Item 18 - Pre-Employment Medical Services

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(9) CITY OF SANTA ANA C. Consultant shall ensure clinic(s) used for DOT -related drug and alcohol testing maintain a current valid contract with a Substance Abuse and Mental Health Services Administration (SAMSHA)- certified laboratory that is agreed upon with the City of Santa Executive Director of Human Resources throughout the entire term of the awarded agreement, including any extension periods. Consultant shall ensure turn -around time from specimen collection to obtained test results shall be a maximum of three (3) working days for a negative test, and a maximum of five (5) working days for a positive test. D. As part of the medical services review program, Consultant shall: 104 9 0 7. 8. 9. 10 11 12 13 14 Analyze current job classification specifications and make recommendations for the City's use in the pre -employment medical examination and drug testing process, random drug screen inclusion for safety sensitive positions inclusive of Department of Justice (DOJ) regulations, and occupational injury medical examination for return-to-work/fitness for duty. Provide training to Human Resources personnel in administration procedures of Consultant's medical services review process. Communicate with City Human Resources staff regarding applicants' or employees' progress throughout the medical services review process. Communicate directly with applicants and City Human Resources staff throughout the pre- employment or pre -assignment process in regard to results and medical conditions as ascertained through the medical or physical examinations. Provide an electronic final report in a format established by City Human Resources staff at its sole discretion, outlining each candidate's pre -employment placement medical evaluation and results. Provide quarterly electronic activity reports, in a format established by Human Resources in its sole discretion, on the nature and number of examinations conducted, including but not limited to results and final dispositions. Provide a detailed quarterly explanation and summary of charges incurred. Provide all quarterly and annual summaries as required under the DOT. Provide consultation as needed to Human Resources staff regarding medical services provided and outlined in the Agreement. Consultant solely shall review all pre-employment/pre-placement medical evaluation services and maintain records, pursuant to the Agreement, in accordance with State and Federal laws, or as otherwise reasonably required by the City, and to the fullest extent permitted by law. Consultant agrees to permit duly -authorized agents and employees of the City to review such records. Consultant shall maintain all books, documents, papers, accounting records, and other evidence pertaining to the fee paid under this Agreement. Consultant will make materials available at their offices at reasonable times and notice, during the period of the Agreement and for three (3) years after date of final payment under the Agreement for inspection by the City or by any other governmental entity or Department participating in the funding of the Agreement, or any authorized agents thereof. Consultant's documents shall not be used, duplicated, or disclosed to any other third party without written permission from the City, unless such disclosure is required by law. Consultant shall not be required to create or maintain books and records not required in the ordinary course of Consultant's business operations, nor will the Consultant be required to disclose any information, including but not limited to product cost or pricing data, which Consultant considers confidential or proprietary. Any Agreement changes which are mutually agreed upon by and between the parties shall be incorporated in written amendments to the Agreement. 23-115 Pre -Employment Medical Screening Services Page 18 of 34