City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: JUNE 27, 2023 FROM: HUMAN RESOURCES DEPARTMENT WARDS: ALL
SUBJECT: THIRD AMENDMENT TO PROFESSIONAL CONSULTANT SERVICES AGREEMENT FOR PRE-EMPLOYMENT SERVICES WITH COASTAL OCCUPATIONAL MEDICAL GROUP (DBA AKESO OCCUPATIONAL HEALTH), EXTENDING THE TERM THROUGH JUNE 30, 2024.
ISSUE:
Approve the Third Amendment to the Professional Consultant Services Agreement for Pre-Employment Services with Coastal Occupational Medical Group (DBA Akeso Occupational Health) (formerly Inland Empire Occupational Medicine), extending the term through June 30, 2024.
RECOMMENDATIONS:
That the City Council:
Approve the Third Amendment to the Professional Consultant Services Agreement for Pre-Employment Services with Coastal Occupational Medical Group (DBA Akeso Occupational Health), extending the term through June 30, 2024; and Authorize the City Manager, or designee, to execute the Third Amendment, including making minor and non-substantive changes.
BACKGROUND:
The Human Resources Department coordinates all prospective City employees' pre-placement physical examinations. Pre-placement (post job offer) medical evaluations determine a job applicant’s current limitation in relation to the essential job tasks identified by the employer. Pre-placement examinations provide valuable information to the employer to assist in either determining an applicant’s fitness to perform essential job tasks or making reasonable accommodations in compliance with the Fair Employment and Housing Act (FEHA) and the Americans with Disabilities Act (ADA). Pre-placement evaluations are also required for Occupational Safety and Health Administration (OSHA) regulated medical surveillance. The current contract with Coastal Medical Group (DBA Akeso Occupational Health) (formerly Inland Empire Occupational Medicine) expire on June 30, 2023. discussion:
In April 2019, the Human Resources Department issued a Request for Proposal (RFP) No. 1917 for Pre-Employment Physicals and Other Related Medical Services. RFP No. 1917 initially had three respondents. Upon notification, the Human Resources Department determined that a subsequent RFP had to be issued for a local facility to provide pre employment services. With approval from Purchasing, RFP 1924 was generated, and Coastal Medical Group (DBA Akeso Occupational Health) (formerly Inland Empire Occupational Medicine) was the sole respondent for RFP 1924.
The agreement with Coastal Medical Group (DBA Akeso Occupational Health) (formerly Inland Empire Occupational Medicine) was issued for a two-year term through June 30, 2021, with the option for three one-year extensions or through June 30, 2024, upon mutual written agreement of both parties.
The Human Resources Department recommends the approval of the amended agreement with Costal Medical Group (DBA Akeso Occupational Health) (formerly Inland Empire Occupational Medicine) for pre-placement physicals and other occupational health services. This ensures that the city continues to meet Federal, state, and local laws to place individuals in jobs they can safely perform, guard against unlawful discrimination during the hiring process, and comply with regulated medical surveillance screenings. Over the years, Costal Medical Group has proven to deliver responsive, cost-effect and exceptional Pre-Employment Physicals and Other Related Medical Services on an "as needed" basis.
The final amendment to the current Agreement with Coastal Medical Group (DBA Akeso Occupational Health) (formerly Inland Empire Occupational Medicine) expires June 30, 2023. The Human Resources Department is requesting that the Professional Consultant Services Agreement, be extended to June 30, 2024, in accordance with Purchasing Resolution No. 23914, Section 702 which states that, “Competitive Procurement through the Informal Procurement and Formal Procurement process shall not be required: …(n) When the Awarding Entity waives bidding requirements under and according to the circumstances set forth in Section 1109 of the City Charter, or when it is determined by the Manager to be in the best interests of the City to do so”.
The Purchasing Manager concurs that the recommendation action in compliance with Purchasing Resolution No. 23914, Section 702 (n).
STRATEGIC PLAN ALIGNMENT:
This item contributes to Strategic Priority 5 - High Performing Government and Goal 5.1 - Attract, develop, engage and retain a diverse and highly skilled workforce across the entire City organization.
This item aligns with each of the five Cross-Cutting Threads as follows:
Community Trust – Pre-employment Physical exams are required as a condition of employment for all prospective employees as per Personnel Policy I-10, this policy ensures the City hires individuals that are most qualified and are able to perform their essential job functions.
Equity – Ensures the Human Resources department has a contracted vendor that administers Personnel Policy I-10, Pre-employment Medical Exams, to establish a process for all prospective new hires to complete a pre-employment medical exam as part of the employment requirement.
Fiscal Responsibility – The Human Resources department follows established purchasing and procurement processes to ensure a fair and cost-efficient service and pricing is negotiated with a qualified Clinic to perform pre-employment physical exams.
Innovation – Establishing and fostering a strong business relationship with a Clinic that provides pre-employment physical exams, allows the City and the Agency to hire the most qualified candidates which contributes to the overall delivery of great customer service and to fulfilling the City’s operational needs.
Sustainability & Resiliency – Through the application of the Pre-employment medical exams, the City ensures it’s pre-employment requirements are consistent for all candidates and once employed by the City, this eventually results in long-term committed employment for most employees.
FISCAL IMPACT:
The estimated fiscal impact of this action is up to $35,000, as this is a contract on an as-needed basis. Funds are budgeted in the FY 2023/24 budget in General Fund, HR-Administration, Drug & Alcohol Testing Program account number 2100000-450338.
Prepared by: Rene Goldman, Human Resources Director
Certified as to availability
of funds: Kristie Thomas, Assistant Chief Financial Officer/Finance Director Approved by: Edward Enriquez, Assistant City Manager/Chief Financial Officer/City Treasurer
Approved as to form: Phaedra A. Norton, City Attorney
Attachment: Third Amendment to Professional Consultant Services Agreement 3 Pre-Employment Physicals And Other Related Medical Services Contract Extension ● Page 2