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HomeMy WebLinkAboutContracts & Agreements_212-2024AGREEMENT TO PERFORM PROFESSIONAL SERVICES This agreement for the provision of Emergency Management Training and Exercises ("Agreement") is made and entered in this 3rd day of December, 2024 ("Effective Date"), by and between the City of Redlands, a municipal corporation ("City") and Jacob Green & Associates, Inc, a California corporation. ("Consultant"). City and Consultant are sometimes individually referred to herein as a "Party" and, together, as the "Parties." In consideration of the mutual promises contained herein, City and Consultant agree as follows: ARTICLE 1 — ENGAGEMENT OF CONSULTANT 1.1 City hereby engages Consultant to provide Emergency Management comprehensive training and conducting exercises services for City (the "Services"). 1.2 The Services shall be performed by Consultant in a professional manner, and Consultant represents that it has the skill and the professional expertise necessary to provide the Services to City at a level of competency presently maintained by other practicing professional consultants in the industry providing like and similar types of Services. ARTICLE 2 — SERVICES OF CONSULTANT 2.1 The Services that Consultant shall perform are more particularly described in Exhibit "A," titled "Scope of Services," which is attached hereto and incorporated herein by this reference. 2.2 Consultant shall comply with applicable federal, state and local laws and regulations in the performance of this Agreement including, but not limited to, any applicable State prevailing wage laws. ARTICLE 3 — RESPONSIBILITIES OF CITY 3.1 City designates Rich Sessler, Fire Chief, as City's representative with respect to performance of the Services, and such person shall have the authority to transmit instructions, receive information, interpret and define City's policies and decisions with respect to performance of the Services. ARTICLE 4 — PERFORMANCE OF SERVICES 4.1 Consultant shall perform and complete the Services in a prompt and diligent manner in accordance with the schedule set forth in Exhibit "A," titled "Scope of Services," which is attached hereto and incorporated herein by reference. 4.2 Consultant shall complete the Services by June 30, 2025, unless the Services are terminated earlier as provided for herein. I:\cmo\Agreements\Jacob & Associates, Inc Emergency Management Training and Exercises Agreement FY24-0068.docx-ms 4.3 If Consultant's Services include deliverable electronic visual presentation materials, such materials shall be delivered in a form, and made available to City, consistent with City Council -adopted policy for the same. It shall be the obligation of Consultant to obtain a copy of such policy from City staff. ARTICLE 5 — PAYMENTS TO CONSULTANT 5.1 Compensation: Total compensation for Consultant's performance of the Services shall be in the amount of Seventy One Thousand Nine Hundred Fifty Dollars ($71,950). City shall pay Consultant in accordance with Exhibit "B," titled "Fee Schedule" which is attached hereto and incorporated herein by this reference. 5.2 Consultant shall submit monthly invoices to City describing the Services performed during the preceding month. Consultant's invoices shall include a brief description of the Services performed, the dates the Services were performed, the number of hours spent and by whom, and a description of reimbursable expenses related to the Services. City shall pay Consultant no later than thirty (30) days after receipt and approval by City of Consultant's invoice. 5.3 Any notice or other communication required, or which may be given, pursuant to this Agreement, shall be in writing. Any such notice shall be deemed delivered (i) on the date of delivery in person; (ii) five (5) days after deposit in first class registered mail, with return receipt requested; (iii) on the actual delivery date if deposited with an overnight courier; or (iv) on the date sent by facsimile or electronic mail transmission (including PDF), if confirmed with a copy sent contemporaneously by first class, certified, registered or express mail; in each case properly posted and fully prepaid to the appropriate address set forth below, or such other address as a Party may provide notice in accordance with this section: CITY: Rich Sessler, Fire Chief Redlands Fire Department 35 Cajon Street P.O. Box 3005 (mailing) Redlands, CA 92373 RSessler@confire.org Phone: (909) 798-7600 CONSULTANT: Jacob Green, President Jacob Green & Associates, Inc 1327 Jamboree Rd., #248 Tustin, CA 92782 Jacob@jacobgreenandassociates.co m Phone: (626)755-5270 ARTICLE 6 — INSURANCE AND INDEMNIFICATION 6.1 The following insurance coverage required by this Agreement shall be maintained by Consultant for the duration of its performance of the Services. Consultant shall not perform any Services unless and until the required insurance listed below is obtained by Consultant. Consultant shall provide City with certificates of insurance and endorsements evidencing such insurance prior to commencement of the Services. Insurance policies shall include a 2 I:\cmo\Agreements\Jacob & Associates, Inc Emergency Management Training and Exercises Agreement FY24-0068.docx-ms provision prohibiting cancellation or modification of the policy except upon thirty (30) days prior written notice to City. A. Workers' Compensation and Employer's Liability insurance in the amount that meets statutory requirements with an insurance carrier acceptable to City, or certification to City that Consultant is self -insured or exempt from the workers' compensation laws of the State of California. Consultant shall execute and provide City with Exhibit "C ," titled "Workers' Compensation Insurance Certification," which is attached hereto and incorporated herein by this reference, prior to performance of the Services. B. Comprehensive General Liability insurance with carriers acceptable to City in the minimum amount of One Million Dollars ($1,000,000) per occurrence and Two Million Dollars ($2,000,000) aggregate, for public liability, property damage and personal injury is required. City shall be named as an additional insured and such insurance shall be primary and non-contributing to any insurance or self-insurance maintained by City. C. Consultant shall secure and maintain professional liability insurance throughout the term of this Agreement in the amount of One Million Dollars ($1,000,000) per claim made. D. Business Auto Liability coverage, with minimum limits of One Million Dollars ($1,000,000) per occurrence, combined single limit bodily injury liability and property damage liability. This coverage shall include all Consultant owned vehicles used in connection with Consultant's provision of the Services, hired and non -owned vehicles, and employee non -ownership vehicles. City shall be named as an additional insured and such insurance shall be primary and non-contributing to any insurance or self- insurance maintained by City. E. Consultant is expressly prohibited from assigning or subcontracting any of the Services without the prior written consent of City. In the event of mutual agreement by the Parties to assign or subcontract a portion of the Services, Consultant shall add such assignee or subcontractor as an additional insured to the insurance policies required hereby and provide City with the insurance endorsements prior to any Services being performed by the assignee or subcontractor. 6.2 Consultant shall defend, indemnify and hold harmless City and its elected and appointed officials, employees and agents from and against any and all claims, losses or liability, including attorneys' fees, arising from injury or death to persons or damage to property occasioned by any negligent act or omission by, or the willful misconduct of, Consultant, or its officers, employees and agents in performing the Services. ARTICLE 7 — CONFLICTS OF INTEREST 7.1 Consultant covenants and represents that it does not have any investment or interest in any real property that may be the subject of this Agreement or any other source of income, interest in real property or investment that would be affected in any manner or degree by 3 I:\cmo\Agreements\Jacob & Associates, Inc Emergency Management Training and Exercises Agreement FY24-0068.docx-ms the performance of Consultant's Services. Consultant further covenants and represents that in the performance of its duties hereunder, no person having any such interest shall perform any Services under this Agreement. 7.2 Consultant agrees it is not a designated employee within the meaning of the Political Reform Act because Consultant: A. Does not make a governmental decision whether to: (i) approve a rate, rule or regulation, or adopt or enforce a City law; (ii) issue, deny, suspend or revoke any City permit, license, application, certification, approval, order or similar authorization or entitlement; (iii) authorize City to enter into, modify or renew a contract; (iv) grant City approval to a contract that requires City approval and to which City is a party, or to the specifications for such a contract; (v) grant City approval to a plan, design, report, study or similar item; (vi) adopt, or grant City approval of, policies, standards or guidelines for City or for any subdivision thereof. B. Does not serve in a staff capacity with City and in that capacity, participate in making a governmental decision or otherwise perform the same or substantially the same duties for City that would otherwise be performed by an individual holding a position specified in City's Conflict of Interest Code under Government Code section 87302. 7.3 In the event City determines that Consultant must disclose its financial interests, Consultant shall complete and file a Fair Political Practices Commission Form 700, Statement of Economic Interests, with the City Clerk's office pursuant to the written instructions provided by the City Cleric. ARTICLE 8 — GENERAL CONSIDERATIONS 8.1 In the event any action is commenced to enforce or interpret any of the terms or conditions of this Agreement the prevailing Party shall, in addition to any costs and other relief, be entitled to the recovery of its reasonable attorneys' fees, including fees for the use of in- house counsel by a Party. 8.2 Consultant shall not assign any of the Services, except with the prior written approval of City and in strict compliance with the terms and conditions of this Agreement. Any assignment or attempted assignment without such prior written consent may, in the sole discretion of City, result in City's immediate termination of this Agreement. 8.3 Consultant is for- all purposes under this Agreement an independent contractor and shall perform the Services as an independent contractor. Neither City nor any its agents shall have control over the conduct of Consultant or Consultant's employees, except as herein set forth. Consultant shall supply all necessary tools and instrumentalities required to 4 I:\cmo\Agreements\Jacob & Associates, Inc Emergency Management Training and Exercises Agreement FY24-0068.docx-ms perform the Services. Assigned personnel employed by Consultant are for its account only, and in no event shall Consultant or personnel retained by it be deemed to have been employed by City or engaged by City for the account of, or on behalf of City. Consultant shall have no authority, express or implied, to act on behalf of City in any capacity whatsoever as an agent, nor shall Consultant have any authority, express or implied, to bind City to any obligation. 8.4 This Agreement may be terminated by City, in its sole discretion, by providing not less than five (5) days prior written notice to Consultant of City's intent to terminate. If this Agreement is terminated by City, an adjustment to Consultant's compensation shall be made, but (1) no amount shall be allowed for anticipated profit or unperformed Services, and (2) any payment due Consultant at the time of termination may be adjusted to the extent of any additional costs to City occasioned by any default by Consultant. Upon receipt of a termination notice, Consultant shall immediately discontinue its provision of the Services and, within five (5) days of the date of the termination notice, deliver or otherwise make available to City, copies (in both hard copy and electronic form, where applicable) of project related data, design calculations, drawings, specifications, reports, estimates, summaries and such other information and materials as may have been accumulated by Consultant in performing the Services. Consultant shall be compensated on a pro-rata basis for Services completed up to the date of termination. 8.5 Consultant shall maintain books, ledgers, invoices, accounts and other records and documents evidencing costs and expenses related to the Services for a period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant pursuant to this Agreement. Such books shall be available at reasonable times for examination by City at the office of Consultant. 8.6 This Agreement, including the Exhibits incorporated herein by reference, represents the entire agreement and understanding between the Parties as to the matters contained herein, and any prior negotiations, written proposals or verbal agreements relating to such matters are superseded by this Agreement. Except as otherwise provided for herein, any amendment to this Agreement shall be in writing, approved by City and signed by City and Consultant. 8.7 This Agreement shall be governed by and construed in accordance with the laws of the State of California, without regard to its conflicts of laws provisions. The Parties agree that all actions or proceedings arising in connection with this Agreement shall be tried and litigated only in the state courts located in San Bernardino County, California, and the federal courts located in Riverside County, California. 8.8 If one or more of the sentences, clauses, paragraphs or sections contained in this Agreement is declared invalid, void or unenforceable by a court of competent jurisdiction, the same shall be deemed severable from the remainder of this Agreement and shall not affect, impair or invalidate the remaining sentences, clauses, paragraphs or sections contained herein, unless to do so would deprive a Party of a material benefit of its bargain under this Agreement. 5 I:\cmo\Agreements\Jacob & Associates, Inc Emergency Management Training and Exercises Agreement FY24-0068.docx-ms IN WITNESS WHEREOF, duly authorized representatives of City and Consultant have signed in confirmation of this Agreement. CIT ATTEST: <: �:� � a, e ne Donaldson, City Clerk JACOB GREEN & ASSOCIATES, INC By. <�� Jacob Green, President 6 I:\cmo\Agreements\Jacob & Associates, Inc Emergency Management Training and Exercises Agreement FY24-0068.docx-ms EXHIBIT "A" SCOPE OF SERVICES Training is a crucial component of an effective emergency management program. Consultant recognizes its significance and is committed to providing annual emergency management training and exercises to the City of Redlands team. The primary objectives of these training sessions are: 1. Activation of the Emergency Operations Plan (EOP): The training will ensure that City staff members are well -versed in the activation procedures of the jurisdiction's EOP. This will enable City staff to effectively initiate the plan during emergencies, ensuring a swift and coordinated response. 2. Understanding Roles and Responsibilities: Participants will gain a comprehensive understanding of their specific disaster roles and responsibilities within the emergency management structure. This will enable them to execute their tasks competently and confidently, contributing to an efficient and well -coordinated response effort. 3. Emergency Operations Center (EOC) Operations: The training will focus on enhancing the participants' knowledge and skills in operating within the EOC. This includes familiarizing City staff with the EOC's functions, communication protocols, decision - making processes, and coordination mechanisms. By building their EOC competency, the participants will be better prepared to support effective emergency response and management. In addition to training sessions, Consultant will design and conduct tabletop exercises (TTX) and functional exercises (FE) to validate the EOC training delivered as part of this task. These exercises will simulate realistic emergency scenarios, allowing participants to apply their knowledge and skills in a controlled environment. The TTX will facilitate discussions and decision -making processes, while the FE will involve active participation and practical demonstrations of emergency response capabilities. By providing comprehensive training and conducting exercises, Consultant aims to enhance the City of Redlands's emergency management readiness, ensuring that personnel are well -prepared, competent, and confident in executing their roles and responsibilities during emergencies. The training and exercises will contribute to a more resilient and effective response system within the City. I:\cmo\Agreements\Jacob & Associates, Inc Emergency Management Training and Exercises Agreement FY24-0068.docx-ms Course/Training Descriptions Course A — Disaster Response for Senior Officials Time: 2 sessions @ 1.5 hours each (Delivered 2 times over 18 months) Audience: City Senior Officials, Executive Leadership Team Description: This training course will provide City senior officials, such as the Executive Leadership Team and other Senior Officials and Senior Management, with the basic fundamentals of the City's emergency management systems and infrastructure. Topics Include: • Overview of the California Standardized Emergency Management Systems • Overview of the National Incident Management System • Overview of the City's Emergency Organization • Overview and purpose of the City's EOP • Overview and function of the City's EOC • Purpose and Process for Proclaiming a Local Emergency • Senior Official's role in preparedness, response, and recovery Note: The Disaster Response for Senior Officials course is designed as a standalone course for those who will not be attending other emergency management training courses in this series. Course B — Emergency Operations Plan (EOP) Orientation Training Time: 2 sessions @ 1.5 hours each (Delivered 2 times over 18 months) Audience: Senior Staff, EOC Responders Description: This training course will provide EOC Responders and other City leadership team staff with a foundational understanding of the City's EOP. Topics Include: • Application and activation of the EOP • Authorities and responsibilities of the City • Roles and responsibilities of City Departments and other organizations • City's emergency organization structure • Preemptive emergency actions • Concept of emergency response and management • Integration with county, state, and federal authorities • Role of the City's Emergency Operations center (EOC) Course C — EOC Management & Operations Training Time: 2 sessions @ 4.0 hours each (Delivered 2 times over 18 months) Audience: EOC Responders Description: This training course will provide EOC Responders with the concepts involved in activating, managing, and operating the City's EOC. Topics Include: • Purpose and overview of the EOC • Activation policy and criteria for the EOC • EOC Activation levels 8 1:\cmo\Agreements\Jacob & Associates, Inc Emergency Management Training and Exercises Agreement FY24-0068.doex-ms • EOC Priorities & Actions • Roles and responsibilities of the EOC • EOC assignments and Roles for City Departments and other organizations • City's EOC organization structure • The Planning Cycle of the EOC • The Operational Cycle of the EOC • Developing an EOC Action Plan • Deactivating and demobilizing the EOC Course D - EOC Section Specific Training Time: 2 sessions @ 4.0 hours each (Delivered 2 times over 18 months) Audience: EOC Responders Description: This training course will provide EOC Responders with an understanding of the staffing of the EOC Organization and the specific roles and responsibilities of each of the four EOC Sections and each respective EOC Position. Topics Include: • Jurisdictional EOC organizational structure • Department and other organizations assignments within the EOC organization • Organizational structure of the EOC • Staffing the EOC organization • Section coordination and interaction • Section roles and responsibilities • Section specific considerations • Position roles and responsibilities • Section and position tools & resources EOC Exercise E — EOC Tabletop Exercise (TTX) Time: 2 sessions @ 2.0 hours each (Delivered 2 times over 18 months) Audience: EOC Responders Type: Discussion -based Description: Utilizing the City's EOP and Local Hazard Mitigation Plan (LHMP), a TTX will be designed and executed. This discussion -based exercise will be conducted as a group (EOC Response Team) activity to discuss and solve notional response issues based on a probable natural, technological, or human -caused emergency scenario. The focus will be on creating a low -stress, inclusive, discussion -based learning environment providing staff with a practical understanding of the EOP and EOC activation and application. Lessons learned from the TTX will be used to inform the EOC functional exercise. Exercises are designed to validate emergency planning; test tools, technology, and procedures; and reinforce staff and team training. Exercise outcomes should inform future emergency planning, improvements in systems and tools, subsequent emergency training, and exercises. 9 1:\cmo\Agreements\Jacob & Associates, Inc Emergency Management Training and Exercises Agreement FY24-0068.docx-ms EOC Exercise F — EOC Functional Exercise (FE) Time: I session @ 4.0 hours (Delivered I time over 18 months) Audience: EOC Response Team Type: Operations -based Description: Incorporating lessons learned from the TTX, an EOC Functional Exercise (FE) will be designed and executed to further validate and condition the City's EOP, EOC, and EOC Response Team. The FE may use the same general emergency event scenario but will include variations to provide problem -solving challenges for participants. This operations -based exercise will provide an opportunity for participants to utilize available technology, tools, resources, and the EOC facility to solve incident challenges and apply best -practice response approaches in real time. This exercise is hands-on focused while the table -top exercise is discussion -based. A debriefing will be held to solicit participant feedback. Exercises are designed to validate emergency planning; test tools, technology, and procedures; and reinforce staff and team training. Exercise outcomes should inform future emergency planning, improvements in systems and tools, subsequent emergency training, and exercises. 10 1:\cmo\Agreements\Jacob & Associates, Inc Emergency Management Training and Exercises Agreement FY24-0068.docx-ms EXHIBIT 111311 FEE SCHEDULE Emergency Operations Center (EOC) Fundamentals Package - In -Person Delivery Cost Course A: Disaster Response for Senior Officials (2 Sessions) $9,250 Course B: EOP Orientation Training (2 Sessions) $7,750 Course C: EOC Management & Operations Training (2 Sessions) $15,950 Course D: EOC Section Specific Training (2 Sessions) $15,950 Exercise E: EOC TTX (2 Sessions) $10,550 Exercise F: EOC FE (1 Session) $12,500 Total $71,950 Note (1): The cost for training and exercises is computed for activities that will be provided on -site in a bundled format and not as single activities. All Training and Exercise activities will be delivered onsite at Redlands and in a format not to exceed two (2) onsite trips by JGA staff. Exclusions The following program expenses, if necessary, are not included in consultant fees and are the responsibility of the City: • Printing of program materials • Venue rental fees • Advertisement/marketing expenses • Food and beverages for trainings and/or meetings • Incident/EOC Response The prices, specifications, and conditions covered within this proposal are satisfactory and. hereby accepted. JGA is authorized to do the work as specified. 11 1:\cmo\Agreements\Jacob & Associates, Inc Emergency Management Training and Exercises Agreement FY24-0068.docx-ms EXHIBIT "C" WORKERS' COMPENSATION INSURANCE CERTIFICATION Every employer, except the State, shall secure the payment of compensation in one or more of the following ways: (a) By being insured against liability to pay compensation by one or more insurers duly authorized to write compensation insurance in this State. (b) By securing from the Director of Industrial Relations, a certificate of consent to self -insure, either as an individual employer, or as one employer in a group of employers, which may be given upon furnishing proof satisfactory to the Director of Industrial Relations of ability to self -insure and to pay any compensation that may become due to his or her employees. CHECK ONE ✓ I am aware of the provisions of Section 3700 of the Labor Code which requires every employer to be insured against liability for Workers' Compensation or to undertake self-insurance in accordance with the provisions of that Code, and I will comply with such provisions before commencing the performance of the work and activities required or permitted under this Agreement. (Labor Code § 1861). I affirm that at all times, in performing the work and activities required or permitted under this Agreement, I shall not employ any person in any manner such that I become subject to the workers' compensation laws of California. However, at any time, if I employ any person such that I become subject to the workers' compensation laws of California, immediately I shall provide the City with a certificate of consent to self -insure, or a certification of workers' compensation insurance. I certify under penalty of perjury under the laws of the State of California that the information and representations made in this certificate are true and correct. Jacob Green & Associates, Inc By: <;��Date: Jacob Green, President 12/2/2024 12 I:\cmo\Agreements\Jacob & Associates, Inc Emergency Management Training and Exercises Agreement FY24-0068.docx-ms