To: Board of Supervisors
From: Anna Roth, Health Services Director
Report Title: Purchase Order with VelocityEHS, Inc.
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Purchasing Agent, or designee, to execute on behalf of the Health Services Director, (1) a purchase order with VelocityEHS, Inc. in an amount not to exceed $13,000 and (2) a Master Subscription and Services Agreement for access to an electronic chemical safety database, from October 30, 2024 through October 29, 2026.
FISCAL IMPACT:
Approval of this action will result in expenditures of up to $13,000 over a two-year period and will be funded by Hospital Enterprise Fund I revenues.
BACKGROUND:
Contra Costa Regional Medical Center (CCRMC) has utilized VelocityEHS chemical safety database services for over 14 years to support chemical management efforts. The software provides access to a Safety Data Sheet (SDS) database, viewing capabilities, and an eBinder with indexing functionality for file management. SDS documents provide critical information about the properties, hazards, handling, storage, and emergency procedures for specific chemicals, which are essential for safety compliance.
Delays were encountered due to prolonged vendor communications regarding legal review of the agreement in addition to a lapse in their California business registration. CCRMC is committed to starting every agreement in advance and will do our best to avoid retroactive items in the future.
The agreement obligates the County to indemnify VelocityEHS against third party claims for County’s infringement of intellectual property rights or unauthorized use of the service. The vendor’s liability under this agreement is limited to the amount paid by the County in the twelve months preceding the claim, except for breaches of confidentiality and indemnification obligations, which are capped at $1,000,000.
CONSEQUENCE OF NEGATIVE ACTION:
CCRMC is required by Occupational Safety and Health Administration and other regulatory bodies to maintain and provide access to safety data sheets for all hazardous chemicals. Failure to approve this action could result in fines, legal penalties, and increased scrutiny from regulatory agencies.