9.B.
City Council Meeting - FINAL
- Meeting Date:
- 11/18/2025
- Co-Submitter:
- Ryan Saxby
- From:
- Jennifer Caputo, Deputy Human Resources Director
TITLE:
Consideration and Approval of Contract: Approve the Concentra Agreement for Medical Services for a term of five years.
STAFF RECOMMENDED ACTION:
- Approve the Concentra Agreement for Medical Services for a term of five years; and
- Authorize the City Manager to execute the necessary documents.
Executive Summary:
The City has a need for various medical examinations for current and future employees. (The term “employee” may substitute for the term “candidate” or “work injury personnel” depending on the purpose of the service to be provided.) Concentra will provide services for all employees aside from Public Safety while East Flagstaff Family Medicine will provide services for Public Safety employees.
Due to the complexity of both the procurement and the services needed, the Purchasing Director has approved modifying the full term of this contract from the standard five (5) years in total (including initial term and renewals), to a five (5) year initial term with one (1) five (5) year renewals. Exceeding the standard five (5) year term is most advantageous to the City to ensure continuity and continuation of services as the procurement has been quite lengthy and complex. The contract also contains termination clauses for non-appropriation of funds and convenience in the event they are needed during any one of the five (5) year periods.
Due to the complexity of both the procurement and the services needed, the Purchasing Director has approved modifying the full term of this contract from the standard five (5) years in total (including initial term and renewals), to a five (5) year initial term with one (1) five (5) year renewals. Exceeding the standard five (5) year term is most advantageous to the City to ensure continuity and continuation of services as the procurement has been quite lengthy and complex. The contract also contains termination clauses for non-appropriation of funds and convenience in the event they are needed during any one of the five (5) year periods.
Financial Impact:
The Medical Services expenditure will be charged to the appropriate division/section budget based on the services provided. Based on past expenditures, we estimate this contract will be approximately $45,000 per year across all funds for the 5-year term for an estimated total cost of $225,000.
Policy Impact:
None.
Previous Council Decision or Community Discussion:
None.
Options and Alternatives to Recommended Action:
- Approve the Concentra Agreement for Medical Services as presented; or
- Do not approve the contract.
Background and History:
Purchasing staff posted a Request for Proposal (RFP) solicitation on the City's PlanetBids bidding platform on January 3, 2025, and advertised the solicitation in the AZ Daily Sun on January 11 and January 18, 2025. The solicitation closed on February 3, 2025, and there were a total of three proposals that were deemed responsive and responsible by the Purchasing Agent assigned to the solicitation. An evaluation committee of seven city staff members evaluated the proposals, and Concentra is one of two highest scoring proposers being recommended for contract award.
Connection to PBB Priorities and Objectives:
- High Performing Governance:
- Serve the public by providing high quality customer service,
- Implement and communicate innovative and efficient local government programs, new ideas and best practices,
- Be an employer of choice through inclusive recruitment and by providing employees with the necessary tools, training, support, and compensation.
Connection to Regional Plan:
None.
Connection to Carbon Neutrality Plan:
None.
Connection to 10-Year Housing Plan:
None.
Connection to Division Specific Plan:
None.