City of Sacramento
City Council - 5PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2024-00668 4/2/2024 Consent Item 9.
Disaster Debris Monitoring Services Contract
File ID: 2024-00668
Location: Citywide
Recommendation: Pass a Motion authorizing the City Manager or the City Manager’s designee to execute Supplemental Agreement No. 1 to City Agreement 2019-1081 with Tetra Tech, Inc. to provide the City of Sacramento with three (3) additional years of disaster debris planning, monitoring, consulting, and recovery services with no changes to the not-to-exceed amount, resulting in an adjusted expiration date of June 30, 2027.
Contact: Chris Thoma, Integrated Waste Planning Superintendent, (916) 808-4833, [email protected]; John Febbo, Integrated Waste General Manager, (916) 808-4949, [email protected], Recycling & Solid Waste Division, Department of Public Works Presenter: None.
Attachments:
1 - Description/Analysis
2 - Supplemental Agreement
Description/Analysis
Issue Detail: In the Fall of 2018, the Department of Public Works, Recycling & Solid Waste (RSW) Division participated in a regional Request for Proposals (RFP) seeking a consultant with experience in Disaster Debris Monitoring Services. Consultants with this expertise assist municipalities with recovering from a natural disaster, such as a flood, by establishing Temporary Debris Management Sites (TDMS’s), implementing the City’s Disaster Debris Management Plan, and performing record keeping consistent with state and federal standards so that costs incurred by the City are reimbursable in the event of a state or federally declared disaster. Supplemental Agreement No. 1 will allow RSW and the City of Sacramento to remain aligned with the County of Sacramento when responding to a natural or manmade disaster by having on-call access to the same consultants to assist City staff.
Policy Considerations: Pursuant to the City’s administrative policy for Non-Professional Services Agreements, Section 10(a), any agreement that is for $250,000 or more shall not extend beyond a total
File ID: 2024-00668 4/2/2024 Consent Item 9.
term, including extensions and renewals, of five years unless City Council approves a longer term. While the City Council previously approved the initial term of the agreement on April 23, 2019, it only authorized a term of 5 years, so City Council approval is required to extend the term of the agreement.
Economic Impacts: None.
Environmental Considerations:
California Environmental Quality Act (CEQA): No environmental review is necessary because the recommendations in this report involve administrative activity and are not considered to be a project in accordance with Section 15378(b)(2) of the CEQA Guidelines.
Sustainability: Not Applicable.
Commission/Committee Action: None.
Rationale for Recommendation: Supplemental Agreement No. 1 to City Agreement 2019-1081 with Tetra Tech, Inc. is necessary to maintain the City’s readiness in responding to a natural or manmade disaster. With the original agreement set to expire on April 29, 2024, the RSW Division contacted the County of Sacramento’s Department of Waste Management to discuss their current emergency preparedness plan in relation to the other cities within the Sacramento region. The County indicated that it was extending its contract with Tetra Tech, Inc. until the end of June 2027 due to the Contractor having been the only respondent to the regional RFP in late 2018.
By aligning the City’s emergency preparedness efforts with those of the County, the RSW Division will be able to coordinate the City’s disaster debris response with any regional level responses.
Therefore, the RSW Division recommends the approval of Supplemental Agreement No. 1 which will extend City Agreement 2019-1081 through June 30, 2027.
Financial Considerations: The original Agreement had a not-to-exceed amount for $250,000 (Fund 6007) and was funded through the City’s Recycling and Solid Waste Division. This amount was based on consultant funds needed for approximately two months of services after a large flood or disaster. At present, the not-to-exceed amount will remain unchanged for the Supplemental Agreement. In the event of a disaster requiring debris response, RSW staff anticipates an emergency item to come to the City Council requesting additional funds proportionate to the size and scope of the specific disaster.
No General Funds will be allocated to this Supplemental Agreement, but it would be called upon in the event of a large natural or manmade disaster. As previously mentioned, Tetra Tech’s services include documenting waste collection at temporary sites and other associated record keeping which will enable the City to be reimbursed when a disaster is declared at the state or federal levels.
File ID: 2024-00668 4/2/2024 Consent Item 9.
Local Business Enterprise (LBE): Tetra Tech Inc. is qualified as an LBE.
CONTRACT ROUTING SHEETContract Cover/Routing Form: Must Accompany ALL Contracts; however, it is NOT part of the contract.General Information (Required)Original Contract # (supplements only): ________ Supplement/Addendum #: ___________________Assessor’s Parcel Number(s): ________________________________________________________________Contract Effective Date: _________ Contract Expiration Date (if applicable): _________$ Amount (Not to Exceed): ______________________ Adjusted $ Amount (+/-): _____________________Other Party: ______________________________________________________________________________Project Title: _____________________________________________________________________________Project #: ____________________________________ Bid/RFQ/RFP #: ___________________________City Council Approval: if YES, Council File ID#: __________Contract Processing ContactsDepartment: ______________________________Contract Coordinator: _______________________Project Manager: _________________________________Department Review and Routing(Signature) (Date)(Signature) (Date)(Signature) (Date)(Signature) (Date)Special Instruction/Comments (i.e. recording requested, other agency signatures required, etc.)_______________________________________________________________________________________------------------FOR CLERK & IT DEPARTMENTS ONLY – DO NOT WRITE BELOW THIS LINE------------------ 2019-1081104/30/202406/30/2027250,000.00 0.00Tetra Tech, Inc.Disaster Debris Planning, Monitoring, Consulting, and Recovery ServicesRFP 09282018, County of Sacramento2024-00668Chris ThomaChristina [email protected]/12/2024 03/13/202404/14/202403/14/2024YESPublic Works
SUPPLEMENTAL CONTRACT
(Rev. 11-1-19)
Project Title and Job Number: Disaster Debris Planning, Monitoring, Consulting, & Recovery Services Date: March 12, 2024 Purchase Order #: N/A Supplemental Contract No.: 1 The City of Sacramento ("City") and Tetra Tech, Inc. ("Contractor"), as parties to that certain Non-Professional Services Agreement designated as Contract Number 2019-1081, including any and all prior supplemental contracts modifying the contract (the contract and all supplemental contracts are hereafter collectively referred to as the "Contract"), hereby supplement and modify the Contract as follows: The Scope of Services specified in Exhibit A of the Contract is amended as follows:The parties to City Agreement 2019-1081 have agreed to extend the contract’s time of performance by 3 years and 2months which results in an adjusted expiration date of June 30, 2027. This extension allows the City to align its disaster debris response with that of the County of Sacramento which has entered an additional 3-year term with the Contractor for similar services.In consideration of the additional and/or revised services described in section 1, above, the maximum not-to-exceedamount that is specified in Exhibit B of the Contract for payment of Contractor's fees and expenses, is by $0.00, and the Contract’s maximum not-to-exceed amount is amended as follows:$250,000.00 $0.00 $250,000.00 $0.00 Agreement's original not-to-exceed amount: Net change by previous supplemental contracts: Not-to-exceed amount prior to this supplemental contract: by this supplemental contract: New not-to exceed amount including all supplemental contracts: $250,000.00 3. Contractor agrees that the amount of increase or decrease in the not-to-exceed amount specified in section 2, above,shall constitute full compensation for the additional and/or revised services specified in section 1, above, and shall fullycompensate Contractor for any and all direct and indirect costs that may be incurred by Contractor in connection withsuch additional and/or revised services, including costs associated with any changes and/or delays in schedules or in thedelivery of other services by Contractor.4. Contractor warrants and represents that the person or persons executing this supplemental contract on behalf ofContractor has or have been duly authorized by Contractor to sign this supplemental contract and bind Contractor to theterms hereof.5. Except as specifically revised herein, all terms and conditions of the Contract shall remain in full force and effect, andContractor shall perform all of the services, duties, obligations, and conditions required under the Contract, assupplemented and modified by this supplemental contract.[SIGNATURES ON FOLLOWING PAGE]
SUPPLEMENTAL CONTRACT
(Rev. 11-1-19)
SUPPLEMENTAL CONTRACT
(Rev. 11-1-19)
Approval Recommended By: Approved As To Form By: Project Manager City AttorneyApproved By: Attest:____________________________________Contractor City ClerkApproved By:Ryan Moore, Assistant City ManagerCity of Sacramento
U-GL-1465-D CW (12-13)Page 1 of 2Includes copyrighted material of Insurance Services Office, Inc., with its permission.
Additional Insured – Owners, Lessees Or Contractors – Ongoing Operations – ScheduledPolicy No. Eff. Date of Pol. Exp. Date of Pol. Eff. Date of End. Producer No. Add’l. Prem Return Prem.GLO 1817406-010/01/20210/01/75272000INCLTHIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.This endorsement modifies insurance provided under the:Commercial General Liability Coverage PartSCHEDULEName of Person or Organization: Location and Description ofOngoing Operations:Additional Premium:ANY PERSON OR ORGANIZATION TO WHOMOR TO WHICH YOU ARE REQUIRED TOPROVIDE ADDITIONAL INSURED STATUSIN A WRITTEN CONTRACT OR WRITTENAGREEMENT EXECUTED PRIOR TO THELOSS, EXCEPT WHERE SUCH CONTRACTOROR AGREEMENT IS PROHIBITED BY LAW.ANY LOCATION OR PROJECT, OTHERTHAN A WRAP-UP OR OTHERCONSOLIDATED INSURANCE PROGRAMLOCATION OR PROJECT FOR WHICHINSURANCE IS OTHERWISE SEPARATELYPROVIDED TO YOU BY A WRAP-UP OROTHER CONSOLIDATED INSURANCEPRGRAM.N/A U-GL-1465-D CW (12-13)Page 2 of 2Includes copyrighted material of Insurance Services Office, Inc., with its permission.
A. Section II – Who Is An Insured is amended to include as an insured any person or organization shown in theSchedule of this endorsement, but only with respect to liability arising out of your ongoing operations performed forthat insured at or from the corresponding location designated and described in the Schedule.However, if you have entered into a construction contract with an additional insured person or organization shown inthe Schedule of this endorsement, the insurance afforded to such additional insured only applies to the extentpermitted by law.B.With respect to the insurance afforded to any additional insured shown in the Schedule of this endorsement, thefollowing additional exclusion applies:This insurance does not apply to "bodily injury" or "property damage" occurring after:1.All work, including materials, parts or equipment furnished in connection with such work, on the project (other thanservice, maintenance or repairs) to be performed by or on behalf of the additional insured(s) at the site of thecovered operations has been completed; or2.That portion of "your work" out of which the injury or damage arises has been put to its intended use by anyperson or organization other than another contractor or subcontractor engaged in performing operations for aprincipal as a part of the same project.All other terms and conditions of this policy remain unchanged.
U-GL-1466-D CW (12-13)Page 1 of 2Includes copyrighted material of Insurance Services Office, Inc., with its permission.
Additional Insured – Owners, Lessees Or Contractors – Completed Operations – ScheduledPolicy No. Eff. Date of Pol. Exp. Date of Pol. Eff. Date of End. Producer No. Add’l. Prem Return Prem.GLO 1817406-010/01/20210/01/20275272000INCLTHIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.This endorsement modifies insurance provided under the:Commercial General Liability Coverage PartSCHEDULEName of Person or Organization: Location and Description ofCompleted Operations:Additional Premium:ANY PERSON OR ORGANIZATION TO WHOMOR TO WHICH YOU ARE REQUIRED TOPROVIDE ADDITIONAL INSURED STATUSIN A WRITTEN CONTRACT OR WRITTENAGREEMENT EXECUTED PRIOR TO THELOSS, EXCEPT WHERE SUCH CONTRACTOROR AGREEMENT IS PROHIBITED BY LAW.ANY LOCATION OR PROJECT, OTHERTHAN A WRAP-UP OR OTHERCONSOLIDATED INSURANCE PROGRAMLOCATION OR PROJECT FOR WHICHINSURANCE IS OTHERWISE SEPARATELYPROVIDED TO YOU BY A WRAP-UP OROTHER CONSOLIDATED INSURANCEPRGRAM.N/A U-GL-1466-D CW (12-13)Page 2 of 2Includes copyrighted material of Insurance Services Office, Inc., with its permission.
Section II – Who Is An Insured is amended to include as an insured any person or organization shown in the Schedule of this endorsement, but only with respect to liability arising out of "your work" at or from the corresponding location designated and described in the Schedule performed for that insured and included in the "products-completed operations hazard".However, if you have entered into a construction contract with an additional insured person or organization shown in the Schedule of this endorsement, the insurance afforded to such additional insured only applies to the extent permitted by law.All other terms and conditions of this policy remain unchanged.
Policy No. Eff. Date of Pol. Exp. Date of Pol. Eff. Date of End. Producer No. Add’l. Prem Return Prem.GLO 1817406-010/01/20210/01/20275272000 INCL Other Insurance Amendment – Primary And Non-Contributory U-GL-1327-B CW (04/13)Page 1 of 1Includes copyrighted material of Insurance Services Office, Inc., with its permission.
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.Named Insured:Address (including ZIP Code):This endorsement modifies insurance provided under the:Commercial General Liability Coverage Part1.The following paragraph is added to the Other Insurance Condition of Section IV – Commercial General LiabilityConditions:This insurance is primary insurance to and will not seek contribution from any other insurance available to anadditional insured under this policy provided that:a.The additional insured is a Named Insured under such other insurance; andb.You are required by a written contract or written agreement that this insurance would be primary and would notseek contribution from any any other insurance available to the additional insured.2.The following paragraph is added to Paragraph 4.b. of the Other Insurance Condition of Section IV – CommercialGeneral Liability Conditions:This insurance is excess over:Any of the other insurance, whether primary, excess, contingent or on any other basis, available to an additionalinsured, in which the additional insured on our policy is also covered as an additional insured on another policyproviding coverage for the same "occurrence", offense, claim or "suit". This provision does not apply to any policy inwhich the additional insured is a Named Insured on such other policy and where our policy is required by writtencontract or written agreement to provide coverage to the additional insured on a primary and non-contributory basis.All other terms and conditions of this policy remain unchanged.