Contract Award (PUR-1221) Physical Examination Services. Karen R. Luther, CPPO Purchasing Director and Becky Maginnis, Risk Management Administrator

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1 Board of County Commissioners of Washington County, Maryland Agenda Report Form Open Session Item SUBJECT: Contract Award (PUR-1221) Physical Examination Services PRESENTATION DATE: July 9, 2013 PRESENTATION BY: Karen R. Luther, CPPO Purchasing Director and Becky Maginnis, Risk Management Administrator RECOMMENDED MOTION: Move to award the contract for physical examination services and various services to be performed on employees and candidates for County employment vacancies and for Washington County Volunteer Fire & Rescue Association of Maryland, Inc. (WCVFRA) personnel, to the responsive, responsible sole proposer, of Hagerstown, MD (incumbent) for its total sum proposal dated June 14, 2013 of $285, $286, per year based upon estimated quantities (no guaranteed min/max) at per its unit prices for the indicated services. REPORT-IN-BRIEF: The Request for Proposals (RFP) was advertised in the local newspaper, on the County s web site, and on the State s emaryland Marketplace web site. Sixteen (16) firms/individuals downloaded the proposal document from the County website. One (1) firm was represented at the pre-proposal conference. The Coordinating Committee was comprised of the Washington County Purchasing Director (Committee Chairman Designee), County Human Resources Director, County Risk Management Administrator, County Safety Compliance Administrator and a WCVFRA representative. The recommended firm shall provide physical examination services and various other services to be performed on employees and candidates for County employment vacancies and WCVFRA personnel. This contract is for a one (1) year period tentatively to have begun July 1, 2013, with an option to renew for up to four (4) additional one-year periods. A sole proposal was received on June 14, 2013 from the incumbent medical firm. The Coordinating Committee met to review the firm s Qualifications & Experience/Technical Proposal and it was determined to be responsive. The Proposal of the sole proposing firm was then opened. DISCUSSION: N/A FISCAL IMPACT: For these services (Medical Fees) in FY 14, the Health and Human Services Department has budgeted $45,000; Sheriff s Department-Patrol has budgeted $500; Sheriff s Department Detention has budgeted $2,000; and the County has budgeted a portion of the required costs associated with the WCVFRA personnel at $192,410. Utilization may be less than the recommended award amount; payment will be made at the unit costs for only the actual services rendered. The total amount paid for services this year from the abovementioned

2 Board of County Commissioners of Washington County, Maryland Agenda Report Form accounts through June 30, 2013 was $153,638.87, excluding on-the-job injury costs (See Tabulation Section I, Item No. 13); this cost is paid through the County s Workers Compensation program. Pricing for Section I, Item Nos. 32, 33, 34, and 36 are unit prices; however, actual costs for these services shall be paid by the County at the Consortium noted in Exceptions on the Tabulation sheet attached. CONCURRENCES: named above) ALTERNATIVES: ATTACHMENTS: Coordinating Committee (includes appropriate representatives as N/A Proposal Tabulation AUDIO/VISUAL TO BE USED: N/A

3 PHYSICAL EXAMINATION SERVICES PUR-1221 Work Hagerstown, MD SECTION I: TESTS FOR WASHINGTON COUNTY EMPLOYEES Item No. Service Estimated Annual Quantity Proposed 1 Pre-Placement Physical 75 $70.00 $5, Pre-Placement Physical (including CDL requirements) 45 $70.00 $3, Pre-Placement Physical (Sheriff uniformed officers) 15 $85.00 $1, Pre-Placement Physical Fitness Screening (Sheriff uniformed officers) 15 $90.00 $1, Pre-Placement/Annual Physical 20 $70.00 $1, A Pre-Placement/Annual Lab Testing - CBC 20 $16.80 $ B Pre-Placement/Annual Lab Testing - CMP 20 $19.25 $ C Pre-Placement/Annual Lab Testing - Lipid Panel 20 $25.50 $ D Pre-Placement/Annual Lab Testing - Urinalysis 20 $11.00 $ E Pre-Placement/Annual Lab Testing - (Advanced Life Support Personnel) PSA (males over 40) 5 $27.00 $ Drug and Alcohol Testing for CDL Holders and Safety Sensitive Positions 10 $70.00 $ DOT Pre-Employment Drug Test 45 $45.00 $2, Non-DOT (Panel 8) Pre-Employment Drug Test 75 $35.00 $2, DOT Examinations 150 $70.00 $10, Fitness for Duty/Consultation Services 10 $ $ $ $1, Return to Work Examination 5 $85.00 $ Total

4 Item No. Service Estimated Annual Quantity Proposed 13 On the Job Injury - Office Visit (minimum office visit charge) 75 $97.00 $7, A Hearing Tests (initial baseline) 20 $20.00 $ B Hearing Tests (annual checks) 50 $20.00 $1, Respiratory Clearance Exams 10 $75.00 $ Respiratory Annual Evaluation 50 $15.00 $ Spirometry Testing 25 $51.00 $1, Hepatitis B Shots 25 $60.00 $1, Hepatitis A Shots 25 $85.00 $2, TB Testing 150 $15.00 $2, Flu Shots 450 $25.00 $11, H1N1 Shots 150 $25.00 $3, Lead Blood Test 5 $55.00 $ Heavy Metals, Urine Test 5 $84.00 $ EKG (for Advanced Life Support Personnel) 15 $30.00 $ Stress test (ALS providers over 40) 5 $ $1, OSHA Questionnaires 15 $15.00 $ Hepatitis B Surface Antibody 5 $25.00 $ Hepatitis A & B Combination Shots 15 $ $1, Tetanus/Diptheria Shots 5 $25.00 $ Blood Sugar Finger Stick 5 $8.00 $ FTA Random Drug & Alcohol Consortium Fee 50 $70.00 $3, DOT Random Drug & Alcohol Consortium Fee 140 $70.00 $9, Safety-Sensitive Random Drug & Alcohol Consortium Fee 110 $60.00 $6, Safety-Sensitive (Sheriff's Dept) Random Drug & Alcohol Consortium Fee 250 $60.00 $15, FAA Random Drug & Alcohol Consortium Fee 15 $70.00 $1, TOTAL SECTION I Total $104, $105,488.50

5 Item No. SECTION II: TESTS FOR WASHINGTON COUNTY VOLUNTEER FIRE & RESCUE ASSOCIATION PERSONNEL Service Estimated Annual Quantity Proposed Total 1 Fire and Rescue Physical Level I 125 $70.00 $8, Fire and Rescue Physical Level I 400 $70.00 $28, Return to Work Examination 15 $85.00 $1, Spirometry Test 400 $51.00 $20, Hepatitis B Shots 100 $60.00 $6, EKG 400 $30.00 $12, Stress Test 5 $ $1, OSHA Questionnaires 400 $15.00 $6, Hepatitis B Surface Antibody 200 $25.00 $5, Hepatitis C Test 250 $31.65 $7, Annual PPD Test 400 $15.00 $6, Hepatitis A & B Combination Shots 150 $85.00 $12, Tetanus/Diptheria/Pertussis (Pdap) Shots 150 $52.50 $7, Fire/Rescue MVA Post-Vehicle Accident Blood Test and Urinalysis 10 $55.00 $ Fire/Rescue Tracking, testing, and monitoring follow-up of Blood Borne pathogen exposures that may be initially 80 $ $55, treated after hours at a medical facility 16 Fire/Rescue: Review of Outside Physical Exam 65 $15.00 $ TOTAL SECTION II GRAND TOTAL (SECTIONS I & II) $180, $285, $286,065.00

6 NOTES: SECTION I Item Nos. 7 DOT Drug test $45, Breath alcohol $25 16 Paperwork review 18 Cost per shot 19 Cost is per shot 21 Trivalent vaccine, quadrivalent pricing not available currently. 22 Most recent flu vaccine included H1N1, price based on historical information SECTION II Item Nos. 5 Cost per shot 12 Cost is per shot 15 This varies depending on level of exposure, total is for all follow up for a 'standard exposure for one year' EXCEPTIONS: Section I #32, #33, #34 and #36 The County currently participates in our consortium program. The cost will increase under the new proposal to $4.25/member/month. Random tests under this program billed at $0.00. Section I #26 and Section II #7 service is provided at Robinwood Heart. B. feels an hourly rate quote is not applicable. charges are based upon the services performed. Special projects or extra work would be negotiated on an as needed basis.

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