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CITY COUNCIL ACTION REQUEST
Department(s)
Finance
CEQA
Not a Project, File No.
PP17-002, Consultant
services for design,
study, inspection, or other
professional services with
no commitment to future
action.
Coordination
City Attorney's Office;
City Manager’s Budget
Office; Environmental
Services Department
Dept. Approval
/s/
Drew Corbett
Council District(s)
Citywide
CMO Approval
12/4/24
SUBJECT: Actions Related to the Purchase Order with Pro Safety & Rescue, Inc. for Confined Space Rescue Team Services
RECOMMENDATION
Adopt a resolution authorizing the City Manager or her designee to:
a) Amend purchase order OP 65705 with Pro Safety & Rescue, Inc. (Bakersfield, CA) for confined space rescue team services to increase the total compensation by $100,000, for a maximum compensation not-to-exceed $450,000 for the period ending September 16, 2025; and
b) Exercise up to six one-year options to extend the term of the purchase order, with the last option ending on or about September 16, 2031, subject to the appropriation of funds.
BASIS FOR RECOMMENDATION
The City requires a confined space rescue team when personnel enter a permitted confined space. California Code of Regulations, Title 8, Section 5157 defines a confined space as any space that meets three criteria: is large enough for a person to enter, has limited entry or exit points, and is not intended for continuous occupancy. The San José-Santa Clara Regional Wastewater Facility has over 500 permitted confined space entry locations as defined by the California Code of Regulations. Confined spaces include manholes, trenches, sealed vessels, and pits. Maintenance and operations tasks must be performed in these confined spaces. A service provider is required for support when personnel enter confined spaces to perform tasks.
In July 2024, a competitive Request for Bids was facilitated by the Finance Department to procure these services. The Request for Bids provisioned for a one-year initial term and an additional six one-year options for the City to extend the term. Two responsive bids were submitted and no protests were received. One bidder qualified for the City’s local business preference; however, this did not affect the award determination. The initial award to Pro Safety & Rescue, Inc. pursuant to the bidding procedures of the San José Municipal Code, Section
4.12.310B(1) was made under City Manager’s authority. The Environmental Services Department now requires additional funding to meet ongoing service needs for the remainder of the term.
Approval of this recommendation ensures the City receives these essential services with minimal impact to operations.
COMMISSION RECOMMENDATION AND INPUT
The Treatment Plant Advisory Committee will consider this item on December 12, 2024. A supplemental memorandum with the committee’s recommendation will be included in the amended December 17, 2024 City Council meeting agenda.
COST AND FUNDING SOURCE
The recommended action relating to this purchase order of $100,000 is funded by ESD Non- Personal/Equipment appropriation in the San José-Santa Clara Treatment Plant Operating Fund.
FOR QUESTIONS CONTACT: Albie Udom, Deputy Director of Finance- Purchasing and Risk Management, at [email protected].
COUNCIL AGENDA: 12/17/24
FILE: 24-2327
ITEM: 2.17