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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. 2010-053 M2010-066 03/30/10 Page 1 of 7 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; Page 2 of 7 • 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 Page 3 of 7 • 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. Page 4 of 7 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 Page 5 of 7 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 Page 6 of 7 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: _. _ _ -. ~- __-...~___ ~, r 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.