Loading...
HomeMy WebLinkAboutVictoria Bebee - EM Services FY 24-25 - Fully ExecutedAGREEMENT THIS AGREEMENT is made and entered into on the 30th day of April, 2025 by and between the TOWN OF LOS ALTOS HILLS (hereinafter referred to as "TOWN") and Victoria Bebee (hereinafter referred to as "CONTRACTOR"). In consideration of their mutual covenants, the parties hereto agree as follows: CONTRACTOR. Shall provide or furnish the following specified services and/or materials: Consultant Emergency Management Services for the Town of Los Altos Hills 2. EXHIBITS. The following attached exhibits are hereby incorporated into and made a part of this Agreement: Proposal from CONTRACTOR dated April 2025 3. TERMS. The services and/or materials furnished under this Agreement shall commence 05/01/25 and shall be completed by 8/31/25, unless terminated pursuant to Section 5(f). 4. COMPENSATION. For the full performance of this Agreement: a. TOWN shall pay CONTRACTOR an amount not to exceed sixty thousand dollars and zero cents ($60,000.00), within thirty (30) days following receipt of invoice and completion/delivery of services/goods as detailed in Sections 1, 2, and 3 of this Agreement and only upon satisfactory delivery/completion of goods/services in a manner consistent with professional/industry standards for the area in which CONTRACTOR operates. TOWN is not responsible for paying for any work done by CONTRACTOR or any subcontractor above and beyond the not to exceed amount. b. Town shall not reimburse for any of CONTRACTOR's costs or expenses to deliver any services/goods. Town shall not be responsible for any interest or late charges on any payments from Town to CONTRACTOR. c. CONTRACTOR is responsible for monitoring its own forces/employees/agents/ subcontractors to ensure delivery of goods/services within the terms of this Agreement. TOWN will not accept or compensate CONTRACTOR for incomplete goods/services. Town of Los Altos Hills Page 1 of 3 Short forth Updated 4/26/22 5. GENERAL TERMS AND CONDITIONS. a. HOLD HARMLESS. CONTRACTOR agrees to indemnify, defend and hold harmless the TOWN, its officers, agents and employees from any and all demands, claims or liability of personal injury (including death) and property damage of any nature, caused by or arising out of the performance of CONTRACTOR under this Agreement. With regard to CONTRACTOR'S work product, CONTRACTOR agrees to indemnify, defend and hold harmless the TOWN, its officers, agents and employees from any and all demands, claims or liability of any nature to the extent caused by the negligent performance of CONTRACTOR under this Agreement. b. NON-DISCRIMINATION. No discrimination shall be made in the employment of persons under this Agreement because of the race, color, national origin, age, ancestry, religion or sex of such person. c. INTEREST OF CONTRACTOR. It is understood and agreed that this Agreement is not a contract of employment and does not create an employer-employee relationship between the TOWN and CONTRACTOR. At all times CONTRACTOR shall be an independent contractor and CONTRACTOR is not authorized to bind the TOWN to any contracts or other obligations without the express written consent of the TOWN. In executing this Agreement, CONTRACTOR certifies that no one who has or will have any financial interest under this Agreement is an officer or employee of TOWN. d. CHANGES. This Agreement shall not be assigned or transferred without advance written consent of the TOWN. No changes or variations of any kind are authorized without the written consent of the City Manager. This Agreement may only be amended by a written instrument signed by both parties. e. TERMINATION. This Agreement may be terminated by TOWN upon seven (7) days written notice to CONTRACTOR. Monies owed for work satisfactorily completed shall be paid to CONTRACTOR within 14 days of termination. RECORDS. All reports, data, maps, models, charts, studies, surveys, calculations, photographs, memoranda, plans, studies, specifications, records, files, or any other documents or materials, in electronic or any other form, that are prepared or obtained pursuant to this Agreement and that relate to the matters covered hereunder shall be the property of the TOWN. CONTRACTOR hereby agrees to deliver those documents to the TOWN at any time upon demand of the TOWN. It is understood and agreed that the documents and other materials, including but not limited to those described above, prepared pursuant to this Agreement are prepared specifically for the TOWN and are not necessarily suitable for any future or other use. Failure by CONTRACTOR to deliver these documents to the TOWN within a reasonable time period or as specified by the TOWN shall be a material breach of this Agreement. TOWN and CONTRACTOR agree that until final approval by TOWN, all data, plans, specifications, reports and other documents are preliminary drafts not kept by the TOWN in the ordinary Town of Los Altos Hills Page 2 of 3 Short form Updated 4/26/22 course of business and will not be disclosed to third parties without prior written consent of both parties. All work products submitted to the TOWN pursuant to this Agreement shall be deemed a "work for hire." Upon submission of any work for hire pursuant to this Agreement, and acceptance by the TOWN as complete, non- exclusive title to copyright of said work for hire shall transfer to the TOWN. The compensation recited in Section 4 shall be deemed to be sufficient consideration for said transfer of copyright. CONTRACTOR retains the right to use any project records, documents and materials for marketing of their professional services. g. CONTRACT ADMINISTRATION. The TOWN hereby designates the Deputy City Manager and the City Manager as Contract Administrator for this agreement. The CONTRACTOR shall only take direction regarding the services provided under this Agreement from the Contract Administrator. Furthermore, CONTRACTOR agrees that the Contract Administrator shall be included any meeting, teleconference or written communication between any Town representative including Committee members and the CONTRACTOR. The TOWN may modify the Contract Administrator at any time upon providing written notice to the CONTRACTOR. h. ENTIRE AGREEMENT. This Agreement represents the entire agreement between the Parties. Any ambiguities or disputed terms between this Agreement and any attached Exhibits shall be interpreted according to the language in this Agreement and not the Exhibits. 6. INVOICING. Send all invoices to the contract coordinator at the address below. This Agreement shall become effective upon its approval and execution by TOWN. In witness whereof, the parties have executed this Agreement the day and year first written above. CONTRACT COORDINATOR and representative for TOWN: CONTRACTOR: Peter Pirnejad City Manager Town of Los Altos Hills By: Victoria Bebee V�GBeD�(Pao�G5bG52 io/o4/z= 2025 08:15 PDT) 26379 Fremont Road Signature Date Los Altos Hills, CA 94022 Victoria Bebee Print name, Title TOWNOO A OS HILLS. By: 2 - Peter Pirnejad, City Manager to Town of Los Altos Hills Page 3 of 3 Short form Updated 4/26/22 April 2025 Consultant Project Exhibit Emergency Management Consultant Hourly Rate: $125.00 per hour Consultant Information: • Consultant Name: Victoria Bebee • Contact Information: 408-813-8874 • Contract Period: 5/01/25 to 8/31/25 Project Overview Exhibit A: This Consultant Task Exhibit outlines the key tasks, deliverables, and timelines for the Emergency Manager Consultant. The consultant will work a full-time schedule, at a rate of $125.00 per hour, to provide emergency management services to the Town of Los Altos Hills Exhibit A Project Breakdown & Time Frame: Project Description Estimated Start End Hours Date Date 1. Emergency Preparedness Planning Develop and update Town Emergency 130 hours 5/01/25 8/31/25 Operations plan 2. Emergency Operations Center Training Coordinate training for staff on the EOC, including roles, responsibilities, and coordination 80 hours 5/01/25 8/31/25 strategies 3. Emergency Response Coordination Oversee the coordination of emergency responses and act as a liaison with local 60 hours 5/01/25 8/31/25 authorities and organizations. 4. Post -Incident Evaluation & Reporting Conduct debriefings and prepare after -action reports following emergency events, identifying 50 hours 05/01/25 8/31/25 lessons learned. 5. Community Outreach & Stakeholder Engagement Coordinate community outreach initiatives to raise awareness of emergency preparedness 100 hours 05/01/25 8/31/25 and response plans. 6. Emergency Operations Center Modification Project Project Description Estimated Start End Hours Date Date Coordinate materials, plans, and equipment in 60 hours 05/01/25 8/31/25 new EOC space alongside a hybrid option Total Estimated Hours and Payment: • Total Estimated Hours: 480 hours • Total Payment for Consulting Services: $60,000.00 Exhibit B Concentrated Task List from Exhibit A Project Overview for Emergency Manager Consultant Key Tasks & Responsibilities 1. Emergency Preparedness Planning o Update 2022 draft version of Town Emergency Operations Plan o Start process of completion of associated annexes under the Emergency Operations Plan (recommendation to start with evacuation annex) o Assist with Coordination of the upcoming CWPP plan, LRA Map roll out o Research and update the draft MOUS with Foothill and DeAnza college for secondary EOC and sheltering plans involving Red Cross o Coordinate with the Sheriff's office on Evacuation plans alongside the Fire District and Santa Clara County Fire. 2. Emergency Operations Center Training o Monitor LAH Staff EOC training, update training files to satisfy FEMA requirements for DSW o Develop additional elevated training program for section leads o Start to plan a November EOC exercise with more involvement with Allied Agencies • Update the Los Altos Hills EOC Orientation training o Coordinate DSW training with HR for new Employee Orientation 3. Emergency Response Coordination • Oversee the coordination of emergency responses, including collaboration with local authorities and organizations. o Represent the Town at Operational Area meetings, briefings, and trainings o Provide situational awareness briefings on upcoming potential impacts to Los Altos Hills staff and allied agencies o Develop a clear communication plan with allied agencies when impacts to the community exist (i.e.: residential fire impact) o Start draft of Los Altos Hills Strategic Communications plan utilizing resident feedback through the Emergency Preparedness Response Committee and the Town Staff to alert and educate residents on disaster response and preparedness 4. Post -Incident Evaluation & Reporting o Lead post -incident evaluations and prepare after -action reports, detailing lessons learned and areas for improvement. o Utilize the lessons learned and incorporate those into emergency Operations center plans and procedures 5. Community Outreach & Stakeholder Engagement o Coordinate community outreach initiatives and educate the public on emergency preparedness with various Town Committees including Emergency Preparedness and Response committee o Continue to provide support to the Emergency Preparedness and Response Committee (EPRC)with their adopted goals of a mass notification sound study, improvement of resident engagement in the AlertSCC mass notification system and emergency messaging templates, attend all subcommittee and committee meetings associated with the EPRC o Coordinate training and management of the Los Altos Hills CERT/ Teen CERT programs alongside the Los Altos Hills County Fire District 6. Emergency Operations Center Modification Project o Coordinate materials, plans, and equipment in new EOC space alongside a hybrid option o Create and file an EOC inventory list for future inventory needs o Review communication methods within the EOC (i.e.: landline phone number for public to use) for resident information o Continuing to increase capacity for mobile EOC equipment for secondary EOC capability Summary of Total Estimated Hours and Payment: • Total Estimated Hours: 480 hours • Total Payment for Services: $60,000.00 A'GREEMFNT Final Audit Report Created: 2025-04-10 By: Cody Einfalt (ceinfalt@losaltoshills.ca.gov) Status: Signed Transaction ID: CBJCHBCAABAAPPLpTvbMAsVf2yjKugdt21NDTYWt9lJ_ "AGREEMENT" History [I"A Document created by Cody Einfalt (ceinfalt@losaltoshills.ca.gov) 2025-04-10 - 3:10:52 PM GMT 2025-04-10 Document emailed to Victoria Bebee (vbebee@losaltoshills.ca.gov) for signature 2025-04-10 - 3:10:56 PM GMT `€ Email viewed by Victoria Bebee (vbebee@losaltoshills.ca.gov) 2025-04-10 - 3:11:03 PM GMT Document e -signed by Victoria Bebee (vbebee@losaltoshills.ca.gov) Signature Date: 2025-04-10 - 3:15:17 PM GMT - Time Source: server Agreement completed. 2025-04-10 - 3:15:17 PM GMT 81 Adobe Acrobat Sign