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File #: 25-0201    Version: 1
Type: Agenda Item Status: Approved
File created: 1/15/2025 In control: Board of Supervisors
On agenda: 5/13/2025 Final action: 5/13/2025
Title: Sheriff’s Office recommending the Board: 1) Make findings that in accordance with Ordinance 3.13.030(B) that the services provided by the Contractor are in the best interest of the public and that there are specialty skills, qualifications, and equipment not expressly identified in County classifications involved in the performance of the work; 2) Make findings that in accordance with Procurement Policy C-17 Section 3.4(2f) exempting the competitive bidding process, with Purchasing Agent concurrence, because the procurement is for services where the continuity of providers will provide efficiency or critical knowledge, and other providers of the services cannot provide similar efficiencies or critical knowledge; 3) Approve and authorize the Chair to sign retroactive Agreement 9457 with Tetra Tech, Inc., to provide insurance recovery services, for the period of February 14th, 2025, through February 13th, 2027 in the amount of $515,000; and 4) Authorize the Purchasing Agent to execute fu...
Attachments: 1. A-Sheriff Tetra Tech, Inc..pdf, 2. B-Sheriff Blue Route.pdf, 3. C-Sheriff -Retro Memo.pdf, 4. Executed Agreement 9457
Related files: 23-0245

Title

Sheriff’s Office recommending the Board:

1) Make findings that in accordance with Ordinance 3.13.030(B) that the services provided by the Contractor are in the best interest of the public and that there are specialty skills, qualifications, and equipment not expressly identified in County classifications involved in the performance of the work;

2) Make findings that in accordance with Procurement Policy C-17 Section 3.4(2f) exempting the competitive bidding process, with Purchasing Agent concurrence, because the procurement is for services where the continuity of providers will provide efficiency or critical knowledge, and other providers of the services cannot provide similar efficiencies or critical knowledge;

3) Approve and authorize the Chair to sign retroactive Agreement 9457 with Tetra Tech, Inc., to provide insurance recovery services, for the period of February 14th, 2025, through February 13th, 2027 in the amount of $515,000; and

4) Authorize the Purchasing Agent to execute future amendments to Agreement 9457 that do not alter total amount or the term, contingent upon approval by County Counsel and Risk Management.

 

FUNDING:  General Fund.

Body

DISCUSSION / BACKGROUND

On August 14, 2021, the Caldor Fire occurred in the County and the Sheriff’s Office has been the lead agency for the County in coordinating the reimbursement of various County departments’ emergency work performed to respond and recover from this emergency from the California State Governors Office of Emergency Services (CalOES) and the Federal Emergency Management Agency (FEMA).

 

To assist the public through the recovery process, the Recovery Operations Center (ROC) has assisted in facilitation of debris removal programs through the state.  This allows homeowners who need assistance to have debris removed from private property.  For homeowners who do participate in the state programs, it is the County’s responsibility to follow-up with the homeowners about insurance coverage that can offset the state’s financial burden for managing the debris removal.

 

The complexity of the work with the various private insurance companies has necessitated the assistance of a consultant to provide insurance recovery services through the Right of Entry (ROE) or Private Property Debris Removal (PPDR) programs for eligible property owners impacted by the Caldor Fire disaster.

 

Tetra Tech, Inc. has been assisting the El Dorado County Sheriff’s Office since 2023, by providing insurance recovery services for the Caldor Fire.  These services help with insurance recovery, debris removal costs and payments. However, collecting insurance funds often takes years and requires both Tetra Tech and the County to due diligence to ensure that FEMA and CalOES are satisfied with every effort made to collect insurance recovery.

 

ALTERNATIVES

Should the Board choose not to approve the agreement it would be leaving the Caldor Fire survivors to bear the full responsibility of cleanup, which, in turn, could result in the need for the County to abate properties that are not cleaned.

 

PRIOR BOARD ACTION

2/14/2023 Legistar file 23-0245

 

OTHER DEPARTMENT / AGENCY INVOLVEMENT

County Counsel and Risk Management approved the Agreement.

 

CAO RECOMMENDATION / COMMENTS

Approve as recommended.

 

FINANCIAL IMPACT

There is no increase to net county costs as the expenses associated with the contract will be included in each of the Sheriff’s budgets for the length of the contract.

 

CLERK OF THE BOARD FOLLOW UP ACTIONS

Please return one fully executed contract to the Sheriff's Office

 

STRATEGIC PLAN COMPONENT

N/A

 

CONTACT

Undersheriff Bryan Golmitz