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Approve a Master Service Agreement (MSA) with Tidal Basin Group for a term of May 12, 2025 through June 30, 2028 to assist with emergency management functions on an as-needed basis, not exceeding an aggregate of $200,000 in any fiscal year; Delegate authority to the County Administrator to execute the MSA agreement and any subsequent amendments, with County Counsel concurrence, up to an annual aggregate of $74,999; Delegate authority to the County Administrator to execute all Specific Service sub-agreements, with County Counsel concurrence; and Authorize the Sheriff, Undersheriff, or Director of Administrative Services to execute MSA amendments which are technical or administrative in nature
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Published Notice Required? Yes____ No __X_
Public Hearing Required? Yes ____ No __X_
DEPARTMENTAL RECOMMENDATION:
The Sheriff recommends that the Board of Supervisors:
1) Approve a Master Service Agreement (MSA) with Tidal Basin Group for a term of May 12, 2025 through June 30, 2028 to assist with emergency management functions on an as-needed basis, not exceeding an aggregate of $200,000 in any fiscal year;
2) Delegate authority to the County Administrator to execute the MSA agreement and any subsequent amendments, with County Counsel concurrence, up to an annual aggregate of $74,999;
3) Delegate authority to the County Administrator to execute all Specific Service sub-agreements, with County Counsel concurrence; and
4) Authorize the Sheriff, Undersheriff, or Director of Administrative Services to execute MSA amendments which are technical or administrative in nature.
SUMMARY/DISCUSSION:
Solano County is prone to all types of natural, human-caused, biological, technological, and hazardous materials disasters, including but not limited to extreme weather, drought, flood, earthquake, wildfire, slope failure, pandemic, utility disruption, transportation incidents, mass casualty incidents, and acts of terrorism. The critical need for consulting services with trained and qualified personnel to assist Solano County in preparing for, mitigating against, responding to, and recovering from a disaster has prompted the Sheriff’s Office of Emergency Services (OES) to seek a competitively procured MSA.
OES worked with the Solano County Department of General Services - Central Services Division (County Purchasing) to issue a Request for Proposal (RFP) seeking proposals from qualified providers to assist with emergency management functions, including emergency planning, training and exercise program development and support, disaster response and on-site emergency response personnel, grant writing and management assistance, and disaster cost recovery and close-out activities. As a result of the RFP process, Tidal Basin Group has been selected as the best qualified proposer. It is recommended the Board approve the proposed MSA (Attachment A) with Tidal Basin Group to provide emergency management functions on an as-needed basis.
The MSA establishes a high-level overview of services, payment terms and methods, and general terms and conditions that will apply to all future projects or services. The Specific Service Agreements (a.k.a., Service Level Agreements) will be more specific agreements that outline the details of a particular service or project including, tasks, deliverables, and cost and will ensure that all actions are carried out with a comprehensive understanding of the unique hazards, vulnerabilities, resources, policies, procedures, strengths, and weaknesses of the County. County and Contractor shall execute Specific Service Agreements to authorize Contractor to perform specific services. In order to expedite these Specific Service Agreements, it is being requested that the Board authorize the County Administrator, with County Counsel concurrence to execute the Specific Service Agreements provided they remain with in the scope and budget of the MSA.
FINANCIAL IMPACT:
While the proposed 37-month MSA may not exceed an aggregate of $200,000 in any fiscal year, the estimated total cost is up to $650,000, with an estimated cost of $50,000 for FY2024/25. The Sheriff’s Office of Emergency Services’ FY2024/25 Working Budget has sufficient appropriations for these services; therefore, Board approval will have no additional impact on the County General Fund for FY2024/25. Costs for the remaining term of the contract will be included in future fiscal year’s Recommended Budgets.
The cost associated with preparing the agenda item is nominal and absorbed by the Sheriff’s Office FY2024/25 Working Budget.
ALTERNATIVES:
The Board of Supervisors could choose not to approve the contract; however, this alternative is not recommended as the contract has been negotiated through the County’s RFP process.
OTHER AGENCY INVOLVEMENT:
County Purchasing administered the RFP to provide emergency management functions to include the award notice to the best apparent proposer, Tidal Basin Group. County Counsel has reviewed and approved the contract as to form.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION