SR 05-09-2023 5D 600-000 / 101-003-02-02
City Council
Report
City Council Meeting: May 9, 2023
Agenda Item: 5.D
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To: Mayor and City Council
From: Lori Gentles, Chief People Officer, Human Resources Department
Subject: Award Request for Proposal No. 341 to Providence Medical Institute
(Westchester Medical Group) for Occupational Medical Testing Services
Program
Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of no possibility of significant effect pursuant to Section
15061(b)(3) (Common Sense Exemption) of the California Environmental Quality
Act (CEQA) Guidelines.
2. Award RFP #341 to Providence Medical Institute (Westchester Medical Group)
for Occupational Medical Testing Services.
3. Authorize the City Manager to negotiate and execute a professional services
agreement with Providence Medical Institute (Westchester Medical Group), in an
amount not to exceed $1,250,000 over a five-year period with future year funding
contingent on Council budget approval.
Summary
The City recently solicited proposals for medical testing services needed to support the
City’s Occupational Medical Testing Program (OMTP). The purpose of the City’s OMTP
is to protect employees from on-the-job health and safety risks through physicals,
testing, and preventive health measures. Staff recommends a five-year agreement with
Providence Medical Institute (Westchester Medical Group) in an amount not exceed
$1,250,000. The contract would be paid out of the Workers’ Compensation Self-
Insurance Fund, which is financed with contributions from all City departments.
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Discussion
The purpose of the City’s OMTP is to protect employees from on-the-job health and
safety risks through physicals, testing, and preventive health measures. Examples
include pre-employment physicals, drug and alcohol screenings, vaccinations,
commercial driver exams, and firefighter physicals. The program covers all City
employees but is most frequently used in connection with employees holding job
classifications considered physically demanding and/or safety-sensitive (e.g., motor
coach operators, heavy equipment operators).
The Human Resources Department manages the OMTP with assistance from operating
departments and relies on private medical providers to carry out the testing required by
the program. The City’s current OMTP, Westchester Medical Group, has served in this
capacity since December 2009 after being selected through a competitive process.
They were selected again in 2015 through a subsequent competitive process.
Before issuing the current RFP, staff conducted a review of the City’s current
occupational medical testing practices to ensure all testing requirements and protocols
comply with State and Federal safety, disability management, medical privacy
regulations, and City safety policies. This review yielded several changes to testing
program requirements and protocols which were incorporated into the RFP for OMTP
services. The program changes are expected to be cost -neutral.
The agreement to be awarded to Providence Medical Institute (Westchester Medical
Group) will not exceed $1,250,000. This projection is based on historical expenditu res
and future projected position vacancies, which could double the historical costs.
Vendor Selection
Bidder Recommendation
Best Qualified Person/Firm Providence Medical Institute (Westchester Medical Group)
Evaluation Criteria
(include all that apply)
Compliance with Scope of Work, Experience/References/Quality of
Facility, Compliance with Service Standards, and Cost.
Municipal Code SMMC 2.24.072
RFPs Received
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Occupational Health Centers of
California, a Medical Corporation,
dba Concentra Medical Centers
USMD Direct Inc. Providence Medical Institute
(Westchester Medical Group)
RFP Data
Posted On Posted On
Advertised In
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
1/12/2023 City's Online
Bidding Site
Santa Monica Daily Press 19 2/13/2023
Justification to Award
The selection panel determined that Providence Medical Institute (Westchester Medical
Group) satisfied the requirements in the City’s RFP and offered several advantages due
to its experience, qualifications, understanding of the City’s needs, and most reasonable
contract pricing. The panel recommends the City pursue an agreement with Providence
Medical Institute (Westchester Medical Group) for primary OMTP provider services.
Environmental Review
The award contract for providing medical testing services is exempt from the California
Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3) (Common Sense
Exemption) of the CEQA Guidelines, which states that CEQA does not apply, where it
can be seen with certainty that there is no possibility that the activity in question may
have a significant effect on the environment.
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the Self Insurance fund to award a
contract with Providence Medical Institute (Westchester Medical Group) for
occupational medical testing services. Future year funding is contingent on Council
budget approval.
Contract Request
FY 2022-23
Budget
Request Amount
Future Years
Amount
Department
Account #
Total Contract
Amount
$30,000 $1,220,000 74800002.552010 $1,250,000
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Prepared By: Sasha Sargent, Executive Administrative Assistant
Approved
Forwarded to Council
Attachments:
A. Westchester Medical- OAKS 2023
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5.D.a
Packet Pg. 403 Attachment: Westchester Medical- OAKS 2023 (5654 : Occupational Medical Testing Program Award)