1 Request for Qualifications
On-Site Health and Wellness services
Release Date: February 15, 2023
Deadline for Submittal
3:00 pm PST, March 13, 2023
Contact: Captain Al Walle
Email: [email protected]
Phone Number: 510-620-6940
City of Richmond
Richmond Police Department
2 1. Introduction
The City of Richmond is soliciting proposals from qualified firms or individuals to provide the Richmond Police Department with On-Site Health and Wellness services. The required services and performance conditions are described in the Scope of Work.
The service contract will remain in effect for three years upon approval of the Contractor and City Manager. The parties may mutually agree to a renewal o f this contract in one- year intervals for two additional years.
2. Scope of Work
The Contractor should be familiar with contemporary physical fi tness trends and key training methods to optimally prepare police officers with the physical stamina, strength, and endurance to meet the daily demands of their jobs. The Cont ractor overseeing the project should have a Ph.D., or equivalent, in Exercise Science, Nutrition or related field.
Contractor should have at least five years of experience in providing first responders with health screenings and follow-up wellness coaching. The Contract or will provide annual on-site health and wellness services for police officers in ord er to promote sustainable lifestyle changes that l ead to improved fitness, better nutriti on, and enhanced job performance. Contractor will provide annual health screening services for the Richmond Police Department that include the following:
x Body Composition Measures (hei ght, weight, body fat percentage , muscle mass, and basal metabolic rate)
x Resting blood pressure
x Resting and exercise electrocardiogram
x Cardiovascular Assessment (EKG stress test)
x Exercise Blood Pressure
x On-site phlebotomist
x Blood Work to include Lipid Panel, NMR, Blood Glucose x HIPAA compliant portal where of ficers can receive results 24/7 x Health Risk Assessment sent via HIPAA compliant portal x On-site wellness coaching, follo w-up wellness coaching for high risk individuals x All testing takes place at the Richmond Police Department on a n agreed upon schedule
3 3. Pricing
Upload pricing in a separate file. The file must contain the following:
x The schedule of costs and fees with current fee schedules, per sonnel wage rate sheets and other costs. Be thor ough and specific, as this will form the basis for negotiation of any contract for services that may be presented by the City. x Specific hourly rates for each class of employee/specialist x Services priced by task or deliverables (if applicable) x Requested expenses
4. Experience and Qualifications
Please include the following information with your proposal:
x Vendor Cover Letter - A cover letter, should summarize key ele ments of the proposal and shall contain:
x Names of principals;
x Total number of years in business;
x Confirm that all elements of this RFQ have been reviewed and u nderstood; x Include a statement of intent to perform the services as outli ned; x Express company’s willingness to enter into an agreement under the terms and conditions prescribed by this RFQ, insurance requirements (Attachment 2) and in the sample Service Agreement (Attachment 1);
x Indicate the address and telephone number of the vendor’s offi ce located nearest to Richmond, California and the office from which the project will be managed; x Stipulate that the proposal price will be valid for a period o f at least 180 days; x Identify a single person for contact during the RFQ review pro cess; and x Cover letter shall be signed by an authorized official of the company. x Describe qualifications and rele vant related experience of each employee who will provide technical assistance;
x Name and current phone number of three (3) references that can c o mme n t o n quality and performance of services. References may be contacted as part of the selection process;
x Any specialty area of expertise (e.g. worked extensively with certain public safety agencies);
x Provide documentation demonstrating a minimum of three (3) yea rs of experience in providing fitness/wellness evaluations;
x Describe the firm’s involvement and affiliation with professio nal associations directly involved in strength and conditioning training for first responders; and x Health risk assessment – Provide detailed information regarding your firm’s health screening and wellness coaching process.
4 5. Evaluation and Selection Process
All proposals shall be reviewed to verify that the Respondent h as met the minimum requirements. Proposals that hav e not complied with requirement s, do not meet minimum content and quality standards, or take unacceptable exc eptions to the General Terms and Conditions of th e Service Agreement, will be eliminated from further consideration. Proposals will be reviewed and evaluated by an evaluation committee comprised of City of Richmond personnel.
The criteria upon which the evaluation of the proposals will be based include, but are not limited to, the following:
The Proposal/Methodology and Approach to Work – 20%
This category will evaluate the proposer’s responsiveness to th e RFQ including completeness and thoroughness of proposal. This category will also evaluate:
x Ability to provide service s as outlined in the RFQ
x Demonstrated knowledge of the work required
x Explanation of the services required
Experience/Past Performance/References – 20%
Consideration will be given based upon the firm’s experience to successfully provide fitness/wellness evaluations for public safety agencies, years in business, past and current client references; technical expertise and professional competence in areas directly related to this RFQ; number of years of experience in performing similar work.
Project Team – 20%
Respondent should demonstrate that all key personnel have been successfully involved with projects of similar scope and magnitude. This category will evaluate the firm’s:
x Experience and expertise of the team on relevant projects. Specialized experience, along with the ability to manage, control and to schedule concurrent projects for multiple clients.
x Qualifications and relev ant individual experience
x Unique qualification of key personnel
Proposer Qualifications – 20%
To determine the degree of responsibility to be credited to the Respondent, the Police Department will weigh the evidence that the Respondent has performed satisfactorily on other contracts of like nature, magnitude and comparable difficulty.
Cost Proposal – 20%
5 6. Questions Concerning Request for Qualifications
All must be submitted via the electronic BidsOnline system on the Q&A tab by 5:00pm PST, on March 6, 2023. If City finds it necessary to issue an addendum, prospective Offerors will receive notification of addendum. Otherwise, answers to questions received will be prov ided the Q&A tab and notification will be It is the proposer’s
responsibility to periodically check the BidsOnline website www.ci.richmond.ca.us/bids for any possible Addenda to the RFQ that may have been posted.
Any party submitting a proposal shall not contact or lobby any City Council member, City official, employee (except those specified for contact) or agent regarding the RFQ. Any party attempting to influence or circumvent the RFQ submittal, and review process may have their proposal rejected for violating this provision of the RFQ.
Interested parties may download copies of the above mentioned p roposal by visiting City's web site, www.ci.richmond.ca.us/bids. To download RFQ, new vendors be required to register. Once the vendor downloads any documents relative to a solicitation, vendor's name will appear on the Prospective Bidders list for that project and will receive any addenda or notifications relating to the RFQ.
7. Guidelines for Proposal a nd Submission of Proposals These guidelines are provided for standardizing the preparation and submission of proposals by Proposers. The intent of these guidelines is to assist Proposers in their preparation and to simplify the review process for the City. Proposals shall be limited to 20 double-sided pages, inclusive of graphics, forms pictures, photographs, etcetera, but not of cost proposal, resumes, required writing samples, certifications, front and back covers, submitted on 8-1/2” x 11” paper with easy to read font size and style. Proposals must be typewritten. The proposal and any required certifications shall be signed by an individual or individuals authorized to execute legal documents on behalf of the proposer.
Electronic Proposals shall be submitted via the City’s secure online bidding system. All required sections of the proposal must be submitted via the website.
Contractor is solely responsible for “on time” submission of their electronic proposal. The Bid Management System will not accept late proposals and no exceptions shall be made. Contractors will receive an e-bid confirmation number with a time stamp from the Bid Management System indicating that their bid was submitted successfully. The City will only receive those proposals that were transmitted successfully.
6 The proposal must be received no later than 3:00 p.m., on March 13, 2023.
The City of Richmond reserves the right to waive inconsequential irregularities.
8. Late Proposals
Proposals arriving after the specified date and time will not be considered, nor will late proposals be opened. Proposers assume responsibility for timely submissions of its proposal.
9. Withdrawal or Modification of Proposals
Any proposal submitted prior to the March 13, 2023 deadline may be withdrawn or modified by a written request signed by the Proposer and receiv ed by March 13, 2023.
10. Proposal Acceptance and Rejection
Proposals will only be considered from Proposers that normally engage in providing the types of services specified herein. Proposers awarded a contract will be expected to obtain a City of Richmond business license. The City reserves the right to reject proposals where evidence or evaluation is deter mined to indicate inability to perform. The City reserves the right to accept any proposal or reject any and all proposals if said rejection is deemed in the best interest of the City.
11. Standard Contract and Insurance
Attached is a sample City of Richmond Standard Contract Agreement (Attachment 1). Please note the City Attorney ’s Office is typically not inc lined to make any revisions to the standard agreement.
Proposers shall not commence any work before obtaining, and sha ll maintain in force at all times during the duration and performance of any contract with the City required policies of insurance. A ttached is the City of Richmon d’s Insurance Requirements for grant writing services (Attachment 2).
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 Requirement to Provide Information of Prior Criminal Convictions on all Employment Applications 7 (“Ban the Box”) (RMC Chapter 2.65), which are incorporated into the Contract Documents by this reference.
Sanctuary City Contracting Ordinance (SCCO)
The Richmond Sanctuary City Contracting Ordinance No. 12-18 (Attachment 3) prohibits the City from granting and or retaining contracts with any person or entity that provides Data Broker or Extreme Vetting services to the U.S.
Immigration and Customs Enforcement Division of the United States Department of Homeland Security (“ICE”). Proposers must submit the attached Sanctuary City Compliance Statement with their Proposal. (Attachment 4) Limited Liability Company Disclosure Statement (LLCS)
Resolution No. 86-21 (Attachment 5), approved by City Council on July 6, 2021, requires disclosure of the identities of beneficial & responsible owners of Limited Liability Corporations (LLC). Proposers must submit the attached Disclosure Statement of Limited Liability Companies Form with their Proposal (Attachment 6).