Occupational Medicine Staffing Services and Electronic Health Records Management

The City of Phoenix, Finance Central Procurement Division, is issuing Request for Proposal PS-26-0128 for Occupational Medicine Staffing Services and Electronic Health Records Management for the Phoenix Fire Department Health and Wellness Center. The procurement seeks a qualified contractor to provide comprehensive occupational health services including baseline physicals following NFPA 1580 standards, industrial injury evaluation and treatment, physical therapy, mental health support, DOT examinations, and post-exposure consultations for firefighters and public safety personnel across the region. The contractor must staff 25 full-time equivalent positions including medical doctors, physician assistants, nurse practitioners, registered nurses, behavioral health specialists, physical therapists, athletic trainers, and support staff, with annual service volumes comprising approximately 2,500 annual physicals, 200 pre-placement physicals, 4,400 industrial injury evaluations, 3,850 physical therapy visits, and 500 non-industrial evaluations. The contract commences October 1, 2026, for an initial three-year term with two optional one-year extensions, and the contractor must provide and maintain all hardware, software, network infrastructure, and EHR management systems, including transfer of 77 gigabytes of archived records from AdvancedMD within 120 days of contract start. Minimum qualifications require at least two years of occupational medicine staffing and EHR management experience, an active EHR management system, affiliation with a Level 1 Trauma Facility in the Phoenix metropolitan area, two years' experience with Workers' Compensation Case Management including Industrial Commission of Arizona forms processing, and absence from the Office of Inspector General's List of Excluded Individuals/Entities. Evaluation criteria consist of qualifications and experience (290 points), method of approach (350 points), and fee schedule (200 points), totaling 1,000 points. The solicitation was released January 26, 2026, with written inquiries due February 13, 2026; a non-mandatory pre-offer conference and site visit scheduled for February 5, 2026, at 9:00 a.m. and 9:30 a.m., respectively, at 150 S. 12th Street, Phoenix, Arizona 85034; and sealed proposals due March 4, 2026, at 2:00 p.m. through the City's Procurement Portal.

This procurement includes Disadvantaged Business Enterprise requirements under 49 CFR Part 26 applicable to Federal Transit Administration-assisted projects, mandating contractors to develop and submit Small Business Participation Plans within 30 calendar days of award and annually thereafter, conduct good faith outreach to DBE-certified firms using the Arizona UTRACS database, maintain compliance documentation, and obtain City approval before implementing any DBE substitutions, exemptions, or reductions. The contractor must comply with federal nondiscrimination statutes including Title VI of the Civil Rights Act, the Americans with Disabilities Act, the Age Discrimination Act, and FAA nondiscrimination provisions, and must promptly pay subcontractors within seven days of receiving City payment. All personnel must possess appropriate licensure, certifications, and background clearances, and the contractor assumes full responsibility for HIPAA and HITECH Act compliance through execution of a Business Associate Agreement, with requirements for 72-hour data breach notification and return or destruction of all Protected Health Information upon contract termination. The contractor must also comply with the City of Phoenix Cloud Computing Standard (s1.20), ensuring all confidential data resides exclusively in U.S.-based data centers with U.S.-based staff, implementing encryption protocols, multifactor authentication, and maintaining SOC 2 Type II or SSAE 18 certifications. Contractors must obtain a 10% performance surety bond, professional liability insurance with $1,000,000 per claim and $2,000,000 aggregate coverage, technology errors and omissions coverage, and network security and privacy liability insurance, with all pricing remaining firm and fixed for 240 calendar days from solicitation opening. While no specific budget or award value range is published, the contract encompasses comprehensive staffing and EHR system management services across a three-year initial term with potential extensions, with pricing to be evaluated as part of the sealed offer submission process.