HomeMy Public PortalAbout195-2019 - Professional Health Services...ghter physicals, blood draws, etc,s
PROFESSIONAL CONSULTING SERVICES AGREEMENT
THIS AGREEMENT made and entered into this day of 4-11aaell , 20 , and referred to
as Contract No. 195-2019, by and between the City of Richmond, Indiana, a municipal corporation
acting by and through its Board of Public works and Safety (hereinafter referred to as the "City") and
Professional Health Services, Inc., 83 South_ Eagle Road, Haverton, Pennsylvania, 19083-3314
(hereinafter referred to as the "Contractor").
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SECTION I. STATEMENT AND SUBJECT OF WORK
City hereby retains Contractor to provide consulting and professional services, in connection with the
2020 firefighter physicals, blood draws,. and personal exercise routines. Contractor shall perform all
services described on Contractor's proposed Agreement "Exhibit A" consisting of thirteen (13) pages,
which Exhibit was received October 30, 2019, is attached hereto and made a part hereof. Services are
scheduled to commence within the first and second full weeks of January, 2020.
Should any provisions, terms, or conditions contained in any of the documents attached hereto as
Exhibits, or in any of the documents incorporated by reference herein, conflict with any of the provisions,
terms, or conditions of this Agreement, this Agreement shall be controlling.
Contractor shall perform all work herein in a timely manner, conforming to all applicable professional
standards.
The Contractor shall furnish all labor, material, equipment, and services necessary for the proper
completion of all work specified.
No performance of services shall commence until the following has been met:
I. The City is in receipt of any required certificates of insurance;
2. The City is in receipt of any required affidavit signed by Contractor in accordance
with Indiana Code 22-5-1.7--11(a)(2); and
-3. A purchase order has been issued by the Purchasing Department.
SECTION II. STATUS OF CONTRACTOR
Contractor shall be deemed to be an independent contractor and is not an employee or agent of the City of .
Richmond. The Contractor shall provide, at its own expense, competent supervision of the work.
SECTION III. COMPENSATION
City shall.pay Contractor at the costs and rates quoted as set forth in the attached Exhibit A for the
complete and satisfactory performance of all work described on "Exhibit A". The total amount estimated
to be paid to contractor for the 2020 term year is estimated to be a total amount not to exceed Thirty --one
Thousand Five Hundred Twenty --nine Dollars and Zero Cents ($31,529.00) which amount may fluctuate
during each year of this Agreement in accordance with each individual f refighter's needs during testing.
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Contract No. 195-2019
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SECTION IV. TERM OF AGREEMENT
This Agreement shall be effective when signed by all parties and shall continue in effect - until December
31, 2020, with the City retaining two (2) options to renew this Agreement with the same terms and
conditions for the 2021 and 2022 calendar years. Services would be scheduled to commence within the
first and second full weeks of January, 2021 ' and of January, 2022, as outlined in the above -scope of
services for the options to renew for said calendar years described herein.
Notwithstanding the term of this Agreement, City may terminate this'Agreement in whole or in part, for
cause, at any time by giving at least five (5) working days written notice specifying the effective date and
the reasons for termination which shall include but not be limited to the following:
a. failureJor any reason of the Contractor to fulfill in a timely manner
its obligations under this Agreement;
b. submission of a report, other work product, or advice, whether oral or written, by the
Contractor to the City that is incorrect, incomplete, or does not meet reasonable
professional standards in any material respect;
c. ineffective or improper use of funds provided under this Agreement;
d. suspension or termination of the grant funding to the City under which this Agreement
is made; or
e. unavailability of sufficient funds to make payment on this Agreement.
In the event of such termination, the City shall be required to make payment for all work performed prior
to the date this Agreement is terminated, but shall be relieved of any other responsibility herein.
This Agreement may also be terminated, in whole or in part, by mutual - Agreement of the parties by
setting forth the reasons for such termination, the effective date, and in the case of partial termination, the
portion to be terminated.
SECTION V. INDEMNIFICATION AND INSURANCE
Contractor agrees to obtain insurance and to indemnify the City for any damage or injury to person or
property or any other claims which may arise from the Contractor's conduct or performance of this
Agreement, either intentionally or negligently; provided, however, that nothing contained -in this
Agreement shall be construed as rendering the Contractor liable for acts of the City, its officers, agents, or
employees. Contractor shall as a prerequisite to this Agreement, purchase and thereafter maintain such
insurance as will . protect it from the claims set forth below which may arise out- of or result from the
Contractor's operations under this Agreement, whether such operations by the Contractor or by any sub-
contractors or by. anyone directly or indirectly employed by any 'of them, or by anyone for whose acts the
Contractor may be held responsible.
Page 2 of 6
A.
B.
C.
Coverage
Worker's Compensation &
Disability Requirements
Employer's Liability
Comprehensive General Liability
Section 1. Bodily Injury
Section 2. Property Damage
D. Comprehensive Auto Liability
Limits
Statutory
$100,000
$1,000,000 each occurrence
$2,000,000 aggregate
$1,000,000 each occurrence
'Section 1. Bodily Injury $1,000,000 each person
$1,0003000 each occurrence
Section 2. Property Damage $1.000,000 each occurrence
E. Comprehensive Umbrella Liability $1.000,000 each occurrence
$230.00,000 each aggregate
F. Malpractice/Errors & Omissions Insurance $1,000,000 each occurrence
$1,000,000 each aggregate
SECTION VI. COMPLIANCE WITH WORKER'S COMPENSATION LAW
Contractor shall comply with all provisions of the Indiana Worker's Compensation law, and shall, before
commencing work under this Agreement, provide the City a certificate of insurance, or a certificate from
the industrial board showing that the Contractor has complied with Indiana Code Sections 22-3-2--5, 22-3-
5--1 and 22-3 -5-2. If Contractor is an out of state employer and therefore subj-ect to another state's
worker's compensation law, Contractor may choose to comply with all provisions of its home state's
worker's compensation law and provide the City proof of such compliance in lieu of complying with the
provisions of the Indiana Worker's Compensation Law.
SECTION VII. COMPLIANCE WITH INDIANA E-VERIFY PROGRAM REQUIREMENTS
Pursuant to Indiana Code 22--5--1.7, Contractor is required to enroll in and verify the work eligibility status
of all newly hired employees of the contractor through the Indiana E--Verify program. Contractor is not
required to verify the work eligibility status of all newly hired employees of the contractor through the
Indiana E-Verify program if the Indiana E-Verify program no longer, exists. Prior to the performance of
this Agreement, Contractor shall provide to the City its signed Affidavit affirming that Contractor does
not knowingly employ an unauthorized- alien in accordance with IC 22--5--1.7--11 (a) (2). In the event
Contractor violates IC 22--5-1.1 the Contractor shall be required to remedy the violation not later than
thirty (30) days after the City notifies the Contractor of the violation. If Contractor fails to remedy the
violation within the thirty (30) day period provided above, the City shall consider the Contractor to be in
Page 3 of 6
breach of this Agreement and this Agreement will be terminated. If the City determines that terminating
this Agreement would be detrimental to the public interest or public property, .the City may allow this
Agreement to remain in effect until the City procures a new contractor. If this Agreement is terminated
under this section, then pursuant to IC 22-5-1.7-1. 3 (c) the Contractor will remain liable to the City for
actual damages
SECTION VIII. IRAN INVESTMENT ACTIVITIES
Pursuant to Indiana Code (IC) 5-22-16.5, Contractor certifies that Contractor is not engaged in investment
activities in Iran. In the event City determines during the course of this Agreement that this certification
is no longer valid, City shall notify Contractor in writing of said determination and shall give contractor
ninety (90) days within which to respond to the written notice. In the event Contractor fails to
demonstrate to the City that the Contractor has ceased investment activities in Iran within ninety (90) days
after the written notice is given to the Contractor, the City may proceed with any. remedies it may have
pursuant to IC 5-22-16.5..In the event the City determines during the. course of this Agreement that this
certification is no longer valid and said determination is not refuted by Contractor in the manner set forth
in IC 5-22-16.5, the City reserves the right to consider the Contractor to be in breach of this Agreement
and terminate the agreement upon the expiration of the ninety (90) day period set forth above.
SECTION IX. PROHIBITION AGAINST DISCRIMINATION
{
A. Pursuant to Indiana Code 22-9-1-10, Contractor, any sub -contractor, or any person acting on
behalf of Contractor or any sub -contractor shall not discriminate against any employee or
applicant for employment to be employed in the performance of this Agreement, with respect to
hire, tenure, terms, conditions or privileges of employment or any matter directly or indirectly
related to employment, because of race, religion, color, sex, disability, national origin, or
ancestry.
B. Pursuant to Indiana Code 5-161-6-1, the Contractor agrees:
1. That in the hiring of employees for the performance of work under this Agreement of any
subcontract hereunder, Contractor, any subcontractor, or any person acting on behalf of
Contractor or any sub -contractor, shall not, discriminate by reason of race, religion, color,
sex, national origin or ancestry against any citizen of the State of Indiana who is qualified
and available to perform the work to which the employment relates;
t
2. That Contractor, any sub --contractor, or any person action on behalf of Contractor or any
sub -contractor shall in no manner discriminate against or intimidate any employee hired
for the performance of work under this Agreement on account of race, religion, color,
sex, national origin or ancestry;
3. That there may be deducted from the amount payable to Contractor by the City under this
Agreement, a penalty of five dollars ($5.O0) for each person for each calendar day during
which such person was discriminated against or intimidated in violation of the provisions
of the Agreement; and
4. That this Agreement may be canceled or terminated by the City and all money due or to
become due hereunder may. be forfeited, for a second or any subsequent violation of the
terms or conditions of this section of the Agreement.
Page 4of6
C. Violation of the terms or conditions of this Agreement relating to discrimination or intimidation
shall be considered a material breach of this Agreement.
SECTION X. RELEASE OF LIABILITY
Contractor hereby agrees to release and hold harmless the City and all officers, employees, or agents of
the same from all liability for negligence which may arise in the course of Contractor's performance of its
obligations pursuant to this Agreement.
SECTION XI. MISCELLANEOUS
This Agreement is personal to the parties hereto and neither party may assign or delegate any of its rights
or obligations hereunder without the prior written consent of the other party. Any such delegation or
assignment, without the prior written consent of the other party, shall be null and void. This Agreement
shall be controlled by .and interpreted according to Indiana law and shall be binding upon the parties, their
successors and assigns. This document constitutes the entire Agreement between the parties, although it
may be altered or amended in whole or in part at any time by filing with the Agreement a written
instrument setting forth such changes signed by both parties. By executing this Agreement the parties
agree that this document supersedes any previous discussion, negotiation, or conversation relating to the
subject matter contained herein.
This Agreement ' may be simultaneously executed in several counterparts, each of which shall be an
original and all of which shall constitute but one and the same instrument.
The parties hereto submit to jurisdiction of the courts of Wayne County, Indiana, and any suit arising out
of this Contract must be filed in said courts. The parties specifically agree that no arbitration or mediation
shall be required prior to the commencement of legal proceedings in said Courts. By executing this
Agreement, Contractor is estopped from bringing suitor any other action in any alternative forum, venue,
or in front of any other tribunal, court, or administrative body other than the Circuit or Superior Courts of
Wayne County, Indiana, regardless of any right Contractor may have to bring such suit in front of other
tribunals or in other venues.
Any person executing this Contract in a representative capacity hereby warrants that he/she has been duly
authorized by his or her principal to execute this Contract.
In the event of any breach of this Agreement by Contractor, and in addition to any other damages or
remedies, Contractor shall be liable for all costs incurred by City in its efforts to enforce this Agreement,
including but not limited to, City's reasonable attorney's fees.
[Signature Page to Follow.]
Page 5 of 6
In- the event that an ambiguity, question of intent, or a need for interpretation of this Agreement arises,
this Agreement shall be construed as if drafted jointly by the parties, and no presumption or burden of
proof shall arise favoring or disfavoring any party by virtue of the authorship of any of the provisions of
this Agreement.
IN WITNESS WHEREOF, the parties have executed this Agreement at Richmond, Indiana, as of the day
and year first written above, although signatures may be affixed on different dates.
"CITY" "CONTRACTOR"
THE CITY OF RICHMOND, PROFESSIONAL HEALTH
INDIANA by and through its SERVICES, INC.
Board .of Public Works and Safety 83 South Eagle Road
Haverton, PA 1 9 0 8 3 --3 314
y:
Vicki Robinson, President .
By:
Emily liner, Member �
W4By:
. Matt Evans, Member
APPROV]
Date: ZO Z v
Printed:
Title:��cf'
Page 6 of 6
Date: (/ � 4 Z G Z'.' C.)
Professional -Health Services Inc.
83 S.- Eagle Road • Havertown, PA 19083 * (619) 8534 330 + Fax: (818) 448-4195
Pre ared For. Prepared. By:
: June Marshall'Michael Kleinman
Richmond Fire Department Phone: (800) 833-3005
Richm' " ond,1N E-mail: mkleinman ;hsmobile.Com
October 29, 2019
Program Saecifications
Number of Test Locations 1 Days Required -on Site
3.00
Approximate: Number of Employees 78 Exams Scheduled/Day
24
Number of Technicians Required 5 Flow Rate
1l20 minutes
Number -of Physicians Required 'I
Dg ikOffsite E uipment &- Labor_ Char�ges
Unit cost
Setup/Days-
www.nnw .
Total Cost
_
Daily Equipment Usage Charge
$39-200.00
3.00
$9,000.00
Daily Labor 0harge, (4 Technicians)
$1,800.00
3.00
$5,400.00
Daily Labor Charge (Exercise Physiologist)
$1,500.00
3.00
$49,50.0.00
Daily- Labor Charge (Exercise' Specialist)
$900-i00
3,00
$2,700.00
Daily Labor Charge (Physician}
$�13400.00
3.00
$4,200.00
Hourly Technician Overtime, beyond 8 hours of testing
$450-00
0.00
$0.00
Hourly Physician Overtime, beyond 8 hours of testing
$185.00
0.00
$0.00
Projected:
Offsite Fee:
$26,400,00
. 1
Exam Element Descri tions,&Charges
Qiaantit
Unit Coat
.Total -Cost
Work & Medical History-(Cotnprehensive)
78
$2.00
$156:00
PA chest 'kRay
6
$2' .00
$1 20.00.
X-Ray .Comparative Reading (Abnormal X-Rays)
.$15.00.
Pulmonary Function Profile
78
$0-00
$0.00
Audiometric Examination
78
$0'.00.
$0.00
Visual Acuity with Peripheral
78
$0.00
$0.00
Tonometry
0
$3.00
$0.00
Cardiogram, resting
78
$8.00
$524.00
Blood Pre ssurelHeight/Weight�BMl
78
$0.00
$0.00
Lab Prof le #: 240927 Chem 231CC21CBDIUrinalysis
78
$1860
$1,404.00
Lab Test # 01.0322 PSA
40
$15600
$600.00
Tuberculosis Skin Test;-Mantoux PPD #4630
75
$15,00
$1,125.00
Physical Examination
78
$0.00
$0.00
Fire Fighter Clearance #4714E Respirator/PPE
78
.$0.00-
$0.00
Fire Fighter Clearance #4714F- Fitness For Duty
78
$0.00
$0.00
Page 1 of 2 EXHIBIT IT PAGE i �OF ( 3
.C.Y.
Exam Element Description & Charges uant�
Unit Coat
Sub -Maximal Treadmill Stress Test -Bruce Protocol .35
$10.00
Muscular Strength (Grip, Arm, Legs) 75
$10.00
= Muscular Endurance (Upper Body & Abdominal) 75.
$0.00.
Flexibility Evaluation 75
$0.00
Body Composition 75
$0.00
Individual Reports, counseling, & Rersonalized 75
$0.00
Exercise Prescription
Estimated: Exam Element Charges
Estimated:. Total Program Cost
Reports Included No Additional cha, a ,uantity
For Individual Employees c/o Site Contact.
-Individual Employee Reports with cover letter in confidential I Set
with Comparative Personal Fellness Profile Report and Wellness Guide
For Fire Chief or Site Contact:
Modified Master Summary, to include:
- Audiometric Summary Report
Participation -Summary Report, without clinical data, Pass/Fail for clearances
One set of Medical Clearance Statements
For Medical Professional:
- Master Summary Reports, to include:
Current Year Summary Report
Audiometric Summary Report
Pulmonary Function Summary Report
Participation Summary Report
Physical Exam Summary Report
Respirator Clearance Summary Report
Respirator Fit Summary Report
Page 2 of EXH I B IT A FAG E 9 3
-
Total Cost
$350.Q0
$750-0090
$0.00-
$0.00
$0.00
$0.00
$51129.00
$31v529100
mu"" na
ILL mobile Health solutions
refes's,10081I.-Nea,lth:Seru�ce_s,:-Inc,
�:.We Dellueiv'- ealth .Tes�ng $ervices tb Your:Door
The imple'mbhtatibn 'of the medical and fitness requirements outlined in NFPAI582 will
help ensure -that your fire. fighters are medically capable to perform their regwred tluties
.and will help you reduce the riskbf occupational injuries and illnesses.
Comprehensive Medical, Fitness and Wellness Evaluation Programs,
Comprehensive Medical and Work _History Questionnaires
Chest:X-rays
• Pulmonary Function
Vision Screening
• OSHA 4.diograms-
esting Cardiograms
•Vital. Signs
Blood &Urine Screening, including: Blood Chemistries; CBC, Urinalysis, Infectious Disease�Screens, Cancer Screens,
Heavy Metals Screens,.and'more.:,. ,
• Res p(r,afor Ft Testing
Comp[ehensive Hands-on Physical_Examination (Includes)
.Annual Respirator Medical Evaluations
Job and Exposure Specific Fitness far Duty Exams and Physician,Opinions
Medical Referrals
• Enhancetl Data Collection, Information Management &Report Systems
Confidential Reporting
Annual Fitness Evaluations
Aerobic Capacity- Sub Maximal Stress Test (Gerkin Protocol)
Muscle.5ndurance &Strength (Arms' Legs)
Flexibilfy Measurements (Sfioulder;Trunk, &Legs)
• Body.Fat Composition & BMI
Exercise Prescriptions
Wellness Programs
Health Ris''kAppraisal Questionnaire
Biometric Screening (Fnger Stick orVenipuncture)
• Body Fat Measurement & BMI
• NO Analysis
Program —Promotional Materials
Personal Wellness and Health Coaching
•Nutrition Counseling ��aHIOi� � PAGE 3 0: 13
LET O"RlYERBS OF. -EXPERIENCE HELPYOU MEET YOURMQUIREMENTS
AND EASE. THE BURDEN -'OF YOUR RESPONSIBILITIES
Professional HeaIth-Services, Inc.- Core Competency
Professional Health Service's Core Competency is the delivery of health testing programs and
services to industry, government agencies, and municipalities, and of course fire departments
throughout the United States. our services are generally provided annually to our customers in
one of our custom designed g and constructed mobile health testing units. Our mobile units and
-field medical staff are'strategically and regionally positioned throughout the county to provide
timely and cost effective services to our customers.
Each mobile unit is staffed with highly trained and credentialed personnel. A typical mobile
unit is staffed with three to five healthcare professionals, whose individual training enab-les
them to'provide a wide range of screening services. In general, a PHS technician will.be both
CAOHC and NIOSH certified to provide hearing tests and pulmonary function tests respectively.
Our Certified X-ray Technicians, in addition to taking all x-rays, will perform cardiograms on
exam participants. Most of our x-ray technicians also have CAOHC and NIOSH credentials.
Likewise-, our phlebotomists will have diverse training; and credentials. including CAOHC and
NIOSH certifications. Most of our. -technicians will also be trained to administer both Qualitative
and Quantitative Respirator Fit Tests. This training diversity provides us with a great deal of
flexibility when designing and staffing service solutions for our customers.
Many of our projects require us to operate outside our general staffing and testing models
utilizing mobile equipment. In support of service requirements that exceed mobile. unit
capabilities and/or capacities, we will use space within a customer's facility to augment mobile
unit testing. Some projects don't' even lend themselves to a mobile unit solution. In those
cases, we have set up testing in a customer's offices - and even hotel rooms when warranted -
to meet a project's requirements. On some projects we've had as many as a dozen_ technicians
and medical professionals onsite to meet a client's service requirements.
In addition to describing ourselves as, a health testing ,company, we view ourselves as an
information management company. we just happen to collect most of the information we
manage. As such, another PHS Core Competency is in the area of -information Management.
Our staff level in this PHS department is second in size only to our medical team. In support of
our health testing services and business operations, _our IT Department' utilizes PISS developed
and managed proprietary software. This software development and ownership, along with our
highly capable IT staff, enables us to quickly address changes and/or desired enhancements in
any customer's reporting and information management needs.
Professional Health Services, Inc. Philosophy
Since we first pioneered portable x-ray services in 1950, Professional Health Services, Inc. has
been providing mobile health testing services, on site medical testing programs, and data.
processing and medical records management services in industry and government. We can
provide services throughout all forty-eight contiguous states.
1EXHINT _A_ PAGE q OF 13
In addition to performing mobile and on -site health testing programs, we work extensive) in
g Y
alliance with local clinics and physicians to provide pre -placement and make-up examinations.
We also collaborate with focal providers to perform annual examinations when it is more cost
effective for a -customer. In all the above scenarios, clinical data is transferred to PHS and
I . entered into our database. Data interpretation, report generation, and. invoicing all take place
at PHS, thus ensuring consistent data interpretation and reporting for our customers.
For almost 50 years, PHS has -operated with a philosophy of continuous improvement.. our
strength lies in our capacity to listen carefully to what our customers tell us, and our flexibility
in responding to their needs and requirements. We have always viewed ourselves as partners
with those organizations that use our services. In fact, our entire customer service loop is a
continuous cycle, from sales, through operations, through data processing and report
generation, and back through sales again.
The- customer alliances we have are continuously nurtured. It is our belief that as a service
provider we must always have the best interests of the customer in the forefront at all times.
We are confident that with our customer service oriented corporate culture and our history of
forming alliances with our existing customers, our ability to extend this relationship in working
with City of Richmond Fire Department is a given. That is not to say that we do not fully
recognize the time and energy that goes into developing and maintaining an appropriate,
-responsive relationship. However, we are prepared to provide the resources necessary to
honor the commitments we make.
At PHS, we recognize opportunities when issues do arise and will pursue solutions that will not
only solve the immediate problem but lead us to better ways of working in the future. When
we do find a missing link in our systems or procedures, we investigate in depth until -the root
cause of the problem has been determined. 'We then address the issue both directly, by
correcting the omission, and indirectly, by revising or creating new procedures to eliminate the
cause of the problem. It is the synthesis of many ideas that leads to the most creative, cost
effective prod -acts and services. Just as associates from various departments within PHS work
together to solve problems, so would we collaborate with City Of Richmond Fire_ Department
associates.
Competitive Advantage
What makes PHS unique is the power of our systems and the knowledge and experience of our
employees. We are large enough to address the nationwide needs of city of Richmond Fire
Department and small enough to be able to quickly incorporate your specific company
procedures into our operations. We have systems and procedures we follow to ensure
consistency and data integrity, yet.we do not have the bureaucracy of larger companies that
sometimes stalls decisions from being made in a timely manner.
Our key management personnel have years of experience and have been part of PHS as we
have grown and integrated new services and markets into our business. we team with our
clients and become their partners in managing and developing their health testing programs.
FEXHIEBIT _A_ PAGE 5 OF13
We are expert at design ing ' health testing programs and customizing the steps and forms
necessary to ensure each of them is successful. vile have a tremendous amount of flexibility,
within our staff and our systems, and are thus able to create program solutions where none
may have existed before.
An example of this is our relationship with USG Corporation. we first began working with USG
in 1997. At the time, there was not as much consistency in the testing processes as was
desired, and the potential for over -testing individual employees existed. Additionally, the
records were extremely cumbersome for the medical director to review, thus slowing down the
f i n a I, a nalysis and _ reporting processes., PHS worked with key USG personnel to design
customized forms and Oroceduresto ensure consistency in testing and records management -
throughout their sites nationwide. In 2008 we added a data processing component to the
program for their Canadian locations. In 2012 we enhanced the program even further by
integrating our clinic management services for all locations, working in tandem with local
providers for all new hires, retests, and makeup exams. All local provider data is integrated
with all -mobile -testing data. We currently provide mobile clinical testing for almost 40'facilities
nationwide as well as the data and records management'services for all facilities.
Several years ago, we were, approached by another customer-- DuPont Haskell laboratories
on a Friday evening who requested a:program solution for an immediate concern they.had. on
Monday we were in their office making a presentation to a small group, on Wednesday we had
a complete solution developed that we presented to a larger group, and within'two months we
were on site providing an epidemiological study for 1,20D employees in a period of six.weeks.
This involved a staff of three phlebotomists to draw blood, a staff of six medical technicians,
two physicians, and two program coordinators. We -set up a `-'medical-testing compound"
consisting of one PHS mobile testing unit, two portable office trailers, and one staging area on
site.- We accomplished DuPont's goal of providing the services and transferring the data to
their epidemiology.department within one month after the last day of testing. We exceeded
their. expectations and allowed them to wind up ahead of their predicted schedule. •
It is this creativity, sensitivity to a customer's needs, and energy that we believe is unique -and
sots us apart from our competition.
Account Management.
During the fulfillment of your contract, many Professional Health Services' Associates work'
together - to ensure the success of your program. The internal staff working on your project has
years of collective experience in providing similar services to other customers across the nation.
At PHS we are experts at listening to.your needs, defining them clearly for our internal use,
creating solutions for your concerns, developing procedures to assist in the scheduling, data
gathering, and communication phases of testing, which all insure the successful
implementation of your program,
Our staff of Information System Professionals have designed and programmed most of the
systems we currently use to Integrate data from the mobile testing units with our mainframe
FEXHIBiT - AGE U_ OF 13
database, as well as the file layouts we use to store your clinical data needs, will handle your
information systems needs and special requests.
As stated previously, we use a team approach to provide a level of account management and
customer service unsurpassed in our industry. overall, our Vice President will manage the
alliance relationship between City of Richmond Fire Department and PHS. It is her
responsibility to ensure that your needs and requirements are understood throughout our
organization and are being met. -She will be your key link with PHS and will ensure -your
program specifications, including your corporate philosophies, are communicated and
understood within our organization.
She will work closely with the PHS designated Project Manager who has day -today oversite and
accountability during the administration of your project. Basically, the Project Manager has
overall responsibility for the day-to-day requirements of a program's administration to ensure
customer expectations are met and that all contract requirements are fulfilled in a timely and
effective manner. In addition, the PHS Project Manager will work directly with City of
Richmond Fire .Department designated Point of Contact to coordinate all schedules and
logistics.
A Field Team Leader is assigned to -every multi -technician event. The Field Team Leader is
accountable for the effective supervision of the onsite personnel and the onsite management
of onsite activities during testing. The Team Leader also functions as the liaison between the
onsite medical staff facility program managers.- It is a combination bf dedicated, competent
staff; appropriate quality co- ntroljquality assurance measures, and extensive monitoring
systems that will enable Professional Health Services, Inc. to successfully meet the challenges of
an alliance relationship with City of Richmond Fire Department.
All PHS technicians assigned to your project will trained in all aspects of a respirator medical
evaluation and, fit testing program and has completed a NIOSH approved spirometry class. In
addition, most members of our staff have completed hearing test training and are certified
CAOHC technicians.
Quality. Assurance
Professional Health Services, Inc. has an extensive quality assurance program in place that
includes both mobile unit and in-house checks and balances. We utilize both manual and
computer tracking systems -throughout the administration of a contract to ensure quality
control and quality assurance procedures are followed.
Our test day data collection process utilizes a patient identification system that enables us to
meticulously and -accurately track individual patient information. This patient identification
system is in place from the time a test participant arrives for testing, through the collection of
their medical data and through the transference of that information 'to our office for processing
and final report generation
FEXHIMT .� PAGE -7 0F 13
Prior to a program's implementation, we request employee demographics, such as name,
,
unique ID, date of birth, and as a list of required testing by employee participant. This
information can be easily transmitted to PHS electronically. All patient data is accessible to the
teams performing the testing. When a participant arrives for testing and identifies himself, our
technician will locate his information on the patient ID system computer and print out test
labels with the participant's identifying information. Each printed label identifies its purpose
P P P
will Correspond directly to the exam elements that employee should receive. Every test form
created during the testing process is identified with the appropriated P
- rerinted label.
P
Although most of our work from the field is collected on computers, we still maintain the
original hard copy as back up. Our participant label system helps ensure that all original data
for an employee is maintained in his individual chart and does not get mixed up with anyone
else's data.
Each 'piece of equipment we use has its own set of quality assurance checks, performed on at
least a daily basis, sometimes more often. In addition to our patient identification system, we
have. employees sign each document that has any test results on it. This signature is used as a
secondary method of verifying that the right results are with the right person. Most
importantly, there are various checks and balances built into each of the testing procedures.
The audiometers are not only calibrated annually according to standards, but a daily calibration
is performed as well that shows threshold limits required for testing. The technicians also
perform a "biological" check where they themselves listen through the headsets to ensure they
hear no sounds that might indicate loose wires or connections. Hearing technicians have access
to prior data during the testing process. This allows them to recognize a hearing shift and
ensures a valid test was performed. If the current test results are not within predetermined
parameters, the technician will retest that employee on.another audiometer to ensure the
validity of the test.
Prior to pulmonary function testing, daily calibration and leak checks are performed. During
testing, at feast three graphs are required for each employee. The computer immediately
analyzes the tests to determine that the two highest tests are within '$ of each other. This
helps ensure "best efforts" are achieved.
In addition to the specific quality edits illustrated later in this document, we tie the.data back to
the specific field technician that performed the tests on each mobile testing unit on every
contract. The technicians, as well as their manager receive continual feedback on their
performance. This process has many benefits. In particular our Medical Staff Manager utilizes
this information to recognize outstanding performance, or when necessary initiate further
training and or retaining activities. The effects of the retraining are very quickly known through
this monitoring process. This information also is used to ensure there are no intermittent
equipment problems that may not have been recognizable in the field.
Fr. -BiT i� OF I I
-7 PA G E J-3L
Quality Assurance of Contract Administration and Management
Various timelines and tracking tools are in place in different departments within Professional
Health'Services, Inc. These tools are extremelyvaluable to the overall account management
process. The tracking tools enable each department to manage their responsibilities and
enables the Vice President to track the status of each test site from initial setup through
completion of testing. We have an additional internal monitoring report for,e►iery order within
our data processing system that allows the Data Processing Manager to know' the exact status
of all accounts at any given time.
Confidentiality of Medical information
Professional Health Services, Inc. has various policies in place to ensure the confidentiality of
medical records. Reporting requirements are determined prior to medical testing taking place.
We recognize the vast differences ' in the needs of our customers as it relates -to issues of access
to medical information. Our standard reporting capabilities enable us to provide limited report
results to different individuals in the same company, so that confidentiality is maintained. For
example, a plant supervisor should receive no more information than which employees have
received medical workplace clearances and which employees require further evaluation before
a determination can be made. However, a shift supervisor may only need to receive a summary
of -respirator fit testing results.
At times individual employee reports are sent directly to employees' -homes. At other times, -
they are sent to the -facility program manager for distribution. They are always sent in sealed,
confidential envelopes. Any requests employees make for additional copies of reports or
duplicate x-rays are fulfilled only after receipt of a written, signed request.
Clinic Management and Data Integration
Should you decide you would like us to be involved in -gathering nevi► hire information or other
testing results such as new hire and or updated respirator medical evaluations and fit testing
information, we would work with local designated providers to do so. Whenever a clinic
relationship already exists, the objective of Professional Health Services, Inc. will be -to maintain
and enhance that relationship. It is critical that the clinics understand you are our :customer.
We are their partners in ensuring your satisfaction. When a facility needs a clinic relationship
and does not have one already, we will utilize our own existing network. The quality of the
work coming from the clinic is continually monitored through quality assurance checks. We can
also provide turnkey invoicing, so you will receive only one invoice. for services from both the
clinic and PHS.
Extensive, ongoing communication will take place between the local clinics providing
examination services, the Clinic Services Specialist at Professional Health Services, Inc, and your
company. once a clinic -has been identified, 'standard.operating procedures will be followed ..
which detail exactly what tests need to be performed on whom, what information the clinic
needs to provide to Professional Health Services and in what format.
EXHIBIT A PAGE 9 OF 13
For employees'who miss'the mobile health testing unit when it is on site and need to receive
medical certifications quickly, we will work directly with the local clinics to have them ready to
provide exams in 'a timely manner and follow the procedures we have pre -established.
Data Management and Reporting Capabilities
Our current hardware platform is a state-of-the-art IBM AS400. We are connected to a
[Microsoft NT Network that runs all our business applications. We have communication
hardware that allows remote access to both the AS400 and the NT Network via TCPIP protocol,
This gives us the ability to transfer data and information to and from customers and vendors via
i ntern et access.
Our computer systems enable 'us to excerpt information in as specific a format as- required to
focus attention on specific test elements or line items} within a test panel (for example, all
blood test results, or cholesterol only). What is key to effective report design and trending
summaries is a thorough understanding of the objectives for creating a specific report. Once it
is determined what information a customer would like to review, we will design reports to
meet those needs if they do not already exist.
Trends can be monitored on a company wide basis, a plant basis, or as it relates to specific job
descriptions or functions.- Various codes will be put in place to track plant location, fob
categories, and any other groups that you may want to isolate. This is a front-end process that
allows us to effectively generate back end almost any report you would like to see. one of the
advantages of our system is that not every report desired must be -predetermined. This is
especially significant since in many cases, once a trend has been identified, additional
information becomes relevant and is requested.
Solutions
With almost 50 years of experience designing and implementing mobile and onsite
occupational health testing and wellness programs, Professional Health Services is well
qualified to perform your,core service requirements. We will work vuith you as partners to
develop cost-effective, custom solutions. We will remain flexible to your changing needs and
will modify our programs and reports as necessary to meet your continuing requirements.
I oFC��t��B{T 4�PAGE
Professional.Health: Services, Inc: Professional References
David Schramm
Abington Fire Department
Abington, PA
(267) 536-1058
DSchramm@abington.org
Lacey Fire District #3
Lacey Fire Department
Lacey, WA
(360) 528-2341
kdicksoin@laceyfire.com
Megan MAnoy
Country Club Hills Fire Department
Country Club Hills, IL
(708) 798-8488
mmaney@countryclubhills.org
Patrick Duffy
Oak Forest Fire Department.
Oak Forest, IL
(708) 687-6050
pduffy@ciak-forest.org
org
Joe Maruca
Idlest Barnstable Fire Department
West Barnstable , MA
= (508) 362-3241
jmaruca291@gmall.com
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