DATE: April 5, 2016
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Russell Truell, Assistant City Administrator / CFO
Rocky Garzarek, Fire Chief
Glenn Johnson, Deputy Fire Chief for Operations
Brian Wilcox, Purchasing Manager
SUBJECT:
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Acknowledge report of execution of contract with CareHere, LLC of Brentwood, Tennessee in the estimated annual amount of $88,285 for firefighter annual physical medical exam services for uniformed personnel of the Franklin Fire Department, and in the estimated annual amount of $17,100 for pre-employment physicals for candidates to become uniformed personnel of the Franklin Police Department and the Franklin Fire Department, for a term of award (Purchasing Office Procurement Solicitation No. 2016-011; $113,836.00 budgeted in 110-82250-42200 for fiscal year 2016; Contract No. 2016-0017)
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Purpose
As reported previously, the purpose of this procurement is to purchase firefighter annual physical medical exam services for uniformed personnel of the Franklin Fire Department, and pre-employment physicals for candidates to become uniformed personnel of the Franklin Police Department and the Franklin Fire Department for a term of award of one (1) year, with four (4) options to extend the term of award, each time for up to one (1) additional year, for a maximum possible term of award of five (5) years total. In the case of the firefighter annual physical medical examinations, these services would be pursuant to (a) the requirements of NFPA 1582 (2013 edition), (b) applicable OSHA standards, and (c) in accordance with the employee’s age, previous medical history and previous medical tests.
Background
The Board of Mayor and Aldermen voted on February 9, 2016 to accept, contingent upon Law Department and City Administrator approval of City Contract No. 2016-0017, the proposal ranked highest by the proposal evaluation team, from CareHere, LLC of Brentwood, Tennessee, in the estimated annual amount of $88,285 for firefighter annual physical medical exam services for uniformed personnel of the Franklin Fire Department, and in the estimated annual amount of $17,100 for pre-employment physicals for candidates to become uniformed personnel of the Franklin Police Department and the Franklin Fire Department.
Staff has now concluded the process of negotiating with the service provider, CareHere, LLC, the attached contract, CoF Contract No. 2016-0017. In accordance with authority delegated by the Board of Mayor and Aldermen, the City Administrator has now executed the contract on behalf of the Board of Mayor and Aldermen.
Financial Impact
As reported previously, the proposal ranked highest by the proposal evaluation team, from CareHere, LLC of Brentwood, Tennessee, is in the estimated annual amount of $88,285 for firefighter annual physical medical exam services for uniformed personnel of the Franklin Fire Department, and in the estimated annual amount of $17,100 for pre-employment physicals for candidates to become uniformed personnel of the Franklin Police Department and the Franklin Fire Department. The Fire Department budget for fiscal year 2016 allocates $113,836, and the Police Department budget for fiscal year 2016 allocates $5,000, both out of the General Fund, for the purchase of the required services.
Recommendation
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Staff recommends that the Board of Mayor and Aldermen acknowledge receipt of this report of execution of CoF Contract No. 2016-0017 with CareHere, LLC of Brentwood, Tennessee, in the estimated annual amount of $88,285 for firefighter annual physical medical exam services for uniformed personnel of the Franklin Fire Department, and in the estimated annual amount of $17,100 for pre-employment physicals for candidates to become uniformed personnel of the Franklin Police Department and the Franklin Fire Department.