City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: OCTOBER 18, 2022 FROM: OFFICE OF THE CITY MANAGER WARDS: ALL
SUBJECT: RFP 2022 - SERVICES AGREEMENT WITH CONSTANT ASSOCIATES, INC., OF TORRANCE, CALIFORNIA FOR A COVID-19 PANDEMIC AFTER ACTION REPORT IN THE AMOUNT OF $134,981 – SUPPLEMENTAL APPROPRIATION ISSUE:
Approve a Services Agreement with Constant Associates, Inc., of Torrance, California, from RFP 2022, for a COVID-19 Pandemic After Action Report in the amount of $134,981.
RECOMMENDATIONS:
That the City Council:
Approve the Services Agreement with Constant Associates, Inc., of Torrance, California, from RFP 2022, for a COVID-19 Pandemic After Action Report in the amount of $134,981; With at least five affirmative votes, authorize a supplemental appropriation in the amount of $134,981 in the General Fund, City Manager-Administration, Professional Services Account; and Authorize the City Manager, or designee, to execute the Services Agreement with Constant Associates, Inc., of Torrance, California including making minor and non-substantive changes.
BACKGROUND:
On March 4, 2020, Governor Newsom declared a state of emergency for the State of California as a result of the threat of COVID-19. As a result of the emergency declaration, the California Emergency Management Agency (Cal EMA) requires the development of an After-Action Report (AAR).
Section 2450 (a) of the Standardized Emergency Management System (SEMS) regulations states that, “requires any city, city and county, or county declaring a local emergency for which the governor proclaims a state of emergency, and any state agency responding to that emergency shall complete and transmit an after-action report to Cal EMA within 90 days of the close of the incident period as specified in the California Code of Regulations, section 2900(j).
The focus of the AAR will be in three general areas: tasks, operations, and financial following the announcement of the COVID-19 Pandemic. The report will document actions taken March 4, 2020, through June 30, 2022.
DISCUSSION:
On March 4, 2022, the City issued Request for Proposals (RFP) No. 2022 seeking a consultant with After Action Report development background. Three bidders expressed interest in RFP No. 2022. A review panel consisting of staff from the City Manager’s Office, Fire Department and Office of Emergency Services reviewed the proposal from Constant Associates, Inc. and found Constant Associates, Inc. to be both responsive and competitively priced.
Constant Associates, Inc. has extensive disaster AAR expertise and has developed AARs for several types of disasters and emergencies including the Camp Fire, the LNU Lighting Complex Fire, the Glass Fire, the Woolsey Fire, and the H1N1 pandemic. Specific to the COVID-19 pandemic, Constant Associates, Inc. has developed COVID-19 AARs for over twelve clients across the state of California. Constant Associates, Inc. experience extends beyond state borders with experience developing COVID-19 AARs for governments across Arizona, Washington, and Pennsylvania.
The Purchasing Manager concurs that the recommendation to approve the Services Agreement is in compliance with Purchasing Resolution 23812.
STRATEGIC PLAN ALIGNMENT:
This item contributes to Strategic Priority No. 2 Community Well-Being and Goal 2.6 to strengthen community preparedness for emergencies to ensure effective response and recovery.
This aligns with each of the five Cross-Cutting Threads as follows:
Community Trust – Through review and assessment of actions taken during the COVID-19 pandemic, the City builds community trust through identifying and improving emergency and pandemic service response.
Equity – The review of pandemic response service levels ensures resources are distributed equitably throughout the City of Riverside and identifies growth opportunities to ensure all residents needs are addressed.
Fiscal Responsibility – The development of an COVID-19 After Action Report is in compliance with the California Emergency Management Agency (Cal EMA) and aligns with possible FEMA reimbursement opportunities.
Innovation – Through the review and development of an COVID-19 After Action Report, the City of Riverside will be better equipped to both document and develop innovative responses to emergencies and pandemics.
Sustainability & Resiliency – Analysis of actions taken during the pandemic assist the City in developing policies and procedures to ensure the City resources remain sustainable and resilient.
FISCAL IMPACT:
The total fiscal impact of this item is $134,981. Upon City Council approval, a supplemental appropriation in this amount will be recorded in the General Fund, City Manager-Administration, Professional Services Account number 1100000-421000. The funds for this action are available in the unrestricted, uncommitted General Fund balance.
Prepared by: Megan Stoye, Principal Management Analyst
Certified as to
availability of funds: Edward Enriquez, Chief Financial Officer/Treasurer Approved by: Edward Enriquez, Interim Assistant City Manager Approved as to form: Phaedra A. Norton, City Attorney
Attachment: Services Agreement
RFP No. 2022 – PSA for Constant Associates, Inc. ● Page 4