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HomeMy WebLinkAboutDewberry Consultants LLC - Updating Local Hazard Mitigation Plan 6.3.13AGREEMENT THIS AGREEMENT is made and entered into in the City of San Luis Obispo on June 3,2073, by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter refemed to as City, and DEWBERRY CONSULTANTS LLC, hereinafter referred to as Contractor. WITNESSETH: WHEREAS, on April 4,2013, City requested proposals for updating Local Hazard Mitigation Plan per Specification No. 91197. WHEREAS, pursuant to said request, Contractor submitted a proposal which was accepted by City for said updating Local Hazard Mitigation Plan. NOW THEREFORE, in consideration of their mutual promises, obligations, and covenants hereinafter contained, the parties hereto agree as follows: 1. TERM. The term of this Agreement shall be from the date this Agreement is made and entered, as first written above, until acceptance or completion of said updating Local Hazard Mitigation Plan and AB 2140 Compliance by April l, 2015 . 2. INCORPORATION BY REFERENCE. City Specification No. 91197 and Contractor's proposal dated May 7,2013, are hereby incorporated in and made a part of this Agreement. Specification No. 91197 and Contractor's proposal dated May 1. 2013. 3. CITY'S OBLIGATIONS. For providing updated Local Hazard Mitigation Plan and AB 2140 Compliance as specified in this Agreement, City will pay and Contractor shall receive therefore compensation in total sum not to exceed 546,963. 4. CONTRACTOR'S OBLIGATIONS. For and in consideration of the payments and agreements hereinbefore mentioned to be made and performed by City, Contractor agrees with City to provide Local Hazard Mitigation Plan and AB 2140 Compliance as described in Exhibit A and B attached hereto and incorporated into this Agreement' 5. AMEI\DMENTS. Any amendment, modification, or variation from the terms of this Agreement shall be in writing and shall be effective only upon approval by the City Council' 6. COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated herein by reference, shall constitute the complete agreement between the parties hereto regarding the subject matter hereof. No prior oral agreement, understanding' or representation not reduced to writing and specifically incorporated herein shall be ofany force or effect, nor shall any such oral agreement, understanding, or representation be binding upon the parties hereto' j. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage prepaid by registered or certified mail addressed as follows: City Charlie Hines, Fire Chief City of San Luis Obispo, Fire Department 2160 Santa Barbara Ave. San Luis Obispo, CA 93401 Contractor Jane Frantz Dewberry Consultants LLC 8401 Arlington Blvd Fairfax, V^22031 g. AUTHORITY TO EXECUTE AGREEMf,NT. Both city and contractor do covenant that each individual executing this agreement on behalf of each party is a person duly authorized and empowered to execute Agreements for such party. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first above written. ATTEST:CITY OF SAN LUIS OBISPO City City Manager AS TO CONTRACTOR By: ietrick, City Jane Senior Exhibit A SCOPE OF'WORK PROGRAM Task 1: Kick-off Meeting Contractor will conduct a conference call with core City Staff to solidify the project schedule (Exhibit B) and roles, confirm members of the HazardMitigation Team, and collect available resources necessary for updatingthehazard mitigation plan. City staff andtheHazard Mitigation Team members will provide available data (reports, GIS mapping, etc) and conduct reviews of draft products within agreed upon reasonable time frames throughout the plan update process. Task 2: Document Review lData Collection Contractor will conduct an initial review of the 2006 LHMP and completed FEMA crosswalk which may note reconìmended areas of improvement. In addition, Contractor will review the City's current General Plan Safety Element, Climate Action Plan, and other pertinent documents, This comprehensive review will result in a report outlining (1) the components in the mitigation plan that require updating and (2) recommendations for enhanced integration with the City's ielevant planning efforts. Contractor will identiff any inconsistencies between the LHMP hazard profiles and the risks outlined in the Safety Element and Climate Action Plan. These will inform the City's decisions with regard to achieving compliance with AB 2140 as well as means of improving the City's overall risk reduction strategy. Task 3: Research and Analysis 3.1 Contractor will evaluate the components in the mitigation plan that require updating and identifi the best available data sources. This will include coordination with Hazard Mitigation Team members via phone and email to veri$ Contractor has the most current data regarding citywide capabilities and risk reduction resources. To ensure a comprehensive evaluation of natural and non-natural hazards, Contractor will leverage data available from the City, discussion from the County's hazardmitigation plan, and a breadth of state and national resources. 3.2Thefirst in-person milestone meeting of the HazardMitigation Team will be convened by Contractor to validate the priorities of the identified hazards, document mitigation progress since 2006,kick-off the City's public engagement process, and discuss the process for achieving compliance with AB 2140. Task 4: Initial Public Engagement 4.1 Contractor will use an online survey to measure the primary concems and current levels of preparedness among the community. Responses from the County's dissemination of the survey as well as additional responses collected through the City's public engagement efforts will improve the comprehensiveness of the mitigation plan update. Contractor will provide outreach guidance to the HazardMitigation Team to support the dissemination of the survey including but not limited to a draft press release, social media posts, and draft email text for distribution to identified stakeholders. Contractor will monitor survey results throughout the public engagement period. 4.2 Following the first milestone meeting(3.2) of the HazardMitigation Team may elect to host a public meeting to announc e the hazard mitigation planning process and encourage public input. If the Hazard Mitigation Team wishes to have this meeting, Contractor will facilitate the public outreach meeting to present two key components of the plan update: 1) preliminary updates to thehazardidentification and risk assessment portion and2) progress on the mitigation strategies noted in the 2006 LHMP. Contractor will solicit input from the public to validate that their primary risk concerns are addressed in the plan and to collect suggested mitigation measures for the 2013 Plan. Task 5: Administrative Draft 5.1 Contractor will convene the Hazard Mitigation Team for a second milestone meeting to review the results of the public engagement process (Task 4) and ftnalize the mitigation strategy for the 2013 Plan including the revised goals, objectives and actions. Contractor will provide draft materials for review by the HazardMitigation Team prior to the meeting to allow for efficient discussion. This meeting will be used to confirm the City's process for maintaining (monitoring and updating) the hazard mitigation plan. 5.2 Following the second milestone meeting, Contractor will prepare a complete Administrative Draft of the20l3 LHMP for review by City staff and theHazard Mitigation Team. Task 6: Public Review 6.1 Upon receipt of the HazardMitigation Team's comments on the Administrative Draft, Contractor will make the requested revisions and prepare a Public Review Draft. The City will host the draft on the City website allowing the public an opportunity to review and comment on it. Contractor will provide outreach materials guiding the City through issuance of a press release and directed email distributions to identified stakeholders. 6.2 During the public review period, Contractor will support a presentation at a Planning Commission Study Session or alternate public meeting to present a summary of the plan, address questions from the public, and collect suggestions for revision. Task 7z City Council Adoption of LHMP and updated Safety Element 7.1 Contractor will complete the Local Plan Review Tool to confirm that the plan is approvable by FEMA. Contractor will assist with the preparation of a staff report and presentations to the City Council recommending adoption of the updated LHMP. 7.2 Contractor will assist with the preparation of a staff report and presentations to the City Council recommending adoption of the updated Safety Element which incorporates the LHMP by reference (see Task 9). Task 8: Plan Submittal Following the City Council's adoption of the 2013 updated LHMP, Contractor will prepare the plan for submittal to Cal EMA. This includes incorporation of the adoption resolution into the plan, finalizationof the Local Plan Review Tool, preparation of a cover letter, and development of two CDs and a hard copy of the plan. V/ith City Staff approval of the final deliverables, Contractor will submit these on behalf of the City of San Luis Obispo. Contractor will serve as the point of contact to answer any questions or make any revisions suggested by Cal EMA during their review. Cal EMA will forward the plan to FEMA for approval. Contractor will remain in contact with FEMA to answer their questions or make any necessary revisions prior to FEMA's issuance of an approval letter directly to the City of San Luis Obispo. Contractor is committed to the City's receipt of FEMA approval and will not close the contract until the approval letter is received. Task 9: AB 2140 Compliance AB 2140 enables local jurisdictions to receive additional post-disaster funding if the local hazatd mitigation plan is linked to the general plan safety element. Compliance may be achieved with minimal effort by referencing the Local HazardMitigation Plan within the City's General Plan Safety Element. Contractor will provide the City with recommended text to insert into the Safety Element noting the reference. The City would be responsible for updating the Safety Element. Contractor will provide the City with a draft staff report recommending the City Council adopt the Safety Element with the minor revision. Once the Safety Element is adopted, Contractor will submit the required paperwork to Cal EMA on behalf of the City to confirm compliance with AB 2140. Exhibit B PROJECT SCHEDULE The current HazardMitigation plan expired in October of 2011. The following project schedule is designed to complete the planning process as expediently as possible to minimize the lapse in eligibility ofHazard Mitigation Assistance. Project Schedule These dates reflect target milestones with the listed tasks to be completed by the date noted. The project schedule is subject to change based on the public outreach process determined by the HazardMitigation Team or other unforeseen circumstances. Any changes to the project schedule will be approved by the Hazard Mitigation Team. o June 7,2013 - Receive notice to proceed / signed agreement. o June 2I,2013 - Kickoff Conference Call with core City Staff is complete. o July 10,2013 - First Milestone Meeting with the Hazard Mitigation Team, prioritize hazards, document mitigation progress since 2006, review process for achieving AB 2140, kick off public engagement via an online survey, establish plan for public meetings o August 30,2013 - Document review completed (2006 LHMP, completed FEMA crosswalk, documents related to achieving AB 2140 compliance). Preliminary results of HIRA update available forHazardMitigation Team to review o September 30, 2013 - Tentative Date to close public outreach online sufvey o November 1, 2013 - Complete draft HIRA and capabilities assessment available forHazardMitigation Team to review and Second Milestone Meeting withHazard Mitigation Team to finalize the mitigation strategy complete. o November 15, 2013 - Administrative Draft complete forHazard Mitigation Team to review and approve. o December 13, 2013 - Public Review Draft available o January 31, 2014 - Planning Commission Study Session or alternate public meeting completed to present the complete draft plan and collect comments. o March 2014 - City Council meeting (l) adoption of Local Hazard Mitigation Plan and (2) adoptingtheHazard Mitigation Plan by reference into the City's General Plan Safety Element. o April 2014 - Submit plan to Cal EMA for review and then FEMA, complete AB 2140 compliance paperwork (1) a letter from the City to Cal EMA documenting updates to the Safety Element that incorporate the Local Hazard Mitigation Plan and (2) a resolution adopting the updated Safety Element. o May - November 2014 - Revisions based on Cal EMA, FEMA comments. o November 1,2014 - Anticipated approval from FEMA.