Ergonomic Services
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The County of Monterey's Risk Management Division, hereinafter referred to as "County", is soliciting proposals from a qualified organization(s), hereinafter referred to as "CONTRACTOR", to provide ergonomics services for County departments and staff such as policy implementation and improvements, ergonomic analysis, office ergonomics and back safety training, consultations, and other related services.
The County of Monterey is located on the Central Coast of California, approximately 120 miles south of San Francisco. The County is approximately 3,350 square miles. There are approximately 75 County buildings throughout Monterey County which may require services. Building and property locations include but are not limited to Pajaro,
Castroville, Royal Oaks, Salinas, Monterey, Carmel Valley, Marina, Seaside, Prunedale, Aromas, Soledad, King City, and as far reaching in the South County as the San Louis Obispo County border. However, ergonomics services are most frequently performed in Salinas, Monterey, Seaside, Marina, or King City, CA. County current has over 4000
employees which includes staff at Natividad Medical Center (NMC).
County's current ergonomics processes have been in place since approximately April 2008 and have effectively managed or prevented countless injuries and have reduced workers' compensation claims and associated costs. County's Risk Management Division and its Ergonomics Manager are responsible for developing, implementing and managing the current ergonomic processes. Current processes focus on a lean, proactive approach which encourages the early reporting of signs and symptoms associated with office or material handling tasks. Employees can also report for other reasons including concerns
about workstation set up, new processes or tasks assigned to them, relocation, safety concerns, or new hires. The ergonomics process provides for participation for nonoccupational (medical conditions that are not work related, i.e. chronic back condition, knee arthritis, etc.) reasons as well. A safety and ergonomics policy to support the
ergonomics process has been in place for several years. County has this policy posted online along with forms and template documents (many of which are referenced herein) and other ergonomics related information at:
http://www.in.co.monterey.ca.us/personnel/safetyandergo/ergonomics/
The Scope of Work includes but is not limited to the following:
5.2.1 General Information on Evaluations: Level I (L1) and Ergonomic Investigation (EI) evaluations are performed on request by County's employee, manager (with employee's agreement) and/or Ergonomics Manager in response to an identified risk. The requestor is required to complete County's standard Ergonomic Evaluation Request form. Workers' Compensation evaluation requests may be made on this form as well, including those prescribed by a doctor or referred by the Third Party Administrator (TPA). County's Ergonomics Manager will develop
CONTRACTOR schedules consistent with mutually agreed upon service dates at the time of Agreement award(s). At a minimum CONTRACTOR should expect to work on-site at County facilities between 2-6 days per month. An average day of on-site work will typically entail 8 hours of work and between 4-6 evaluations, or one training plus approximately four evaluations.
5.2.2 Level I (L1) Preventive Ergonomic Evaluation and Report (individual):
Employee typically has no or low symptoms, is a new hire or has relocated. Evaluation may be used for follow up purposes also. No claim has been filed or reported by the employee. The evaluation is typically 30-40 minutes with which CONTRACTOR shall use the County's template report of findings and recommendations submitted to the Ergonomics Manager for distribution. The employee receives education and training in safe work practices and how to use their existing equipment. They are often encouraged to register for training. The evaluation is designed to prevent the onset of injury and claim filing. Digital photography is used to take one to two representative pictures of the employee at work. Departments are responsible for the implementation of the Recommendations with some exceptions
5.2.2.1 L1 evaluations may be done individually or up to 10 in one day
provided they are all needed in the same location. A half day service or full day service may be requested.
5.2.3 Level 2 (L2) Ergonomic Investigation (EI) Evaluation and Report: This Level 2 preventive evaluation is provided to employees with low to high signs and symptoms but no reported Workers' Compensation claim or employees with a non-occupational medical reason that would benefit from an ergonomic evaluation. The reports are prepared on a County of Monterey EI form which CONTRACTOR shall utilize. The evaluation typically takes one hour of onsite time to perform followed by report preparation and submission. Reports should include root cause analysis and biomechanical analysis of typical tasks that may cause discomfort. The employee receives education and training in safe work
practices and how to use their existing equipment. They are often encouraged to register for training. The L2 evaluation is designed to prevent the onset of injury and claim filing. Digital photography is used to take as many representative pictures of the employee at work as needed to demonstrate root cause. Reports are submitted directly to the Ergonomics Manager.
5.2.4 Level 3 (L3) Medical Only, Complex and/or Lost Time Workers'
Compensation Evaluation and Report: This Level 3 ergonomic evaluation is typically prescribed by the physician and authorized in advance by County TPA (Intercare). CONTRACTOR will receive pre-authorization to perform the ergonomic evaluation using their own report format and submit the report to County's Ergonomics Manager, the TPA, and the physician. Reports shall include root cause analysis and biomechanical analysis of typical tasks that may cause discomfort. The employee receives education and training in safe work practices
and how to use their existing equipment. They are often encouraged to register for training. The L3 evaluation is designed to manage the injury more effectively and reduce or eliminate the root cause of the claim. Digital photography is used to take as many representative pictures of the employee at work as needed to demonstrate root cause. Reports are submitted directly to the Ergonomics Manager first, and upon approval by County's ergonomics manager, CONTRACTOR is then responsible for sending the report to the TPA Adjuster and the.
5.2.4.1 L3 evaluations are the only services herein in which CONTRACTOR invoices the TPA directly instead of invoicing the County.
5.2.5 Follow-up Evaluations: After employees have been seen for an EI or WC ergonomic evaluation, a follow up is often requested. These are typically shorter than the original evaluation and should include a review of the prior recommendations and what actions were taken. CONTRACTOR may use their own written format for follow-ups provided the report includes actions taken from prior recommendations and findings to justify additional actions. Digital photography of 1-2 pictures is recommended.
5.2.6 "Office Ergonomics" and "Back Safety in the Office" Training: Interactive classroom training lasting approximately 2 hours for 10-45 participants shall be offered every other month with office ergonomics and back safety training. CONTRACTOR shall provide training that meets the scope of the Cal-OSHA 5110 regulation and other recommended best practices. County shall provide the printed handouts for the trainings. However, upon request, CONTRACTOR may be asked to create customized handouts for specific trainings. The training
programs shall include at a minimum (depending on training focus):
a. An overview of the County's ergonomics process;
b. The exposures which have been associated with Repetitive Motion Injuries (RMIs) and back injuries;
c. The symptoms and consequences of injuries caused by RMIs and Back injuries;
d. The importance of reporting symptoms and injuries to the employer;
e. Methods used by the employer to minimize RMIs and Back injuries.
CONTRACTOR shall hand out satisfaction surveys that have been approved by County at the end of each training. County will review the surveys to measure performance of CONTRACTOR training effectiveness.
5.2.7 Hourly Consultation: From time to time, projects may arise requiring assistance by CONTRACTOR to advise on facility planning with ergonomics issues, perform department wide ergonomics projects, or assist with other areas of expertise that may be outside the scope of services listed herein.
5.2.8 Ergonomic Evaluation Report Format: All preventive ergonomic evaluations performed will be documented on County's approved evaluation forms attached hereto as EXHIBIT 1 - L1 Evaluation Report and EXHIBIT 2 - Ergonomics Investigation Report, so that there is consistency between service providers and evaluations performed. When CONTRACTOR performs ergonomic evaluations for Workers' Compensation services specifically, CONTRACTOR may use their
own evaluation report format provided that they are consistent with the
information requested in County's evaluation forms attached hereto as EXHIBIT 1 and EXHIBIT 2.
5.2.9 Recommended Ergonomics Products: All ergonomic products will be recommended from an approved list of products from County of Monterey approved vendors posted on website, see link in Section 2.2 herein). However, note that some exceptions with regards to ordering outside of the pre-approved list may be necessary from time to time.
5.2.10 Submittal of Reports: All evaluation reports shall be submitted to County in Microsoft Word format (compatible with Word version 2003) or may be alternatively submitted as an optimized/reduced file size PDF. Reports shall be sent via email directly to County's Ergonomics Manager. Note that County has a total 50 Mg file size limit on email attachments per each email sent. County's Ergonomics Manager will review each report and notify CONTRACTOR if changes need to be made to the evaluation to assure accuracy and best outcome.
