Explanation
BACKGROUND
This ordinance authorizes the Director of the Department of Human Resources to enter into a service contract with Safex, Inc., in the amount of up to $130,000.00 for the Industrial Hygiene and Occupational Safety Professional Services contract.
The Bureau of Workers Compensation (BWC) encourages employers to enhance occupational safety and health programs and initiatives. This legislation enables the city to do so and exhibits an ongoing effort to promote workplace safety and efficient claims management. This contract allows the city to provide industrial hygiene and occupational safety services, as state and federal law require. Since 2004, Safex, Inc. has done an outstanding job of responding to the needs of City departments. Continuing the existing contractual relationship with Safex, Inc. enables the administration to achieve its objective of improving the level of workplace safety and decreasing the risk of exposure to injury. This female-owned business has helped the city in all aspects of industrial hygiene and occupational safety tasks efficiently and cost-effectively.
The Department of Human Resources solicited Requests for Proposals (RFP) for the Industrial Hygiene and Occupational Safety Professional Services contract. The RFP was formally advertised on the Vendor Services and Bonfire website from June 10, 2024, to July 12, 2024. The city received three (3) responses. All proposals were deemed responsive and were fully evaluated. The responding firms were:
Company Name City/State Diversity Compliance
Safex, Inc. Westerville, OH WBE
Cardinal Compliance Consultants, LLC Holland, OH Majority
ProTect-All Solutions, LLC Wexford, PA Unknown
Safex, Inc. received the highest score by the evaluation committee and will be awarded the Industrial Hygiene and Occupational Safety Professional Services contract.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Safex, Inc.
CONTRACT COMPLIANCE
Safex, Inc.’s contract compliance number is WBE-005186, expiring on 1/29/2026.
FISCAL IMPACT
Funding for this contract will be available within Fund 5502, the Employee Benefits Fund. This ordinance is contingent on the passage of the 2025 Other Funds operating budget, Ordinance 3036-2024.
EMERGENCY DESIGNATION
Emergency action is requested so Industrial Hygiene and Occupational Safety Professional Services may continue without disruption, given that the prior year’s contract expires on February 28, 2025.
Title
To authorize the Director of the Department of Human Resources to enter into a service contract with Safex, Inc. for the Industrial Hygiene and Occupational Safety Professional Services; to authorize the expenditure of up to $130,000.00 from the Employee Benefits Fund to pay for this contract; and to declare an emergency. ($130,000.00)
Body
WHEREAS, there is a need to enter into a service contract to provide Industrial Hygiene and Occupational Safety Professional Services; and
WHEREAS, the Department of Human Resources solicited Requests for Proposals for the Industrial Hygiene and Occupational Safety Professional Service contract; and
WHEREAS, Safex, Inc. submitted the best overall proposal for this service; and
WHEREAS, the term of the contract is three (3) years, with the option to extend, upon mutual agreement, for two (2) additional one-year contracts, subject to appropriation; and
WHEREAS, this ordinance represents funding authority for the first year of the three-year contract; and
WHEREAS, it is necessary to enter into a contract with Safex, Inc. for the provision of services described above in the amount of up to $130,000.00; and
WHEREAS, it is necessary to authorize the expenditure of up to $130,000.00 from the Employee Benefits Fund to pay for the contract; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Human Resources in that it is immediately necessary to authorize the Director of the Department of Human Resources to enter into contract with Safex, Inc. in order to provide funding for the Industrial Hygiene and Occupational Safety Professional Services so that services may continue without disruption, given that the prior year’s contract expires on February 28, 2025, all for the immediate preservation of the public health, peace, property, safety and welfare; and NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Human Resources be, and hereby is, authorized to enter into a service contract with Safex, Inc., of 140 N. Otterbein Ave, Westerville, OH 43081, for the Industrial Hygiene and Occupational Safety Professional Service contract from March 1, 2025, through February 28, 2028, in an amount up to $130,000.00. The contract may be renewed for two (2) additional one-year terms upon mutual agreement of the Department and Safex, Inc., subject to sufficient appropriations and City Council authorization.
SECTION 2. That the expenditure of $130,000.00, or so much thereof as may be needed, is hereby authorized in Fund 5502 (Employee Benefits Fund), Dept-Div 4601 (Human Resources), in Object Class 03 (Purchased Services) per the accounting codes in the attachment to this ordinance.
SECTION 3. Funds are hereby deemed appropriated and expenditures and transfers authorized to carry out the purposes of this ordinance and the City Auditor shall establish such accounting codes as necessary.
SECTION 4. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor or ten days after passage if the Mayor neither approves nor vetoes the same.