Placement: Consent Agenda
Action Requested: Motion / Vote
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Award Contract #20220049 for the Continuity of Operations / Continuity of Government ( COOP/COG ) Plan.
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Submitted By: India Barr, Procurement Agent I, Procurement Management Department (PMD).
Summary Brief ( Agreements/Contracts )
1. Prepared by: India Barr, Procurement Agent I (PMD).
2. Parties: City of Port St. Lucie and The Olson Group, LTD
3. Purpose: Creation of a Continuity of Operations / Continuity of Government Plan to ensure the City of Port Saint Lucie Government can perform its mission essential functions regardless of the level of emergency the City incurs.
4. New/Renewal/Modified: New.
5. Duration: 18 months with no option to renew.
6. Benefits to the City: Assuring the City continues its mission, essential work functions and governance during times of disaster.
7. Cost to the City of Port St. Lucie: One time expenditure of $79,000.00.
Presentation Information: N/A
Staff Recommendation: Move that the Council award Contract #20220049 and enter into a unit price contract with The Olson Group, LTD for the (COOP/COG) Plan.
Alternate Recommendation:
1. Move that the Council approve the recommendation and award Contract #20220049.
2. Move that the Council not approve Contract #20220049 and provide staff with direction.
Background:
The City of Port St. Lucie employs over 1,200 personnel in various fields including attorneys, police, public works, finance and numerous other professions. It became apparent during the COVID-19 pandemic of the City’s need to have an up to date Continuity of Operations / Continuity of Government (COOP/ COG) Plan. At various times throughout the pandemic, the City had up to 20% of its workforce unable to work due to COVID-19. If the City incurs another major wave of COVID-19 infections or any other major medical disaster, leaving a greater number of employees unable to work, the City will have to implement COOP related measures to deliver essential service to its citizens. This COOP/COG will assure the City can provide essential services and governance to its citizens during any large scale disaster.
An E-Bid was issued on April 30,2022 to 1,183 potential suppliers, there were 17 plan holders with 7 proposals being received by June 7 ,2022.
Issues/Analysis: Staff has reviewed the proposals and finds The Olson Group LTD provides the lowest responsive bid. This project is funded by the American Rescue Plan (ARPA) therefore the award must be made to the lowest responsive bidder.
Financial Information: Funds are appropriated in the Emergency Management General Fund / Emergency Operations / COOP / COP Plan (#001-2500-548000-22EM001P-MISC-ARPA-1.8 HEALTH).
Special Consideration: The ARPA funds are budgeted at $75,000. The additional $4,000 will be transferred from the ARPA Vaccine Pods budget.
Location of Project: N/A.
Attachments:
1. E-Bid Tabulation Report.
2. Signed Contract
3. Notice of Intent to Award
4. Recommended Proposal - Contractor Bid Documents
5. E-Bid Document
NOTE: All of the listed items in the “Attachment” section above are in the custody of the City Clerk. Any item(s) not provided in City Council packets are available upon request from the City Clerk.
Internal Reference Number: 8290
Legal Sufficiency Review:
Reviewed by Camille Wallace, Deputy City Attorney. Approved as to Legal form and sufficiency by James D. Stokes, City Attorney.