HomeMy WebLinkAboutHARSHMAN, CAROLYN J. DBA EMERGENCY PLANNING CONSULTANTS;NSURANCE NOT ON FILE
WORK MAY NOT PROCEED A-2020-092
1%T% CLERK OF COUNCIL
05 DATE:
AGREEMENT WITH EMERGENCY PLANNING CONSULTANTS
Q: Q�7 (�)lSrnrei►e (0.,xnla��it TO PROVIDE A HAZARD MITIGATION PLAN
THIS AGREEMENT is made and entered into on this 5ch day of May, 2020 by and between
Carolyn J. Harshman, an individual dba Emergency Planning Consultants ("Consultant"), and the
City of Santa Ana, a charter city and municipal corporation organized and existing under the
Constitution and laws of the State of California ("City").
RECITALS
A. On January 14, 2020, the City issued a Request for Proposal ("RFP") No. 19-134 seeking
consultants to provide local hazard mitigation plan preparation services for the Santa Ana
Police Department ("Department").
B. Consultant submitted a timely response to the Department which was selected and
Consultant is able and willing to provide such services to the City.
C. In undertaking the performance of this Agreement, Consultant represents that it is
knowledgeable in its field and that any services performed by Consultant under this
Agreement will be performed in compliance with such standards as may reasonably be
expected from a professional consulting firm in the field.
NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the
terms and conditions hereinafter set forth, the parties agree as follows:
1. SCOPE OF SERVICES
Consultant shall perform during the term of this Agreement, the tasks and obligations
including all labor, materials, tools, equipment, and incidental customary work required to fully
and adequately complete the services described and set forth in Consultant's updated proposal
dated March 11, 2020, attached hereto as Exhibit A and incorporated by reference.
2. COMPENSATION
a. City agrees to pay, and Consultant agrees to accept as total payment for its services for
City, the rates and charges identified in Exhibit A. The total amount to be expended
during the term of this Agreement shall not exceed $74,000.
b. Payment by City shall be made within forty-five (45) days following receipt of proper
invoice evidencing work performed, subject to City accounting procedures. Payment
need not be made for work which fails to meet the standards of performance set forth
in the Recitals which may reasonably be expected by City.
3. TERM
This Agreement shall commence on July 1, 2020 and continue for a two (2) year term until
June 30, 2022 with the option for the City to grant up to a one (1) year renewal, exercisable by a
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writing by the City Manager and the City Attorney, unless terminated earlier in accordance with
Section 15, below.
4. INDEPENDENT CONTRACTOR
Consultant shall, during the entire term of this Agreement, be construed to be an
independent Consultant and not an employee of the City. This Agreement is not intended nor shall
it be construed to create an employer -employee relationship, a joint venture relationship, or to
allow the City to exercise discretion or control over the professional manner in which Consultant
performs the services which are the subject matter of this Agreement; however, the services to be
provided by Consultant shall be provided in a manner consistent with all applicable standards and
regulations governing such services. Consultant shall pay all salaries and wages, employer's social
security taxes, unemployment insurance and similar taxes relating to employees and shall be
responsible for all applicable withholding taxes.
5. OWNERSHIP OF MATERIALS
This Agreement creates a non-exclusive and perpetual license for City to copy, use,
modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property
embodied in plans, specifications, studies, drawings, estimates, and other documents or works of
authorship fixed in any tangible medium of expression, including but not limited to, physical
drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or
caused to be prepared by Consultant under this Agreement ("Documents & Data"). Consultant
shall require all subcontractors to agree in writing that City is granted a non-exclusive and
perpetual license for any Documents & Data the subcontractor prepares under this Agreement.
Consultant represents and warrants that Consultant has the legal right to license any and all
Documents & Data. Consultant makes no such representation and warranty in regard to
Documents & Data which were provided to Consultant by the City. City shall not be limited in
any way in its use of the Documents and Data at any time, provided that any such use not within
the purposes intended by this Agreement shall be at City's sole risk.
6. INSURANCE
Prior to undertaking performance of work under this Agreement, Consultant shall maintain
and shall require its subcontractors, if any, to obtain and maintain insurance as described below:
a. Commercial General Liability Insurance. Consultant shall maintain commercial
general liability insurance naming the City, its officers, employees, agents,
volunteers and representatives as additional insured(s) and shall include, but not be
limited to pfotection against claims arising from bodily and perschal injury,
including death resulting therefrom and damage to property, resulting from any act
or occurrence arising out of Contractor's operations in the performance of this
Agreement, including, without limitation, acts involving vehicles. The amounts of
insurance shall be not less than the following: single limit coverage applying to
bodily and personal injury, including death resulting therefrom, and property
damage, in the total amount of $1,000,000 per occurrence, with $2,000,000 in the
aggregate. Such insurance shall (a) name the City, its officers, employees, agents,
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and representatives as additional insured(s); (b) be primary and not contributory
with respect to insurance or self-insurance programs maintained by the City; and
(c) contain standard separation of insureds provisions.
b. Business automobile liability insurance, or equivalent form, with a combined single
limit of not less than $1,000,000 per occurrence. Such insurance shall include
coverage for owned, hired and non -owned automobiles.
C. Worker's Compensation Insurance. In accordance with the provisions of Section
3700 of the Labor Code, Contractor, if Consultant has any employees, is required
to be insured against liability for worker's compensation or to undertake self-
insurance. Prior to commencing the performance of the work under this
Agreement, Consultant agrees to obtain and maintain any employer's liability
insurance with limits not less than $1,000,000 per accident.
d. If Consultant is or employs a licensed professional such as an architect or engineer:
Professional liability (errors and omissions) insurance, with a combined single limit
of not less than $1,000,000 per claim with $2,000,000 in the aggregate.
C. The following requirements apply to the insurance to be provided by Consultant
pursuant to this section:
i. Consultant shall maintain all insurance required above in full force and
effect for the entire period covered by this Agreement.
ii. Certificates of insurance shall be furnished to the City upon execution of
this Agreement and shall be approved by the City.
iii. Certificates and policies shall state that the policies shall not be canceled or
reduced in coverage or changed in any other material aspect without thirty
(30) days prior written notice to the City.
iv. Where the amounts or coverage provided by the certificates of insurance
provides coverage greater than those listed by this Agreement, the amounts
provided by the certificates of insurance shall be incorporated by reference
into the Agreement.
V. Consultant shall supply City with a fully executed additional insured
endorsement.
f. If Consultant fails or refuses to produce or maintain the insurance required by this
section or fails or refuses to furnish the City with required proof that insurance has
been procured and is in force and paid for, the City shall have the right, at the City's
election, to forthwith terminate this Agreement. Such termination shall not affect
Contractor's right to be paid for its time and materials expended prior to notification
of termination. Consultant waives the right to receive compensation and agrees to
indemnify the City for any work performed prior to approval of insurance by the
City.
7. INDEMNIFICATION
Consultant agrees to defend, and shall indemnify and hold harmless the City, its officers,
agents, employees, contractors, special counsel, and representatives from liability: (1) for personal
injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for
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personal injury, including death, and claims for property damage, which may arise from the
negligent operations of the Contractor, its subcontractors, agents, employees, or other persons
acting on its behalf which relates to the services described in section 1 of this Agreement; and (2)
from any claim that personal injury, damages, just compensation, restitution, judicial or equitable
relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and
hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial
or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in
this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant
further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including
fees and costs for special counsel to be selected by the City, regarding any action by a third party
challenging the validity of this Agreement, or asserting that personal injury, damages, just
compensation, restitution, judicial or equitable relief due to personal or property rights arises by
reason of the terms of, or effects arising from this Agreement. City may make all reasonable
decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing,
to the extent Contractor's services are subject to Civil Code Section 2782.8, the above indemnity
shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of,
pertain to, or relate to the negligence, recklessness, or willful misconduct of the Contractor.
8. INTELLECTUAL PROPERTY INDEMNIFICATION
Consultant shall defend and indemnify the City, its officers, agents, representatives, and
employees against any and all liability, including costs, for infringement of any United States'
letters patent, trademark, or copyright infringement, including costs, contained in the work product
or documents provided by Consultant to the City pursuant to this Agreement.
9. RECORDS
Consultant shall keep records and invoices in connection with the work to be performed
under this Agreement. Consultant shall maintain complete and accurate records with respect to
the costs incurred under this Agreement and any services, expenditures, and disbursements
charged to the City for a minimum period of three (3) years, or for any longer period required by
law, from the date of final payment to Consultant under this Agreement. All such records and
invoices shall be clearly identifiable. Consultant shall allow a representative of the City to
examine, audit, and make transcripts or copies of such records and any other documents created
pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all
work, data, documents, proceedings, and activities related to this Agreement for a period of three
(3) years from the date of final payment to Consultant under this Agreement.
10. CONFIDENTIALITY
If Consultant receives from the City information which due to the nature of such
information is reasonably understood to be confidential and/or proprietary, Consultant agrees that
it shall not use or disclose such information except in the performance of this Agreement, and
further agrees to exercise the same degree of care it uses to protect its own information of like
importance, but in no event less than reasonable care. "Confidential Information" shall include all
nonpublic information. Confidential information includes not only written information, but also
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information transferred orally, visually, electronically, or by other means. Confidential
information disclosed to either party by any subsidiary and/or agent of the other party is covered
by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any
information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the
Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant
without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e)
is independently developed by the Consultant without reference to information disclosed by the
City.
11. CONFLICT OF INTEREST CLAUSE
Consultant covenants that it presently has no interests and shall not have interests, direct
or indirect, which would conflict in any manner with performance of services specified under this
Agreement.
12. NON-DISCRIMINATION
Provider shall not discriminate because of race, color, creed, religion, sex, marital status,
sexual orientation, gender identity, gender expression, gender, medical conditions, genetic
information, or military and veteran status, age, national origin, ancestry, or disability, as defined
and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization,
promotion, termination or other employment related activities or any services provided under this
Agreement. Provider affirms that it is an equal opportunity employer and shall comply with all
applicable federal, state and local laws and regulations.
13. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and
Contractor, and supersedes any and all other agreements, oral or written, between the parties. In
the event of a conflict between the terms of this Agreement and any attachments hereto, the terms
of this Agreement shall prevail. This Agreement may not be modified except by written instrument
signed by the City and by an authorized representative of Contractor. The parties agree that any
terms or conditions of any purchase order or other instrument that are inconsistent with, or in
addition to, the terms and conditions hereof, shall not bind or obligate Consultant or the City. Each
party to this Agreement acknowledges that no representations, inducements, promises or
agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any
party, which is not embodied herein.
14. ASSIGNMENT
Inasmuch as this Agreement is intended to secure the specialized services of Contractor,
Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior
written consent of the City and any such assignment, transfer, delegation or subcontract without
the City's prior written consent shall be considered null and void. Nothing in this Agreement shall
be construed to limit the City's ability to have any of the services which are the subject to this
Agreement performed by City personnel or by other Contractors retained by City.
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15. TERMINATION
This Agreement may be terminated by the City upon thirty (30) days written notice of
termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant
compensation for all services performed by Consultant prior to receipt of such notice of
termination, subject to the following conditions:
a. As a condition of such payment, the Executive Director may require Consultant to
deliver to the City all work product(s) completed as of such date, and in such case
such work product shall be the property of the City unless prohibited by law, and
Consultant consents to the City's use thereof for such purposes as the City deems
appropriate.
b. Payment need not be made for work which fails to meet the standard of
performance specified in the Recitals of this Agreement.
16. WAIVER
No waiver of breach, failure of any condition, or any right or remedy contained in or
granted by the provisions of this Agreement shall be effective unless it is in writing and signed by
the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or
remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not
similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies.
17. JURISDICTION - VENUE
This Agreement has been executed and delivered in the State of California and the validity,
interpretation, performance, and enforcement of any of the clauses of this Agreement shall be
determined and governed by the laws of the State of California. Both parties further agree that
Orange County, California, shall be the venue for any action or proceeding that may be brought or
arise out of, in connection with or by reason of this Agreement.
18. PROFESSIONAL LICENSES
Consultant shall, throughout the term of this Agreement, maintain all necessary licenses,
permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder
and required by the laws and regulations of the United States, the State of California, the City of
Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and
in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, ands
exemptions. Said inability shall be cause for termination of this Agreement.
19. NOTICE
Any notice, tender, demand, delivery, or other communication pursuant to this Agreement
shall be in writing and shall be deemed to be properly given if delivered in person or mailed by
first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in
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the manner provided in this Section, to the following persons:
To City:
Clerk of the City Council
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, CA 92702-1988
Fax:714- 647-6956
With courtesy copies to:
Chief of Police
City of Santa Ana
20 Civic Center Plaza (M-97)
P.O. Box 1988
Santa Ana, California 92702
Fax:714-245-8007
To Contractor:
Carolyn J. Harshman
President
Emergency Planning Consultants
3665 Ethan Allen Avenue
San Diego, CA 92117
Fax:858-483-2862
A party may change its address by giving notice in writing to the other party. Thereafter,
any communication shall be addressed and transmitted to the new address. If sent by mail,
communication shall be effective or deemed to have been given three (3) days after it has been
deposited in the United States mail, duly registered or certified, with postage prepaid, and
addressed as set forth above. If sent by fax, communication shall be effective or deemed to have
been given twenty-four (24) hours after the time set forth on the transmission report issued by the
transmitting facsimile machine, addressed as set forth above. For purposes of calculating these
time frames, weekends, federal, state, County or City holidays shall be excluded.
20. MISCELLANEOUS PROVISIONS
a. Each undersigned represents and warrants that its signature herein below has the
power, authority and right to bind their respective parties to each of the terms of
this Agreement, and shall indemnify City fully, including reasonable costs and
attorney's fees, for any injuries or damages to City in the event that such authority
or power is not, in fact, held by the signatory or is withdrawn.
b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully
set forth in the body of this Agreement.
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A-2020-092
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first
above written.
ATTEST:
?Daisy Gomezlerk of the Council
APPROVED AS TO FORM:
SONIA R. CARVALHO
City Attorney
By: (/
Tamara Bogosian
Assistant City Attorney
lulu ►� � •i :":• _
Dav' entin
Chief of Police
CITY OF SANTA ANA
��
Kristine Ridge
City Manager
EMERGENCY PLANNING CONSULTANTS:
Carolyn J. Harshman
President
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EXHIBIT A
SCOPE OF SERVICES
Exhibit A
' I G
Emergency
Planning
Consultants
March 11. 2020
This is an updated proposal in response to the Request for Proposal (RFP) for
development of a Local Hazard Mitigation Plan (LHMP) for the City of Santa Ana. It
also reflects a conversation with the City's Emergency Operations Coordination Mr.
Stephen Rhyner.
Emergency Planning Consultants (EPC) has written more than 110 FEMA-approved
hazard mitigation plans as well as additional now in the plan writing and review phase.
Additionally, EPC updated the City of Santa Ana's Emergency Operations Plan
approximately 10 years ago.
Hazard mitigation planning has been at the very core of "recovery planning" for decades
but the Disaster Mitigation Act of 2000 elevated the importance of developing pre -
disaster mitigation activities. Mitigation activities includes projects, programs, and plans
that assist with minimizing or eliminating threats associated with hazards. Since the
passage of DMA 2000 there have been numerous case studies proving that the steps
taken ahead to minimize and/or eliminate risks has greatly reduced damages and loss
of life. Like wearing a seat belt in a car, mitigation has revolutionized disaster
outcomes. Whether thought of as "insurance" or a "good investment", there is no doubt
that mitigation is the right thing to do. If that's not enough incentive, federal regulations
require public jurisdictions to maintain a FEMA-approved HMP in order to be eligible for
post -disaster Hazard Mitigation Grant Program funds. Additionally, recently there has
been considerable discussion among other federal agencies about the future need for
HMPs to qualify for other types of post -disaster funding.
EPC maintains the outstanding qualifications required to conduct hazard research and
mapping, facilitate a robust planning process, actively encourage public involvement,
negotiate with the California Office of Emergency Services (Cal OES) and the Federal
Emergency Management Agency (FEMA) during the formal review process, and garner
adoption by the City of Santa Ana City Council. EPC President Carolyn Harshman has
enjoyed two careers: City Planning and Emergency Management. Both careers
required continued improvement in professional skills of research, data collection,
mapping, stakeholder involvement and community outreach, technical writing, public
speaking, training design and delivery. Without a doubt, Emergency Planning
Consultants is the subject matter expert in the field of hazard mitigation in California
#36221v2
Exhibit A
having written more plans (150 to date with some in formal review) and the most FEMA-
approved plan (110 to date).
This proposal is valid for a period of one year and is signed by the sole proprietor of
Emergency Planning Consultants. All services will be provided and/or managed out of
EPC headquarters located at 3665 Ethan Allen Avenue, San Diego, CA 92117, (858)
483-4626, office, epc(@pacbell.net. EPC has no issues with any of the content of the
RFP, Scope of Work, agreement, or insurance requirements.
Respectfully,
Carolyn J. Harshman, CEM
Owner and President
Emergency Planning Consultants
epc(a)pacbell.net
www.carolynharshman.com
Attachments: Proposal, Resume, RFP Attachments A-D
#36221v2
Exhibit A
Scope of Services
At present, the City of Santa Ana is not in compliance with DMA 2000 and therefore not
eligible to complete for Hazard Mitigation Grant Program funds which are made
available to jurisdictions within the declared area following a Presidential Disaster
Declaration. In order to accomplish eligibility, a FEMA-approved Hazard Mitigation Plan
must be developed that accomplishes the following:
The intent of DMA 2000 is three -fold:
a) To gather hazard, vulnerability, and mitigation information from the local level for use
in state -level planning;
b) To ensure that state and local hazard mitigation planning is coordinated to the
greatest extent practical; and
c) To ensure that local jurisdictions are made aware of the hazards and vulnerabilities
within their jurisdiction and to develop strategies to reduce those vulnerabilities.
In order to meet all of those objectives, FEMA developed a "checklist" for use by the
State and Federal reviewers. The Region IX Local Hazard Mitigation Plan Review Tool
(FEMA Review Tool) includes the following tasks:
➢ Element A: Planning Process
➢ Element B: Hazard Identification and Risk Assessment
➢ Element C: Mitigation Strategy
➢ Element D: Plan Review, Evaluation, and Implementation
➢ Element E: Plan Adoption (by City Council)
It's important to note that it is especially important to hire a firm with an extensive history
of preparing FEMA-approved Hazard Mitigation Plans. Without adequate experience, it
would not be unusual to spend as much time in the "Cal OES and FEMA review phase"
as in preparing the actual plan. EPC prepares approvable plans and in the event a Cal
OES or FEMA reviewer disagrees, knows how to discuss the difference in interpretation
to gain approval. Specific strategies for accomplishing Element A-E are discussed
below in Methodology and Quality Control.
Methodology and Quality Control
Preparation of the Hazard Mitigation Plan will incorporate all of the federal requirements
relating to local hazard mitigation plans. EPC's hazard mitigation planning approach
has been perfected since 2005 when the federal government first required plans for
local jurisdictions. Since that time great effort and time has gone into tracking the
changes of "interpretations" by the regulatory agencies of the DMA 2000 legislation.
Without publishing updates to the originating legislation, FEMA instead has published
guidelines (see below) and has amended the FEMA Review Tool used to judge the
adequacy of plans. Understanding all the changes in interpretation is critical to writing a
plan that can go through the state and FEMA reviewers with only minor revisions. State
and FEMA have both made significant staffing changes over the past year resulting in
more consistent reviews and fewer unjustified requested changes. Recently, FEMA
review staff have worked closely with state review staff to better understand the
requirements in order to streamline the review process. With so many FEMA approved
#36221v2
Exhibit A
plans, obviously EPC clearly understands both the regulations and "interpretations' so
goes into the review process as aligned as possible. All said, the key to a successful
review is to be absolutely certain that every required component is clearly marked in the
plan and on the FEMA Review Tool.
Nothing can replace EPC's years of experience and track record at facilitating and
writing FEMA-approved Hazard Mitigation Plans. This experience has also prepared us
for any unexpected challenges with other aspects of the planning process — Planning
Team Meetings, community outreach, and participating in the adoption meeting. EPC
prides itself on working closely with the jurisdiction's Point of Contact to bend and adjust
to the content, format, and scheduling needs.
Hazard Mitigation Planning Process
Preparation of the Hazard Mitigation Plan will be completed
in compliance with the requirements of the federal
government Disaster Mitigation Act of 2000 (DMA 2000),
FEMA's Local Multi -Hazard Mitigation Planning Guidance
published July 2008, the Local Mitigation Plan Review Guide
published in October 2011, and the Local Mitigation Planning
Handbook published March 2013. Building on those
Local Mitigation materials and other FEMA mitigation "how-to guides", the
Plan Review Guide following methodology will be utilized:
• Planning Tools have been developed by EPC that
FEMA will significantly decrease the amount of jurisdictional staff
time required for completion of the HMP. EPC developed
these tools during preparation of the 2014 update to the County of Los Angeles All -
Hazards Mitigation Plan.
County of Orange
Orange County Fire Authority
r eue
Taal Hazard Midgaion Plan November
2015
• Risk and Vulnerability Assessment includes
preparing the Hazard Identification, Risk Assessment, and
Vulnerability Analysis portion of the Hazard Mitigation Plan.
EPC will build off of the Risk Assessment in the 2015 County
of Orange and Orange County Fire Authority Hazard
Mitigation Plan as well as the 2018 State of California Multi -
Hazard Mitigation Plan. Additionally, the City of Santa Ana
General Plan — Safety Element and Emergency Operations
Plan will be reviewed for hazard and risk -related information
as well as history of previous occurrences. EPC also
maintains a broad range of resources for information
regarding historical disasters. The EPC Team will base its
research on the hazards on those as identified in the
California Multi -Hazard Mitigation Plan. During the first Planning Team meeting, the
hazards will be discussed, and EPC will provide recommendations on a final
hazards list. The Risk Assessment in the HMP will include hazard -specific chapters
#36221v2 4
Exhibit A
including EPC-produced hazard maps showing location of critical and essential
facilities and HAZUS-MH (see below).
• Community Profile will be developed for the project area. More than just
demographics and organizational structure, the Profile will reflect the history and
unique characteristics of the community.
Mapping resources within the jurisdiction will be utilized by EPC to assist the reader
in understanding the location and vulnerability to hazards. Additionally, EPC will
produce any other maps necessary to properly explain the location of hazards as
they relate to critical and essential facilities. Also, see below for a discussion on
HAZUS-MH.
HAZUS-MH (Hazards United States — Multi -Hazard) is software produced by FEMA
designed to estimate loss projections for earthquake, hurricane, flooding, and
tsunami. EPC will provide nine HAZUS-MH Level 2 maps and reports — 6
earthquake scenarios and 3 flood scenario including Prado Dam inundation. The
scenarios will be selected by the Planning Team. HAZUS-MH utilizes data from the
most recent U.S. Census. That information is overlaid with a hazard scenario (e.g.
Newport -Inglewood Fault). In the case of an earthquake scenario, the HAZUS-MH
output is a map showing shaking intensities along with a very detailed report on
impacts to people, structures, infrastructure, and utilities. A sample HAZUS-MH
flood map prepared by EPC is shown below:
#36221v2
Exhibit A
• Capability Assessment includes a list of the programs (budgets, facility
improvement plans), policies, and personnel available to each of the participating
jurisdictions to complete the Mitigation Strategy.
Mitigation Strategy is the comprehensive list of each existing and future
mitigation action item for the jurisdiction. The Planning Team members will be
relied on to identify the jurisdiction's ongoing mitigation action (e.g. tree trimming
before a storm, etc.) while ideas for the future will be drawn from the General
Plan -Safety Element and Capital Improvement Program along with ideas from
the Planning Team members. During this brainstorming process, members will
be encouraged to think through the various hazards and come up with projects
and programs that could be funded through HMGP and other pre- and post -
disaster funding mechanisms. EPC Tools will facilitate this process. FEMA
regulations, each of the mitigation action items will include a description of the
action item, identification of coordinating department, timeline, priority, cost,
benefit, goals accomplished, impacts to new and existing structures, and
planning tools for implementation. EPC will present simple tools for ranking cost
and benefit. The resulting Mitigation Actions Matrix is the very core of the
mitigation planning process and will include action planning tools to be used by
the Planning Team during the implementation process.
Community Outreach will be discussed at the first Planning Team Meeting. In
order to comply with FEMA requirements, it is critical that individuals and
organizations outside of the Planning Team have access to the Plan during the
"plan writing process".
o Numerous methods including social media will be utilized to announce the
availability of the Second Draft Plan and the opportunity to provide input. In
addition to encouraging participation in contributing to the Second Draft Plan,
EPC will provide the following community outreach tools:
■ Distribution of EPC-produced handouts sharing mitigation techniques
available to residents and businesses.
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Exhibit A
E A R T H Q U A K E
MINIMIZE OR ELIMINATE THREATS ASSOCIATED WITH HAZARDS -
❑ AnGhor Plates. enpanvon ancr,ors.
and framing onctroa to secare
roofs to..h. walb at comers, and
wags toCJ foargofiom
Gas and waterallomaXc sha6oM
❑ Protective coating on windows
❑ Upgraded gos line connectors
❑ Strap down water neaten
❑ Sec. hoary famUore and wall
hangings
(INSERT CONTACT INFORMATION NER)
Links to hazard information allowing home and business owners to identify
specific hazards impacting their own properties (State of California's
MyHazards).
• Planning Team
The Planning Team will consist of representatives from the City as well any
contracted providers of service. As participants are selected, it's important to keep
in mind that hazard mitigation focuses on regulatory controls as well as construction
and maintenance of buildings and infrastructure. EPC will provide agendas,
handouts, minutes, and PowerPoints for each meeting. EPC President Carolyn
Harshman will facilitate each of the meetings.
o Planning Team Meeting #1 (2 hours)
The purpose of the first meeting is to provide a general overview of the
project, timeline, gather pertinent documents, confirm roles and
membership of the Planning Team, review the concepts and standards
contained in the DMA 2000 regulations and FEMA Review Tool,
#36221v2
Exhibit A
discuss availability of mapping resources, and discuss opportunities for
public participation.
■ Initial review of hazards.
Planning Team Meeting #2 (2 hours)
• The purpose of the second meeting is to review best practices in
hazard mitigation and examine opportunities to integrate the mitigation
plan with the City's existing development policies included in the
General Plan and other regulatory documents.
Planning Team Meeting #3 (2 hours)
• The purpose of the second meeting is to begin work on the Mitigation
Strategy. This will involve capturing existing mitigation activities along
with developing mitigation action items for the future. EPC will work in
advance of the meeting to review the General Plan -Safety Element,
Annual Budget, and Capital Improvement Program in order to capture
any already identified mitigation -related projects.
Planning Team Meeting #4 (2 hours)
■ The purpose of the third meeting is to continue to develop new
mitigation action items. During the meeting EPC will distribute a
planning tool that contains a comprehensive list of mitigation actions
from a wide variety of jurisdictional plans. The use of this
comprehensive list will assist and expedite the Planning Team's
process of identifying existing and future mitigation actions.
Planning Team Meeting #5 (2 hours)
• Review of the First Draft Plan will be preceded by advance distribution
of the document to the Planning Team via the City's Point of Contact.
The meeting will provide an opportunity for the Planning Team to share
comments and corrections to the document. Also, this meeting will
include a discussion on preparations and logistics for conducting the
public participation process and soliciting input from the general public
and external agencies during the distribution of the Second Draft Plan.
General Public and External Agency Input
FEMA requires the Second Draft Plan be made available to the general public
and external agencies (e.g. adjoining jurisdictions, servicing special districts,
etc.). EPC recommends posting the Second Draft Plan on the City's website and
using existing notification methods perhaps including a newsletter or other
means to inform the general public of the Plan's availability. As for the external
agencies, EPC will provide email content for distribution to the various agencies
(not yet including Cal OES and FEMA) including a link to the posting of the
Second Draft Plan. All information gathered will be included in the Third Draft
Plan.
Finalization will include sending an electronic copy of the Third Draft to the Point
of Contact along with a cover letter and completed FEMA Review Tool for
submission to Cal OES. Following any DMA 2000-justified revisions by EPC, Cal
OES will forward the Plan to FEMA for review and issuance of an Approval
#36221v2
Exhibit A
Pending Adoption. As with the review by Cal OES, EPC will complete any DMA
2000-justified revisions while being certain to protect the City from unfair and
unjustified revisions. EPC guarantees the HMP will receive an Approval Pending
Adoption. Upon receipt of the Approval Pending Adoption letter from FEMA, the
Final Draft Plan will be scheduled for presentation to the City Council for
adoption. EPC will prepare a staff report and resolution. EPC President Carolyn
Harshman will be available for the presentation to the City Council should that be
desired. Following the meeting, proof of adoption will be forwarded to FEMA.
FEMA will then send an email and letter of Final Approval which will be
incorporated into the Final Plan. EPC will continue to lead the planning process
until the Final Approval is received from FEMA, proof of adoption by the decision
maker body is submitted to FEMA, and said documents are incorporated into the
Final Plan.
#36221v2
t11tst
Task
Research
Research for Risk Assessment
X
X
Prepare HAZUS
X
X
Plan Writing
First, Second, Third, and Final Drafts, Final Plan
X X
X
X
X
X
X X
X X
X
Planning Team Meetings
Meeting #1 HMP Overview and Initial Hazard
Briefing
X
Meeting #2 Best Practices and Plan Integration
X
Meeting #3 HAZUS and Mitigation Action Items
I X
Meeting #4 Mitigation Action Items
X
Meeting #5 Review First Draft Plan
X
Community Outreach
Encouraging Public Participation in Mitigation
Activities
X
General Public and External Agencies Input to
Present Second Draft Plan
X
Adoption and Approval of Plan
Submit Third Draft Plan to Cal OES/FEMA.
Complete Mandated Revisions.
X
X
X
X
X X
Receive FEMA's Approval Pending Adoption
X
Post and Conduct City Council Meeting to Adopt
the Final Draft Plan and submit Proof of Adoption
to FEMA
X
Receive FEMA Final Approval
X
Incorporate FEMA Final Approval into Final Plan
X
#36221v2 10
Exhibit A
Entity and Personnel Experience
Emergency Planning Consultants offers a full range of emergency management
professional services including plans, training, and exercises to various forms of
government. A complete listing of clients and services is included later in the
Qualifications section.
Emergency Planning Consultants was established in 1997 through the City of San
Diego and filing for a "Doing Business As" through the County of San Diego. EPC's
only employee is owner and sole proprietor, Carolyn J. Harshman. As needed, EPC
tasks independent contractors to provide services including hazard research, mapping,
graphics, and document design. The company's location is in San Diego, California.
Ms. Harshman maintains a Certified Emergency Manager designation that requires 5-
year updates through the International Association of Emergency Managers, a non-
profit professional association.
The EPC Project Team selected for this project is the perfect balance of subject matter
expertise, background, and local knowledge. Following are introductions to the EPC
Team members.
Name: Carolyn J. Harshman, CEM
Education: Master of Public Administration
Professional Affiliations: International Association of
Emergency Managers, California Emergency Services
Association, National Hazard Mitigation Association
Professional Licenses and Certifications: Certified
Emergency Manager
Carolyn Harshman, CEM is the Owner and President of
Emergency Planning Consultants and will serve as the
Project Manager and Principal Planner. Preparing a Hazard Mitigation Plan requires
subject matter expertise in the areas of emergency response planning, hazard
mitigation planning, mapping, and land use planning. With backgrounds in both land
use planning and emergency management, Ms. Harshman is the right fit for facilitating
the planning project. Ms. Harshman will serve as the Project Manager to the designee
at the City of Santa Ana and maintains responsibility for all aspects of the contracted
services. Monthly status updates will be provided. Invoices will be submitted according
to the terms of the contract. As Principal Planner, Ms. Harshman will lead the project by
facilitating and participating at all Planning Team meetings and the City Council. She
will serve as the principal author and maintain quality control over the document at all
times. Ms. Harshman will also manage relationships and contributions from EPC
independent contractors, ensuring quality control and continuous improvement by
conducting weekly meetings with the EPC Team.
Prior to working in the Feld of emergency management, Ms. Harshman enjoyed a
combined 20-year career as a city, regional, and redevelopment planner for the County
of San Diego, City of San Diego, and Southeastern Economic Development
#36221v2 11
Exhibit A
Corporation. In her role as a land use planner Ms. Harshman prepared General Plan
Amendments, Community Plans, Zoning Ordinance revisions, and conducted hundreds
of community meetings. As a local government staff member for so many years,
Carolyn is very familiar with the organization, roles, and responsibilities of government
entities. Ms. Harshman began work in the field of emergency management in 1984
when she was hired as a hazard planner for the County of San Diego's Office of
Emergency Services. There she updated the County's Emergency Operations Plan and
also served as the Hazards Officer. Responding to requests from other jurisdictions to
provide consulting services, Carolyn began part-time work as a consultant in 1986
writing Multi -Hazard Functional Plans and providing mandated trainings. In 1996, she
ended her career with local government and established Emergency Planning
Consultants.
Ms. Harshman has been a member of FEMA's Emergency Management Institute's
Planning Advisory Board since 2005, involved in each update to the Emergency
Planning Course (G235). Also, she taught FEMA's pilot deliveries for the
Comprehensive Preparedness Guide (CPG) 101 course. The revised CPG 101
regulations provide guidance on styles and content for emergency operations plans,
placing emphasis on engaging the "whole community" — including those with access
and functional needs, children, and those with household pets and service animals.
Carolyn has completed and teaches FEMA Master Trainer Program courses as well as
a variety of other courses at the Emergency Management Institute, California
Specialized Training Institute, and as an adjunct instructor at a variety of educational
facilities. Ms. Harshman holds a Master of Public Administration (MPA) degree from
San Diego State University and is a Certified Emergency Manager (CEM), as conferred
by the International Association of Emergency Managers.
Actively engaged in professional development, Ms. Harshman was in FEMA's first
cohort of the National Emergency Management Executive Academy. Ms. Harshman is
an active leader in the International Association of Emergency Managers, serving as
Chair of the Conference Committee from 2006-2011, Chair of the Leadership
Symposium from 2011-2013, Chair of the Membership & Marketing Committee from
2014-2016, President of IAEM- USA Region 9 (California, Arizona, Nevada, Hawaii, and
Pacific Territories) and presently Second Vice President for IAEM-USA.
Name: Alex Fritzler
Education: Bachelor of Arts — Business Administration
Professional Affiliations: California Emergency Services Association
Alex Fritzler is an Independent Contractor and will serve as the Lead
Research and Mapping Analyst. He will be responsible for hazard and
demographic research, writing, technical services, graphics, data
analysis, and mapping services in support to the EPC Team. Alex has
assisted with the preparation of more than thirty local government
hazard mitigation plans since joining EPC in 2010.
#36221v2 12
Exhibit A
Name: Zoe Schumacher
Education: Master of Arts — Geography
Professional Affiliations: Urban and Regional Information
Systems Association
Zoe Schumacher is an Independent Contractor and will serve as
the GIS Analyst. Ms. Schumacher has over 15 years of extensive
experience with ESRI ArcMap suite of software, and extensions
including Spatial and 3D Analyst, ArcSDE, ArcGIS Server. She conducts aerial
interpretations and utilization of GIS to identify high -value ecosystems. Ms.
Schumacher is trained and well -versed in the use of HAZUS-MH - FEMA's natural
disaster loss projection software. She has served as EPC's GIS Analyst since 2017.
EPC Qualifications
Following is EPC's List of Clients and Projects. EPC began work on Hazard Mitigation
Plans in 2005 when FEMA first required the development of plans.
#36221v2 13
Exhibit A
Emergency Planning Consultants Client
. Project
Sco a of Work
Federal Government
Emergency Management
Course design and deliveries for FEMA's Emergency
Agency FEMA)
Management Institute
National Disaster Preparedness
Course design and deliveries of Advanced Disaster
Training Center (NDPTC-University of
Recovery Course, Leveraging Tools for Conducting
Hawaii)
Damage Assessments, Coastal Community Resilience,
Community Planning for Disaster Recove
GovernmentsState
California
Office of Emergency Services: Multi -Hazard Functional Plan
Template, California Specialized Training Institute: Course
deliveries
Indiana
Comprehensive Emergency Management Plan (CEMP)
Template, Facilitated completion of CEMP for 15 Indiana
Counties
Missouri
HSEEP agro-terrorism functional exercise, HSEEP regional
WMD exercises
New Hampshire
State Operations Plan, EOC Standard Operating
Procedures
Hawaii
Department of Education: Grant writing - Readiness and
Emergency Management for Schools Grant (2008), State
Civil Defense: Course and exercise deliveries
City and County Governments
City of Anaheim
Update Hazard Mitigation Plan
City of Bellflower
Hazard Mitigation, Grant Writing, Update Hazard Mitigation,
Update General Plan Safety Element and Technical
Background Report, Update Emergency Operations Plan
City of Bradbury
Hazard Mitigation Plan
City of Buena Park
Hazard Mitigation Plan, Update Emergency Operations Plan
City of Carlsbad
Emergency Operations Plan, EOC Trainings and Exercises,
Full -Scale Active Shooter Exercise (multi -jurisdictional law
enforcement event
City of Carson
Hazard Mitigation Plan
City of Cerritos
Hazard Mitigation Plan
City of Chula Vista
Pre -Disaster Recovery Plan
#36221v2 14
Exhibit A
City of Claremont
Hazard Mitigation Plan, Update Hazard Mitigation Plan,
Continuity of Operations Plan
Citof Coachella
EOC Tabletop Exercise
City of Compton
Hazard Mitigation Plan, Update Hazard Mitigation Plan
City of Covina
Hazard Mitigation Plan, Emergency Operations Plan,
Update Hazard Mitigation Plan
City of Duarte
U date Hazard Mitigation Plan
—City of El Monte
Hazard Mitigation Plan, Update Hazard Mitigation Plan
City of El Segundo
Hazard Mitigation Plan
City of Glendora
Hazard Mitigation Plan, SEMS EOC Course
City of Hawaiian Gardens
Hazard Mittiation Plan
City of Hermosa Beach
Hazard Mitigation Plan, Emergency Operations Plan, EOC
Trainings and Exercises, Update Emergency Operations
Plan
— ---
Cityof Hesperia __
------ -- — --
EOC Trainings and Functional Exercise
City of Hnti ungton Park
City of Indio
Hazard Mitigation Plan —
Incident Command System 300 and 400 Training Courses,
EOC Section -Specific Training
City of Irwindale
Update Hazard Mitigation Plan
City of La Habra HdIghts
Hazard Mitigation Plan Update Hazard Mitigation Plan
Cit ofy La Mirada
Hazard Wtigation Plan
City of La Puente
Update Hazard Mitigation Plan, Update Emergency
_aerations Plan, EOC Training
City of Lakewood _ --
Update Emer�e9cy_Operations Plan
City of Lomita
Update Hazard Mitigation Plan, Update Emergency
0 erations Plan
City of Long Beach
___Operations
Hazard Mitigation Plan, Update Hazard Mitigation Plan,
Update Emergency Operations Plan, Continuity of
Plan _
Cityof f Lynwood _ _ —
City of Manhattan Beach
Hazard Mitigation Plan _ —
Hazard Mitigation Plan, Emergency Operations Plan, EOC
Training and Exercises
City of Palos Verdes Estates
Emergency Operations Plan, Continuity of Operations Plan,
Training and Exercises
436221v2 15
Exhibit A
City of Rancho Cucamonga
Emergency Operations Plan, Continuity of Operations Plan,
Continuity of Government Plan, EOC Training and
Exercises
City of Rancho Palos Verdes
Multi -Jurisdictional Hazard Mitigation Plan, Emergency
Operations Plan, EOC Trainings and Exercises, Update
Multi -Jurisdictional Hazard Mitigation Plan, Continuity of
Operations Plan, Update Multi -Jurisdictional Hazard
Mitigation Non__
of RollinHills
Hazard Mitigation Plan, Update Hazard Mitigation Plan
City of Rolling Hills Estates
Multi -Jurisdictional Hazard Mitigation Plan, Update Multi -
Jurisdictional Hazard Mitigation Plan, Update Multi -
Jurisdictional Hazard Mitigation Plan
City of Rosemead
U date Hazard Mitigation Plan
City of Santa Ana
Update Emergency Operations Plan
City of Santa Fe Springs
Hazard Mitigation Plan
City of Sierra Madre
U date Hazartl Mit2ation Plan
City of Signal Hill _
Hazard Mitigation Plan, Update Hazard_Miti atg ion Plan
_Cityof_South El Monte _
Hazard Mitigation Plan
_City of South Gate _ _
Hazard Mitigation_ Plan
_City of Twentynine Palms
Update Hazard Mitigation Plan
City of Upland
Emergency Operations Plan, EOC Training and Exercises,
EOC Design
City of Vernon
Hazard Mitigation Plan
City of Walnut, Mt. San Antonio
Hazard Mitigation Plan
Community College District, Walnut
Valley Unified School District
City of Whittier
Hazard Mitigation Plan, Update Hazard Mitigation Plan,
Update Hazard_ Mitigation Plan
County of San Bernardino
Exercise Evaluator, EOC Course deliveries, SEMS
Introduction Online Course
County of San Diego
Multi -Hazard Functional Plan, Emergency Management
Contracted Services
County of Los Angeles
Update Hazard Mitigation Plan, Emergency Management
Contracted Services
Town of Yucca Valley
Hazard Mitigation Plan, Update Hazard Mitigation Plan
#36221v2 16
Exhibit A
Educational
Chula Vista Elementary School District
Hazard Mitigation Plan, District Emergency Operations
Plan, Site Emergency Plans, Needs & Capabilities
Assessment, District Hazard Analysis, Risk/Vulnerability
Assessments, Site Exercises
Covina -Valley Unified School District
Hazard Mitigation Plan, District Hazard Analysis, Needs &
Capability Assessment
East Whittier City Elementary School
Hazard Mitigation Plan
District
El Camino Community College District
Comprehensive Emergency Management Program - Hazard
Mitigation Plan, District Emergency Operations Plan, Site
Emergency Plans, Needs & Capabilities Assessment,
District Hazard Analysis, Risk/Vulnerability Assessments,
Site Trainin s and Exercises
El Segundo Unified School District
Hazard Mitigation Plan
Granite School District (Salt Lake City,
Hazard Mitigation Plan
Utah
Little Lake City Elementary School
Hazard Mitigation Plan
District
Los Angeles Unified School District
Update Hazard Mitigation Plan
Los Nietos Elementary School District
Hazard Mitigation Plan
Morongo Unified School District
Comprehensive Emergency Management Program —
District Emergency Operations Plan, Site Emergency Plans,
Site Assessments, EOC and Site Training and Exercises,
Hazard Mitigation Plan
Palomar Community College District
Comprehensive Emergency Management Program - District
Emergency Operations Plan, Site Emergency Plans, EOC
and Site Training and Exercises
Palos Verdes Peninsula Unified School
Hazard Mitigation Plan, Update Hazard Mitigation Plan
District
San Diego Community College District
Comprehensive Emergency Management Program - Hazard
Mitigation Plan, District Emergency Operations Plan, Site
Emergency Plans, EOC and Site Trainings and Exercises,
Risk/Vulnerability Assessments
#36221v2 17
Exhibit A
San Diego Unified School District
Comprehensive Emergency Management Program - Hazard
Mitigation Plan, District Emergency Operations Plan, Site
Emergency Plans, Needs & Capabilities Assessment,
District Hazard Analysis, Risk/Vulnerability Assessments,
200 Site Functional Exercises, EOC Functional Exercises,
Full -Scale Active Shooter Exercise, EOC Section -Specific
Training and Tabletop Exercise
Santa Clara County Office of Education
Comprehensive Emergency Management Program - District
Emergency Operations Plan, Site Emergency Plans, District
Hazard Analysis, Site Safety Assessments, EOC Trainings,
Site Command Team Trainings, EOC Tabletop Exercises
Sonoma County Office of Education
Multi -Jurisdictional Hazard Mitigation Plan including SCOE
and 40 School Districts
South Whittier School District
Hazard Mitigation Plan
Southwestern Community College
District Emergency Operations Plan, Site Emergency Plans,
District
District Hazard Analysis, EOC Trainings, Site Command
Team Trainings, EOC Tabletop Exercises, Grant Writing,
Hazard Mitigation Plan
Whittier City School District
Hazard Mitigation Plan
Whittier Union High School District
Hazard Mitigation Plan, Update Hazard Mitigation Plan
San Bernardino Community College
Update Hazard Mitigation Plan
District
Utility and Transit Providers
Antelope Valley Transit Authority
Hazard Mitigation Plan, EOC/Field Functional Exercise,
Security and Emergency Preparedness Plan, EOC/Field
Functional Exercise, ICS and EOC Training
Cucamonga Valley Water District
Hazard Mitigation Plan, Risk and Resilience Assessment,
Update Emergency Response Plan
Jurupa Community Services District
Hazard Mitigation Plan, Update Hazard Mitigation Plan, Risk
and Resilience Assessment
Los Angeles County Metropolitan
Hazard Mitigation Plan
Transportation Organization Metro
Omnitrans
Hazard Mitigation Plan, Update System Security Emergency
Response Preparedness Plan, Update Emergency
Procedures, Deliver ICS Trainings, Exercises, Update
Hazard Miti ation Plan
Organizations
The Old Globe Theatre
Site Emergency Response Plan
#36221v2 18
Exhibit A
Attachment: Harshman Resume
Carolyn]. Harshman, MPA, CEM
3665 Ethan Allen Avenue
San Diego, CA 92117
Telephone: (858) 4834626
Fax: (858) 483-2862
E-Mail: enc@pacbell.net
Web: znuno.carollynluarshman.com
CAROLYN J. HARSfDAAN, MPA, CEM
EDUCATION
MASTER OF PUBLIC ADMINISTRATION, SAN DIEGO STATE UNIVERSITY,1977
BACHELOR OF ARTS, PSYCHOLOGY, SAN DIEGO STATE UNIVERs=,1974
C E R T I F I C A T 10 N
Certified Emergency Manager (CEM), International Association of Emergency
Managers
EXPERIENCE
President (1984 to Present), Emergency Planning Consultants, San Diego,
California. Consulting contracts include the Federal Emergency Management
Agency (subject matter expert/ trainer), U.S. Department of Homeland Security -
FEMA (training development and delivery); U.S. Department of Defense - Center
for Excellence in Disaster Management & Humanitarian Assistance (training);
National Disaster Preparedness Training Center (recovery course developer and
faculty); State of Hawaii (training and exercises); State of California (Multi -
Hazard Functional Plan template); State of New Hampshire (emergency
operations plan/standard operating procedures and guidelines); State of Indiana
(grant administration, local CEMP courses, project management tools, and
development of county CEMP & hazard analysis documents); State of Missouri
(HSEEP agroterrorism functional exercise, HSEEP regional WMD exercises);
State of Wyoming (training and exercises); State of Nebraska (training and
exercises); County of Los Angeles (all -hazard mitigation plan); County of San
Diego (multi -hazard functional plan); County of San Bernardino (training and
#36221v2 19
Exhibit A
exercises); City of Long Beach (hazard mitigation plan, emergency operations
plan); City of Anaheim (hazard mitigation plan); City of Oakland (catastrophic
plans); City of Carlsbad (comprehensive program of plans, training, and
exercises); City of Chula Vista (pre -disaster recovery & reconstruction plan); City
of Bellflower (hazard mitigation plan, emergency operations plans, general plan
safety element); City of Upland (comprehensive program of plans, training, and
exercises); City of Rancho Cucamonga (comprehensive program of plans,
training, and exercises); City of Rancho Palos Verdes (comprehensive program of
plans, training, and exercises); City of Santa Ana (emergency operations plan);
City of Buena Park (hazard mitigation plan, emergency operations plans); Los
Angeles Unified School District (hazard mitigation plan); San Diego Unified
School District (comprehensive program of plans, training, exercises, and REMS
grant administration); San Diego Community College District (comprehensive
program of plans, training, and exercises); Chula Vista Elementary School
District (comprehensive program of plans, training, and exercises); Hawaii
Department of Education (REMS grant writing, consulting); Santa Clara Office of
Education (comprehensive program of plans, training, and exercises);
Southwestern Community College District (comprehensive program of plans,
training, and exercises) and numerous other local governments, school districts,
and other government organizations. Training services have included California
SEMS Introduction and EOC courses; ICS 100, 200, 300, 400, 402, 800; NIMS 700;
and a wide variety of FEMA courses. Exercise services have included full-
scale/field exercises (8), functional exercises (250), and tabletops (1,500).
Faculty (1984 to Present), National University, FEMA's Emergency Management
Institute, University of Hawaii, San Diego State University, Cal Poly San Luis
Obispo, California State Fire Marshal, California Specialized Training Institute.
Senior Projects Manager (1995 to 1996), Southeastern Economic Development
Corporation, San Diego, California. Management of Projects & Development
Division for City of San Diego's Redevelopment Agency.
Director of Training & Development (1987 to 1995), City of San Diego, San
Diego, California. Management of organizational effectiveness and training
programs for City Planning Department and the Building Inspection
Department.
City Planner (1985 to 1987), City of San Diego Planning Department, San Diego,
California.
Operations Officer (1982 to 1985), County of San Diego Office of Disaster
Preparedness, San Diego, California. Project Manager on County's Emergency
Operations Plan, Hazard Analysis, Dam Evacuation Plans, Drought Plan, and
#36221v2 20
Exhibit A
Damage Assessment Process. Public Information Officer and Exercise Officer.
Operational responsibilities included Emergency Operations Center activations.
Regional Land Use Planner (1977 to 1982), County of San Diego Department of
Planning and Land Use, San Diego, California.
SPECIAL RECOGNITION
National StormReady Board, U.S. National Weather Service, Member, 2008-
present
FEMA Emergency Management Institute
Advisory Group on Emergency Planning, 2005-present
National Emergency Management Executive Academy, First Cadre, 2012-2013
International Association of Emergency Managers (IAEM), Member,1996-
present
IAEM-USA Second Vice President 2019-2020
IAEM-USA Region 9 President 2016-2017, 2017-2018, 2018-2019
Membership & Marketing Chair 2014, 2015
Leadership Symposium Chair 2012, 2013
Conference Committee Chair 2006, 2007, 2008, 2009, 2010, 2011
California State Representative 2004, 2005, 2006, 2007, 2008, 2009
Speaker,1998 Annual Conference
Topic: Standardized Emergency Management System 101
Topic: Grassroots Recovery - The Recovery Task Force
Speaker,1997 Annual Conference
Topic: Creative Financing Techniques for Hazard Mitigation
Speaker, 2012 Annual Conference
Topic: Recovery & Reconstruction Planning - Avoiding the Rush to Normalcy
Speaker, 2016 Annual Conference
Topic: Demystifying Pre -Disaster Recovery Planning
Speaker, 2017 Annual Conference
Topic: Force Multiplier - Enlisting Property Owners in Hazard Mitigation
Speaker, 2018 Annual Conference
Topic: Will You Win or Lose at the Game of Debris Management?
California Emergency Services Association (CESA), Member, 2000-present
Webinar Speaker, March 2015
Topic: Optimizing Opportunities for Mitigation
Speaker, October 2015
436221v2 21
Exhibit A
Topic: Demystifying Pre -Disaster Recovery Planning
Speaker, 2018 Annual Conference
Topic: Will You Win or Lose at the Game of Debris Management?
National Hazard Mitigation Association (NHMA), Member, 2017-present
#36221v2 22
Exhibit A
Attachment A — Proposers Statement and Proposal Item Pricing
'i`' ' CITY OF SANTA ANA
ATTACHMENT A
PROPOSERS CERTIFICATION AND PROPOSAL ITEM PRICING
Certification - I certify that I have read, understand and agree to the terms and conditions of this
Request for Proposals. I have examined the Scope of Services (Exhibit A) and am familiar with the
scope of work_ I am familiar with all the existing conditions and limitation that may impact work requests.
1 understand and agree that I am responsible for reporting any errors, omissions or discrepancies to the
City for clarification prior to the submission of my proposal.
Proposal Item Price - Pricing shall be based on the scope of services described in Exhibit A Cost
proposal shall include a project lump sum price for the full services asset forth in Exhibit A Proposers
will include in their proposal a basis or explanation for the proposed price. The City shall not provide
reimbursement for business or travel -related expenses; therefore, such costs must be absorbed in the
lump sum fee structure.
Price for Scope of Services (as specified in Exhibit A) $ 74,000.00
Carolyn J. Hershman 858483-4626, 858-483-2862
LEGAL NAME OF COMPANY PHONE AND FAX NUMBERS
3665 Ethan Allen Avenue, San Diego, CA 92117
BUSINESS ADDRESS
J. Harshman President
PRINTED NAME OF AUTHORIZED AGENT
alk (nV _ March 11, 2020 epc@pacbell.net
SIGNATURE OF AUTHORIZED AGENT DATE E-MAIL ADDRESS
27-0204294
FEDERAL ID NUMBER (IF APPLICABLE) CONTRACTOR LICENSE NUMBER (IF APPLICABLE)
#36221v2 23
Exhibit A
Attachment B — References
CITY OF SANTA ANA
_ _'TACHMENT B
OFFERORS REFERENCES.
List and describe fully the contracts. Wormed by )-cur firm or entity which demonstrate your ability to
provide the supplies, equipment or servioes included in the scope of 1he proposal specifications. Attach
additional oases it reegired. The City reserves the right to contact each of the references listed for
additional ®riormation regarding your entitys qualifications.
ReTeraace
Cne'7Jmer Name: City of Bellflower Contact Intimaual: Joel Hockman
Actress: 16000 Civic Center Drive Phone Number: 562-925-0124
Bellflower, CA 90706 Facsimile Number. Unknown
contract Arnwim: 5224.000 Year: 2018
Description or servkes provided:
Hazard Mitigation Plan, Update General Plan -Safety Element, d Emergency Operations Plan
Reference
Cus..cmer None: City of Lana Beach CoMacl IndIviclual: Reoaie Harrison
Aearess: 3205 N. Lakewood Blvd_ Phone Number: 562-570.9251
Long Beach, CA 90B08 Facsimile Number. Unknowm
contract Amount: 5144.000 Year: 2019
Descripllor. or serAces provided:
Hazard tvlitigation Plan, Emergency Operations Plan, Continuity of Operations Plan
Reference
Customer Name: City of Buena Park Conac, indlweual: Doug Brodowski
Aearess: M60 Beach Boulevard ?Wore Number. 714-562-3652
Buena Park. CA 90021 Facsimile Number: Unknown
ContraclArroura: $200,000 Year: 2018
Descaplltri ar eeivkes arowcetl:
Hazard MitigationPPian, Emergency Operations Flan
43622lv2 24
Exhibit A
Attachment C — Proposers Statement
e ==
CITY OF SANTA ANA.
ATTACHMENT C
PROPOSER'S STATEMENT
Proposer understar.,s and agrees t:.at this written RFP (or any part thereof specifically designated and
accepled by the City of Santa Ana. hereinafter City) shall constitute the entire agreement between proposer
and the City only after it has been accepted by the City Ceunc% endorsed by the Clerk of the Council with
her signatwe and official seal noting hereon the action of approval of the Council, signed by the Executive
Director or his duly authorized agent, and signed by the City Attorney, denoting his approval of the form of
thuts document and its execution, and when it or an exact copy of it has been either delivered to proposer
or deposited with the United States Postal Serme property addressed to the proposer with the correct
postage affaed thereto.
Proposer further agrees that upon delivery (as defined above) of the accepted agreement hehhe will
furnish City all required bonds and certificate of Gattiity insurance within ten. (10) days (excluding Saturdays.
Sundays and City's kgal holidays), or the funds, check, draft, or proposees bond substituted in kru thereof
acoompanyitg this proposal shall become the property of the City and shag be considered as payment of
damages due to the delay and other causes suftred by City because of the failure to furnish the necessary
bonds and because it is distinctly agreed that the proof of damages actually suffered by City is cliff -milt to
ascertain; otherwise said funds, check drafts, or proposees bond substituted in lieu thereof shall be
retiumed to the undersigned.
Proposer understands Chat a proposal is required for the entire work, that t§* estimated quantities set.huth
in the RFP schedule are sokig for the purpose of cornpaing proaosalls, and that final compensation under
the contract will be based upon the actual quantities of work satisbabriy completed.
All terms contained in the specilioatixns, the cen'dication of nond'tscSniration by contractors, and the
required insurance certificates are to be incorporated by reference into this agreement and are made
specfcally as partof this RFP.
FirrNEntty Emergency Planning Consultants
LtE=e'Jt� ' S, y,'to''� Carolyn J. Harshman
Signed and Printed Name \' I u
Tile President
Dale February 4, 2020
#36221v2 25
Exhibit A
Attachment D — Certification of Nondiscrimination by Contractor
era_ •. �
CITY OF SANTA ANA
ATTACHMENT D
CERTIFICATION OF NONDISCRIMINATION BY CONTRACTOR
The undersigned contractor or corporate officer, during the performance of this contract, certifies as follows:
The contractor shall not discriminate against any employee or applicant for employment because of
race, color, religion, sex, or national origin. The contractor shall take affirmative action to ensure that
applicants are employed, and that employees are treated during employment without, regard to their
race, color, religion, sex, or national origin. Such action shall include, but not be limed to, the
following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising;
layoff or termination; rates of pay orotherforns of oompensatior; and selection for training, Including
apprenticeship. The contractor agrees to post in conspicuous places, available to employees and
applicants for employment. notices to be provided setting forth the provisions of this nondiscrimination
clause.
2. The contractor shall, in all solicitations or advertisements for employees placed by or on behalf of the
contractor, state that all qualified applicants vell receive consideration for employment without regard
to race, odor, religion, sex, or national origin.
3. The contractor shalt send to each labor union or representative of workers with which he has a
collective bargaining agreement or other contract or understanding, a notice to be provided advising
the said labor union or workers' representatives of the contractor's commitments under this section,
and shall post copies of the notice in conspicuous planes available to employees and applicants for
employmnent.
4. The contractor shall comply with all provisions of Executive Order 11246 of September 24, 1965. and
of the rules, regulations, and relevant orders of the Secretary of Labor.
5. The contractor shall furnish all information and reports required by Executive Order 11246 of
September 24, 1965, and by rubes, regulations, and orders of the Secretary of Labor, or pursuant
thereto, and will permit access to his/her books, records, and accounts by the administering agency
and the Secretary of labor for purposes of investigation, to ascertain compliance with such rules,
regulations, and orders.
6. In the event of the contractors noncompliance with the nondiscrimination clauses of this contract or
with any of the said rules, regulations, or orders, the contract may be canceled, terminated, or
suspended in whole or in part and the contractor may be declared ineligible for further government
contracts or federally assisted constructioNservices contracts in accordance with procedures
authorized in Executive Order 11246 of September 24, 1965,and such other sanctions may be
imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by
rule, regulations, or order of the Secretary of Labor, or as otherwise provided by law.
7. The contractor shall include the portion of the sentence irmmeclotely preceding paragraph 1 and the
provisions of paragraphs 1 through 7 in every subcontract or purchase order unless exempted by
rules, regulations, or orders of the Secretary of Labor issued pursuant to Section 204 of Executive
order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontract
or purchase order as the administering agency may direct as means of enforcing such provisions,
including sancficns for noncompliance; provided, however, that in the event the contractor becomes
involved in, or is threatened with, litigation by a subcontractor or vendor as a result of such direction
by the administering agency, the contractor may request that the United States enter into such
#36221v2 26
Exhibit A
aCITY OF SAWA ANA
litigation to protect the interests of the United States.
B. Pursuant to California Labor Code Section 1735, as added by Chapter 643 Stats. 1039, and as
amended,
no discrimination shall be made in the employment of persons because of race, religious creed. color
national origin, ancestry, physical handicaps, mental condition, marital status, or sex of such persons,
except as provided in Section 1420, and any contractor violating this section is subject to all the
penalties imposed for a vidaton of the chapter.
Consultants
Signed and Printed Name:
"U Carolyn J. Harshman
T,_ President
Date February 4. 2020
#36221v2 27
EXHIBIT B
COMPENSATION
Fee Proposal including hourly rates if applicable
Exhibit B
Attachment A — Proposers Statement and Proposal Item Pricing
r:
CITY OF SANTAAPIA
ATTACHMENTA
PROPOSERS CERTIFICATION AND PROPOSAL ITEM PRICING
Certification - l eeM that 1 have read, understand and agree to the teams and conditions of this
Request for Proposals. I have examined the Scope of Services (Exhibit A) and am familiar with the
scope of woair. I am familiar Wth all the existing conditions and limitation that may impact work requests.
I understand and agree that I am responsible for reporting any errors; omissions or discrepancies to the
City for clarification prior to the submission of my proposal.
Proposal Item Price - Pricing shall be based on the scope of services described in Exhibit A Cost
proposal shall include a project lump sum price for the full services as set forth in Exhibit A Proposers
will include in their proposal a basis or explanation for the proposed price_ The City shall not provide
reimbursementfor business or travel -related expenses; therefore, such costs must be absorbed in the
lump sum fee structure.
Price for Scope of Services (as specified in Exhibit A) $ 74,000.00
Carolyn J. Harshman 858-483-4626, 858-483-2862
LEGAL NAME OF COMPANY PHONEAND FAX NUMBERS
3665 Ethan Allen Avenue, San Diego, CA 92117
BUSINESS ADDRESS
Carolyn J. Harshman President
PR94TED NAME OF AUTHORIZED AGENT TITLE
March 11, 2020 epc@pacbell_net
UAft
27-0204294
FEDERAL ID NUMBER (IF APPLICABLE) CONTRACTOR LICENSE NUMBER (IF APPLICABLE)
23
NOTICE OF COMPLIANCE
CITY STAFF: PRINT THIS PAGE AND INCLUDE WITH AGREEMENT TO THE CLERK OF THE COUNCIL
Contractor
Carolyn J Harshman
Name:
Project
A-2020-092-01
Number:
Project Agreement with Emergency Planning Consultants to Provide A Hazard
Name: Mitigation Plan
The Certificate of Insurance (COI) submitted indicates that the coverages are in compliance with the
insurance requirements. No further action is required at this time.
The compliant coverage(s) are:
POLICY EXPIRATION
TYPE OF INSURANCE COI DATE FILE NAME
NUMBER DATE
22 23 Master -
AUTOMOBILE LIABILITY 6055826162031 11/02/2023 02/23/2023 City of Santa
Ana.pdf
22 23 Master -
E&O/PROFESSIONAL LIA H6338PIMA220 04/28/2023 03/16/2023 City of Santa
Ana.pdf
22 23 Master -
GENERAL LIABILITY 725BABD5799 10/04/2023 03/16/2023 City of Santa
Ana.pdf
22 23 Master -
WORKERS COMPENSATION AND
72WECAG2PT3 05/02/2023 02/23/2023 City of Santa
EMPLOYERS' LIABILITY
Ana.pdf
Thank you,
City of Santa Ana
Risk Management Division
in partnership with
CTrax Plus Services Team
4/11/2023 1:27 PM