10-232 Resolution No. 10-232
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT
WITH SHERMAN HEALTH
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that
Sean R. Stegall,City Manager,be and is hereby authorized and directed to execute an agreement on
behalf of the City of Elgin with Sherman Health,for pre-employment placement physical exams and
other related services for firefighter candidates, a copy of which is attached hereto and made a part
hereof by reference.
s/Ed Schock
Ed Schock, Mayor
Presented: December 15, 2010
Adopted: December 15, 2010
Vote: Yeas: 6 Nays: 0
Attest:
s/Diane Robertson
Diane Robertson, City Clerk
CITY OF ELGIN
AGREEMENT WITH `� -v4 TV\_A ►_�,
FOR PRE-EMPLOYMENT PLACEMENT PHYSICALS—FIRE DEPARTMENT
15th December
THIS AGREEMENT is made and entered into this ay of F.ZZGG - -;X010 by and between
the City of Elgin ("the CITY"), a municipal corporation organized and existing under the laws of the
State of Illinois,and `)ha�(vin,A � 1k pA k- , , a s 11��. r� �' � ("the
CONTRACTOR").
ARTICLE 1. PURCHASE . The CONTRACTOR agrees to provide, and the City agrees to
purchase, the goods and/or services provided forherein under the term and conditions provided for
herein and pursuant to Exhibit "A", attached hereto and made a part hereof.
ARTICLE II. DEFINITION. "THIS CONTRACT" as used herein shall mean this Agreement,
the Request for Proposals (RFP) including all docum ents referenced therein and the Contractor' s
Proposal response dated 0&- ,( r D°t a� C) (Proposal)thereto incorporated by reference
herein and made a part hereof. The CONTRACTOR agrees to providethe goods and/or services all
in accordance with the RFP and CONTRACTOR'S Proposal for the purchase and installation of a
lie aAkAr\,�e J i P 4 e_ . In the event there is a conflict between this
Agreement and the Proposal docum ents or any attachments hereto, the Proposal docum ents shall
supersede this Agreement.
ARTICLE III. DURATION AND SCHEDULE. The CONTRACTOR shall provide the goods
and/or services at the price, schedule and other terms provided for in Exhibit"A" attached hereto and
incorporated herein, for one year after date of signature by the City Manager, below. Payment by
CITY shall be made to CONTRACTOR within thirty (30) days of delivery as a destination contract
and acceptance of all goods and services, and upon receipt of an invoice from CONTRACTOR.
The CONTRACTOR shall commence the performance of THIS CONTRACT upon receipt of a fully
executed Contract from the City. The term of this is one year from date of signature by the City
Manager, below.
ARTICLE IV. TERMINATION. The following shall constitute events of default under this
agreement: a) any m aterial misrepresentation made by the CONTRACTOR to the CITY, b) any
failure by the CONTRACTOR to perform any of its obligations under this agreement including, but
not limited to, the following: (i) failure to commence performance of this agreement at the time
specified in this agreerrent due to a reason otuircumstance within the CONTRACTORS reasonable
control, (ii) failure to perform this agreem ent with sufficient personnel and equipm ent or with
sufficient material to ensure the com pletion of this agreement within the specified tim e due to a
reason or circumstance within the CONTRACTORS reasonable control, (iii)failure to perform this
agreement in a rranner reasonably satisfactory to the CITY, (iv) failure to promptly re-perform within
reasonable time the services that were rejected by the CITY as erroneous or unsatisfactory, (v) failure
to comply with a material term of this agreerrent, including, but not limited to the Affirmative Action
requirements, and (vi) any other acts specifically and expressly stated in this agreement as
constituting a basis for term ination for cause. The CITY may term inate this agreement for its
convenience upon fourteen (14) days prior written notice.
ARTICLE V. DAMAGES. From any sums due to the CONTRACTOR for goods or services, the
CITY may keep for its own the whole or any parof the amount for expenses, losses and danages as
directed by the Purchasing Director, incurred by the CITY as a consequence of procuring goods or
services as a result of any failure, onission or mistake of the CONTRACTOR in providing goods or
services as provided in this agreement.
In the event of any breach of any of the terms of this agreement by CITY, CONTRACTOR' S
damages shall be limited to a maximum of the purchase price provided for herein, which shall be
calculated on the basis of CONTRACTORS actual compensatory damages only. CONTRACTOR
shall not be entitled to consequential, incidental or nominal damages for any reason.
ARTICLE VI. GOVERNING LAWNENUE AND ORDINANCES. This agreement shall be
subject to and governed by the laws of the United States, the State of Illinois and the City of Elgin,
Illinois. Venue for the resolution ofany disputes or the enforcement of any rights arising out of or in
connection with this agreement shall be in the Circuit Court of Kane County, Illinois.
ARTICLE VII. SEVERABILITY.The teens of this agreenent shall be severable. In the event any
of the terms or provisions of thisagreement are deemed to be void or otherwise unenforceable for any
reason, including but not limited to any violation of any law as provided for in Article XIV herein,
the remainder of this agreement shall remain in full force and effect.
ARTICLE VIII. AFFIRMATIVE ACTION The CONTRACTOR will not discriminate against
any employee or applicant for employment because of race, color, religion, sex, ancestry, national
origin, place of birth, age or physical handicap which would not interfere with the efficient
performance of the job in question. The contractor will take affirmative action to comply with the
provisions of Elgin Municipal Code Section 3.12.100 and will require any subcontractor to subnit to
the CITY a written com mitment to com ply w ith those provisions. The CONTRACTOR will
distribute copies of this commitment to all persons who participate in recruitrrent, screening. referral
and selection of job applicants and prospective subcontractors.
ARTICLE IX. ASSIGNABILITY. The CONTRACTOR shall not assign, sell or transfer any
interest in this agreement without prior written consent of the CITY.
ARTICLE X. AMENDMENTS . There shall be no m odification of this agreem ent, except in
writing and executed with the same formalities of the original.
ARTICLE XI. NOTICES. Any notice given under this agreerr-nt shall be in writing and shall be
deemed to have been given when hand delivered odeposited in the U.S. Trail, certified or registered,
return receipt requested, addressed, if o CONTRACTOR, at 1 a5 l?Q,y.� �,� �C� !✓la, ,v
to the attention of La1n t t or undersigned representative, and if to the City, to ie
attention of the City Manager, 150 Dexter Court, Elgin, IL 60120 or to such other address and/or
authorized representatives as either party shall designate in writing to the other in the manner herein
provided.
ARTICLE XII. INDEMNIFICATION. To the fullest extent permitted by law, CONTRACTOR
agrees to and shall indemnify, defend and hold harniess the City, its officers, employees, boards and
commissions from and against any and all claims, suits,judgments, costs, attorney's fees, damages or
any and all other relief or liability arising out ofresulting from or through or alleged to arise out of
any acts or negligent acts or omissions of Contractor or Contractor's officers, employees, agents or
subcontractors in the performance of this agreement, including but not tinted to, all goods delivered
or services or work perform ed hereunder. In the event of any action against the City, its officers,
employees, agents, boards or commissions covered by the foregoing duty to indemnify, defend and
hold harmless, such action shall be defended by legal counsel of the City§ choosing. The provisions
of this paragraph shall survive any termination and/or expiration of this agreement.
ARTICLE XIII. PUBLICITY. The CONTRACTOR may not use, in any form or medium,the
name of the City of Elgin for public advertising unless prior written perm ission is granted by the
CITY.
ARTICLE XIV. APPROPRIATIONS. The fiscal year of the CITY is the 12 month period ending
December 31. The obligations of the CITY under any contract for any fiscal year are subject to and
contingent upon the appropriation of funds sufficient todischarge the obligations which accrue in that
fiscal year and authorization to spend such funds for the purposes of the contract.
If, for any fiscal year during the term of the CONTRACT, sufficient funds for the discharge of the
CITY'S obligations under the contract are not appropriated and authorized,then the CONTRACT
shall terminate as of the last day of the preceding fiscal year, or when such appropriated and
authorized funds are exhausted,whichever is later, without liability to the CITY for damages,
penalties or other charges on account of such termination.
ARTICLE XV. COMPLIANCE WITH LAWS . Notwithstanding any other provision of this
agreement it is expressly agreed and understood that in connection with the performance of this
agreement that the CONTRACTOR shall comply with all applicable U. S. Federal, State, City and
other requirements of law, including, but not limited to, any applicable requirements regarding
prevailing wages, minimum wage, workplace safetyand legal status ofemployees. Without limiting
the foregoing, CONTRACTOR hereby certifies, represents and warrants to the CITY that all
CONTRACTOR'S employees and/or agents who w ill be providing products and/or services with
respect to this CONTRACT shall be legal residents of the United States. CONTRACTOR shall also
at its expense secure all permits and licenses, pay all charges and fees and give all notices necessary
and incident to the due and lawful prosecution of the work, and/or the productsand/or services to be
provided for in this agreement. The CITY shall have the right to audit any records in the possession
or control of the CONTRACTOR to determine CONTRACTOR'S compliance with the provisions of
this section. In the event the CITY proceeds w ith such an audit the CONTRACTOR shall make
available to the CITY the CONTRACTOR's relevant records at no cost to the CITY. The
CONTRACTOR shall pay any and all costs associated with any such audit.
ARTICLE XVI. WARRANTY. The CITY'S purchase from the CONTRACTOR as provided in
this agreement shall include the standard wa rranty typically provided by CONTRACTOR for the
equipment being purchased herein. Additionally, CONTRACTOR hereby expressly provides a
warranty of merchantability as to any goods providedfor herein, and warrants that all services shall
be provided in a reasonable manner with reasonable workmanship.
ARTICLE XVIL ENTIRE AGREEMENT . This agreem ent embodies the whole agreem ent
between the parties hereto. There are no other agreements, either oral or in-plied between the parties
hereto; and this agreerrent shall supersede any and all previous communications, representations, or
agreements, either verbal or written, between the parties.
ARTICLE XVIII. INDEPENDENT CONTRACTOR This agreenent shall not be construed so
as to create a joint venture, partnership, employment or other agency relationship between the parties
hereto.
ARTICLE XIX. TIME. Time is of the essence of this agreement.
The person signing this agreement certifies that she has been authorized by the CONTRACTOR to
execute this agreement on its behalf.
IN WITNESS WHEREOF the parties have hereto settheir hands the day and year first above written.
CONTRACTOR CITY OF ELGIN
By W 1� By G(.
[Name an isle] rYtic,�1MQ�k�yf,�� City Manager San R. Stegall
vi-rs� 44-"Jz ,9�n�� tJaJP�e y�
FEIN NO. 3[e - a A lel�a �) `r �M�ate: December 15, 2010
I. SPECIFIC COMPONENTS OF PRE-PLACEMENT EVALUATION
This is a three part evaluation process consisting of a Medical Evaluation, Musculo-Skeletal and
Functional Evaluation and the Cardiovascular Assessment. All pre-placement testing shall be in
accordance with the requirements of NFPA Standard 1582 Medical Requirements for Firefighters,
2007 edition.
PART ONE:
*PRE-PLACEMENT EVALUATION PRICE
Comprehensive Metabolic Panel $35.94
Baseline Chest X-Ray (with Radiology interpretation) $73.20
Cardiovascular Wellness Profile/Personal Health Plus Profile $12.10
Complete Blood Count $17.30
Comprehensive Medical and Physical Exam (per NFPA 1582) $65.22
Occupational Exposure History $0.00
EKG with Cardiology Interpretation $65.22
Audiogram (includes training video) $29.28
Pulmonary Function Testing (Spirometry and Respirator Certification) $54.57
Tuberculosis Skin Testing $11.46
Urinalysis $0.00
Urine Drug Screen (10 panel, includes GCMS Confirmation) $39.27
Vision Testing (Titmus; Color and Depth Perception) $0.00
Part 1 Total: $403.56
Part 2 Total: MUSCUO-SKELETAL EVALUATION $272.25
Part 3: Total: CARDIOVASCULAR ASSESSMENT $66.55
Grand Total: $742.36
Not requested yet recommended: Lipid Profile (HDL/LDL) $29.28
Part 1 Total: (with recommended Lipid Profile HDL/LDL) $432.85
Grand Total: (including the recommended Lipid Profile) $771.64
*All test results for Pre-placement Evaluation are available within 48 hrs
Exhibit A
Vi??rt^:,"lar Hiealtr; Systems Page° 2 Ji
PART TWO:
MUSCULO-SKELETAL and FUNCTIONAL EVALUATION
A. MUSCULO-SKELETAL EVALUATION
1. Musculo-skeletal evaluation performed by a licensed physical therapist and including the
following components:
A. Medical History
B. Range of Motion
1. Upper Extremities
2. Lower Extremities
3. Trunk and Back
2. Strength testing for:
A. Upper Extremities
B. Lower Extremities
C. Trunk and Back
3. Gross Flexibility Training:
A. Pertoralis Major
B. Iliopsoas
C. Rectus Fermoris
D. Hamstrings
E. Gastrocnemius
B. FUNCTIONAL TASKS
Equipment used in this portion of the evaluation will include the use of actual fire service equipment.
In addition, the individuals evaluated shall perform the test with a weighted vest to simulate the weight
of full turnout gear and SCBA. This weight shall be 50 pounds.
Sherman Health Systems shall supply the necessary equipment (i.e. rope, gloves, weighted vest, 24
foot fire service ladder, etc.).
The functional evaluation shall be done in compliance with NFPA 1583 Recommended Practice for
Fire Fighter Physical Performance and Conditioning Programs, 2008 edition.
SnGt'mC.r'. L�Cdlr hi.�StemS
Task#1
Push and Pull — The candidate is to push and pull a sled or similar equipment with a load of
200 pounds for a distance of 25 feet.
Task #2
Victim Rescue — The candidate shall drag a manikin weighing 165 pounds a total distance of
100 feet.
Task #3
Hose Advance — A 50-foot section of fire department 2-1/2" hose with nozzle attached is
dragged a total distance of 100 feet.
Task#4
Stair Climb with Load — The candidate is to carry a section of fire department hose weighing
approximately 40 pounds up the equivalent of 5 stories.
Task#5
Hoisting —The candidate is to hoist 40 pounds of weight up the equivalent of 5 stories. Weight
is to be raised and lowered with a hand over hand motion. This may be accomplished through
the use of a pulley system.
Task#6
2 Part-Carry Evolution — The candidate is to lift an object weighing 35 pounds from the
ground, carry it to a total distance of 150 feet and place it on the ground. Then, the candidate is to lift
a 24-foot fire department ladder weighing approximately 110 pounds and place it in a low shoulder
carry position. The candidate is to carry the ladder a total distance of 50 feet and return it to its resting
position. The ladder is to be placed on wall mounted brackets at a height of 59 inches from the
bottom beam of the ladder to the ground.
Sherrr ,ar. ea;ir Systems Page 4 of "'
C. FUNCTIONAL LIFTING CAPACITY
This element utilizes the Workell Systems Protocol. Sherman Center for Occupational Rehabilitation
and Evaluation (S.C.O.R.E.) is a licensed provider of the Workwell Systems Protocol. The candidate's
objective functional lifting capacity is established at various levels.
1. Floor to Waist
2. Waist to Overhead
3. Horizontal Lift
4. Push/Pull Forces
5. 50 Foot Carry
PART THREE:
CARDIOVASCULAR ASSESSMENT
The evaluation of the candidate's Metabolic Demands Assessment (METS) level is to be determined
through the use of a treadmill, 1.5 mile run, or equivalent method.
The testing is to include:
• Continuous EKG monitoring
• 02 saturation assessment
• Blood pressure assessment
• Initial medical assessment
1.5 Mile Run
Measures and evaluates cardiovascular endurance by way of a 1.5 mile run as per NFPA 1583
standards. Evaluates aerobic fitness levels of an apparently healthy individual in a non-clinical
setting. Age related performance on a 1.5 mile run is measured and correlated to the resultant fitness
level.
Standard graded exercise tests are used in clinical applications to assess the patient's ability to
tolerate increasing intensities of exercise while electrocardiographic (ECG), hemodynamic, and
symptomatic responses are monitored for manifestations of myocardial ischemia, electrical instability,
or other exertion-related abnormalities.
Indications and Applications:
The exercise test may be used for diagnostic, prognostic, and therapeutic applications, especially in
regard to exercise prescription.
All assessments completed and evaluated by:
• Registered nurse and/or
• Exercise physiologist
Sherma^ Hieaith Systems Pace 5 1
II. ON-GOING ANNUAL AND PERIODIC MEDICAL EXAMINATIONS
This component of the occupational health services program shall be for annual and periodic medical
examinations based on the requirements of NFPA standard 1582 Medical Requirements for
Firefighters, 2007 edition. Listed below are three age specific physicals followed by optional
additional elements.
*Annual Brief Examination
(Ages: Up to age 39 do in between Periodic Evaluation) Price
Brief Medical Exam (Height, Weight, Blood Pressure) $0.00
Hearing Test (Whisper Test) $0.00
OSHA Questionnaire $0.00
Pulmonary Function Test (Spirometry and Respiratory Certification) $0.00
Tuberculosis Skin Testing $0.00
Vision Testing (Titmus, Color and Depth Perception) $0.00
Total: (reflects total charge when exam performed at clinic locations) $81.19
*All test results for Annual Brief Exams are available within 48 hrs
Charges for staffing on-site services:
Physician per hour = $121.00
Nurse per hour = $66.55
Can be charged in 15 minute increments
S~erman Health Systems Ja g a 6 `
*Periodic Evaluation Price
(Ages: <30 do every 3 years; 30-39 do every 2 years; 40 and up do every year)
Comprehensive Metabolic Panel $35.94
Blood Lipid Profile (HDL/LDL) $29.28
Cardiovascular Wellness Profile/Personal Health Plus Profile $12.10
Complete Blood Count $17.30
Comprehensive Medical/Physical Exam (includes medical and occupational exposure history) $65.22
EKG with Cardiology Interpretation $65.22
Audiogram (includes training video) $29.28
Pulmonary Function Testing (Spirometry and Respirator Certification) $54.57
Tuberculosis Skin Testing $11.46
Urinalysis $0.00
Vision Testing (Titmus; Color and Depth Perception) $0.00
Total: $320.38
Total: (with Treadmill Stress Test - $493.88 - over 40; or if cardiac history on physician
discretion) $814.26
*All test results for Periodic Evaluation are available within 48 hrs
*Additional Elements Price
Upon MD Discretion
Chest X-Ray with Radiology Interpretation $73.20
Tetanus Shot $10.89
Employee Requests (requested by and paid by employee)
Hemoccult Kit $46.59
PSA $51.91
Mammography $84.70
Pap Smear (will refer to physician of choice - per physician charges)
*All test results for Additional Elements are available within 48 hrs
'Sherma HEa,tr }57e7s Pa.,,e 7 ; �'
PART FOUR:
III. REPORTING OF MEDICAL RESULTS AND RECORD KEEPING
Sherman Health shall supply and/or maintain computerized records of the following information
regarding the Fire Department examinations and other services:
1. A verbal pass or fail shall be communicated to the designated Fire Department contact within
48 hours after the conclusion of the testing. A written report of test results shall be provided to
the designated Fire Department contact within one week of the completion of testing.
2. The Fire Department shall be supplied with the following information on an annual basis:
a) Respirator Certification Form for each individual.
b) TB Testing Consent/Denial Form for each individual.
c) A list of individuals due for the Annual Medical Examination.
d) A list of individuals due for the Periodic Medical Examination.
e) A list of individuals due for Hepatitis Titers.
f) Informational handouts and/or brochures related to infectious disease for each individual.
3. Sherman Health shall function as the 3rd party keeper of the record for specific or confidential
medical information. Medical Records are permanently kept by Sherman Health.
4. Fitness Clearance:
Physician will assign a fitness clearance level category for personnel to participate in "On-duty"
daily physical fitness training under the guidance of the EFD Peer Fitness Trainer. The
specific requirements assigned to each level will be determined by the Physician and the EFD
Health and Wellness Officer in a meeting prior to the start of the annual physicals. Categories
shall be determined as follows:
Green Level — Cleared for unlimited physical fitness training.
Yellow Level — Recommend meeting with an EFD Peer Fitness Trainer for fitness
Screening and workout programming.
Red Level — Highly recommend that individual immediately meet with EFD Peer
Fitness Trainer for structured workout program and guidance.
Surma,.. Healtr sys`ems Page 8 of .-
i
IV. ADDITIONAL SERVICES
1. Follow Up Evaluations
Evaluation of the effectiveness of the prescribed fitness program resulting from cardiovascular
profile/personal health profile. Fire Department will determine frequency.
Sherman provides a typed summary to each individual citing any abnormalities with
recommendations for follow up. The evaluation will determine if the prescribed fitness program has
been followed by employee.
Cost: $66.55 per hour
2. Employee Access to Medical Records
Cost: $22.00 per person for each calendar year of records (no maximum # of pages)
3. Educational Classes
Provided on-site at the Fire Department on topics such as nutrition, back injury prevention, general
fitness, etc.
Sherman has the ability to provide any health and wellness classes at the request of the Elgin Fire
Department. We can customize programs to meet the specific needs of the Department based on the
findings of the physical assessments and the cardiovascular profile, as well as general interests.
Cost: $66.55 per hour
S n er,'na"� S7s?ems Page 9 �{ 11
V. GENERAL INFORMATION
ACCESS TO SERVICES/SCHEDULING
1. See attached Occupational Health Clinics hours of operation and locations.`
2. Occupational Health Services are provided on a 24-hour basis at the Algonquin Sherman
Family Health Care; as well as select occupational health services at the Sherman Hospital
Emergency Department.
3. *All Occupational Health Services are performed at any of the four (4) locations cited above in
#1. (Municipality selects which location based on convenience). In addition, professional staff
members of Physical Medicine and Rehabilitation and Cardiac Rehabilitation will perform parts
of the Pre-Placement Medical Evaluation at a designated Sherman location.
4. Approximately three (3) to five (5) business days are required to schedule all components of
the pre-placement physical.
EXPERIENCE
Sherman Benefit Manager provides services for the following Municipalities/Fire Departments:
1. City of Elgin
2. Village of West Dundee
3. Village of Carpentersville
4. Village of East Dundee
5. Belvidere Fire Department
6. Palatine Fire Department
7. Village of Hanover Park
8. Village of Bartlett
Shermar Heat" Systems, n
� Paue "C c` ,
ORGANIZATIONS, AFFILIATIONS, CREDENTIALS, CERTIFICATIONS
1. All clinical and non-clinical staff of Sherman Health is required to demonstrate performance
skills based on job competencies. The competencies are related to the area of expertise of the
individual.
2. All clinical staff at the Occupational Health Clinics is certified in the particular screenings they
are providing, this includes training with technical equipment as well as hands on medical procedures.
3. Sherman Health is inspected on a regular and on-going basis by such organizations as Joint
Commission on Accreditation of Hospitals (JCAHO) and the Illinois Department of Health (IDPH). In
addition to these internal inspections, the staff of Sherman attends classes and seminars for
continuing hours of education. All efforts are made to educate Sherman's staff with the goal of gaining
expertise in the organizations regulating the corporate community we serve, including organizations
such as Occupational Safety & Health Administration (OSHA), the National Fire Protection
Association (NFPA), the Illinois Department of Labor (IDOL) and the Illinois Department of
Transportation (IDOT).
Sr;erma . Hea;th SvstemS aces o~ .
Report to Mayor& Members of City Council - ELGIN
THE CITY IN THE SUBURBS
MEETING DATE: December 1, 2010
INITIATIVE G: RFP 10-056, Pre-Placement Physicals for the Fire Department
COMMUNITY GOAL
■ A Safe Community—To ensure the city hires firefighters physically able to
perform the demands of the position
OBJECTIVE
■ Award a contract for conducting pre-placement physicals and other related
services for firefighter candidates.
PURPOSE
■ To hire physically fit firefighters and maintain a healthy workforce
RECOMMENDATION
■ Award a contract to Sherman Benefit Manager for pre-placement physicals and
other related services for firefighter candidates
BACKGROUND
The city conducts pre-placement physicals on its police,fire and public services candidates after an offer
of employment has been made. The city also provides or requires other medical services such as drug
screens,flu shots and fitness for duty examinations. Generally,fire, police and public services are all bid
together; this year, however, fire pre-placement physicals were pulled out for a stand-alone one-year
contract in order to allow the new fire chief to review and make modifications to the program as he and
human resources deem appropriate.
OPERATIONAL ANALYSIS
Three proposals were received from Sherman Health, Accelerated Rehabilitation Centers and
Health Endeavors, S.C. The proposals were reviewed by representatives of the fire and human
resources departments.
.t
The proposal from Accelerated Rehabilitation was not responsive to the requirements of the
Request for Proposals. Accelerated Rehabilitation proposed to perform job and task analyses
and then put together ergonomic training.
Health Endeavors is a newer (five years in business) company that conducts its physical exams
from a 40 foot RV as well as through a subcontract with a South Elgin medical provider. This
company works exclusively with fire and police departments.
Sherman Benefit Manager has been the long time provider of pre-placement and other services
for the fire department.
As indicated in the attached tabulation sheet, the prices between Health Endeavors and
Sherman Benefit Manager were quite close. Given that the contract to be awarded is for a short
period while the program is being evaluated, the recommendation is to remain with Sherman
Benefit Manager for one year.
INTERESTED PERSONS CONTACTED
None.
FINANCIAL ANALYSIS
The cost of medical services incurred are charged back to the fire department. It is estimated
that $30,000 will be paid for these services in 2011. Funding for this service has been
appropriated in the 2011 proposed General Fund, account number 010-2802-735.30-05
"medical professional services", to award this contract to Sherman Benefit Manager.
BUDGET IMPACT
FUND(S) ACCOUNT(S) PROJECT#(S) AMOUNT AMOUNT
BUDGETED AVAILABLE
N/A N/A N/A N/A N/A
LEGAL IMPACT
The request for proposal was posted on the city website and published in the October 14, 2010
issue of the Courier News. Three timely proposals were received and opened on October 29,
2010. As the price difference between the two responsive bids was negligible, the fire
department has opted to remain with Sherman Benefit Manager while the pre-placement and
ongoing physical examination program is reviewed by the new fire chief and staff.
ALTERNATIVE COURSES OF ACTION
The city council may choose to make an award to another proposer.
AII
NEXT STEPS
1. Execute agreement with Sherman Benefit Manager
Prepared by: Gail Cohen, Human Resources Director
Reviewed by: Colleen Lavery, Chief Financial Officer
Reviewed by: William A. Cogley, Corporation Counsel/Chief Development Officer
Final Review by: Richard G. Kozal, Assistant City Manager/Chief Operating Officer
Approved by:
Sean R. Stegall, City M ager
ATTACHMENTS
A: Tab Sheet
FIRE DEPARTMENT PRE-PLACEMENT PHYSICALS
TABULATION OF PROPOSALS Accelerated Rehabilitation Ctrs Sherman Benefit Manager Health Endeavors
FIRE PRE-PLACEMENT PHYSICALS 400 S Randall Rd Suite G Randall Rd 1615 S Norbury Ave
RFP NO. 10-056 Elgin IL 60123 Elgin IL 60123 Lombard IL 60148
Date of Opening: 10/22/10
Department: Fire
Descri tion Amount I Amount Amount
FIRE DEPT PROGRAM
Item#1 -Scheduling/Access to Services Appts Win 24 hours Elgin Mon-Sat 9-5
Item#2-Location Elgin Subcontract location S Elgin
Item#3-Pre-placement Exam Components
Part 1
Comprehensive Metabolic Panel $35.64 included in package price*
Baseline Chest X-ray $73.20 included in package price*
Cardiovascular Wellness Profile $12.10
Complete Blood Count $17.30 included in package price*
Comprehensive Medical and Physical Exam $65.22 included in package price*
Occupational Exposure History $0.00 included in package price*
EKG w/Cardiology interpretation $65.22 included in package price*
Audiogram $29.28 included in package price*
Pulmonary Function Testing-Spirometry and Respirator
Certification $54.57 included in package price*
Tuberculosis skin testing $11.46 included in package price*
Urinanalysis $0.00 included in package price*
Urine drug screen- 10 panel $39.27
Vision testing-titmus,color, depth perception $0.00 included in package price*
Total Part 1 no bid $403.26 $730 Package Price
alt.w/lipid profile$771.64
Part 2
Musculo-skeletal eval by Physical Therapist alternative bid-post offer screen yes
Strength Testing $225/hour yes
FIRE DEPARTMENT PRE-PLACEMENT PHYSICALS
[FFIRIE ULATION OF PROPOSALS Accelerated Rehabilitation Ctrs Sherman Benefit Manager Health Endeavors
PRE-PLACEMENT PHYSICALS 400 S Randall Rd Suite G Randall Rd 1615 S Norbury Ave
NO. 10-056 Elgin IL 60123 Elgin IL 60123 Lombard IL 60148
Date of Opening: 10/22/10
Department: Fire
Descri tion Amount Amount Amount
Gross flexibility training $175/screen yes
Total Part 2 $272.25
Part 3
Cardiovascular Assessment no bid $66.55 yes
Part 4
yes
Reporting
$742.06 $730.00
Total Parts 2-4
On-going Annual/Periodic Medical Exams
Annual Exam(on-site)
Brief Medical Exam,hearing test,OSHA questionnaire,
Pulmonary Function Testing-Spirometry and Respirator
Certification,tuberculosis skin testing,vision testing
no bid $81.19 $100.00
Total Annual Exam
On Site Services no bid
Physician per hour $121.00
$66.55 Alternative$250
Nurse per hour
Periodic Medical Exam
Comprehensive Metabolic panel $35.94
Blood Lipid Profile $
Cardiovascular Wellness Profile/Personal Health $112.10 2.10
Complete Blood Count $17.30
Comprehensive Medical and Physical Exam $65.22 in above
Medical and Occupational Exposure History included n
FIRE DEPARTMENT PRE-PLACEMENT PHYSICALS
TABULATION OF PROPOSALS Accelerated Rehabilitation Ctrs Sherman Benefit Manager Health Endeavors
FIRE PRE-PLACEMENT PHYSICALS 400 S Randall Rd Suite G Randall Rd 1615 S Norbury Ave
RFP NO. 10-056 Elgin IL 60123 Elgin IL 60123 Lombard IL 60148
Date of Opening: 10/22/10
Department: Fire
Descri tion Amount I Amount Amount
EKG w/Cardiology interpretation and treadmill $65.22
udiogram $2928
Pulmonary Function Testing-Spirometry and Respirator
Certification $54.57
Tuberculosis skin testing $11.46
Urinalysis $0.00
Vision testing-titmus $0.00
Total Cost for Periodic Exam(EKG) no bid $320.37 $405.00
dditional Elements-Fire
Chest X-Ray w/Radiology $73.20 $75.00
Tetanus Shot $10.89 $25.00
ADDITIONAL ELEMENTS EMPLOYEE REQUEST
Hemoccult Kit $46.59 included in physical
PSA $51.91
$30.00
Mammography $84.70 $120(subject to change)
Pap Smear per and $55(subject to change)
ADDITIONAL SERVICES
Evaluation of effectiveness of fitness program $66.55/hr included in physical
Emp-ee access to personal health profile and records $22/person/yr included in physical
Educational classes on site at EFD $66.55/hr $200/class