CONTRACT 4242 CLOSED 14 2 Z
PROFESSIONAL SERVICES AGREEMENT
BETWEEN
THE CITY OF EL SEGUNDO AND
Willdan Homeland Solutions
This AGREEMENT is entered into this 26 day of March, 2012, by and between the
CITY OF EL SEGUNDO, a municipal corporation and general law city ("CITY") and Willdan
Homeland 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 nineteen thousand nine hundred fifty four dollars ($19,954.00) 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"B," 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. ADDITIONAL WORK.
A. CITY's city manager("Manager") may determine, at the Manager's sole
discretion, that CONSULTANT must perform additional work("Additional
Work") to complete the Scope of Work. If Additional Work is needed, the
Manager will give written authorization to CONSULTANT to perform such
Additional Work.
B, If CONSULTANT believes Additional Work is needed to complete the Scope of
Work, CONSULTANT will provide the Manager with written notification that
contains a specific description of the proposed Additional Work, reasons for such
Additional Work, and a detailed proposal regarding cost.
C. Payments over $5,000 for Additional Work must be approved by CITY's city
council. All Additional Work will be subject to all other terms and provisions of
this Agreement.
7. FAMILIARITY WITH WORK.
A. By executing this Agreement, CONSULTANT agrees that it has;
i. 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.
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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.
8. TERM. The term of this Agreement will be from March 26, 2012 to September 30, 2012.
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 16.
9. TIME FOR PERFORMANCE.
A. CONSULTANT will not perform any work under this Agreement until:
i. 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.
10. 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.
11. 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: Scope of Work;
B. Exhibit B: Budget; and
C. Exhibit C: Proposal for Services.
12. 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
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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.
13. TAXPAYER IDENTIFICATION NUMBER. CONSULTANT will provide CITY with a
Taxpayer Identification Number.
14. 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.
15. 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.
16. 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" 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.
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17. 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.
18. 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.
19. INDEMNIFICATION.
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,
except for such loss or damage arising from CITY's sole negligence or
willful misconduct.
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, except for
such loss or damage arising from CITY's sole negligence or willful
misconduct. 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.
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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 23, 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.
20. 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.
21. 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.
22. 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.
23. 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 Limits
Commercial general liability: $1,000,000
Professional Liability $1,000,000
Business automobile liability $1,000,000
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Workers compensation Statutory requirement
B. Commercial general liability insurance will meet or exceed the requirements of
the most recent ISO-CGL Form. 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 1185 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 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 0106 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.
24. 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.
25. 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
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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.
26. NOTICES. All communications to either parry by the other party will be deemed made
when received by such party at its respective naive and address as follows:
If to CONSULTANT: If to CITY:
Willdan Homeland Solutions City of El Segundo
2401 East Katella Ave. , Suite 220 350 Main Street
Anaheim, CA 92806 El Segundo, CA 90245
Attention: Lan T.Nguyen Attention: Captain Brian Evanski
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.
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.
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. There are one (1) Attachments to this Agreement. This
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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. ACCEPTANCE OF FACSIMILE SIGNATURES. 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
facsimile transmission. Such facsimile signature will be treated in all respects as having the
same effect as an original signature.
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.
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 WITN13SS WHEREOF the parties hereto have execut d 111i s colitract the day and year'
first hereiriabove written.
CH" OF EL SE'GUNDO WILIDAN I ICS It: SOLUVIONS
..........
Cir, arp iter, James 1", Bailey
r , i) t�
Interim City Manager PrIcsident and C'Nell'Accutive Officer
Al-I'll S'I':
Taxpayer ID No. 26-009�9886 rra.._.
Ci Y MoTf�s,enl,
Ci Clerk
APPROVED AS TO FORM:
M)k, RK D. I I 1,-,N SLf,,Y, City Attorney
By:
, , Kai) H '13 rerge ,
Assistant City Attorney
C I
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EXHIBITS A, B & C 4, 24 *
tPd "
WILL yi""�1 y1aur
Homeland Seiutlens reach
February 9, 2012
Chief Tavera
El Segundo Police Department
348 Main Street
El Segundo, CA 90245
SUBJECT: COST PROPOSAL AND SCOPE OF WORK FOR CONTINUITY OF OPERATIONS
PLAN FOR EL SEGUNDO
Dear Chief Tavera:
As requested by the City of El Segundo Police Department, attached is the Willdan Homeland Solutions
cost proposal to support the development of the Continuity of Operations plan. Our cost estimate of
$19,954 covers the work described in the scope of work.
It will be a pleasure working with the City of El Segundo to design the Continuity of Operations Plan that
ensures the continuation of government and the performance of essential functions during and after an
emergency, disaster, or other disruption to normal City operations. Local governments play an integral
role in determining the needs of the public and in providing essential services on a day-to-day basis. The
City of El Segundo's involvement in this project will further demonstrate its steadfast commitment to the
continuation of these services and the safety and protection of its citizens, employees, and visitors.
Willdan Homeland Solutions appreciates the opportunity to be of service to the City of El Segundo Police
Department. If there are any questions, please do not hesitate to contact me by phone at 760-521-5087.
Sincerely,
I
James E. Bailey
President and Chief Operating Officer
Willdan Homeland Solutions
Engineering I Geotechnical I Environmental I Sustainability I Financial I Homeland Security I P a g e
714.940.6370 1 877.818.5621 1 fax: 714.940.4930 1 2401 East Katella Avenue, Suite 220, Anaheim, CA 92806-6073
42 4 2 •
°i Proposal to Develop
r
Continuity of Operations Plan
,
For the City of El Segundo
Scope of Work
The following narrative describes in detail our understanding of the contemplated work along with the
approach our team intends to use to deliver and complete the tasks needed to develop a viable Continuity
of Operations Plan. Our approach is based on the successful completion of similar projects. We
will apply lessons learned and best practices from previous continuity of operations plan projects
to this project,providing the City of El Segundo with the most efficient and cost effective
Continuity of Operations (COOP) Plan.
Department Director Kick-Off Meeting
The Willdan Team will work closely with the City of El Segundo Continuity of Operations (COOP) Plan
Development Project Manager to schedule a Department Director COOP Project Kick-off Meeting.
The purpose of this meeting is to introduce the COOP Project to the department directors; provide an
overview of fundamental COOP concepts; and identify the planning requirements and responsibilities.
The Willdan Planning Team Leader(proposed Project Manager) will conduct this meeting and provide
recommendations on identifying department-level continuity planners to ensure successful completion of
the project and highlight the project schedule. During this meeting, we will distribute and review the
materials needed for the completion of the project with department directors; this will ensure project
"buy-in,"provide directors with a solid understanding of the project, and establish a working
relationship between the City of El Segundo and Willdan.
Phase l:Assessment and Data Collection
The purpose of this Phase I is to identify the essential
functions and critical processes within the City of El Segundo _h
that must continue as well as to determine the support '' • • • • •
elements associated with each essential function. Overall, " • • •
the Willdan Team's goal is to assist the City with • - •
identifying and documenting these capabilities to • - • ••
ensure the continued performance of services during
and after any emergency, regardless of scope or
duration.
In this phase, the Willdan Team will work with the department continuity planners (identified by
department directors following the Kick-off Meeting)through progressive data gathering meetings to
gather information and to establish basic procedures related to how the City of El Segundo as a whole will
manage incidents requiring COOP activation. These meetings will be used to introduce the COOP
concepts to the planners, collect COOP-related data, and ensure major milestones are met and the
project remains on schedule. The Willdan Team will conduct two (2) COOP data gathering meetings per
department; the second data gathering meeting will build up on the first. During our meetings, we will use
our proven methodology of a customized COOP survey to collect information on all elements of a viable
COOP capability. The Willdan Team will review these documents and incorporate relevant data into the
current COOP plan, if necessary. The envisioned COOP Plan will include the following elements as
outlined in the Continuity Guidance Circular(CGC) 1, Guidance for Non-Federal Entities, dated January
21, 2009:
i. Essential Functions:The Willdan Team will work closely with continuity planners to identify and
document department-level essential functions. As essential functions form the basis of a
continuity plan; it is imperative that they are accurately identified in the beginning of the project.
We will ensure that continuity planners are provided with clear guidance to accurately identify all
their essential functions to include essential functions executed by contactors and subsequently
gather information on supporting elements and interdependencies.
"WILLDAN 2 1 P a g e
Homeland Solutions
Proposal to Develop
Continuity of Operations Plan
For the City of El Segundo
e
ii. Order of Succession: In the event that key leaders are no longer capable of fulfilling their
responsibilities, we will work together to identify key leadership positions within each department
and within the City as a whole and codify lines of succession for each position.
iii. Delegation of Authority: Ensuring that leadership positions are always filled by qualified leaders
is critical in a continuity and/or emergency situation. The Willdan Team will work with City of El
Segundo staff to document delegations of authority (2-3 individuals deep), in the event that key
leaders are unavailable to fill their roles. We will also document any limitations in the delegations
of authority. Finally, the Willdan Team will work with the City Project Manager to establish pre-
delegated emergency authorities for key officials.
iv. Continuity Facilities and Alternate Worksites:Alternate facilities are a complex, time-
consuming and potentially expensive aspect of continuity planning. Within the scope of this
project, we will explore all the primary facilities operated by the City, and their potential use as a
continuity facility for different staff. We will gather information on existing building capabilities
(telecommunications, office space and equipment, parking, etc.) for each facility to allow
management to have a snapshot of current capabilities throughout the city in the event facilities
are affected by an incident.
v. Continuity Communications,pertaining to essential functions: During a continuity event, the
City of El Segundo will need to communicate effectively internally and externally with
stakeholders, residents, vendors, and other governmental entities. During our data collection
process, we will identify the City's specific communication requirements, including quantities of
each requirement.
vi. Human Capital:The human capital aspect of continuity planning should take several aspects
into consideration. We will explore existing notification procedures that are used to contact staff
(including staff positions filled by contractors) both during working hours and after working hours.
If these procedures are not sufficient, we will collaborate with continuity planners to develop
notification procedures to ensure that staff can be reached in the event of an incident.
Maintaining current notification procedures allows management to reach all staff to determine
individual status and identify who is available to support continuity efforts. Our human capital
planning will also identify appropriate staff to perform essential functions and supporting activities.
vii. Vital Records Management:The Willdan Team will work with city continuity planners to identify
all vital records and databases needed to perform essential functions. This will include
documenting how each record is stored (electronic/hardcopy); storage location; identification of
record-keepers by position; security considerations; and back-up status. Maintaining a current list
of vital records will allow Information Systems staff to understand requirements and plan to
support as required.
viii. Test, Training, and Exercises(TT&E) Program: Developing and implementing a continuity
TT&E program improves resiliency on many levels. First, training staff on the purpose of the plan
and respective roles and responsibilities and ensures that continuity staff members are better
prepared and understand expectations. Secondly, testing capabilities of a plan ensure that
procedures function as documented in the plan; and finally, exercising ensures the human
element of responding meshes with the available capabilities and procedures. The Willdan Team
will develop a recommended continuity TT&E program for inclusion in the plan.
ix. Devolution of Control and Direction: Devolution is a complex topic at the city level. We will
share our recommendations on how to approach devolution planning based on our experience
with 30 city continuity plans within Orange County, CA.
x. Reconstitution Operations: Our team will work with city continuity planners to identify elements
of reconstitution planning and incorporate them into the COOP plan, including a task checklist to
follow during the transition back to normal operations.
,W I LLDAN 31 P a g e
Homeland Solutions
Proposarto—Develop
Continuity of Operations Plan
For the City of El Segundo
xi.,. Vital Systems and Equipment:The Willdan Team will help planners identify the specific IT
systems needed for the continued performance of essential functions. We will also document the
specialized equipment(e.g. tools, vehicles) required for each essential function.
Key departmental continuity planners will gather and submit the department-specific data to the Willdan
Team within a specified timeframe, as identified in the Proposed Project Schedule below. The Willdan
staff will closely monitor the data gathering efforts and will conduct additional meetings, conference calls,
and communicate via phone and email as necessary to obtain accurate and detailed information from the
planners. In addition, the Willdan Team will request each department to provide any existing plans,
including already existing City policy and ordinances supporting continuity, business impact analyses,
continuity plans, standard operating procedures, notification procedures and/or contact lists that may be
pertinent to the COOP plan development efforts. The review of these documents will not be a substitute
for original data gathering at the department level. During the data collections phase, the Willdan Team
anticipates identifying gaps in preparedness; if this arises, gaps will be communicated to the City of El
Segundo with recommendations on methods to increase preparedness.
Simultaneous with data collection efforts, the Willdan Team will customize the COOP plan template to
meet the requirements of Federal and State guidance. The template will be organized in a user-friendly
format that includes checklists and tables to meet the needs of the City of El Segundo. Prior to
transferring data into the City's customized template, the Willdan Team will discuss the structure of the
plan with the City's Project Manager.
In addition, city continuity planners will be required to review the completed draft survey with their
respective department director to ensure all data is appropriately captured. Upon director approval of
survey data, continuity planners will submit the survey to the Willdan Team; Phase II will commence once
Willdan has received complete and director-approved surveys from all departments.
Phase ll: Plan Development
The goal of Phase 11 is to incorporate data gathered in Phase/into the COOP plan. The City of El
Segundo COOP Plan will follow the latest Federal and State COOP guidance, including National Security
Presidential Directive-51/Homeland Security Presidential Directive-20 (NSPD-51/HSPD-20) National
Continuity Policy Implementation Plan (NCPIP), dated August 2007; Continuity Guidance Circular(CGC)
1, Guidance for Non-Federal Entities, dated January 21, 2009; and Federal Continuity Directives (FCD) 1
and 2, dated February 2008; and State of California Executive Order S-04-06, dated April 18, 2006.
The Willdan Team will develop and conduct a Citywide Concept of Operations Meeting with identified
continuity planners. During this meeting, we will work together to determine how the city as a whole will
manage event requiring the activation of the COOP plan, including identifying the highest priorities of the
city, and allocation of limited resources and worksites during shortages.
The Willdan Team will do the "heavy lifting"in this project, specifically in terms of determining the
data that needs to be collected and developing the draft COOP plan. We will rely on our key
stakeholders, including the continuity planners and department directors to provide current, accurate
information and to conduct a thorough review of the draft plan and provide revisions. The intent and
scope of the COOP plan is to establish the framework to ensure the City of El Segundo has the ability to
carry out its critical mission, regardless of the circumstances that may result from any man-made,
technological, or natural disaster, and to respond to and manage disaster incidents within the jurisdiction
and purview of the City.
The COOP plan will be designed to serve as a tool to help the City of El Segundo effectively resume
essential functions within 12 hours of an emergency, with or without advance warning, and to sustain
continuous operations for the entire cycle of the incident up to 30 days. The plan will address the
emergencies from an all-hazards approach. Emergencies and corresponding continuity considerations
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Homeland Solutions
Proposal to Develop
Continuity of Operations Plan
For the City of El Segundo
outlined in the plan will include: Localized Emergency Requiring Relocation to Alternate Facilities (e.g.,
structural, fire, water damage, etc.); Widespread or Catastrophic Emergency Requiring Relocation to
Alternate Facilities (e.g. earthquake, widespread power outage, toxic chemical spill, terrorist act, etc.);
and Widespread Emergency NOT Requiring Relocation to Alternate Facilities (e.g., major disease
outbreak).
Phase lll: Continuity Plan Training
Training and exercising ensures that City of El Segundo
staff members are aware of their roles and responsibilities • •
during an emergency, ensures systems and equipment are • - • • -• o e o
maintained in a constant state of readiness, and validates o- • - .. •
aspects of the COOP Plan. The Willdan Team will develop a • , ,- -,
Continuity Plan Training PowerPoint and supply supporting
documents for city staff to conduct the training. The
objectives of the training session will be to create awareness and familiarity within the City of El Segundo
and enhance each staff member's knowledge of the City of El Segundo COOP Plan.
Phase IV. Finalize and Deliver COOP Plan
The final phase, Phase 111, will be devoted to reviewing, critiquing and finalizing the COOP plan. The
Willdan Team will deliver one (1) hardcopy of the final City of El Segundo COOP Plan as well as a CD-
ROM with the final plan in MS Word.
PROPOSED PROJECT SCHEDULE
The following project schedule provides the completion timeframes for each task required for
successful completion of the City's COOP however, the schedule can be modified if necessary.
Contract Approval February 21, 2012
Department Director COOP Project Kick-off Meeting Week of March 5-9, 2012
Conduct Planning Meetings#1 Week of March 12-16, 2012
Conduct Planning Meetings#2 Week of March 19-23, 2012
Develop draft plan template 4 weeks in duration, simultaneous with other tasks
Deadline for planners to submit final tables to Willdan April 23—27, 2012
Review final tables from all departments Week of May 1-4, 2012
Conduct Citywide Concept of Operations Meeting Week of May 21 -25, 2012
Develop draft plans Week of May 29-June 1, 2012
Submit draft plans to El Segundo planners for review Week of June 4-8, 2012
Incorporate revisions and finalize plans Weeks of June 18-29, 2012
Deliver final COOP Plan July 6, 2012
Fee Proposal
Based on the scope of work detailed in the previous section, the fixed cost price is$19,954.
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Homeland Solutions