City of Nashua Purchasing Department

Administrative Services Division 229 Main Street - Nashua, NH 03060

(603) 589-3330 Fax (603) 594-3233

Monday, September 28, 2026

REQUEST FOR PROPOSAL RFP0589-111326

Comprehensive Firefighter Occupational Health Evaluations & Early Detection Cancer Screenings

1. Purpose & Scope of Objective This Request for Proposal (RFP) invites proposals from qualified occupational health providers, medical groups, or mobile health screening vendors. The selected vendor will provide comprehensive medical evaluations, physical fitness assessments, and early cancer detection screenings for City of Nashua Firefighters, Police Officers, and Department of Public Works employees.

Fire personnel testing must comply with NFPA 1582 standards (Standard on Comprehensive Occupational Medical Program for Fire Departments). Police personnel testing must comply with the State of NH Police Standards and Training Form D. The program aims to determine for just Fire and Police personnel fitness for duty ("fit for team assignment") while identifying early-stage oncological and cardiovascular risks for all three departments

The city may at its sole discretion make one or multiple awards of funding for each Exhibit found in the proposal. The City, through the Mayor, who is the awarding authority reserves the right to reject any and all proposal or parts or parts of proposals; to waive any defects, information, and minor irregularities; to accept exceptions to these specifications; to award contracts or to cancel this request if in the City’s best interest.

2. Target Population & Demographics

• Total Members: An estimated 500 personnel.

• Special Cohorts: Dive Team and Hazardous Materials (HAZ-MAT) team members require specific heavy metal toxicity screening, as do Police Firearms and Bomb Squad Unit members.

• Age-Based Protocols: Specific diagnostic testing applies to personnel aged 40 and older.

3. Schedule The following table provides a Schedule of events for this Request for Proposal (RFP) through contract finalization and approval. The City of Nashua reserves the right to amend this schedule as its sole discretion and at any time through a published addendum.

PROCESS TIMELINE DATE

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RFP0589-111326

RFP Released

9/28/2026

Deadline for Proposer’s questions 10/09/2026,at 10:00 am

Vendor Question Answers Posted

10/19/2026 at 3:00 pm

Proposal Due 11/13/2026 at 2:00 pm

Estimate Timeframe for Oral Presentations and interviews (If deemed necessary)

Weeks of 12/7/2026 and 12/14/2026

Estimated Notification of Selection 2/19/2027

Estimated Award 7/30/2027

Screenings Initial screenings begin in January 2028

Vendors must possess the capability to perform and interpret the following diagnostic panels noted in the following three exhibits.

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EXHIBIT A

Required Clinical Services & Testing for Firefighters

Medical & Work History o Comprehensive medical history review and occupational exposure tracking.

Imaging & Cardiopulmonary Diagnostics o Chest X-Ray: Comparative reading of abnormal X-rays (5-year increments) o Pulmonary Function Profile: Pulmonary Function Test (PFT) for respiratory clearance.

o Resting Cardiogram: Standard electrocardiogram (ECG/EKG).

Laboratory Services (Utilizing LabCorp Profiles or Exact Equivalents) o LabCorp Profile #010322: Comprehensive Chemistry & Metabolic Panel.

o LabCorp Profile #002303 (PSA): Prostate-Specific Antigen for males aged 40+.

o LabCorp Profile #004259 (CA-125): Ovarian Cancer Screening for female personnel.

o LabCorp Test #120188 (TSH): Thyroid Stimulating Hormone.

o LabCorp Test #167015: Lipoprotein A cardiovascular risk marker.

o LabCorp Profile #706200: Apolipoprotein B lipid panel marker.

o Heavy Metal Screening: Blood panel tracking Arsenic (As), Cadmium (Cd), Mercury (Hg), and Lead (Pb) for the 90 HAZ-MAT team members.

o Multi-Cancer Blood Testing multi-cancer blood test that detects signals from as many cancer types as possible, including those that are commonly unscreened.

Comprehensive Early Detection Health Ultrasound (9 Body Parts) o Echocardiogram o Carotid Arteries o Aortic Aneurysm o Thyroid o Abdominal Study (Liver, Gallbladder, Spleen, Kidney, Bladder) o Pelvis (External / Women) o Prostate & Testicular (Men)

Physical Examination & Firefighter Clearance o Audiometric Exam: Hearing conservation screening.

o Vision Screening: Standard visual acuity and color vision testing.

o Skin Check: Visual Scan of the entire body.

o Vital Signs: Blood pressure, height, weight, and Body Mass Index (BMI).

o Fire Fighter Clearance #4714E: Respirator and Personal Protective Equipment

(PPE) clearance.

Page | 4 o Medical Clearance Form (Exhibit D): Employees bring Exhibit D with them. The areas in red are filled out by the employee, and the rest of the document is filled out by the provider.

Fitness & WFI Submaximal Evaluation (NFPA 1582) o Exercise Stress Test: Sub-maximal Treadmill Test with a 12-lead EKG, including official Cardiologist Interpretation.

o Body Composition Assessment: Lean mass vs. body fat tracking.

o Aerobic Capacity: WFI Submaximal Graded Treadmill Evaluation (per NFPA 1582

C.2.1.3).

Musculoskeletal Assessments:

▪ Hand grip strength evaluation (NFPA C.2.1.5).

▪ Vertical Jump Assessment (NFPA C.2.1.8) OR Leg Strength Evaluation

(NFPA C.2.1.6).

▪ Arm Strength Evaluation (NFPA C.2.1.7).

▪ Push-up muscle endurance evaluation (NFPA C.2.1.9).

▪ Prone static plank core stabilization assessment (NFPA C.2.1.11).

▪ Sit and Reach Flexibility evaluation (NFPA C.2.1.12).

Cardiovascular Risk Modeling o AHA/ACC ASCVD Risk Calculation: 10-year risk assessment of developing a heart attack or stroke (calculated for all individuals over the age of 40).

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EXHIBIT B

Required Clinical Services & Testing for Police Officers o Chest X-Ray: Comparative reading of abnormal X-rays (5-year Increments o Pulmonary Function Profile: Pulmonary Function Test (PFT) for respiratory o LabCorp Profile #002303 (PSA): Prostate-Specific Antigen for males aged 40+.

o LabCorp Profile #004259 (CA-125): Ovarian Cancer Screening for female personnel.

o LabCorp Test #120188 (TSH): Thyroid Stimulating Hormone.

o LabCorp Test #167015: Lipoprotein A cardiovascular risk marker.

o LabCorp Profile #706200: Apolipoprotein B lipid panel marker.

o Heavy Metal Screening: Blood panel tracking Arsenic (As), Cadmium (Cd), Mercury (Hg), and Lead (Pb) for the special team members.

o Multi-Cancer Blood Testing multi-cancer blood test that detects signals from as many cancer types as possible, including those that are commonly unscreened.

Comprehensive Early Detection Health Ultrasound (9 Body Parts) o Echocardiogram o Carotid Arteries o Aortic Aneurysm o Thyroid o Abdominal Study (Liver, Gallbladder, Spleen, Kidney, Bladder)

Physical Examination & Police Clearance o Vision Screening: Standard visual acuity and color vision testing.

o Skin Check: Visual Scan of the entire body.

o Vital Signs: Blood pressure, height, weight, and Body Mass Index (BMI).

o Police Officer special team members: Respirator (PPE) clearance.

o Police Officer medical evaluation: General occupational health clearance.

• State of NH Police Standards and Training Form D

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Fitness & WFI Submaximal Evaluation o Exercise Stress Test: Sub-maximal Treadmill Test with a 12-lead EKG, including official Cardiologist Interpretation.

o Body Composition Assessment: Lean mass vs. body fat tracking.

o Aerobic Capacity: WFI Submaximal Graded Treadmill Evaluation

▪ Push-up muscle endurance evaluation.

▪ Prone static plank core stabilization assessment.

▪ Sit and Reach Flexibility evaluation.

▪ Sit-up endurance evaluation.

o AHA/ACC ASCVD Risk Calculation: 10-year risk assessment of developing a heart attack or stroke (calculated for all individuals over the age of 40).

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EXHIBIT C

Required Clinical Services & Testing for Department of Public Works Employees o Chest X-Ray: Comparative reading of abnormal X-rays o Pulmonary Function Profile: Pulmonary Function Test (PFT) for respiratory o LabCorp Profile #002303 (PSA): Prostate-Specific Antigen for males aged 40+.

o LabCorp Profile #004259 (CA-125): Ovarian Cancer Screening for female personnel.

o LabCorp Test #120188 (TSH): Thyroid Stimulating Hormone.

o LabCorp Test #167015: Lipoprotein A cardiovascular risk marker.

o LabCorp Profile #706200: Apolipoprotein B lipid panel marker.

o Multi-Cancer Blood Testing: multi-cancer blood test that detects signals from as many cancer types as possible, including those that are commonly unscreened.

Comprehensive Early Detection Health Ultrasound (9 Body Parts) o Echocardiogram o Carotid Arteries o Aortic Aneurysm o Thyroid o Abdominal Study (Liver, Gallbladder, Spleen, Kidney, Bladder)

Physical Examination o Vision Screening: Standard visual acuity and color vision testing.

o Skin Check: Visual Scan of the entire body.

o Vital Signs: Blood pressure, height, weight, and Body Mass Index (BMI).

o Department of Public Works Employee: General occupational health clearance.

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Fitness & WFI Submaximal Evaluation o Exercise Stress Test: Sub-maximal Treadmill Test with a 12-lead EKG, including official Cardiologist Interpretation.

o Body Composition Assessment: Lean mass vs. body fat tracking.

▪ Meets physical requirements in their Public Works job description.

AHA/ACC ASCVD Risk Calculation: 10-year risk assessment of developing a heart attack or stroke (calculated for all individuals over the age of 40).

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4. Collection of Information & Data Reporting

All identifiable information collected during the screenings is considered medical information and treated as protected health information (PHI) and handled in accordance with the Health Insurance Portability and Accountability Act (HIPAA) regulations.

All data shall be kept confidential and secure. No identifiable information shall be disclosed to any organization, individual, or entity without explicit consent from the participant, except as required by law. At the end of the program, all PHI shall be securely destroyed in compliance with HIPAA requirements.

At the conclusion of the screenings a comprehensive aggregate report of the program’s findings shall be provided to the City of Nashua.

This report shall include:

o The number of employees screened

▪ At minimum include Age, ethnicity, gender, years of active service o The tests conducted o Positive /negative results of the tests o Types of cancer identified o Any additional actionable findings o Follow screenings discussed o Trends observed utilizing age, ethnicity, gender, years of service

The screening provider must create and distribute an optional end of screenings survey.

This survey will aim to collect information on the process including the sharing and follow-up of findings and any additional cost associated with the follow-up.

5. Service Delivery Model Scheduling Screenings Testing must be executed utilizing a phased operational approach to accommodate departmental shift schedules and take place in Nashua, NH.

• Work with designated city leadership to ensure scheduling requirements.

• Availability for nights and weekends

• Use of City of Nashua location and accessibility

6. Collection of Information & Data Reporting

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All identifiable information collected during the screenings is considered medical information and treated as protected health information (PHI) and handled in accordance with the Health Insurance Portability and Accountability Act (HIPAA) regulations. All data shall be kept confidential and secure. No identifiable information shall be disclosed to any organization, individual, or entity without the participant's explicit consent, except as required by law. At the end of the program, all PHI shall be securely destroyed in compliance with HIPAA requirements.

At the conclusion of the screenings, a comprehensive aggregate report of the program’s findings shall be provided to the City of Nashua.

This report shall include:

• The number of employees screened o At minimum, include Age, ethnicity, gender, and years of active service

• The tests conducted

• Positive /negative results of the tests

• Types of cancer identified

• Any additional actionable findings

• Follow-up screenings discussed

• Trends observed utilizing age, ethnicity, gender, years of service

The screening provider must create and distribute an optional end-of-screening survey. This survey aims to collect information on the process, including the sharing and follow-up of findings, as well as any additional costs associated with the follow-up.

8. Deliverables

• Finalized Results Deadline: All testing, evaluations, and individual health reports must be finalized by the following dates specific to each department.

o Fire- first week of April 2028 o Police-first week of July 2028 o DPW-first week of October 2028

• Fitness for Duty Clearance specific to fire personnel: The vendor must issue an explicit, clear determination for each member regarding their ability to be assigned to active teams ("fit for team assignment").

• Data Delivery: Any abnormal findings require a phone call to be made to the individual by a qualified healthcare professional who can advise of the findings, discuss appropriate guidance for next steps, and answer any questions the individual may have.

Reporting of all other results shall be sent directly to the participant and must comply with all HIPAA requirements. Results must be reviewed by a qualified healthcare provider and delivered to the participant no later than twenty (20) business days from the date of the screening. Along with the test results, the vendor shall provide appropriate follow-up guidance from a qualified healthcare professional to individuals requiring additional care or testing.

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9. Proposal Submission Requirements

Interested vendors must submit proposals containing the following sections:

1. Qualifications & Certifications: Evidence of clinical licenses, board-certified cardiologists/radiologists for interpretations, and experience with NFPA 1582 protocols.

2. Operational Plan: Confirmation of capability to provide hourly scheduling blocks and a phased 2-week timeline.

3. Pricing Model: Proposers shall provide pricing for each individual test identified in the Pricing Proposal Sheet. In addition to individual test pricing vendor shall provide aggregate pricing for the complete package of required tests as described below.

A. Individual Test Pricing- Vendors shall provide a unit price for each individual test. Unit prices shall include all costs associated with performing and reporting the test, unless otherwise identified by the vendor.

B. Aggregate Pricing- Individual Employee- Vendors shall provide a lump-sum aggregate price, per individual employee, for the complete package of tests identified in the Pricing Proposal Sheet. The aggregate price should reflect any discount the vendor is willing to provide when the City purchases the complete package of required tests for an individual employee rather than purchasing each test separately.

C. Aggregate Pricing- Police, Fire and Division of Public Works- Vendors shall provide a lump-sum aggregate price for the complete package of required tests for all employees. The aggregate section should reflect any additional volume discount the vendor is willing to provide based on the City’s purchase of the complete package of required tests for all employees.

D. Program Administration Cost- On your own letterhead, on a separate sheet, provide an itemized breakdown of expenses, equipment, and fees that encompass the entire screening process. Be sure to include any additional fees for system implementation, reporting, data management, follow-up with individuals who participate in the screenings, and any other applicable costs for the screening process.

The City reserves the right to purchase individual tests, or either of the aggregates or a combination thereof, depending on the City’s needs and is not obligated to purchase the aggregate package solely because aggregate pricing is provided.

Proposers shall clearly identify any assumptions, minimum quantities, volume requirements, exclusions, or other conditions associated with the proposed aggregate pricing.

4. Data Security: Documentation of HIPAA compliance regarding data storage, patient portals, and physical record security.

10. Evaluation Criteria Proposals will be evaluated based on the following metrics:

Initial Review Submitted Proposals All proposals will be initially evaluated to determine if they meet the mandatory requirements:

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1. The proposal must have been received on or before the specified deadline.

2. The proposal must be complete, in the required format, and comply with the material requirements of this RFP

3. Vendors must provide references as outlined

Failure to meet these requirements may result in a rejected proposal. No proposal shall be rejected, however, if it contains a minor irregularity, defect or variation, if the irregularity, defect or variation is considered by the City to be immaterial or inconsequential. In such cases, the vendor will be notified of the deficiency and given an opportunity to correct the irregularity, defect or variation, or the City may elect to waive the deficiency and accept the proposal.

Criteria for Selection All proposals received from vendors will be reviewed and evaluated by a committee of qualified personnel. This committee will recommend for selection the proposal which most closely meets the requirements of the RFP and is the most advantageous to the City. The City of Nashua is not bound to accept the lowest priced proposal if that proposal is not in the best interest of the City as determined by the City. The City reserves the right to accept or reject and/or all offers, to waive any/or all formalities, to clarify any discrepancies in the proposal and to award a contract in the best interest of the City.

Contract(s) will be awarded based on a competitive selection of proposals received. A review committee comprised of city stakeholders will be convened to evaluate the proposals and provide a recommendation. Below are specifics as to what the committee will be looking for

• Qualifications and experience of the project team

• Past performance and service on similar projects and responses from client references

• Full clinical compliance with listed LabCorp profiles, ultrasound panels, and NFPA fitness tests.

• Ability to strictly adhere to the departmental shift scheduling blocks.

• Proven experience working with municipal fire departments or hazardous materials teams.

• Cost-effectiveness of the comprehensive package.

• Overall quality of submission

These criteria will be used to evaluate, rate, and rank the proposals received. The City may choose to interview the top three respondents following the ranking, or immediately select a vendor from the submitted proposals.

The vendor selected shall be expected to comply with all applicable federal and state laws in performance of services. The consideration of all proposals and subsequent selection of the successful vendors shall be made without regard to race, color, sex, age, handicap, religion, political affiliation or national origin. Services provided by the successful vendor shall be rendered under a Professional Services contract, which has been included in this RFP.

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Respondent vendors must identify any exceptions or objections they have to the City’s sample Standard Form of Agreement, General Conditions, and Supplementary Conditions documents.

The City may from time to time revise the above listed documents. The City will not accept or entertain any exceptions or objections to the above listed documents at any time after proposal submittal except and only to the extent the City subsequently makes a material change to a substantive provision of the above listed terms and conditions.

11. Inquiries & Proposal Submissions

The sole point of contact for the RFP, from the RFP issue date until the approval of the contract is Amy Girard , Purchasing Manager, City of Nashua purchasing@nashuanh.gov.

All inquiries concerning this RFP, including but not limited to requests for clarifications, questions, any changes to the RFP, and any exceptions, shall be submitted via e-mail no later than October 9, 2026, at 10:00 am, to the City of Nashua’s point of contact specified above.

Inquires must be submitted in writing citing the RFP title/number, page and section.

The City assumes no liability for assuring accurate and complete email transmission/receipt and is not responsible to acknowledge receipt.

The City will consider all timely-received questions and requests for change and, if reasonable and appropriate, will issue an addendum to clarify or modify this RFP. Answers to vendor submitted questions and other addenda will be posted on the City of Nashua website www.nashuanh.gov under Services; Bid Opportunities; Current Bids (Refer to RFP0589-111326 and on Bonfire no later than October 19, 2026 at 3:00 pm.

The City hereby notifies all vendors that it will affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full opportunity to submit proposals in response to this invitation and will not be discriminated against on the grounds of race, color, national origin, sex, age, or disability in consideration for an award.

All proposals are binding for eight months following the deadline for proposals, or until the effective date of any binding resulting contract, whichever is later.

Proposals must be submitted in the format provided and address the items specified in this request. The City may reject any or all proposals on any basis and without disclosure of a reason. The failure to make such a disclosure shall not result in accrual of any right, claim, or cause of action by any unsuccessful proposer against the City. The City reserves the right to waive any irregularities when doing so will serve the public interest. The City also reserves the right to negotiate any change or amendment in any proposal without soliciting further requests for proposals if the action is necessary for the best interest of the City.

mailto:Naultc@nashuanh.gov http://www.nashuanh.gov/

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The City will reject the proposal of any vendor who is presently debarred, declared ineligible or excluded by any Federal department or agency, and reserves the right to reject the proposal of any proposer who has previously failed to perform any contract properly for any purchaser, or to complete on time, contracts of a similar nature, who is not in the position to perform the contract, or who has neglected the payment of bills or otherwise disregarded its obligations to clients, purchasers, subcontractors, material men, or employees.

The City is exempt of all taxes. All proposals must be FOB Nashua, NH. All vendors must comply with Equal Employment Opportunity laws.

Pursuant to NRO 5-78(F), the Purchasing Manager shall not solicit a bid from a contractor who is in default on the payment of taxes, licenses, or other monies due to the City. Therefore, this proposal request is void for anyone in default on said payments.

Vendor Conferences may be scheduled at an agreed-upon time if the City of Nashua seeks further questions or clarification. If a vendor conference is scheduled, it will be announced via an addendum so that everyone interested may attend.

The City is now accepting submittals electronically via Bonfire. Please review the electronic documents linked here: Bonfire Vendor Registration and Bonfire Vendor Submission for more information. We strongly recommend that you give yourself sufficient time and at least one (1) business day before due date to begin the uploading process and finalize your submission. Copies are also available on the City’s website in the Purchasing section within the Bids section. If a vendor chooses to submit their proposal outside of Bonfire, the following are alternate options:

If a vendor chooses to submit their proposal outside of Bonfire, the following are alternate options:

• Paper: Submission one (1) copy and one digital copy on a USB drive in sealed envelope(s) or package(s) clearly marked "RFP0589-111326" Proposals must be submitted in the format provided and address the item(s) specified in the RFP package.

Regardless of the method of submission, proposals must be received no later than 2:00pm on Friday, November 13, 2026 in the Purchasing Department; City Hall, 229 Main Street, Room 11, Nashua, NH 03061. Postmarks or other timestamps will not be accepted in lieu of actual delivery.

Vendors can use whatever delivery mechanism it chooses as long as it remains clear that the vendor is responsible for submissions prior to the date and time.

The time of receipt shall be considered when a proposal has been officially documented by the Purchasing Department, in accordance with its established policies, as having been received at the location designated above. The City accepts no responsibility for mislabeled mail. Any and all damage that may occur due to shipping shall be the vendor’s responsibility.

Proposals shall follow the format below and provide the required information set forth below:

https://nashuanh.bonfirehub.com/portal/?tab=openOpportunities https://www.nashuanh.gov/DocumentCenter/View/28837/Bonfire-Process-Overview---Vendor-Registration https://www.nashuanh.gov/DocumentCenter/View/28838/Bonfire-Process-Overview---Vendor-Submission

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1. Cover Page: This should identify the project manager and their direct contact information, phone number, and e-mail address

2. Executive summary of proposal (Maximum of 2 pages)

3. Vendor qualifications

a. Description of vendor’s qualifications, abilities, experience, and expertise in providing the requested services.

b. Documentation on accreditation and licensing

c. Outline of staffing o Describe the experience and qualifications of the staff person at the organization who will oversee this RFP process

4. References

a. Vendor must supply a minimum of four (4) references

i. Include the name of the entity

ii. Contact person’s name

iii. Phone number

iv. E-mail addresses

v. Mailing address

vi. Type of Service provided

vii. Dates of Service

5. Technical Proposal on how the vendor will provide services to meet the requirements as outlined in the RFP.

a. Outline of space requirements and equipment if requesting to utilize space within the City of Nashua

b. The technical proposal should explain the scope of work as understood by the vendor and detail the approach, activities and work products. Your proposal shall also include and identify suggested revisions and improvements to the scope of work that might benefit the project either in efficiency or financially.

6. Price Proposal- Proposals should be inclusive of all costs necessary to execute this project.

Pricing should be on the attached proposal sheet, including any specific adjustments for age-based protocols (40+) or HAZ-MAT specific panels.

Program Administration Cost- On your own letterhead, on a separate sheet, provide an itemized breakdown of expenses, equipment, and fees that encompass the entire screening process. Be sure to include any additional fees for system implementation, reporting, data management, follow-up with individuals who participate in the screenings, and any other applicable costs associated with the screening process.

7. Other attachments as applicable

8. Copy of the RFP initialed and dated

9. City Projects: Provide a list of project awards vendor has received from the City of Nashua in the past 5 years. Please include project details, City departments, and City project lead.

10. Any additional information that the vendor considers pertinent for consideration should be included in a separate section of the proposals. The City solicits a statement explaining why the vendor believes its approach would be the most cost-effective for the City.

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11. The submission must declare that it is made without collusion with any other person or entity submitting a proposal pursuant to this RFP.

12. Any and all addenda issued after the release of the RFP. Addenda can be found on the City’s website or on Bonfire with the original proposal documents.

Disclosure of any potential conflict or statement that there are none to the best knowledge of the vendor(s). Also, vendor(s) should state their intention to comply with the no-conflict provision of the RFP.

General Submission Requirements

a. Responses to this RFP shall be submitted on 8.5 by 11-inch sheets

b. If submitting via paper, responses shall be bound

c. Pages will use one-inch minimum margins and font size shall be eleven points

(minimum) and shall be double-side printed.

d. There is no page limit; however, it is noted that relevance and brevity shall be considered during evaluation of the submittals

Prospective applicants who have any questions regarding this opportunity may contact:

Amy Girard | Purchasing Manager City of Nashua | Administrative Services Division 229 Main Street | Nashua, NH 03060 Email: purchasing@nashuanh.gov Ph: 603-589-3330

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GENERAL REQUIREMENTS

A. To be eligible for an award, a vendor must be deemed "responsible". A responsible vendor:

• has the ability, capacity and skill to provide the goods or services required

• can provide the goods or services within the time frame specified

• has a satisfactory record of integrity, reputation, judgment and experience

• has sufficient financial resources to provide the goods or services

• has an ability to provide future maintenance and support as required

• providing the vendor has provided goods or services to the City, has developed a positive track record with the City

B. The successful vendor will be required to provide the City with certificates of insurance for coverage as listed below and endorsements affecting coverage required by the contract within ten (10) calendar days after the City issues the notice of award. The City requires thirty (30) calendar days written notice of cancellation or material change in coverage. The certificate and endorsements for each insurance policy must be signed by a person authorized by the insurer and who is licensed by the State of New Hampshire. General Liability, Employer’s Liability and Auto Liability policies must name the City of Nashua as an additional insured and reflect on the certificate of insurance:

• Comprehensive General Liability and Professional Liability insurance in the amount of $1,000,000 per occurrence and $3,000,000 aggregate

• $1,000,000 Combined Single Limit Automobile Liability (coverage must include all owned, non-owned and hired vehicles)

• Workers' Compensation Coverage in compliance with the State of New Hampshire statutes, $100,000/$500,000/$100,000

• Medical Malpractice insurance in the amount of $1,000,000 per occurrence and $3,000,000 aggregate. If coverage is provided on a claims-made basis as opposed to an occurrence basis, the Contractor shall obtain unlimited tail insurance if coverage is cancelled, not renewed or if either result in a gap in coverage;

The above liability requirements can be met with a combination of underlying and umbrella/excess insurance.

All vendors and subcontractors at every tier under this project will fully comply with NH RSA Chapter 281- A, "Workers' Compensation".

C. The City also reserves the right to negotiate any change or amendment in any proposal without soliciting further proposals if the action is necessary for the best interest of the City.

D. The City may conduct discussions with responsible vendors prior to selection. Successful vendors shall begin performance upon receipt of an executed contract and a valid purchase order issued from the City.

E. The City may reject any and all responses on any basis and without disclosure of a reason. The failure to make such a disclosure shall not result in accrual of any right, claim, or cause of action by any unsuccessful vendor against the City.

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F. After the initial designation of a vendor, City Staff will work with the selected vendor to negotiate final terms and conditions between the City and the successful vendors prior to the Contract Award. A draft contract is attached.

G. The vendor shall meet all requirements of the Americans with Disabilities Act.

H. The City encourages disadvantaged business enterprise (DBE) participation from contractors and/or subcontractors.

I. The vendor should understand that under the New Hampshire Right-to-Know Law, all documents submitted in response to this request, including financial information, are considered public information and will be made available to the public upon request, unless specifically exempted under the law.

J. Any vendor submitting a proposal may appeal a pending award prior to award by the City. The appellant must:

a. Submit a written protest to the City’s Purchasing Manager within five (5) business days after the proposal opening.

b. Describe, in the written protest, the issues to be addressed on appeal

c. Post, with the written protest, a bond with a surety meeting the requirements of General

Condition 5.02 authorized to do business in this state or submit other security in a form approved by the City who will hold the bond or security until a determination is made on the appeal.

d. Post the bond or other security in the amount of 25% of the total dollar value of the appellant’s bid, up to a maximum bond or other security amount of $250,000.00.

e. Not seek any type of judicial intervention until the City has rendered its final decision on the protest.

The City will stop award actions until after the City’s Purchasing Manager has responded in writing to the protest. If the appellant is not satisfied with the response, the appellant may then protest to the Board of Aldermen, who will render a final decision for the City. No award protests will be heard by the Board of Aldermen unless vendor has followed the appeal process.

If an appeal is granted, the full amount of the posted bond or security will be returned to the appellant.

If the appeal is denied or not upheld, a claim may be made against the bond for expenses suffered by the City because of the unsuccessful appeal.

The City is not liable for any costs, expenses, attorney’s fees, loss of income, or other damages sustained by the appellant in a proposal appeal process.

K. The City assumes no liability for the payment of costs and expenses incurred by any vendor in responding to this request. All proposals become sole property of The City. This is not a contract and shall not be interpreted as such but rather serves as an instrument through which proposals are solicited.

Medical Clearance Form

Dive Team & HAZ-MAT Team Members

Department / Agency: Nashua Fire Rescue Vendor / Evaluating Provider: UDS ____________________________________

Program: ☐ Dive Team ☐ HAZ-MAT Team ☐ Both

Member Information

• Name(print): ____________________________________________

• Date of Birth: ____ / ____ / ______

Purpose of Evaluation

This evaluation is to determine medical fitness for participation as a member of the Nashua Fire Dive Team and/or Hazardous Materials (HAZ‑MAT) Team.

Medical Standards Reference (check all that apply)

☐ NFPA 1582 – Standard on Comprehensive Occupational Medical Program for Fire Departments

☐ NFPA 1006 / 1670 (as applicable)

☐ OSHA 29 CFR 1910.120 (HAZWOPER)

☐ OSHA 29 CFR 1910.134 (Respiratory Protection)

Medical Provider Assessment

Based on a medical history review, physical examination, and any testing deemed necessary by the evaluating medical provider, the individual listed above is:

GirardA Typewritten text Exhibit D

☐ Medically cleared for full, unrestricted participation in Dive Team and/or HAZ‑MAT operations.

☐ Not medically cleared for participation at this time, and has been given follow up instructions to obtain medical clearance.

Certification by Medical Provider

I certify that I have evaluated the above‑named individual and rendered a medical opinion regarding fitness for duty based on applicable occupational medical standards.

• Provider Name (print): ______________________________________

• Practice / Facility: _________________________________________

• Address: ____________________________________________________

• Phone: __________________________

• Email: ___________________________

Provider Signature: ___________________________________________ Date: ____ / ____ / ______

Authorization

I authorize the release of this medical clearance determination to my department/vendor. This form does not authorize release of detailed medical records.

Member Signature: ____________________________________________ Date: ____ / ____ / ______

This form is intended to document medical clearance status only and does not replace ongoing medical surveillance or re‑evaluation requirements.

AG 1 of 4

CONTRACT FOR PROFESSIONAL SERVICES

TITLE

A CONTRACT BETWEEN

THE CITY OF NASHUA, 229 MAIN STREET, CITY HALL, NASHUA, NH 03060

AND

and its successors, transferees and assignees (together “Professional Consultant”)

NAME AND TITLE OF PROFESSIONAL CONSULTANT

ADDRESS OF PROFESSIONAL CONSULTANT

WHEREAS, the City of Nashua, a political subdivision of the State of New Hampshire, from time to time requires the services of a Professional Consultant; and

WHEREAS, it is deemed that the services of a Professional Consultant herein specified are both necessary and desirable and in the best interests of the City of Nashua; and

WHEREAS, Professional Consultant represents they are duly qualified, equipped, staffed, ready, willing and able to perform and render the services hereinafter described;

NOW, THEREFORE, in consideration of the agreements herein made, the parties mutually agree as follows:

1. DOCUMENTS INCORPORATED. The following exhibits are by this reference incorporated herein and are made part of this contract:

Exhibit A--General Conditions for Contracts

Exhibit B--Scope of Services, Contract Time, Fee Schedule

The Contract represents the entire and integrated agreement between the parties and supersedes prior negotiations, proposals, representations or agreements, either written or oral. Any other documents which are not listed in this Article are not part of the Contract.

In the event of a conflict between the terms of the Proposal and the terms of this Agreement, a written change order and/or fully executed City of Nashua Purchase Order, the terms of this Agreement, the

AG 2 of 4 written change order or the fully executed City of Nashua Purchase Order shall control over the terms of the Proposal.

2. WORK TO BE PERFORMED Except as otherwise provided in this contract, Professional Consultant shall furnish all services, equipment, and materials and shall perform all operations necessary and required to carry out and perform in accordance with the terms and conditions of the contract the work described.

DESCRIPTION OF WORK:

3. PERIOD OF PERFORMANCE. Professional Consultant shall perform and complete all work by which date shall only be altered by mutually approved written agreement to extend the period of performance or by termination in accordance with the terms of the contract. Professional Consultant shall begin performance upon receipt of an Executed Contract and a valid Purchase Order issued from the City of Nashua.

4. COMPENSATION. Professional Consultant agrees to perform the work for a total cost not to exceed

The Contract Sum shall include all items and services necessary for the proper execution and completion of the Work.

Unless Professional Consultant has received a written exemption from the City of Nashua, Professional

Consultant shall submit monthly requests for payment for services performed under this agreement in accordance with the values stated in the Agreement. Such requests shall be supported by such data substantiating the Professional Consultants right to payment as the City of Nashua may reasonably require.

Professional Consultant shall submit monthly requests for payment for services performed under this agreement shall be submitted as follows:

➢ Electronically via email to VendorAPInvoices@NashuaNH.gov

OR

➢ Paper Copies via US Mail to:

City of Nashua, City Hall

Accounts Payable

229 Main Street

Nashua, NH 03060 file://///CityFile/Secure/DPWShare/ADMIN%20DEPT/Finance/Contract%20Templates/Professional%20Engineering%20Services%20Contract%20Documents/VendorAPInvoices@NashuaNH.gov

AG 3 of 4

Please do not submit invoices both electronically and paper copy.

In addition, and to facilitate the proper and timely payment of applications, the City of Nashua requires that all submitted invoices contain a valid PURCHASE ORDER NUMBER.

Requests for payment shall be submitted no later than fifteen (15) days after the end of each month and must include a detailed summary of the expenditures reported in a form that supports the approved budget.

Specifically, Professional Consultant agrees to provide the following with each request for payment:

1. Appropriate invoice forms. The forms shall include the project purchase order number, a listing of personnel hours and billing rates, and other expenditures for which payment is sought.

2. A progress report. The report shall include, for each monthly reporting period, a description of the work accomplished, problems experienced, upcoming work, any extra work carried out, and a schedule showing actual expenditures billed for the period, cumulative total expenditures billed and paid to date under the contract, and a comparison of cumulative total expenditures billed and paid to the approved budget.

The City of Nashua will pay for work satisfactorily completed by Professional Consultant. The City of

Nashua will pay Professional Consultant within 30 days of approval by the City of Nashua of the submitted invoice forms and progress reports. The City of Nashua will make no payments until the invoice forms and progress reports have been submitted and approved.

5. EFFECTIVE DATE OF CONTRACT. This contract shall not become effective until executed by the City of Nashua.

6. NOTICES. All notices, requests, or approvals required or permitted to be given under this contract shall be in writing, shall be sent by hand delivery, overnight carrier, or by United States mail, postage prepaid, and registered or certified, and shall be addressed to:

CITY OF NASHUA REPRESENTATIVE: PROFESSIONAL CONSULTANT REPRESENTATIVE:

Any notice required or permitted under this contract, if sent by United States mail, shall be deemed to be given to and received by the addressee thereof on the third business day after being deposited in the mail.

The City of Nashua or Professional Consultant may change the address or representative by giving written notice to the other party.

AG 4 of 4

IN WITNESS WHEREOF, the parties hereto have caused this contract to be signed and intend to be legally bound thereby.

City of Nashua, NH (signature) (signature)

James W. Donchess, Mayor

(Printed Name and Title) (Printed Name and Title)

Date Date

GC 1 of 13

EXHIBIT A

TABLE OF CONTENTS

GENERAL CONDITIONS

1. DEFINITIONS GC--2

2. PROFESSIONAL CONSULTANT STATUS GC--2

3. STANDARD OF CARE GC--2

4. CITY OF NASHUA REPRESENTATIVE GC--3

5. CHANGES TO SCOPE OF WORK GC--3

6. CITY OF NASHUA COOPERATION GC--3

7. DISCOVERY OF CONFLICTS, ERRORS, OMISSIONS, AMBIGUITIES, OR

DISCREPANCIES GC--3

8. TERMINATION OF CONTRACT GC--4

9. DISPUTE RESOLUTION GC--5

10. NO DAMAGES FOR DELAY GC--6

11. INSURANCE GC--6

12. INDEMNIFICATION GC--7

13. FISCAL CONTINGENCY GC--7

14. COMPENSATION GC--7

15. COMPLIANCE WITH APPLICABLE LAWS GC--7

16. NONDISCRIMINATION GC--8

17. ENDORSEMENT GC--8

18. ASSIGNMENTS, TRANSFER, DELEGATION, OR SUBCONTRACTING GC--8

19. CITY INSPECTION OF CONTRACT MATERIALS GC--9

20. DISPOSITION OF CONTRACT MATERIALS GC--9

21. PUBLIC RECORDS LAW, COPYRIGHTS, AND PATENTS GC--9

22. FINAL ACCEPTANCE GC--10

23. TAXES GC--10

24. NON-WAIVER OF TERMS AND CONDITIONS GC--10

25. RIGHTS AND REMEDIES GC--10

26. PROHIBITED INTERESTS GC--10

27. THIRD PARTY INTERESTS AND LIABILITIES GC--11

28. SURVIVAL OF RIGHTS AND OBLIGATIONS GC--11

29. SEVERABILITY GC--11

30. MODIFICATION OF CONTRACT AND ENTIRE AGREEMENT GC--11

31. CHOICE OF LAW AND VENUE GC--11

GC 2 of 13

General Terms and Conditions

1. DEFINITIONS Unless otherwise required by the context, "Professional Consultant”, and its successors, transferees and assignees (together “Professional Consultant”) includes any of the Professional Consultant's consultants, sub consultants, contractors, and subcontractors

2. PROFESSIONAL CONSULTANT STATUS The parties agree that Professional Consultant shall have the status of and shall perform all work under this contract as a Professional

Consultant, maintaining control over all its consultants, sub consultants, contractors, or subcontractors. The only contractual relationship created by this contract is between the

City of Nashua and Professional Consultant, and nothing in this contract shall create any contractual relationship between the City of Nashua and Professional Consultant's consultants, sub consultants, contractors, or subcontractors. The parties also agree that

Professional Consultant is not a City of Nashua employee and that there shall be no:

(1) Withholding of income taxes by the City of Nashua:

(2) Industrial insurance coverage provided by the City of Nashua;

(3) Participation in group insurance plans which may be available to employees of the City of Nashua;

(4) Participation or contributions by either the Professional Consultant or the

City of Nashua to the public employee’s retirement system;

(5) Accumulation of vacation leave or sick leave provided by the City of

Nashua;

(6) Unemployment compensation coverage provided by the City of Nashua.

3. STANDARD OF CARE Professional Consultant shall be responsible for the professional quality, technical accuracy, timely completion, and coordination of all work performed under this contract. Professional Consultant warrants that all work shall be performed with the degree of professional skill, care, diligence, and sound practices and judgment that are normally exercised by recognized professional firms with respect to services of a similar nature. It shall be the duty of Professional Consultant to assure at its own expense that all work is technically sound and in conformance with all applicable federal, state, and local laws, statutes, regulations, ordinances, orders, or other requirements. In addition to all other rights which the City of Nashua may have, Professional Consultant shall, at its own expense and without additional compensation, re-perform work to correct or revise any deficiencies, omissions, or errors in the work or the product of the work or which result from Professional Consultant's failure to perform in accordance with this standard of care.

Any approval by the City of Nashua of any products or services furnished or used by

Professional Consultant shall not in any way relieve Professional Consultant of the responsibility for professional and technical accuracy and adequacy of its work. City of

Nashua review, approval, or acceptance of, or payment for any of Professional Consultant's work under this contract shall not operate as a waiver of any of the City of Nashua's rights or causes of action under this contract, and Professional Consultant shall be and remain liable in accordance with the terms of the contract and applicable law.

Professional Consultant shall furnish competent and skilled personnel to perform the work under this contract. The City of Nashua reserves the right to approve key personnel

GC 3 of 13 assigned by Professional Consultant to perform work under this contract. Approved key personnel shall not be taken off of the project by Professional Consultant without the prior written approval of the City of Nashua, except in the event of termination of employment.

Professional Consultant shall, if requested to do so by the City of Nashua, remove from the job any personnel whom the City of Nashua determines to be incompetent, dishonest, or uncooperative.

4. CITY OF NASHUA REPRESENTATIVE The City of Nashua may designate a City of Nashua representative for this contract. If designated, all notices, project materials, requests by

Professional Consultant, and any other communication about the contract shall be addressed or be delivered to the City of Nashua Representative.

5. CHANGES TO SCOPE OF WORK The City of Nashua may, at any time, by written order, make changes to the general scope, character, or cost of this contract and in the services or work to be performed, either increasing or decreasing the scope, character, or cost of

Professional Consultant's performance under the contract. Professional Consultant shall provide to the City of Nashua within 10 calendar days, a written proposal for accomplishing the change. The proposal for a change shall provide enough detail, including personnel hours for each sub-task and cost breakdowns of tasks, for the City of Nashua to be able to adequately analyze the proposal. The City of Nashua will then determine in writing if

Professional Consultant should proceed with any or all of the proposed change. If the change causes an increase or a decrease in Professional Consultant's cost or time required for performance of the contract as a whole, an equitable adjustment shall be made and the contract accordingly modified in writing. Any claim of Professional Consultant for adjustment under this clause shall be asserted in writing within 30 days of the date the City of Nashua notified Professional Consultant of the change.

When Professional Consultant seeks changes, Professional Consultant shall, before any work commences, estimate their effect on the cost of the contract and on its schedule and notify the City of Nashua in writing of the estimate. The proposal for a change shall provide enough detail, including personnel hours for each sub-task and cost breakdowns of tasks, for the City of Nashua to be able to adequately analyze the proposal. The City of

Nashua will then determine in writing if Professional Consultant should proceed with any or all of the proposed change.

Except as provided in this paragraph, Professional Consultant shall implement no change unless the City of Nashua in writing approves the change.