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Agenda Item
ASR
Control 21-000807 |
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MEETING DATE: |
11/16/21 |
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legal entity taking action: |
Board of Supervisors and Orange County Flood Control
District |
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board of supervisors
district(s): |
All Districts |
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SUBMITTING
Agency/Department: |
OC Public Works
(Approved) |
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Department contact
person(s): |
Edward Frondoso (714) 245-4596 |
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Trevor Richardson (714) 955-0234 |
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Subject: Approve Contract for
Disaster-Related Debris Removal Monitoring Services
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ceo CONCUR |
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Clerk of the Board |
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Concur |
Approved Agreement to Form |
Discussion |
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3 Votes Board Majority |
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Budgeted: No |
Current Year Cost:
See Financial Impact Section |
Annual Cost:
See Financial Impact Section |
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Staffing Impact: |
No |
# of Positions:
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Sole Source:
No |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 11/8/2016
#8 |
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RECOMMENDED ACTION(S):
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1. |
Find that the Disaster-Related Debris Removal Monitoring Services is statutorily exempt from CEQA pursuant to Section 15269 of the CEQA Guidelines.
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2. |
Authorize the County Procurement Officer or authorized Deputy to execute an aggregate contract with Tetra Tech, Inc. and DebrisTech, LLC for Disaster-Related Debris Removal Monitoring Services, effective November 16, 2021, or upon execution of all authorized signatures, whichever occurs later, and shall continue for three years from that date, with the option to renew for one additional two-year term upon Board of Supervisors approval. |
SUMMARY:
Approval of an aggregate contract for Disaster-Related Debris Removal Monitoring Services will allow OC Public Works to provide support to the public health and safety of Orange County residents in the event of a significant disaster.
BACKGROUND INFORMATION:
The Santiago and Freeway Complex fires created a need for the County of Orange (County) to take proactive measures for securing as-needed Disaster-Related Debris Removal Monitoring Services (Services) and recovery services. OC Public Works proposes to retain on-demand emergency contractual resources as part of the County's emergency preparedness planning. In order to recuperate a percentage of the contract costs from federal or state emergency management grants, the monitoring of debris removal operations must be conducted by an independent resource per the Federal Emergency Management Agency (FEMA) Public Assistance claim reimbursement process. Prior Board of Supervisors (Board) Actions are summarized in the table below.
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Board Date |
Board Action |
Contractor(s) |
Effective Date |
End Date |
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11/8/2016 |
Approved Contract MA-080-17010429 |
Tetra Tech, Inc. |
11/23/2016 |
11/22/2021 |
On August 17, 2021, OC Public Works issued a Request for Proposal (RFP) to support Services. The RFP was advertised on the County online bidding system. Two proposals were received, and both were deemed responsive. Tetra Tech, Inc. and DebrisTech, LLC (Contractors) were deemed qualified to perform the needed Services. A summary of the responsive proposals is attached as part of the Memorandum of Recommendation (Attachment D).
OC Public Works is procuring these Services in accordance with the 2021 Contract Policy Manual Section 3.3.102. The Orange County Preference Policy (OCPP) was applicable and incorporated into this solicitation. There were no OCPP qualified proposals submitted.
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Previous Request 11/23/2016 – 11/22/2021 |
Current Request 11/23/21 – 11/22/24 |
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Contractor(s) |
Requested Contract Amount |
Usage as of 9/23/2021 |
Contractor(s) |
Requested Contract Amount |
Anticipated Usage |
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1 |
Unknown |
No usage |
2 |
Unknown |
Unknown |
OC Public Works is recommending the Board approve aggregate Contract MA-080-22010093 (Contract) with the Contractors for Services, effective November 16, 2021, or upon execution of all authorized signatures, whichever occurs later, and shall continue for three years from that date, with the option to renew for one additional two-year term upon Board approval. The work will be assigned to whichever contractor is available and, depending upon the request, work can be assigned to multiple contractors at the same time. Serrvices will be requested as needed if a Local Emergency is declared and approved by the Board. OC Public Works will be able to determine the Contract amount once federal and state funding is established.
OC Public Works has conducted due diligence on the Contractors. Reference checks were satisfactory and completed with the following entities regarding similar Services.
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Contractor |
Reference |
Reference |
Reference |
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Tetra Tech, Inc. |
City of Houston, Texas |
Clackamas County, Oregon |
Miami-Dade County, Florida |
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DebrisTech, LLC |
Claiborne County, Mississippi |
Adams County, Mississippi |
Warren County, Mississippi |
The aggregate Contract does not currently include subcontractors or pass through to other providers. See Attachment C for Contract Summary Forms.
The aggregate Contract is coming to the Board less than 30 days before its commencement due to additional negotiation time required with the Contractors.
Compliance with CEQA: The subject activity is statutorily exempt from review under CEQA pursuant to Section 15269 of the CEQA Guidelines as an emergency project because the Contract for the Services would allow OC Public Works to support the public health and safety of County residents in the event of a significant disaster by retaining on-demand emergency contractual resources as part of the County’s emergency preparedness planning.
FINANCIAL IMPACT:
The overall costs for Services in the event of a disaster are unknown; however, those costs will be allocated to the responsible fund or budget control, depending on the extent of the disaster. The County routinely seeks eligible reimbursement from FEMA, California Office of Emergency Services (Cal OES) and private parties for portions of emergency expenses. Cal OES has reviewed the Contract and indicated that all costs associated with the Contract will be reimbursable as long as the County selected the Contractors through the competitive bidding process and has determined the costs provided by the Contractors are reasonable. Participating cities that create subordinate contracts will be responsible for payment to the Contractors for the subcontracted Services and will also be responsible for filing their own individual FEMA and Cal OES claims for reimbursement for Services provided within their respective jurisdictions.
The proposed aggregate Contract includes a provision stating the Contract is subject to, and contingent upon, applicable budgetary appropriations being approved by the Board for each fiscal year during the term of this Contract. If such appropriations are not approved, this Contract may be immediately terminated without penalty to the County.
STAFFING IMPACT:
N/A
ATTACHMENT(S):
Attachment A - Contract MA-080-22010093 with Tetra Tech,
Inc.
Attachment B - Contract MA-080-22010093 with DebrisTech, LLC
Attachment C - Contract Summary Forms
Attachment D - Memorandum of Recommendation
Attachment E - Individual Scoring Sheets