City Council
Report
City Council Meeting: July 18, 2023
Agenda Item: 5.E
1 of 4
To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Architecture Services Subject: Authorize and Execute a First Modification to the Agreement with Safeguard US Inc. for Fall Protection Services
Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of Categorical Exemption pursuant to Section 15301 (Existing Facilities), of the California Environmental Quality Act (CEQA) Guidelines.
2. Authorize the City Manager to negotiate and execute a first modification to agreement #11149 in the amount of $299,023 (including a 15% contingency) with Safeguard US, Inc. to provide fall protection infrastructure in response to the findings of a fall hazards location report conducted as part of the City’s Risk Management program. This will result in a four-year amended agreement with a new total amount not to exceed $1,930,957, with future year funding contingent on Council budget approval.
3. Authorize the Director of Public Works to issue any necessary change orders to complete additional work within contract authority.
Summary
The City of Santa Monica’s Risk Management Division is responsible for providing safe and inviting areas for visitors and staff. On November 24, 2020, staff issued a Request for Bids (RFB) SP#2643 for a design/build contractor to address fall hazard locations at the facilities noted in an initial fall hazard locations report procured by Risk Management in 2018. On April 13, 2021, City Council approved staff’s recommendation to award the Fall Protection Project to Safeguard US Inc. The first phase of the Fall Protection Project was completed per California Division of Occupational Safety and Health (CalOSHA) standards at City Hall, the Public Safety Facility, the Montana Branch Library, Big Blue Bus facilities, Woodlawn Cemetery, the Arcadia Water Treatment Plant, and 2 of 4
the City Yards. Staff recommends a first modification of agreement 11149 with Safeguard US, Inc., in the amount of $299,023, including 15% contingency, for a fouryear amended agreement with a total amount not to exceed $1,930,957. The modification would expand the remediation of unsafe working conditions at City facilities including Fire Station 2, Fire Station 3, the Ken Edwards Center, and the Public Safety Facility drone deck.
Discussion
Facilities owned by the City of Santa Monica range from new construction to historic buildings. Cal-OSHA fall protection requirements for new and existing structures are revised periodically. Some of the structures owned by the City do not meet current CalOSHA standards. The City recently completed the first phase of a citywide fall protection retrofit per Cal-OSHA standards with Safeguard US, Inc.. Subsequently, the Risk Management Division identified further locations that need immediate attention.
The areas that need immediate attention are used by the City’s maintenance staff and are not accessible to the public. Special safety precautions have been taken whenever staff work at or around these areas. As a property owner, the City is responsible for updating its facilities and meeting building code requirements.
Staff recommends a first modification of agreement 11149 with Safeguard US, Inc., in the amount of $299,023, including 15% contingency, for a two-year amended agreement with a total amount not to exceed $1,930,957. The modification would expand the remediation of unsafe working conditions at City facilities including Fire Station 2, Fire Station 3, the Ken Edwards Center, and the Public Safety Facility drone deck.
Environmental Impact
The proposed project is categorically exempt from the California Environmental Quality Act (CEQA) under Section 15301. Section 15301 of the CEQA State Guidelines provides Class 1 (existing facilities) exemption for projects that consists of the operation, repair, maintenance, leasing, licensing, permitting, or minor alteration of 3 of 4
existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of the existing or former use. The project would not result in any significant expansions to the existing spaces. Therefore, the project is categorically exempt as set forth in Section 15301 of the CEQA State Guidelines.
Past Council Actions
Meeting Date Description
04/13/2021
(Attachment A)
Original bid and award of agreement with Safeguard US
Inc. for fall protection design and equipment procurement. 4 of 4
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the General Fund to award a contract modification with Safeguard US, Inc., for the design, procurement, and installation of fall protection safety equipment.
Contract Modification Request
Agreement
#
Current
Authorized
Amount
FY 2023-24
Modified Request
Amount
CIP Account #
Total Revised
Contract
Amount
11149 $1,631,934 $299,023 C0107940.689000 $1,930,957
Prepared By: William Clerk, Architectural Associate
Approved Forwarded to Council
Attachments:
A. Staff Report - April 13, 2021 Original Award (Web Link) B. Quote - Safeguard US, Inc. Fall Protection Package 2 C. Oaks Initiative Form - Safeguard US, Inc.
D. 0001 - Safeguard Original Agreement