Title
Human Resources Department, Risk Management Division, recommending the Board:
1) Approve and authorize the Chair to sign Amendment II to Agreement 6922 with Occu-Med LTD., for pre-employment health screening and physical examinations to update Exhibit B to re-attach the second page, retroactive to June 11, 2024 with no change to the amount or term; and
2) Authorize the Purchasing Agent to execute any necessary amendments relating to Agreement 6922, excluding term extensions and increases to the amount, contingent upon approval by County Counsel and Risk Management.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
Occu-Med LTD. has been providing professional occupational health consulting and related services to the County since 2019 that include, but are not limited to, pre-employment health screenings and physical examinations. Occu-Med LTD. also provides the County advice and guidance related to the results of these screenings and evaluations. On December 13, 2022, with Legistar file 22-1535, the Board approved and authorized the Chair to sign Agreement 6922 with Occu-Med LTD. to continue providing these services with a total amount of $276,000 for a two-year term of January 1, 2023 through December 31, 2024.
On June 11, 2024, the Board approved Legistar file 24-0954 for Amendment I to Agreement 6922 to increase the amount by $34,000, for a new total amount of $310,000. When processing Amendment I, the fee schedule (Exhibit B) was also updated per the vendor’s request. Exhibit B in the original Agreement included a second page to that exhibit, which included costs for fitness-for-duty exams and other services. When Exhibit B was updated with Amended Exhibit B in Amendment I, this second page was inadvertently omitted during the draft review process and was not included as part of the final amendment that was approved by the Board of Supervisors. Unfortunately, this error was not caught, and Amendment I was executed with the missing page on June 11, 2024.
The County’s Risk Management division has ongoing fit for duty services with Occu-Med LTD that cannot be paused while we work to complete Amendment II. The proposed Amendment II to Agreement 6922 will update Exhibit B to re-attach the second page, retroactive to June 11, 2024.
ALTERNATIVES
The Board could choose not to approve the Amendment, however, the Risk Management Division would be unable to process payment for ongoing fit for duty services that cannot be paused while this Amendment is in process.
PRIOR BOARD ACTION
12/13/2022 Legistar file 22-1535 - Approval of Occu-Med Agreement 6922.
06/11/2024 Legistar file 24-0954 - Approval of Occu-Med Amendment I to Agreement 6922.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
CAO, County Counsel, Procurement & Contracts
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no change to Net County Cost. Funding for the services is included in the Human Resources Program Budget. Any department specific services will be charged back to that department.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Clerk of the Board to obtain Board Chair signature on Amendment II to Agreement 6922 and forward to CAO Fiscal, attention Kelley Lawrie.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Joseph Carruesco, Director of Human Resources