HomeMy WebLinkAbout03 APPROVAL OF CSA TO FACILITATE DESIGN AND DELIVERY OF FUNCTIONAL EMERGENCY OPERATIONS CENTER EXERCISEAgenda Item 3
AGENDAREPORT Reviewed:
' City Manager
Finance Director
MEETING DATE: JULY 15, 2014
TO: JEFFREY C. PARKER, CITY MANAGER
FROM: CHARLES F. CELANO, JR., CHIEF OF POLICE
SUBJECT: APPROVAL OF A CONSULTANT SERVICES AGREEMENT TO
FACILITATE THE DESIGN AND DELIVERY OF A FUNCTIONAL
EMERGENCY OPERATIONS CENTER EXERCISE
SUMMARY
Approval of a Consultant Services Agreement between the City of Tustin and Willdan
Homeland Solutions to provide support services for the development and delivery of a
Functional Emergency Operations Center Exercise.
RECOMMENDATION
Authorize the City Manager and the City Clerk to execute a Consultant Services
Agreement with Willdan Homeland Solutions to provide support services for the
development and delivery of a Functional. Emergency Operations Center Exercise in an
amount not to exceed $24,293.
FISCAL IMPACT
Funds for this project have been appropriated and budgeted in the Adopted FY 2014-2015
Police Department Operating Budget.
CORRELATION TO THE STRATEGIC PLAN
The recommendation correlates to the City's strategic plan by implementing Goal B, item
number two, to provide additional emergency preparedness training for staff.
BACKGROUND
Staff is making preparations for the annual City Emergency Exercise and requires
technical support services to fully develop the exercise scenario, objectives and all
supporting documentation. The proposed scope of work includes the development of an
exercise plan, providing staff support for conducting and facilitating the exercise and the
completion an exercise after action report. Staff recommends the City utilize Willdan
Homeland Solutions to complete this project due to their extensive training and exercise
experience with the City and their role in providing regional exercise and support training
Consultant Services Agreement for Emergency Exercise Planning
July 15, 2014
Page 2
through the Anaheim/Santa Ana Urban Area Security Initiative (UASI) program. It is
antici the exercise will occur this Fall.
ES F. CELANO, JR., JW MEYERS,
Chief of Police Emergency Mgmt. Coordinator
Attachment No. 1: Consultant Services Agreement
ATTACHMENT NO. 1
CONSULTANT SERVICES AGREEMENT
This Agreement for Consultant Services ("Agreement'), is made and entered into
by and between the CITY OF TUSTIN, a municipal corporation ("City"), and Willdan
Homeland Solutions, a California Corporation ("Consultant').
WHEREAS, City requires the services of a consultant to furnish the necessary
Homeland Security Exercise Design and Delivery services for the 2014 Emergency
Operations Center Functional Exercise ("Project'); and
WHEREAS, Consultant is qualified to provide the necessary services and has.
agreed to provide such services; and
WHEREAS, Consultant has submitted to City a proposal, dated June 17, 2014, a
copy of which is attached hereto as Exhibit "A" and is by this reference incorporated
herein as though set forth in full hereto ("Proposal').
NOW, THEREFORE, in consideration of the promises and mutual agreements
contained herein, City agrees to employ and does hereby employ Consultant and
Consultant agrees to provide consulting services as follows:
1. SERVICES OF CONSULTANT
1.1 Scope of Services. In compliance with all terms and conditions of
this Agreement, Consultant shall provide those services specified in the Proposal (the
"services" or the "work"). Consultant warrants that all services shall be performed in a
competent, professional and satisfactory manner in accordance with all standards
prevalent in the industry. In the event of any inconsistency between the terms contained
in the Proposal and the terms set forth in the main body of this Agreement, the terms set
forth in the main body of this Agreement shall govern.
1.2 Compliance with Law. All services rendered hereunder shall be
provided in accordance with all laws., ordinances, resolutions, statutes, rules, and
regulations of the City of Tustin and of any federal, state or local governmental agency of
competent jurisdiction.
1.3 Licenses and Permits. Consultant shall obtain at its sole cost and
expense such licenses, permits and approvals as may be required by law for the
performance of the services required by this Agreement.
1.4 Familiarity with Work. By executing this Contract, Consultant
warrants that Consultant (a) has thoroughly investigated and considered the work to be
performed, (b) has investigated the site of the work and become fully acquainted with the
994713.1
conditions there existing, (c) has carefully considered how the work should be performed,
and (d) fully understands the facilities, difficulties and restrictions attending performance
of the work under this Agreement. Should the Consultant discover any latent or unknown
conditions materially differing from those inherent in the work or as represented by the
City, Consultant shall immediately inform City of such fact and shall not proceed with any
work except at Consultant's risk until written instructions are received from the Contract
Officer.
1.5 Care of Work. Consultant shall adopt and follow reasonable
procedures and methods during the term of the Agreement to prevent loss or damage to
materials, papers or other components of the work, and shall be responsible for all such
damage until acceptance of the work by City, except such loss or damages as may be
caused by City's own negligence.
1.6 Additional Services. Consultant shall perform services in addition to
those specified in the Proposal when directed to do so in writing by the Contract Officer,
provided that Consultant shall not be required to perform any additional services without
compensation. Any additional compensation not exceeding ten percent (10%) of the
original Contract sum must be approved in writing by the Contract Officer. Any greater
increase must be approved in writing by the City Manager.
2. COMPENSATION
2.1 Compensation of Consultant. For the services rendered pursuant to
this Agreement, the Consultant shall be compensated and reimbursed in an amount not
to exceed $24,493 (twenty four thousand four -hundred and ninety three dollars).
2.2 Method of Payment. In any month in which Consultant wishes to
receive payment, Consultant shall no later than the first working day of such month,
submit to City in the form approved by City's Director of Finance, an invoice for services
rendered prior to the date of the invoice. City shall pay Consultant for all expenses stated
thereon which are approved by City consistent with this Agreement, no later than the last
working day of said month.
2.3 Changes. In the event any change or changes in the work is
requested by City, the parties hereto shall execute an addendum to this Agreement,
setting forth with particularity all terms of such addendum, including, but not limited to, any
additional Consultant's fees. Addenda may be entered into:
A. To provide for revisions or modifications to documents or other work
product or work when documents or other work product or work is
required by the enactment or revision of law subsequent to the
preparation of any documents, other work product or work; .
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B. To provide for additional services not included in this Agreement or
not customarily furnished in accordance with generally accepted
practice in Consultant's profession.
3. PERFORMANCE SCHEDULE
3.1 Time of Essence. Time is of the essence in the performance of this
Agreement
3.2 Schedule of Performance. All services rendered pursuant to this
Agreement shall be performed within any time periods prescribed in any Schedule of
Performance attached hereto marked Exhibit "A". The extension of any time period
specified in the Exhibit "A" must be approved in writing by the Contract Officer.
3.3 Force Majeure. The time for performance of services to be rendered
pursuant to this Agreement may be extended because of any delays due to
unforeseeable causes beyond the control and without the fault or negligence of the
Consultant, including, but not restricted to, acts of God or of a public enemy, acts of the
government, fires, earthquakes, floods, epidemic, quarantine restrictions, riots, strikes,
freight embargoes, and unusually severe weather if the Consultant shall within ten (10)
days of the commencement of such condition notify the Contract Officer who shall
thereupon ascertain the facts and the extent of any necessary delay, and extend the time
for performing the services for the period of the enforced delay when and if in the
Contract Officer's judgment such delay is justified, and the Contract Officer's
determination shall be final and conclusive upon the parties to this Agreement.
3.4 Term. Unless earlier terminated in accordance with Section 7 of this
Agreement, this Agreement shall continue in full force and effect until satisfactory
completion of the services but not exceeding one (1) year from the date hereof, unless
extended by mutual written agreement of the parties.
4. COORDINATION OF WORK
4.1 Representative of Consultant. The following Principal of the
Consultant is hereby designated as being the principal and representative of Consultant
authorized to act in its behalf with respect to the work specified herein and make all
decisions in connection therewith: James E. Bailey.
It is expressly understood that the experience, knowledge, capability
and reputation of the foregoing Principal is a substantial inducement for City to enter into
this Agreement. Therefore, the foregoing Principal shall be responsible during the term of
this Agreement for directing all activities of Consultant and devoting sufficient time to
personally supervise the services hereunder. The foregoing Principal may not be
changed by Consultant without the express written approval of City.
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4.2 Contract Officer. The Contract Officer shall be Capt. Stephen Lewis,
Tustin Police Department, unless otherwise designated in writing by the City Manager of
City. It shall be the Consultant's responsibility to keep the Contract Officer fully informed
of the progress of the performance of the services and Consultant shall refer any
decisions which must be made by City to the Contract Officer. Unless otherwise specified
herein, any approval of City required hereunder shall mean the approval of the Contract
Officer.
4.3 Prohibition Against Subcontracting or Assignment. The experience,
knowledge, capability and reputation of Consultant, its principals and employees were a
substantial inducement for the City to enter into this Agreement. Therefore, Consultant
shall not contract with any other entity to perform in whole or in part the services required
hereunder without the express written approval of the City. In addition, neither this
Agreement nor any interest herein may be assigned or transferred, voluntarily or by
operation of law, without the prior written approval of City.
4.4 Independent Contractor. Neither the City nor any of its employees
shall have any control over the manner, mode or means by which Consultant, its agents
or employees perform the services required herein, except as otherwise set forth herein.
Consultant shall perform all services required herein as an independent contractor of City
and shall remain at all times as to City a wholly independent contractor with only such
obligations as are consistent with that role. Consultant shall not at any time or in any
manner represent that it or any of its agents or employees are agents or employees of
City. Consultant shall be solely responsible for compliance with State and Federal Law
with respect to the wages, hours, benefits, and working conditions of its employees,
including requirement for payroll deductions for taxes. Employees or independent
contractors of Consultant are not City employees.
5. INSURANCE / INDEMNIFICATION
5.1 Insurance.
A. Consultant shall maintain in full force and effect during the term of
these Agreement policies of commercial general liability and
automobile liability insurance (each of which shall include property
damage and bodily injury) and each with limits of at least $1,000,000
combined single limit coverage per occurrence.
B. Consultant shall maintain in full force and effect during the term of
this Agreement a policy of professional liability insurance coverage
with limits of at least $1,000,000 combined single limit coverage per
claim or per occurrence. If Consultant provides claims made
professional liability insurance, Consultant shall also agree in writing
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either (1) to purchase tail insurance in the amount required by this
Agreement or to cover claims made within five (5) years of the
completion of Consultant's service under this Agreement, or (2) to
maintain professional liability insurance coverage with the same
carrier in the amount required by this Agreement for at least five (5)
years after completion of Consultant's services under this
Agreement. Consultant shall also provide evidence to the City of the
purchase of the required tail insurance or continuation of the
professional liability policy by executing the attached Letter
Agreement on Consultant's letterhead.
C. Consultant shall carry and pay for such workers' compensation
insurance as is required fully protect Consultant and its employees
under California Worker's Compensation Insurance Law. The
insurance company shall agree to waive all rights of subrogation
against the City for losses paid under the policy, which losses arose
from the work performed by the named insured.
D. Other applicable insurance requirements are: (1) Name the City, its
officials and employees as an additional insured on the commercial,
general and automobile policies. (2) The insurance shall be issued
by a company authorized by the Insurance Department of the State
of California and rated A, VII or better (if an admitted carrier) or A-, X
(if offered, by a surplus line broker), by the latest edition of Best's
Key Rating Guide, except that the City will accept workers'
compensation insurance rated B -VIII or better or from the State
Compensation Fund. (3) The Insurance shall not be cancelled,
except after thirty (30) days written prior notice to the City; and (4)
The commercial general and automobile liability insurance shall each
be primary as respects the City, and any other insurance maintained
by the City shall be in excess of this insurance and not contribute to
it.
E. Upon execution of this Agreement, Consultant shall provide to City
certificates of insurance and insurer endorsements evidencing the
required insurance. Insurer endorsements (or a copy of the policy
binder if applicable) shall be provided as evidence of meeting the
requirements of Subsections (1), (3) and (4) of Section D above and
the waiver of subrogation requirement in Section C above. If self-
insured for worker's compensation, Consultant shall submit to City a
copy of its certification of self-insurance issued by the Department of
Industrial Relations.
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5.2 Indemnification. The Consultant shall defend, indemnify and hold
harmless the City, its officers and employees, from and against any and all actions, suits,
proceedings, claims, demands, losses, costs, and expenses, including legal costs and
attorneys' fees, for injury to or death of person or persons, for damage to property,
including property owned by City, arising from errors and omissions of Consultant, its
officers, employees and agents, and arising out of or related to Consultant's performance
under this Agreement, except for such loss as may be caused by City's sole negligence or
that of its officers or employees.
The Consultant shall also defend, indemnify and hold the City
harmless from any claims or liability for City health and welfare, retirement benefits, or
any other benefits of part-time or fulltime City employment sought by Consultant's
officers, employees, or independent contractors, whether legal action, administrative
proceeding or pursuant to State statue.
6. RECORDS AND REPORTS
6.1 Reports. Consultant shall periodically prepare and submit to the
Contract Officer such reports concerning the performance of the services required by this
Agreement as the Contract Officer shall require.
6.2 Records. Consultant shall keep such books and records as shall be
necessary to properly perform the services required by this Agreement and enable the
Contract Officer to evaluate the performance of such services. The Contract Officer shall
have full and free access to such books and records at all reasonable times, including the.
right to inspect, copy, audit and make records and transcripts from such records.
6.3 Ownership of Documents. All drawings, specifications, reports,
records, documents and other materials prepared by Consultant in the performance of
this Agreement shall be the property of City and shall be delivered to City upon request of
the Contract Officer or upon the termination of this Agreement, and Consultant shall have
no claim for further employment or additional compensation as a result of the exercise by
City of its full rights or ownership of the documents and materials hereunder. Consultant
may retain copies of such documents for its own use. Consultant shall have an
unrestricted right to use the concepts embodied therein.
6.4 Release of Documents. All drawings, specifications, reports,
records, documents and other materials prepared by Consultant in the performance of
services under this Agreement shall not be released publicly without the prior written
approval of the Contract Officer.
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7. ENFORCEMENT OF AGREEMENT
7.1 California Law. This Agreement shall be construed and interpreted
both as to validity and to performance of the parties in accordance with the laws of the
State of California. Legal actions concerning any dispute, claim or matter arising out of or
in relation to this Agreement shall be instituted in the Superior Court of the County of
Orange, State of California, or any other appropriate court in such county, and Consultant
covenants and agrees to submit to the personal jurisdiction of such court in the event of
such action.
7.2 Waiver. No delay or omission in the exercise of any right or remedy
of a non -defaulting party on any default shall impair such right or remedy or be construed
as a waiver. No consent or approval of City shall be deemed to waive or render
unnecessary City's consent to or approval of any subsequent act of Consultant. Any
waiver by either party of any default must be in writing and shall not be a waiver of any
other default concerning the same or any other provision of this Agreement.
7.3 Rights and Remedies are Cumulative. Except with respect to rights
and remedies expressly declared to be exclusive in this Agreement, the rights and
remedies of the parties are cumulative and the exercise by either party of one or more of
such rights or remedies shall not preclude the exercise by it, at the same or different
times, of any other rights or remedies for the same default or any other default by the
other party.
7.4 Legal Action. In addition to any other rights or remedies, either party
may take legal action, in law or in equity, to cure, correct or remedy any default, to
recover damages for any default, to compel specific performance of this Agreement, to
obtain injunctive relief, a declaratory judgment or any other remedy consistent with the
purposes of this Agreement.
7.5 Termination Prior to Expiration of Term. The City reserves the right
to terminate this Agreement at any time, with or without cause, upon thirty (30) days
written notice to Consultant, except that where termination is due to the fault of the
Consultant and constitutes an immediate danger to health, safety and general welfare,
the period of notice shall be such shorter time as may be appropriate. Upon receipt of the
notice of termination, Consultant shall immediately cease all services hereunder except
such as may be specifically approved by the Contract Officer. Consultant shall be entitled
to compensation for all services rendered prior to receipt of the notice of termination and
for any services authorized by the Contract Officer thereafter.
7.6 Termination for Default of Consultant. If termination is due to the
failure of the Consultant to fulfill its obligations under this Agreement, City may take over
the work and prosecute the same to completion by contract or otherwise, and the
Consultant shall be liable to the extent that the total cost for completion of the services
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required hereunder exceeds the compensation herein stipulated, provided that the City
shall use reasonable efforts to mitigate damages, and City may withhold any payments to
the Consultant for the purpose of set-off or partial payment of the amounts owed to City.
7.7 Attorneys Fees. If either party commences an action against the
other party arising out of or in connection with this Agreement or it subject matter, the
prevailing party shall be entitled to recover reasonable attorneys' fees and costs of suit
from the losing party.
8. CITY OFFICERS AND EMPLOYEES; NON-DISCRIMINATION
8.1 Non -Liability of City Officers and Employees. No officer or employee
of City shall be personally liable to the Consultant, or any successor -in -interest, in the
event of any default or breach by the City or for any amount which may become due to
the Consultant or its successor, or for breach of any obligation of the terms of this
Agreement.
8.2 Covenant Against Discrimination. Consultant covenants that, by and
for itself, its heirs, executors, assigns, and all persons claiming under or through them,
that there shall be no discrimination or segregation in the performance of or in connection
with this Agreement regarding any person or group of persons on account of race, color,
creed, religion, sex, marital status, national origin, or ancestry. Consultant shall take
affirmative action to insure that applicants and employees are treated without regard to
their race, color, creed, religion, sex, marital status, national origin, or ancestry.
9. MISCELLANEOUS PROVISIONS
9.1 Notice. Any notice, demand, request, consent, approval, or
communication either party desires -or is required to give to the other party or any other
person shall be in writing and either served personally or sent by pre -paid, first-class mail
to the address set forth below. Either party may change its address by notifying the other
party of the change of address in writing. Notice shall be deemed communicated forty-
eight (48) hours from the time of mailing if mailed as provided in this Section.
To City:
CITY OF TUSTIN
Attn: Charles F. Celano, Jr.
Chief of Police
300 Centennial Way
Tustin, CA 92780-3715
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To Consultant:
Willdan Homeland Solutions
Attn: James E. Bailey
President and CEO
2401 East Katella Avenue, Suite 300
Anaheim, CA 92806-6073
9.2 Integrated Agreement. This Agreement contains all of the
agreements of the parties and cannot be amended or modified except by written
agreement.
9.3 Amendment. This Agreement may be amended at any time by the
mutual consent of the parties by an instrument in writing.
9.4 Severability. In the event that any one or more of the phrases,
sentences, clauses, paragraphs, or sections contained in this Agreement shall be
declared invalid or unenforceable by valid judgment or decree of a court of competent
jurisdiction, such invalidity or unenforceability shall not affect any of the remaining
phrases, sentences, clauses, paragraphs, or sections of this Agreement, which shall be
interpreted to carry out the intent of the parties hereunder.
9.5 Corporate Authority. The persons executing this Agreement on
behalf of the parties hereto warrant that they are duly authorized to execute this
Agreement on behalf of said parties and that by so executing this Agreement the parties
hereto are formally bound to the provisions of this Agreement.
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IN WITNESS WHEREOF, the parties have executed this Agreement as of the dates
stated below.
"City"
Dated: CITY OF TUSTIN, a municipal
corporation
APPROVED AS TO FORM:
David E. Kendig,
City Attorney
2
Jeffrey C. Parker
City Manager
"Consultant"
WILLDAN HOMELAND SOLUTIONS, a
California corporation
al
James E. Bailey
President and CEO
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EXHIBIT "A"
PROPOSAL AND SCOPE OF SERVICES
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W I L L DA N I
extending
your
Homeland Solutions I reach
June 17, 2014
Joe Meyers
Emergency Management Coordinator
City of Tustin, Police Department
300 Centennial Way
Tustin, CA 92780
RE: REQUEST FOR PROPOSAL FOR EOC FUNCTIONAL EXERCISE FOR THE CITY OF Tustin
Dear Mr. Meyers
Willdan Homeland Solutions (Willdan) appreciates the opportunity to provide the City of Tustin
with our proposal to provide the City of Tustin with services associated with the design,
development, conduct, and evaluation of an Emergency Operations Center (EOC) Functional
Exercise (FE).
We offer the City a seasoned team of local emergency management professionals who are
skilled in the design and delivery of Homeland Security Exercise and Evaluation Program
(HSEEP) - compliant functional exercises. Team members supporting this project will work from
Willdan's offices in Anaheim, CA, which will ensure their availability for ad hoc meetings with
City personnel. The following proposal highlight the advantages Willdan brings to the City of
Tustin in providing the requested services and how those services represent the best value to
the City.
Willdan Homeland Solutions appreciates the opportunity to be of service to the City of Tustin.
Please do not hesitate to contact Jim Bailey at 741-940-6389 or ibaileya-willdan.com if you
have any questions pertaining to this proposal.
Respectfully Submitted,
James E. Bailey
President and CEO
Willdan Homeland Solutions
Engineering I Geotechnical I Environmental I Financial I Homeland Security
714.940.6300 1 800.424.9144 1 fax: 714.940.4920 1 2401 East Katella Avenue; Suite 300, Anaheim, GA 92806-6073 1 www.wilidan.com
TUSTIN
Proposal to Provide
Emergency Operations Center FE
For the City of Tustin, California
Exercise Approach and Activities
The City of Tustin has requested support in the design, development, and delivery of an
Emergency Operations Center Functional Exercise, and a schedule of milestones.
Willdan is familiar with how public agencies function and will know how best to serve in this
capacity. We are fully capable of performing the required tasks and fulfilling our commitment to
the City of Tustin. Our staff of emergency preparedness, law enforcement, fire, and related
public safety professionals has decades of experience working within city, county, state and
federal governments to protect the public.
We do not believe in "cookie cutter" projects, or where "one size fits all." That is why we
designate a significant amount of time and effort at the start of each project at which point we
begin a dialogue with the client and, where feasible, the client's community. Our managers
approach each project with a spirit of humility and openness; we believe these qualities are why
Willdan has developed so many long-term relationships with agencies across the West and
been so successful with our client -tailored projects.
Willdan's team of professionals is familiar with working in and around a diverse group of
individuals. Their first-hand experience will enable them to quickly and professionally adapt to
any environment and be most efficient and effective with all parties involved.
Listed below are the project tasks related to the development and delivery of training activities.
Our work plan outlines our approach to conducting these activities.
Emergency Operations Center Functional Exercise Design
Willdan will provide a team skilled in exercise design and delivery to support the City of Tustin,
with the facilitation and development of a 4 -hour functional exercise design focused on the
City's response to a major incident scenario. In addition to creating the stimuli necessary to
simulate EOC support to field operations, the scenario, MSEL and design elements will be
structured to support EOC activation procedures, Incident Command Post interaction, obtaining
logistical and response support from outside Tustin, and working in a unified command with
multiple response agencies.
The paragraphs below provide an overview of our approach to deliver the FE.
Exercise Design and Development
Willdan will facilitate all aspects of the exercise design and development. We will seek only
guidance and direction from the exercise planning team and our staff will do the "heavy lifting"
associated with developing the core exercise design deliverables which include the exercise
plan (ExPlan), controller and evaluation manual (C/E Manual), MSEL, phone directories,
exercise badges, and registration materials. Moreover, our administrative team will provide the
coordination and materials necessary for all planning meetings, which will include meeting
invites, meeting reminders, handouts, registration materials, and meeting minutes. They will
ensure planning meetings are scheduled to maximize design team availability.
The research and development of a realistic exercise scenario will be the most important task in
the exercise design and development phase. Functional exercises are by far the most
challenging exercise type to create because of the requirement to "simulate everything" outside
the EOC doors. Therefore, the scenario and MSEL that drive and stimulate the exercise
participants into action are extremely important and the lion share of the work we do will be to
analyze and build upon the past training exercises Willdan provided to the City of Tustin. Having
*W I LLDAN 21 'age
Homeland Solutions
TUSTIN
-A,m
Proposal to Provide
Emergency Operations Center FE
For the City of Tustin, California
this prior knowledge of likely scenarios to impact the City, our staff analysis will include
identification of the agencies/ organizations involved in the scenario response and their
roles/responsibilities so that we can accurately simulate their involvement from the simulations
cell (SimCell). Simulation of these agencies could include internal (Tustin) and/or outside
organizations such as Orange County Fire Authority, volunteer organizations, special districts,
and FEMA. Our analysts and subject matter experts will strive to replicate the environment
within which City of Tustin EOC responders will operate during a real world event.
In addition to the realism created by the scenario design, Willdan will also develop exercise
tools to enhance the realism of the exercise. Willdan has an in house videography unit that
creates video projects that support and enhance our exercises. We envision our videography
unit will work with our scenario developers to create one or more simulated newscasts,
which will be delivered during the exercise day. In addition to the newscasts, Willdan will
also create mapping and other GIS products as necessary to support exercise play based on
the recommendations of the design team and scenario developers.
Core Capabilities
Willdan suggests the use of a capabilities -based planning approach in the design and
development of the EOC FE. Capabilities -based planning focuses on planning under uncertainty
because the next danger or disaster can never be forecast with complete accuracy. Therefore,
capabilities -based planning takes an all -hazards approach to planning and preparation that
builds capabilities that can be applied to a wide variety of incidents. States and urban areas use
capabilities -based planning to identify a baseline assessment of their homeland security efforts
by comparing their current capabilities against the Core Capabilities List. This approach
identifies gaps in current capabilities and focuses efforts on identifying and developing priority
capabilities and tasks for the City of Tustin.
The capabilities listed here have been suggested for the City of Tustin's Emergency Operations
Center Exercise. These capabilities provide the foundation for development of the exercise
objectives and scenario. The purpose of this exercise is to measure and validate performance of
these capabilities and their associated critical tasks. The selected capabilities are:
• Operational Coordination
• Public and Private Resources and Services
• Situational Assessment
• Information and Intelligence Sharing
Whatever capabilities are ultimately decided upon, Willdan will work with the City's Exercise
Planning Team to draft and finalize exercise objectives that focus on evaluating emergency
response procedures, identifying areas for improvement, and achieving a collaborative attitude.
Exercise Conduct and Evaluation
Controller/Evaluator and SimCell training sessions will be provided. Roles, responsibilities, and
the exercise control/evaluation plans will be reviewed in addition to providing each Control staff
member with the tools (ExPlan, C/E Manual, Fast Facts, etc.) they need to effectively
control/evaluate the exercise.
During the exercise, Willdan controllers will serve in key positions. Willdan subject matter
experts will be strategically placed in key EOC locations to ensure exercise players are
adequately supported. Given the importance of the SimCell, Willdan will lead and coordinate
this effort, in cooperation with city staff.
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W I LLUAN 3 1 P a g e
Homeland Solutions
TUSTIN
k
Cost of Services
Proposal to Provide
Emergency Operations Center FE
For the City of Tustin, California
Willdan has prepared an extremely competitive cost proposal for the City of Tustin. Willdan is
aware that the City has limited funds for this mandated activity and is proposing a fair and
reasonable price structure, with options including:
➢ Reduced travel due to scheduling of local support staff
➢ City to supply meeting facilities
Emergency Operations Center (EOC) Functional Exercise (FE)
The table below provides a preliminary estimate of the total direct and indirect costs to complete
all tasks identified in the Scope of Work broken down by hours per task.
TOTAL APPROXIMATE PROJECT COST = $24,493.00
*I LLDAN 4 1 P a g e
Homeland Solutions
MSEL
Preparations
Staff
Initial
Planning
Development /
and Final
Exercise
After Action
Report and
Total
MeetingMid
Planning
Meeting
Planning
Meeting
Conduct
AAM
Exercise
Manager
Local
Controller/
==mom=
SME
..
Controller/
SME
...
Specialist
Reproduction
TOTAL APPROXIMATE PROJECT COST = $24,493.00
*I LLDAN 4 1 P a g e
Homeland Solutions
TUSTIN
Proposal to Provide
Emergency Operations Center FE
For the City of Tustin, California
Project Schedule
Our customized exercise program delivery will begin very soon after contract award and will
include all tasks required. Willdan understands the City's timeframe for the completion of
training and guarantees that if selected, the design, development, and delivery of the EOC FE,
can be completed within the timeframe identified by the city.
Due Date
Task
Sub -Task
TBD
IPM Support
Send meeting invite to City of Tustin EOC team members
TBD
IPM Support
Develop IPM meeting support materials
TBD
IPM Support
Conduct Initial Planning Meeting
TBD
IPM Support
Distribute meeting minutes
TBD
MPM Support
Develop draft EXPLAN
TBD
MPM Support
Begin scenario analysis
TBD
MPM Support
Begin C/E Manual development
TBD
MPM Support
Begin development of other exercise materials (as required)
TBD
MPM Support
Produce & send copies of draft documentation for design team
review
TBD
MPM Support
Conduct Mid Planning Meeting/MSEL
TBD
MPM Support
Distribute meeting minutes
TBD
FPM Support
Refine and finalize all documentation
TBD
FPM Support
Conduct Final Planning Meeting
TBD
Conduct
Coordinate exercise logistics
TBD
Conduct
Conduct Controller/Evaluator Training
TBD
Conduct
Conduct Exercise and Hot Wash review
TBD
Post -Conduct
Begin evaluation data analysis and develop draft AAR
TBD
Post -Conduct
Submit final AAR
*I LLDAN 51Page
Homeland Solutions