HomeMy WebLinkAbout2001-03-13; City Council; 16108; Agreement With Emergency Planning Consultants. .
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CITY OF CARLSBAD -AGENDA BILL
AB# + TITLE:
APPROVAL OF AMENDMENT NO. 1 TO MTG. 3/l 3101 AGREEMENT WITH EMERGENCY
DEPT. Fire PLANNING CONSULTANTS CITY MGR w-
RECOMMENDED ACTION:
Adopt Resolution No. &!I%/ -778 approving Amendment No. 1 to the Agreement with
Emergency Planning Consultants.
ITEM EXPLANATION:
On September 26, 2000, Council awarded a contract with Emergency Planning Consultants
to revise the City’s Emergency Management Program. Revising the City’s Emergency
Management Program is needed to better prepare the City for disasters and to place the City
in a position to be considered as a “Project Impact Community”, per the guidelines of the
Federal Emergency Management Agency (FEMA). Being acknowledged as a “Project
Impact Community” will benefit the City of Carlsbad in three ways:
1. Eligibility for federal assistance to improve the emergency preparedness program.
2. Greater opportunity to receive federal hazard mitigation funds.
3. Greater assurance of federal reimbursements for declared disasters.
The Carlsbad Emergency Management Administrative Team (CEMAT) is the group that is
responsible for revising and implementing the Emergency Management Program. During the
revising process, CEMAT has identified additional services that are needed to ensure the
program reflect the best practices to withstand the impact of a catastrophic disaster. These
services include conducting Standardized Emergency Management System (SEMS) training
to applicable city employees, and updating the Standard Operating Procedures (SOP) for
each department.
SEMS was created to assure that resources are shared by government agencies during
major emergencies and disasters. The State Office of Emergency Services developed a
SEMS training curriculum, in which local government agencies are required by state law to
meet the minimum training standards. SOP’s are procedures that will support each
department’s responsibilities for carrying out specific actions during an emergency and/or
disaster.
CEMAT has asked Emergency Planning Consultants (EPC) to perform these services
because of their experience in conducting SEMS training and familiarity with the City’s
Emergency Management Plan. Additional funds are required ($17,800) for these services,
and it is anticipated that the SEMS training and updating the SOP will be completed by June
30, 2001.
This project will address the Council Strategic and Operational Goals as described below.
Goal A: “Ensure the effective and efficient delivery of top-quality services to our
Community.”
PAGE 2 OF AGENDA BILL NO. m
Goal A2: “Provide timely responses that results in high customer satisfaction.”
This project is also identified as a goal for CEMAT. This specific Goal is described as
follows:
“Update and/or revise the Emergency Management Program to reflect best practices
that would withstand the impact of a catastrophic disaster.”
FISCAL IMPACT:
With the approval of the amendment, the total cost of the agreement will be $62,800. These
funds were previously appropriated in the General Fund and sufficient funds are available for
this project.
EXHIBITS:
1. Resolution No. goal -78 approving Amendment No. 1 to the Agreement
with Emergency Planning Consultants.
2. Amendment No. 1 to Agreement with Emergency Planning Consultants.
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EXHIBIT 1
RESOLUTION NO. 2001-78
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD
I CALIFORNIA, APPROVING AMENDMENT NO. 1 TO THE AGREEMENT
WITH EMERGENCY PLANNING CONSULTANTS
I WHEREAS, on September 26, 2000, the City Council awarded a contract with
Emergency Planning Consultants to update and revise the City’s Emergency Management
’ Program; and
WHEREAS, City staff has identified additional services are needed to ensure the
Program reflect the best practices to withstand the impact of a catastrophic disaster; and
WHEREAS, City staff has requested Emergency Planning Consultants to perform the
additional services for $17,800; and
WHEREAS, there are sufficient funds available in the Fiscal Year 2000-01 General Fund
budget to cover the total cost of services.
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Carlsbad as
follows:
1. That the above recitations are true and correct.
2. That Amendment No. 1 to the Agreement with Emergency Planning Consultants
attached hereto as Exhibit 2 is hereby approved.
3. That the Mayor of the City of Carlsbad is hereby authorized and directed to sign
Amendment No. 1 to the Agreement with Emergency Planning Consultants on behalf
of the City of Carlsbad.
PASSED, APPROVED AND ADOPTED at a regular meeting of the Carlsbad City
Council held on the 13th day Of March , 2001, by the following vote, to wit:
AYES: Council Members Lewis, Finnila, and Hall.
ers Kulchin and Nygaard.
ATTEST:
(SEAL)
AMENDMENT NO. 1 TO AGREEMENT
(Emergency Planning Consultants)
This Amendment is entered into and effective as of the 19th day of
March * 2001, amending the agreement dated September 27,200O by and between
the City of Carlsbad, a municipal corporation, hereinafter referred to as “City”, and
EMERGENCY PLANNING CONSULTANTS, a sole proprietor, hereinafter referred to as,
“Contractor.”
RECITALS
WHEREAS, the initial agreement, dated September 27, 2000 identified a scope
of work to provide the necessary consultant services for updating and revising the City’s
Emergency Management Program to reflect the best practices for withstanding the impact of a
catastrophic disaster; and
WHEREAS, the parties to this aforementioned agreement desire to alter the
scope of work as follows: conduct Standardized Emergency Management System (SEMS)
training to applicable city employees and update and finalize the Standard Operating Procedures
(SOP) for each department of the City; and
WHEREAS, a supplemental scope of work and fee schedule have been
negotiated and agreed to between the parties hereto, and as shown on Exhibit “A” Scope of
Services and Fee;
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, City and Contractor hereby agree as follows:
1. Contractor shall prdvide services as outlined on the attached Exhibit “A”.
2. City shall pay Contractor for all work associated with Paragraph 1 above, on a
time and materials basis not-to-exceed $17,800. Contractor shall provide City on a monthly
basis, copies of invoices sufficiently detailed to include hours performed, hourly rates, and
related activities and costs for approval by City.
3. Contractor shall complete all work outlined on the attached Exhibit “A” by
June 30,200l.
4. All other provisions of the aforementioned agreement entered into on
September 27,2000, by and between City and Contractor shall remain in full force and effect.
5. All requisite insurance policies to be maintained by the Contractor shall
include coverage for the amended assignment and scope of work.
Acknowledged and Accepted:
CONTRACTOR:
Emeruencv Plannina Consultants
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(print name/title) I
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ATTEST:
w City Clerk
March 19, 2001
DATE
(Proper notarial acknowledgment of execution by Contractor must be attached.
Chairman, president or vice-president and secretary, assistant secretary, CFO or assistant treasurer
must sign for corporations. Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation.)
APPROVED AS TO FORM:
RONALD R. BALL, City Attorney
BY: M /( m&
Deputy City Attorney
2/2/98
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State of California
county of San Diego J -
On .I before me, 8 Pi& L!hIhL-/v )
(NOTARY) / personally appeared / SIGNER(S)
h-7 - OR- wproved to me on the basis of satisfactory
evidence to be the person&whose namers)
is/&qsubscrihed to the within instrument and
acknowledged to me that &.khe/th&y executed
the same in hk./her/th& authorized
capacity(ies), and that by h’irS_/her/th&r
signature@$ on the instrument the person(s),
or the entity upon behalf of which the
person(s) acted, executed the instrument.
WlTNESS my hand and official seal.
OPTXONAL INFORMATION
The information below is not required by law. However, it cpuld prevent fraudulent attachment of this acknowl-
edgment to an unauthorized document.
CAPACITY CLAIMED BY SIGNER (PRINCIPAL) DESCRIPTION OF ATTACHED DOCUMENT
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INDIVIDUAL
CORPORATE OFFICER
TITLE OR TYPE ‘OF DOCu&NT TlTL!Z(S)
PARTNER(S)
ATTORNEY-M-FACT
TRUSTEE(S)
GUARDIAN/CONSERVATOR
OTHER:
NUMBER OF PAGES
DATE OF DOCUMENT
SIGNER IS REPRESENTING:
NAME OF PERSON!Sj OR EXTlTWESj
OTHER
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APA l/94 VALLEY-SIERRA, 800-362-3369
ALL-PURPOSE ACKNOWLEDGMENT
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EXHIBIT “A”
February 1,200l
emergency
planning
consultants -~~
CarolynJ. Hardman
President
3174 East Fox Run Way
San Diego, CA 92111
Phone (619) 576-8464
Fax (619) 874-3131
I look forward to continuing a relationship with the City of Carlsbad in optimizing its Emergency
Management Program. Please contact me at (619) 576-8464 should you have any questions.
Michael E. Smith
Fire Marshal
City of Carlsbad
1635 Faraday Avenue
Carlsbad, CA 92008
This letter is in response to a recent request by the Carlsbad Emergency Management
Administrative Team (CEMAT) for Emergency Planning Consultants to perform services not identified in the present contract. The services are associated with the implementation
of the City of Carlsbad Emergency Management Program FY 2001 Performance Plan. The requested services are identified below:
Task #l Conduct recommended SEMS trainings to EOC, DOC, field staff
and City Council members. Optimal class will be no greater than 25
participants.
SEMS EOC Course - Deliver four one-day courses to approximately
EOUDQC staff.
SEMS Field Orientation/Basic ICS - Deliver eight one-day courses to
field response staff.
SEMS Executive Course - Deliver one-hour course to City Council and other non-EOC decision makers.
Timeline 60 days (Completed Fourth Quarter FY 2001)
cost $10,000
Task #2 Facilitate update and tinalization of existing departmental SOPS. Conduct workshops for department representatives who have been
charged with responsibilities for updating departmental SOPS. Workshops will focus on formatting and content of SOPS. Facilitate
update and tinalization of SOPS with assistance from CEMAT liaison.
Participate in one-on-one meetings with department representatives.
Timeline 180 days (Completed Fourth Quarter FY 200 1)
cost $7,800
hazard analysis,
and training Carolyn J. Harshman
within the Emergency Planning Consultants
public sector,
business, and
cc: Scott Carroll, Public Works
industry