Sandy RFP - 0210 (On-Site Medical Clinic)

Description: Issue Date: 11/6/2026 Questions Deadline: 11/18/2026 02:00 PM (MT) Response Deadline: 11/20/2026 02:00 PM (MT) Contact Information Contact: Georgia Keyser Address: Purchasing Department 10000 Centennial Parkway Sandy, UT 84070 Email: Purchasing@sandy.utah.gov Event Information Number: Sandy RFP - 0210 Title: On-Site Medical Clinic Type: Request for Proposal Issue Date: 11/6/2026 Question Deadline: 11/18/2026 02:00 PM (MT) Response Deadline: 11/20/2026 02:00 PM (MT) Bid Attachments Exhibit A_On Site Medical Clinic.pdf Insurance Requirements Exhibit B - Certification of Proposal and Agreement to Terms and Conditions.pdf Certification of Proposal and Agreement to Terms and Conditions Requested Attachments Proposal (Attachment required) - Please attach your proposal documents. Do not include cost in your proposal. Exhibit B - Certification or Proposal and Agreement to Terms and Conditions (Attachment required) - Please fill out and sign. Bid Attributes 1. REQUEST FOR PROPOSAL: All sealed proposals will be opened privately by the Purchasing Agent and the associated department. Proposals will be reviewed to determine that the functional requirements of the City are met. Proposals should reflect the best and most competitive offers according to our specifications. Sandy City reserves the right to negotiate best offers prior to a final award. An award will be made after the appropriate approvals are received. 2. PROJECT: Sandy City is soliciting proposals for a vendor(s) to operate the City's on-site medical clinic. 3. SANDY CITY'S RIGHT TO REJECT: The right is reserved to reject any/or all proposals received, to waive any informality or technicality in proposals received when deemed in the best interest of Sandy City Corporation. 4. GENERAL INFORMATION A. Bid Information: All bid documents and addenda will be available on Sandy City's IonWave website. B. Inquiries: All inquiries relative to this request for proposal (RFP) must be submitted via IonWave and will be answered through IonWave up to the Q & A deadline. C. Addendum to RFP: If it becomes necessary to revise this RFP in whole or in part, an addendum will be posted on Sandy City's IonWave website. Proposers who obtained this RFP will be notified of any addenda. D. Oral Presentation: An oral presentation by a Vendor to clarify a proposal may be required at the sole discretion of Sandy City. Sandy City may award a contract based on the initial proposal received without discussion. Oral presentations will be scheduled after submission and at the Vendor's expense. E. RFP Award: When the award is made, all Vendors that have submitted a proposal will be notified via IonWave. If the bid is canceled after the closing date, that information will be sent to all vendors who submitted a proposal. F. Written Agreement: The selected Vendor must enter into a contract with Sandy City Corporation in accordance with Standard Terms and Conditions and this RFP. G. Termination: The City may terminate the contract by giving written notice at least thirty (30) days prior to desired termination date. H. Laws: Contracts will be interpreted according to the laws of the State of Utah and the Ordinances of Sandy City. I. Intent of Specifications: These specifications set forth the minimum acceptable requirements for the service described herein. 5. SUBMITTING YOUR PROPOSAL A. The proposal and supplemental information must be submitted/accepted on IonWave by the due date and time listed. B. Exhibit B - Certifications of Proposal and Agreement to Terms and Conditions must be signed by an authorized representative of the vendor named thereon. C. Delivery means and methods for the submittal are the sole responsibility of the Vendor. To be considered for award, all information requested must be completed and submitted by the date and time listed on Sandy City's IonWave website. Proposals received after that will be deemed non-responsive. Neither faxed nor emailed bids will be accepted. D. Each vendor shall submit only one (1) proposal. Alternate or multiple proposals from a single Vendor are prohibited. E. Prices shall NOT include tax. All prices should be rounded to the nearest cent. Where using Utah State Contract pricing, reference contract number. F. Portions of submittals may be designated as confidential under GRAMA where applicable. G. Rejection of Proposals: The City reserves the right to reject any or all proposals, to accept any proposal in total or in part, to waive minor irregularities, and to stop the selection process at any time. 6. INSURANCE: Proposer shall be required to submit a Certificate of Insurance to verify they carry insurance in the amounts and ratings stated in Exhibit A. This certificate of insurance coverage must be submitted with the proposal package. Failure to meet the insurance requirements may result in cancellation of the proposal acceptance. 7. BACKGROUND INFORMATION: Sandy City seeks proposals to operate the City's onsite medical clinic (SCOPE) located at Sandy City Hall. SCOPE has been in operation since July 2012. Operating space ~1,300 sq ft with two exam rooms. Current staff include one full-time physician and one full-time medical assistant. Clinic provides occupational health services (drug and alcohol testing, basic first aid for work-related injuries, DOT physicals) and primary care option to Sandy City employees and immediate family members (~2,000 individuals). Clinic is voluntary benefit; current office visit fee is $36. Eligibility list provided (employees, spouses, parents, children, grandchildren, step relations, household residents, COBRA enrollees, certain former employees under conditions). Clinic hours: Mon, Tue, Thu, Fri 7:30 am - 3:30 pm; Wed 7:30 am - 6:00 pm. Closed 12 days/year for City-recognized holidays. Cost structure is fixed except certain operational expenses. Ongoing expectations: reduced employee healthcare costs, improved productivity, better access to care, improved overall health through quality primary care, education, early detection, counseling, and population management. 8. VENDOR INFORMATION (information requested in proposal): company mission/philosophy; years in business and experience providing employer onsite clinic services; strategy for collaboration to maintain utilization; key personnel and staff for account; liability insurance details; HIPAA compliance and willingness to sign Business Associate Agreement; description of current employer clients and clinic utilization; qualifications of the clinic doctor and additional personnel; minimum of three references; proof/assurance of insurance per Exhibit A; description of reports and analytics; current financial statements or equivalent rating may be requested at finalist stage. 9. SCOPE OF SERVICES: City will evaluate applicants on vendor information and proposed quantity/quality of services which could include: - Health and Management Services: EMR compatibility with group health plan (currently PEHP), physician and clinic staff, recommended staffing levels, client input on hiring, list of services, telemedicine option, process for send-out tests and referrals, infrastructure/equipment requirements, call coverage during and after hours, after-hours resources, ability to administer first dose/prescribe RXs, coverage and costs for provider leave, billing process for operational costs, supply markups, competitive vaccine pricing and vaccine program (data sent to USIIS), frequency of management meetings, coordination with Sandy City on wellness/education programs, comprehensive reporting and analytics covering operational and financial dimensions, use of reporting for strategic insights. - Grievance Process - Implementation Timetable - Hours of operation including flexible/extended hours - Availability to be in-network on the City's group health plan and process services as claims through the City's insurance carrier (currently PEHP) and other carriers as applicable - HIPAA compliance and confidentiality Evaluation Criteria: Committee evaluation with weighted scoring (total 100 points): 20 Points - Cost; 20 Points - Clinic Set-Up and Design; 20 Points - Services Offered; 15 Points - Clinic Staff; 15 Points - Vendor Information; 10 Points - References. Additional points may be awarded for presentations or interviews. COST PROPOSAL: Do not include pricing in the main proposal. If including pricing, provide separately as its own document. Pricing items may include personnel costs, administration fees, supplies, operating costs, recommended pricing for services to employees/family, hourly rates where applicable. The total lump sum should be entered in the line item tab for IonWave. Respond as to program's compliance with IRS regulations regarding HSA's and employer on-site clinics. CONTRACT TERM: Intended award for two-year period beginning July 1, 2027, with option to renew for three additional one-year periods by mutual agreement. QUESTIONS AND CLARIFICATIONS: Questions, clarifications, or input must be submitted to the Purchasing Department via IonWave by the stated question deadline. Questions received after the deadline may not be considered. Addenda, if needed, will be issued via IonWave. Bid Lines: Provide lump sum total for the project (response required). Supplier information and signature required with submission.