Title
Sheriff’s Office recommending the Board:
1) Approve and authorize the Chair to accept an award in the amount of $187,500 for the Hazard Mitigation Grant Program (HMGP) Post Fire from the Federal Emergency Management Agency (FEMA), Subrecipient Management Costs award of $9,080, and Prepare CA Match program award of $62,500;
2) Authorize the Sheriff and the Chief Fiscal Officer to execute on behalf of El Dorado County contracts, extensions, amendments, and subsequent contracts with FEMA for the grant;
3) Make findings that the provision of services to coordinate, facilitate, and prepare an update to the El Dorado County Multi-Jurisdictional Local Hazard Mitigation Plan (MJLHMP) provided by the Contractor are in the public’s best interest and that there are specialty skills, qualifications, and equipment not expressly identified in County classifications involved in the provision of the work in accordance with El Dorado County Ordinance Code, Chapter 3.13.030(B);
4) Award Request for Proposal (RFP) 23-990-071 for the El Dorado County MJLHMP to the low qualified bidder, WSP USA Environment & Infrastructure, Inc.;
5) Approve and authorize the Chair to sign Agreement 7976 with WSP USA Environment & Infrastructure, Inc., to coordinate, facilitate, and prepare an update to the 2019 El Dorado County MJLHMP, with the term of 3 years effective upon final execution, and a not-to-exceed amount of $142,068; and
6) Authorize the Purchasing Agent to increase the purchase agreement on an "as-needed" basis during the awarded period as long as funding is available within the requesting department's budget.
FUNDING: FEMA HMGP funds and Prepare CA Match program.
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DISCUSSION / BACKGROUND
FEMA's HMGP has Post Fire assistance available to help communities implement hazard mitigation measures after wildfire disasters. The County applied for, and FEMA awarded a total of $187,500 for the costs of preparing the MJLHMP and $9,080 for Subrecipient Management Costs. The total project cost of preparing the MJLHMP is $250,000 and the Governor’s Office of Emergency Services (CalOES) awarded the County the $62,500 in matching funds for the remaining project cost through the Prepare CA Match program. The awarded project completion date is July 17, 2026.
The County will use the funding to update and adopt the MJLHMP to meet the requirements outlined in Title 44 Code of Federal Regulations (CFR) Part 201 and the most current FEMA hazard mitigation plan guidance. The City of Placerville, El Dorado County Office of Education, and El Dorado Irrigation District will also participate in and adopt the County’s Multi-Jurisdictional Plan update.
The Procurement and Contracts Division conducted an RFP for a qualified Emergency Management Consulting firm with expertise in developing/updating the MJLHMP for the County’s Office of Emergency Services, and on August 2, 2023, determined that WSP USA Environment & Infrastructure, Inc., was the low qualified bidder.
The purpose of this service is to provide interested parties with information to enable them to prepare and submit a proposal to update the county-wide MJLHMP. The MJLHMP will qualify the jurisdiction of the County of El Dorado, the City of Placerville and other special districts wanting to participate.
FEMA approved the current MJLHMP in March 2019, and found the plan to be in conformance with 44 CFR Part 201.6(d)(3), Local Mitigation Plans, which states that local jurisdictions must review and revise its plan to reflect the changes in development progress in local mitigation efforts, and changes in priorities, and resubmit it for approval within five (5) years in order to continue to be eligible for mitigation project funding. El Dorado County’s current plan is scheduled to expire in March 2024. The last MJLHMP was approved by the Board on April 23, 2019.
This Agreement 7976 allows WSP USA Environment & Infrastructure, Inc. to work directly with the Sheriff’s Office to develop the MJLHMP by the FEMA deadline in 2024.
ALTERNATIVES
The Board could choose not to approve this Agreement which will mean that the Sheriff’s Office and participating agencies will be unable to meet the FEMA MJLHMP update deadline in March 2024, and unable to qualify for future mitigation funding.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel, Risk Management, and Procurement & Contracts
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is not 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.
STRATEGIC PLAN COMPONENT
Public safety
CONTACT
Undersheriff Bryan Golmitz