Staff Report - BSI FINALPREPARED BY: Vilcia Rodriguez
Human Resources Analyst
Reviewed by: Assistant Town Manager Town Attorney Finance
S:\COUNCIL REPORTS\2016\06-07-16\BSI\Staff Report - BSI FINAL.doc
MEETING DATE: 06/07/16
ITEM NO: 6
COUNCIL AGENDA REPORT
DATE: MAY 16, 2016
TO: MAYOR AND TOWN COUNCIL
FROM: LAUREL PREVETTI, TOWN MANAGER
SUBJECT: AUTHORIZE THE TOWN MANAGER TO EXECUTE A THIRD AMENDMENT TO
THE PROFESSIONAL SERVICES AGREEMENT WITH BSI EHS SERVICES AND
SOLUTIONS TO EXTEND THE CONTRACT FOR ONE YEAR AT A COST NOT TO
EXCEED $25,300 TO PERFORM HEALTH AND SAFETY PROGRAM
DEVELOPMENT, TRAINING, SUPPORT, AND ERGONOMIC EVALUATIONS
RECOMMENDATION:
Authorize the Town Manager to execute a third amendment to the professional services agreement with
BSI EHS Services and Solutions (BSI) to extend the contract for one year to perform health and safety
program development, training, support, and ergonomic evaluations.
BACKGROUND:
Since February 2013, the Town has used BSI [formerly known as Environmental and Occupational Risk
Management, Inc. (EORM)] to provide a variety of Health and Safety services related to program
development, training, and Occupational Safety and Health Administration (OSHA) compliance.
Services in prior years were performed to the satisfaction of the Town as agreed in the contract
(Attachment 1).
The original agreement, executed on February 20, 2013, was for an amount not-to-exceed $28,000. In
2014, the Town added ergonomic evaluations to the scope of services. Staff reached out to BSI and two
other vendors for quotes. One vendor was non-responsive; the second was comparable to BSI, but less
familiar with the Town’s scope of work. The Town selected BSI, and executed a First Amendment on
September 29, 2014 for an amount not-to-exceed $21,000 (Attachment 1). This amendment added
ergonomic evaluation services. A Second Amendment extended the contract through June 30, 2016
with an additional compensation of $21,000 (Attachment 1).
A one year contract extension through June 30, 2017 is necessary for BSI to continue to administer the
Town’s Health and Safety Program without interruptions while staff conducts a formal request for
qualifications (RFQ) process.
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: AUTHORIZE THE TOWN MANAGER TO EXECUTE A THIRD AMENDMENT TO
THE CONSULTING SERVICE AGREEMENT WITH BSI EHS SERVICES AND
SOLUTIONS
DATE: MAY 16, 2016
DISCUSSION:
The Town planned to conduct a formal RFQ process before the expiration of the current contract, but
due to staff transition in the Human Resources Department, this has not been feasible. Staff is
requesting a one year contract extension through June 30, 2017 to allow staff sufficient time to conduct a
formal RFQ process with an increase of $25,300 through the extended contract period.
Under the existing contract, BSI has been highly effective in assisting the Town to contain costs
associated with the Town’s Employee Health and Safety Program by providing safe work environments
to employees and addressing any safety issues. BSI has also been instrumental in ensuring the Town’s
compliance with legally mandated Cal-OSHA training and requirements.
CONCLUSION:
Staff recommends that the Town Council authorize the Town Manager to execute an Third
Amendment to the consulting service agreement with BSI to extend the services through June 30,
2017 with an additional amount not-to-exceed $25,300, for a total amended contract amount of
$95,300 for ongoing Health and Safety program services.
COORDINATION:
This report was coordinated with following Departments: Finance Department and the offices of the
Town Manager and Town Attorney.
FISCAL IMPACT:
The annual fiscal impact for this contract is $25,300. Funding to support this amendment to the
agreement is included in the adopted budget for FY 2016/17 from Workers’ Compensation Program.
ENVIRONMENTAL ASSESSMENT:
This item is not a project defined under CEQA, and no further action is required.
Attachments:
1. Proposed Third Amendment to the Agreement