experience in occupational medicine health care to Fire, Rescue and EMS Agencies with a minimum of five (5) years experience. (limit to one page) b) Provide a detailed resume of each of the Proposer's sonographers to be used on this project showing that they are registered diagnostic medical sonographer. Please include a copy of their certification. (limit to one page per sonographer) c) Provide a detailed staffing plan that ensures us that the Proposer has adequate staff both full and/or part time and that they are adequately trained and available to meet the performance criteria and adhere to strict safety and security measures. 12 The staffing plan shall include duties and responsibilities for each position assigned and the staffing method to be used. (Maximum of 5 pages) d) Please provide a minimum of three references from other governmental agencies that have utilized the Proposer's similar services. Please include the agencies name, contact person and phone number along with a brief paragraph explaining how long the services were provided. • Tab 3: Reporting Capabilities (25 Points): (No Maximum as to the number of sample reports provided. a) Please provide copies of reports that will be used to comply with the criteria outlined under "Reporting" in the Scope of Work detailed in this RFP. • Tab 4: Mobile Testing (20 points): a) Please detail the strategy to be used for the Mobile Testing to be used. Please include if you will need to utilize County owned sites, if you will provide your own mobile units or a combination of both. (Maximum of two pages) b) Since the first fiscal year of testing will need to be completed by September 30, 2013, giving the Proposed vendor approximately two months to complete the physicals, please describe how you will accommodate this requirement. (Maximum of one page) c) The second fiscal year of the agreement will begin on October 1, 2013. Please describe your preferred method of performing the physicals. Examples: 1) would perform X number of physicals per month covering all shifts utilizing Y strategy. 2) would perform X number of physicals within a three month period, covering all shifts utilizing Y strategy. For the method described, please include how you will handle last minute cancellations of employees due to sick time, etc. (Maximum of two pages) d) Please include three references of governmental agencies that you have applied this same Mobile Testing strategy. Please include Name of the Agency, Contact Person and Phone number. (Maximum of one page) • Tab 5: Comprehensive Safety and Security Program (10 points): (Maximum of 5 pages) a) Please provide the safety and security plan the Proposer will use if awarded this RFP. This plan should address at a minimum, but not be limited to items (a) through (g) as outlined under the Comprehensive Safety and Security Program portion of the Scope of Work provided for in this RFP. (Maximum of five pages) • Tab 6: Cost (20 points): ( Please use Cost Page Provided — Attachment "A" ) a) Provide cost per employee for all requirements and items to be performed annually as outlined and defined in the Scope of Work of this RFP. The cost per person identified should be inclusive of all costs associated with the annual physical exam including overhead, indirect costs, etc. When the awarded vendor bills the county for these services it will bill on a per employee cost. 13 b) Other costs for additional services required to be submitted that may be requested by the County on a case by cases basis are to be priced separately and will not be included in the cost scoring criteria. These services include: • Chest x-ray: Optional annually, required a minimum every five (5) years • Respirator Fit Testing (SCBA Face piece Fit test/N-95 Respirators) • Hepatitis B Test (antigen) • Hepatitis B Titer (antibody) • Hepatitis B Vaccine (3 per series) • Hepatitis A Test (antigen) • Hepatitis A Titer (antibody) • Hepatitis A. Vaccine (2 per series) • PPD Test Tab 7: Subcontractors:(Please use Subcontractor Page Provided— Attachment "B" ) a) If a proposer intends to use subcontractors in order to provide the required services they are required to submit each subcontractor's name, location, equipment and personnel. • Tab 8: Medical Laboratory: (Maximum of 1 page) a) Please list medical laboratories to be used. For each, please include the name of the laboratory, the address along with appropriate licensure. EVALUATION OF PROPOSALS General Proposals will be evaluated in accordance with this RFP and all applicable County procurement policies and procedures. The County shall appoint a selection committee (the "Selection Committee") that will be responsible for evaluating and rating the Proposals and for conducting any interviews of the Proposers. The Selection Committee is responsible for evaluating the Proposals in accordance with the Evaluation Criteria stated in this RFP. At the conclusion of the Selection Process, the Selection Committee shall make a recommendation to the Board of County Commissioners regarding the proposed award of this RFP. EVALUATION CRITERIA AND SELECTION PROCESS The County will use a qualifications based selection process based on the Elevation Levels described in this Section. Selection of a final Proposal will be based upon the following steps and factors: 14 Step One: • Level 1 (Procurement Requirements Assessment) o The County Procurement Division shall review all Proposals for conformance with RFP guidelines and detailed submittal requirements. At the County's discretion, non -conforming Proposals may be eliminated from further consideration and conforming Proposals shall be elevated to Elevation Level 2. • Level 2 (Proposal Assessment) • Each Selection Committee member shall score each Elevated Proposal on the following evaluation criteria: • Personnel Requirements 25 points • Reporting Capabilities 25 points • Mobile Testing 20 points • Comprehensive Safety and Security Program. 10 points • Cost 20 Total Points Available 100 points By the following process. (1) Each Selection Committee member shall determine which of the following descriptions applies to each of the foregoing Proposal evaluation criteria: • EXCELLENT (1.0): Of the highest or finest quality; exceptional; superior; superb; exquisite; peerless. The Proposer provided information for a given criteria that satisfied the requirements and described specifically how and what will be accomplished in such a manner that exhibited an exceptional and superior degree of understanding, skill, and competency, both qualitatively and quantitatively. The facts included in the narrative (including all supporting documentation, diagrams, drawings, charts, and schedules, etc.) demonstrate the Proposer's ability to perform and deliver far beyond expectation. • VERY GOOD (0.8): To a high degree; better than or above competent and/or skillful. The Proposer provided information for a given criteria that satisfied the requirements and described specifically how and what will be accomplished in such a manner that exhibited a very high degree of understanding, skill, and competency, both qualitatively and quantitatively. The facts included in the narrative (including all supporting documentation, diagrams, drawings, charts, and schedules, etc.) demonstrate the Proposer's ability to perform and deliver beyond expectation. 15 • GOOD (0.6): Having positive or desirable qualities; competent; skilled; above average. The Proposer provided information for a given criteria that satisfied the requirements and described specifically how and what will be accomplished in such a manner that exhibited a skillful and above - average degree of understanding, skill, and competency, both qualitatively and quantitatively. The facts included in the narrative (including all supporting documentation, diagrams, drawings, charts, and schedules, etc.) demonstrate the Proposer's ability to perform and deliver at the expected level. • FAIR (0.4): Average; moderate; mediocre; adequate; sufficient; satisfactory; standard. The Proposer provided information for a given criteria that satisfied the requirements and described sufficiently how and what will be accomplished in a manner that exhibited an adequate and average degree of understanding, skill, and competency, both qualitatively and quantitatively. The facts included in the narrative (including all supporting documentation, diagrams, drawings, charts, and schedules, etc.) demonstrate the Proposer's ability to perform and deliver at a level slightly below expectation. • POOR (0.2): Inadequate; lacking; inferior in quality; of little or less merit; substandard; marginal. The Proposer provided information for a given criteria that did not satisfy the requirements and described in an inadequate manner how and what will be accomplished. The information provided simply reiterated a requirement, contained inaccurate statements or references, lacked adequate information, or was of inferior quality. The facts included in the narrative (including all supporting documentation, diagrams, drawings, charts, and schedules, etc.) demonstrate the Proposer's ability to perform and deliver at a substandard and inferior level. • UNACCEPTABLE (0.0): The Proposer failed to provide any information for a given criteria, provided information that could' not be understood, or did not provide the information for a given category as requested. (2) After a Selection Committee member has determined the description applicable to the Proposal evaluation criteria, the number of points available for each criterion (e.g. 30 points for "Experience and Expertise") shall be multiplied by the factor associated with the applicable description (e.g. the multiplier of 0.8 for the "Very Good" description) to produce the number of points allocated for that evaluation criterion. For example, a Selection Committee member classifies the Experience and Expertise criterion Proposal #1 as "Very Good." The points that Selection Committee member allocated for that evaluation criterion would be 24, calculated as follows: 30 available points x 0.8 applicable description multiplier = 24 points) 16 (3) When all Selection Committee members have completed their Proposal evaluations, the individual Selection Committee members' total scores for each Proposal will be added together to produce a final score for each Proposal. (4) Procurement will confirm the calculations for the final score for each Proposal., then publish a rank -ordered listing of the Proposals to the Selection Committee with the Proposal receiving the highest point score designated as the highest ranked Proposal. (5) If the Selection Committee decides to interview Proposers based on the rankings, it will. be up to the Selection Committee to decide how many Proposers to elevate for interviews. Step Two: ❑ Level 3 (Proposer Interviews) The Selection Committee shall conduct interviews of the Proposers that have been elevated from Elevation Level 2. During this interview the Proposers will be asked pre -determined questions relative to this RFP. These questions will be determined by two or more of the Selection Committee members after Level 3 is complete. The selected Proposer(s) may also be asked to prepare a presentation and/or to allow the Selection Committee to perform an onsite visit of one or more of their Mobile Testing facilities/locations. After the interviews, the Selection Committee will rank the Proposers interviewed in numerical order beginning at number 1 for the highest -ranked Proposer. The Procurement Director shall receive and compile each Selection Committee member ranking for each Proposer and then publish a rank -ordered listing of the Proposers to the Selection Committee. The Selection Committee shall then decide whether to elevate the Proposer with the highest-ranking to Elevation Level 4. ❑ Elevation Level 4 (Contract Negotiations) If the Selection Committee elevates a Proposer to this level, then the County shall negotiate a proposed Agreement with the elevated Proposer. If after negotiating for a reasonable time period the parties cannot agree on a contract, the County shall, in its sole discretion, terminate further contract negotiations with that Proposer. The Procurement Director shall notify the Selection Committee that contract negotiations with the elevated Proposer have terminated. The Selection Committee shall then determine whether to elevate the Proposer with the next -highest -ranked score from Elevation Level 3 to Elevation Level 4 and so on. If the Selection Committee decides not to elevate the Proposer with the next -highest -score from Elevation Level 3 to Elevation Level 4, or if the County determines there is no other Proposer with whom the County can successfully negotiate a contract, then the RFP Selection Process shall terminate. After contract negotiations with a Proposer are successfully completed pursuant to Elevation Level 4, the Selection Committee shall recommend to the Board of County Commissions to 17 approve the agreement. The Board of County Commissioners shall make the final decision whether to enter into an Agreement with a Proposer, GENERAL CONDITIONS Contact After the issuance of the RFP, prospective Proposers shall not contact, communicate with, or discuss any matter relating in any way to the RFP with the Board of County Commissioners or any employee of Polk County other than Procurement Personnel identified on the cover page of the RFP. This prohibition begins with the issuance of any RFP and ends upon completion of the RFP protest period. Such communications initiated by a Proposer shall be grounds for disqualifying the offending Proposer from consideration for award of this RFP proposal and any future County competitive solicitations. Insurance Requirements The selected Proposer, if any, shall obtain, pay for, and maintain at all times during the Agreement term the minimum levels of insurance coverage that the County Risk Management Director shall from time to time determine necessary to protect the County's interests. Specific coverages, amounts, and other requirements shall be addressed in the Agreement. At a minimum, the selected Proposer should anticipate being required to maintain Commercial General Liability Insurance, Comprehensive Automobile Liability Insurance, Property Insurance, and Workers' Compensation and Employer's Liability Insurance with stated limits on self -insured retention or deductible amounts per line of coverage. The County typically requires that all insurance coverage be written with a company having an A.M. Best Rating of at least the "A" category and size category of VIII. The County must be named as an additional insured with respect to the liability policies, and there must be a waiver of subrogation in favor of the County for workers' compensation and the liability policies. Indemnification The selected Proposer shall, in addition to any other obligation to indemnify the County and to the fullest extent permitted by law, protect, defend (by counsel reasonably acceptable to County), indemnify, and hold harmless the County, its agents, elected officials, and employees from and against all claims, actions, liabilities, losses, and costs whatsoever (including attorneys' fees, costs, and expenses of litigation), including but not limited to any actual or alleged bodily injury, sickness, disease, death, injury to or destruction of tangible property including the Toss of use resulting therefrom, or any other damage or loss arising from or resulting from or claims to have resulted in whole or in part from any actual or alleged act or omission of the Proposer; its directors, officers, employees, agents, consultants, any subcontractor, anyone directly or indirectly employed by any of them, of anyone for whose acts any of them may be liable in the performance of the Project work; or violation of law, statute, ordinance, governmental administration order, rule, regulation, or infringement of patent rights or any other intellectual property rights by the Proposer in the performance of the Project work;. or liens, claims or actions made by the Proposer or by any contractor, subcontractor, or other party performing any Project work. 18 Addenda The County may record its responses to inquiries and any supplemental instructions to this RFP in the form of written addenda. The addenda will be posted on the County's website at www.polk-county.net "Procurement & Bids." The Proposers shall check the website to ensure that all available information has been received before submitting a Proposal. Any oral explanation given before the RFP opening will not be binding. All inquiries shall be in writing and addressed to Fran McAskill, Procurement Division, via email to franmcaskill@polk-county.net or fax (863)534-6789. Public Entity Crimes Statement A person or affiliate who has been placed on the Convicted Vendor List following a conviction for a public entity crime may not submit a bid/proposal on a contract to provide any goods or services to a public entity; may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids 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 287.017, for CATEGORY TWO for 36 months from the date of being placed on the convicted Vendor list. By submitting its Proposal, the Proposer hereby certifies that it has complied with said statute. Equal Opportunity/Affirmative Action The County is an equal opportunity/affirmative action employer. The County is committed to equal opportunity employment and expects all those who conduct business with the County to have a vigorous affirmative action program. Women/Minority Business Enterprise Outreach The County hereby notifies all Proposers that Women/Minority Business Enterprises are to be afforded a full opportunity to participate in any RFP by the County and will not be subject to discrimination on the basis of race, color, sex, or national origin. Affirmation By submitting a Proposal, each Proposer affirms that its Proposal is genuine and not made in the interest of or on behalf of any undisclosed person, firm, or corporation and is not submitted in conformity with any agreement or rules of any group, association, organization, or corporation; the Proposer has not directly or indirectly induced or solicited any other person to submit a false or sham proposal; the Proposer has not solicited or induced any person, firm, or corporation to refrain from submitting a Proposal; and the Proposer has not sought by collusion to obtain for itself any advantage over other persons or over the County. Development Costs Neither the County nor its representative(s) shall be liable for any expenses incurred in connection with preparation of a response to the RFP. Proposers should prepare their Proposals simply and economically, providing a straightforward and concise description of the Proposer's ability to meet the requirements of the RFP. 19 Code of Ethics If any Proposer violates or is a party to a violation of the code of ethics of Polk County or the State of Florida, with respect to this RFP, such Proposer may be disqualified from selection or from performing the Project work described in this RFP and may be further disqualified from bidding on any future competitive solicitations for providing work, goods, or services for the County. Drug -Free Workplace Preference shall be given to businesses with Drug Free Workplace (DFW) programs. Whenever two or more Proposals that are equal with respect to price, quality, and service are received by the County for the procurement of commodities or contractual services, a Proposal received from a business that has provided a statement that it is a DFW shall be given preference in the award process. Applicable Laws and Courts This RFP and any resulting agreements shall be governed in all respects by the laws of the State of Florida and any litigation with respect thereto shall be brought only in the courts of Polk County, State of Florida, or the Middle District of Florida, Hillsborough County, Florida. The Proposer shall comply with all applicable federal, state, and local laws and regulations. Contract All contracts are subject to final approval of the Polk County Board of County Commissioners. Proposers and all other persons or firms that incur expenses or change position in anticipation of a contract before the Board's approval do so at their own risk. Proposal Acceptance Period A Proposal shall be binding upon the Proposer and irrevocable by it for 90 calendar days following the Proposal opening date. Any Proposal in which the Proposer purports to shorten the acceptance period may be rejected as non -conforming with the RFP requirements.. Addition/Deletion The County reserves the right to add to or delete any item from this RFP or any resulting agreements when deemed to be in the best interest of the County. Proprietary Information In accordance with Chapter 119 of the Florida Statutes (Public Records Law) and except as may be provided by other applicable state and federal law, all Proposers should be aware that RFPs and the responses thereto are in the public domain. However, the Proposers are required to identify specifically any information contained in their Proposals which they consider confidential and/or proprietary and which they believe to be exempt from disclosure, citing specifically the applicable exempting law. 20 All Proposals received in response to this RFP will become the property of the County and will not be returned. In the event of contract award, all documentation produced as part of the contract will become the exclusive property of the County. Review of Proposal Files In accordance with Chapter 119.071 of the Florida Statutes, the responses received for this Request for Proposal are exempt from review for thirty (30) working days after the Bid Opening Date or at Recommendation of Award, whichever event occurs first. Should the RFP be cancelled and re -solicited for any reason, proposal responses shall remain exempt from disclosure for a period not to exceed twelve (12) months or at Recommendation of Award of the subsequent solicitation. Unauthorized Alien(s) The Proposer agrees that unauthorized aliens shall not be employed nor utilized in the performance of the requirements of this solicitation. The County shall consider the employment or utilization of unauthorized aliens a violation of Section 274A(e) of the Immigration and Naturalization Act (8 U.S.C. 1324a). Such violation shall be cause for unilateral termination of the LFG Agreement by the County. As part of the response to this solicitation, the successful firm will complete and submit the attached form "AFFIDAVIT CERTIFICATION IMMIGRATION LAWS." Employers may avail themselves of a program by the U.S. Immigration and Customs Enforcement called E-Verify. E-Verify is an Internet -based system operated by U.S. Citizenship and Immigration Services (USCIS), part of the Department of Homeland Security (DHS), in partnership with the Social Security Administration (SSA). E-Verify is currently free to employers. E-Verify provides an automated link to Federal databases to help employers determine employment eligibility of new hires and the validity of their Social Security numbers. If your company wishes to avail themselves of this program, you can register online for E-Verify at https://www.vis-dhs.com/EmployerRegistration, which provides instructions for completing the registration process. At the end of the registration process, you will be required to sign a Memorandum of Understanding (MOU) that provides the terms of agreement between you as the employer, the SSA, and DHS. An employee who has signatory authority for the employer can sign the MOU. Employers can use their discretion in identifying the best method by which to sign up their locations for E-Verify. To find out more about E-Verify, please visit www.dhs.gov /e-verify or contact USCIS at 1-888-464-4218. Reservation and Limitations During the entire RFP solicitation process, the County retains the right to: b) Revise, amend, or withdraw this RFP at any time to protect its interests with or without substitution of another solicitation. Proposers will not be compensated by the County for costs incurred in preparation of responses to this RFP. c) Issue additional or subsequent solicitations for the same or similar matters. 21 d) Investigate the qualifications of any entity under consideration (including subcontractors and parties otherwise related to a Proposer). e) Clarify the information provided pursuant to this RFP. f) Request additional evidence or documentation to support the information included in any submittal. g) Appoint an evaluation committee to review submittals and use the assistance of outside professionals in submittal evaluation. h) Approve or disapprove of particular subcontractors, joint -venture partners, or other proposed team members. i) Interview and hold discussions with any entity at any time after receipt of a submittal and before signing a legally binding agreement. Enter into a final agreement with terms that vary from the terms set forth in Polk County's solicitation documents. k) Visit and examine any of the facilities referenced in any Proposal or other submittal and any other facilities owned, operated, and/or built by a Proposer to observe and view the operations at such facilities. I) Conduct contract discussions with one or more Proposers before or after the selection process. j) Reject any and all Proposals, submittals, or parts thereof and/or to waive any informality or informalities in this RFP or in any Proposal, if such rejection or waiver is deemed in the best interests of Polk County. 22 AFFIDAVIT CERTIFICATION IMMIGRATION LAWS SOLICITATION NO.: PROJECT NAME: POLK COUNTY WILL NOT INTENTIONALLY AWARD COUNTY CONTRACTS TO ANY CONTRACTOR WHO KNOWINGLY EMPLOYS UNAUTHORIZED ALIEN WORKERS, CONSTITUTING A VIOLATION OF THE EMPLOYMENT PROVISIONS CONTAINED IN 8 U.S.C. SECTION 1324 a(e) {SECTION 274A(e) OF THE IMMIGRATION AND NATIONALITY ACT ("INA"). POLK COUNTY MAY CONSIDER THE EMPLOYMENT BY ANY CONTRACTOR OF UNAUTHORIZED ALIENS A VIOLATION OF SECTION 274A(e) OF THE INA. SUCH VIOLATION BY THE RECIPIENT OF THE EMPLOYMENT PROVISIONS CONTAINED IN SECTION 274A(e) OF THE INA SHALL BE GROUNDS FOR UNILATERAL CANCELLATION OF THE CONTRACT BY POLK COUNTY. BIDDER ATTESTS THAT THEY ARE FULLY COMPLIANT WITH ALL APPLICABLE IMMIGRATION LAWS (SPECIFICALLY TO THE 1986 IMMIGRATION ACT AND SUBSEQUENT AMENDMENTS). Company Name: Signature Title Date STATE OF: COUNTY OF: The foregoing instrument was signed and acknowledged before me this day of , 20 , by who has produced (Print or Type Name) (Type of Identification and Number) Notary Public Signature Printed Name of Notary Public Notary Commission Number/Expiration 23 as identification. Attachment "A" COST PAGE Cost per employee for all requirements and items to be performed annually as defined in the RFP Document. Cost shall be inclusive of all costs $ Per Employee associated with the annual physical exam including overhead, indirect costs, etc. Other costs for additional services to be used by the County on a case by case basis. The prices below must be separate and will not be included in the cost scoring criteria. Chest X-Ray: Optional annually, required a minimum every five (5) years Respirator Fit Testing (SCBA Face piece Fit Test/N-95 Respirators) Hepatitis B Test (antigen) Hepatitis B Titer (antibody) Hepatitis B Vaccine (3 per series) Hepatitis A Test (antigen) Hepatitis A Titer (antibody) Hepatitis A Vaccine (2 per series) PPD Test 24 Attachment "B" SUBCONTRACTOR Please list below the name and address of subcontractors to be used in conjunction with this RFP 1. 2. 3. 4. 5. 25 June 14, 2013 BOARD OF COUNTY COMMISSIONERS POLK COUNTY, FLORIDA ADDENDUM #1 RFP #13-407 ANNUAL FIREFIGHTER PHYSICALS This addendum is issued to clarify, add to, revise and/or delete items of the Contract Documents for this work. This Addendum is a part of the Contract Documents and acknowledgment of its receipt should be noted on the Addendum. Contained within this addendum: questions and answers received Polk County Procurement Director This Addendum sheet should be signed and returned to the Procurement Division at 863-534-6789. This is the only acknowledgment required. Signature: Printed Name: Title: Company: RFP #13-407 ANNUAL FIREFIGHTER PHYSICALS ADDENDUM #1 Question 1: Does Polk County require the following laboratory tests for Hazmat members: Heavy Metals and/or Cholinestrese? Answer: No Questions 2: Would you accept bids without the ultrasound component? Perhaps this component can be part of a separate wellness initiative bid? Answer: No June 19, 2013 POLK COUNTY, FLORIDA ADDENDUM #2 RFP #13-407 ANNUAL FIREFIGHTER PHYSICALS This addendum is issued to clarify, add to, revise and/or delete items of the Contract Documents for this work. This Addendum is a part of the Contract Documents and acknowledgment of its receipt should be noted on the Addendum. Contained within this addendum: questions and answers received If there are any questions that relate to the answers given in this addendum only those may be submitted by Friday, June 21, 2013 by 12:00 noon. No further questions will be taken after that date and time. Polk County Procurement Director This Addendum sheet should be signed and returned to the Procurement Division at 863-534-6789. This is the only acknowledgment required. Signature: Printed Name: Title: Company: RFP #13-407 ANNUAL FIREFIGHTER PHYSICALS ADDENDUM #2 Question 1: Is this a new program, or ongoing? Answer: Utilizing an outside vendor is new. Question 2: If it is ongoing, who is the incumbent? Answer: Our own Wellness Center Question 3: What has been the annual budget for this program? Answer: Didn't have one Question 4: What services are being provided onsite at your project locations, and are any services performed offsite at local provider locations? Answer: All services will be performed onsite Question 5: How many employees have been scheduled on a daily basis? Answer: 9 Question 6: Will you consider the use of a mobile provider to provide all services on site, and in conjunction with a local providers throughout your service area to provide vaccines? Answer: Only if all is done onsite Question 7: What are the departments shift schedules (how many per shift, and time (hours) of duty)? Answer: 3 twenty-four (24) hour shifts Question 8: Can you provide 15-20 firefighters per day for evaluations if we bring our staff and equipment directly to your project locations? Answer: 9 to 12 would be easier to schedule Question 9: Is blood sampling / analysis required prior to the medical evaluations, or can they be performed early morning the day of the medical evaluation? Answer: Early morning would work as long as results are available at the time of the medical evaluation Question 10: Can this program be scheduled over consecutive days? Answer: Yes but not for the same employees Question 11: Can this program be performed at one central project location? If no, how many site locations would be required for set up of the program? Answer: Question 12: Answer: No.,.5 Do you have facilities at the test sites that would support the performance of the physician's examination, and the fitness and ultra sound assessments? Please note, all other exam elements would be performed on our mobile unit simultaneously at the project locations. Yes Question 13: Do all employees receive all components of the Cardiac assessment, page 7? Answer: Yes Question 14: How many males and females are in the department, and do they all receive the gender based ultra sound screenings? Answer: Of the approximately 300 exams only about 25 will be female. Question 15: Do all males receive the PSA? Answer: Yes Question 16: Do all females receive the CA-125? Answer: Yes Question 17: Will you consider alternative Tuberculosis screening (PPD or T-Spot) methods? Answer: No Answer: Question 21: Answer: Question18: What is the preferred method for Osteoporosis risk assessment (questionnaire and/or instrumentation)? Answer: Both Question 19: Will all employees receive a fit test for both the SCBA and N-95 respirators? Answer: No...price separately Question 20: How does a vendor provide a cost per employee when some examination components are gender specific? Average bid price base on male/female numbers provided in question 14. Will the County accept an alternative bid proposal with fixed daily administrative, equipment and labor fees, and fixed itemized costs for each exam component? No, needs to be priced per exam and be all inclusive other than additional priced components. Question 22: Will the vendor have the ability to submit additional questions after the County clarifies initial questions submitted? Answer: Yes June 21, 2013 POLK COUNTY, FLORIDA ADDENDUM #3 RFP #13-407 ANNUAL FIREFIGHTER PHYSICALS This addendum is issued to clarify, add to, revise and/or delete items of the Contract Documents for this work. This Addendum is a part of the Contract Documents and acknowledgment of its receipt should be noted on the Addendum. Contained within this addendum: questions and answers received relative to Addendum #2 Polk County Procurement Director This Addendum sheet should be signed and returned to the Procurement Division at 863-534-6789. This is the only acknowledgment required. Signature: Printed Name: Title: Company: RFP #13-407 ANNUAL FIREFIGHTER PHYSICALS ADDENDUM #3 Question 1: Does the Fire Department have a commercial treadmill available to the provider for the performance of the stress test? Answer: Yes Question 2: Can you provide the physical addresses of the 5 project locations? Answer: Not at this time. Question 3: Can you clarify the answer to question 10 in addendum 2, "Yes but not for the same employees? Answer: Each employee will have his physical completed in one day. Not over a 2 day period. Question 4: Do all personnel receive the HbA1 Cadiabetes screening? Answer: Yes Question 5: Do all personnel receive the osteoporosis screening? Answer: Only for females. Question 6: What Hep C test is required? Answer: Antigen test