THE CITY OF SCHERTZ, TEXAS

INVITATION FOR BID(IFB)

for

Health & Fitness Physicals

IFB # 2025-014

November 24, 2025

1400 SCHERTZ PARKWAY

SCHERTZ, TEXAS 78154

CITY OF SCHERTZ

INVITATION FOR BID (“IFB”)

HEALTH & FITNESS PHYSICALS

IFB# 2025-014

Sealed Bids in response to this IFB will be received through the City’s e-procurement portal at https://schertz.bonfirehub.com/portal/?tab=openOpportunities until December 12, 2025, at 3:30PM.

Submissions by other methods will not be accepted. All Bids must be in the City of Schertz’s possession on or before the scheduled date and time (no late IFB will be accepted). Bids will be presented publicly through a virtual meeting which can be found in section 2.1.

All submitted and sealed responses will be opened at the above-mentioned time and date.

Responders who wish to be present for the opening may come in person, or join the Team’s meeting at the below link:

Solicitation documents can be obtained from the City’s website above. You must register as a vendor through this portal to submit a bid. Any questions regarding this solicitation must be posted in the Q&A section on the City’s e-procurement portal. General questions about using the e-procurement portal or becoming a vendor may be directed to the City’s Purchasing Department at purchasing@schertz.com.

The City shall evaluate Bids based on the evaluation criteria set forth in the solicitation.

The City of Schertz reserves the right to refuse and reject any or all responses, waive any or all formalities or technicalities, accept the response or portions of the response determined to be the best value and most advantageous to the City, and hold the responses for a period of 90 days without acting.

The City of Schertz reserves the right to accept responses from more than one firm determined to be the best option for the City. Respondents are required to hold their responses firm for the same period.

All questions must be submitted through the City’s e-procurement portal no later than December 9, 2025, at 5:00PM.

Upload electronic Bids to:

https://schertz.bonfirehub.com/portal/?tab=openOpportunities mailto:purchasing@schertz.com

TABLE OF CONTENTS

SECTION 1: OBJECTIVES, AND BACKGROUND

SECTION 2: NOTICE TO PROPOSERS

SECTION 3: SUBMISSION OF BIDS

SECTION 4: GENERAL TERMS AND CONDITIONS

SECTION 5: SCOPE OF WORK

SECTION 6: EXECUTION OF OFFER

SECTION 7: PROPOSER’S STATEMENT OF QUALIFICATIONS

SECTION 8: PRICING AND DELIVERY SCHEDULE

SECTION 1

OBJECTIVES, AND BACKGROUND

1.1 Objectives of this Invitation for Bid

The City of Schertz (“City”) is seeking competitive sealed bids in response to this Invitation for Bid (“IFB”) Number 2025-014 from contractors, to provide Health & Fitness Physicals and other medical related screenings and test as required.

1.2 Description of City

The City of Schertz, Texas, is a home rule city located northeast of San Antonio along the I-35 corridor. Schertz currently occupies a land area of 32.1 square miles and serves a population of approximately 48,000. The City of Schertz provides a full range of services, including fire protection, the construction and maintenance of streets, recreational facilities, cultural events, water and sewer services and EMS services. The City’s operational commitment is to provide reliable and excellent service to citizens at competitive prices and to guide responsible stewardship of City resources.

1.3 Project Background

This Contract is an Indefinite Delivery, Indefinite Quantity (IDIQ) Contract. A Purchase Order will be issued to the Contractor for each specific request for goods/services. The Purchase Order will include project location, delivery expectations, specific quantities, and other required documentation.

1.4 Term of Agreement

The initial term of the agreement will be for a term of three (3) (“Initial Term”), with the option, to extend the agreement for two (2) additional terms of one (1) year each. Extension of the Contract will be at the mutual agreement of both the OWNER and the CONTRACTOR. If the CONTRACTOR chooses not to renew, a hold over extension of the Contract term for up to 120 calendar days may be implemented by the OWNER to allow time for re-bidding. The OWNER reserves the right not to offer an extension.

Individual projects not completed by the expiration date of the Contract are subject to the terms and conditions of the Contract which will continue in full force and effect.

SECTION 2

NOTICE TO PROPOSERS

THE PROPOSER IS CAUTIONED TO READ THE INFORMATION CONTAINED IN

THIS IFB CAREFULLY AND TO SUBMIT A COMPLETE RESPONSE TO ALL

REQUIREMENTS AND QUESTIONS AS DIRECTED.

2.1 Submittal Deadline

Sealed Bids in response to this IFB will be received through the City’s e-procurement portal at https://schertz.bonfirehub.com/portal/?tab=openOpportunities until December 12, 2025, at 3:30PM. Submissions by other methods will not be accepted. All Bids must be in the City of Schertz’s possession on or before the scheduled date and time (no late IFB will be accepted).

All submitted and sealed responses will be opened at the above-mentioned time and date.

Responders who wish to be present for the opening may come in person, or join the Zoom meeting at the below link:

BID OPENING TEAMS MEETING LINK

Solicitation documents can be obtained from the City’s website above. You must register as a vendor through this portal to submit a bid. Questions regarding this solicitation MUST be posted on the Q&A section of this IFB on the City’s e-procurement portal. General questions about using the e-procurement portal may be directed to the Purchasing Department at purchasing@schertz.com.

2.2 Inquiries and Interpretations

The City specifically requires that all questions regarding this IFB be submitted through the City’s e-procurement portal (Bonfire) at https://schertz.bonfirehub.com/portal/?tab=openOpportunities. All questions must be submitted no later than December 9, 2025, at 5:00PM. The City will have a reasonable amount of time to respond to questions or concerns. It is the City’s intent to respond to all appropriate questions and concerns; however, The City reserves the right to decline to respond to any question or concern. Only City responses that are made by formal written Addenda will be binding on the City. Any verbal responses, written interpretations or clarifications other than Addenda to this IFB will be without legal effect. All Addenda issued by City prior to the Submittal Deadline will be and are hereby incorporated as a part of this IFB for all purposes.

2.3 Pre-Submittal Meeting

A pre-submittal meeting will not be held for this project.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWI5MWU4OGMtZjJhNC00NTZhLTliYTUtNDIxNmMxM2UzOTNi%40thread.v2/0?context=%7b%22Tid%22%3a%22c6a5f21e-8be3-4703-81d7-00f87aab018c%22%2c%22Oid%22%3a%225ffc77e2-0e99-4029-801d-87fa2ce068bb%22%7d mailto:purchasing@schertz.com

2.4 Public Information

City considers all information, documentation and other materials submitted in response to this IFB to be of a non-confidential and non-proprietary nature and shall be subject to public disclosure under the Texas Public Information Act (Texas Government Code, Chapter 552.001, et seq) after the award of an Agreement.

The proposer is hereby notified that the City strictly adheres to all statutes, court decisions and the opinions of the Texas Attorney General with respect to disclosure of public information.

2.5 Criteria for Selection

In accordance with Section 252.043 of the Texas Local Government Code, award shall be made to the lowest responsible bidder, or to the bidder that provides the best overall value to the City.

In determining best value, City may consider:

a. the purchase price;

b. the reputation of the bidder and of the bidder's goods or services;

c. the quality of the bidder's goods or services;

d. the extent to which the goods or services meet the municipality's needs;

e. the bidder's past relationship with the municipality;

f. the impact on the ability of the municipality to comply with laws and rules relating to contracting with historically underutilized businesses and nonprofit organizations employing persons with disabilities;

g. the total long-term cost to the municipality to acquire the bidder's goods or services;

and

h. any relevant criteria specifically listed in the request for bids or Bids.

2.6 Right to Reject / Award

The City of Schertz reserves the right to reject any or all bids, to waive any or all formalities or technicalities, and to make such awards of contract as may be deemed to be the best value and most advantageous to the City of Schertz.

2.7 Key Events Schedule

Issuance of IFB November 24, 2025, at 1:00PM Central

Deadline for Questions/Concerns December 9, 2025, at 5:00PM Central

Submittal Deadline & Bid Open December 12, 2025, at 3:00PM Central

SECTION 3

SUBMISSION OF BID

3.1 Bids must be submitted through the City of Schertz e-procurement portal (Bonfire) at https://schertz.bonfirehub.com/portal/?tab=openOpportunities. You must register as a vendor through this portal to submit a bid. Submissions by other methods will not be accepted. Minimum system requirements: Microsoft Edge, Google Chrome, Safari, or Mozilla Firefox. Javascript and browser cookies must be enabled.

Submission materials should be prepared in the file formats listed under Requested Information for this opportunity in the Bonfire Portal. The maximum upload file size is 1000 MB. Documents should not be embedded within uploaded files, as the embedded files will not be accessible or evaluated.

The City Request that the Execution of Offer and any/all signed Addendums be submitted as separate files with the bid. Failure to include a signed Execution of Offer and any/all Addendums associated with the bid WILL result in the bid being rejected. A wet or digital signature will suffice.

3.2 Preparation and Submittal Instructions

The response to this IFB shall be submitted in the manner described in this Section. Failure to submit the Bid in the manner specified may result in a premature opening of, post-opening of, or failure to open and consider that bid and may be cause for elimination of that Respondent from consideration for award.

3.2.1 Overview of Proposed System / Scope of Services

This section of the bid should include a general discussion of the proposer’s overall understanding of the project, the scope of work, as defined in Section 5, and the proposed solution

3.2.2 Execution of Offer

The Proposer must complete, sign and return the attached Execution of Offer (ref.

Section 6) as part of its bid. The Execution of Offer must be signed by a representative of Proposer duly authorized to bind the Proposer to its bid. Any bid received without a completed and signed Execution of Offer may be rejected by the City, in its sole discretion.

3.2.3 Proposers Qualifications Questionnaire

Respondent shall provide responses to all questions identified in the questionnaire in Section 7.

3.2.4 Cost Proposal

Proposer must complete and return the Cost Proposal (ref. Section 8 of this IFB), as part of its bid. In the Cost Proposal, the Proposer should describe in detail (a) the total fees for the entire scope of the Services; and (b) the method by which the fees are calculated. The fees must be inclusive of all associated costs for delivery, labor, insurance, taxes, overhead, and profit.

The City will not recognize or accept any charges or fees to perform the Services that are not specifically stated in the Cost Proposal

In the Cost Proposal, Proposer should describe each significant phase in the process of providing the Services to The City, and the period within which Proposer proposes to be able to complete each such phase.

3.2.4 Addenda and Modifications

Any changes, additions, or clarifications to the IFB are made by amendments (addenda) and will be posted on the e-procurement portal. Any respondent in doubt as to the true meaning of any part of the IFB or other documents may request an interpretation from the Purchasing Department. At the request of the respondent, or in the event the Purchasing Department deems the interpretation to be substantive, the interpretation will be made by written addendum issued by the Purchasing Department. ALL addenda will be attached to the original IFB in the Public Purchase file and will become part of the IFB package having the same binding effect as provisions of the original IFB.

It shall be the respondent(s) responsibility to ensure that they have received all Addenda in respect to this project. Furthermore, respondents are advised that they must recognize, comply with, and attach a signed copy of each Addendum which shall be made part of their Submittal. Respondent(s) signature on Addenda shall be interpreted as the respondent’s recognition and compliance to official changes as outlined by the City of Schertz and as such are made part of the original IFB documents.

Failure of any respondent to receive any such addendum or interpretation shall not relieve such Respondent from its terms and requirements. No verbal explanations or interpretations will be binding. The City does not assume responsibility for the receipt of any addendum sent to respondents

3.2.5 Sample Documents

IF APPLICABLE, Proposers should include sample copies of the documents and/or reports outlined in the scope of work. Although they are sample forms, the documents must contain all material terms so that the City can fairly evaluate the proposer’s forms.

3.2.6 Additional Information

1. Certificate of Insurance showing Contractor is Insured

2. Copy of Completed Form 1295

3. Supplementary Information (if necessary)

4. Other supporting materials and work portfolio which demonstrate the firm’s work quality.

3.3 Invitation for Bids Preparation Costs

Issuance of this IFB does not commit the City of Schertz, in any way, to pay any costs incurred in the preparation and submission of a bid. All costs related to the preparation and submission of this IFB shall be borne by the respondent.

3.4 Delivery of Goods/Services

This Section Intentionally Left Blank

3.5 Termination

This contract may be terminated:

1. By the mutual agreement and consent of both Contractor and City;

2. By either party, upon the failure of the other party to fulfill its obligations as set forth in either this Agreement or a Scope of Work issued under this Agreement;

3. By the City, immediately upon notice in writing to the Contractor, as consequence of the failure of Contractor to perform the Work contemplated by this Agreement in a timely or satisfactory manner;

4. By the City, at will and without cause upon not less than thirty (30) days written notice to the Contractor.

If the City terminates this Agreement pursuant to subsection 7(A)(2) or (3), above, the Contractor shall not be entitled to any fees or reimbursable expenses other than the fees and reimbursable expenses then due and payable as of the time of termination and only then for those Work that have been timely and adequately performed by the Contractor considering the actual costs incurred by the Contractor in performing work to date of termination, the value of the work that is nonetheless usable to the City, the cost to the City of employing another Contractor to complete the work required and the time required to do so, and other factors that affect the value to the City of the work performed at time of termination. In the event of termination not the fault of the Contractor, the Contractor shall be compensated for all basic, special, and additional Work actually performed prior to termination, together with any reimbursable expenses then due.

INVITATION FOR BID

SECTION 4

GENERAL TERMS AND CONDITIONS

4. Should the City enter into an agreement as the result of this IFB, Contractor will be required to agree to the terms and conditions set forth in the City of Schertz Texas Purchase Order Terms and Conditions (found here) in addition to the following terms and conditions:

(A) Subletting. The Contractor shall not sublet or transfer any portion of the work under this

Agreement, or any Scope of Work issued pursuant to this Agreement unless specifically approved in writing by the City, which approval shall not be unreasonably withheld.

Subcontractors shall comply with all provisions of this Agreement and the applicable Scope of Work. The approval or acquiescence of the City in the subletting of any work shall not relieve the Contractor of any responsibility for work done by such subcontractor.

(B) Compliance with Laws. The Contractor shall comply with all federal, state and local laws, statutes, ordinances, rules and regulations, and the orders and decrees of any courts, administrative, or regulatory bodies in any matter affecting the performance of this Agreement, including, without limitation, worker’s compensation laws, minimum and maximum salary and wage statutes and regulations, and licensing laws and regulations.

When required, the Contractor shall furnish the City with satisfactory proof of compliance.

(C) Non-Collusion. Contractor represents and warrants that Contractor has not given, made, promised or paid, nor offered to give, make, promise or pay any gift, bonus, commission, money or other consideration to any person as an inducement to or to obtain the work to be provided to the City under this Agreement. Contractor further agrees that Contractor shall not accept any gift, bonus, commission, money, or other consideration from any person (other than from the City pursuant to this Agreement) for any of the Work performed by Contractor under or related to this Agreement. If any such gift, bonus, commission, money, or other consideration is received by or offered to Contractor, Contractor shall immediately report that fact to the City and, at the sole option of the City, the City may elect to accept the consideration for itself or to take the value of such consideration as a credit against the compensation otherwise owing to Contractor under or pursuant to this Agreement.

(D) Force Majeure. If the performance of any covenant or obligation to be performed hereunder by any party is delayed as a result of circumstances which are beyond the reasonable control of such party (which circumstances may include, without limitation, pending litigation, acts of God, war, acts of civil disobedience, fire or other casualty, shortage of materials, adverse weather conditions [such as, by way of illustration and not of limitation, severe rain storms or below freezing temperatures, or tornados] labor action, strikes or similar acts, moratoriums or regulations or actions by governmental authorities), the time for such performance shall be extended by the amount of time of such delay, but no longer than the amount of time reasonably occasioned by the delay. The party claiming delay of performance as a result of any of the foregoing force majeure events shall deliver written notice of the commencement of any such delay resulting from such force majeure event not later than seven (7) days after the claiming party becomes aware of the same, and if the claiming party fails to so notify the other party of the occurrence of a force majeure event causing such delay and the other party shall not otherwise be aware of such force majeure event, the claiming party shall not be http://schertz.com/DocumentCenter/View/568/Purchase-Order-Terms--Conditions-PDF entitled to avail itself of the provisions for the extension of performance contained in this subsection.

(E) Non-Boycott of Israel. Pursuant to Section 2270.002 of the Texas Government Code, Contractor certifies that either (i) it meets an exemption criterion under Section 2270.002; or

(ii) it does not boycott Israel and will not boycott Israel during the term of the contract resulting from this solicitation. Contractor shall state any facts that make it exempt from the boycott certification as an attachment to this agreement.

Relevant definitions from the bill:

"Company" means a for-profit sole proprietorship, organization, association, corporation, partnership, joint venture, limited partnership, limited liability partnership, or limited liability company, including a wholly owned subsidiary, majority-owned subsidiary, parent company, or affiliate of those entities or business associations that exists to make a profit.

"Boycott Israel" means refusing to deal with, terminating business activities with, or otherwise taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations specifically with Israel, or with a person or entity doing business in Israel or in an Israeli-controlled territory, but does not include an action made for ordinary business purposes.

(F) Non-Boycott of Energy. Pursuant to Texas Senate Bill 13 (2021), Contractor certifies that either (i) it does not boycott Israel and will not boycott energy companies; and (2) will not boycott energy companies during the term of the contract resulting from this solicitation.

Contractor shall state any facts that make it exempt from the boycott certification as an attachment to this agreement.

(G) Non-Boycott of Firearm Entity. Pursuant to Texas Senate Bill 19 (2021), Contractor certifies that it: (a) does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association; and (b) will not discriminate during the term of the contract against a firearm entity or firearm trade association.

(H) Access to Premises. Authorized representatives of the Contractor will be allowed access to the facilities on City premises at reasonable times to fulfil the obligations of the Contractor regarding such facilities. The contractor shall adhere to all City rules, regulations, and guidelines while on City property. It is expressly understood that the City may limit or restrict the right of access herein granted in any manner considered necessary (e.g., national security, public safety).

(I) Indemnification. CONTRACTOR AGREES TO INDEMNIFY AND HOLD THE CITY OF

SCHERTZ, TEXAS AND ALL OF ITS PRESENT, FUTURE AND FORMER AGENTS, EMPLOYEES,

OFFICIALS AND REPRESENTATIVES HARMLESS IN THEIR OFFICIAL, INDIVIDUAL AND

REPRESENTATIVE CAPACITIES FROM ANY AND ALL CLAIMS, DEMANDS, CAUSES OF

ACTION, JUDGMENTS, LIENS AND EXPENSES (INCLUDING ATTORNEY'S FEES, WHETHER

CONTRACTUAL OR STATUTORY), COSTS AND DAMAGES (WHETHER COMMON LAW OR

STATUTORY), COSTS AND DAMAGES (WHETHER COMMON LAW OR STATUTORY, AND

WHETHER ACTUAL, PUNITIVE, CONSEQUENTIAL OR INCIDENTAL), OF ANY CONCEIVABLE

CHARACTER, FOR INJURIES TO PERSONS (INCLUDING DEATH) OR TO PROPERTY (BOTH

REAL AND PERSONAL) CREATED BY, ARISING FROM OR IN ANY MANNER RELATING TO THE

WORK OR GOODS PERFORMED OR PROVIDED BY CONTRACTOR – EXPRESSLY INCLUDING

THOSE ARISING THROUGH STRICT LIABILITY OR UNDER THE CONSTITUTIONS OF THE

UNITED STATES.

(J) Dispute Resolution. In accordance with the provisions of Subchapter I, Chapter 271, TEX.

LOCAL GOV’T CODE, the parties agree that, prior to instituting any lawsuit or other proceeding arising from a dispute under this agreement, the parties will first attempt to resolve the dispute by taking the following steps: (1) A written notice substantially describing the nature of the dispute shall be delivered by the dissatisfied party to the other party, which notice shall request a written response to be delivered to the dissatisfied party not less than 5 days after receipt of the notice of dispute. (2) If the response does not reasonably resolve the dispute, in the opinion of the dissatisfied party, the dissatisfied party shall give notice to that effect to the other party whereupon each party shall appoint a person having authority over the activities of the respective parties who shall promptly meet, in person, to resolve the dispute. (3) If those persons cannot or do not resolve the dispute, then the parties shall each appoint a person from the highest tier of managerial responsibility within each respective party, who shall then promptly meet, in person, to resolve the dispute.

(K) Disclosure of Business Relationships/Affiliations; Conflict of Interest Questionnaire

The contractor represents that it is following the applicable filing and disclosure requirements of Chapter 176 of the Texas Local Government Code.

Certificate of Interested Parties Effective January 1, 2016, pursuant to House Bill 1295 passed by the 84th Texas Legislature (Section 2252.908, Texas Government Code, as amended) and formal rules released by the Texas Ethics Commission (TEC), all contracts with private business entities requiring approval by the Schertz City Council will require the on-line completion of Form 1295 "Certificate of Interested Parties." Form 1295 is also required for all contract amendments, extensions or renewals. Contractors are required to complete and file electronically with the Texas Ethics Commission using the online filing application.

Please visit the State of Texas Ethics Commission website, https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm and https://www.ethics.state.tx.us/tec/1295-Info.htm for more information.

IF YOU HAVE ANY QUESTIONS ABOUT COMPLIANCE, PLEASE CONSULT

YOUR OWN LEGAL COUNSEL. COMPLIANCE IS THE INDIVIDUAL

RESPONSIBILITY OF EACH PERSON OR AGENT OF A PERSON WHO IS

SUBJECT TO THE FILING REQUIREMENT. AN OFFENSE UNDER CHAPTER 176

IS A CLASS C MISDEMEANOR.

https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/tec/1295-Info.htm

SECTION 5

SCOPE OF WORK

5.1 General

The following specifications establish the minimum requirements for the provision of annual Health and Fitness Assessment services for the City of Schertz Fire Department personnel. The Contractor shall provide all labor, materials, equipment, supervision, and related services necessary to perform the required work in accordance with these specifications and all applicable laws, regulations, and standards.

The City reserves the right to add, modify, or remove services as deemed necessary to meet operational needs throughout the term of the contract.

5.2 Project Scope

5.2.1 Annual Physical Requirements

The Contractor shall conduct annual, on-site Health and Fitness Assessments for all

City of Schertz firefighters. Each assessment shall include, at a minimum, the following components:

Laboratory & Urinalysis

• Urinalysis

• Complete Blood Count

• Lipid Panel with LDL/HDL Ratio

• A1C

• Thyroid Stimulating Hormone

• Prostate Specific Antigen (males 40 and over)

• FIT Fecal Occult Screening (all personnel 40 and over)

Full Physical

• Comprehensive Physical with Health History & Vitals

• Titmus V2 Advance Vision Testing

• Audiometry Testing

• Skin Cancer Assessment

• Behavioral Health Assessment (Questionnaire & Oral Exam)

• Sleep Disruption Questionnaire

• Review of Results w/ Personalized Health Plan

Cardiopulmonary Screening & Fitness Assessment

• Cardiopulmonary Exercise Testing (CPET) consisting of 12-lead EKG treadmill or bicycle stress test to maximal volition utilizing WFI protocol, Blood Pressure Readings and TRUE VO2 Max Testing

• Pulmonary Function Testing (Spirometry)

• Metabolic Analysis w/Body Composition

• Muscular Endurance, Strength and Flexibility Evaluation

• Cardiology follow-up as indicated

Ultrasound Enhanced Cancer Screening

• Ultrasound imaging of the carotid arteries, aorta & aortic valves, thyroid, liver, pancreas, gall bladder, spleen, kidneys, bladder, pelvic (women), testicular and prostate (men)

• Radiology follow-up for abnormal findings as indicated

5.2.2 New Hire Physical

The Contractor shall perform new-hire physicals for all incoming firefighters. New-hire physicals shall include the following components:

Laboratory & Urinalysis

• Urinalysis

• Complete Blood Count

• Lipid Panel with LDL/HDL Ratio

• A1C

• Thyroid Stimulating Hormone

• Prostate Specific Antigen (males 40 and over)

• Comprehensive Physical with Health History & Vitals

• Vision Testing

• Audiometry Testing

• Skin Cancer Assessment

• Behavioral Health Assessment

• Review of Results w/ Personalized Health Plan

Cardiopulmonary Screening & Fitness Assessment

• Cardiopulmonary Exercise Testing (CPET) consisting of 12-lead EKG treadmill or bicycle stress test to maximal volition utilizing WFI protocol, Blood Pressure Readings and TRUE VO2 Max Testing

• Pulmonary Function Testing (Spirometry)

• Metabolic Analysis w/Body Composition

• Muscular Endurance, Strength and Flexibility Evaluation

5.2.3 Additional Services (As Required)

At the City’s discretion, the Contractor shall make available the following additional services on an as-needed basis:

Cancer Labs

• Galleri Multi-Cancer Early Detection Blood Test

• OneTest Premium Multi-Cancer Early Detection Blood Test

• EsoGuard Esophageal Cancer Test

• CA-125 (Ovarian Cancer Screening-Women)

• Additional Fecal Occult Colorectal Cancer Screening Kits

Other Laboratory Testing

• HIV Testing

• Heavy Metals Profile I, Blood (arsenic, lead, mercury)

• Heavy Metals Profile II, Blood (arsenic, cadmium, lead, mercury)

• Cholinesterase (HazMat) testing

CT Scanning

• Low Dose CT Lung Screening (allowed through regional partners)

• CT Coronary Artery Calcium Scoring (allowed through regional partners)

• Chest X-Rays (allowed through regional partners)

• Breast Cancer Screening (allowed through regional partners)

5.3 Location

All annual and new-hire physicals shall be performed on-site at the following location unless otherwise approved by the City:

Schertz Fire Department Station #3

11917 Lower Seguin Road Schertz, Texas 78154

The Contractor shall provide an online patient portal for personnel to securely access examination results and medical data for submission to their Primary Care Provider.

5.4 Interlocal Participation

The City of Schertz anticipates an average of fifty-five (55) to sixty (60) personnel requiring the annual Health and Fitness Assessment.

Additionally, the City reserves the right to extend the use of this contract to other governmental entities through existing or future Interlocal Agreements. In previous years, participation under such agreements has resulted in a combined total of approximately four hundred (400) personnel utilizing the contracted medical screening services.

All pricing, terms, and conditions established under this contract shall apply equally to any participating entity authorized through an Interlocal Agreement, and the Contractor shall extend the same pricing and service provisions to all such entities.

5.5 Deliverables and Reporting Requirements

5.5.1 Scheduling and Coordination

The Contractor shall coordinate directly with the City’s designated representative to schedule all physicals and assessments. The Contractor shall provide a proposed schedule at least forty-five (45) calendar days in advance of service delivery and shall confirm dates, times, and personnel lists prior to arrival.

5.5.2 Post-Assessment Documentation

Within fifteen (15) calendar days following completion of assessments, the Contractor shall provide:

• An electronic summary report to the City of Schertz identifying personnel completion status and any pending follow-up recommendations (excluding private medical details).

• Secure access for each participant to their individual results through an encrypted, HIPAA-compliant online portal.

• Notification to the City’s designated Health and Safety Officer once all individual reports have been released to participants.

5.5.3 Data Security and Confidentiality

All medical information collected or generated under this contract shall be handled in compliance with the Health Insurance Portability and Accountability Act (HIPAA) and all applicable state privacy regulations. The Contractor shall implement administrative, technical, and physical safeguards to ensure confidentiality, integrity, and availability of all protected health information (PHI).

5.5.4 Performance and Quality Reporting

Upon request, the Contractor shall provide the City with an annual summary report identifying participation totals, average results trends, and any recommended improvements to testing efficiency or service delivery. The City reserves the right to conduct periodic performance evaluations to ensure contract compliance.

5.6 Contractor Responsibilities

5.6.1 General Obligations

The Contractor shall furnish all labor, supervision, equipment, materials, transportation, and incidentals necessary to perform the services described in this solicitation and any resulting contract. All work shall be performed in a professional, safe, and timely manner consistent with industry’s best practices and applicable federal, state, and local regulations.

5.6.2 Professional Standards

The Contractor shall ensure that all personnel conducting medical assessments are properly licensed, certified, and qualified to perform their respective functions. All testing procedures and medical evaluations shall comply with current Occupational Safety and Health Administration (OSHA), National Fire Protection Association (NFPA 1582), and Texas Department of State Health Services standards, as applicable.

5.6.3 Equipment and Supplies

The Contractor shall provide all necessary medical, laboratory, and diagnostic equipment required to perform the services described herein. The Contractor shall maintain such equipment in good working order, calibrated, and compliant with all applicable safety and certification requirements.

5.6.4 Scheduling and Coordination

The Contractor shall coordinate with the City’s designated representative to develop an approved testing schedule that minimizes disruption to Fire Department operations. Any schedule changes must be approved in advance by the City.

5.6.5 Reporting and Communication

The Contractor shall provide all reports and documentation as specified under Section 5.5

– Deliverables and Reporting Requirements. The Contractor shall maintain open communication with the City’s designated representative to address scheduling, service issues, or concerns in a timely manner.

5.6.6 Confidentiality and Data Protection

The Contractor shall protect all personal and medical information obtained through this contract in accordance with the Health Insurance Portability and Accountability Act (HIPAA) and applicable Texas privacy laws. No confidential data shall be disclosed, distributed, or utilized for any purpose other than contract performance without written authorization from the City.

5.6.7 Compliance and Liability

The Contractor shall comply with all applicable laws, codes, and regulations governing medical examinations, occupational health, and employee testing. The Contractor shall be solely responsible for any damage or injury to persons or property resulting from negligence, willful misconduct, or failure to perform in accordance with the contract requirements.

5.7 City Obligations

5.7.1 Access and Facilities

The City shall provide access to Fire Department facilities, including examination and waiting areas, electrical outlets, and any required logistical support necessary for the Contractor to perform on-site services.

5.7.2 Personnel Scheduling

The City shall coordinate personnel scheduling and ensure employees report for examinations as assigned. Updated personnel rosters and points of contact will be provided to the Contractor prior to each testing period.

5.7.3 Communication and Oversight

The City shall designate a Project Manager or departmental representative as the primary point of contact for all contract matters, coordination, and approvals.

5.7.4 Payment and Invoicing

The City shall process payment in accordance with the terms and conditions established in the resulting contract. Invoices shall be submitted with sufficient detail to verify services rendered, including employee count, service type, and applicable interlocal participation when relevant.

5.7.5 Interlocal Coordination

Where interlocal entities participate under Section 5.4, the City shall facilitate communication between the Contractor and participating entities to ensure service alignment and consistent application of contract terms and pricing.

SECTION 6

EXECUTION OF OFFER

Bid of: ___________________________________ (Proposer Company Name)

To: The City of Schertz

IFB Title: Health & Fitness Assessment

IFB#: 2025-014

This Bid shall remain in effect for the Bid Validity Period (ref Section 3.3) and shall be exclusive of federal excise and state and local sales tax (exempt).

The person signing this Response on behalf of the Offeror represents to Owner that:

(1) The information provided herein is true, complete and accurate to the best of the knowledge and belief of the undersigned; and

(2) He/she has full authority to execute this Response on behalf of Offerors.

(3) Offeror has received the Addenda to this IFB, specifically, Addenda numbered

Executed this day of , .

Entity Name Signature

Street & Mailing Address Print Name of Signatory

City, State, and Zip Title of Signatory

Telephone Number Fax Number

Email Address Mobile Number

SECTION 7

PROPOSER’S STATEMENT OF QUALIFICATION

Bids must include responses to the questions contained in this section. The proposer should reference the item number and repeat the question in its response. In cases where a question does not apply or if unable to respond, the Proposer should refer to the item number, repeat the question, and indicate N/A (Not Applicable) or N/R (No Response), as appropriate. The proposer will explain the reason when responding N/A or N/R.

7.1 Proposer Profile

7.1.1 Number of years in Business:

State of incorporation:

Number of Employees:

Annual Revenues Volume:

Name of Parent Corporation, if any ______________________________

7.1.2 State whether Proposer will provide a copy of its financial statements for the past two (2) years, if requested by the City.

7.1.3 Proposer will provide a financial rating of the Proposer entity and any related documentation (such as a Dunn and Bradstreet analysis) that indicates the financial stability of Proposer.

7.1.4 Is Proposer currently for sale or involved in any transaction to expand or to become acquired by another business entity? If yes, the Proposer will explain the expected impact, both in organizational and directional terms.

7.1.5 Proposer will provide any details of all past or pending litigation or claims filed against Proposer that would affect its performance under the Agreement with City (if any).

7.1.6 Is Proposer currently in default on any loan agreement or financing agreement with any bank, financial institution, or other entity? If yes, the Proposer will specify the pertinent date(s), details, circumstances, and describe the current prospects for resolution.

7.1.7 Proposer will provide a customer reference list of no less than three (3) organizations with which Proposer currently has contracts and/or to which Proposer has previously provided services (within the past five (5) years) of a type and scope like those required by City’s IFB. Proposer will include in its customer reference list the customer’s company name, contact person, telephone number, project description, length of business relationship, and background of services provided by Proposer.

7.1.8 Does any relationship exist (whether by family kinship, business association, capital funding agreement, or any other such relationship) between the Proposer and any employee of the City? If yes, the Proposer will explain.

7.2 Approach to Project Services

7.2.1 Proposer will provide a statement of the Proposer’s service approach and will describe any unique benefits to the City from doing business with Proposer. The proposer will briefly describe its approach for each of the required services identified in Section 5, Scope of Work of this IFB.

7.2.2 Proposer will provide an estimate of the earliest starting date for services following execution of the Agreement.

7.2.3 Proposer will submit a work plan with key dates and milestones. The work plan should include:

7.2.3.1 Identification of tasks to be performed.

7.2.3.2 Time frames to perform the identified tasks.

7.2.3.3 Project management methodology.

7.2.3.4 Project roles and responsibilities.

7.2.3.5 Project change control procedure; and

7.2.3.4 Implementation strategy.

7.2.4 Proposer will describe the types of reports or other written documents Proposer will provide (if any) and the frequency of reporting, if more frequent than required in the IFB. The proposer will include samples of reports and documents if appropriate.

7.3 Miscellaneous

7.3.1 Proposer will provide a list of any additional services or benefits not otherwise identified in this IFB that Proposer would propose to provide to the City.

7.3.2 Proposer will provide details describing any unique or special services or benefits offered or advantages to be gained by the City from doing business with Proposer. Additional services or benefits must be directly related to the goods and services solicited under this IFB.

SECTION 8

COST PROPOSAL

Bid of: ___________________________________ (Proposer Company Name)

To: The City of Schertz

IFB Title: Health & Fitness Assessment

IFB#: 2025-014

Having carefully examined all the specifications and requirements of this IFB and any attachments thereto, the undersigned proposes to furnish the services required pursuant to the above-referenced Invitation for Bid upon the terms quoted below.

8.1 Pricing for Services

The Contractor shall provide firm, fixed pricing for all services described within this solicitation, including the annual Health and Fitness Assessments, new-hire physicals, and any optional or additional services identified under Section 5.2.3.

All pricing shall include all associated costs necessary to perform the services, including but not limited to labor, materials, equipment, travel, administration, and reporting. No additional charges, surcharges, or fees shall be applied without prior written authorization from the City.

8.2 Pricing Table Submission

Bidders shall complete and submit a detailed pricing table with their bid submission. The pricing table shall include, at a minimum:

1. Per-Person Rate for annual firefighter physicals (inclusive of all required testing components).

2. Per-Person Rate for new-hire physicals.

3. Itemized Pricing for all optional and additional services identified in Section 5.2.3.

4. Hourly Rate or service fee (if applicable) for any follow-up consultations or specialized assessments not included in the base physical.

5. Discount or Group Rate Structure, if applicable, for interlocal or multi-agency participation.

All unit pricing shall remain firm for the initial contract term. Any proposed price adjustments for renewal periods shall be clearly stated in the bid response and are subject to City approval.

CITY OF SCHERTZ PAGE 23 Service Agreement

8.3 Interlocal Pricing Applicability

All pricing, terms, and conditions established under this contract shall apply equally to any governmental entity authorized to participate through an Interlocal Agreement, as outlined in Section 5.4. The Contractor shall honor all established pricing and extend identical rates and services to all participating entities under the same terms and conditions.

8.4 Invoicing Requirements

The Contractor shall submit detailed invoices to the City upon completion of services or in accordance with the mutually agreed billing schedule. Each invoice shall include, at a minimum:

• Date(s) of service;

• Location of services rendered;

• Names or unique identifiers of personnel tested (as appropriate for verification);

• Type of examination or service provided;

• Applicable interlocal participants (if any);

• Total number of personnel served; and

• Corresponding unit rates and total charges.

Invoices shall be submitted electronically to the City’s designated Finance Department representative or as otherwise directed in the resulting contract.

8.5 Payment Terms

The City’s standard payment terms for services are “Net 30 days.” Should the contractor desire an exception to those terms, Contractor shall define the requested terms to included, but not limited to, milestone pricing, etc.

No payment shall be made for services rendered outside the contract scope or without prior written authorization from the City.

8.6 Discrepancies and Adjustments

If discrepancies or billing errors are identified, the City reserves the right to withhold payment for disputed items until resolved. The Contractor shall promptly issue corrected invoices when required.

CITY OF SCHERTZ PAGE 24 Service Agreement

Exhibit “A”

Bid Table

A1. Please provide prices based on unit of measure (either per person or per test), as well as group pricing if available in consideration of interlocal use. The Annual Physical requirements and New Hire Physical are required components of this IFB. The included additional services are options that the City will potentially use if a quote is provided.

A2. Proposals may include additional services that are not expressly mentioned in this bid table or elsewhere in this IFB. If you wish to submit pricing for additional services that you will offer attach them as a continuation page to this bad table as part of your proposal using a similar format, making clear the unit of measure and whether it includes a group rate option.

Category Service/Item

Description Details / Requirements Unit of Measure Estimated Qty Vendor Price

Submission Annual Physical

Requirements (Section 5.2.1)

Laboratory & Urinalysis

Urinalysis; CBC; Lipid Panel; A1C;

TSH; PSA (males 40+); FIT Fecal

Occult (40+)

Per Person

Group Price

55-60 Schertz Staff

Approximately 400 Interlocal Total

Examination

Comprehensive Physical; Vision;

Audiometry; Skin Cancer; Behavioral Health; Sleep Questionnaire; Results

Review

Cardiopulmonary Screening &

Fitness Assessment

CPET (12-lead EKG); VO₂ Max;

Pulmonary Function; Metabolic Analysis; Strength/Flexibility

Evaluation; Cardiology follow-up

Ultrasound Enhanced Cancer

Screening

Ultrasound imaging (carotid, aorta, thyroid, organs, pelvic/testicular/prostate); radiology follow-up as indicated

New Hire Physical

(Section 5.2.2)

New Hire Firefighter Physical

Full labs, physical, and EKG Stress Test at nearby Fire Department facility

Per Person As Needed (New Hires)

Additional Services as needed

Cancer Labs Galleri Multi-Cancer Test; OneTest;

EsoGuard; CA-125; Additional Fecal

Kits

Per Test As Needed

Multi-Cancer Test

One Test Premium Multi-Cancer Early Detection Blood Test

Esophageal Cancer Test

EsoGuard Esophageal Cancer Test Per Test As Needed

CA -125 CA-125 Ovarian Cancer Screening

Colorectal Cancer Screening

Additional Fecal Occult Colorectal Cancer Screening

HIV HIV Testing

Heavy Metal Profile I

Heavy Metal Profile I (arsenic, lead, mercury)

Heavy Metal Profile II

Heavy Metal Profile II (arsenic, cadmium, lead, mercury)

HazMat Testing

Cholinesterase Testing (HazMat) Per Test As Needed

CT Lung Screening

Low Dose CT Lung Screen (through regional partners)

CT Coronary Artery Scoring

CT Coronary Artery Calcium Scoring

Chest X-Rays Chest X-Rays

Per Test As Needed

Breast Cancer Screening

Breast Cancer Screening