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Approve a $400,000 contract with Kjeldsen, Sinnock & Neudeck, Inc. to develop a Delta Emergency Preparedness Plan and Maps for the period July 28, 2015 through July 30, 2016 resulting from a Request For Proposal issued by Central Services on April 22, 2015; Authorize the County Administrator to execute the contract; and Authorize the Sheriff, Undersheriff, Director of Administrative Services or the Emergency Services Manager to approve and sign amendments to the contract that are within the grant award
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Published Notice Required? Yes ____ No _X _
Public Hearing Required? Yes ____ No _X _
DEPARTMENTAL RECOMMENDATION:
The Sheriff’s Office recommends that the Board of Supervisors:
1. Approve a $400,000 contract with Kjeldsen, Sinnock & Neudeck, Inc. to develop a Delta Emergency Preparedness Plan and Maps for the period July 28, 2015 through July 30, 2016 resulting from a Request For Proposal issued by Central Services on April 22, 2015;
2. Authorize the County Administrative Officer to execute the contract; and
3. Authorize the Sheriff, Undersheriff, Director of Administrative Services or the Emergency Services Manager to approve and sign amendments to the contract that are within the grant award.
SUMMARY:
On December 2, 2014, the Board of Supervisors approved an agreement with the California Department of Water Resources (DWR) to receive $450,000 under the Flood Emergency Response Projects-Delta Grant (Delta Grant) for the period of December 2, 2014 through December 31, 2016. Four hundred thousand dollars ($400,000) of the grant funds are for the development of Reclamation District Flood Contingency Maps and Emergency Response Plans and Solano Delta Region Evacuation Plan and Route Maps. The Sheriff’s Office has worked with Central Services - Purchasing Division of General Services (Purchasing) to complete the Request For Proposal (RFP) process. Kjeldsen, Sinnock & Neudeck, Inc. was selected the best apparent proposer and awarded the contract. The contract was negotiated and prepared in accordance with the County Purchasing Manual.
The Sheriff is recommending the Board approve the contract for $400,000 with Kjeldsen, Sinnock & Neudeck, Inc. to complete flood contingency maps and emergency response plans for Reclamation Districts and Levee Maintenance Agencies within the Solano County Operational Area.
FINANCIAL IMPACT:
Board action will not impact the County General Fund. The Sheriff’s FY2015/16 Final Budget includes $400,000 in appropriations for contracted services to complete flood emergency response and evacuation plans for local Reclamation Districts. The appropriations are entirely offset with budgeted grant revenue from Delta Grant funds.
DISCUSSION:
The Flood Emergency Response Program activities are organized in three phases: Planning and Coordination; Training and Exercises; and Facilities, Equipment and Supplies. The planning and coordination phase requires preparing or updating local emergency flood response plans, developing and implementing local and regional communication processes and resources, developing maps and information systems, and certification that all agencies are National Incident Management System (NIMS) compliant. The training and exercises phase requires coordinating, conducting, and participating in flood emergency response and communication training, drills, and exercises. The facilities, equipment, and supplies phase allows for purchasing flood fight materials and supplies, and developing staging areas and/or emergency response facilities.
With the installation of regional communication equipment under the Delta Communications grant and Board approval of the Solano Operational Area’s 2012 Multi-Hazard Mitigation Plan on June 11, 2013, Solano County is well into phase one. To complete phase one, the Solano Operational Area must prepare specific emergency flood response and evacuation plans for local Reclamation Districts and the Delta areas. Additionally some partner agencies such as the Reclamation Districts and Fire Protection Districts must be trained in NIMS/Standardized Emergency Management System (SEMS) for compliance and certification in Incident Command System (ICS) 300/400.
The proposed contract will bring Solano County closer to completing phase one. The County Office of Emergency Services (OES) is overseeing all grant activities and coordinating efforts between local Reclamation Districts to develop the flood emergency response and evacuation plans. OES will administer and monitor this contract. It is anticipated that the work will be completed as soon as April 2016.
Solano County OES is currently working with County Purchasing to select a training vendor to certify partner agencies as NIMS compliant and complete phase two training should additional funds become available.
ALTERNATIVES:
The Board of Supervisors could choose:
1. Not to approve the contract, however, this alternative is not recommended as local agencies are required to prepare an emergency action plan, which includes planning for all potential emergencies in their jurisdictions and, there are currently no coordinated evacuation plans or route maps for the Delta Region of Solano County. Without emergency actions plans in place, the County is not eligible for Federal Emergency Management Agency (FEMA) disaster funds.
2. Not to authorize the Sheriff to execute contract amendments; however, this alternative is not practical as it would require the Sheriff’s Office to request Board approval for routine matters such as minor changes to the scope of services. Furthermore, over the last ten years, the Board has granted the Sheriff authority over these responsibilities.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed and approved the contract as to form. The County Risk Manager approved the insurance provisions and related liability limits. Central Services - Purchasing Division of General Services administered the RFP. County Counsel was consulted during the RFP process.
The County Administrator’s Office has reviewed this report and concurs with the Sheriff’s recommendation.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION