Pre-Employment Medical Services

The City of Palo Alto is seeking a qualified medical services provider to conduct comprehensive pre-employment and occupational health examinations for its workforce of approximately 1,000 full-time employees across multiple departments. The Request for Proposals (RFP #RFP195237) seeks a vendor to perform 13 different types of medical examinations, including full medical and occupational health history, DOT medical exams, firefighter and police pre-placement physicals, DMV medical examinations, OSHA respirator clearance, fitness-for-duty evaluations, drug and alcohol testing, tuberculosis testing, vaccinations, laboratory services, and hazardous materials baseline and periodic medical screenings. The medical services must fully comply with OSHA Standards, FMLA, HIPAA, DOT Regulations, EEOC Guidance, ADA, and applicable state and local health codes. All medical services must be performed by California-licensed physicians with experience in occupational and environmental medicine. The RFP was released on December 1, 2025, with questions due by December 16, 2025, at 1:00 p.m., and proposals due January 2, 2026, by 3:00 p.m. through the City's OpenGov procurement system. Evaluation criteria will include proposal quality, proposed solution, consultant experience, cost, financial stability, performance history, ability to provide ongoing services, and regulatory compliance.

The City intends to award a single three-year contract with a Not-To-Exceed Budget Per Task arrangement. While no specific set-aside designations are mentioned, the RFP requires vendors to demonstrate financial stability through audited financial statements, reviewed statements, or financial institution letters. The contract requires comprehensive insurance coverage, including Worker's Compensation, General Liability, Technology Errors and Omissions Liability, Cyber and Privacy Insurance, Automobile Liability, and Professional Liability, with specific minimum coverage limits. Vendors must also complete a detailed Vendor Information Security Assessment (VISA) Questionnaire and comply with extensive cybersecurity terms and conditions. The City will require the selected vendor to maintain office hours Monday through Friday, 8:00 a.m. to 5:00 p.m., with extended hours preferred, and the ability to respond to appointment requests within 24-48 hours. While a specific budget range is not explicitly stated, the cost sheet indicates that pricing will be evaluated across thirteen different exam types and implementation services, with unit costs to be provided for each of the three contract years.