RFP 5695 - Employment Physical Program

May 6, 2026
REQUEST FOR PROPOSAL
TO PROVIDE AN
EMPLOYMENT PHYSICAL PROGRAM
FOR THE
CITY OF REDDING, CALIFORNIA
(Schedule Number 5695)
In accordance with the provisions of the Municipal Code of the City of Redding, sealed
proposals must be submitted to the City Clerk's 3rd floor office of the City of Redding, located at
City Hall, 777 Cypress Avenue, Redding, California 96001 prior to 3:00 p.m. PT, Wednesday,
May 27, 2026, for furnishing the City of Redding a proposal to provide an employment physical
program to the City of Redding, per the attached specifications and general conditions.
PROPOSALS RECEIVED AFTER THIS TIME AND DATE WILL NOT BE ACCEPTED
OR CONSIDERED.
The said proposals will be opened at 3:00 p.m. PT, on Wednesday, May 27, 2026, in the
designated City Hall Conference Room as posted in the main lobby of City Hall, 777 Cypress
Avenue, Redding, California.
The proposer shall provide the original (unbound) proposal and an exact copy of the proposal
in PDF format on a USB drive. Fax or electronic submission of proposals will not be allowed. One
(1) set of the Fee Proposal is to be submitted in a separate, sealed envelope. The City will
award any resulting contract in a manner consistent with the City Purchasing Ordinance.
The cut-off date and time for receiving questions regarding this RFP is 5:00 p.m.
PT, on Friday, May 15, 2026. All inquiries must be made in writing and may be submitted to
the email address shown below.

NOTE
If a potential bidder/proposer received this solicitation document through
some means other than surface mail from the City of Redding (such as from the City
of Redding Internet web site, or from another prospective bidder/proposer), it is the
responsibility of the potential bidder/proposer to advise the assigned City of Redding
Purchasing contact of its intention to submit a bid/proposal so that any addenda or
other correspondence related to this solicitation will be sent to the potential
bidder/proposer. When contacting the Purchasing Division, the bidder/proposer shall
provide the solicitation number located on the cover page of this document.
Transmittal of this information must be in writing, by U.S. Mail, or e-mail.
Transmittal of this information via telephone is not acceptable.
Please submit bid/proposal as directed in the RFP package. Forward to:
City of Redding
City Clerk
777 Cypress Avenue
Redding, CA 96001
Proposals must be received by the City Clerk's office prior to 3:00 p.m. PT on the date
indicated below. Mailing envelope is to be clearly marked on the outside with the
following notation:
"Proposal for Schedule No. 5695; opening at
3:00 P.M., on Wednesday, May 27, 2026"
(Time) (Date)
Bids will not be considered unless:
1. Your original Proposal submittal and the copy in PDF format on a USB drive.
2. Fee Proposal is in separate, sealed envelope.
3. Original Proposal signed in ink.
4. Signature is legible - No initials.
5. Addendums are acknowledged (If any)
6. Copy of Company's W-9

REQUEST FOR PROPOSAL
TO PROVIDE AN
EMPLOYMENT PHYSICAL PROGRAM
FOR THE
CITY OF REDDING, CALIFORNIA
(Proposal Number 5695)
INTRODUCTION
The City of Redding invites qualified medical Providers (also referred to as Provider(s) or Proposer(s) in
this RFP) to submit proposals to provide employment physicals.
Of primary importance is a quality medical screening program to aid in the control of and appropriate
job placement of potential employees and ensure medical screening in accordance with State and
Federal laws. The award of resulting contract shall not be based on price alone. The ability to perform
and provide valued service and a quality product in a timely manner is the ultimate objective. City may
award more than one contract by awarding separate items or groups of items to various proposers.
Annually, it is estimated that there will be 100 health questionnaires; 60 mixed hazard physicals; 30
safety physicals; 60 DMV physicals for non-Fire personnel; 30 DMV physicals for Fire personnel; 40
respirator surveillance exams; 20 SCHMRT exams; 60 immunizations; and 350 industrial injury
exams/evaluations. These numbers are estimates only, and the City shall not be penalized for requesting
more or less than the estimated number of physicals, exams, evaluations, or immunizations.
For employees who are required to have more than one type of the above physicals within a twelve (12)
month period, Provider(s) shall make every effort to combine physicals in order to reduce the number of
visits to the Provider's facility. However, some City departments may prefer a different procedure than
the above. City staff will notify the Provider of the various types of physicals to be performed at the
time the appointment is scheduled. The Fire Department prefers that Fire Department personnel receive
st
respirator surveillance exams and SCHMRT physicals prior to March 31 of each calendar year.
Omission of one or more components of a package price (if requested by the City) will reduce the
package price by the cost of the component being omitted.
MAJOR RESPONSIBILITIES
The successful medical Provider(s) will be expected to:
1. Set appointments for employment physical examinations within three working days of
being requested to do so by the City.
a. If Provider is unable to schedule and provide an exam within three working days
of being requested to do so, the fees will be discounted 50%.
b. If Provider is unable to schedule and provide a fit for duty or PR-4 exam within
three working days of being requested to do so, the City has the option to use an
outside third party.
2. Ensure that applicants/employees wait no longer than one hour, from the time of
actual appointment, before services are begun. This should not be interpreted to mean
that an Applicant/Employee could wait in the waiting room for 55 minutes and then be
placed in an examination room to wait for another 60 minutes. Applicants/Employees
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will complete a service evaluation form and return it to the City's Personnel Office to
verify quality, thoroughness and timeliness of services received (see Exhibit B). If
Applicant/Employee waits more than one hour, from the time of actual appointment,
before services are begun, the fees will be discounted 50%.
3. Provide a medical director who will be responsible for providing quality licensed
examining physicians and all appropriate support staff, such as licensed nurses, medical
technicians, etc. that are experienced in occupational medicine and familiar with State
and Federal laws. Provider(s) must indicate in their proposal if physicians and/or support
staff are located at a different location.
a. Provide a specific contact list for the City Representative, e.g., contact for information
on appointments, treatment provided, medical questions, treatment protocols, billing
information, etc.
4. Provide all necessary facilities, equipment, supplies and materials to carry out the
contract.
5. Have a qualified physician review detailed medical history questionnaire and specific
physical demand requirements for the employment position being sought. Classification
descriptions will be provided by the City.
6. Request authorization from the City Representative of any unanticipated pertinent test
results that require additional procedures, testing or services, i.e., lab, x-ray, specialists
referral, etc., prior to conducting said services.
a. When necessary and after obtaining approval from City, consult with the
applicant's/employee's personal physician if the employment physical
examination and/or health questionnaire is inconclusive.
b. When necessary and after obtaining approval from City, refer applicant/employee
to City approved medical providers to interpret test results or to further evaluate
and or treat the applicant/employee. The City will provide lists of approved
physicians and or facilities for which referrals will be made.
7. Provide a complete, accurate and understandable summary of all medical exam/test
results via fax or electronic mail to the City no later than 72 hours following the
examination, in a format approved by the City (see format examples Exhibit C & D).
All results, including drug and alcohol results, must be included in this summary. If
examination is inconclusive, and additional time is required, Provider shall contact the
City within the 72 hour time period to provide a status report. Ensure summary is neat,
accurate, and legible.
a. If Provider fails to submit accurate, written results within 72 hours (or extended
time period as may be agreed upon by the City), the fee will be discounted 50%.
b. All medical issues, medications and/or treatment shall be noted in the history
section of the medical report.
c. All medical reports shall be in compliance with State laws and regulations.
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8. Telephone City Representative within 72 hours with complete employment medical
screening results. Provider shall notify City Representative of any delays.
9. Notify the applicant/employee of any recommendation for follow-up with the individual's
personal physician. Ensure notification to applicant/employee that such follow-up may
be the financial responsibility of the applicant/employee.
10. Work with City to fully evaluate and respond to any appeals and provide clarification,
expert testimony, or assistance as necessary and as requested.
11. Offer the applicant/employee the opportunity to have a consultation with the Medical
Director of the Provider at no additional cost.
12. Maintain and store all medical records for the term of the contract at no additional cost
and in a secure and confidential manner.
13. Keep all medical records indefinitely and make them available only to the City Personnel
Director, or his/her designee. Should the Contract be cancelled or expire, these records
are the property of the City of Redding and shall be made available for transfer to the
appropriate medical provider as assigned by the City within two (2) weeks of cancellation
or expiration, at no charge to the City.
14. Provide monthly billing to the City Personnel Director no later than the 15th of the month
following the month that services were provided. Billing shall be descriptive including
name of individual, services performed, date of service and the itemized cost for services
rendered.
15. Identify and report to the City Representative any conflicts or problems that arise
between the Applicant/Employee and the medical Provider(s).
16. Review at least annually, and more often if necessary, the nature and type of medical
screening services being offered and make recommendations to the City for
improvements to the program to ensure cost effectiveness, and compliance with state and
federal law.
17. Keep the City informed of recent changes in laws and judicial decisions pertinent to
medical screening of applicants/employees and industrial treatment guidelines.
TERM OF CONTRACT
The contract term shall be July 1, 2026 through June 30, 2028. Contract may be renewed for a
maximum of two (2) consecutive one-year periods, subject to satisfactory performance, and agreement
to continue to operate under the same pricing, terms, and conditions, unless mutually agreed otherwise
through June 30, 2030.
PROCEDURAL INSTRUCTIONS FOR SUBMITTING A PROPOSAL
Proposals must be responsive to this Request for Proposals as issued. Proposals made subject to
conditions or limitations specified by the respondent may be rejected. By submitting a proposal for the
work, the Provider agrees to utilize the City's standard form for Consulting and Professional Services
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Agreement (Exhibit E). Please see the required levels of insurance coverage set forth in the
professional services agreement (Section 5).
The proposal shall include, as a minimum, the following information:
Cover/Transmittal Letter - Letter must be signed by a member of the organization who has the
authority to enter into contracts on behalf of the organization. The letter must acknowledge
receipt of any and all addenda (by number), if any have been issued. The letter must also
indicate if you are proposing all or selected services outlined in this RFP.
Identify and include a brief resume of the principal of your firm who will be primarily
responsible for services provided to the City. The City anticipates that the firm will take great
care in the designation of a lead individual. It is also anticipated that the lead individual will be
dedicated to providing quality and timely services for the City at times deemed necessary by the
City.
A description of the firm's experience in performing this type of work, process and procedures,
including, at minimum, three (3) references that have had contracts with you of similar size and
scope in which the City may contact (name, telephone number, location).
A declaration of the firm's ability and willingness to commit and maintain staffing, both number
and level, to successfully provide the services during normal working hours.
A discussion of the primary factors you believe the City should consider in selecting your firm.
Include all applicable certifications and or documentation regarding your firm's knowledge of
local, State and Federal regulations regarding safety compliance, employee health and safety,
specifically, Cal-OSHA. This information may be submitted by way of USB drive.
Each proposal package shall contain the original (unbound) proposal and an exact copy of the proposal
in PDF format on a USB Drive. One copy, only, of the Provider's fee schedule (Exhibit A) is to be
included in a separate, sealed envelope. Both the package containing the proposals as well as the
individual envelope with the fee schedule are to be marked with the Provider's name, "RFP Schedule
No. 5695, opening at 3:00 PM on Wednesday, May 27, 2026" and submitted to:
City Clerk
City of Redding
777 Cypress Avenue
Redding, CA 96001
The proposals will be opened at 3:00 P.M. at City Hall (the specific room will be posted in the main
lobby of City Hall). All proposals received after the scheduled closing time for receipt of proposals will
not be accepted or considered, and will be returned to the respondent unopened.
EVALUATION FACTORS
Responsive proposals received in reply to this Request for Proposals will be evaluated based on the
following criteria:
1. The extent to which the firm has resources and personnel with the necessary experience and training
to perform the services as outlined herein. (25 pts)
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2. Knowledge of local, state and federal regulations regarding safety compliance, employee health and
safety, specifically, Cal-OSHA. (20 pts)
3. Experience and references. (15 pts)
4. The extent to which the firm can provide the required services as listed under Major
Responsibilities. (30 pts)
5. The extent to which the Provider's proposal demonstrates a thorough understanding of the scope of
the undertaking. (15 pts)
6. Cost compared to services provided. (20 pts)
7. Ability to provide services in a convenient location with flexible hours of availability for injured
workers. (15 pts)
EVALUATION CRITERIA
Proposals submitted will be subject to the City's selection procedures for technical and/or professional
consultants. All proposals will be initially reviewed to determine if they are responsive to all of the
City's requirements. Those proposals deemed non-responsive may be eliminated from consideration.
Accordingly, final selection will be based upon overall capability to perform services and not
exclusively upon cost of services. Final selection may be made upon completion of an oral interview
and reference checks of top scoring Consultants. The City of Redding reserves the right to award the
Employment Physicals and the Treatment of Industrially Injured Workers separately.
PAYMENTS
Payment will be issued to the successful consultant upon receipt of billing indicating the specific
services provided, dates of service, place of service, etc., and subject to the Fee Schedule as outlined in
the Consulting and Professional Services Agreement.
ATTACHMENTS:
* Fee Schedule - Exhibit A
* Evaluation of Employment Physical Services Provided - Exhibit B
* Health Status Report - Exhibit C
* Physician's Evaluation - SCHMRT - Exhibit D
* City of Redding Consulting and Professional Services Contract - Exhibit E
-See Section 5 of the sample agreement for specific insurance requirements
o
*PINS Flyer
*RFP General Terms & Conditions
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EXHIBIT "A"
CITY OF REDDING RFP
EMPLOYMENT PHYSICAL PROGRAM
(Proposal Number 5695)
EMPLOYMENT PHYSICALS - FEE SCHEDULE
City will normally order tests performed as a group as indicated below, however the City reserves
the right to request individual tests within the group at the individual test prices quoted herein.
Corporate Name of Proposer: ____________________________________ Date:____________
Note: If only proposing to provide select BID GROUP services, please indicate this on the
signature page below.
PROGRAM COST
PER PERSON
BID GROUP 1:
Health Questionnaire Review (for sedentary, non-labor intensive)
M.D. or P.A. to review completed detailed questionnaire,
evaluate responses against classification description including essential
functions, (provided by the City), meet with candidate and follow-up
with candidate's physician (as needed)...................................................................$ ________
Complete physical examination, if needed, with prior City approval ONLY.........$ ________
Urine drug screen (9 panel)* ..................................................................................$ ________
Sedentary/Non-Labor Intensive...TOTAL $ ________
BID GROUP 2:
Mixed Hazard (labor-intensive)
Complete physical examination, review completed detailed questionnaire,
evaluate responses against classification description including essential
functions, (provided by the City), meet with candidate and follow-up with
candidate's physician when approved....................................................................$ ________
UA dipstick....................................................................................$ ________
Audiogram.....................................................................................$ ________
Chest x-ray (1 view)..........................................................................$ ________
Back x-ray (if required by the City) ........................................................$ ________
Pulmonary function test/spirometry........................................................$ ________
Urine drug screen (9 panel)*................................................................$ ________
Mixed Hazard/Labor Intensive...TOTAL $ ________

BID GROUP 3:
Safety (Police and Fire)
Complete physical examination, review completed detailed questionnaire,
evaluate responses against classification description including essential
functions, (provided by the City), meet with candidate and follow-up with
candidate's physician when approved .................................................................. $ __________
UA dipstick ........................................................................................................... $ __________
Audiogram ............................................................................................................ $ __________
Chest x-ray (1 view).............................................................................................. $ __________
Back x-ray (if required by the City) ......................................................$__________
Comprehensive Metabolic 14 panel (w/CBC & Platelets) ................................... $ __________
EKG/Stress test ..................................................................................................... $ __________
Pulmonary function test/spirometry ...................................................................... $ __________
Urine drug screen (9 panel)* ................................................................................ $ __________
Safety (Police/Fire) ...TOTAL $ __________
*Urine drug screen to include testing for amphetamines, barbiturates, benzodiazepines, cannabinoid,
cocaine metabolite, methaqualone, opiates, phencyclidine, alcohol, masking and adulterating
substances, and substitution test.
BID GROUP 4:
Driver's Physical (non-Fire personnel)
Physical exam and DMV medical examination report ........................................... $ _________
BID GROUP 5:
Driver's Physical (Fire personnel)
Physical exam and DMV medical examination report ........................................... $ _________
Audiogram .............................................................................................................. $ _________
Driver's physical (Fire personnel). . .TOTAL $ _________

BID GROUP 6:
Respirator Surveillance Exams
Respiratory specific questionnaire and physical exam ........................................... $ _________
Spirometry............................................................................................................... $ _________
Fit Test ................................................................................................................... $ _________
NOTE: City of Redding staff may or may not conduct respirator fit tests. If the City conducts
the test, the billable total would be reduced accordingly.
Respirator Surveillance...TOTAL $__________
BID GROUP 7:
SCHMRT
Health questionnaire review, physical exam ........................................................ .$__________
Forms Completion ................................................................................................ .$__________
Audiogram ............................................................................................................ .$__________
Chest x-ray (2 view) ............................................................................................. .$__________
Comprehensive Metabolic 14 panel (w/CBC) ...................................................... .$__________
EKG/Stress test. ..................................................................................................... $__________
Pulmonary function test/spirometry ....................................................................... $__________
Fit Test .................................................................................................................. .$__________
NOTE: City of Redding staff may or may not conduct respirator fit tests. If the City conducts
the test, the billable total would be reduced accordingly.
SCHMRT...TOTAL $__________
BID GROUP 8:
IMMUNIZATIONS
Hepatitis A & B Twinrix (series of three shots - price per shot)...............................$__________
Hepatitis A (series of two shots - price per shot)................................................$__________
Hepatitis B (1.0 ML, series of three shots - price per shot)....................................$__________
Hepatitis B Titer Test................................................................................$__________
Tdap (Tetanus, Diphtheria, & Pertussis).......................................................... $__________
T.B. Screen........................................................................................... $__________