Memorandum
Date: July 11, 2024
To: The Honorable Lake County Board of Supervisors
From: Rob Howe, Sheriff/Coroner/Director of Emergency Services
Subject: Consideration of a Contract with The Resiliency Initiative for the Multi-Jurisdictional Hazard Mitigation Plan Annexes, not to exceed $165,000, in cooperation with the City of Clearlake and City of Lakeport
Executive Summary: The Lake County Sheriff's Office of Emergency Services (OES) requests your Board's approval of the attached contract for the Multi-Jurisdictional Hazard Mitigation Plan Annexes with The Resiliency Initiative (TRI), not to exceed $165,000. This contract will be partially funded by Cal OES grant AP-00480 and supplemented by pre-agreed terms from each participating jurisdiction, as outlined in the Cooperative Agreement approved by your Board on June 4, 2024.
Background:
On April 23, 2024, OES issued a Request for Proposal (RFP) to support the development of a Multi-Jurisdictional Hazard Mitigation Plan. This new plan will replace the existing single-jurisdiction plans for the County and both cities, and will serve as a foundational document for other jurisdictions or special districts to join in the future.
The RFP was distributed to eight potential consulting firms, and five firms responded, subsequently receiving an RFP Addendum. Of these, two firms chose not to submit proposals.
Selection Process:
A Selection Committee, comprising:
• Special Districts Deputy Administrator Scott Hornung
• Community Development Director Mireya Turner
• OES Manager Leah Sautelet
• City of Lakeport’s Public Works Director Ron Ladd
• City of Clearlake’s Public Works Director Adeline Leyba
reviewed the three proposals received using a scoring matrix to evaluate each submission. The committee deliberated on the strengths and weaknesses of each proposal. Following this thorough review, The Resiliency Initiative (TRI) was chosen for contract negotiations.
Negotiation and Contract Preparation:
During negotiations, TRI agreed to integrate optional add-ons into the base price and to provide detailed invoicing. The contract was subsequently prepared and reviewed (NOTE: Sent to CoCo 6/24) by both TRI and County Counsel.
Request for Approval:
We now seek your Board's approval to finalize this contract with The Resiliency Initiative, ensuring the effective development and implementation of the Multi-Jurisdictional Hazard Mitigation Plan Annexes in partnership with the City of Clearlake and City of Lakeport.
Sent:
1. Resiliency Initiative
2. Foster & Morrison
3. Constant Associates
4. Tidal Basin
5. Atlas Planning
6. Dynamic Planning
7. Tetra Tech
8. Ag Witt
1. Tidal Basin
2. Foster & Morrison
3. Navigating Preparedness Associates, LLC
4. Resiliency Initiative
5. Constant Associates
1. Navigating Preparedness Associates, LLC
2. Tidal Basin
3. Foster & Morison -emailed to confirm submission 5/28
4. Constant Associates -emailed to confirm submission 5/28
5. Resiliency Initiative
RFP Received: (and attached to this email)
Resiliency Initiative
Tidal Basin
Navigating Preparedness Associates
If not budgeted, fill in the blanks below only:
Estimated Cost: ________ Amount Budgeted: ________ Additional Requested: ________ Future Annual Cost: ________
Purchasing Considerations (check all that apply): ☐ Not applicable
☐ Fully Article X. <https://library.municode.com/ca/lake_county/codes/code_of_ordinances?nodeId=COOR_CH2AD_ARTXPU_S2-38EXCOBI>- and/or Consultant Selection Policy <http://lcnet.co.lake.ca.us/Assets/Intranet/Policy/Policies+$!26+Procedures+Manual/Ch4_2021v2.pdf>-Compliant (describe process undertaken in “Executive Summary”)
☐ Section 2-38 <https://library.municode.com/ca/lake_county/codes/code_of_ordinances?nodeId=COOR_CH2AD_ARTXPU_S2-38EXCOBI> Exemption from Competitive Bidding (rationale in “Executive Summary,” attach documentation, as needed)
☐ For Technology Purchases: Vetted and Supported by the Technology Governance Committee <http://lcnet.co.lake.ca.us/Assets/Intranet/Intranet+Forms/Information+Technology/AdvPlan.pdf> (“Yes,” if checked)
☐ Other (Please describe in Executive Summary)
Consistency with Vision 2028 <http://www.lakecountyca.gov/Government/Directory/Administration/Visioning/Vision2028.htm> (check all that apply): ☐ Not applicable
☐ Well-being of Residents ☐ Public Safety ☐ Disaster Prevention, Preparedness, Recovery
☐ Economic Development ☐ Infrastructure ☐ County Workforce
☐ Community Collaboration ☐ Business Process Efficiency ☐ Clear Lake
Recommended Action: Consideration of a Contract with The Resiliency Initiative for the Multi-Jurisdictional Hazard Mitigation Plan Annexes, not to exceed $165,000, in cooperation with the City of Clearlake and City of Lakeport