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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Office of Emergency Services
Meeting Date: April 15, 2024
Report #:2403-2810
TITLE
Approval of Professional Services Contract Number C24189405 with Tetra Tech, Inc. in an amount not to exceed $300,000 for On-Call Emergency Management Support Services for a Period of Six Years; CEQA Status – Not a Project.
RECOMMENDATION
Staff recommends that Council approve and authorize the City Manager or his designee to execute Contract No. C24189405 with Tetra Tech, Inc. to provide on call Emergency Management Support Services in support of the Office of Emergency Services for a term of six years and a in a total amount not-to-exceed $300,000.
BACKGROUND
The Office of Emergency Services provides the emergency management function for the City, including coordination among city departments as well as among the community at large. OES provides a framework that promotes mitigation, preparedness, response and recovery efforts across the range of hazards that face the City. In order to fulfill this mission OES uses professional services to augment the limited staffing available within our office. This allows us to add depth and breadth across the wide range of functionality within the emergency management field. In the past OES has used these types of services to assist in developing emergency management plans, supporting table-top and functional exercises, providing staff training and generating recommendations for continual improvement.
ANALYSIS
A request for proposals (RFP) was posted on OpenGov Procurement, the City’s eProcurement platform, and service providers were notified. The solicitation period was posted for 21 days, and seven proposals were received. One proposal was deemed non-responsive. The solicitation closed on November 15, 2023.
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Table #1: Summary of Request for Proposal
Proposal Description
Emergency Management Support
Services
RFP No. 189405
Proposed Length of Project 3 years, plus 3 optional years Number of Service providers Notified 2854
Number of Proposal Packages Downloaded 34
Total Days to Respond to Proposal 21 days
Pre-Proposal Meeting No
Number of Proposals Received 6
Proposal Price Range $59,997 to $299,183.97
Public Link to Solicitation https://procurement.opengov.com/p ortal/palo-alto-ca/projects/65777
A panel evaluated the six proposals determined to be responsive to the criteria identified in the RFP. After the evaluation, Tetra-Tech, Inc. was selected because of the quality and effectiveness of their services, the experience of their assigned staff, and their ability to provide future services. Additionally, staff evaluated the proposed cost structure for the quoted services, which was lower, than that of other proposals. These evaluation results are also supported by the prior record of performance with the City. Staff recommends approval of Contract No. C24189405 (Attachment A), with Tetra-Tech, Inc.
FISCAL/RESOURCE IMPACT
Funding is available for this contract in the OES departmental budget.
STAKEHOLDER ENGAGEMENT
Stakeholder engagement is not needed for this internal facing departmental contract.
ENVIRONMENTAL REVIEW
The recommendation in this report does not constitute a project requiring review under the California Environmental Quality Act (CEQA), since it can be seen with certainty that there will be no significant effect on the environment from these professional services.
ATTACHMENTS
Attachment A: City of Palo Alto Contract No. C24189405 Agreement for Professional Services Between the City of Palo Alto and with Tetra Tech, Inc.
APPROVED BY:
Ken Dueker, Director Office of Emergency Services