To: Board of Supervisors
Department or Agency Name(s): Sonoma County Public Infrastructure
Staff Name and Phone Number: Johannes J. Hoevertsz, 707-565-2550
Vote Requirement: Majority
Supervisorial District(s): Countywide
Title:
Title
Disaster Debris Monitoring, Management and Support Services Agreements
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Recommended Action:
Recommended action
A) Authorize the Director of the Public Infrastructure Department to execute four (4) agreements, in form approved by County Counsel, for as-needed disaster debris monitoring, management and support services with the following firms: Tetra Tech Inc., Thompson Consulting Services LLC, Tidal Basin Government Consulting LLC and WSP USA Inc.
B) Authorize the Director of Public Infrastructure Department to issue and execute Task Orders pursuant to the proposed agreements, up to total amounts not-to-exceed $500,000 per task order, and contingent on availability of sufficient funding for each order.
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Executive Summary:
Sonoma County Public Infrastructure (SPI) released a Request for Proposals (RFP) for Disaster Debris Monitoring, Management and Support Services on May 19, 2026, with proposals due on June 26, 2026. The RFP was issued in advance of the expiration of the County's current disaster debris monitoring agreements. Staff recommend that the County enter into four as-needed agreements with qualified firms selected through a competitive RFP process so the County can rapidly mobilize debris monitoring, management, documentation and reimbursement support when needed.
The agreements will provide on-call services to monitor debris removal and disposal contractors, support disaster management operations, provide technical and Environmental Health support and assist with eligible reimbursement and financial recovery activities. Maintaining pre-positioned agreements is necessary to preserve the County's emergency response capacity and to support the detailed documentation standards required for potential reimbursement from Federal and State agencies.
The agreements will be used only when services are needed, and no work will be authorized unless a written Task Order is issued. Because the scale, location and funding eligibility of future disasters cannot be predicted, costs will be managed through project-specific Task Orders and coordinated with the Auditor-Controller-Treasurer-Tax Collector Disaster Finance Team and the County Executive's Office as appropriate.
Discussion:
Sonoma County has experienced multiple federally declared disasters since 2017, each requiring specialized professional services to support emergency response and recovery. One critical function during large debris-generating incidents is monitoring debris removal operations and maintaining complete documentation of debris sources, types, volumes, hauling, staging, reduction and disposal activities. This documentation supports operational control, public transparency and cost recovery from Federal, State and other eligible funding sources.
To improve readiness, the Board approved two as-needed disaster debris monitoring agreements in 2020. In 2023, the Board approved five as-needed disaster debris removal and disposal monitoring agreements. Those agreements established pre-positioned capacity for disaster debris monitoring and related services and were structured for a three-year term. With the current agreements approaching expiration, SPI released a successor RFP to avoid a gap in emergency response capability.
On May 19, 2026, the County released the Disaster Debris Monitoring, Management, and Services RFP, with proposals due on June 26, 2026. The RFP was intended to establish agreements with qualified firms that can support the County in preparation for, and response to, natural or man-made disasters and other debris-generating events. The recommended contracts will serve Sonoma County, may be used for federally declared disasters as well as other local or regional events.
The RFP was developed to promote a competitive selection process and to ensure the County has access to qualified firms with the capacity, expertise, and regulatory knowledge necessary to support debris operations. Consistent with Federal procurement requirements and County practice, the County posted the solicitation through the County supplier portal and took steps to assure participation by small and minority businesses, women's business enterprises, and labor surplus area firms when possible.
In response to the RFP, the County received proposals from four qualified firms. Proposals were reviewed for responsiveness and evaluated according to the RFP criteria: completeness of response, understanding of work, similar experience, technical ability and qualifications, cost, debarment/disqualification statement, and references. Based on this evaluation, staff recommends that the County enter into agreements with the following firms:
• Tetra Tech Inc.
• Thompson Consulting Services LLC
• Tidal Basin Government Consulting LLC
• WSP USA Inc.
The total estimated cost of these services will depend on the scope, timing and nature of future disasters and therefore cannot be predicted at this time. No work will be authorized without a written Task Order describing the scope of services, deliverables, schedule, and agreed-upon compensation executed by the Director of Public Infrastructure. Task Orders will be issued only when sufficient funding has been identified and will be managed in coordination with appropriate county fiscal and disaster finance staff.
The agreements have a three-year term, with rates and compensation terms established in the agreements and any executed Task Orders. To the extent disaster response activities are eligible for reimbursement, SPI will coordinate with the Auditor-Controller-Treasurer-Tax Collector Disaster Finance Team and County Executive's Office to track costs and pursue reimbursement from FEMA, Cal OES, and any other available funding sources.
This action is consistent with the County's Recovery and Resiliency Framework, approved by the Board on December 11, 2018, which includes Goal C4 to identify essential infrastructure, services, and resources necessary during a disaster and, to the extent possible, have contracts and/or memoranda of understanding in place.
SPI recommends the Board to authorize four agreements for as needed disaster debris monitoring, management and support services. The Board may elect not to authorize these agreements, however, doing so could delay emergency response and recovery operations because the County would need to procure these specialized services during or immediately after a disaster, when timely mobilization and documentation are critical.
Strategic Plan:
N/A
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
No
Prior Board Actions:
09/12/2023: Board approved five (5) as needed disaster debris monitoring services agreements.
09/01/2020: Board approved two (2) as-needed disaster debris monitoring services agreements.
Fiscal Summary
Narrative Explanation of Fiscal Impacts:
At this time, appropriations are not being requested, since the proposed agreements will be utilized only in the event of a disaster. Consistent with past disasters, SPI will coordinate disaster funding and budget appropriations with the Auditor Controller’s Disaster Finance Team and County Executive’s Office.
Narrative Explanation of Staffing Impacts (If Required):
None.
Attachments:
Professional Services Agreement for As-Needed Debris Monitoring Services
Attachment A Monitoring Scope of Work
Exhibit A FEMA-PA-Rider
Related Items “On File” with the Clerk of the Board:
None.