Public Works Agency
www.santa-ana.org/public-works
Item # 21
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
January 21, 2025
TOPIC: Confined Space Rescue Services and Safety Training Services
AGENDA TITLE
Agreements with National Safety Services, Inc., Ancon Marine, Inc. DBA Ancon Services, and Pro Safety & Rescue, Inc. for Confined Space Rescue and Safety Training Services (Non-General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute agreements with National Safety Services, Inc., Ancon Services, and Pro Safety & Rescue, Inc. to provide confined space rescue and safety training services, for a term beginning January 21, 2025 and expiring January 20, 2028 with provisions for two, one-year extensions, for a total aggregate amount not to exceed $1,250,000 (Core Agreement No. A-2025-XXX).
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
The Public Works Agency (PWA)’s Water Resources Division (Water Resources) oversees and maintains the daily operations of the City’s water and sanitary sewer systems. The water system is composed of approximately 480 miles of water main, 21 groundwater wells, seven pump stations, 10 reservoirs with a storage capacity of 49 million gallons, four pressure regulating stations, and seven connection points to the Metropolitan Water District. The system has an average daily demand of 30 million gallons from its roughly 45,150 metered service connections. In addition, the Water Resources Division maintains multiple confined space sites that involve dangerous entry into appurtenance vaults containing pipelines, water reservoir tanks, culverts, excavations, trenches, and other such work sites for maintenance and repair services.
A confined space is an area which has limited or restricted room for entry or exit and is not designed for continuous occupancy. Confined spaces can be dangerous due to risks from noxious fumes, reduced oxygen levels, fire risks, flooding and drowning, asphyxiation, contamination, and access difficulties during emergency. Due to critical components of the water infrastructure being located in confined spaces, Water Resources requires water operators to perform confined space entry regularly for maintenance and repair services.
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Not only is training a regulatory requirement for those working in confined spaces by the Occupational Safety and Health Administration (OSHA), but working in these hazardous areas without proper training poses an extremely elevated level of risk which can quickly result in the injury or death of a worker. Due to these safety risks, it is essential that all City workers are properly trained to work in these environments by skilled and knowledgeable confined space entry consultants.
On May 2, 2024, PWA released Request for Proposals (RFP) No. 24-028 (Exhibit 1), by which it sought the services of qualified consulting firms to provide confined space standby services during permit-required confined space (PRCS) for entries services.
The RFP was advertised on PlanetBids and proposals were received electronically via PlanetBids on August 6, 2024.
The City notified a total of 628 regional vendors via PlanetBids, with 27 vendors downloading bidding documents. Three proposals were received and evaluated by a selection committee. Based on criteria outlined in the RFP, the following summarizes the responding firms and their ranking:
Firm City Rank
National Safety Services Huntington Beach 1
Ancon Services Signal Hill 2
Pro Safety & Rescue Bakersfield 3
Staff recommends awarding agreements to National Safety Services, Inc., Ancon Services, and Pro Safety & Rescue, Inc. to provide confined space rescue and safety training consultant services on an as-needed basis (Exhibits 2-4). These proposals demonstrated the firms have the necessary capacity and expertise to complete the required services. The firms’ rates are reasonable and within industry standard, the teams’ qualifications are appropriate, and the proposals were determined to provide the best value for the City. All firms selected for this award are currently under agreement with the City for other consulting services and have performed quality work for the City.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funds in the amount of $50,000 are budgeted and available for expenditure in FY 2024- 25 in the Water Utility Water Production and Supply, Contract Services-Professional expenditure accounts. Funding for subsequent fiscal years will be included in the proposed budgets for City Council consideration.
The FY 2024-25 budget allocated to this project is $50,000; however, staff requests contract authority for $150,000 to allow for emergencies and unforeseen work. If it becomes necessary to utilize the full contract authority, staff would reallocate budget Confined Space Rescue and Safety Training Services
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within department and fund accordingly in compliance with the City’s budgetary controls.
Fiscal
Year
Accounting
Unit -
Account #
Fund
Description
Accounting Unit,
Account
Description
Amount
Requested
Contract
Authority
Contract (3-Year Term)
24-25 06017640-
62300 Water
Water Utility Water
Production &
Supply, Contract
Services-
Professional
$50,000 $150,000
25-26 06017640-
62300 Water
Water Utility Water
Production &
Supply, Contract
Services-
Professional
$275,000 $275,000
26-27 06017640-
62300 Water
Water Utility Water
Production &
Supply, Contract
Services-
Professional
$275,000 $275,000
Optional Two-Year Extension
27-28 06017640-
62300 Water
Water Utility Water
Production &
Supply, Contract
Services-
Professional
$275,000 $275,000
28-29 06017640-
62300 Water
Water Utility Water
Production &
Supply, Contract
Services-
Professional
$275,000 $275,000
Total $1,150,000 $1,250,000
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EXHIBIT(S)
1. RFP No. 24-028
2. Agreement with National Safety Services, Inc.
3. Agreement with Ancon Services
4. Agreement with Pro Safety & Rescue, Inc.
Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency Approved By: Alvaro Nuñez, City Manager