6198-0 Employee Health Clinic Mgmt - Main RFP8-12-16
/
Materials Management Department
901-B Texas Street
Denton, Texas 76209
REQUEST FOR PROPOSALS
RFP 6198
The City of Denton is seeking the best value solution for
Employee Health Clinic Operation and Management Services
NIGP CLASS and ITEM
948
07
948
47
958
56
Issue Date: May 31th, 2016
Response due Date and Time (Central Time):
Tuesday, June 21, 2016, 11:00 A.M. C.S.T
Table of Contents
1. INTRODUCTION 3
2. COMMODITY OR SERVICE DESCRIPTION 3
3. MINIMUM QUALIFICATIONS 3
4. SCHEDULE OF EVENTS 4
5. PRE-SUBMITTAL CONFERENCE AND WALKTHROUGH 4
6. CONTRACT TERM 4
7. PRICING 4
8. PRICE ADJUSTMENTS 5
9. COOPERATIVE PURCHASING / PIGGYBACK OPTION 5
10. ADDENDA 6
11. BUSINESS OVERVIEW 6
12. EXCEPTIONS 6
13. DISCLOSURES 7
14. ACKNOWLEDGEMENT 7
15. SUBMITTAL INSTRUCTIONS 7
a. Submission Format 7
b. Electronic Submission Requirements 8
16. EVALUATION PROCEDURES 8
17. CONTACT BETWEEN RESPONDENT AND THE CITY 10
SOLICITATION CHECKLIST 11
ATTACHMENT A-BUSINESS OVERVIEW QUESTIONNAIRE AND FORMS 12
ATTACHMENT B-SUBMISSION EXCEPTIONS/CLARIFICATIONS 15
ATTACHMENT D-REFERENCES 16
ATTACHMENT E-CONFLICT OF INTEREST QUESTIONNAIRE 17
ATTACHMENT F-ACKNOWLEDGEMENT 18
Exhibit 1 Pricing Sheet
Exhibit 2 General Provisions, Standard Terms and Conditions and Appendices
Exhibit 3 Scope of Work or Technical Specifications
Exhibit 4 Supplemental Information
Exhibit 5 NOT APPLICABLE
Exhibit 6 NOT APPLICABLE
INTRODUCTION
In accordance with the provisions of Texas Local Government Code, Chapter 252 and 271, the City of Denton (the City) is requesting submissions to contract with an individual or business
with considerable experience in providing goods or services of this solicitation. The responses and the cost solutions shall be submitted to the City of Denton in a sealed submission.
The awarded individual or business shall possess a proven track record of using innovative approaches to providing goods and services that represent the best value to their clients.
The awarded individual or business shall have the ability to accomplish all aspects of the requested services. The selected individual or firm should be able to provide innovative
methods to deal with municipal challenges, and cost effective solutions.
A firm may submit a solicitation response for one or more of the categories of product or services requested in this solicitation.
COMMODITY OR SERVICE DESCRIPTION
The City is seeking a term contract for the supply of Employee Health Clinic Operation and Management Services over the contract term.
The products and services shall be accomplished per all exhibits identified in the table of contents.
MINIMUM QUALIFICATIONS
The following minimum requirements must be demonstrated in order for the submission to be considered responsive to the City of Denton. Any submission received, which is determined to
not meet these mandatory requirements shall be immediately disqualified and rejected as non-responsive.
Three (3) years’ experience providing similar products or services.
Five (5) references from governmental entities for the products or services requested. The City prefers references from municipalities (or other public entities) of similar size.
The responding individual or business must be registered in the State of Texas, or the County of Denton, to provide the products or services required in the solicitation, and the individual
or business must have all licensure required by the State to provide any services required under this contact.
To learn how to obtain information about filing with the State of Texas, or obtaining copies or certificates from the Secretary of State visit Webpage: http://www.sos.state.tx.us/corp/copies.shtml;
Phone 512-463-5578; or email corpcert@sos.state.tx.us.
Submittal documents including a cover sheet, Solicitation Checklist, Attachments A -F and Exhibit 1, per the method described in SUBMITTAL INSTRUCTIONS.
SCHEDULE OF EVENTS
The City of Denton reserves the right to change the dates indicated below:
Solicitation Schedule:
Issue Solicitation: 8/15/2016
Pre-submittal conference 8/27/2016 at 11:00 AM CST
Deadline for Submission of Questions: 8/29/2016 at 11:00 AM CST
Deadline for Submission of Responses: 9/4/2016 at 11:00 AM CST
Interview(s) with top ranked firms: 9/4/2016
Evaluate and rank initial results: 9/10/2016
Completion of Negotiations: 9/15/2016
Official Award: 10/7/2016
The City of Denton is using the solicitation ‘Issue Date’ as noted in the Schedule of Events above as the official 30 day notification requirement for an interview with a firm.
PRE-SUBMITTAL CONFERENCE AND WALKTHROUGH
A non-mandatory, pre-solicitation conference will be available to interested contractors. Attendance at the pre-solicitation conference is strongly encouraged prior to submission of
a response. The conference will be held on Wednesday, October 10, 2016 at 10:00 am in the Purchasing Conference Room, 901B Texas Street, Denton, Texas 76209.
Internet link to meeting location:
http://maps.google.com/maps?f=q&source=s_q&hl=en&geocode=&q=901b+Texas+Street,+Denton,+TX&aq=&sll=37.0625,-95.677068&sspn=45.332616,107.929687&ie=UTF8&hq=&hnear=901+Texas+St,+Denton,+Texas+76209&z=16
CONTRACT TERM
It is the intention of the City of Denton to award a contract for a one (1) year period. The City and the Awarded Contractor shall have the option to renew this contract for an additional
four (4) one-year periods. Materials and services undertaken pursuant to this solicitation will be required to commence within fourteen (14) days of delivery of a Notice to Proceed.
The Contract shall commence upon the issuance of a Notice of Award by the City of Denton and shall automatically renew each year, from the date of award by City Council, unless either
party notifies the other prior to the scheduled renewal date in accordance with the provision of the section titled “price adjustments”, or the section(s) titled “termination” in Exhibit
2. At the sole option of the City of Denton, the Contract may be further extended as needed, not to exceed a total of six (6) months.
PRICING
Unit Pricing in Exhibit 1 shall include all fees and costs to provide the goods and services to the City. Unit pricing for goods shall include delivery costs, F.O.B. Destination
Firm Price
Pricing and discounts submitted are firm for the initial one-year period specified in the solicitation. Price decreases are allowed at any time. Price increases shall only be considered
as stipulated below in “PRICE ADJUSTMENTS”.
Price Decreases/Discount Increases
Respondents are required to immediately implement any price decrease or discount increase that may become available. The City of Denton must be notified in writing for updating the contract.
PRICE ADJUSTMENTS
Prices quoted for the commodities or services described in the solicitation must be firm for a period of one year from date of contract award. Any request for price adjustment must be
based on the, U.S Department of Labor, Bureau of Labor Statistics, Current Employment Statistics (CES) for all employees, thousands, education and health services, seasonally adjusted
(CES6500000001). The price will be increased or decreased based upon the annual percentage change in the PPI. The maximum escalation will not exceed +/- 8% for any individual year.
The escalation will be determined annually at the renewal date. Should the PPI change exceed a minimum threshold value of +/-1%, then the stated eligible bid prices shall be adjusted
in accordance with the PPI change not to exceed the 8% limit per year. The supplier should provide documentation as percentage of each cost associated with the unit prices quoted for
consideration.
Request must be submitted in writing with supporting evidence for need of such increase to the Purchasing Manager at least 60 days prior to contract expiration of each year. Respondent
must also provide supporting documentation as justification for the request.
Upon receipt of such request, the City of Denton reserves the right to either: accept the escalation as competitive with the general market price at the time, and become effective upon
the renewal date of the contract award or reject the increases within 30 calendar days after receipt of a properly submitted request. If a properly submitted increase is rejected, the
Contractor may request cancellation of such items from the Contract by giving the City of Denton written notice. Cancellation will not go into effect for 15 calendar days after a determination
has been issued. Pre-price increase prices must be honored on orders dated up to the official date of the City of Denton approval and/or cancellation.
The request can be sent by e-mail to: purchasing@cityofdenton.com noting the solicitation number.
The City of Denton reserves the right to accept, reject, or negotiate the proposed price changes.
COOPERATIVE PURCHASING / PIGGYBACK OPTION
The contract resulting from this solicitation will be available for use by all governmental entities, providing there is no conflict with any applicable statutes, rules, policies, or
procedures. The
governmental entities will have the option to use the pricing as agreed to within the resulting contract.
Governmental entities will issue their internal purchase orders directly to the contractor(s), however, shall reference and cite the City of Denton contract number (Solicitation number)
within the purchase order document.
After award, the contractor agrees to pay a service fee in the amount of 2% of the dollar amount of all issued purchase orders generated from use of this contract. The contractor further
agrees to remit the service fee by check on a quarterly basis for the previous quarter spent through this contract, to Julia Klinck, Purchasing Coordinator at 901B Texas Street, Denton,
TX 76209, on or by the Fifteen day of each month, following the end of the quarter. The Contractor shall also provided quarterly sales reports from the contract awards and Purchase
Orders issued from the Contract, for the purpose of billing and collecting the service fee, and for compiling required purchasing history. This report shall be sent to purchasing@cityofdenton.com
on or by the tenth day of each month. The Contractor further agrees that the City of Denton shall have the right, upon reasonable written notice, to review the Contractor’s records
pertaining to purchases under this awarded contract to verify the accuracy of service fees charged to the Contractor.
ADDENDA
Respondents are required to acknowledge addenda with their submission. Respondents will be responsible for monitoring the City of Denton Purchasing website at www.dentonpurchasing.com
to ensure they have downloaded and signed all addenda required for submission with their submission. Respondents should acknowledge each individual addendum on Attachment F.
BUSINESS OVERVIEW
Respondent shall complete the Business Overview Questionnaire as applicable per Attachment A.
EXCEPTIONS
The Request for Proposal (RFP) process allows for negotiation of the terms and conditions of this proposal. The respondent shall note any exceptions to the solicitation document, on
Attachment B. The exceptions will be reviewed to ensure they meet the minimum specifications and requirements and will be ranked in accordance with the evaluation criteria. The City
reserves the right to accept, reject or negotiate the exceptions provided.
Respondents shall itemize all exceptions on Attachment B. Additional pages may be added as necessary. Do not mark or change the text of the solicitation document, exceptions shall be
noted only on Attachment B.
If no exceptions are taken, the respondent shall sign and return Attachment B in the appropriate signature block.
DISCLOSURES
The individual or business must disclose any business relationship that would have an effect, of a conflict of interest. A conflict of interest statement must be signed as part of the
contract negotiated with the awardee(s). (Attachment E)
ACKNOWLEDGEMENT
Submit a signed acknowledgement by authorized agent of the responding firm (Attachment F).
SUBMITTAL INSTRUCTIONS
The City of Denton will accept electronic or hard copy submittals until the date and time on the cover sheet of this solicitation. Any submission received after the date and/or hour
set for solicitation opening will be returned unopened.
Electronic submittals may be emailed to ebids@cityofdenton.com with the solicitation number and name in the subject line. Please consolidate attachments as much as possible, and do not
exceed 35MB total for attachments. Emails received by the City will remain unopened until after the due date and time. Only authorized Materials Management Staff will have access to
the e-bid email inbox. Please do not email the buyer directly to ensure security of the proposal. Electronic proposals must be received by the City before the due date and time. The
date and time used by the City shall be the official time. It is highly recommended that respondents do not wait until minutes before the due date and time to email their submission.
It can take significant time for the email to reach the City.
Hard copy submissions may be hand delivered (by firm or express courier) to the address listed below:
City of Denton
Materials Management
SOLICITATION NUMBER AND NAME
901B Texas Street
Denton, TX 76209
The City of Denton reserves the right to accept or reject in part or in whole any submission, and to waive technicalities of the submission, in the best interest of obtaining best value
for the City.
Each respondent is responsible for taking the necessary steps to ensure their submission is received by the date and time noted herein. The City is not responsible for missing, lost
or late mail or any mail or email delays, internal or external, that may result in the submission arriving after the set time.
Submission Format
Respondents shall provide detailed information to allow the City to properly evaluate the submission. The City requests the following format be used:
Hard copy submissions shall be bound only utilizing a staple or binder clip. Do not submit responses in a binder or file folder.
Submission shall be no more than 200 pages in length or 35 MB is file size
Utilize tabs to identify exhibits and attachments
The submission shall be in the following order:
Coversheet – including Solicitation number and name, firm name, address, contact name, phone, fax, website and email address.
Pricing Sheet – Exhibit 1
Completed Solicitation Checklist
Attachment A- Business Questionnaire
Attachment B- Exception Form
Attachment C -Safety Record (if applicable form will be attached)
Attachment D -References
Attachment E -Conflict of Interest Questionnaire Form
Attachment F -Signed Acknowledgement form
Appendices may be used for additional documentation or clarification at the respondent’s option.
Hard Copy submittals shall include one (1) original signed by an officer authorized to bind the firm, and three (3) copies of the completed response.
Submit response, before the published due date. Hard copy submittals must be in a sealed envelope with the solicitation number and name.
Electronic Submission Requirements
All respondents shall submit their pricing sheet (Exhibit 1) in Microsoft Excel format for quick tabulation of results. The electronic pricing sheet must be received regardless of the
method chosen by the proposer to submit (hard copy or electronic). If a respondent is only submitting a hard copy, they shall provide a flash drive, containing a complete copy of the
response to this solicitation, or submit electronically to ebids@cityofdenton.com. Emails to the City should include the RFP number and name in the subject line, consolidate attachments
as much as possible, and not exceed 35MB total. Please do not email the buyer directly to ensure security of the proposal.
EVALUATION PROCEDURES
Selection of a firm(s) to provide the aforementioned materials and services shall be in accordance with the City of Denton Purchasing Policies and procedures and the State of Texas Local
Government Code 252.043. The City of Denton shall open all submissions and evaluate each respondent in accordance to the below criteria:
Step 1: The City of Denton will evaluate the submission in accordance with the selection criteria and will rank the firms on the basis of the submittals. The City of Denton, reserves
the right to consider information obtained in addition to the data submitted in the response. The selection criterion is listed below:
Compliance with specifications, quality, reliability, characteristics to meet stated or implied needs (FACTOR 20%)
Compliance with the stated specification(s) coupled with the quality and reliability of the goods and services such as fitness for use that meets or exceeds Owner’s
expectations and the characteristics of the product or service that bear on its ability to meet the stated/implied needs.
Indicators of Probable Performance under contract (FACTOR: 30%).
Indicators of probable performance under the contract to include: past vendor performance, financial resources and ability to perform, experience or demonstrated capability and responsibility,
references, experience managing onsite/near site clinics for other employers (especially other public entities), and scope of additional resources available within the vendor to support
clinic operations. Evidence of previous contracts involving existing clinic models, ability to maintain clinic operations during transition, documented transition plan to address all
facets of integration, and previous success in retaining existing staff, transitioning EMR systems, and transferring patient records.
Price, Total Cost of Ownership (FACTOR: 50%).
The price of the items, to include total cost of ownership, such as installation costs, life cycle costs, and warranty provisions.
The total possible score of the submissions shall be scored and weighted as indicated above, Step 1 items a-c. Based on the outcome of the computations performed, each submission will
be assigned a raw score. The assigned weight will then be applied to these scores to calculate an overall score for each submission for completion of the final scoring process.
Step 2: After the final ranking of the submissions and determination of Firm(s) that provide a best value to the City and are within the competitive range, provided the City of Denton
elects to proceed without oral discussions, the City will immediately proceed to negotiate final pricing, terms and conditions with the highest ranked Firm or Firms. The City of Denton
may elect to conduct oral discussions, request clarifications, and presentations concerning the project approach and ability to furnish the requirements, as part of the negotiation
process. The City may elect to utilize a Best and Final negotiation phase to determine the Firm that provides the overall best value to the City.
Step 3: Upon selection of the submission or Best and Final Offer that represents the “best value”, a written recommendation will be presented to the appropriate approving authority for
the City of Denton (the City Manager, Public Utility Board, City Council) requesting authorization to proceed with contract execution for the proposed services.
In accordance with Local Government Code 252.049, trade secrets and confidential information in competitive sealed proposals are not open for public inspection. All submissions shall
be opened in a manner that avoids disclosure of the contents to competing respondents and keeps the responses secret during negotiations. A public opening will not be conducted with
this process.
After the contract has been awarded all submissions will be open for public inspection, and the unsuccessful respondent(s) may request a debriefing regarding their submittal. Please
contact the City of Denton Materials Management staff to document the request for a debriefing. A meeting with the City of Denton Materials Management Staff and the using Division will
be scheduled within a reasonable time.
CONTACT BETWEEN RESPONDENT AND THE CITY
Respondents shall direct all inquiries and communications concerning this solicitation to the Point of Contact(s) listed below:
Karen E. Smith, A.P.P
Assistant Purchasing Manager
901-B Texas Street
Denton, TX 76209
(940) 349-7100
Fax: (940) 349-7302
karen.smith@cityofdenton.com
*** Please do not email the buyer the final proposal unless requested after the due date and time published on the coversheet. A proposal should be emailed to ebids@cityofdenton.com
SOLICITATION CHECKLIST
Check when Completed
Task to be Completed by Respondent
Exhibit 1 – Pricing sheet
Review Exhibit 2 – General Provisions and Terms and Conditions
Review Exhibit 3 – Scope of Work/Technical Specifications
Review Exhibit 4 – Technical Drawings and Plans (if applicable)
Submission of Exhibit 5 – FTP Site Form (if applicable)
Review Exhibit 6 – Federal Grant Requirements (if applicable)
Cover sheet
Solicitation number
Solicitation name
Firm name
Firm address
Contact name
Contact phone
Contact fax
Website address
Contact email address
Solicitation Checklist
Attachment A- Business Overview Questionnaire
Document how firm meets minimum qualifications (Section 3)
Detail to support evaluation criteria
Attachment B – Exception Form
Attachment C – Safety Record Questionnaire (if applicable)
Attachment D – Reference Form
Attachment E – Conflict of Interest Questionnaire Form – with signature
Attachment F - Acknowledgment
Acknowledgment of Addenda
Submission signed by authorized officer, in the order specified below
Hard Copy Submission: If submitting a hard copy, the City requires one (1) original and three (3) copies, with the pricing sheet submitted electronically in excel or emailed in excel
to Ebids@cityofdenton.com with the Solicitation # and name in the subject line.
Electronic Submission: If submitting an electronic proposal only, email to Ebids@cityofdenton.com with the Solicitation # and name in the subject line. The pricing sheet (Exhibit 1)
must be in excel format.
Order for Submission
Document
1
Cover Sheet
2
Pricing Sheet – Exhibit 1
3
Solicitation Checklist
4
Attachment A- Business Overview Questionnaire
5
Attachment B – Exception Form
6
Attachment C – Safety Record Questionnaire (if applicable)
7
Attachment D – Reference Form
8
Attachment E – Conflict of Questionnaire Form
9
Attachment F - Acknowledgment
Submit response, with tabs marking each section, in the following order:
ATTACHMENT A-BUSINESS OVERVIEW QUESTIONNAIRE AND FORMS
Contract Information (for formal contracting purposes):
The following information will be used to write a contract, should your firm be selected for award.
Firm’s Legal Name:
Address:
Agent Authorized to sign contract (Name):
Agent’s email address:
Subsidiary of:
Organization Class (circle):
Partnership Corporation Individual Association
Tax Payer ID#:
Date Established:
Historically Underutilized Business: Yes or No
Does your company have an established physical presence in the State of Texas, or the City of Denton? Yes or No, in which?
Please provide a detailed listing of all products and/or services that your company provides.
Has your company filed or been named in any litigation involving your company and the Owner on a contract within the last five years under your current company name or any other company
name? If so provide details of the issues and resolution if available. Include lawsuits where Owner was involved. (Notice: Failure to disclose this information during proposal submission,
and later discovered, may result in contract termination at the Owner’s option.)
Have you ever defaulted on or failed to complete a contract under your current company name or any other company name? If so, where and why? Give name and telephone number of Owner.
Have you ever had a contract terminated by the Owner? If so, where and why? Give name and telephone number (s) of Owner (s).
Has your company implemented an Employee Health and Safety Program compliant with 29 CFR 1910 “General Industry Standards” and/or 29 CFR 1926 “General Construction Standards” as they
apply to your Company’s customary activities?
http://www.osha.gov/pls/oshaweb/owasrch.search_form?p_doc_type=STANDARDS&p_toc_level=1&p_keyvalue=1926
Resident/Non-Resident Bidder Determination:
Texas Government Code Section 2252.002: Non-resident bidders. Texas law prohibits cities and other governmental units from awarding contracts to a non-resident firm unless the amount
of such a bid is lower than the lowest bid by a Texas resident by the amount the Texas resident would be required to underbid in the non-resident bidders’ state. In order to make this
determination, please provide the name, address and phone number of:
Responding firms principle place of business:
Company’s majority owner principle place of business:
Ultimate Parent Company’s principle place of business:
Provide details to support the evaluation criteria, including experience and delivery.
Provide details on how firm meets the minimum qualifications stated in this Main document Section 3.
The details must be completed on this form, and shall not point to another document in the respondent’s proposal.
Sign below and return form with final submission.
I certify that our firm meets the minimum qualifications as stated in this Main document, Section 3.
_______________________ _____________________ _____________________
Signature Company Date
ATTACHMENT A (Continued)
SUPPLEMENTAL QUESTIONNAIRE
Questionnaire – Please answer and provide the following documents as required below:
PRIMARY AND MINOR EMERGENCY CARE
List all the services that you are proposing to provide at the onsite/near-site clinic.
How are appointments scheduled?
Describe any alternate methods of scheduling appointments if the primary method is not available.
Is the appointment scheduling available online?
How many appointments per day are you estimating?
Are you proposing that all appointments must be scheduled or will sometime be allotted to serve walk-in appointments?
How will after hour issues be referred?
What level of personnel are you proposing to staff the clinic (i.e. Doctor, Physician’s Assistant, Nurse Practitioner, LVN, RN, etc.)?
What is the projected salary and benefits of each proposed staff member?
How many hours per day is each staff member projected to be at the clinic?
Are the rates of pay for the medical staff guaranteed for the length of the contract? If not, please provide details on expected increases in pay during the contract term.
How will medical staff vacations, illnesses, and continuing education be handled, in terms of back-up and relief personnel?
If necessary, how will medical staff be selected?
Who manages the staff and assures proper credentialing?
What specific types of conditions, injuries, and/or illnesses can be addressed onsite?
What if a condition, injury, or illness escalates?
Describe your patient referral process and philosophy for specialists and imaging.
What hours of operation for the clinic are you proposing?
If an onsite physician is being proposed, will the physician have hospital privileges? If so, where?
Describe in detail your proposed primary care case management process.
Describe in detail the disease management process.
It is the expectation of the City that some level of pediatric (24 months of age or older) care will be provided. Please explain in detail how you will address this care.
What is your standard protocol regarding prescriptions and prescription refills?
What is your standard protocol regarding prescription drug samples?
What is your standard protocol regarding outside lab orders?
WORKERS’ COMPENSATION (not currently being performed but may be added later)
Describe the types of work-related injuries that can be addressed onsite.
Describe the role of the onsite medical professional in conjunction with the City’s workers’ compensation third-party administrator and injury case management services.
Are there any additional charges (administrative or otherwise) for performing workers’ compensation and pre-employment/fit for duty physicals?
Confirm that the results of occupational health exams can be provided within the following time periods and standards:
Job specific routine and post offer physicals – 1 day
Job specific complex periodic (fit for duty) and post offer physicals – 3 days
Describe your ability to act as a collection site for pre-employment, random, reasonable suspicion, and post-accident drug testing.
COMMUNICATION PLAN AND MEMBER SERVICES
Please provide a comprehensive proposed communication plan for introducing your company’s management of the near-site health clinic to our employee population and reference the ongoing
communication plan. Outline your company’s responsibilities in these processes. Please include copies of proposed educational materials and timelines for distribution.
How will employees/dependents be able to communicate with the medical team?
Describe your company’s ability to communicate with a bilingual population (Spanish).
Describe the frequency and type of communication that eligible members will receive throughout the program period.
Will your company allow the City to link its website with your company’s website?
Will you allow the City to use our own branding in communication and program materials?
Provide your web address and any access codes needed to explore your services.
How can a member access your company for Member Services after hours?
Will your company utilize existing Member Services resources for the City’s clinic?
What level of staffing for Member Services do you envision for the City of Denton?
IDENTIFICATION OF HIGH RISK INDIVIDUALS
Understanding that there are a variety of methodologies for implementing a Health Risk Assessment (HRA), or other targeted intervention process, please explain in detail the HRA/targeted
intervention model that your organization would recommend be implemented. Explain the rationale behind the recommendation. Please keep in mind that this must be a confidential process
that complies with all HIPAA guidelines.
How will your company identify high-risk members?
Please describe your methodology for tracking and intervening with high-risk members on an ongoing basis.
Do you stratify members by severity of risk for complications? Please elaborate.
What HRA do you use and how long have you used it? List all risk factors you identify in your profile. Is your HRA GINA compliant? Is your HRA available both online and in paper form?
Please provide a sample HRA.
How often do you recommend that members complete an HRA? What is the minimum allowed time between HRA’s?
Please describe the turnaround time for each of the following areas:
Providing HRA results to individuals;
Contacting individuals for possible interventions; and
Providing the City with an aggregate summary report of HRA findings.
Please describe how your company will provide a system to assist HRA participants in the completion of their HRA and in the interpretation of their personal profile.
Describe the process for engaging an individual with a targeted health condition.
Do you recommend using incentives? The City currently provides a premium differential of $40 per month ($480 annually) if the employee qualifies for the City’s Healthy Incentives Program
(HIP). If other incentives are to be offered, please describe which incentives your company recommends.
Please describe how your company’s HRA monitors and reports individual changes from year-to-year.
Describe in detail how clinical data gathered at the clinic will be shared with the City’s current Case Management/Disease Management provider (UHC). Is there any additional fee to
share this data?
Describe in detail how you envision your company working with the City’s current Case Management/Disease Management provider (UHC) in regard to Case Management/Disease Management.
Describe any predictive modeling, or other tools, you use to find gaps in patient compliance.
INTERVENTION
Please describe in detail your high risk disease intervention process.
Are telephone conversations monitored for quality assurance?
Describe the follow-up process for targeted members you are unable to reach.
Describe and provide examples of any support materials used in the intervention.
How will your company link to onsite and/or community resources (Employee Assistance Program, Wellness Programs, Diabetes America, etc.)?
Describe and provide examples of any management reports on intervention activity.
WELLNESS/DISEASE MANAGEMENT/HEALTH COACHING
Please provide any wellness and disease management programs that your company will make available to the City’s members. Describe in detail the ongoing process of how these programs
will assist members in maintaining better health and assist the City in reducing our long-term costs. Outline your company’s responsibilities in these processes and include copies
of educational materials.
Describe the extent of how your clinic model proactively and/or automatically involves itself with wellness and disease management and/or similar programs that may be offered through
the City’s health third-party administrator.
What proactive measures are taken and what kinds of results are expected and produced?
What are your predictive modeling capabilities, and how are they applied?
Please list the diseases/conditions/procedures that are targeted by your company’s disease management programs.
Which of these diseases/conditions/procedures are the prime targets of your company’s programs?
How does your company measure the results, and how are the results communicated to the City, from any wellness and disease management activities that you conduct that are automatic,
and not at an extra charge?
Describe how your disease management services are provided (onsite in the clinic, online, telephonic, etc.)? Who will provide the disease management/health coaching services?
Describe the various types of health coaching programs you offer (smoking cessation, stress management, weight loss, diabetic support, etc.).
Please refer to Supplement G – City of Denton Healthy Incentives Program Summary – as part of our wellness program, the City’s current vendor tracks wellness points (“healthies”) via
an online system. This system assigns tasks (watch a video, try an exercise, take a quiz, report nutrition intake, report minutes of exercise, etc.) based on the health needs of the
employee, as assigned by the clinic provider. Do you have a system that can match this process? Please describe in detail. If not, please describe in detail how your company will
go about matching, or exceeding, this process.
MEASUREMENT TOOLS AND RESULTS
Address how your company proposes to review clinic operations and effectiveness. This should include standards and measurement criteria for clinic healthcare activities, costs, outcomes,
HRA, disease management, member services, member intervention and educational materials.
How will your company measure the outcomes and success of the overall program?
Describe your company’s standard management reports. Describe your custom reporting capabilities and any associated costs. Please provide samples of recommended reports that will be
provided to the City.
Provide examples of the following, if applicable:
Clinic healthcare activity report;
HRA and member profile reports;
Member participation report;
Member HRA and/or laboratory reports;
Member intervention report;
Financial summary/savings report;
No show reports;
Management reports online; and
Other available reports.
Describe how your company will specifically evaluate the effectiveness of primary care case management.
Provide all clinical indicators that your company will use to track the success of the program. How does your company track success from year to year? Please include all of the following,
if applicable:
Program outcomes;
Utilization Measures (list measures);
Changes in the Cost of Care; and
Productivity/Absenteeism (list indicators).
Describe how employee satisfaction with the provided services will be measured. How often will employee satisfaction be measured? Describe the process, including management reports,
for how employee satisfaction results will be communicated to the City.
What is the Return on Investment (ROI) of your clients similar in size to the City of Denton? How is this measured?
How does your company define participation?
How does your company define engagement?
HIPAA COMPLIANCE
Is your company HIPAA compliant, including applicable provisions of the Health Information Technology for Economic and Clinical Health Act (HITECH Act)?
Describe your system and safeguards for the assurance of personal health data security (including paper, processes, computer systems, computer network, and copiers).
Has your company’s network security system ever been breached? If so, for each instance please explain in detail what happened, how you mitigated any damage, and what changes you made
to prevent future breaches.
COMPANY OVERVIEW
Respondent is requested to define the overall structure of the company to include the following:
Qualifications and experience of the contractor, including:
Primary line of business;
Organizational size;
Structure and history of the organization;
Is your company owned by, partly owned by, held by private equity interests or hospital/physician group? If so, please describe in detail;
Experience in the provision of the services requested in this RFP;
Percentage of the company’s total business in the area of clinic operation and management;
The location of the office that will service the City’s account; and
Name and experience of the person that will be assigned to the City’s account;
Location of any health coaches or wellness resources available to clinic staff.
List all past and present contracts for the provision of onsite medical services for public and private entities, including:
Name of entity;
Name and contact information for the public entity employee that had oversight over the contract;
Years that services were provided; and
If contract has been terminated, the reason for termination.
State the type of ownership, the name and location of the parent company and subsidiaries, if any.
List the states, other than Texas, where services are in use.
Qualifications (including relevant professional designations and descriptions) and experience of the personnel who will be directly assigned to carry out the services described in this
RFP.
How many other clients will this account team service in addition to the City?
Describe your pre-employment/post-offer screening process for employees to include drug testing, criminal background checks, financial background checks, and confidentiality agreements.
Provide information on any National, State, or local professional associations to which your company belongs.
Describe any lawsuits, pending or resolved, that have been filed against your company related to the provision of the services requested in this RFP.
Please provide your company’s most recent public financial report.
What EMR system will your company use for our clinic? Does the EMR include Evidence Based Clinical Decision Support tools to provide diagnostic, prescription, and treatment guidance?
Is your EMR system proprietary to your company or is it licensed from a third-party?
What sets your company apart from other companies that provide similar services?
What is your company’s philosophical approach to employee clinics (corporate mission and vision)?
Please provide any additional information that your company believes will be helpful to the City in evaluating your company’s ability to provide the services requested in this RFP.
TRANSITION PLAN (if applicable)
Describe in detail your company’s plan to transition the City’s clinic from our current management company.
How many existing clinics have you transitioned to your company? How many were public entity clinics?
Describe in detail your plan to retain the current clinic staff.
Describe in detail your plan to obtain and transition medical records from the prior company.
Describe in detail your plan and expected timeline to train staff on your EMR system and other corporate policies and procedures.
SCOPE OF SERVICES
As indicated above, please include a detailed explanation of services offered, as they relate to the City’s “Outline of Expected Services” in Exhibit 3, and your recommended approach
to addressing the City’s needs. Please provide reasonable estimates of the cost to the City on a monthly and/or annual basis. Please include any services offered that may be above
and beyond the Outline of Expected Services indicated by the City.
PROPOSED PROGRAM COSTS AND ESTIMATED SAVINGS
Overall Cost Per Employee Per Month (PEPM)?
Please confirm that the following costs are including in the above PEPM cost. If they are not included, please clearly state such and provide the additional cost to include:
Administrative fees;
Transition costs/fees;
Data transfer costs/fees;
Staff costs;
Medical supply costs; and
Medical equipment costs.
Indicate all payment terms and conditions
Provide detailed savings projections, including savings in the following areas:
Primary care/specialist visits
Prescription drugs (from higher generic utilization, transparent step-therapy, and steerage)
Achievement of reasonable return on investment (ROI) and the applicable timeframe to achieve the ROI.
Number of years the baseline fees are guaranteed.
Describe the process for adding additional future clinic/medical staff hours. Describe any additional administrative costs to the City associated with increase in clinic/medical staff
hours.
Please provide a detailed listing of all services included within your Administrative Fee.
If the cost of medical malpractice insurance is not included in your administrative fee or the PEPM fee, please outline the expected costs for this coverage.
Please provide a listing of the top 25 supplies your clinic will stock and the price the City will pay for each of these supplies (if they are not included within the PEPM price listed
above).
Please provide the costs for the following services (if these are not included within the PEPM price listed above):
Cholesterol Test (Lipid Panel – HDL/LDL, Total Cholesterol, Triglycerides)
Blood Sugar Test (Fasting and Non-Fasting)
Strep Test (Rapid and Regular)
Flu Test
Flu Shot
Tetanus Shot
Hepatitis Vaccinations
Required Immunizations
Pregnancy Test (Blood)
Lab Draw Fees
Lab Processing Fees
EKG
Our current HRA blood draw includes all the tests identified in Attachment A. What is your expected cost to duplicate this HRA blood test with your current lab provider?
Outline the costs associated with the following occupational health exams:
Post offer physicals
Annual physicals
Pre-Employment, Random, Reasonable Suspicion, and Post Accident drug test specimen collection
Will laboratory costs be run through the medical plan or as a pass through to the City?
Please provide the cost of an onsite x-ray machine and the applicable leasing arrangements that can be offered to the City.
Address your willingness to enter into a performance guarantee and how the performance criteria and penalties might be structured.
Please provide a sample contract for your services.
MISCELLANEOUS QUESTIONS
Does our firm agree that no commissions, service fees or other forms of compensation of any type shall be paid to any party without first being fully disclosed to the City?
Please confirm that no termination of contracts for clinic services have occurred due to non-performance, poor performance or other misfeasance in the last ten (10) years. If so, please
explain:
Please provide a statement that there is no and will be no conflict of interest in your providing Onsite Medical Clinic Operations and Management Services to the City of Denton.
Please confirm that there is no relationship of consanguinity between the principals of your firm and any City Council Member or City official or employee that would result in that member
or employee having an interest in a public contract or otherwise violate the states ethics or public contracting laws.
Please provide a statement describing your firm’s equal employment opportunity policy.
ATTACHMENT B-SUBMISSION EXCEPTIONS/CLARIFICATIONS
Any exceptions or clarifications taken to this solicitation (including terms and conditions in Exhibit 2, the General Provisions and Terms and Conditions) must be itemized on the lines
below. Additional pages may be added as needed. If there are no exceptions or clarifications, please sign where indicated at the bottom of the page.
Item # Description
The above exceptions and clarifications (and any additional pages identified) are the ONLY exceptions/clarifications to the specifications, General Provisions and Terms and Conditions
in Exhibit 2, and sample contract to this solicitation. I understand that the City may not accept additional exceptions produced after final submission of this proposal.
_______________________ _____________________ _____________________
Signature Company Date
No Exceptions are taken to this solicitation or the General Provisions and Terms and Conditions in Exhibit 2.
_______________________ _____________________ _____________________
Signature Company Date
ATTACHMENT D-REFERENCES
Please provide a list of at least five (5) references, other than the City of Denton, where like services or their firm has performed similar projects. In addition, please include all
municipalities or other public entities (and number of employees) served by your firm. The City is especially interested in references from clients that had existing clinic programs
in place that your company successfully took over.
REFERENCE ONE
GOVERNMENT/COMPANY NAME:
LOCATION:
CONTACT PERSON AND TITLE:
TELEPHONE NUMBER:
SCOPE OF WORK:
CONTRACT PERIOD:
REFERENCE TWO
GOVERNMENT/COMPANY NAME:
LOCATION:
CONTACT PERSON AND TITLE:
TELEPHONE NUMBER:
SCOPE OF WORK:
CONTRACT PERIOD:
REFERENCE THREE
GOVERNMENT/COMPANY NAME:
LOCATION:
CONTACT PERSON AND TITLE:
TELEPHONE NUMBER:
SCOPE OF WORK:
CONTRACT PERIOD:
REFERENCE FOUR
GOVERNMENT/COMPANY NAME:
LOCATION:
CONTACT PERSON AND TITLE:
TELEPHONE NUMBER:
SCOPE OF WORK:
CONTRACT PERIOD:
REFERENCE FIVE
GOVERNMENT/COMPANY NAME:
LOCATION:
CONTACT PERSON AND TITLE:
TELEPHONE NUMBER:
SCOPE OF WORK:
CONTRACT PERIOD:
ATTACHMENT E-CONFLICT OF INTEREST QUESTIONNAIRE
CONFLICT OF INTEREST QUESTIONNAIRE - FORM CIQ
For vendor or other person doing business with local governmental entity
This questionnaire reflects changes made to the law by H.B. 23, 84th Leg., Regular Session.
This questionnaire is being filed in accordance with Chapter 176, Local Government Code, by a vendor who has a business relationship as defined by Section 176.001(1-a) with a local
governmental entity and the vendor meets requirements under Section 176.006(a).
By law this questionnaire must be filed with the records administrator of the local government entity not later than the 7th business day after the date the vendor becomes aware of facts
that require the statement to be filed. See Section 176.006(a-1), Local Government Code.
A vendor commits an offense if the vendor knowingly violates Section 176.006, Local Government Code. An offense under this section is a misdemeanor.
1
Name of vendor who has a business relationship with local governmental entity.
2
Check this box if you are filing an update to a previously filed questionnaire.
(The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than the 7th business day after the date on which you became aware
that the originally filed questionnaire was incomplete or inaccurate.)
3
Name of local government officer about whom the information in this section is being disclosed.
Name of Officer
This section, (item 3 including subparts A, B, C & D), must be completed for each officer with whom the vendor has an employment or other business relationship as defined by Section
176.001(1-a), Local Government Code. Attach additional pages to this Form CIQ as necessary.
Is the local government officer named in this section receiving or likely to receive taxable income, other than investment income, from the vendor?
Yes No
Is the vendor receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer named in this section AND the taxable
income is not received from the local governmental entity?
Yes No
Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local government officer serves as an officer or director, or holds an
ownership of one percent or more?
Yes No
D. Describe each employment or business and family relationship with the local government officer named in this section.
4
I have no Conflict of Interest to disclose.
5
Signature of vendor doing business with the governmental entity
Date
ATTACHMENT F-ACKNOWLEDGEMENT
The undersigned agrees this submission becomes the property of the City of Denton after the official opening.
The undersigned affirms he has familiarized himself with the specification, drawings, exhibits and other documents; the local conditions under which the work is to be performed; satisfied
himself of the conditions of delivery, handling and storage of materials and equipment; and all other matters that will be required for the work before submitting a response.
The undersigned agrees, if this submission is accepted, to furnish any and all items/services upon which prices are offered, at the price(s) and upon the terms and conditions contained
in the specification. The period for acceptance of this submission will be 120 calendar days unless a different period is noted.
The undersigned affirms that they are duly authorized to execute this contract, that this submission has not been prepared in collusion with any other respondent, nor any employee of
the City of Denton, and that the contents of this submission have not been communicated to any other respondent or to any employee of the City of Denton prior to the acceptance of this
submission.
Respondent hereby assigns to the City any and all claims for overcharges associated with this contract which arise under the antitrust laws of the United States, 15 USCA Section 1 et seq.,
and which arise under the antitrust laws of the State of Texas, Tex. Bus. & Com. Code, Section 15.01, et seq.
The undersigned affirms that they have read and do understand the specifications, all exhibits and attachments contained in this solicitation package.
The undersigned agrees that the solicitation package posted on the website are the official specifications and shall not alter the electronic copy of the specifications and/or pricing
sheet (Exhibit 1), without clearly identifying changes.
The undersigned understands they will be responsible for monitoring the City of Denton Purchasing Website at: http://www.cityofdenton.com/index.aspx?page=397 to ensure they have downloaded
and signed all addendum(s) required for submission with their response.
I certify that I have made no willful misrepresentations in this submission, nor have I withheld information in my statements and answers to questions. I am aware that the information
given by me in this submission will be investigated, with my full permission, and that any misrepresentations or omissions may cause my submission to be rejected.
Acknowledge receipt of following addenda to the solicitation:
Addendum No 1 Dated _______________________ Received _________________
Addendum No 2 Dated _______________________ Received _________________
Addendum No 3 Dated _______________________ Received _________________
NAME AND ADDRESS OF COMPANY: AUTHORIZED REPRESENTATIVE:
___________________________________ Signature
___________________________________ Date
___________________________________ Name
___________________________________ Title
Tel. No. ____________________________ Fax No.
Email.