Title
Recommendation to Authorize the Interim City Manager to Execute a Three Year Service Provider Agreement with 1582 Medical Corporation, in Accordance with the Provisions Set Forth in the Attached Agreement, for Annual Medical Examinations in an Amount Not-to-Exceed $327,930. (Fire 10032210-53030)
Body
To: Honorable Mayor and Members of the City Council
From: Adam W. Politzer, Interim City Manager
EXECUTIVE SUMMARY
The Alameda Fire Department (AFD) conducts annual medical examinations to ensure all personnel meet established fitness-for-duty standards. Staff recommends that the City Council approve a Service Provider Agreement with 1582 Medical Corporation for annual medical testing and physical examinations, in an amount not to exceed $327,930.
1582 Medical Corporation provides services that are fully compliant with the National Fire Protection Association (NFPA) 1582 standard. In addition to meeting these standards, the examinations include enhanced screenings for cancer and heart disease-two of the most significant health risks faced by firefighters due to repeated exposure to smoke and hazardous materials.
AFD is committed to supporting the long-term health and well-being of its members, both during and after their careers. Early detection through comprehensive medical screening is a critical component in reducing the impact of occupational illnesses and ensuring firefighters remain fit for duty.
BACKGROUND
AFD previously conducted annual medical examinations through Kaiser Permanente in Oakland. However, AFD has not utilized Kaiser for this purpose in recent years due to increasing logistical challenges. Kaiser limits the number of employees who can be seen each week, which extends the scheduling process over the course of a year. Additionally, because these exams are conducted while personnel are on duty, each visit to Oakland places a crew out of service for four to six (4-6) hours, reducing available emergency response resources.
Another limitation of the Kaiser process is the timing of lab work. Blood tests are not initiated until the day of the exam, which delays results and prevents the physician from reviewing them with the employee during the appointment. As a result, employees typically receive their lab reports one to two (1-2) weeks later, without the benefit of an in-person consultation.
In an effort to provide more comprehensive and efficient annual medical evaluations in compliance with NFPA 1582, AFD explored alternative service providers. NFPA 1582 outlines a detailed medical evaluation standard that aligns with the physical demands of firefighting and ensures personnel are medically capable of performing their duties safely. Originally introduced in 1992, the standard has undergone several updates, with the most recent revision in 2022.
DISCUSSION
AFD is committed to protecting the health, safety, and operational readiness of its personnel. To support this mission, AFD will enter into a three-year agreement with 1582 Medical Corporation to provide annual medical evaluations in full compliance with NFPA 1582, the national standard for firefighter occupational medical programs.
NFPA 1582 outlines a comprehensive set of medical evaluation requirements designed to assess a firefighter’s ability to safely perform their duties. These evaluations are essential for the early detection of health conditions that may be worsened by the physical and environmental demands of the fire service - particularly cardiovascular disease and cancer, which remain leading causes of firefighter line-of-duty deaths.
1582 Medical Corporation will deliver a robust, on-site medical evaluation program that includes the following components:
• Medical History Review
• Physical Examination
• Blood Analysis
• Urinalysis
• Pulmonary Function Test
• Chest X-Ray (discipline-specific)
• Electrocardiogram (EKG)
• Infectious Disease Screening
• Cancer Screening
• Audiometric Exam
• Vision Testing
• Comprehensive cancer screening using ultrasound
• Cardiac stress testing
These enhanced services exceed the basic NFPA 1582 requirements, offering a more thorough assessment of firefighter health and increasing the likelihood of early detection and intervention.
All examinations will be conducted on-site at the Alameda Fire Department Training Facility, minimizing disruption to emergency operations. 1582 Medical Corporation can accommodate up to nine employees per day, allowing the entire department to complete the process within 10-11 days. To streamline the process, blood draws will be conducted two weeks prior to the scheduled exams, ensuring that lab results are available for review during the physician consultation.
This proposal includes a $100 discount off the standard NFPA 1582 exam rate, providing a cost-effective solution while significantly enhancing the quality and efficiency of the Department’s annual medical evaluations.
• Cost per employee exam: $855.00
• Mobile unit fee: $2,500 per week
• Agreement term: Three years
Compensation Limits
• FY 2026-27: Not to exceed $109,310
• FY 2027-28: Not to exceed $109,310
• FY 2028-29: Not to exceed $109,310
• Total three-year compensation: Not to exceed $327,930
ALTERNATIVES
• Approve a Service Provider Agreement with 1582 Medical Corporation in an amount not to exceed $327,930 for the continued provision of annual NFPA 1582-compliant physical examinations for Alameda Fire Department personnel.
• Alternatively, City Council may direct staff to issue a Request for Proposals (RFP) for these services. However, initiating an RFP process at this time could disrupt the continuity of medical evaluations, delay scheduling, and result in additional costs associated with onboarding a new provider unfamiliar with the City of Alameda’s operational needs and standards.
FINANCIAL IMPACT
The total cost of the three-year agreement with 1582 Medical Corporation shall not exceed $327,930, which includes annual physical examinations for AFD personnel in accordance with NFPA 1582 standards. The breakdown of cost is as follows:
• FY 2026-27: Not to exceed $109,310
• FY 2027-28: Not to exceed $109,310
• FY 2028-29: Not to exceed $109,310
The cost per employee exam is $855, with an additional $2,500 weekly mobile unit fee to support on-site service delivery. Funding for this agreement is included in the Fire Department’s approved operating budget for each fiscal year. No additional appropriations are required at this time (Fire 10032100-53030).
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is consistent with the Alameda Municipal Code Section 2-59 (Authorization of Contracts). This action supports the Strategic Priority, “Enhance Community Safety & Services” in the City’s Strategic Plan.
This action is subject to the Levine Act.
ENVIRONMENTAL REVIEW
This action does not constitute a “project” as defined in California Environmental Quality Act (CEQA) Guidelines Section 15378 and therefore no further CEQA analysis is required.
CLIMATE IMPACT
There are no identifiable climate impacts or climate action opportunities associated with the subject of this report.
RECOMMENDATION
Authorize the Interim City Manager to execute a three year Service Provider Agreement with 1582 Medical Corporation for the provision of annual NFPA 1582-compliant physical examinations for Alameda Fire Department personnel, increasing the not-to-exceed amount to $327,930.
Respectfully submitted,
Nicholas Luby, Fire Chief
By,
Anne Iturraran, Fire Administrative Services Manager
Financial Impact section reviewed,
Ross McCarthy, Finance Director
Exhibit:
1. 1582 Medical Corporation Agreement