RFP-006-27.pdf

LOUISVILLE REGIONAL AIRPORT AUTHORITY

OWNER/OPERATOR OF

REQUEST FOR PROPOSAL

OCCUPATIONAL HEALTH SERVICES

RFP-006-27

ISSUED BY THE PURCHASING AND PROCUREMENT DEPARTMENT

MAINTENANCE ADMINISTRATION AND SUPPORT SERVICES BUILDING

4320 PARK BOULEVARD

LOUISVILLE, KENTUCKY 40209-0129

CONTENTS

DESCRIPTION PAGE

Cover Page Invitation to Submit Proposal ........................................................................................... I-1 Definition of Terms.......................................................................................................... T-1 Instructions to Proposers .............................................................................................. ITP-1 General Conditions ....................................................................................................... GC-1 Proposal Form ............................................................................................................... PF-1 Proposer’s Experience and Qualifications Questionnaire .............................................. Q-1 Draft Agreement .......................................................................................................... DA-1 Attachment A – Proposal Pricing Form. ......................................................................... A-1 Attachment B – Bid Bond. ...............................................................................................B-1 Attachment C – Performance Bond .................................................................................C-1

Occupational Health Services RFP-006-27

I-1

INVITATION TO SUBMIT PROPOSAL

The Louisville Regional Airport Authority (the “Authority”) is soliciting proposals from qualified Companies to enter into an Agreement for the right and privilege to provide Occupational Health Services (the “Services”) for the Authority in the manner and frequency as specified in the Proposal Documents. The successful Proposer will be responsible for providing the Services for a period of three years. Afterwards, the established agreement may then be extended for two additional one-year periods upon mutual consent of the Authority and awarded Company.

Proposal Documents may be obtained through the Authority’s bidding website at www.flylouisvillebids.com beginning July 27, 2026.

First-time users of the bidding website must complete the registration process. Once completed proposers may view, download, and respond to eProcurement solicitations within the “Current Bids and Proposals” section. Reference article II, “Instructions to Proposers: Proposal Submission Requirements”, for additional information. Any changes to the proposal requirements and specifications shall be made via addendum. An email notification of any such addenda will be sent to all proposers that have downloaded the Proposal Documents.

The Purchasing Department shall be the sole point of contact for all potential proposers throughout the solicitation process. Should there be any questions, comments, or doubt as to the meaning or content of these documents, the proposer shall notify John Wilson via email at john.wilson@flylouisville.com no later than 12:00 PM ET August 3, 2026.

Unless changed via addendum, all Proposals shall be submitted no later than August 12, 2026, at 2:00 PM ET.

The Authority has a No Contact Policy which prohibits communication or contact by proposers, or its representatives directed at the members of the Authority’s Board, its employees, its consultants or its representatives concerning the subject of the proposal documents except where permitted by the proposal documents.

The Authority in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C. §§ 2000d to 2000d-4), 28 CFR § 50.3, and 49 CFR Part 21, hereby notifies all bidders or offerors that it will affirmatively ensure that for any contract entered into pursuant to this advertisement, all contractors will be afforded full opportunity to submit proposals in response to this invitation and will not be discriminated against on the grounds of the owner’s race, color, national origin, creed, sex, age, or disability in consideration for an award.

The Authority reserves the right to waive any informality in any proposal, to reject any and all proposals and to negotiate with proposers whose proposal, in the Authority’s http://www.flylouisvillebids.com/ mailto:john.wilson@flylouisville.com?subject=Question:%20LRAA%20RFP-006-27

I-2 opinion, is the best proposal offered and the most advantageous to the Authority, to such extent as may be necessary.

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T-1

DEFINITION OF TERMS

Whenever the following terms are used on these Proposal Documents, or in any other documents or instruments pertaining to the Product or Services where these specifications govern, the intent and meaning shall be interpreted as follows. All terms may not be used/applicable to this document.

ADVERTISEMENT: The Invitation to Submit Proposals for the provision of the Product or Service to be awarded.

AGREEMENT: The document to be entered into by the Authority and the Company (contractor), which together with the Proposal Documents constitutes the basis for providing the Product or Service.

AGREEMENT DOCUMENTS: All written material covering the Product or Service to be provided. The Agreement Documents may include but are not limited to the following: the Cover Page; Invitation to Submit Proposals; Definition of Terms; Instructions to Proposers;

General Conditions; Proposal Form; the Bid Bond and Performance Bond; Bid Guaranty;

Insurance Certificates; any Attachments; any Addenda; and the Agreement and/or Purchase Order.

AIRPORT: Airport means any and all property and improvements owned, leased, operated or controlled by the Authority, which, for the purposes of these Proposal Documents, shall mean Louisville International Airport and Bowman Field in Louisville, Kentucky.

AUTHORITY: The Louisville Regional Airport Authority acting through its duly authorized representatives.

AWARD: The acceptance by the Authority, through formal action of its Board, of the successful Proposer’s offer to provide the Product or Service.

BANK LETTER OF CREDIT: The irrevocable letter of credit issued by a commercial bank acceptable to, and in a form satisfactory to, the Authority in its sole discretion and drawable at a financial institution located in Louisville, Kentucky.

CALENDAR DAY: Every day shown on the calendar, including Saturdays, Sundays, and Holidays.

COMPANY OR CONTRACTOR: The individual, partnership, firm or corporation to which the Award is made, and which is liable for providing the Product or Service in conformance with the Agreement Documents.

DISADVANTAGED BUSINESS ENTERPRISE (DBE): A for-profit small business concern, as defined by paragraph 23.5, 49 C.F.R. Part 23, which is majority owned and managed by one or

T-2 more individuals who are both socially and economically disadvantaged or, in the case of a corporation, in which the majority of the stock is owned by one or more such individuals.

PERFORMANCE BOND: The approved form of security furnished by the Company, or its Surety, as a guaranty that the Company will complete the improvements and/or provide the Services in accordance with the terms of the Bid/Proposal Documents and Agreement Documents.

PREMISES: Refers to any and all property and improvements owned, leased, operated, or controlled by the Authority.

PROPOSAL: All required submissions contained in the written offer of the Proposers, submitted on the Authority’s Proposal Form, to provide the Product or Services in accordance with the provisions of the Proposal Documents.

PROPOSAL DUE DATE: The latest date and time in which a Bid, Proposal, or Quote may be submitted, withdrawn, or revised.

PROPOSER OR BONA FIDE PROPOSER: Any individual, partnership, firms, or corporation acting directly or through a duly authorized representative, which submits a proposal for the performance of the Product or Services herein offered.

PROPOSAL DOCUMENTS: Shall be defined as all written material describing, in detail, the specifications of the Product or Service to be provided. This may include, but is not limited to, the Cover Page, Invitation to Submit Proposal, Definition of Terms, Instructions to Proposers, General Conditions, Proposal Form, Performance Bond, Bid Bond or any satisfactory Bid Guaranty, Draft Agreement, Insurance Certificates, Attachments, and any Addenda.

SPECIFICATIONS: A part of the Proposal Documents or Agreement Documents that contain written directions and requirements for qualifying for the Award to provide the Product or Service.

SURETY: The corporation, partnership or individual, other than the Proposer, executing either or both the Bid Guaranty and the Performance Bond that are furnished to the Authority by the Proposer. Surety shall be licensed to do business in the State of Kentucky.

WRITTEN NOTICE: All notices required by the Proposal Documents or Agreement Documents shall be in writing, and shall be sufficient, and shall be deemed delivered, if hand delivered, or sent by certified mail, postage prepaid, by one party to the other at such receiving party’s principal place of business or the last business address known to the party giving the notice.

Within these Proposal Documents or Agreement Documents, whenever the words “directed”, “required”, “permitted”, “ordered”, “designated”, “prescribed” or words of the like are imported are used, it shall be understood that the direction, requirement, permission, order, designation or prescription of the Authority is intended; and similarly, the words “approved”, “acceptable”, T-3

“satisfactorily” or words of the like imported are used, it shall mean approved by, acceptable to or satisfactory to the Authority. Whenever the words “he”, “his”, “him”, etc. are used in these Proposal Documents or Agreement Documents it shall be understood that such words mean male, female, or an impersonal business entity.

Any reference to a specific requirement of a numbered Section, Subsection, Paragraph or Subparagraph of the Proposal Documents or Agreement Documents, or cited standard in the Specifications, shall be interpreted to include all general requirements of the entire Section, Subsection, Paragraph or Subparagraph or any Specification item or cited standard, that may be pertinent to such specific reference.

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INSTRUCTIONS TO PROPOSERS

I. INVESTIGATION OF CONDITIONS

The submission of a Proposal shall constitute conclusive evidence that the Proposer has investigated all conditions related to the Services herein described, and is aware of the circumstances, procedures, and requirements affecting the Services to be provided. The attention of the Proposer is specifically directed to, and Proposer will be conclusively presumed to have read and become familiar with, all Proposal Documents. No claim for adjustment of the provisions of the Agreement Documents, and particularly of the fees to be paid by the Authority to the Company, shall be honored.

II. PROPOSAL SUBMISSION REQUIREMENTS

2.1 Proposal Documents and all related information shall be submitted electronically via the Authority’s bidding website at www.flylouisvillebids.com. Submissions will need to be in a single PDF document and the first five pages should be the completed Proposal Form (PF-1 through PF-3 and Attachment A) Website path: Current Bids and Proposals > Select applicable proposal > Submit Bid > Upload PDF file > Submit Bid

2.2 Proposals must include a Bank Letter of Credit or Bid Bond, attached hereto as Attachment A, payable without conditions to the Louisville Regional Airport Authority in the amount of ten thousand dollars ($10,000.00) as a guarantee that if the Company’s Proposal is accepted and an award granted, the Company will enter into the Agreement within fourteen (14) calendar days of the Notice of Award to the successful Proposer by the Authority. In the event the successful Proposer fails to enter into the Agreement within fourteen (14) calendar days the Bank Letter of Credit or Bid Bond shall be drawn against by the Authority, and the amount so drawn shall constitute the agreed amount of liquidated damages. The Authority shall return the Bank Letter of Credit or Bid Bond of the successful Bidder upon receipt of the executed Agreement, as specified in section IX titled “Notice of Award”, and that of unsuccessful Bidders up to fourteen calendar days past the issuance date of the Notice of Award.

III. QUESTIONS AND COMMENTS

The Purchasing Department shall be the sole point of contact for any Proposer throughout the RFP process. Should there be any doubt as to the meaning or content of these Proposal Documents, the Proposer shall immediately notify John Wilson, Procurement Support Specialist, via email at john.wilson@flylouisville.com no later than 12:00 PM ET August 3, 2026.

Questions or comments received after this date and time may not be considered for response by the Authority. The Authority will not be responsible for any oral instructions, interpretations, or explanations unless also addressed in writing.

mailto:john.wilson@flylouisville.com

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IV. WITHDRAWAL, REJECTION, OR ACCEPTANCE OF PROPOSAL

4.1 At any time, up to the hour and date set for receipt of Proposals, Proposers may withdraw their Proposal through the website www.flylouisvillebids.com. Adjustments and/or corrections to a Proposal may be performed through the website up to the hour and date set for receipt of Proposals by withdrawing the Proposal and submitting the updated document. After the scheduled time and date for receipt of Proposals, Proposers will not be permitted to submit or withdraw a Proposal and all submissions will constitute a valid offer subject to acceptance by the Authority for a period of 90 calendar days following the due date for Proposals.

4.2 Proposals not conforming to the following requirements may be rejected:

a. Proposals must include a Bank Letter of Credit or Bid Bond payable without conditions to the Authority, attached hereto as stated in in article II, “Instructions to Proposers:

Proposal Submission Requirements”

b. Proposals must be submitted using the Authority’s Proposal Form contained within this Document. Proposals must be submitted in such manner as to make them complete and free from ambiguity, without alterations or erasures. All blank spaces in the Proposal Form must be properly filled in, and the Proposal Form properly signed by the Proposer or Proposer’s legally authorized officer or agent.

c. Proposer must sign and have notarized, the “Proposer’s Affidavit” which is part of the Proposal Form. This affidavit covers non-collusion and non-conflict of interest. Any Proposal that does not include the properly executed affidavit will be declared invalid.

d. Proposer shall furnish, among other things, a statement of its experience as required in the Questionnaire attached hereto as part of the Proposal.

e. Proposer must furnish all data, attachments, or statements that it deems essential and pertinent to assure total understanding and evaluation of its Proposal by the Authority.

4.3 The Authority reserves the right to reject any and all Proposals, waive any irregularities or informality in any Proposal, to negotiate for the modification of any Proposal, to accept the Proposal, which in its sole judgement, is deemed the most desirable and advantageous to it from the standpoint of customer service, value, and concept of operation, even though such Proposal may not on its face appear to be the lowest and best price to the Authority.

4.4 Any Proposal, which is incomplete, conditional, ambiguous, obscure or which contains additions or alterations not called for, or irregularities of any kind, may be rejected for such reasons.

4.5 If the successful Proposer refuses to enter into the Agreement within 14 Calendar Days after the Agreement is delivered to the successful Proposer for execution, the Authority shall have the right to accept the Proposal(s) of any other qualified Proposer(s) which submitted a

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bona fide proposal in response to this Proposal Document, with or without re-advertisement.

V. DISQUALIFICATION OF PROPOSAL

Any of the following causes may be considered sufficient for the disqualification of a Proposer and the rejection of its Proposal.

a. Submission of more than one Proposal hereunder by an individual, firm, or corporation under the same or different names.

b. Evidence of collusion among proposers.

c. A Proposer’s default or arrearage under any other previous or existing agreement or purchase order with the Authority.

d. Existence of any unresolved claims between the Proposer and the Authority.

e. Violation of the NO CONTACT POLICY. Upon the advertisement or other publication of any request for proposals (“RFP”), request for qualifications (‘RFQ”), invitation for bids (“IFB”), or other procurement and during the evaluation period for the same:

There shall be no communication or contact initiated by bidders, potential bidders, proposers, potential proposers, responders or potential responders or their representatives (collectively, “Proposers”) directed at members of the Authority’s board, its employees, its consultants, or its other representatives concerning the subject of the procurement process, except as permitted by the Authority’s published RFP, RFQ, IFB, or other procurement documents.

i. Unrelated Contact. If the Authority currently contracts with a proposer, this policy shall not prohibit communications between the Authority and the other party to the extent it relates to the existing contract and not the ongoing procurement process

ii. Contact by the Authority. This policy shall not prohibit Authority employees or representatives from contacting a bidder for the purpose of obtaining further information.

iii. Policy Violations. The Authority may reject a bid, proposal, or response in the event of any violation of this policy.

VI. GRATUITIES AND KICKBACKS

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The Proposer shall not offer, give or agree to give any Authority employee or former Authority employee a gratuity or an offer of employment in connection with any decision, approval, disapproval, recommendation, preparation of any part of a program requirement or a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing or in other advisory capacity in any proceeding of application, request for ruling, determination, claim or controversy.

VII. INCOMPLETE PROPOSALS

The Authority may consider any Proposal incomplete if not prepared and submitted in accordance with the provisions of these Proposal Documents. Any alteration, omission, addition to the Proposal Form or any unauthorized conditions, limitations or provisions attached to a proposal may render it incomplete and may be sufficient cause for its rejection. The Authority may also consider the Proposal incomplete and may reject it if:

a. The Proposal Form furnished herein is not used or is altered.

b. There are alternate Proposals not called for or irregularities of any kind, which may tend to make the proposal indefinite or ambiguous as to its meaning.

c. Any necessary or required documents which are not complete, are improperly executed, or are missing.

VIII. BASIS FOR AWARD

Awards will be based on the Proposer providing the best value as determined by the Authority in its sole and absolute discretion. Criteria for Awards may include but will not be limited to compliance with federal and state regulations and laws, price proposal, references, service locations, ability and availability of services, communication methods, supplier history, previous experience with DOT organizations/processes, provider network, and/or history with non-profit organizations similar to the Authority.

IX. NOTICE OF AWARD

It is anticipated that the Authority will give the Notice of Award to the successful Proposer within 30 calendar days from the Proposal due date. However, the Authority reserves a period of 90 calendar days from the Proposal due date in which the Notice of Award may be given. The successful Proposer, to whom an award is made, shall deliver to the Authority the executed Agreement Documents along with evidence of insurance coverage required by said Agreement within fourteen (14) calendar days of receipt of the Notice of Award. Failure to return all required documents within fourteen (14) calendar days shall be just cause for cancellation of the Award by the Authority and, in the Authority’s sole discretion, the Award may be made to a different qualified Proposer. The Authority reserves the right to cancel the Award without liability at any time before the Agreement has been fully executed by both parties.

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X. GENERAL

The following general conditions relate to the submission of Proposals and any Award to be made as a result thereof:

a. The Authority reserves the right to accept the Proposal offered by a responsible and qualified Proposer which, in the Authority's sole opinion, best meets all of the goals and requirements stated elsewhere in these Proposal Documents. Responsibility and qualification are to be determined from the information furnished by the Proposer as well as from other sources determined to be appropriate by the Authority. The Authority further reserves the right not to make an award until after such investigations, as are deemed appropriate, are completed regarding the experience, financial responsibility and qualifications of the Proposer.

b. The Authority shall not be obligated to respond to any Proposal submitted, nor shall the Authority be legally bound in any manner whatsoever by the submission of a proposal by any Proposer.

c. Any agreement arising out of any Proposal submitted hereunder, and any negotiations that may follow, shall not be binding or valid against the Authority, its officers, employees, or agents unless reduced to writing and executed by an authorized representative of the Authority.

d. Statistical information contained in these Proposal Documents is for information purposes only. The Authority is not responsible for any inaccuracies or interpretations of data.

e. Under Kentucky’s Open Records Act, the Proposal submitted in response to this solicitation will be subject to inspection by the public, unless an exception to the Open Record Act applies. KRS 61.878(1)(c)(1) excludes from the Act’s disclosure requirements “records confidentially disclosed to an agency…generally recognized as confidential or proprietary, which if openly disclosed would permit an unfair commercial advantage to competitors of the entity that disclosed the records.” If Proposers response to this solicitation contains information Proposer deems as confidential or proprietary, Proposer shall clearly mark the pages containing such information as “CONFIDENTIAL” or “PROPRIETARY.” Proposers may not classify an entire Proposal as proprietary or confidential. Proposers’ classifications of information as confidential or proprietary will not be binding upon the Authority.

XI. ELIGIBILITY TO PARTICIPATE IN GOVERNMENTAL PROGRAMS

CERTIFICATION

Proposer’s signature certifies that the Proposer, and where applicable subcontract vendor, or any person performing services under this agreement (i) is not now nor have ever been

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excluded, suspended, debarred, or otherwise deemed ineligible to participate in governmental procurement, or other programs; (ii) is not now nor have ever been charged with or been convicted of a criminal offense related to the provision of government, procurement, or other programs and have not been reinstated in such programs after a period of exclusion, suspension, debarment, or ineligibility. If the Proposer, and where applicable subcontract vendor, or any person performing services under this agreement becomes ineligible for participation in such governmental programs in the future, vendor will have a process in place such that subcontract vendor(s) and any person performing services under this agreement will promptly notify the vendor of such ineligibility. The Proposer will notify the Authority within seventy-two (72) hours of the vendor becoming aware of the governmental ineligibility of the vendor, any subcontract vendor, or any person performing services under this agreement

XII. PERFORMANCE BOND

12.1 The Company shall, upon award of an Agreement, furnish to the Authority an annual Performance Bond, included hereto as Attachment C, in the amount of forty thousand dollars ($40,000.00). The Performance Bond shall be given by the Company, at the Company’s sole expense, to assure and guarantee the performance by the Company of all its obligations under the Agreement and shall not be cancelled on less than thirty (30) days written notice to the Authority. Performance Bond(s) shall be renewable for each year of the established Agreement and any extension thereof.

12.2 Attorneys-in-fact who sign Performance Bonds must file with such bonds a certified copy of their power of attorney to sign such bonds.

GC-1

GENERAL CONDITIONS

I. GENERAL DESCRIPTION

It is the Authority’s intent to enter into an Agreement with the most qualified and responsible Proposer (the “Company”) that offers the best value for the right and obligation to provide professional Occupation Health Services (the “Services”) to the Louisville Regional Airport Authority including Bowman Field Airport, as more fully described herein. The Company shall base its Proposal generally upon the conditions contained in this document. The Company shall furnish, without limitation, all labor, equipment, and materials as specified herein all at the successful Proposer’s expense.

II. PROPOSER QUALIFICATIONS

2.1 In order to be considered qualified to provide the Services hereunder, each Proposer must, at a minimum, meet the following criteria:

a. Have not less than five years experience in providing the Services required in these Proposal Documents, to which the Proposer must give documentation and contact references to the Authority if the Authority so desires.

b. Provide satisfactory evidence that it can meet or exceed every minimum standard stipulated in the Specifications and Agreement.

2.2 It is mandatory that the individual, partnership, joint venture, limited liability company or corporation submitting a Proposal have the above minimum qualifications; and if such is found not to be the case, any Proposal submitted by such individual, partnership, joint venture, or corporation will be rejected. In the case of a Proposal submitted by a partnership or a joint venture, at least one of the general partners thereof or one of the constituent members of such partnership or joint venture must possess said minimum qualifications.

III. SCOPE OF WORK

3.1 The awarded Company shall provide the Services to assist in meeting the Authority’s medical needs for potential and existing employees. The Company shall be required to provide the Services for employees in a wide range of employment categories that may include, but not be limited to administrative, clerical, skilled and unskilled labor, information technology (IT), public safety, and skilled professionals.

3.2 The Company agrees to provide the Services in accordance with the terms set forth in the Proposal Documents. The terms of the Proposal Documents shall supersede any contrary or inconsistent terms set forth on any purchase orders, purchase order acknowledgements, invoices, confirmations, and/or similar documents. No supplemental provisions of any such purchase orders, purchase order confirmations, invoices, confirmations, or other similar documents shall

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be binding upon the Authority unless such document is signed by an authorized representative of the Authority.

3.3 The Company shall provide the Services to the Authority in the manner and frequency as described in the Specifications for a period of three (3) years. Afterwards, the established Agreement may then be extended for two (2) additional one-year periods upon mutual consent of the Authority and awarded Company.

IV. SPECIFICATIONS

4.1 The Authority currently has approximately one hundred and fifty (150) employees. In addition, the Authority will periodically employ individuals for temporary or seasonal assignments. Common work hours are between 8:00 a.m. and 4:30 p.m., Monday through Friday.

However, there are a significant number of employees who work alternate schedules which include 24-hour shifts, second and third shifts, and/or weekends. Services should be available to accommodate all schedules and shifts. The Company shall provide the Services herein so to support the work and efforts of the Authority’s staff in managing pre-employment screening, return to work, fitness for duty, work injury treatment, physical examinations, and drug free workplace program. The following list is an example, but not all inclusive of services the Company should provide:

• Pre-Employment o Drug Screen o Physical Examinations o Physical Examinations for Physical Agility Tests for Peace Officer

Candidates

• Physical Examination o Peace Officer Professional Standards (POPS) o Annual Public Safety Officer including Firefighter o Commercial Driver’s License o Hearing, vision, respiratory

• Work Injury Treatment o X-Ray o Treatment or referral o Fitness for Duty Assessment

• Medical Record Review o Fitness for Duty o Leave assessment o Return to work (post-accident, injury, surgery, or illness)

• Coordination with Workers Compensation

• Drug-Free Workplace o Pre-employment o Random (DOT, non-DOT) o Post-accident and for cause

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4.2 In performing the Services hereunder, the Company shall exercise the standard of care normally exercised by nationally recognized and required by occupational health organizations in compliance with: 49 CFR Part 40, 14 CFR Part 120, and 803 KAR 25:280, as well as other federal, state, and local medical service laws and regulations.

4.3 The Company shall report to the Director of Human Resources or his/her designated representative, for all Services to be performed under the Agreement. The Company will work closely with the Authority’s Human Resources staff in ensuring a comprehensive approach to the Occupational Health Services Program.

4.4 The Company shall be available for teleconferences to discuss conclusions and prospective recommendations concerning Authority employees treated and/or examined.

4.5 The Authority has paid approximately $40,000 for Occupational Health Services in the past 12 months

V. RESPONSIBILITES OF THE COMPANY

The responsibilities of the Company, upon request by the Authority, for existing and potential employees will include, but not be limited to, the following:

5.1 Job Related Physical Examination, Testing and Screening – The Company shall provide physical examinations by a qualified medical professional in accordance with Authority, state, and federal guidelines. Certain regulated screenings such as DOT and POPS physicals may dictate specific license or certifications. The Company shall assist the Authority with exam scheduling of any kind. The types of physical examinations, testing, and screenings include, but are not exclusive to:

a. Pre-offer examination for fitness of Physical Agility Testing for Public Safety Officers

b. Post-offer/pre-employment physical examination

c. Physical examinations to meet requirements of the Kentucky Law Enforcement

Council (KLEC), Peace Officer Professional Standards (POPS), or the Kentucky Fire Commission.

d. Physical examinations to meet requirements for Department of Transportation (DOT), and the Commonwealth of Kentucky Commercial Driver’s License (CDL).

e. Respirator fit testing.

f. Hearing testing/evaluation

g. Vision testing/evaluation

h. Muscular function testing

i. Musculoskeletal screening

j. Return to work, modified/restricted duty, or medical leave recommendations

k. EKG with interpretation and immediate results

l. Post exposure testing and examination to comply with 29 CFR 1910.1030.

m. Tuberculosis screening

n. X-Ray

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Requirements and paperwork for POPS physicals can be found on the KLEC website as forms G-1, G-2, and G-3.

5.2 Drug and Breath Alcohol Screening – The Company shall provide drug and alcohol screening for all employees in compliance with federal and state Department of Transportation standards including 49 CFR Part 40, 14 CFR part 120, and 803 KAR 25:280. The types of screenings include, but are not limited to:

a. Post-offer/pre-employment drug screening (DOT and non-DOT)

b. Random drug and alcohol screening (DOT and non-DOT 10 panel) in compliance with DOT 49 CFR Part 40, 14 CFR Part 120, and 803 KAR 25.280.

c. Post-accident drug and alcohol screening (DOT and non-DOT 10 panel).

d. For cause drug and alcohol screening.

The Company must have the capability for collection of urine samples, appropriate handling of split screen samples, and conduct breath alcohol testing in immediate response to critical time frames for post-accident and for cause testing. The Company shall be able to:

a. Provide breath alcohol screening results for post-accident within two hours of service.

b. Generate and provide to the Authority a quarterly list of randomly selected employees for drug screening. The list shall be organized by DOT and non-DOT employees.

c. Provide electronic or hard copy documentation of results for each screening.

d. Communicate positive results to the Authority and the employee by a medical review officer.

e. Provide quarterly and annual summaries of drug screening results.

f. Receive automated test results from a certified lab.

g. Follow chain of custody process.

5.3 Medical Records Review – The Company shall provide evaluations of Authority employee medical records, physical and/or mental, by a medical professional for the coordination of benefits including workers compensation, determining fitness for duty, return to work, appropriate work modifications, or leave recommendations.

5.4 Occupational Injury/Worker’s Compensation Medical Case Management – The Company Shall provide physical examination and medical treatment as appropriate by a medical professional for occupational injuries as well as coordinate with the Authority’s designated workers compensation provider for medical assessment, follow-up, referral to a specialist as needed, fitness for duty, and medical records. The company shall be able to:

a. Provide case coordination and case management for work-related injuries and/or ill employees. The case management system must be designed so that the injured/ill employee is closely monitored, and medical care is coordinated in conjunction with the Authority’s Worker’s Compensation administrator from the time of injury until the case is closed.

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b. Provide thorough and complete medical records review and evaluation, including medical information from external providers and coordination of receiving those records

c. Receive and evaluate results for fitness for duty examinations provided by other vendors and provide findings and recommendations to the Authority.

d. Appropriate medical care facility or network to timely provide a range of medical treatments needed.

5.5 Return to Work (RTW) Physical Examination – The Company shall provide evaluations by a medical professional to determine if an employee is physically and/or mentally able to perform the essential functions of their position as defined by the job description provided by the Authority. The evaluation may include, but is not exclusive to the following:

a. Review of medical records from Authority vendors (workers compensation, retirement, or disability), employee private physician, or other medical professionals.

b. Comparison of physical and mental abilities to Authority provided job description.

c. Request and review of additional records, tests, or screenings as needed for a determination.

5.6 Fitness for Duty Examination – The Company shall provide evaluations by a medical professional to determine if an employee is physically and/or mentally able to perform the essential functions of his/her position as defined by the job description provided by the Authority. The Company shall be able to:

a. Provide thorough and complete review of medical records and evaluations including medical information from external providers, and coordination of receiving those records.

b. Receive and evaluate results for fitness for duty examinations provided by other vendors and provide findings and recommendations to the Authority.

5.7 Additional Medical Services – The Company shall be able to provide additional medical services on an as needed basis as negotiated and agreed upon. This may include, but is not limited to flu shots, participation in wellness events, on-site drug and or alcohol screening, immunizations, and wellness related training.

5.8 Communication – The Company shall provide timely communication of results inclusive of a written summary for all services provided. The Authority expects to be notified of the following:

a. Same day communication to the Authority of any individual who refuses to complete any portion of an exam or testing.

b. Communication to the Authority of any individual who tests positive for alcohol in a random or for cause screening within two hours of service.

c. Same day communication to the Authority of any individual that upon examination is referred to emergency treatment, modified duty, or restricted duty.

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d. Same day communication to the Authority of return-to-work status of individuals examined.

e. Communication to the Authority of any individual who upon examination is determined to be a safety risk to themselves, others, or the general public within two hours of service.

f. Communication to the Authority of post-offer/pre-employment drug screenings, random drug screenings, and for cause drug screening within five calendar days.

g. Communication to the Authority of medical record reviews, fitness for duty, physical examinations, and all other medical services within five calendar days.

h. Notification to the Authority and the employee of any referral or follow-up needed within five calendar days.

5.9 Confidentiality – The confidentiality of health care information generated shall be maintained in accordance with the provisions of the Health Insurance Portability and Accountability Act (HIPAA). Authorization will be granted to the Director of Human Resources or his/her designee, appointed by the Authority, for the release of information generated as a result of services provided by the Company. Records are to be stored and maintained at no additional cost to the Authority in a secure and confidential manner. Medical records should be kept indefinitely and made available to the Authority’s Director of Human Resources or the designee. All records related to services provided are the property of the Authority and shall be made available to the Authority should the Agreement be cancelled or expire. These records shall be obtainable within two weeks of cancellation or expiration at no additional charge to the Authority.

5.10 Compliance – All personnel providing medical services, whether direct or indirect, shall hold the appropriate medical license, certification, and training as required by the Commonwealth of Kentucky, Department of Transportation, American with Disabilities Act, Family and Medical Leave Act, HIPPA, and any other federal and state guidelines concerning medical treatment and confidentiality of medical information.

5.11 Hours of Operation – The Company shall have the ability to accommodate all shifts and schedules of Authority employees who may require services 24 hours per day, 7 days per week.

5.12 Service Location – The Authority prefers that the distance from Authority facilities to service locations be no more than fifteen miles.

5.13 Invoice and Payment – The Authority shall be billed, and the Company directly compensated for all authorized Services provided to designated Authority employees or candidates under the Agreement. The Company shall be solely responsible for coordinating reimbursement to any third-party providers and the Authority’s workers compensation provider.

a. Separate invoices shall be submitted monthly to the Authority.

b. Invoices must include fee detail including cost, name of employee receiving services, summary of services provided, date services were rendered, and the location where services were provided.

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c. Company shall be solely responsible for all personnel related state and federal costs required by law.

5.14 Scheduling – The Company must be able to perform routine physicals within two days of request for appointment. Company must outline a scheduling and authorization process for routine and emergency services (phone, fax, electronic, etc.). Authority employees should wait no longer than 30 minutes from the time of scheduled appointment to the start of Services.

5.15 The Company shall maintain a detailed list of tests, checklists and forms used for Authority employees to examine candidates and perform medical services.

VI. INSURANCE REQUIREMENTS

The Proposer agrees to carry and maintain, at its own expense, Public Liability insurance in the amount of $1,000,000 in single limit amounts for damage to property and injury to persons resulting from any one accident and Professional Liability (Errors and Omissions) in the amount of $1,000,000 in the single limit amount of not less than $1,000,000.00. Professional Liability insurance shall provide coverage for errors or omissions on the part of the Proposer arising out of, or resulting from, the performance of the Agreement. Proposer shall carry Workers’ Compensation and Employers Liability for the statutory amount. Such policy(ies) shall: (a) be issued by the Proposer or companies acceptable to the Authority, (b) name the Authority as an additional insured, (c) not be cancelled on less than 30 days prior written notice to the Authority,

(d) be primary and noncontributory, and (e) waive all rights of subrogation against the Authority and its insurers. The Proposer shall provide the Authority with a certificate of insurance or such other evidence satisfactory to the Authority that such insurance is in effect.

VII. DRAFT FORM OF AGREEMENT

The included form of agreement is the form of agreement the Authority contemplates will be executed by the parties. Any requested changes to this form of agreement must be submitted in writing to the Authority on or before the due date for such proposed changes as set forth in the section entitled “Questions and Comments.” All potential Proposers shall be notified of any suggested changes and the Authority’s stance on such changes through an addendum to the Proposal Documents, and if such changes are accepted by the Authority, they shall be included in the Agreement that shall be executed by the successful Proposer. In the event no proposed changes are submitted, or the proposed changes submitted are not accepted by the Authority as set forth in an addendum to the Proposal Documents, then the form of Agreement as originally proposed by the Authority shall be executed by the successful Proposer. Notwithstanding the foregoing, the Authority shall have the right to make nonmaterial changes to the Agreement up to the date of execution by both parties and shall also have the right to insert the name of the successful Proposer and the applicable compensation.

Please Note the following concerning the Authority’s Draft Agreement:

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a. The Kentucky Constitution does not permit the Authority to indemnify third parties.

b. The Federal Aviation Administration requires the Non-Discrimination and Disadvantage

Business Enterprises language in all contracts and cannot be changed or amended.

c. Kentucky statute requires all Open Record Requests directed to the Authority must be answered within three business days. This language cannot be changed or amended.

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COST PROPOSAL FORM

The undersigned Proposer, having examined the conditions associated with the proposed

Services to be provided, and having carefully read and examined all of the Proposal Documents which include, but are not limited to: Cover Page, Definition of Terms, Invitation to Submit Proposal, Instructions to Proposers, General Conditions, Proposal Form, and Draft Agreement;

and any and all related documents to provide the Services described therein, and having become familiar with the specifications, requirements, and procedures thereof, hereby proposes and offers to perform all obligations associated herewith and proposes to furnish all labor, supplies, and equipment required to perform all of the work in strict accordance with the Proposal Documents.

The undersigned certifies that it has examined and is fully familiar with all of the provisions of the Proposal Documents and is satisfied that they are accurate; that it has carefully checked all words and figures, and other matters that in any way affect the work or the cost thereof.

I. PROPOSAL PRICE

The Proposal price submitted shall, for the duration of the Agreement, include all expenses of every kind and nature associated with performing the Services including, but not limited to, all direct and indirect costs, direct labor costs, overhead, fee or profit, clerical support, safety equipment, materials, supplies, managerial support, lab fees, delivery of specimen, and all documents, forms, and reproductions. The Authority does not guarantee the frequency in which the Services are required. The Authority is exempt from all state and local taxes.

Please use Attachment A to provide pricing per scheduled service, or if providing a group rate please include parameters (per medical professional, count of included employees, etc.).

II. ADDENDA

The undersigned acknowledges receipt of Addenda as listed below and represents that any additions or modifications to, or deletions from the conditions, provisions or Services called for in these Addenda are included in this Proposal.

Addendum #: _____________________ Dated: ______________ Addendum #: _____________________ Dated: ______________

(Note: If no Addenda have been received, write in "None")

III. LEGAL STATUS OF PROPOSER

Name of Proposer:

Bidder/Proposer Type of Legal Status (check one)

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( ) Corporation ( ) Limited Liability Company ( ) General Partnership; ( ) Limited Partnership ( ) Sole Proprietorship ( ) Joint Venture ( ) Other __________________ Provide as applicable:

When Incorporated? _______________________________________ Where Incorporated (State)? _________________________________ Date of Organization: _________________

Is Entity registered to do business in Kentucky? ( ) Yes ( ) No Has Entity previously conducted business in Kentucky?

( ) Yes; ( ) No; When: ____________

Furnish the following information on the principal officers of the company/corporation:

NAME TITLE ADDRESS

Provide Name and address of each, General Partner, Joint Venture etc.

NAME TITLE ADDRESS

IV. CERTIFICATION STATUS OF PROPOSER:

Bidder/Proposer is currently certified as: (Check any that apply)

Type of Certification Certifying Body

DBE (DISADVANTAGED BUSINESS ENTERPRISE) _________________

W/MBE (WOMAN/MINORITY BUSINESSE ENTERPRISE) _________________

VETERAN OWNED _________________

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PROPOSER’S AFFIDAVIT

State of ________________

County of ________________

Affiant, _____________________________________, being first duly sworn, deposes and says:

(1) The Proposer does hereby state that neither the Proposer nor any of its officers, partners, owners, agents, representatives, employees, or parties in interest, has in any way colluded, conspired or agreed, directly or indirectly, with any person, firm, corporation or other Proposer or potential Proposer in regard to the amount, terms or conditions of this Proposal and has not paid or agreed to pay directly or indirectly any person, firm, corporation or other Proposer or potential Proposer any money or other valuable consideration for attempting to fix the prices in the attached Proposal or the Proposal of any other Proposer, and further states that no such money or other reward will be hereafter paid.

(2) The Proposer further states that no person or selling agency has been employed or retained to solicit or secure the Agreement for a fee, commission, percentage, brokerage, or contingent fee, except bona fide employees of the Proposer or a bona fide commercial or selling agency maintained by the Proposer for the purpose of securing business prices.

(3) The Proposer further states that he/she has neither recommended nor suggested to the Authority, or any of its members, officers, or employees any of the terms or provisions set forth in the Proposal Documents, except at a meeting open to all interested Proposers, of which proper notice was given.

(4) The Proposer further states that no officer, or stockholder of the Proposer is a member of the Authority or its staff, neither related to any member of the Authority or its staff except as noted herein:

(5) The Proposer further states that no member or delegate to Congress, or state or local public official shall be admitted to any share or part of the Agreement, or to any benefit that may arise therefrom; provided, however, this provision shall not be construed to extend to the Agreement if made with a corporation for its general benefit:

Signature of Affiant: _____________________ Title: _____________________

The foregoing instrument was subscribed, sworn to, and acknowledged before me this _____ day of __________, 2026, by _______________ of _______________ a _______________ corporation, on behalf of the corporation.

Signature of Notary Public: ____________________

My commission expires: ____________________

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PROPOSER’S EXPERIENCE AND

QUALIFICATIONS QUESTIONNAIRE

The Proposer hereby certifies the truth and correctness of all statements and of all answers to questions herein. Omissions, inaccuracy, or misstatements may be cause for rejection of a submitted Proposal. All information requested in this Questionnaire must be completed, accurately and in the form requested.