CONTRACT 7241 Professional Services AgreementAgreement No. 7241
Agreement No.
PROFESSIONAL SERVICES AGREEMENT
BETWEEN
THE CITY OF EL SEGUNDO AND
ATLAS PLANNING SOLUTIONS
This AGREEMENT is entered into this 1st day of April 2025 by and between the
CITY OF EL SEGUNDO, a municipal corporation and general law city ("CITY") and
ATLAS PLANNING SOLUTIONS, a CALIFORNIA CORPORATION ("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 $50,000 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;
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 April 1, 2025 to June 30, 2026.
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.
8. 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 22 of this Agreement; and
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 Exhibit "A"; this
Agreement supersedes any conflicting provisions.
11. CHANGES. CITY may order changes in the services within the general scope of
this Agreement, consisting of additions, deletions, or other revisions, and the contract
sum and the contract time will be adjusted accordingly. All such changes must be
authorized in writing, executed by CONSULTANT and CITY. The cost or credit to CITY
resulting from changes in the services will be determined in accordance with written
agreement between the parties.
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
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..
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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" 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
be approved and distributed solely by CITY, unless otherwise provided by written
agreement between the parties.
18.INDEMNIFICATION.
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A. CONSULTANT agrees to the following:
i. 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.
ii. 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.
B. 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 222, 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.
MASSIGNABILITY. 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.
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.
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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:
Tree 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
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
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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 15.
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:
Attention: Aaron Pfannenstiel
Atlas Planning Solutions
6578 Barranca Drive
Riverside, CA. 92506
(951) 444-9376
If to CITY:
Attention: Vanessa Arias
City of El Segundo
350 Main Street
El Segundo, CA. 90245
(310) 524-2235
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aaron atlasplanning.oLg 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. PROHIBITED USE OF ARTIFICIAL INTELLIGENCE.
A. Restriction on Artificial Intelligence Usage. CONSULTANT must not
utilize, employ, or incorporate any form artificial intelligence, machine
learning, or other similar technologies (collectively, "Al") in the provision of
professional services in this Agreement without CITY's express written
consent.
B. Exclusions. The AI prohibition set forth directly above will not apply to
general business tools and software that may have Al components but are
not directly involved in the execution or delivery of professional services
that this Agreement covers, provided that such tools and software do not
significantly impact the quality or nature of such services.
C. Notification. CONSULTANT must promptly notify CITY, in writing, of any
proposal to employ Al in connection its provision of services to the CITY
under this Agreement. CITY will have the sole discretion to grant or deny
such proposal.
27. CONFLICT OF INTEREST. CONSULTANT will comply with all conflict of interest
laws and regulations including, without limitation, CITY's conflict of interest regulations.
28. 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.
29. 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.
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30.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.
31. COMPLIANCE WITH LAW. CONSULTANT agrees to comply with all federal, state,
and local laws applicable to this Agreement.
32. 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.
33. RULES OF CONSTRUCTION. Each Party had the opportunity to independently review
this Agreement with legal counsel. Accordingly, this Agreement will be construed simply, as
a whole, and in accordance with its fair meaning; it will not be interpreted strictly for or
against either Party.
34. 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.
35.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.
36. ELECTRONIC SIGNATURES; SIGNATURE AUTHORITY. 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. CONSULTANT warrants
that its signatory (or signatories, as applicable) to this Agreement has the legal authority
to enter this Agreement and bind CONSULTANT accordingly.
37. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience
of reference only and will, not affect the interpretation of this Agreement.
38. TIME IS OF ESSENCE. Time is of the essence for each and every provision of this
Agreement.
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39. 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.
40.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.
C F EL SIB UNDO
Darrell George,
City Manager
ATT
Susan Truax,
City Clerk
APPR "ED AS TO FORM:
MAI C . HENSLEY, City Attorney
By:
Joaquin
, Assistant City Attorney
ATLAS PLANNING SOLUTIONS
By: uzanne Michel Murray,
President
By: Aar P d stiel, Secretary
Taxpayer ID No. 83-2907286
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Agreement No. 7241
EXHIBIT A
Proposal for: HMP Consulting Services
City of El Segundo
Fire Department
314 Main Street
El Segundo, CA 90245
Attn: Chief Avery
Agreement No. 7241
Tableof Contents ......................... ........................ .......... ............... ................ .......... 2
CoverLetter.............................................................. ........... ........ .. ....— ....................3
ProjectUnderstanding ............................................... .................._ ,.. ,.......... ..... -- ... .......... 4
Statement of Proposed Services ........ ..................... .......,.......... ........ ...... ...................4
Work Plan and Schedule .................. ........- ....... .. ..,.......,. ..,.. ...............,.. ..,...,..---.----.5
ProjectSchedule...................................m, .................... ......... ---- .................10
FeeSchedule ....................................... -.......... ......,......,,. ............ ......... ................,- ........11
City of El Segundo HMP Consulting Services Page 12
Atlas Planning Solutions
Agreement No. 7241
September 6, 2024
Todd DeVoe
City of El Segundo, Fire Department
314 Main Street
El Segundo, CA 90245
Atlas Planning Solutions (APS) is pleased to provide the following proposal to support El
Segundo's Local Hazard Mitigation Plan Update.
As a small, woman -owned, and disabled veteran -owned business in the State of California, APS
understands that successful outcomes rely on client satisfaction, optimal project management,
and a clear understanding of clients' needs. We strive to exceed our client's expectations, which
has translated into repeat business and numerous referrals for our services. Below are some key
details regarding our firm. If you need additional details_ regarding our past work performance or
key staff members this information can be provided upon request.
Legal Name: Atlas Planning Solutions IS -Corporation
(Incorporated in 2018 in the State of California)
Address: 6578 Barranca Drive, Riverside, CA 92506
Phone: 951444-9376
Email: baron atlas tannin ,ors ; suzanne atlas tannin or
Firm Principals/ Officers:
• Suzanne Murray — Principal/ CEO
• Aaron Pfannenstiel — Principal/ CFO/Project Manager
Staff Members:
Dennis Larson — Senior Planner/GIS Analyst
Crystal Stueve —Associate Planner
Robert Jackson — Assistant Planner
Number of Years in Business: 5+ years
Number of Years Performing Requested Services: 23+ Years
Aaron Pfannenstiel will serve as the project manager and the City's primary contact for this
project. As a firm principal, Aaron is authorized to negotiate and execute contracts on behalf of
the firm. If you have questions or would like to schedule an interview with our team, please contact
us via email (anon atlas tannin .off) or phone (951-444-9379) at your convenience.
Respectfully submitted,
Aaron Pfannenstiel
City of El Segundo HMP Consulting Services Page 13
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Agreement No. 7241
Project Understanding
The City's desire to update their Local Hazard Mitigation Plan (LHMP) is a significant step
towards improving the quality of life for current and future residents and businesses. The APS
team understands that this plan must achieve the following:
Meet the current and
future needs of City Staff
and Departments.
Comply with Disaster
Mitigation Act of 2000
(DMA 2000) requirements
and FEMA guidance
(effective April 19, 2023).
Meet the current and
future needs of residents
and businesses.
Remain consistent with
the El Segundo General
Plan Safety Element,
Emergency Operations
Plan, Capital
Improvements Plan, and
California State Hazard
Mitigation Plan.
Provide opportunities for
residents and
stakeholders to participate
in the planning process.
Create a process that
meets the schedule
desired by the City while
ensure staff have adequate
time to provide feedback.
Statement of Proposed Services
To complete this, the APS Team proposes the following series of steps for our proposed
services:
-;I"o� two complahon� o u tinning poe a�� fut�a�
°"�forl �noucted py ;tl�e" tea keep the dan, a°l " , gat e"rid
up to date`°
-Focuses on the reAew processes by the Public and Cal
OES/FEMA as well as final adoption by City Council.
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Work Plan and Schedule
The following work plan is based on the APS Team's understanding of the desired tasks and
level of effort necessary to complete a DMA 2000-compliant LHMP. The scope developed is
consistent with prior successful efforts with other jurisdictions, including tasks that ensure an
efficient and effective planning process. If any proposed tasks need refinement or further
discussion, the APS Team will be happy to work with staff on refinements.
Phase 1 — Hazard Mitigation Planning Organization and Process
APS will conduct a Kick -Off conference call with the City's Project Manager and other key staff
to form the Hazard Mitigation Planning Committee (HMPC). The HMPC will be comprised of
City Departments, key stakeholders, and other relevant organizations/agencies that support City
functions. As part of this call, the APS Team will conduct initial research and discuss key project
outcomes, prior planning efforts, and current issues facing the City.
HMPC Meetings
The APS Team will plan, coordinate, and facilitate two HMPC meetings (virtually) to facilitate the
hazard mitigation planning process. A summary of the anticipated topics for these meetings
include:
HMPC Meeting 1 - Review the planning process, key hazards of concern, hazard
profiles and mapping, and critical facilities updates.
HMPC Meeting 2 - Review updated risk assessment results, updated mitigation
strategies and actions and implementation plan.
Documentation of these meetings will become a foundation of the planning process described in
the plan. Key element of the process that will be documented include:
• Description of the plan preparation process used;
• A record of meetings including dates, attendees, and agendas;
• Record of plan participants (City departments, agencies, organizations, and persons);
• Coordination with existing plans, programs, and planning mechanisms at the local,
regional, state, and Federal levels;
• Description of outreach and engagement activities conducted during the planning process.
Outreach and Engagement
In preparation for outreach and engagement activities, the APS Team will prepare a
memorandum to the City describing the community engagement strategy in terms of groups to
be contacted, the structure of meetings and workshops, and methods of advertising the events.
As part of this task, the APS Team will coordinate with City staff to ensure the list of contacts is
comprehensive and properly targeted.
Upon completion of the engagement memorandum, the APS Team will develop materials to
advertise planned outreach activities and suggest additional methods of communication for
residents and businesses about the planning process and the importance of the LHMP. Content
for website posting, social media blasts, and print advertisements will be prepared for the
community engagement opportunities identified in the memo_
As part of the engagement strategy APS will work with City staff to identify the potential
stakeholders that should be engaged as part of the process. Potential stakeholders may include
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Agreement No. 7241
key employers, community groups, service providers, and members of the public. Some of
these stakeholders could also play a key role in the HMPC if the City desires.
As part of the outreach and engagement process, APS recommends the following potential
meetings:
Stakeholder Meetings
The APS Team will conduct two virtual stakeholder meetings during the planning process.
Working with City staff, APS will identify local and regional stakeholders to connect with during
this process. These could be key property owners and businesses, infrastructure operators, and
community leaders that the City would like to engage with and receive feedback on the plan and
process. The purpose of these meetings is to gain a 360-degree perspective of local hazard
mitigation planning issues, coordinated response efforts, and strategies for addressing hazard
concerns in El Segundo. The first meeting conducted will occur during the planning process to
gather information and obtain feedback. The second meeting will occur during the public review
period allowing for direct feedback on the plan from stakeholders.
Community Workshops
The APS Team will conduct two community workshops intended to share information regarding
the LHMP update project and the process undertaken to perform the update. The APS Team
has found that conducting these meetings during regularly scheduled Planning Commission or
City Council meetings can help with attendance and participation. In preparation for these
meetings, the APS Team will prepare materials to announce the meeting suitable for print
publications and posting on the City's website and via social media. The first meeting conducted
will occur during the planning process to gather information and obtain feedback. The second
meeting will occur during the public review period allowing for direct feedback on the plan from
the public.
City Staff Requirements
The APS Team anticipates City staff will support this task by reviewing the engagement strategy
memo and outreach content; posting outreach content to the City website and social media
accounts; assisting with arranging meeting locations, timing, and pertinent information; and
attending meetings to support outreach efforts and receive feedback during the planning
process.
Deliverables
• Plan, coordinate, and facilitate the timeline of meetings, projects, and deadlines to
complete the planning process in a timely manner.
• Facilitation of Kick -Off Meeting (HMPC Identification, Stakeholder Identification)
• Facilitation of HMPC Meetings (2)
• Comprehensive review of the El Segundo General Safety Element, Capital Improvements
Plan, and other related plans.
• 4 Outreach meeting events for stakeholders and the public.
• Marketing, including the provision of content for the City's website, social media platforms,
and printed newsletters or mailings.
• Document the hazard mitigation planning process.
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Phase 2 — Risk Assessment
Hazard Identification, Hazard Profiles, and Mapping
The APS Team, in partnership with the HMPC, will identify relevant information regarding the
anticipated natural hazard threats that could impact the City. Relying on the previous LHMP, the
APS Team will work with the HMPC in Meeting #1 to refine the list of relevant hazards and
identify new concerns, events, or datasets that can assist with the update. The following list
identifies the current hazard profiles from the previous LHMP:
Earthquake *and Seismic Hazards Hazardous Materials
x
Incidents
Urban Fires Transportation Incident — Air and Rail
Severe Weather — Tornados, Wind, and Heat Pipeline Emergencies and Oil Spills
Flooding/Localized Storms Terrorism and Nuclear Incidents
Tsunami Public Health Emergencies —
Drought Epidemic and Pandemic
Climate Change/Air Pollution
Those hazards in the green column have the greatest potential to assist the City in securing
mitigation grant funds since they are natural hazards, while the hazards in the blue column may
help reinforce the City's concerns surrounding emergency preparedness and response. The
updated hazard assessment will review the hazard priorities and update them as required to
address current conditions within the City. As part of this process updated maps and figures
may be prepared to better illustrate local conditions and effects on critical facilities analyzed As
a standard practice, the APS Team addresses climate change within each hazard profile to
ensure compliance with SIB 379 requirements. This approach has used by our Team since 2012
and is recommended as part of the update to ensure compliance with the latest FEMA
Guidance that went into effect in 2023.
City Staff Requirements
The APS Team anticipates City staff will provide feedback on relevant hazards, data, and
historical information on the hazards of concern and guidance on new issues or concerns to be
incorporated into the plan.
Vulnerability Assessment and Asset Inventory
Upon confirming any updates to the City's critical facilities inventory and initial GIS mapping, the
APS Team will conduct a vulnerability assessment that relies on this information. This
vulnerability assessment will include potential loss estimates of critical facilities, an inventory of
repetitive loss properties (if applicable), an analysis of the City's development trends and
potential changes to demographics, and a social vulnerability analysis, relying on available GIS
datasets provided by the City or other local, state, and/or federal agencies (FEMA National Risk
Index). All maps prepared will be provided in both ArcGIS and PDF formats for City use. The
data and information gathered during this task will be shared at both HMPC meetings_ A key
input will include using FEMA's National Risk Index to estimate potential losses. This is in place
of HazUS, as FEMA is now relying on this index to ensure greater consistency between local
planning efforts and datasets developed by State and Federal agencies_
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Capabilities Assessment
In addition to the mapping and analysis, the APS Team will also update the existing Capabilities
Assessment. This task includes a review of the existing planning regulations and programs that
support current mitigation capabilities. A key element of this review is identifying ways to expand
this capability to ensure future efforts are easier and better integrated into the City's mitigation
planning framework.
City Staff Requirements
The APS Team anticipates City staff will identify changes to the Critical Facilities Inventory, the
vulnerability assessment and capabilities assessment results, and any relevant data/information
that may assist with the analysis as part of this task.
Deliverables
• Identification of changes/ updates to hazards of concern
• Preparation of updated GIS Hazards Maps (where necessary)
• Preparation of updated Hazard Profiles
• Development of an updated Risk Assessment
• Development of an updated Draft Vulnerability Assessment
o Includes: critical facility identification, vulnerable populations identification, potential
loss estimates, analysis of development trends, social vulnerability analysis, and
analysis of city vulnerability using National Risk Index.
• Update to the existing Capability Assessment
• Planning process documentation (continuous throughout project).
Phase 3 - Hazard Mitigation Strategy
To initiate the development of mitigation strategies and actions, the APS Team will review the
existing LHMP, General Plan Safety Element, Capital Improvements Plan, LHMPs from
surrounding cities, and the 2023 State of California HMP. Based on this review,
recommendations for updates to the plan's hazard mitigation goals will be provided to the
HMPC for discussion and feedback.
Upon completion of the Capabilities Assessment and Mitigation Goals, the APS Team will
prepare updates to existing mitigation strategies and actions for future implementation. Using
our mitigation action worksheets, we will refine information within the plan to ensure we have
effectively identified the department lead for the specific mitigation action, funding and staffing
resources, time frame for completion, and implementation steps for each prioritized mitigation
action. The data and information gathered during this task will be shared with the HMPC during
Meeting #2. As part of mitigation actions development, the APS Team will prepare a Monitoring
and Implementation Workbook, which includes steps for the City to maintain the plan during the
5 year implementation period. This workbook is intended to help City staff understand how
mitigation actions should be monitored and implemented and opportunities to incorporate the
plan and mitigation strategies and actions into other City functions and plans.
City Staff Requirements
The APS Team anticipates that City staff will provide feedback on potential strategies and
capital improvement projects that may become actions. During HMPC Meeting #2, it is expected
that participants will help identify additional actions to incorporate into the plan, priorities for
these actions, and other relevant information to finalize them.
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Deliverables
• Updated Mitigation Goals
• Updated Mitigation Actions.
• Updated Mitigation Actions Implementation Plan.
• Preparation of the Monitoring and Implementation Workbook
• Planning process documentation (continuous throughout project).
Phase 4 — Hazard Mitigation Plan Implementation and Maintenance Process
Upon completing Phases 1 through 3, the APS Team will prepare the Administrative Draft
LHMP Update for City staff review. Using the process identified above, members of the HMPC
will be assisting with plan development as the research, mapping, and analysis are conducted.
In doing so, HMPC members will recognize much of the plan content based on their feedback
and review during HMPC meetings 1 and 2. Upon completion, the plan will be provided to City
staff for review and comment. Completion of the Administrative Draft LHMP Update will include
a Chapter within the plan that identifies the following key information required by FEMA:
• LHMP Monitoring, Evaluation, Implementation, and Updates
• Incorporation of the LHMP in existing planning mechanisms
• Schedule for LHMP Implementation
• Continued Public Involvement during the 5-year implementation period.
Once the APS Team has received a consolidated set of comments on the updated
Administrative Draft Plan, the Public Review Draft LHMP will be prepared alongside the FEMA
Plan Review Tool, which accompanies the plan when submitted to Cal OES/FEMA for review
and approval.
City Staff Requirements
The APS Team anticipates City staff will provide feedback on the Administrative Draft LHMP
document. If HMPC members identify additional information during this review, this information
can then be shared and incorporated into the Public Review Draft LHMP.
Deliverables
• Develop approach for ongoing maintenance and evaluation of the LHMP
• Preparation of Administrative Draft LHMP
• Solicit and collect Administrative Draft LHMP edits from the HMPC
Phase 5 — Hazard Mitigation Plan Approvals and Adoption
Public Draft Review and Revision
Upon completion of revisions and approval by the City, the Public Review Draft LHMP will then
be distributed for public review. Using the City's website, social media accounts, and distribution
lists, the APS Team will work with staff to identify where the document can be accessed, either
electronically or in hard copy. We typically recommend a review period of 30 days, but this can
be modified based on staff desires. We also anticipate the use of existing city meetings (City
Council/ Planning Commission) to provide opportunities for review and comment of the Public
Review Draft LHMP document. Upon completion of the review period, a compilation of
comments will be incorporated into the plan, where appropriate, before transmittal to Cal
OES/FEMA.
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City Staff Requirements
The APS Team anticipates City staff will assist with outreach and engagement efforts during the
public review period. Relying on content prepared by the APS Team, we will work with City staff
to release announcements and facilitate meetings, allowing for feedback and insight into
relevant community concerns that can improve the plan.
Cal OES/FEMA Draft Review
Upon completing the public review period, the APS Team will review the comments received
and prepare the LHMP for transmittal to Cal OES/FEMA. Completing this task also includes
finalizing the FEMA Plan Review Tool, which accompanies the document when transmitted.
Upon receiving comments from Cal OES and FEMA (if warranted), the APS Team will prepare
revisions and coordinate with agency staff until deemed satisfactory, allowing the City to adopt
the plan.
City Staff Requirements
The APS Team anticipates City staff will review any revisions requested by Cal OES/FEMA, if
necessary.
Local Hazard Mitigation Plan Adoption
Upon receiving an Approvable Pending Adoption (APA) letter from FEMA, the APS Team will
prepare a final version of the LHMP for presentation and adoption at City Council. The APS
Team will assist staff with staff report content and an adoption resolution as part of this task.
Note: Local Hazard Mitigation Plans are considered exempt under the California Environmental
Quality Act (CEQA) and National Environmental Policy Act (NEPA)_ As such, no environmental
compliance is scoped nor anticipated to be required to adopt the LHMP.
City Staff Requirements
The APS Team anticipates City staff will provide preferred document templates/formats for
adoption materials and provide comments and feedback on presentation materials prepared by
the APS Team. This task also assumes City staff will coordinate the dates and times for
adoption hearings and any notice required to support those hearings.
Deliverables
Preparation of Public Review Draft LHMP
Preparation of FEMA Plan Review Tool
• Preparation of Cal OES/FEMA Draft LHMP
Review and apply any Cal OES/FEMA edits (if necessary)
Preparation of final LHMP, adoption materials, and attendance at one adoption hearing
Project Schedule
The proposed project schedule ensures project completion within a timely manner. Based on
our approach we have reserved adequate time for City staff review and approval of deliverables,
however if delays occur or schedule adjustments are required, they can be accommodated by
our approach.
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Fee Schedule
The following detailed cost breakdown includes workplan tasks broken down by staff hours. This estimate is based on our understanding of the
City's needs and FEMA requirements. If any of our assumptions are incorrect or City staff would like to revisit them, the APS Team welcomes
discussion and revision if desired.
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