TO: AC Transit Board of Directors
FROM: Michael A. Hursh, General Manager/Chief Executive Officer
SUBJECT: Drug and Alcohol Testing, Medical Examinations and Physical Agility Testing Services
ACTION ITEM
AGENDA PLANNING REQUEST: ☐
RECOMMENDED ACTION(S):
Title
Consider authorizing the General Manager to exercise a one-year option from January 1, 2024 through December 31, 2024 with Concentra, CCCMA Occupational Clinic, and Mega Lab Services for drug and alcohol testing, commercial driver license (CDL) medical examinations, and physical agility testing services of prospective and current employees.
Staff Contact:
Lynette Little, Director of Civil Rights & Compliance
Body
STRATEGIC IMPORTANCE:
Goal - Safe and Secure Operations
Initiative - Employee Recruitment, Training and Retention
It is the policy of the District to provide a drug and alcohol-free workplace and environment for all employees and patrons. A drug and alcohol-free workplace protects this agency’s most valuable resources - its employees - as well as the health and safety of the public.
BUDGETARY/FISCAL IMPACT:
The current fiscal year budget for DOT medical exams and employee drug and alcohol testing is currently $153,258. Actual expenditures vary depending on the number of exams and tests actually completed.
BACKGROUND/RATIONALE:
The DOT and FTA require all prospective and current employees in safety-sensitive job classifications to pass regulated pre-employment alcohol and drug tests, submit to the mandated testing mentioned above and pass the DOT medical examinations to continue working in or when transferring into safety-sensitive job classifications. In addition, the District is required to conduct physical agility testing for job classifications requiring manual lift tests, pulmonary function tests and respirator fit tests to determine if a person will be able to perform the physical requirements indicated in the District’s job specifications.
The Board approved the award of contracts for DOT medical exams and employee drug and alcohol testing on November 12, 2020. The District’s current contracts will expire on December 31, 2023. These contracts have terms of three (3) year base periods with two (2) one (1) year options. This report requests authorization to exercise the first one (1) year option for all contracts.
ADVANTAGES/DISADVANTAGES:
The advantages of exercising the options include the District’s ability to maintain continuity in providing the FTA mandated medical exams and drug and alcohol testing for District employees, and taking advantage of previously agreed upon pricing rates. In addition, during the one (1) year extensions, District staff will have sufficient time to complete the procurement process to re-solicit for these services and award new contracts to be effective January 1, 2025.
Staff can identify no disadvantages to exercising the options.
ALTERNATIVES ANALYSIS:
Alternatively, the District could immediately begin the procurement process to resolicit these services, which could be completed 4 - 6 months. This option may subject the District to increased market rate pricing, rather than the previously negotiated rates in the contract award. Staff does not recommend this alternative.
PRIOR RELEVANT BOARD ACTION/POLICIES:
Staff Report 20-046a - Contract Awards for Drug and Alcohol Testing, Medical Examinations and Physical Agility Testing Services
Board Policy 200 - Alcohol and Substance Abuse Policy
ATTACHMENTS:
None
Prepared by:
Phillip Halley, Acting Drug and Alcohol Program Manager
In Collaboration with:
Patricia Jacobson, Contract Specialist
Approved/Reviewed by:
Lynette Little, Director of Civil Rights & Compliance
Chris Andrichak, Chief Financial Officer
Jill A. Sprague, General Counsel/Chief Legal Officer