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Office of Management & Finance

Bureau of Internal Business Services

BIBS is the provider of central services for the City of Portland

Industrial Hygiene Program - How Does The Contract Work

City Risk LogoLoss Prevention

Risk Management, Portland, OR                                                               August 1, 2016

Please remember that the bureau initiating a Task Order request is responsible for paying all consultant costs and fees incurred under the Task Order.  City Risk does not fund Industrial Hygiene Services.

The Bureau of Internal Business Services (BIBS) provides administrative support for these contracts. Elvis Carter with BIBS is the primary point of contact ( or 503-823-5023). Diane Seaton is the back-up contact ( or 503-823-6987).

How the process works:

  1. The bureau identifies a potential or actual hazard exposure that falls within the scope of the contract and completes a Task Order. The Task Order should include the scope of work, schedule, expected budget, and SAP Cost Code.
  2. The bureau contacts BIBS to coordinate the Task Order and consultant selection.
  3. The bureau contacts City Risk to provide consultation on the scope of work and cost, as necessary (Jennifer Thomason, or 503-823-5389).
  4. The bureau contacts the selected consultant to request a proposal. The consultant provides the bureau a proposal in the specified time. Once the bureau approves the scope and cost, the proposal is provided to BIBS to complete the Task Order.
  5. The bureau, BIBS, and City Risk, as appropriate, review and revise the Task Order, as necessary. If not approved, steps 3, 4, and 5 are repeated. When approved, the Task Order is signed by the bureau and the consultant.
  6. The bureau can then engage the consultant in the project.
  7. Any change in the scope or cost must be communicated from the consultant to the bureau for approval. The bureau provides written authorization (email from the bureau) to BIBS (and copies City Risk) to initiate an amendment. BIBS will generate an amendment to the Task Order and send it to the bureau.
  8. Once the project is complete, the consultant sends the invoice to the bureau for payment.