RFP 195237 Cost Sheet Summary

This is a cost sheet for a Request for Proposals issued by the City of Palo Alto, California, for pre-employment medical services over a three-year contract term. The City seeks a qualified medical services provider to conduct comprehensive occupational health examinations for its workforce of approximately 1,000 full-time employees. The RFP encompasses thirteen distinct examination types including full medical and occupational health history reviews, DOT medical examinations, firefighter and police pre-placement physicals, DMV medical examinations, OSHA respirator clearance assessments, fitness-for-duty evaluations, drug and alcohol testing, tuberculosis testing, vaccinations, laboratory services, and hazardous materials baseline and periodic screenings. The proposal deadline is January 2, 2026, at 3:00 p.m., with questions due by December 16, 2025, at 1:00 p.m. All medical services must be performed by California-licensed physicians with experience in occupational and environmental medicine and must comply with OSHA Standards, FMLA, HIPAA, DOT Regulations, EEOC Guidance, ADA, and applicable state and local health codes.

The cost sheet requires vendors to provide unit costs for each examination type across all three contract years, with separate pricing for implementation services including project planning, administrative fees, design and customization, training and documentation, customer support services, and ongoing maintenance fees. The City intends to award a single three-year contract with a Not-To-Exceed Budget Per Task arrangement. Vendors must demonstrate financial stability through audited financial statements, reviewed statements, or financial institution letters and provide comprehensive insurance coverage including Worker's Compensation, General Liability, Technology Errors and Omissions Liability, Cyber and Privacy Insurance, Automobile Liability, and Professional Liability with specified minimum coverage limits. The selected vendor must maintain office hours Monday through Friday from 8:00 a.m. to 5:00 p.m., with extended hours preferred, and respond to appointment requests within 24-48 hours.