Title
Award of Medical Services Contract to First Care of Gainesville (B)
This item involves awarding a contract to provide medical services to the City of Gainesville for pre-employment, bi-annual and five year physicals.
Explanation
The current contract to provide physical examinations and medical consulting services expires on June 30, 2007. While the current contract allowed for an additional three years, in an effort to foster competition and improve the City's ability to ensure taxpayers were getting the service at the lowest available pricing, staff developed a Request for Proposal (RFP) that was provided via Demand Star and direct notification to all Urgent Care Facilities within the Gainesville/Alachua County area. The physical examinations provided as part of the contract include pre-employment, age-related, periodic, and disability examinations required by City ordinance, and State and Federal legislation. Consulting services include collaboration on medical protocols and the rendering of medical opinions as requested by the City. Despite the direct notification and additional efforts by both the Purchasing Staff and the Risk Management Staff, only one vendor responded to the RFP.
The bid received was evaluated by staff based on the pre-determined criteria set forth in the RFP and the following percentages:
Past Performance and/or References 10%
Ability to Provide Expeditious Service 20%
Price for Service 30%
Location/Physical Condition of Facility 20%
Degree of Compliance other Specifications 10%
Unacceptable Deviations or Exceptions 10%
Total 100%
An additional 5% was awarded for local vendors. This is a service that must be provided locally since it involves employees and applicants to be seen physically by a qualified medical professional. After the review of the response, staff has determined that First Care of Gainesville's response meets all the criteria set forth in the RFP. The new contract with includes increases in the cost of ranging from 5 to 20% depending on the level of physical examination. This is the first increase in the cost of these services.
Fiscal Note
The funds of approximately $80,000 for this program have been budgeted in the General Insurance Funds for FY 2007 and FY 2008 budgets.
Recommendation
The City Commission: 1) approve the selection of First Care of Gainesville as the City's provider of medical services for physical examination; 2) authorize the City Manager, or his designee to negotiate with and enter into an three-year agreement July 1, 2007 with the possibility for one two year extension, subject to approval of the City Attorney as to form and legality; and 3) authorize the issuance of a purchase order in an amount sufficient to cover the estimated costs associated with this service.
Alternative Recommendation:
The City Commission: 1) reject the bid and reissue an RFP with the hope that additional service providers will respond; 2) authorize the City Manager or his designee to negotiate an extension, not to exceed 90 days with the current provider, First Care of Gainesville, subject to approval of the City Attorney as to form and legality; and 3) authorize the issuance of a purchase order in an amount sufficient to cover the estimated costs associated with this service.