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HomeMy WebLinkAbout25A - AGMT - HEALTH AND SAFETY MNMT SRVSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: SEPTEMBER 16, 2014 TITLE: AGREEMENT WITH BUREAU VERITAS NORTH AMERICA, INCORPORATED CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1' Reading ❑ Ordinance on 2"' Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Authorize the City Manager and Clerk of the Council to execute an agreement with Bureau Veritas North America, Incorporated (BVNA), subject to nonsubstantive changes approved by the City Manager and City Attorney, to provide citywide environmental, health, and safety program management services for a two -year period, in an amount not to exceed $360,000. The agreement includes a provision for a one -year renewal option exercisable by the City Manager and City Attorney, in an amount not to exceed $180,000, a total of $540,000 for the three -year period. DISCUSSION Approval of this recommended action will allow the City's Risk Management Division to implement a citywide compliant and comprehensive safety program. This program is an essential part of the agency's objective to provide a healthful and safe work environment for its employees, visitors, and contractors. Environmental, health, and safety program management is a continuous improvement process. It includes on -going risk and compliance assessment; reviewing and revising policies and procedures; auditing and evaluating programs; conducting training, job hazard analysis, facility and job site inspections; and implementing corrective action items. The Risk Management Division considers workplace safety to be the number one priority. While there is an effort to continuously educate and train all employees regarding job hazards and safe work practices, current staffing does not provide adequate resources to address the needs of all departments and ensure compliance with Cal /OSHA and all other applicable regulations. Staff issued a request for proposals (RFP) on May 1, 2014. The intent is to have the consulting firm work with the City's safety committee or other department- designated representatives and provide a group of subject matter professionals who have expertise in different areas of environmental, health, and safety to assist the Risk Management Division in implementing a citywide program and ensure full regulatory compliance. The scope of work included the following: 25A -1 Agreement with Bureau Veritas North America, Incorporated September 16, 2014 Page 2 of 3 • Job Hazard Analysis • Safety Program Gap Analysis • Review and Update Written Programs. • Implementation of the Safety Program • Safety Training • Safety Meetings • Safety Program Management While the City's environmental, health, and safety programs are vast, the scope of work above represents the most critical fundamentals necessary at this time. Three firms submitted proposals. The firms included EHS International, Incorporated (EHS), Environmental and Occupational Risk Management, Inc. (EORM), and BVNA. A team of four City staff was organized to review the proposals. The team included Public Works Water Resources Manager, Police Senior Personnel Analyst, Public Works Street Maintenance Supervisor, and Senior Park Maintenance Supervisor. The proposals were reviewed using the following criteria: • Qualifications and Experience 30% • Understanding of the Scope of Works 30% • Demonstrated Knowledge of Health and Safety Related Work 20 %: • Staff Availability 10 %: • Responsiveness of the Proposing Firms and Fee Schedules 10 %: The firms ranked as follows: Subsequent 1 •' l ' t« Subsequent to the proposal evaluation and selection period, staff was directed to limit the budget to $180,000 per year for a two -year period with a third -year renewal provision. Staff met with the highest - ranking consultant, BVNA, and requested a revised proposal. The revised scope of work to be provided by BVNA and the hourly rates is based on the initial request for proposals; however, the lists of tasks will be prioritized to stay within the annual budget. In evaluating other agencies (i.e., City of Anaheim, City of Huntington Beach) staff found that environmental, health, and safety responsibilities are managed by different individuals specializing in each area of compliance. Most cities of comparable size employ several staff to handle the extensive workload required on an ongoing basis. 25A -2 ­:77= Subsequent to the proposal evaluation and selection period, staff was directed to limit the budget to $180,000 per year for a two -year period with a third -year renewal provision. Staff met with the highest - ranking consultant, BVNA, and requested a revised proposal. The revised scope of work to be provided by BVNA and the hourly rates is based on the initial request for proposals; however, the lists of tasks will be prioritized to stay within the annual budget. In evaluating other agencies (i.e., City of Anaheim, City of Huntington Beach) staff found that environmental, health, and safety responsibilities are managed by different individuals specializing in each area of compliance. Most cities of comparable size employ several staff to handle the extensive workload required on an ongoing basis. 25A -2 Agreement with Bureau Veritas North America, Incorporated September 16, 2014 Page 3 of 3 Staff is recommending that the City enter into an agreement with Bureau Veritas North America Incorporated to provide environmental, health and safety program management services. STRATEGIC PLAN ALIGNMENT Approval of this item allows the City to meet Goal #7 Team Santa Ana, Objective #6 (provide a positive workplace environment that supports the health of its employees and celebrates its success). FISCAL IMPACT Funds are budgeted in the 2014 -15 Liability and Property Insurance account (25% account no. 08009051 - 62302), Workers' Compensation account (25% account no. 08209054 - 62302), and Public Works account (50% account no. 06017645 - 62300). t � Edward S. aya Executive Director Personnel Services_ Edwin G. Galvez Interim Executive Director Public Works APPROVED AS TO FUNDS AND ACCOUNTS: Francisco Gutierrez Executive Director Finance & Management Services Agency ! %� 25A -3 25A -4 CONSULTANT AGREEMENT WITH BU;IMEAU VKR —UAS NORTH AMERICA. INC THIS AGREEMENT, made and entered into this 16TH day of September, 2014 by and between Bureau Veritas North America, Inc., a Delaware Corporation, (hereinafter "Consultant"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (hereinafter "City"), RECITALS A. The City desires to retain a consultant having special skill and knowledge in. the field of environmental health and safety program management in the workplace. B. Consultant represents that it is able and willing to provide such services to the City. C. In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES Consultant shall perform those services as set forth in its Proposal Response to RFP # 14 -024 dated May 30, 2014 as revised by its Revised Scope of Work to Provide Environmental Health and Safety (EHS) Program Management dated August 7, 2014, attached hereto as Exhibit A and incorporated into this Agreement. 2. COMPENSATION a. City agrees to pay, and Consultant agrees to accept as total payment for its services, the rates and charges identified in Section 9.3 of Consultant's proposal dated May 30, 2014, a copy of said section is attached hereto as Exhibit E and incorporated herein, The total sum to be expended under this Agreement shall not exceed $360,000.00 during the initial 2- year term of this Agreement. b. Payment by City shall be made within thirty (30) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. 3. TERM This Agreement shall commence on the date first written above and terminate on September 15, 2016, unless terminated earlier in accordance with Section 12, below. The team of this Agreement may be extended by the parties for an additional one (1) year upon a writing executed by the City Manager and the City Attorney. The entire cost of the Agreement, as extended, shall not exceed $540,000,00, 25A -5 4. INDEPENDENT CONTRACTOR Consultant shall, during the entire term.o£ this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer - employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. S. INSURANCE Prior to undertaking performance of work under this Agreement, Consultant shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below; a. Commercial Ocnera] Liability Insurance, Consultant shall maintain commercial general liability insurance which shall include, but not be limited to protection against claims arising from bodily and personal injury, including death resulting therefrom and damage to property, resulting from any act or occurrenoe arising out ofConsultant's operations in the performance of this Agreement, including, without limitation, acts involving vehicles. The amounts of insurance shall be not less than the following: single limit coverage applying to bodily and personal injury, including death resulting therefrom, and property damage, in the total amount of $1,000,000 per occurrence, $2,000,000 in the aggregate. Such insurance shall (a) name the City, its officers, employees, agents, volunteers and representatives as additional insured(s); (b) be primary and not contributory with respect to insurance or self- insurance programs maintained by the City; and (c) contain standard separation of insureds provisions. b. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $1,000,000 per occurrence. Such insurance shall include coverage for owned, hired and non -owned automobiles. e. Worker's Compensation Insurance. In accordance with the provisions of Section 3700 of the Labor Code, Consultant, if Consultant has any employees, is required to be insured against liability for worker's compensation or to undertake self - insurance, Prior to commencing the performance of the work under this Agreement, Consultant agrees to obtain and maintain any employer's liability insurance with limits not less than $1,000,000 per aocident. d. If Consultant is or employs a licensed professional such as an architect or engineer: Professional liability (errors and omissions) insurance, with a combined single limit of not less than $1,000,000 per claim, 25A -6 e. The following requirements apply to the insurance to be provided by Consultant pursuant to this section: (i) Consultant shall maintain all insurance required above in fill force and effect for the entire period covered by this Agreement. (ii) Certificates of insurance shall be furnished to the City upon execution of this Agreement and shall be approved in form by the City Attorney. (iii) Certificates and policies shall state that should any of the above described policies be cancelled before the expiration date thereof, notice will be delivered in accordance with the policy provisions. f If Consultant fails or refuses to produce or maintain the insurance required by this section or falls or refuses to furnish the City with required proof that insurance has been procured and is in force and paid for, the City shall havo the right, at the City's election, to forthwith terminate this Agreement. Such termination shall not effect Consultant's right to be paid for its time and materials expended prior to notification of termination. Consultant waives the right to receive compensation and agrees to indemnify the City for any work perforned prior to approval of insurance by the City. 6. INDEMNIFICATION Consultant agrees to and shall indemnify and hold harmless the City, its officers, agents, employees, consultants, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of Claims for personal injury, including death, and claims for property damage, which may to the extent arise from the direct negligent operations of the Consultant or its contractors, subcontractors, agents, employees, or other persons acting on their behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects to the extent arising from Consultant's breach of this Agreement. This indemnity and hold harmless agreement applies to claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, to the extent arising from Consultant's negligent acts, errors or omissions pursuant to this Agreement. City with approval of the Consultant may make all reasonable decisions with respect to its representation in any legal proceeding. In the event liability is shared by the parties to this Agreement, each Party shall contribute in the amount of its proportionate share for all actions, claims, liability, damages, losses, expenses or judgments. Consultant's indemnification obligation including any defense obligation shal l not arise until an actual finding of negligence or if the parties agree prior to an actual finding of negligence. The total aggregate liability of the Parties shall not exceed $1,000,000 or the amount of the total fees hereunder, whichever is greater, for negligent professional acts, or errors or omissions. Neither Party shall be liable under any circumstances for less of profits, loss of product, consequential damages of any kind, indirect damages of any kind or special damages of any kind to the other party, or to any third party, No punitive or exemplary damages of any kind shall be recoverable against either party under any circumstances. 7. CONFIDENTIALITY If Consultant receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Consultant agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the 25A -7 same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. "Confidential Information" shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means, Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful Possession of the Consultant without an obligation of confidentiality; (d) is required to be disclosed by Operation Of law; or (c) is independently developed by the Consultant without reference to information disclosed by the City, 8, CONFLICT OF INTERF,ST CLAUSE Consultant covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict, in any manner with performance of services specified under this Agreement. 9. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by telefacsimile or other telegraphic communication in the manner provided in this Section, to the following persons: To City: Clerk of the City Council City of Santa Ana 20 Civic Center Plaza (M -30) P.O. Box 1988 Santa Ana, CA 92702.1988 Fax 714- 647.6956 With courtesy copies to: and Personnel Department City of Santa Ana 20 Civic Center Plaza (M -28) P.O, Box 1988 Santa Ana, California 92702 Fax 714 - 647 -6930 City Attorney City of Santa Ana 20 Civic Center Plaza (M -29) P.O. Box 1988 Santa Ana, California 92702 Fax 714. 647.6515 To Consultant: Bureau Vetitas North America, Inc. Atua.: Gustavo Valdivia, P.F.. 1665 Scenic Drive, Ste. 200, Costa Mesa CA 92626 25A -8 A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address -. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above, If sent by telefacsimile, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above, For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. 10. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Consultant, and supersedes any and all other agreements, oral or written, between the parties regarding the subject matter herein. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail, This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Consultant. The parties agree that any terns or conditions of any Purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Consultant nor the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by tiny party, or anyone acting on behalf of any party, which are not embodied herein. 11. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services which are the subject to this Agreement performed by City personnel or, by other consultants retained by City. 12. TE11MINATION This Agreement may be terminated by the City upon thirty (30) days written notice of terurination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant compensation for all services performed by Consultant prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Executive Director may require Consultant to deliver to the City all work product completed as of such date, and hl such case such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City's use thereof for such purposes as the City doems appropriate. b. Payment need not be made for work which AN to meet the standard of performance specified in the Recitals of this Agreement. The Consultant may terminate this Agreement for any material failure by the City to comply with this Agreement, provided that the Consultant gives the City thirty (30) days' prior written notice of its intention to terminate for such failure and affords to the City an opportunity to cure such failure within said thirty (3 0) days. 25A -9 13, DISCRIMINATION Consultant shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, training, utilization, promotion, termination or other employment related activities, Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations, 14, JURISDICTION • VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California, Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of in oomtection with or by reason of this Agreement. 15. PROFESSIONAL LICENSES Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies, Consultant shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions, Said inability shall be cause for termination of this Agreement, Consultant represents that the services, findings, recommendations and/or advice provided to City will be prepared, performed, and rendered in accordance with procedures, protocols and practices ordinarily exercised by professional's in Consultant's profession for use in similar assignments, and prepared under similar conditions at the same time and locality. City acknowledges and agrees that Consultant has made, no other implied or expressed representation, warranty or condition with respect to the services, findings, recommendations or advice to be provided by Consultant pursuant to this agreement. 16. MISCELLANEOUS PROVISIONS a, Each uodersi6nred represents and warrants that its signature hereinbelow has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that, such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. c. Throughout the initial Term of this Agreement, any renewals thereof and for the twelve (12)- month period following the expiration or earlier termination of this Agreement, neither party shall directly or indirectly induce or solicit any employee of the other party to leave, Neither party shall directly or indirectly hire or attempt to hire an employee or future employee of the other party for the time period set forth herein. d, If the performance of this Agreement or of any obligation hereunder, except payment of monles flue, is prevented, restricted or interfered with by reason of fire, or other casualty or accident; 25A -10 inability to procure raw materials, power or supplies; hurricanes, earthquakes, floods or any act of God; war or other violence; any law /order, proclamation, regulation, ordinance, demand or requirement of any governmental agency or intergovernmental body; or any other act or condition whatsoever beyond the reasonable control of the parties hereto, the party so affected, upon giving notice to the other party within fifteen (15) calendar days, shall be excused by such performance during and to the extent of such prevention, restrictions or interference. e. It is expressly understood and agreed that the enforcement of these terms and conditions shall be reserved to the City and the Consultant. Nothing contained in the agreement shall give or allow any claim or right of action whatsoever by any third person. It is the express intent of the City and the Consultant that any such person or entity receiving services or benefits under this agreement shall be deemed an incidental beneficiary, IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: MARIA D. HUIZAR Clerk of the Council APPROVED AS TO FORM: RECOMMENDED FOR APPROVAL: Edward Raya Executive Director — Personnel Services CITY OF SANTA ANA DAVID CAVAZOS City Manager Bureau Veritaojh America, Inc. Vice President, West Region Tax ID# 06- 1699244 25A -11 �pU Yk"� a ,� a s at � Y$�B August 7, 2014 via email: bmoralesS @santa•ana.org Ms. Briza Morales Senior Risk Management Technician City of Santa Ana 20 Civic Center Plaza, M -28, 4ih Floor Santa Ana, California 92701 BVNA Proposal No. 2509.14.276 R1 Subject: Revised Scope of Work to Provide Environmental Health and Safety Program Management Dear Ms. Morales: Bureau Veritas North America, Inc. (BVNA) Is pleased to submit this revised scope of work and cost estimate to provide Environmental Health and Safety (EHS) Program Management services to the City of Santa Ana (the City). This revision is based on our discussions in your offices attended by you; Scott Myles, the proposed Project Manager; and myself on July 29, 2014. Based on our meeting and the direction we received from you, we have limited the use of the initially planned resources to limit the cost to approximately $180,000 per year, which is roughly the cost of a senior manager full time for one year. We understand that this yearly amount is for an initial two -year contract with a third optional year for a maximum total amount of $540,000, if the optional year is granted at the end of the second year, This revision does not alter the hourly rates presented in our proposal dated May 30, 2014, SCOPE OF WORK The scope of work to be provided by BVNA will be based on the initial request for Proposal for Environmental Health and Safety Program Management (RFP #14 -024) dated May 1, 2014. However, as discussed during the meeting, the lists of tasks in the initial RFP will be prioritized to stay within the yearly budget allowed by the City, since the initial cost estimate and resources estimated for this project need to be within the City's budget. The initial five programs identified that will need to be revised or developed for the City are: • Injury and Illness Prevention Program (IIPP) • Blood Borne Pathogens (BBP) • Confined Spaces (Entry /Rescue) • Hearing Conservation • Respiratory Protection. Bureau Veritas North Ainerica, Inc. 1 i116Al2 si :111 ,4,1 -4ioo Page 2 of 3 BVNA Proposal No. 2509.14.27681 August7,2014 In addition, we understand that the City wishes to develop a new employee orientation program that identifies safety training requirements based on employee roles. It is our understanding that the identification of these training requirements would be developed by BVNA. Furthermore, we understand that the person assigned by BVNA will coordinate and facilitate the City's Safety Committee. BVNA can provide the services requested by the City and prioritize the Safety Program needs in the most cost - effective manner. We anticipate assigning Mr. Farhad Tabarsi, Senior Safety Consultant, to the City as the on -site support person. We plan to allocate a majority of Mr. Tabarsi's time during the contract period as the on -site safety manager for the City. Mr. Tabarsi has 20 years of EHS Program Management experience, making him a strong candidate for this project. Mr. Tabarsi's main role will be to develop and implement the programs identified above and coordinate Safety Committee meetings. We also plan to allocate time for support from the proposed Safety Program Manager, Scott Myles, Certified Safety Professional (CSP), who will coordinate activities along with Mr. Tabarsi to guide the City's Environmental Health and Safety Programs. In addition, we plan to assign Ms. Yuliana Sanchez, Safety Consultant, to conduct EHS program development and training on an as- needed basis to support Mr. Tabarsi in the Implementation of City safety program elements. Ms. Sanchez is experienced in public agency EHS program development and implementation and Is also fluent in both English and Spanish. No subcontractors will be hired for any of the work outlined above. BVNA will provide these services described above using its commercially reasonable best efforts consistent with the level and skill ordinarily exercised by members of the profession currently practicing under similar conditions. FEES BVNA proposes to provide the services described in the Scope of Work for an estimated time and materials fee of $360,000 for the two year performance period. We understand that this is based on a $180,000 yearly amount for an initial two -year contract, with a potential optional third year for a maximum total amount of $540,000. This revision does not alter the hourly rates presented in our proposal dated May 30, 2014. SCHEDULE BVNA can begin this project within one week of receiving your written authorization to proceed. 25A -13 Page 3 of 3 BVNA Proposal No, 2509.14.27681 August7,2014 We look forward to assisting you in this matter. Please call me at 714.431.4113 if you have any questions regarding this proposal. Sincerely, Scott A. Myles, SP �1�a Manager, Safety Services Bureau Veritas North America Health, Safety and Environmental Services p. 714.431.4125 scott.mvlestcr�us bureauvaritas com Reviewed by: a� ustavo hda, P.E. i or, Southwest Regional Office ureau Veritas North America Health, Safety and Environmental Services p. 714,431.4113 gustavo.valdivla�7o us bureauveritas.com 25A -14 9.2 ANTICIPATED EXPENSE ITEMS The unit rates referenced above are fully loaded and contain reasonably incurred expenses for the performance of the services by BVNA (i.e., meals, travel to and from the City's office, computers, cell phones, etc.). Mileage from the City of Santa Ana office to project locations will be billed per the current standard IRS rate. Pre - approved out -of- pocket expenses and reimbursable items, subcontractor charges, and material costs will be billed at cost plus 10%. BVNA proposes the following hourly rate schedule for safety and industrial hygiene services: At BVNA, we monitor budgets closely using Deltek Vision software. This full- service accounting software generates weekly reports of expenditures for each distinct project that we term ULERs (Unbilled Labor and Expense Report). All employees code their labor hours and expenses onto this state -of- the -art accounting tool. Mr. Myles will review the ULERs with the Project Accountant, on a weekly basis to reconcile labor hours and expenses with the project budget. The Deltek system is capable of coding labor and expenses to a limitless number of tasks within a project. For example, the testing of each particular City of Santa Ana activity will be coded to a unique project number sequence with an associated task budget. City of Santa Ana Environmental Health & Safety Program Management Page is F x 1� ; 25A --15 25A -16