CONTRACT 6725 Professional Services Agreement CLOSEDAgreement No. 6725
Agreement No.
i
PROFESSIONAL SERVICES AGREEMENT
BETWEEN
THE CITY OF EL SEGUNDO AND
EMERGENCY PLANNING CONSULTANTS
This AGREEMENT is entered into this 19th day of September 2023 by and
between the CITY OF EL SEGUNDO, a municipal corporation and general law city
("CITY") and EMERGENCY PLANNING CONSULTANTS a California Sole
Proprietorship ("CONSULTANT").
1. CONSIDERATION.
A. As partial consideration, CONSULTANT agrees to perform the work listed
in the SCOPE OF SERVICES, below;
B. As additional consideration, CONSULTANT and CITY agree to abide by
the terms and conditions contained in this Agreement;
C, As additional consideration, CITY agrees to pay CONSULTANT a sum not
to exceed $52,500.00 for CONSULTANT's services. CITY may modify
this amount as set forth below. Unless otherwise specified by written
amendment to this Agreement, CITY will pay this sum as specified in the
attached Exhibit 'A" which is incorporated by reference.
2. SCOPE OF SERVICES..
A. CONSULTANT will perform services listed in the attached Exhibit "A,"
which is incorporated by reference.
B. CONSULTANT will, in a professional manner, furnish all of the labor,
technical, administrative, professional and other personnel, all supplies
and materials, equipment, printing, vehicles, transportation, office space
and facilities, and all tests, testing and analyses, calculation, and all other
means whatsoever, except as herein otherwise expressly specified to be
furnished by CITY, necessary or proper to perform and complete the work
and provide the professional services required of CONSULTANT by this
Agreement.
3. PERFORMANCE STANDARDS. While performing this Agreement, CONSULTANT
will use the appropriate generally accepted professional standards of practice existing at
the time of performance utilized by persons engaged in providing similar services. CITY
will continuously monitor CONSULTANT's services. CITY will notify CONSULTANT of
any deficiencies and CONSULTANT will have fifteen (15) days after such notification to
cure any shortcomings to CITY's satisfaction. Costs associated with curing the
deficiencies will be borne by CONSULTANT.
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4. PAYMENTS. For CITY to pay CONSULTANT as specified by this Agreement,
CONSULTANT must submit a detailed invoice to CITY which lists the hours worked and
hourly rates for each personnel category and reimbursable costs (all as set forth in
Exhibit "A") the tasks performed, the percentage of the task completed during the billing
period, the cumulative percentage completed for each task, the total cost of that work
during the preceding billing month and a cumulative cash flow curve showing projected
and actual expenditures versus time to date.
5. NON -APPROPRIATION OF FUNDS. Payments due and payable to CONSULTANT
for current services are within the current budget and within an available, unexhausted
and unencumbered appropriation of the CITY. In the event the CITY has not
appropriated sufficient funds for payment of CONSULTANT services beyond the current
fiscal year, this Agreement will cover only those costs incurred up to the conclusion of
the current fiscal year.
6. FAMILIARITY WITH WORK.
A. By executing this Agreement, CONSULTANT agrees that it has:
Carefully investigated and considered the scope of services to be
performed;
ii. Carefully considered how the services should be performed; and
iii. Understands the facilities, difficulties, and restrictions attending
performance of the services under this Agreement.
B, If services involve work upon any site, CONSULTANT agrees that
CONSULTANT has or will investigate the site and is or will be fully
acquainted with the conditions there existing, before commencing the
services hereunder. Should CONSULTANT discover any latent or
unknown conditions that may materially affect the performance of the
services, CONSULTANT will immediately inform CITY of such fact and will
not proceed except at CONSULTANT's own risk until written instructions
are received from CITY.
7. TERM. The term of this Agreement will be from September 19, 2023 to December
31, 2024. Unless otherwise determined by written amendment between the parties, this
Agreement will terminate in the following instances:
A. Completion of the work specified in Exhibit "A";
B. Termination as stated in Section 15.
& TIME FOR PERFORMANCE.
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A. CONSULTANT will not perform any work under this Agreement until.
CONSULTANT furnishes proof of insurance as required under
Section 23 of this Agreement; and
ii. CITY gives CONSULTANT a written notice to proceed..
B. Should CONSULTANT begin work on any phase in advance of receiving
written authorization to proceed, any such professional services are at
CONSULTANT's own risk.
9. TIME EXTENSIONS. Should CONSULTANT be delayed by causes beyond
CONSULTANT's control, CITY may grant a time extension for the completion of the
contracted services. If delay occurs, CONSULTANT must notify the Manager within
forty-eight hours (48 hours), in writing, of the cause and the extent of the delay and how
such delay interferes with the Agreement's schedule. The Manager will extend the
completion time, when appropriate, for the completion of the contracted services.
10. CONSISTENCY. In interpreting this Agreement and resolving any ambiguities, the
main body of this Agreement takes precedence over the attached Exhibits; this
Agreement supersedes any conflicting provisions. Any inconsistency between the
Exhibits will be resolved in the order in which the Exhibits appear below:
A. Exhibit A: EPC Proposal
11. CHANGES. CITY may order changes in the services
this Agreement, consisting of additions, deletions, or othe
r
12.TAXPAYER IDENTIFICATION NUMBER. CONSULTANT will provide CITY with a
Taxpayer Identification Number.
13. PERMITS AND LICENSES. CONSULTANT, at its sole expense, will obtain and
maintain during the term of this Agreement, all necessary permits, licenses, and
certificates that may be required in connection with the performance of services under
this Agreement.
14. WAIVER. CITY's review or acceptance of, or payment for, work product prepared
by CONSULTANT under this Agreement will not be construed to operate as a waiver of
any rights CITY may have under this Agreement or of any cause of action arising from
CONSULTANT's performance. A waiver by CITY of any breach of any term, covenant,
or condition contained in this Agreement will not be deemed to be a waiver of any
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subsequent breach of the same or any other term, covenant, or condition contained in
this Agreement, whether of the same or different character.
15. TERMINATION.
A. Except as otherwise provided, CITY may terminate this Agreement at any
time with or without cause.
B. CONSULTANT may terminate this Agreement at any time with CITY's
mutual consent. Notice will be in writing at least thirty (30) days before the
effective termination date.
C. Upon receiving a termination notice, CONSULTANT will immediately
cease performance under this Agreement unless otherwise provided in the
termination notice. Except as otherwise provided in the termination notice,
any additional work performed by CONSULTANT after receiving a
termination notice will be performed at CONSULTANT's own cost; CITY
will not be obligated to compensate CONSULTANT for such work.
D. Should termination occur, all finished or unfinished documents, data,
studies, surveys, drawings, maps, reports and other materials prepared by
CONSULTANT will, at CITY's option, become CITY's property, and
CONSULTANT will receive just and equitable compensation for any work
satisfactorily completed up to the effective date of notice of termination,
not to exceed the total costs under Section 1(C).
E. Should the Agreement be terminated pursuant to this Section, CITY may
procure on its own terms services similar to those terminated.
F. By executing this document, CONSULTANT waives any and all claims for
damages that might otherwise arise from CITY's termination under this
Section.
16.OWNERSHIP OF DOCUMENTS. All documents, data, studies, drawings, maps,
models, photographs and reports prepared by CONSULTANT under this Agreement are
CITY's property. CONSULTANT may retain copies of said documents and materials as
desired, but will deliver all original materials to CITY upon CITY's written notice. CITY
agrees that use of CONSULTANT's completed work product, for purposes other than
identified in this Agreement, or use of incomplete work product, is at CITY's own risk.
17. PUBLICATION OF DOCUMENTS. Except as necessary for performance of service
under this Agreement, no copies, sketches, or graphs of materials, including graphic art
work, prepared pursuant to this Agreement, will be released by CONSULTANT to any
other person or public CITY without CITY's prior written approval. All press releases,
including graphic display information to be published in newspapers or magazines, will
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be approved and distributed solely by CITY, unless otherwise provided by written
agreement between the parties.
18. INDEMNIFICATION..
A. CONSULTANT agrees to the following:
L Indemnification for Professional Services. CONSULTANT will
save harmless and indemnify and at CITY's request reimburse
defense costs for CITY and all its officers, volunteers,
employees and representatives from and against any and all
suits, actions, or claims, of any character whatever, brought
for, or on account of, any injuries or damages sustained by
any person or property resulting or arising from any negligent
or wrongful act, error or omission by CONSULTANT or any of
CONSULTANT's officers, agents, employees, or
representatives, in the performance of this Agreement.
il. Indemnification for other Damages. CONSULTANT indemnifies
and holds CITY harmless from and against any claim, action,
damages, costs (including, without limitation, attorney's fees),
injuries, or liability, arising out of this Agreement, or its
performance. Should CITY be named in any suit, or should
any claim be brought against it by suit or otherwise, whether
the same be groundless or not, arising out of this Agreement,
or its performance, CONSULTANT will defend CITY (at CITY's
request and with counsel satisfactory to CITY) and will
indemnify CITY for any judgment rendered against it or any
sums paid out in settlement or otherwise.
R For purposes of this section "CITY" includes CITY's officers, officials,
employees, agents, representatives, and certified volunteers.
C. It is expressly understood and agreed that the foregoing provisions will
survive termination of this Agreement.
D. The requirements as to the types and limits of insurance coverage to be
maintained by CONSULTANT as required by Section 22, and any
approval of said insurance by CITY, are not intended to and will not in any
manner limit or qualify the liabilities and obligations otherwise assumed by
CONSULTANT pursuant to this Agreement, including, without limitation, to
the provisions concerning indemnification.
19.ASSIGNABILITY. This Agreement is for CONSULTANT's professional services.
CONSULTANT's attempts to assign the benefits or burdens of this Agreement without
CITY's written approval are prohibited and will be null and void.
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20.INDEPENDENT CONTRACTOR. CITY and CONSULTANT agree that
CONSULTANT will act as an independent contractor and will have control of all work
and the manner in which is it performed. CONSULTANT will be free to contract for
similar service to be performed for other employers while under contract with CITY.
CONSULTANT is not an agent or employee of CITY and is not entitled to participate in
any pension plan, insurance, bonus or similar benefits CITY provides for its employees.
Any provision in this Agreement that may appear to give CITY the right to direct
CONSULTANT as to the details of doing the work or to exercise a measure of control
over the work means that CONSULTANT will follow the direction of the CITY as to end
results of the work only.
21.AUDIT OF RECORDS. CONSULTANT will maintain full and accurate records with
respect to all services and matters covered under this Agreement. CITY will have free
access at all reasonable times to such records, and the right to examine and audit the
same and to make transcript therefrom, and to inspect all program data, documents,
proceedings and activities. CONSULTANT will retain such financial and program
service records for at least three (3) years after termination or final payment under this
Agreement.
22. INSURANCE.
A. Before commencing performance under this Agreement, and at all other
times this Agreement is effective, CONSULTANT will procure and
maintain the following types of insurance with coverage limits complying,
at a minimum, with the limits set forth below -
Type of Insurance
Commercial general liability:
Professional Liability
Business automobile liability
Workers compensation
Limits
$1, 000, 000
$1, 000, 000
$1, 000, 000
Statutory requirement
B. Commercial general liability insurance will meet or exceed the
requirements of ISO-CGL Form No. CG 00 01 11 85 or 88. The amount of
insurance set forth above will be a combined single limit per occurrence
for bodily injury, personal injury, and property damage for the policy
coverage. Liability policies will be endorsed to name CITY, its officials,
and employees as "additional insureds" under said insurance coverage
and to state that such insurance will be deemed "primary" such that any
other insurance that may be carried by CITY will be excess thereto. Such
endorsement must be reflected on ISO Form No. CG 20 10 11 85 or 88, or
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equivalent. Such insurance will be on an "occurrence," not a "claims
made," basis and will not be cancelable or subject to reduction except
upon thirty (30) days prior written notice to CITY.
C. Professional liability coverage will be on an "occurrence basis" if such
coverage is available, or on a "claims made" basis if not available. When
coverage is provided on a "claims made basis," CONSULTANT will
continue to renew the insurance for a period of three (3) years after this
Agreement expires or is terminated. Such insurance will have the same
coverage and limits as the policy that was in effect during the term of this
Agreement, and will cover CONSULTANT for all claims made by CITY
arising out of any errors or omissions of CONSULTANT, or its officers,
employees or agents during the time this Agreement was in effect.
D. Automobile coverage will be written on ISO Business Auto Coverage Form
CA 00 01 06 92, including symbol 1 (Any Auto).
E. CONSULTANT will furnish to CITY duly authenticated Certificates of
Insurance evidencing maintenance of the insurance required under this
Agreement and such other evidence of insurance or copies of policies as
may be reasonably required by CITY from time to time. Insurance must
be placed with insurers with a current A.M. Best Company Rating
equivalent to at least a Rating of "A:VII."
F. Should CONSULTANT, for any reason, fail to obtain and maintain the
insurance required by this Agreement, CITY may obtain such coverage at
CONSULTANT's expense and deduct the cost of such insurance from
payments due to CONSULTANT under this Agreement or terminate
pursuant to Section 16.
23. USE OF SUBCONTRACTORS. CONSULTANT must obtain CITY's prior written
approval to use any consultants while performing any portion of this Agreement. Such
approval must approve of the proposed consultant and the terms of compensation.
24.INCIDENTAL TASKS. CONSULTANT will meet with CITY monthly to provide the
status on the project, which will include a schedule update and a short narrative
description of progress during the past month for each major task, a description of the
work remaining and a description of the work to be done before the next schedule
update.
25. NOTICES. All communications to either party by the other party will be deemed
made when received by such party at its respective name and address as follows:
If to CONSULTANT: If to CITY:
Attention: Carolyn J. Harshman Attention: Vanessa Arias
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Agreement No. 6725
Emergency Planning Consultants
3665 Ethan Allen Avenue
San Diego, CA. 92117
858-922-6964
epc@pacbell.net
Agreement No.
City of El Segundo
350 Main Street
El Segundo, CA. 90245
310-524-2235
varias@elsegundo.org
Any such written communications by mail will be conclusively deemed to have been
received by the addressee upon deposit thereof in the United States Mail, postage
prepaid and properly addressed as noted above. In all other instances, notices will be
deemed given at the time of actual delivery. Changes may be made in the names or
addresses of persons to whom notices are to be given by giving notice in the manner
prescribed in this paragraph.
26. CONFLICT OF INTEREST. CONSULTANT will comply with all conflict of interest
laws and regulations including, without limitation, CITY's conflict of interest regulations.
27.SOLICITATION. CONSULTANT maintains and warrants that it has not employed
nor retained any company or person, other than CONSULTANT's bona fide employee,
to solicit or secure this Agreement. Further, CONSULTANT warrants that it has not
paid nor has it agreed to pay any company or person, other than CONSULTANT's bona
fide employee, any fee, commission, percentage, brokerage fee, gift or other
consideration contingent upon or resulting from the award or making of this Agreement.
Should CONSULTANT breach or violate this warranty, CITY may rescind this
Agreement without liability.
28. THIRD PARTY BENEFICIARIES. This Agreement and every provision herein is
generally for the exclusive benefit of CONSULTANT and CITY and not for the benefit of
any other party. There will be no incidental or other beneficiaries of any of
CONSULTANT's or CITY's obligations under this Agreement.
29.INTERPRETATION. This Agreement was drafted in, and will be construed in
accordance with the laws of the State of California, and exclusive venue for any action
involving this agreement will be in Los Angeles County.
30. COMPLIANCE WITH LAW. CONSULTANT agrees to comply with all federal, state,
and local laws applicable to this Agreement.
31. ENTIRE AGREEMENT. This Agreement, and its Attachments, sets forth the entire
understanding of the parties. There are no other understandings, terms or other
agreements expressed or implied, oral or written. This Agreement will bind and inure to
the benefit of the parties to this Agreement and any subsequent successors and
assigns.
32. RULES OF CONSTRUCTION. Each Party had the opportunity to independently review
this Agreement with legal counsel. Accordingly, this Agreement will be construed simply, as
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a whole, and in accordance with its fair meaning; it will not be interpreted strictly for or
against either Party.
33. SEVERABILITY. If any portion of this Agreement is declared by a court of
competent jurisdiction to be invalid or unenforceable, then such portion will be deemed
modified to the extent necessary in the opinion of the court to render such portion
enforceable and, as so modified, such portion and the balance of this Agreement will
continue in full force and effect.
34. AUTHORITY/MODIFICATION. The Parties represent and warrant that all necessary
action has been taken by the Parties to authorize the undersigned to execute this
Agreement and to engage in the actions described herein. This Agreement may be
modified by written amendment. CITY's executive manager, or designee, may execute
any such amendment on behalf of CITY.
35. ELECTRONIC SIGNATURES. This Agreement may be executed by the Parties on
any number of separate counterparts, and all such counterparts so executed constitute
one Agreement binding on all the Parties notwithstanding that all the Parties are not
signatories to the same counterpart. In accordance with Government Code § 16.5, the
Parties agree that this Agreement, Agreements ancillary to this Agreement, and related
documents to be entered into in connection with this Agreement will be considered
signed when the signature of a party is delivered by electronic transmission. Such
electronic signature will be treated in all respects as having the same effect as an
original signature.
36. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience
of reference only and will not affect the interpretation of this Agreement.
37. TIME IS OF ESSENCE. Time is of the essence for each and every provision of this
Agreement.
38. FORCE MAJEURE. Should performance of this Agreement be prevented due to fire,
flood, explosion, acts of terrorism, war, embargo, government action, civil or military
authority, the natural elements, or other similar causes beyond the Parties' reasonable
control, then the Agreement will immediately terminate without obligation of either party
to the other.
39. STATEMENT OF EXPERIENCE. By executing this Agreement, CONSULTANT
represents that it has demonstrated trustworthiness and possesses the quality, fitness
and capacity to perform the Agreement in a manner satisfactory to CITY.
CONSULTANT represents that its financial resources, surety and insurance experience,
service experience, completion ability, personnel, current workload, experience in
dealing with private consultants, and experience in dealing with public agencies all
suggest that CONSULTANT is capable of performing the proposed contract and has a
demonstrated capacity to deal fairly and effectively with and to satisfy a public CITY.
[Signatures on next page]
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IN WITNESS WHEREOF the parties hereto have executed this contract the day
and year first hereinabove written.
CITY OF EL SEGUNDO
Darrell George,
City Manager
ATTEST:
12 Yt-,
Tracy Weaver,
City Clerk
APPROVED AS TO FORM:.
MARK D. HEOS�EY, City Attorney
EMERGENCY PLANNING
CONSULTANTS
aA�6VA--
By: Carolyn Harshman,
Sole Proprietor
Taxpayer ID No. 27-0204294
By:
Joaqui azquez, Assistant City Attorney
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Agreement No. 6725
EXHIBIT A
June 21, 2023
This proposal from Emergency Planning Consultants (EPC) responds to an inquiry by
Senior Management Analyst Vanessa Arias concerning an update to the City of El
Segundo's 2017 Hazard Mitigation Plan.
City of El Segundo
„.
Multi -Hazard Mitigation Plan
N
zi;:111",
,;
It has been my honor to have written more than 130 FEMA-
approved hazard mitigation plans. More importantly, EPC
authored the City of El Segundo FEMA-approved 2009 HMP
under the leadership of then -Chief Kevin Smith. It's also
important to note that EPC prepared a long list of mitigation
plans for other jurisdictions throughout Los Angeles County
including the County's 2014 All -Hazards Mitigation Plan.
Adopted by City Council on Hazard mitigation planning has been at the very core of
May 6,2008 "recovery planning" for decades but the Disaster Mitigation
Act of 2000 elevated the importance of developing pre -
disaster mitigation activities. Mitigation activities include
...
projects, programs, and plans that assist with minimizing or
eliminating thr........ eats associated with hazards. Since the passage of DMA 2000 there
have been numerous case studies proving that the steps taken ahead to minimize
and/or eliminate risks have greatly reduced damage and loss of life. Like wearing a
seat belt in a car, mitigation has revolutionized disaster outcomes. Whether thought of
as "insurance" or a "good investment", there is no doubt that mitigation is the right thing
to do. If that's not enough incentive, federal regulations require public jurisdictions to
maintain a FEMA-approved LHMP in order to be eligible for post -disaster Hazard
Mitigation Grant Program funds. Additionally, recently there has been considerable
discussion among other federal agencies about the future need for LHMPs to qualify for
other types of post -disaster funding.
EPC maintains the outstanding qualifications required to conduct hazard research and
mapping, facilitate a robust planning process, actively encourage public involvement,
negotiate with the California Office of Emergency Services (Cal OES) and the Federal
Emergency Management Agency (FEMA) during the formal review process, and garner
adoption by the City of El Segundo City Council. EPC President Carolyn Harshman has
enjoyed two careers: City Planning and Emergency Management. Both careers
Agreement No. 6725
required continued improvement in professional skills of research, data collection,
mapping, stakeholder involvement and community outreach, technical writing, public
speaking, training design and delivery.
Without a doubt, Emergency Planning Consultants is the subject matter expert in
the field of hazard mitigation having written the most FEMA-approved plans in
California.
Carolyn J. Harshman is the sole proprietor of the woman -owned business known as
Emergency Planning Consultants. The DBA (Doing Business As) is maintained through
the County of San Diego, California.
This proposal is valid for a period of one year and is signed by the sole proprietor of
Emergency Planning Consultants.
Respectfully,
„ %r
Carolyn J. Harshman, MPA, CEM
President
Emergency Planning Consultants
Cell: 858-922-6964
epc@pacbell.net
www.carolynharshman.com
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Agreement No. 6725
Pro"ect Und'erst ndun and roach to Scope of Work
Statement of Project Understanding
Emergency Planning Consultants (EPC) will build on the relevant content from the City's
2017 Hazard Mitigation Plan including its mitigation strategy actions, plan goals, and
hazard history.
An updated FEMA-approved HMP will restorein the City's eligibility to compete for
Hazard Mitigation Grant Program funds which are made available to jurisdictions within
the declared area following a Presidential Disaster Declaration. Additionally, FEMA new
BRIC program (Building Resilient Infrastructure and Communities) is an annual source
of mitigation funds available to jurisdictions with FEMA-approved mitigation plans.
The intent of the federal government's Disaster Mitigation Act of 2000 (DMA 2000) is
three -fold:
a) To gather hazard, vulnerability, and mitigation information from the local level
for use in state -level planning.
b) To ensure that state and local hazard mitigation planning is coordinated to the
greatest extent practical.
c) To ensure that local jurisdictions are made aware of the hazards and
vulnerabilities within their jurisdiction and to develop strategies to reduce those
vulnerabilities.
In order to meet all of those objectives, FEMA developed a "checklist" for use by the
State and Federal reviewers. The Region IX Local Mitigation Plan Review Tool (PRT)
includes the following tasks:
➢ Element A: Planning Process
➢ Element B: Risk Assessment
➢ Element C: Mitigation Strategy
➢ Element D: Plan Maintenance
➢ Element E: Plan Update
➢ Element F: Plan Adoption
Regarding to the FEMA regulations for hazard mitigation planning, the project approach
will definitely integrate the new guidelines identified in Local Mitigation Planning
Policy Guide that was released April 19, 2022, and effective April 19, 2023. FEMA
recently released an updated FEMA Plan Review Tool to coincide with the new
Planning Policy Guide.
Agreement No. 6725
Organizational Chart
Details concerning specific roles and responsibilities are described later under "Project
Management Plan — Experience and Qualification of Key Personnel".
Approach to Work Program (Required and Optional Tasks)
Preparation of a mitigation plan incorporates all of the federal requirements relating to
local hazard mitigation plans. EPC's hazard mitigation planning approach has been
perfected since 2005 when the federal government first required plans for local
jurisdictions. Since that time great effort and time has gone into tracking the changes of
"interpretations" by the regulatory agencies of the DMA 2000 legislation. Without
publishing updates to the originating legislation, FEMA instead has published guidelines
and has amended the FEMA Plan Review Tool used to judge the adequacy of plans.
Understanding all the changes in interpretation is critical to writing a plan that can go
through the state and FEMA reviewers with only minor revisions. The State of
California and FEMA have both made significant staffing changes over the past year
resulting in more consistent reviews and fewer unjustified requested changes.
Recently, FEMA review staff have worked closely with state review staff to better
understand the requirements in order to streamline the review process. With so many
FEMA approved plans, obviously EPC clearly understands both the regulations and
"interpretations" so goes into the review process as aligned as possible. All said, the
key to an efficient and successful review is to be absolutely certain that every required
component is clearly indicated in the plan. EPC accomplishes this through the use of
"milestones" throughout the plan indicating the exact FEMA Plan Review Tool
reference.
Nothing can replace EPC's years of experience and track record at facilitating and
writing FEMA-approved Mitigation Plans. This experience has also prepared us for any
unexpected challenges with other aspects of the planning process — Planning Team
Meetings, community outreach, facilitating the formal review, and participating in the
adoption meeting. EPC prides itself on working closely with the jurisdiction's Point of
Contact to bend and adjust to the content, format, and scheduling needs.
4
Agreement No. 6725
EPC methodology is based on a dedication to continuous learning and improvement.
Every mitigation plan is a mix of the community profile and hazards. This is balanced
with the federal regulations and planning directives from the State of California. As
each EPC mitigation plan is written it is tempered by lessons learned about hazards and
recent interpretations by the Cal OES and FEMA reviewers. To ensure compliance with
the federal regulations, the plan will include "milestones" indicating the location of
required content. The project objectives will be met by following EPC rigid process of
data collection, hazard research, meeting management, and mastery of the regulations
guiding the development of hazard mitigation plans.
Although the plan's approval is certainly the goal, the focus on the project approach is to
create a planning process that will imprint and motivate the Hazard Mitigation Planning
Team throughout the implementation phase. EPC takes great pride in building a culture
of awareness regarding hazard mitigation.
Phase 1— Planning/Development Process and Organize Resources
Planning Process
The project will be supported by the involvement of two groups of stakeholders. 1)
Primary - Planning Team, and 2) Secondary - General Public and External Agencies.
The purpose and commitments are delineated below.
Public Involvement (General Public and External Agencies) will be the
backbone of the Community Outreach portion of the project and the options for
involving the public will be discussed at the first Planning Team meeting. In
order to comply with FEMA requirements, it is critical that individuals and
organizations outside of the Planning Team have access to the plan during the
"plan writing process". In compliance with the 2023 FEMA guidance, a deliberate
effort will be made to identify and involve underserved communities and socially
vulnerable populations. EPC will work closely with the City staff tasked with
preparing the General Plan — Housing Element to acquire lists of organizations
that provide services to the identified group. Although live public meetings can
be helpful, hazard mitigation planning does not attract a crowd. Therefore, EPC
recommends using other techniques for sharing information and gathering input
from the Secondary Stakeholders.
Webinars will be designed and delivered by EPC to stakeholder groups. The
webinars will be delivered live and recorded for posting on the City's website.
Home and Business Mitigation will be encouraged with EPC community
outreach tools:
o Distribution a range of EPC-produced handouts sharing mitigation
techniques available to residents and businesses.
Agreement No. 6725
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o Links to hazard information allowing home and business owners to identify
specific hazards impacting their own properties (State of California's
o FEMA requires the Draft Plan be made available to the general public and
external agencies (e.g., adjoining jurisdictions, servicing special districts,
underserved communities, socially vulnerable populations, etc.) during the
plan writing phase. EPC recommends posting the Second Draft Plan on the
City's website and using existing notification methods including social media,
newsletters, or other means to inform the general public of the Plan's
availability. As for the external agencies, EPC will provide email content for
distribution to the various agencies (not yet including Cal OES and FEMA)
including the link to the posting of the Second Draft Plan. All information
gathered will be included in the Third Draft Plan.
0 Planning Team
EPC recommends that the Planning Team consist of representatives from
departments within the City with responsibilities identified in the 2017 HMP. A week
in advance of the 4th Planning Team meeting, the First Draft Plan will be distributed.
As City participants are selected for the Team, it's important to keep in mind that
hazard mitigation focuses on regulatory controls as well as construction and
maintenance of buildings and infrastructure. EPC will provide agendas, handouts,
minutes, and PowerPoints for each meeting. EPC President Carolyn Harshman will
facilitate each of the four meetings. As of now, it is expected that the meetings will
be delivered virtually. EPC maintains a Zoom account. Should the City choose a
different medium for conducting meetings, EPC will accommodate those requests.
0
Agreement No. 6725
o Planning Team Meeting #1 (2 hours)
The purpose of the first meeting is to provide a general overview of the
project, update plan goals, review project timeline, gather pertinent
documents, confirm roles and membership of the Planning Team,
review the concepts and standards contained in the DMA 2000, 2023
FEMA Local Mitigation Planning Policy Guide, and updated FEMA
Plan Review Tool, discuss availability of mapping resources, and
examine the initial hazard assessment.
o Opportunities relating to the community outreach approach will also
be discussed.
o Planning Team Meeting #2 (2 hours)
The purpose of the second meeting is to begin work on the Mitigation
Strategy. This will involve capturing the status of the mitigation actions
identified in the 2018 LHMP along with other existing mitigation
activities since that plan. EPC will work in advance of the meeting to
review the General Plan — Public Safety Element, Annual Budget, and
Capital Improvement Program in order to capture any already identified
mitigation -related projects or policies that can be included in the plan.
o Planning Team Meeting #3 (2 hours)
AV The purpose of the third meeting is to develop new mitigation action
items. During the meeting EPC will distribute a planning tool that
contains a comprehensive list of mitigation actions from a wide variety
of jurisdictional plans. The use of this comprehensive list will assist
and expedite the Planning Team's process of identifying existing and
future mitigation actions.
o Planning Team Meeting #4 (2 hours)
+� Review of the First Draft Plan will be preceded by advance distribution of
the document to the Planning Team. The meeting will provide an
opportunity for the Planning Team to provide input to the First Draft Plan.
Also, this meeting will include a discussion on final preparations and
logistics for soliciting input from the general public and external agencies
during the distribution of the Second Draft Plan.
Phase 2 — Threat and Hazard Identification Risk Assessment (Hazard
Identification, Vulnerability Assessment, and Capability Assessment)
The Hazard Mitigation Plan will be completed in compliance with
the requirements of the federal government Disaster Mitigation
Act of 2000 (DMA 2000) and FEMA's 2023 Local Mitigation
Planning Policy Guide. Building on those materials and other
FEMA mitigation "how-to guides", the following methodology will
be utilized:
• Hazard Identification and Profiles will be included in the
Risk Assessment. EPC will build off of the Risk Assessment in
the City's 2017 HMP, 2019 County of Los Angeles All -Hazards
7
Agreement No. 6725
Mitigation Plan, and the 2018 California State Mitigation Plan. Additionally, the 1992
General Plan -Safety Element and the Emergency Operations Plan will be reviewed
for hazard and risk -related information as well as history of previous occurrences. In
addition to using information from these resources, the plan will include ways to
cross-reference and integrate the mitigation plan with the other documents identified
above. EPC also maintains a broad range of resources for information regarding
historical disasters. EPC will begin the Risk Assessment process with a review of
the hazards identified as significant in the 2017 HMP. It's important to note that
attention should be given to natural hazards as identified in the hazard mitigation
grant requirements. During the first Planning Team meeting, the hazards will be
discussed, and EPC will provide recommendations on a final hazards list. The Risk
Assessment in the LHMP will include hazard -specific chapters including EPC-
produced HAZUS-MH maps and reports (see below).
Hazard Mapping resources within the jurisdiction will be utilized by EPC to assist
the reader in understanding the location and vulnerability to hazards. Additionally,
EPC will produce any other maps necessary to properly explain the location of
hazards as they relate to critical and essential facilities. Also, see below for a
discussion on HAZUS-MH.
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HAZUS will be used to estimate
potential losses. HAZUS-MH (Hazards
United States — Multi -Hazard) is a software
produced by FEMA designed to estimate
loss projections for earthquake, hurricane,
flooding, and tsunami. EPC will prepare a
minimum of three HAZUS-MH Level 2
maps and reports. The specific scenarios
will be selected in coordination with the
Planning Team. HAZUS-MH utilizes data
from the most recent U.S. Census. That
information is overlaid with a hazard
scenario (e.g., San Andreas Fault). In the
case of an earthquake scenario, the
HAZUS-MH output is a map showing
shaking intensities along with a detailed
report on impacts to people, structures,
infrastructure, and utilities. A dam
inundation sample HAZUS-MH flood map
prepared by EPC is shown on the left.
Capability Assessment includes a list
of the programs (departments, strategic plans, budgets, facility improvement plans),
policies, and personnel available within the jurisdiction to complete the Mitigation
Strategy.
8
Agreement No. 6725
Vulnerability Assessment will also be included in the Risk Assessment specifically
identifying each of the City -owned essential and critical facilities as to hazard
vulnerability. In addition to the HAZUS maps and reports discussed below, EPC will
produce hazard -specific maps showing the location of the City's essential and critical
facilities.
Community Profile will be developed for the project area. More than just
demographics and organizational structure, the Profile reflects the history and
unique characteristics of the community. Also, recent updates to FEMA guidelines
and State of California legislation require discussions on identification of
underserved communities and socially vulnerable populations. In addition, the
Community Profile will include impacts of climate change on the project area.
Phase 3 — Hazard Mitigation Strategy
Hazard Mitigation Goals will be built off of the goals in the 2017 HMP. This task
will be accomplished during the first Planning Team meeting.
Hazard Mitigation Actions Items are the very core of the mitigation plan. The
mitigation actions in the 2017 HMP will be the starting point of this process in order
to establish the accomplishments since the original plan. In addition to the action
itself, the FEMA regulations now require additional detail in describing the various
action items. Each mitigation action item will be accompanied with a timeline,
assigned department, goals accomplished, linkage to building/infrastructure, cost,
benefit, priority, and indication of whether the action will directly impact underserved
and/or socially vulnerable populations. The entire Mitigation Strategy will be
updated to comply with all contemporary FEMA standards. During the third Planning
Team meeting our focus will be on developing new action items. This will include
capturing ongoing activities not included in the 2017 HMP as well as developing new
items for the future. Future ideas will be created by Planning Team members as
well as drawn from pertinent General Plan policies, the Capital Improvement
Program, and contemporary ideas. During this brainstorming process, members will
be encouraged to think through the various hazards and come up with projects and
programs that could be funded through the federal Hazard Mitigation Grant Program
(HMGP) and other state and federal pre- and post -disaster funding mechanisms.
EPC will present simple tools for ranking cost and benefit. Prior to both of the
meetings, EPC will prepare and distribute materials that will streamline discussions
during the meetings.
Phase 4 — Hazard Plan Implementation and Maintenance Process
• Monitoring, Evaluating and Updating will be discussed in the Plan Maintenance
chapter which will include identifying the timing and tasks involved in implementing
the FEMA-approved HMP. While the Mitigation Actions Matrix itself will contain all of
the FEMA-mandated and practical information required to implement, the Plan
Maintenance chapter will outline the schedule and process for implementing the
Z
Agreement No. 6725
Matrix. The Plan Maintenance chapter will include an Implementation Plan for
tracking progress on a quarterly/annual basis. Following is a sample of what the
Implementation Plan will look like:
Plan
Goals
Addressed
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Monthly
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Committee
Meetings
Incorporation into Existing Planning Mechanisms is particularly important if
mitigation is to be achieved successfully. It's common for the City's General Plan,
Emergency Operations Plan, Zoning Ordinance, Floodplain Management Plan,
Storm Water Management Plan, or other regulatory documents to be closely
associated with many of the mitigation actions items. FEMA wants to ensure that
the mitigation plan is not a stand-alone document but rather part of a comprehensive
approach to hazard mitigation.
The Implementation Schedule will be based on how frequently the Planning Team
intends to meet each year. Whether monthly, bi-monthly, quarterly, bi-annual, or
annual, FEMA requires a minimum of annual meeting. Following is a sample
implementation schedule:
Monitoring
- - Year - -
XX 777 ....77-7771 XX XX
Evaluating
Internal Planning Team
Evaluation
X
X
X
X X
Cal OES and FEMA Evaluation
X
Updating
X
• Continued Public Involvement can include sharing information on completion of
mitigation action items, summaries of Planning Team implementation meetings,
10
Agreement No. 6725
announcement of seeking/winning mitigation -related grants, and news of plan
updates.
• Final Plan results after a lengthy formal review by Cal OES and FEMA. To begin
the formal review and approval process, EPC will forward an electronic copy of the
Third Draft Plan and a FEMA Plan Review Tool to Cal OES. EPC will work with the
formal reviewers on complying with any DMA 2000 justified revisions requested by
Cal OES and FEMA.
• HMP Adoption and Approval involves an adoption by the City Council and
approval by FEMA. Upon receipt of the Approval Pending Adoption letter from
FEMA, the Final Draft Plan will be scheduled for presentation to the City Council for
adoption. EPC will prepare a staff report, resolution, and PowerPoint. EPC
President Carolyn Harshman will be available for a virtual presentation to the City
Council should that be desired. Following the Council meeting, proof of adoption will
be forwarded to FEMA. FEMA will then send an email and Letter of Approval. EPC
will incorporate the Letter of Approval into the Final Plan. EPC will continue to lead
the planning process until the Letter of Approval is received from FEMA and
incorporated into the Final Plan.
Roles and Responsibilities for City Staff
The most common obstacle in the planning process is the lack of time on the part of the
jurisdiction's Planning Team members. EPC totally understands how local government
staff are stretched to the limit. That's the reason we take so much pride in "doing the
heavy lifting". We do the research and the homework and develop tools to make the
planning process easy and hopefully even fun. In total, the Planning Team can expect
to spend no more than 10 hours on the entire project. There are 4 2-hour meetings and
2 hours will be needed to review the First Draft Plan. As for the City Project Manager,
more time will be required for EPC communications, information requests, and
participating in the Community Outreach process, and City Council meeting. Altogether,
the City Project Manager can expect to spend approximately 20-30 hours on the project.
All the external review details and negotiations will be handled by EPC.
Project Schedule
The Project Schedule includes four weekly or monthly Planning Team meetings. This
approach keeps the information fresh in the minds of the Team and allows us to get the
Plan in the hands of the formal reviewers (Cal OES, FEMA) as quickly as possible. This
will ensure the City's eligibility for HMGP and other grants requiring approved mitigation
plans.
11
Agreement No. 6725
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Post and Conduct City Council Meeting to Adopt
- Final Draft -.
Communications Approach
As identified below the EPC Project Manager and EPC Support Team communicate at
least once each week and any other time as needed. The EPC Project Manager will
communicate with the City's Project Manager on a monthly basis or more frequently as
necessary. The majority of the communication will be with the full Planning Team while
special requests for resources (mapping, data, documents) will go to the City's Project
Manager. The preferred method of communication is email in order for the EPC Project
12
Agreement No. 6725
Manager to maintain documentation of all conversations. Meetings will be conducted
over EPC's Zoom account.
Quality Assurance / Quality Control Approach
As identified in the detailed project approach and schedule later in the proposal, EPC
Project Manager Carolyn Harshman will have eyes on the project at all times including
facilitating each of the Planning Team meetings, the Community Outreach, and City
Council meeting. She will also be the sole contract for the City Project Manager and will
lead the EPC Support Team through daily communications. Her most important role will
be as the Principal Planner as she weaves the work of the EPC Support Team and
Planning Team's contributions into the plan's writing.
Summary of Relevant Projects
Although EPC will gladly provide a comprehensive list of emergency management
consulting accomplishments (plans, training, and exercises), below is the list of the
more recent hazard mitigation plans (2020-present). Staff assignments: Harshman
(CH), Alex Fritzler (AF), Megan Fritzler (MF). Ms. Harshman served/serves as the EPC
Project Manager and Principal Planner for each of these projects.
(''If r „y, ' f(' 111111111////11111llllll'i3111
Cities of Rancho Palos Verdes and
FEMA Approved 2020
CH, MF
Rolling Hills Estates — Planning
Departments
City of Com ton —Fire De artment
FEMA A roved 2023
CH, MF
City of Covina — Police Department
FEMA Approved 2020
CH, MF
City of Duarte — Planning Department
FEMA Approved 2020
CH, MF
City of Fontana — Planning
Plan Writing Phase 2023
CH, MF
Department
City of La Habra Heights — City
FEMA Approved 2022
CH, MF
Manager's Office
City of Monterey Park — Fire
Plan Writing Phase 2023
CH, MF
Department
City of Rosemead — Public Safety
Plan Writing Phase 2023
CH, AF
Department
City of Santa Ana
FEMA ADDroved 2022
CH, MF
City of San Fernando — Public Works
FEMA Approved 2021
CH, MF
Department
City of Signal Hill — Police
Plan Writing Phase 2023
CH, AF
Department
City of Sierra Madre — Fire
FEMA Approved 2020
CH, MF
Department
City of South El Monte — Public
FEMA Approved 2021
CH, MF
Works Department
13
Agreement No. 6725
///l////%�99//� 114141
City of Walnut, Mt. San Antonio
FEMA Approved 2020
CH, AF
Community College District, Walnut
Valley Unified School District —
Various De artments
Jurupa Community Services District —
FEMA Approved 2021
CH, AF
Safety & Emergency Management
Department
Los Angeles County Metropolitan
FEMA Approved 2022
CH, MF
Transit Authority (LA Metro) —
Homeland Security & Emergency
Mana ement De artment
Morongo Unified School District —
FEMA Approved 2020
CH, MF
Maintenance & Operations
Department
Mountains Recreation and
FEMA Approved 2022
CH, MF
Conservation Authority — Planning
Department
Public Water Agencies Group —
Plan Writing Phase 2023
CH, AF
General Mana ers
Sonoma County Office of Education
FEMA Approved 2023
CH, MF
(Multi -Jurisdictional Hazard Mitigation
Plan) — Business Services
Department
References
The following references are for Hazard Mitigation Plan written, adopted, and approved
during the past 3 years.
Experience and Qualification of Key Personnel
The EPC Team selected for this project is the perfect balance of subject matter history,
expertise, background, and local knowledge.
14
Agreement No. 6725
Name: Carolyn J. Harshman, CEM
Education: Master of Public Administration
Professional Affiliations: International Association of
Emergency Managers, California Emergency Services
Association, National Hazard Mitigation Association
Professional Licenses and Certifications: Certified
Emergency Manager
Carolyn Harshman, CEM is the sole proprietor Owner
and President of Emergency Planning Consultants and
will serve as the EPC Project Manager and Principal
Planner. Preparing a Hazard Mitigation Plan requires subject matter expertise in the
areas of emergency response planning, hazard mitigation planning, mapping, and land
use planning. With backgrounds in both land use planning and emergency
management, Ms. Harshman is the right fit for facilitating the planning project. Ms.
Harshman will serve as the EPC Project Manager to the City Project Manager and
maintains responsibility for all aspects of the contracted services. Monthly status
updates will be provided to the City Project Manager including budget and work
progress. Invoices will be submitted according to the terms of the contract. As Principal
Planner, Ms. Harshman will lead the project by facilitating and participating in all
Planning Team meetings, community outreach activities, and the City Council meeting.
She will serve as the principal author and maintain quality control over the document at
all times. Ms. Harshman will also manage relationships and work products with the
EPC Support Team, ensuring quality control and continuous improvement by
conducting weekly meetings with the EPC Support Team.
Prior to working in the field of emergency management, Ms. Harshman enjoyed a
combined 20-year career as a city, regional, and redevelopment planner for the County
of San Diego, City of San Diego, and Southeastern Economic Development
Corporation. In her role as a land use planner Ms. Harshman prepared General Plan
Amendments, Community Plans, Zoning Ordinance revisions, and conducted hundreds
of community meetings. As a local government staff member for so many years,
Carolyn is very familiar with the organization, roles, and responsibilities of government
entities. Ms. Harshman began work in the field of emergency management in 1984
when she was hired as a hazard planner for the County of San Diego's Office of
Disaster Preparedness. There she updated the County's Emergency Operations Plan
and also served as the Hazards Officer. Responding to requests from other
jurisdictions to provide consulting services, Carolyn began part-time work as a
consultant in 1986 writing Multi -Hazard Functional Plans (now known as Emergency
Operations Plans) and providing training. In 1997, she ended her career with local
government and established Emergency Planning Consultants.
Ms. Harshman has been a member of FEMA's Emergency Management Institute's
Planning Advisory Board since 2005, involved in each update to the Emergency
Planning Course (G235). Also, she taught FEMA's pilot course deliveries for the
Comprehensive Preparedness Guide (CPG) 101. The revised CPG 101 regulations
15
Agreement No. 6725
provide guidance on styles and content for emergency operations plans, placing
emphasis on engaging the "whole community" — including those with access and
functional needs, children, and those with household pets and service animals.
Carolyn has completed and teaches FEMA Master Trainer Program courses as well as
a variety of other courses at the Emergency Management Institute, California
Specialized Training Institute, and as an adjunct instructor at a variety of educational
facilities. Ms. Harshman holds a Master of Public Administration (MPA) degree from
San Diego State University and is a Certified Emergency Manager (CEM), as conferred
by the International Association of Emergency Managers.
Actively engaged in professional development, Ms. Harshman was in FEMA's first
cohort of the National Emergency Management Executive Academy as well as FEMA's
first cohort of the Vanguard Crisis Leadership Fellows Program. Ms. Harshman is an
active leader in the six thousand member International Association of Emergency
Managers, serving as Chair of the Conference Committee, Chair of the Leadership
Symposium, Chair of the Membership & Marketing Committee, President of IAEM-USA
Region 9 (California, Arizona, Nevada, Hawaii, and Pacific Territories), Second Vice
President of IAEM-USA, First Vice President of IAEM-USA, President of IAEM-USA,
and presently Immediate Past President of IAEM-USA.
Name: Megan R. Fritzler
Education: Bachelor of Arts — Liberal Studies
Megan Fritzler is a part-time EPC independent contractor serving as
the Research Analyst. She is responsible for hazard and demographic
research and writing in support of hazard mitigation plans. Since
2018, Megan has assisted with the preparation of ten local
government hazard mitigation plans most recently including: Los
Angeles County Metropolitan Transportation Authority (Metro) and
Sonoma County Office of Education.
Agreement No. 6725
Cost Proposal
MOEN"
Planning Process
Writing Drafts and Final Plan
40 hrs,
$10,000
40 hrs,
$6,000
$16,000
Planning Team Meeting Preparation and
16 hrs,
$4,000
Delive 4 total
$4,000
Community Outreach Strategy and
20 hrs,
$5,000
Delive
$5,000
Incorporate Public and External Agency
4 hrs,
$1,000
Input to Second Draft Plan
$1,000
Submit Third Draft Plan to Cal
g hrs,
OES/FEMA. Complete Mandated
$2,000
$2,000
Revisions.
Post and Conduct City Council Meeting
to Adopt the Final Draft Plan (includes
4 hrs,
$1,000
staff report, resolution, PowerPoint
$1,000
presentation materials
Risk Assessment
Conduct Risk Assessment and
32 hrs,
20 hrs,
50hrs,
Capability Assessment (includes
$g,000
$3,000
$5,000
$16,000
hazard -specific maps
Prepare HAZUS (includes maps and
50 hrs,
$7,500
reports)
$7,500
Hazard Mitigation Strategy
Develop Mitigation Actions for Ongoing
City Projects (included in Planning
Process — Planning Team meetings)
Develop Mitigation Actions for Future
City Projects (included in Planning
Process — Planning Team meetings
Task D: Hazard Mitigation Plan
Maintenance Process
Prepare Plan Maintenance Chapter
defining Monitoring, Evaluating and
Updating the Plan (included under
Plannin Process -Plan Writin
Totals
$52,500.00
Classifications, Names, and Hourly Rates:
Project Manager and Principal Planner: Carolyn J. Harshman ($250/hr)
Lead Research Analyst and Mapper: Alex Fritzler ($150/hr)
Research Analyst: Megan Fritzler ($100/hr)
17