Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Rocio Kiryczun, Human Resources Department
Subject: 2025-2028 Comprehensive Ergonomic Services Contract
RECOMMENDATION:
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Adopt a resolution authorizing an agreement with Humanscale Consulting for comprehensive ergonomic services, for the term June 11, 2025 through June 10, 2028, in an amount not to exceed $1,000,000.
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BACKGROUND:
The County of San Mateo has for many years coordinated an office ergonomics program to reduce the frequency and severity of work-related musculoskeletal disorders through employee self-assessments, workstation evaluations, training, and case management. On March 27, 2025, the Risk Management Division of the Human Resources Department issued a Request for Proposals (“RFP”) for comprehensive ergonomic services.
DISCUSSION:
Through the OpenGov application, the County received six highly competitive proposals. Following a two-phase evaluation process by a panel of departmental stakeholders and subject matter experts, Humanscale Consulting received the highest overall score and was determined to be the most qualified and cost-effective proposer. The parties now wish to enter into an agreement under which Humanscale Consulting will provide office and industrial self-assessment software, in-person evaluations by certified ergonomists, employee trainings, coordinator trainings, case management, and related promotional materials for a not-to-exceed amount of One Million Dollars ($1,000,000) over a three-year term.
Every County employee will be able to assess the ergonomics of their specific set-up through the Humanscale Consulting online portal and receive recommendations for improvement specific to their needs. There will be on-demand training available through the County’s Learning Management System to assist employees with maintaining their own ergonomics, and departmental coordinators will receive specialized training to perform informal evaluations and resolve minor issues internally. If the issues cannot be resolved by the employee or their departmental ergonomic coordinator, Humanscale Consulting offers comprehensive and personalized professional in-person ergonomic evaluations. These evaluations typically result in equipment and behavioral recommendations to improve the employee’s health, safety, and well-being. Additionally, Humanscale Consulting will collaborate with program management to create and distribute assets to promote the program.
The resolution and agreement have been reviewed and approved by County Attorney as to form.
PERFORMANCE MEASURE:
|
Measure |
Goal |
FY 2024-25 Actual |
FY 2025-26 Projected |
FY 2026-27 Projected |
FY 2027-28 Projected |
|
# of employees completing a self-assessment |
1,500 |
802 |
1500 |
1500 |
1500 |
|
# of employees completing a professional ergonomic evaluation |
700 |
540 |
700 |
700 |
700 |
|
% reduction in Repetitive Stress Injury Workers’ Compensation claims |
5% |
35 |
33 |
31 |
29 |
COMMUNITY IMPACT:
This program aims to enhance workplace safety, support employee well-being, and reduce the incidence of repetitive stress injuries by empowering staff to be proactive before they are at risk of potential injuries. This program is designed to serve all County employees, with particular attention to those in clerical or industrial roles, which data shows are disproportionately impacted by work-related musculoskeletal disorders. By offering streamlined, accessible services regardless of job classification or location, the program ensures that resources can meet the unique needs of all employees including those that are most at risk for injuries.
FISCAL IMPACT:
The cost of ergonomic services varies depending on the needs of the County employees and their departments. The funding for these services comes from the departments requesting ergonomic evaluation or training services. The Human Resources Department is billed for the comprehensive ergonomic program cost and then charges the expenditure back to the department requesting services for their staff. The County’s portion of costs not exceeding $878,125 is included in the Adopted Budget. At least $121,875 of the annual office ergonomics software subscription costs associated with this contract and the marketing costs are offset by the Risk Management Workers’ Compensation Trust Fund.