Agenda Item: 19
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: May 13, 2025
SUBJECT: OCCUPATIONAL HEALTH SERVICES CONTRACT
DEPARTMENT: Human Resources and Library Services
PRESENTER: Andrew Banh
RECOMMENDED ACTION
City Council:
1. Award a one-year contract to Concentra Medical Centers and AFC Urgent Care of Santa Clarita to provide occupational health services for a combined annual amount not to exceed $76,186.
2. Authorize the City Manager or designee to execute up to three additional one-year renewal options beginning in year two, not to exceed the annual contract amount, plus an adjustment in compensation consistent with the appropriate Consumer Price Index, upon request of the contractor, and contingent upon the appropriation of funds by the City Council in the annual budget for such fiscal year.
3. Authorize the City Manager or designee to execute all contracts and associated documents, subject to City Attorney approval.
BACKGROUND
The City of Santa Clarita (City) outsources occupational health services to provide pre- employment physicals, screenings, and assessments. Annually, Human Resources manages the processing of over 300 new and returning employees who require pre-employment physicals to ensure candidates have the physical capabilities to perform the job as outlined in the job bulletin.
In addition, occupational health services are also utilized to maintain compliance under the Department of Transportation (DOT) program that mandates random testing for individuals operating commercial motor vehicles on behalf of the City.
The City conducted a Request for Proposal (RFP) to solicit proposals from qualified vendors to provide occupational health services. The RFP was published and circulated via the City’s e-
procurement system, BidNet, on October 11, 2024. The City transmitted the solicitation to 1,118 vendors on BidNet, of which 51 vendors downloaded the RFP. Three vendors provided proposals for consideration.
These proposals were reviewed and evaluated based on each vendor’s ability to meet the specific needs of the City. An evaluation panel comprised of staff from the Human Resources and Recreation and Community Services divisions scored the responses using the following categories of weighted criteria:
• Qualifications (25 points)
• Experience with similar services (20 points)
• Business locations and hours (20 points)
• Thoroughness of proposal, approach to providing services, and ability to provide services (15 points)
• Cost of services provided (20 points)
The evaluation team scored the responses based on a 100-point system, with the results outlined below:
RANK VENDOR LOCATION SCORE
1 Concentra Medical Centers Santa Clarita, CA 83
2 AFC Urgent Care of Santa Clarita Santa Clarita, CA 71 3 Fastest Labs of Santa Clarita Santa Clarita, CA 64
In reviewing proposals, the evaluation team recommends awarding the contract to the two highest scores of Concentra Medical Centers and AFC Urgent Care of Santa Clarita. The evaluation team determined that the proposals from Concentra Medical Centers and AFC Urgent Care of Santa Clarita offered the best overall services to meet the City’s occupational health needs. Additionally, the City’s needs vary in terms of volume, hours of availability, and locations. By utilizing the services offered by both vendors, staff will have the flexibility to refer candidates and employees based on the services due to the different operating hours and locations of both vendors.
Staff has completed a due-diligence review of Concentra Medical Centers and AFC Urgent Care of Santa Clarita professional references and determined their work history meets the City’s standards and performance expectations. Additionally, the City has previously worked with both vendors, resulting in positive outcomes and work that adhered to the City’s standards. Based on the above, staff recommends awarding contracts to Concentra Medical Centers and AFC Urgent Care of Santa Clarita.
Contracts entered into pursuant to the RFP may be renewed annually, up to three times beginning in year two.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Upon adoption of the Fiscal Year 2025-26 budget, adequate funds will be available in expenditure accounts 1008100-516102 (General Fund), 7218101-515103 (Self Insurance Fund), and 3098200- 516102 (Public Library Fund) to support the recommended action.
ATTACHMENTS
HR-24-25-13 - Occupational Health Services - Published Bid Documents (available in the City Clerk's Reading File)
HR-24-25-13 - Occupational Health Services - Concentra Response File (available in the City Clerk's Reading File)
HR-24-25-13 - Occupational Health Services - AFC Urgent Care of Santa Clarita Response File (available in the City Clerk's Reading File)