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HomeMy WebLinkAboutContracts & Agreements_235-2021SECOND AMENDMENT TO AGREEMENT TO PERFORM PROFESSIONAL SERVICES This second amendment ("Second Amendment") to the Agreement for the Provision of Professional Services ("Agreement") dated April 15, 2020, by and between the City of Redlands, a municipal corporation and general law city ("City"), and APetrow Consulting, Pennsylvania corporation ("Consultant"), is made and entered into this 21st day of December, 2021 RECITALS WHEREAS, it is the desire of City and Consultant to amend Exhibit "A" of the Agreement, titled "Scope of Services," to increase the scope of services to include those described in Exhibit "1," which is attached hereto and incorporated herein by reference; and WHEREAS, it is the desire of the City and Consultant to amend Article 4.2 of the Agreement to extend the date for termination of the Services to March 31, 2022, and WHEREAS, it is the desire of City and Consultant to amend Article 5 1 of their existing Agreement to increase Consultant's present total compensation of Seventy Three Thousand Six Hundred Dollars ($73,600) to the amount of One Hundred Thirty One Thousand One Hundred Dollars ($131,100), NOW, THEREFORE, in consideration of the mutual promises contained herein City and Consultant agree as follows. AGREEMENT Section 1. The scope of work performed by Consultant pursuant to Exhibit "A" of the Agreement, titled "Scope of Services," is hereby amended to include the work that is identified in Exhibit "1 " Section 2 The project schedule contained within Exhibit "B" of the Agreement is hereby deleted in its entirety, and substituted with a new project schedule in the form attached hereto as Exhibit "2." Section 3 Section 4.2 of the Agreement, titled "Performance of Services," is hereby amended to read as follows "4.2 Consultant shall complete the Services by March 31, 2022, unless the Services are terminated earlier as provided for herein." Section 4. Section 5 1 of the Agreement, titled "Payment to Consultant," is hereby amended to read as follows "5 1 The total compensation for Consultant's performance of the Services shall not exceed the amount of One Hundred Thirty One Thousand One Hundred Dollars ($131,100) City shall 1 L:\ca\djm\Agreements\APetrow Consu►ting Second Amend.FY21-0060.docx.jn pay Consultant in accordance with Exhibit "C," titled "Project Cost," which is attached hereto and incorporated herein by reference Section 5 All other provisions of the Contract shall remain unchanged by this First Amendment, and in effect IN WITNESS WHEREOF, the parties have executed this Second Amendment, to be effective as of the 21 st day of December, 2021 CITY OFDLANDS APETROW CONSULTING Paul T Barich, Mayor ATTEST anne Donaldson, City Clerk 2 L \ca\dim\Agreements\APetrow Consulting Second Amend.FY21-0060 docx.jn w, Consultant EXHIBIT "1" ADDITIONAL SCOPE OF SERVICES [ATTACHED] 3 L:\ca\djm\Agreements\APetrow Consulting Second Amend.FY21-0060.docx.jn Overview of the Work The City of Redland's Fire Department is requesting a proposal to augment the Scope of Work (SOW) under the current "Agreement to Perform Professional Services" with APetrow Consulting The current agreement is to update and support the approval and adoption of the City of Redlands Local Hazard Mitigation Plan (LHMP) As presented in the current agreement, APetrow Consulting used a phased approach to complete the LHMP update Phase 1 through Phase 3 were previously funded under the original agreement However, Phase 4 was not Phase 4 can only be done after adoption of the LHMP Phase 4 is designed around the implementation of the LHMP This includes, training on the LHMP, exercising the LHMP to validate fmdings and assumptions, incorporation of the LHMP into other plans, and the monitoring of progress of the LHMP APetrow Consulting is proposing to develop a SOW in support of this phase 1. Prepare a~ Conduct Kickoff Meeting(s) * Establish PlanningTeam * Develop Outreach Plan 2c. Mitigation Strategy Goals/Objectives + Measures/Actions + Implementation Plan - Prioritization 1 2a. Existing Conditions + Community Profile + Hazard Profile + Capabilities + Fiscal Resources + Key Assets 2. Develop 2b. Ilisk Assessment - Exposure + Vulnerabilities + Impacts Incorporate into and leverage existing plans 3. Finalize * Review * Approval * Adopt & Disseminate UPDATE 4. Implement * Train • Exercise * Incorporate * Monitor& Evaluate Deliverables Because there are time constraints, some actions under Phase 4 will be difficult to complete in the allotted timeframe (monitoring and exercising) However, if the opportunity presents itself, there is significant value to reviewing the LHMP after a local emergency declaration The Lessons Learned from the response and recovery from the event should be assessed against information, assumptions, and findmgs within the LHMP This could include items as simple as the ensure the hazard profiles reflect current conditions, to assessing the value and benefits if the proposed mitigation measures/actions were in place It is also expected that some new mitigation measures/actions could be identified through this process All of this information will be capture and incorporated dunng the next update to the LHMP In support of Phase 4, APetrow Consulting is proposing to develop the following work deliverables PowerPoint Tutorial While the City of Redlands ensured the "whole community" was involved with the development of the LHMP, there are others whom can benefit from the information contained in the plan This 1 coupled from the fact that can be high turn over of staff, further emphasizes the benefit of having a PowerPoint tutorial that can be easily accessed and shared The purpose of the PowerPoint tutorial will be both to educate and inform on information within the LHMP In addition to assisting located where in the LHMP information can be found, the tutorial will highlight the value and benefits of the information Providing examples of how the material can be utilized to support other efforts It is envisioned that the PowerPoint tutorial will be comprehensive but brief as to not overwhelmed reviewers Incorporation of LHMP Into the Emergency Operations Plan (EOP) While there are many municipal plans that would benefit from incorporating information from the LHMP, the most meanmgful one would be the Emergency Operations Plan (EOP) In government, there are generally standard operating procedures and emergency operating procedures, sometimes referred to as "blue-sky" and "grey -sky" procedures The blue-sky procedures (standard operating procedures) provide guidance on how things look and work during normal, day-to-day operations The grey -sky procedures (emergency operating procedures) provide guidance how things look and work when normal operations are disrupted, such as when a disaster strikes These procedures are usually captured (or framed) in plans While there is an industry understanding of each of these emergency operating procedures, there is tittle guidance for the plans or how they all emergency plans work together This provides an opportunity to identify and establish the relationship that best suits the City The goal is to not only to incorporate information from the LHMP but also produce a comprehensive, stand-alone, user-friendly EOP that will not only meet City needs and requirements but will help guide the City's emergency management practice METHOD OF APPROACH PowerPoint Tutorial Actions under this deliverable include 1) recommendations on the PowerPoint tutorial format/outline, 2) creation of a draft PowerPoint tutorial, 3) meeting with test group to solicit feedback on draft PowerPoint tutorial, and, 4) preparation of final PowerPoint tutorial APetrow Consulting will work with the primary Point of Contact (POC) for the City to develop the PowerPomt tutorial An agenda or Table of Contents (TOC) will be prepared to demonstrate the structure of the PowerPoint tutorial The agenda or TOC will be reviewed with the primary POC for the City to agree on both overall tutorial structure and the appropriate level of detailed needed under each area After agreement on the agenda or TOC and the level of detail under each area, a draft PowerPomt tutorial will be prepared To ensure that the PowerPomt tutorial is clear and concise, APetrow Consulting recommends that a test group be established to review and provide feedback on the material If desired, this group could be expanded beyond City staff to some local stakeholders Feedback from the test group will be discussed with the primary POC for the City All edits will be considered and incorporated as appropnated to prepare the final PowerPoint Tutorial APetrow Consulting will work with the primary Point of Contact (POC) for the City to determine the best means of disseminating the PowerPoint tutorial Incorporation of LHMP into the EOP Actions under this deliverable include 1) recommendations for the EOP format, 2) mcorporation of LHMP information into the EOP, 3) possibly creation of new EOP sections, 4) conducting meetings with the Planning Team, 5) preparation of draft and final EOP, and, 6) assisting the City through the adoption/approval process APetrow Consulting will implement a standardized planning approach, to incorporate LHMP information and to ensure the EOP is comprehensive, has a clear purpose and scope, and meets the City's needs The approach to update the EOP will mvolve leveraging and adapting the concepts and planning steps identified the Federal Emergency Management Agency (FEMA) Developing and Maintaining Emergency Operations Plans- Comprehensive Preparedness Guide (CPG) 101 version 2 0 (2010) CPG 101 describes planning steps to develop a comprehensive EOP CPG 101 actually borrows and builds off of other planning efforts/practices used to prepare other plans (i e , General Plans), recognizing the value of the planning process This is also why CPG 101 emphasizes the need for the planning process to be flexibility and adaptable, enabling the planning process to be customized for the end user's or planning needs The graphic below outlines planning process that is proposed for the EOP Step 2 Assess Step 3 Recommend Step 4 Prepare Step 5 Approve Below is a bnef overview of the work that will be performed under each step Step 1- Organize The purpose of the first step is to foster project success Under this step APetrow Consulting will ensure 1) a common understanding of expected efforts/outcomes, 2) awareness of any existing (or potential) challenges or obstacles, 3) recognition of any deficiencies with current EOP, and, 4) agreement on the planning process and timeline APetrow Consulting will work with City staff to gain a better understanding of the intended use of the EOP (needs) and reach agreement on how the EOP fits in with other City plans APetrow Consulting recommends that a Planning Team be used to support our efforts The Planning Team can be the same or a subset (i e , City staff only) of the Planning Team used to develop the LHMP It is envisioned the Planning Team to have a more limited role in the development of the EOP than the LHMP The Planning Team will help better determine the type of information and level of detail needed within the EOP. Items that will be discussed dunng Step 1 include but are not limited to ■ Identify Planning Team o Clarify involvement and role • Identify any external stakeholders and partners o Clarify involvement and role ■ Establish a meeting schedule o Identify any known conflicts or planned events • Confirm availably of the Google drive o Same drive used to update the LHMP • Identify applicable guidance documents needed to help ensure compliance • Identify/Confirm EOP specifics o Planning tier- Strategic -Operational or Tactical o Format- follow template or use as a guide o Assumptions o Proposed end -user o Goals and Objectives/Scope o Expected level of detail ■ Identify and collect additional data and information resources o Currently known relevant plans, policies, procedures, ordinances, and reports • Determine if there are any gaps o Existing plans, programs, regulations, procedures o City resources • Determine if there are any other outstanding or potential issues or concerns Step 2- Assess Under this step, APetrow Consulting will conduct an in-depth review of the current EOP to get a sense of the organization the EOP, understand current emergency processes/procedures, gain appreciation of the dependencies and interdependencies, and identify potential omissions Part of this effort will include meeting with the City POC and possibly conducting followed -up, one-on- one meetings with City Subject Matter Experts (SME), as needed to ensure the processes/procedures are comprehensive, ensuring the City will be better prepare, more resilient to disaster events It is anticipated that the City will make initial contact with Planning Team In previous efforts, messaging is sometimes better received coming from the City, rather than a consultant at the begmmng of the project Step 3- Recommend Under this step, APetrow Consulting will develop and present options for the structure of the EOP The recommendation will also focus on areas where the LHMP can best be incorporated into the EOP Another significant effort under the step will be to investigate industry Best Practices While it is understood that some Best Practices may not be applicable, there is value in analyzing and assessing other options to validate current practices This effort will be done through interviews with relevant federal, state, and local agencies/departments, document review, and internet research As part of the process, APetrow Consulting will ensure the draft EOP is integrated vertically and horizontal across the City of Redlands emergency plans and if necessary, with relevant external partners documents and plans This integration ensures that individual departments understand, accept, are prepared, and are capable of executing assignments, and it also ensures that the sequence (and scope) of an operation are synchronized There may be some value working with external partners to ensure information has been captured correctly and there have not been any changes to the material The recommendations will be discussed with the City POC, then presented to the Planning Team for final review and approval Step 4- Prepare Under this step, APetrow Consulting will prepare draft EOP sections that will culminate into the draft EOP The draft EOP sections will incorporate the LHMP information, while providing the appropriate level of detail is included in each section It is important to provide the correct level of detail Too much information and users may be overwhelmed, too tittle and users will not have enough information to be useful Finding the correct level of detail, is essential to ensure the EOP will be used as intended APetrow Consulting may conduct follow-up meetings with SMEs and possibly external stakeholders as needed to discuss and review material as needed. Based on this input, APetrow Consulting will prepare draft EOP sections for Planning Team review Much like the work effort done under the LHMP, draft EOP sections will be disseminated prior to the Planning Team meetings and the Planning Team meetings will be used to present the and solicit feedback on the draft EOP sections. It is envisioned that the Planning Team will have access to the same Google drive used under the LHMP to help coordinate review efforts. After all draft EOP sections have been reviewed with the Planning Team, a draft EOP will be prepared and disseminated. Step 5- Approve Under this step, APetrow Consulting will work with the City POC, to share the draft EOP with the City of Redlands approving authorities (i.e., upper management, Disaster Council) APetrow Consulting will be available to clarify content, discussion resolutions, and revise the draft EOP as needed. Recommendations and/or changes will be discussed with the City POC and significant changes will be presented the Planning Team. After review and acceptance by the Planning Team and approving authorities, APetrow Consulting will prepared the final EOP APetrow Consulting will work with the City POC to prepare material and presentations to support the City's adoption process. APetrow Consulting will also work with the City POC to identify other efforts the city could implement to help City staff familiarize themselves to the content of the final EOP It should be noted that if an opportunity presents itself, APetrow Consulting will work with the City POC to assess the both the EOP and LHMP after an emergency event. EXHIBIT "2" PROJECT SCHEDULE STEP Jan- Feb Mai` 1-15 16=31 I-j.. 1 16-28` 1-15. 16-31. PowerPoint Tutorial Incorporation of Information 1- Organize 2- Assess 3- Recommend 4- Prepare 5- Approve 4 L:\ca\djm\Agreements\APetrow Consulting Second Amend.FY21-0060.docx.jn EXHIBIT "3" PROJECT COST PHASE TOTAL 1- Plan Preparation S11.800 2- Develop Plan S46,400 A Existing Conditions S)4.300 B Risk Assessrrrent S 11, 900 C Mitigtion Strategies $2O s 00 3- Finalize Plan _ S15,400 4- Implement S57,500 A. PowerPoint Tutorial S5,000 B. Incorporation of Information 1- Organize S3, 300 2- Assess S9 S00 3- Recommend 33,300 4- Prepare _ S37.500 5- Approve S3,600 TOTAL S131,100 5 L.\ca\djm\Agreements\APetrow Consulting Second Amend.FY21 0060.docx.jn