AGENDA REPORT
Meeting Date: March 18, 2024
Item Number:
To: Honorable Mayor & City Council
From: Robert Welch, P.E., Utilities General Manager
Josette Descalzo, Environmental Compliance & Sustainability Manager
Subject: AMENDMENT NO. 3 TO THE AGREEMENT BETWEEN THE
CITY OF BEVERLY HILLS AND RINCON CONSULTANTS, INC.
FOR THE DEVELOPMENT OF THE BEVERLY HILLS CLIMATE
ACTION AND ADAPTATION PLAN; AND
AUTHORIZE THE CITY MANAGER OR DESIGNEE TO
EXECUTE ALL CHANGE PURCHASE ORDERS TO RINCON
CONSULTANTS, INC. FOR A TOTAL NOT-TO-EXCEED
AMOUNT OF $759,960
Attachments: 1. Agenda Report dated December 8, 2020 (without attachments)
2. Agreement 618-20
3. Amendment No. 1
4. Amendment No. 2
5. Amendment No. 3
RECOMMENDATION
Staff recommends that City Council approve Amendment No. 3 to Agreement No. 618-20 with Rincon Consultants, Inc. to continue the development of a Climate Action and Adaptation Plan (CAAP) and authorize the City Manager or designee to approve all change orders to Rincon Consultants, Inc. for a total not-to-exceed amount of $759,960.
BACKGROUND
The City made progress in developing the Climate Action and Adaptation Plan (CAAP).
Rincon Consultants, Inc. (Rincon) completed the following key tasks in the scope of work:
1. Developed the greenhouse gas (GHG) emission inventory and forecast.
2. Completed the climate change vulnerability assessment.
3. Supported staff to prepare for numerous Community Advisory Committee (CAC) meetings and subcommittees.
Meeting Date: March 18, 2024
4. Completed three public outreach events that were instrumental in developing GHG mitigation and adaptation measures, including the development and update of a project website.
5. Developed GHG mitigation and climate change mitigation measures.
6. Supported staff with several commission and City Council meetings.
7. Completed and presented the draft CAAP to City Council.
The draft CAAP was presented to City Council on August 15, 2023. City Council provided direction and feedback on the draft CAAP. The direction and feedback require additional work. Key additional scope of work tasks include additional public outreach efforts, consumptive GHG emissions measures, and additional support for the Public Works Commission (Commission) and City Council meetings. The additional scope of work will result in revising the draft CAAP.
DISCUSSION
On December 8, 2020, the City Council approved Agreement 618-20 (Attachment 1) between the City of Beverly Hills and Rincon Consulting, Inc. (Consultant) and approved a Purchase Order (P.O. 21001007) in the amount of $288,968 to support the City in developing the CAAP (Attachment 2). Agreement 618-20 was amended for the first time on January 10, 2022, to incorporate standard COVID-19 language (Attachment 3). The agreement was amended a second time on December 15, 2022, to expand the scope of work and increase the consideration by an additional $90,218.00 (Attachment 4), which the City Manager approved. Subsequently, staff issued a change purchase order to increase the amount to $379,186.
The Consultant has completed its initial scope of work and produced the Draft CAAP. The Draft CAAP was presented to City Council on August 15, 2023. City Council provided direction and requested additional scope of work to refine the CAAP. Additional scope of work is necessary to refine the CAAP prior to City Council adoption.
A summary of the amended scope of work for the CAAP is included in Amendment No. 3 (Attachment 5) and presented below.
Task 1: Project Management: Discuss project progress, including City status of technical and policy issues, schedule and budget and monthly progress reports. Task 2: City Council and Commission Public Meetings: Rincon staff to attend City Council and Commission meetings in-person to present the CAAP in 2024 and 2025, building understanding of key measures and actions, and develop additional measures and actions.
Task 3: Community Workshops: City Council meeting on August 15, 2023 asked staff to provide additional virtual workshops to help with community awareness and engagement.
Task 4: In-Person Pop-up Events: Organize and execute two in-person pop-up events at existing community events to engage community members and promote the support of the CAAP.
Task 5: Project Website Update and Maintenance: Rincon will maintain the project website which will allow the community to view new work products, view schedules for community workshops and access to CAAP survey. The CAAP survey will be interactive which will allow community members to prioritize and see the effects of their selected GHG reduction measures. The intent of the survey is to assess what responders are willing to do to reach GHG reduction goals and how they would prioritize it.
Meeting Date: March 18, 2024
Task 6: Consumptive Based Emissions Inventory and Measures and Actions:
Rincon will add a consumptive based emissions inventory and measures that will help educate the community about how their day-to-day activities, including consumer purchases and daily decisions, play a role in both generating and reducing carbon emissions.
Task 7: Revisions to CAAP: Rincon will prepare revisions to the CAAP in response to input solicited as part of the community engagement and revisions to the GHG reduction measures and adaptation measures as a result of commission and community prioritization and feedback. The revisions will include adjusting GHG reduction quantification and addition of new measures as needed. Additional narrative and sections will be added to address topical issues that arise from the community engagement process, as well as a new section describing sustainability actions the City has already undertaken.
Task 8: CAAP Dash Tool: The original scope of work included a task to prepare the CAAP Dash Tool. However, the budget for this item was utilized for other tasks to complete the Draft CAAP. The CAAP Dash tool is essential to help the City monitor its progress on GHG mitigation measures and resulting GHG reductions. Task 9: CAAP Implementation: Once the CAAP is adopted by City Council, Rincon will assist the City in implementing key measures and actions that align with the City priorities and is the most effective at reducing GHG emissions and increasing resilience to climate change due to the uncertainty in which measures and actions will be carried forward in the adopted CAAP.
The CAAP process will be continuing in 2024, followed by adoption and implementation.
FISCAL IMPACT
The cost to further develop the CAAP through completion is $380,774, including the $42,225 for contingency. Funding is included in the department’s budget, and no requests for appropriations are needed. Funding will be divided into three fiscal years (“FY”) FY23- 24, FY24-25, and FY25-26 under the following funds:
Funding for FY23-24
Account Description Fund Org Object Amount
General Fund 001 00105701 731220 $125,000
General Fund 001 00105701 738000 $12,500
Solid Waste 830 83005701 738000 $5,000
Wastewater Conservation 840 84005701 738000 $7,500
Total $150,000
Funding for FY24-25
Account Description Fund Org Object Amount
General Fund 001 00105701 731220 $125,000
General Fund 001 00105701 738000 $12,500
Solid Waste 830 83005701 738000 $5,000
Wastewater Conservation 840 84005701 738000 $7,500
Total $150,000
Meeting Date: March 18, 2024
Funding for FY25-26
Account Description Fund Org Object Amount
General Fund 001 00105701 731220 $68,274
General Fund 001 00105701 738000 $12,500
Total $80,774
Grand Total FY23-24 through FY25-26 $380,774
Shana Epstein,
Director of Public Works
Approved By
Attachment 1
AGENDA REPORT
Meeting Date: December 8, 2020
Item Number:
To: Honorable Mayor & City Council
From: Gil Borboa, Assistant Director of Public Works
Josette Descalzo, Environmental Compliance & Sustainability Manager
Melissa Gomez, Management Analyst
Subject: AGREEMENT BETWEEN THE CITY OF BEVERLY HILLS AND RINCON CONSULTANTS, INC. FOR THE DEVELOPMENT OF
THE BEVERLY HILLS CLIMATE ACTION AND ADAPTATION
PLAN; AND
APPROVAL OF AN APPROPRIATION FROM THE WATER
ENTERPRISE FUND IN THE AMOUNT OF $98,234; AND
APPROVAL OF AN APPROPRIATION FROM THE
WASTEWATER ENTERPRISE FUND IN THE AMOUNT OF
$68,234; AND
APPROVAL OF A PURCHASE ORDER IN A NOT TO EXCEED
AMOUNT OF $262,698
Attachments: 1. Agreement
2. RFP 20-350-10, Climate Action and Adaptation Plan
RECOMMENDATION
Staff recommends that City Council move to approve an agreement with Rincon Consultants, Inc. (Rincon) to develop a Climate Action and Adaptation Plan (CAAP) and approve a purchase order in the amount of $262,698. Staff also recommends that City E-8
Meeting Date: December 8, 2020
Council move to approve an appropriation from the Water Enterprise Fund in the amount of $98,234 and Wastewater Enterprise Fund in the amount of $68,234 for the funding of the CAAP.
FISCAL IMPACT
The cost to develop the CAAP is $262,698. Staff recommends adding a 10% contingency, bringing the total amount to $288,968. As climate action and adaptation is closely related to water, wastewater and solid waste, staff is requesting to fund this project using Funds 800 (Water Fund), 830 (Solid Waste Fund), and 840 (Wastewater Fund). However, there is not sufficient funding in the current fiscal year budget to absorb the cost of the CAAP.
Therefore, staff is requesting an appropriation in the amount of $98,234 from the Water Enterprise Fund and an appropriation in the amount of $68,234 from the Wastewater Enterprise Fund, to complete funding for the CAAP. Table 1 shows the breakdown of funds. Current Water Fund Reserves amount to $18,592,823 and current Wastewater Fund Reserves amount to $4,554,988. Table 1
Funding from Fiscal Year 2021 Budget
Account Description Fund Org Object $ for CAAP
Solid Waste 830 83005201 731800 $ 50,000.00
Solid Waste 830 83005202 731800 $ 50,000.00
Wastewater Conservation 840 84005403 731200 $ 15,000.00 Wastewater Conservation 840 84005403 731800 $ 7,500.00
Total $ 122,500.00
Request from Reserves
Water Enterprise Fund
Reserves $ 98,234.00
Wastewater Enterprise
Fund Reserves $ 68,234.00
Total Cost for CAAP (including contingency) $ 288,968.00
INTRODUCTION
On May 1, 2020, the City released a Request for Proposals (RFP) for a qualified consultant(s) to develop the City’s first CAAP. The CAAP is an essential next step in helping the City – both City operations and the community – further establish a path to reducing carbon emissions and adapting to the impacts of climate change. This project will incorporate the State's updated greenhouse gas (GHG) emissions reduction targets as well as align with the State's efforts to grow the capacity for local jurisdictions to respond to, withstand and efficiently recover from adverse climate scenarios such as long periods of drought, extreme heat, wildfires and power outages.
Meeting Date: December 8, 2020
BACKGROUND
The City has already made significant progress with its sustainability efforts, including the 2009 Sustainable City Plan, solar panels in numerous City facilities, using renewable electricity through the Clean Power Alliance, the LED Street Light Project, Sustainability Workshops and other programs. A CAAP proposed workplan was introduced to City Council as a Study Session item agendized at the December 10, 2019, January 9, 2020, and January 28, 2020, meetings for presentation and discussion. However, time constraints prevented the item from being heard. In that agenda report, staff made reference to the City’s plan to develop a Climate Action and Adaptation Plan as a commitment to help meet the State of California’s goals. Such goals include a tier level approach to reducing emissions from transportation and building facilities using renewable energy to operate buildings and transportation and promoting a lifestyle change by reducing waste and implementing sustainable mobility. DISCUSSION On May 1, 2020, the City released RFP 20-350-10 for consultant services regarding the development of the City’s first CAAP, with proposals due June 30, 2020 (Attachment 2).
Four proposals were submitted in response to the RFP by the following consultant teams:
1. Rincon with Raimi, Hatch, and Fehr & Peer as sub-consultants
2. Buro Happold with Cumming as a sub-consultant
3. Dudek
4. EcoMotion
Public Works and Community Development staff evaluated all proposals. The top two consultant teams, Rincon and Buro Happold, were subsequently interviewed and scored based on the following criteria: Project Understanding: Quality, completeness, technical and analytic capability, responsiveness and creativity of proposal; demonstrated understanding of scope of work. Community Engagement: Approach, creativity and comprehensiveness; ability to work with staff, stakeholders, local experts and commissions. Experience: Related and recent Climate Action and Adaptation Plan experience of similar scope and complexity in regions with similar climate issues. Qualifications: Relevant experience and expertise of the proposed project team members. Cost Proposal: Cost effectiveness. Although both consulting teams were well qualified, staff felt that Rincon, with Raimi, Hatch, and Fehr & Peer as sub-consultants, were the best fit for the City of Beverly Hills.
This team provided the most innovative and thorough approach to the scope of work and demonstrated unparalleled expertise and experience in climate action planning and community outreach.
A summary of the scope of work for the CAAP is presented below. The complete project scope is included as an attachment to the Agreement provided as Attachment 1 to this report.
Meeting Date: December 8, 2020
Task 1: Background Review and Goal: Discuss project goals and objectives, confirm the project schedule and identify existing documents, data, policies and initiatives relevant to the CAAP. Task 2: Assessment of Existing Policies, Programs and Best Practices:
Consultant will assess existing policies, programs and best practices and present best practices research and climate action framework analysis, findings from existing program and policy review and provide a recommended protocol to use for the GHG inventory. Task 3: Greenhouse Gas Emissions: Consultant will conduct a baseline GHG inventory for both community emissions and municipal government operations.
For reference, the consultant may use 2015 LA County Sustainable Plan emissions data for baseline and determine any reductions from 2015 to present to determine the 2019 GHG emission. Task 4: Greenhouse Gas Emission Projections: The consultant will develop a GHG emission analyses for both community and City operations as if the City continues to implement current policies, practices and operations (business-as- usual) as described in Task 2 and Task 3. The analyses shall also include GHG projections that were recently adopted or are soon to be adopted such as City master plans implemented by 2045. Task 5: Tier Level Emission Reduction Measures: The consultant shall provide different tiered level approaches to reaching carbon neutrality by 2045. The approaches can be conservative to aggressive, moderate and consistent or aggressive to conservative. The first milestone in the tiered level approach shall be accomplished by 2030, by reducing community GHG emissions by a minimum of 35% and maximum of 65% from the 2019 GHG baseline. The next set of milestones should be in five to ten-year increments (for example 2035, 2040 and 2045). The consultant will need to look at numerous decarbonization pathways that will help Beverly Hills achieve carbon neutrality before or by 2045. Cost analyses for each tier level will be included to help the City decide the preferred implementation plan. Task 6: Stakeholder Engagement Plan: Consultant will develop a comprehensive stakeholder engagement plan to include City Council, Commissions, City Staff, businesses, residents, environmental groups and regional and local public agencies. Task 7: Vulnerability Assessment and Adaptation Measures: The consultant will provide a vulnerability assessment of the risks that Beverly Hills is likely to face as the impacts of climate change become more severe. The risks evaluated shall include but are not limited to drought, extreme heat, precipitation, air quality, winds, wildfires and any indirect effects of sea level rise in nearby coastal communities (e.g. population migration). Task 8: Implementation Plan: The consultant will develop an implementation plan for the selected tier level mitigation and adaptation measures. The Implementation Plan will identify lead agencies, partner organizations, costs, timeframe, funding mechanisms and co-benefits. Task 9: Climate Action and Adaptation Plan: The consultant will draft the Climate Action and Adaptation Plan (CAAP) by summarizing all the research, analyses and community engagement outcomes of this process. The CAAP will address both Meeting Date: December 8, 2020
City operations and community-wide implementation plans in order to achieve GHG reduction goals before or by 2045. Task 10: Progress Monitoring and Reporting: The consultant will provide a recommendation on the simplest but most effective monitoring. Task 11: CEQA Analysis: The consultant will need to identify CEQA requirements related to the adoption of the CAAP.
Completion of the project is planned for 18 months after project initiation.
Jeff S. Muir,
Director of Finance
Shana Epstein, Director of Public Works
Approved by Approved By
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Brass Sample Sleeves, Bailers, Disposable Bailers $25
Water Level Indicator, DC Purge Pump $40
Hand Auger Sampler $55
Oil-Water Interface Probe $85
Four Gas Monitor or Photo-Ionization Detector $120
Soil Vapor Extraction Monitoring Equipment $140
Flame Ionization Detector $200
Natural Resources Field Equipment
Trimble GPS (sub-meter accuracy) $190
UAS Drone $250
Pettersson Bat Ultrasound Detector/Recording Equipment $150 Spotting or Fiberoptic Scope $150
Amphibian/Vernal Pool Field Package: (dign:al camera, GPS, thermometer, decon chlorine, wader s, float $150 tube, hand net, field microscope) Remote Field Package, (digital camera, GPS, thermometer, binoculars, t ablet and mifi, Delorme Satellite $125 Beacon, 24-Hour Safety Phone) Sound Level Metering Field Package: anemometer, tripod and digital camera . $100 Standard Field Package (digital camera, GPS, thermometer, binoculars, tablet, safety equipment, and $95 botanic collecting equipment) Fisheries Equipment Package: (waders, wetsuits, dip nets, seine nets, bubblers, buckets) $50 Water Quality Equipment (DO, pH, Turbidity, refractometer, temperature) $55 Large Block Nets $100
Minnow trap $85
Infrared Sensor Digital Camera or Computer Field Equipment $50 Scent Station $20
Laser Rangefinder/Altit ude $10
Net, Hand/Large Seine $10/$50
Pit-fall Traps, Spotlights, Anemometer, GPS Units, Sterilized Sample Jar $8 Mammal Trap, Large/Small $1.50/$.50
Water & Marine Resources Equipmen·t
Refractometer (salinity) or Turbidity Meter $35
Multi Parameter Sande (Temp, Cond, Turbidity, DO, pH) with GPS $150 Boat (20 ft. Boston Whaler or Similar) $300
Boat (26 ft. Radon or Similar) $550
Side Scan or Single Beam Sonar $700
Underwater & Marine Sampling Gear includes: U/W Photo/Video Camera, SCUBA Equipment (Tanks, $SO/diver BCD, Regulators, Wetsuits, etc.) Marine Field Package: (Personal Flot ation Devices (PFDs),100 ft. Reel Tapes w/ Stainless Carabiners, $50 Pelican Floats, Underwater Slates, Thermometer, Refractometer, Anemometer, various Field Guides) Insurance, Hazard & Safety Fees
L & H Dive Insurance $SO/diver
Hazard Premium (In or Underwater ONLY per/hour) $1.25 X hourly Level C Health and Safety $60 person
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!"#$%&'()(*+,"-+.!/0123456278!))708697835472:4)9!5;;:<; H~TC
Principals
Senior Consultants
Schedule of Rates
EPCM
Engineering, Project, and Construction Managers
Consultants
Specialists and Supervisors
Senior Engineers and Technologists
Engineers
Intermediate Engineers
Junior Engineers
Technologists
Senior Designers and Technicians
Designers and Technicians
Intermediate Designers and Technicians
Junior Designers and Technicians
Purchasing Agents and Senior Expediters
Technical Assistants
Buyers and Expediters
Administrative Specialists
Project Support Coordinators
Project Support Technicians
Summer Students
Currency: United States Dollars
Time Charges:
Per Hour
352.00
304.00
268.00
239.00
216.00
191 .00
160.00
141.00
123.00
155.00
141 .00
125.00
109.00
83.00 123.00
104.00
91.00 96.00
83.00 70.00
50.00 January 1, 2020
All time expended on the assignment, whether in our office, at the client's premises, in transit, or elsewhere, is chargeable, including the time of staff engaged in the preparation of documents such as reports and specifications.
IT Expense Charge:
Standard computer hardware, software, network systems and support are charged on all project hours worked at the rate of $10.50 per hour.
Expenses and Disbursements:
All expenses properly incurred on assignment including, without limitation, sub-consultants, travel and living expenses, personal protective equipment, site office costs for resident staff and project expenses will be charged at cost plus 5%. Reimbursement for general expenses on assignments including long-distance telephone, fax, reproductions, printing, office supplies and courier charges will be charged at 4.5% of Time Charges.
Invoicing and Payment:
Fees and expenses are invoiced monthly, payable within 30 days. Taxes will be added when applicable.
Interest is charged on overdue accounts at the rate of 12% per annum.
Overtime:
Overtime will be charged at 1.5 times the above rates.
Terms and Conditions:
The above rates are based on Hatch's standard terms and conditions.
Scheduled Revision:
The next revision of this Schedule of Rates will be effective January 1, 2021 .
B7-METRO INFRA
!"#$%&'()(*+,"-+.!/0123456278!))708697835472:4)9!5;;:<; FEHR f PEERS
Classification
Principal
Senior Associate
Associate
Senior Engineer/ Planner
Eng ineer/Planner
Senior Engineeri ng Technician
Senior Proj ect Accountant
Senior Project Coordinator
Project Coordinator
Technician
Intern
2020-2021
(July 2020 through June 202 1)
Hourly Billing Rates
Hourly Rate
$180.00
$ 185.00
$170.00
$135.00
$115.00
$145.00
$160.00
$120.00
$85.00
$115.00
$90.00
$350.00
$340.00
$245.00
$215.00
$165.00
$195.00
$165.00
$165.00
$150.00
$160.00
$11 5.00
• Other Direct Costs I Reimbursable expenses are invoiced at cost plus 70% for handling.
• Personal auto mileage is reimbursed at the then current IRS approved rate (58 cents per mile as of Jan 2020).
• Voice & Data Communications (Telephone, fax, computer, e-mail, etc.) are invoiced at cost as a percentage of project labor.
Fehr & Peers reserves the right to change these rates at any time with or without advance notice.
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2.020 Billinig llates
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Prln,mig (in,t11:rua)
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Certificate Of Completion
Envelope Id: 42037910ADEE4A18A3970C7E8D955C65 Status: Completed Subject: Please DocuSign: Rincon Consultants Inc Agreement.pdf Source Envelope:
Document Pages: 39 Signatures: 9 Envelope Originator:
Certificate Pages: 4 Initials: 1 Flora Flowers
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455 N. Rexford Drive
Beverly Hills, CA 90210
[email protected]
IP Address: 198.245.188.149
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11/4/2020 7:14:38 AM
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Erik Feldman
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Principal
Rincon Consultants, Inc.
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Lacrissa Davis
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Vice President/CFO
Rincon Consultants, Inc.
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Sharon L'Heureux Dressel
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Sharon Dressel
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Gilbert Borboa, Jr
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Asst. Dir. Public Works
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Logan Phillippo
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Senior Management Analyst
City of Beverly Hills
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George Chavez
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Flora Flowers
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City of Beverly Hills
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Attachment 3
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AMENDMENT NO. 1 TO THE AGREEMENT BETWEEN THE CITY
OF BEVERLY HILLS AND RINCON CONSULTANTS, INC. FOR
THE DEVELOPMENT OF THE BEVERLY HILLS CLIMATE
ACTION AND ADAPTATION PLAN
NAME OF CONSULTANT: Rincon Consultants, Inc.
RESPONSIBLE PRINCIPAL Erik Feldman, Principal
OF CONSULTANT:
CONSULTANT 'S ADDRESS: 180 N. Ashwood Avenue
Ventura, CA 93003
CONSULTANT’S E.I.N./TAX I.D. NO.: 77-0300093
CITY'S ADDRESS: City of Beverly Hills
345 Foothill Road
Beverly Hills, CA 90210
Attention: Director of Public Works
COMMENCEMENT DATE: December 1, 2020
TERMINATION DATE: December 30, 2022, unless extended pursuant to Section 2 of this Agreement
CONSIDERATION: Professional Services:
Not to Exceed $262,698.00
Contingency:
Not to Exceed $26,270.00
Total Not to Exceed: $288,968.00 as more fully
described in Exhibit B
CHANGE ORDER AGREEMENT
Pursuant to Beverly Hills Municipal Code Section 3-3-110B, the Contracting Officer may approve a change order that does not exceed his/her purchasing authority
DocuSign Envelope ID: D7D6044E-32D9-4C9C-8816-58323D4F4142 33-22
AGREEMENT NO.
I I
-2-
AMENDMENT NO. 1 TO THE AGREEMENT BETWEEN THE CITY
OF BEVERLY HILLS AND RINCON CONSULTANTS, INC. FOR
THE DEVELOPMENT OF THE BEVERLY HILLS CLIMATE
ACTION AND ADAPTATION PLAN
This Amendment No. 1 is to that certain Agreement between the City of Beverly Hills (hereinafter called "CITY"), and Rincon Consultants, Inc. (hereinafter called "CONSULTANT") dated December 8, 2020 and identified as Contract No. 618-20 (“Agreement”).
RECITALS
A. CITY and CONSULTANT desire to amend the Agreement to include COVID-19 vaccination or testing, and record keeping requirements.
NOW, THEREFORE, the parties agree as follows:
1. Section 24 of the Agreement entitled “CITY COVID-19 Vaccination Requirement” shall be added to read as follows:
“Section 24. CITY COVID-19 Vaccination or Testing, and Record Keeping Requirements.
CONSULTANT and its employees, personnel, agents, subconsultants, volunteers and subcontractors or any other individual under the control of CONSULTANT who work with and among CITY employees or the public at CITY worksites and facilities in the performance of their duties under the Agreement (collectively “Covered Employees” ) shall comply with CITY’s COVID19 vaccination or testing, and record keeping requirements in connection with the services provided to CITY under the Agreement and as more particularly described in the attached “Acknowledgement of CITY’s Vaccination Requirements Against The COVID-19 Virus”, Attachment 1 to Exhibit A. CONSULTANT shall execute Attachment 1 to Exhibit A attesting that only Covered Employees who are fully vaccinated or with proof of weekly negative COVID-19 PCR or antigen tests will be assigned to work at CITY worksites and/or facilities at all times during the term of the Agreement.”
2. Exhibit A, Scope of Work shall be restated and amended as attached hereto and incorporated herein as Exhibit A.
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3. Except as specifically amended by this Amendment No. 1, the remaining provisions of the Agreement shall remain in full force and effect.
EXECUTED the _____ day of __________________, 20___, at Beverly Hills, California.
CITY OF BEVERLY HILLS
A Municipal Corporation
SHANA E. EPSTEIN
Director of Public Works
CONSULTANT: Rincon Consultants, Inc.
ERIK FELDMAN
Principal
LACRISSA DAVIS
Chief Financial Officer
APPROVED AS TO CONTENT:
ROBERT WELCH
Utilities General Manager
SHARON L’HEUREUX DRESSEL
Risk Manager
DocuSign Envelope ID: D7D6044E-32D9-4C9C-8816-58323D4F4142 10th January 22
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EXHIBIT A
SCOPE OF WORK
I. SCOPE OF WORK
CONSULTANT shall perform the following services:
TASK 1– Background Review and Goals
Developing an action plan for climate change mitigation and implementation depends on key steps as shown in the Climate Action and Adaptation Plan (CAAP) Process Flow Diagram. CITY’s CAAP will be developed iteratively and occur concurrently with project management, technical, and planning efforts described in Tasks 2 through 11. Therefore, this scope of work serves to kickoff and effectively manage the tasks related to development of findings and results that will inform the final CAAP document.
Task 1.1 – Project Management
High-quality project management during each task is an integral component related to the success of the CAAP. This task involves directly coordinating with CITY, Committees, and CONSULTANT over the proposed 12-18-month course of the project. The final project timeline can be adjusted during the kick-off meeting and will be reviewed throughout the process to ensure timely completion of all deliverables. Project management encompasses internal oversight of staff as well as management of the public outreach, traffic engineering, and environmental review tasks included within this scope of work. We plan to provide regular reporting, not less than monthly, to CITY on the status of technical and policy issues, schedule, and budget. Given the relatively tight timeframe to accomplish project objectives, exceptional project management and management accessibility will be critical to the success of this program. CONSULTANT will also be involved in the quality assurance and review of all tasks and work products within this scope of work. The budget for that quality control is included within each individual task budget.
DELIVERABLES:
1. Bi-weekly coordination calls and related meeting minutes
2. Monthly Progress Reports and Invoices
3. QA/QC of all deliverables
4. Adjusted project schedule
Task 1.2 – Project Kick-off Meeting
CONSULTANT will work with CITY to organize an initial kick-off meeting with the CITY’s Project Team and discuss project goals and objectives. CONSULTANT’s Principal, Erik Feldman, Project Manager, Lexi Journey, and Assistant Project Manager/ Sustainability Analyst, Andrew Beecher, will attend the kick-off meeting. As part of this task, key staff from Raimi + Associates (who will be leading the outreach and assisting on the vulnerability assessment and development of adaptation and Green House Gas (GHG) mitigation measure) will also attend the kick-off meeting.
The kick-off meeting will provide an opportunity to refine the scope of work and proposed DocuSign Envelope ID: D7D6044E-32D9-4C9C-8816-58323D4F4142 -5-
schedule, as well as identify existing documents, existing policies, and key stakeholder groups.
This meeting will also serve to establish the project management procedures, including invoicing terms and communication protocols. Following this kick-off meeting, CONSULTANT will provide an adjusted schedule as well as final list of existing applicable documents, data, and policies for CITY review and confirmation.
DELIVERABLES:
1. Kick-off Meeting Agenda and Minutes
2. Final list of Existing Documents/Data/Policies to review
3. Adjusted schedule
MEETINGS:
1. Attend 1 Kick-off meetings to present the analyses
TASK 2– Assessing Existing Policies, Programs, and Best Practices CONSULTANT’s CAAP development and implementation expertise includes approaches and tools that can be customized and scaled to meet the GHG reduction and climate adaptation efforts of any jurisdiction and region. CONSULTANT has used this unique expertise to develop a set of tools designed to increase efficiency and transparency in the climate action and adaptation planning process while reducing costs to the client. CONSULTANT’s climate action planning toolkit includes the Existing Conditions Emission Reduction Evaluation (ECERE) Tool, the Scenario Planning and Reduction Quantification (SPARQ) Tool, and CAPDash, CONSULTANT's measure tracking dashboard and GHG Inventory tool. In addition, CONSULTANT’s vulnerability mapping tool will be customized in GIS for CITY to include climate stressor maps, socioeconomic data, infrastructure data, and citywide connectivity. Together, these tools provide a transparent and efficient path to CAAP development and implementation. These tools are fully customizable, allowing communities to develop and implement GHG reduction measures that best fit their needs. See Approach and Understanding, Climate Action Planning & Toolkit for more details.
Task 2.1 – Existing Conditions Analysis
CONSULTANT will review relevant CITY documents, policies, codes, council directives, and commitments and will utilize our measures evaluation tool to summarize existing climate measures that will be discussed during the existing climate action and adaptation measures evaluation meeting amongst CITY staff and CONSULTANT. This methodology allows the consulting team to ground themselves around previous work conducted to address climate change and the current conditions in CITY and allows CITY to take stock of successes and hurdles of past climate and sustainability planning efforts. This time also provides an opportunity to consolidate all existing reduction efforts (i.e. measures) in one place as well as review the most current State and regional plans to ensure consistency. To do this, CONSULTANT has developed a measures evaluation tool where we compile existing measures from current plans and include easy drop-down menus to qualitatively evaluate each measure. Plans, CITY codes, policies, programs, and recent City Council commitments to be reviewed include at a minimum:
DocuSign Envelope ID: D7D6044E-32D9-4C9C-8816-58323D4F4142 -6-
Documents Referenced:
1. Beverly Hills Sustainability City Plan 2009 and update (if available)
2. CITY’s General Plan, particularly the Land Use, Transportation, and Safety Elements
3. CITY’s Draft Complete Streets Plan
4. CITY’s 2019 Green Building Code
5. CITY’s Water Enterprise Plan (WEP) and draft Integrated Water Resources Master Plan (IWRMP)
6. CITY’s Draft Urban Forest and Management Plan (UFMP) and Street Tree Plan
7. CITY’s Food Waste Program
8. CITY’s Public Works Department Memorandum October 10, 2019
9. CITY’s Sustainability Initiatives in 2020: Sustainability Living, Food Donation and Waste Reduction, Enhance Sustainability Outreach programs.
10. CITY’s Sustainable Workshop Series
From the initial list of existing measures, CITY codes, policies, and programs, CONSULTANT will work with the CITY to select a set of criteria by which to conduct an initial qualitative analysis using our ECERE tool. These criteria would include impact and contribution toward achieving GHG emissions reduction goals (mitigation), contribution to enhancing resilience (adaptation), interdependency with other jurisdictions, synergies across multiple topics, alignment with GHG Inventory sectors, alignment with community priorities, measurements of equity, cost, and costeffectiveness, and ease of implementation/timeline and/or complexity. Differentiation will also be made based on who the key implementer(s) of policy options are, including City, State, federal, voluntary/private. CONSULTANT proposes to bring this analysis to a virtual team meeting with key members from both CITY and CONSULTANT team.
The policy evaluation tool will be provided for CITY to review and include the evaluation criteria as easy drop- down menu where CITY staff can evaluate the current status of the measures. For measures that have not been started or completed, an additional space for notes on why is also provided. This process allows both the consulting team and CITY to gain insights into the possible hurdles to implementation of key climate actions and measures, be it funding, staff time, or political will, that we can focus on overcoming during the CAAP development process.
Following completion of the existing adaptation and mitigation measure evaluation, CONSULTANT will edit and update our existing best practices and measures library to focus on mitigation and adaptation measures and financing mechanisms and funding practices being implemented in cities of similar in size, scale, and physical context as Beverly Hills, such as Pasadena, Santa Monica, West Hollywood, and Culver City. We will also conduct research into the applicability of existing climate action frameworks such as C40 Cities: Urban Climate Action Impact Framework and CNCA: Long-Term Deep Carbon Reduction Planning to this effort.
Finally, we will provide a summary of existing GHG inventory protocols and the available tools (including CONSULTANT’s CAPDash Inventory tool) for the development of an updated GHG inventory. We will identify the scopes and the emissions sources covered in each protocol and investigate the availability of data needed for them to be undertaken. We understand that CITY prefers the use of a GHG inventory protocol that is compatible with the SEEC ClearPath California platform and aligns with CDP Cities and the Compact of Mayors. CONSULTANT is a CARB Accredited GHG Inventory Lead Verification Body and we have prepared and audited 100s of DocuSign Envelope ID: D7D6044E-32D9-4C9C-8816-58323D4F4142 -7-
GHG inventories for public and private entities and are very familiar with a variety of protocols and understand the impacts related to nuances/ impacts related to different protocols and methodologies.
DELIVERABLES:
1. CONSULTANT’s Existing Conditions GHG Emissions Reduction Evaluation Tool
2. Memo summarizing best practices research and findings from the ECERE existing program and policy review
3. Memo summarizing GHG inventory protocols and a recommended protocol to use for the GHG inventory
MEETINGS:
1. Meeting with CITY staff to discuss findings from Task 2 (time for this meeting is included under Task 6)
TASK 3– Greenhouse Gas Emissions Inventory
The RFP references CITY’s 2015 partially completed GHG Inventory and data from the Los Angeles County Sustainability Plan and states a potential desire for additional analysis to be completed to reconcile any differences in data and methodologies between the 2015 inventory and a current inventory (2018 or 2019, depending on available data). We understand that all the 2015 GHG inventory data is available except for the utility data. Therefore, as part of this scope CONSULTANT will request both 2015 and 2018 or 2019 energy data from the utilities to be able to both update the 2015 inventory and prepare a new Inventory for a more current year.
Emission inventories provide important information about the municipal and community's existing emissions sources and can help CITY identify which actions will be most effective at reducing local emissions. During this task, CONSULTANT Team will calculate the baseline inventories of all activities taking place citywide. The GHG emissions inventories will develop a current GHG inventory anticipated to be 2019, depending on availability of necessary data) and follow methods utilizing consistent accounting tools recommended by agencies such as Local Governments for Sustainability (ICLEI), California Air Resources Board (CARB), the Association of Environmental Professionals, the California Attorney General’s Office, CDP Cities and the Compact of Mayors, and current best practices in California.
Consistent with the U.S. Community Protocol, the community-wide GHG emissions inventory will account for GHG emissions resulting from residential and non-residential energy usage; vehicle miles traveled (VMT); off-road equipment; water usage; community-generated wastewater; and community-generated solid waste.
Task 3.1 – Data Collection and Existing Conditions Analysis CONSULTANT will begin the inventory process by reviewing the previously completed inventories and identifying the methodologies and emission factors used previously and updating those variables as necessary. CONSULTANT will then develop a current GHG inventory for CITY by first developing an inventory memo for CITY staff that will outline CONSULTANT’s suggestions for the current inventory year, future GHG emissions forecast years, and required data sources.
CONSULTANT assumes CITY will request the required data from the relevant utilities and service DocuSign Envelope ID: D7D6044E-32D9-4C9C-8816-58323D4F4142 -8-
providers with the support of CONSULTANT. Due to the California Energy Commissions privacy rules, CONSULTANT has identified the relatively small number of industrial facilities located in CITY as a as a possible trigger for the California Public Utility 15/15 Rule1 that can often result in commercial electricity and/or natural gas data being withheld. CONSULTANT has addressed this issue for other cities and has developed an approach to transparently identify the issue so that it can be consistently managed in subsequent inventories.
Traditionally, the data collection process takes the greatest amount of time, because there are multiple data sources. Therefore, in order to streamline the data collection process and reduce delays, CONSULTANT has established specific tools including detailed data request documents and tracking mechanisms. CITY’s specific data request would be developed and refined after the kick-off meeting, once CONSULTANT has confirmed the preferred approach and necessary data required. The data request will include a summary of the data set that is needed and specific points of contact to retrieve the data from. It is anticipated that the primary data sources would include: CITY for water and wastewater data, Athens or CalRecycle for solid waste data, Southern California Edison (SCE) and Clean Power Alliance (CPA) for electricity data (energy use), and Southern California Gas Company (Sempra Energy) or direct source for natural gas data (energy use). We assume that we will only have to request 2015 community utility to update the existing 2015 inventory. This assumption is safe if the integrity of the data is not compromised.
Additionally, vehicle miles traveled data will be provided by Fehr and Peers.
As part of this task, Fehr and Peers will conduct VMT analysis for CITY utilizing the 2016 SCAG Regional Transportation Plan/Sustainable Communities Strategy (RTP/ SCS) model. Fehr & Peers will use GIS analysis of the model’s traffic analysis zones that contain any portion of CITY to estimate the trips within the jurisdictional boundary of CITY. Outputs will include daily VMT by vehicle type (as defined in the model). Pursuant to the Regional Transportation Advisory Commission’s (RTAC), Fehr & Peers will disaggregate the VMT data to distinguish between trips located entirely within Beverly Hills and trips with either an origin or destination outside CITY.
Trips entirely with CITY will be 100 percent attributable to CITY, whereas only 50 percent of the VMT associated with trips outside CITY will be attributable to CITY. Fehr and Peers has successfully employed this approach to deliver GHG inventories for the City of Santa Monica and West Hollywood, and several other jurisdictions.
As part of the effort for implementing Senate Bill (SB) 743 in CITY, Fehr & Peers reviewed CITY’s VMT trends in comparison to trends in the broader region. VMT generated by households and employment uses were also estimated for CITY. This data can be used to supplement the VMT data required for the CAP. The SCAG RTP/SCS model will be used to provide the baseline/existing VMT, future VMT, and VMT for interim years based on straight-line growth interpolation. Fehr & Peers will provide tables summarizing the VMT data and will provide a brief description on the methodology used to calculate the VMT. Fehr & Peers will be available for up to two meetings or conference calls with the project team to support the CAP development Data Evaluation Memorandum
Upon the completion of the data collection process, CONSULTANT will prepare a Data Evaluation Memorandum that will provide an overview of the data that was provided by CITY and reviewed by CONSULTANT, including an explanation of the sources where the data was acquired and what it includes, as well as the proposed methodology for analysis of the GHG emissions. As part of our analysis we will review the data for completeness and accuracy through an internally vetted DocuSign Envelope ID: D7D6044E-32D9-4C9C-8816-58323D4F4142 -9-
quality assurance/quality control (QA/QC) process and present it in a concise manner to provide transparency and a replicable pathway for future emissions reporting. This analysis has recently been completed for the Cities of Walnut and South Pasadena to reflect the data inputs from both community and municipal operations and provides CONSULTANT with an opportunity to review the data with CITY for completeness and confirm that it is appropriate for use in CITY’s current GHG inventory. This is a critical step that provides confidence in the data and methodology used to track CITY’s progress in implementing the CAAP measures and defensibility with the CAAP's CEQA streamlining provisions. Upon review and clarification of the data and methodology summarized in a Draft Data Evaluation Memorandum, CONSULTANT will provide a Final Data Evaluation Memorandum for CITY records.
DELIVERABLES:
1. Data Request Memorandum
2. Draft Data Evaluation Memorandum
3. Final Data Evaluation Memorandum
Task 3.2 – Task 3.2 GHG Emission Calculations
For both the CITY community-wide and municipal inventories, CONSULTANT will calculate emissions using CAPDash GHG inventory tool, which is consistent with established protocols.
CAPDash was developed by CONSULTANT to streamline the GHG inventory process and provide a way for agencies to publicly display the inventory results. CAPDash converts data to GHG emissions using specific emissions factors that relate the emissions of GHGs to the quantity of fuel used (e.g., gallons of gasoline). The various GHGs are then aggregated and reported as carbon dioxide equivalents (CO2e), which combine GHGs of differing impacts into one weighted unit. The GHG inventory memorandum will include a historic trend analysis between 2015 and 2019 and will analyze emissions by both sector and scope to evaluate emissions based on sources and levels of control the community has on those emissions. We will also evaluate emission totals across several different metrics such as mass emissions, per capita, household, and geographic area metrics to evaluate how growth within and outside of the community has impacted emissions.
We understand that some agencies have preferences in the type of calculation tool that is used for the GHG inventory. CONSULTANT has developed GHG inventories utilizing a variety of tools such as the California SEEC ClearPath California tool developed by ICLEI and can use these tools as required by CITY. Therefore, selection of the appropriate tool for use in this work program will be coordinated with CITY during the kick-off meeting. Once all emissions are calculated, CONSULTANT will prepare a draft document summarizing the results in text, tables, and graphic form to clearly demonstrate CITY’s current emissions. CONSULTANT will provide CITY with the draft inventory for review and will make revisions within three working days upon receipt of one consolidated set of comments.
CONSULTANT will provide training on how to use CAPDash and present an overview of CAPDash to the appropriate Beverly Hills Departments as well as provide technical appendices that summarize the methodologies, data sources, assumptions, results and other information as needed.
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DELIVERABLES:
1. Draft GHG Inventories Memorandum
2. Final GHG Inventories Memorandum
3. CAPDash training and function
TASK 4– Greenhouse Gas Emissions Projections
Task 4.1 – Greenhouse Gas Emissions Projections
After completion of the inventory, CONSULTANT will utilize a forecast tool SPARQ (the forecast tool is described in Firm Capabilities) along with relevant information from the existing GHG emission inventories to generate a transparent forecast for 2025, 2030, 2035, 2040 and 2045.
These years have been selected based on a combination of state goals and interim milestone years (such as 2025) which will help in short-term planning and measure selection. Forecasts will be based on expected growth under a business-as-usual (BAU) and adjusted scenario which would include existing legislative adjustments such as SB 100, electric vehicle (EV) adoption, zero-emission vehicle market development, EO N-79-20, clean fuels, and Title 24.
The business-as-usual forecasts would be based on existing conditions plus projected growth, and not account for future regulatory changes or the GHG emission impact of further implementation of existing CITY plans. The business-as-usual forecasts would include the current participation rates in the 50% renewable energy option provided by CPA. As part of this task, Fehr and Peers will use the 2016 Southern California Association of Governments (SCAG) Regional Transportation Plan/ Sustainable Communities Strategy (RTP/SCS) to estimate existing conditions and baseline vehicle miles traveled estimates to interpolate/extrapolate VMT for each forecast scenario years (2025, 2030, 2035, 2040, and 2045).
Following calculation of the business-as-usual forecasts, CONSULTANT will also calculate an “adjusted” forecast, which will take into account foreseeable regulatory changes affecting GHG emissions (e.g., Low Carbon Fuel Standard, Pavley Clean Car Standards, SB 100 renewables portfolio standard, Title 24, and various General Plan Elements, as applicable) This will provide a more accurate picture of future emissions growth and the quantity of GHG emissions Beverly Hills would be responsible for reducing to meet GHG reduction targets. The adjusted and businessas-usual forecast model will be used to conduct a gap analysis after targets are set. The forecasts will allow CONSULTANT to determine the GHG reductions required for CITY to meet their goals for the years listed above. The analyses will also include future GHG reduction impacts related to recently adopted or soon to be adopted plans and policies. These plans as a minimum will include:
1. Draft Complete Streets Plan
2. 2019 Green Building Code
3. Water Enterprise Plan (WEP) and draft Integrated Water Resources Master Plan (IWRMP)
4. Draft Urban Forest and Management Plan (UFMP) and Street Tree Plan
5. Food Waste Program
6. General Plan
Included in the GHG emissions forecast will be an assessment of the potential impacts that the recent Executive Order N-79-20, requiring all vehicle sales in California are zero-emission by DocuSign Envelope ID: D7D6044E-32D9-4C9C-8816-58323D4F4142 -11-
2035. This will include an assessment of how this may impact future transportation GHG emissions and the secondary impact of increased electricity consumption.
We understand that different agencies have preferences in the type of calculation tool that is used for the GHG Forecast. CONSULTANT has developed GHG forecasts utilizing a variety of tools such as the California SEEC ClearPath California tool and can use these tools as required by CITY. Therefore, selection of the appropriate tool for use in this work program will be coordinated with CITY during the kick-off meeting.
DELIVERABLES:
See deliverables under Task 4.2
Task 4.2 – Target Setting
CONSULTANT’s approach to target setting is iterative, which is essential to identifying GHG reduction targets that are practical, defensible, and consistent with current state recommendations, including SB 32 and Executive Orders (EO) S-3-05 and B-55-18. For purposes of using the CAAP as a CEQA streamlining tool, the targets are established for the year 2020, 2030, 2040 and 2045. The CONSULTANT is to recommend three different target trajectories towards achieving carbon neutrality. These targets will be discussed and approved by recommending government bodies such as the Public Works, Planning and Traffic and Parking Commission and the City Council. The first tier or trajectory would align with the state targets outlined in AB 32 (equivalent to 1990 emission levels), SB 32 (40% below 1990 Emission level), and EO B-55-18 (carbon neutrality). CONSULTANT to include targets associated with EO B-55- 18 (carbon neutral by 2045) in the preliminary target analysis as it is likely this target will be codified by the state in the future and may supersede 2050 targets associated with EO-S-3-05 (80% below 1990 levels by 2050). However, forecast model years and targets will be developed and confirmed based on discussions with CITY and will be designed to be realistic, yet aspirational. Providing context for CITY’s trajectories to meet the targets beyond 2020 is important and will be informed by the outcome of the adjusted forecast and quantification of feasible GHGreduction measures.
CONSULTANT will leverage the GHG emissions inventories and forecasts to generate two additional tiers for future GHG reductions targets that will be developed and confirmed based on discussions with CITY and will help guide the measure development under Task 5.
CONSULTANT will also produce both per capita and mass emission-based targets for CITY to review. Per capita emissions targets are well established by the state through the 2017 Scoping Plan and may provide a more accurate portrayal CITY’ emission changes over time due to the ability to normalize population fluxes. These per person estimates can also be translated into per service person (employees + population). A complete analysis of both options will be conducted and presented to CITY for approval.
DELIVERABLES:
1. Draft Recommended GHG Emission Forecast and Targets Memorandum
2. Final Recommended GHG Emissions Forecast and Targets Memorandum
3. Forecast and Target-setting Tool. The analyses will provide the basis for the tier level emission reduction measures in Task 5
4. One PowerPoint presentation for public meetings and one round of edits to staff report DocuSign Envelope ID: D7D6044E-32D9-4C9C-8816-58323D4F4142 -12-
MEETINGS:
1. Conference call or virtual meeting to provide details and elaborate on the data produced by the technical memo
2. Attend at least six (6) Commission meetings to present the analyses. (Time for this is included under Task 6)
TASK 5– Tier Level Emission Reduction Measures
Task 5.1 – Identify, Evaluate and Quantify GHG Reduction and Adaptation Measures Once the provisional GHG emission reduction targets have been established, the team will shift to developing specific actions that will allow CITY to reach these targets. To support this process, CONSULTANT has developed a suite of tools and assessment strategies to support what we have found to be the most critical portion of the work plan. As a first step, CONSULTANT will conduct a multi-criteria analysis on a core set of measures. The initial measures list will be informed by input from the various CITY Departments and our experience developing defensible climate action plans throughout the state. These measures will focus heavily on areas with the largest GHG emissions reductions, such as the electrification building energy and transportation.
Measures related to electrification will include the transitional step required to meet full electrification. Measures related to public education programs, sequestration and enhanced ecosystems, waste reduction, low-carbon economy, and water will also be developed as feasible and necessary.
From the initial list of measures, CONSULTANT will work with CITY to select a list of criteria by which to conduct a qualitative analysis using the ECERE tool. These criteria would include impact and contribution to achieving reduction goals (mitigation), contribution to enhancing resilience (adaptation), interdependency between jurisdictions, synergies across multiple topics, alignment with GHG Inventory, alignment with community priorities, equity, cost and cost-effectiveness, and ease of implementation/timeline and/or complexity. Differentiation will also be made based on who the key implementer(s) of policy options are, including city, state, federal, and voluntary/private.
CONSULTANT will leverage a list of existing CITY measures (developed as part of Task 2) and existing climate action planning toolkit to conduct this analysis. For example, our ECERE tool allows for multi-criteria analysis and displays the overall score of each measure. This tool allows customization with a weighting scale that CITY can fine tune to promote measures that perform well in general or in specific criteria (e.g. if CITY is looking for measures that have the highest emissions reductions or the lowest community cost). CONSULTANT will work with CITY staff to create an agreed upon indicator format for each respective emission reduction measure (metric, relative factor, time dimension, e.g. gallons/person/year).
To further assess emission reduction measures and different approaches to reach carbon neutrality (aggressive, moderate, and conservative); CONSULTANT will employ its SPARQ tool.
This tool makes the measure quantification process more transparent and the dashboard feature allows CITY to change target metrics for each measure to see how these changes will affect community emissions and their ability to achieve different target trajectories over time.
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CITY shall provide input on the draft emission reduction measures list. CONSULTANT will present a finalized list to CITY staff and stakeholders for review and input. From this foundation, we will assess any policy or program gaps and identify additional opportunities for emission reductions. Every measure CONSULTANT develops will come with a GHG reduction potential, list of co-benefits (e.g., environmental justice, safe communities, “buying local,” and habitat protections), approximate implementation costs, and potential funding sources. From this information, CONSULTANT will develop an implementation strategy that outlines which measures should be prioritized.
Once the final list of measures is confirmed with the relevant CITY departments, CONSULTANT team will provide an analyses and report for Beverly Hills to choose a Conservative, Moderate or Accelerated Path to Carbon Neutrality. The proposal for each tier will include an analysis of the costs associated with the different tiered pathways, based on the analysis provided by Hatch in Task 5.2. The accelerated pathway in this Tier Level Emission Reduction Measure Pathway analysis will include an assessment of feasibility of an accelerated pathway that can prioritize implementation of the GHG reductions measures with the largest reduction potential within the first 5 to 10 years of plan adoption.
Once the initial analysis is completed, CONSULTANT will work with CITY to refine and prioritize the emission reduction measures, trajectories and targets and use them to develop the draft climate action portion of the plan. The CAAP will need to be flexible to enable CITY to respond to changes in state and federal GHG policy, the introduction of new technologies, and changes in energy supply, among others.
CONSULTANT will provide all information and thorough explanation for all technical analyses performed. CONSULTANT understand how critical the memorialization of analyses is for current and future planning and tracking processes. CONSULTANT will provide a robust and userfriendly technical appendix for the Tier Level Emission Reduction Pathway analysis that can be used as methodology guidance documents for future planning and tracking so that CITY can maintain consistency across documents. The technical appendix will include at least one round of CITY departmental edits and will be presented to the relevant commissions for discussion and recommendation and onto City Council Study Session for discussion and adjustments.
DELIVERABLES
1. Technical Memorandum that provides the tier level GHG reduction measures and fiscal analysis
2. ERM Prioritization Tool (SPARQ Tool) Customized for CITY
3. Draft Emission Reduction Measures (ERM) List
4. ERM Final Selection Table with Analysis for GHG Reduction
5. Co-Benefits Analysis
6. Draft GHG Inventory, Forecast, and Targets Technical Appendix
7. Final GHG Inventory, Forecast, and Targets Technical Appendix
8. One PowerPoint presentation for public meetings and one round of edits to a staff report DocuSign Envelope ID: D7D6044E-32D9-4C9C-8816-58323D4F4142 -14-
MEETINGS:
1. Conference call or virtual meetings to provide details and elaborate on the data produced by the technical memo.
2. At least three (3) meetings with Commissions to discuss the tier level options and seek recommendations that best fits CITY. (Time for this is included under Task 6).
3. At least two (2) community meetings to present the tier level options and seek community support on the best option for CITY. (Time for this is included under Task 6).
4. At least one (1) City Council meeting to present the tier level options and seek direction to which tier level option should be included in the final CAAP. (Time for this is included under Task 6).
Task 5.2 – Funding and Financing Strategy
CONSULTANT has teamed with Hatch, who will leverage their experience with cutting edge funding and financing vehicles including carbon markets, public private partnerships, green bonds, and more. Hatch will develop an economic impact analysis and a fiscal impact analysis for three approaches to reaching carbon neutrality by 2045. Through engagement with the balance of the team and CITY, Hatch will begin this task with a clear understanding of the activities included, timing, and implementation mechanisms for each emissions-reduction measure. The analysis of key measures included in the list of final measures will be conducted to include the potential need for general fund allocations, fees that may become a revenue source for CITY, and feasibility for incentives and effects on the general fund revenue for development projects.
Understanding and agreement on these topics is important to ensure that the economic analyses accurately reflect what will be pro- posed and can also facilitate important conversations within CITY related to implementation and resource allocation.
After documenting economically relevant information about the emissions-reduction measures, Hatch will model the economic impacts of measures in terms of their impact on gross regional product (GRP), employment, and output. The economic impacts will be analyses for both ongoing and one-time events. For the fiscal impact analysis, Hatch will examine how each group of emissions-reduction measures proposed to meet a given milestone translate into changes in fiscal revenue expenditures generation through the development of a fiscal impact model. Sales, transient occupancy and business taxes will be of particular focus in this analysis given their importance to CITY’s fiscal health and the community’s vibrancy as a retail and culinary destination. Fiscal impacts will be assessed on a milestone and cumulative present value basis to provide an understanding of how the emissions-reduction measures proposed to meet each milestone result in changes to CITY’s fiscal state. A critical component of both the fiscal and economic impact analysis will be familiarity with the economic ramifications of new technology adoption (e.g., EVs, AVs, distributed renewables, etc.) and consumer response to new business models, in which Hatch is well-versed. Hatch will provide an understanding of not only the economic and fiscal impacts of the proposed path to carbon neutrality at key milestone dates, and also inform and optimize the emissions-reduction measure development process.
CONSULTANT has found that an iterative measure development process supports the development to highly effective emissions-reduction measures that provide the broadest suite of benefits.
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DELIVERABLES:
1. Draft and Final Memorandum on economic impacts
2. Draft and Final Memorandum on fiscal impacts
MEETING:
1. 1 Meeting and meeting notes on economically relevant information on measures TASK 6– Stakeholders Engagement
Raimi + Associates will lead this task with support from CONSULTANT and Hatch. Conducting meaningful and authentic stakeholder engagement is one of the firm’s core principles and areas of expertise. They are well versed in the various methods and formats that are used in the stakeholder process – workshops, town hall meetings, focus groups, stakeholder and staff interviews, advisory committees, and pop-up events. While some of these methods may not be viable as a result of the global pandemic and need to maintain social distance to protect public health, we have learned that the fundamental objectives stay largely the same – inclusion in outreach, providing diversity of methods to engage, creating comfortable experience, ensuring language and cultural appropriateness, providing access to all members of the community, and offering an experience that is creative and inspiring. Responding to the public health crisis from a stakeholder engagement standpoint has meant identifying and applying a range of tools including surveys, interactive mapping via MetroQuest, utilizing the full suite of functions provided by Zoom (polls, break out rooms, parallel chat dialogue).
Several recent experiences have shown that virtual meetings also provide benefits by allowing people that may not have been able to attend an in-person meeting due to work schedules, the need for child care, or other obligations, may be more able to participate when the event can be accessed from their home.
Task 6.1 – Task 6.1: Stakeholders Engagement Plan
The CONSULTANT will prepare a comprehensive Stakeholder Engagement Plan. Data analysis will be used to inform each step of the stakeholder process to present the effective and viable sustainable practices. The Plan will identify the overall objectives for the stakeholder engagement, key stakeholders to include in the CAAP process, the specific stakeholder activities and events, the formats to be used, responsibility of CONSULTANT and CITY for various resources and tasks, and a schedule that shows how the stakeholder process aligns with and informs the overall CAAP development. The outreach team will utilize available demographic data for Beverly Hills, as well as anecdotal staff experience to identify underrepresented populations for targeted outreach to get mostly all community members, including vulnerable populations, included in the CAAP process. These populations may include those who are language-isolated, elderly and youth, or renters. The Stakeholder Engagement Plan will also incorporate CAAP data as it is developed, first the inventory, followed by the BAU an ABAU targets, and ultimately the GHG reductions that are projected to occur through the various CAAP measures.
The Stakeholder Engagement Plan will identify and provide details about events and activities that are needed to gain robust community input from multiple viewpoints including CITY Council; DocuSign Envelope ID: D7D6044E-32D9-4C9C-8816-58323D4F4142 -16-
relevant Commissions; CITY Staff in planning, building, public works, housing, and other departments or divisions that may be involved in implementing the CAAP; the business community; residents from various neighbor- hoods in CITY; energy efficiency and renewable energy, urban forestry, waste management, and other environmental groups; academia and researchers; and, regional and local public agencies. The Stakeholder Engagement Plan will include detailed plans to utilize virtual platforms and work with CITY’s cable TV station to publicize and setup workshops for the CAAP; providing opportunity for CITY Staff to select the ideal modes of engagement for stakeholders. The Stakeholder Engagement Plan will also include efforts to engage Beverly Hills Unified School District students and district staff.
DELIVERABLES:
1. Draft Stakeholder Engagement Plan
2. Final Stakeholder Engagement Plan
Task 6.2 – Project Website and Branding
CONSULTANT will develop and maintain a website for the project which will allow the community to view new work products, view schedules for meetings and community workshops, learn about existing and future conditions, and most importantly submit questions and comments. The website will be structured so that the most readily available information is simple and easy to understand for a wide audience.
The CONSULTANT will also develop a logo for the CAAP Project that will be used to link together marketing, outreach, and education campaigns. Through the consistent use of the project logo and brand, the project team will build awareness of the CAAP. The CITY will then be able to attach the logo to related future projects allowing the community to easily identify implementation projects. Logo shall be approved by CITY.
DELIVERABLES:
1. Draft CAAP Website Layout and Logo
2. Final CAAP Website Layout and Logo
Task 6.3 – Stakeholder Meetings
To gain stakeholder input through the CAAP development process, CONSULTANT will coordinate the following three stake- holder groups:
1. CITY staff – this will include representatives from Community Development, Community Services, Public Works, and other Departments and Divisions that have a role in climate action and adaptation.
2. Appointed and Elected Officials – this will include City Council members and Commissioners representing the Planning Commission, Public Works Commission, Traffic and Parking Commission, Recreation and Parks Commission, and others as determined by CONSULTANT in consultation with CITY staff.
3. Representatives from environmental groups, regional public agencies, residents, business community, and researchers/academia – this may include NRDC, Sierra Club, Tree People, US Green Building Council, , Beverly Hills Unified School District DocuSign Envelope ID: D7D6044E-32D9-4C9C-8816-58323D4F4142 -17-
(BHUSD), BHUSD Parent Teacher Association (PTA), Safe Routes to School, LA County Public Works and Health Departments, Clean Power Alliance, Los Angeles Regional Collaborative for Climate Action and Resilience, researchers or topical experts from the UCLA Institute of the Environment and Sustainability, local architects and contractors, local business owners and the Chamber of Commerce, and innovators in and advocates for sustainable energy, mobility, building design, or waste management.
The outreach team will coordinate the agendas for each group meeting, prepare needed content such as summaries of the GHG inventory and projections, GHG reduction measures and cobenefits, facilitate the meetings, and record the discussions and outcomes. Four meetings will be held with each of the stakeholder groups, for a total of 12 Stakeholder Group meetings. Raimi + Associates will coordinate the stake- holder engagement process with the overall project schedule to ensure that there is alignment and the stakeholder process incorporates the technical analysis and is able to provide guidance on opportunities and priorities as the CAAP moves through the various stages of development. One of the stakeholder meetings will provide opportunity for stakeholders to receive a description of the various tools that will be used by CONSULTANT in the CAAP process.
MEETINGS:
1. Up to 12 stakeholder group meetings, including agendas and notes Task 6.4 – Community Stakeholders Events
In addition to the Stakeholder Group meetings, CONSULTANT will organize and produce three public Community Stakeholder events, to provide opportunities for the broader Beverly Hills community to engage in developing the CAAP. These will be structured as follows:
▪ Community Stakeholder Event #1: the purpose of this meetings is to provide an introductory community-wide workshop and discussion regarding Climate Change and Climate Actions and the actions that can be taken by CITY, residents, and businesses to slow down climate change effects. The workshop will introduce the community to climate action planning process, describe what issues are included in the analysis, and clarify how the CAAP relates to other CITY plans and policies. The community will be asked for suggestions on sectors or topics that should emphasized to meet climate goals or to align with other CITY priorities or opportunities.
▪ Community Stakeholder Event #2: the purpose of this meeting is to present a suggested suite of GHG reduction measures that have been identified by CONSULTANT team and vetted through the meetings with the three Stakeholder Groups. The measures will be organized by topic area and presented for community review and prioritization. Measures are expected to include approaches for increasing the renewable portion of grid supplied energy, energy efficiency and decarbonization strategies for existing and newly constructed buildings, shifts in transportation mode or fuel type, waste reduction and diversion, and carbon capture options through urban forest and open management practices. Optional measures will be described along with their GHG reduction potential.
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The meeting will also include a discussion of actions that can be taken to reduce climate vulnerabilities and risks. Participants will be able to identify their top five measures for climate action and adaptation. The results of the meeting will be used to guide CONSULTANT and CITY staff in preparing the Draft CAAP.
▪ Community Stakeholder Event #3: the purpose of this meeting is to review the Draft CAAP with the community stakeholders. CONSULTANT will present a brief summary of the Business As Usual (BAU) and Adjusted Business As Usual (ABAU) forecasts, the GHG reduction target, and the emissions gap that the CAAP aims to close to achieve carbon neutrality. This will be followed by a presentation of the various measures and the scale of implementation that is needed to achieve the target in the short-, medium-, and long-term.
The meeting will also include a review of the actions that are recommend to address CITY Beverly Hills vulnerabilities and risks associated with climate change.
The presentation will conclude with a discussion of the recommended policy and program changes and funding and financing options to implement the CAAP CONSULTANT will produce the marketing and communication materials for the Community Stakeholder Events and will work with CITY Communications Department to ensure that the materials meet CITY branding and style guidelines. We will also coordinate with the Communications Department to integrate the CAAP out- reach process with other CITY communications through CITY website, and social media platforms. Particularly given the potential that these meetings will need to be conducted virtually, it will be important to effectively and strategically utilize social media platforms including Facebook, Twitter, Instagram, Nextdoor, and neighborhood and business organization email lists and networks.
DELIVERABLES:
1. Up to 6 PowerPoint Presentations and support materials - one for each of the three community stakeholder events (electronic versions)
MEETINGS:
1. Up to 6 community stakeholder events, including agendas and notes
2. Coordination with CITY Communications Department
Task 6.5 – City Council Meetings
CONSULTANT will assist CITY in preparing for and providing technical support for up to three City Council meetings. We recommend that one of these meetings be conducted as a Study Session to provide more time and less formal structure, so that Council members can engage in a dialogue with each other, CITY staff, and key members of CONSULTANT team on the various components of the CAAP, analysis methodologies, expected outcomes, and how the CAAP relates to other CITY policies and priorities. CONSULTANT recognizes that the process of developing the CAAP is iterative and may take several drafts and presentations to various CITY Commissions (such as Planning, Public Works, Traffic and Parking, or Parks and Open Space) before a formal recommendation to City Council for adoption. The CONSULTANT will assist CITY staff to prepare presentation materials and other needed information for these meetings.
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DELIVERABLES:
1. Up to 3 PowerPoint slide decks and edits to staff reports MEETINGS:
1. Up to 3 City Council meetings related to the CAAP
2. Coordination with CITY Communications Department
Task 6.6 – Community Advisory Committee Meetings
The CONSULTANT will assist CITY in preparing for and providing technical support for up to three Community Advisory Committee Meetings. Goal of the Community Advisory Committee is to open the opportunity to regular community members or appointed Ad-Hoc committee members by the City Council or various Commissions to look into the details of the CAAP. The CONSULTANT will assist CITY staff to prepare presentation materials and other needed information for these meetings.
DELIVERABLES:
1. Up to 4 PowerPoint slide decks
MEETINGS:
1. Up to 4 Community Advisory Committee Meetings related to the CAAP TASK 7– Vulnerability Assessment and Adaptation Measures Task 7.1 – Vulnerability Assessment
In order to understand how Beverly Hills may be impacted by climate change over time, we will conduct the following:
Adaptation and Resilience Kick-off Meeting
The CONSULTANT will lead an Adaptation and Resilience meeting with strategic CITY staff and stakeholders such as Public Works, Emergency Management, Resilience, and Recovery and other relevant departments to create alignment around the purpose and scope of this task. We will review the overall process as well as any critical issues or questions that CITY needs to address and will discuss the policy framework. This meeting will also be used to identify existing datasets such and relevant background information, such as CITY’s Hazard Mitigation Plan.
CONSULTANT will review existing vulnerability assessments on the local and state level. As an outcome of the Adaptation and Resilience meeting, this foundational information will be identified and reviewed by the project team prior to the workshops. An outcome will be analysis and prioritization of hazards, risks, and vulnerabilities facing CITY based on readily accessible existing datasets and GIS files.
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Hazard Assessment
The initial component of the study will focus on developing a localized understanding of climate change hazards across CITY based on existing and publicly available datasets. CONSULTANT’s GIS team will develop an online mapping tool which will include natural and man-made hazard maps, socioeconomic data (e.g. opportunity zones), infrastructure data, and citywide connectivity.
Maps will be developed using CITY GIS data and data available from the Cal-Adapt 2.0, the California Fourth Climate Change Assessment, and the Governor’s Office of Planning and Research (OPR) Adaptation Clearinghouse. CONSULTANT will include existing hazard profiles and then integrate climate change projections (as available) to understand potential changes in impacts that CITY may be subject to in the future related to precipitation, temperature, extreme heat, wildfire, coastal and riverine flooding based on existing data. This will allow us to identify areas that may be most subjected to the temporal changes imposed by climate change. The online mapping tool will allow for the spatial incorporation of all GHG mitigation and adaptation strategies (as appropriate) into one comprehensive platform. CONSULTANT will leverage this tool to help CITY and stakeholders visualize and prioritize near, mid, and long-term adaptation measure recommendations.
Exposure Identification
The second component will center around gaining an understanding of the communities, infrastructure and assets within Beverly Hills. Specifically, we will focus on population demographics (such as socio-economic data, age, transit-dependence, homeownership, etc.), transportation networks (both road and public transport) and critical infrastructure (such as electrical and communications networks, wastewater treatment plants, hospitals, etc.).
Vulnerability Assessment
The vulnerability component will pull together collated information about future climate change hazards and our models and understanding of the people, infrastructure and assets in the city.
This analysis will consider how future extreme events may push already vulnerable populations past a tipping point. Our analysis will build off existing community indicators already identified by the city and outlined in CITY’s General Plan and Hazard Mitigation Plan.
DELIVERABLES:
See deliverables under Task 7.2.
Task 7.2 – Adaptation Measures
Measures Development
The CONSULTANT will develop and prioritize adaptation measures for both the community and municipal operations associated with each identified risk based on level of severity (low-risk, medium-risk, and high-risk). The CITY’s Hazard Mitigation Plan and Emergency Management Plan will be used as references in order to coordinate adaptation measures with current CITY efforts. The analysis will address both community-based adaptation measures and measures that are focused on municipal government operations. The relative costs, benefits, and complexity of implementation will be determined for each measure.
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CONSULTANT will leverage their recent experience in recent completed CAAP and extensive experience analyzing and developing mitigation for social vulnerabilities will lead the analysis of social vulnerabilities, specifically the potential for any disproportional impacts that climate change may have on vulnerable populations across CITY including seniors, children, low-income families and individuals, persons with disabilities, and persons with respiratory, circulatory, or other health issues. Raimi + Associates will draw from CalEnviro Screen, data from LA County Department of Public Health, the US Census and American Community Survey for data. Beverly Hills specific information regarding vulnerable populations or risk groups will be generated through staff’s institutional knowledge the stakeholder process. Innovative strategies such as micro grids or retrofitting of community facilities to operate on battery power as a neighborhood resilience hub will be explored as ways to concurrently address physical and social vulnerabilities and needs.
Cost-Benefit Analysis
Hatch will perform a cost benefit analysis of the proposed adaptation measures to allow CITY not only to understand the overall benefit-cost ratio of a particular approach to adaptation but also the key drivers of the cost-benefit results. If CITY intends to use the cost-benefit analyses in other contexts, such as for grant documentation, Hatch can use the relevant guidance from grantmaking entities in the analysis. This guidance may inform selection of topics of analysis, extent of impact analyzed, and selection of discount rate, but at a minimum, direct costs of implementation for The CITY and/or residents will be considered along with benefits resulting from cost savings/avoided costs as well as decreased carbon emissions (social cost of carbon) and criteria pollutants. Hatch will leverage existing information on costs where possible and can use unit-cost level data to develop cost assumptions where necessary. Hatch will also contribute to the project team’s identification of disproportionate impacts on vulnerable populations across CITY, informed by Hatch’s work on the Equitable Climate Resilience Project, which is designed to illuminate the intersection of equity and climate resilience for cities through a grant from the Kresge Foundation.
The adaptation and resilience measures and results of the cost benefits analysis will be presented at meetings with various city commissions to refine and adjust the measures prior to preparing the CAAP document.
DELIVERABLES:
1. Vulnerability Assessment and Recommended Adaptation Measures Memorandum (It is assumed that this Vulnerability Assessment will be included as a technical appendix to the CAAP.)
2. Adaptation Measures Cost-Benefit Summary Memorandum
3. One PowerPoint presentation for various CITY commissions meetings MEETINGS:
1. Meeting with staff to discuss the findings
2. Three (3) total meetings with various CITY commission to discuss Vulnerability Assessment and Measures of Climate Change (Time for these meetings is included under Task 6)
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TASK 8– Implementation Plan
Task 8.1 – Implementation and Monitoring Strategy
The CAAP will contain a comprehensive Implementation and Monitoring Strategy Table that summarizes how the CAAP measures and associated actions will be implemented, monitored, and adjusted over time to ensure that Beverly Hills stays on track to achieve the CAAP’s targets for emissions reductions and adaptation goals. The table would identify of agencies, divisions, and organizations responsible for implementation of action steps, anticipated timeframes to implement actions, and indicators to assess actions goal progress, funding availability, potential partnerships, and timelines:
Based on the results of working with Beverly Hills staff as part of identification, evaluation, and quantification of measures under Task 5, CONSULTANT will specifically include the following indicators for each action in the Implementation and Monitoring Strategy Table:
Quantified GHG reduction potential
Qualitative environmental co-benefits
Economic impacts
Administrative feasibility and enforceability
Based on the above prioritization effort the following will then be identified:
Required reductions needed to meet target
Highest impact areas for potential reductions
Comprehensive list of potential GHG reduction measures, prioritized based on specific metrics (including GHG reduction potentials, costs, and savings) The implementation plan will be linked to CAPDash where metrics will be tracked to prove implementation of measures and regular GHG inventories will be completed to monitor and track progress with actual GHG reductions. As part of this effort CONSULTANT will conduct a CAPDash training with appropriate staff from each department responsible for implementing portions of the CAAP.
DELIVERABLES:
1. Draft Implementation and Monitoring Strategy Table that will include the following elements: - Identify Lead agencies and partners - Identify community-based programs to achieve GHG reduction targets and adaptation measures. - Implementation Costs - Timeframe - Funding mechanisms
2. Final Implementation and Monitoring Strategy
MEETINGS:
1. Correspondence and up to two conference calls with CITY staff to discuss/complete this deliverable.
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TASK 9– Climate Action and Adaptation Plan Document
Task 9.1 – Draft CAAP
The CAAP will be completed through an iterative process that is inspired by the findings of the GHG inventory and community feedback received during community outreach and facilitation. As part of the CAAP process, CONSULTANT will generate comprehensive material that will be available on a CAAP website that is created to disseminate information and provide a landing space for the community (see Task 6 for more information on the CAAP website). The CAAP will also include the implementation and monitoring strategy discussed under Task 8.
CONSULTANT proposes to develop a user friendly and readable CAAP document that aligns with current legislation (e.g. Senate Bill 32 and Executive Order (EO) B-55-18) and leverages infographics, photos, and other visuals when- ever possible with leaving technical documentation to the appendices. The Typical Emission Curve below depicts the gap that CITY could close if the Plan relies on the reduction goals EO B-55-18.
The CAAP will provide a creative and innovative roadmap for CITY to achieve emission reductions and will include both near-term and long-term reduction measures as well as the departments and community partners who will generally be responsible for implementing them. Likewise, the CAAP will address risks and vulnerabilities related to climate adaptation and resilience measures in accordance with Senate Bill 379. The CAAP will also set key performance indicators (KPI) that will help define a successful implementation of the CAAP strategy as well as measure progress over time.
One of the greatest challenges of designing a CAAP document format is the simultaneous need for both clarity and complexity. The document needs to be reader friendly and easily accessible to a wide range of stakeholders, while also containing detailed analysis, data, and specific actions.
To solve this problem, CONSULTANT will create a visual Executive Summary, which will contain infographics, photos, and high-level goals and projects associated with the CAAP. Each page of the Executive Summary will act as a title page to the various appendices, policies, and datasets required by a high-functioning planning document. This pro- vides CITY with one powerful document that can function as two. The third aspect of the CAAP document is the technical appendices that will include a highly transparent review of the data, methodologies, and assumptions that went into the development of the forecast and measure quantification as well as the vulnerability assessment. Together, these documents will provide actionable next steps and a long-term strategic framework for CITY to reach their GHG reduction targets and adaptation goals.
The CONSULTANT will prepare a comprehensive CAAP that will be consistent with the State Attorney General’s recommendations and the California Environmental Quality Act (CEQA) Guidelines’ definition of a “Qualified Greenhouse Gas Reduction Strategy” (Section 15183.5). To do this, the Beverly Hills CAAP will include clear measures for implementation and targets to ensure that CITY and community are on track to achieve established goals. Additionally, the CAAP will align with and build upon CITY’s existing plans and policies, such as the Sustainable City Plan (2009). Furthermore, the CAAP will complement the General Plan Safety Element by providing a framework that reimagines the current systems – built, natural, and behavioral – as DocuSign Envelope ID: D7D6044E-32D9-4C9C-8816-58323D4F4142 -24-
ones that are interconnected and mutually beneficial as well as integrating measures that improve quality of life, build prosperity, and enhance community resilience. Specifically, the CAAP will: Clearly explain the community’s climate challenges, and the challenges and opportunities it faces in meeting more ambitious climate adaptation and GHG reduction goals; Serve as a mechanism to tie together CITY’s existing and developing sustainability initiatives, strategies, and plans with the community’s goals; Establish a set of cohesive and specific sustainability strategies, implementation plans, and metrics for regional and State strategies and initiatives; Activate and engage residents, businesses, and institutions with positive actions and tangible benefit; Be optimized for online viewing on CITY’s website; and Be designed to include simple yet effective procedures for minor updates every two years, and significant updates every five years (to be refined based on the goals of CITY).
DELIVERABLES:
1. Administrative Draft CAAP (electronically in Word and PDF)
2. Screen Check Draft CAAP (electronically in Word and PDF)
3. Public Review Draft CAAP (electronically in Word and PDF) Task 9.2 – Final CAAP Document and Adoption
Following public review and comment, CONSULTANT will coordinate with CITY staff to incorporate relevant public, advisory group, and committee input into the Final CAAP that will be presented to various groups, boards, and City Council, with the intention of adoption by City Council. The plan will demonstrate how CITY will deliver its commitment to climate action and resiliency. During development of the Final CAAP, CONSULTANT will also conduct a thorough QA/ QC review of the entire document with our staff of technical editors and an additional Principal review.
DELIVERABLES:
1. Final CAAP (electronically in Word and PDF)
TASK 10– Progress Monitoring & Reporting
Task 10.1 – Progress Monitoring & Reporting Tool
To facilitate implementation and monitoring of the CAAP and to minimize future CITY staff resources needed for monitoring and reporting, CONSULTANT has developed a user-friendly cloud based GHG Inventory and Monitoring and Reporting Tool. CONSULTANT’s fully automated web application, CAPDash, serves three purposes. The first is to generate a transparent GHG inventory (Task 2.1) which can be updated on an annual basis simply by uploading activity data.
This will allow Beverly Hills to actively track its progress towards its GHG reduction targets. The second major function of CAPDash is to track the implementation of CAAP measures over time.
We can upload all final CAAP measures into the tool and allow CITY to track activity data (kW of solar installed, etc.) for each measure and monitor progress over time. Thirdly, the tool acts as an DocuSign Envelope ID: D7D6044E-32D9-4C9C-8816-58323D4F4142 -25-
automatically updating dashboard which can display data both internally by easily generating reports for staff, but also to the public through a web-based dashboard. CAPDash will allow Beverly Hills to evaluate progress towards its CAAP goals in real time and provides the implementation transparency to optimize CEQA streamlining under CEQA guidelines Section 15183.5
The CAPDash tool minimizes the burden of monitoring and reporting and enables CITY to more effectively utilize limited resources to implement CAAP policies. The CONSULTANT will hold one staff training on how to use the monitoring tool in order to ensure ease of use and effective monitoring of CAAP implementation and progress over time.
DELIVERABLES:
1. Web-based Implementation Monitoring Tool and Automated Report Template Customized for CITY.
2. One staff training for the Implementation Monitoring Tool.
TASK 11– CEQA Analysis
Task 11.1 – Initial Study Mitigated Negative Declaration Generally, an Initial Study/Negative Declaration (IS/ND) is enough programmatic-level CEQA documentation for assessment and adoption of a CAAP due to the primarily beneficial environmental impacts associated with the plan. In our experience, it is rare that a more in depth CEQA document is required for a CAAP. However, if it is determined that GHG reduction and adaptation measures may result in potentially significant environmental impacts, a programmatic Environmental Impact Report (EIR) may be required. Examples of measures that may result in potential significant impacts include infrastructure resiliency actions or larger-scale renewable energy facilities construction. The need for a programmatic EIR will ultimately depend on the measures chosen for the CAAP as well as the response by the community. Therefore, CONSULTANT proposes to start with an IS/ND and later provide a separate scope and cost for a more in-depth IS/MND or EIR analysis, if necessary. CONSULTANT will respond to CITY comments on the Administrative Draft IS/ND and prepare a public Draft IS/ND for public review and comment. In addition, CONSULTANT will assist CITY in responding to up to 10 individual comments on the Draft IS/ND and including such responses to comments as well as the public comments received in an Administrative Final IS/ND. CONSULTANT will respond to CITY comments on the Administrative Final IS/ ND and prepare a Final IS/ND for CITY records and filing.
CONSULTANT will also prepare and file the Notice of Intent (NOI) to adopt an IS/ND and the Notice of Determination (NOD) with the State Clearinghouse, but it is assumed that CITY will file these forms with the County Clerk and pay all related filing fees. Furthermore, CONSULTANT’s CEQA Lead will attend the Draft IS/ND public meeting before the Planning Commission for receipt of public verbal comments as well as the Final IS/ND public hearing before the City Council for IS/ND adoption.
DELIVERABLES
1. Administrative Draft IS/ND (electronic version)
DocuSign Envelope ID: D7D6044E-32D9-4C9C-8816-58323D4F4142 -26-
2. Draft IS/ND (tracked changes and clean electronic versions)
3. NOI (clean electronic version)
4. Administrative Final IS/ND (electronic version)
5. Final IS/ND (tracked changes and clean electronic versions)
6. NOD (electronic version)
MEETINGS
1. Attend Draft IS/ND public meeting
2. Attend Final IS/ND public hearing
Task 11.2 – CEQA Requirements Summary Memo
Once GHG reduction and adaptation measures with associated action/implementation tasks are finalized within the CAAP, Rincon will identify the CAAP implementation tasks that require projectlevel CEQA assessment and provide a summary of the related necessary CEQA steps. This summary will be submitted as a Draft Memo. Rincon will work with the project lead to create a Final Memo that will be pro- vided to CITY’s planning and legal counsel departments.
It is understood that Rincon would not complete the CEQA requirements for each CAAP implementation task as part of this scope of work.
DELIVERABLES
1. Draft CAAP Implementation Tasks CEQA Requirements Summary Memo (electronic version).
2. Final CAAP Implementation Tasks CEQA Requirements Summary Memo (electronic version).
Task 11.3 – CEQA Streamlining Checklist and Locally-Appropriate, Project-Level CEQA Threshold (Optional Task)
To facilitate using the CAAP for CEQA streamlining, we propose to develop a two-tiered approach including a GHG efficiency threshold for program/project based CEQA analysis based on a methodology that considers emissions against an efficiency-based service population threshold as well as a streamlining checklist. This optional task will provide the Planning Department with the documentation needed to utilize the CAAP as a tool for ensuring future projects and plans do not increase GHG emissions in CITY beyond CAAP targets and provide clear instructions for planning staff and project applicants to meet the requirements of the CAAP.
The efficiency-based threshold assesses the GHG efficiency of a project on a per capita basis or service person basis. This approach relies on CITY’s GHG reduction goals to attain a future horizon year target, compares it with the economic projections and planned land use development in the region up to specific horizon years, and allocates GHG reductions to future populations.
This efficiency threshold is consistent with the 2017 Scoping Plan guidance which details the intention to accommodate population and economic growth in California but do so in a way that DocuSign Envelope ID: D7D6044E-32D9-4C9C-8816-58323D4F4142 -27-
achieves a lower rate of GHG emissions. This methodology recognizes that highly efficient projects (e.g., compact and mixed-use development) with relatively high mass emissions may nevertheless meet the GHG reduction goals of AB and SB 32. As such, the efficiency-based threshold encourages infill and transit-oriented development. Our proposed locally-appropriate efficiency threshold will be created to comply with the CEQA Guidelines and interpretative GHG case law such as Center for Biological Diversity v. California Department of Fish and Wildlife and Newhall Land and Farming(2015) 224 Cal.App.4th 1105, Save Cuyama Valley v. County of Santa Barbara (2013) 213 Cal.App.4th 1059, 1068, and Golden Door Properties, LLC v. County of San Diego/Sierra Club, LLC v. County of San Diego (2018) 27 Cal.App.5th 892, regarding the correlation between state and local conditions.
In addition, Rincon will create a project streamlining checklist that will allow development projects within CITY to tier off of the CAP to show consistency with the state reduction targets and CEQA.
Rincon has completed some of the first SB 32 streamlining checklists in California and will leverage our deep bench of in-house environmental planners to ensure consistency with the CEQA regulations under Section 15183.5.
DELIVERABLES
1. Optional – Draft CEQA GHG Checklist and Threshold (electronic version)
2. Optional – Final CEQA GHG Checklist and Threshold (tracked changes and clean electronic versions)
DocuSign Envelope ID: D7D6044E-32D9-4C9C-8816-58323D4F4142 -28-
PROJECT TIMELINE
Project shall be completed in 18 months.
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18
TASK 1: Background Review and Goals
Task 1.1. Project Management
Task 1.2. Kick-Off Meeting
TASK 2: Assessing of Existing Policies, Programs, and Best Practices Task 2.1 Existing Conditions Analysis and
Memo
TASK 3: GHG Emission Inventory, Quantification, and Reduction Targets Task 3.1 GHG Emission Data Request and
Evaluation Memorandum
Task 3.2 GHG Emission Inventory
TASK 4: Greenhouse Gas Emission Projections and Reduction Targets Task 4.1 GHG Emissions Projections
Task 4.2 Provisional Target Setting
TASK 5: Tier Level Emission Reduction Measures
Task 5.1 Identify, Evaluate, and Quantify
GHG Reduction Measures
Task 5.2 Funding and Financing Strategy
TASK 6: Stakeholder Engagement
Task 6.1 Stakeholder Engagement Plan
Task 6.2 Web Site and Branding
Task 6.3 Commission Meetings
(12 Meetings)
Task 6.4 Community Stakeholder Events –
(One Round, Three Events)
Task 6.5 City Council Meetings (3 Events)
TASK 7: Vulnerability Assessment and Adaptation Measures Task 7.1 Vulnerability Assessment
Task 7.2 Measure Development and Cost
Benefit Analysis
TASK 8: Implementation and Monitoring Plan
Task 8.1 Implementation and
Monitoring Plan
TASK 9: Climate Action and Adaptation Plan
Task 9.1 Draft CAP
Task 9.2 Final CAP and Adoption
TASK 10: Progress Monitoring and Reporting
Task 10.1 Progress Monitoring and
Reporting
TASK 11: California Environmental Quality Act (CEQA)
Task 11.1 Initial Study Mitigated
Negative Declaration
Task 11.2 CEQA Requirement Analysis
Task 11.3 CEQA Streamlining Checklist and
Locally-Appropriate, Project-Level CEQA
Threshold (Optional Task)
DocuSign Envelope ID: D7D6044E-32D9-4C9C-8816-58323D4F4142 ■■■■■■■■■■■■■■■■■■
------------------
-
Programs, and Best Practices
■■11 11
• u- -
-
•-• --------------- ■■ ■■
■■■■■■■■■■
~daptation Measures
-
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II ■ .....
I l l
-29-
CONSULTANT guarantees the work shall be performed in accordance with the Scope of Work specified herein or associated IPOs and to CITY’s full satisfaction and accordance with all relevant codes and regulations.
Additional services outside of the scope of work as outlined in this Exhibit will be mutually agreed upon between CITY and CONSULTANT.
II. INFECTIOUS DISEASE
A. The federal government and State of California, the County of Los Angeles, and CITY have declared an emergency due to a global pandemic caused by an infectious coronavirus which causes a disease referred to as COVID-19. In an effort to support and maintain a safe and healthy workplace for CITY employees and the community, CITY is requiring all contractors and CONSULTANT to immediately monitor and track the signs and symptoms of COVID-19, the common cold and influenza for all of its employees and subcontractors (collectively “CONSULTANT employees”) assigned to CITY projects that come onsite to any CITY facility to perform services under the Agreement.
B. CONSULTANT shall notify CITY immediately in writing if CONSULTANT or CONSULTANT employees have come in contact with anyone with an infectious disease or has contracted an infectious disease. Such CONSULTANT employees shall immediately cease performing services under the Agreement.
C. CONSULTANT shall monitor CONSULTANT employees’ signs and symptoms with written logs. CONSULTANT shall do and maintain a daily recording of the following:
1. Require CONSULTANT employees to take their temperature each time they enter and exit CITY facilities (both before and after work is performed at CITY facilities).
2. If CONSULTANT employees have a fever (100°F or higher), are coughing, have trouble breathing or other symptoms of COVID-19, the common cold, or influenza:
(a) Do not have CONSULTANT employees report to work.
(b) Contact your CITY Responsible Principal.
(c) Direct CONSULTANT employees to:
i. Not go out in public.
ii. Avoid contact with others.
iii. Not travel while sick.
iv. Cover mouth and nose with a tissue or sleeve (not hands), while coughing or sneezing.
v. Wash hands often with soap and water for at least 20 seconds to avoid spreading illnesses such as the common cold, influenza or COVID-19 to others. vi. If soap and water are not readily available, use an alcohol-based hand sanitizer, which contains 60%-95% alcohol or solutions available for use at the facility.
DocuSign Envelope ID: D7D6044E-32D9-4C9C-8816-58323D4F4142 -30-
vii. Wear face coverings at all times unless alone in a vehicle, personal office or cubical.
3. CONSULTANT shall disinfect all areas that CONSULTANT’s employees come in contact with while performing services under the Agreement before and after usage.
4. CONSULTANT employees shall not return to any CITY facility until they meet the guidance* of the Los Angeles County Department of Public Health. * CONSULTANT acknowledges it has reviewed, understands and will follow the Los Angeles County Department of Public Health guidance for managers.
D. CONSULTANT shall also maintain daily monitoring and record keeping in connection with CITY projects where CONSULTANT employees come on site for the following information:
1. Projects are adhering to Social Distancing** and Industry Safety Standards for employees and the public. Please review Los Angeles County Department of Public Health guidelines for social distancing.
2. CONSULTANT employees are not working while sick.
3. CONSULTANT shall notify their CITY Project Manager or CITY Responsible Principal prior to reporting on site daily.
4. CONSULTANT shall contact their CITY Project Manager or CITY Responsible Principal to reschedule non-essential services.
E. CONSULTANT shall provide employees with handwashing and sanitizing equipment.
These requirements apply to all vendors and their employees regardless of whether they are fully vaccinated or not. CITY encourages and supports the choice to be vaccinated but is not requiring that employees, contractors, consultants, and vendors get vaccinated or provide proof of vaccination.
CONSULTANT shall be required to know and adhere to Los Angeles County Public Health Order http://publichealth.lacounty.gov/media/Coronavirus/reopening-la.htm#orders.
For the latest CITY updates and COVID-19 related FAQs please visit http://www.beverlyhills.org/novelcoronavirus.
CITY reserves the right to review CONSULTANT’s daily logs to ensure compliance with this Agreement. CITY has the right to send CONSULTANT employees home who do not comply with these requirements. CONSULTANT shall maintain the recordings and logs in accordance with the Agreement.
For questions, please contact CITY’s Responsible Principal or Risk Management at 310- 285-1073.
III. COVID-19 VACCINATION AND RECORD KEEPING REQUIREMENTS DocuSign Envelope ID: D7D6044E-32D9-4C9C-8816-58323D4F4142 -31-
CONSULTANT shall execute the attached “ACKNOWLEDGEMENT OF CITY VACCINATION AND RECORD KEEPING REQUIREMENTS AGAINST THE COVID-19 VIRUS”, Attachment 1 to this Exhibit.
DocuSign Envelope ID: D7D6044E-32D9-4C9C-8816-58323D4F4142 -32-
ATTACHMENT 1 TO EXHIBIT A
ACKNOWLEDGEMENT OF CITY VACCINATION AND RECORD KEEPING
REQUIREMENTS AGAINST THE COVID-19 VIRUS
I, THE UNDERSIGNED, HEREBY ATTEST THAT I AM AN AUTHORIZED REPRESENTATIVE OF CONSULTANT.
I hereby acknowledge and agree to comply with any federal, state and/or local laws, regulations and orders including the CITY’s requirement that CONSULTANT and its employees, personnel, agents, subconsultants, volunteers, and subcontractors, or any other individuals under the control of the CONSULTANT, who work with and among CITY employees or the public at CITY worksites and facilities in the performance of their duties under the Agreement (collectively “Covered Employees”) shall be either fully vaccinated against the COVID-19 virus as defined in this Attachment or be administered weekly COVID-19 tests (PCR or antigen) as required in this Attachment. Covered Employees shall include those with and without CITY badge access. Fully vaccinated shall be defined as two (2) weeks after the second dose of the Pfizer-BioNTech or Moderna COVID-19 vaccine is administered to the Covered Employee or two weeks after the single dose of the Johnson and Johnson Janssen COVID-19 vaccine is administered to the Covered Employee, or as further defined by the Center for Disease Control and Prevention (“CDC”), State of California, County of Los Angeles, or City of Beverly Hills. Each Covered Employee shall provide proof (vaccine card, image of vaccine card showing vaccination status) to CONSULTANT that such Covered Employee is fully vaccinated as defined in this Attachment or, the Covered Employee shall provide proof of a negative COVID-19 test (PCR or antigen) to CONSULTANT as further described in this Attachment no later than January 17, 2022.
I, the undersigned hereby attest that only vaccinated individuals, or individuals with weekly negative COVID-19 tests (PCR or antigen), will be assigned to work at CITY worksites and/or facilities under the Agreement. Covered Employees may be required to show proof of their vaccination status or a weekly negative COVID-19 test (PCR or antigen) to a CITY representative prior to performing work under the Agreement or at any time while performing work under the Agreement. CONSULTANT shall be responsible for ensuring that all of its assigned Covered Employees are fully vaccinated, or, have a negative COVID-19 test (PCR or antigen) prior to performing work under the Agreement. CONSULTANT shall maintain a log, certified by CONSULTANT, of vaccinated and tested Covered Employees for the term of the Agreement and shall provide such log to CITY upon request at any time.
I understand and acknowledge that CITY may, at a future time, determine that it cannot accommodate unvaccinated Covered Employees, and that it may not permit certain or all unvaccinated Covered Employees to perform work under the Agreement.
Failure to comply with these requirements shall be a default under the Agreement.
CONSULTANT is responsible for all costs associated with compliance with this Attachment.
I ALSO ACKNOWLEDGE THAT THESE REQUIREMENTS MAY CHANGE FROM TIME TO
TIME PURSUANT TO FUTURE FEDERAL, CALIFORNIA AND LOS ANGELES COUNTY
REQUIREMENTS AND AGREE TO COMPLY WITH ALL APPLICABLE STATUTES,
REGULATIONS, ORDERS, ORDINANCES AND POLICIES RELATING TO MITIGATING THE TRANSMISSION OF COVID-19.
DocuSign Envelope ID: D7D6044E-32D9-4C9C-8816-58323D4F4142 -33-
I, THE UNDERSIGNED, HEREBY ACKNOWLEDGE THAT THE FOREGOING IS TRUE AND CORRECT UNDER PENALTY OF PERJURY.
RINCON CONSULTANTS, INC.
By:____________________________________________________________ Name: ERIK FELDMAN
Title: Principal
Contract 618-20 / Vendor 1247
DocuSign Envelope ID: D7D6044E-32D9-4C9C-8816-58323D4F4142 ~ ~ ! Certificate Of Completion
Envelope Id: D7D6044E32D94C9C881658323D4F4142 Status: Completed Subject: Please DocuSign: Rincon Consultants, Inc. (618-20) Amendment No. 1 Vaccination Source Envelope:
Document Pages: 33 Signatures: 6 Envelope Originator:
Certificate Pages: 2 Initials: 0 Erin Justus
AutoNav: Enabled
EnvelopeId Stamping: Enabled
Time Zone: (UTC-08:00) Pacific Time (US & Canada)
455 N. Rexford Drive
Beverly Hills, CA 90210
[email protected]
IP Address: 198.245.189.169
Record Tracking
Status: Original
12/29/2021 8:25:03 AM
Holder: Erin Justus
[email protected]
Location: DocuSign
Signer Events Signature Timestamp
Erik Feldman
[email protected]
Principal
Rincon Consultants, Inc.
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 76.90.98.83
Sent: 12/29/2021 8:33:34 AM
Resent: 1/3/2022 9:00:14 AM
Resent: 1/5/2022 4:39:35 PM
Viewed: 1/6/2022 10:42:30 AM
Signed: 1/6/2022 10:44:07 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Lacrissa Davis
[email protected]
Vice President/CFO
Rincon Consultants, Inc.
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 76.95.53.173
Sent: 12/29/2021 8:33:35 AM
Viewed: 12/29/2021 8:49:08 AM
Signed: 12/29/2021 2:32:41 PM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Sharon L'Heureux Dressel
[email protected]
Risk Manager
Sharon Dressel
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 198.245.189.166
Sent: 1/6/2022 10:44:08 AM
Viewed: 1/6/2022 4:47:25 PM
Signed: 1/6/2022 4:47:33 PM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Robert Welch
[email protected]
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 76.170.32.184
Sent: 1/6/2022 4:47:35 PM
Viewed: 1/7/2022 8:58:16 AM
Signed: 1/7/2022 8:58:46 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
DocuSign·
Attachment 4
B0785-0001\2744536v3.doc
AMENDMENT NO. 2 TO THE AGREEMENT BETWEEN THE
CITY OF BEVERLY HILLS AND RINCON CONSULTANTS, INC.
FOR THE DEVELOPMENT OF THE BEVERLY HILLS CLIMATE
ACTION AND ADAPTATION PLAN
NAME OF CONSULTANT: Rincon Consultants, Inc.
RESPONSIBLE PRINCIPAL Erik Feldman, Principal
OF CONSULTANT:
CONSULTANT'S ADDRESS: 180 N. Ashwood Avenue
Ventura, CA 93003
CONSULTANT’S E.I.N./TAX I.D. NO.: 77-0300093
CITY'S ADDRESS: City of Beverly Hills
345 Foothill Road
Beverly Hills, CA 90210
Attention: Director of Public Works
COMMENCEMENT DATE: December 1, 2020
TERMINATION DATE: December 30, 2022 (original termination date) June 30, 2023 (amended pursuant to Amendment
No. 2)
CONSIDERATION: Original Agreement:
Professional Services:
Not to Exceed $262,698.00
Contingency: Not to Exceed $26,270.00
Total Not to Exceed: $288,968.00, as more fully
described in Exhibit B
Amendment No. 1: No Additional Cost
Amendment No. 2: Additional not to exceed
$90,218.00
Total Not to Exceed: $379,186.00, as more fully
described in Exhibit B
DocuSign Envelope ID: B409276F-4300-4AB1-A86B-2FF2B2839A24 765-22
AGREEMENT NO.
I I
2 B0785-0001\2744536v3.doc
AMENDMENT NO. 2 TO THE AGREEMENT BETWEEN THE
CITY OF BEVERLY HILLS AND RINCON CONSULTANTS, INC.
FOR THE DEVELOPMENT OF THE BEVERLY HILLS CLIMATE
ACTION AND ADAPTATION PLAN
This Amendment No. 2 is to that certain Agreement between the City of Beverly Hills (hereinafter called "CITY") and Rincon Consultants, Inc. (hereinafter called "CONSULTANT") dated December 8, 2020 and identified as Contract No. 618-20, as amended by Amendment No. 1, dated January 10, 2022 and identified as Contract No. 33-22 (“Agreement”).
RECITALS
A. CITY entered into a written agreement with CONSULTANT for the development of the Beverly Hills Climate Action and Adaptation Plan, which was previously amended.
B. CITY and CONSULTANT desire to further amend the Agreement to extend the termination date, modify the Scope of Work set forth in Exhibit A of the Agreement, compensate CONSULTANT for the additional services, amend Exhibit B of the Agreement to reflect the new consideration amount, modify the infectious disease language, and delete the vaccination and record keeping requirements.
NOW, THEREFORE, the parties agree as follows:
Section 1. The TERMINATION DATE shall be amended as stated on the cover page.
Section 2. The CONSIDERATION shall be amended as stated on the cover page.
DocuSign Envelope ID: B409276F-4300-4AB1-A86B-2FF2B2839A24 3 B0785-0001\2744536v3.doc
Section 3. Exhibit A, “Scope of Work”, shall be amended and restated as attached hereto and incorporated herein.
Section 4. The Vaccination and Record Keeping Requirements set forth in Section 24 are hereby deleted.
Section 5. Exhibit B, “Schedule of Payment and Rates”, of the Agreement is hereby amended as attached hereto and incorporated herein.
Section 6. Except as specifically amended by this Amendment No. 2, the remaining provisions of the Agreement shall remain in full force and effect.
EXECUTED the _____ day of __________________, 20___, at Beverly Hills, California.
CITY OF BEVERLY HILLS
A Municipal Corporation
__________________________________
GEORGE CHAVEZ
City Manager
CONSULTANT: Rincon Consultants, Inc.
___________________________________
ERIK FELDMAN
Principal
___________________________________
LACRISSA DAVIS
Chief Financial Officer
[Signatures continue]
DocuSign Envelope ID: B409276F-4300-4AB1-A86B-2FF2B2839A24 15th December 22
4 B0785-0001\2744536v3.doc
APPROVED AS TO FORM: APPROVED AS TO CONTENT:
___________________________________ ___________________________________ LAURENCE S. WIENER SHANA E. EPSTEIN
City Attorney Director of Public Works
___________________________________
ROBERT WELCH
Utilities General Manager
___________________________________
SHARON L’HEUREUX DRESSEL
Risk Manager
DocuSign Envelope ID: B409276F-4300-4AB1-A86B-2FF2B2839A24 5 B0785-0001\2744536v3.doc
EXHIBIT A
SCOPE OF WORK
I. SCOPE OF WORK
ORIGINAL AGREEMENT:
CONSULTANT shall perform the following services:
TASK 1– Background Review and Goals
Developing an action plan for climate change mitigation and implementation depends on key steps as shown in the Climate Action and Adaptation Plan (CAAP) Process Flow Diagram.
CITY’s CAAP will be developed iteratively and occur concurrently with project management, technical, and planning efforts described in Tasks 2 through 11. Therefore, this scope of work serves to kickoff and effectively manage the tasks related to development of findings and results that will inform the final CAAP document.
Task 1.1 – Project Management
High-quality project management during each task is an integral component related to the success of the CAAP. This task involves directly coordinating with CITY, Committees, and CONSULTANT over the proposed 12-18-month course of the project. The final project timeline can be adjusted during the kick-off meeting and will be reviewed throughout the process to ensure timely completion of all deliverables. Project management encompasses internal oversight of staff as well as management of the public outreach, traffic engineering, and environmental review tasks included within this scope of work. We plan to provide regular reporting, not less than monthly, to CITY on the status of technical and policy issues, schedule, and budget. Given the relatively tight timeframe to accomplish project objectives, exceptional project management and management accessibility will be critical to the success of this program. CONSULTANT will also be involved in the quality assurance and review of all tasks and work products within this scope of work. The budget for that quality control is included within each individual task budget.
DELIVERABLES:
1. Bi-weekly coordination calls and related meeting minutes
2. Monthly Progress Reports and Invoices
3. QA/QC of all deliverables
4. Adjusted project schedule
Task 1.2 – Project Kick-off Meeting
CONSULTANT will work with CITY to organize an initial kick-off meeting with the CITY’s Project Team and discuss project goals and objectives. CONSULTANT’s Principal, Erik Feldman, Project Manager, Lexi Journey, and Assistant Project Manager/ Sustainability Analyst, Andrew Beecher, will attend the kick-off meeting. As part of this task, key staff from Raimi + Associates (who will be leading the outreach and assisting on the vulnerability assessment and DocuSign Envelope ID: B409276F-4300-4AB1-A86B-2FF2B2839A24 6 B0785-0001\2744536v3.doc
development of adaptation and Green House Gas (GHG) mitigation measure) will also attend the kick-off meeting. The kick-off meeting will provide an opportunity to refine the scope of work and proposed schedule, as well as identify existing documents, existing policies, and key stakeholder groups. This meeting will also serve to establish the project management procedures, including invoicing terms and communication protocols. Following this kick-off meeting, CONSULTANT will provide an adjusted schedule as well as final list of existing applicable documents, data, and policies for CITY review and confirmation.
DELIVERABLES:
1. Kick-off Meeting Agenda and Minutes
2. Final list of Existing Documents/Data/Policies to review
3. Adjusted schedule
MEETINGS:
1. Attend 1 Kick-off meetings to present the analyses
TASK 2– Assessing Existing Policies, Programs, and Best Practices CONSULTANT’s CAAP development and implementation expertise includes approaches and tools that can be customized and scaled to meet the GHG reduction and climate adaptation efforts of any jurisdiction and region. CONSULTANT has used this unique expertise to develop a set of tools designed to increase efficiency and transparency in the climate action and adaptation planning process while reducing costs to the client. CONSULTANT’s climate action planning toolkit includes the Existing Conditions Emission Reduction Evaluation (ECERE) Tool, the Scenario Planning and Reduction Quantification (SPARQ) Tool, and CAPDash, CONSULTANT's measure tracking dashboard and GHG Inventory tool. In addition, CONSULTANT’s vulnerability mapping tool will be customized in GIS for CITY to include climate stressor maps, socioeconomic data, infrastructure data, and citywide connectivity. Together, these tools provide a transparent and efficient path to CAAP development and implementation.
These tools are fully customizable, allowing communities to develop and implement GHG reduction measures that best fit their needs. See Approach and Understanding, Climate Action Planning & Toolkit for more details.
Task 2.1 – Existing Conditions Analysis
CONSULTANT will review relevant CITY documents, policies, codes, council directives, and commitments and will utilize our measures evaluation tool to summarize existing climate measures that will be discussed during the existing climate action and adaptation measures evaluation meeting amongst CITY staff and CONSULTANT. This methodology allows the consulting team to ground themselves around previous work conducted to address climate change and the current conditions in CITY and allows CITY to take stock of successes and hurdles of past climate and sustainability planning efforts. This time also provides an opportunity to consolidate all existing reduction efforts (i.e. measures) in one place as well as review the most current State and regional plans to ensure consistency. To do this, CONSULTANT has developed a measures evaluation tool where we compile existing measures from current plans DocuSign Envelope ID: B409276F-4300-4AB1-A86B-2FF2B2839A24 7 B0785-0001\2744536v3.doc
and include easy drop-down menus to qualitatively evaluate each measure. Plans, CITY codes, policies, programs, and recent City Council commitments to be reviewed include at a minimum:
Documents Referenced:
1. Beverly Hills Sustainability City Plan 2009 and update (if available)
2. CITY’s General Plan, particularly the Land Use, Transportation, and Safety Elements
3. CITY’s Draft Complete Streets Plan
4. CITY’s 2019 Green Building Code
5. CITY’s Water Enterprise Plan (WEP) and draft Integrated Water Resources Master Plan (IWRMP)
6. CITY’s Draft Urban Forest and Management Plan (UFMP) and Street Tree Plan
7. CITY’s Food Waste Program
8. CITY’s Public Works Department Memorandum October 10, 2019
9. CITY’s Sustainability Initiatives in 2020: Sustainability Living, Food Donation and Waste Reduction, Enhance Sustainability Outreach programs.
10. CITY’s Sustainable Workshop Series
From the initial list of existing measures, CITY codes, policies, and programs, CONSULTANT will work with the CITY to select a set of criteria by which to conduct an initial qualitative analysis using our ECERE tool. These criteria would include impact and contribution toward achieving GHG emissions reduction goals (mitigation), contribution to enhancing resilience (adaptation), interdependency with other jurisdictions, synergies across multiple topics, alignment with GHG Inventory sectors, alignment with community priorities, measurements of equity, cost, and cost-effectiveness, and ease of implementation/timeline and/or complexity.
Differentiation will also be made based on who the key implementer(s) of policy options are, including City, State, federal, voluntary/private. CONSULTANT proposes to bring this analysis to a virtual team meeting with key members from both CITY and CONSULTANT team.
The policy evaluation tool will be provided for CITY to review and include the evaluation criteria as easy drop- down menu where CITY staff can evaluate the current status of the measures.
For measures that have not been started or completed, an additional space for notes on why is also provided. This process allows both the consulting team and CITY to gain insights into the possible hurdles to implementation of key climate actions and measures, be it funding, staff time, or political will, that we can focus on overcoming during the CAAP development process.
Following completion of the existing adaptation and mitigation measure evaluation, CONSULTANT will edit and update our existing best practices and measures library to focus on mitigation and adaptation measures and financing mechanisms and funding practices being implemented in cities of similar in size, scale, and physical context as Beverly Hills, such as Pasadena, Santa Monica, West Hollywood, and Culver City. We will also conduct research into the applicability of existing climate action frameworks such as C40 Cities: Urban Climate Action Impact Framework and CNCA: Long-Term Deep Carbon Reduction Planning to this effort.
Finally, we will provide a summary of existing GHG inventory protocols and the available tools (including CONSULTANT’s CAPDash Inventory tool) for the development of an updated GHG inventory. We will identify the scopes and the emissions sources covered in each protocol and investigate the availability of data needed for them to be undertaken. We understand that CITY prefers the use of a GHG inventory protocol that is compatible with the SEEC ClearPath California platform and aligns with CDP Cities and the Compact of Mayors. CONSULTANT is a DocuSign Envelope ID: B409276F-4300-4AB1-A86B-2FF2B2839A24 8 B0785-0001\2744536v3.doc
CARB Accredited GHG Inventory Lead Verification Body and we have prepared and audited 100s of GHG inventories for public and private entities and are very familiar with a variety of protocols and understand the impacts related to nuances/ impacts related to different protocols and methodologies.
DELIVERABLES:
1. CONSULTANT’s Existing Conditions GHG Emissions Reduction Evaluation Tool
2. Memo summarizing best practices research and findings from the ECERE existing program and policy review
3. Memo summarizing GHG inventory protocols and a recommended protocol to use for the GHG inventory
MEETINGS:
1. Meeting with CITY staff to discuss findings from Task 2 (time for this meeting is included under Task 6)
TASK 3– Greenhouse Gas Emissions Inventory
The RFP references CITY’s 2015 partially completed GHG Inventory and data from the Los Angeles County Sustainability Plan and states a potential desire for additional analysis to be completed to reconcile any differences in data and methodologies between the 2015 inventory and a current inventory (2018 or 2019, depending on available data). We understand that all the 2015 GHG inventory data is available except for the utility data. Therefore, as part of this scope CONSULTANT will request both 2015 and 2018 or 2019 energy data from the utilities to be able to both update the 2015 inventory and prepare a new Inventory for a more current year.
Emission inventories provide important information about the municipal and community's existing emissions sources and can help CITY identify which actions will be most effective at reducing local emissions. During this task, CONSULTANT Team will calculate the baseline inventories of all activities taking place citywide. The GHG emissions inventories will develop a current GHG inventory anticipated to be 2019, depending on availability of necessary data) and follow methods utilizing consistent accounting tools recommended by agencies such as Local Governments for Sustainability (ICLEI), California Air Resources Board (CARB), the Association of Environmental Professionals, the California Attorney General’s Office, CDP Cities and the Compact of Mayors, and current best practices in California.
Consistent with the U.S. Community Protocol, the community-wide GHG emissions inventory will account for GHG emissions resulting from residential and non-residential energy usage; vehicle miles traveled (VMT); off-road equipment; water usage; community-generated wastewater; and community-generated solid waste.
Task 3.1 – Data Collection and Existing Conditions Analysis CONSULTANT will begin the inventory process by reviewing the previously completed inventories and identifying the methodologies and emission factors used previously and updating those variables as necessary. CONSULTANT will then develop a current GHG inventory for CITY by first developing an inventory memo for CITY staff that will outline CONSULTANT’s suggestions for the current inventory year, future GHG emissions forecast DocuSign Envelope ID: B409276F-4300-4AB1-A86B-2FF2B2839A24 9 B0785-0001\2744536v3.doc
years, and required data sources. CONSULTANT assumes CITY will request the required data from the relevant utilities and service providers with the support of CONSULTANT. Due to the California Energy Commissions privacy rules, CONSULTANT has identified the relatively small number of industrial facilities located in CITY as a as a possible trigger for the California Public Utility 15/15 Rule1 that can often result in commercial electricity and/or natural gas data being withheld. CONSULTANT has addressed this issue for other cities and has developed an approach to transparently identify the issue so that it can be consistently managed in subsequent inventories.
Traditionally, the data collection process takes the greatest amount of time, because there are multiple data sources. Therefore, in order to streamline the data collection process and reduce delays, CONSULTANT has established specific tools including detailed data request documents and tracking mechanisms. CITY’s specific data request would be developed and refined after the kick-off meeting, once CONSULTANT has confirmed the preferred approach and necessary data required. The data request will include a summary of the data set that is needed and specific points of contact to retrieve the data from. It is anticipated that the primary data sources would include: CITY for water and wastewater data, Athens or CalRecycle for solid waste data, Southern California Edison (SCE) and Clean Power Alliance (CPA) for electricity data (energy use), and Southern California Gas Company (Sempra Energy) or direct source for natural gas data (energy use). We assume that we will only have to request 2015 community utility to update the existing 2015 inventory. This assumption is safe if the integrity of the data is not compromised. Additionally, vehicle miles traveled data will be provided by Fehr and Peers.
As part of this task, Fehr and Peers will conduct VMT analysis for CITY utilizing the 2016 SCAG Regional Transportation Plan/Sustainable Communities Strategy (RTP/ SCS) model. Fehr & Peers will use GIS analysis of the model’s traffic analysis zones that contain any portion of CITY to estimate the trips within the jurisdictional boundary of CITY. Outputs will include daily VMT by vehicle type (as defined in the model). Pursuant to the Regional Transportation Advisory Commission’s (RTAC), Fehr & Peers will disaggregate the VMT data to distinguish between trips located entirely within Beverly Hills and trips with either an origin or destination outside CITY. Trips entirely with CITY will be 100 percent attributable to CITY, whereas only 50 percent of the VMT associated with trips outside CITY will be attributable to CITY. Fehr and Peers has success- fully employed this approach to deliver GHG inventories for the City of Santa Monica and West Hollywood, and several other jurisdictions.
As part of the effort for implementing Senate Bill (SB) 743 in CITY, Fehr & Peers reviewed CITY’s VMT trends in comparison to trends in the broader region. VMT generated by households and employment uses were also estimated for CITY. This data can be used to supplement the VMT data required for the CAP. The SCAG RTP/SCS model will be used to provide the baseline/existing VMT, future VMT, and VMT for interim years based on straight-line growth interpolation. Fehr & Peers will provide tables summarizing the VMT data and will provide a brief description on the methodology used to calculate the VMT. Fehr & Peers will be available for up to two meetings or conference calls with the project team to support the CAP development.
Data Evaluation Memorandum
Upon the completion of the data collection process, CONSULTANT will prepare a Data Evaluation Memorandum that will provide an overview of the data that was provided by CITY and reviewed by CONSULTANT, including an explanation of the sources where the data was acquired and what it includes, as well as the proposed methodology for analysis of the GHG DocuSign Envelope ID: B409276F-4300-4AB1-A86B-2FF2B2839A24 10 B0785-0001\2744536v3.doc
emissions. As part of our analysis we will review the data for completeness and accuracy through an internally vetted quality assurance/quality control (QA/QC) process and present it in a concise manner to provide transparency and a replicable pathway for future emissions reporting. This analysis has recently been completed for the Cities of Walnut and South Pasadena to reflect the data inputs from both community and municipal operations and provides CONSULTANT with an opportunity to review the data with CITY for completeness and confirm that it is appropriate for use in CITY’s current GHG inventory. This is a critical step that provides confidence in the data and methodology used to track CITY’s progress in implementing the CAAP measures and defensibility with the CAAP's CEQA streamlining provisions. Upon review and clarification of the data and methodology summarized in a Draft Data Evaluation Memorandum, CONSULTANT will provide a Final Data Evaluation Memorandum for CITY records.
DELIVERABLES:
1. Data Request Memorandum
2. Draft Data Evaluation Memorandum
3. Final Data Evaluation Memorandum
Task 3.2 – Task 3.2 GHG Emission Calculations
For both the CITY community-wide and municipal inventories, CONSULTANT will calculate emissions using CAPDash GHG inventory tool, which is consistent with established protocols.
CAPDash was developed by CONSULTANT to streamline the GHG inventory process and provide a way for agencies to publicly display the inventory results. CAPDash converts data to GHG emissions using specific emissions factors that relate the emissions of GHGs to the quantity of fuel used (e.g., gallons of gasoline). The various GHGs are then aggregated and reported as carbon dioxide equivalents (CO2e), which combine GHGs of differing impacts into one weighted unit. The GHG inventory memorandum will include a historic trend analysis between 2015 and 2019 and will analyze emissions by both sector and scope to evaluate emissions based on sources and levels of control the community has on those emissions. We will also evaluate emission totals across several different metrics such as mass emissions, per capita, household, and geographic area metrics to evaluate how growth within and outside of the community has impacted emissions.
We understand that some agencies have preferences in the type of calculation tool that is used for the GHG inventory. CONSULTANT has developed GHG inventories utilizing a variety of tools such as the California SEEC ClearPath California tool developed by ICLEI and can use these tools as required by CITY. Therefore, selection of the appropriate tool for use in this work program will be coordinated with CITY during the kick-off meeting. Once all emissions are calculated, CONSULTANT will prepare a draft document summarizing the results in text, tables, and graphic form to clearly demonstrate CITY’s current emissions. CONSULTANT will provide CITY with the draft inventory for review and will make revisions within three working days upon receipt of one consolidated set of comments.
CONSULTANT will provide training on how to use CAPDash and present an overview of CAPDash to the appropriate Beverly Hills Departments as well as provide technical appendices that summarize the methodologies, data sources, assumptions, results and other information as needed.
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DELIVERABLES:
1. Draft GHG Inventories Memorandum
2. Final GHG Inventories Memorandum
3. CAPDash training and function
TASK 4– Greenhouse Gas Emissions Projections
Task 4.1 – Greenhouse Gas Emissions Projections
After completion of the inventory, CONSULTANT will utilize a forecast tool SPARQ (the forecast tool is described in Firm Capabilities) along with relevant information from the existing GHG emission inventories to generate a transparent forecast for 2025, 2030, 2035, 2040 and 2045.
These years have been selected based on a combination of state goals and interim milestone years (such as 2025) which will help in short-term planning and measure selection. Forecasts will be based on expected growth under a business-as-usual (BAU) and adjusted scenario which would include existing legislative adjustments such as SB 100, electric vehicle (EV) adoption, zero-emission vehicle market development, EO N-79-20, clean fuels, and Title 24.
The business-as-usual forecasts would be based on existing conditions plus projected growth, and not account for future regulatory changes or the GHG emission impact of further implementation of existing CITY plans. The business-as-usual forecasts would include the current participation rates in the 50% renewable energy option provided by CPA. As part of this task, Fehr and Peers will use the 2016 Southern California Association of Governments (SCAG) Regional Transportation Plan/ Sustainable Communities Strategy (RTP/SCS) to estimate existing conditions and baseline vehicle miles traveled estimates to interpolate/extrapolate VMT for each forecast scenario years (2025, 2030, 2035, 2040, and 2045).
Following calculation of the business-as-usual forecasts, CONSULTANT will also calculate an “adjusted” forecast, which will take into account foreseeable regulatory changes affecting GHG emissions (e.g., Low Carbon Fuel Standard, Pavley Clean Car Standards, SB 100 renewables portfolio standard, Title 24, and various General Plan Elements, as applicable) This will provide a more accurate picture of future emissions growth and the quantity of GHG emissions Beverly Hills would be responsible for reducing to meet GHG reduction targets. The adjusted and business-as-usual forecast model will be used to conduct a gap analysis after targets are set.
The forecasts will allow CONSULTANT to determine the GHG reductions required for CITY to meet their goals for the years listed above. The analyses will also include future GHG reduction impacts related to recently adopted or soon to be adopted plans and policies. These plans as a minimum will include:
1. Draft Complete Streets Plan
2. 2019 Green Building Code
3. Water Enterprise Plan (WEP) and draft Integrated Water Resources Master Plan (IWRMP)
4. Draft Urban Forest and Management Plan (UFMP) and Street Tree Plan
5. Food Waste Program
6. General Plan
Included in the GHG emissions forecast will be an assessment of the potential impacts that the recent Executive Order N-79-20, requiring all vehicle sales in California are zero-emission by DocuSign Envelope ID: B409276F-4300-4AB1-A86B-2FF2B2839A24 12 B0785-0001\2744536v3.doc
2035. This will include an assessment of how this may impact future transportation GHG emissions and the secondary impact of increased electricity consumption.
We understand that different agencies have preferences in the type of calculation tool that is used for the GHG Forecast. CONSULTANT has developed GHG forecasts utilizing a variety of tools such as the California SEEC ClearPath California tool and can use these tools as required by CITY. Therefore, selection of the appropriate tool for use in this work program will be coordinated with CITY during the kick-off meeting.
DELIVERABLES:
See deliverables under Task 4.2
Task 4.2 – Target Setting
CONSULTANT’s approach to target setting is iterative, which is essential to identifying GHG reduction targets that are practical, defensible, and consistent with current state recommendations, including SB 32 and Executive Orders (EO) S-3-05 and B-55-18. For purposes of using the CAAP as a CEQA streamlining tool, the targets are established for the year 2020, 2030, 2040 and 2045. The CONSULTANT is to recommend three different target trajectories towards achieving carbon neutrality. These targets will be discussed and approved by recommending government bodies such as the Public Works, Planning and Traffic and Parking Commission and the City Council. The first tier or trajectory would align with the state targets outlined in AB 32 (equivalent to 1990 emission levels), SB 32 (40% below 1990 Emission level), and EO B-55-18 (carbon neutrality). CONSULTANT to include targets associated with EO B-55-18 (carbon neutral by 2045) in the preliminary target analysis as it is likely this target will be codified by the state in the future and may supersede 2050 targets associated with EO-S-3-05 (80% below 1990 levels by 2050). However, forecast model years and targets will be developed and confirmed based on discussions with CITY and will be designed to be realistic, yet aspirational. Providing context for CITY’s trajectories to meet the targets beyond 2020 is important and will be informed by the outcome of the adjusted forecast and quantification of feasible GHG-reduction measures.
CONSULTANT will leverage the GHG emissions inventories and forecasts to generate two additional tiers for future GHG reductions targets that will be developed and confirmed based on discussions with CITY and will help guide the measure development under Task 5.
CONSULTANT will also produce both per capita and mass emission-based targets for CITY to review. Per capita emissions targets are well established by the state through the 2017 Scoping Plan and may provide a more accurate portrayal CITY’ emission changes over time due to the ability to normalize population fluxes. These per person estimates can also be translated into per service person (employees + population). A complete analysis of both options will be conducted and presented to CITY for approval.
DELIVERABLES:
1. Draft Recommended GHG Emission Forecast and Targets Memorandum
2. Final Recommended GHG Emissions Forecast and Targets Memorandum
3. Forecast and Target-setting Tool. The analyses will provide the basis for the tier level emission reduction measures in Task 5
4. One PowerPoint presentation for public meetings and one round of edits to staff report DocuSign Envelope ID: B409276F-4300-4AB1-A86B-2FF2B2839A24 13 B0785-0001\2744536v3.doc
MEETINGS:
1. Conference call or virtual meeting to provide details and elaborate on the data produced by the technical memo
2. Attend at least six (6) Commission meetings to present the analyses. (Time for this is included under Task 6)
TASK 5– Tier Level Emission Reduction Measures
Task 5.1 – Identify, Evaluate and Quantify GHG Reduction and Adaptation Measures Once the provisional GHG emission reduction targets have been established, the team will shift to developing specific actions that will allow CITY to reach these targets. To support this process, CONSULTANT has developed a suite of tools and assessment strategies to support what we have found to be the most critical portion of the work plan. As a first step, CONSULTANT will conduct a multi-criteria analysis on a core set of measures. The initial measures list will be informed by input from the various CITY Departments and our experience developing defensible climate action plans throughout the state. These measures will focus heavily on areas with the largest GHG emissions reductions, such as the electrification building energy and transportation. Measures related to electrification will include the transitional step required to meet full electrification. Measures related to public education programs, sequestration and enhanced eco- systems, waste reduction, low-carbon economy, and water will also be developed as feasible and necessary.
From the initial list of measures, CONSULTANT will work with CITY to select a list of criteria by which to conduct a qualitative analysis using the ECERE tool. These criteria would include impact and contribution to achieving reduction goals (mitigation), contribution to enhancing resilience (adaptation), interdependency between jurisdictions, synergies across multiple topics, alignment with GHG Inventory, alignment with community priorities, equity, cost and costeffectiveness, and ease of implementation/timeline and/or complexity. Differentiation will also be made based on who the key implementer(s) of policy options are, including city, state, federal, and voluntary/private.
CONSULTANT will leverage a list of existing CITY measures (developed as part of Task 2) and existing climate action planning toolkit to conduct this analysis. For example, our ECERE tool allows for multi-criteria analysis and displays the overall score of each measure. This tool allows customization with a weighting scale that CITY can fine tune to promote measures that perform well in general or in specific criteria (e.g. if CITY is looking for measures that have the highest emissions reductions or the lowest community cost). CONSULTANT will work with CITY staff to create an agreed upon indicator format for each respective emission reduction measure (metric, relative factor, time dimension, e.g. gallons/person/year).
To further assess emission reduction measures and different approaches to reach carbon neutrality (aggressive, moderate, and conservative); CONSULTANT will employ its SPARQ tool.
This tool makes the measure quantification process more transparent and the dashboard feature allows CITY to change target metrics for each measure to see how these changes will affect community emissions and their ability to achieve different target trajectories over time.
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CITY shall provide input on the draft emission reduction measures list. CONSULTANT will present a finalized list to CITY staff and stakeholders for review and input. From this foundation, we will assess any policy or program gaps and identify additional opportunities for emission reductions. Every measure CONSULTANT develops will come with a GHG reduction potential, list of co-benefits (e.g., environmental justice, safe communities, “buying local,” and habitat protections), approximate implementation costs, and potential funding sources. From this information, CONSULTANT will develop an implementation strategy that outlines which measures should be prioritized.
Once the final list of measures is confirmed with the relevant CITY departments, CONSULTANT team will provide an analyses and report for Beverly Hills to choose a Conservative, Moderate or Accelerated Path to Carbon Neutrality. The proposal for each tier will include an analysis of the costs associated with the different tiered pathways, based on the analysis provided by Hatch in Task 5.2. The accelerated pathway in this Tier Level Emission Reduction Measure Pathway analysis will include an assessment of feasibility of an accelerated pathway that can prioritize implementation of the GHG reductions measures with the largest reduction potential within the first 5 to 10 years of plan adoption.
Once the initial analysis is completed, CONSULTANT will work with CITY to refine and prioritize the emission reduction measures, trajectories and targets and use them to develop the draft climate action portion of the plan. The CAAP will need to be flexible to enable CITY to respond to changes in state and federal GHG policy, the introduction of new technologies, and changes in energy supply, among others.
CONSULTANT will provide all information and thorough explanation for all technical analyses performed. CONSULTANT understand how critical the memorialization of analyses is for current and future planning and tracking processes. CONSULTANT will provide a robust and user-friendly technical appendix for the Tier Level Emission Reduction Pathway analysis that can be used as methodology guidance documents for future planning and tracking so that CITY can maintain consistency across documents. The technical appendix will include at least one round of CITY departmental edits and will be presented to the relevant commissions for discussion and recommendation and onto City Council Study Session for discussion and adjustments.
DELIVERABLES
1. Technical Memorandum that provides the tier level GHG reduction measures and fiscal analysis
2. ERM Prioritization Tool (SPARQ Tool) Customized for CITY
3. Draft Emission Reduction Measures (ERM) List
4. ERM Final Selection Table with Analysis for GHG Reduction
5. Co-Benefits Analysis
6. Draft GHG Inventory, Forecast, and Targets Technical Appendix
7. Final GHG Inventory, Forecast, and Targets Technical Appendix
8. One PowerPoint presentation for public meetings and one round of edits to a staff report DocuSign Envelope ID: B409276F-4300-4AB1-A86B-2FF2B2839A24 15 B0785-0001\2744536v3.doc
MEETINGS:
1. Conference call or virtual meetings to provide details and elaborate on the data produced by the technical memo.
2. At least three (3) meetings with Commissions to discuss the tier level options and seek recommendations that best fits CITY. (Time for this is included under Task 6).
3. At least two (2) community meetings to present the tier level options and seek community support on the best option for CITY. (Time for this is included under Task 6).
4. At least one (1) City Council meeting to present the tier level options and seek direction to which tier level option should be included in the final CAAP. (Time for this is included under Task 6).
Task 5.2 – Funding and Financing Strategy
CONSULTANT has teamed with Hatch, who will leverage their experience with cutting edge funding and financing vehicles including carbon markets, public private partnerships, green bonds, and more. Hatch will develop an economic impact analysis and a fiscal impact analysis for three approaches to reaching carbon neutrality by 2045. Through engagement with the balance of the team and CITY, Hatch will begin this task with a clear understanding of the activities included, timing, and implementation mechanisms for each emissions-reduction measure. The analysis of key measures included in the list of final measures will be conducted to include the potential need for general fund allocations, fees that may become a revenue source for CITY, and feasibility for incentives and effects on the general fund revenue for development projects. Understanding and agreement on these topics is important to ensure that the economic analyses accurately reflect what will be proposed and can also facilitate important conversations within CITY related to implementation and resource allocation.
After documenting economically relevant information about the emissions-reduction measures, Hatch will model the economic impacts of measures in terms of their impact on gross regional product (GRP), employment, and output. The economic impacts will be analyses for both ongoing and one-time events. For the fiscal impact analysis, Hatch will examine how each group of emissions-reduction measures proposed to meet a given milestone translate into changes in fiscal revenue expenditures generation through the development of a fiscal impact model. Sales, transient occupancy and business taxes will be of particular focus in this analysis given their importance to CITY’s fiscal health and the community’s vibrancy as a retail and culinary destination. Fiscal impacts will be assessed on a milestone and cumulative present value basis to provide an understanding of how the emissions-reduction measures proposed to meet each milestone result in changes to CITY’s fiscal state. A critical component of both the fiscal and economic impact analysis will be familiarity with the economic ramifications of new technology adoption (e.g., EVs, AVs, distributed renewables, etc.) and consumer response to new business models, in which Hatch is well-versed. Hatch will provide an understanding of not only the economic and fiscal impacts of the proposed path to carbon neutrality at key milestone dates, and also inform and optimize the emissions-reduction measure development process.
CONSULTANT has found that an iterative measure development process supports the development to highly effective emissions-reduction measures that provide the broadest suite of benefits.
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DELIVERABLES:
1. Draft and Final Memorandum on economic impacts
2. Draft and Final Memorandum on fiscal impacts
MEETING:
1. 1 Meeting and meeting notes on economically relevant information on measures TASK 6– Stakeholders Engagement
Raimi + Associates will lead this task with support from CONSULTANT and Hatch. Conducting meaningful and authentic stakeholder engagement is one of the firm’s core principles and areas of expertise. They are well versed in the various methods and formats that are used in the stakeholder process – workshops, town hall meetings, focus groups, stakeholder and staff interviews, advisory committees, and pop-up events. While some of these methods may not be viable as a result of the global pandemic and need to maintain social distance to protect public health, we have learned that the fundamental objectives stay largely the same – inclusion in outreach, providing diversity of methods to engage, creating comfortable experience, ensuring language and cultural appropriateness, providing access to all members of the community, and offering an experience that is creative and inspiring. Responding to the public health crisis from a stakeholder engagement standpoint has meant identifying and applying a range of tools including surveys, interactive mapping via MetroQuest, utilizing the full suite of functions provided by Zoom (polls, break out rooms, parallel chat dialogue).
Several recent experiences have shown that virtual meetings also provide benefits by allowing people that may not have been able to attend an in-person meeting due to work schedules, the need for child care, or other obligations, may be more able to participate when the event can be accessed from their home.
Task 6.1 – Task 6.1: Stakeholders Engagement Plan
The CONSULTANT will prepare a comprehensive Stakeholder Engagement Plan. Data analysis will be used to inform each step of the stakeholder process to present the effective and viable sustainable practices. The Plan will identify the overall objectives for the stakeholder engagement, key stakeholders to include in the CAAP process, the specific stakeholder activities and events, the formats to be used, responsibility of CONSULTANT and CITY for various resources and tasks, and a schedule that shows how the stakeholder process aligns with and informs the overall CAAP development. The outreach team will utilize available demographic data for Beverly Hills, as well as anecdotal staff experience to identify underrepresented populations for targeted outreach to get mostly all community members, including vulnerable populations, included in the CAAP process. These populations may include those who are language-isolated, elderly and youth, or renters. The Stakeholder Engagement Plan will also incorporate CAAP data as it is developed, first the inventory, followed by the BAU an ABAU targets, and ultimately the GHG reductions that are projected to occur through the various CAAP measures.
The Stakeholder Engagement Plan will identify and provide details about events and activities that are needed to gain robust community input from multiple viewpoints including CITY Council; relevant Commissions; CITY Staff in planning, building, public works, housing, and other DocuSign Envelope ID: B409276F-4300-4AB1-A86B-2FF2B2839A24 17 B0785-0001\2744536v3.doc
departments or divisions that may be involved in implementing the CAAP; the business community; residents from various neighbor- hoods in CITY; energy efficiency and renewable energy, urban forestry, waste management, and other environmental groups; academia and researchers; and, regional and local public agencies. The Stakeholder Engagement Plan will include detailed plans to utilize virtual platforms and work with CITY’s cable TV station to publicize and setup workshops for the CAAP; providing opportunity for CITY Staff to select the ideal modes of engagement for stakeholders. The Stakeholder Engagement Plan will also include efforts to engage Beverly Hills Unified School District students and district staff.
DELIVERABLES:
1. Draft Stakeholder Engagement Plan
2. Final Stakeholder Engagement Plan
Task 6.2 – Project Website and Branding
CONSULTANT will develop and maintain a website for the project which will allow the community to view new work products, view schedules for meetings and community workshops, learn about existing and future conditions, and most importantly submit questions and comments. The website will be structured so that the most readily available information is simple and easy to understand for a wide audience.
CONSULTANT will also develop a logo for the CAAP Project that will be used to link together marketing, outreach, and education campaigns. Through the consistent use of the project logo and brand, the project team will build awareness of the CAAP. The CITY will then be able to attach the logo to related future projects allowing the community to easily identify implementation projects. Logo shall be approved by CITY.
DELIVERABLES:
1. Draft CAAP Website Layout and Logo
2. Final CAAP Website Layout and Logo
Task 6.3 – Stakeholder Meetings
To gain stakeholder input through the CAAP development process, CONSULTANT will coordinate the following three stake- holder groups:
1. CITY staff – this will include representatives from Community Development, Community Services, Public Works, and other Departments and Divisions that have a role in climate action and adaptation.
2. Appointed and Elected Officials – this will include City Council members and Commissioners representing the Planning Commission, Public Works Commission, Traffic and Parking Commission, Recreation and Parks Commission, and others as determined by CONSULTANT in consultation with CITY staff.
3. Representatives from environmental groups, regional public agencies, residents, business community, and researchers/academia – this may include NRDC, Sierra Club, Tree People, US Green Building Council, , Beverly Hills Unified School District (BHUSD), BHUSD Parent Teacher Association (PTA), Safe Routes to School, LA County Public Works and Health Departments, Clean Power Alliance, Los Angeles DocuSign Envelope ID: B409276F-4300-4AB1-A86B-2FF2B2839A24 18 B0785-0001\2744536v3.doc
Regional Collaborative for Climate Action and Resilience, researchers or topical experts from the UCLA Institute of the Environment and Sustainability, local architects and contractors, local business owners and the Chamber of Commerce, and innovators in and advocates for sustainable energy, mobility, building design, or waste management.
The outreach team will coordinate the agendas for each group meeting, prepare needed content such as summaries of the GHG inventory and projections, GHG reduction measures and cobenefits, facilitate the meetings, and record the discussions and outcomes. Four meetings will be held with each of the stakeholder groups, for a total of 12 Stakeholder Group meetings.
Raimi + Associates will coordinate the stake- holder engagement process with the overall project schedule to ensure that there is alignment and the stakeholder process incorporates the technical analysis and is able to provide guidance on opportunities and priorities as the CAAP moves through the various stages of development. One of the stakeholder meetings will provide opportunity for stakeholders to receive a description of the various tools that will be used by CONSULTANT in the CAAP process.
MEETINGS:
1. Up to 12 stakeholder group meetings, including agendas and notes Task 6.4 – Community Stakeholders Events
In addition to the Stakeholder Group meetings, CONSULTANT will organize and produce three public Community Stakeholder events, to provide opportunities for the broader Beverly Hills community to engage in developing the CAAP. These will be structured as follows:
▪ Community Stakeholder Event #1: the purpose of this meetings is to provide an introductory community-wide workshop and discussion regarding Climate Change and Climate Actions and the actions that can be taken by CITY, residents, and businesses to slow down climate change effects. The workshop will introduce the community to climate action planning process, describe what issues are included in the analysis, and clarify how the CAAP relates to other CITY plans and policies. The community will be asked for suggestions on sectors or topics that should emphasized to meet climate goals or to align with other CITY priorities or opportunities.
▪ Community Stakeholder Event #2: the purpose of this meeting is to present a suggested suite of GHG reduction measures that have been identified by CONSULTANT team and vetted through the meetings with the three Stakeholder Groups. The measures will be organized by topic area and presented for community review and prioritization. Measures are expected to include approaches for increasing the renewable portion of grid supplied energy, energy efficiency and decarbonization strategies for existing and newly constructed buildings, shifts in transportation mode or fuel type, waste reduction and diversion, and carbon capture options through urban forest and open management practices. Optional measures will be described along with their GHG reduction potential.
The meeting will also include a discussion of actions that can be taken to reduce climate vulnerabilities and risks. Participants will be able to identify their top five measures for climate action and adaptation. The results of the meeting will be used to guide CONSULTANT and CITY staff in preparing the Draft CAAP.
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▪ Community Stakeholder Event #3: the purpose of this meeting is to review the Draft CAAP with the community stakeholders. CONSULTANT will present a brief summary of the Business As Usual (BAU) and Adjusted Business As Usual (ABAU) forecasts, the GHG reduction target, and the emissions gap that the CAAP aims to close to achieve carbon neutrality. This will be followed by a presentation of the various measures and the scale of implementation that is needed to achieve the target in the short-, medium-, and long-term.
The meeting will also include a review of the actions that are recommend to address CITY Beverly Hills vulnerabilities and risks associated with climate change.
The presentation will conclude with a discussion of the recommended policy and program changes and funding and financing options to implement the CAAP.
CONSULTANT will produce the marketing and communication materials for the Community Stakeholder Events and will work with CITY Communications Department to ensure that the materials meet CITY branding and style guidelines. We will also coordinate with the Communications Department to integrate the CAAP out- reach process with other CITY communications through CITY website, and social media platforms. Particularly given the potential that these meetings will need to be conducted virtually, it will be important to effectively and strategically utilize social media platforms including Facebook, Twitter, Instagram, Nextdoor, and neighborhood and business organization email lists and networks.
DELIVERABLES:
1. Up to 6 PowerPoint Presentations and support materials - one for each of the three community stakeholder events (electronic versions)
MEETINGS:
1. Up to 6 community stakeholder events, including agendas and notes
2. Coordination with CITY Communications Department
Task 6.5 – City Council Meetings
CONSULTANT will assist CITY in preparing for and providing technical support for up to three City Council meetings. We recommend that one of these meetings be conducted as a Study Session to provide more time and less formal structure, so that Council members can engage in a dialogue with each other, CITY staff, and key members of CONSULTANT team on the various components of the CAAP, analysis methodologies, expected outcomes, and how the CAAP relates to other CITY policies and priorities. CONSULTANT recognizes that the process of developing the CAAP is iterative and may take several drafts and presentations to various CITY Commissions (such as Planning, Public Works, Traffic and Parking, or Parks and Open Space) before a formal recommendation to City Council for adoption. The CONSULTANT will assist CITY staff to prepare presentation materials and other needed information for these meetings.
DELIVERABLES:
1. Up to 3 PowerPoint slide decks and edits to staff reports DocuSign Envelope ID: B409276F-4300-4AB1-A86B-2FF2B2839A24 20 B0785-0001\2744536v3.doc
MEETINGS:
1. Up to 3 City Council meetings related to the CAAP
2. Coordination with CITY Communications Department
Task 6.6 – Community Advisory Committee Meetings
The CONSULTANT will assist CITY in preparing for and providing technical support for up to three Community Advisory Committee Meetings. Goal of the Community Advisory Committee is to open the opportunity to regular community members or appointed Ad-Hoc committee members by the City Council or various Commissions to look into the details of the CAAP. The CONSULTANT will assist CITY staff to prepare presentation materials and other needed information for these meetings.
DELIVERABLES:
1. Up to 4 PowerPoint slide decks
MEETINGS:
1. Up to 4 Community Advisory Committee Meetings related to the CAAP TASK 7– Vulnerability Assessment and Adaptation Measures Task 7.1 – Vulnerability Assessment
In order to understand how Beverly Hills may be impacted by climate change over time, we will conduct the following:
Adaptation and Resilience Kick-off Meeting
The CONSULTANT will lead an Adaptation and Resilience meeting with strategic CITY staff and stakeholders such as Public Works, Emergency Management, Resilience, and Recovery and other relevant departments to create alignment around the purpose and scope of this task. We will review the overall process as well as any critical issues or questions that CITY needs to address and will discuss the policy framework. This meeting will also be used to identify existing datasets such and relevant background information, such as CITY’s Hazard Mitigation Plan.
CONSULTANT will review existing vulnerability assessments on the local and state level. As an outcome of the Adaptation and Resilience meeting, this foundational information will be identified and reviewed by the project team prior to the workshops. An outcome will be analysis and prioritization of hazards, risks, and vulnerabilities facing CITY based on readily accessible existing datasets and GIS files.
Hazard Assessment
The initial component of the study will focus on developing a localized understanding of climate change hazards across CITY based on existing and publicly available datasets.
CONSULTANT’s GIS team will develop an online mapping tool which will include natural and man-made hazard maps, socioeconomic data (e.g. opportunity zones), infrastructure data, and citywide connectivity. Maps will be developed using CITY GIS data and data available from the DocuSign Envelope ID: B409276F-4300-4AB1-A86B-2FF2B2839A24 21 B0785-0001\2744536v3.doc
Cal-Adapt 2.0, the California Fourth Climate Change Assessment, and the Governor’s Office of Planning and Research (OPR) Adaptation Clearinghouse. CONSULTANT will include existing hazard profiles and then integrate climate change projections (as available) to understand potential changes in impacts that CITY may be subject to in the future related to precipitation, temperature, extreme heat, wildfire, coastal and riverine flooding based on existing data. This will allow us to identify areas that may be most subjected to the temporal changes imposed by climate change. The online mapping tool will allow for the spatial incorporation of all GHG mitigation and adaptation strategies (as appropriate) into one comprehensive platform.
CONSULTANT will leverage this tool to help CITY and stakeholders visualize and prioritize near, mid, and long-term adaptation measure recommendations.
Exposure Identification
The second component will center around gaining an understanding of the communities, infrastructure and assets within Beverly Hills. Specifically, we will focus on population demographics (such as socio-economic data, age, transit-dependence, homeownership, etc.), transportation networks (both road and public transport) and critical infrastructure (such as electrical and communications networks, wastewater treatment plants, hospitals, etc.).
Vulnerability Assessment
The vulnerability component will pull together collated information about future climate change hazards and our models and understanding of the people, infrastructure and assets in the city.
This analysis will consider how future extreme events may push already vulnerable populations past a tipping point. Our analysis will build off existing community indicators already identified by the city and outlined in CITY’s General Plan and Hazard Mitigation Plan.
DELIVERABLES:
See deliverables under Task 7.2.
Task 7.2 – Adaptation Measures
Measures Development
The CONSULTANT will develop and prioritize adaptation measures for both the community and municipal operations associated with each identified risk based on level of severity (low-risk, medium-risk, and high-risk). The CITY’s Hazard Mitigation Plan and Emergency Management Plan will be used as references in order to coordinate adaptation measures with current CITY efforts. The analysis will address both community-based adaptation measures and measures that are focused on municipal government operations. The relative costs, benefits, and complexity of implementation will be determined for each measure.
CONSULTANT will leverage their recent experience in recent completed CAAP and extensive experience analyzing and developing mitigation for social vulnerabilities will lead the analysis of social vulnerabilities, specifically the potential for any disproportional impacts that climate change may have on vulnerable populations across CITY including seniors, children, lowincome families and individuals, persons with disabilities, and persons with respiratory, circulatory, or other health issues. Raimi + Associates will draw from CalEnviro Screen, data from LA County Department of Public Health, the US Census and American Community Survey for data. Beverly Hills specific information regarding vulnerable populations or risk groups will be DocuSign Envelope ID: B409276F-4300-4AB1-A86B-2FF2B2839A24 22 B0785-0001\2744536v3.doc
generated through staff’s institutional knowledge the stakeholder process. Innovative strategies such as micro grids or retrofitting of community facilities to operate on battery power as a neighborhood resilience hub will be explored as ways to concurrently address physical and social vulnerabilities and needs.
Cost-Benefit Analysis
Hatch will perform a cost benefit analysis of the proposed adaptation measures to allow CITY not only to understand the overall benefit-cost ratio of a particular approach to adaptation but also the key drivers of the cost-benefit results. If CITY intends to use the cost-benefit analyses in other contexts, such as for grant documentation, Hatch can use the relevant guidance from grant-making entities in the analysis. This guidance may inform selection of topics of analysis, extent of impact analyzed, and selection of discount rate, but at a minimum, direct costs of implementation for The CITY and/or residents will be considered along with benefits resulting from cost savings/avoided costs as well as decreased carbon emissions (social cost of carbon) and criteria pollutants. Hatch will leverage existing information on costs where possible and can use unit-cost level data to develop cost assumptions where necessary. Hatch will also contribute to the project team’s identification of disproportionate impacts on vulnerable populations across CITY, informed by Hatch’s work on the Equitable Climate Resilience Project, which is designed to illuminate the intersection of equity and climate resilience for cities through a grant from the Kresge Foundation.
The adaptation and resilience measures and results of the cost benefits analysis will be presented at meetings with various city commissions to refine and adjust the measures prior to preparing the CAAP document.
DELIVERABLES:
1. Vulnerability Assessment and Recommended Adaptation Measures Memorandum (It is assumed that this Vulnerability Assessment will be included as a technical appendix to the CAAP.)
2. Adaptation Measures Cost-Benefit Summary Memorandum
3. One PowerPoint presentation for various CITY commissions meetings MEETINGS:
1. Meeting with staff to discuss the findings
2. Three (3) total meetings with various CITY commission to discuss Vulnerability Assessment and Measures of Climate Change (Time for these meetings is included under Task 6)
TASK 8– Implementation Plan
Task 8.1 – Implementation and Monitoring Strategy
The CAAP will contain a comprehensive Implementation and Monitoring Strategy Table that summarizes how the CAAP measures and associated actions will be implemented, monitored, and adjusted over time to ensure that Beverly Hills stays on track to achieve the CAAP’s targets for emissions reductions and adaptation goals. The table would identify of agencies, divisions, DocuSign Envelope ID: B409276F-4300-4AB1-A86B-2FF2B2839A24 23 B0785-0001\2744536v3.doc
and organizations responsible for implementation of action steps, anticipated timeframes to implement actions, and indicators to assess actions goal progress, funding availability, potential partnerships, and timelines:
Based on the results of working with Beverly Hills staff as part of identification, evaluation, and quantification of measures under Task 5, CONSULTANT will specifically include the following indicators for each action in the Implementation and Monitoring Strategy Table:
Quantified GHG reduction potential
Qualitative environmental co-benefits
Economic impacts
Administrative feasibility and enforceability
Based on the above prioritization effort the following will then be identified:
Required reductions needed to meet target
Highest impact areas for potential reductions
Comprehensive list of potential GHG reduction measures, prioritized based on specific metrics (including GHG reduction potentials, costs, and savings) The implementation plan will be linked to CAPDash where metrics will be tracked to prove implementation of measures and regular GHG inventories will be completed to monitor and track progress with actual GHG reductions. As part of this effort CONSULTANT will conduct a CAPDash training with appropriate staff from each department responsible for implementing portions of the CAAP.
DELIVERABLES:
1. Draft Implementation and Monitoring Strategy Table that will include the following elements:
- Identify Lead agencies and partners
- Identify community-based programs to achieve GHG reduction targets and adaptation measures.
- Implementation Costs
- Timeframe
- Funding mechanisms
2. Final Implementation and Monitoring Strategy
MEETINGS:
1. Correspondence and up to two conference calls with CITY staff to discuss/complete this deliverable.
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TASK 9– Climate Action and Adaptation Plan Document
Task 9.1 – Draft CAAP
The CAAP will be completed through an iterative process that is inspired by the findings of the GHG inventory and community feedback received during community outreach and facilitation.
As part of the CAAP process, CONSULTANT will generate comprehensive material that will be available on a CAAP website that is created to disseminate information and provide a landing space for the community (see Task 6 for more information on the CAAP website). The CAAP will also include the implementation and monitoring strategy discussed under Task 8.
CONSULTANT proposes to develop a user friendly and readable CAAP document that aligns with current legislation (e.g. Senate Bill 32 and Executive Order (EO) B-55-18) and leverages infographics, photos, and other visuals when- ever possible with leaving technical documentation to the appendices. The Typical Emission Curve below depicts the gap that CITY could close if the Plan relies on the reduction goals EO B-55-18.
The CAAP will provide a creative and innovative roadmap for CITY to achieve emission reductions and will include both near-term and long-term reduction measures as well as the departments and community partners who will generally be responsible for implementing them.
Likewise, the CAAP will address risks and vulnerabilities related to climate adaptation and resilience measures in accordance with Senate Bill 379. The CAAP will also set key performance indicators (KPI) that will help define a successful implementation of the CAAP strategy as well as measure progress over time.
One of the greatest challenges of designing a CAAP document format is the simultaneous need for both clarity and complexity. The document needs to be reader friendly and easily accessible to a wide range of stakeholders, while also containing detailed analysis, data, and specific actions. To solve this problem, CONSULTANT will create a visual Executive Summary, which will contain infographics, photos, and high-level goals and projects associated with the CAAP.
Each page of the Executive Summary will act as a title page to the various appendices, policies, and datasets required by a high-functioning planning document. This pro- vides CITY with one powerful document that can function as two. The third aspect of the CAAP document is the technical appendices that will include a highly transparent review of the data, methodologies, and assumptions that went into the development of the forecast and measure quantification as well as the vulnerability assessment. Together, these documents will provide actionable next steps and a long-term strategic framework for CITY to reach their GHG reduction targets and adaptation goals.
CONSULTANT will prepare a comprehensive CAAP that will be consistent with the State Attorney General’s recommendations and the California Environmental Quality Act (CEQA) Guidelines’ definition of a “Qualified Greenhouse Gas Reduction Strategy” (Section 15183.5).
To do this, the Beverly Hills CAAP will include clear measures for implementation and targets to ensure that CITY and community are on track to achieve established goals. Additionally, the CAAP will align with and build upon CITY’s existing plans and policies, such as the Sustainable City Plan (2009). Furthermore, the CAAP will complement the General Plan Safety Element by providing a framework that reimagines the current systems – built, natural, and behavioral – as ones that are interconnected and mutually beneficial as well as integrating measures that improve quality of life, build prosperity, and enhance community resilience. Specifically, the CAAP will:
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Clearly explain the community’s climate challenges, and the challenges and opportunities it faces in meeting more ambitious climate adaptation and GHG reduction goals;
Serve as a mechanism to tie together CITY’s existing and developing sustainability initiatives, strategies, and plans with the community’s goals; Establish a set of cohesive and specific sustainability strategies, implementation plans, and metrics for regional and State strategies and initiatives; Activate and engage residents, businesses, and institutions with positive actions and tangible benefit;
Be optimized for online viewing on CITY’s website; and Be designed to include simple yet effective procedures for minor updates every two years, and significant updates every five years (to be refined based on the goals of CITY).
DELIVERABLES:
1. Administrative Draft CAAP (electronically in Word and PDF)
2. Screen Check Draft CAAP (electronically in Word and PDF)
3. Public Review Draft CAAP (electronically in Word and PDF) Task 9.2 – Final CAAP Document and Adoption
Following public review and comment, CONSULTANT will coordinate with CITY staff to incorporate relevant public, advisory group, and committee input into the Final CAAP that will be presented to various groups, boards, and City Council, with the intention of adoption by City Council. The plan will demonstrate how CITY will deliver its commitment to climate action and resiliency. During development of the Final CAAP, CONSULTANT will also conduct a thorough QA/ QC review of the entire document with our staff of technical editors and an additional Principal review.
DELIVERABLES:
1. Final CAAP (electronically in Word and PDF)
TASK 10– Progress Monitoring & Reporting
Task 10.1 – Progress Monitoring & Reporting Tool
To facilitate implementation and monitoring of the CAAP and to minimize future CITY staff resources needed for monitoring and reporting, CONSULTANT has developed a user-friendly cloud based GHG Inventory and Monitoring and Reporting Tool. CONSULTANT’s fully automated web application, CAPDash, serves three purposes. The first is to generate a transparent GHG inventory (Task 2.1) which can be updated on an annual basis simply by uploading activity data. This will allow Beverly Hills to actively track its progress towards its GHG reduction targets. The second major function of CAPDash is to track the implementation of CAAP measures over time. We can upload all final CAAP measures into the tool and allow CITY to track activity data (kW of solar installed, etc.) for each measure and monitor progress over time. Thirdly, the tool acts as an automatically updating dashboard which can display data both internally by easily generating reports for staff, but also to the public through a web-based DocuSign Envelope ID: B409276F-4300-4AB1-A86B-2FF2B2839A24 26 B0785-0001\2744536v3.doc
dashboard. CAPDash will allow Beverly Hills to evaluate progress towards its CAAP goals in real time and provides the implementation transparency to optimize CEQA streamlining under CEQA guidelines Section 15183.5.
The CAPDash tool minimizes the burden of monitoring and reporting and enables CITY to more effectively utilize limited resources to implement CAAP policies. The CONSULTANT will hold one staff training on how to use the monitoring tool in order to ensure ease of use and effective monitoring of CAAP implementation and progress over time.
DELIVERABLES:
1. Web-based Implementation Monitoring Tool and Automated Report Template Customized for CITY.
2. One staff training for the Implementation Monitoring Tool.
TASK 11– CEQA Analysis
Task 11.1 – Initial Study Mitigated Negative Declaration Generally, an Initial Study/Negative Declaration (IS/ND) is enough programmatic-level CEQA documentation for assessment and adoption of a CAAP due to the primarily beneficial environmental impacts associated with the plan. In our experience, it is rare that a more in depth CEQA document is required for a CAAP. However, if it is determined that GHG reduction and adaptation measures may result in potentially significant environmental impacts, a programmatic Environmental Impact Report (EIR) may be required. Examples of measures that may result in potential significant impacts include infrastructure resiliency actions or larger-scale renewable energy facilities construction. The need for a programmatic EIR will ultimately depend on the measures chosen for the CAAP as well as the response by the community.
Therefore, CONSULTANT proposes to start with an IS/ND and later provide a separate scope and cost for a more in-depth IS/MND or EIR analysis, if necessary. CONSULTANT will respond to CITY comments on the Administrative Draft IS/ND and prepare a public Draft IS/ND for public review and comment. In addition, CONSULTANT will assist CITY in responding to up to 10 individual comments on the Draft IS/ND and including such responses to comments as well as the public comments received in an Administrative Final IS/ND. CONSULTANT will respond to CITY comments on the Administrative Final IS/ ND and prepare a Final IS/ND for CITY records and filing.
CONSULTANT will also prepare and file the Notice of Intent (NOI) to adopt an IS/ND and the Notice of Determination (NOD) with the State Clearinghouse, but it is assumed that CITY will file these forms with the County Clerk and pay all related filing fees. Furthermore, CONSULTANT’s CEQA Lead will attend the Draft IS/ND public meeting before the Planning Commission for receipt of public verbal comments as well as the Final IS/ND public hearing before the City Council for IS/ND adoption.
DELIVERABLES
1. Administrative Draft IS/ND (electronic version)
2. Draft IS/ND (tracked changes and clean electronic versions)
3. NOI (clean electronic version)
4. Administrative Final IS/ND (electronic version)
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5. Final IS/ND (tracked changes and clean electronic versions)
6. NOD (electronic version)
MEETINGS
1. Attend Draft IS/ND public meeting
2. Attend Final IS/ND public hearing
Task 11.2 – CEQA Requirements Summary Memo
Once GHG reduction and adaptation measures with associated action/implementation tasks are finalized within the CAAP, Rincon will identify the CAAP implementation tasks that require project-level CEQA assessment and provide a summary of the related necessary CEQA steps.
This summary will be submitted as a Draft Memo. Rincon will work with the project lead to create a Final Memo that will be pro- vided to CITY’s planning and legal counsel departments.
It is understood that Rincon would not complete the CEQA requirements for each CAAP implementation task as part of this scope of work.
DELIVERABLES
1. Draft CAAP Implementation Tasks CEQA Requirements Summary Memo (electronic version).
2. Final CAAP Implementation Tasks CEQA Requirements Summary Memo (electronic version).
Task 11.3 – CEQA Streamlining Checklist and Locally-Appropriate, Project-Level CEQA Threshold (Optional Task)
To facilitate using the CAAP for CEQA streamlining, we propose to develop a two-tiered approach including a GHG efficiency threshold for program/project based CEQA analysis based on a methodology that considers emissions against an efficiency-based service population threshold as well as a streamlining checklist. This optional task will provide the Planning Department with the documentation needed to utilize the CAAP as a tool for ensuring future projects and plans do not increase GHG emissions in CITY beyond CAAP targets and provide clear instructions for planning staff and project applicants to meet the requirements of the CAAP.
The efficiency-based threshold assesses the GHG efficiency of a project on a per capita basis or service person basis. This approach relies on CITY’s GHG reduction goals to attain a future horizon year target, compares it with the economic projections and planned land use development in the region up to specific horizon years, and allocates GHG reductions to future populations. This efficiency threshold is consistent with the 2017 Scoping Plan guidance which details the intention to accommodate population and economic growth in California but do so in a way that achieves a lower rate of GHG emissions. This methodology recognizes that highly efficient projects (e.g., compact and mixed-use development) with relatively high mass emissions may nevertheless meet the GHG reduction goals of AB and SB 32. As such, the efficiency-based threshold encourages infill and transit-oriented development. Our proposed locally-appropriate efficiency threshold will be created to comply with the CEQA Guidelines and interpretative GHG case law such as Center for Biological Diversity v. California Department of DocuSign Envelope ID: B409276F-4300-4AB1-A86B-2FF2B2839A24 28 B0785-0001\2744536v3.doc
Fish and Wildlife and Newhall Land and Farming(2015) 224 Cal.App.4th 1105, Save Cuyama Valley v. County of Santa Barbara (2013) 213 Cal.App.4th 1059, 1068, and Golden Door Properties, LLC v. County of San Diego/Sierra Club, LLC v. County of San Diego (2018) 27 Cal.App.5th 892, regarding the correlation between state and local conditions.
In addition, Rincon will create a project streamlining checklist that will allow development projects within CITY to tier off of the CAP to show consistency with the state reduction targets and CEQA. Rincon has completed some of the first SB 32 streamlining checklists in California and will lever- age our deep bench of in-house environmental planners to ensure consistency with the CEQA regulations under Section 15183.5.
DELIVERABLES
1. Optional – Draft CEQA GHG Checklist and Threshold (electronic version)
2. Optional – Final CEQA GHG Checklist and Threshold (tracked changes and clean electronic versions)
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PROJECT TIMELINE
Project shall be completed in 18 months.
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18
TASK 1: Background Review and Goals
Task 1.1. Project Management
Task 1.2. Kick-Off Meeting
TASK 2: Assessing of Existing Policies, Programs, and Best Practices Task 2.1 Existing Conditions Analysis and
Memo
TASK 3: GHG Emission Inventory, Quantification, and Reduction Targets Task3.1GHGEmissionDataRequestand
Evaluation Memorandum
Task 3.2 GHG Emission Inventory
TASK 4: Greenhouse Gas Emission Projections and Reduction Targets Task 4.1 GHG Emissions Projections
Task 4.2 Provisional Target Setting
TASK 5: Tier Level Emission Reduction Measures
Task 5.1 Identify, Evaluate, and Quantify
GHG Reduction Measures
Task 5.2 Funding and Financing Strategy
TASK 6: Stakeholder Engagement
Task 6.1 Stakeholder Engagement Plan
Task 6.2 Web Site and Branding
Task 6.3 Commission Meetings
(12 Meetings)
Task 6.4 Community Stakeholder Events –
(One Round, Three Events)
Task6.5CityCouncilMeetings(3Events)
TASK 7: Vulnerability Assessment and Adaptation Measures Task 7.1 Vulnerability Assessment
Task 7.2 Measure Development and Cost
Benefit Analysis
TASK 8: Implementation and Monitoring Plan
Task 8.1 Implementation and
Monitoring Plan
TASK 9: Climate Action and Adaptation Plan
Task 9.1 Draft CAP
Task 9.2 Final CAP and Adoption
TASK 10: Progress Monitoring and Reporting
Task 10.1 Progress Monitoring and
Reporting
TASK 11: California Environmental Quality Act (CEQA)
Task 11.1 Initial Study Mitigated
Negative Declaration
Task 11.2 CEQA Requirement Analysis
Task 11.3 CEQA Streamlining Checklist and
Locally-Appropriate, Project-Level CEQA
Threshold (Optional Task)
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CONSULTANT guarantees the work shall be performed in accordance with the Scope of Work specified herein or associated IPOs and to CITY’s full satisfaction and accordance with all relevant codes and regulations.
Additional services outside of the scope of work as outlined in this Exhibit will be mutually agreed upon between CITY and CONSULTANT.
AMENDMENT NO. 1
No changes to Scope of Work.
AMENDMENT NO. 2
The following revised tasks specified in the Scope of Work below shall supersede the tasks set forth in the original Scope of Work set forth above. CONSULTANT shall perform the following modified services:
Task 1.1 Project Management – Modified
High-quality project management during each task is an integral component related to the success of the CAAP. This task involves directly coordinating with CITY, Committees, and CONSULTANT over the proposed 26-month course of the project. The final project timeline can be adjusted during the kick-off meeting and will be reviewed throughout the process to ensure timely completion of all deliverables. Project management encompasses internal oversight of staff as well as management of the public outreach, traffic engineering, and environmental review tasks included within this scope of work. We plan to provide regular reporting, not less than monthly, to CITY on the status of technical and policy issues, schedule, and budget. Given the relatively tight timeframe to accomplish project objectives, exceptional project management and management accessibility will be critical to the success of this program. CONSULTANT will also be involved in the quality assurance and review of all tasks and work products within this scope of work. The budget for that quality control is included within each individual task budget.
DELIVERABLES:
1. Bi-weekly coordination calls and related meeting minutes for CONSULTANT team, including 26 months of attendance for CONSULTANT staff and 8 months of attendance for Raimi + Associates Staff.
2. Monthly Progress Reports and Invoices for 26 months.
3. QA/QC of all deliverables.
4. Adjusted project schedule.
Task 5.1 Identify, Evaluate and Quantify GHG Reduction and Adaptation Measures – Modified
Once the provisional GHG emission reduction targets have been established, CONSULTANT will shift to developing specific actions that will allow CITY to reach these targets. To support this process, CONSULTANT has developed a suite of tools and assessment strategies to support the most critical portion of the work plan. As a first step, CONSULTANT will conduct a DocuSign Envelope ID: B409276F-4300-4AB1-A86B-2FF2B2839A24 31 B0785-0001\2744536v3.doc
multi-criteria analysis on a core set of measures. The initial measures list will be informed by input from the various CITY Departments and our experience developing defensible climate action plans throughout the state. These measures will focus heavily on areas with the largest GHG emissions reductions, such as the electrification building energy and transportation.
Measures related to electrification will include the transitional step required to meet full electrification. Measures related to public education programs, sequestration and enhanced ecosystems, waste reduction, low-carbon economy, and water will also be developed as feasible and necessary.
From the initial list of measures, CONSULTANT will work with CITY to select a list of criteria by which to conduct a qualitative analysis using the ECERE tool. These criteria would include impact and contribution to achieving reduction goals (mitigation), contribution to enhancing resilience (adaptation), interdependency between jurisdictions, synergies across multiple topics, alignment with GHG Inventory, alignment with community priorities, equity, cost and costeffectiveness, and ease of implementation/timeline and/or complexity. Differentiation will also be made based on who the key implementer(s) of policy options are, including city, state, federal, and voluntary/private.
CONSULTANT will leverage a list of existing CITY measures (developed as part of Task 2) and existing climate action planning toolkit to conduct this analysis. For example, our ECERE tool allows for multi-criteria analysis and displays the overall score of each measure. This tool allows customization with a weighting scale that CITY can fine tune to promote measures that perform well in general or in specific criteria (e.g. if CITY is looking for measures that have the highest emissions reductions or the lowest community cost). CONSULTANT will work with CITY staff to create an agreed upon indicator format for each respective emission reduction measure (metric, relative factor, time dimension, e.g. gallons/person/year).
To further assess emission reduction measures and different approaches to reach carbon neutrality (aggressive, moderate, and conservative); CONSULTANT will employ its SPARQ tool.
This tool makes the measure quantification process more transparent and the dashboard feature allows CITY to change target metrics for each measure to see how these changes will affect community emissions and their ability to achieve different target trajectories over time.
CITY shall provide two rounds of input on the draft emission reduction measures list.
CONSULTANT will present a finalized list to CITY staff and stakeholders for review and input and make subsequent edits based on the input from Stakeholders. From this foundation, CONSULTANT will assess any policy or program gaps and identify additional opportunities for emission reductions. Every measure CONSULTANT develops will come with a GHG reduction potential, list of co-benefits (e.g., environmental justice, safe communities, “buying local,” and habitat protections), approximate implementation costs, and potential funding sources. From this information, CONSULTANT will develop an implementation strategy that outlines which measures should be prioritized.
Once the final list of measures is confirmed with the relevant CITY departments, CONSULTANT team will provide an analyses and report for CITY to choose a Conservative, Moderate or Accelerated Path to Carbon Neutrality. The proposal for each tier will include an analysis of the costs associated with the different tiered pathways, based on the analysis provided by Hatch in Task 5.2. The accelerated pathway in this Tier Level Emission Reduction Measure Pathway analysis will include an assessment of feasibility of an accelerated pathway that can prioritize implementation of the GHG reductions measures with the largest reduction potential within the first five to 10 years of plan adoption.
Once the initial analysis is completed, CONSULTANT will work with CITY to refine and prioritize the emission reduction measures, trajectories and targets and use them to develop the draft DocuSign Envelope ID: B409276F-4300-4AB1-A86B-2FF2B2839A24 32 B0785-0001\2744536v3.doc
climate action portion of the plan. The CAAP will need to be flexible to enable CITY to respond to changes in state and federal GHG policy, the introduction of new technologies, and changes in energy supply, among others.
CONSULTANT will provide all information and thorough explanation for all technical analyses performed. CONSULTANT understands how critical the memorialization of analyses is for current and future planning and tracking processes. CONSULTANT will provide a robust and user-friendly technical appendix for the Tier Level Emission Reduction Pathway analysis that can be used as methodology guidance documents for future planning and tracking so that CITY can maintain consistency across documents. The technical appendix will include at least one round of CITY departmental edits and will be presented to the relevant commissions for discussion and recommendation and onto City Council Study Session for discussion and adjustments.
DELIVERABLES:
1. Technical Memorandum that provides the tier level GHG reduction measures and fiscal analysis
2. ERM Prioritization Tool (SPARQ Tool) Customized for CITY
3. 1st Draft Emission Reduction Measures (ERM) List
4. 2nd Draft ERM List developed from Community Advisory Committee input and review
5. 3rd Draft ERM List based on CITY staff review
6. 4th Draft ERM List based on Appointed Commissions input and review
6. ERM Final Selection Table with Analysis for GHG Reduction
7. Co-Benefits Analysis
8. Draft GHG Inventory, Forecast, and Targets Technical Appendix
9. Final GHG Inventory, Forecast, and Targets Technical Appendix
10. One PowerPoint presentation for public meetings and one round of edits to a staff report Task 6.3 Stakeholder Meetings – Modified
To gain stakeholder input through the CAAP development process, CONSULTANT will coordinate the following two Stakeholder groups:
1. CITY staff – this will include representatives from Community Development, Community Services, Public Works, and other Departments and Divisions that have a role in climate action and adaptation.
2. Appointed and Elected Officials – this will include City Council members, Community Advisory Committee (CAC) and Commissioners representing the Planning Commission, Public Works Commission, Traffic and Parking Commission, Recreation and Parks Commission, and others as determined by CONSULTANT in consultation with CITY staff.
The outreach team will coordinate the agendas for each group meeting, prepare needed content such as summaries of the GHG inventory and projections, GHG reduction measures and cobenefits, facilitate the meetings, and record the discussions and outcomes. A total of 12 Stakeholder Group meetings will be held with CITY staff and appointed and elected officials.
Raimi + Associates will coordinate the stakeholder engagement process with the overall project DocuSign Envelope ID: B409276F-4300-4AB1-A86B-2FF2B2839A24 33 B0785-0001\2744536v3.doc
schedule to ensure that there is alignment and the stakeholder process incorporates the technical analysis and is able to provide guidance on opportunities and priorities as the CAAP moves through the various stages of development.
DELIVERABLES:
1. Attendance at three (3) virtual Commission Meetings to present the emissions inventory.
2. Up to five (5) in-person Commission Meetings, with up to two CONSULTANT Team staff members at each, to present the Draft CAAP.
3. Up to four (4) virtual meetings with CITY Department Staff, with up to two CONSULTANT Team staff members at each.
4. Up to two (2) Staff Reports, with one round of CITY staff edits for each. Each staff report corresponds to one round of Commission Meetings.
5. Up to two (2) PowerPoint slide decks, with two (2) rounds of CITY staff edits for each. Each PowerPoint slide deck corresponds to one round of Commission Meetings.
Task 6.4 Community Stakeholder Events – Modified
In addition to the Stakeholder Group meetings, CONSULTANT will organize and produce three (3) public Community Stakeholder events, to provide opportunities for the broader Beverly Hills community to engage in developing the CAAP. These will be structured as follows:
Community Stakeholder Event #1 – Earth Day Pop-Up Event: the purpose of this meetings is to provide an introductory community-wide workshop and discussion regarding Climate Change and Climate Actions and the actions that can be taken by CITY, residents, and businesses to slow down climate change effects. The pop-up event will introduce the community to climate action planning process, describe what issues are included in the analysis, and clarify how the CAAP relates to other CITY plans and policies. The community will be asked for suggestions on sectors or topics that should emphasized to meet climate goals or to align with other CITY priorities or opportunities. This pop-up event will be conducted in-person by CONSULTANT staff.
The benefit of the pop-up event is the ability to meet people where they are already convening to potentially reach more community members that are not typically engaged in the public planning process.
Community Stakeholder Event #2 – Virtual Workshop: the purpose of this meeting is to present a suggested suite of GHG reduction measures that have been identified by CONSULTANT team and vetted through the meetings with the three Stakeholder Groups. The measures will be organized by topic area and presented for community review and prioritization. Measures are expected to include approaches for increasing the renewable portion of grid supplied energy, energy efficiency and decarbonization strategies for existing and newly constructed buildings, shifts in transportation mode or fuel type, waste reduction and diversion, and carbon capture options through urban forest and open management practices. Optional measures will be described along with their GHG reduction potential. The meeting will also include a discussion of actions that can be taken to reduce climate vulnerabilities and risks. Participants will be able to identify their top five measures for climate action and adaptation. The results of the meeting will be used to guide CONSULTANT and CITY staff in preparing the Draft CAAP.
Community Stakeholder Event #3 – Movie Night: the purpose of this event will be to provide a forum for community members to join together and learn about the science DocuSign Envelope ID: B409276F-4300-4AB1-A86B-2FF2B2839A24 34 B0785-0001\2744536v3.doc
of climate change and the community’s ability to create effective action on GHG emissions reduction and community resilience. The event will be coordinated by CITY staff and the CONSULTANT team and will include: a screening of climate change related movie, a discussion panel on the contents of the movie and climate action topics, and relevant community based organizations/local agencies/utility providers attending as vendors to provide resources on climate action and resilience. Community Stakeholder Event #4 – Virtual Community Event: the purpose of this virtual event is to review the Draft CAAP with the community stakeholders.
CONSULTANT will present a brief summary of the Business As Usual (BAU) and Adjusted Business As Usual (ABAU) forecasts, the GHG reduction target, and the emissions gap that the CAAP aims to close to achieve carbon neutrality. This will be followed by a presentation of the various measures and the scale of implementation that is needed to achieve the target in the short-, medium-, and long-term.
The meeting will also include a review of the actions that are recommend to address CITY Beverly Hills vulnerabilities and risks associated with climate change. The presentations/ community events will include a discussion of the recommended policy and program changes and funding and financing options to implement the CAAP CONSULTANT will produce the marketing and communication materials for the Community Stakeholder Events and will work with CITY Communications Department to ensure that the materials meet CITY branding and style guidelines. We will also coordinate with the Communications Department to integrate the CAAP outreach process with other CITY communications through CITY website, and social media platforms. Particularly given the potential that these meetings will need to be conducted virtually, it will be important to effectively and strategically utilize social media platforms including Facebook, Twitter, Instagram, Nextdoor, and neighborhood and business organization email lists and networks.
DELIVERABLES:
1. One (1) PowerPoint Presentation and support materials
2. Two (2) virtual community stakeholder workshops, including agendas and notes
3. Coordination with CITY Communications Department
4. Up to one (1) pop-up event at an existing CITY event, including development of informational materials and activities
5. One (1) Movie Night Event, including coordination of movie showing, panelists, and vendors Task 6.6 Community Advisory Committee Meetings – Modified CONSULTANT will assist CITY in preparing for and providing technical support for up to eight (8) Community Advisory Committee Meetings. Goal of the Community Advisory Committee is to open the opportunity to regular community members or appointed Ad-Hoc committee members by the City Council or various Commissions to look into the details of the CAAP. The CONSULTANT will assist CITY staff to prepare presentation materials and other needed information for these meetings.
DELIVERABLES:
1. Up to eight (8) PowerPoint slide decks and presentation materials
2. Up to four (4) Virtual Community Advisory Committee Meetings related to the CAAP DocuSign Envelope ID: B409276F-4300-4AB1-A86B-2FF2B2839A24 35 B0785-0001\2744536v3.doc
3. One (1) in-person agenda setting meeting with Community Advisory Committee Co-Chairs
4. Up to dour (4) in-person Community Advisory Committee Meetings related to the CAAP
5. Up to six (6) Staff Reports for Community Advisory Committee Meetings with one round of CITY Staff edits.
Task 7.2 Adaptation Measures – Modified
CONSULTANT will develop and prioritize adaptation measures for both the community and municipal operations associated with each identified risk based on level of severity (low-risk, medium-risk, and high-risk). CITY’S Hazard Mitigation Plan and Emergency Management Plan will be used as references in order to coordinate adaptation measures with current CITY efforts.
The analysis will address both community-based adaptation measures and measures that are focused on municipal government operations. The relative costs, benefits, and complexity of implementation will be determined for each measure.
CONSULTANT will leverage their recent experience in recent completed CAAP and extensive experience analyzing and developing mitigation for social vulnerabilities will lead the analysis of social vulnerabilities, specifically the potential for any disproportional impacts that climate change may have on vulnerable populations across CITY including seniors, children, lowincome families and individuals, persons with disabilities, and persons with respiratory, circulatory, or other health issues. Raimi + Associates will draw from CalEnviro Screen, data from LA County Department of Public Health, the US Census and American Community Survey for data. Beverly Hills specific information regarding vulnerable populations or risk groups will be generated through staff’s institutional knowledge the stakeholder process. Innovative strategies such as micro grids or retrofitting of community facilities to operate on battery power as a neighborhood resilience hub will be explored as ways to concurrently address physical and social vulnerabilities and needs.
Cost-Benefit Analysis
Hatch will perform a cost benefit analysis of the proposed adaptation measures to allow CITY not only to understand the overall benefit-cost ratio of a particular approach to adaptation but also the key drivers of the cost-benefit results. If CITY intends to use the cost-benefit analyses in other contexts, such as for grant documentation, Hatch can use the relevant guidance from grantmaking entities in the analysis. This guidance may inform selection of topics of analysis, extent of impact analyzed, and selection of discount rate, but at a minimum, direct costs of implementation for CITY and/or residents will be considered along with benefits resulting from cost savings/avoided costs as well as decreased carbon emissions (social cost of carbon) and criteria pollutants. Hatch will leverage existing information on costs where possible and can use unit-cost level data to develop cost assumptions where necessary. Hatch will also contribute to the project team’s identification of disproportionate impacts on vulnerable populations across CITY, informed by Hatch’s work on the Equitable Climate Resilience Project, which is designed to illuminate the intersection of equity and climate resilience for cities through a grant from the Kresge Foundation. The adaptation and resilience measures and results of the cost benefits analysis will be presented at meetings with various CITY commissions to refine and adjust the measures prior to preparing the CAAP document.
DocuSign Envelope ID: B409276F-4300-4AB1-A86B-2FF2B2839A24 36 B0785-0001\2744536v3.doc
DELIVERABLES:
1. Vulnerability Assessment and Recommended Adaptation Measures Memorandum (It is assumed that this Vulnerability Assessment will be included as a technical appendix to the CAAP)
2. Adaptation Measures Cost-Benefit Summary Memorandum
3. Meeting with staff to discuss the findings
4. One (1) round of edits to the Draft Adaptation Measures List based on input from the Community Advisory Committee
Task 9.1 Draft CAAP – Modified
The CAAP will be completed through an iterative process that is inspired by the findings of the GHG inventory and community feedback received during community outreach and facilitation.
As part of the CAAP process, CONSULTANT will generate comprehensive material that will be available on a CAAP website that is created to disseminate information and provide a landing space for the community (see Task 6 for more information on the CAAP website). The CAAP will also include the implementation and monitoring strategy discussed under Task 8.
CONSULTANT proposes to develop a user-friendly and readable CAAP document that aligns with current legislation (e.g. Senate Bill 32 and Executive Order (EO) B-55-18) and leverages infographics, photos, and other visuals whenever possible with leaving technical documentation to the appendices. The Typical Emission Curve below depicts the gap that CITY could close if the Plan relies on the reduction goals EO B-55-18.
The CAAP will provide a creative and innovative roadmap for CITY to achieve emission reductions and will include both near-term and long-term reduction measures as well as the departments and community partners who will generally be responsible for implementing them.
Likewise, the CAAP will address risks and vulnerabilities related to climate adaptation and resilience measures in accordance with Senate Bill 379. The CAAP will also set key performance indicators (KPI) that will help define a successful implementation of the CAAP strategy as well as measure progress over time.
One of the greatest challenges of designing a CAAP document format is the simultaneous need for both clarity and complexity. The document needs to be reader-friendly and easily accessible to a wide range of stakeholders, while also containing detailed analysis, data, and specific actions. To solve this problem, CONSULTANT will create a visual Executive Summary, which will contain infographics, photos, and high-level goals and projects associated with the CAAP.
Each page of the Executive Summary will act as a title page to the various appendices, policies, and datasets required by a high-functioning planning document. This provides CITY with one powerful document that can function as two. The third aspect of the CAAP document is the technical appendices that will include a highly transparent review of the data, methodologies, and assumptions that went into the development of the forecast and measure quantification as well as the vulnerability assessment. Together, these documents will provide actionable next steps and a long-term strategic framework for CITY to reach their GHG reduction targets and adaptation goals.
CONSULTANT will prepare a comprehensive CAAP that will be consistent with the State Attorney General’s recommendations and the California Environmental Quality Act (CEQA) Guidelines’ definition of a “Qualified Greenhouse Gas Reduction Strategy” (Section 15183.5).
To do this, the CAAP will include clear measures for implementation and targets to ensure that CITY and community are on track to achieve established goals. Subsection (D) of Section DocuSign Envelope ID: B409276F-4300-4AB1-A86B-2FF2B2839A24 37 B0785-0001\2744536v3.doc
15183.5 notes that a CEQA Guideline consistent GHG reduction plan must include, “measures or a group of measures, including performance standards, that substantial evidence demonstrates, if implemented on a project-by project basis, would collectively achieve the specified emissions level.” Thus, the primary distinction between a qualified CAAP and one that isn’t considered qualified is the level of substantial evidence that clearly demonstrates that the GHG reduction claimed in the CAP is achievable. This technical appendix would clearly detail all the evidence to demonstrate that the measures and actions included in the Glendale CAAP can achieve CITY’s emission reduction targets for 2030. The GHG reductions from the specific measures would be calculated using published third-party evidence provided through controlled investigations, studies, and articles carried out by qualified experts that establish the effectiveness for measures and actions. The appendix will clearly display the estimates and work through the underlying calculations that would be provided in this report would include the substantial evidence and a transparent approach to achieving CITY’s GHG emissions reduction target. CONSULTANT and Raimi would work collaboratively to complete the draft and provide it to CITY for review and then address one set of consolidated comments on the document. After the comments are addressed, a finalized version would be provided to CITY for inclusion in the Final CAAP.
Additionally, the CAAP will align with and build upon CITY’S existing plans and policies, such as the Sustainable City Plan (2009). Furthermore, the CAAP will complement the General Plan Safety Element by providing a framework that reimagines the current systems – built, natural, and behavioral – as ones that are interconnected and mutually beneficial as well as integrating measures that improve quality of life, build prosperity, and enhance community resilience.
Specifically, the CAAP will:
Clearly explain the community’s climate challenges, and the challenges and opportunities it faces in meeting more ambitious climate adaptation and GHG reduction goals; Serve as a mechanism to tie together CITY’s existing and developing sustainability initiatives, strategies, and plans with the community’s goals; Establish a set of cohesive and specific sustainability strategies, implementation plans, and metrics for regional and state strategies and initiatives; Activate and engage residents, businesses, and institutions with positive actions and tangible benefits;
Be optimized for online viewing on CITY’s website; and Be designed to include simple yet effective procedures for minor updates every two (2) years and significant updates every five (5) years (to be refined based on the goals of CITY).
DELIVERABLES:
1. Administrative Draft CAAP (electronically in Word and PDF)
2. Screen Check Draft CAAP (electronically in Word and PDF)
3. Public Review Draft CAAP (electronically in Word and PDF)
4. One round of edits to the Draft CAAP based on input from the Community Advisory Committee.
Task 11.3 – CEQA Streamlining Checklist and Locally-Appropriate, Project-Level CEQA Threshold
To facilitate using the CAAP for CEQA streamlining, CONSULTANT will develop a two-tiered approach including a GHG efficiency threshold for program/project based CEQA analysis based DocuSign Envelope ID: B409276F-4300-4AB1-A86B-2FF2B2839A24 38 B0785-0001\2744536v3.doc
on a methodology that considers emissions against an efficiency-based service population threshold as well as a streamlining checklist. This task will provide the Planning Department with the documentation needed to utilize the CAAP as a tool for ensuring future projects and plans do not increase GHG emissions within CITY beyond CAAP targets and provide clear instructions for planning staff and project applicants to meet the requirements of the CAAP.
The efficiency-based threshold assesses the GHG efficiency of a project on a per capita basis or service person basis. This approach relies on the CITY’s GHG reduction goals to attain a future horizon year target, compares it with the economic projections and planned land use development in the region up to specific horizon years, and allocates GHG reductions to future populations. This efficiency threshold is consistent with the 2017 Scoping Plan guidance which details the intention to accommodate population and economic growth in California but do so in a way that achieves a lower rate of GHG emissions. This methodology recognizes that highly efficient projects (e.g., compact and mixed-use development) with relatively high mass emissions may nevertheless meet the GHG reduction goals of AB and SB 32. As such, the efficiency-based threshold encourages infill and transit-oriented development. Our proposed locally-appropriate efficiency threshold will be created to comply with the CEQA Guidelines and interpretative GHG case law such as Center for Biological Diversity v. California Department of Fish and Wildlife and Newhall Land and Farming (2015) 224 Cal.App.4th 1105, Save Cuyama Valley v. County of Santa Barbara (2013) 213 Cal.App.4th 1059, 1068, and Golden Door Properties, LLC v. County of San Diego/Sierra Club, LLC v. County of San Diego (2018) 27 Cal.App.5th 892, regarding the correlation between state and local conditions.
In addition, CONSULTANT will create a project streamlining checklist that will allow development projects within CITY to tier off of the CAAP to show consistency with the state reduction targets and CEQA. CONSULTANT has completed some of the first SB 32 streamlining checklists in California and will leverage our deep bench of in-house environmental planners to ensure consistency with the CEQA regulations under Section 15183.5.
CONSULTANT will also prepare a concise guidance document for use by CITY staff in evaluating submitted CEQA GHG emissions analyses and by applicants in preparing CEQA GHG emissions analyses. The guidance document will detail a defensible approach for evaluating GHG emissions impacts in analyses prepared pursuant to CEQA. The document will also provide substantial evidence of the methodology’s consideration of Statewide GHG direction provided by CAPCOA, CARB, and OPR as well as relevant case law.
DELIVERABLES
1. Draft CEQA GHG Checklist, Threshold and Guidance Report (electronic version)
2. Final CEQA GHG Checklist, Threshold and Guidance Report (tracked changes and clean electronic versions)
DocuSign Envelope ID: B409276F-4300-4AB1-A86B-2FF2B2839A24 39 B0785-0001\2744536v3.doc
EXHIBIT B
SCHEDULE OF PAYMENT AND RATES
CITY shall compensate CONSULTANT for the satisfactory performance of the work described in this Agreement in a total amount not to exceed Two Hundred Sixty-Two Thousand Six Hundred Ninety-Eight Dollars ($262,698.00), including labor and materials.
Contingency in an amount not to exceed Twenty-Six Thousand Two Hundred Seventy Dollars ($26,270.00) for additional, unforeseen, and unanticipated work outside the Scope of Work described in Exhibit A and shall not be undertaken without the express direction by the CITY in writing. Compensation for said additional work shall be mutually agreed upon by CITY and CONSULTANT in writing.
Cost for additional services services set forth in Exhibit A shall not exceed Ninety Thousand Two Hundred Eighteen Dollars ($90,218.00) as specified in Attachment 1 to Exhibit B.
In no event shall this Agreement total exceed Three Hundred Seventy-Nine Thousand One Hundred Eighty-Six Dollars ($379,186.00).
SCHEDULE OF FEES
Additional Cost Breakdown is attached hereto as Attachment 1 to Exhibit B.
CONSULTANT shall submit to CITY a detailed invoice, on a monthly basis or less frequently, for the services performed pursuant to this Agreement. Each invoice shall itemize the services rendered during the billing period and the amount due. Within 30 days of receipt of each invoice, CITY shall pay all undisputed amounts included on the invoice. CITY shall pay CONSULTANT said Consideration in accordance with the schedule of payment set forth in this Exhibit.
DocuSign Envelope ID: B409276F-4300-4AB1-A86B-2FF2B2839A24 40 B0785-0001\2744536v3.doc
ATTACHMENT 1 TO EXHIBIT B
DocuSign Envelope ID: B409276F-4300-4AB1-A86B-2FF2B2839A24 Table 2 Scope Amendment Additional Cost Breakdown
Rincon Consultants, Inc. Ra1m1 and Associates
Pnncipal Prof~::::~al II Professional II Professional II ProJect Accountant Pnnc1pal Intermediate Plann@r Erik Feldman Reema Shakra, Ryan Emily Manno/Andrew
Gardner, Kelsey forest Abbott-Lum Megyne Todd Walku W@lls Sam1 Taylor Beecher Bennett Task Task Subtotal $308/hour $270/hour $160/hour $160/hour $99/hour $225/hour + Markup $145/hour + Markup Hour 83 0 18 0 32 9 12 12
Task 1.1- Project Management Cost SIS,969 so S4,853 so SS,116 S893 S3,105 S2,001 Contingency Applied ·S15,969
Cost $0 $0 $0 $0 $0 $0 $0 $0
Hour 66 0 ---- ---- ---- ---- 0 0 0 0 - 16 so
Task 5.1- Identify, Evaluate and Quantify GHG Cost S12,478 so so so so so S4,140 S8,338 Reduction and Adaptation Measures Contingency Applied ·$10,301 Cost $~ 77 ---- ---- Hour 61 0 37 0 0 0 16 8
Task 6.3- Stekeholder Meetings Cost $15,450 $0 $9,976 $0 so $0 $4,140 $1,334 ..... Travel Expense $400 ---- Hour 46 0 0 6 0 0 28 12
Task 6.4-Community Stakeholder Events Cost $10,205 $0 $0 $959 so $0 $7,245 $2,001 Travel Expense $200 .-- ---- Task 6.6 - Community Advisory Committee Hour 117 0 11 0 0 0 - 38 68 Cost $24,002 $0 $2,831 $0 so $0 $9,833 $11,339 Meetings Travel Expense $500 Task 7 .2 - Adaptation Measures Hour 13
- 0 8 0 ---- 0 - 0 0
Cost $2,822 $0 $2,002 $799 so $0 $0 $0 +-- --+-- ---- Task 9.1 Draft CAAP Hour 44 4 19 0 21 0 0 0 Coit $9,713 $1,233 $5,123 $0 $3,358 $0 $0 $0
Task 11.3 CEOA Streamlining Hour 128 7 31 82 8 0 0 0
Coit $24,771 $2,158 $8,223 $13,111 $1,279 $0 $0 $0
Additional Labor by Firm Before Contincency $61,934 (Rincon Labor} $53,475 (R im l labor+ Markup) Appli•d Scopt! Amendment Total Additional Co.st After $90,240 Cont n1 ncy Applied Certificate Of Completion
Envelope Id: B409276F43004AB1A86B2FF2B2839A24 Status: Completed Subject: Complete with DocuSign: Rincon Consultants Inc. (618-20) AM2.pdf Source Envelope:
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Certificate Pages: 3 Initials: 1 Flora Flowers
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455 N. Rexford Drive
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Record Tracking
Status: Original
12/6/2022 2:19:04 PM
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Sharon L'Heureux Dressel
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Sharon Dressel
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Rincon Consultants, Inc.
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Robert Welch
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Shana E. Epstein
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Director of Public Works
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Logan Phillippo
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City of Beverly Hills
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George Chavez
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City Manager
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Attachment 5
B0785-0001\2925290v2.doc
AMENDMENT NO. 3 TO THE AGREEMENT BETWEEN THE
CITY OF BEVERLY HILLS AND RINCON CONSULTANTS, INC.
FOR THE DEVELOPMENT OF THE BEVERLY HILLS CLIMATE
ACTION AND ADAPTATION PLAN
NAME OF CONSULTANT: Rincon Consultants, Inc.
RESPONSIBLE PRINCIPAL Erik Feldman, Principal
OF CONSULTANT:
CONSULTANT'S ADDRESS: 180 N. Ashwood Avenue
Ventura, CA 93003
CONSULTANT’S E.I.N./TAX I.D. NO.: 77-0300093
CITY'S ADDRESS: City of Beverly Hills
345 Foothill Road
Beverly Hills, CA 90210
Attention: Director of Public Works
COMMENCEMENT DATE: December 1, 2020
TERMINATION DATE: December 30, 2022 (original termination date) June 30, 2023 (amended pursuant to Amendment
No. 2)
June 30, 2024 (as extended pursuant to Section 2
by letter dated June 1, 2023)
June 30, 2026 (amended pursuant to Amendment
No. 3)
CONSIDERATION: Original Agreement:
Professional Services:
Not to Exceed $262,698.00
Contingency: Not to Exceed $26,270.00
Total Not to Exceed: $288,968.00, as more fully
described in Exhibit B
Amendment No. 1: No Additional Cost
Amendment No. 2: Additional not to exceed
$90,218.00
Amendment No. 3: Additional not to exceed:
Professional Services: $281,352.00
Reimbursable Expenses: $57,197.00
Contingency: $42,225.00
Additional Not to Exceed: $380,774.00
Total Not to Exceed: $759,960.00, as more fully
described in Exhibit B
DocuSign Envelope ID: 4CD5E3B5-5F46-4F01-B1AB-404F218F572F 2 B0785-0001\2925290v2.doc
AMENDMENT NO. 3 TO THE AGREEMENT BETWEEN THE
CITY OF BEVERLY HILLS AND RINCON CONSULTANTS, INC.
FOR THE DEVELOPMENT OF THE BEVERLY HILLS CLIMATE
ACTION AND ADAPTATION PLAN
This Amendment No. 3 is to that certain Agreement between the City of Beverly Hills (hereinafter called "CITY") and Rincon Consultants, Inc. (hereinafter called "CONSULTANT") dated December 8, 2020, and identified as Contract No. 618-20, as amended by Amendment No. 1, dated January 10, 2022, and identified as Contract No. 33-22, and Amendment No. 2, dated December 15, 2022 and identified as Contract No. 765-22 (“Agreement”).
RECITALS
A. CITY entered into a written agreement with CONSULTANT for the development of the Beverly Hills Climate Action and Adaptation Plan, which was previously amended.
B. CITY and CONSULTANT desire to further amend the Agreement to support the CITY’s local adoption process for the Climate Action and Adaptation Plan, extend the termination date, modify the Scope of Work set forth in Exhibit A of the Agreement, compensate CONSULTANT for the additional services, and amend Exhibit B of the Agreement to reflect the new consideration amount.
NOW, THEREFORE, the parties agree as follows:
Section 1. The TERMINATION DATE shall be amended as stated on the cover page.
Section 2. The CONSIDERATION shall be amended as stated on the cover page.
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Section 3. Exhibit A, “Scope of Work”, shall be amended and restated as attached hereto and incorporated herein.
Section 4. Exhibit B, “Schedule of Payment and Rates”, of the Agreement is hereby amended as attached hereto and incorporated herein.
Section 5. Except as specifically amended by this Amendment No. 3 and previous amendments, the remaining provisions of the Agreement shall remain in full force and effect.
EXECUTED the _____ day of __________________, 20___, at Beverly Hills, California.
CITY OF BEVERLY HILLS
A Municipal Corporation
JULIAN A. GOLD, M.D.
Mayor
______________________(SEAL)
HUMA AHMED
City Clerk
CONSULTANT: Rincon Consultants, Inc.
___________________________________
ERIK FELDMAN
Principal
___________________________________
LACRISSA DAVIS
Chief Financial Officer
[Signatures continue]
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APPROVED AS TO FORM: APPROVED AS TO CONTENT:
___________________________________ ___________________________________ LAURENCE S. WIENER NANCY HUNT-COFFEY
City Attorney City Manager
___________________________________
SHANA E. EPSTEIN
Director of Public Works
___________________________________
ROBERT WELCH
Utilities General Manager
___________________________________
SHARON L’HEUREUX DRESSEL
Risk Manager
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EXHIBIT A
SCOPE OF WORK
I. SCOPE OF WORK
ORIGINAL AGREEMENT:
CONSULTANT shall perform the following services:
TASK 1– Background Review and Goals
Developing an action plan for climate change mitigation and implementation depends on key steps as shown in the Climate Action and Adaptation Plan (CAAP) Process Flow Diagram.
CITY’s CAAP will be developed iteratively and occur concurrently with project management, technical, and planning efforts described in Tasks 2 through 11. Therefore, this scope of work serves to kickoff and effectively manage the tasks related to development of findings and results that will inform the final CAAP document.
Task 1.1 – Project Management
High-quality project management during each task is an integral component related to the success of the CAAP. This task involves directly coordinating with CITY, Committees, and CONSULTANT over the proposed 12-18-month course of the project. The final project timeline can be adjusted during the kick-off meeting and will be reviewed throughout the process to ensure timely completion of all deliverables. Project management encompasses internal oversight of staff as well as management of the public outreach, traffic engineering, and environmental review tasks included within this scope of work. We plan to provide regular reporting, not less than monthly, to CITY on the status of technical and policy issues, schedule, and budget. Given the relatively tight timeframe to accomplish project objectives, exceptional project management and management accessibility will be critical to the success of this program. CONSULTANT will also be involved in the quality assurance and review of all tasks and work products within this scope of work. The budget for that quality control is included within each individual task budget.
DELIVERABLES:
1. Bi-weekly coordination calls and related meeting minutes
2. Monthly Progress Reports and Invoices
3. QA/QC of all deliverables
4. Adjusted project schedule
Task 1.2 – Project Kick-off Meeting
CONSULTANT will work with CITY to organize an initial kick-off meeting with the CITY’s Project Team and discuss project goals and objectives. CONSULTANT’s Principal, Erik Feldman, Project Manager, Lexi Journey, and Assistant Project Manager/ Sustainability Analyst, Andrew Beecher, will attend the kick-off meeting. As part of this task, key staff from Raimi + Associates (who will be leading the outreach and assisting on the vulnerability assessment and DocuSign Envelope ID: 4CD5E3B5-5F46-4F01-B1AB-404F218F572F 6 B0785-0001\2925290v2.doc
development of adaptation and Green House Gas (GHG) mitigation measure) will also attend the kick-off meeting. The kick-off meeting will provide an opportunity to refine the scope of work and proposed schedule, as well as identify existing documents, existing policies, and key stakeholder groups. This meeting will also serve to establish the project management procedures, including invoicing terms and communication protocols. Following this kick-off meeting, CONSULTANT will provide an adjusted schedule as well as final list of existing applicable documents, data, and policies for CITY review and confirmation.
DELIVERABLES:
1. Kick-off Meeting Agenda and Minutes
2. Final list of Existing Documents/Data/Policies to review
3. Adjusted schedule
MEETINGS:
1. Attend 1 Kick-off meetings to present the analyses
TASK 2– Assessing Existing Policies, Programs, and Best Practices CONSULTANT’s CAAP development and implementation expertise includes approaches and tools that can be customized and scaled to meet the GHG reduction and climate adaptation efforts of any jurisdiction and region. CONSULTANT has used this unique expertise to develop a set of tools designed to increase efficiency and transparency in the climate action and adaptation planning process while reducing costs to the client. CONSULTANT’s climate action planning toolkit includes the Existing Conditions Emission Reduction Evaluation (ECERE) Tool, the Scenario Planning and Reduction Quantification (SPARQ) Tool, and CAPDash, CONSULTANT's measure tracking dashboard and GHG Inventory tool. In addition, CONSULTANT’s vulnerability mapping tool will be customized in GIS for CITY to include climate stressor maps, socioeconomic data, infrastructure data, and citywide connectivity. Together, these tools provide a transparent and efficient path to CAAP development and implementation.
These tools are fully customizable, allowing communities to develop and implement GHG reduction measures that best fit their needs. See Approach and Understanding, Climate Action Planning & Toolkit for more details.
Task 2.1 – Existing Conditions Analysis
CONSULTANT will review relevant CITY documents, policies, codes, council directives, and commitments and will utilize our measures evaluation tool to summarize existing climate measures that will be discussed during the existing climate action and adaptation measures evaluation meeting amongst CITY staff and CONSULTANT. This methodology allows the consulting team to ground themselves around previous work conducted to address climate change and the current conditions in CITY and allows CITY to take stock of successes and hurdles of past climate and sustainability planning efforts. This time also provides an opportunity to consolidate all existing reduction efforts (i.e. measures) in one place as well as review the most current State and regional plans to ensure consistency. To do this, CONSULTANT has developed a measures evaluation tool where we compile existing measures from current plans DocuSign Envelope ID: 4CD5E3B5-5F46-4F01-B1AB-404F218F572F 7 B0785-0001\2925290v2.doc
and include easy drop-down menus to qualitatively evaluate each measure. Plans, CITY codes, policies, programs, and recent City Council commitments to be reviewed include at a minimum:
Documents Referenced:
1. Beverly Hills Sustainability City Plan 2009 and update (if available)
2. CITY’s General Plan, particularly the Land Use, Transportation, and Safety Elements
3. CITY’s Draft Complete Streets Plan
4. CITY’s 2019 Green Building Code
5. CITY’s Water Enterprise Plan (WEP) and draft Integrated Water Resources Master Plan (IWRMP)
6. CITY’s Draft Urban Forest and Management Plan (UFMP) and Street Tree Plan
7. CITY’s Food Waste Program
8. CITY’s Public Works Department Memorandum October 10, 2019
9. CITY’s Sustainability Initiatives in 2020: Sustainability Living, Food Donation and Waste Reduction, Enhance Sustainability Outreach programs.
10. CITY’s Sustainable Workshop Series
From the initial list of existing measures, CITY codes, policies, and programs, CONSULTANT will work with the CITY to select a set of criteria by which to conduct an initial qualitative analysis using our ECERE tool. These criteria would include impact and contribution toward achieving GHG emissions reduction goals (mitigation), contribution to enhancing resilience (adaptation), interdependency with other jurisdictions, synergies across multiple topics, alignment with GHG Inventory sectors, alignment with community priorities, measurements of equity, cost, and cost-effectiveness, and ease of implementation/timeline and/or complexity.
Differentiation will also be made based on who the key implementer(s) of policy options are, including City, State, federal, voluntary/private. CONSULTANT proposes to bring this analysis to a virtual team meeting with key members from both CITY and CONSULTANT team.
The policy evaluation tool will be provided for CITY to review and include the evaluation criteria as easy drop- down menu where CITY staff can evaluate the current status of the measures.
For measures that have not been started or completed, an additional space for notes on why is also provided. This process allows both the consulting team and CITY to gain insights into the possible hurdles to implementation of key climate actions and measures, be it funding, staff time, or political will, that we can focus on overcoming during the CAAP development process.
Following completion of the existing adaptation and mitigation measure evaluation, CONSULTANT will edit and update our existing best practices and measures library to focus on mitigation and adaptation measures and financing mechanisms and funding practices being implemented in cities of similar in size, scale, and physical context as Beverly Hills, such as Pasadena, Santa Monica, West Hollywood, and Culver City. We will also conduct research into the applicability of existing climate action frameworks such as C40 Cities: Urban Climate Action Impact Framework and CNCA: Long-Term Deep Carbon Reduction Planning to this effort.
Finally, we will provide a summary of existing GHG inventory protocols and the available tools (including CONSULTANT’s CAPDash Inventory tool) for the development of an updated GHG inventory. We will identify the scopes and the emissions sources covered in each protocol and investigate the availability of data needed for them to be undertaken. We understand that CITY prefers the use of a GHG inventory protocol that is compatible with the SEEC ClearPath California platform and aligns with CDP Cities and the Compact of Mayors. CONSULTANT is a DocuSign Envelope ID: 4CD5E3B5-5F46-4F01-B1AB-404F218F572F 8 B0785-0001\2925290v2.doc
CARB Accredited GHG Inventory Lead Verification Body and we have prepared and audited 100s of GHG inventories for public and private entities and are very familiar with a variety of protocols and understand the impacts related to nuances/ impacts related to different protocols and methodologies.
DELIVERABLES:
1. CONSULTANT’s Existing Conditions GHG Emissions Reduction Evaluation Tool
2. Memo summarizing best practices research and findings from the ECERE existing program and policy review
3. Memo summarizing GHG inventory protocols and a recommended protocol to use for the GHG inventory
MEETINGS:
1. Meeting with CITY staff to discuss findings from Task 2 (time for this meeting is included under Task 6)
TASK 3– Greenhouse Gas Emissions Inventory
The RFP references CITY’s 2015 partially completed GHG Inventory and data from the Los Angeles County Sustainability Plan and states a potential desire for additional analysis to be completed to reconcile any differences in data and methodologies between the 2015 inventory and a current inventory (2018 or 2019, depending on available data). We understand that all the 2015 GHG inventory data is available except for the utility data. Therefore, as part of this scope CONSULTANT will request both 2015 and 2018 or 2019 energy data from the utilities to be able to both update the 2015 inventory and prepare a new Inventory for a more current year.
Emission inventories provide important information about the municipal and community's existing emissions sources and can help CITY identify which actions will be most effective at reducing local emissions. During this task, CONSULTANT Team will calculate the baseline inventories of all activities taking place citywide. The GHG emissions inventories will develop a current GHG inventory anticipated to be 2019, depending on availability of necessary data) and follow methods utilizing consistent accounting tools recommended by agencies such as Local Governments for Sustainability (ICLEI), California Air Resources Board (CARB), the Association of Environmental Professionals, the California Attorney General’s Office, CDP Cities and the Compact of Mayors, and current best practices in California.
Consistent with the U.S. Community Protocol, the community-wide GHG emissions inventory will account for GHG emissions resulting from residential and non-residential energy usage; vehicle miles traveled (VMT); off-road equipment; water usage; community-generated wastewater; and community-generated solid waste.
Task 3.1 – Data Collection and Existing Conditions Analysis CONSULTANT will begin the inventory process by reviewing the previously completed inventories and identifying the methodologies and emission factors used previously and updating those variables as necessary. CONSULTANT will then develop a current GHG inventory for CITY by first developing an inventory memo for CITY staff that will outline CONSULTANT’s suggestions for the current inventory year, future GHG emissions forecast DocuSign Envelope ID: 4CD5E3B5-5F46-4F01-B1AB-404F218F572F 9 B0785-0001\2925290v2.doc
years, and required data sources. CONSULTANT assumes CITY will request the required data from the relevant utilities and service providers with the support of CONSULTANT. Due to the California Energy Commissions privacy rules, CONSULTANT has identified the relatively small number of industrial facilities located in CITY as a as a possible trigger for the California Public Utility 15/15 Rule1 that can often result in commercial electricity and/or natural gas data being withheld. CONSULTANT has addressed this issue for other cities and has developed an approach to transparently identify the issue so that it can be consistently managed in subsequent inventories.
Traditionally, the data collection process takes the greatest amount of time, because there are multiple data sources. Therefore, in order to streamline the data collection process and reduce delays, CONSULTANT has established specific tools including detailed data request documents and tracking mechanisms. CITY’s specific data request would be developed and refined after the kick-off meeting, once CONSULTANT has confirmed the preferred approach and necessary data required. The data request will include a summary of the data set that is needed and specific points of contact to retrieve the data from. It is anticipated that the primary data sources would include: CITY for water and wastewater data, Athens or CalRecycle for solid waste data, Southern California Edison (SCE) and Clean Power Alliance (CPA) for electricity data (energy use), and Southern California Gas Company (Sempra Energy) or direct source for natural gas data (energy use). We assume that we will only have to request 2015 community utility to update the existing 2015 inventory. This assumption is safe if the integrity of the data is not compromised. Additionally, vehicle miles traveled data will be provided by Fehr and Peers.
As part of this task, Fehr and Peers will conduct VMT analysis for CITY utilizing the 2016 SCAG Regional Transportation Plan/Sustainable Communities Strategy (RTP/ SCS) model. Fehr & Peers will use GIS analysis of the model’s traffic analysis zones that contain any portion of CITY to estimate the trips within the jurisdictional boundary of CITY. Outputs will include daily VMT by vehicle type (as defined in the model). Pursuant to the Regional Transportation Advisory Commission’s (RTAC), Fehr & Peers will disaggregate the VMT data to distinguish between trips located entirely within Beverly Hills and trips with either an origin or destination outside CITY. Trips entirely with CITY will be 100 percent attributable to CITY, whereas only 50 percent of the VMT associated with trips outside CITY will be attributable to CITY. Fehr and Peers has success- fully employed this approach to deliver GHG inventories for the City of Santa Monica and West Hollywood, and several other jurisdictions.
As part of the effort for implementing Senate Bill (SB) 743 in CITY, Fehr & Peers reviewed CITY’s VMT trends in comparison to trends in the broader region. VMT generated by households and employment uses were also estimated for CITY. This data can be used to supplement the VMT data required for the CAP. The SCAG RTP/SCS model will be used to provide the baseline/existing VMT, future VMT, and VMT for interim years based on straight-line growth interpolation. Fehr & Peers will provide tables summarizing the VMT data and will provide a brief description on the methodology used to calculate the VMT. Fehr & Peers will be available for up to two meetings or conference calls with the project team to support the CAP development.
Data Evaluation Memorandum
Upon the completion of the data collection process, CONSULTANT will prepare a Data Evaluation Memorandum that will provide an overview of the data that was provided by CITY and reviewed by CONSULTANT, including an explanation of the sources where the data was acquired and what it includes, as well as the proposed methodology for analysis of the GHG DocuSign Envelope ID: 4CD5E3B5-5F46-4F01-B1AB-404F218F572F 10 B0785-0001\2925290v2.doc
emissions. As part of our analysis we will review the data for completeness and accuracy through an internally vetted quality assurance/quality control (QA/QC) process and present it in a concise manner to provide transparency and a replicable pathway for future emissions reporting. This analysis has recently been completed for the Cities of Walnut and South Pasadena to reflect the data inputs from both community and municipal operations and provides CONSULTANT with an opportunity to review the data with CITY for completeness and confirm that it is appropriate for use in CITY’s current GHG inventory. This is a critical step that provides confidence in the data and methodology used to track CITY’s progress in implementing the CAAP measures and defensibility with the CAAP's CEQA streamlining provisions. Upon review and clarification of the data and methodology summarized in a Draft Data Evaluation Memorandum, CONSULTANT will provide a Final Data Evaluation Memorandum for CITY records.
DELIVERABLES:
1. Data Request Memorandum
2. Draft Data Evaluation Memorandum
3. Final Data Evaluation Memorandum
Task 3.2 – Task 3.2 GHG Emission Calculations
For both the CITY community-wide and municipal inventories, CONSULTANT will calculate emissions using CAPDash GHG inventory tool, which is consistent with established protocols.
CAPDash was developed by CONSULTANT to streamline the GHG inventory process and provide a way for agencies to publicly display the inventory results. CAPDash converts data to GHG emissions using specific emissions factors that relate the emissions of GHGs to the quantity of fuel used (e.g., gallons of gasoline). The various GHGs are then aggregated and reported as carbon dioxide equivalents (CO2e), which combine GHGs of differing impacts into one weighted unit. The GHG inventory memorandum will include a historic trend analysis between 2015 and 2019 and will analyze emissions by both sector and scope to evaluate emissions based on sources and levels of control the community has on those emissions. We will also evaluate emission totals across several different metrics such as mass emissions, per capita, household, and geographic area metrics to evaluate how growth within and outside of the community has impacted emissions.
We understand that some agencies have preferences in the type of calculation tool that is used for the GHG inventory. CONSULTANT has developed GHG inventories utilizing a variety of tools such as the California SEEC ClearPath California tool developed by ICLEI and can use these tools as required by CITY. Therefore, selection of the appropriate tool for use in this work program will be coordinated with CITY during the kick-off meeting. Once all emissions are calculated, CONSULTANT will prepare a draft document summarizing the results in text, tables, and graphic form to clearly demonstrate CITY’s current emissions. CONSULTANT will provide CITY with the draft inventory for review and will make revisions within three working days upon receipt of one consolidated set of comments.
CONSULTANT will provide training on how to use CAPDash and present an overview of CAPDash to the appropriate Beverly Hills Departments as well as provide technical appendices that summarize the methodologies, data sources, assumptions, results and other information as needed.
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DELIVERABLES:
1. Draft GHG Inventories Memorandum
2. Final GHG Inventories Memorandum
3. CAPDash training and function
TASK 4– Greenhouse Gas Emissions Projections
Task 4.1 – Greenhouse Gas Emissions Projections
After completion of the inventory, CONSULTANT will utilize a forecast tool SPARQ (the forecast tool is described in Firm Capabilities) along with relevant information from the existing GHG emission inventories to generate a transparent forecast for 2025, 2030, 2035, 2040 and 2045.
These years have been selected based on a combination of state goals and interim milestone years (such as 2025) which will help in short-term planning and measure selection. Forecasts will be based on expected growth under a business-as-usual (BAU) and adjusted scenario which would include existing legislative adjustments such as SB 100, electric vehicle (EV) adoption, zero-emission vehicle market development, EO N-79-20, clean fuels, and Title 24.
The business-as-usual forecasts would be based on existing conditions plus projected growth, and not account for future regulatory changes or the GHG emission impact of further implementation of existing CITY plans. The business-as-usual forecasts would include the current participation rates in the 50% renewable energy option provided by CPA. As part of this task, Fehr and Peers will use the 2016 Southern California Association of Governments (SCAG) Regional Transportation Plan/ Sustainable Communities Strategy (RTP/SCS) to estimate existing conditions and baseline vehicle miles traveled estimates to interpolate/extrapolate VMT for each forecast scenario years (2025, 2030, 2035, 2040, and 2045).
Following calculation of the business-as-usual forecasts, CONSULTANT will also calculate an “adjusted” forecast, which will take into account foreseeable regulatory changes affecting GHG emissions (e.g., Low Carbon Fuel Standard, Pavley Clean Car Standards, SB 100 renewables portfolio standard, Title 24, and various General Plan Elements, as applicable) This will provide a more accurate picture of future emissions growth and the quantity of GHG emissions Beverly Hills would be responsible for reducing to meet GHG reduction targets. The adjusted and business-as-usual forecast model will be used to conduct a gap analysis after targets are set.
The forecasts will allow CONSULTANT to determine the GHG reductions required for CITY to meet their goals for the years listed above. The analyses will also include future GHG reduction impacts related to recently adopted or soon to be adopted plans and policies. These plans as a minimum will include:
1. Draft Complete Streets Plan
2. 2019 Green Building Code
3. Water Enterprise Plan (WEP) and draft Integrated Water Resources Master Plan (IWRMP)
4. Draft Urban Forest and Management Plan (UFMP) and Street Tree Plan
5. Food Waste Program
6. General Plan
Included in the GHG emissions forecast will be an assessment of the potential impacts that the recent Executive Order N-79-20, requiring all vehicle sales in California are zero-emission by DocuSign Envelope ID: 4CD5E3B5-5F46-4F01-B1AB-404F218F572F 12 B0785-0001\2925290v2.doc
2035. This will include an assessment of how this may impact future transportation GHG emissions and the secondary impact of increased electricity consumption.
We understand that different agencies have preferences in the type of calculation tool that is used for the GHG Forecast. CONSULTANT has developed GHG forecasts utilizing a variety of tools such as the California SEEC ClearPath California tool and can use these tools as required by CITY. Therefore, selection of the appropriate tool for use in this work program will be coordinated with CITY during the kick-off meeting.
DELIVERABLES:
See deliverables under Task 4.2
Task 4.2 – Target Setting
CONSULTANT’s approach to target setting is iterative, which is essential to identifying GHG reduction targets that are practical, defensible, and consistent with current state recommendations, including SB 32 and Executive Orders (EO) S-3-05 and B-55-18. For purposes of using the CAAP as a CEQA streamlining tool, the targets are established for the year 2020, 2030, 2040 and 2045. The CONSULTANT is to recommend three different target trajectories towards achieving carbon neutrality. These targets will be discussed and approved by recommending government bodies such as the Public Works, Planning and Traffic and Parking Commission and the City Council. The first tier or trajectory would align with the state targets outlined in AB 32 (equivalent to 1990 emission levels), SB 32 (40% below 1990 Emission level), and EO B-55-18 (carbon neutrality). CONSULTANT to include targets associated with EO B-55-18 (carbon neutral by 2045) in the preliminary target analysis as it is likely this target will be codified by the state in the future and may supersede 2050 targets associated with EO-S-3-05 (80% below 1990 levels by 2050). However, forecast model years and targets will be developed and confirmed based on discussions with CITY and will be designed to be realistic, yet aspirational. Providing context for CITY’s trajectories to meet the targets beyond 2020 is important and will be informed by the outcome of the adjusted forecast and quantification of feasible GHG-reduction measures.
CONSULTANT will leverage the GHG emissions inventories and forecasts to generate two additional tiers for future GHG reductions targets that will be developed and confirmed based on discussions with CITY and will help guide the measure development under Task 5.
CONSULTANT will also produce both per capita and mass emission-based targets for CITY to review. Per capita emissions targets are well established by the state through the 2017 Scoping Plan and may provide a more accurate portrayal CITY’ emission changes over time due to the ability to normalize population fluxes. These per person estimates can also be translated into per service person (employees + population). A complete analysis of both options will be conducted and presented to CITY for approval.
DELIVERABLES:
1. Draft Recommended GHG Emission Forecast and Targets Memorandum
2. Final Recommended GHG Emissions Forecast and Targets Memorandum
3. Forecast and Target-setting Tool. The analyses will provide the basis for the tier level emission reduction measures in Task 5
4. One PowerPoint presentation for public meetings and one round of edits to staff report DocuSign Envelope ID: 4CD5E3B5-5F46-4F01-B1AB-404F218F572F 13 B0785-0001\2925290v2.doc
MEETINGS:
1. Conference call or virtual meeting to provide details and elaborate on the data produced by the technical memo
2. Attend at least six (6) Commission meetings to present the analyses. (Time for this is included under Task 6)
TASK 5– Tier Level Emission Reduction Measures
Task 5.1 – Identify, Evaluate and Quantify GHG Reduction and Adaptation Measures Once the provisional GHG emission reduction targets have been established, the team will shift to developing specific actions that will allow CITY to reach these targets. To support this process, CONSULTANT has developed a suite of tools and assessment strategies to support what we have found to be the most critical portion of the work plan. As a first step, CONSULTANT will conduct a multi-criteria analysis on a core set of measures. The initial measures list will be informed by input from the various CITY Departments and our experience developing defensible climate action plans throughout the state. These measures will focus heavily on areas with the largest GHG emissions reductions, such as the electrification building energy and transportation. Measures related to electrification will include the transitional step required to meet full electrification. Measures related to public education programs, sequestration and enhanced eco- systems, waste reduction, low-carbon economy, and water will also be developed as feasible and necessary.
From the initial list of measures, CONSULTANT will work with CITY to select a list of criteria by which to conduct a qualitative analysis using the ECERE tool. These criteria would include impact and contribution to achieving reduction goals (mitigation), contribution to enhancing resilience (adaptation), interdependency between jurisdictions, synergies across multiple topics, alignment with GHG Inventory, alignment with community priorities, equity, cost and costeffectiveness, and ease of implementation/timeline and/or complexity. Differentiation will also be made based on who the key implementer(s) of policy options are, including city, state, federal, and voluntary/private.
CONSULTANT will leverage a list of existing CITY measures (developed as part of Task 2) and existing climate action planning toolkit to conduct this analysis. For example, our ECERE tool allows for multi-criteria analysis and displays the overall score of each measure. This tool allows customization with a weighting scale that CITY can fine tune to promote measures that perform well in general or in specific criteria (e.g. if CITY is looking for measures that have the highest emissions reductions or the lowest community cost). CONSULTANT will work with CITY staff to create an agreed upon indicator format for each respective emission reduction measure (metric, relative factor, time dimension, e.g. gallons/person/year).
To further assess emission reduction measures and different approaches to reach carbon neutrality (aggressive, moderate, and conservative); CONSULTANT will employ its SPARQ tool.
This tool makes the measure quantification process more transparent and the dashboard feature allows CITY to change target metrics for each measure to see how these changes will affect community emissions and their ability to achieve different target trajectories over time.
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CITY shall provide input on the draft emission reduction measures list. CONSULTANT will present a finalized list to CITY staff and stakeholders for review and input. From this foundation, we will assess any policy or program gaps and identify additional opportunities for emission reductions. Every measure CONSULTANT develops will come with a GHG reduction potential, list of co-benefits (e.g., environmental justice, safe communities, “buying local,” and habitat protections), approximate implementation costs, and potential funding sources. From this information, CONSULTANT will develop an implementation strategy that outlines which measures should be prioritized.
Once the final list of measures is confirmed with the relevant CITY departments, CONSULTANT team will provide an analyses and report for Beverly Hills to choose a Conservative, Moderate or Accelerated Path to Carbon Neutrality. The proposal for each tier will include an analysis of the costs associated with the different tiered pathways, based on the analysis provided by Hatch in Task 5.2. The accelerated pathway in this Tier Level Emission Reduction Measure Pathway analysis will include an assessment of feasibility of an accelerated pathway that can prioritize implementation of the GHG reductions measures with the largest reduction potential within the first 5 to 10 years of plan adoption.
Once the initial analysis is completed, CONSULTANT will work with CITY to refine and prioritize the emission reduction measures, trajectories and targets and use them to develop the draft climate action portion of the plan. The CAAP will need to be flexible to enable CITY to respond to changes in state and federal GHG policy, the introduction of new technologies, and changes in energy supply, among others.
CONSULTANT will provide all information and thorough explanation for all technical analyses performed. CONSULTANT understand how critical the memorialization of analyses is for current and future planning and tracking processes. CONSULTANT will provide a robust and user-friendly technical appendix for the Tier Level Emission Reduction Pathway analysis that can be used as methodology guidance documents for future planning and tracking so that CITY can maintain consistency across documents. The technical appendix will include at least one round of CITY departmental edits and will be presented to the relevant commissions for discussion and recommendation and onto City Council Study Session for discussion and adjustments.
DELIVERABLES
1. Technical Memorandum that provides the tier level GHG reduction measures and fiscal analysis
2. ERM Prioritization Tool (SPARQ Tool) Customized for CITY
3. Draft Emission Reduction Measures (ERM) List
4. ERM Final Selection Table with Analysis for GHG Reduction
5. Co-Benefits Analysis
6. Draft GHG Inventory, Forecast, and Targets Technical Appendix
7. Final GHG Inventory, Forecast, and Targets Technical Appendix
8. One PowerPoint presentation for public meetings and one round of edits to a staff report DocuSign Envelope ID: 4CD5E3B5-5F46-4F01-B1AB-404F218F572F 15 B0785-0001\2925290v2.doc
MEETINGS:
1. Conference call or virtual meetings to provide details and elaborate on the data produced by the technical memo.
2. At least three (3) meetings with Commissions to discuss the tier level options and seek recommendations that best fits CITY. (Time for this is included under Task 6).
3. At least two (2) community meetings to present the tier level options and seek community support on the best option for CITY. (Time for this is included under Task 6).
4. At least one (1) City Council meeting to present the tier level options and seek direction to which tier level option should be included in the final CAAP. (Time for this is included under Task 6).
Task 5.2 – Funding and Financing Strategy
CONSULTANT has teamed with Hatch, who will leverage their experience with cutting edge funding and financing vehicles including carbon markets, public private partnerships, green bonds, and more. Hatch will develop an economic impact analysis and a fiscal impact analysis for three approaches to reaching carbon neutrality by 2045. Through engagement with the balance of the team and CITY, Hatch will begin this task with a clear understanding of the activities included, timing, and implementation mechanisms for each emissions-reduction measure. The analysis of key measures included in the list of final measures will be conducted to include the potential need for general fund allocations, fees that may become a revenue source for CITY, and feasibility for incentives and effects on the general fund revenue for development projects. Understanding and agreement on these topics is important to ensure that the economic analyses accurately reflect what will be proposed and can also facilitate important conversations within CITY related to implementation and resource allocation.
After documenting economically relevant information about the emissions-reduction measures, Hatch will model the economic impacts of measures in terms of their impact on gross regional product (GRP), employment, and output. The economic impacts will be analyses for both ongoing and one-time events. For the fiscal impact analysis, Hatch will examine how each group of emissions-reduction measures proposed to meet a given milestone translate into changes in fiscal revenue expenditures generation through the development of a fiscal impact model. Sales, transient occupancy and business taxes will be of particular focus in this analysis given their importance to CITY’s fiscal health and the community’s vibrancy as a retail and culinary destination. Fiscal impacts will be assessed on a milestone and cumulative present value basis to provide an understanding of how the emissions-reduction measures proposed to meet each milestone result in changes to CITY’s fiscal state. A critical component of both the fiscal and economic impact analysis will be familiarity with the economic ramifications of new technology adoption (e.g., EVs, AVs, distributed renewables, etc.) and consumer response to new business models, in which Hatch is well-versed. Hatch will provide an understanding of not only the economic and fiscal impacts of the proposed path to carbon neutrality at key milestone dates, and also inform and optimize the emissions-reduction measure development process.
CONSULTANT has found that an iterative measure development process supports the development to highly effective emissions-reduction measures that provide the broadest suite of benefits.
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DELIVERABLES:
1. Draft and Final Memorandum on economic impacts
2. Draft and Final Memorandum on fiscal impacts
MEETING:
1. 1 Meeting and meeting notes on economically relevant information on measures TASK 6– Stakeholders Engagement
Raimi + Associates will lead this task with support from CONSULTANT and Hatch. Conducting meaningful and authentic stakeholder engagement is one of the firm’s core principles and areas of expertise. They are well versed in the various methods and formats that are used in the stakeholder process – workshops, town hall meetings, focus groups, stakeholder and staff interviews, advisory committees, and pop-up events. While some of these methods may not be viable as a result of the global pandemic and need to maintain social distance to protect public health, we have learned that the fundamental objectives stay largely the same – inclusion in outreach, providing diversity of methods to engage, creating comfortable experience, ensuring language and cultural appropriateness, providing access to all members of the community, and offering an experience that is creative and inspiring. Responding to the public health crisis from a stakeholder engagement standpoint has meant identifying and applying a range of tools including surveys, interactive mapping via MetroQuest, utilizing the full suite of functions provided by Zoom (polls, break out rooms, parallel chat dialogue).
Several recent experiences have shown that virtual meetings also provide benefits by allowing people that may not have been able to attend an in-person meeting due to work schedules, the need for child care, or other obligations, may be more able to participate when the event can be accessed from their home.
Task 6.1 – Task 6.1: Stakeholders Engagement Plan
The CONSULTANT will prepare a comprehensive Stakeholder Engagement Plan. Data analysis will be used to inform each step of the stakeholder process to present the effective and viable sustainable practices. The Plan will identify the overall objectives for the stakeholder engagement, key stakeholders to include in the CAAP process, the specific stakeholder activities and events, the formats to be used, responsibility of CONSULTANT and CITY for various resources and tasks, and a schedule that shows how the stakeholder process aligns with and informs the overall CAAP development. The outreach team will utilize available demographic data for Beverly Hills, as well as anecdotal staff experience to identify underrepresented populations for targeted outreach to get mostly all community members, including vulnerable populations, included in the CAAP process. These populations may include those who are language-isolated, elderly and youth, or renters. The Stakeholder Engagement Plan will also incorporate CAAP data as it is developed, first the inventory, followed by the BAU an ABAU targets, and ultimately the GHG reductions that are projected to occur through the various CAAP measures.
The Stakeholder Engagement Plan will identify and provide details about events and activities that are needed to gain robust community input from multiple viewpoints including CITY Council; relevant Commissions; CITY Staff in planning, building, public works, housing, and other DocuSign Envelope ID: 4CD5E3B5-5F46-4F01-B1AB-404F218F572F 17 B0785-0001\2925290v2.doc
departments or divisions that may be involved in implementing the CAAP; the business community; residents from various neighbor- hoods in CITY; energy efficiency and renewable energy, urban forestry, waste management, and other environmental groups; academia and researchers; and, regional and local public agencies. The Stakeholder Engagement Plan will include detailed plans to utilize virtual platforms and work with CITY’s cable TV station to publicize and setup workshops for the CAAP; providing opportunity for CITY Staff to select the ideal modes of engagement for stakeholders. The Stakeholder Engagement Plan will also include efforts to engage Beverly Hills Unified School District students and district staff.
DELIVERABLES:
1. Draft Stakeholder Engagement Plan
2. Final Stakeholder Engagement Plan
Task 6.2 – Project Website and Branding
CONSULTANT will develop and maintain a website for the project which will allow the community to view new work products, view schedules for meetings and community workshops, learn about existing and future conditions, and most importantly submit questions and comments. The website will be structured so that the most readily available information is simple and easy to understand for a wide audience.
CONSULTANT will also develop a logo for the CAAP Project that will be used to link together marketing, outreach, and education campaigns. Through the consistent use of the project logo and brand, the project team will build awareness of the CAAP. The CITY will then be able to attach the logo to related future projects allowing the community to easily identify implementation projects. Logo shall be approved by CITY.
DELIVERABLES:
1. Draft CAAP Website Layout and Logo
2. Final CAAP Website Layout and Logo
Task 6.3 – Stakeholder Meetings
To gain stakeholder input through the CAAP development process, CONSULTANT will coordinate the following three stake- holder groups:
1. CITY staff – this will include representatives from Community Development, Community Services, Public Works, and other Departments and Divisions that have a role in climate action and adaptation.
2. Appointed and Elected Officials – this will include City Council members and Commissioners representing the Planning Commission, Public Works Commission, Traffic and Parking Commission, Recreation and Parks Commission, and others as determined by CONSULTANT in consultation with CITY staff.
3. Representatives from environmental groups, regional public agencies, residents, business community, and researchers/academia – this may include NRDC, Sierra Club, Tree People, US Green Building Council, , Beverly Hills Unified School District (BHUSD), BHUSD Parent Teacher Association (PTA), Safe Routes to School, LA County Public Works and Health Departments, Clean Power Alliance, Los Angeles DocuSign Envelope ID: 4CD5E3B5-5F46-4F01-B1AB-404F218F572F 18 B0785-0001\2925290v2.doc
Regional Collaborative for Climate Action and Resilience, researchers or topical experts from the UCLA Institute of the Environment and Sustainability, local architects and contractors, local business owners and the Chamber of Commerce, and innovators in and advocates for sustainable energy, mobility, building design, or waste management.
The outreach team will coordinate the agendas for each group meeting, prepare needed content such as summaries of the GHG inventory and projections, GHG reduction measures and cobenefits, facilitate the meetings, and record the discussions and outcomes. Four meetings will be held with each of the stakeholder groups, for a total of 12 Stakeholder Group meetings.
Raimi + Associates will coordinate the stake- holder engagement process with the overall project schedule to ensure that there is alignment and the stakeholder process incorporates the technical analysis and is able to provide guidance on opportunities and priorities as the CAAP moves through the various stages of development. One of the stakeholder meetings will provide opportunity for stakeholders to receive a description of the various tools that will be used by CONSULTANT in the CAAP process.
MEETINGS:
1. Up to 12 stakeholder group meetings, including agendas and notes Task 6.4 – Community Stakeholders Events
In addition to the Stakeholder Group meetings, CONSULTANT will organize and produce three public Community Stakeholder events, to provide opportunities for the broader Beverly Hills community to engage in developing the CAAP. These will be structured as follows:
▪ Community Stakeholder Event #1: the purpose of this meetings is to provide an introductory community-wide workshop and discussion regarding Climate Change and Climate Actions and the actions that can be taken by CITY, residents, and businesses to slow down climate change effects. The workshop will introduce the community to climate action planning process, describe what issues are included in the analysis, and clarify how the CAAP relates to other CITY plans and policies. The community will be asked for suggestions on sectors or topics that should emphasized to meet climate goals or to align with other CITY priorities or opportunities.
▪ Community Stakeholder Event #2: the purpose of this meeting is to present a suggested suite of GHG reduction measures that have been identified by CONSULTANT team and vetted through the meetings with the three Stakeholder Groups. The measures will be organized by topic area and presented for community review and prioritization. Measures are expected to include approaches for increasing the renewable portion of grid supplied energy, energy efficiency and decarbonization strategies for existing and newly constructed buildings, shifts in transportation mode or fuel type, waste reduction and diversion, and carbon capture options through urban forest and open management practices. Optional measures will be described along with their GHG reduction potential.
The meeting will also include a discussion of actions that can be taken to reduce climate vulnerabilities and risks. Participants will be able to identify their top five measures for climate action and adaptation. The results of the meeting will be used to guide CONSULTANT and CITY staff in preparing the Draft CAAP.
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▪ Community Stakeholder Event #3: the purpose of this meeting is to review the Draft CAAP with the community stakeholders. CONSULTANT will present a brief summary of the Business As Usual (BAU) and Adjusted Business As Usual (ABAU) forecasts, the GHG reduction target, and the emissions gap that the CAAP aims to close to achieve carbon neutrality. This will be followed by a presentation of the various measures and the scale of implementation that is needed to achieve the target in the short-, medium-, and long-term.
The meeting will also include a review of the actions that are recommend to address CITY Beverly Hills vulnerabilities and risks associated with climate change.
The presentation will conclude with a discussion of the recommended policy and program changes and funding and financing options to implement the CAAP.
CONSULTANT will produce the marketing and communication materials for the Community Stakeholder Events and will work with CITY Communications Department to ensure that the materials meet CITY branding and style guidelines. We will also coordinate with the Communications Department to integrate the CAAP out- reach process with other CITY communications through CITY website, and social media platforms. Particularly given the potential that these meetings will need to be conducted virtually, it will be important to effectively and strategically utilize social media platforms including Facebook, Twitter, Instagram, Nextdoor, and neighborhood and business organization email lists and networks.
DELIVERABLES:
1. Up to 6 PowerPoint Presentations and support materials - one for each of the three community stakeholder events (electronic versions)
MEETINGS:
1. Up to 6 community stakeholder events, including agendas and notes
2. Coordination with CITY Communications Department
Task 6.5 – City Council Meetings
CONSULTANT will assist CITY in preparing for and providing technical support for up to three City Council meetings. We recommend that one of these meetings be conducted as a Study Session to provide more time and less formal structure, so that Council members can engage in a dialogue with each other, CITY staff, and key members of CONSULTANT team on the various components of the CAAP, analysis methodologies, expected outcomes, and how the CAAP relates to other CITY policies and priorities. CONSULTANT recognizes that the process of developing the CAAP is iterative and may take several drafts and presentations to various CITY Commissions (such as Planning, Public Works, Traffic and Parking, or Parks and Open Space) before a formal recommendation to City Council for adoption. The CONSULTANT will assist CITY staff to prepare presentation materials and other needed information for these meetings.
DELIVERABLES:
1. Up to 3 PowerPoint slide decks and edits to staff reports DocuSign Envelope ID: 4CD5E3B5-5F46-4F01-B1AB-404F218F572F 20 B0785-0001\2925290v2.doc
MEETINGS:
1. Up to 3 City Council meetings related to the CAAP
2. Coordination with CITY Communications Department
Task 6.6 – Community Advisory Committee Meetings
The CONSULTANT will assist CITY in preparing for and providing technical support for up to three Community Advisory Committee Meetings. Goal of the Community Advisory Committee is to open the opportunity to regular community members or appointed Ad-Hoc committee members by the City Council or various Commissions to look into the details of the CAAP. The CONSULTANT will assist CITY staff to prepare presentation materials and other needed information for these meetings.
DELIVERABLES:
1. Up to 4 PowerPoint slide decks
MEETINGS:
1. Up to 4 Community Advisory Committee Meetings related to the CAAP TASK 7– Vulnerability Assessment and Adaptation Measures Task 7.1 – Vulnerability Assessment
In order to understand how Beverly Hills may be impacted by climate change over time, we will conduct the following:
Adaptation and Resilience Kick-off Meeting
The CONSULTANT will lead an Adaptation and Resilience meeting with strategic CITY staff and stakeholders such as Public Works, Emergency Management, Resilience, and Recovery and other relevant departments to create alignment around the purpose and scope of this task. We will review the overall process as well as any critical issues or questions that CITY needs to address and will discuss the policy framework. This meeting will also be used to identify existing datasets such and relevant background information, such as CITY’s Hazard Mitigation Plan.
CONSULTANT will review existing vulnerability assessments on the local and state level. As an outcome of the Adaptation and Resilience meeting, this foundational information will be identified and reviewed by the project team prior to the workshops. An outcome will be analysis and prioritization of hazards, risks, and vulnerabilities facing CITY based on readily accessible existing datasets and GIS files.
Hazard Assessment
The initial component of the study will focus on developing a localized understanding of climate change hazards across CITY based on existing and publicly available datasets.
CONSULTANT’s GIS team will develop an online mapping tool which will include natural and man-made hazard maps, socioeconomic data (e.g. opportunity zones), infrastructure data, and citywide connectivity. Maps will be developed using CITY GIS data and data available from the DocuSign Envelope ID: 4CD5E3B5-5F46-4F01-B1AB-404F218F572F 21 B0785-0001\2925290v2.doc
Cal-Adapt 2.0, the California Fourth Climate Change Assessment, and the Governor’s Office of Planning and Research (OPR) Adaptation Clearinghouse. CONSULTANT will include existing hazard profiles and then integrate climate change projections (as available) to understand potential changes in impacts that CITY may be subject to in the future related to precipitation, temperature, extreme heat, wildfire, coastal and riverine flooding based on existing data. This will allow us to identify areas that may be most subjected to the temporal changes imposed by climate change. The online mapping tool will allow for the spatial incorporation of all GHG mitigation and adaptation strategies (as appropriate) into one comprehensive platform.
CONSULTANT will leverage this tool to help CITY and stakeholders visualize and prioritize near, mid, and long-term adaptation measure recommendations.
Exposure Identification
The second component will center around gaining an understanding of the communities, infrastructure and assets within Beverly Hills. Specifically, we will focus on population demographics (such as socio-economic data, age, transit-dependence, homeownership, etc.), transportation networks (both road and public transport) and critical infrastructure (such as electrical and communications networks, wastewater treatment plants, hospitals, etc.).
Vulnerability Assessment
The vulnerability component will pull together collated information about future climate change hazards and our models and understanding of the people, infrastructure and assets in the city.
This analysis will consider how future extreme events may push already vulnerable populations past a tipping point. Our analysis will build off existing community indicators already identified by the city and outlined in CITY’s General Plan and Hazard Mitigation Plan.
DELIVERABLES:
See deliverables under Task 7.2.
Task 7.2 – Adaptation Measures
Measures Development
The CONSULTANT will develop and prioritize adaptation measures for both the community and municipal operations associated with each identified risk based on level of severity (low-risk, medium-risk, and high-risk). The CITY’s Hazard Mitigation Plan and Emergency Management Plan will be used as references in order to coordinate adaptation measures with current CITY efforts. The analysis will address both community-based adaptation measures and measures that are focused on municipal government operations. The relative costs, benefits, and complexity of implementation will be determined for each measure.
CONSULTANT will leverage their recent experience in recent completed CAAP and extensive experience analyzing and developing mitigation for social vulnerabilities will lead the analysis of social vulnerabilities, specifically the potential for any disproportional impacts that climate change may have on vulnerable populations across CITY including seniors, children, lowincome families and individuals, persons with disabilities, and persons with respiratory, circulatory, or other health issues. Raimi + Associates will draw from CalEnviro Screen, data from LA County Department of Public Health, the US Census and American Community Survey for data. Beverly Hills specific information regarding vulnerable populations or risk groups will be DocuSign Envelope ID: 4CD5E3B5-5F46-4F01-B1AB-404F218F572F 22 B0785-0001\2925290v2.doc
generated through staff’s institutional knowledge the stakeholder process. Innovative strategies such as micro grids or retrofitting of community facilities to operate on battery power as a neighborhood resilience hub will be explored as ways to concurrently address physical and social vulnerabilities and needs.
Cost-Benefit Analysis
Hatch will perform a cost benefit analysis of the proposed adaptation measures to allow CITY not only to understand the overall benefit-cost ratio of a particular approach to adaptation but also the key drivers of the cost-benefit results. If CITY intends to use the cost-benefit analyses in other contexts, such as for grant documentation, Hatch can use the relevant guidance from grant-making entities in the analysis. This guidance may inform selection of topics of analysis, extent of impact analyzed, and selection of discount rate, but at a minimum, direct costs of implementation for The CITY and/or residents will be considered along with benefits resulting from cost savings/avoided costs as well as decreased carbon emissions (social cost of carbon) and criteria pollutants. Hatch will leverage existing information on costs where possible and can use unit-cost level data to develop cost assumptions where necessary. Hatch will also contribute to the project team’s identification of disproportionate impacts on vulnerable populations across CITY, informed by Hatch’s work on the Equitable Climate Resilience Project, which is designed to illuminate the intersection of equity and climate resilience for cities through a grant from the Kresge Foundation.
The adaptation and resilience measures and results of the cost benefits analysis will be presented at meetings with various city commissions to refine and adjust the measures prior to preparing the CAAP document.
DELIVERABLES:
1. Vulnerability Assessment and Recommended Adaptation Measures Memorandum (It is assumed that this Vulnerability Assessment will be included as a technical appendix to the CAAP.)
2. Adaptation Measures Cost-Benefit Summary Memorandum
3. One PowerPoint presentation for various CITY commissions meetings MEETINGS:
1. Meeting with staff to discuss the findings
2. Three (3) total meetings with various CITY commission to discuss Vulnerability Assessment and Measures of Climate Change (Time for these meetings is included under Task 6)
TASK 8– Implementation Plan
Task 8.1 – Implementation and Monitoring Strategy
The CAAP will contain a comprehensive Implementation and Monitoring Strategy Table that summarizes how the CAAP measures and associated actions will be implemented, monitored, and adjusted over time to ensure that Beverly Hills stays on track to achieve the CAAP’s targets for emissions reductions and adaptation goals. The table would identify of agencies, divisions, DocuSign Envelope ID: 4CD5E3B5-5F46-4F01-B1AB-404F218F572F 23 B0785-0001\2925290v2.doc
and organizations responsible for implementation of action steps, anticipated timeframes to implement actions, and indicators to assess actions goal progress, funding availability, potential partnerships, and timelines:
Based on the results of working with Beverly Hills staff as part of identification, evaluation, and quantification of measures under Task 5, CONSULTANT will specifically include the following indicators for each action in the Implementation and Monitoring Strategy Table:
Quantified GHG reduction potential
Qualitative environmental co-benefits
Economic impacts
Administrative feasibility and enforceability
Based on the above prioritization effort the following will then be identified:
Required reductions needed to meet target
Highest impact areas for potential reductions
Comprehensive list of potential GHG reduction measures, prioritized based on specific metrics (including GHG reduction potentials, costs, and savings) The implementation plan will be linked to CAPDash where metrics will be tracked to prove implementation of measures and regular GHG inventories will be completed to monitor and track progress with actual GHG reductions. As part of this effort CONSULTANT will conduct a CAPDash training with appropriate staff from each department responsible for implementing portions of the CAAP.
DELIVERABLES:
1. Draft Implementation and Monitoring Strategy Table that will include the following elements:
- Identify Lead agencies and partners
- Identify community-based programs to achieve GHG reduction targets and adaptation measures.
- Implementation Costs
- Timeframe
- Funding mechanisms
2. Final Implementation and Monitoring Strategy
MEETINGS:
1. Correspondence and up to two conference calls with CITY staff to discuss/complete this deliverable.
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TASK 9– Climate Action and Adaptation Plan Document
Task 9.1 – Draft CAAP
The CAAP will be completed through an iterative process that is inspired by the findings of the GHG inventory and community feedback received during community outreach and facilitation.
As part of the CAAP process, CONSULTANT will generate comprehensive material that will be available on a CAAP website that is created to disseminate information and provide a landing space for the community (see Task 6 for more information on the CAAP website). The CAAP will also include the implementation and monitoring strategy discussed under Task 8.
CONSULTANT proposes to develop a user friendly and readable CAAP document that aligns with current legislation (e.g. Senate Bill 32 and Executive Order (EO) B-55-18) and leverages infographics, photos, and other visuals when- ever possible with leaving technical documentation to the appendices. The Typical Emission Curve below depicts the gap that CITY could close if the Plan relies on the reduction goals EO B-55-18.
The CAAP will provide a creative and innovative roadmap for CITY to achieve emission reductions and will include both near-term and long-term reduction measures as well as the departments and community partners who will generally be responsible for implementing them.
Likewise, the CAAP will address risks and vulnerabilities related to climate adaptation and resilience measures in accordance with Senate Bill 379. The CAAP will also set key performance indicators (KPI) that will help define a successful implementation of the CAAP strategy as well as measure progress over time.
One of the greatest challenges of designing a CAAP document format is the simultaneous need for both clarity and complexity. The document needs to be reader friendly and easily accessible to a wide range of stakeholders, while also containing detailed analysis, data, and specific actions. To solve this problem, CONSULTANT will create a visual Executive Summary, which will contain infographics, photos, and high-level goals and projects associated with the CAAP.
Each page of the Executive Summary will act as a title page to the various appendices, policies, and datasets required by a high-functioning planning document. This pro- vides CITY with one powerful document that can function as two. The third aspect of the CAAP document is the technical appendices that will include a highly transparent review of the data, methodologies, and assumptions that went into the development of the forecast and measure quantification as well as the vulnerability assessment. Together, these documents will provide actionable next steps and a long-term strategic framework for CITY to reach their GHG reduction targets and adaptation goals.
CONSULTANT will prepare a comprehensive CAAP that will be consistent with the State Attorney General’s recommendations and the California Environmental Quality Act (CEQA) Guidelines’ definition of a “Qualified Greenhouse Gas Reduction Strategy” (Section 15183.5).
To do this, the Beverly Hills CAAP will include clear measures for implementation and targets to ensure that CITY and community are on track to achieve established goals. Additionally, the CAAP will align with and build upon CITY’s existing plans and policies, such as the Sustainable City Plan (2009). Furthermore, the CAAP will complement the General Plan Safety Element by providing a framework that reimagines the current systems – built, natural, and behavioral – as ones that are interconnected and mutually beneficial as well as integrating measures that improve quality of life, build prosperity, and enhance community resilience. Specifically, the CAAP will:
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Clearly explain the community’s climate challenges, and the challenges and opportunities it faces in meeting more ambitious climate adaptation and GHG reduction goals;
Serve as a mechanism to tie together CITY’s existing and developing sustainability initiatives, strategies, and plans with the community’s goals; Establish a set of cohesive and specific sustainability strategies, implementation plans, and metrics for regional and State strategies and initiatives; Activate and engage residents, businesses, and institutions with positive actions and tangible benefit;
Be optimized for online viewing on CITY’s website; and Be designed to include simple yet effective procedures for minor updates every two years, and significant updates every five years (to be refined based on the goals of CITY).
DELIVERABLES:
1. Administrative Draft CAAP (electronically in Word and PDF)
2. Screen Check Draft CAAP (electronically in Word and PDF)
3. Public Review Draft CAAP (electronically in Word and PDF) Task 9.2 – Final CAAP Document and Adoption
Following public review and comment, CONSULTANT will coordinate with CITY staff to incorporate relevant public, advisory group, and committee input into the Final CAAP that will be presented to various groups, boards, and City Council, with the intention of adoption by City Council. The plan will demonstrate how CITY will deliver its commitment to climate action and resiliency. During development of the Final CAAP, CONSULTANT will also conduct a thorough QA/ QC review of the entire document with our staff of technical editors and an additional Principal review.
DELIVERABLES:
1. Final CAAP (electronically in Word and PDF)
TASK 10– Progress Monitoring & Reporting
Task 10.1 – Progress Monitoring & Reporting Tool
To facilitate implementation and monitoring of the CAAP and to minimize future CITY staff resources needed for monitoring and reporting, CONSULTANT has developed a user-friendly cloud based GHG Inventory and Monitoring and Reporting Tool. CONSULTANT’s fully automated web application, CAPDash, serves three purposes. The first is to generate a transparent GHG inventory (Task 2.1) which can be updated on an annual basis simply by uploading activity data. This will allow Beverly Hills to actively track its progress towards its GHG reduction targets. The second major function of CAPDash is to track the implementation of CAAP measures over time. We can upload all final CAAP measures into the tool and allow CITY to track activity data (kW of solar installed, etc.) for each measure and monitor progress over time. Thirdly, the tool acts as an automatically updating dashboard which can display data both internally by easily generating reports for staff, but also to the public through a web-based DocuSign Envelope ID: 4CD5E3B5-5F46-4F01-B1AB-404F218F572F 26 B0785-0001\2925290v2.doc
dashboard. CAPDash will allow Beverly Hills to evaluate progress towards its CAAP goals in real time and provides the implementation transparency to optimize CEQA streamlining under CEQA guidelines Section 15183.5.
The CAPDash tool minimizes the burden of monitoring and reporting and enables CITY to more effectively utilize limited resources to implement CAAP policies. The CONSULTANT will hold one staff training on how to use the monitoring tool in order to ensure ease of use and effective monitoring of CAAP implementation and progress over time.
DELIVERABLES:
1. Web-based Implementation Monitoring Tool and Automated Report Template Customized for CITY.
2. One staff training for the Implementation Monitoring Tool.
TASK 11– CEQA Analysis
Task 11.1 – Initial Study Mitigated Negative Declaration Generally, an Initial Study/Negative Declaration (IS/ND) is enough programmatic-level CEQA documentation for assessment and adoption of a CAAP due to the primarily beneficial environmental impacts associated with the plan. In our experience, it is rare that a more in depth CEQA document is required for a CAAP. However, if it is determined that GHG reduction and adaptation measures may result in potentially significant environmental impacts, a programmatic Environmental Impact Report (EIR) may be required. Examples of measures that may result in potential significant impacts include infrastructure resiliency actions or larger-scale renewable energy facilities construction. The need for a programmatic EIR will ultimately depend on the measures chosen for the CAAP as well as the response by the community.
Therefore, CONSULTANT proposes to start with an IS/ND and later provide a separate scope and cost for a more in-depth IS/MND or EIR analysis, if necessary. CONSULTANT will respond to CITY comments on the Administrative Draft IS/ND and prepare a public Draft IS/ND for public review and comment. In addition, CONSULTANT will assist CITY in responding to up to 10 individual comments on the Draft IS/ND and including such responses to comments as well as the public comments received in an Administrative Final IS/ND. CONSULTANT will respond to CITY comments on the Administrative Final IS/ ND and prepare a Final IS/ND for CITY records and filing.
CONSULTANT will also prepare and file the Notice of Intent (NOI) to adopt an IS/ND and the Notice of Determination (NOD) with the State Clearinghouse, but it is assumed that CITY will file these forms with the County Clerk and pay all related filing fees. Furthermore, CONSULTANT’s CEQA Lead will attend the Draft IS/ND public meeting before the Planning Commission for receipt of public verbal comments as well as the Final IS/ND public hearing before the City Council for IS/ND adoption.
DELIVERABLES
1. Administrative Draft IS/ND (electronic version)
2. Draft IS/ND (tracked changes and clean electronic versions)
3. NOI (clean electronic version)
4. Administrative Final IS/ND (electronic version)
DocuSign Envelope ID: 4CD5E3B5-5F46-4F01-B1AB-404F218F572F 27 B0785-0001\2925290v2.doc
5. Final IS/ND (tracked changes and clean electronic versions)
6. NOD (electronic version)
MEETINGS
1. Attend Draft IS/ND public meeting
2. Attend Final IS/ND public hearing
Task 11.2 – CEQA Requirements Summary Memo
Once GHG reduction and adaptation measures with associated action/implementation tasks are finalized within the CAAP, CONSULTANT will identify the CAAP implementation tasks that require project-level CEQA assessment and provide a summary of the related necessary CEQA steps. This summary will be submitted as a Draft Memo. CONSULTANT will work with the project lead to create a Final Memo that will be pro- vided to CITY’s planning and legal counsel departments.
It is understood that CONSULTANT would not complete the CEQA requirements for each CAAP implementation task as part of this scope of work.
DELIVERABLES
1. Draft CAAP Implementation Tasks CEQA Requirements Summary Memo (electronic version).
2. Final CAAP Implementation Tasks CEQA Requirements Summary Memo (electronic version).
Task 11.3 – CEQA Streamlining Checklist and Locally-Appropriate, Project-Level CEQA Threshold (Optional Task)
To facilitate using the CAAP for CEQA streamlining, we propose to develop a two-tiered approach including a GHG efficiency threshold for program/project based CEQA analysis based on a methodology that considers emissions against an efficiency-based service population threshold as well as a streamlining checklist. This optional task will provide the Planning Department with the documentation needed to utilize the CAAP as a tool for ensuring future projects and plans do not increase GHG emissions in CITY beyond CAAP targets and provide clear instructions for planning staff and project applicants to meet the requirements of the CAAP.
The efficiency-based threshold assesses the GHG efficiency of a project on a per capita basis or service person basis. This approach relies on CITY’s GHG reduction goals to attain a future horizon year target, compares it with the economic projections and planned land use development in the region up to specific horizon years, and allocates GHG reductions to future populations. This efficiency threshold is consistent with the 2017 Scoping Plan guidance which details the intention to accommodate population and economic growth in California but do so in a way that achieves a lower rate of GHG emissions. This methodology recognizes that highly efficient projects (e.g., compact and mixed-use development) with relatively high mass emissions may nevertheless meet the GHG reduction goals of AB and SB 32. As such, the efficiency-based threshold encourages infill and transit-oriented development. Our proposed locally-appropriate efficiency threshold will be created to comply with the CEQA Guidelines and DocuSign Envelope ID: 4CD5E3B5-5F46-4F01-B1AB-404F218F572F 28 B0785-0001\2925290v2.doc
interpretative GHG case law such as Center for Biological Diversity v. California Department of Fish and Wildlife and Newhall Land and Farming(2015) 224 Cal.App.4th 1105, Save Cuyama Valley v. County of Santa Barbara (2013) 213 Cal.App.4th 1059, 1068, and Golden Door Properties, LLC v. County of San Diego/Sierra Club, LLC v. County of San Diego (2018) 27 Cal.App.5th 892, regarding the correlation between state and local conditions.
In addition, CONSULTANT will create a project streamlining checklist that will allow development projects within CITY to tier off of the CAP to show consistency with the state reduction targets and CEQA. CONSULTANT has completed some of the first SB 32 streamlining checklists in California and will lever- age our deep bench of in-house environmental planners to ensure consistency with the CEQA regulations under Section 15183.5.
DELIVERABLES
1. Optional – Draft CEQA GHG Checklist and Threshold (electronic version)
2. Optional – Final CEQA GHG Checklist and Threshold (tracked changes and clean electronic versions)
DocuSign Envelope ID: 4CD5E3B5-5F46-4F01-B1AB-404F218F572F 29 B0785-0001\2925290v2.doc
PROJECT TIMELINE
Project shall be completed in 18 months.
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18
TASK 1: Background Review and Goals
Task 1.1. Project Management
Task 1.2. Kick-Off Meeting
TASK 2: Assessing of Existing Policies, Programs, and Best Practices Task 2.1 Existing Conditions Analysis and
Memo
TASK 3: GHG Emission Inventory, Quantification, and Reduction Targets Task3.1GHGEmissionDataRequestand
Evaluation Memorandum
Task 3.2 GHG Emission Inventory
TASK 4: Greenhouse Gas Emission Projections and Reduction Targets Task 4.1 GHG Emissions Projections
Task 4.2 Provisional Target Setting
TASK 5: Tier Level Emission Reduction Measures
Task 5.1 Identify, Evaluate, and Quantify
GHG Reduction Measures
Task 5.2 Funding and Financing Strategy
TASK 6: Stakeholder Engagement
Task 6.1 Stakeholder Engagement Plan
Task 6.2 Web Site and Branding
Task 6.3 Commission Meetings
(12 Meetings)
Task 6.4 Community Stakeholder Events –
(One Round, Three Events)
Task6.5CityCouncilMeetings(3Events)
TASK 7: Vulnerability Assessment and Adaptation Measures Task 7.1 Vulnerability Assessment
Task 7.2 Measure Development and Cost
Benefit Analysis
TASK 8: Implementation and Monitoring Plan
Task 8.1 Implementation and
Monitoring Plan
TASK 9: Climate Action and Adaptation Plan
Task 9.1 Draft CAP
Task 9.2 Final CAP and Adoption
TASK 10: Progress Monitoring and Reporting
Task 10.1 Progress Monitoring and
Reporting
TASK 11: California Environmental Quality Act (CEQA)
Task 11.1 Initial Study Mitigated
Negative Declaration
Task 11.2 CEQA Requirement Analysis
Task 11.3 CEQA Streamlining Checklist and
Locally-Appropriate, Project-Level CEQA
Threshold (Optional Task)
DocuSign Envelope ID: 4CD5E3B5-5F46-4F01-B1AB-404F218F572F ■■■■■■■■■■■■■■■■■■
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CONSULTANT guarantees the work shall be performed in accordance with the Scope of Work specified herein or associated IPOs and to CITY’s full satisfaction and accordance with all relevant codes and regulations.
Additional services outside of the scope of work as outlined in this Exhibit will be mutually agreed upon between CITY and CONSULTANT.
AMENDMENT NO. 1
No changes to Scope of Work.
AMENDMENT NO. 2
The following revised tasks specified in the Scope of Work below shall supersede the tasks set forth in the original Scope of Work set forth above. CONSULTANT shall perform the following modified services:
Task 1.1 Project Management – Modified
High-quality project management during each task is an integral component related to the success of the CAAP. This task involves directly coordinating with CITY, Committees, and CONSULTANT over the proposed 26-month course of the project. The final project timeline can be adjusted during the kick-off meeting and will be reviewed throughout the process to ensure timely completion of all deliverables. Project management encompasses internal oversight of staff as well as management of the public outreach, traffic engineering, and environmental review tasks included within this scope of work. We plan to provide regular reporting, not less than monthly, to CITY on the status of technical and policy issues, schedule, and budget. Given the relatively tight timeframe to accomplish project objectives, exceptional project management and management accessibility will be critical to the success of this program. CONSULTANT will also be involved in the quality assurance and review of all tasks and work products within this scope of work. The budget for that quality control is included within each individual task budget.
DELIVERABLES:
1. Bi-weekly coordination calls and related meeting minutes for CONSULTANT team, including 26 months of attendance for CONSULTANT staff and 8 months of attendance for Raimi + Associates Staff.
2. Monthly Progress Reports and Invoices for 26 months.
3. QA/QC of all deliverables.
4. Adjusted project schedule.
Task 5.1 Identify, Evaluate and Quantify GHG Reduction and Adaptation Measures – Modified
Once the provisional GHG emission reduction targets have been established, CONSULTANT will shift to developing specific actions that will allow CITY to reach these targets. To support this process, CONSULTANT has developed a suite of tools and assessment strategies to support the most critical portion of the work plan. As a first step, CONSULTANT will conduct a DocuSign Envelope ID: 4CD5E3B5-5F46-4F01-B1AB-404F218F572F 31 B0785-0001\2925290v2.doc
multi-criteria analysis on a core set of measures. The initial measures list will be informed by input from the various CITY Departments and our experience developing defensible climate action plans throughout the state. These measures will focus heavily on areas with the largest GHG emissions reductions, such as the electrification building energy and transportation.
Measures related to electrification will include the transitional step required to meet full electrification. Measures related to public education programs, sequestration and enhanced ecosystems, waste reduction, low-carbon economy, and water will also be developed as feasible and necessary.
From the initial list of measures, CONSULTANT will work with CITY to select a list of criteria by which to conduct a qualitative analysis using the ECERE tool. These criteria would include impact and contribution to achieving reduction goals (mitigation), contribution to enhancing resilience (adaptation), interdependency between jurisdictions, synergies across multiple topics, alignment with GHG Inventory, alignment with community priorities, equity, cost and costeffectiveness, and ease of implementation/timeline and/or complexity. Differentiation will also be made based on who the key implementer(s) of policy options are, including city, state, federal, and voluntary/private.
CONSULTANT will leverage a list of existing CITY measures (developed as part of Task 2) and existing climate action planning toolkit to conduct this analysis. For example, our ECERE tool allows for multi-criteria analysis and displays the overall score of each measure. This tool allows customization with a weighting scale that CITY can fine tune to promote measures that perform well in general or in specific criteria (e.g. if CITY is looking for measures that have the highest emissions reductions or the lowest community cost). CONSULTANT will work with CITY staff to create an agreed upon indicator format for each respective emission reduction measure (metric, relative factor, time dimension, e.g. gallons/person/year).
To further assess emission reduction measures and different approaches to reach carbon neutrality (aggressive, moderate, and conservative); CONSULTANT will employ its SPARQ tool.
This tool makes the measure quantification process more transparent and the dashboard feature allows CITY to change target metrics for each measure to see how these changes will affect community emissions and their ability to achieve different target trajectories over time.
CITY shall provide two rounds of input on the draft emission reduction measures list.
CONSULTANT will present a finalized list to CITY staff and stakeholders for review and input and make subsequent edits based on the input from Stakeholders. From this foundation, CONSULTANT will assess any policy or program gaps and identify additional opportunities for emission reductions. Every measure CONSULTANT develops will come with a GHG reduction potential, list of co-benefits (e.g., environmental justice, safe communities, “buying local,” and habitat protections), approximate implementation costs, and potential funding sources. From this information, CONSULTANT will develop an implementation strategy that outlines which measures should be prioritized.
Once the final list of measures is confirmed with the relevant CITY departments, CONSULTANT team will provide an analyses and report for CITY to choose a Conservative, Moderate or Accelerated Path to Carbon Neutrality. The proposal for each tier will include an analysis of the costs associated with the different tiered pathways, based on the analysis provided by Hatch in Task 5.2. The accelerated pathway in this Tier Level Emission Reduction Measure Pathway analysis will include an assessment of feasibility of an accelerated pathway that can prioritize implementation of the GHG reductions measures with the largest reduction potential within the first five to 10 years of plan adoption.
Once the initial analysis is completed, CONSULTANT will work with CITY to refine and prioritize the emission reduction measures, trajectories and targets and use them to develop the draft DocuSign Envelope ID: 4CD5E3B5-5F46-4F01-B1AB-404F218F572F 32 B0785-0001\2925290v2.doc
climate action portion of the plan. The CAAP will need to be flexible to enable CITY to respond to changes in state and federal GHG policy, the introduction of new technologies, and changes in energy supply, among others.
CONSULTANT will provide all information and thorough explanation for all technical analyses performed. CONSULTANT understands how critical the memorialization of analyses is for current and future planning and tracking processes. CONSULTANT will provide a robust and user-friendly technical appendix for the Tier Level Emission Reduction Pathway analysis that can be used as methodology guidance documents for future planning and tracking so that CITY can maintain consistency across documents. The technical appendix will include at least one round of CITY departmental edits and will be presented to the relevant commissions for discussion and recommendation and onto City Council Study Session for discussion and adjustments.
DELIVERABLES:
1. Technical Memorandum that provides the tier level GHG reduction measures and fiscal analysis
2. ERM Prioritization Tool (SPARQ Tool) Customized for CITY
3. 1st Draft Emission Reduction Measures (ERM) List
4. 2nd Draft ERM List developed from Community Advisory Committee input and review
5. 3rd Draft ERM List based on CITY staff review
6. 4th Draft ERM List based on Appointed Commissions input and review
6. ERM Final Selection Table with Analysis for GHG Reduction
7. Co-Benefits Analysis
8. Draft GHG Inventory, Forecast, and Targets Technical Appendix
9. Final GHG Inventory, Forecast, and Targets Technical Appendix
10. One PowerPoint presentation for public meetings and one round of edits to a staff report Task 6.3 Stakeholder Meetings – Modified
To gain stakeholder input through the CAAP development process, CONSULTANT will coordinate the following two Stakeholder groups:
1. CITY staff – this will include representatives from Community Development, Community Services, Public Works, and other Departments and Divisions that have a role in climate action and adaptation.
2. Appointed and Elected Officials – this will include City Council members, Community Advisory Committee (CAC) and Commissioners representing the Planning Commission, Public Works Commission, Traffic and Parking Commission, Recreation and Parks Commission, and others as determined by CONSULTANT in consultation with CITY staff.
The outreach team will coordinate the agendas for each group meeting, prepare needed content such as summaries of the GHG inventory and projections, GHG reduction measures and cobenefits, facilitate the meetings, and record the discussions and outcomes. A total of 12 Stakeholder Group meetings will be held with CITY staff and appointed and elected officials.
Raimi + Associates will coordinate the stakeholder engagement process with the overall project DocuSign Envelope ID: 4CD5E3B5-5F46-4F01-B1AB-404F218F572F 33 B0785-0001\2925290v2.doc
schedule to ensure that there is alignment and the stakeholder process incorporates the technical analysis and is able to provide guidance on opportunities and priorities as the CAAP moves through the various stages of development.
DELIVERABLES:
1. Attendance at three (3) virtual Commission Meetings to present the emissions inventory.
2. Up to five (5) in-person Commission Meetings, with up to two CONSULTANT Team staff members at each, to present the Draft CAAP.
3. Up to four (4) virtual meetings with CITY Department Staff, with up to two CONSULTANT Team staff members at each.
4. Up to two (2) Staff Reports, with one round of CITY staff edits for each. Each staff report corresponds to one round of Commission Meetings.
5. Up to two (2) PowerPoint slide decks, with two (2) rounds of CITY staff edits for each. Each PowerPoint slide deck corresponds to one round of Commission Meetings.
Task 6.4 Community Stakeholder Events – Modified
In addition to the Stakeholder Group meetings, CONSULTANT will organize and produce three (3) public Community Stakeholder events, to provide opportunities for the broader Beverly Hills community to engage in developing the CAAP. These will be structured as follows:
Community Stakeholder Event #1 – Earth Day Pop-Up Event: the purpose of this meetings is to provide an introductory community-wide workshop and discussion regarding Climate Change and Climate Actions and the actions that can be taken by CITY, residents, and businesses to slow down climate change effects. The pop-up event will introduce the community to climate action planning process, describe what issues are included in the analysis, and clarify how the CAAP relates to other CITY plans and policies. The community will be asked for suggestions on sectors or topics that should emphasized to meet climate goals or to align with other CITY priorities or opportunities. This pop-up event will be conducted in-person by CONSULTANT staff.
The benefit of the pop-up event is the ability to meet people where they are already convening to potentially reach more community members that are not typically engaged in the public planning process.
Community Stakeholder Event #2 – Virtual Workshop: the purpose of this meeting is to present a suggested suite of GHG reduction measures that have been identified by CONSULTANT team and vetted through the meetings with the three Stakeholder Groups. The measures will be organized by topic area and presented for community review and prioritization. Measures are expected to include approaches for increasing the renewable portion of grid supplied energy, energy efficiency and decarbonization strategies for existing and newly constructed buildings, shifts in transportation mode or fuel type, waste reduction and diversion, and carbon capture options through urban forest and open management practices. Optional measures will be described along with their GHG reduction potential. The meeting will also include a discussion of actions that can be taken to reduce climate vulnerabilities and risks. Participants will be able to identify their top five measures for climate action and adaptation. The results of the meeting will be used to guide CONSULTANT and CITY staff in preparing the Draft CAAP.
Community Stakeholder Event #3 – Movie Night: the purpose of this event will be to provide a forum for community members to join together and learn about the science DocuSign Envelope ID: 4CD5E3B5-5F46-4F01-B1AB-404F218F572F 34 B0785-0001\2925290v2.doc
of climate change and the community’s ability to create effective action on GHG emissions reduction and community resilience. The event will be coordinated by CITY staff and the CONSULTANT team and will include: a screening of climate change related movie, a discussion panel on the contents of the movie and climate action topics, and relevant community based organizations/local agencies/utility providers attending as vendors to provide resources on climate action and resilience. Community Stakeholder Event #4 – Virtual Community Event: the purpose of this virtual event is to review the Draft CAAP with the community stakeholders.
CONSULTANT will present a brief summary of the Business As Usual (BAU) and Adjusted Business As Usual (ABAU) forecasts, the GHG reduction target, and the emissions gap that the CAAP aims to close to achieve carbon neutrality. This will be followed by a presentation of the various measures and the scale of implementation that is needed to achieve the target in the short-, medium-, and long-term.
The meeting will also include a review of the actions that are recommend to address CITY Beverly Hills vulnerabilities and risks associated with climate change. The presentations/ community events will include a discussion of the recommended policy and program changes and funding and financing options to implement the CAAP CONSULTANT will produce the marketing and communication materials for the Community Stakeholder Events and will work with CITY Communications Department to ensure that the materials meet CITY branding and style guidelines. We will also coordinate with the Communications Department to integrate the CAAP outreach process with other CITY communications through CITY website, and social media platforms. Particularly given the potential that these meetings will need to be conducted virtually, it will be important to effectively and strategically utilize social media platforms including Facebook, Twitter, Instagram, Nextdoor, and neighborhood and business organization email lists and networks.
DELIVERABLES:
1. One (1) PowerPoint Presentation and support materials
2. Two (2) virtual community stakeholder workshops, including agendas and notes
3. Coordination with CITY Communications Department
4. Up to one (1) pop-up event at an existing CITY event, including development of informational materials and activities
5. One (1) Movie Night Event, including coordination of movie showing, panelists, and vendors Task 6.6 Community Advisory Committee Meetings – Modified CONSULTANT will assist CITY in preparing for and providing technical support for up to eight (8) Community Advisory Committee Meetings. Goal of the Community Advisory Committee is to open the opportunity to regular community members or appointed Ad-Hoc committee members by the City Council or various Commissions to look into the details of the CAAP. The CONSULTANT will assist CITY staff to prepare presentation materials and other needed information for these meetings.
DELIVERABLES:
1. Up to eight (8) PowerPoint slide decks and presentation materials
2. Up to four (4) Virtual Community Advisory Committee Meetings related to the CAAP DocuSign Envelope ID: 4CD5E3B5-5F46-4F01-B1AB-404F218F572F 35 B0785-0001\2925290v2.doc
3. One (1) in-person agenda setting meeting with Community Advisory Committee Co-Chairs
4. Up to dour (4) in-person Community Advisory Committee Meetings related to the CAAP
5. Up to six (6) Staff Reports for Community Advisory Committee Meetings with one round of CITY Staff edits.
Task 7.2 Adaptation Measures – Modified
CONSULTANT will develop and prioritize adaptation measures for both the community and municipal operations associated with each identified risk based on level of severity (low-risk, medium-risk, and high-risk). CITY’S Hazard Mitigation Plan and Emergency Management Plan will be used as references in order to coordinate adaptation measures with current CITY efforts.
The analysis will address both community-based adaptation measures and measures that are focused on municipal government operations. The relative costs, benefits, and complexity of implementation will be determined for each measure.
CONSULTANT will leverage their recent experience in recent completed CAAP and extensive experience analyzing and developing mitigation for social vulnerabilities will lead the analysis of social vulnerabilities, specifically the potential for any disproportional impacts that climate change may have on vulnerable populations across CITY including seniors, children, lowincome families and individuals, persons with disabilities, and persons with respiratory, circulatory, or other health issues. Raimi + Associates will draw from CalEnviro Screen, data from LA County Department of Public Health, the US Census and American Community Survey for data. Beverly Hills specific information regarding vulnerable populations or risk groups will be generated through staff’s institutional knowledge the stakeholder process. Innovative strategies such as micro grids or retrofitting of community facilities to operate on battery power as a neighborhood resilience hub will be explored as ways to concurrently address physical and social vulnerabilities and needs.
Cost-Benefit Analysis
Hatch will perform a cost benefit analysis of the proposed adaptation measures to allow CITY not only to understand the overall benefit-cost ratio of a particular approach to adaptation but also the key drivers of the cost-benefit results. If CITY intends to use the cost-benefit analyses in other contexts, such as for grant documentation, Hatch can use the relevant guidance from grantmaking entities in the analysis. This guidance may inform selection of topics of analysis, extent of impact analyzed, and selection of discount rate, but at a minimum, direct costs of implementation for CITY and/or residents will be considered along with benefits resulting from cost savings/avoided costs as well as decreased carbon emissions (social cost of carbon) and criteria pollutants. Hatch will leverage existing information on costs where possible and can use unit-cost level data to develop cost assumptions where necessary. Hatch will also contribute to the project team’s identification of disproportionate impacts on vulnerable populations across CITY, informed by Hatch’s work on the Equitable Climate Resilience Project, which is designed to illuminate the intersection of equity and climate resilience for cities through a grant from the Kresge Foundation. The adaptation and resilience measures and results of the cost benefits analysis will be presented at meetings with various CITY commissions to refine and adjust the measures prior to preparing the CAAP document.
DocuSign Envelope ID: 4CD5E3B5-5F46-4F01-B1AB-404F218F572F 36 B0785-0001\2925290v2.doc
DELIVERABLES:
1. Vulnerability Assessment and Recommended Adaptation Measures Memorandum (It is assumed that this Vulnerability Assessment will be included as a technical appendix to the CAAP)
2. Adaptation Measures Cost-Benefit Summary Memorandum
3. Meeting with staff to discuss the findings
4. One (1) round of edits to the Draft Adaptation Measures List based on input from the Community Advisory Committee
Task 9.1 Draft CAAP – Modified
The CAAP will be completed through an iterative process that is inspired by the findings of the GHG inventory and community feedback received during community outreach and facilitation.
As part of the CAAP process, CONSULTANT will generate comprehensive material that will be available on a CAAP website that is created to disseminate information and provide a landing space for the community (see Task 6 for more information on the CAAP website). The CAAP will also include the implementation and monitoring strategy discussed under Task 8.
CONSULTANT proposes to develop a user-friendly and readable CAAP document that aligns with current legislation (e.g. Senate Bill 32 and Executive Order (EO) B-55-18) and leverages infographics, photos, and other visuals whenever possible with leaving technical documentation to the appendices. The Typical Emission Curve below depicts the gap that CITY could close if the Plan relies on the reduction goals EO B-55-18.
The CAAP will provide a creative and innovative roadmap for CITY to achieve emission reductions and will include both near-term and long-term reduction measures as well as the departments and community partners who will generally be responsible for implementing them.
Likewise, the CAAP will address risks and vulnerabilities related to climate adaptation and resilience measures in accordance with Senate Bill 379. The CAAP will also set key performance indicators (KPI) that will help define a successful implementation of the CAAP strategy as well as measure progress over time.
One of the greatest challenges of designing a CAAP document format is the simultaneous need for both clarity and complexity. The document needs to be reader-friendly and easily accessible to a wide range of stakeholders, while also containing detailed analysis, data, and specific actions. To solve this problem, CONSULTANT will create a visual Executive Summary, which will contain infographics, photos, and high-level goals and projects associated with the CAAP.
Each page of the Executive Summary will act as a title page to the various appendices, policies, and datasets required by a high-functioning planning document. This provides CITY with one powerful document that can function as two. The third aspect of the CAAP document is the technical appendices that will include a highly transparent review of the data, methodologies, and assumptions that went into the development of the forecast and measure quantification as well as the vulnerability assessment. Together, these documents will provide actionable next steps and a long-term strategic framework for CITY to reach their GHG reduction targets and adaptation goals.
CONSULTANT will prepare a comprehensive CAAP that will be consistent with the State Attorney General’s recommendations and the California Environmental Quality Act (CEQA) Guidelines’ definition of a “Qualified Greenhouse Gas Reduction Strategy” (Section 15183.5).
To do this, the CAAP will include clear measures for implementation and targets to ensure that CITY and community are on track to achieve established goals. Subsection (D) of Section DocuSign Envelope ID: 4CD5E3B5-5F46-4F01-B1AB-404F218F572F 37 B0785-0001\2925290v2.doc
15183.5 notes that a CEQA Guideline consistent GHG reduction plan must include, “measures or a group of measures, including performance standards, that substantial evidence demonstrates, if implemented on a project-by project basis, would collectively achieve the specified emissions level.” Thus, the primary distinction between a qualified CAAP and one that isn’t considered qualified is the level of substantial evidence that clearly demonstrates that the GHG reduction claimed in the CAP is achievable. This technical appendix would clearly detail all the evidence to demonstrate that the measures and actions included in the Glendale CAAP can achieve CITY’s emission reduction targets for 2030. The GHG reductions from the specific measures would be calculated using published third-party evidence provided through controlled investigations, studies, and articles carried out by qualified experts that establish the effectiveness for measures and actions. The appendix will clearly display the estimates and work through the underlying calculations that would be provided in this report would include the substantial evidence and a transparent approach to achieving CITY’s GHG emissions reduction target. CONSULTANT and Raimi would work collaboratively to complete the draft and provide it to CITY for review and then address one set of consolidated comments on the document. After the comments are addressed, a finalized version would be provided to CITY for inclusion in the Final CAAP.
Additionally, the CAAP will align with and build upon CITY’S existing plans and policies, such as the Sustainable City Plan (2009). Furthermore, the CAAP will complement the General Plan Safety Element by providing a framework that reimagines the current systems – built, natural, and behavioral – as ones that are interconnected and mutually beneficial as well as integrating measures that improve quality of life, build prosperity, and enhance community resilience.
Specifically, the CAAP will:
Clearly explain the community’s climate challenges, and the challenges and opportunities it faces in meeting more ambitious climate adaptation and GHG reduction goals; Serve as a mechanism to tie together CITY’s existing and developing sustainability initiatives, strategies, and plans with the community’s goals; Establish a set of cohesive and specific sustainability strategies, implementation plans, and metrics for regional and state strategies and initiatives; Activate and engage residents, businesses, and institutions with positive actions and tangible benefits;
Be optimized for online viewing on CITY’s website; and Be designed to include simple yet effective procedures for minor updates every two (2) years and significant updates every five (5) years (to be refined based on the goals of CITY).
DELIVERABLES:
1. Administrative Draft CAAP (electronically in Word and PDF)
2. Screen Check Draft CAAP (electronically in Word and PDF)
3. Public Review Draft CAAP (electronically in Word and PDF)
4. One round of edits to the Draft CAAP based on input from the Community Advisory Committee.
Task 11.3 – CEQA Streamlining Checklist and Locally-Appropriate, Project-Level CEQA Threshold
To facilitate using the CAAP for CEQA streamlining, CONSULTANT will develop a two-tiered approach including a GHG efficiency threshold for program/project based CEQA analysis based DocuSign Envelope ID: 4CD5E3B5-5F46-4F01-B1AB-404F218F572F 38 B0785-0001\2925290v2.doc
on a methodology that considers emissions against an efficiency-based service population threshold as well as a streamlining checklist. This task will provide the Planning Department with the documentation needed to utilize the CAAP as a tool for ensuring future projects and plans do not increase GHG emissions within CITY beyond CAAP targets and provide clear instructions for planning staff and project applicants to meet the requirements of the CAAP.
The efficiency-based threshold assesses the GHG efficiency of a project on a per capita basis or service person basis. This approach relies on the CITY’s GHG reduction goals to attain a future horizon year target, compares it with the economic projections and planned land use development in the region up to specific horizon years, and allocates GHG reductions to future populations. This efficiency threshold is consistent with the 2017 Scoping Plan guidance which details the intention to accommodate population and economic growth in California but do so in a way that achieves a lower rate of GHG emissions. This methodology recognizes that highly efficient projects (e.g., compact and mixed-use development) with relatively high mass emissions may nevertheless meet the GHG reduction goals of AB and SB 32. As such, the efficiency-based threshold encourages infill and transit-oriented development. Our proposed locally-appropriate efficiency threshold will be created to comply with the CEQA Guidelines and interpretative GHG case law such as Center for Biological Diversity v. California Department of Fish and Wildlife and Newhall Land and Farming (2015) 224 Cal.App.4th 1105, Save Cuyama Valley v. County of Santa Barbara (2013) 213 Cal.App.4th 1059, 1068, and Golden Door Properties, LLC v. County of San Diego/Sierra Club, LLC v. County of San Diego (2018) 27 Cal.App.5th 892, regarding the correlation between state and local conditions.
In addition, CONSULTANT will create a project streamlining checklist that will allow development projects within CITY to tier off of the CAAP to show consistency with the state reduction targets and CEQA. CONSULTANT has completed some of the first SB 32 streamlining checklists in California and will leverage our deep bench of in-house environmental planners to ensure consistency with the CEQA regulations under Section 15183.5.
CONSULTANT will also prepare a concise guidance document for use by CITY staff in evaluating submitted CEQA GHG emissions analyses and by applicants in preparing CEQA GHG emissions analyses. The guidance document will detail a defensible approach for evaluating GHG emissions impacts in analyses prepared pursuant to CEQA. The document will also provide substantial evidence of the methodology’s consideration of Statewide GHG direction provided by CAPCOA, CARB, and OPR as well as relevant case law.
DELIVERABLES
1. Draft CEQA GHG Checklist, Threshold and Guidance Report (electronic version)
2. Final CEQA GHG Checklist, Threshold and Guidance Report (tracked changes and clean electronic versions)
DocuSign Envelope ID: 4CD5E3B5-5F46-4F01-B1AB-404F218F572F 39 B0785-0001\2925290v2.doc
AMENDMENT NO. 3
The following tasks specified in the Scope of Work below shall be considered additional to the Scope of Work set forth above. CONSULTANT shall perform the following additional services:
Task 12. Project Management
CONSULTANT will provide robust project management with a team experienced in the development and implementation of CAAPs. As part of this task, CONSULTANT plans to provide regular reporting, not less than monthly, to CITY on the status of technical and policy issues, schedule, and budget. This task also includes CONSULTANT's internal team, budget, and schedule management; coordination with CITY staff; and preparation of monthly invoices and status reports.
Assumptions
• This task does not include meetings with CITY staff
• The project has a 12-month timeline that spans January 2024 through December 2024 Deliverables
• Monthly Progress Reports and Invoices
• Adjusted Project Schedule
Task 13 Stakeholder and Public Engagement Tasks
Task 13.1 City Council and Commission Public Meetings
CONSULTANT’s project manager, technical lead, and Raimi + Associates (Raimi) Project Manager will attend up to two (2) Beverly Hills City Council meetings in-person to present on the CAAP, build understanding of key measures and actions, and develop additional measures and actions. CONSULTANT’s technical lead and the Raimi Project Manager will also virtually attend up to five (5) Beverly Hills Commission meetings to speak about GHG mitigation measures and actions. CONSULTANT will provide support to CITY staff with preparing a staff report and reviewing the CITY-prepared PowerPoints. CONSULTANT and Raimi will attend a prep meeting and a debrief meeting with CITY staff. Additional In-person meetings can be conducted on a time-and-materials basis in accordance with CONSULTANT’s Standard Fee Schedule (Attachment 1 to Exhibit B).
Assumptions
• CITY staff will take the lead in preparing the staff report and PowerPoint presentation • CITY will print materials for all in-person events
• City Council meetings are assumed to be in-person and up to 2-hours in length • Commission meetings are assumed to be virtual and up to 2-hours in length • Up to three (3) CONSULTANT staff will be in attendance at City Council meetings and up to two consultant staff will be in attendance at Commission meetings Deliverables
• Two (2) one-hour meetings with CITY staff, virtual
DocuSign Envelope ID: 4CD5E3B5-5F46-4F01-B1AB-404F218F572F 40 B0785-0001\2925290v2.doc
• Support preparing staff report and PowerPoint presentation for the Commission and City Council Public Meetings
• In-person attendance and participation at two (2) Beverly Hills City Council meetings • Virtual attendance and participation at five (5) Beverly Hills Commission meetings Task 13.2 Listening Sessions with Elected and Appointed Officials and Other Community Leaders
Listening Sessions are an important tool in delving deeper into specific and differing community member concerns related to the CAAP and in building trust. Sessions will be conducted one-onone or in a small group format to allow for voices to be heard. CONSULTANT will engage in one-on-one meetings with elected and appointed officials, and other community leaders as needed, to discuss ongoing concerns and generate a deeper understanding of measures from the Draft CAAP. Meetings are assumed to be virtual and up to one-hour in length.
CONSULTANT will attend a prep meeting with CITY staff. The budget for this task is provided on a per-meeting basis. Additional In-person meetings can be conducted on a time-andmaterials basis in accordance with CONSULTANT’s Standard Fee Schedule (Attachment 1 to Exhibit B).
Assumptions
• CITY staff will be responsible for coordination with stakeholders and meeting scheduling • Meetings will be virtual and up to one-hour in length Deliverables
• One (1) one-hour meeting with CITY staff, virtual
• Meeting agenda and summary notes
• Attendance at up to one (1) virtual listening session meeting Task 13.3 Community Workshops
Up to two staff from Raimi and one staff from CONSULTANT will host two community workshops to present the Draft CAAP and generate input via an interactive exercise. The workshops will also include stations for attendees to access the Strategy Prioritization Survey (see Task 13.5.2). A draft and final flyer, draft and final PowerPoint presentation, and an interactive exercise will be prepared for the workshops by Raimi. CONSULTANT will prepare a double-sided draft and final fact sheet to provide information related to specific measures and actions. CITY will distribute notice of the community workshops. CONSULTANT and Raimi will attend two prep meetings with CITY staff. Additional in-person meetings and workshops can be conducted on a time-and-materials basis in accordance with CONSULTANT’s Standard Fee Schedule (Attachment 1 to Exhibit B).
Assumptions
• Up to two (2) Raimi staff and one (1) CONSULTANT staff will attend each workshop • Workshops will be up to two-hours in length
DocuSign Envelope ID: 4CD5E3B5-5F46-4F01-B1AB-404F218F572F 41 B0785-0001\2925290v2.doc
• Workshop deliverables assumed to include receipt of one (1) set of consolidated comments from CITY on the drafts
• Workshop materials will be identical for both workshops • CITY will be responsible for printing all workshop materials • CITY will be responsible for scheduling an appropriate venue for the community workshop • CITY will be responsible for distributing notice for the community workshop Deliverables
• Two (2) one-hour meetings with CITY staff, virtual
• Draft and Final Flyer
• Draft and Final PowerPoint presentation
• Draft and Final Fact Sheet (two (2) pages)
• Interactive Workshop Exercise
• Memorandum summarizing workshop findings to incorporate into the CITY’s CAAP Task 13.4 In-Person Pop-Up Events
Raimi will organize two in-person pop-up events at existing community events to engage with community members and promote the CITY’s CAAP. CONSULTANT will attend meetings to support Raimi. Pop-up events meet the community where they are and helps to solicit feedback from non-traditional audiences and passersby, inviting them to learn more and provide input.
During the pop-up event, community members will have the opportunity to learn about the CITY’s CAAP and provide feedback using an interactive activity. The pop-up events will also include stations for attendees to access the Strategy Prioritization Survey (see Task 13.5.2).
Raimi will develop a set of materials and displays that can be used in various forms, including non-CAAP events managed by CITY. To that end, the materials will be designed to be sturdy, self-explanatory, and accessible to all types of users. CONSULTANT and Raimi will attend two prep meetings with CITY staff. Additional In-person meetings can be conducted on a time-andmaterials basis in accordance with CONSULTANT’s Standard Fee Schedule (Attachment 1 to Exhibit B).
Assumptions
• Raimi has budgeted for receipt of one (1) set of consolidated comments from CITY on the materials and displays for the event
• CITY will secure the pop-up booths, coordinating directly with the venues and community organizers, and paying applicable fees
• CITY will print materials for all events
• Each pop-up event will be up to two hours long
• Pop-up materials will be identical for both events
Deliverables
• Two (2) one-hour prep meetings with CITY staff, virtual • Materials and displays for in-person pop-up events
• Up to two poster designs, to be printed by CITY at a printer of choice DocuSign Envelope ID: 4CD5E3B5-5F46-4F01-B1AB-404F218F572F 42 B0785-0001\2925290v2.doc
• Template for a sign-up sheet and comment cards
• One postcard design and one flyer design with information on the project • Up to two (2) Raimi staff and one (1) CONSULTANT staff to attend each mobile workshop
•
Task 13.5 Project Website
Task 13.5.1 Maintaining Project Website
CONSULTANT will maintain the project website which will allow the community to view new work products, view schedules for meetings and community workshops, and access the project survey (see Task 13.5.2). The website will be structured so that the most readily available information is simple and easy to understand for a wide audience. CONSULTANT will update the website with information about public meetings, community workshops, and pop-up events.
CONSULTANT will also update the website with new technical work products and updated Draft CAAP versions. CONSULTANT will include a link to the Strategy Prioritization Survey on the website (see Task 13.5.2).
Assumptions
• CONSULTANT has budgeted for up to 12 project website updates for the duration of the project contract
• Project updates are assumed to be minor and will not include major changes to the website site map or website content
Deliverables
• Updates to the project website with new information
Task 13.5.2 Strategy Prioritization Survey (Balancing Act) CONSULTANT will use previous deliverables including the CAAP measures and actions, GHG Inventory and Forecast, and SPARQ tool to inform and develop the Strategy Prioritization Survey (the Survey). The Survey will be prepared using Balancing Act, an interactive online survey platform used to simulate different scenarios or planning outcomes. The Survey will present a selection of sector-based strategies pulled from the draft measures and actions list and ask respondents to select their preferred combination of strategies to reach CITY’s emissions reduction goals. The respondents will be provided with three options (e.g., low, medium, high) per type of strategy. The low, medium, high strategies relate to the level of GHG emission reduction impact. Respondents will be asked to select enough medium and high-level strategies to achieve at a minimum the total MT CO2e of reductions equivalent to reaching the CITY’s emissions reduction goal to submit the survey. Respondents will also be able to rank and prioritize their selections. The intent of the survey is to assess what respondents are willing to do to reach GHG reduction goals and which types of strategies they would prioritize to achieve the goals.
CONSULTANT will prepare a draft word document of the Survey options and incorporate up to two (2) rounds of CITY edits before inputting the information into the online-based survey. CITY will conduct a screencheck of the online Survey before the Survey goes live. Project team meetings with CITY staff will be held to ensure alignment in approach to the survey tool.
CONSULTANT assumes CITY will be responsible for disseminating the survey to the DocuSign Envelope ID: 4CD5E3B5-5F46-4F01-B1AB-404F218F572F 43 B0785-0001\2925290v2.doc
community. CONSULTANT will prepare a summary report that provides key findings based on the survey results.
Assumptions
• CONSULTANT assumes CITY will be responsible for disseminating the survey to the community
Deliverables
• Two (2) one-hour meetings with CITY staff, virtual
• One (1) administrative draft electronic copy of the Balancing Act survey inputs in Microsoft Word Format
• One (1) final draft electronic copy of the Balancing Act survey inputs in Microsoft Word Format
• One (1) electronic online Balancing Act survey, Screencheck. • One (1) electronic online Balancing Act survey, live
• Summary report and table with survey results
Task 14 Technical Work
Task 14.1 Consumptive Based Emission Inventory and Measures and Actions CONSULTANT understands CITY’s desire to complete a consumptive based GHG emission inventory to assist in educating the community about how their day-to-day activities, including consumer purchases and daily decisions, play a role in both generating and reducing carbon emissions. CONSULTANT proposes to leverage consumption data from the Cool Climate Calculator to complete this task. The Cool Climate Calculator is an online tool produced by a consortium of universities, businesses, governments, and non-profit organizations led by U.C.
Berkeley. It allows users to calculate their carbon footprint associated with the emissions from transportation, energy, foods, goods, and services purchased by households and businesses. It houses a large consumptive-based emissions inventory that CONSULTANT will access and refine to align with Beverly Hills-specific demographics data. Demographic characteristics are used as a best practice indicator to predict consumption behavior.
This consumptive-based inventory approach is a more cost-effective way to arrive at consumptive inventory for Beverly Hills than accessing data sets specific to Beverly Hills consumers which are typically at higher cost and difficult to acquire. Information from the Cool Climate Calculator will be leveraged in the CAAP in a special section of the measures and actions dedicated to community actions. CONSULTANT will complete a “business as usual” (BAU) forecast based on population growth projections as part of the scope. CONSULTANT will prepare a memo that summarizes the results.
CONSULTANT will also integrate consumptive based emissions data into the measures and actions within the CAAP in two ways. The first is by amending measures and actions for the transportation, energy, and waste sectors to contribute to reducing consumptive-based emissions. The second is through a new community action section that will provide specific actions for community members including renters, homeowners, and business owners to take to reduce their consumptive-based emissions. The actions will provide a clear connection between the community and CITY’s overall goals, demonstrating the need for the community to work together to achieve CITY’s carbon reduction targets.
DocuSign Envelope ID: 4CD5E3B5-5F46-4F01-B1AB-404F218F572F 44 B0785-0001\2925290v2.doc
Assumptions
• CONSULTANT will rely on the Cool Climate Calculator to calculate Beverly Hills consumptive-based emissions results
• CONSULTANT has budgeted for receipt of one set of consolidated comments on each deliverable. Any additional revisions will be completed on a time-and-materials basis in accordance with CONSULTANT’s Standard Fee Schedule (Attachment 1 to Exhibit B) Deliverables
• Three (3) one-hour meetings with CITY staff, virtual
• Consumptive based inventory and forecast memorandum
• Excel spreadsheet of data analysis
• Consumptive inventory related policies, measures, and actions for the Draft CAAP Task 15 Revising the CAAP
Task 15.1 Revisions to CAAP
CONSULTANT, with support from Raimi, will prepare revisions to the Draft CAAP in response to input solicited as part of the engagement with local and appointed officials and the general public. It is anticipated that the changes to the measures will result in adjustments to GHG quantification and associated technical appendix (Appendices B and C). The Draft CAAP will be updated to include new policies, measures, and actions to reduce consumptive-based emissions and a new appendix prepared as part of the Consumptive Based Emissions Inventory (Task 14.1). Additional narrative and sections will be added to address topical issues that arise as part of the engagement process (e.g., why carbon credits are not included), as well as a new section describing sustainability actions CITY has already undertaken. CONSULTANT will also provide support on cost estimates for up to 20 high-priority actions in close coordination with CITY. CONSULTANT will prepare an updated Public Draft CAAP for public distribution in InDesign. Based on a final round of input from the Commissions and City Council, input from the community at the engagement events, and the results of the Strategy Prioritization Survey, CONSULTANT will prepare a City Council Draft CAAP for inclusion in the City Council staff report. CONSULTANT will prepare a Final CAAP that reflects input provided by City Council as part of a public meeting. Project check-in meetings are included for each round of edits to discuss major comments.
Appendix C Substantial Evidence will be scaled back as CITY is no longer intending to proceed with a CEQA-Qualified CAAP.
Assumptions
• CONSULTANT does not anticipate any revisions to Appendix A: Climate Vulnerability Assessment, and Appendix E: Fiscal Impacts Strategy
• CONSULTANT anticipates up to two rounds of revisions to the measures and actions that results in changes to GHG quantification, Appendix B GHG Inventory and Forecast, and Appendix C Substantial Evidence
• A new Consumptive-Based Emissions Inventory appendix will be added DocuSign Envelope ID: 4CD5E3B5-5F46-4F01-B1AB-404F218F572F 45 B0785-0001\2925290v2.doc
• CONSULTANT has budgeted for receipt of one set of consolidated comments on each deliverable. Any additional revisions will be completed on a time-and-materials basis in accordance with our standard fee schedule
• CITY is no longer proceeding with a qualified CAAP
Deliverables
• Six (6) one-hour meetings with CITY staff, virtual
• Revised Public Draft CAAP (InDesign), Appendix C Substantial Evidence (PDF) • City Council Draft CAAP (InDesign), Appendix C Substantial Evidence (PDF) • Final CAAP for adoption (InDesign)
Task 15.2 CAAP Dash Tool
The original scope of work included a task to prepare the CAAP Dash Tool. However, budget was utilized from this task towards other tasks and additional budget is necessary to complete this task.
To facilitate implementation and monitoring of the CAAP and to minimize future CITY staff resources needed for monitoring and reporting, CONSULTANT has developed a user-friendly cloud based GHG Inventory and Monitoring and Reporting Tool. CONSULTANT’s fully automated web application, CAAP Dash, serves three purposes. The first is to generate a transparent GHG inventory (Task 2.1) which can be updated on an annual basis simply by uploading activity data. This will allow CITY to actively track its progress towards its GHG reduction targets. The second major function of CAAP Dash is to track the implementation of CAAP measures over time. CONSULTANT can upload all final CAAP measures into the tool and allow CITY to track activity data (kW of solar installed, etc.) for each measure and monitor progress overtime. Thirdly, the tool acts as an automatically updating dashboard which can display data both internally by easily generating reports for staff, but also to the public through a web-based dashboard. CAAP Dash will allow CITY to evaluate progress towards its CAAP goals in real time.
The CAAP Dash tool minimizes the burden of monitoring and reporting and enables CITY to more effectively utilize limited resources to implement CAAP policies. CONSULTANT will hold one staff training on how to use the monitoring tool in order to ensure ease of use and effective monitoring of CAAP implementation and progress over time.
Assumptions
• CONSULTANT will populate CAAP Dash with all activity data from the current inventory. • CONSULTANT assumes one round of customization and data entry refinement based on CITY input.
• CONSULTANT will hold one virtual staff training course on how to use the monitoring tool (up to two hours).
DocuSign Envelope ID: 4CD5E3B5-5F46-4F01-B1AB-404F218F572F 46 B0785-0001\2925290v2.doc
Deliverables
• Web-based Implementation Monitoring Tool and Automated Report Template Customized for CITY
• One staff training for the Implementation Monitoring Tool Task 16. Implementation for Fiscal Years 2024-2025 and 2025-2026 Once CITY’s CAAP is adopted by City Council, CONSULTANT will assist CITY in implementing key measures and actions that align with CITY priorities and are the most effective at reducing GHG emissions and increasing resilience to climate change. Due to uncertainty in which measures and actions will be carried forward in the adopted CAAP, CONSULTANT will assist CITY in implementation on a time-and-materials basis in accordance with CONSULTANT’s Standard Fee Schedule (Attachment 1 to Exhibit B). CONSULTANT can provide assistance related to project management, ordinance development, feasibility studies, and educational and outreach programs.
DocuSign Envelope ID: 4CD5E3B5-5F46-4F01-B1AB-404F218F572F 47 B0785-0001\2925290v2.doc
EXHIBIT B
SCHEDULE OF PAYMENT AND RATES
CITY shall compensate CONSULTANT for the satisfactory performance of the work described in this Agreement in a total amount not to exceed Six Hundred Thirty-Four Thousand Two Hundred Sixty-Eight Dollars ($634,268.00), including labor and materials at the rates attached hereto as Attachment 1 to Exhibit B.
Reasonable reimbursable expenses incurred in the performance of services under this Agreement shall not exceed Fifty-Seven Thousand One Hundred Ninety-Seven Dollars ($57,197.00) and shall include, but not be limited to, travel, sub-consultants, and software.
Contingency in an amount not to exceed Sixty-Eight Thousand Four Hundred Ninety-Five Dollars ($68,495.00) for additional, unforeseen, and unanticipated work outside the Scope of Work described in Exhibit A and shall not be undertaken without the express direction by the CITY in writing. Compensation for said additional work shall be mutually agreed upon by CITY and CONSULTANT in writing.
In no event shall this Agreement total exceed Seven Hundred Fifty-Nine Thousand Nine Hundred Sixty Dollars ($759,960.00).
SCHEDULE OF FEES
An additional Cost Breakdown is attached hereto as Attachment 2 to Exhibit B.
CONSULTANT shall submit to CITY a detailed invoice, on a monthly basis or less frequently, for the services performed pursuant to this Agreement. Each invoice shall itemize the services rendered during the billing period and the amount due. Within 30 days of receipt of each invoice, CITY shall pay all undisputed amounts included on the invoice. CITY shall pay CONSULTANT said Consideration in accordance with the schedule of payment set forth in this Exhibit.
DocuSign Envelope ID: 4CD5E3B5-5F46-4F01-B1AB-404F218F572F 48 B0785-0001\2925290v2.doc
ATTACHMENT 1 TO EXHIBIT B
DocuSign Envelope ID: 4CD5E3B5-5F46-4F01-B1AB-404F218F572F r
Fee Schedules
City of Beverly Hills
Amendment Request to Provide Addition al Project Support for the City of Beverly HIiis Climate Action and Adaptation Plan Standard Fee Schedule for Rincon Environmental Sciences and Planning Services Professlonal, Technlcal and Support Personnel* January 1, 2024 - December 31, 2024 Senior Principal $319
Principal $307
Director $307
Senior Supervisor 11 $292
Supervisor I $272
Senior Professional II $255
Senior Professiona I I $238
Profession al IV $211
Prof essional Ill $196
Professional II $174
Profession al I $155
Associate 111 $130
Associate II $117
Associate I $109
Field Technician $94
Data Solutions Architect $196
Senior GIS Specialist $187
GIS/CADD Specialist II $167
GIS/CADD Specialist I $150
Technical Editor $147
Project Accountant $125
Billing Specialist $107
Publishing Specialist $120
Project Support $107
* Professional classifications include environmental scientists, urban planners, biologists, geologists, marine scientists, GHG verifiers, sustainability experts, cultural resources experts, and other professionals. Expert witness services consisting of depositions or in-court testimony are charged at the hourly rate of $400.
Reimbursable Expenses
Direct Cost Rates
Photocopies - 8/W $0.25 (single-sided), $0.45 (double-sided) Photocopies - Color $1.55 (single-sided), $3.10 (double-sided) Photocopies - 11 • by 17" $0.55 (B/W), $3.40 (color)
Oversized Maps $8.50/square foot
Digital Production $15/CD, $20/flash drive
Light-Duty and Passenger Vehicles* $90/day
4WD and Off-Road Vehicles* $150/day
* Current IRS mileage rate for mileage over 50 and for all miles incurred in employee-owned vehicles.
Direct Costs. Other direct costs associated with the execution of a project, that are not included in the hourly rates above, are billed at cost plus 16%. These may include, but are not limited to, laboratory and drilling services, subcontractor services, authorized travel expenses, permit charges and filing fees, mailings and postage, performance bonds, sample handling and shipment. rental equipment, and vehicles other than covered by the above charges.
Annual Escalation. Standard rates subject to 3.5% annual escalation, on January 1.
Payment Terms. All fees will be billed to Client monthly and shall be due and payable upon receipt or as indicated in the contract provisions for the assignment. Invoices are delinquent if not paid within 10 da;s from receipt or per the contractually required payment terms.
49 B0785-0001\2925290v2.doc
DocuSign Envelope ID: 4CD5E3B5-5F46-4F01-B1AB-404F218F572F r City of Beverly Hills
Amendment Request to Provide Addition al Project Support for the City· of Beverly HIiis Climate Action and Adaptation Plan Equipment Rate
Environmental Site Assessment
Soil Vapor Extraction Monitoring Equipment
Four Gas Monitor
Flame Ionization Detector
Photo Ionization Detector
Hand Auger Sampler
Water Level Indicator, DC Purge Pump
CAPDash
Natural Resources Fleld Equipment
UAS Drone
Spotting or Fiberoptic Scope
Pettersson Bat Ultrasound Detector/Recording Equipment
Sound Level Metering Field Package (Anemometer, Tripod and Digital Camera) GPS (Submeter Accuracy)
Infrared Sensor Digital Camera or Computer Field Equipment Scent Station
Laser Rangefinder/Altitude
Pitfall Traps, Spotlights, Anemometer, GPS Units, Sterilized Sample Jar Mammal Trap, Large/ Small
Water and Marine Resources Equipment
Boat (20-foot Boston Whaler or Similar)
Multiparameter Sonde (Temperature, Conductivity, Turbidity, DO, pH) with GPS Water Quality Equipment (DO, pH, Turbidity, Refractometer, Temperature) Refractometer (Salinity) or Turbidity Meter
Large Block Nets
Minnow Trap
Net, Hand/Large Seine
Field Equipment Packages
Standard Field Package (Digital Camera, GPS, Thermometer, Binoculars, Tablet, Safety Equipment, and Botanic Collecting Equipment)
Remote Field Package (Digital Camera, GPS, Thermometer, Binoculars, Tablet and Mifi, Delorme Satellite Beacon, 24-Hour Safety Phone)
Amphibian/ Vernal Pool Field Package (Digital Camera, GPS, Thermometer, Decon Chlorine, Waders, Float Tube, Hand Net, Field Microscope)
Fisheries Equipment Package (Waders, Wetsuits, Dip Nets, Seine Nets, Bubblers, Buckets) Underwater and Marine Sampling Gear (Photo/Video Camera, Scuba Equipment [Tanks, BCD, Regulators, Wetsuits, etc.I)
Marine Field Package (Personal Flotation Devices, 100-foot Reel Tapes with Stainless Carabiners, Pelican Floats, Underwater Slates, Thermometer, Refractometer, Anemometer, Various Field Guides)
Insurance, Hazard, and Fees
Historic Research Fees
L&H Dive Insurance
Level C Health and Safety
$160
$137
$110
$82
$62
$46
$7,500
$300
$170
$170
$113
$67
$57
$23
$11
$9
$1.55/$0.55
$800
$170
$62
$38
$114
$98
$57
$114
$144
$170
$5 7
$57/diver
$100
$55
$57/ diver
$70/person
50 B0785-0001\2925290v2.doc
DocuSign Envelope ID: 4CD5E3B5-5F46-4F01-B1AB-404F218F572F r
Standard Fee Schedule for Ralml & Associates
City of Beverly Hills
Amendment Request to Provide Additional Project Support for the City of Beverly HIiis Climate Action and Ada ptation Plan Professional, Technlcal, and Support Personnel Hourly Rates Principal $275
Associate Principal $250
Senior Associate $220
Associate $210
Senior Planner/Designer/Researcher $185
Intermediate Planner/Designer $170
Planner /Designer/Research er $135
Graphics $110
Finance Director $175
Account Manager $125
Intern $65
51 B0785-0001\2925290v2.doc
ATTACHMENT 2 TO EXHIBIT B
DocuSign Envelope ID: 4CD5E3B5-5F46-4F01-B1AB-404F218F572F r RINCON CONSULTANTS, INC.
20-09714 Beverly Hills CAAP
Cost Estimate
Rate Hours Labor Budget Direct Expenses Total Budget
Amended Tasks 1,045.00 240,352.00 54,727.00 295,079.00
Task 12: Project Management 54.00 15,378.00 0.00 15,378.00 PM December 2023 • December 2024 54.00 15,378.00 0.00 15,378.00 Director 307.00 24.00 7,368.00
Principal 307.00 24.00 7,368.00
AdminAssistanVBilling Specialist 107.00 6.00 642.00
Ta sk 13: Stakeholder and Public Engagement Tasks 204.00 51 ,510.00 42,099.80 93,609.80 Task 13.1: City Council and Commission Public Meetings 53.00 16,271 .00 9,738.40 26,009.40 Director 307.00 35.00 10,745.00
Principal 307,00 18.00 5,526.00
Travel • Mileage 52.4-0
Trawl • Lodging 1,392.00
Raimi + Associates 8,294.00
Ta sk 13.2: Listening Sessions 12.00 3,240.00 0.00 3,240.00 Director 307.00 4.00 1,228.00
Principal 307.00 4.00 1,228.00
Planner Ill 196.00 4,00 784.00
Task 13,3: CommunityWorl<shop 30.00 7,596.00 15,782.00 23,378.00 Director 307.00 4.00 1,228.00
Principal 307.00 14.00 4.298.00
Planner Ill 196.00 6.00 1,176.00
GIS/CAOO Specialist I 150.00 4.00 600.00
Technical Editor 147.00 2.00 294.00
Trawl • Mileage 52.40
Raimi + Associates 15,729.60
Task 13,4: In-person Pop-up events 19.00 4 ,945.00 7,299.40 12,244.40 Director 307.00 2.00 614.00
Principal 307.00 9.00 2,763.00
Planner Ill 196.00 8.00 1,568.00
Trawl . Mileage 26.20
Raimi + Associates 7,273.20
Task 13.5: Project Website/Survey 90.00 19,458.00 9,280.00 28,738.00 Director 307.00 6.00 1,842.00
Principal 307.00 20.00 6,140.00
Planner Ill 196.00 52.00 10,192.00
Adm in Assistant/Billing Specialist 107.00 12.00 1,284.00 Balancing AC1 9,280.00
Task 14: Technical Worl< 68.00 15,596.00 0.00 15,596.00 Task 14.1: Consumptive Based Emission Inventory and
Measures and Actions 68.00 15,596.00 0.00 15,596.00
Senior Principal 319.00 4,00 1,276.00
Director 307.00 12.00 3,684.00
Principal 307.00 4.00 1,228.00
Planner Ill 196.00 48.00 9.408.00
Task 15: Revising the CAAP 340.00 73,912.00 12,627.20 86,539.20 Task 15.1: Revisions to CAAP 236.00 51 ,986.00 5,127.20 57,113.20 Director 307.00 28.00 8,596.00
Principal 307.00 46.00 14,122.00
Planner Ill 196.00 108.00 21,168.00
GIS/CAOO Specialist I 150.00 54.00 8,100.00
Raimi + Associates 5,127.20
52 B0785-0001\2925290v2.doc
DocuSign Envelope ID: 4CD5E3B5-5F46-4F01-B1AB-404F218F572F Task 15, 2: CAN' Dash Tool
Senior Principal
Principal
Senior Planner I
Planner II
CAPOash
Task 16: Implementation
CAAP Work Already Comple"d
Rincon Consultants
Raimi + Associates
Contingency
ProjectTotal
Direct Expenses Summary
CAPDash
Software -IT
Travel - Mileage
Travel - Lodging
Raimi + Associates
Direct Expenses Subtotal
Rate Hours
104.00
319.00 4.00
307.00 10.00
238.00 30.00
174.00 60.00
379.00
1,045.00
Labor Budget Direct Expenses Total Budget
21 ,926.00 7,500.00 29,426.00
1,2i6.00
3,0i0.00
7, 1.<0.00
10,4<0.00
7,500.00
83,956.00 0.00 83,956.00
41 ,000.00 2,470.00 43,470.00
41000
2470
42,225
281 ,352.00 57,197.00 380,773.60
Amount
7,500.00
9,280.00
131.00
1,392.00
38,894.00
57,197.00
Certificate Of Completion
Envelope Id: 4CD5E3B55F464F01B1AB404F218F572F Status: Sent Subject: Complete with DocuSign: Rincon Consultants, Inc. (618-20) Amendment No. 3 Source Envelope:
Document Pages: 52 Signatures: 6 Envelope Originator:
Certificate Pages: 3 Initials: 0 Erin Justus
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Time Zone: (UTC-08:00) Pacific Time (US & Canada)
455 N. Rexford Drive
Beverly Hills, CA 90210
[email protected]
IP Address: 198.245.189.169
Record Tracking
Status: Original
2/29/2024 2:04:47 PM
Holder: Erin Justus
[email protected]
Location: DocuSign
Signer Events Signature Timestamp
Erik Feldman
[email protected]
Principal
Rincon Consultants, Inc.
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 76.79.122.218
Sent: 2/29/2024 2:36:27 PM
Viewed: 2/29/2024 2:44:53 PM
Signed: 2/29/2024 4:00:57 PM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Lacrissa Davis
[email protected]
Vice President/CFO
Rincon Consultants, Inc.
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 72.109.84.191
Sent: 2/29/2024 2:36:28 PM
Viewed: 2/29/2024 4:40:29 PM
Signed: 2/29/2024 4:40:37 PM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Deborah R. Hakman for
[email protected]
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 76.90.73.20
Signed using mobile
Sent: 2/29/2024 4:40:39 PM
Viewed: 2/29/2024 4:41:55 PM
Signed: 2/29/2024 4:42:14 PM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Sharon L'Heureux Dressel
[email protected]
Risk Manager
Sharon Dressel
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 198.245.189.166
Sent: 2/29/2024 4:42:15 PM
Resent: 3/4/2024 8:14:09 AM
Viewed: 3/4/2024 11:35:18 AM
Signed: 3/4/2024 11:35:27 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
DocuSign·
Signer Events Signature Timestamp
Robert Welch
[email protected]
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 198.245.189.169
Sent: 3/4/2024 11:35:29 AM
Viewed: 3/4/2024 1:22:11 PM
Signed: 3/4/2024 1:22:20 PM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Shana E. Epstein
[email protected]
Director of Public Works
Security Level: Email, Account Authentication
(None) Signature Adoption: Pre-selected Style
Using IP Address: 198.245.189.169
Sent: 3/4/2024 1:22:23 PM
Viewed: 3/4/2024 1:23:03 PM
Signed: 3/4/2024 1:23:23 PM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Logan Phillippo
[email protected]
Real Property Development Manager
City of Beverly Hills
Security Level: Email, Account Authentication
(None)
Sent: 3/4/2024 1:23:26 PM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Nancy Hunt-Coffey
[email protected]
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Julian A. Gold
[email protected]
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Huma Ahmed
[email protected]
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
In Person Signer Events Signature Timestamp
Editor Delivery Events Status Timestamp
Agent Delivery Events Status Timestamp
Intermediary Delivery Events Status Timestamp
Certified Delivery Events Status Timestamp
Carbon Copy Events Status Timestamp
Carbon Copy Events Status Timestamp
Jessika Vasquez
[email protected]
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Keith Sterling
[email protected]
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Jackie Galeas
[email protected]
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Witness Events Signature Timestamp
Notary Events Signature Timestamp
Envelope Summary Events Status Timestamps
Envelope Sent Hashed/Encrypted 2/29/2024 2:36:28 PM
Payment Events Status Timestamps