To: Board of Supervisors, County of Sonoma
Department or Agency Name(s): Emergency Management / 565-1152
Staff Name and Phone Number: Jeffrey DuVall / 565-1152
Vote Requirement: Majority
Supervisorial District(s): All Districts
Title:
Title
As-Needed Professional Service Agreements for Emergency Management Services.
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Recommended Action:
Recommended action
A) Authorize the Director of Emergency Management to execute Professional Services Agreements with three (3) providers for as-needed emergency management assistance and training services, each Agreement being for a three (3) year term, with the option to extend for up to two (2) additional one (1) year periods.
B) Authorize the Director of Emergency Management, or designee, to issue work requests and minor amendments to the Scope of Services pursuant to said Agreements, contingent on sufficient funding for such services.
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Executive Summary:
Staff is requesting authorization to execute three professional services agreements for emergency management assistance and training services. Each agreement is for a term of three years with the possibility of two additional one-year extensions. Having these agreements in place will allow the augmenting of specific Emergency Operations Center (EOC) positions when the EOC will be open for extended operations for large-scale and ongoing events. The agreements stipulate that there is no guaranteed minimum quantity of work.
Discussion:
Since 2017 the County/Operational Area EOC has been activated for 14 events and a total of 183 days, several times at 24 hours a day. The as-needed master services agreements (MSA) will allow the augmenting of specific EOC positions when the EOC will be open for extended operations past two weeks or more for large-scale and ongoing events. This will ensure continuity of County operations with qualified, and trained staff from the selected companies beyond the Disaster Service Worker (DSW) capacity the community receives from County employees.
The MSAs will also allow the Department of Emergency Management (DEM) to work with selected companies to expand our emergency plan inventory with development and updating of plans and training courses such as disaster service worker awareness trainings, and emergency operations trainings outside of DEM’s training and exercise program. In addition, selected companies will develop large scale Countywide functional exercises where the EOC would be activated in a simulated emergency event. Training and exercises would follow Homeland Security Exercise and Evaluation Program (HSEEP) guidelines to be counted as required training/exercise for state and federal grant and program requirements.
In addition, provisions have been made in the agreement for operational area cities and special districts to have access to the County’s MSAs for the listed services below. Operational Area (OA) Cities and Special Districts can have access to the County’s MSA for the listed services below for support during preparedness, response, recovery and mitigation. OA Cities and Special Districts would be financially responsible for all task orders opened, and the contractor will invoice those agencies directly and OA partners remit payment to the contractor.
Procurement
Staff issued a Request for Proposals for As-needed Emergency Management Assistance on October 27, 2023, to provide services on an as-needed basis to be paid on a time and materials basis for projects that will not involve federal funds. The solicitation also served as a pre-qualifying solicitation for future fixed-fee projects that require the use federal funds.
Six (6) responses were received and evaluated based on the following criteria: professional qualifications and demonstrated ability to perform the work; responsiveness to the statement of requirements; rates and cost; thoroughness of proposal; and reference checks. Local preference was not applied in order to comply with federal procurement requirements. This solicitation was performed in compliance with current federal regulations in order to be utilized during qualifying emergency or disaster or other situations where federal funds could be utilized for such services. Proposals were ranked as follows:
1. Witt O'Brien's LLC
2. Tetra Tech
3. Hagerty Consulting, Inc.
4. Integrated Solutions Consulting
5. AG Witt, LLC
6. TankVisions, Inc.
The Director of Emergency Management recommends entering into no maximum spend agreements authorizing task orders to be issued when funding is secured for services with the top three ranked companies for the following scope of services.
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Witt O'Brien's LLC: 1. Planning Services 2. Training Services 3. Exercise Services 4. Response Services 5. Recovery Services |
Tetra Tech: 1. Planning Services 2. Training Services 3. Exercise Services 4. Response Services 5. Recovery Services |
Hagerty Consulting, Inc: 1. Planning Services 2. Response Services 3. Recovery Services |
Strategic Plan:
This item directly supports the County’s Five-year Strategic Plan and is aligned with the following pillar, goal, and objective.
Pillar: Organizational Excellence
Goal: 1. Strengthen operational effectiveness, fiscal reliability, and accountability
Objective: 1.6 Develop training and staffing structures that effectively support disaster services work and emergency operations, particularly for large-scale and ongoing events
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
No
Prior Board Actions:
None.
Fiscal Summary
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Expenditures |
FY23-24 Adopted |
FY24-25 Projected |
FY25-26 Projected |
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Budgeted Expenses |
$200,000 |
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Additional Appropriation Requested |
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Total Expenditures |
$200,000 |
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Funding Sources |
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General Fund/WA GF |
$200,000 |
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State/Federal |
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Fees/Other |
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Use of Fund Balance |
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General Fund Contingencies |
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Total Sources |
$200,000 |
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Narrative Explanation of Fiscal Impacts:
$200,000 is budgeted in FY2023-24 for initial services for planning, training and exercises. The department will be requesting services in FY2023-24 for a countywide updated Continuity of Operations Plan, and training services to expand countywide Disaster Service Worker awareness training.
Costs related to response and recovery services would only be incurred when the EOC is activated. In those cases, the EOC will seek approval of the EOC Director to issue a resource request for a task item to provide the needed support, which will be approved by the County disaster finance team to ensure task items are incurred on a fee for service basis, and each agreement states the billing rates for services provided by each awarded company. These expenditures may ultimately qualify as reimbursable costs through state or federal sources.
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Staffing Impacts: |
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Position Title (Payroll Classification) |
Monthly Salary Range (A-I Step) |
Additions (Number) |
Deletions (Number) |
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Narrative Explanation of Staffing Impacts (If Required):
None.
Attachments:
1) Draft Professional Services Agreement
Related Items “On File” with the Clerk of the Board:
None.