HomeMy WebLinkAbout2001-12-04; City Council; 16451; Emergency Preparedness Services Agreement3
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AB# 16, q51
MTG. 12/4/01
DEPT. Fire
CITY OF CARLSBAD - AGENDA BILL r3-
TITLE: DEPT. HDiSV
RATIFICATION OF AGREEMENT FOR EMERGENCY
PREPAREDNESSSERVICES CITY All-Y. @!?
CITY MGR a-
RECOMMENDED ACTION:
Adopt Resolution No. m -357 approving Ratification of Agreement for Emergency
Preparedness Services.
ITEM EXPLANATION:
Last year, the City executed a contract with Emergency Planning Consultants (EPC) to
revise Carlsbad’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. CEMAT
believes it is in the City’s best interest to become a “Project Impact Community.” During the
term of the contract, CEMAT and EPC have been working diligently to become a Project
Impact Community. As to date, the following tasks have been completed:
l Conducted a Hazard Analysis that identifies hazards, the likelihood of their
occurrence and the potential impacts it has on citizens, property, the environment and
the City’s functions and services.
l Prepared Volume I to the Emergency Operations Plan (EOP) that contains
standardized emergency planning principles.
l Began updating the Standard Operating Procedures for each department to support
the EOP.
l Conducted Standardized Emergency Management System (SE/W] training classes
to applicable city employees.
l CEMAT members completed the FEMA Professional Development course,
“Introduction to Emergency Management.”
As CEMAT was working towards its goal to become a Project Impact Community, the tragic
events that occurred on September 11,200l changed everything. Due to the recent events,
CEMAT decided to alter its focus and concentrate on developing a plan that identifies interim
and long-term mitigation activities relating to terrorism and national security. EPC will assist
CEMAT in identifying these mitigation activities.
In addition, EPC will assist CEMAT in developing a program that provides information to all
city employees about their roles and responsibilities during natural or man-caused
emergencies. The outcome of the new goal will be an internal and external community that
is more aware of their roles and responsibilities during an emergency. EPC will assist
PAGE 2 OF AGENDA BILL NO. lb,451
CEMAT in performing the following tasks:
Prepare Volume II of the Emergency Operations Plan.
Complete the Standard Operating Procedures for each department.
Prepare a Hazard Mitigation Plan for Terrorism and National Security.
Conduct training programs
Develop a public information program for emergency and/or disaster information.
Build a Public/Private Partnership that involves outside entities in the City’s
Emergency Management Program.
Develop a program analysis for a Community Emergency Response Team (CERT)
program.
Facilitate tabletop and field training exercises.
Due to the time sensitivity to complete all of the tasks mentioned above by June 30, 2002,
staff authorized the contractor to commence work without the benefit of an agreement. The
services performed by the Contractor in advance of the execution of this agreement needs to
be ratified by approving the attached resolution. The total cost for this project will be
$77,900.
FISCAL IMPACT:
The term of the agreement is for one year and will cost $77,900. These funds were
previously appropriated in the General Fund and sufficient funds are available for this project.
EXHIBITS:
1. Resolution No. mi - 5 7 approving Ratification of Agreement for
Emergency Preparedness Services.
2. Professional Services Agreement.
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EXHIBIT 1
RESOLUTION NO. 2001-357
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CALIFORNIA, APPROVING RATIFICATION OF
AGREEMENT FOR EMERGENCY PREPAREDNESS SERVICES
I WHEREAS, the City of Carlsbad, California, has determined the need to update and
revise its Emergency Management Program; and
WHEREAS, the Program will provide vital information to all city employees about their
roles and responsibilities during natural or man-caused emergencies; and
WHEREAS, Emergency Planning Consultants has the qualifications and knowledge to
assist the City in updating and revising the Emergency Management Program; and
WHEREAS, City staff has negotiated with the President of Emergency Planning
Consultants a one year contract to assist staff in updating and revising the Emergency
Management Program for $77,900; and
WHEREAS, there are sufficient funds available in the Fiscal Year 2001-02 General Fund
budget to cover the total cost of services; and
WHEREAS, the City authorized Emergency Planning Consultants to commence work
without the benefit of an agreement; and
WHEREAS, the parties desire to ratify the work performed by Emergency Planning
Consultants without the benefit of an agreement.
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 the Ratification of Agreement between the City of Carlsbad and Emergency
Planning Consultants attached hereto as Exhibit 2 is hereby approved.
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3. That the Mayor of the City of Carlsbad is hereby authorized and directed to sign tl
Ratification of Agreement on behalf of the City of Carlsbad.
~ PASSED, APPROVED AND ADOPTED at a regular meeting of the Carlsbad Ci
Council held on the 4th dayof DECEMBER ,2001, by the following vote, to wit:
Nygaard, Hall
Al-TEST:
tant City Clerk
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(SEAL)
Y
RATIFICATION OF AGREEMENT FOR EMERGENCY PREPAREDNESS SERVICES
(Emergency Planning Consultants)
THIS AGREEMENT is made and entered into as of the @-’ day of December,
2001, but is effective as of the 7” day of October, 2001, by and between the CITY OF
CARLSBAD, a municipal corporation, (“City”), and EMERGENCY PLANNING
CONSULTANTS, a sole proprietor, (“Contractor”).
RECITALS
A. City requires the professional services of an emergency planning
contractor that is experienced in updating and revising emergency management
programs to reflect the best practices for withstanding the impact of a catastrophic
disaster.
B. Contractor possesses the necessary skills and qualifications to provide the
services required by the City.
C. Selection of Contractor is expected to achieve the desired results in an
expedited fashion.
D. Contractor has submitted a proposal to City and has affirmed its
willingness and ability to perform such work.
E. Contractor has commenced work on the services required by the City
without the benefit of an agreement.
F. The parties desire to ratify the work performed by Contractor without the
benefit of an agreement.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, City and Contractor agree as follows:
1. SCOPE OF WORK
City retains Contractor to perform, and Contractor agrees to render, those services (the
“Services”) that are defined in attached Exhibit “A”, which is incorporated by this
reference in accordance with this Agreement’s terms and conditions. If time permitted
and after receiving authorization from the City to proceed, Contractor agrees to render
additional services that are defined in Attached Exhibit “B”, which is incorporated by this
reference in accordance with this Agreement’s terms and conditions. Any services
performed by Contractor in advance of the execution of this agreement are ratified.
2. STANDARD OF PERFORMANCE
While performing the Services, Contractor will exercise the reasonable professional
care and skill customarily exercised by reputable members of Contractors profession
practicing in the Metropolitan Southern California Area, and will use reasonable
diligence and best judgment while exercising its professional skill and expertise.
3. TERM The term of this Agreement will be effective for a period of one year from the effective
date above. The City Manager may amend the Agreement to extend it for one additional
one-year period or parts thereof in an amount not to exceed $60,000. Extensions will be
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based upon a satisfactory review of Contractor’s performance, City needs, and
appropriation of funds by the City Council. The parties will prepare a written amendment
indicating the effective date and length of the extended Agreement.
4. TIME IS OF THE ESSENCE
Time is of the essence for each and every provision of this Agreement.
5. COMPENSATION
The total fee payable for the Services to be performed, as described in Exhibit “A”,
during the initial Agreement term will be Fifty Eight Thousand Four Hundred dollars
($58,400). The total fee payable for the Services to be performed, as described in
Exhibit “B” during the initial Agreement term will be Nineteen Thousand Five Hundred
dollars ($19,500). No other compensation for the Services will be allowed except for
items covered by subsequent amendments to this Agreement. The City reserves the
right to withhold a ten percent (10%) retention until City has accepted the work and/or
Services specified in Exhibit “A”.
6. STATUS OF CONTRACTOR
Contractor will perform the Services in Contractor’s own way as an independent
contractor and in pursuit of Contractor’s independent calling, and not as an employee of
City. Contractor will be under control of City only as to the result to be accomplished,
but will consult with City as necessary. The persons used by Contractor to provide
services under this Agreement will not be considered employees of City for any
purposes.
The payment made to Contractor pursuant to the Agreement will be the full and complete compensation to which Contractor is entitled. City will not make any federal or
state tax withholdings on behalf of Contractor or its agents, employees or
subcontractors. City will not be required to pay any workers’ compensation insurance or
unemployment contributions on behalf of Contractor or its employees or subcontractors.
Contractor agrees to indemnify City within thirty (30) days for any tax, retirement
contribution, social security, overtime payment, unemployment payment or workers’
compensation payment which City may be required to make on behalf of Contractor or
any agent, employee, or subcontractor of Contractor for work done under this
Agreement. At the City’s election, City may deduct the indemnification amount from any
balance owing to Contractor.
7. SUBCONTRACTING
Contractor will not subcontract any portion of the Services without prior written approval
of City. If Contractor subcontracts any of the Services, Contractor will be fully
responsible to City for the acts and omissions of Contractor’s subcontractor and of the
persons either directly or indirectly employed by the subcontractor, as Contractor is for
the acts and omissions of persons directly employed by Contractor. Nothing contained
in this Agreement will create any contractual relationship between any subcontractor of
Contractor and City. Contractor will be responsible for payment of subcontractors.
Contractor will bind every subcontractor and every subcontractor of a subcontractor by
the terms of this Agreement applicable to Contractor’s work unless specifically noted to
the contrary in the subcontract and approved in writing by City.
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& OTHER CONTRACTORS
The City reserves the right to employ other Contractors in connection with the Services.
9. INDEMNlFlCATldN
Except as to the sole negligence or willful misconduct of City, Contractor will defend,
indemnify and hold City, its officers, agents and employees, harmless from any and all
loss, damage, claims, demands, liability, expense or cost, including attorney’s fees,
which arises out of, or is in any way connected with the performance of, the Services by
Contractor or any of Contractor’s employees, agents or subcontractors, notwithstanding
that City may have benefited from their services.
The parties expressly agree that any payment, attorney’s fee, costs or expense City
incurs or makes to or on behalf of. an injured employee under the City’s self-
administered workers’ compensation is included as a loss, expense or cost for the
purposes of this section, and that this section will survive the expiration or early termination of the Agreement.
10. INSURANCE
Contractor will obtain and maintain for the duration of the Agreement and any and all
amendments, insurance against claims for injuries to persons or damage to property
which may arise out of or in connection with performance of the services by ‘Contractor
or Contractor’s agents, representatives, employees or subcontractors. The insurance
will be obtained from an insurance carrier admitted and authorized to do business in the
State of California. The insurance carrier is required to have a current Best’s Key Rating
of not less than “A-:V”.
IO. 1 Coveraaes and Limits.
Contractor will maintain the types of coverages and minimum limits indicated below,
unless City Attorney or City Manager approves a lower amount. These minimum
amounts of coverage will not constitute any limitations or cap on Contractor’s
indemnification obligations under this Agreement. City, its officers, agents and
employees make no representation that the limits of the insurance specified to be
carried by Contractor pursuant to this Agreement are adequate to protect Contractor. If
Contractor believes that any required insurance coverage is inadequate, Contractor will
obtain such additional insurance coverage, as Contractor deems adequate, at
Contractor’s sole expense.
10.1 .l Commercial General Liabilitv Insurance. $1 ,OOO,OOO combined single-limit per occurrence for bodily injury, personal injury and property damage. If the
submitted policies contain aggregate limits, general aggregate limits will apply
separately to the work under this Agreement or the general aggregate will be twice the required per occurrence limit.
10.1.2 Automobile Liability (if the use of an automobile is involved for
Contractor’s work for City). $1 ,OOO,OOO combined single-limit per accident for bodily
injury and property damage.
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10.2. Additional Provisions. Contractor will ensure’ that the policies of insurance
required under this Agreement contain, or are endorsed to contain, the following provisions:
10.2.1
Liability.
The City will be named as an additional insured on General
10.2.2 Contractor will obtain occurrence coverage, excluding Professional
Liability, which will be written as claims-made coverage.
10.2.3 This insurance will be in force during the life of the Agreement and
any extensions of it and.will not be canceled without thirty (30) days prior written notice
to City sent by certified mail pursuant to the Notice provisions of this Agreement.
10.3 Providina Certificates of Insurance and Endorsements. Prior to City’s execution
of this Agreement, Contractor will furnish certificates of insurance and endorsements to
City.
10.4 Failure to Maintain Coveraae. If Contractor fails to maintain any of these
insurance coverages, then City will have the option to declare Contractor in breach, or
may purchase replacement insurance or pay the premiums that are due on existing
policies in order to maintain the required coverages. Contractor is responsible for any
payments .made by City to obtain or maintain insurance and City may collect these
payments from Contractor or deduct the amount paid from any sums due Contractor
under this Agreement.
10.5 Submission of Insurance Policies. City reserves the right to require, *at anytime,
complete and certified copies of any or all required insurance policies and
endorsements.
11. BUSINESS LICENSE
Contractor will obtain and maintain a City of Carlsbad Business License for the term of
the Agreement, as may be amended from time-to-time.
12. ACCOUNTING RECORDS
Contractor will maintain complete and accurate records with respect to costs incurred
under this Agreement. All records will be clearly identifiable. Contractor will allow a
representative of City during normal business hours to examine, audit, and make
transcripts or copies of records and any other documents created pursuant to this
Agreement. Contractor will allow inspection of all work, data, documents, proceedings,
and activities related to the Agreement for a period of three (3) years from the date of
final payment under this Agreement.
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13. OWNERSHIP OF DOCUMENTS
All work product produced by Contractor or its agents, employees, and subcontractors
pursuant to this Agreement is the property of City. In the event this Agreement is
terminated, all work product produced by Contractor or its agents, employees and
subcontractors pursuant to this Agreement will be delivered at once to City. Contractor
will have the right to make one (1) copy of the work product for Contractor’s records.
14. COPYRIGHTS
Contractor agrees that all copyrights that arise from the services will be vested in City
and Contractor relinquishes all claims to the copyrights in favor of City.
15. NOTICES
The name of the persons who are authorized to give written notices or to receive written
notice on behalf of City and on behalf of Contractor under this Agreement.
For Citv: For Contractor:
Title Fire Marshall
Department Fire
City of Carlsbad
Address 1635 Faradav Avenue
Carlsbad, CA 92008
Phone No. 760.602.4661
Name Carolvn Harshman
Title President
Address 3174 East Fox Run Wav
San Dieao, CA 92111
Phone No. 858.576.8464
Each party will notify the other immediately of any changes of address that would
require any notice or delivery to be directed to another address.
16. CONFLICT OF INTEREST
City will evaluate Contractor’s duties pursuant to this Agreement to determine whether disclosure under the Political Reform Act and City’s Conflict of Interest Code is required
of Contractor or any of Contractor’s employees, agents, or subcontractors. Should it be
determined that disclosure is required, Contractor or Contractor’s affected employees,
agents, or subcontractors will complete and file with the City Clerk those schedules specified by City and contained in the Statement of Economic Interests Form 700.
Contractor, for Contractor and on behalf of Contractor’s agents, employees,
subcontractors and consultants warrants that by execution of this Agreement, that they
have no interest, present or contemplated, in the projects affected by this Agreement.
Contractor further warrants that neither Contractor, nor Contractor’s agents, employees,
subcontractors and consultants have any ancillary real property, business interests or
income that will be affected by this Agreement or, alternatively, that Contractor will file
with the City an affidavit disclosing this interest.
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17. GENERAL COMPLLANCE WLTH LAWS
Contractor will keep fully informed of federal, state and local laws and ordinances and
regulations which in any manner affect those employed by Contractor, or in any way
affect the performance of the Services by Contractor. Contractor will’at all times observe
and comply with these laws, ordinances, and regulations and will be responsible for the
compliance of Contractor’s services with all applicable laws, ordinances and regulations.
Contractor will be aware of the requirements of the Immigration Reform and Control Act
of 1986 and will comply with those requirements, including, but not limited to, verifying
the eligibility for employment of all agents, employees, subcontractors and consultants
that the services required by this Agreement.
18. DISCRIMINATION AND HARASSMENT PROHIBITED
Contractor will comply with all applicable local, state and federal laws and regulations
prohibiting discrimination and harassment.
19. DISPUTE RESOLUTION
If a dispute should arise regarding the performance of the Services the following
procedure will be used to resolve any questions of fact or interpretation not otherwise
settled by agreement between the parties. Representatives of Contractor or City will
reduce such questions, and their respective views, to writing. A copy of such
documented dispute will be forwarded to both parties involved along with recommended
methods of resolution, which would be of benefit to both parties. The representative
receiving the letter will reply to the letter along with a recommended method of
resolution within ten (10) business days. If the resolution thus obtained is unsatisfactory
to the aggrieved party, a letter outlining the disputes will be forwarded to the City
Manager. The City Manager will consider the facts and solutions recommended by each
party and may then opt to direct a solution to the problem. In such cases, the action of
the City Manager will be binding upon the parties involved, although nothing in this
procedure will prohibit the parties from seeking remedies available to them at law.
20. TERMINATION
In the event of the Contractor’s failure to prosecute, deliver, or perform the Services,
City may terminate this Agreement for nonperformance by notifying Contractor by
certified mail of the termination. If City decides to abandon or indefinitely postpone the
work or services contemplated by this Agreement, City may terminate this Agreement
upon written notice to Contractor. Upon notification of termination, Contractor has five
(5) business days to deliver any documents owned by City and all work in progress to City address contained in this Agreement. City will make a determination of fact based
upon the work product delivered to City and of the percentage of work that Contractor
has performed which is usable and of worth to City in having the Agreement completed. Based upon that finding City will determine the final payment of the Agreement.
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Either party upon tendering thirty (30) days written notice to the other party may
terminate this Agreement. In this event and upon request of City, Contractor will
assemble the work product and put it inorder for proper filing and closing and deliver it
to City. Contractor will be paid for work performed to the termination date; however, the
total will not exceed the lump sum fee payable under this Agreement. City will make the
final determination as to the portions of tasks completed and the compensation to be
made.
21. COVENANTS AGAINST CONTINGENT FEES
Contractor warrants that Contractor has not employed or retained any company or
person, other than a bona fide employee working for Contractor, to solicit or secure this Agreement, and that Contractor has not paid or agreed to pay any company or person,
other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift,
or any other consideration contingent upon, or resulting from, the award or making of
this Agreement. For breach or violation of this warranty, City will have the right to annul
this Agreement without liability, or, in its discretion, to deduct from the Agreement price
or consideration, or otherwise recover, the full amount of the fee, commission,
percentage, brokerage fees, gift, or contingent fee.
22. CLAIMS AND LAWSUITS
By signing this Agreement, Contractor agrees that any Agreement claim submitted to
City must be asserted as part of the Agreement process as set forth in this Agreement and not in anticipation of litigation or in conjunction with litigation. Contractor
acknowledges that if a false claim is submitted to City, it may be considered fraud and
Contractor may be subject to criminal prosecution. Contractor acknowledges that
California Government Code sections 12650 et sea., the False Claims Act applies to
this Agreement and, provides for civil penalties where a person knowingly submits a
false claim to a public entity. These provisions include false claims made with deliberate
ignorance of the false information or in reckless disregard of the truth or falsity of
information. If City seeks to recover penalties pursuant to the False Claims Act, it is
entitled to recover its litigation costs, including attorney’s fees. Contractor acknowledges
that the filing of a false claim may subject Contractor to an administrative debarment
proceeding as the result of which Contractor may be prevented to act as a Contractor
on any public work or improvement for a period of up to five (5) years. Contractor
acknowledges debarment by another jurisdiction is grounds for City to terminate this
Agreement.
23. JURISDICTIONS AND VENUE
Any action at law or in equity brought by either of the parties for the purpose of
enforcing a right or rights provided for by this Agreement will be tried in a court of
competent jurisdiction in the County of San Diego, State of California, and the parties
waive all provisions of law providing for a change of venue in these proceedings to any
other county.
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24. SUCCESSORS AND ASSIGNS
It is mutually understood and agreed that this Agreement will be binding upon City and
Contractor and their respective successors. Neither this Agreement or any part of it nor
any monies due or to become due under it may be assigned by Contractor without the
prior consent of City, which shall not be unreasonably withheld. .
25. ENTIRE AGREEMENT
This Agreement, together with any other written document referred to or contemplated
by it, along with the purchase order for this Agreement and its provisions, embody the
entire Agreement and understanding between the parties relating to the subject matter
of it. In case of conflict, the terms of the Agreement supersede the purchase order.
Neither this Agreement nor any of its provisions may be amended, modified, waived or
discharged except in a writing signed by both parties.
26. AUTHORITY
’ The individuals executing this Agreement and the instruments referenced in it on behalf
of Contractor each represent and warrant that they have the legal power, right and
actual authority to bind Contractor to the terms
EMERGENCY PLANNING
CONSULTANTS
(signtiM V ~V5i$l&~ge’GXtay’or ,. cb%lJ 5; LLhahwti ,he;;J-
(print name/title) ATTEST:
City Clerk
KAREN R. KUNDTZ, Assistant City Clerk
APPROVED AS TO FORM:
RONALD R. BALL, City Attorney
By:
Deputy City Attorney
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EXHIBIT “A”
SCOPE OF SERVICES AND FEE
Task #l Volume II Emergency Operations Plan
Direct the preparation of Volume II to the Emergency Operations Plan with
assistance from CEMAT. Volume II contains the supporting documents
required of the Emergency Operations Plan. Contractor will provide
samples of content and format to CEMAT, as well as provide technical
assistance on required supporting documents.
CEMAT will maintain lead responsibility for document preparation
including glossary, legal documents (local emergency proclamation,
emergency organization ordinance, mutual aid agreements, curfew
ordinance, etc.), public information documents, EOC setup and callback
procedures, management policies (reporting to work policy, etc.),
operations procedures (alerting & warning, care and shelter, post-
earthquake building permits, potable water procedures, etc.), planning
forms (sample action and after-action plans), logistics procedures (animal
care, feeding operations, utilization of volunteers, etc), finance and
accounting procedures (disaster accounting system),, SEMS law and
regulations, EOC/DOC contact lists, EOWDOC forms.
Timeline: 90 days
cost: Not to exceed $9,600 (120 hours at $80 per hour).
The cost estimate is based on the following distribution of
labor: 75% Contractor; 25% CEMAT.
Task #2 Standard Operating Procedures
Prepare departmental procedures to support the Emergency Operations
Plan for departments not included in the FY 2001 update.
Timeline: 90 days
cost: Not to exceed $6,400 (80 hours at $80 per hour).
The cost estimate is based on the following distribution of
labor: 75% Contractor; 25% CEMAT.
Task #3 Hazard Mitigatian Plan for Terrorism and National Security
Prepare Hazard Mitigation Plan through an interactive method of data
gathering and brainstorming sessions with specified departments and
community representatives. The Hazard Mitigation Plan identifies interim
and long-term mitigation activities that eliminate hazards or reduce the
impact of those hazards that cannot be eliminated. Also included is a
long-term plan that specifies a strategy for accomplishing the goals
identified in the Hazard Mitigation Plan.
Contractor will direct and manage the hazard mitigation process including
creation and training of a new Emergency Management Committee,
facilitation of hazard mitigation workshops, advisory role to CEMAT hazard
mitigation liaisons, technical expertise on hazard mitigation techniques
and funding alternatives. Also, assist City GIS Specialist with mapping
and data collection associated with FEMA HAZUS software. HAZUS
products will be used in the Hazard Mitigation Plan as well as updates to
the City’s Hazard Analysis.
CEMAT members will serve as liaisons for identified hazards relating to
terrorism and national security. The liaisons will represent the City in
providing information, documents, and recommendations to the Contractor
concerning their assigned hazards. The liaisons will be responsible for
arrangements required for workshops and other meetings with the
Emergency Management Committee and for maintaining communications
with the various members.
Due to recent events, this task will also include an update to the Hazard
Analysis completed during FY 2001.
Timeline: 180 days
cost: Not to exceed $16,000 (200 hours at $80 per hour).
The cost estimate is based on the following distribution of
labor: 75% Contractor; 25% CEMAT.
Task #4 Training Program
Customize and deliver the following training:
FEMA’s Professional Development Series Course “Exercise Design
Course” 2-days - CEMAT, Police Dept. exercise team, and dept.
representatives.
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Contcactoc will custcmize the FEW4 course to reflect the hazards
and organizational structure of the City. CEMAT will provide all
logistical support for the course.
Timeline: 30 days
cost: $3,000 flat fee
SEMS Executive Course - Deliver one-hour course to City Council
and other non-EOC decision makers.
Timeline: 60 days
cost: $1,000 flat fee
Task #5 CEMAT Administration
Participate in CEMAT meetings and assist with miscellaneous CEMAT
tasks. As requested by the CEMAT Chair, the Contractor will attend
CEMAT meetings and perform miscellaneous duties in support of CEMAT
goals and objectives.
Timeline: 360 days
cost: Not to exceed $3,200 (rate of $80 per hour on an “as needed
basis).
Task #6 Public Education and Information
Develop an emergency public information program including procedures
to disseminate and respond to request for information before, during and
after a disaster. In situations where the public is potentially impacted by a
hazard, develop and implement a public education program.
Timeline: 360 days
cost: Not to exceed $6,400 (rate of $80 per hour on an “as needed
basis). The cost estimate is based on the following distribution of labor: 50% Contractor: 50% CEMAT.
Task #7 Build PuhlidPriu~ Partnerships
Facilitate the involvement of outside entities in the City’s Emergency
Management Program through assistance with their planning, training,
and exercises. Focus efforts on special districts, schools, business, and
industry.
Timeline: 360 days
cost: Not to exceed $3,200 (rate of $80 per hour on an “as needed
basis). The cost estimate is based on the following distribution of
labor: 25% Contractor; 75% CEMAT.
Task #8 Community Emergency Response Team (CERT)
Develop a Community Emergency Response Team (CERT) program for
the public. Identify the program goals that CERT will meet and the
resources available to conduct the program in Carlsbad. Consider
alternative structures for CERTs, i.e. neighborhood teams, employee
teams vs. community wide. Gain approval from appointed and elected
officials. Identify and recruit potential participants. Naturals for CERT
participation are neighborhood and community groups, business and
industry employees, and Carlsbad employees. Conduct CERT training
sessions - typically delivered in 2 ‘/2 hour sessions, one evening a week
over a 7-week period. Courses include Disaster Preparedness, Disaster
Fire Suppression, Disaster Medical Operations Part I % II, Light Search
and Rescue Operations, Disaster Psychology and Team Organization,
and Course Review and Disaster Exercise. Train CERT instructor cadre
(first responders who have requisite knowledge and skills) for future
courses.
Timeline: 360 days
cost: Not to exceed $9,800 (rate of $80 per hour on an “as needed
basis).
The cost estimate is based on the following distribution of
labor: 50% Contractor; 50% CEMAT.
TOTAL ESTIMATE: $58,400
SCOPE OF SERVICES AND FEE
If time permitted, Contractor will perform the following services for the City after
receiving written confirmation to proceed with the task as described below.
Task #l Exercises
Tabletop Exercises - Design and facilitate one Tabletop Exercise per
EOC Section (i.e. Management, Operations, Planning & Intelligence,
Logistic, Finance & Administration).
Contractor will worth with CEMAT in developing goals and objectives for
each of the Tabletop Exercises. CEMAT will provide all logistical support
for the exercises.
The theme of the exercises will be terrorism
Timeline: 60 days
cost: $7,500 flat fee
Functional or Field Exercise - Assist in the design and facilitation of a
Field Exercise involving the Police Department, Fire Department and
Public Works Department to test response to a terrorism event.
Timeline: 360 days
cost: $12,000 (preliminary estimate to begin on exercise design).
TOTAL $19,500