DATE: April 15, 2015
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Russell Truell, Assistant City Administrator / CFO
Rocky Garzarek, Fire Chief
Brian Wilcox, Purchasing Manager
SUBJECT:
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Consideration of contract with CareHere Healthsigns of Brentwood, TN for firefighter annual physical medical exam services for uniformed personnel of the Franklin Fire Department for a term of award of one (1) year (CoF Contract No. 2015-0097).
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Purpose
The purpose of this contract would be to authorize CareHere Healthsigns to perform firefighter annual physical medical exam services for uniformed personnel of the Franklin Fire Department for a term of award of one (1) year as outlined in the contract.
Background
The City published on October 23, 2014 a Notice to Proposers in the Williamson Herald for physical medical exam services for uniformed personnel of the Franklin Fire Department. In addition, solicitation documents were sent on or about the same date directly to eight (8) potential proposers known or thought to be interested in this solicitation. Proposals from three (3) vendors were publicly opened at the submittal opening held on November 25, 2014.
The proposal ranked highest by the proposal evaluation team, from Lifesigns / The Prevention Group of Brentwood, TN, was deemed invalid inasmuch as, since submitting its proposal, that service provider decided to close its Brentwood clinic effective January 20, 2015. The remaining two proposals had disadvantages that caused staff to recommend that they also not be accepted.
BOMA accepted staff's recommendation to reject all proposals for firefighter annual physical medical exam services for uniformed personnel of the Franklin Fire Department at their February 10, 2015 meeting.
In order to meet our NFPA schedule of physicals, staff embarked upon a one year contract for these services. We will work to create a solicitation for next year's services.
Financial Impact
The proposed price for services is consistent with what we have experienced in the past few years and is within budgeted amounts. The current general fund budget for the physicals is $100,350. Under the proposal before BOMA, the projected cost is approximately $95,000.
Recommendation
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Staff recommends that the City accept City Contract No. 2015-0097 for firefighter annual physical medical exam services for uniformed personnel of the Franklin Fire Department for a term of award of one (1) year. Purchasing Manager Brian Wilcox is of the opinion that the prepared solicitation documents as distributed allowed for competition among multiple vendors, and that the staff recommendation appears to be made in a fair and impartial manner based upon the proposals received.