RFP 5695 - Employment Physical Program

Location:	California
Posted:	May 6, 2026
Due:	May 27, 2026
Agency:	City of Redding
Type of Government:	State & Local
Category:	Q - Medical Services R - Professional, Administrative and Management Support Services
Publication URL:	To access bid details, please log in.

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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

respirator surveillance exams and SCHMRT physicals prior to March 31st 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

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.

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

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Open Date	Description	Close Date
May 06, 2026	RFP 5695 - Employment Physical Program OPEN	May 27, 2026

RFP 5695 - Employment Physical Program

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See also