AGENDA ITEM
Public Utilities Commission
City and County of San Francisco
DEPARTMENT Emergency Planning & Security AGENDA NO. 10c MEETING DATE December 13, 2022
Professional Services Award: Consent Calendar
Contract Manager: Josh Gale
Award Contract No. PRO.0229, Emergency Planning, Response, Training, and Technical Support
Summary of
Proposed
Commission Action:
Award Contract No. PRO.0229, Emergency Planning, Response, Training, and Technical Support, to AECOM Technical Services, Inc. (AECOM) to provide Emergency Plan updates, Incident Command System training, and exercise design and delivery support; and authorize the General Manager to execute a professional services contract with AECOM for an amount not -to- exceed $3,000,000, and with a duration of four years.
Background: The San Francisco Public Utilities Commission (SFPUC) is requesting consultant support to supplement the SFPUC Emergency Planning and Security Program to realize continual improvements in emergency preparedness and response.
The SFPUC has Emergency Operat ions Plans (EOPs) across SFPUC enterprises and operating divisions. These plans detail the structure and processes that the SFPUC will use to respond to and recover from emergency events.
Many plans were initially developed in 2013. Therefore, the purpose of this contract is to update and exercise these EOPs so that the SFPUC is well - prepared to respond to emergencies and mitigate any interruption of vital utility services. Specific areas of need include maintaining Federal Emergency Management Agency (FE MA) compliance regarding training employees in National Incident Management System (NIMS) and Standardized Emergency Management System (SEMS) standards, conducting various training exercises to promote readiness to respond to various emergencies, and ensur ing Field Operations Guides (FOG) and EOPs are updated across the SFPUC.
Description of Scope
of Services:
The work under this contract consists of:
• Revise and/or update SFPUC EOPs, Continuity of Operations Plans, and/or FOGs as needed;
APPROVAL:
COMMISSION
SECRETARY Donna Hood
Contract: PRO.0229, Emergency Planning, Response, Training, and Technical Support Commission Meeting Date: December 13, 2022
• Support and provide general and position specific Incident Command System (ICS) training consistent with NIMS;
• Support development and delivery of emergency Table Top Exercises semi-annually;
• Support development and delivery of emergency Full Functional Training Exercises bi-annually; and
• Assist in creation of alternative emergency drinking water and emergency wastewater collection plans.
Result of Inaction: A delay in awarding this contract will decrease the agency’s ability to respond and recover from emergencies.
Funding, Budget &
Costs:
Funding: Funds will be available at the time of individual task order awards.
Not-to-Exceed Amount: $ 3,000,000
Schedule: Advertised: June 28, 2022
Estimated Notice-to-Proceed Date: February 2023
Estimated End Date: February 2027
Duration: Four years
Evaluation and
Selection Criteria:
Minimum Qualifications
To qualify as a Prime Proposer or Lead JV Partner for this Contract, Proposer must have at least five years of experience working with a major public utility that provides water and wastewater services to at least one million customers in plan development, ICS training, and exercise conduct OR must have at least seven years of experience and demonstrated success working with a major public utility in plan development, ICS training, and exercise conduct.
Evaluation and Selection
The evaluation and selection process consisted of two phases: 1. Written Proposal and 2. Diversity, Equity, and Inclusion evaluation. The consultant teams could be awarded up to a maximum of 1,000 points.
The technical evaluation panel consisted of individuals knowledgeable on the subject matter and included staff from the SFPUC, San Francisco Department of Emergency Management, and San Francisco Department of Public Health.
The panel reviewed and ranked the consultant teams during the written proposal.
One proposal was received. Th is single responsive proposal from a responsible consultant team is being recommended for contract award.
Contract: PRO.0229, Emergency Planning, Response, Training, and Technical Support Commission Meeting Date: December 13, 2022
Final Score
Summary: Written Proposal, Diversity, Equity, and Inclusion (DEI) and Contract Monitoring Division (CMD) Bonus:
Written
Proposal DEI CMD
Score Score Bonus Total Score
Firms (995) (5) % (1000)
AECOM 979.313 5 N/A 984.313
Note: Written Proposal, DEI, and LBE Bonus scores have been rounded to the third decimal place.
Compliance with
Chapter 14B: Local
Business Enterprise
Utilization and Non-
Discrimination in
Contracting
Ordinance:
The Contract Monitoring Division (CMD) established a Local Business Enterprise (LBE) subconsulting participation requirement of 13% for this contract.
The CMD has determined that AECOM has complied with pre-award Chapter 14B requirements. AECOM has committed to a LBE subconsulting participation of 17.60%.
Environmental
Review:
This action does not constitute a “project” under the California Environmental Quality Act (CEQA) Guidelines Section 15378(a) because there would be no physical change in the environment.
Recommendation: SFPUC staff recommends that the Commission adopt the attached resolution.
Attachment: CMD Memorandum
PUBLIC UTILITIES COMMISSION
City and County of San Francisco
RESOLUTION NO.
WHEREAS, The San Francisco Public Utilities Commission (SFPUC) requires consultant support to supplement the SFPUC Emergency Planning and Security Program to realize continual improvements in emergency preparedness and response, including updating and exercising SFPUC Emergency Operations Plans (EOPs) across SFPUC enterprises and operating divisions; and
WHEREAS, The estimated cost of services is $3,000,000; and WHEREAS, On June 28, 2022, SFPUC staff advertised a Request for Proposals for Emergency Planning, Response, Training, and Technical Support; and WHEREAS, Staff anticipates services to begin in February 2023 and end in February 2027, and the duration of this contract is four years; and WHEREAS, SFPUC and Contract Monitoring Division (CMD) staff reviewed the proposals, determined that AECOM Technical Services Inc. (AECOM) is a qualified firm and submitted a responsive proposal based on the established evaluation criteria; and WHEREAS, The CMD established a Local Business Enterprise (LBE) subconsultant participation requirement of 13% for this contract, and AECOM committed to a LBE subconsultant participation of 17.60% with their proposal; and WHEREAS, The firm being awarded a contract by the SFPUC must be in compliance with the Equal Benefits Provisions of Chapter 12B of the City’s Administrative Code either at the time of the award, or within two weeks of the date of the Commission award; failure of the proposer to obtain compliance from CMD may require return to the Commission for recission of award; and
WHEREAS, This action does not constitute a “project” under the California Environmental Quality Act (CEQA) Guidelines Section 15378(a) because there would be no physical change in the environment; and
WHEREAS, Funds for this contract will be available at the time of individual task order awards from; now, therefore, be it
RESOLVED, That this Commission hereby awards operating and/or capital budget funded Contract No. PRO.0229, Emergency Planning, Response, Training, and Technical Support, to AECOM to provide Emergency Plan updates, Incident Command System training, and exercise design and delivery support, and authorizes the General Manager to execute a professional services contract with AECOM for an amount not-to-exceed $3,000,000, and with a duration of four years.
I hereby certify that the foregoing resolution was adopted by the Public Utilities Commission at its meeting of December 13, 2022.
Secretary, Public Utilities Commission
London N. Breed, Mayor
GENERAL SERVICES AGENCY
CONTRACT MONITORING DIVISION
Carmen Chu, City Administrator Romulus Asenloo, Director
MEMORANDUM
Date: 02 November 2022
To: Josh Gale, Contract Manager, SFPUC
Melissa Ng, Contract Analyst, SFPUC
From: Jovi Cuntapay-Vitin, Contract Compliance Officer, CMD
Subject: PRO.0229 Emergency Planning, Response, Training, and Technical Support
The Contract Monitoring Division (“CMD”) has reviewed the consultant proposals and supporting documentation, and applied the appropriate rating bonuses submitted for the above referenced project. Based on this review, CMD has determined that the proposals were materially compliant with the pre-award Chapter 14B requirements.
Rating Bonus
The following is a summary of the rating bonus information:
FIRM
(PeopleSoft:
Supplier/Supplier ID)
Status, Type and
Size
(PS: LBE and LBE
Size)
Rating Bonus
AECOM Technical
Services, Inc.
Non-LBE 0.00%
Score Sheets and Score Tabulations
The Request for Proposal (“RFP”) indicates that only the highest -ranked proposer from the written evaluation will be short listed to proceed with the award of the contract. For the highest-ranked firm, CMD has reviewed the score sheets submitted by the panelists and the final score tabulations from the SFPUC. Based on this information and after the application of the LBE rating bonus, the proposers are ranked as follows:
RANK FIRM
1 AECOM Technical Services, Inc.
LBE Subconsultant Participation Requirement
AECOM Technical Services, Inc. (“AECOM”) achieved the highest score. AECOM met the 13% LBE subconsultant participation requirement by listing the following LBE firms:
LBE Firm
Service
Status,
Type and
Size
LBE
Participation
(PS: Percent of
Work (%) and
1155 Market St, 4th Floor, San Francisco, CA 94103
Telephone (415) 581-2310; Fax (415) 581-2351
Percent LBE (%))
Joe Hill Consulting
Engineers
Water Resources Engineering - FOGs
and Emergency Planning for Water Re
SF LBE-
OBE
(Micro)
7.80%
Suhr Consulting
Group LLC
Emergency Preparedness Services
Support
SF LBE-
WBE
(Micro)
2.00%
Water Resources
Engineering
Water Resources Engineering - EAPs
and Emergency Planning for Water Re
SF LBE-
MBE
(Micro)
7.80%
TOTAL: 17.60%
AECOM also listed the following non-LBE firms:
Firm
Service
LBE
Participation
(PS: Percent of
Work (%))
FireTrain LLC ICS Training and Exercise Instructor - Wildfire; Related Emergency Planning 2.00%
Safety Compliance
Management
Training and Exercise Planning Lead; General
Emergency/Safety Support 10.00%
SenseMakers LLC ICS Training and Exercise Instructor - Regional; Related Emergency Planning 2.00%
TOTAL: 14.00%
Good Faith Efforts Requirements
AECOM utilized Approach A: (35% Approach) on CMD Form 2B to meet the Good Faith Efforts (“GFE”) Requirements.
AECOM demonstrated that it met the GFE requirements under Approach A by exceeding the sum of the LBE subcontracting participation requirement(s) established for this project by at least 35%.
The RFP indicates that a contract will be awarded to the highest -ranked proposer. Based on the foregoing, CMD has determined that AECOM Technical Services, Inc. have complied with the pre -award Chapter 14B requirements. Should you have any additional questions and/or concerns, please feel free to contact me at (650) 273 6352.