SR 07-24-2018 3D
City Council
Report
City Council Meeting: July 24, 2018
Agenda Item: 3.D
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To: Mayor and City Council
From: Gigi Decavalles-Hughes, Director, Finance Department, Risk Management
Subject: Contract Modifications with ehs International, Inc. (“EHS”) and Global
Environmental Network, Inc. (“GEN”) to Supply Required Cal/OSHA Safety
Training to City Employees
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute first modifications for two employee safety-training Agreements:
1. Modification to agreement #4224 in the amount of $263,360 with ehs
International, Inc. (“EHS”) a California based company, for Cal/OSHA safety
training. This will result in a 5-year amended agreement with a total contract
amount not to exceed $438,260, with future year funding contingent on Council
budget approval.
2. Modification to agreement #4225 in the amount of $183,480 with Global
Environmental Network, Inc. (“GEN”), a California based company, for Cal/OSHA
safety training. This will result in a 5-year amended agreement with a total
contract amount not to exceed $305,800, with future year funding contingent on
Council budget approval.
Summary
In order to fulfill Cal/OSHA training requirements and assure that City employees in all
fields of work receive specialized safety training, the City augments its in-house Safety
Program with private safety consultants. Through their current two -year contracts, both
EHS and GEN have been teaching safety classes since September 2016. Staff
recommends the City enter into modified five-year agreements with each firm in the
amounts of $438,260 (EHS), and $305,800 (GEN).
Discussion
In September 2016, under City Manager authority and following a competitive selection
process, EHS and GEN were both picked to supply required Cal/OSHA training to City
employees. To take advantage of the expertise of both EHS and GEN, and for greater
flexibility, staff chose to enter into agreements with both companies for two -year terms.
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Since the agreements were executed, both companies have trained hundreds of
employees in many Cal/OSHA required subjects. Both safety training contracts reach
the end of their terms in September 2018. Staff has been very pleased with the quality
of class materials, expertise of instructors and the flexibility of both EHS and GEN.
Having two training companies has made it easier to schedule training classes for
divisions that have employees with varying work schedules and has given more choice
to find the best fit for the culture of each division.
Vendor/Consultant Selection
RFP Data
RFP Posting Date RFP Posted
On
RFP Advertised In
(City Charter &
Municipal Code)
# of Vendors
Downloaded
# of
Submittals
Received
Date Publicly
Opened
05/16/2016 City's Online
Bidding Site
Santa Monica Daily
Press 53 3 06/02/2016
Submittals Received Vendor Selection Recommendation
ehs International, Inc. Municipal Code SMMC 2.24.073
Global Environmental,
Inc. Evaluation Criteria
Price, previous experience, ability to deliver, quality of
product, and compliance with City specifications.
Safety Center, Inc.
Justification to Award
A panel composed of Finance, Public Works and BBB safety representatives evaluated the proposals based on
experience, qualifications and cost. Both EHS and GEN demonstrated that they were equal ly capable of teaching
workplace safety classes and were selected as the best qualified firms.
Financial Impacts and Budget Actions
Staff seeks authority to increase the amount of the agreements with both EHS and GEN
in order to continue to provide required Cal/OSHA safety training to City employees.
Contract/Agreement/Purchase Order Modification Request
Agreement
#
Current
Authorized
Amount
Modified
Request
Amount
FY 2018-19
Budget
Dept/CIP Account
#
Total Revised
Contract
Amount
4224 $174,900 $263,360 74800002.552010 $438,260
4225 $122,320 $183,480 74800002.552010 $305,800
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Funds in the amount of $87,652 for EHS and $61,160 for GEN are available in the FY
2018-19 Budget in the Workers’ Compensation Fund. Future year funding is contingent
on Council budget approval.
Prepared By: Deb Hossli, Risk Manager
Ap proved
Forwarded to Council
Attachments:
A. ehs International, Inc. Oaks Form
B. Global Environmental Network, Inc. Oaks Form
REFERENCE:
Modified
Agreement No. 10715
(CCS)
&
Agreement No. 10716
(CCS)