Explanation
BACKGROUND
This ordinance authorizes the Director of the Department of Human Resources to enter into a service contract with MedQuest Evaluators, LLC, in the amount of up to $60,000.00 for the Defense Medical Examination and File Reviews contract.
The Department of Human Resources, Risk Management Office, requires services to assist the Workers’ Compensation program by providing Defense Medical Examinations and File Reviews (DMEs). The City averages 700 active workers’ compensation claims per year, of which approximately 30% are lost time claims. It is anticipated that approximately 46-50 file reviews and/or DMEs will be needed annually. Clinical specialties will also be anticipated to include general practice, internal medicine, occupational medicine, orthopedics, cardiology, neurology, oncology, pulmonary medicine, and behavioral health (i.e., psychologist/psychiatrist).
The Department of Human Resources solicited Requests for Proposals (RFP) for the Defense Medical Examination and File Reviews contract. The RFP was formally advertised on the Vendor Services and Bonfire website from May 13, 2024, to June 13, 2024. The city received one (1) response. The proposal was deemed responsive and was fully evaluated. The responding firm was:
Company Name City/State Diversity Compliance
MedQuest Evaluators, LLC Cleveland, OH WBE
MedQuest Evaluators, LLC received the highest score from the evaluation committee and will be awarded the Defense Medical Examination and File Reviews contract.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against MedQuest Evaluators, LLC.
CONTRACT COMPLIANCE
MedQuest Evaluators, LLC’s contract compliance number is CC-003984 and expires on 1/17/2027.
FISCAL IMPACT
Funding for this contract will be available within Fund 5502, the Employee Benefits Fund. This ordinance is contingent on the passage of the 2025 Other Funds operating budget, Ordinance 3036-2024.
EMERGENCY DESIGNATION
Emergency action is requested so Defense Medical Examination and File Reviews services may continue without disruption, given that the prior year’s contract expires on March 31, 2025.
Title
To authorize the Director of the Department of Human Resources to enter into a service contract with MedQuest Evaluators, LLC for the Defense Medical Examination and File Reviews services; to authorize the expenditure of up to $60,000.00 from the Employee Benefits Fund to pay for this contract; and to declare an emergency. ($60,000.00)
Body
WHEREAS, there is a need to enter into a service contract to provide Defense Medical Examination and File Reviews services; and
WHEREAS, the Department of Human Resources solicited Requests for Proposals for the Defense Medical Examination and File Reviews service contract; and
WHEREAS, MedQuest Evaluators, LLC submitted the best overall proposal for this service; and
WHEREAS, the term of the contract is three (3) years, with the option to extend, upon mutual agreement, for two (2) additional one-year contracts, subject to appropriation; and
WHEREAS, this ordinance represents funding authority for the first year of the three-year contract; and
WHEREAS, it is necessary to enter into a contract with MedQuest Evaluators, LLC for the provision of services described above in the amount of up to $60,000.00; and
WHEREAS, it is necessary to authorize the expenditure of up to $60,000.00 from the Employee Benefits Fund to pay for the contract; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Human Resources in that it is immediately necessary to authorize the Director of the Department of Human Resources to enter into a contract with MedQuest Evaluators, LLC, in order to provide funding for the Defense Medical Examination and File Reviews services so that services may continue without disruption, given that the prior year’s contract expires on March 31, 2025, for the immediate preservation of the public health, peace, property, safety and welfare; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Human Resources be, and hereby is, authorized to enter into a service contract with MedQuest Evaluators, LLC, of PO Box 661, Mount Vernon, OH 43050, for the Defense Medical Examination and File Reviews service contract from April 1, 2025, through March 31, 2028, in an amount up to $60,000.00. The contract may be renewed for two (2) additional one-year terms, upon mutual agreement of the Department and MedQuest Evaluators, LLC, subject to sufficient appropriations and City Council authorization.
SECTION 2. That the expenditure of $60,000.00, or so much thereof as may be needed, is hereby authorized in Fund 5502 (Employee Benefits Fund), Dept-Div 4601 (Human Resources), in Object Class 03 (Purchased Services) per the accounting codes in the attachment to this ordinance.
SECTION 3. That funds are hereby deemed appropriated and expenditures and transfers authorized to carry out the purposes of this ordinance and the City Auditor shall establish such accounting codes as necessary.
SECTION 4. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor or ten days after passage if the Mayor neither approves nor vetoes the same.