Fire Medical Services | Package A: Annual Physicals | Package B: Medical Advisor for Emergency Medical Services

The City of Milpitas is conducting a Request for Proposal (RFP) for Fire Medical Services, comprising two distinct packages to be awarded separately. Package A solicits proposals for annual physical examinations and related services for Fire Department personnel, requiring compliance with Joint Labor Management Wellness Fitness Initiative and National Fire Protection Association (NFPA) 1582 and 1583 standards. Proposers must demonstrate in-depth knowledge of fire service medical assessments, including baseline medical evaluations, consolidated medical assessments, immunizations, and electronic data reporting, with all physical examinations to be completed onsite at a City facility. Package B seeks a Medical Advisor for the Fire Department's Emergency Medical Services (EMS) program, responsible for providing prescriptive authority, protocol review, case reviews, quality improvement activities, and staff performance consultation. The RFP requires proposers to submit comprehensive responses including vendor questionnaires, required forms, W-9s, and insurance certifications. The question submission deadline is December 3, 2025, at 12:00 p.m., with proposal submissions due electronically through the City's OpenGov eProcurement portal by January 6, 2026, at 12:00 p.m. The estimated contract start date is July 1, 2026, for an initial five-year term.

The RFP does not specify specific set-aside designations or restrictions on responding organizations. Current incumbent vendors include Stanford Health Care, which has been providing EMS Medical Director services under Contract No. 397, and Kaiser Permanente On-the-Job, which has been handling medical services for Fire Department uniformed personnel. The existing agreements with these vendors provide context for the current medical services infrastructure. While no specific budget range is explicitly stated, the previous Kaiser Permanente contract had a compensation not to exceed $300,000, which may provide a reference point for potential contract value. All employees assigned to perform services must be at least twenty-one years old and undergo background security checks. Proposers must maintain active registration with the California Secretary of State and comply with Milpitas business license requirements. The City reserves the right to negotiate final contract terms and award to the most advantageous proposer, not necessarily the lowest-priced bid, based on comprehensive evaluation criteria.