Request for Proposals (RFP) Pre employment and Annual/Periodic Medical Exams and Testing The McHenry Township Fire Protection District is seeking proposals for the purpose of choosing a medical firm to conduct pre employment, annual/periodic medical examinations and associated tests for its uniformed members. Proposal packages will be available for pick up at the District office located at 3610 W. Elm St. McHenry, IL 60050 beginning Wednesday, October 12, 2016. Proposal packages may also be downloaded from the District website www.mtfpd.org or emailed by contacting Deputy Chief Rudy Horist in writing at horistrudy@fire.mtfpd.org. Two (2) original proposal packages in the prescribed format must be addressed to Deputy Chief Rudy Horist in a sealed envelope clearly labeled Medical Exam RFP. The envelope is to be delivered to MTFPD 3610 W. Elm St. McHenry, IL 60050 by 12:00 noon (Local Time), on Friday, November 4, 2016 The MTFPD reserves the right to reject any and all proposals, or any part thereof, or to accept any proposal or any part thereof, or to waive technical or legal deficiencies, if deemed to be in the best interest of the District. Proposals will not be accepted via email, fax, or after the deadline. It is the responsibility of the Provider to meet the specified deadline and to provide complete information as requested in the RFP. Proposals arriving after the specified deadline, whether sent by mail, courier, or in person will not be accepted. These submittals will either be refused or returned unopened. Mailed submittals which are delivered after the specified deadline will not be accepted regardless of postmark on the envelope. All questions about this RFP must be submitted via email as follows: Deputy Chief Rudy Horist Email: horistrudy@fire.mtfpd.org 1
All requested clarifications to the RFP must be provided in writing via email as indicated above, unless otherwise provided. No other responses whether verbal or otherwise, shall be deemed official unless in writing by the MTFPD. The District reserves the right to forward the question and answer to all prospective providers. Please provide a return email address and phone number for responses. General Information The McHenry Township Fire Protection District (MTFPD) is a primarily part time/poc fire department providing fire suppression, Emergency Medical Service, specialized team response, and fire prevention services to a population of 65,000 residents located in eight different communities and unincorporated McHenry county. There are approximately 166 total employees. Since 1999, the MTFPD has had a comprehensive program of pre-employment and annual medical examinations which are required of all uniformed employees. Approximately 100 of these employees receive their annual medical exam through the MTFPD with the remaining receiving them from another approved provider. In addition from time to time employees returning from an injury or illness are required to complete a return to work medical examination. This occurs an average of twice per year. The MTFPD relies on the medical provider to provide consultation and guidance regarding issues related to NFPA 1582 and the medical examination program. 2
Proposal submission Please read the RFP Specifications thoroughly and be sure that the proposal offered complies with all requirements/specifications noted. Sufficient detail, explanation, documentation etc. should be included so as to demonstrate the ability to comply with each item. Any variation from the RFP requirements/specifications must be clearly indicated by number, on a point by point basis, attached and made a part of the proposal. If no exceptions are noted the successful Provider will be required to provide that service(s) as specified. To facilitate evaluation, proposals should be organized in the order as shown below. 1. Information, explanation and documentation to demonstrate meeting each item listed in the RFP Specifications (pages 4-7) 2. Attachment 1 - Reference Form 3. Attachment 2 - Cost Information 3
RFP Specifications Section 1 - Qualifications 1.1 A cover letter is to be included with the proposal identifying: A. One designated contact person by name, address, telephone number, fax number and email address, who will be the designated customer service/account representative to the MTFPD. B. A specific physician who will be available for purposes of providing direction, guidance, and advice on issues pertaining to the medical exam program. C. Briefly outline how the firm will meet the needs for conducting the required services for the MTFPD. 1.2 Identify the staff (including any and all subcontractors) that will provide the services defined in the RFP. Provide information related to professional certifications of clinical and account management staff. Specific information is requested regarding training/experience related to the requirements of the following organizations National Fire Protection Association (NFPA) Occupational Safety and Health Administration (OSHA) Illinois Department of Labor (IDOL) 1.3 The proposal shall identify three current fire departments that are clients, ideally of similar size and composition to the MTFPD. Utilizing Attachment 1 - Reference Form include contact names and telephone numbers, indicate how long Provider has provided occupational medical exam service to these clients, and the approximate number and type of exams conducted in each organization. All Providers must be qualified and must demonstrate at least five (5) years prior experience as a full-time firm, continuously, and actively engaged in the provision of medical examination services. 4
Section 2 - Pre Employment Medical Exams 2.1 All pre-employment medical exams shall be conducted in accordance with the current edition of NFPA 1582, Standard on Comprehensive Occupational Medical Program for Fire Departments. 2.2 Pre-employment medical exams are done throughout the year and must be scheduled in a timely fashion to meet recruitment timelines. Typically the MTFPD hires new firefighters on an annual basis and in a group of 10-15 individuals. 2.3 The MTFPD will contact the provider to schedule a pre employment medical exam(s). The employee or prospective employee will be sent to the provider location for their respective appointment. The Provider is to identify the location(s) where preemployment medical exams will be conducted. 2.4 The specific items and tests required for the pre-employment medical exam are listed in Attachment 2 - Cost Information at the end of the packet. Please indicate the cost for each item and any comments related to the provision of these items. Section 3 - Annual Medical Exams 3.1 All medical exams shall be conducted in accordance with the current edition of NFPA 1582, Standard on Comprehensive Occupational Medical Program for Fire Departments. 3.2 The annual medical exams are conducted while employees are off-duty. Because of this, the provider must demonstrate the ability to deliver services on site at MTFPD Fire Station #1, 3610 W. Elm Street, McHenry, IL or at an alternative location located in or within a close proximity to the MTFPD. The determination of close proximity will be made by the MTFPD. Mobile service providers will be considered. Providers must be able to accommodate the appointments for several individuals consecutively in a timely fashion. 3.3 A mixture of scheduling options that include early morning, early evening and Saturdays will be required. Provider is to identify in their proposal what types of scheduling they offer. 3.4 All testing must be conducted in a manner that preserves the individual privacy of each MTFPD employee. Provider is to identify in their proposal how this is maintained during the examination process. 3.5 An in-person planning meeting between the MTFPD and the provider will be required prior to the scheduling of the annual exam process. A post-process, in-person review meeting will also be required. Additional meetings as necessary may be requested at no cost to the MTFPD. 5
3.6 Annual medical exams consist of several components which are listed in Attachment 2 Cost Information. Please indicate the cost for each item and any comments related to the provision of these items. 3.7 Laboratory and diagnostic testing must take place prior to the medical exam and reviewed during the medical exam. 3.8 Provider must commit to delivering the above noted services with appropriately trained and qualified personnel for approximately 100 MTFPD emergency response personnel. Section 4 - Additional Medical Exams 4.1 Return to Duty/Fitness for Duty consultation and medical examinations may be requested. This occurs an average of two (2) times per year. The Provider is to identify the location(s) where pre-employment medical exams will be conducted. Section 5 - Exam Results and Records 5.1 The Deputy Chief of Administration will serve as the liaison with the provider. Communication regarding an individual s results as it pertains to the safety of the individual and/or coworkers shall be shared with the Deputy Chief and shall include the information necessary for the MTFPD to maintain a safe and effective workplace. 5.2 For all types of medical examinations, individual verbal results must be available within 24 hours and emailed final results within three (3) business days. All final reports or forms shall be computer generated or typed. Copies of all reports shall be made available to the individual patient upon request. 5.3 Written documentation for both pre-hire and annual medical examinations must include: 5.3.1 Written medical clearance (fit for duty) issued to MTFPD for each individual to perform emergency response services in compliance with the current edition of National Fire Protection Association Standard 1582. 5.3.2 Written respiratory protection clearance issued to MTFPD for each individual to wear a positive and negative pressure respiratory protection in compliance with OSHA respiratory protection standard, 29CFR1910.134. 5.3.3 If an individual is determined to not be fit for duty, additional documentation to the extent necessary as it pertains to the safety of the individual and/or coworkers shall be shared with the Deputy Chief and shall include the information necessary for the MTFPD to maintain a safe and effective workplace. 5.4 Conditions that will deem the individual being declared not fit for duty that are discovered during an examination will be immediately reported to the Deputy Chief of Administration. 6
5.5 If during the examination process, if the physician believes further testing is required in order to make a fit for duty determination, the representative from the provider s office will contact the Deputy Chief of Administration as applicable for authorization to proceed. 5.6 A copy of the medical history form will be kept by the Provider on file for year-toyear updates. In the event MTFPD should change providers, with the appropriate release documents, the current provider will agree to transfer copies of employee medical records to the new provider at no charge to ensure continuity of follow-up and medical surveillance. Section 6 - Optional Services 6.1 The Provider is requested to provide pricing on several additional/optional services, if available. The cost of these items is to be identified on Attachment 2 Cost Information. 6.2 Any health, wellness, or preventative programs, educational sessions, etc. offered by the Provider that could enhance the MTFPD s medical examination program. 6.3 Other available services which the provider believes would be beneficial to the MTFPD s medical exam program should also be identified in the proposal. 6.4 Any package or multiple year discounts the provider wishes to identify should be identified as a package option. 7
ATTACHMENT 1 - REFERENCE FORM Must demonstrate at least five (5) years prior experience as a full-time firm, continuously, and actively engaged in the provision of medical examination services. Entity Name Contact Name Telephone Number Email Address REFERENCE ONE Provided services to this entity for how long? Approx. number & type of exams conducted for this entity? (you may write about this on a separate sheet and attach it) REFERENCE FORM Must demonstrate at least five (5) years prior experience as a full-time firm, continuously, and actively engaged in the provision of medical examination services. Entity Name Contact Name Telephone Number Email Address Provided services to this entity for how long? Approx. number & type of exams conducted for this entity? (you may write about this on a separate sheet and attach it) REFERENCE TWO 8
REFERENCE FORM Must demonstrate at least five (5) years prior experience as a full-time firm, continuously, and actively engaged in the provision of medical examination services. Entity Name Contact Name Telephone Number Email Address Provided services to this entity for how long? Approx. number & type of exams conducted for this entity? (you may write about this on a separate sheet and attach it) REFERENCE THREE 9
ATTACHMENT 2 COST INFORMATION Item Cost Comments Pre-employment exams Medical, physical and occupational/environmental health history Physician s medical examination Spirometry Pulmonary Function Test Audiology Complete vision test including Visual acuity Field of vision/peripheral vision Tonometry/glaucoma screening Blood chemistry profile (Chem 24), serum lipid, CBC Urinalysis including 10 panel drug screening Immunization and infectious disease screening including TB skin test Hepatitis B antibody HIV Hepatitis C Resting 12 lead ECG 12 lead graded exercise stress test Chest and back x-ray Body composition and fat analysis Lower back flexibility Skin cancer screening Thorough one-on-one discussion and review of medical results with Physician PSA (offered) for males over age 50 Hemmocult (offered) for individuals over age of 40 10
Item Cost Comments Annual medical exam Medical, physical and occupational/environmental health history including updating of OSHA questionnaire Physician s medical examination Spirometry Pulmonary Function Test Audiology Vision screening Blood chemistry profile (Chem 24), serum lipid, CBC Urinalysis (no drug screening) TB skin test Resting 12 lead ECG 12 lead graded exercise stress test (based on age or as clinically indicated by history or symptoms) Chest x-ray (as medically indicated) Body composition and fat analysis Skin cancer screening Thorough one-on-one discussion and review of medical results with Physician PSA (offered) for males over age 50 Mammogram (offered) for females over age of 40 Hemmocult (offered) for individuals over age of 40 11
Item Cost Comments Additional/Optional Services Health Risk Analysis/Assessment Flu vaccine Tetanus vaccine Hepatitis B antibody titer Hepatitis B series, per shot Rubeola titer Rubella titer MMR vaccine HIV screening Varicella vaccine Hepatitis C antibody Hepatitis A vaccine Tetanus vaccine Heavy metal screening for Hazardous Materials team members Mammography Wellness-Fitness Evaluation including: Body composition circumferential and skill fold measurement Muscular strength grip, leg and arm strength evaluation Muscular endurance push up and curl up evaluation Flexibility sit and reach evaluation 12