REQUEST FOR PROPOSAL (RFP)

 

RFP Number:  R08011

 

Purpose of RFP:  Vendor will staff, manage, and operate an on-site health center for City of Lawrence employees and dependents

 

RFP Description:  City of Lawrence On-Site Health Center

 

Department:  Administrative Services

 

Contacts:  Lori Carnahan, Human Resources Manager (785) 832-3202 office, (785) 832-3228 fax, or lcarnahan@ci.lawrence.ks.us

 

Site Visit Requirements:  None

 

Copy Requirements:  One (1) original marked “orginal”, two (2) copies marked “copy”, and one (1) electronic copy in the form of a CD/DVD (MS Office or Adobe Acrobat format)

 

Due Date & Time:  Wednesday, October 1, 2008 by 3:00 P.M. CST

 

Submit To Address:  Office of the City Clerk, City of Lawrence, 6 East 6th Street, Lawrence, KS  66044-2268

 

 

 

REQUEST FOR PROPOSALS

CITY OF LAWRENCE, KANSAS

 

 

RFP NUMBER:          R08011

DESCRIPTION:         City of Lawrence On-Site Health Center

DUE DATE:              October 1, 2008

 

The City of Lawrence will be receiving sealed Requests for Proposals (RFP) for the City of Lawrence On-Site Health Center at the office of the City Clerk, 6 East 6th Street, Lawrence, KS  66044-2268 on or before 3:00 P.M. CST, Wednesday, October 1, 2008, at which time proposals will be recorded, but not publicly opened.  Late RFPs will not be considered and will be returned to the offeror.  If you elect to respond to this request, submit in a sealed package an original marked “original”, two (2) copies marked “copy” and one (1) electronic copy in the form of a CD/DVD (MS Office or Adobe Acrobat format).  All proposals shall be clearly marked “City of Lawrence – RFP R08011 – On-Site Health Center” on the outside of all packing material.  At any time prior to the specified proposal due date and time, a vendor (or designated representative) may withdraw the proposal.

 

The City of Lawrence is not responsible for proposal information obtained from entities other than the City of Lawrence.  The offeror is responsible for obtaining correct and complete RFP documents. 

 

All questions regarding this proposal should go to Lori Carnahan, Human Resources Manager, at (785) 832-3202.  Questions are due no later than 10:00 A.M. CST, Friday, September 12, 2008.  Questions may be faxed to Lori Carnahan at (785) 832-3228 or e-mailed to lcarnahan@ci.lawrence.ks.us.

 

Receipt of a Request for Proposals Amendment shall be acknowledged by signing and returning the document with the proposal.

 

In order to allow for an adequate evaluation, the City of Lawrence requires an offer in response to this Request for Proposals to be valid and irrevocable for one hundred twenty (120) days after the opening time and date.

 

The contract will be awarded to the proposal determined to be most advantageous to the City of Lawrence.

 

The City of Lawrence reserves the right to:

·         Waive any informalities and minor irregularities in proposals received, or

·         Reject any or all proposals, or portions thereof, or

·         Reissue a Request for Proposals, or

·         Modify or cancel this Request for Proposals, or

·         Further negotiate with the successful offeror and to accept any portion of the proposal if deemed to be in the best interest of the City of Lawrence to do so.

 

A response to a Request for Proposals is an offer to contract with the City of Lawrence based upon the terms, conditions, and specifications contained in the City’s Request for Proposals and the written amendments thereto, if any.  If City Commission approval is necessary, proposals do not become contracts unless and until they are accepted by the City Commission.  A contract is formed when written notice of award(s) is provided to the successful Offeror(s).  All offers submitted in response to this Request for Proposals shall become the property of the City of Lawrence and shall become a matter of public record available for review, subsequent to the award notification.

 

Overview

The City of Lawrence is looking for a medical services company to provide clinical medical services to City of Lawrence employees and dependents.  The City of Lawrence has a Wellness Program, and current core wellness initiatives include the following:

 

General Requirements

  1. Name of your organization and date established.

 

  1. Please provide a brief history of your organization.  Explain medical services provided and clinical experience for the past three (3) years.

 

  1. Provide the contact information of the individual authorized to answer any questions related to this proposal, including name, title, address, phone number, fax number, and e-mail address.

 

Scope of Services

Vendor will staff, manage, and operate an on-site health center for City of Lawrence employees and dependents that choose to utilize the services. 

 

Data for Quote Preparation

 

Contractor Payments

Payments to the contractor shall be made monthly upon receipt of contractor’s invoice.

 

Questionnaire

  1. If your company is selected, describe in detail the steps and schedule/timeline needed to implement a health center.

 

  1. Identify the medical and business office equipment necessary to fulfill the requirements of the RFP that (1) your organization would provide and (2) your organization would require the City of Lawrence to provide. 

 

  1. Describe the level of staffing, if any, required of the City of Lawrence by your organization to support the center.

 

  1. Describe your policy relative to sharing, selling, or otherwise utilizing member usage and other member data.

 

  1. Describe how medical records would be secured.

 

  1. Is your firm HIPPA compliant?

 

  1. Explain how confidentiality is assured and how it is communicated to the participants.

 

  1. Have your network security systems ever been breached?  If yes, please describe the breach and the outcome.

 

  1. Describe what practices your organization has in place to protect confidentiality of individual information when electronically transferring or storing information.

 

  1. Submit a sample of your monthly invoicing.

 

  1. Describe your account management team.  Who will be responsible for the account and who will be the day-to-day contact?  Where will these personnel be located?  Provide a brief description of their experience and years with your organization.

 

  1. Who is legally at risk for all liability issues?

 

  1. Confirm the professional liability insurance limits (individual and aggregate) of your practitioners.  Identify the process for insuring appropriate levels are maintained.

 

  1. Would the City of Lawrence be named as an additional insured on the policy (ies)?

 

  1. Confirm professional liability coverage would be in addition to a Hold Harmless and Indemnification agreement and would be part of your contract.

 

  1. Provide three (3) current clients as references, including company name, contact name, contact title, and contact phone number.  One must be a client with a minimum of three (3) or more years and one must be a client of up to one (1) year.

 

  1. Provide one (1) previous client as a reference, including company name, contact name, contact title, and contact phone number.

 

  1. Provide the total number of companies for which you manage on-site health centers.

 

  1. Please provide a list of clients who have canceled an On-Site Health Center with your company in the last two years.  Include the reason for termination.

 

  1. Describe the types of complaints your organization has received in the past five (5) years.

 

  1. Does your organization have any pending legal matters against it?

 

  1. Does your firm currently do business with the City of Lawrence?

 

  1. Provide an executive summary of the wellness services your company provides.

 

  1. Describe qualifications, services or other information unique to your organization in the wellness and prevention area.

 

  1. Describe how your organization will interface with the City’s existing wellness program.

 

  1. The City may desire to partner with another public, or private employer for this on-site health center.  Describe your company’s experience with dual employer health centers.  

 

  1. Confirm that your company can provide:
    1. Flu Shots
    2. Immunizations   (If so, please list                                                                        )
    3. Booster Shots    (If so, please list                                                                        )

 

  1. Describe any biometric health risk assessment tools your organization offers and any associated costs.  Attach a sample.  Provide a copy of your aggregate reports.

 

  1. What Health Risk Assessment profile would you use and how long have you been using it?  Please provide a sample.

 

  1. Describe your methodology for tracking and intervening with high-risk members on an ongoing basis.

 

  1. How will your company identify high-risk individuals?

 

  1. What would the process be if a practitioner sees a disease state escalate?

 

  1. Describe how the organization will handle referrals to specialists.

 

  1. Describe the primary care case management process.

 

  1. Recommend a center schedule that you believe will successfully meet the needs of the City of Lawrence.

 

  1. Describe your organization’s process and procedures to collect, secure and dispose of bio-hazardous materials.

 

  1. Confirm that the organization has the ability to write prescriptions.

 

  1. Indicate what if any prescriptions will be dispensed on site.

 

  1. Describe how your company would communicate the opening of the center to employees.  How would you continue to promote the center after the initial rollout?

 

  1. Explain your ability/willingness to customize letters or other mailings.  Provide current samples.  Do you send direct mailings and at what cost?

 

  1. What type of provider interventions and education do you plan to provide?

 

  1. Will you assist in on-site education as requested?

 

  1. Can you provide educational or other materials in electronic format for posting?

 

  1. Do you have a web site for participants?  For health information, education, scheduling?  If so, provide a URL and password for a web site demo.

 

  1. How would you propose that appointments be scheduled?  What type of scheduling process would you utilize?  Who is responsible for scheduling?

 

  1. Explain your company’s reporting capabilities for utilization and types of visits.

 

  1. Describe how daily contacts with associates would be tracked and how the data is transmitted to your company from the practitioner for reporting purposes. 

 

  1. Describe the nature of the contract you would propose, including the working of your indemnification or hold harmless language, indicating the following:

·         Length of time of the contract

·         Length of time your fees are guaranteed

·         Proposed service renewal guarantees or terms

·         Termination notices required

 

  1. Indicate what records will be retained by the City upon contract termination.

 

  1. Provide and describe in detail your company’s staffing model based on the information provided.  Include names and resumes of all potential personnel to be assigned to the clinic, degree earned, years of experience, professional association memberships, and areas of specialty.  Who manages the staff and assures proper credentialing?

 

  1. Provide a sample of your contract with the practitioner if the practitioner is not your employee.

 

  1. Who has the responsibility for care management provided by the practitioner?

 

  1. Identify the type of practitioner (i.e. doctor, nurse practitioner, physician’s assistant) to be engaged for the clinic and why do you suggest this type of practitioner for this site?

 

  1. Identify the process if the practitioner is not available due to illness or vacation on a day in which the clinic is scheduled.

 

  1. Identify practitioner termination notice requirements contained in your contract with the practitioner.  Would you be willing to guarantee that a temporary practitioner would be able to maintain the clinic until a permanent replacement could be found?

 

  1. Will the practitioner be your employee or the employee of another firm?

 

  1. How would the practitioner interact with the City of Lawrence’s medical insurance plan particularly its pharmacy benefit and its provider network to insure high utilization of cost effective quality care?

 

  1. Describe your company’s performance standards with respect to:

·         Employee inquiries

·         Wait time

·         Monthly invoice accuracy (statistical, payment, financial, technical)

·         Patient satisfaction surveys

 

  1. Explain all your program costs including detailed pricing information for items below.  Please make sure that you explain in detail any additional costs that are projected to be incurred.

·         Start-up fees

·         Baseline fees

·         Monthly fees

·         Fee schedule for practitioner and supervising physician, if applicable

·         Indicate all payment terms and conditions

·         Fee guarantees

 

  1. How do you measure Return on Investment (ROI)?  What are the measures you use?

 

  1. What kind of ROI can a client expect?

 

  1. Provide two (2) actual client annual reports detailing ROI.

 

  1. Will you provide a guaranteed ROI?

 

Evaluation Criteria

An evaluation committee comprised of City of Lawrence representatives will review and evaluate all proposals using the following criteria.  Evaluation criteria are listed in descending order of importance.

 

The most qualified organizations may be asked to interview and present their proposal to a selection panel after which time the committee may chose to negotiate project scope of service and cost with the highest scored firm.