HR: Employee Medical Examinations. Drug and Alcohol Testing

Agency:	City of Manchester
State:	New Hampshire
Type of Government:	State & Local
NAICS Category:	541380 - Testing Laboratories 621511 - Medical Laboratories 621999 - All Other Miscellaneous Ambulatory Health Care Services
Posted Date:	Apr 28, 2025
Due Date:	Jun 9, 2025
Solicitation No:	FY25-190-45
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Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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REQUEST FOR CONTRACT, TERMS OF AGREEMENT AND

PROPOSAL PROCEDURES

CITY OF MANCHESTER BID # FY25-190-45

Request for Proposals

Terms of Agreement

The City of Manchester, NH seeks proposals for the provision of employee medical

examinations and drug and alcohol testing services. The examination and collection facilities

shall be located within the City of Manchester or a contiguous community.

1. Form of Transaction

The applicant will enter into the Independent Contractor Service Agreement attached hereto as

Schedule A.

2. Anticipated Award Date

The anticipated award date is on or about July 1, 2025. A detailed plan must be submitted and

approved by the City of Manchester prior to the contract award. The selected applicant may be

required to provide services immediately upon awarding of the contract.

3. Pricing Assumptions

Unless terminated in accordance with the provisions herein, the Agreement shall commence on

August 1, 2025 and shall end 3 years later on July 31, 2028. In establishing the cost of its

proposal, the applicant shall include the cost of each individual test and examination set forth in

Attachment B. In addition, the applicant shall use the estimated annual schedule set forth in

Attachment B in establishing the overall cost of its proposal. Said schedule is not intended to be

a guarantee or warranty of the actual number of tests or examinations to be provided. However,

it is the City’s intent to ensure the health of its workers and their ability to perform their jobs

successfully, and, as such, it would like to give adequate flexibility to the Contractor to achieve

said goals effectively. Therefore, optional tests are included as compensable in the services

listed under Attachment B, the Independent Contractor Service Agreement. These tests are to be

used when deemed necessary by the Occupational Medicine Physician in order to protect the

employees or the City residents dependent on the work of the employees. The City reserves the

right to evaluate reasons for test ordering in the aggregate (without patient identifiers as per

privacy laws) if an excessive number of such optional tests are ordered.

4. Invoicing

All work performed must meet the full approval of the Human Resources Department before

payment is made. If the applicant’s itemized invoice is received by the Human Resources

Department on or before the 25th of the month payment will be made on the 15th of the following

month. The applicant must have adequate information systems management support necessary to

provide comprehensive, detailed billing statements, including the dates, patients’ names, and

services performed.

Proposals should also clearly indicate any preferred customer and/or credit card payment

discounts.

Procedures

1. Submission of Proposals and Requests for Contracts

The City of Manchester, New Hampshire through the Department of Human Resources is

inviting contractors with a minimum of five (5) years of providing Employee Medical

Examinations and Drug/Alcohol Testing Services to submit proposals. Provider shall have at

least one Board Certified Occupational Medicine Physician on staff. Sealed proposals must be

submitted in triplicate to the Office of Human Resources, One City Hall Plaza Manchester, NH

03101-4000 on or before 3:00 P.M. on Monday, June 9, 2025. The proposals will be opened on

Monday, June 9, 2025 at 3:15 P.M. in the Human Resources Conference Room at City Hall

Plaza and available for inspection. The sealed proposals shall be clearly marked “Employee

Medical Examinations-Drug/Alcohol Testing Proposal.” The City of Manchester is not

responsible for, nor will it entertain any proposals arriving after the designated time period. It is

the sole responsibility of the applicant to ensure the delivery of their proposal by the stated date

and time. Failure to comply may result in the exclusion of the proposal. Proposals, which are

incomplete, not properly signed or otherwise contrary to the above instructions may be rejected

as non-responsive. The City of Manchester reserves the right to reject any and all proposals.

2. Proposals shall include:

a. Legal name of applicant, with contact information;

b. A copy of applicant’s two most recent annual audited financial statements;

c. A current Statement on Auditing Standards 70 report ("SAS 70");

d. A release allowing the City of Manchester to conduct a due diligence investigation,

including a bank check and credit analysis of the applicant and its principals;

e. Copies of all licenses and insurance information;

f. A blank copy of the applicant's standard contract agreement;

g. Detailed history of the applicant. Applicant’s must have been in business for a

minimum of five (5) years;

h. Copy of any Mission or Vision Statement;

i. Copy of the previous two years' financial statements or annual reports;

j. An executed original of the Independent Contractor Service Agreement;

k. A statement as to the ability of the applicant and, if applicable, any intended

subcontractor to provide the following services: (A detailed list of each examination is

enclosed in Attachment B):

 Firefighters Examinations

 Police Officers Examinations

 Data entry Clerk/Laborer (Non DOT) Examinations

 Laborer Examinations

 Fitness for Duty Examinations

 Optional Tests/Procedures

 Drug and Alcohol Testing (including Commercial Driver’s License testing)

Proposals shall include continued:

l. Qualifications of applicants’ staff and those of any subcontractor’s personnel, which

the applicant would expect to use to carry out services sought hereunder;

m. Client list of firms (minimum of 5) where the applicant currently provides similar

services in the New England area with contact names and telephone numbers;

n. Facilities to be utilized in providing services;

o. Availability of services during non-work day periods, office holiday schedule, and, if

applicable, seasonal office schedule changes;

p. A detailed history of any violations of federal, state regulations arising from the

applicant’s conduct, including that of its subcontractors, and a detailed explanation of

any steps taken to remedy the underlying the violation and prevent reoccurrence.

3. Applicants Interview

In accordance with the City of Manchester Procurement Code, interviews may be part of the

selection process and will be held upon the City’s request.

Selection of Prospective Service Provider

After review of all proposals and interviews, the City of Manchester intends to select one

contract service provider. The contract will be awarded per City of Manchester Procurement

Code. For this contract, special emphasis will be put on:

 Applicants’ and any sub-contractor’s past performance on similar contracts;

 Qualifications and certifications, including, but not limited to, those of testing laboratories

and facilities;

 Background and experience of staff members who will be assigned in providing service;

 Location of testing facility;

 Staff and equipment available for the work;

 Ability to complete on site testing;

 Ability to complete required tasks within established time frames;

 Ability to secure required insurance (from insurance companies authorized by the N.H.

Insurance Commissioner) for the work.

Inquiries

Any questions and/or clarification(s) in the scope, intent, specifications, etc. shall be submitted in

writing via e-mail to smangone2@manchesternh.gov. The response(s) will be returned in writing

via email and distributed to all vendors participating in the process. Questions of clarification

shall be submitted no later than Noon on Friday, May 23, 2025 in order to provide sufficient

time that a written clarification can be made known to all participating in the RFP. No addendum

concerning clarification shall be issued any later than Thursday, May 29, 2025.

INDEPENDENT CONTRACTOR SERVICE AGREEMENT

CONTRACT PERIOD August 1, 2025 to July 31, 2028

CITY OF MANCHESTER BID #

This Agreement is made as of this ______day of ______, 2025 by and between

____________________________________ a corporation having a place of business

______________________________________________________________________________

(hereinafter, the “applicant”) and the City of Manchester, New Hampshire, a body corporate and

politic with an address of One City Hall Plaza, Manchester, New Hampshire 03101 (hereinafter,

the “City.”)

WHEREAS, applicant represents that (I) it is experienced in managing and providing the

services that are described in Attachments A and B attached hereto and incorporated herein,

(hereinafter, the “Services”) and (II) it intends to maintain adequate capital, insurance, and

personnel for the proper and prudent conduct of such Services.

NOW THEREFORE, in consideration of the promises and other valuable consideration

and of the mutual covenants and agreements herein contained, the parties hereby agree as

follows:

1. The Services. Applicant will manage and provide the Services in accordance with this

agreement as required by the City under the following terms and conditions for Employee

Medical Examinations and/or Drug/Alcohol Testing services to the City of Manchester.

The applicant shall operate as an independent contractor. The applicant shall be responsible for

all costs incurred under this Agreement. The applicant shall not make any purchases in the name

of the City of Manchester. In the event the City, in its sole discretion, is not satisfied with the

services being provided by the applicant or any of its sub-contractors and so notifies the

applicant, the applicant shall immediately take steps to correct the deficiencies. If the City is not

satisfied with such efforts, then the City, in its sole discretion, may terminate the contract.

2. Fees To Applicant. All work performed by the applicant must meet the full approval of

the Human Resources Department before payment is made. If the applicant’s itemized

invoice is received by the Human Resources Department Office on or before the 25th of

the month, payment shall be made on the 15th of the following month. The applicant must

have adequate information systems management support necessary to provide

comprehensive, detailed billing statements, including the dates, patients’ names and

services performed. Proposals shall also clearly indicate any preferred customer and/or

credit card payment discounts if applicable.

3. Other Representations, Warranties of Applicant.

The applicant represents and warrants to the City that the applicant has full legal

authority to enter into this Agreement and to provide the services.

This page summarizes the opportunity, including an overview and a preview of the attached documents.

HR: Employee Medical Examinations. Drug and Alcohol Testing

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