201 S. Anaheim Blvd.
Suite #300
Anaheim, CA 92805
Tel: (714) 765-4000
Fax: (714) 765-4008
www.anaheim.net
CITY COUNCIL AGENDA REPORT
City of Anaheim
FIRE AND RESCUE DEPARTMENT
DATE: MAY 29, 2025
FROM: FIRE AND RESCUE DEPARTMENT
SUBJECT: APPROVE AGREEMENT WITH HOAG CLINIC FOR ANNUAL
FITNESS & MEDICAL EXAMINATION PROGRAM
ATTACHMENT (Y/N): YES ITEM # 13
GOVERNMENT CODE § 84308 APPLIES: YES
RECOMMENDATION:
That the City Council, by Motion:
1) Approve an Agreement with Hoag Clinic dba Hoag Executive Health, in an annual average amount of $331,150 plus annual 10% contingency for as-needed extra services, to provide an Annual Fitness & Medical Examination Program for a three- year term with the option to renew for two additional one-year terms, for a total cumulative amount not to exceed $1,655,750; and
2) Authorize the Fire Chief, or designees, on behalf of the City of Anaheim, to execute the Agreement and any related documents, including any cost-neutral amendments and any documents contemplated by the Agreement, and to take such necessary or advisable actions to implement, fund, and administer the Agreement.
DISCUSSION:
Firefighters are expected to perform physically demanding tasks in extreme environments, exposing them to toxic fumes, hazardous waste, and other harmful conditions. Anaheim Fire & Rescue personnel who work in these environments are provided with personal protective equipment (PPE) such as turnout gear, helmets, gloves, boots, respirators, and other equipment that helps protect against heat, flames, smoke, toxic fumes, and falling debris. In addition to PPE, Anaheim Fire & Rescue manages an Annual Fitness & Medical Examination Program to help ensure personnel who perform interior structural firefighting are physically capable, and personnel who engage in hazardous waste clean-up are provided with a medical surveillance program to recognize symptoms and signs which might indicate overexposure to hazards.
The City of Anaheim (Anaheim) and Anaheim Fire & Rescue depend on the health and well-being of our firefighters to best serve the community. Pursuant to the Memorandum of Understanding (MOU) between Anaheim and the Anaheim Firefighters Association (AFA), Anaheim Fire & Rescue is required to provide an Annual Fitness & Medical Agreement for Annual Fitness & Medical Examination Program May 29, 2025
Examination to each firefighter, and the option for a full body scan every other year.
Firefighters who receive a full body scan do not receive an Annual Fitness & Medical Examination in the same year. In addition, Anaheim Fire & Rescue provides additional extensive medical exams for the Hazardous Materials Response Team.
The Annual Fitness & Medical Examination requirements for personnel assigned to both suppression activities and the Hazardous Materials Response Team must comply with various standards established by the National Fire Protection Association (NFPA), National Institute of Occupational Safety and Health (NIOSH), Occupational Safety and Health Administration (OSHA) and the Code of Federal Regulations (CFR). For example, OSHA standard 1910.156(b)(2) mandates that employees performing interior structural firefighting be physically capable of performing their life-saving duties. Furthermore, OSHA standard 1910.120(f) mandates that employees engaged in clean-up operations involving hazardous waste be provided with an annual medical surveillance program to recognize symptoms and signs which might indicate overexposure to hazards.
Experienced medical service providers have historically been contracted by Anaheim Fire & Rescue to administer the Annual Fitness & Medical Examination Program. The medical service provider will conduct medical/behavioral tests that include but are not limited to health questionnaires, blood work, vision/hearing, cancer screening, and body composition analysis. These services ensure Anaheim Fire & Rescue personnel receive the proper support to prevent and provide early detection of risk factors relevant to their health and wellness.
On March 27, 2025, a Request for Proposals (RFP) for Annual Fitness & Medical Examinations was publicly posted on Anaheim’s bidding platform, OpenGov. Four hundred thirty-three vendors (433) were notified of the RFP through the OpenGov system based on the vendor’s registration classification for similar services through the system, and sixteen (16) vendors downloaded the RFP as a prospective bidder. On April 21, 2025, Anaheim received three (3) proposals from qualified licensed medical service providers.
In accordance with Council Policy 4.1, a review committee conducted an evaluation of the proposals. The evaluation criteria included the medical service provider’s ability to perform the tasks outlined in the RFP, qualifications, availability, success record with similar customers, and the reasonableness of the proposed fees. The review committee ranked the submitted proposals as follows:
Medical Service Provider Ranking
Hoag Clinic 1
Occupational Health Centers of CA 2
Professional Health Services, Inc. 3
The review committee unanimously concluded that Hoag Clinic was the most qualified medical service provider to administer the annual fitness and medical examinations.
Hoag’s world-class health care system has been recognized by U.S. News & World Report for eight consecutive years, most recently ranked as the only Orange County hospital to be ranked in the top 10 hospitals in California. Hoag Clinic also provides annual Agreement for Annual Fitness & Medical Examination Program May 29, 2025
fitness and medical examinations for the Orange County Fire Authority, Huntington Beach Fire, and Los Angeles City Fire, along with comparable programs for Irvine Police and Costa Mesa Police. Anaheim Fire & Rescue recommends Hoag Clinic based on their experience, availability, and methods in providing Annual Fitness & Medical Examinations. Hoag Clinic provided a detailed work plan to meet the needs of Anaheim Fire & Rescue and confirmed the guidelines and requirements detailed in the RFP.
The agreement with Hoag Clinic to provide an Annual Fitness & Medical Examination Program was negotiated for a three-year term with the option to renew for two additional one-year terms. The average annual cost of the agreement is $331,150 (five-year average) with an annual 10% contingency for as-needed extra services.
This Agreement supports Anaheim’s Strategic Plan Goal E – Support Public Safety.
IMPACT ON BUDGET:
Sufficient funds are available in Anaheim Fire & Rescue’s Fiscal Year 2024/25 General Fund Budget, and future years will be subject to the City Council’s approval of budget appropriations.
Respectfully submitted,
Patrick Russell
Fire Chief
Attachment:
1. Agreement