To: Board of Supervisors, County of Sonoma
Department or Agency Name(s): Emergency Management
Staff Name and Phone Number: Jeffrey DuVall / 565-1152
Vote Requirement: Majority
Supervisorial District(s): All Districts
Title:
Title
Agreement with Constant and Associates for Gap Analysis Study of Sonoma County’s Disaster Response Capabilities.
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Recommended Action:
Recommended action
A) Authorize the Director of Emergency Management to execute the proposed Professional Services Agreement with Constant and Associates, Inc., in the amount of $298,201 for the period of February 1, 2024, through May 30, 2025.
B) Delegate to the Director of Emergency Management, or designee, authority to execute no-cost time extensions as needed, pending grant period of performance approval.
end
Executive Summary:
The Department of Emergency Management (DEM) is requesting authorization for the Director of Emergency Management to execute a Professional Services Agreement with Constant and Associates, Inc., in the amount of $298,201, for a term from February 1, 2024, through May 30, 2025, to conduct a gap analysis study of Sonoma County’s disaster response capabilities. The review is funded with State of California received federal funds intended to develop strategies to mitigate disaster risks and reduce future losses. There is no local match required.
Additionally, this includes the development of the Sonoma County Operational Area Recovery Operations Plan (ROP). The ROP would facilitate coordination between agencies and jurisdictions within Sonoma County while ensuring the recovery process in the event of a major emergency incident or disaster.
Discussion:
Background
The State of California Mitigation Planning and Public Services (MIT-PPS) Program <https://www.hcd.ca.gov/grants-and-funding/disaster-recovery-and-mitigation/mitigation-planning-and-public-services> financed by the federal Housing and Urban Development (HUD) program was developed to support projects and activities that reduce risk to communities impacted by the October 2017 Wildfires (DR-4344) and December Wildfires, Mudflows, and Debris Flows (DR-4353). The goal of the program is to have projects and activities that address risks to community lifelines that support health and safety and mitigate future disasters. Community lifelines, as defined by the Federal Emergency Management Agency, are services that enable the continuous operation of critical government and business functions and are essential to human health and safety or economic security, build capacity for eligible jurisdictions, assist local entities with planning, and support public services.
On March 9, 2022, the County of Sonoma, was awarded a CDBG MIT-PPS Program 2017 award of a total of $9,046,612, for the Sonoma County Disaster Recovery Plan project, which provided funding for a consultant to conduct a gap analysis of Sonoma County’s disaster response capabilities as well as funding for project delivery, maintenance and administration, indirect and contingency expenses over the course of the performance period during FY2023-24 and FY2024-25, ending June 25, 2025. See attached award letter and County of Sonoma proposed project (Attachment 2).
The gap analysis will identify and convene a task force of stakeholders in the Operations Area. The gap analysis will review existing emergency operations plans, operating procedures, and other pertinent documents from Operations Area partners. The results of the gap analysis will allow Sonoma County to improve response, continuity of efforts, and availability of recovery resources. as well as draft a Sonoma County Recovery Operations Plan.
The second project is the development of the Sonoma County Operational Area Recovery Operations Plan (ROP). The ROP will mirror the structure and compliment the content of the existing of the County’s Emergency Operations plan (EOP). The ROP would facilitate coordination between agencies and jurisdictions within Sonoma County while ensuring the recovery process in the event of a major emergency incident or disaster. The ROP outlines the specific actions that the County, and operational area partners will carry out when an emergency has entered into the recovery phase. The primary audience for the ROP is County departments, cities, special districts, and community-based organizations that have a role in disaster recovery response.
The ROP is also supported by discipline-specific support annexes. These support annexes provide greater detail including coordinating procedures, agency responsibilities, and references that may be specific such as local assistance centers, damage assessment, watershed taskforce, debris taskforce, and short/long term recovery efforts.
Procurement
On October 27, 2023, DEM issued a Request for Proposals for Emergency Planning Consultant Services, to conduct a gap analysis and solutions study and to draft the Recovery Operations Plan.
Four (4) responses were received and evaluated based on the following criteria: Responsiveness to the statement of requirements; Rates and costs; Demonstrated ability to perform the work; and reference checks. Local preference was not applied in order to comply with federal procurement requirements. The evaluation committee was composed of members from the Department of Human Services, the Office of Equity, the County Administrator Office, as well as two representatives from the Sonoma County Community Organizations Active in Disaster (COAD).
Constant and Associates, Inc., was determined to be the proposer with the highest score and best proposal. It is the recommendation of the Director of Emergency Management to enter into a Professional Service Agreement with Constant and Associates for an amount not-to-exceed $298,201, through May 30, 2025.
Once the gap analysis is completed, DEM will develop projects list of the recommended opportunities, outlining where the opportunities can be implemented thought emergency & recovery plan development, referred where appropriate to other departments and agencies, and seeking mitigation grants to support recommendations from the analysis.
Strategic Plan:
This item directly supports the County’s Five-year Strategic Plan and is aligned with the following pillar, goal, and objective.
Pillar: Racial Equity & Social Justice
Goal: 4. Engage community members and stakeholder groups to develop priorities and to advance racial equity.
Objective: 2 Collaborate with community members and stakeholder groups to develop racial equity strategies for County emergency response, economic recovery and resiliency planning efforts.
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
No
Prior Board Actions:
October 26, 2021: Delegation of Authority For Obtaining and Managing Grant Assistance Provided by the State of California's Community Development Block Grant (CDBG) Mitigation-Planning and Public Services (MIT-PPS).
Fiscal Summary
|
Expenditures |
FY23-24 Adopted |
FY24-25 Projected |
FY25-26 Projected |
|
Budgeted Expenses |
$100,000 |
$198,201 |
|
|
Additional Appropriation Requested |
|
|
|
|
Total Expenditures |
$100,000 |
$198,201 |
|
|
Funding Sources |
|
|
|
|
General Fund/WA GF |
|
|
|
|
State/Federal |
$100,000 |
$198,201 |
|
|
Fees/Other |
|
|
|
|
Use of Fund Balance |
|
|
|
|
General Fund Contingencies |
|
|
|
|
Total Sources |
$100,000 |
$198,201 |
|
Narrative Explanation of Fiscal Impacts:
The Department has budgeted $100,000 of anticipated project expenses in FY2023-24, with the balance of $198,201 of expenses and grant funds to be included in the Department’s FY2024-25 recommended budget. The total cost of this agreement is financed fully by the grant award, there is no local match.
|
Staffing Impacts: |
|
|
|
|
Position Title (Payroll Classification) |
Monthly Salary Range (A-I Step) |
Additions (Number) |
Deletions (Number) |
|
|
|
|
|
Narrative Explanation of Staffing Impacts (If Required):
None.
Attachments:
1) Professional Services Agreement
2) 03/09/22 Sonoma Gap Analysis MIT-PPS Award Letter
Related Items “On File” with the Clerk of the Board:
None.