Title
Consider a memorandum/resolution authorizing the execution of the professional services agreement with Front Line Mobile Health, PLLC for annual medical evaluations in the amount of $255,000.
Body
DATE: January 9, 2023
TO: Kent Cagle, City Manager
FROM: James Kubinski, Fire Chief
SUBJECT: Annual Medical Evaluation and Cancer Screenings
BACKGROUND AND FINDINGS:
Firefighters are faced with many hazards that are associated with the duties and tasks of responding to both medical and fire emergency calls for service. The fire service utilizes standards to provide an effective service to the citizens it protects as well as the personnel that respond to each and every call for service. The National Fire Protection Association (NFPA) 1582 - Standard on Comprehensive Occupational Medical Program for Fire Departments serves as the guiding document for fire departments to ensure the workforce receives a comprehensive medical evaluation specific to the threats faced by fire department personnel. Many scientific studies, that have been published and peer reviewed, have determined that firefighters are at a significantly higher risk of being affected by cancer, mental health issues, heart attack, and lung disease amongst other acute and chronic medical conditions. The NFPA 1582 Occupational Medical Program gives firefighters the best possible chance at recognition and early detection of potentially life-threatening conditions related to the firefighting profession. This early recognition and detection results in a higher success rate of mitigating the condition resulting in firefighters living a longer life.
The Fiscal Year 2024 budget process included additional funds specifically allocated to NFPA 1582 Annual Medical Evaluations and Cancer Screenings for all firefighting personnel assigned to the Killeen Fire Department. The annual medical evaluations will include a comprehensive list of lab tests and physical exams that will be provided. The complete list of services is included in the professional services contract attached to this memorandum and includes, but is not limited to, cancer screening through ultrasound, chest x-ray, blood analysis and other screenings. All test results are provided to, and reviewed directly with, the employee by the on-site medical practitioner. Individual results are not provided directly to anyone from the fire department and comply with HIPAA laws. Any issues identified that the medical provider considers to be immediately dangerous to the individual being tested are reported to the Fire Chief and allow for the employee to be referred for additional medical testing before being allowed to return to work. However, data sets by age group, gender, and the like are provided to the fire department for analysis to determine if other programs or services should be implemented that contribute to a healthier overall organization.
Three providers were reviewed and considered by senior Chief Officers of the fire department. Criteria taken into consideration were cost, level of service and credentialed staff, on-site service capability, location of main facility, age of technology being used, and adherence to the NFPA 1582 standard. The selected service provider is Front Line Mobile Health, PLLC as they were able to excel in all the consideration criteria.
THE ALTERNATIVES CONSIDERED:
1. Do not award a contract at this time for annual medical evaluations and cancer screenings for all fire department personnel and re-evaluate other providers to consider in a future CCMR.
2. Award the contract to Front Line Mobile Health, PLLC for annual medical evaluations and cancer screenings for all fire department personnel.
Which alternative is recommended? Why?
2. Award the contract to Front Line Mobile Health, PLLC for annual medical evaluations and cancer screenings for all fire department personnel.
The selected provider will provide all necessary equipment for the entire medical screening and evaluation process as well as perform all services at existing Killeen Fire Department facilities. The other considered providers either required the Killeen Fire Department to provide pieces of the testing equipment or personnel to drive more than twenty miles to the providers physical location to complete the evaluation. The off-site location would require personnel to either perform the evaluation while off-duty of drive fire department vehicles to their location which is twenty mile outside of city limits. The off-duty option would incur additional overtime costs for each member needing an evaluation. The on-duty option would incur additional fuel cost that has not been budgeted and will take operational personnel offline for additional time due to the evaluation being performed twenty miles out of their response area. Front Line Mobile Health was the clear selection as the best provider, for the lowest cost, with a long history of providing this service to many other fire departments throughout the state.
CONFORMITY TO CITY POLICY:
This item conforms to local and state policies.
Pursuant to Texas Local Government Code section 252.022(a)(4), this item is exempt from the competitive bidding requirements as it is an agreement for the procurement of professional services.
FINANCIAL IMPACT:
What is the amount of the expenditure in the current fiscal year? For future years?
The expenditure is in an amount of $255,000 for the first year and no more than a 5% increase per year for each of the renewal years. A total of $225,000 is allocated for the annual cancer screening and medical evaluation and a total of $30,000 is allocated for the annual heavy metals blood testing of Hazardous Materials Team members. Hazardous Materials Team members utilized a different vendor in previous years and will be able to complete this part of testing at the same time of the annual cancer screening and medical evaluation provided by Front Line Mobile Health.
This is a one-year contract with four (4) optional one-year renewal periods.
Is this a one-time or recurring expenditure?
Recurring expenditure that will be considered annually for approval since providers typically only offer a single year contract.
Is this expenditure budgeted?
Yes, funds are available in the General Fund Fire Department account 010-7070-442.47-99.
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this expenditure?
Yes
RECOMMENDATION:
Staff recommends City Council authorize the execution of the professional services agreement with Front Line Mobile Health, PLLC for annual medical evaluations in the amount of $255,000 and that the City Manager, or his designee, is expressly authorized to execute any and all change orders within the amounts set by State and Local Law.
DEPARTMENTAL CLEARANCES:
Fire
Human Resources
Purchasing
Finance
Legal
ATTACHED SUPPORTING DOCUMENTS:
Contract
Contract Verification
Certificate of Interested Parties
Presentation