1. Managing Safety
Contracts
Joint meeting between the American Society of Safety
Engineers (ASSE), Greater San Jose Chapter and Public
Agency Safety Management Association (PASMA), Northern
California
Biltmore Hotel, Santa Clara, CA
April 9, 2013
Presented by Tyler Nguyen, CSP REP
County of Santa Clara
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2. Topic Summary and Biography
 Topic summary: The process begins with defining the scope of services
and ending with a qualified contractor that can perform terms of contract. All
steps in between will be discussed including research work on industry
standards and practices; engaging with procurement, insurance, and legal;
sending out the request for proposals; screening out for top prospective
vendors; interviewing potential contractors; putting all the pieces in their
places; and finally awarding a contract.
 Biography: Tyler Nguyen is an Environmental Health Safety & Sustainability
professional based in the San Francisco Bay Area with over 20 years of
experience across three industries: insurance, high technology
manufacturing, and government. He enjoys meeting challenges, networking
with fellow professionals and mentoring recent graduates or non-AARP
members entering the field.
ASSE Greater San Jose, Joint Meeting with PASMA North, April 9, 2013, Biltmore Hotel, Santa Clara, CA 2

3. Talking Points
 About the County of Santa Clara
 Contract – a binding agreement
 Business objectives
 Safety, health and environmental consideration
 Three phases of contracting: before during and
after
 Question & Answer, time permitting
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4. About the County
 1. Cisco Systems Inc., 17,335 Silicon Valley EEs
 2. County of Santa Clara , 15,481* Silicon Valley EEs
5 million square feet of county-owned facilities
1.6 million square feet of commercial leased space
 3. Kaiser Permanente Northern California, 13,500
 4. Stanford University & SLAC National Accelerator
Laboratory, 11,569
 5. Apple Inc., 10,000
T op of the Li st: Biggest Employers
*15,339 as of S ilicon Val ley / San Jose Business Journal by
Julia Cooper, Researcher
2/26/13 Date: Friday, December 31, 2010, 9:00am PST
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5. SB 198 – who among you
remember?
 Effective July 1991
 Transportation Authority fined – hazardous waste
 County Chief Executive Officer Sally Reed
 OSEC created 1992
 Tasked with occupational safety & environmental compliance –
internal operations
 Currently under Employee Services Agency umbrella
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6. Residents and Employees
Question: Why (as a safety professional) do you
get into contracting?
Answer: Because our profession is about protecting
people, the environment, and property. ASSE Greater San Jose
chapter Past President Jay Jamali’s PEP rule
In addition to industry-specific technical knowledge, safety professionals also need these 9 skills:
1.communication with upper management 5. environmental regulations
2.Communication with workers/training 6. engineering
3.Leadership 7. ergonomics
4.Emergency preparedness/response 8. industrial hygiene 9. human resources
Source: “Safety + Health August 2012” Ashley Johnson, associate editor
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7. Shared Responsibility
Safety and
Environmental Safety
Management Coordinators
Board
Countywide Agency,
Safety
Committee OSEC Department
Heads
County
Facility Managers Employees
ASSE Greater San Jose Joint Meeting with PASMA North, April 9, 2013, Biltmore Hotel, Santa Clara, CA 7

8. PS Asks Mary Kilgo , SAP Senior Director for Sustainability Solution Management
www.asse.org, Professional Safety, February 2013
 “Demonstrate that you understand the whole business
and can contribute to it positively.”
 “Safer operations do not increase costs. A safer
operation leads to higher profit and benefits both
workers and the nearby community.”
 “There is no substitute for hands-on experience.”
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9. “Safety professionals are staff,
not line, management.”
 Understand Role
 Fix systems, not
workers
 Management systems
drive safety excellence  Article “Taking Safety Seriously, a Contrarian
View of the Safety Practice,” by Jim Loud, CSP,
and the safety culture CHMM, CQA
 Don’t confuse  Published in monthly Professional Safety
magazine, www.ASSE.org, March 2012
compliance with safety
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10. Major Business Units
 Valley Medical Center More
importantly,
 Social Services Agency we value our
safety
 Roads & Airports coordinators
who are our
 Parks & Recreation eyes and
ears line
 Sheriff/Correction/Probation personnel
helping us
 Facilities and Fleet with the
business of
safety on a
daily basis.
ASSE Greater San Jose Joint Meeting with PASMA North, April 9, 2013, Biltmore Hotel, Santa Clara, CA
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11. Approach – Multiple Paths
Types
Partners
•Board Contracts
 Human
Resources •Service
 Procurement Agreements
 County Counsel “Whenever a Board Contract PO
(4300) or Service Agreement PO
 Fiscal/Accounting (4400) is created in SAP (by
 Facilities Procurement or myself or anyone),
the contract/agreement is attached
to the PO in SAP.” 11

12. Capital Project Priorities
County of Santa Clara Board of Supervisors Policy 4.1.1
•Legal Mandates
•Health and safety effects
•Preservation of existing capital facilities
•Service level changes (quality of service)
•Fiscal impacts
•Environmental sustainability
•Aesthetic or social effects
ASSE Greater San Jose Joint Meeting with PASMA North, April 9, 2013, Biltmore Hotel, Santa Clara,
CA 12

13. Facility Condition Assessment
Fiscal Year 2013 (July 1, 2012 to June 30, 2013)
 Target – $54 million
 Maintain - $29 million
Criminal justice departments, Correction &
Probation, have the poorest condition and
the highest projected future repair and
maintenance. Heating, ventilation, air
conditioning, refrigeration, and boilers are in
need of nearly $199 million in
recapitalization.
ASSE Greater San Jose Joint Meeting with PASMA North, April 9, 2013, Biltmore Hotel, Santa Clara, 13
CA

14. FY 13 New General-Funded
Capital Projects
 Maintenance & Repair Backlog -
$5M
 Elmwood Support Services HVAC -
$3.5M
 James Ranch - $2.6M
 Energy Projects - $1M
 Warehouse Renovation at Army Site
- $750K
 FY 13 Capital Planning Budget -
$300K
 Elmwood M1 Plan & Design - $200K
 Animal Shelter Modular Move -
$200K
 Sig Sanchez Building Repairs -
Total - $13,750,000
$200K
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15. “What’s your criteria?” Dr. Jon Moldestad
 Support end-users (See
JJ’s PEP rule)
 Business objectives
 Effectiveness and
efficiency
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16. 3 Phases of contracting:
1.Before
2.During
3.After
Mike Wasserman – District 1
Vacant- District 2
Dave Cortese – Districct 3
Ken Yeager – District 4
Joe Simitian - District 5
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17. RFP and K timeline
Request for proposals:
•BidSync
•State of California
•Word of mouth
•Cold calling
•Yellow pages
•Internet search
•Association meetings
•Others
NON-EXCLUSIVE 17

18. Before – the job interview
Fairness, parity, equity
Be transparent
Collaboration
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19. RFP and K timeline
The Selection Process:
• Convene a panel of experts and end-users
• Review, rate the proposals and rank the
competing firms
• Interview top bidders
• Field trips; site visits; reference checks
Contract Award:
• Negotiations with prospective awardee(s)
• Contract in force
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20. During – the job performance
Quarterly reports
Face to face meetings
Put it in writing
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21. Business Relationship Cycle
• Contract Life Cycle
• Operator Key Players
• Phases, Issues, Solutions
a. Onboarding or In Play
b. Routine Operations: early stages,
ongoing, late
c. End Project
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22. After – the exit interview
Payment for services
No loose ends
End on good terms
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23. Purpose of Contractor Management System or What’s
Your criteria?
•From 1st date to the Prom
•No connection, shallow knowledge;
defined, expectations, energy; commitment,
investment, liabilities
•Select the safest or the best – price,
reliability, metrics; competitive evaluation,
acceptable risk, quantify it, 3 heads better
than 1.
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24. How do we measure the
success?
 ROI – return on investment
 1 to 3 – Liberty Mutual, white paper, circa 2006
 1 to 6 – National Safety Council, Al Roth SLAC
National Accelerator Lab presentation, September 13, 2012
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25. County Board of Supervisors
10/23/2012 meeting agenda
•Partial payment of $62.9M city to county debt
•113,000 square-foot former San Jose City Hall, built in
1958
•Civic Center master plan: eliminate leased space,
consolidate services, maximize land value, generate
revenue, minimize environmental impacts
•3 to 5 year process
•Advantages: access to freeways, light rail and other
transportation systems including Mineta San Jose
International Airport
•Disadvantages: less energy-efficient older buildings,
area below flight path (height restrictions)
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30. Words of wisdom
“A journey of a thousand miles
begins with a single step.”
Lao-tzu, The Way of Lao-tzu,
Chinese philosopher (604 BC -
531 BC)
“You may never know what results
come of your action, but if you do
nothing there will be no result.”
Mahatma Gandhi
“Just do it.” – Nike
SCC contracts in force - 630 30

31. Thank You!
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