REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
August 20, 2024
FROM
ANDREW GOLDFRACH, ARMC Chief Executive Officer, Arrowhead Regional Medical Center
SUBJECT
Title
Amendment and Order Form to Agreement with 3E Company, Environmental Ecological and Engineering, LLC dba 3E to License Products for Safety Data Sheet Management
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 2 to Master Agreement No. 21-615 and Order Form with 3E Company, Environmental Ecological and Engineering, LLC dba 3E for the provision of a safety sheet management solution to maintain hazardous material information electronically, and to increase the not to exceed contract amount by $22,785 from $66,373 to $89,158, and to extend the agreement term to August 23, 2026 for a total term of August 24, 2021 through August 23, 2026.
(Presenter: Andrew Goldfrach, ARMC Chief Executive Officer, 580-6150)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Provide for the Safety, Health and Social Service Needs of County Residents.
FINANCIAL IMPACT
Approval of this item will not result in the use of Discretionary General Funding (Net County Cost). The cost of $22,785 is funded by State Medi-Cal, Federal Medicare, private insurances, and other departmental revenue. Funding sources may change in the future pending any legislative activity related to the repeal and/or replacement of the Affordable Care Act. Adequate appropriation and revenue have been included in the Arrowhead Regional Medical Center (ARMC) 2024-25 Budget and will be included in future recommended budgets.
BACKGROUND INFORMATION
The Amendment and Order Form with 3E Company, Environmental Ecological and Engineering, LLC dba 3E (3E) will provide ARMC continued use of the safety data sheet management solution used to prepare and maintain an electronic manual and inventory of hazardous materials used by the hospital. This solution provides staff access to safety data sheets and data, including hazards, ingredients, storage information, safe handling, and customer support, including access to regulatory specialists 24 hours a day, seven days a week. 3E maintains a list of any hazardous material that is required to be a part of ARMC’s inventory. 3E automatically replaces outdated safety data sheets on ARMC’s behalf and archives expired data for easy access in the future, if needed.
An accurate inventory of hazardous materials is required to increase the level of compliance with different rules and regulations surrounding the use and storage of hazardous materials. The Joint Commission (ARMC’s accreditation body) requires hospitals to continuously maintain an inventory that identifies hazardous material used, stored, and generated using criteria consistent with applicable laws and regulations.
On August 24, 2021 (Item No. 13), as the result of a competitive procurement process, the Board of Supervisors (Board) approved Master Agreement No. 21-615 with Verisk 3E, for a safety data sheet management solution to maintain hazardous material information electronically, in the amount not to exceed $26,373, for a total contract period of August 24, 2021 through August 23, 2024.
On December 6, 2022 (Item No. 10), the Board approved Amendment No. 1 to Master Agreement No. 21-615 and Order Form with Verisk 3E to update the vendor’s legal name to 3E, expand the scope of services to include an onsite inventory assessment, and to increase the not to exceed contract amount by $40,000, from $26,373 to $66,373, with no change to the contract term of August 24, 2021 through August 23, 2024.
ARMC recommends approval of Amendment No. 2 and the associated Order Form with 3E to ensure ARMC continues to meet regulatory requirements by maintaining information on thousands of hazardous materials and having it available for employees at any time. This will ensure that ARMC provides for the safety and health needs of ARMC employees and patients.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Charles Phan, Supervising Deputy County Counsel, 387- 5455) on July 12, 2024; ARMC Finance (Chen Wu, Finance and Budget Officer, 580-3165) on July 26, 2024; Finance (Jenny Yang, Administrative Analyst, 387-4884) on July 30, 2024; and County Finance and Administration (Valerie Clay, Deputy Executive Officer, 387- 5423) on August 5, 2024.