TRANSMITTAL LETTER FOR BOARD MEETING OF OCTOBER 19, 2023
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue purchase order and enter into an agreement with Occupational Health Centers of Illinois, P.C. dba Concentra Medical Centers for Contract 23-RFP-10 Pre-employment Physical Examinations, Post-offer Physical Assessments and Related Services, for a three-year period, effective January 1, 2024 to December 31, 2026, estimated cost $150,000.00, Account 101-25000-612260, Requisition 1598035
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Occupational Health Centers of Illinois, P.C. dba Concentra Medical Centers (Concentra) to provide pre-employment medical examinations and drug tests; return-to-work medical examinations and drug tests; and post-offer physical assessments for physically demanding jobs. This contract will cover the period from January 1, 2024 through December 31, 2026.
On June 14, 2023, Contract 23-RFP-10 Pre-employment Physical Examinations, Post-offer Physical Assessments and Related Services was publicly advertised. One hundred thirty-eight (138) firms were notified and fifteen (15) requested proposal documents. On July 14, 2023, the District received three (3) responsive proposal from Advocate Health Care; Physicians Immediate Care Chicago, PLLC; and Concentra.
The proposals were evaluated by staff from the Human Resources Department and the Procurement and Materials Management Department. The criteria for these evaluations were outlined in Contract 23-RFP-10 and included: understanding of the services; approach to the work; technical competence of the firm and assigned staff; clinic locations, service turnaround times and customer support; financial stability; compliance with insurance requirements; submission of licenses/permits; and cost. Following the preliminary evaluation of the proposals, all three vendors were invited to participate in the finalist interviews.
The finalist interviews were held on August 28, 2023, and August 29, 2023. On September 11, 2023, a solicitation was sent to the finalists requesting an unqualified “best and final” offer. The “best and final” offers were returned to the Director of Procurement and Materials Management on September 15, 2023.
Based on the evaluation of the proposals using the criteria described above and the pricing provided in the “best and final” offers, the Human Resources Department recommends Concentra as the vendor to provide pre-employment medical examinations and drug tests; return-to-work medical examinations and drug tests; and post-offer physical assessments for physically demanding jobs. Concentra provides occupational health services to over 210,000 employers nationally including 85% of the companies in the Fortune 500. Local clients include the City of Chicago, Chicago Transit Authority, and Cook DuPage Transportation. It has 18 clinics located throughout the Chicagoland area that provide these services. Several of the clinics offer evening hours and one clinic operates 24 hours a day, seven days a week providing flexibility to the District’s pre-employment program. Concentra has a stringent credentialing process for all clinicians and staff working in its clinics. Concentra provides a secure employer portal that allows for the District’s profile to be centrally maintained and services to be consistently administered across all Concentra locations. The portal also allows administrators quick and easy access to test results the moment they are released. This flexibility and ease of access will help the District minimize the time required for the pre-employment screening process. Concentra has a thorough job analysis process, including an on-site job evaluation, that is utilized to develop an Americans with Disabilities Act (ADA)-compliant, job specific functional assessment for each physically demanding job classification. Licensed Physical Therapists, trained in an occupational health setting, are utilized to perform these post-offer physical assessments during the pre-employment process. Finally, Concentra provided the most cost-effective proposal of the responsive bidders. For these reasons, Concentra is the recommended vendor for these services.
The Diversity Section reviewed the request for proposal and concluded that Affirmative Action Ordinance Revised Appendix A and the Appendix V goals did not apply since these services are typically performed by a single provider at the provider’s facility which does not allow for subcontracting opportunities.
In view of the foregoing, it is requested that the Director of Procurement and Materials Management be authorized to issue a purchase order and enter into an agreement with Concentra in the amount of $150,000.00. The estimated annual expenditures are $50,000.00. Funds will be requested in 2024, 2025 and 2026 and will be contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Recommended, Thaddeus J. Kosowski, Director of Human Resources
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Marcelino Garcia, 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 October 19, 2023
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