HomeMy WebLinkAbout2025-09-09; City Council; 08; Service Agreement with On Duty Health, PC for Firefighter Health and Fitness TestingCA Review JRT
Meeting Date: Sept. 9, 2025
To: Mayor and City Council
From: Geoff Patnoe, City Manager
Staff Contact: Nathan Pearson, Division Chief
nathan.pearson@carlsbadca.gov, 442-339-2241
Subject: Service Agreement with On Duty Health, PC for Firefighter Health and
Fitness Testing
District: All
Recommended Action
Adopt a resolution authorizing execution of a non-exclusive agreement with On Duty Health, PC
to provide firefighter health and fitness testing services for an annual amount not to exceed
$150,000 and authorizing the City Manager to execute all agreement amendments.
Executive Summary
The health and well-being of emergency responders continues to be a priority within the fire
service industry, as emphasized by the National Fire Protection Association Standard 1580. In
recognition of the unique health risks faced by firefighters, the Fire Department launched a
comprehensive wellness program in 2021 encompassing a broad spectrum of services, including
physical, medical, emotional and biometric evaluations.
Staff request City Council approval of an agreement with On Duty Health, PC to provide the
department with annual firefighter health and fitness testing services.
Carlsbad Municipal Code Section 3.28.070(D) requires City Council authorization for the
procurement of goods and/or services exceeding $100,000 per agreement year.
Explanation & Analysis
The National Fire Protection Association Standard 1580 establishes a framework for
occupational medical programs designed to mitigate health risks and enhance firefighter safety,
wellness and operational readiness. Through specialized medical testing and preventive
screenings, serious conditions such as cardiovascular disease, respiratory system damage,
stroke and cancer can be identified—often before clinical symptoms appear.
The Fire Department’s health and fitness testing program has successfully detected and
addressed a range of health concerns, including the early identification and treatment of at
least two cases of significant cancer. These early interventions enabled the affected personnel
to receive timely care and return to full duty.
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The Fire Department proposes entering into a professional services agreement with On Duty
Health, PC, a provider that specializes in mobile health services for firefighters and delivers
annual health and fitness assessments to more than 5,000 first responders across 97 agencies
nationwide.
Entering into this professional services agreement would support the annual delivery of
comprehensive health and fitness testing for Carlsbad firefighters, while also fulfilling
department-mandated tuberculosis testing and offering optional influenza vaccinations. This
integrated service model is expected to enhance program efficiency, streamline vendor
coordination and support the long-term health and readiness of the city’s firefighting
personnel.
The pricing for this health and fitness testing service agreement was established through a
cooperative purchasing agreement.1 Carlsbad Municipal Code Section 3.28.100 gives the city’s
Purchasing Officer the authority to join with other public or quasi-public agencies in
cooperative purchasing programs to purchase goods and services as the Purchasing Officer
determines to be in the city’s best interest. This agreement was initially offered for competitive
bidding by the City of Stockton in 2024 (Attachment A to Exhibit 1). The Purchasing Officer’s
memorandum approving the city’s use of this cooperative purchasing agreement is provided as
Exhibit 2.
Staff recommend adoption of the resolution authorizing execution of a non-exclusive
professional services agreement with On Duty Health, PC for the provision of firefighter health
and fitness testing services, in an amount not to exceed $150,000 annually.
In the absence of this agreement, the department would be constrained in its ability to conduct
critical health screenings. It would be required to engage multiple vendors to meet operational
and regulatory needs—resulting in increased complexity, cost, and potential delays.
Fiscal Analysis
The Fire Department's operating budget has sufficient funds to support the cost of this
agreement. No additional appropriation is needed.
Next Steps
With the City Council’s approval, staff will execute the agreement with On Duty Health, PC for
firefighter health and fitness testing services.
Environmental Evaluation
The proposed action is not a “project” as defined by California Environmental Quality Act
Section 21065 and CEQA Guidelines Section 15378(a) and does not require environmental
review under CEQA Guidelines Section 15060(c)(2) because the action is limited to the
execution of a service agreement to provide firefighter health and fitness testing. The action
has no potential to cause either a direct physical change in the environment or a reasonably
foreseeable indirect physical change in the environment.
1 Cooperative purchasing is when a government agency uses an existing procurement contract from another
agency as the justification and documentation to create its own contract to purchase the same or similar items or
services directly from the vendor.
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Exhibits
1.City Council resolution
2.Purchasing Officer’s Memorandum
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Exhibit 1 RESOLUTION NO. 2025-200
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, AUTHORIZING EXECUTION OF A NON-EXCLUSIVE AGREEMENT
WITH ON DUTY HEALTH, PC TO PROVIDE FIREFIGHTER HEALTH AND FITNESS
TESTING SERVICES FOR AN ANNUAL AMOUNT NOT TO EXCEED $150,000
AND AUTHORIZING THE CITY MANAGER TO EXECUTE ALL AGREEMENT
AMENDMENTS
WHEREAS, the health and well-being of emergency responders is a priority within the fire
service industry as emphasized by the National Fire Protection Association Standard 1580; and
WHEREAS, the Fire Department launched a comprehensive wellness program in 2021, which
meets or exceeds guidelines outlined in Standard 1580 and encompasses a broad spectrum of services,
including physical, medical, emotional and biometric evaluations; and
WHEREAS, the Fire Department proposes entering into a professional services agreement with
On Duty Health, PC for firefighter health and fitness testing; and
WHEREAS, Carlsbad Municipal Code, or CMC, Section 3.28.070(D) requires City Council
authorization for the procurement of goods and/or services exceeding $100,000 per agreement year;
and
WHEREAS, CMC Section 3.28.100 allows for procurement of goods and/or services through
cooperative purchase agreements established by another agency when that agency has made its
purchase in a competitive manner and the city’s Purchasing Officer has determined that the purchase
is in the city’s best interest; and
WHEREAS, On Duty Health, PC was awarded an agreement that was competitively bid by the
City of Stockton for firefighter health and fitness testing; and
WHEREAS, the city received a proposal from On Duty Health, PC offering the same pricing as
the City of Stockton’s agreement for firefighter health and fitness testing; and
WHEREAS, the city’s Purchasing Officer determined it is in the best interest of the city to join
the City of Stockton’s agreement with On Duty Health, PC for firefighter health and fitness testing.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as
follows:
1.That the above recitations are true and correct.
2.That the proposed action is not a “project” as defined by CEQA Section 21065 and CEQA
Guidelines Section 15378(a) and does not require environmental review under CEQA
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Guidelines Section 15060(c)(2) because the action is limited to the execution of a service
agreement to provide firefighter health and fitness testing. The action has no potential
to cause either a direct physical change in the environment or a reasonably foreseeable
indirect physical change in the environment.
3.That the City Manager of the City of Carlsbad, or designee, is authorized and directed to
execute an agreement with On Duty Health, PC attached hereto as Attachment A.
4.That the annual not-to-exceed compensation amount is $150,000 per agreement year.
5.That the City Manager of the City of Carlsbad, or designee, is authorized to execute all
future agreement amendments and other necessary documentation for firefighter
health and fitness testing services from On Duty Health, PC.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City
of Carlsbad on the 9th day of September, 2025, by the following vote, to wit:
AYES: Blackburn, Bhat-Patel, Acosta, Burkholder, Shin.
NAYS: None.
ABSTAIN: None.
ABSENT: None.
______________________________________
KEITH BLACKBURN, Mayor
______________________________________
SHERRY FREISINGER, City Clerk
(SEAL)
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Attachment A
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10th
25Sept.
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Fire Department
2560 Orion Way Carlsbad, CA 92010 442-931-2141 www.carlsbadca.gov
Memorandum
August 20, 2025
To: Roxanne Muhlmeister, Assistant Finance Director/Purchasing Officer
From: Deborah Baird, Management Analyst
Via:
Re:
Nathan Pearson, Division Chief
Request to Participate in Cooperative Purchasing by Piggybacking on a City of
Stockton Agreement with On Duty Health, PC for Fire Department Health and
Fitness Assessment Services
The purpose of the memorandum is to request approval from the city’s Purchasing Officer to
piggyback on an existing agreement with On Duty Health, PC that was competitively procured by
the City of Stockton for Fire Department Health and Fitness Assessment Services.
Carlsbad Municipal Code Section 3.28.100 (Cooperative Purchasing) provides that the Purchasing
Officer may buy directly from a vendor at a price established by another public agency when the
other agency has made their purchase in a competitive manner (i.e., piggyback1). Health and
Fitness Assessment Services are available through an agreement that was competitively sourced
and awarded through the City of Stockton.
The health and well-being of emergency responders is a growing concern within the fire service
industry, as recognized by the National Fire Protection Association (NFPA) Standard 1580. In
response to these evolving standards and health risks, the Fire Department implemented a
comprehensive wellness program in 2021. This program meets or exceeds NFPA 1580 guidelines
and provides a range of services, including physical, medical, emotional, and biometric
screenings.
To further enhance the program, the Fire Department seeks to expand its offerings to include
advanced cancer screenings and consolidate other mandatory medical evaluations. To support
program expansion, the Fire Department proposes entering into an agreement with On Duty
Health, PC, a provider specializing in mobile firefighter health services. On Duty Health currently
delivers annual health and fitness assessments to over 5,000 first responders across 97 agencies
nationwide. In September 2023, the company was awarded a contract through a competitive bid
process with the City of Stockton and began service delivery under a three-year agreement in
May 2024.
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Exhibit 2
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Agreement for Fire Department Health and Fitness Services
August 20, 2025
Page 2
A professional services agreement with On Duty Health, PC, would support annual health and
fitness evaluations for all Carlsbad firefighters, while also fulfilling department-mandated
medical testing requirements and voluntary vaccinations. This consolidated service approach is
expected to improve program efficiency and reduce reliance on multiple external vendors.
With Purchasing Officer approval, staff will recommend that the City Council adopt a resolution
authorizing a professional services agreement with On Duty Health, PC, in an annual amount not
to exceed $150,000. The city’s agreement will mirror the City of Stockton’s agreement, with an
initial term through June 30, 2027, and a renewal option for two additional years.
Approval to participate in cooperative purchasing by piggybacking on a City of Stockton
agreement with On Duty Health, PC Fire Department Health and Fitness Assessment Services:
Roxanne Muhlmeister, Date
Assistant Finance Director/Purchasing Officer
cc: Shea Sainz, Senior Contract Administrator
Joy Lile, Contract Administrator
1 Piggybacking is a form of cooperative purchasing in which an entity will be extended the same pricing and
terms of a contract entered into by another entity.
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8/20/2025
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