Authorize Non-Exclusive Purchase Agreements with Texas Health Huguley Inc. d/b/a Texas Health Huguley Hospital Fort Worth South and Texas Health Harris Methodist Hospital Fort Worth D/B/A Texas Health Harris Methodist Occupational Health Clinic for Annual Physical Fitness and Medical Testing in an Annual Amount Up to $400,000.00 for the Fire and Police Departments (ALL COUNCIL DISTRICTS)

It is recommended that the City Council authorize non-exclusive Purchase Agreements with Texas Health Huguley Inc. d/b/a Texas Health Huguley Hospital Fort Worth South as the primary vendor and Texas Health Harris Methodist Hospital Fort Worth d/b/a Texas Health Harris Methodist Occupational Health Clinic as a secondary vendor, for annual physical fitness and medical testing in the amount of $400,000.00 annually for a two-year initial term with two two-year options to renew for the Fire and Police Departments.

The Fire and Police Departments (Fire and Police) will use this Purchase Agreement to provide comprehensive health evaluations for new recruits and other active Fire Fighters and Police Officers on an as-needed basis.  This Agreement will also provide for health recommendations for all City's Fire and Police exercise facilities.

The evaluation factors consisted of, reputation of the proposer's goods and services, extent to which the goods and services meet the City's needs, proposer's past relationship with the City, any relevant criteria specifically listed in the Request for Proposal (RFP) and proposed contract price.  The Evaluation committee consisted of representatives from both Fire and Police.  It was determined that Texas Health Huguley Assessment Center (Huguley) and Texas Health Harris Methodist Occupational Health Clinic (Harris), presented the best value proposals and met all the specifications.  Pricing being recommended for award is considered fair and reasonable.  It is recommended that multiple Agreements be awarded to Huguley and Harris to ensure services are performed without disruptions to the City's fitness assessment needs.

RFP ADVERTISEMENT - Request for Proposal was advertised in the Fort Worth Star-Telegram every Wednesday from May 31, 2017 through June 28, 2017.  Two-Hundred and twenty-five vendors were solicited from the purchasing vendor database system; three responses were received.

PRICE ANALYSIS - Pricing for services offered by all three respondents were analyzed, Care Now did not offer pricing for all required services and was therefore rejected from further consideration.  Pricing for services offered by Texas Health Huguley remained consistent from their previous Agreement and are twenty-six percent lower than pricing offered from Texas Health Harris Methodist Hospital of Fort Worth.  No guarantee was made that a specific amount of services would be required.  The departments anticipate spending approximately $400,000.00 in each renewal year.  Overall the pricing being recommended for award is considered fair and reasonable.

ADMINISTRATIVE CHANGE ORDER - An Administrative Change Order or increase may be made by the City Manager for the Purchase Agreement in an amount up to $100,000.00 and does not require specific City Council approval as long as specific funds have been appropriated.

M/WBE OFFICE - A waiver of the goal for M/WBE subcontracting requirements was requested by the Purchasing Division and approved by the M/WBE Office, in accordance with the BDE ordinance, because the purchase of goods or services is from sources where subcontracting or supplier opportunities are negligible.

CONTRACT TERMS - Upon City Council's approval, the agreements will begin upon execution of the agreements and will end two years from that date.

RENEWAL OPTIONS - This Agreement may be renewed for up to two additional two-year terms under the same terms and conditions at the City's option. This action does not require specific City Council approval provided that the City Council has appropriated sufficient funds to satisfy the City's obligations during the renewal term.