From
Lisa Norris, Human Resources Director
Title
Price Agreement for city-wide occupational health, injury, drug & alcohol testing services from Occupational Health Centers of the Southwest, P.A. dba Concentra Medical Centers for a three-year contract effective January 1, 2021 to December 31, 2021 in an estimated annual amount up to $120,000, totaling $360,000 over the three-year period. This agreement provides guaranteed pricing for two additional one-year renewal periods (years four and five) for an estimated annual amount up to $120,750 beginning January 1, 2024 and up to $121,500 if such extensions are exercised, totaling an estimated five-year contract value of $602,250 if all extensions are exercised. Authorize the City Manager to execute the renewal options with aggregate price fluctuations of the lesser of up to $50,000 or 25% of the original maximum price so long as sufficient funding is appropriated by the City Council to satisfy the City’s obligation during the renewal terms.
Presenter
Lisa Norris, Human Resources Director
Recommended Action
Approve
Analysis
Pre-employment medical exams and drug and alcohol testing are required by city policy following a conditional job offer and are a standard part of the hiring process. Further, the U.S. Department of Transportation and Federal Transit Administration (FTA) requires drug testing of all persons hired and/or promoted into positions requiring a commercial driver’s license (CDL), in the transit division as bus drivers (FTA), as well as random testing for these persons impacted by DOT, FTA or those in designated safety sensitive positions. City policy authorizes "reasonable suspicion" and post accident testing in specific circumstances which qualify for these types of tests. Fire also has some specialty testing done for entry level personnel and Environmental Services has special testing (heavy metals) as well for their group that can be handled by this contract.
The city currently contracts with Concentra for on-the-job injury care, drug/alcohol testing, as well as pre-employment physicals and testing, reasonable suspicion, post-accident, CDL, and FTA testing. That contract expires this year, which is what required the RFP to be issued.
Request for Proposals #20126 was advertised in the Fort Worth Star Telegram and Public Purchase; it was distributed to thirty-one (31) vendors, including four (4) Grand Prairie vendors and six (6) HUB vendors. Six (6) proposals were received as shown on attachment A, including one (1) Grand Prairie vendor and one (1) HUB.
The award was based on best value criteria set up in the specification, including fees, renewals and guarantees; staff qualifications and staffing capabilities; service procedures; knowledge and experience; locations; references; and other relevant criteria as listed in the specification.
Occupational Health Centers of the Southwest, P.A. dba Concentra Medical Centers meets specifications and is recommended for award.
Financial Consideration
Funds are available in FY 2020/2021 General Fund, Human Resources (211010) 61420 in the amount of $110,000 and will be charged accordingly on orders through the end of the current fiscal year. Funding for future fiscal years will be paid from that year’s approved budgets and we will increase as needed up to the allowable amount and based upon usage. No additional funds are needed at this time. Due to COVID-19, hiring and testing has fallen beneath norms due to limited use of volunteers and reduction of seasonal and part time staffing.