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HomeMy WebLinkAbout04-251 , v Resolution No. 04-251 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH ARTHUR J. GALLAGHER RISK MANAGEMENT SERVICES, INC. FOR LOSS AND SAFETY CONSULTANT SERVICES BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that David M.Dorgan,City Manager,and Dolonna Mecum,City Clerk,be and are hereby authorized and directed to execute an agreement on behalf of the City of Elgin with Arthur J. Gallagher Risk Management Services,Inc. for loss and safety consultant services,a copy of which is attached hereto and made a part hereof by reference. s/Ed Schock Ed Schock,Mayor Presented: September 22, 2004 Adopted: September 22, 2004 Omnibus Vote: Yeas: 6 Nays: 0 Attest: s/Dolonna Mecum Dolonna Mecum, City Clerk ,.(O F F< c \ ' C>'‘ M /1, Agenda Item No. § City of-Elgin I ,-.47 `',4E rro FES,• L 110 G September 3, 2004 110h 1. N wr►' T Y TO: Mayor and Members of the City Council RNANCIALLVSTABLE CIEF FK TENT SERVCiOYERNMENT ICES, AND QUALIT V INFRASTRUCTURE FROM: David M. Dorgan, City Manager ,frizi) ------ Gail Cohen, Purchasing Director SUBJECT: Amendment to Contract with Arthur J. Gallagher Risk Management Services PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to amend Arthur J Gallagher's contract for loss and safety consultant services. RECOMMENDATION elmk It is recommended that the City Council approve an amendment to Arthur J Gallagher's contract for loss and safety consultant services in the amount of$20,000. BACKGROUND In 2002 the Risk Management Division of the Purchasing Department solicited proposals for safety and loss control professional services and selected Arthur J. Gallagher (AJG). AJG has helped the Risk Management Division of the Purchasing Department identify exposures specific to departments and city wide. AJG has attended every safety committee and safety subcommittee meeting, helping members in the creation of a City Safety Manual, conduct safe lifting classes, and create emergency evacuation procedures. The Safety Manual will be completed this year and AJG's assistance will be invaluable in the "roll out" of the safety manual, training on use of the manual for departments, aiding in the establishment of an accident review committee, and auditing departments for compliance with safety policies. A 2004 Decision Package for the Risk Management Division of the Purchasing Department was approved for an extension to Arthur J Gallagher's contract in the amount of$20,000. Since the $20,000 budgeted in 2002 has finally been exhausted, this amendment request is being submitted. r Amendment to Contract with Arthur J. Gallagher Risk Management Services September 3, 2004 Page 2 GROUPS/INTERESTED PERSONS CONTACTED None. Ofitio ., FINANCIAL IMPACT There are sufficient funds budgeted ($167,500) and available (approximately $117,000 ) in the Risk Management Fund, account number 630-0000-796.30-99, Miscellaneous Professional Services to enter into the $20,000 contract amendment with Arthur J. Gallagher. EGALIMPACT None. ALTERNATIVES 1. Amend the contract as recommended. 2. Do not amend the contract. Respectfully submitted for Council consideration. GAC Attachment r Arthur 3. , Gallagher & Co. , + ,,... /...„ fr°16' CELEBRA 11,V 75 YEARS Arthur J. GallagherCompany e1/4r & . • sir . . . , , . r Loss Control Service Proposal A pu gr eups at r 2e 7d,for:2O04 rib' rus. City of Elgin, Illinois PROPOSAL Gallagher Risk Services of Arthur J. Gallagher& Company is pleased to offer the following proposal for casualty loss control services to the City of Elgin, Illinois. This proposal for loss control services is a logical extension of the loss control services provide during the 2002 -2003 year. Our proposal is structured to build upon the significant strides that have been accomplished by the City of Elgin's Safety Steering Committee and the hard work of the select Safety Sub- committees under the leadership of the Risk Management Department to develop a city wide Safety and Health Manual. The proposal is designed to provide assistance with the final editing and rollout if the Safety and Health Manual, provide orientation and training to departments on the safety manual and their respective responsibilities in implementing appropriate sections of the manual and finally to provide the City of Elgin with safety audits of selected departments during the balance of the year to monitor the implementation of safety and health rules and regulations. We will continue to work with the Safety Steering Committee to assist them in updating and/or editing the Safety and Health Manual to maintain its overall effectiveness. The service proposal is based on providing the City of Elgin with a total of 200 hours of service over a twelve-month period. The service hours will be split as follows: • 50-hours in final review and editing of the Safety and Health Program for rollout to City Departments and employees. • 50-hours of Safety and Health Program orientation and training for City departments. • 100-hours of safety audits for selected departments. This split is arbitrary and more or less time may be allocated among the specific elements as determined by need and the City of Elgin's requests. The hourly fee for the above services is $98.75 per hour. The estimated cost of this project is $19,750 dollars and is based upon the anticipated work hours invested in this project. Arthur J. Gallagher will provide the 200 hours of service within the one-year contract period. It is our goal to provide at least 20 hours of service per month. Billing will be semi-annually. Note: The billable hours include all consultants time for office and fieldwork. Arthur J. Gallagher will continue to assist the City of Elgin in developing and or refining safety policies and procedures that will address employee safety and health related deficiencies noted in our previous audits as well as any newly identified safety and health related deficiencies that may come to light during the service period. The three elements that make up the backbone of the service plan: 1.) Safety & Health Manual "Rollout" 2.) Safety & Health Manual orientation and training for Departments 3.) Safety audits The following is the anticipated scope of work for each element Safety & Health Manual "Rollout" row Arthur J. Gallagher will assist the City of Elgin a reviewing and editing the final draft of the proposed City of Elgin Safety and Health Manual. This work with be done with the assistance and input of the Risk Management Department and the Safety Steering Committee. Upon completion of this taskrwe will assist the City of Elgin in developing strategies and implementing procedures for effectively introducing and the new Safety and Health Manual to all city employees and Departments. Our goal is develop a plan that will introduce the Safety and Health Manual to all City employees and Departments in a manner that will provide the maximum exposure and generate "buy in" from all employees. We want the "rollout"to accomplish some specific goals: • Introduce the Safety and Health Manual to all City employees and Departments and emphasis the City's commitment to its implementation. • Educate employees on the overall benefits to them and to the City of Elgin for their cooperation and compliance with the program. • Provide guidelines for employees to effectively implement the safety and health policies and procedures. • Encourage constructive feedback from employees on the new Safety and Health Program via their respective Department Heads and/or the Safety Steering Committee. We have allotted 50 hours to accomplish this task*. Hours may be allocated as the City wishes and the need arises. (Pik' rSafety and Health Manual Orientation and Training for Departments Arthur J. Gallagher will assist the City of Elgin in introducing the new Safety and Health Program to specific Departments. While this orientation process will be geared to introducing the overall content and requirements of the Safety and Health Program, specific emphasis will also be placed upon providing orientation and training for department specific and/or operational specific safety and health policies and procedures, with emphasis on employee health and safety issues. The underlying goal of this orientation and training is to assist the various departments in improving, communicating, implementing, supporting and monitoring the safety and health policies and procedures adopted by the City of Elgin. Arthur J. Gallagher will provide resources and guidance to assist the City of Elgin in attaining its safety goals. Safety training will be provided on an as needed basis. It is anticipated that we will provide employee safety training and/or assist in the development of safety training programs on a variety of subjects to various departments during the course of the contract. This training may run the gamut from supervisor accountability, accident investigation, fall-protection, and fleet safety issues to "Train the Trainer" sessions on a myriad of subjects. We have allotted 50 hours to perform these tasks*. The hours may be allocated as the City rik wishes and as the need arises. Safety Audits Arthur J. Gallagher will perform safety audits of selected departments. The audits will be geared to identifying employee related safety and health hazards in the work environment, examining compliance with established safety and health procedures and identifying areas within the safety and health program in need of improvement. The audits will be both announced and unannounced. No audits will be made without the prior knowledge and approval of the City of Elgin's Risk Management Department. The purpose of the audits will be to assist managers in developing the skills and tools necessary for effective identification of hazards within their department and in developing a system of accountability to implement corrective measures in a timely fashion. At the conclusion of each audit,the department manager or designated individual will be provided with a written hand out outlining the major findings of the audit. This will be followed by a formal written report of findings and recommendations within seven working days. The final report will be sent to the City of Elgin's Risk Management Department, Department Manager and other authorized individuals. We propose to perform monthly audits of selected departments. It is understood that not all departments will need a full day to do an audit. More than one department may be audited during a day. We have allotted 100 hours to do these tasks*. Hours may be allocated as the City wishes or the need arises. * Please note: The hourly splits to perform these tasks is arbitrary and more or less time may be allocated among specific elements as determined by need and the City of Elgin's requests. Service Consultant Richard J. Kittredge of Gallagher Risk Services will perform the majority of the services proposed. However, Gallagher Risk Services will not hesitate to utilize both our own in-house and/or vendor specialists for services that may require more specialized training to perform. Mr. Kittredge has over twenty-five years of loss control experience. Mr. Kittredge has been with Arthur J. Gallagher for over 6-years and has provided risk management services to a wide range of clients, both public and private that are aimed at reducing and/or mitigating casualty losses. The services include but are no means limited to: • Analyzing casualty loss information to identify problem trends and root causes. • Analyzing programs,policies and procedures, to identify regulatory compliance issues. • Coordinate and monitor insurance carrier loss control activities for the client in order to achieve loss reduction goals. • Provide safety training and hazard awareness seminars for clients. • Develop safety and health programs to meet specific requirements of the client. • Assist in the development, implementation and administration of loss prevention policies and procedures. Prior to joining Arthur J. Gallagher and Company, Mr. Kittredge served as corporate safety director for a major national heavy construction contractor for over 15-years. While strong experience is evident in heavy construction, his experience runs the gamut from private sector to public sector, from general industry, hospitality industry, educational institutions, to health care facilities. The following is a partial list of clients served: • City of Elgin • City of Chicago • Chicago Public Schools • Illinois State University • McDonald's Corporation • United Methodist Insurance Program • Northwestern Memorial Hospital • Sears • Willow Creek Community Church • Northeastern Illinois University rik • Quixote Corporation r r We structured this proposal to be as flexible as possible in order that the City of Elgin may utilize our services in a manner that offers the most value and overall efficiency. Our common goal is to assist the City of Elgin in developing and implementing a Safety and Health Program reduces the risk of employee injury and/or illness. Again, Gallagher Risk Services of Arthur J. Gallagher& Company wishes to thank you for giving us the opportunity to present this proposal. I look forward to hearing from you in the very near future. Sincerely; Richard J. Kittedge Asst. V.P. Safety & Loss Control Arthur J. Gallagher/Gallagher Risk Services Cc: Bill Granato - GRS Ed Zabinksi—GRS r File The enclosed proposal contains information which is proprietary and of a confidential nature. Duplication, reproduction, and/or dissemination of the enclosed material, whether in whole or in part, without the express written consent of Arthur J. Gallagher & Company is strictly prohibited. AGREEMENT THIS AGREEMENT, made and entered into this iO day of ,*_; 004, by and between the CITY OF ELGIN, an Illinois municipal corporation (hereinafter referred to as "CITY") and Arthur J. Gallagher Risk Management Services, Inc., a Delaware corporation (hereinafter referred to as "CONSULTANT"); and WHEREAS, the CITY desires to engage the CONSULTANT to furnish certain professional services in connection with an assessment of the City's safety and health practices (hereinafter referred to as the PROJECT); and WHEREAS,the CONSULTANT represents that it has the necessary expertise and experience to furnish such services upon the terms and conditions set forth herein below. NOW, THEREFORE, it is hereby agreed by and between the CITY and the CONSULTANT that the CITY does hereby retain the CONSULTANT for and in consideration of the mutual promises and covenants contained herein, the sufficiency of which is hereby mutually acknowledged: 1. SCOPE OF SERVICES A. All work hereunder shall be performed under the direction of the Purchasing Director/Risk Manager of the CITY, herein after referred to as the"DIRECTOR". B. A detailed Scope of Services is attached hereto as Attachment A. 2. WORK PRODUCTS All work products prepared by the CONSULTANT pursuant hereto including, but not limited to, reports, designs, calculations,work drawings,studies, photographs, models and recommendations shall be the property of the CITY and shall be delivered to the CITY upon request of the DIRECTOR; provided, however,that the CONSULTANT may retain copies of such work products for its records. Such work products are not intended or represented to be suitable for reuse by the CITY on any extension to the PROJECT or on any other project, and such reuse shall be at the sole risk of the CITY without liability or legal exposure to the CONSULTANT. 3. PAYMENTS TO THE CONSULTANT A. For services provided the CONSULTANT shall be paid at the rate of$98.75 per hour,with the total amount to be paid not to exceed$20,000.00, regardless of the actual costs incurred by the CONSULTANT, unless substantial modifications to the scope of the work are authorized in writing by the CITY. B. The CITY shall make payments to the CONSULTANT based upon actual progress within thirty(30)days after receipt and approval of invoices,which shall be submitted by CONSULTANT not more than once per six month period. 4. INVOICES A The CONSULTANT shall submit invoices in a format approved by the CITY. B. The CONSULTANT shall maintain records showing actual time devoted and cost incurred. The CONSULTANT shall permit the authorized representative of the CITY to inspect and audit all data and records of the CONSULTANT for work done under this Agreement. The CONSULTANT shall make these records available at reasonable times during the Agreement period, and for a year after termination of this Agreement. 5. TERMINATION OF AGREEMENT Notwithstanding any other provision hereof,the CITY may terminate this Agreement at any time upon fifteen (15) days prior written notice to the CONSULTANT. In the event that this Agreement is so terminated, the CONSULTANT shall be paid for services actually performed and reimbursable expenses actually incurred prior to termination, except that reimbursement shall not exceed the amounts set forth herein. 6. TERM This Agreement shall be effective immediately, and unless terminated for cause or pursuant to Article 5,shall be deemed concluded on the date the CITY determines that all of CONSULTANT's work under this agreement is completed. 7. NOTICE OF CLAIM If the CONSULTANT wishes to make a claim for additional compensation as a result of action taken by the CITY,the CONSULTANT shall give written notice of his claim within 15 days after occurrence of such action. No claim for additional compensation shall be valid unless so made. Any changes in the CONSULTANT's fee shall be valid only to the extent that such changes are included in writing signed by the CITY and the CONSULTANT. Regardless of the decision of the CITY relative to a claim submitted by the CONSULTANT, all work required under this Agreement as determined by the DIRECTOR shall proceed without interruption. 8. BREACH OF CONTRACT If either party violates or breaches any term of this Agreement,such violation or breach shall be deemed to constitute a default, and the other party has the right to seek such administrative, contractual or legal remedies as may be suitable to the violation or breach; and, in addition, if either party, by reason of any default,fails within fifteen (15) days after notice thereof by the other party to comply with the conditions of the Agreement, the other party may terminate this Agreement. 9. INDEMNIFICATION To the fullest extent permitted by law, CONSULTANT agrees to and shall indemnify, defend and hold harmless the CITY, its officers, employees, agents, boards and commissions from and against any and all claims, suits, judgments, costs, attorneys fees,damages or other relief, including but not limited to workers compensation claims, in any way resulting from or arising out of negligent actions or omissions of the CONSULTANT in connection herewith,including negligence or omissions of employees or agents of the CONSULTANT arising out of the performance of this Agreement. In the event of any action against the CITY, its officers, employees, agents, boards or commissions, covered by the foregoing duty to indemnify, defend and hold harmless such action shall be defended by legal counsel of the CITY's choosing. 2 r 10. NO PERSONAL LIABILITY No official,director, officer,agent or employee of the CITY shall be charged personally or held contractually liable under any term or provision of this Agreement or because of their execution, approval or attempted execution of this Agreement. 11. INSURANCE A. Comprehensive Liability. The CONSULTANT shall provide, pay for and maintain in effect, during the term of this Agreement, a policy of comprehensive general liability insurance with limits of at least$1,000,000 aggregate for bodily injury and $1,000,000 aggregate for property damage. The CONSULTANT shall deliver to the DIRECTOR a Certification of Insurance naming the CITY as additional insured. The policy shall not be modified or terminated without thirty (30) days prior written notice to the DIRECTOR. The Certificate of Insurance which shall include Contractual obligation assumed by the CONSULTANT under Article 9 entitled"Indemnification"shall be provided. This insurance shall apply as primary insurance with respect to any other insurance or self-insurance programs afforded to the CITY. There shall be no endorsement or modification of this insurance to make it excess over other available insurance, alternatively, if the insurance states that it is excess or prorate, it shall be endorsed to be primary with respect to the CITY. B. Comprehensive Automobile Liability. Comprehensive Automobile Liability Insurance covering all owned, non-owned and hired motor vehicles with limits of not less than $500,000 per occurrence for damage to property. C. Combined Simile Limit Policy. The requirements for insurance coverage for the general liability and auto exposures may be met with a combined single limit of$1,000,000 per occurrence subject to a $1,000,000 aggregate. 12. NONDISCRIMINATION In all hiring or employment made possible or resulting from this Agreement,there shall be no discrimination against any employee or applicant for employment because of sex, age, race, color, creed, national origin, marital status, or the presence of any sensory, mental or physical handicap, unless based upon a bona fide occupational qualification, and this requirement shall apply to, but not be limited to, the following: employment advertising, layoff or termination, rates of pay or other forms of compensation and selection for training, including apprenticeship. No person shall be denied or subjected to discrimination in receipt of the benefit of any services or activities made possible by or resulting from this Agreement on the grounds of sex, race, color, creed, national origin, age except minimum age and retirement provisions, marital status or the presence of any sensory, mental or physical handicap. Any violation of this provision shall be considered a violation of a material provision of this Agreement and shall be grounds for cancellation, termination or suspension, in whole or in part, of the Agreement by the CITY. 3 13. ASSIGNMENT AND SUCCESSORS This Agreement and each and every portion thereof shall be binding upon the successors and the assigns of the parties hereto; provided, however, that no assignment shall be made without the prior written consent of the CITY. 14. DELEGATIONS AND SUBCONTRACTORS Any assignment, delegation or subcontracting shall be subject to all the terms, conditions and other provisions of this Agreement and the CONSULTANT shall remain liable to the CITY with respect to each and every item, condition and other provision hereof to the same extent that the CONSULTANT would have been obligated if it had done the work itself and no assignment,delegation or subcontract had been made. Any proposed subcontractor shall require the CITY's advanced written approval. 15. NO CO-PARTNERSHIP OR AGENCY This agreement shall not be construed so as to create a partnership, joint venture, employment or other agency relationship between the parties hereto. 16. SEVERABILITY The parties intend and agreed that, if any paragraph,sub-paragraph, phrase, clause or other provision of this Agreement, or any portion thereof, shall be held to be void or otherwise unenforceable, all other portions of this Agreement shall remain in full force and effect. 17. HEADINGS The headings of the several paragraphs of this Agreement are inserted only as a matter of convenience and for reference and in no way are they intended to define, limit or describe the scope of intent of any provision of this Agreement, nor shall they be construed to affect in any manner the terms and provisions hereof or the interpretation or construction thereof. 18. MODIFICATION OR AMENDMENT This Agreement and its attachments constitutes the entire Agreement of the parties on the subject matter hereof and may not be changed, modified, discharged or extended except by written amendment duly executed by the parties. Each party agrees that no representations or warranties shall be binding upon the other party unless expressed in writing herein or in a duly executed amendment hereof, or change order as herein provided. 19. APPLICABLE LAW This Agreement shall be deemed to have been made in, and shall be construed in accordance with the laws of the State of Illinois.Venue for the resolution of any disputes or the enforcement of any rights pursuant to this agreement shall be in the Circuit Court of Kane County, Illinois. 4 20. NEWS RELEASES The CONSULTANT may not issue any news releases without prior approval from the DIRECTOR, nor will the CONSULTANT make public proposals developed under this Agreement without prior written approval from the DIRECTOR prior to said documentation becoming matters of public record. 21. COOPERATION WITH OTHER CONSULTANTS The CONSULTANT shall cooperate with any other consultants in the CITY's employ or any work associated with the PROJECT. 22. INTERFERENCE WITH PUBLIC CONTRACTING The CONSULTANT certifies hereby that it is not barred from bidding on this contract as a result of a violation of 720 ILCS 5/33E et seq. or any similar state or federal statute regarding bid rigging. 23. SEXUAL HARASSMENT As a condition of this contract,the CONSULTANT shall have written sexual harassment policies that include, at a minimum, the following information: A. the illegality of sexual harassment; B. the definition of sexual harassment under state law; C. a description of sexual harassment, utilizing examples; D. the vendor's internal complaint process including penalties; E. the legal recourse, investigative and complaint process available through the Illinois Department of Human Rights,and the Illinois Human Rights Commission; F. directions on how to contact the department and commission; G. protection against retaliation as provided by Section 6-101 of the Human Rights Act. A copy of the policies must be provided to the Department of Human Rights upon request 775 ILCS 5/2-105. 24. NOTICES All notices, reports and documents required under this Agreement shall be in writing and shall be mailed by First Class Mail, postage prepaid, addressed as follows: A. As to CITY: Gail Cohen Purchasing Director 150 Dexter Court Elgin IL 60120 5 B. As to CONSULTANT: Mr. Edward Zabinski Area Vice President- Gallagher Risk Services Arthur J. Gallagher Risk Management Services, Inc. 1300 South Grove Avenue, Suite 100 Barrington, Illinois 60010 IN WITNESS WHEREOF,the undersigned have placed their hands and seals upon and executed this Agreement in triplicate as though each copy hereof was an original and that there are no other oral agreements that have not been reduced to writing in this statement. For the CITY: CITY OF ELGIN City Man ger Attest: 4j1 9 i City er F•l• ONSULTA 141 b ..........m. _Ili.,1% By Area Vice ' -siden (.. , Attest By ci), -Th \----10a Secretary OFFICIAL SEAL SHARON A. SONDERMAN F:\Legal Dept\Agreement\Gallagher Risk Services-2004.doc NOTARY PUBLIC - STATE OF ILLINOIS MY COMMISSION EXPIRES DEC.21,2006 6 ATTACHMENT A Gallagher Risk Services of Arthur J. Gallagher & Company is pleased to offer the following proposal for casualty loss control services to the City of Elgin, Illinois. This proposal for loss control services is a logical extension of the loss control services provided during the 2002 -2003 year. Our proposal is structured to build upon the significant strides that have been accomplished by the City of Elgin's Safety Steering Committee and the hard work of the select Safety Sub- committees under the leadership of the Risk Management Department to develop a city wide Safety and Health Manual. The proposal is designed to provide assistance with the final editing and rollout of the Safety and Health Manual, provide orientation and training to departments on the safety manual and their respective responsibilities in implementing appropriate sections of the manual and finally to provide the City of Elgin with safety audits of selected departments during the balance of the year to monitor the implementation of safety and health rules and regulations. We will continue to work with the Safety Steering Committee to assist them in updating and/or editing the Safety and Health Manual to maintain its overall effectiveness. The service proposal is based on providing the City of Elgin with a total of 200 hours of service over a twelve-month period. The service hours will be split as follows: • 50-hours in final review and editing of the Safety and Health Program for rollout to City Departments and employees. • 50-hours of Safety and Health Program orientation and training for City departments. • 100-hours of safety audits for selected departments. This split is arbitrary and more or less time may be allocated among the specific elements as determined by need and the City of Elgin's requests. The hourly fee for the above services is $98.75 per hour. The estimated cost of this project is $19,750 dollars and is based upon the anticipated work hours invested in this project. Arthur J. Gallagher will provide the 200 hours of service within the one-year contract period. It is our goal to provide at least 20 hours of service per month. Billing will be semi-annually. Note: The billable hours include all consultants time for office and fieldwork. Arthur J. Gallagher will continue to assist the City of Elgin in developing and or refining safety policies and procedures that will address employee safety and health related deficiencies noted in our previous audits as well as any newly identified safety and health related deficiencies that may 7 come to light during the service period. The three elements that make up the backbone of the service plan: 1.) Safety& Health Manual "Rollout" 2.) Safety& Health Manual orientation and training for Departments 3.) Safety audits The following is the anticipated scope of work for each element Safety& Health Manual "Rollout" Arthur J. Gallagher will assist the City of Elgin in reviewing and editing the final draft of the proposed City of Elgin Safety and Health Manual.This work shall be done with the assistance and input of the Purchasing Department and the Safety Steering Committee. Upon completion of this task we will assist the City of Elgin in developing strategies and implementing procedures for effectively introducing and the new Safety and Health Manual to all city employees and departments. Our goal is develop a plan that will introduce the Safety and Health Manual to all city employees and departments in a manner that will provide the maximum exposure and generate"buy in"from all employees. We want the "rollout"to accomplish some specific goals: • Introduce the Safety and Health Manual to all city employees and departments and emphasis the city's commitment to its implementation. • Educate employees on the overall benefits to them and to the City of Elgin for their cooperation and compliance with the program. • Provide guidelines for employees to effectively implement the safety and health policies and procedures. • Encourage constructive feedback from employees on the new Safety and Health Program via their respective Department Heads and/or the Safety Steering Committee. We have allotted 50 hours to accomplish this task*.Hours may be allocated as the City wishes and the need arises. Safety and Health Manual Orientation and Training for Departments Arthur J. Gallagher will assist the City of Elgin in introducing the new Safety and Health Program to specific Departments. While this orientation process will be geared to introducing the overall content and requirements of the Safety and Health Program, specific emphasis will also be placed upon providing orientation and training for department specific and/or operational specific safety and health policies and procedures, with emphasis on employee health and safety issues. The underlying goal of this orientation and training is to assist the various departments in improving, communicating, implementing, supporting and monitoring the safety and health policies and procedures adopted by the City of Elgin. 8 r Arthur J. Gallagher will provide resources and guidance to assist the City of Elgin in attaining its safety goals. Safety training will be provided on an as-needed basis. It is anticipated that we will provide employee safety training and/or assist in the development of safety training programs on a variety of subjects to various departments during the course of the contract. This training may run the gamut from supervisor accountability,accident investigation,fall-protection,and fleet safety issues to "Train the Trainer" sessions on a myriad of subjects. We have allotted 50 hours to perform these tasks*. The hours may be allocated as the City wishes and as the need arises. Safety Audits Arthur J.Gallagher will perform safety audits of selected departments.The audits will be geared to identifying employee related safety and health hazards in the work environment, examining compliance with established safety and health procedures and identifying areas within the safety and health program in need of improvement.The audits will be both announced and unannounced. No audits will be made without the prior knowledge and approval of the City of Elgin's Purchasing Department.The purpose of the audits will be to assist managers in developing the skills and tools necessary for effective identification of hazards within their department and in developing a system of accountability to implement corrective measures in a timely fashion. At the conclusion of each audit,the department manager or designated individual will be provided with a written hand out outlining the major findings of the audit. This will be followed by a formal written report of findings and recommendations within seven working days.The final report will be sent to the City of Elgin's Purchasing Department, city manager and other individuals as directed by the city. We propose to perform monthly audits of selected departments. It is understood that not all departments will need a full day to do an audit.More than one department may be audited during a day. We have allotted 100 hours to do these tasks*. Hours may be allocated as the City wishes or the need arises. * Please note: The hourly splits to perform these tasks is arbitrary and more or less time may be allocated among specific elements as determined by need and the City of Elgin's requests. Service Consultant Richard J.Kittredge of Gallagher Risk Services will perform the majority of the services proposed. However,Gallagher Risk Services may utilize both our own in-house and/or vendor specialists for services that may require more specialized training to perform. No services by specialists that will 9 incur additional cost shall be performed unless prior approval is given by the City of Elgin in writing. The City shall not pay any markup or overhead for services performed by third parties. 10