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HomeMy WebLinkAboutbocc.con.179.2016 Pitkin County Ganyrs. Contract Cover Sheet Please complete the Contract Cover Sheet when the contract is completed and signed by ContractorNendor and Pitkin County Project Lead. Return all Contract Cover Sheets and Contracts/Change Orders/Amendments to Procurement (procurement heip(a?pitkincounty.com).Any contracts$50,000 and over will he routed for signatures to County Manager and Attorney's Office(if required)by Procurement& Contracts Manager. Contract Information Contract Number 179.2016 Project Name Pitkin County Updated Hazard Mitigation Plan Contractor Emergency Planning Services (Bob Wold) Budget Line Item 001.36.94432.62000 EMC/Hazard $ 42,750.00 Mitigation Plan/Federal Grant Additional Budget Line 001.36.94432.82000 EM/Hazard $ Item(s) Mitigation Plan/Purchased Services (Please fully allocate New Contract Total) $ Contract Start Date Click here to enter a date. _ Contract End Date Click here to enter a date. _ Automatic Renewal Yes ❑ No El If Construction: Retainage Yes $ or °/ No® If this is a new contractor, please request they complete and submit to Finance a W-9 Form. Contact Information: Department Emergency Management Project Manager Valerie MacDonald Project Manager (970)920-5234 Phone Provide a brief description of the contract: Consulting services for an updated Hazard Mitigation Plan for Pitkin County conforming to FEMA's 4-Phase Disaster Mitigation Act process and the 10-step process used for FEMA's Community Rating System. Contract Value Summary: Original Contract Amount S 42,750.00 Previous Change Order/Amendment Amount(if applicable) This Change order/Amendment amount(if applicable) $ New Contract Total $42,750.00 Procurement Method: None D InformalD Fonnal © Sole Source D Emergency ❑ Contract Renewal ❑ NOTE: CLERKS OFFICE WILL KEEP ORIGINAL DOCUMENTS IN COMPLIANCE WITH COLORADO STATE ARCHIVES RETAINAGE SCHEDULE.ALL ATTACHMENTS MUST BE WITH THIS CHECKLIST. Contract Type: Services/Maintenance © Construction ❑ Goods, Equipment, Supplies ❑ Change Order/Amendment❑ Other, please explain ❑ Click here to enter text. NOTE: CLERKS OFFICE WILL KEEP ORIGINAL DOCUMENTS IN COMPLIANCE WITH COLORADO STATE ARCHIVES RETAINAGE SCHEDULE. ALL ATTACHMENTS MUST BE WITH THIS CHECKLIST. Contract a 179 201 b Revision. 10/0512016 bif Budget Line Item ti xxx.xx.00000.xxxxx oo t . 36. `t4'43a .t0 an 0o - k(A2'ia H.'hgqaf,y1 la...t /VeAt, 3 Carr-.�Y 0o t . g4.. 9447a .8a o 0o peek 7($rfi0• +1 L.-.. IFust..s�.l Se-tact-0 Cou�ll.g.SL •( PITKIN COUNTY CONTRACT FOR PROVISION OF SERVICES PITKIN COUNTY UPDATED HAZARD MITIGATION PLAN THIS CONTRACT, made October 14, 2016 by and between the Board of County Commissioners of Pitkin County, Colorado, 123 Emma Rd., Suite #106, Basalt, CO 81621, (hereinafter called the"County")and Emergency Management Planning Services,2490 S.Jasmine PI.,Denver,CO 80222(hereinafter called the"Contractor")to perform the following work: Pitkin County Updated Hazard Mitigation Plan ("Project"). Tenn of Contract: The term of this contract is from December I, 2016 to November 30, 2017. Contractor shall commence work once the County Representative has received notification of grant award money and informed the Contractor to begin work. In the case grant award money is not received,the work shall not be initiated. II. Contractor's Oblieations. Contractor shall develop an updated comprehensive hazard mitigation plan for Pitkin County. The planning process shall conform to FEMA's 4-phase Disaster Mitigation Act process and the 10-step process used for FEMA's Community Rating System. And Flood Mitigation Assistance programs. Updates will be completed using the most current state and federal guidance, including the 2013 Colorado Natural Hazards Mitigation Plan and FEMA's Local Mitigation Planning Handbook (March 2013), to ensure the planning documents meet federal requirements. The Contractor shall work closely with County Representative and Local Planning Committee on all phases of the project. Exhibit A provides a detailed scope of work. The timeline to complete the work shall remain consistent with the timeline in the Request for Proposal. It is assumed the grant money will be awarded in January 2017 and the draft of the Hazard Mitigation Plan shall be due by May 17,2017.The two(2) four(4)hour workshops shall be completed in that time as well. If there is delay in award of grant,County shall revise the timeline. Detailed Pricing: Project Phase Hours Cost Organize Resources (Initial 60 hours $5,700.00 Research/Coordination, Form Local Planning 1 Contract#xxx.2016 Revision: 10/05/2016 by Budget Line Item#xxx.xx.00000.xxxxx Committee, Initial LPC Meeting, Public Involvement Strategy) Assess Risks (Hazard Research, Hazard 200 hours $19,000.00 Identification, Risk Assessment, Vulnerability Assessment, Capability Assessment, Hazard Profiles) Develop Mitigation Strategy (Mitigation 75 hours $7,125.00 Actions Workshop, Prioritized Mitigation Actions, Implementation Strategy) Complete Final Draft 75 hours $7,125.00 Adopt, Monitor and Evaluate Plan 40 hours $3,800.00 (Incorporate LPC Comments and Final Changes) TOTAL 450 Hours $42,750.00 III. Compensation and Expenses, Invoicing,Payment and Offset. The County shall compensate Contractor for its services in accordance with the Project Budget and Schedule set out in Section II. It is expressly understood and agreed that in no event will the total compensation and reimbursement to be paid hereunder exceed the sum of Forty two thousand seven hundred fifty dollars and zero cents ($42,750.00) for all services rendered. By contract or amendment, the County and Contractor may reallocate the budget among project tasks if the total budget amount remains unchanged. Contractor shall invoice for the project monthly based on hours worked, with payment expected within thirty(30)days of invoice.Any payment by the County maybe offset by any amount the Contractor owes the County for any reason. IV. County's Exclusive Ownership of Work Product. Drawings, specifications, guidelines and other documents prepared by Contractor in connection with this contract shall be the property of the County. However,Contractor shall have the right to utilize such documents in the course of its marketing,professional presentations,and for other business purposes. Contractor assigns to County the copyrights to all work prepared, developed, or created pursuant to this contract, including the right to: 1) reproduce the work; 2) prepare derivative works; 3) distribute copies to the public; 4) perform the works publicly; and 5)to display the work publicly. Contractor shall have right to use materials produced in the course of this contract for marketing purposes and professional presentations,articles,speeches and other business purposes. V. Pitkin County's Obligations. Pitkin County shall administer this contract through a County Representative.Valerie MacDonald,Pitkin County Emergency Manager will manage the project as the County's Representative.The services provided and products delivered by the Contractor under this contract will be subject to review by the County's Representatives,or a designee, for compliance with Contractor's obligations prior to final payment. VI. Termination Prior to Expiration of Contract Term. The County has the right to terminate this contract,with or without cause,by giving written notice to the Contractor 2 Contract N xxx.2016 Revision. 10/05/2016brf Budget Line Item R xxx.xx.00000.xxxxx of such termination and specifying the effective date thereof.Such notice shall be given at least ten (10) days before the effective date of such termination. In such event all finished or unfinished documents, data,studies and reports prepared by the Contractor pursuant to this contract shall become the County's property. Contractor shall be entitled to receive compensation in accordance with the contract for any satisfactory work completed pursuant to the terms of this contract prior to the date of termination. Notwithstanding the above, Contractor shall not be relieved of liability to the County for damages sustained by the County by virtue of any breach of the contract by the Contractor. VII. Independent Contractor Status. A. The parties to this contract intend that the relationship between them contemplated by the contract is that of independent contractor. Contractor, and any agent, employee, or servant of Contractor shall not be deemed to be an employee, agent, or servant of Pitkin County. B. Contractor is not required to offer his services exclusively to Pitkin County under this contract. Contractor may choose to work for other individuals or entities during the term of this contract, provided that the basic services and deliverable products required under this contract are submitted in the manner and on the schedule defined under this contract. C. Contractor warrants that all work produced will conform to all applicable industry standard of care,skill and diligence in the performance of Contractor's obligations under this contract. D. Contractor shall not attempt to oversee or supervise the work or actions of any Pitkin County employee, servant or agent in the course of completing work under this contract. E. Contractor is not entitled to any Workers' Compensation benefits through Pitkin County and is responsible for payment of any federal,state,FICA and other income taxes. VIII. Assignability. This contract is not assignable by either party. Any use of subcontractors by the Contractor for performance of this contract must be accepted in writing by the County. IX. Binding Arbitration. Any disputes arising out of this contract shall be subject to binding arbitration. The parties agree that any disputes concerning the terms and conditions of this contract shall be submitted and finally sealed by arbitration. Arbitration shall be conducted pursuant to the rules of the American Arbitration Association and shall be presided over by the Pitkin County Hearing Officer appointed to arbitrate Pitkin County contract disputes. Costs of the arbitration shall be awarded to the substantially prevailing party. X. Severability. In the event that any provision of this contract shall be held to be invalid or unenforceable, the remaining provisions of this contract shall remain valid and binding upon the parties hereto. XI. Integration and Modification. 3 Contract#xxx.2016 Revision: 10/05/2016 bif Budget Line Item#xxx.xx.00000.xxxxx A. This contract represents the entire and integrated contract between the County and the Contractor and supersedes all prior negotiations, representations, or contract, either written or oral.This contract may be amended only by written contract signed by both the County and the Contractor. B. The County may, from time to time,request changes in the scope of services of the Contractor to be performed hereunder. Such changes, including the increase or decrease in the amount of the Contractor's compensation, which are mutually agreed upon between the County and the Contractor, shall be in writing and upon execution shall become part of this contract. XII. Indemnity. A. The Contractor agrees to indemnify,hold harmless and,not excluding the County's right to participate, defend the County, its subsidiary, parent, associated and/or affiliated entities, successors, or assigns, its elected officials, trustees, employees, agents, volunteers, and any jurisdiction or agency issuing permits for any work included in the project„ hereinafter referred to as indemnitee, from all suits and claims, including attorneys fees and cost of litigation, actions, loss, damage, expense,cost or claims of any character or any nature arising out of the work done in fulfillment of the terms of this Contract or on account of any act,claim or amount arising or recovered under workers' compensation law or arising out of the failure of the Contractor to conform to any statutes, ordinances, regulation, law or court decree. It is agreed that the Contractor will be responsible for primary loss investigation,defense and judgment costs where this contract of indemnity applies. In consideration of the award of this contract, the Contractor agrees to waive all rights of subrogation against the County its subsidiary, parent, associated and/or affiliated entities, successors, or assigns, its elected officials, trustees, employees, agents,and volunteers for losses arising from the work performed by the Contractor for the County. B. The Contractor further shall investigate, process, respond to, adjust, provide defense for and defend,pay or settle all claims,demands,or lawsuits related hereto at its sole expense and shall bear all other costs and expenses related thereto, even if the claim, demand or lawsuit is groundless, false or fraudulent. XIII. Insurance. Contractor and subcontractors shall procure and maintain until all of their obligations have been discharged, including any warranty periods under this Contract are satisfied,insurance against claims for injury to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Contractor, its agents, representatives, employees or subcontractors. The insurance requirements herein are minimum requirements for this Contract and in no way limit the indemnity covenants contained in this Contract. The policies shall include, or be endorsed to include, the following provision: On insurance policies where the County is named as an additional insured,the County shall be an additional insured to the full limits of liability purchased by the Contractor even if those limits of liability are in excess of those required by this Contract. 4 Contract#xxx.2016 Revision: 10/05/20/6 bif Budget Line Item#xxx.xx.00000.xxxxx The County in no way warrants that the minimum limits contained herein are sufficient to protect the Contractor from liabilities that might arise out of the performance of the work under this Contract by the Contractor, its agents,representatives, employees, or subcontractors. The Contractor shall assess its own risks and if it deems appropriate and/or prudent,maintain higher limits and/or broader coverages. The Contractor is not relieved of any liability or other obligations assumed or pursuant to the Contract by reason of its failure to obtain or maintain insurance in sufficient amounts,duration, or types. Commercial General Liability Completed Operations coverage must be kept in effect for up to three(3)years after completion of the project. A. Coverage and Limits of Insurance. Contractor shall provide coverage with limits of liability requirements provided that the coverage is written on a"following form" basis. I) Statutory Workers' Compensation: Colorado statutory minimums a. Policy shall contain a waiver of subrogation against the County. h. This requirement shall not apply when a contractor or subcontractor is exempt under Colorado Workers' Compensation Act AND when such contractor or subcontractor executes the appropriate sole proprietor waiver form, Minimum Limits: Coverage A(Workers' Compensation) Statutory Coverage B(Employers Liability) $ 500,000 $ 500,000 $ 500,000 2) Commercial General Liability—ISO ICG 0001 form or equivalent. (With County named as an additional insured) Minimum Limits: General Aggregate $ 2,000,000 Products/Completed Operations Aggregate $ 2,000,000 Each Occurrence Limit $ 1,000,000 PersonalAdvertising Injury $ 1,000,000 Fire Damage(Any One Fire) $ 50,000 Medical Payments(Any One Person) $ 5,000 Coverage to include: • Premises and Operations • Explosions, Collapse and Underground Hazards • Personal /Advertising Injury • Products/Completed Operations 5 Contract#xxx.2016 Revision: 10/0512016 btf Budget Line Item#xxx.xx.00000.xxxxx • Liability assumed under an Insured Contract(including defense costs assumed under contract) • Independent Contractors • Designated Construction Project(s) General Aggregate Limit, ISO CG 2503 (1997 Edition or equivalent) • Additional Insured—Owners, Lessees or Contractors Endorsement, ISO Form 2010 (2004 Edition or equivalent) • Additional Insured—Owners, Lessees or Contractors Endorsement, ISO CG 2037 (2004 Edition or equivalent) • The policy shall be endorsed to include the following additional insured language on the Additional Insured Endorsements specified above: "County, its subsidiary, parent, associated and/or affiliated entities, successors, or assigns, its elected officials,trustees,employees,agents,and volunteers named as an additional insured with respect to liability and defense of suits arising out of the activities performed by, or on behalf of the Contractor,including completed operations". 3) Auto Liability: Bodily injury and property damage for any owned, hired and non-owned vehicles used in the performance of this Contract. Minimum Limits: Statutory Coverage Bodily/Property Damage(Each Accident) $ 1,000,000 4) Special Coverages(check as appropriate and insert amount): a. ❑ Performance Bond $ b. ❑Professional Errors and Omissions c. ❑ Aircraft Liability d. 0 Owner's Protective e. ❑ Builder's Risk f. ❑ Boiler and Machinery g. ❑ Loss of Use Insurance h. 0 Pollution Liability i. ❑ Crime, including Employee Dishonesty Coverage, or Fidelity Bond B. Proof of Insurance: I) Each insurance policy required by the insurance provisions of this Contract shall provide the required coverage and shall not be suspended, voided or canceled except after thirty(30)days prior written notice has been given to the County, except when cancellation is for non-payment of premium, then ten (10)days prior notice may be given. Such notice shall be sent directly to Katherine McEntyre, Pitkin County Procurement, 123 Emma Rd., Suite#106,Basalt, CO 81621. If the insurance carrier will not provide the required notice, the Consultant/Contractor and or its insurance 6 Contract#xxx2016 Revision: /0/05,2016 brf Budget Line Item#xxx.xx.00000.xxxxx broker shall notify the County of any cancellation,or reduction in coverage or limits of any insurance within seven (7) days of receipt of insurers' notification to that effect. Simultaneously with the Certificates of Insurance, the Contractor shall file with the Project Lead a certified statement as to claims pending against the required coverages, reserves established on account of such claims,defense costs expended and amounts remaining on policy limits. 2) In addition, these Certificates of Insurance shall contain the following clauses: a. The contractor's insurance shall be primary and non-contributory with any insurance or self-insurance purchased by the County. b. The insurance companies issuing the policy or policies hereunder shall have no recourse against the County of Pitkin for payment of any premiums or for assessments under any form of policy. c. Any and all deductibles or self-insured retentions in the above- described insurance policies shall be assumed by and be for the amount of, and at the sole expense of the Contractor. d. Location of operations shall be: "all operations and locations at which work for the referenced Project is being done." 3) Certificates of Insurance for all renewal policies shall be delivered to the County's Representative at least fifteen (15) days prior to a policy's expiration date except for any policy expiring on the expiration date of this contract or thereafter. 4) The County reserves the right to request and receive a copy of any policy and any policy endorsement at any time during the term of this contract. XIV. Exemptions and Preferences. All purchases of construction or building or any other materials for this contract shall not include Federal Excise Taxes or Colorado State or local sales or use taxes. Pitkin County is exempt from such taxes under registration numbers 98-02624 and 84-78000-5k. XV. Records. The Contractor shall maintain comprehensive, complete and accurate books, records, and documents concerning its performance relating to this contract for a period of three (3)years after final payment under the contract and the County shall have the right within the three(3)year period to inspect and audit these books, records and documents, upon demand, in a reasonable manner and at reasonable times, for the purpose of determining, by accepted accounting and auditing standards, compliance with all provisions of the contract and applicable law. XVI. Contact Made in Colorado. The parties agree that this contract was made in accordance with the laws of the State of Colorado and shall be so construed. Venue is agreed to be exclusively in the courts of Pitkin County,Colorado. XVII. Attorney's Fees. In the event that legal action is necessary to enforce any of the provisions of this contract beyond the arbitration described in Paragraph 9, the substantially prevailing party shall be entitled to its costs and reasonable attorney's fees. XVIII, Governmental Immunity. Contractor agrees and understands that Pitkin County is relying on and does not waive, by any provision of this contract, the monetary 7 Contact k xxx.2016 Revision: 10/05,2016 btf Budget Line Item ft xxx.xx.0000fxxxxx limitations or terms (presently $150,000 per person and $600,000 per occurrence) or any other rights, immunities, and protections provided by the Colorado Governmental Immunity Act,24-10-101,el seq.,C.R.S.,as from time to time amended,or otherwise available to Pitkin County or any of its officers, agents or employees. Further, nothing in this contract shall be construed or interpreted to require or provide for indemnification of the Contractor by the County for any injury to any person or any property damage whatsoever which is caused by the negligence or other misconduct of the County or its agent or employees. XIX. Current Year Obligations.The parties acknowledge and agree that any payments provided for hereunder or requirements for future appropriations shall constitute only currently budgeted expenditures of Pitkin County. Pitkin County's obligations under this contract are subject to Pitkin County's annual right to budget and appropriate the sums necessary to provide the services set forth herein. No provisions of the contract shall constitute a mandatory charge or requirement in any ensuing fiscal year beyond the then current fiscal year of Pitkin County. No provision of the contract shall be construed or interpreted as creating a multiple-fiscal year direct or indirect debt or other financial obligation of Pitkin County within the meaning of any constitutional or statutory debt limitation. This contract shall not directly or indirectly obligate Pitkin County to make any payments beyond those appropriated for Pitkin County's then current fiscal year.No provisions of this contract shall be construed to pledge or create a lien on any class or source of Pitkin County's moneys,nor shall any provision of this contract restrict the future issuance of Pitkin County's bonds or any obligations payable from any class or source of Pitkin County's money. XX. Notice. Any notice required by this Contract shall be deemed delivered through either of the following: (1) hand delivery to the person at the address below or(2) by certified first class mail,postage prepaid,return receipt requested addressed as follows: To Pitkin County: with copies to: Valerie MacDonald Pitkin County Attorney's Office 506 E. Main Street 123 Emma St., Suite#204 Aspen,CO 81611 Basalt,Colorado 81621 Phone: (970)920-5234 Email: Attomey@pitkincounty.com Email: Valerie.MacDonald@pitkincounty.com To Contractor: Bob Wold, Emergency Management Planning Services 2490 South Jasmine Place Denver,CO, 80222 Phone: (303) 549-8866 Email: bobwold12@gmail.com XXI. Public Contracts for Services and Public Contracts with Natural Persons. In conformance with the provisions of C.R.S. § 8-17.5-101 and 102, as amended and 8 Contract N xxx.2016 Revision: 10/05/2016 bif Budget Line Item k xxx.xx.00000.xxxxx C.R.S. § 24-76.5-101, as amended PUBLIC CONTRACTS FOR SERVICES. CRS §8-17.5-101. [Not Applicable to agreements relating to the offer, issuance, or sale of securities, investment advisory services or fund management services, sponsored projects, intergovernmental agreements, or information technology services or products and services) Contractor certifies, warrants, and agrees that it does not knowingly employ or contract with an illegal alien who will perform work under this contract and will confirm the employment eligibility of all employees who are newly hired for employment in the United States to perform work under this contract,through participation in the E-Verify Program or the Department program established pursuant to CRS §8-17.5-102(5)(c), Contractor shall not knowingly employ or contract with an illegal alien to perform work under this contract or enter into a contract with a subcontractor that fails to certify to Contractor that the subcontractor shall not knowingly employ or contract with an illegal alien to perform work under this contract. Contractor (a) shall not use E-Verify Program or Department program procedures to undertake pre-employment screening of job applicants while this contract is being performed, (b) shall notify the subcontractor and the contracting State agency within three days if Contractor has actual knowledge that a subcontractor is employing or contracting with an illegal alien for work under this contract,(c)shall terminate the subcontract if a subcontractor does not stop employing or contracting with the illegal alien within three days of receiving the notice, and (d) shall comply with reasonable requests made in the course of an investigation, undertaken pursuant to CRS §8-17.5-102(5), by the Colorado Department of Labor and Employment. If Contractor participates in the Department program, Contractor shall deliver to the contracting State agency, Institution of Higher Education or political subdivision a written, notarized affirmation, affirming that Contractor has examined the legal work status of such employee,and shall comply with all of the other requirements of the Department program. If Contractor fails to comply with any requirement of this provision or CRS§8-17.5-101 et seq.,the contracting State agency, institution of higher education or political subdivision may terminate this contract for breach and, if so terminated, Contractor shall be liable for damages. PUBLIC CONTRACTS WITH NATURAL PERSONS. CRS §24-76.5-101. Contractor, if a natural person eighteen (18) years of age or older, hereby swears and affirms under penalty of perjury that he or she (a) is a citizen or otherwise lawfully present in the United States pursuant to federal law, (b) shall comply with the provisions of CRS §24-76.5-101 et seq.,and(c)has produced one form of identification required by CRS §24-76.5-103 prior to the effective date of this contract. 9 Contract it xxx.2016 Revision: 10/05/3016 bye Budget Line Item N xxx.xx.00000.xxxxx M WITNESS WHEREOF,the parties have executed this Contract as of the date first set out herein above. Em envy Manageme t Planning Services rL - C- 2ous. Signature Date Robert L. bxlold Jr. Con6d(Ea4 c(e. Pros efor Printed Name Title PITIUN COUNTY,COLORADO RECOMMENDED FOR APPROVAL: LioxiG , Lt /lc; - Valerie MacDonald Date 10 Robert L. Wold Jr. Emergency Management Planning Services 2490 South Jasmine Place (303) 549-8866 Denver,CO 80222 bobwoid12@gmaii.com II. Planning Approach:Proposed Scope of Work The planning process followed for the 2016 plan update will conform to FEMA-s 4-phase Disaster Mitigation Act (DMA) process and the 10-step process used for FEMA's Community Rating System (CRS) and Flood Mitigation Assistance(FMA)programs (see table below). Updates will be completed using the most current state and federal guidance,including the 2013 Colorado Natural Hazards Mitigation Plan and FEMA's Local Mitigation Planning Handbook (March 2013),to ensure that the planning documents meet federal requirements. FEMA's Four-Phase DMA Process Modified-'10-Step CRS Process 1)Organize Resources _ __ 201.6(c)(1) 1)Organize the Planning Effort 201.6(h)(1) 2)Involve the Public 201.6(h)(2)and (3) 3)Coordinate with Other Departments/Agencies 2)Assess Risks 201 6(c)(2)(i) 4)Identify the Hazards _- .201,6(c)(2)0i). 5)Assess the Risks 3) Develop the Mitigation Plan 201.6(c)(3)(i) '6)Set Goals __. __. . ie e-_:. _-S- 201.6(c)(3)(ii) 7)7)Review Possible Activities 201.6(c)(3)(iti) 8)1Draft an Action Plan '- 4) Implement Plan/Monitor Progress 201.6(c)(5) 9)Adopt the Plan -- 201.6(c)(4) __. J 10) Implement, Evaluate and Revise the Plan The principal task is to develop a FEMA-approved hazard mitigation plan for Pitkin County.The contractor will facilitate the entire planning process, including identifying data requirements, conducting research, developing a public involvement process, documenting the planning process, producing draft and final document versions, and facilitating the plan adoption process. Supporting and sub-tasks are detailed in the Tasks below. A. Organize Resources (Initial Coordination) 1. Work closely with the Pitkin County Emergency Manager and Local Planning Committee on all phases of the project. Ensure that representatives from participating jurisdictions, local elected officials, local agencies,other partner agencies, businesses,nonprofits, academia, neighboring counties or communities and the general public have an opportunity to be involved in the planning process. Document efforts to include these partners and their participation. • Outcome o Formation of Local Planning Committee, building on Pitkin County Public Safety Committee. • Deliverables o List of participating jurisdictions(cities/towns,special districts). o List of committed departments/agencies with contact information. Robert L. Mitt Emergency Management PlanningServices 2490 South Jasmine Place (303)549-8866 Denver,CO 80222 hobwoid12@gmail.com o List of other stakeholders with contact information(schools, nonprofits, special districts, businesses, etc.). Conduct an initial plan development strategy meeting with the Pitkin County Emergency Manager. • Outcome o Direction to contractor regarding project timelines, minimum standards for participation, public involvement, data collection, and kickoff schedule/agenda. Conduct a kickoff meeting to outline the plan update process, discuss the project schedule, identify data needs and establish a schedule for follow-up meetings. • Deliverables o County-Level Kick-Off Meeting with Local Planning Committee and other interested county, city/town, and special district representatives. o Pre-meeting materials, meeting agendas and presentation materials/activities. Contractor will facilitate kickoff meeting and gather results for review and incorporation into the draft plan. In cooperation with Pitkin County Finance, establish a process for capturing and documenting local costs that can be used to offset the local match amount of the federal planning grant, including the time and travel of Local Planning Committee members. • Outcome o Process for ensuring time sheets and travel information are collected for all planning meetings, and for capturing time/costs of employees that support and provide input to the process outside of meetings. 2. Develop an action plan for public involvement and comment during the plan development stage and prior to plan approval and document the process and results. Coordinate public involvement through a variety of tools, such as surveys,educational briefings, press releases, informational postings on local websites, and public meetings. • Deliverables o Written strategy for providing opportunities for public involvement and comment. o A consensus on preferred hazard mitigation alternatives for reducing • potential impacts of these dangers to people and property. o Notices/advertisements of public draft plan posting with instructions/deadline for comments. o Public feedback form. • Robert L. Wold Jr. Emergency Management Planning Services 2490 South Jasmine Place (303) 549-8866 Denver,CO 80222 bobwoldl 2@gmail.com 3. Establish minimum standards for participation in the plan. Clearly identify continuing or newly participating jurisdictions and special districts, including documenting how they met the minimum standard for participation. • Deliverable o List of minimum standards for participating(grant-eligible)participants. 4. Thoroughly document and describe the planning process with particular emphasis on �P how the Pitkin County Local Planning Committee reviewed and analyzed each element of the plan and how each element was revised as part cif the update process. • Deliverables o One chapter on the Planning Process and an appendix to the updated plan that captures sign-in sheets, meeting minutes, media releases, and other planning activities to document the process followed. 5. Analyze existing capability by identifying, reviewing and incorporating existing plans, studies, reports and technical information into the planning process.This could include yyI local comprehensive plans, local ordinances,capital improvement plans,warning systems, Community Wildfire Protection Plans, public education initiatives, local building codes and zoning ordinances, Floodplain Management Plans, and other capabilities. • Deliverable o A countywide Capability Assessment as part of the Risk Assessment chapter and process. 6. Describe how the plan was maintained over the past 5 years. • Deliverable o A description of plan maintenance activities as part of the chapter on plan maintenance, evaluation and adoption. 7. Utilize existing GIS information for identified hazards, and correction/update of GIS information as necessary • Deliverable a A description of plan maintenance activities as part of the chapter on plan maintenance, evaluation and adoption. B.Assess Risks 1. Review all existing plans, emergency documents,studies, and other best available data from local, regional, state, and federal resources. Emergency Managers and Local Planning Committee members will work with the contractor to compile available information on hazards, risks, and vulnerabilities. Existing data sources such as state earthquake epicenter mapping and fire hazard risk mapping will be used. Robert L. Wold Jr. Emergency Management Planning Services 2490 South Jasmine Place (303)540-8865 Denver, CO 80222 bobwold12@emaitcom • Outcome o The objective of this task is to identify the best available data for each given hazard, describe impact and vulnerability for each participating jurisdiction, and to identify data gaps. Hazard Identification 1. Provide updated or new descriptions of the natural hazards affecting each participating jurisdiction,to include specific impacts and vulnerabilities.Analyze how hazards vary across jurisdictions. • Deliverable o Analysis of natural hazards and recent hazard events in Pitkin County for inclusion in the Risk Assessment chapter of the updated plan. Profiling Hazards 1. Provide updated information on the location and the extent(severity) of each natural hazard affecting the jurisdictions including updated information on previous occurrences. 2. Provide arc update on any hazard events between the last plan and now. 3. Provide updated information on the probability ranking of future hazard events. • Deliverables o Formal process for obtaining feedback on risks from Local Planning Team members at initial kickoff meeting and subsequent mid-project review and workshop. Assessing Vulnerability 1. Provide an overall summary for each jurisdiction's vulnerability to each hazard. Rate the impact, for example high, medium or low and explain the rating system used and the process followed to achieve the ranking. • Deliverable o Risk-ranking survey and matrix. 2. Estimate each hazard's impact on buildings, infrastructure, critical facilities and vulnerable elements of the population. • Deliverable o Maps exhibiting risks for each significant hazard, where feasible, in collaboration with local GIS staff. Robert L. Wold Jr. Emergency Management Planning Services 2490 South Jasmine Place (303)549 8866 Denver,Co 8022) hobwold12@gmail.com 3. Describe vulnerability in terms of types and numbers of National Flood Insurance Program (NFIP) repetitive loss properties located in identified hazard areas. • Deliverable o Review of FEMA repetitive loss claims data to update information in the previous hazard mitigation plan: 4. Use the most current FEMA Flood Insurance Rate Maps (FIRMS) in the assessment of flood risks. • Deliverable o Updated flood risk profiles for participating jurisdictions, in collaborations with local planners, engineers and floodplain administrators. • 5, Based on available data, provide updated information on the vulnerability of existing and future buildings, infrastructure and critical facilities for each jurisdiction.Specify the types and numbers of buildings, infrastructure and critical facilities. • Deliverable o Updated database of critical facilities(including emergency operations centers;police and fire stations; hospitals and emergency shelters; water •and wastewater treatment plants;power facilities;special population centers;hazardous materials facilities;and evacuation routes). 6. Based on available data,provide estimated potential dollar losses to vulnerable �{ structures, describing the methodology used to prepare the estimate. • Deliverable o Updated FEMA Hazus analyses to estimate potential flood and earthquake losses and to establish planning parameters for response, recovery and mitigation. 7. Based on available data,estimate vulnerability in terms of land use and development trends. • Deliverable o Analysis and presentation of future demographics trend data. 8. Based on available data,analyze the economic impacts from potential hazards. • Deliverable o Updated FEMA Hazus analyses to estimate potential flood and earthquake losses and to establish planning parameters for response, recovery and mitigation. Robert L. Wald Jr. Emergency Management Planning Services 2490 South Jasmine Place (303) 549-8866 Denver, CO 80222 bobwald12(pagmail.com Capability Assessment 1. Document each jurisdiction's existing authorities, policies,plans, programs, and resources related to hazard mitigation, and its ability to expand on and improve these tools. • Deliverable O Completed survey to determine local hazard mitigation measures currently in place in each jurisdiction. 2. Provide information on each jurisdiction's participation in the National Flood Insurance Program (NFIP) in terms of policies in force, total dollar amount for premiums and any claims information.The mitigation strategy should identify, analyze and prioritize action items related to continued compliance with NFIP. • Deliverable • O Updated'VIP participation statistics for each jurisdiction and identification of potential NFIP-related mitigation actions. C.Develop a Mitigation Strategy 1. Identify the mitigation goals and objectives to reduce or avoid hazard vulnerabilities in each jurisdiction. Explain if goals and objectives have changed since adoption of the previous plan. • Deliverable o Updated set of goals and objectives for inclusion in the mitigation strategy. 2. Analyze previous Mitigation Actions to identify which were completed, deleted or continued for each participating jurisdiction. • Deliverable c Status Report on mitigation actions in the previous version of this plan, in order to establish a foundation for continuing and new mitigation actions in the 2016 updates. 3. Facilitate the identification and analysis of a comprehensive range of specific mitigation actions for each hazard,for each participating jurisdiction. Mitigation Actions should be identified for each jurisdiction seeking adoption of the plan. • Deliverable • o Conduct Mitigation Actions Workshop at roughly the mid-project point to identify and develop mitigation actions for the updated plan. Robert L. Wald Jr. Emergency Management Planning Services 2490 South Jasmine Place (303) 549-8866 Denver, CO 80222 bobwaldl2@gmail.com 4. Prioritize Mitigation Actions based on evaluation criteria such as the STAPLEE method, which analyzes the social,technical, administrative, political, legal, economic and environmental feasibility of proposed actions (a preliminary cost-benefit review will be IE conducted for proposed Mitigation Actions). • Deliverables o Explanation of prioritization process for the overall combined list. o Prioritization of each measure, and overall prioritization of the entire list. 5. Develop an implementation strategy for identified actions that includes the action's priority(i.e. high, medium or low), the lead party responsible for implementation, potential funding sources, and an implementation timeline for each proposed action item. • Deliverables o A set of Mitigation Actions that support identified goals and objectives '.. and will reduce or eliminate a specific future loss. o Potential timeframe for completion of each measure. o Potential funding source(s)for each measure. o Estimated general cost-benefit information for each measure. 6. Coordinate Mitigation Actions with other agencies,organizations,and interested members of the public having an interest in the local hazard mitigation planning process. • Deliverable o Designated local leadership for implementation of each measure, as well as listed partners. I. D. Complete a Final Draft of the Updated Plan 1. Prepare final draft documents based on research and information gained from completion of planning tasks and in accordance with State and Federal requirements. • Deliverable o Final Draft of the updated 2016 Pitkin County Hazard Mitigation Plan that includes all elements and information required by FEMA. 2. Provide Administrative,or Final Draft versions to the Pitkin County Local Planning Committee for review, comment and approval prior to releasing to the State, FEMA or the general public for review. • Deliverable o Incorporation of all comments and recommended changes submitted by Local Planning Team members. 3 Robert L. Wold Jr. Emergency Management Planning Services 2490 South Jasmine Place (303)549-8865 Denver, CO 80222 bobwold12@gmall.com E. Plan Adoption,Monitoring and Evaluation 1. Work closely with County staff and staff of participating jurisdictions to ensure that information in the Final Draft of the plan is as accurate and complete as possible. 2. Establish a method and schedule for monitoring the plan, including progress on Mitigation Actions, and how,when and by whom the plan will be evaluated. 3. Identify how,when and by whom the plan will be evaluated. 4. Identify ways to incorporate the mitigation plan requirements into other local planning mechanisms for each jurisdiction and describe how the previous mitigation plan elements were incorporated into the 2016 updates. 5. Identify and describe in the plan a strategy for continued public participation. 6. Submit a digital copy of the final draft plan and completed FEMA Plan Review Tool to CDHSEM's Office of Emergency Management for submittal to FEMA prior to the grant performance period end date. 7. After FEMA indicates the plan is approvable pending adoption (APA), the plan will be adopted by all participating jurisdictions within six (6)months of the APA status date. 8. The resolution of adoption for all jurisdictions will be provided to the State and to FEMA to receive final approval. 9. Provide a copy of the updated Local Capabilities and Mitigation Actions to the DHSEM Mitigation & Recovery Section in an appropriate format for inclusion in the State Hazard Mitigation Plan (SHMP) database. Additional Tasks 1. Contractor will maintain project management role until the Plan is approved by FEMA.