HomeMy WebLinkAboutC2010-053 - 3/30/2010 - ApprovedAgreement for Consultant Services
Emergency/Hurricane Operations Plan
The City of Corpus Christi, Texas, hereinafter called "City", and Beck Disaster Recovery,
Inc., Inc. hereinafter called "Consultant", hereby agree as follows:
SERVICES TO BE PERFORMED
The Consultant hereby agrees, at his/her own expense, to perform all services necessary to
research, document, and complete the scope of work to complete the project described as
follows.
II. SCOPE OF SERVICES
The Consultant in collaboration with the City will develop an emergency/hurricane
operations plan. This plan will be an operations-based plan for the City of Corpus Christi
departments to use during a catastrophic event. Planning and preparing for catastrophic
events will help the City to effectively orchestrate response and recovery efforts and
maximize federal reimbursement for disaster-related costs.
The plan will serve as an effective tool for lead departments, and coordinating City
departments to follow pre- and post-landfall to manage emergency efforts. The plan will
outline specific roles and responsibilities based on emergency management principles and
best practices. It is understood that unforeseeable challenges arise in every emergency or
hurricane response effort. Therefore the plan will be flexible to allow for contingencies and
interim processes as the situation dictates.
A. Phase 1 -Project Initiation
The Consultant will:
• conduct an initial project planning call with the City's project sponsor to identify key
personnel and discuss the scope of the planning process. During this call, the
Consultant Team will gather necessary information to develop a work plan that further
defines the scope of-work, project budget, schedule, deliverables, key stakeholders, and
the planning steering committee.
conduct a one to two-hour workshop on-site to introduce the project to key department
personnel citywide, distribute information-gathering worksheets, and provide instructions
on how to complete the worksheets. These worksheets are used to gather necessary
information on critical resources that support emergency operations. The worksheets
capture information specific to each department and will provide the framework of each
departmental annex of the emergency/hurricane operations plan.
will conduct two (2) half day planning meetings with City personnel and provide a
workbook designed to capture critical information and promote discussion. The
Consultant's Team will meet with the project sponsor and the steering committee to
discuss the objectives of the project and ensure the overarching program is maintained
throughout the process.
The City will identify and make available representatives from core City departments, which
will include Engineering, Solid Wastes, Storm Water, Streets Wastewater, Water,
Emergency Management, Assistant City Managers, Police, Fire, and Development Services.
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Beck Disaster Recovery IwIDE_VCi'1
B. Phase 2 -Capabilities Assessment
The Consultant will:
critical documentation is gathered from each department and evaluated by the
Consultant's Team. The following data will be requested from each department:
• Organizational structure and responsibilities;
• Current emergency operations plans; This project will build on existing plans and
avoid duplication of work that has already been created;Communications plans;
• Information technology (IT) recovery plans;
• Emergency procedures (including procurement and travel policies);
• Code enforcement regulations and city ordinances;
• City code, Texas statutes, and internal policies that mandate specific functions in
each department; and
• Debris management plan and supporting procedures.
Consultant will catalog and assess the existing documentation and compile this
information into a single document, compile the information provided in the surreys
and provide adepartment-specific capability assessment to be reviewed during on-
site consultations with up to 20 City departments and verify the information collected
and identify the following:
• Critical functions that must be maintained during a hurricane
• Staffing requirements for response functions
• Available resources that can be re-allocated to hurricane response operations
• Critical facilities that, if inoperable, will pose a threat to public health and safety
• Mutual aid assets from neighboring jurisdictions and obligations to other
municipalities
• Pre-positioned contracts that support recovery operations (debris, generators, base
camps, etc.)
During this phase, Consultnat will also facilitate the second planning meeting with the
steering committee to discuss outstanding items from the first meeting, to review the
departmental capabilities assessments, and to finalize the concept of operations for the City.
C. Phase 3 -Risk and Vulnerability Analysis
The Consultant will:
evaluate and compare capabilities to the level of effort required to adequately respond to a
major hurricane and analyze each department's operational risks during the consultation
sessions by addressing the following:
• Internal processes and procedures;
• Training of employees on standard operating procedures;
• Trained personnel/roles during a disaster;
• Adequate available or acquired resources;
• Backup personnel;
• Alternate facilities/relocation procedures;
• Emergency supplies;
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• Critical suppliers/coordinating agencies;
• Shortage of personnel; and
• Third party risks.
Consultant will conduct an on-site cursory inspection of critical facilities using
Consultant's facility risk worksheet, which examines building-specific risks related to:
• Heating/air conditioning;
• On-site storage/refrigeration;
• Backup power generation/telecommunications;
• Facility access controls;
• Technological risks;
• Fire exposure;
• Natural disaster exposures;
• Location within SLOSH models (storm surge); and
• Proximity to man-made exposures.
Consultant will compile this information into a risk mitigation report that will identify gaps
and provide recommendations for mitigation.
D. Phase 4 -Plan Development
In Phase 4, the process is pulled together in a set of planning documents to be used from
the days leading up to landfall, during the impact of the hurricane, and throughout the
response and recovery phases. The key deliverables in this phase are the final versions of
the capabilities assessment, risk mitigation report, and emergency/hurricane operations
plan.
The emergency/hurricane operations plan will include the following:
• Department-specific operational annexes that list roles and responsibilities for key
personnel;
• Important meeting schedules with suggested attendees and agendas;
• Pre- and post-landfall time delineated checklists;
• H-120 hours: Activation of emergency plans, staff, and facilities
• H-96 hours: Review capabilities and ensure adequate resources
• H-72 hours: Execute responsibilities and activate contracts
• H-48 hours: Monitor storm track and continue preparations
• H-24 hours: Prepare final reports
• H-0 hours: Prepare for post-landfall response
• H+24 hours: Critical response
• H+48 hours: Initiate contractors and prepare for debris removal operations
• H+72 hours: First push/facility restoration
• H+96 hours: Debris removal program
• Logistics appendix to address the following:
• Manpower (staff)
• Heavy equipment
• Resources
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• Mutual aid assets
Standby contracts
GIS component identifying location of available resources
The emergency/hurricane operations plan will also provide guidance for long-term recovery
operations.
During this phase, the Consultant Team will conduct a final walk-through meeting with the
project sponsor and steering committee to review the plan, checklists, and risk mitigation
recommendations. In addition, the Consultant Team will discuss plan implementation,
review the strategy for plan maintenance, and stress the importance of updating and
exercising the plan.
E. Phase 5 -Training Program
Consultant will provide a training workshop for key department personnel to present the final
plan and department-specific annexes, and instruct the attendees when and how to use the
plan. Training will be conducted during two (2) three-hour training sessions. The training
will provide employees on how to incorporate the plan as an integral part of their
responsibilities during emergencies and hurricanes. The Consultant will deliver the training
manual, including the multimedia presentation slides and notes that detail the purpose of the
hurricane operations plan. The materials explain how to use and maintain the plan and
include training aids such as handouts. The Consultant's training program, based on
effective fundamentals of adult education, will provide a framework for implementation for
key personnel who have critical roles and responsibilities in the plan.
F. Deliverables -
The Consultant deliver the following:
• Electronic copies of the interim deliverables throughout the planning process;
One (1) printed, bound copy of the final draft deliverables; and
Four (4) electronic copies of the final draft deliverables on compact disc in a format that
is Microsoft Office compatible.
The City will provide the following during the project:
• A City employee to act as project contact and function, as the primary point of contact to
address administrative and functional issues.
• Access to materials and documents necessary to complete the project including existing
emergency management plans, standard operating procedures, notes from the
development of the hurricane operations plan (including public comment), the
emergency operations plans (including annexes and appendices), GIS map data, tax
and property data, operating policies/procedures, system documentation, contracts,
purchasing-related documents and other materials to the extent such materials are
available.
• The City will provide meeting room space to conduct the planning meetings, working
group sessions, and on-site interviews.
• Access to City personnel (operations subject matter experts) necessary to complete the
project.
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G. POINT OF CONTACT -The Assistant City Manager for Public Works and Utilities will designate
a single point of contact for all communications, information and documents to pass through.
Any actions taken by the Consultant on instructions, information or concurrence provided by or
through any other source will not be compensated under this contract.
H. ORDER OF SERVICES -The Consultant agrees to begin work immediately after written
authorization. The preliminary schedule for the project is attached as Exhibit A.
III. FEES AUTHORIZED
The City will pay the Consultant a total of $87,860.00. This fee will be full and total compensation
for all services provided and authorized expenses incurred in performing the tasks specified.
Authorized expenses include out of town travel, lodging, and meal. Mileage will be reimbursed at
the IRS authorized rate. The Consultant will not be reimbursed for mileage while traveling within
the City of Corpus Christi.
The table "Summary of Fees" shall be used when calculating the fee due for the proportion of
services completed. The City shall make prompt payments in response to Consultant's statements
for Professional Services.
Billing for services provided will be based on the Consultant's estimate of the percent of services
complete at the time of billing. However, in no case will the billing exceed 90% until the delivery of
any documents has been reviewed and accepted by the City.
Consultant will submit monthly statements for work authorized by the Assistant Director of
Engineering Services and performed by the Consultant. The statement will be based upon
Consultant's estimate and concurrence by the City of the proportion of the total services actually
completed at the time of billing. The City will make prompt monthly payments in response to
Consultant's monthly invoices.
All invoices shall be accompanied by a cover letter summarizing the fee in accordance with the
Summary Schedule of Fees. Invoices will be sequentially numbered for each project and state the
project name. The letter shall state the number of the current invoice, the contract fixed fee for
each task, the amount previously invoiced for each task, and the current amount due. Invoices will
be organized to accommodate funding sources.
Summary of Fees:
A Phase 1: Project Initiation $12,290.00
B• Phase 2: Capabilities Assessment $24,870.00
C• Phase 3: Risk and Vulnerabilities Analysis $14,850.00
D• Phase 4: Plan Development $26,580.00
E• Phase 5: Training Program $9,270.00
TOTAL $87,860.00
IV. TERMINATION OF CONTRACT
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The City Manager may, at any time, with or without cause, terminate this contract upon seven days
written notice to the Consultant at the address specified below.
If termination occurs prior to the final completion of all work contemplated by this contract, the
Consultant shall be paid a reasonable compensation for the services actually rendered in
accordance with the above-described schedule of fees and in proportion to the amount of work
done on such stages or phases as have been authorized.
The foregoing shall not be construed to require the City Manager to compensate the Consultant for
any services not performed in a proper, professional manner.
V. NOTICE ADDRESS
Correspondence concerning this contract shall be sent to the City and Consultant as follows:
City: Consultant:
Kevin Stowers Betty Kamara
City of Corpus Christi Beck Disaster Recovery, Inc.
P.O. Box 9277 2301 Lucien Way, Suite 120
Corpus Christi, Texas 78469-9277 Maitland, Florida 32751
361-826-3500 (321) 441-8500 Office ~ (407) 803-2551 Cell
Fax: 361-826-3501 Fax: (321) 441-8501
VI. LOCAL PARTICIPATION
The City Council's stated policy is that City expenditures on contracts for professional services be of
maximum benefit to the local economy. The Consultant agrees that local consulting firms will be
used to the extent practical.
VII. OWNERSHIP OF DOCUMENTS
All documents including contract documents (plans and specifications), record drawings,
contractor's field data, and submittal data shall upon payment of all fees and reimbursable
expenses owed under this agreement, be the sole property of the City. Those documents may be
used by the City Engineer for other City projects, and with the exception of standard details that are
not specific to this project may not be used again by the Consultant without the express written
consent of the City Engineer. The City will assume sole liability for arising out of any reuse or
modification of the Consultant's documents, except where the Consultant is found to be liable by a
court or forum of competent jurisdiction.
VIII. CORRECTING MATTERS
Any extra cost and expense necessary to correct matters caused by failure of the Consultant or
his/her sub-consultants to exercise a reasonable degree of professional care will be paid by the
Consultant and not reimbursed by the City.
IX. ASSIGNABILITY
The Consultant shall not assign, transfer or delegate any of its obligations or duties under this
contract to any other person without the prior written consent of the City, except for routine duties
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delegated to personnel of the Consultant's staff. No part of the Consultant's fee may be assigned in
advance of receipt by the Consultant without written consent of the City.
The City shall not pay the fees of expert or technical assistance and consultants unless such
employment, including the rate of compensation, has been approved in writing by the City.
X. INSURANCE
The Consultant will submit to the City Engineer a certificate of insurance, with the City named as
additionally insured, by an insurance company acceptable to the City.
XI. INDEMNIFICATION AND HOLD HARMLESS
Consultant agrees to indemnify, save harmless and defend the City of Corpus Christi, and its
agents, servants, and employees, and each of them against and hold it and them harmless
from any and all lawsuits, claims, demands, liabilities, losses and expenses, including court
costs and attorneys' fees, for or on account of any injury to any person, or any death at any
time resulting from such injury, or any damage to any property, which may arise or which
may be alleged to have arisen out of or in connection with the work covered by this contract.
The foregoing indemnity shall apply except if such injury, death or damage is caused by the
sole or concurrent negligence of the City of Corpus Christi, its agents, servants, or
employees or any other person indemnified hereunder.
XII. DISCLOSURE OF INTEREST
In compliance with City of Corpus Christi Ordinance No. 17112, Consultant agrees to complete the
City of Corpus Christi Disclosure of Interests form which is incorporated in the contract as Exhibit
«B,~
CITY OF ORPUS HRI TI BECK D ER RECOVERY, INC
By. G` ~ l 0 By: ~ ;?~ 1 D
Juan Perales P.E. Date et mars D to
Assistant Ci, Manager , ontract Administrator
ATTEST:
City Secretary / )
APPRO D AS TO F RM: ,.
~ ~/
Assistant City Attorney
~ // "'
Date
AIITNORIIED
. ~~ ~ ~~
Date ~~` COUNCIL ., ~ ~..~.~
~~~
SECRETARY ~~~
Page 7 of 7
~~~~~ SUPPLIER NUMBER
^-~^ TO BF: ASSIGNED BY CITE-~
- PURCHASING D1VIS10N
City of CITY OF CORPUS CHRISTI
c°'•I't's DISCLOSURE OF INTEREST
Christi
City of Corpus Christi Ordinance 17112, as amended, reduires all persons or firms seeking to do
business with the City to pprovide the following infonnatton. Evety qquestion must be answered.
If the question is not a~~licable, answer with `NA". See reverse side for Filing Requirements,
Certifications and definitions.
COMPANY NAME: Beck Disaster Recovery, Inc.
P. O. BOX:
STREET ADDRESS: 2301 Lucien Way, Ste 120
CITY: Maitland ZIP: 32751-
FIRM IS: I, Corporation ® 2. Partnership ^
4. Association 5. Other
3. Sole Owner ^
DISCLOSURE QUESTIONS
If additional space is necessart ,please use the reverse side of this page or attach separate sheet.
1. State the names of each `employee" of the City of Corpus Cliristi having an "ownership
interest" constituting 3% or more of the ownership in the above named "firm.'
Name Job Title and City
Department (if known)
N/A
2. State the names of each "official" of the City of Corpus Christi having an "ownership interest"
constituting 3% or more of the ownership in the above named "firm."
Name Title
N/A
3. State the names of each "board member" of the City of Corpus Christi having an "ownership
interest" constituting 3% or more of the ownership in the above named "firm."
Name Board, Commission or
Committee
N/A
4. State the names of each employee or officer of a "consultant" for the City of Corpus Christi
who worked on any matter related to the subject of this contract and has an `ownership
interest" constituting 3% or more of the ownership in the above named "firm."
Name Consultant
N/A
FILING REQUIREMENTS
If a person who requests official action on a matter knows that the requested action will confer an
economic benefit on any City official or employee that is distinguishable from the effect that the
action will have on members of the public in general or a substantial segment thereof, you shall
disclose that fact in a signed writing to the City official, employee or body that has been
requested to act in the matter, unless the interest of the City official or employee in the matter is
a~ppparent. T'he disclosure shall also be made in a signed writing fled with the City Secretary.
[Ethics Ordinance Section 2-349 (d))
CERTIFICATION
I certify that aU information provided is true and correct as of the date of this statement, that I
have not knowingly withheld disclosure of any information requested; and that supplemental
statements will be promptly submitted to the City of Carpus Christi, Texas as changes occtrr.
Certifying Person: Jonathan Schaefer
Title: Vice President, Operations
{Type nr Print)
Signature of Certifying ..^' ~,~'.'-+~,. ~.. Date: March 29, 2010
Person: _. _ _ -. ~- __-...~___
~,
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DF,FINITIONS
a. `Board member." A member of any board, commission,. or committee appointed by the
City Council of the City of Corpus Christi, Texas.
b. "Fcconomic benefit". An action that is likely to affect an economic interest if it is likely to
have an effect on that interest that is distinguishable from its effect an members of the public
in general or a substantial segmen thereof.
c. "Employee." Any person employed by the City of Corpus Christi, Texas either on a full or
part-time basis, but not as an independent contractor.
d. "Firm." Any entity operated far economic gain, whether professional, industrial or
commercial, and whether established to produce or deal with a product or service, including
but not limited to, entities operated in the form of sole proprietorship, as self=employed
person, partnership, corporation, joint stack company, joint venture, receivership or trust, a.nd
entities which for purposes of taxation are treated as non-profit organizations.
e. "Official." The Mayor, members of the City Council, City Manager, Deputy City
Manager, Assistant City Managers, Department and Division Heads, and Municipal Co~n-t
.(edges of the City of Corpus Christi, °['exas.
f. "CJwnership Interest." Legal or equitable interest, whether actually or constructively held,
in a firm, including when such interest is held through an agent, trust, estate, or ho}ding
entity. "Constructively held" refers to holdings or control established through voting trusts,
proxies, ar special terms of venture or partnership agreements."
g. "Consultant." Any person or firm, such as engineers and architects, hired by the City of
Corpus Christi for the purpose of professional consultation and recommendation.