Cancer Screening for the Fire Department

INSTRUCTIONS TO PROPOSERS
1. RECEIPT AND OPENING OF PROPOSALS
The City of Spring Hill invites and will receive Proposals at Spring Hill City Hall until
2:00pm CDT on May 6, 2026. Proposals will be opened publicly. Only the names of
Proposers will be read aloud on the aforesaid date and time. All information must be
appropriately completed. The envelopes containing the Proposals must be sealed and
addressed to City of Spring Hill, Attention: Kyle Therriault, Purchasing Agent, P.O.
Box 789, 199 Town Center Parkway, Spring Hill, TN 37174, and plainly marked:
"FIREFIGHTER CANCER SCREENINGS RFP / FIRE DEPARTMENT".
It is further the intent of the City of Spring Hill for the Proposer to honor its prices for
one (1) full year from the date of Proposal openings and items can be ordered on an as-
needed basis.
Any Proposal received after the time and date specified above shall not be considered.
Electronic Proposal submissions will not be accepted.
2. PREPARATION OF THE PROPOSAL
All Proposals shall provide defined pricing for the scope being requested and must be
signed by the Proposer. Blank spaces in each Proposal together with appropriate
schedules must be completed in full, in ink. A comply or non-comply checkbox
acknowledgement for features is supplied and must be filled in. Any non-comply
response should be explained in the area labeled Explanation: under each module.
Comply answers can be further explained in the Explanation: section as well.
If a unit price or a lump sum already entered by the Proposer on the Proposal is to be
altered, it shall be crossed out with ink and the new unit price or lump sum price entered
above or below it, and initialed by the Proposer in ink.
Each Proposal, together with appropriate schedules, must be submitted in a sealed
envelope bearing on the outside the name of the Proposer, its address, and plainly
marked: "FIREFIGHTER CANCER SCREENINGS RFP / FIRE DEPARTMENT".
If forwarding by mail, the sealed envelope containing the Proposal must be enclosed in
another envelope addressed as specified in the Proposal.
The City may consider as irregular any Proposal not prepared and submitted in
accordance with the provisions hereof and may waive any informalities or reject any and
all Proposals.
Any Proposal may be withdrawn prior to the above-scheduled time for the opening of
Proposals or authorized postponement thereof.
3. AWARD OF THE PROPOSAL

The City will evaluate Proposals based on the criteria set forth in this Request for
Proposals, including qualifications, experience, references, technical compliance, and
pricing. Price will be considered but will not be the sole determining factor.
The City reserves the right to reject any or all Proposals, waive informalities, and make
an award in the best interest of the City.
Should the City determine in writing and in its sole discretion that only one vendor is
fully qualified, or that one vendor is clearly more highly qualified than the others under
consideration, the Proposal may be awarded to that vendor. The awarded Proposal shall
incorporate all requirements, terms and conditions of the solicitation and the contractor's
proposal as submitted.
The Proposal shall be deemed awarded upon approval of the Board of Mayor and
Aldermen and formal notice of the award by the City to the selected Proposer.
4. SCOPE OF WORK
The work under this Proposal shall consist of the items contained in the General
Specifications, and Proposal, including all incidentals necessary to fully complete said
work in accordance with the Proposal.
5. CONDITIONS
Each Proposer shall fully acquaint itself with conditions relating to the scope and
restrictions attending the execution of the work under this Proposal. Proposers shall
thoroughly examine and be familiar with the Specifications. It is also expected that the
Proposers will obtain information concerning the conditions at locations that may affect
its work.
The failure or omission of any Proposer to receive or examine any form, instrument,
addendum or other document, or to acquaint itself with existing conditions, shall in no
way relieve it of any obligations with respect to the Proposer's Proposal. The City shall
make all such documents available to the Proposer upon request of the Proposer.
The Proposer shall make its own determination as to all conditions and shall assume all
risk and responsibility and shall complete the work in and under conditions it may
encounter or create, without extra cost to the City.
The Proposer's attention is directed to the fact that all applicable State laws, Municipal
Ordinances, and the rules and regulations of all authorities having jurisdiction over the
work to be performed shall apply to the Proposal throughout, and they will be deemed to
be included in the Proposal as though written out in full in the Proposal.
6. ADDENDA AND EXPLANATIONS
Explanations desired by a prospective Proposer shall be requested of the City in writing
(email acceptable), and if explanations are necessary, a reply shall be made in the form

of an Addendum, a copy of which will be forwarded to each Proposer. Every request for
such explanation shall be in writing (email acceptable) addressed to Kyle Therriault,
Purchasing Agent, ktherriault@springhilltn.org. Any verbal statements regarding same
by any person prior to the award shall be unauthoritative and not binding.
Addenda issued to Proposers prior to date of receipt of Proposals shall become a part of
the Proposal, and all Proposals shall include the work described in the Addenda.
Any and all such interpretations and any supplemental instructions will be in the form of
written or emailed Addenda, which, if issued, shall be emailed to all prospective
Proposers, prior to the date fixed for the opening of Proposals.
7. NAME, ADDRESS, AND LEGAL STATUS OF THE PROPOSER
The Proposal must be properly signed in ink and the address of the Proposer given. The
legal status of the Proposer, whether corporation or partnership, shall also be stated in
the Proposal.
A corporation shall execute the Proposal by its duly authorized officers in accordance
with its corporate by-laws and shall also list the state in which it is incorporated. A
partnership Proposer shall give full names of all partners. Partnership and individual
Proposers will be required to state in the Proposal the names of all persons interested
therein.
The place of business of each Proposer, or the office address in the case of a firm or
company, with county and state and telephone number, must be given after each
signature.
If the Proposer is a joint venture consisting of a combination of any or all of the above
entities, each joint venturer shall execute the Proposal.
Anyone signing a Proposal as an agent of another or others must submit with his / her
Proposal legal evidence of their authority to do so.
8. COMPETENCY OF PROPOSER
The opening and reading of the Proposal shall not be construed as an acceptance of the
Proposer as a qualified, responsible Proposer. The City reserves the right to determine
the competence and responsibility of a Proposer from its knowledge of the Proposer's
qualifications or from other sources.
The City shall require submission with the Proposal of the following supporting data
regarding the qualifications of the Proposer in order to determine whether it is a
qualified, responsible Proposer. The Proposer will be required to furnish the following
information:
a) An itemized list of the Proposer's equipment available for use on the Proposal.

b) Upon request of the City, Proposer must provide a copy of the latest available
certified financial statement of the Proposer (or its parent corporation if individual
subsidiary or division financial statements are not prepared and generally available)
certified by independent certified public accountants.
c) Evidence that the Proposer is licensed to do business and in good standing under the
laws of the State of Tennessee or another State.
In the event that the City shall require additional certified supporting data regarding the
qualifications of the Proposer in order to determine whether the Proposer is a qualified
responsible Proposer, the Proposer may be required to furnish any or all of the following
information sworn to under oath:
a) Evidence that the Proposer is capable of commencing performance as required in the
Proposal.
b) Evidence, in form and substance satisfactory to City, that the Proposer possesses as a
going concern the managerial and financial capacities to perform all phases of the work
called for in the Proposal.
c) Such additional information as will satisfy the City that the Proposer is adequately
prepared to fulfill the Proposal submitted.
9. DISQUALIFICATION OF PROPOSERS
Although not intended to be an exhaustive list of causes for disqualification, any one or
more of the following causes, among others, may be considered sufficient for the
disqualification of a Proposer and the rejection of its Proposal:
a) Evidence of collusion among Proposers.
b) Lack of competency as revealed by either financial statements, experience or
equipment statements as submitted or other factors.
c) Lack of responsibility as shown by past work, judged from the standpoint of
workmanship as submitted.
d) Default on a previous municipal contract for failure to perform.

TITLE VI POLICY
The City of Spring Hill will not discriminate in the procurement of goods and services
on the basis of race, color, religion, sex, national origin, age, disability, or any other
protected classification.
Verbal, faxed, or emailed Proposals, or Proposals received after the closing date, will not
be accepted.
The City reserves the right to reject any and all Proposals, waive technicalities or
informalities, and accept any Proposal deemed to be in the best interest of the City.
Please complete the "City of Spring Hill Assurance of Compliance Under Title VI of the
Civil Rights Act of 1964" and submit it with your Proposal.

Assurance of Compliance Under Title VI of the Civil Rights Act of 1964
Name of Applicant (hereby referred to as "The Applicant") hereby agrees that it will comply
with Title VI of the Civil Rights Act of 1964 (P.L. 88-352) and all requirements imposed by the
Regulations of the U.S. Department of Justice (28 CFR Parts 42 & 50) and the City of Spring
Hill, and any directives or regulations issued pursuant to that Act and the Regulations, to the
effect that, no person in the United States shall, on the ground of race, color, or national origin,
be excluded from participation in, be denied the benefits of, or be otherwise subject to
discrimination under any program or activity for which the Applicant received Federal financial
assistance from the City and HEREBY GIVES ASSURANCE THAT it will immediately take
any measures necessary to effectuate this agreement.
THIS ASSURANCE is given in consideration of and for the purpose of obtaining any and all
Federal financial assistance, grants and loans of Federal funds, reimbursable expenditures, grant
or donation of Federal property and interest in property, the detail of Federal personnel, the sale
and lease of, and the permission to use, Federal property or interest in such property or the
furnishing of services without consideration or at a nominal consideration, or at a consideration
which is reduced for the purpose of assisting the recipient, or in recognition of the public interest
to be served by such sale, lease, or furnishing of services to the recipient, or any improvements
made with Federal financial assistance extended to the Applicant by the City.
BY ACCEPTING THIS ASSURANCE, the applicant agrees to compile data, maintain records,
and submit reports as required to permit effective enforcement of Title VI, and permit authorized
City personnel during normal working hours to review such records, books, and accounts as
needed to ascertain compliance with Title VI. If there are any violations of this assurance, the
City shall have the right to seek administrative and/or judicial enforcement of this assurance.
This assurance is binding on the applicant, its successors, transferees, and assignees as long as it
receives assistance from the City.
In the case of real property, this assurance is binding for as long as the property is used for a
purpose for which this assistance was intended or for the provision of services or benefits similar
to those originally intended. In the case of personal property, this assurance applies for as long as
the recipient retains ownership or possession of the property. The person or persons whose
signatures appear below are authorized to sign this assurance on the behalf of the applicant.
Applicant Signature:____________________________ Date:________________
Applicant Title: ____________________________
Applicant Address: ____________________________
____________________________
____________________________
No further monies or other benefits may be paid out under these programs unless this Assurance
is completed and filed as required by existing regulations.

Scope of Work - General Specifications and Proposal
The Spring Hill Fire Department is looking to provide non-invasive Firefighter Cancer
Screenings for its employees. Firefighting has been shown to be an extremely hazardous
occupation due to the exposure to carcinogens. Numerous studies have shown that firefighters
have an even higher propensity to display lung, bladder, brain, colon, leukemia, lymphoma,
melanoma, prostate, breast, cervix, thyroid, and testicular cancers compared to other occupations.
The Proposer shall demonstrate a thorough understanding of Fire Service cancer risks by having
pre-existing established relationships with other Fire Departments, National Fire Service
Organizations (IAFF, Firefighter Cancer Network, NFPA etc.) and demonstrating expert
knowledge of the National Fire Protection Association (NFPA) 1582 - Standard Comprehensive
Occupational Medical Program for Fire Departments.
The Proposer will be able to provide private individualized assessment areas either on-site (fire
station or mutually agreeable location e.g. hotel) or at a locally operated office (within 40 miles
of the City of Spring Hill) for private staff appointments. Multiple simultaneous appointments
are encouraged if more than one assessment area can be staffed by the Proposer. The Proposer
should be able to provide a minimum of 6 appointments per day (with one assessment station) or
up to 12 appointments per day (with more than one assessment station).
The Proposer shall provide contract pricing for up to 90 staff members in year one with an
automatic renewal clause for year two with an increase for up to 100 staff members. (Half of
department will be tested in year one and the remaining half in year two).
Proposer shall provide all equipment and materials needed to perform the assessments. Results
will be made available to the firefighters within 96 hours following the assessment. If expert
consultation is needed, the firefighters will be contacted as soon as possible with updates and the
complete test results once reviewed, which shall be no longer than 7 business days from the
assessment.
Evaluations shall consist of either Ultrasound, CT Scan, or MRI and cover the below specifics:
* Non-Invasive assessment (i.e. no needles, injectables etc.)
* Documented low dose radiation exposure
* Minimum organ and body systems to examine:
* Kidneys
* Stomach
* Colon
* Aorta (for AAA surveillance)
* Uterus
* Liver
* Spleen
* Pancreas
* Thyroid
* Testes
* Ovaries

PRICING AND DELIVERY SCHEDULE
DELIVERY SCHEDULE OF EVENTS AND TIME PERIODS MUST BE
STATED BELOW
_______________________________________________________________________
Proposer: _____________________________________________
(Company Name)
Name: ________________________________________________
Title: _________________________________________________
Date: _________________________________________________