Request for Proposals
Request for Proposal (RFP)
DOT and pre-employment physical exams, drug testing, immunizations, and TB testing.
Release Date: February 6, 2023
Deadline for Submittal: February 24, 2023, 5:00PM
Contact: Eric Tam, Technology Supervisor
Email: [email protected]
City of Richmond
Police Department
INTRODUCTION
The City of Richmond's Police Department is requesting proposals from qualified medical facilities to perform pr e-employment, DOT (Department of Transportation) physical examinations, random drug testing, immunizations and infectious disease testing for candidate s and personnel. This request for proposal (RFP) describes the project, the required sc ope of services, the consultant selection process, and the minimum information that must be included in t he proposal. Failure to submit information in accordance with the RFP requirements and procedures may be cause for disqualification. The anticipated te rm of this contract will be for a period of three (3) years and an option to renew for (2) two years by means of a mutual agreement of both parties.
Vendors are required to read and understand all information contained within this entire Proposal package. By responding to this RFP, the vendor agrees to read and understand these documents.
PROJECT BACKGROUND / DESCRIPTION
The City of Richmond Police Department is seeking proposals from qualified medical facilities to perform pre- employment and DOT (Department of Transportation) physical examinations, random drug testing, immunizations and infectious disease testing for Cit y of Richmond candidates and personnel.
The purpose of the testing is to a ssess Police Department candidates for job capabilities and to ensure that personnels follow the Department's policies, and in accordance with any other applicable feder al, state, and loca l laws, statutes, ordinances, rules, and regulations.
The Police Department desires the facility to be located within a 15-minute travel time or 15-mile radius from the City of Richmond.
The City’s intent is to award to a single or multiple medical facilities to perform pre-employment and DOT (Department of Transportation) physical examinations, random drug testing, immunizations and in fectious disease testing for City of Richmond candidates and personnel. Respondent s to this RFP should identify the testing of interest when submitting pr oposals. Submittal of a proposal for all items under the heading Scope of Services is encouraged but not required.
PROPOSAL FORMAT GUIDELINES
Each proposal will adhere to the following order and cont ent of sections. Proposal should be straightforward, concise and prov ide “layman” explanations of technical terms that are used. Emphas is should be concentrated on conforming to the RFP instructions, responding to the RFP requi rements, and on providing a complete and clear description of the offer. Proposals, which appear unrealistic in the terms of technical commitments, lack of technical com petence or are indicative of failure to comprehend the complexity and risk of this contract, ma y be rejected. The following proposal sections are to be included in the Vendor’s response:
A. Vendor Cover Letter
A cover letter should summarize key elements of the proposal and shall:
Confirm that all elements of this RFP have been reviewed and understood. Include a statement of intent to perform the services as outlined. Express company’s willingness to enter into an agreement under the terms and conditions prescribed by this RFP, insurance requirements (Attachment A) and in the sample Service Agreement (Attachment B). Indicate the address and telephone number of the vendor’s office located. nearest to Richmond, California, and the office from which the project will be managed.
Stipulate that the propos al price will be valid for a period of at least 180 days. Identify a single person for contact during the RFP review process; and Cover letter shall be signed by an authorized official of the company. Proposer must have the qualifications and skills necessary to perform the services described in this RFP in a competent and professional manner without the advice or direction from the Police Department. The facility must be authorized to conduct DOT (Department of Transportation) Physical Examinations and Drug Testing. The Proposer warrants that all examinations and testing are performed by a qualified, licensed Physician, Nurse Practitioner, or certified Physician’s Assistant. Results of all testing will be sent to the Police Department's designee, and said results are required to be disseminated in accordance with the HIPAA (Health Insurance Portability and Accountability Act) Privacy Rule.
B. Scope of Services
Proposer must have the abilit y to provide the following services (although not all listed will be performed):
a. Pre-employment and DOT (Departm ent of Transportation) Physicals Medical History Questionnaire
Hands-on Physical
3-View Back X-ray
Musculoskeletal Exam
Computerized Strength Testing
Hearing Examination ( Hearing Examination is required for specified classifications only.)
b. Immunizations
c. Infectious Disease Screening
d. Random Drug Testing
Proposer must warrant that its providers will perform serv ices in accordance with the generally accepted principles and practices applicable to the medical profession, and that said providers are properly licensed, r egistered and/or certif ied employees as may be required under any applicable federal, state, and local la ws, statutes, ordinances, rules and regulations.
Proposer must be authorized to perform DOT (Department of Transportation) Physicals and Drug Testing.
Proposer ensures that all examinations and the resu lts are disseminated in accordance with the HIPAA (Health Insur ance Portability and Ac countability Act) Privacy Rule.
C. Cost Information
Provide a comprehensive fee schedule for all the services the Proposer will provide to the Police Department. All cost and pricing data, including documents showing indirect costs and direct labor rate s, must be placed in a separate sealed envelope. Proposers must not include any in formation regarding their detailed cost estimates in the envelope containing their written proposal.
Proposers will be paid at the same rates set fo rth in their cost proposal unless further negotiated in writing and agreed to by the Police Department.
D. Contractor Assignment of Sub-Contract
The resulting contract shall not be assigned, transferred, or sublet, in whole or in part, without the prior written approval of the Police Department. If Offerors intend to subcontract any por tion of the resulting cont ract, they must describe their process for selecting such subcontractor(s) and the quality control measures that the Offeror will employ to ensure that any subcontractor complies with the provisions of Offeror’s contract with the Department.
E. Exceptions to this Request for Proposals
The proposer shall state whether it takes exception(s) to this RFP, including but not limited to the City of Richmond’s Standard Serv ices Agreement – RFP (Attachment 1). If the proposer does take exception( s) to any portion of the RFP or contract, the specific portion to which exception(s) is taken must be identified by section number and explained. Requests for changes or additions to sections of City of Richmond’s Standard Servic es Agreement must be shown by requesting deletion of specific words and/or by providing new requested contract language. Requests for complete repl acement of the City of Richmond’s Standard Services Agreement for another contract will not be granted. Failure to make exceptions to the RFP or St andard Services Agreement within the proposal will be deemed a waiver of any objection. Exceptions will be considered during the proposal evaluation process.
F. Statement of Impartiality and Disclosure
The nature of this Project requires an impartial unbiased approach on the part of the proposer’s team. This proposal shall include a stat ement declaring that the proposer’s and sub-consultants are not currently, and will not, during the performance of these services, participate in any other similar work involving a third-party with interests currently in c onflict or likely to conflict with City of Richmond’s interests. Additionally, proposer is requi red to disclose any pending or active investigations or litigation that may affect the reputation or ability of the proposer to carry out the Project.
PROCESS FOR SUBMITTING PROPOSALS
Questions Concerning Request for Proposals
Please do not contact staff dire ctly regarding this Propos al will not be answered. All questions must be submitted via the elec tronic BidsOnline system on the Q&A tab by 5:00pm PST, on February 17. 2023. If t he City finds it necessary to issue an addendum, prospective Offerors will rece ive e-mail notification of addendum.
Otherwise, answers to questions received will be provided on the Q&A tab and notification will be sent no la ter than February 20, 2023 5:00P M. It is the proposer’s responsibility to periodically check the BidsOnline website www.ci.richmond.ca.us/ bids for any possible Addenda to the RFP that may have been posted.
Any party submitting a proposal shall not co ntact or lobby any City Council member, City official, employee (except those spec ified for contact) or agent regarding the RFP. Any party attempting to influence or circumvent the RFP, bid submittal, and review process may have their proposal reje cted for violating this provision of the RFP.
Interested parties may download copies of the above-mentioned proposal by visiting the City's web site, www.ci.richmond.ca.us/bids. T o download RFP, new vendors will be required to register. On ce the vendor downloads any documents
relative to a solicitation, that vendor's name will appear on the Prospective Bidders list for that project and will receive any addenda or notifications relating to the RFP.
Submission of Proposals
Please submit your proposal via the City of Richmond's bidsonline system. Proposals submitted by facsimile or e-mail are not acceptable and will not be considered. The proposal must be received no later than February 24, 2023 by 5:00PM (local time).
The proposal and any required ce rtifications shall be si gned by an individual or individuals authorized to execute legal documents on behalf of the proposer.
Proposer is responsible for submitting it s entire proposal package with all required submittal documents and any modifications or revisions, to reach the City of Richmond’s office as designated in the RF P by the time specified below. Any proposal, modification, or re vision received by the City of Richmond after the exact time specified for receipt of proposals is “late” and will not be considered.
The City of Richmond reserves the right to waive inconsequential irregularities.
GENERAL GUIDELINES
This RFP does not commit t he City of Richmond to award a contract, to defray any costs incurred in the preparatio n of a proposal pursuant to th is RFP, or to procure or contract for work. The City of Richmond ma y reject a proposal without providing the reason(s) underlying the declination. A failure to award a contract to the proposer with the lowest cost proposal sha ll not constitute a valid caus e of action against the City of Richmond. The City shall not be responsible fo r work done, even in good faith, prior to final approval of the proposed contract. The ci ty may investigate the qualifications of any respondent under consideration, require confirmation of information furnished by the respondent, and require additional evi dence or qualifications to perform the Services described in this RFP.
The City reserves the right to:
1. Reject any or all proposals.
2. Issue subsequent Requests for Proposal.
3. Postpone opening for its own convenience.
4. Remedy technical errors in the Request for Proposal process.
5. Negotiate with any, all, or none of the Respondents.
6. Solicit best and final offers from all or some of the Respondents.
7. Select one or more Respondents.
8. Accept other than the lowest proposed fees.
9. Waive informalities and irregularities in proposals.
Public Records
All proposals submitted in response to th is RFP become the proper ty of the City of Richmond and public records and, as such , may be subject to public review.
Documents protected by law fr om public disclosure will not be disclosed by the City of Richmond if clearly marked with the word "confidential" on each applicable page. Trade secrets may be marked as confidential only to the extent they meet the requirements of California Government Code section 6254.7. Only information claimed to be a trade secret at the time of submi ttal to the City of Richmond and ma rked as "confidential" will be treated as a trade secret.
Insurance Requirements
The City of Richmond requires consultants doi ng business with it to obtain insurance, as shown in RFP Attachment 2. The required insurance certificates must comply with all requirements of the standards as shown and mu st be provided within fifteen (15) days of issuance of the Notice of Intent to Award and prior to the commencement of any work on the Project.
Business Licenses
The successful Contractor and a ll subcontractors used in t he work will be required to hold or to obtain a City of Richmond business license for which the fee will not be waived.
Compliance with City Ordinances
The contractor and all subcontractors shall comply with the City of Richmond Nondiscrimination Clauses in City Contracts Ordinance ( Richmond Municipal Code (RMC) Chapter 2.28 ), Business Opportunity Ordinance ( RMC Chapter 2.50 ), Local Employment Program Ordinance ( RMC Chapter 2.56 ), Living Wage Ordinance ( RMC Chapter 2.60) and Ordinance Banning the R equirement to Provide Information of Prior Criminal Convictions on all Employm ent Applications (“Ban the Box”) ( RMC Chapter
2.65), which are incorporated into the Contract Documents by this reference.
Collusion
By submitting a proposal, each respondent r epresents and warrants that its proposal is genuine and not false or collusive or made in the interest of, or on behalf of any person not named therein; that the res pondent has not directly or indi rectly induced or solicited any other person to submit a false proposal, or any ot her person to refrain from submitting a proposal; and that the respondent has not, in any manner, sought collusion to secure any improper advantage over any other person submitting a proposal.
Withdrawal of Proposals
A respondent may withdraw their proposal bef ore the expiration of the time for submission of proposals by delivering to the Finance Department a written request for withdrawal signed by, or on behalf of, the respondent.
Ownership of Documents
All reports, studies, information, data, stat istics, forms, designs, plans, procedures, systems, and any other materials produced fo r the Project shall be the sole and exclusive property of the City. No such mate rials or properties pr oduced in whole or in part for the Project shall be subject to priv ate use, copyrights, or patent rights by Respondent in the United Stat es or in any other country without the express written consent of the City. The Cit y shall have unrestricted aut hority to publish, disclose (except as may be limited by the provisions of the Public Records Act), distribute, and otherwise use, copyright, or patent, in whole or in part, any such reports, studies, data, statistics, forms or other materials or properties produced for this project.
PROPOSAL EVALUATION AND SELECTION PROCESS
All proposals shall be reviewed to verify that the Respondent has met the minimum requirements. Proposals that have not co mplied with requirements, do not meet minimum content and quality standards, or ta ke unacceptable exceptions to the General Terms and Conditions of the Service Agreement, will be eliminated from further consideration. Proposals wi ll be reviewed and evaluated by an evaluation committee comprised of City of Richmond personnel.
The City reserves the right to reject any or all proposals, or to make no award. The City also reserves the right to require modifications follow -up with requests for additional information, including, but not limited to, follow -up interviews. The City may request Best and Final offers based upon improved understanding of the offers or changed scope of service. The City will negotiate with that vendor to determine final pricing, and
contract form. Because this proposal is negotiable, all pricing data will remain confidential until after award is made, and there will be no public opening and reading of Proposals. Overall responsiveness to the RFP is an important factor in the evaluation process. The criteria upon wh ich the evaluation of the pr oposals will be based include, but are not limited to, the following:
The Proposal/Methodology and Approach to Work – 30%
The proposer’s responsiveness to the RFP including completeness and thoroughness of proposal; all required information must be provided in the format specified. This category will also evaluate:
Ability to provide servic es as outlined in the RFP.
Approach and proposed met hodology to project scope.
Demonstrated knowledge of the work required.
Experience/Past Performance/References – 30%
Consideration will be given based upon the firm’ s experience, years in business, past and current client references; technical expertise and professional competence in areas directly related to this RFP; number of y ears of experience in performing similar work.
Existing vendors that have performed satisfac tory for the City of Richmond will be awarded full points and exempt from reference check.
Cost Proposal – 40%
After the proposals are opened, but prior to award, the City may elect to conduct negotiations with the highest ranked proposal respondents for purposes of:
Resolving minor differences and information
Clarifying necessary deta ils and responsibilities
Emphasizing important issues and points
Receiving assurances from respondents
Selection may be made without further discussion, negotiations, or Offeror’s presentations; therefore, Offeror shall offer the most favorable terms in response to this RFP. Offeror must demonstrate an underst anding of the scope of service to be provided and the ability to accomplish the tasks set forth. Offeror shall include information that will enable the City to determine the Offeror’s overall qualifications.
The City reserves the right to request addi tional information or clarification on any matter included in the proposal response, to enab le the City to arrive at the final award decision.