Meeting_Body
EXECUTIVE MANAGEMENT COMMITTEE
FEBRUARY 18, 2021
Subject
SUBJECT: METRO MEDICAL CLINIC SERVICES
Action
ACTION: AWARD BENCH CONTRACTS
Heading
RECOMMENDATION
Title
AUTHORIZE the Chief Executive Officer to:
A. AWARD six, nine-year, firm fixed unit rate Contract Nos. PS70268000 through PS70268005, to the following firms, for Medical Clinic Services, for a not-to-exceed amount of $6,833,016 for the five-year base term, effective March 1, 2021 through February 28, 2026, plus $2,384,203 for the first, two-year option and $2,436,542 for the second, two-year option, for a combined total amount not-to-exceed $11,653,761, subject to resolution of protest(s), if any.
|
Contract No. |
Contractor |
|
PS70268000 |
ProHealth Glendale Occupational Medical Group, Inc. |
|
PS70268001 |
ProHealth Valley Occupational Medical Group, Inc. |
|
PS70268002 |
CareOnSite, Inc. |
|
PS70268003 |
Concentra Medical Centers - Los Angeles |
|
PS70268004 |
Concentra Medical Centers - Commerce |
|
PS70268005 |
Concentra Medical Centers - Van Nuys |
B. EXECUTE individual task orders under these Contracts for medical clinic services for an aggregate not-to-exceed amount of $11,653,761.
Issue
ISSUE
Metro conducts medical fitness examinations and drug and alcohol specimen collections for employees and job candidates. These medical fitness examinations and specimen collections are mandated by various regulatory agencies, including the Department of Transportation (DOT), Federal Transit Administration (FTA), California Department of Motor Vehicles (DMV) and Cal-OSHA.
The current medical services contracts will expire on February 28, 2021.
Background
BACKGROUND
Metro is dedicated to ensuring that employees and job candidates are fit for duty and are able to perform their essential job duties without posing a health or safety risk to themselves, co-workers, or the public. Employees and job candidates are therefore required to undergo medical fitness examinations and drug and alcohol testing at prescribed times as well as when on-duty observations raise concerns regarding fitness. The medical fitness examinations and the drug and alcohol-testing programs are managed by the Talent Acquisition Department.
Discussion
DISCUSSION
Under Metro’s Fitness for Duty Policy (HR 29), Metro conducts medical fitness examinations to ensure employees can fully and safely perform their essential job duties and meet the applicable commercial driver license holder requirements.
Metro requires medical examinations for employees and job candidates under specified situations or in response to evidence indicating a lack of fitness. All inquiries and examinations are specifically job-related and consistent with business necessity. Commercial driver’s license holders are required by law to have periodic physical examinations to recertify their medical examiner’s certificate. The maximum certification period is two years, but drivers with medical conditions such as hypertension, diabetes or sleep apnea, to name a few, are required to recertify on a more frequent basis. This recertification can range anywhere from one month to one year.
Under Metro’s Drug and Alcohol-Free Work Environment Policy (HR 46), Metro conducts substance abuse testing of its safety-sensitive employees and job candidates in accordance with Federal Transit Administration (FTA) regulations 49 CFR Part 655. Collections and testing are performed using the procedures outlined in Department of Transportation (DOT) regulations 49 CFR Part 40. Metro also administers incident-based drug and alcohol testing for non-safety-sensitive employees under its own authority following using the same procedures.
Determination_Of_Safety_Impact
DETERMINATION OF SAFETY IMPACT
The medical clinics provide the capability for Metro to meet federal requirements for fitness for duty examinations ensuring improved safety for our employees and patrons.
Financial_Impact
FINANCIAL IMPACT
The funding for medical clinic services is included in cost center 6240, Talent Acquisition Department under project 100001, General Overhead.
In FY21 there is $602,776 budgeted for these services. Since this is a multi-year contract, the cost center manager and Chief, Human Capital & Development Officer will be responsible for budgeting the cost in future years, including any options exercised.
Impact to Budget
The source of funds for this contract is General Overhead funds, comprised of Federal, State and local funds. These funds are eligible for bus and rail operating costs.
Implementation_of_Strategic_Plan_Goals
IMPLEMENTATION OF STRATEGIC PLAN GOALS
The recommendation supports Strategic Plan Goal #5: To provide responsive, accountable, and trustworthy guidance within the Metro Organization; Initiative 5.6: As Metro will foster and maintain a strong safety culture for all. By approving this recommendation Metro will be able to ensure the safety for Metro’s patrons and employees.
Alternatives_Considered
ALTERNATIVES CONSIDERED
The Board of Directors may decline to approve the award of these bench contracts. This alternative is not recommended because Metro does not have specialized staff that can perform these examinations, nor does Metro have the facility and equipment that meet regulatory and certification standards. Non-compliance with mandatory requirements of regulatory agencies such as FTA, DOT, DMV, and Cal-OSHA, will result in loss of federal funding. Further, this will adversely affect Metro’s recruitment process.
Next_Steps
NEXT STEPS
Upon Board approval, staff will execute these medical clinic services bench contracts, effective March 1, 2021 and work will be assigned based on need, availability, type of testing, and the response time required.
Attachments
ATTACHMENTS
Attachment A - Procurement Summary
Attachment B - DEOD Summary
Prepared_By
Prepared By: Patrice McElroy, Executive Officer, Talent Management
(213) 418-3171
Reviewed_By
Reviewed By: Joanne Peterson, Chief Human Capital & Development Officer
(213) 418-3088
Debra Avila, Chief Vendor/Contract Management Officer
(213) 418-3051
