TRANSMITTAL LETTER FOR BOARD MEETING OF DECEMBER 3, 2015
COMMITTEE ON Procurement
Mr. David St. Pierre, Executive Director
Title
Issue purchase order and enter into an agreement for Contract 15-RFP-23 On-site Physical Therapy, with Doctors of Physical Therapy LLC for a two-year period with an option to extend for a third year, in an amount not to exceed $90,000.00, Account 901-30000-601090, Requisition 1401493
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement for Contract 15-RFP-23 with Doctors of Physical Therapy LLC (DPT) for On-Site Physical Therapy for the period January 1, 2016 through December 31, 2017, with an option to extend for an additional one-year period.
The terms of the request for proposal require the vendor to provide physical therapy services, on an as needed basis, to employees who have had injuries on the job and have been given a prescription for physical therapy by their doctors.
On August 19, 2015, Request for Proposal 15-RFP-23 On-Site Physical Therapy was advertised. Fifty (50) vendors were notified and sixteen (16) vendors requested proposal documents. The District received a total of two (2) responsive proposals on September 11, 2015 from the following vendors: Doctors of Physical Therapy LLC and NovaCare Rehabilitation.
The proposals were evaluated by staff from the Human Resources and Procurement and the Materials Management Departments. The criteria for these evaluations were outlined in Request for Proposal 15-RFP-23 and included: understanding of the project; approach to the work; technical competence; and personnel effectiveness. Following the preliminary evaluation of proposals, excluding cost, both of the two proposers were deemed to be finalists. Finalist interviews were conducted on October 19, 2015. A solicitation was sent to the two finalists on October 23, 2015 for an unqualified “best and final” offer. The “best and final” offers were returned to the Director of Procurement and Materials Management by October 29, 2015.
Based on the evaluation of the proposals using the criteria described above and the pricing provided in the “best and final” offer, it is recommended that contract be awarded to Doctors of Physical Therapy LLC. DPT has significant knowledge and understanding of the District’s needs, having provided these same services to the District for the past three years. In addition, they are very qualified in that all of their therapists must have a Doctorate in Physical Therapy as a requirement of employment. DPT was also the low cost bidder.
Upon approval, the selected vendor will provide physical therapy services on-site at the Stickney Water Reclamation Plant. The selected vendor is required to (a) provide all the traditional physical therapy modalities; (b) emphasize the use of the work environment for rehabilitation using job-related tasks to accomplish this goal; (c) keep a schedule of visits and provide ongoing evaluations to District representatives; (d) provide all necessary equipment; and (e) provide registered physical therapists.
Upon approval by the Board of Commissioners, the contract term for the On-Site Physical Therapy Program will begin on January 1, 2016 and will continue until December 31, 2017, with the option to extend the contract for an additional one-year period utilizing the same fee schedule.
Appendix A was not included in this RFP because the contract amount is less than the minimum threshold established by Section 4 of the Affirmative Action Ordinance.
Inasmuch as DPT possesses a high degree of professional skill for the area of services needed, it is recommended that the Director of Procurement and Materials Management be authorized to issue a purchase order and enter into an agreement per Section 11.4 of the Purchasing Act with Doctors of Physical Therapy LLC in an amount not to exceed $90,000.00.
The estimated expenditures for these services in 2016 and 2017 are $45,000.00 per year. Funds are being requested in 2016 and 2017 in Account 901-30000-601090 and are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Requested, Denice E. Korcal, Director of Human Resources, DEK:RJ:RG:aw
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Barbara J. McGowan, Chairman Committee on Procurement
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for December 3, 2015