sr-051209-1ec7r
~;,YO, City Council Report
Santa Monica
City Council Meeting: May 12, 2009
Agenda Item: I -~
To: Mayor and City Council
From: Donna C. Peter, Director, Human Resources
Subject: Modification to Professional Services Agreement with Santa Monica Bay
Physicians Medical Group
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute the First Modification to Professional Services Contract No. 8881 (CCS) with
Santa Monica Bay Physicians Medical Group for medical consulting services, changing
the terms of the contract to month-to-month and increasing the contract authority by
$1.85, 000.
Executive Summary
The Human Resources Department currently uses Santa Monica Bay Physicians
Medical Group's Center for Health Enhancement at St. John's Health Center for
ongoing required employee medical examinations. The current two-year contract with
the firm includes a maximum amount of $500,000 and terminates on June 30, 2009.
Staff is currently undertaking a formal bid process for medical services and is scheduled
to return to Council with an award recommendation before the end of FY08-09. Staff is
recommending that Council approve amonth-to-month extension of Santa Monica Bay
Physicians Medical Group's .contract so that medical services can continue to be
provided until the selected vendor's agreement is in place.
Extending the contract and increasing contract authority by $185,000 (including a 10%
contingency) will provide staff adequate time to complete the RFP process and
conclude negotiations for the next medical services contract.
Discussion
On January 22, 2008, Council authorized the City Manager to negotiate and execute a
contract with Santa Monica Bay Physicians Medical Group for medical services for a
two-year period with a total amount not to exceed $500,000. Santa Monica Bay
Physicians Medical Group provides a wide array of preventive and corporate health
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services, including: pre-employment and annual physicals; drug screening;
vaccinations; return-to-work exams; fitness for duty exams; commercial driver medical
certification; occupational medicine; comprehensive executive health exams; and other
services related to the City of Santa Monica's employment related medical
examinations.
Staff is currently conducting a formal Request for Proposals for medical services and
anticipates completion of the RFP by July 1, 2009. Since the selection process will not
be completed by the contract termination date of June 30, 2009, staff is recommending
that Council approve amonth-to-month extension of Santa Monica Bay Physicians
Medical Group's contract and increase contract authority by $185,000, so that medical
services can continue to be provided until the selected vendor's agreement is ih place.
Staff anticipates that a formal bid will be awarded in July 2009 and that the new
contractor will start no later than September 1, 2009. The additional cost of $185,000
will cover the cost for the remainder of the contract and the additional month-to-month
contract extension.
.Financial Impacts & Budget Actions
Total expenditures for the remaining period in the current fiscal year and for the first
three months in FY09-10, including the 10% contingency is not expected to exceed
$185,000 and will be charged to various departmental budgets/accounts as services are
rendered.
Prepared by: Grace Quitzon, Administrative Analyst -Human Resources
Donna C. Peter
Director, Human Resources
Manager
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Approved: Forwarded to Council:
STAFF REPORTS
CITY COUNCIL MEETING: S/12/09
DRAFT STAFF REPORTS
Finance to Review
FIN/BUD IMPACT CHANGES NEEDED Final Draft
SUBJECT YES NO FINANCE COMMENTS YES NO YES NO
Authorization to Negotiate and Execute a X Financial Imoacts and Budget Actions: X X
Modification to Professional Services Please revise language in this section to state "Total
Agreement with Santa Monica Bay expenditures for the remaining period in the current fiscal year
Physicians Medical Group and for the first three months in FY0910,. including the 10%
- contingency is not expected to exceed $185,000 and will be
charged to various departmental budgets/accounts as services
are rendered."
PCD Authorize Geotechnical Analysis for the X Financial Imoacts and Budget Actions: X X
Ocean Park Boulevard Streetscape Okay.
Improvement Project by Amending Urban
Public Outreach Event Okay for this report. Please note a new food policy will become
effective 7/1/2009 which prohibits charging food to CIP.
Exceptions can be granted with City Manager Office's approval.
Excerpt from the policy: Any exception to this policy must be pre
approved by the Ciry Manager. Department Directors may
request an exception by sending an a-mail request to the
Assistant to the City Manager for Management Services
explaining the exception and justification for the exception. If
approved, an a-mail noting approval will be sent from the City
Manager's Office to the Department Director. Department staff
should attach a copy of the a-mail approving the exception to
the request for payment associated with the exception.
PW Adoption of Water Shortage Response Plan. X Financial Imoacts and Budget Actions: X X
and Declaration of an Advisory Water Okay
Shortage Emergency
BBB Extension of Custodial Services Agreement X Financial Imoacts and Budget Actions: X X
at Big Blue Bus Okay
PCD Contract for Nelson NygaardParking X Please review the amount of $130,978 under the X X
Assessment the Downtown Civic Center Area Recommended Action. If the contract is $118,978, the total
with 10%contingency is $130,876. The difference is minor but
it's good to get the amount right in the first place.
Financial Imoacts and Budget Actions:
Okay