RFP2M25-3 Request for Proposal for Occupational Health Services

REQUEST FOR PROPOSAL
FOR
OCCUPATIONAL HEALTH SERVICES
RFP2M25-3
City of Alhambra Proposal Issue Date: September 21, 2026
Human Resources Department Questions from Proposer Due: September 28, 2026
111 S. First Street Proposals Due: October 19, 2026
Alhambra, CA 91801
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CITY OF ALHAMBRA
REQUEST FOR PROPOSALS FOR
OCCUPATIONAL HEALTH SERVICES
TABLE OF CONTENTS
I. INTRODUCTION ............................................................................................................................................... 3
A. General Information ................................................................................................................................. 3
II. BACKGROUND ........................................................................................................................................................ 4
A. Quantities ................................................................................................................................................. 4
B. Estimated Quantities ................................................................................................................................ 4
C. General Specifications .............................................................................................................................. 5
III. SCOPE OF SERVICES ......................................................................................................................................... 5
1. Exams ........................................................................................................................................................ 5
2. Testing ....................................................................................................................................................... 5
3. Occupational Injury/Workers' Compensation
4. Other ......................................................................................................................................................... 6
5. Administration of Services ......................................................................................................................... 6
6. Locations ................................................................................................................................................... 7
IV. PROPOSAL REQUIREMENT .............................................................................................................................. 7
A. General Requirements .............................................................................................................................. 7
B. Contents of Proposal ................................................................................................................................ 8
C. Business License ..................................................................................................................................... 11
D. Insurance Requirements ........................................................................................................................ 11
E. Review of Proposals ................................................................................................................................ 12
F. Evaluation Criteria .................................................................................................................................. 12
G. Interview/Presentation ........................................................................................................................... 12
H. Selection ................................................................................................................................................. 13
I. Right to Reject Proposals ........................................................................................................................ 13
V. PROFESSIONAL SERVICES AGREEMENT ......................................................................................................... 13
ATTACHMENT A - Draft Professional Services Agreement .................................................................................... 14
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I. INTRODUCTION
A. General Information
The City of Alhambra (City) is a full-service municipality including Police and Fire, with approximately
380 full-time and 225 part-time employees. The City of Alhambra is located in the West San Gabriel
Valley, 8 miles from Downtown Los Angeles Civic Center. The City lies adjacent to the cities of South
Pasadena, San Marino and San Gabriel, in Los Angeles County. The City was incorporated in 1903,
became a charter city in 1915.
As a full service municipality, the City provides police, fire and emergency response services, building,
code enforcement, business license, engineering, maintenance, parks and recreation and other
programming and services to residents and public; as well as internal services and programs. The
following is an approximate breakdown of employees:
Managerial, Professional & Clerical: 148
Safety (i.e. Sworn Police & Fire personnel): 147
Field Services: 85
Part Time: 225
The City is soliciting proposals from interested, qualified and experienced firms to provide professional
occupational health services for pre-employment medical evaluations; drug and alcohol testing; periodic
medical surveillance physicals and vaccinations; authorized treating physicians - occupational medicine
providers for on-the-job injury/illness treatment and other city referrals; commercial driver's license
holders medical evaluations; and functional capacity and range of motion services, and other medical
tests or services as needed for the City of Alhambra and its employees.
All prospective consultants will be afforded full opportunity to submit statements of qualifications in
response to this request and will not be discriminated against on the grounds of age, ancestry, color,
race, gender, gender identity, gender expression, genetic information, marital status, medical condition,
military and veteran status, religion, national origin, sex, sexual orientation, religious creed, transgender
status or disability in consideration for an award of any contract entered into pursuant to this notice.
This Request for Proposals (RFP) is an invitation by the City of Alhambra for consultants to submit an
offer, which may be subject to subsequent discussion. Qualified firms may submit their sealed proposal
responses on or before October 19, 2026, by 5:00 PM PST to:
City of Alhambra - City Clerk
Attn: Occupational Health Services (RFP2M25-3)
111 S. First Street
Alhambra, CA 91801
The awarding of any contract shall be contingent on the availability of funds and the required staff and
City Council approvals. No single factor will determine the final award decision.
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The following terms and conditions apply to this RFP:
1. Any submission of proposals received after the date and time specified in this RFP will not be
considered and will be returned unopened. Postmarks will not be considered.
2. The City reserves the right to withdraw this RFP at any time without prior notice.
3. Disclosure/Public Records Act. All material received relative to this RFP will become public
information and be available for inspection.
4. The City reserves the right to retain all proposals submitted, whether the proposal was selected
or judged to be responsive.
5. Due care and diligence have been exercised in the preparation of this RFP and all information
contained herein is believed to be substantially correct; however, the responsibility for determining the
full extent of the services rests solely with those making responses. Neither the City nor its
representatives shall be responsible for any error or omission in this response, nor for the failure on the
part of the respondents to determine the full extent of their exposures. The RFP does not commit the
City to award a contract. The City reserves the right to select a vendor from the responses received; to
waive any or all informalities and/or irregularities; to re-advertise with either an identical or revised
scope, to cancel any requirement in its entirety; or to reject any or all proposals received. The City also
reserves the right to approve any subcontractors used by submitting vendors.
6. The City retains the right to contact any/all proposing vendors after submittal in order to obtain
supplemental information and/or clarification in either oral or written form and to engage in
negotiations. Furthermore, an explicit provision of this RFP is that any oral communication made is not
binding on the City's proposal process.
7. Cost. The City will not be liable for, nor pay for any costs incurred by responding firms relating
to the preparation of any proposal for this RFP. In addition, no such expenses shall be included as part
of the price proposed.
II. BACKGROUND
A. Quantities
The quantities stated herein are an estimate of the City's requirements. The successful proposer agrees
to furnish an amount more or less than that estimate in accordance with the City's actual needs. See
estimated quantities paragraph below.
B. Estimated Quantities
This quantity is only an estimate and the City of Alhambra provides no guarantee that this quantity will
be reached or that it will not be exceeded. By submitting a proposal, you agree to furnish an amount
above or below the quantity listed at the unit price stated according to the needs of the City of
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Alhambra. The following is an estimated number of medical services needed in the 2027 calendar
year:
Pre-placement medical exams: 130
DOT medical exams: 25
DOT drug/alcohol screens: 20
Work Injury/Illness treatment: 50
Return to Work/Fitness for Duty exams: 5
C. General Specifications
To be considered by the City, proposing occupational health providers should submit a comprehensive
bid proposal, including information as indicated in the Proposal Requirements section above.
III. SCOPE OF SERVICES
This contract is intended to cover on an as-needed basis, occupational health and medical evaluation
services, including pre-employment medical examinations and other employment-oriented medical
services.
The primary services required will include, but are not limited to, the following:
1. Exams:
a. Pre-employment medical evaluations for safety and non-safety employees.
b. Return to work (fitness for duty) examinations for safety and non-safety employees.
c. DOT physical exams (FMCSA and FTA) and Medical Examiner's Certification
issuance.
d. Physical fitness examination for firefighters and police officers as defined by professional
standards.
e. Post-exposure exams and follow-up screenings provided immediately with ongoing
monitoring after report of exposure with appropriate treatment options as defined by
current medical standards.
f. Audiometry and basic vision exams.
g. Tuberculosis screenings.
h. Respiratory exams consistent with OSHA standards.
2. Testing:
i. Pre-employment, DOT (FMCSA & FTA); NIDA-5 Panel and/or NIDA-10 Panel Split Drug
testing certified collection site performing; pre-employment, return-to- duty, reasonable
suspicion, post-accident, and follow-up alcohol testing.
j. Breath alcohol testing (BAT) certified collection site performing: pre- employment,
random, return-to-duty, reasonable suspicion/reasonable cause, post-accident, and
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follow-up alcohol testing.
3. Occupational Injury/Workers' Compensation
a. Provide preliminary examinations for injuries that are reported to be work related.
b. Provide follow-up care and case management for work related injuries.
c. Provide professional opinion in reviewing employee's work restrictions and
duty related leaves of absence.
d. Offer rehabilitation services including physical and occupational therapy, worksite, and
functional capacity.
e. Conduct physical fitness testing for police personnel.
f. Conduct physical fitness testing for fire personnel as defined by the National Fire
Protection Association (NFPA) 1582.
4. Other
a. Conduct an analysis and evaluation of the current pre-employment placement medical
evaluation process and make recommendations for revising.
b. As needed, analyze current job classification specifications and make recommendations
for the City's use in the pre-employment medical examination and drug testing process,
as well as occupational injury medical examination for return-to work/fitness for duty.
c. Medical consultation to City of Alhambra Human Resources Department.
d. Provide drug and alcohol testing for City of Alhambra departments as required.
e. All medical services and testing shall be performed at the Service Provider's facility or
facilities. Testing facilities must be certified pursuant to applicable standards.
f. Services shall be provided on an as-needed basis.
5. Administration of Services
a. Provide services Monday - Friday during normal business hours starting at 7:00
a.m. - 6:00 p.m. Evenings and weekend hours highly desirable.
b. Provide high level of customer service to current and prospective City of Alhambra
employees receiving services. Must be able to schedule employees within two (2)
business days for return-to-work examinations. Clinic and walk- in scheduling preferred.
c. Provide urgent and after-hours care, weekend availability is also preferred.
d. Communicate with the Human Resources Department regarding applicants or
employees' progress throughout the medical evaluation process.
e. Communicate directly with applicants throughout the process, regarding results and
medical conditions. When necessary, obtain applicant confidential medical information
that is needed for clearance for a particular job.
f. Provide high level of support to City of Alhambra Human Resources Department
regarding occupational health trends, requirements and health issues impacting City of
Alhambra job classifications.
g. Establish and maintain a secure process for submitting final reports electronically,
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outlining each candidate's pre-employment placement medical evaluation results within
48 hours of completion of evaluation.
h. Maintain confidential records of all employees/applicants examined by the office.
i. Collection site to maintain supply of and ensure use of appropriate Chain of Custody
(COC) forms in urgent manner following appropriate protocol.
j. Provide program monitoring for DOT and Non-CDL Driver Fitness exams, vaccination
program follow-up, respirator testing record maintenance, etc.
k. Maintain records of medical tests, examinations, evaluations, etc. for the retention
period required by State and Federal laws and regulations.
l. Provide accurate records and reports as required by State and Federal laws and
regulations.
m. Provide a system that allows for efficient communication and close coordination
between the Human Resources Department and the provider's clinical, administrative
and billing staff for day-to-day operations needs and questions.
n. Meet with the Human Resources Department and designated representatives as
reasonably requested.
o. Provide referral of services of a licensed psychologist/therapist or psychiatrist, who can
evaluate industrial or non-industrial stress and psychological issues.
p. A minimum of two (2) physicians must be on the National Registry of Certified Medical
Examiners as required by DOT regulations for medical certification issuance.
q. Staff shall be trained and experienced in urine specimen collection for drug testing and
shall be breath alcohol technician certified. A minimum of two (2) BAT certified staff in
practice is required.
r. Provide convenient online resources and support is preferred.
6. Locations
The primary clinic(s) location to provide the services above must be within 20 miles of
Alhambra, California. To ensure the City's ability to efficiently schedule
candidates/employees, having multiple clinic locations in Southern California within
reasonable proximity to Alhambra, California as an option is highly desired to ensure
prompt scheduling available when the primary location is not reasonably available. The
City may attract candidates from other regions in California and throughout the country;
therefore the ability to test candidates or provide an alternative mechanism for testing
in other locations is also desired.
IV. PROPOSAL REQUIREMENTS
A. General Requirements
The following is a timeline for solicitation, evaluation, and award of this RFP. These dates are subject to
change to meet the needs of the City schedule and if it is found that alterations are required, Proposers
will be notified in writing.
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ACTION DATES
RFP ISSUED September 21, 2026
QUESTIONS FROM PROPOSERS DUE September 28, 2026 by 5:00 PM PST
(if any)
RESPONSE TO QUESTIONS October 5, 2026
PROPOSAL SUBMITTAL DEADLINE October 19, 2026 by 5:00 PM PST
EVALUATION OF PROPOSALS PERIOD October 2026
ANTICIPATED REPORT TO CITY November 2026
COUNCIL
ANTICIPATED CONTRACT DATE November 2026
1. All questions regarding this RFP should to be directed in writing no later than 5:00 PM PST, on
September 28, 2026, to: Mariam Ko, Director of Human Resources & Risk Management, and may
be sent via email to mko@alhambraca.gov. Answers will be sent to all potential respondents.
2. Submission of Proposal shall include the following:
* One (1) original and three (3) printed hard copies of your proposal
* One (1) electronic copy of your proposal in PDF format on a flash drive or other electronic
media
All proposals must be filed with the City Clerk's Office, in City Hall, 111 S. First Street, Alhambra, California
91801 on or before 5:00 PM PST, October 19, 2026. It is the sole responsibility of the proposer to see
that their proposal is submitted in proper time. Any proposal received after the scheduled closing time
for receipt of proposals will be returned to the proposer unopened. Faxed, emailed, or proposals
submitted in a format other than specified will be rejected. Copies of the bid proposal and related
information must be submitted in a sealed envelope or box clearly marked as stated below:
City of Alhambra - City Clerk "Occupational Health Services" (RFP2M25-3)
111 S. First Street
Alhambra, CA 91801
B. Contents of Proposal
The purpose of the Proposal is to demonstrate the qualifications, competence and capacity of the
proposer seeking to provide the requested service to the City. The Proposal should demonstrate the
qualifications of the firm and of the staff to be assigned to the City.
The Proposal should address all points outlined in the request for proposals. The proposal should be
prepared simply and economically, providing a straightforward, concise description of the proposer's
capabilities to satisfy the requirements of this request for proposals. While additional data may be
presented, the following subjects must be included. They represent the criteria against which the
proposal will be evaluated.
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Proposals should be organized in a bookmarked PDF document that includes the following sections and
content:
Section Description
Executive A letter of introduction signed by an authorized
Summary representative of the Firm that provides an executive
summary of the Firm's experience relevant to the scope of
work described in this RFP.
Table of To help identify the materials submitted by section and page
Contents number. Cross-referencing to section and page number in
the RFP would be helpful.
Statement of Signed Transmittal Letter briefly stating the proposer's
Understanding understanding of the services to be provided; a statement
why the proposer believes itself to be best qualified to
perform the services and a statement that the proposal is a
firm and irrevocable offer, and the letter is signed by the
person(s) authorized to represent the proposer.
Firm Profile General overview of proposer, corporate structure, firm
history, name and title of primary contact, and identification
of the primary office or branch that will serve the City.
Experience Describe the firm's direct experience in servicing public
sector clients and the capability to achieve the objectives of
this program with reference to prior experience, ability to
meet specified timelines, available resources, and the
qualifications of the team. Please include copies of your
business license and certifications.
References Please include at least three references, including individual
contact name, name of organization, address, and phone
from other municipalities or government agencies where
similar services were provided.
Work Plan Provide a detailed description of how your organization
intends to provide the services outlined in this RFP. The
descriptions should be formatted to enable the City to
evaluate the Proposer's capability to effectively coordinate
and manage medical services review. Consultant is free to
comment on any other medical services review-related
activities or initiatives your organization would recommend
and assist in implementing.
Reporting Describe the frequency and format of reports you would
provide to City staff. Please attach sample reports.
Scope of Work Narrative proposal on the scope of work as identified above.
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Contract Indicate if at any time during the past five years Proposer has
Performance had a contract terminated for convenience, non-
performance, or any other reason, or has entered into legal
action with a customer. Describe the situation(s) including
name and address of contracting party and circumstances.
Schedule of A breakdown of the firm's rates, fees, and charges for each
Charges/Costs service must be provided.
Proposals shall include not only costs/schedule of charges for each type of service provided but also
proposed costs for the following types of tests and physicals that are categorized by the following
classes or groups of employees:
SWORN SAFETY (Fire and Police) - Comprehensive physical examinations for candidates for
employment in the sworn safety classifications. These examinations include:
Clinical Evaluation
Vision Exam
Audiogram/Hearing Exam
Urine Drug Screen
TB Test
Panel of Laboratory Tests (includes Blood Count, Metabolic Panel, Lipid Panel, Urinalysis and
Hepatitis B Antibody)
Chest X-ray
Lumbar Spine X-ray
Lift Test
Cardiovascular Stress Test performed by Board Certified Cardiologist
Pulmonary Function Test
FIELD PERSONNEL - Comprehensive physical examinations for field services candidates. These
examinations include:
Clinical Evaluation
Vision Exam
Audiogram/Hearing Exam
Urine Drug Screen
TB Test
Panel of Laboratory Tests (includes Blood Count, Metabolic Panel and Hepatitis B Antibody)
Lift Test
ADMINISTRATIVE AND PART-TIME PERSONNEL - Basic physical examinations for general office clerical
and administrative full-time and part-time candidates. These examinations include:
Clinical Evaluation
Vision Exam
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