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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                                                                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 request. The Task Order request should include:

    • The scope of work

    • Schedule

    • Deliverables

    • Expected budget

    • SAP Cost Code

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

  3. The bureau sends the project scope, schedule, and deliverables to the consultant.  The consultant provides a proposal to the bureau.

  4. The bureau reviews the proposed scope of work, schedule, and budget. If the proposal meets the desired project requirements, the bureau will forward the proposal to Procurement.  Procurement will draft the Task Order and send it to the bureau.  If the proposal does not meet the Task Order requirements, the bureau will follow-up with City Risk.

  5. The bureau will have the consultant sign the Task Order, then the bureau will sign the Task Order.  The bureau may then issue a Notice to Proceed.

  6. 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 a change order. Procurement will generate the change order, and send it to the bureau.  The bureau will send it to the consultant..

  7. The consultant will send their invoices to the bureau.  The bureau will coordinate receipt and payment.