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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

1120 SW 5th Avenue, Room 1250, Portland, OR 97204

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Industrial Hygiene Program - How Does The Contract Work

City Risk LogoLoss Prevention

Risk Management, Portland, OR                                                                October 8, 2013


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. 

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

    • SAP Cost Code

  2. The bureau contacts City Risk (Jennifer Thomason,503-823-5389; Jennifer.Thomason@portlandoregon.gov ) to review the project. City Risk provides consultation on the scope of work and cost, as necessary. 

  3. The bureau provides the Task Order to Procurement Services. Procurement chooses a consultant based on the rotation. Procurement requests a proposal from the consultant based on the Task Order.

  4. The consultant provides a proposal to Procurement.

  5. Procurement reviews the proposed scope of work, schedule, and budget with the Task Order. If the proposal meets the Task Order requirements, Procurement issues a Notice to Proceed. If the proposal does not meet the Task Order requirements, the information is forwarded to the bureau and City Risk for review.

  6. The bureau and City Risk review and revise the Task Order, as necessary. If not approved, steps 3, 4, and 5 are repeated. When approved, Procurement issues the Notice to Proceed to the consultant.

  7. The bureau can then engage the consultant in the project.

  8. 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 Procurement (and copies City Risk) to initiate an amendment. The consultant would follow the Procurement amendment process.

  9. Once the project is complete, the consultant sends the invoice to Procurement. Procurement coordinates payment of the invoice with the bureau.