RFP for Annual Medical Evaluations

The City of Plano is soliciting proposals for annual occupational health provider services to support its career civil service employees within Plano Fire-Rescue, with an estimated annual value of $350,000. Proposals must be submitted electronically via the IonWave portal by August 19, 2026, at 8:00 PM Central Time, with no exceptions for late submissions. In-person deliveries are permitted only on Mondays and Wednesdays between 10 a.m. and 2 p.m., requiring prior notification by phone, and must be received in a sealed envelope at the specified Procurement Division address. All responses must be viewable and downloadable; unopened or corrupted files will result in non-responsiveness. The bid opening is scheduled for August 20, 2026, at 2:00 p.m. CT at City Hall, with tabulation results expected within 48 hours via IonWave. The evaluation criteria prioritize total cost of ownership at 40%, followed by compliance with specifications and quality at 25%, probable performance indicators such as past performance and financial stability at 25%, delivery schedule at 5%, and key personnel qualifications at 5%. The award will be made based on best value through a trade-off approach, not solely on lowest price. Key personnel must demonstrate experience in public-sector occupational health, regulatory compliance, and emergency service environments, with substitutions requiring prior written approval. The contract includes mandatory clauses on indemnity, title warranty, modifications, limitation of liability, and delegation, with specific checkbox options for HUBZone status and partnership or corporate structure. Contractors must comply with OSHA standards, industry best practices, and the Uniform Commercial Code, and all deliverables are subject to inspection and acceptance at the City’s premises. Invoicing must be submitted electronically via E-BOX or EDI systems to the Accounts Payable department in Denton, with strict alignment to vendor registration data. A boycott Israel certification is required, with exemptions for entities under $100,000 or fewer than 10 employees subject to documentation. No U.E.I. or CAGE code is required, and socioeconomic certifications are optional. The contract does not specify a fixed term but implies a multi-year arrangement based on annual funding, with performance measured by reliability, timeliness, and adherence to safety protocols.