028-26 - Physical exams 2026-2027

CITY OF MILFORD
Office of the Purchasing Agent
70 West River Street - Milford, CT 06460-3317
REQUEST FOR PROPOSALS
Notice is hereby given that sealed bids for
Fire Department
Physical Exams
will be received at the
Office of the Purchasing Agent until
3:00 p.m., Thursday, October 1, 2026
when they will be publicly open and read aloud.
Bid packages may be obtained from the Purchasing Agent
or downloaded from www.milfordct.us/863/Current-Bids.
The Purchasing Agent reserves the right to reject any or all bids,
waive defects or accept any proposal deemed to be in the City's best interests.
Fred Bialka
Purchasing Agent
203-783-3225

INSTRUCTIONS
Check the City website at www.milfordct.us/863/current-bids for any applicable addenda prior to
submitting a bid. It is your responsibility to insure that you have current information.
The City is not responsible for data or transmission errors.
Detach the Proposal Form and the Drug Free Workplace Certificate and complete by typewriter or in ink -
pencil entries will not be accepted.
If tie proposals are received which are equal as to price, quality, and service, a proposal received from a
business which submits a drug free workplace certification with the proposal form will be given preference
in accordance with Milford's Code of Ordinances, Article V, Division 2.
Sign and seal your proposal in an envelope clearly marked: FIRE DEPT PHYSICAL EXAM RFP
and submit to:
City of Milford Purchasing Agent
70 West River Street - Milford, CT 06460-3317
No responsibility will be attached to any City representative or employee for the premature opening of a
proposal not properly addressed and identified.
Submit one (1) Original Proposal and one (1) Copy.
The proposal must be in the Purchasing Department no later than the time and date indicated on the RFP.
FAXed and E-mailed proposals are not acceptable and will not be considered.
Your name and address must appear in the upper left-hand corner and the name of the RFP must appear in
the lower left-hand corner of the envelope.
We will not accept or consider proposals, withdrawals, or amendments received after the date and time
specified.
We are exempt from State sales tax and from Federal excise tax - do not include these taxes in your
proposal.
If you believe that a possible conflict of interest may occur should we accept your proposal and award you
a contract or a purchase order, then you must disclose this belief in a statement attached to the back of the
Proposal Form.
Procurement Questions: Fred Bialka, Purchasing Agent
203-783-3225 or fbialka@milfordct.gov
Technical Questions: Battalion Chief Jeff Luciano,
203-783-3753 or jluciano@milfordct.gov
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FIREFIGHTER PHYSICALS
SPECIFICATIONS
INTENT
Initial contract period for fire department physicals will be until June 30th 2030. The contract pricing may
be extended for up to two (2) additional (1) one-year periods.
This specification is for employment-related physical examinations for Milford Fire Department
personnel to be conducted at the examiner's permanent facility within Milford city limits. The
successful proposer must perform at least six (6) tests per hour for twenty-six men per shift per day or
complete testing on four days, as will be determined by Fire Department management.
The successful proposer agrees to transfer records resulting from this RFP to a new provider or to
the Fire Department should the successful proposer not win the subsequent year's RFP or if the
successful proposer should go out of business.
The successful proposer agrees to conduct said physicals within the confines of the borders of the
City of Milford, as on duty units will be involved.
The successful proposer agrees that the exam and all supplemental testing will be done in a single
facility with the exception of fasting blood work, which may be conducted at fire headquarters if
logistically convenient to both parties.
PRICE
Proposers are to submit a total cost per test for each of two test types:
Test A for personnel over 35 years of age.
Test B for potential employees who have been offered conditional employment,
consisting of Test A plus Drug testing.
Supplemental cost for CDL exam.
Proposer may provide cost for up to 3 years fixed pricing in the event the contract is extended.
GENERAL REQUIREMENTS
Perspective proposers should provide a brief narrative describing their proposed procedure of completing
the physical exams. This should include the number of visits required to complete the physical, the
estimated time for each member's exam to be completed, and the names and locations of all exam sites.
The successful proposer shall appoint a lead clinical provider who shall make all decisions regarding the
status of an employee while on duty. Exam personnel should be consistent and all involved personnel
should be familiar with the physical exam process. The successful proposer should be prepared to accept
drop in visits at anytime during normal operating hours in the case of make-up exams or tests during the
agreed upon time frame.
Exam sites must provide adequate parking for at least 4 large trucks and several passenger vehicles without
impeding response of fire department personnel. Parking must be immediately adjacent to the facility.
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The Exam site must have waiting room capacity of at least 15 personnel. Narrative should include the
number of staff and testing stations available to complete the exam.
The successful proposer must supply and distribute all pre-screening medical history questionnaires,
instructional materials, and specimen containers to all those enrolled in this program.
Medical screening must be by technicians trained and certified in each procedure. Testing standards must
meet or exceed the most currently promulgated medical practices, the N.F.P.A. 1582, (2013Edition) a copy
of which is enclosed, general health considerations, and State and Federal regulations governing same.
1. All health screening forms, required documentation and lab sample collection material should
be supplied by the facility prior to the exam, with ample time for distribution and completion.
2. Supplemental tests, i.e.: labs, hearing, vision, spirometry, EKG and blood pressure are to be
completed in the most efficient procedure possible, as all members are on duty and may be
required to respond to emergency calls.
3. Fasting blood work should be completed on a separate day from the exam. Labs shall be
obtained first thing beginning at 7 am and all labs should be complete by 9 am.
4. Meetings between the employee and the Physician will be scheduled as the Fire Department
and Physician's schedule permits. No meetings with the Physician will be scheduled until the
Physician has received all of the test results.
5. The Physician will report his/her findings to the Chief of the Department and the employee.
The report shall state either "Fit for Duty" or "Not fit for duty". Recommended follow up
shall be communicated to the fire service member and documented by the facility.
6. Any test result that indicates the member is not fit for duty by the NFPA recommendations
shall be repeated or validated by follow up examination prior to returning to duty. This should
be done as soon as possible and arrangements made on site by the overseeing physician.
Proposers should also include itemized costs of recommended supplemental exams such as stress tests,
advanced imaging, or additional labs based on work place exposures.
Any findings under number two shall follow the language of the Contract between the City of Milford
and Local 944, Article XXIV, Physical Fitness, Section B.
All test results shall be accessible by the firefighter upon completion. electronic access to records is
preferred. Fire Department management should be able to access health records in the case of emergency.
Upon completion of the medical exam the successful proposer will supply a report to the fire chief denoting
the status of each member as "fit for duty" or "not fit for duty". Any recommendations for follow up exams
that do not effect fitness for duty shall be confidential between the provider and the member.
Any testing results that indicate personnel should be removed from duty should immediately be confirmed
and compared to previous tests. The Chief point of contact for the fire department shall be notified, prior to
the firefighter. Follow up arrangements shall be established immediately with the firefighter and the fire
department POC.
All tests and meetings with the Physician must be completed within sixty days and all results must be
forwarded to the Chief and the employee within twenty-one calendar days of meeting with the Physician.
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The successful proposer must provide an on-going quality assurance program by which examination
records will be filed in a safe and confidential manner and results should be provided to the Chief
electronically in such a way that they can be retrieved and reproduced, at any time, if required.
TEST A
1. Audiometry
Audiometric testing to be performed by certified hearing conservationists in such a way as to meet the
N.F.P.A. 1582 Standard. Test results must be interpreted by a certified Audiologist who will recommend
follow-up action where indicated.
2. Blood Pressure
Resting pulse rate and blood pressure to be recorded by a trained technician using a hospital-grade
sphygmomanometer and stethoscope. A repeat reading must be obtained by the examining Physician for
any person who does not meet normal pulse rate or blood pressure criteria.
3. Pulmonary Function
To be performed by a certified technician in such a way so as to allow real-time graphic and numeric data
to verify the test validity. Data returns for FVC, FEVI, PEFR, FEF 25%-75% and FEVI/FVC are required
and must be interpreted by a Physician and a board-certified pulmonary specialist who will report his or her
findings and recommendations.
4. Chest X-ray
A chest x-ray must be administered by a licensed radiologist or a certified radiological technician the
results of which will be interpreted by a Physician. X rays will be conducted every 5 years regardless of
age. Conduct X rays beginning in 2026.
5. Electrocardiogram
Electrocardiographic testing to be performed by a trained technician with test results to be interpreted by a
board-certified Cardiologist. The Cardiologist's report must contain appropriate commentary on the
examinee's cardiographic condition and provide follow-up recommendations where warranted.
6. General Physical Examination
A general physical examination must be conducted by a Physician and will consist of the following
protocol:
Record height and weight. Examine eyes, ears, nose, throat, head, face, thyroid, skin, lymphatics, heart,
lungs, thorax, abdomen, extremities, spine, musculo-skeletal system. Review the examinee's medical
history, audiogram, chest x-ray, ECG, spirogram, and vision tests for significant abnormalities. Perform a
digital rectal prostate exam. The examinee must be advised if any abnormality is discovered which
requires immediate follow-up. The examiner's findings will be submitted in writing.
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7. Vision
A vision test, meeting OSHA standards for visual acuity, will be performed by a Optometrist-trained
technician using Titmus and American Optical eye screeners who will screen for visual acuity (with and
without corrective lenses), lateral and vertical phorias, stereo depth perception, and color discrimination for
red, green, and amber. The examiner's findings will be submitted in writing.
8. Blood and Urine
Blood chemistry analysis for health and toxicological profiles shall be performed by an approved
laboratory. Specimen collection shall be by a trained phlebotomist to insure proper procedure and
sampling techniques. Clinical analysis shall include all testing listed in Attachment A. The bid shall
include a price to test for COVID 19 antibody, Vitamin D deficiencies, C reactive protein, and cancer
screening tests to be included, at the option of the Fire Chief, once a cost difference is determined.
A microscopic urinalysis will be performed on the urine specimen collected at the time of examination.
Attachment A follows on Pages 7 through 10.
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Attachment A
Hormone Profile
Sex Hormones:
* Total Testosterone [LC/MS]
* Free Testosterone [Equilibrium Dialysis]
* Estradiol, Ultrasensitive [LC/MS]
* Sex Hormone Binding Globulin (SHBG)
Stress Hormones:
* Prolactin
* Cortisol
Neurosteroids:
* DHEA-S
* Pregnenolone [LC/MS]
Gonadotropins:
* Luteinizing Hormone (LH)
* Follicle-Stimulating Hormone (FSH)
Growth Hormone/IGF-1:
* Insulin-Like Growth Factor I (IGF-1) [LC/MS]
Male Only:
* DHT, Total [LC/MS]
* DHT, Free [Equilibrium Dialysis]
Female Only:
* Progesterone [LC/MS]
* 17-OH Progesterone [LC/MS]
* hCG-Beta Subunit [Quant]
* Anti-Mullerian Hormone (AMH)
Thyroid Status
Thyroid Hormones:
* Thyroid Stimulating Hormone (TSH)
* Free T3
* Free T4
* Reverse T3 [LC/MS]
Thyroid Antibodies:
* Thyroglobulin Antibody (tgAb)
* Thyroid Peroxidase Antibody (TPOab)
Heart Health
Inflammation:
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* C-Reactive Protein, High Sensitivity (hsCRP)
Advanced Risk Analysis:
* Apolipoprotein-B (ApoB)
* Homocysteine
Genetic Cardiovascular Risk:
* Lipoprotein(a) (Lp(a))
Lipid Profile:
* Total Cholesterol
* HDL Cholesterol
* LDL Cholesterol
* LDL:HDL Ratio
* VLDL Cholesterol
* Triglycerides
Organ Function
Liver Function:
* AST
* ALT
* BUN
* Bilirubin, Total
* -Glutamyl Transferase (GGT)
Kidney Function:
* Creatinine w/ eGFR
* Cystatin-C
Comprehensive Metabolic Panel (CMP)
* Glucose
* Blood Urea Nitrogen (BUN)
* Creatinine
* eGFR
* BUN/Creatinine Ratio
* Sodium
* Potassium
* Chloride
* Carbon Dioxide, total
* Calcium
* Protein, total
* Albumin
* Globulin, total
* Albumin/Globulin (A/G) Ratio
* Alkaline Phosphatase (ALP)
* AST
* ALT
Urinalysis:
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* Specific Gravity
* pH
* Urine-Color
* Appearance
* WBC Esterase
* Protein
* Glucose
* Ketones
* Occult Blood
* Bilirubin
* Urobilinogen,Semi-Qn
* Nitrite, Urine
* w/ Reflex to Microscopic Examination
Male Only:
* Prostate-Specific Antigen (PSA), Total
* Prostate-Specific Antigen (PSA), Free %
Metabolism
Insulin Sensitivity
* Blood Glucose
* Fasting Insulin
* HbA1c
Nutrient Status
Vitamins and Minerals:
* Magnesium, RBC
* Vitamin D, 25-OHD (25-Hydroxy)
* Vitamin D2 (1,25(OH)2D)
* Vitamin D3 (1,25(OH)2D3)
* Vitamin B12
* Vitamin B9 (Folate)
Iron Panel:
* Iron
* Transferrin Saturation
* Iron Saturation
* TIBC
* UIBC
* Ferritin
Complete Blood Count (CBC):
* White Blood Count (WBC)
* Red Blood Count (RBC)
* Hemoglobin (Hbg)
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* Hematocrit (HCT)
* MCV
* MCH
* MCHC
* Red Cell Distribution Width (RDW)
* Platelets
* Neutrophils
* Neutrophils (Absolute)
* Lymphocytes
* Lymphocytes (Absolute)
* Neutrophil/Lymphocyte Ratio
* Monocytes
* Monocytes (Absolute)
* Eosinophils
* Eosinophils (Absolute)
* Basophils
* Basophils (Absolute)
* Immature Cells
* Immature Granulocytes
* Immature Granulocytes (Absolute)
* NRBC
* w/ Reflex for Immature Cells
* Reticulocyte count
Heavy Metal Testing
Lead
Arsenic
Mercury
Cadmium
Specimens analyzed via atomic absorption spectrometry (AAS); inductively coupled
plasma/mass spectrometry (ICP/MS)
End of Attachment A.
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