Title
Environmental Management Department and Chief Administrative Office recommending the Board:
1) Approve the extension of Contract 7172 with Tetra Tech, Inc from July 23, 2023 to August 31, 2023, for completion of the Assessment & Monitoring administrative tasks; and
2) Authorize the Chief Administrative Officer to execute Amendment 1 to Contract 7172 with Tetra Tech Inc.
FUNDING: N/A
Body
DISCUSSION / BACKGROUND
The Mosquito Fire started on September 6, 2022, near Oxbow Reservoir, southeast of Foresthill, California. The Mosquito Fire threatened multiple communities in El Dorado County, resulting in the evacuation of thousands of residents, economic losses by several local businesses, disruption to local school operations, and significant impacts on regional air quality. Additionally, Cal FIRE inspection teams documented the loss of 39 structures in the County.
El Dorado County proclaimed a Local Emergency on September 9, 2022, which was then ratified by the Board of Supervisors on September 13, 2022, with the adoption of Resolution 142-2022 ratifying the proclamation of a local emergency resulting from the impacts of the Mosquito Fire.
The Public Health Office declared a Local Health Emergency on September 9, 2022. The Local Health Emergency declaration was subsequently ratified by your Board on September 20, 2022, with the adoption of resolution 143-2022. Following the declaration of a Local Health Emergency by the Public Health Officer, staff formally requested state assistance from the California Governor’s Office of Emergency Services (CalOES) in recovering from the impacts of the Mosquito Fire. This request resulted in the State initiating a household hazardous waste removal mission by experts from the California State of Toxic Substances Control (DTSC). Often referred to as Phase 1, this work included inspections of properties with burned structures and removal of household hazardous waste that may pose a threat to human health, animals, and the environment such as batteries, asbestos siding, and paints, as well as the construction of emergency mitigation measures to minimize the migration of debris and ash during a recent rainstorm. Phase 1 work was completed for El Dorado County parcels on October 10, 2022.
As of October 22, 2022, the United States Forest Service reported that the Mosquito Fire was fully (100%) contained at 76,788 acres, making it the largest wildfire in California for 2022. Even before containment, responders had already begun the arduous work of fire suppression repair, road stabilization, and hazard tree removal. Repair work will continue for several months in the more remote areas of the Tahoe and El Dorado National Forests.
On November 15, 2022 the Board adopted Urgency Ordinance #5169 with Legistar Item 22-1902, establishing standards for removing debris generated as a result of the Mosquito Fire. As stated in the staff report, time is of the essence due to the start of our rainy season and the need to clear debris, debris ash, compromised concrete foundations, and contaminated soils, and to complete soil erosion mitigation.
Following the Master Service Agreement user process as set forth by CalOES, El Dorado County solicited a Request for Services from Tetra Tech, the top-ranked firm for Region 1 with a project of fewer than 150 parcels. Tetra Tech’s response was reviewed and found to adequately meet the needs of the County-led debris program. The Debris Recovery Operation Team focused the initial scope of work on debris removal to minimize the time that fire ash is exposed to wet weather. Procurement of these services through a California Department of General Services Master Service Agreement was determined to comply with El Dorado County Procurement Policy C-17, Section 3.4, as an exception to competitive solicitation and met the requirements of FEMA and CalOES to be considered for reimbursement.
On December 6, 2022 the Board approved a joint request from Environmental Management, the Chief Administrative Office and the Sheriff’s Office of Emergency Services (Item 22-2174) through the California Department of General Services’ Master Service Agreement #5-22-99-33-04, to enter into a contract with Tetra Tech, Inc for an amount not to exceed $2,000,000 to conduct County-led assessment and monitoring services related to disaster debris removal. Agreement #7172 was executed accordingly with a 6-month term for work completion, and the Notice to Proceed was issued on January 23, 2023 (Attachment B).
Due to unforeseen circumstances of the severe weather storms that impacted El Dorado County in 2023 with rain and snow, the debris removal process did not commence until April 12, 2023 (Anvil Builders Contract 7523). Although debris removal has been completed, the final technical reporting that is required by Tetra Tech will not be completed by the contractual end date of July 23, 2023, due to the delayed start of debris removal.
Staff request the Board approve the extension of Contract #7172 with Tetra Tech, Inc to August 31st, 2023, for completion of the Assessment & Monitoring administrative tasks and authorize the Chief Administrative Officer to execute Amendment 1 to Contract #7172 with Tetra Tech Inc.
ALTERNATIVES
The Board could choose not to extend the contract which would leave the completion of the final reporting back to Environmental Management, which does not have the technical expertise or staff to complete the final technical reports.
PRIOR BOARD ACTION
11/15/2022 Legistar Item 22-1902 - Urgency Ordinance
09/13/2022 Legistar Item 22-1675 - Local Emergency Mosquito Fire
09/13/2022 Legistar Item 22-1683 - Local Health Emergency Mosquito Fire
12/06/2022 Legistar Item 22-2174 - County-Led Debris Removal Program and Tetra Tech Contract
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel
Procurement and Contracts
CAO RECOMMENDATION / COMMENTS
FINANCIAL IMPACT
The amendment is only extending the term to August 31, 2023, no change to the total contract price.
CLERK OF THE BOARD FOLLOW-UP ACTIONS
STRATEGIC PLAN COMPONENT
Good Governance, Healthy Communities and Public Safety
CONTACT
Jeffrey Warren, Director, Environmental Management
Tara Stout, Management Analyst