Title
Recommendation to Authorize the City Manager to Execute a Five-Year Agreement in an Amount Not-to-Exceed $234,183 to Du-All Safety, LLC for Public Work’s Safety Program Compliance and Training Services. (Public Works 50141600)
Body
To: Honorable Mayor and Members of the City Council
From: Jennifer Ott, City Manager
EXECUTIVE SUMMARY
The Public Works Department requires safety compliance and training services from a specialized firm. Public Works seeks to award a five-year agreement for a total not-to-exceed amount of $234,183 by piggybacking on the City of Richmond’s recent solicitation and subsequent award of an agreement for the same services to Du-All Safety, LLC (Du-All). The proposed level of service will allow monthly training, annual facility safety inspections and professional consulting services to review and provide development of, or updates to, required written environmental health and safety programs for Public Works staff.
BACKGROUND
California Labor Code §6401.7 requires, among other requirements, that employers establish, implement, and maintain an effective injury prevention program. While some aspects of the City of Alameda’s (City) injury prevention program are managed by Human Resources and Risk Management, the Public Works Department augments that program for the workplace exposures unique to the department’s operation. For example, heavy equipment operation, hazardous materials, lockout/tagout and confined space entry are programs managed at the department level. Public Works requires the services of a specialized safety provider to continue these routine trainings, further develop specific programs, consult on new safety issues, and conduct annual facility safety inspections.
DISCUSSION
The City of Richmond issued a Request for Proposal on April 23, 2024, for administration services related to their Safety/Loss Prevention Programs (Exhibit 1). The solicitation’s scope of work includes the development of, or update to, required written environmental health and safety programs, facility safety inspections, ongoing safety training and other tasks related to Cal-OSHA compliance. These are the same services currently needed by the Public Works Department. On June 18, 2024, Richmond City Council awarded a three-year contract agreement to Du-All to provide safety program compliance services.
The City’s Purchasing Policy authorizes entering into agreements by piggybacking on another public bodies procurement so long as that procurement is in conformance with California law, the Alameda City Charter and Alameda Municipal Code. The City of Richmond’s method of procurement meets this criteria and staff recommends piggybacking on the City of Richmond’s solicitation and entering into the City’s standard agreement for safety program compliance services with Du-All at the hourly rate negotiated by Richmond. Services are based on time incurred at a specified hourly rate with an annual not to exceed amount.
Du-All is the current safety consultant for the Public Works Department. Accordingly, Du-All staff are well-versed in Public Works safety program and have a well-established working relationship with City staff. Du-All’s office headquarters is in Fremont, serving as the base from which the safety staff coordinates their services. When specialized safety issues arise, a consultant with expertise can be dispatched to Alameda within 24 hours. Although the City is assigned a primary account manager, the City has access to all Du-All staff, most of which are highly specialized experts in specific areas.
The proposed level of service will allow monthly training, annual facility safety inspections and professional consulting services to review and provide development of, or updates to, required written environmental health and safety programs for Public Works staff. Staff recommends City Council approve the five-year agreement to Du-All for a total not to exceed amount of $234,183.
ALTERNATIVES
• Award the agreement as proposed.
• Award the agreement with a modified scope.
• Direct staff to conduct a solicitation instead of piggybacking on Richmond’s solicitation. This will cause delay and lead to a two- or three-month gap in safety compliance and training services.
FINANCIAL IMPACT
The Public Work’s safety program is funded through various operating budgets. The percent allocation of the agreement cost from each operating budget is noted below. This allocation should not change for the five-year term. All items are subject to budget approval.
|
Program |
Division |
Percent Allocation |
|
Sewer Operations |
50141600 |
25% |
|
Storm Operations |
26441610 |
10% |
|
Streetlights Operations |
10041560 |
10% |
|
Traffic Signals Operations |
21141550 |
10% |
|
Street Maintenance |
10041540 |
20% |
|
Facilities Maintenance |
60341590 |
10% |
|
Fleet Maintenance |
60141580 |
10% |
|
Engineering Administration |
31041500 |
5% |
Below shows the annual agreement cost and an estimated and not to exceed Consumer Prices Index (CPI) inflator. Future fiscal years are subject to City Council budget approval.
|
Contract Fiscal Year |
Est. CPI |
CPI Total Each Year |
TOTAL |
|
2025-26 |
0% |
$ 0.00 |
$ 45,000 |
|
2026-27 |
2% |
$ 900 |
$ 45,900 |
|
2027-28 |
2% |
$ 918 |
$ 46,818 |
|
2028-29 |
2% |
$ 937 |
$ 47,755 |
|
2029-30 |
2% |
$ 955 |
$ 48,710 |
|
TOTAL FIVE YEARS |
8% |
$ 3,710 |
$ 234,183 |
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is consistent with the Alameda Municipal Code.
This action is subject to the Levine Act.
ENVIRONMENTAL REVIEW
This action does not constitute a “project” as defined in California Environmental Quality Act (CEQA) Guidelines Section 15378 and therefore no further CEQA analysis is required.
CLIMATE IMPACT
There are no identifiable climate impacts or climate action opportunities associated with the subject of this report.
RECOMMENDATION
Authorize the City Manager to execute a five-year agreement in an amount not-to-exceed $234,183 to Du-All Safety, LLC for Public Work’s Safety Program Compliance and Training Services.
Respectfully submitted,
Erin Smith, Public Works Director
Financial Impact section reviewed,
Ross McCarthy, Finance Director
Exhibits:
1. City of Richmond Request for Proposal
2. Agreement