City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: OCTOBER 6, 2026 FROM: FIRE DEPARTMENT WARDS: ALL SUBJECT: SERVICES AGREEMENT WITH RIVERSIDE MEDICAL CLINIC OF RIVERSIDE, CALIFORNIA, FOR THE PROVISION OF ANNUAL PHYSICAL EXAMINATIONS FOR THE RIVERSIDE FIRE DEPARTMENT, FOR A TERM OF FIVE YEARS, IN THE TOTAL AMOUNT OF $981,216 ISSUE:
Approve five-year agreement with Riverside Medical Clinic, Riverside, California, to provide annual occupational medicine and Cal/OSHA medical evaluation services for Fire Department operations personnel for a total contract amount not to exceed $981,216 over the five-year term. in an amount not to exceed $184,800 for Year 1; $190,433 for Year 2; $196,054 for Year 3; $201,935 for Year 4; and $207,994.
RECOMMENDATIONS:
That the City Council:
Approve the Services Agreement with Riverside Medical Clinic of Riverside, California, for the provision of annual physical examinations for the Riverside Fire Department, for a term of five years, in the total amount of $981,216.00; and Authorize the City Manager, or designee, to execute the agreement, including making minor and non-substantive changes.
BACKGROUND:
The Fire Department requires annual medical evaluations for applicable operations personnel to support occupational health, respiratory protection, and operational readiness requirements. The Department has an existing backlog of annual examinations and intends to begin completing outstanding evaluations in November 2026 to restore personnel to the established annual evaluation cycle.
The City has previously utilized occupational medicine providers for employee physicals and related medical services. In 2021, the City Council considered an agreement for pre-employment physicals and other related medical services with Inland Empire Occupational Medicine. At that time, the Fire Department used the contract for employee physicals to maintain compliance with annual Urban Search and Rescue physicals, laboratory requirements, and immunizations.
DISCUSSION:
Riverside Medical Clinic's Occupational Medicine Program submitted a proposal to provide the annual medical evaluation services requested by the Riverside Fire Department. Riverside Medical Clinic will furnish the tools, equipment, materials, and labor necessary to perform the occupational health services.
The required annual services include a respirator physical examination with vitals, spirometry/pulmonary function testing, an OSHA respirator questionnaire, MMR titer, varicella titer, quantitative hepatitis B titer, PPD/TB testing, and influenza vaccination when available. Riverside Medical Clinic's current proposal establishes a total cost estimated at $665 per employee for these required items. This agreement is anticipated to support approximately 226 annual physical examinations.
Additional services may be provided when needed, including a two-view chest X-ray, Tdap vaccination, MMR booster, varicella booster, and hepatitis B booster. The proposal also provides that occupational health results will be provided by email.
The proposed five-year agreement establishes annual not-to-exceed amounts of $184,800 in Year 1; $190,433 in Year 2; $196,054 in Year 3; $201,935 in Year 4; and $207,994 in Year 5. The total compensation under the agreement will not exceed $981,216.
Agreement Year
Not-to-Exceed Amount
Year 1
$184,800
Year 2
$190,433
Year 3
$196,054
Year 4
$201,935
Year 5
$207,994
Total
$981,216
The vendor’s proposal states that pricing may be changed upon 60 days' written notice and that payment is due net 30 from the invoice date. These terms, along with the final contract amount and other agreement provisions, remain subject to completion of the City's contracting process.
Timely approval of the agreement will allow the Fire Department to begin scheduling the annual medical evaluations and address the current backlog. Establishing a five-year agreement will also provide a consistent mechanism for completing required evaluations in future years.
Approval of the agreement will allow the Fire Department to begin scheduling the required examinations and address the existing backlog. The five-year term will provide a consistent service mechanism for future annual evaluations and support ongoing compliance with required occupational medical surveillance.
Purchasing Overview
This action is pursuant to Purchasing Resolution 24421, Section 702 which states, “Competitive Procurement through the Informal Procurement and Formal Procurement process shall not be required in any of the following circumstances …(d) When the Procurement can only be obtained timely from a single source and the Manager is satisfied that the best price, terms and conditions for the Procurement thereof have been negotiated.” The Purchasing Manager concurs that the recommended action is compliant with Purchasing Resolution 24421.
FISCAL IMPACT:
The total fiscal impact of the proposed five-year agreement is $981,216. Annual not-to-exceed amounts are $184,800 for Year 1; $190,433 for Year 2; $196,054 for Year 3; $201,935 for Year 4; and $207,994 for Year 5. Sufficient funding is available and budgeted in the General Fund, Fire-Operations, All Other Equip/Maintenance Account No. 3510000-424220 to support the agreement.
Prepared by: Mike Allen, Deputy Fire Chief
Approved by: Steve McKinster, Fire Chief
Certified as to
availability of funds: Julie Nemes, Finance Director
Approved by: Edward Enriquez, Assistant City Manager/Chief Financial Officer/Treasurer
Approved as to form: James Johnson, City Attorney
Attachments:
Riverside Medical Clinic proposal
Riverside Medical Clinic Single Source Justification
Fire Department Annual Physicalsh Page 5