(January 20, 2026)
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Fire Department
DATE: January 20, 2026
TO: Mayor Martinez and Members of the City Council
FROM:
Aaron Osorio, Fire Chief
Rico Rincon, Deputy Fire Chief
Anthony Woodards, Battalion Chief
SUBJECT:
Contract with On Duty Health, PC to Perform Annual
Physicals and Wellness Exams
FINANCIAL IMPACT: The proposed total three-year-not-to-exceed cost of $270,000 is included within the approved Fiscal Year
2025-2026 Fire Department budget and will be budgeted
accordingly for the subsequent fiscal years (Account
String: 01204022-400201).
PREVIOUS COUNCIL
ACTION:
None.
STATEMENT OF THE
ISSUE:
Richmond Fire Department members who are certified as
hazardous materials specialists or technicians, along with other department personnel, are required to undergo
annual physical examinations and medical screenings.
The department issued a Request for Proposals to
qualified vendors to perform these examinations and has determined that On Duty Health, PC will be one of the
vendors who will support the department’s physical and
wellness program.
RECOMMENDED ACTION: APPROVE the contract with On Duty Health, PC to perform annual physical examinations and medical
screenings in an amount not to exceed $270,000, for a
three-year contract term effective January 21, 2026,
through January 21, 2029, with two one-year extension
options not to exceed an additional $100,000 per year for the extend term – Fire Department (Chief Aaron Osorio
510-307-8021/Deputy Fire Chief Rico Rincon 510-307-
8041/Battalion Chief Anthony Woodards 510-620-6989).
AGENDA
REPORT
(January 20, 2026)
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DISCUSSION:
On September 2, 2025, the Richmond Fire Department (“Department”) conducted a Request for Proposals (RFP) to select a provider to perform physical examinations, tests, and immunizations for Department members who are certified as hazardous materials specialists/technicians, as well as other department personnel and firefighter trainee candidates. The RFP closed on September 22, 2025, and four (4) firms submitted proposals (Attachment 1).
Proposals were evaluated based on methodology and approach to the work, past performance, proposer qualifications, and cost. Following a thorough evaluation of the submissions, the Department selected On Duty Health, PC, among other highly qualified proposers (Attachment 2). On Duty Health, PC (“Vendor”) demonstrated a thorough understanding of firefighter physical examinations in accordance with national standards as well as key wellness components such as cancer, cardiac, and behavioral health screenings, along with other services outlined in the RFP.
On Duty Health, PC (Vendor)
On Duty Health, PC is a California based provider specializing in first responder occupational health. The vendor will provide comprehensive annual physicals, wellness assessments, and tests to fire department personnel, including hazardous materials specialists/technicians and new hires. In addition, the vendor offers mobile services that allow all examinations to be conducted on department premises. This capability allows the department to schedule up to three (3) fire companies from the same shift, minimizing out-of-service time, compared to the current process of sending personnel to a facility, where scheduling heavily depends on physician availability and daily patient capacity.
Beyond the vendor’s approach and capability to deliver services, the vendor has also demonstrated consistent performance in providing comprehensive firefighter medical evaluations with strong patient satisfaction. Similarly, the pricing structure offers strong value for the depth and scope of services provided and is financially prudent given the quality and breadth of services delivered.
RECOMMENDATION
City staff recommend that the City Council approve the contract with On Duty Health, PC, in an amount not to exceed $270,000, for a three-year term, with two one-year extension options not to exceed an additional $100,000 per year for the extended term (Attachment 3).
Approval of this contract is essential to ensure timely and comprehensive medical evaluations that support both operational readiness and personnel well-being. These services enable firefighters and new hires to meet the physical fitness standards necessary for safe and effective emergency response.
(January 20, 2026)
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DOCUMENTS ATTACHED:
Attachment 1 – Bid Summary Report
Attachment 2 – Rating Matrix
Attachment 3 – Standard Contract