SR 03-08-2022 3H
City Council
Report
City Council Meeting: March 8, 2022
Agenda Item: 3.H
1 of 3
To: Mayor and City Council
From: Gigi Decavalles-Hughes, Director, Finance Department
Subject: Award Request For Proposal and enter into Agreement with EHS
International, Inc. (EHS) for Cal/OSHA Safety Training
Recommended Action
Staff recommends that the City Council:
1. Award RFP# 8421 to EHS International, Inc. (“EHS”) for required Cal/OSHA
safety training;
2. Authorize the City Manager to negotiate and execute an agreement with EHS to
provide safety training services, in an amount not to exceed $534,545 over a
five-year period, with future year funding contingent on Council budget approval.
Summary
Staff recently solicited proposals for safety training services to satisfy extensive
Cal/OSHA training requirements and City safety policies. These services are critical to
maintain a safe workplace for our employees. Staff recommends the City Manager be
authorized to negotiate and enter into a five-year agreement with EHS International, Inc.
to provide specialized safety training to the City’s workforce.
Discussion
The Risk Management Division of the Finance Department is responsible for
coordinating the City’s Safety Program and providing departments with tools and
assistance to comply with various safety regulations and policies. Most of these
regulations are set and enforced by the Division of Occupational Safety and Health
(DOSH), better known as Cal/OSHA. Under Cal/OSHA regulations, employers must
provide job-specific safety training to their employees on a regular basis. Due to the
3.H
Packet Pg. 415
2 of 3
breadth of services that the City provides, the mandated training for our workforce is
extensive and varied, including confined space training, fall protection, hearing
conservation, heat illness prevention, ladder safety training, lock out/tag out training,
and other trainings. As such, the City has historically used private safety consultants
who possess specialized technical knowledge to deliver the training. EHS International,
Inc. has been providing the training to City staff since September 2016.
Vendor/Consultant Selection
Bidder Recommendation
Best Qualified Person/Firm EHS International, Inc.
Evaluation Criteria
Previous experience; the ability, capacity, and skill of the vendor to deliver
services; the quality of training materials; and compliance with City
specifications.
Municipal Code SMMC 2.24.190
RFP Data
Posted On Posted On
Advertised In
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
09/05/2021 City's Online
Bidding Site Santa Monica Daily Press 12 10/05/2021
Additional Vendor Outreach & Justification to Award
Given the breadth of highly specialized safety training that the City has to provide to its
workforce, the single vendor response was not surprising. Nonetheless, Procurement
conducted additional outreach to vendors who downloaded the bid to see why they did
not submit a bid; the effort did not yield any responses. Staff’s review of EHS
International, Inc.’s submittal confirmed the proposal met the RFP’s requirements and
offered competitive pricing consistent with rates in their previous contract. Further, the
firm has a long track record of providing the City with competent and cost-effective safety
training service. Based on these criteria, EHS International, Inc. is recommended as the
best bidder.
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the Self-Insurance, Workers’
Compensation Fund to award an agreement to EHS International, Inc. for Cal/OSHA
safety training service. Costs for the first three years of the agreement will not exceed
3.H
Packet Pg. 416
3 of 3
$105,000; each year thereafter contains an annual increase based on the Consumer
Price Index Capped at 3%. Future year funding is contingent on Council budget
approval.
Agreement Request
FY 2021-22
Budget
Request Amount
Department/CIP Account # Total Contract
Amount
$35,545 74800002.552010 $535,545
Prepared By: Gigi Decavalles-Hughes, Director
Approved
Forwarded to Council
Attachments:
A. ehsInc OAKS INITIATIVE 2.17.22
3.H
Packet Pg. 417
CITY OF SANTA MONICA
OAKS INITIATIVE DISCLOSURE FORM
In order to facilitate compliance with the requirements of the Oaks Initiative, the City
compiles and maintains certain information. That information includes the name of any
person or persons who is seeking a “public benefit.” If the “public benefit” is sought by
an entity, rather than an individual person, the information includes the name of every
person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten
percent interest in the entity.
Public benefits include:
1. Personal services contracts in excess of $25,000 over any 12-month period;
2. Sale of material, equipment or supplies to the City in excess of $25,000 over a 12-
month period;
3. Purchase, sale or lease of real property to or from the City in excess of $25,000
over a 12- month period;
4. Non-competitive franchise awards with gross revenue of $50,000 or more in any
12-month period;
5. Land use variance, special use permit, or other exception to an established land
use plan, where the decision has a value in excess of $25,000;
6. Tax “abatement, exception, or benefit” of a value in excess of $5,000 in any 12-
month period; or
7. Payment of “cash or specie” of a net value to the recipient of $10,000 in any 12-
month period.
Name(s) of persons or entities receiving public benefit:
Name(s) of trustees, directors, partners, and officers:
Name(s) of persons with more than a 10% equity, participation, or revenue interest:
Prepared by: ____________________________Title: __________________________
Signature: ______________________________________ Date: ________________
Email: ____________________________________ Phone: ____________________
FOR CITY USE ONLY:
Bid/PO/Contract # ____________________________ Permit # ___________________________
3.H.a
Packet Pg. 418 Attachment: ehsInc OAKS INITIATIVE 2.17.22 (4965 : Cal/OSHA Safety Training)