Project Information

Bid Title

Occupational Health Services

Issuing Agency

City of Berkeley

Location

California

Published Date

Jan 23, 2026

Closing Date

Feb 26, 2026

Government Level

State & Local

Status

Closed

Ref. #

26-11766-C

Original Source

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Project Description

Occupational Health Services

Due Date: Thursday, February 26, 2026 - 2:00 pm Previous Due Dates

Attachment Preview

Internal

Finance Department

General Services Division

REQUEST FOR PROPOSALS (RFP)

Specification No. 26-11766-C

FOR

Occupational Health Services

PROPOSALS WILL NOT BE OPENED AND READ PUBLICLY

Dear Proposer:

The City of Berkeley is soliciting written proposals from qualified firms or individuals to provide Occupational

Health Services. As a Request for Proposal (RFP) this is not an invitation to bid and although price is very

important, other factors will be taken into consideration.

The project scope, content of proposal, and vendor selection process are summarized in the RFP (attached).

Proposals must be received no later than 2:00 pm, on Thursday, January 22, 2026. Proposals are to be sent via

email with the “Specification No. 26-11766-C and Occupational Health Services” clearly indicated in the subject

line of the email. Please submit one (1) PDF of the technical Proposal with the filename saved as, “Proposal:

Vendor Name – 26-11766-C, Occupational Health Services.” Corresponding pricing proposal shall be submitted

as a separate document with the filename saved as, “Pricing: Vendor Name – 26-11766-C, Occupational Health

Services.”

Email Proposals to:

City of Berkeley

Finance Department/General Services Division

Solicitations@berkeleyca.gov

Proposals will not be accepted after the date and time stated above. An incomplete proposal or proposals that do not

conform to the requirements specified herein will not be considered. Issuance of the RFP does not obligate the City

to award a contract, nor is the City liable for any costs incurred by the proposer in the preparation and submittal of

proposals for the subject work. The City retains the right to award all or parts of this contract to several bidders, to

not select any bidders, and/or to re-solicit proposals. The act of submitting a proposal is a declaration that the

proposer has read the RFP and understands all the requirements and conditions.

For questions concerning the anticipated work, or scope of the project, please contact Kevin Walker, Occupational

Health & Safety Officer, via email at KWalker@berkeleyca.gov no later than January 8, 2026. Answers to questions

will not be provided by telephone or email. Answers to all questions or any addenda will be posted on the City of

Berkeley’s site at Bid & Proposal Opportunities | City of Berkeley (berkeleyca.gov). It is the vendor’s responsibility

to check this site. For general questions concerning the submittal process, contact purchasing at 510 981-7320.

We look forward to receiving and reviewing your proposal.

Sincerely,

Henry Oyekanmi

Finance Director

2180 Milvia Street, Berkeley, CA 94704 Tel: 510.981.7320 TDD: 510.981.6903

E-mail: purchasing@berkeleyca.org Website: cityofberkeley.info/finance/

City of Berkeley

Occupational Health Services

Internal

Specification No. 26-11766-C

Page 2 of 23

Release Date 12/16/26

I.

BACKGROUND/SUMMARY/or INTRODUCTION

The City of Berkeley requires an occupational health services provider with the ability to render comprehensive

services required by federal, state and local occupational health and safety regulations for various City departments

that include the Public Works Department, Parks, Recreation and Waterfront Department, and Public Safety (Fire

and Police) employees. The services shall include, but not limited to, pre-employment exams, annual physicals,

drug and alcohol sample collection, and urgent and routine occupational medicine services and consultation as

requested.

II. SCOPE OF SERVICES

1. The services include, but may not be limited to, Police Officer P.O.S.T Medical Examination, Fire Fighter

NFPA 1582 Medical Guidelines, and Pre-Employment Physical Examinations, Employee Occupational

Health Services, Hazardous Materials Workers Examinations, Communicable Disease Services, and

Alcohol and Drug Testing in accordance with requirements of the U.S. Department of Transportation

(D.O.T.). In addition, the City requires Advice and Consultation Services on both project-based and as

needed.

2. The City requires that the provider be accomplished and knowledgeable in the subject areas of

Occupational Health, the Americans with Disabilities Act (ADA), Health Insurance Portability and

Accountability Act (HIPAA) and State and Federal regulations and/or guidelines, which apply to the City’s

workforce. The City requires that services be expertly performed to remain in compliance with all

applicable regulations and guidelines.

SPECIFIC REQUIREMENTS: Contractor(s) shall provide any or all the following health services components:

1. COMPONENT #1 – Clinical and On-site Medical Services

Contractor shall provide the services listed below. Some maintenance and supportive tasks are required to be

performed at no additional charge to the City. These tasks should be considered overhead of the contract to provide

the services/examinations that will be compensated on a per-test or per-hour basis. See, Term Glossary, following

“Component #3” for distinction between expected, routine Advice and Consultation Services

A. POST-OFFER/PRE-EMPLOYMENT PHYSICAL EXAM SERVICES:

1. Conduct medical examinations according to accepted industry and medical standards and according to

physical exam protocols to be agreed upon between City and Contractor.

a. Such agreed-upon protocols must be in accordance with:

• Rules of the Civil Service Commission,

• The Americans with Disabilities Act of 1990,

• JCAHO, and

• The objectives of the City's pre-employment exam process.

The objectives of the City pre-exam process are to ensure that all candidates for City employment are, 1)

medically capable to perform job duties, 2) not placed in positions that can aggravate existing medical

conditions or create hazards to themselves or others, and 3) permit maximum accommodation of

individuals with disabilities.

b. Physiologic measures currently required of all applicants will include, but may not be limited to: blood

pressure, pulse, respiration, temperature, height, weight, visual acuity (corrected and/or uncorrected), color

vision, and urinalysis.

2. Conduct job-specific examinations of employees and employee candidates.

a. Such screenings and examinations may include, but may not be limited to providing:

i. Chest x-ray,

ii. Electrocardiogram (EKG),

iii. Musculoskeletal screening with emphasis on back and knees for all applicants for jobs currently

categorized as Class III (moderate work) or Class IV (heavy work.)

iv. Tuberculosis screening for applicants in specific job classifications where tuberculosis screening is

required, initially via Purified Protein Derivative (PPD) skin test (or other approved method) with a chest x-

ray follow-up in response to positive results, if necessary.

RFP Revised Nov2022

City of Berkeley

Occupational Health Services

Internal

Specification No. 26-11766-C

Page 3 of 23

Release Date 12/16/26

v.

vi.

3.

i.

ii.

2.

Proof from applicants of immunity to rubella, rubeola, varicella and hepatitis B and proof of tetanus status

for specific job classifications that require such proof. Applicants without such proof may be tested and/or

immunized by the health-care provider of their choice at their own expense.

Examinations of Safety and Emergency personnel per City protocol and following Peace Officers

Standards and Training (P.O.S.T.) guidelines and Fire personnel following NFPA Standards.

Contractor shall:

Inform City of any irregular or otherwise pertinent test results that require additional testing or services

prior to conducting additional testing/services; and

Notify the Applicant/Employee of any recommendation for follow-up with the individual's personal

physician. Ensure that such notification to Applicant/Employee states that such follow-up may be the

financial responsibility of the Applicant/Employee.

City must approve all referrals for additional examinations.

Location of Services: Contractor shall maintain examination centers located within Alameda or Contra

Costa County and convenient to the City.

a.

b.

3.

a.

b.

4.

a.

b.

5.

a.

b.

c.

6.

a.

i.

ii.

iii.

iv.

v.

vi.

The Contractor shall also have the ability to perform screenings, immunizations and vaccinations at sites as

may be specified by the City from time to time and as may be necessary.

Access to services: The contractor shall provide services during normal business hours Monday-Friday,

City holidays excluded. Location of services shall be handicapped-accessible and shall conform to all

applicable Federal, State, and Local safety laws.

Contractor shall provide staffing:

Licensed examining physicians, clinicians and support staff who are experienced in occupational medicine

and familiar with state and federal laws. Providers must indicate in their proposal, which, if any physicians

and/or support staff are located at a location different from the examining facility.

All appropriate support staff, such as licensed nurses, medical technicians, etc., as well as necessary

facilities, equipment, supplies and materials.

Regarding appointment scheduling:

Physical exams must occur within two (2) working days of being requested. The contractor will offer

multiple appointment dates and time.

Applicants/Employees should wait no longer than thirty (30) minutes from the time of actual appointment,

before services are begun. Walk-In services may exceed 30 minutes wait time. Applicants/ Employees will

complete a service-evaluation form and submit it to the City’s Human Resources Department to verify

quality, thoroughness and timeliness of services received.

Prepare and submit a written summary of medical exam/test results no later than forty-eight (48) hours

after an exam or 5 days following a P.O.S.T exam:

Format and content of reports will be approved by the City’s Occupational Health & Safety Officer.

Provider shall also transmit such results in written format via Electronic Portal or City approved

method. Provider shall advise City Departmental Contact of any delays.

If exam is inconclusive and additional time is required, Provider shall contact the City Departmental

contact within the forty-eight (48) hour time period to provide status report.

Initiate and/or update and maintain medical/health records on all employees and applicants for whom

Contractor provides services:

Initiate health records on all City job applicants, including, but not limited to, the following:

health questionnaire

results of all tests

proofs of immunity

examinations

physician consultations

progress notes with rationale for any additional tests or reports outside of the scope of usual examination.

These records and all related materials shall remain the property of the City.

b. Maintain and store all medical records for the term of the contract at no additional cost and in a secure and

confidential manner.

RFP Revised Nov2022

City of Berkeley

Occupational Health Services

Internal

Specification No. 26-11766-C

Page 4 of 23

Release Date 12/16/26

c. Keep all medical records indefinitely and make them available only to the Occupational Health & Safety

Officer, or his/her designee. Should the Agreement be cancelled or expire, these records are the property of

the City and shall be made available to the City within two (2) weeks of cancellation or expiration, at no

charge to the City.

7. Identify and report to the Occupational Health & Safety Officer representative any conflicts or problems

that arise between the Applicant/Employee and the medical Provider.

8. Procedure Manual: The Contractor shall be responsible for developing and maintaining an updated and

comprehensive procedures manual for all pre-placement services administered by the Contractor on behalf

of City.

B. HAZARDOUS MATERIALS WORKERS EXAMINATION SERVICES: Contractor shall:

1. Maintain an updated manual of policies, guidelines, and procedures;

2. Provide advice to Occupational Health & Safety for other hazardous materials health related issues;

3. Per the request of the City and/or per California Occupational Safety and Health Administration (Cal

OSHA) protocol, provide the following, but not limited to:

a. Materials Workers Examinations,

b. Respirator Clearance Examinations,

c. Asbestos Examinations,

d. Proof of Immunization Services per protocol, and

e. Proof of immunity examinations and vaccinations as determined necessary by City Public Health and per

Cal OSHA protocol.

4. Provide vaccinations and immunizations for communicable diseases including, but not limited to, hepatitis,

rabies, tetanus, typhoid, and other communicable diseases as required and/or in response to public

emergencies as determined by the City’s Public Health Department.

C. COMMUNICABLE DISEASES: Contractor shall:

1. Initiate and/or update and maintain medical records on all employees and applicants for whom Contractor

provides services;

2. Maintain a manual of policies, guidelines and procedures with updates;

3. Provide proof of immunity examinations (lab tests, other) as determined by City of Berkeley Public

Health;

4. Provide vaccinations and immunizations against communicable diseases including, but not limited to,

hepatitis, rabies, tetanus, typhoid, and other diseases as required and/or in response to public emergencies

as determined by City of Berkeley Public Health; and

5. Provide Tuberculosis Testing as follows:

a. Initial and annual tuberculosis screenings for City employees upon request;

b. Provide mass testing/screening at various City worksites upon request; and

c. Provide tuberculosis skin testing for employees exposed to active tuberculosis and who have been

determined to need additional testing by the City of Berkeley Public Health.

D. ADDITIONAL TESTING: Contractor shall provide:

1. Examinations of employees with Department of Motor Vehicles (DMV) Class A and B drivers’ licenses,

and

2. Annual audiograms for designated appropriate personnel.

E. ADVISE:

Contractor shall review issues and situations and advise City about matters related to the Contract, including but not

limited to, routine matters as well as exceptional matters of less than extensive scope in research that may be

required. Such advice will be expected of Contractor at no additional charge.

F. REPORTING:

Contractor shall provide bi-annual reports which include but shall not be limited to the following summary and

detailed information:

Descriptions of all services provided, quantities and their charges;

1. Information should be organized by:

a. Total City activity organized in useful service-type categories, and

b. City Departmental activity, with both:

RFP Revised Nov2022

City of Berkeley

Occupational Health Services

Internal

Specification No. 26-11766-C

Page 5 of 23

Release Date 12/16/26

i. Individual detail, and

ii. Summary report by service-type category and other categories as may be necessary.

The departmental activity report should enable easy verification with monthly invoice charges.

2. COMPONENT #2 – DEPARTMENT OF TRANSPORTATION-MANDATED ALCOHOL AND DRUG

TESTING SERVICES

Contractor shall provide the services listed below. Some maintenance and supportive tasks are required to be

performed at no additional charge to the City. These tasks should be considered overhead of the contract to provide

the services/examinations that will be compensated on a per-test or per-hour basis. See, Acronym and Term

Glossary, following “Component #3” for distinction between expected, routine Advice and Consultation Services.

a. Urine Specimen Collections: Contractor shall provide:

1. Local collection sites, including all testing supplies and equipment. Bidder shall submit addresses and

telephone numbers of sites available;

2. Urine sample collection for drug testing;

3. Breath Alcohol Testing (BAT), including confirmation testing;

4. Only trained collectors and technicians certified in accordance with D.O.T. rules and regulations;

5. Mobile collection response upon request by the City; and

6. Service availability with direct partnership with the City’s Drug and Alcohol Third Party Administrator.

3. COMPONENT #3 – OCCUPATIONAL HEALTH CONSULTATION:

1. On a to-be-defined project basis, analyze, review and make recommendations to City in order to ensure that

the City is in compliance with all applicable government health and safety regulations, national standards

established for specific occupations, and/or federal, state, local or regulatory mandates currently or anticipated to be

in effect. Where necessary or desirable, Advise revisions and updates to documents and procedures currently in use

by the City:

Areas of interest shall include, but may not be limited to:

a. Pre-employment medical examination component protocols,

b. Pre-employment medical examination classification methodology,

c. Medical standards and guidelines,

d. Occupational health policies and procedures, and

e. City job specifications and Essential Function Job Analyses and Job Safety Analyses.

2. After initial review of areas above, prepare and deliver a written report of findings and recommendations.

3. Provide assistance and data in support of the development of a database which tracks assignment of

updated exam protocols to City job classifications and specific departments.

4. After completion of initial review and subsequent advisement, review at least annually the nature and type

of medical screening services being offered and make recommendations to the City for improvements to

the program to ensure cost effectiveness and compliance with State and Federal laws.

5. Provide various types of Advice and recommendations at no additional charge to City on other employee

occupational-health related issues as may arise.

6. Keep City informed, at no additional charge, of recent changes in laws and judicial decisions pertinent to

medical screening of applicants/employees.

7. Provide additional services that may be required by the City or changes in laws and regulations.

8. The services are to be performed in a facility provided by the contractor unless otherwise agreed by both

parties.

III. SUBMISSION REQUIREMENTS

All proposals shall include the following information, organized as separate sections of the proposal. The proposal

should be concise and to the point.

1. Contractor Identification:

RFP Revised Nov2022

Commodity Codes

• NAICS 621111Offices of Physicians (except Mental Health Specialists)
• NAICS 621340Offices of Physical, Occupational and Speech Therapists, and Audiologists

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