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1 <br /> ORD-2025-016 <br /> ORANGE COUNTY <br /> BOARD OF COMMISSIONERS <br /> ACTION AGENDA ITEM ABSTRACT <br /> Meeting Date: May 20, 2025 <br /> Action Agenda <br /> Item No. 8-k <br /> SUBJECT: Approval of Interlocal Agreement Amendment, Contract Award for <br /> Comprehensive Emergency Operations Plan Update, and Approval of Budget <br /> Amendment #9-C <br /> DEPARTMENT: Emergency Services <br /> ATTACHMENT(S): INFORMATION CONTACT: <br /> 1. Interlocal Agreement Amendment Kirby Saunders, (919) 245-6123 <br /> 2. IEM Contract Sarah Pickhardt, (919) 245-6135 <br /> 3. Year-to-Date Budget Summary <br /> PURPOSE: To approve and authorize the Manager to sign an amendment to the Interlocal <br /> Agreement and all documents necessary for the procurement of services with IEM, Incorporated <br /> for the update of the Comprehensive Emergency Operations Plan, and approve Budget <br /> Amendment #9-C. <br /> BACKGROUND: The County's Emergency Operations Plan was last fully revised in 2013. At the <br /> Business meeting on June 18, 2024, the Board of County Commissioners authorized the County <br /> Manager to enter an Interlocal Agreement with the Towns of Chapel Hill, Carrboro, and <br /> Hillsborough to contract with a vendor to develop a comprehensive, countywide Emergency <br /> Operations Plan. The County Emergency Operations Plan will serve as the as the base document <br /> with specific annexes for each of the municipal Emergency Operations Plans. <br /> A Request for Proposals was issued in September 2024 and a committee comprised of <br /> representatives from Orange County and the Towns of Chapel Hill, Carrboro, and Hillsborough <br /> selected IEM, Inc.'s proposal. The proposal provides for a comprehensive update to the County <br /> Emergency Operations Plan with specific annexes for each of the municipal Emergency <br /> Operations Plans. This planning process and the completed plan update will standardize <br /> approaches to coordinating during a disaster and provide for increased interoperability and <br /> resource sharing. <br /> This amendment to Interlocal Agreement revises the total costs of the project from the budgeted <br /> amount of $180,000 to the contracted amount of $169,766. It also specifies terms of payment <br /> between the County and the Towns of Chapel Hill, Carrboro, and Hillsborough. <br /> FINANCIAL IMPACT: The total cost of the Plan update will be $169,766. This is $10,234 below <br /> the initially budgeted amount of $180,000. Orange County will be responsible for 50% of the <br /> Emergency Operations Plan update, not to exceed $84,884. The Orange County portion of this <br />