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Approve a 3 year contract with Occu-Med, Ltd. for an amount not to exceed $360,000, for occupational medicine and examination services for the period of July 1, 2019 through June 30, 2022, with an option for two additional years; and Authorize the County Administrator to execute the contract and any subsequent extensions within approved budget appropriations and any amendments not to exceed $75,000 during any fiscal year
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Published Notice Required? Yes ____ No _X _
Public Hearing Required? Yes ____ No _X _
DEPARTMENTAL RECOMMENDATION:
The Director of Human Resources recommends that the Board of Supervisors approve a 3 year contract with Occu-Med, Ltd. for an amount not to exceed $360,000, for occupational medicine and examination services for the period of July 1, 2019 through June 30, 2022, with an option for two additional years; and Authorize the County Administrator to execute the contract and any subsequent extensions within approved budget appropriations and any amendments not to exceed $75,000 during any fiscal year.
SUMMARY:
The current contract for occupational medicine and examination services with the current vendor, Occu-Med, Ltd., expires June 30, 2019. In anticipation of the contract expiration date, the County issued a Request for Proposals (RFP) in March 2019. There were two respondents to the RFP. Occu-Med, Ltd. was the apparent best-evaluated proposer and was sent the Notice of Intent to Award. The Director of Human Resources recommends that the Board of Supervisors approve a 3 year contract with Occu-Med, Ltd. beginning July 1, 2019.
Pursuant to the terms of the RFP, the County reserves the right to extend this contract for an additional two years, provided the County notifies Occu-Med, Ltd. in writing of its intention to do so at least ninety (90) days prior to the contract expiration date.
FINANCIAL IMPACT:
The estimated costs of the services are projected to not exceed $120,000 per year, and includes an $800 monthly fee, costs of pre-employment and fitness for duty examinations, scheduling and reviews, job functional analyses creation, periodic review of medical examination profiles specifically designed for a job classification, CPR/First Aid/AED training, hearing conservation and respirator fit testing evaluations. The costs for this contract will be included in the Department of Human Resources’ Risk Management Division’s FY2019/20 budget and is funded by charges to user departments for their allocated share.
DISCUSSION:
Occu-Med, Ltd., has provided the occupational medicine and examination services for the County since July 2007 and was awarded a second 3 year contract period beginning July 1, 2010. After two 12 month contract extensions, the County issued an RFP in February 2015. On June 23, 2015, Occu-Med, Ltd. was awarded the contract to continue to provide occupational medicine and examination services for the County. The County extended the contract in June 2018 to June 30, 2019.
In March 2019, the County issued an RFP for occupational health and examination services and the Notice of Intent to Award was sent to Occu-Med, Ltd. on May 2, 2019 after evaluation of the two proposals submitted.
Highlights of the proposed occupational medicine and examination services contract with Occu-Med, Ltd., include:
• Coordination and scheduling pre-employment physical examinations.
• Review of each physical examination result and providing the County with a recommendation report reflecting medically qualified, conditionally qualified or medically disqualified.
• Coordination and scheduling of fitness-for-duty evaluations as requested by the County.
• Job functional analyses and corresponding medical examination profile specifically designed for each new job classification requiring pre-employment physical examination.
• CPR/First Aid/AED training provided on-site for non-medical personnel.
• Hearing Conservation Program services and follow up.
• Respirator Fit Testing oversight.
By utilizing the services of Occu-Med, Ltd., pre-employment physical examination requirements are comprehensive and specifically tailored to the physical demands of the job classification. This contract allows Occu-Med, Ltd. to continue providing these services to the County as recruitments and selections occur. The medical legal review provided by the vendor helps to ensure the County is compliant with The Americans with Disabilities Act Amendments Act of 2008 (ADAAA), and the State of California’s Fair Employment and Housing Act (FEHA). Further, the summary reports to the County identifying specific medical restrictions or limitations provide applicants the opportunity to be considered for reasonable job accommodation as required by law.
ALTERNATIVES:
The Board of Supervisors may choose not to execute this contract. However, this is not recommended since the County is required to meet its legal obligation to ensure that an applicant is able to safely perform the essential job functions of a specific classification as provided by the ADAAA and FEHA.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed the contract to ensure it meets all of the legal and contractual requirements.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION