Annual Health Assessments

The Trophy Club Fire Department is soliciting proposals for annual occupational health physical examinations for approximately 17 firefighters each year under a one-year initial contract with an option to renew for up to four additional one-year terms, for a potential five-year total duration. Services are delivered under a two-tier alternating model, with each year designated for either cancer screening or cardiovascular screening, as selected by the Department, and each examination uses the same fixed per-exam price regardless of tier. All medical findings are strictly confidential between the contractor and the individual firefighter, with no individual health data, diagnostic results, fitness-for-duty determinations, or medical recommendations disclosed to the Department or any of its representatives. The contractor must comply fully with HIPAA and applicable Texas privacy laws, using either the Safe Harbor or Expert Determination method for any de-identified aggregate data, and must suppress any data that could permit re-identification of individuals. For annual screenings involving ten or more personnel, the contractor must deliver within 30 days an Operational Threat Brief and Organizational Climate Assessment—both de-identified, aggregated reports summarizing population-level wellness and health trends for Department leadership. The contractor is responsible for coordinating scheduling, providing all personnel and equipment, maintaining necessary licenses, and delivering individual medical documentation to each participant. Pricing must be firm, fixed, and binding through award, with renewal years subject to a mandatory five percent annual escalation, and total annual costs calculated based on actual exams performed. Proposals must be submitted electronically to Jason Wise at jwise@trophyclub.org by June 9, 2026, with a required subject line and must include company information, occupational health experience, proposed scope, completed pricing sheet, primary contact, and any assumptions. The evaluation will be based on best value, weighing demonstrated experience and qualifications (30 percent), pricing (30 percent), approach and logistics (20 percent), references (15 percent), and proposal quality (5 percent), without obligating the Department to award on the lowest price. Contractors must also provide a Certificate of Insurance, and if applicable, a completed Conflict-of-Interest Questionnaire (Form CIQ) and Texas Government Code §2271 anti-boycott certification. Submission must adhere to Texas Local Government Code Chapter 252 and all other applicable state and federal requirements.