1. CALL TO ORDER
Consistent with Government Code Section 54953(e) (Assembly Bill 361), all members of the Hidden Hills City Council or staf may participate in this meeting via a teleconference and such teleconference locations are not accessible to the public and are not subject to special posting requirements. Members of the public may participate in the meeting electronically as indicated further below. The City Council Chambers will not be open to the public. If you are an individual with a disability and need a reasonable modification or accommodation pursuant to the Americans with Disabilities Act (“ADA”) please contact Deana Gonzalez at 818-888-9281 or staf @hiddenhillscity.org.
Virtual Meeting Via ZOOM Platform: https://zoom.us/j/81488082764 To Join by Phone: 669.900.6833 or 408.638.0968 and Enter Meeting Access ID: 814 8808 2764
PLEASE NOTE THAT THE CITY COUNCIL MAY ACT ON ANY ITEM LISTED ON
THE AGENDA
2. Council:
Mayor Laura McCorkindale
Mayor Pro Tem Steve Freedland
Council Member Eniko Gold
Council Member Stuart E. Siegel
Council Member Larry G. Weber
Staff:
City Manager Kerry Kallman
Administrative Analyst Chantelle Limón
City Clerk Deana Gonzalez
ROLL CALL
3. AUDIENCE
Members of the audience are invited to address the Council at this time on items that are not otherwise on the agenda.
CITY OF HIDDEN HILLS
SPECIAL CITY COUNCIL MEETING
VIA TELECONFERENCE IN COMPLIANCE WITH
GOVERNMENT CODE SECTION 54953(E)
Friday, March 18, 2022
10:00 AM
AGENDA
Per California Government Code Section 54954.2, the City Council is prohibited from discussing or taking immediate action on any item not on the agenda unless it can be demonstrated that the item is of an emergency nature, or the need to take action arose subsequent to the posting of the agenda.
Public Participation:
Remote public participation is allowed in the following ways:
Public comment will be accepted by email to [email protected] prior to and during the meeting, prior to the close of public comment on an item, and read into the record during public comment. Alternatively, members of the public may join the meeting via the Zoom platform and the Mayor will call on you for public comment. To ask a question or comment during a meeting, click on the icon labeled "Participants" at the bottom center of your PC or Mac screen. At the bottom of the window on the right side of the screen, click the button labeled "Raise Hand." Your digital hand is now raised. To “Raise Hand” on an audio only call, press*6 to unmute and *9 to “Raise Hand”.
4. NEW BUSINESS
4.A Consideration of Approval of a Professional Services Agreement with MNS Engineers to Provide Grant Writing Services for a Sub application to the Hazard Mitigation Grant Program (HMGP) for the Jed Smith Utility Undergrounding Project 4 - 3-18-22.pdf
5. ADJOURNMENT
Materials related to an item on this agenda submitted to the Council after distribution of the agenda packet are available for public inspection in the City Clerk's office at City Hall, 6165 Spring Valley Road, Hidden Hills, CA 91302 during normal business hours.
Pursuant to the Americans with Disabilities Act, any qualified individuals with a disability who plan to attend or otherwise participate in the City Council meeting and who may require accommodations or auxiliary aids should contact the City Clerk at 818/888-9281 at least 48 hours before the meeting.
This agenda was posted on March 17, 2022 at 10:00 a.m.
___________________________________
Deana L. Gonzalez, CMC, City Clerk
MEMORANDUM
TO: Honorable Mayor and Members of the City Council
FROM: Chantelle Limón, Administrative Analyst
DATE: March 18, 2022
SUBJECT: Consideration of Approval of a Professional Services Agreement with MNS Engineers to Provide Grant Writing Services for a Subapplication to the Hazard Mitigation Grant Program (HMGP) for the Jed Smith Utility Undergrounding Project
Background
In January 2022, City staff learned of a federal grant opportunity known as the FEMA Hazard Mitigation Grant Program (HMGP). The 2021 FEMA HMGP provides federal funding to the California Office of Emergency Services (Cal OES) to develop projects that reduce risk to loss of life and property from natural hazards, including wildfire management projects. Cal OES acts as the official applicant of the grant and organizations, including cities, may apply for funds in the subapplicant position.
Discussion
City staff reached out to the City of Rolling Hills who applied for and was awarded the HMGP grant in 2018 for a utility undergrounding project in their city. The City Manager of Rolling Hills shared information with Hidden Hills staff about their experience in applying for the grant, they explained that they outsourced the grant writing process to a consultant who successfully secured the city an award of $1.15 million dollars.
At the recommendation of the City Manager of Rolling Hills, staff reached out Greg Jaquez of MNS Engineers to discuss the ongoing undergrounding utility project in Hidden Hills and to solicit a proposal for grant writing services for the HMGP grant. Following discussions with MNS Engineering and after reviewing their proposal for $5,310 to prepare the Notice of Interest (NOI), the initial step in the grant writing process, City staff determined that the NOI could be handled internally.
City of Hidden Hills
6165 Spring Valley Road * Hidden Hills, California 91302 (818) 888-9281 * Fax (818) 719-0083
City Council
Grant Writing Services for HMGP
March 18, 2022
City staff proceeded with submitting an NOI to Cal OES which included a project summary of removing up to 28 overhead power poles and undergrounding the corresponding utility lines on and around Jed Smith Road. Staff estimated a total activity cost of $3,640,000 and requested a federal share of $2,730,000. Per the grant guidelines, the City would be responsible for a 25% non-federal cost share in the amount of $910,000 if awarded the grant.
On February 24, 2022, Cal OES notified City staff that the NOI was approved and determined to represent an eligible HMGP activity. The notification served as a formal invitation for the City to submit a full subapplication for consideration of HMGP funding.
Given the complexity of Cal OES and FEMA guidelines, it is staff’s recommendation to retain a grant writing consultant who specializes in the technical aspects of these grants, to support staff in the preparation of the subapplication to HMGP.
Fiscal Impact
The proposal from MNS Engineers to support City staff with the HMGP subapplication is $10,290. The proposal provides a breakdown of subapplication tasks and identifies which party, the consultant or staff, will be responsible for each task. There are sufficient funds in the City’s operating budget, in the utility undergrounding reserve, to support this cost.
The cost to develop the City’s subapplication is considered a “grant management cost” and is eligible for reimbursement from the grant if the City is granted the award (per grant guidelines, grant management costs are reimbursable at 100% up to 5% of the total award amount). If the City is not granted the award, however, the cost to develop the subapplication will not be eligible for reimbursement. Given his experience in writing FEMA grants, Mr. Jaquez of MNS Engineers expressed that, in his opinion, the most competitive portion of the grant process is the NOI which the City has already advanced past.
Recommendation
Authorize the Mayor and City Clerk to enter into a Professional Services Agreement with MNS Engineers to Provide Grant Writing Services for a Subapplication to the Hazard Mitigation Grant Program (HMGP) for the Jed Smith Utility Undergrounding, per the proposal dated March 8, 2022.
Attachment
1. MNS Engineers Proposal dated March 8, 2022
3350 Shelby Street, Ste. 370 / Ontario, CA 91764
323.484.5737 Direct 323.797.1498 Mobile
mnsengineers.com
TRANSPORTATION / WATER RESOURCES / GOVERNMENT SERVICES / FEDERAL Sent via email
March 8, 2022
Kerry Kallman
City of Hidden Hills
6165 Spring Valley Road
Hidden Hills, CA 91302
MNS Engineers Fee Proposal
Hazard Mitigation Grant Program – PrepareCA
Electrical Undergrounding Project
Dear Mr. Kallman,
Thank you for the opportunity to provide grant writing services in conjunction with the Hazard Mitigation Grant Program (HMGP) - PrepareCA. MNS Engineers seeks to assist the City of Hidden Hills with preparation of a subapplication to fund an electrical undergrounding hazard mitigation project.
Please see enclosed my proposal to provide these services for a total fee of $10,290. We look forward to working with the City and helping deliver a successful HMGP subapplication.
Sincerely,
MNS Engineers, Inc.
Greg Jaquez, PE
Principal Project Manager
Government Services Division
(323) 484-5737 DIRECT
[email protected]
Encl. [Grant Wri�ng Fee Proposal]
GAJ
3350 Shelby Street, Ste. 370 / Ontario, CA 91764
323.484.5737 Direct 323.797.1498 Mobile
mnsengineers.com
TRANSPORTATION / WATER RESOURCES / GOVERNMENT SERVICES / FEDERAL MNS Engineers Fee Proposal
Hazard Mitigation Grant Program – PrepareCA
Electrical Undergrounding Project
Project Understanding
MNS Engineers (MNS) understands the City of Hidden Hills (City) is seeking consultant support to provide grant wri�ng services for a subapplica�on to the Hazard Mi�ga�on Grant Program (HMGP). The subject project of the subapplica�on is an electrical undergrounding project along Jed Smith Road and Kit Carson Road at the west end of the City. The City seeks to work collaborately with MNS by having City staff prepare a substan�al part of the grant subapplica�on with support from MNS.
Project Approach
The MNS approach to grant wri�ng is to establish a mutual understanding between the MNS grant wri�ng team and City staff on commited collabora�on in the development of the grant applica�on. The grant pursuit needs to be made a priority among all involved up to the submital deadline and beyond. A successful, quality grant wri�ng product depends on a team approach between MNS and City staff such that MNS staff acts as an extension of City staff for the dura�on of the grant applica�on development and subsequent ac�vi�es related to the grant pursuit.
MNS will work closely and efficiently with City staff to collect and u�lize the most up to date and readily available informa�on to formulate the HMGP subapplica�on package. MNS will work with City staff to confirm the basic messaging in the narra�ve of the grant subapplica�on.
Task 1.0 – Project Management
MNS will hold a kick-off mee�ng with City staff to review the scope and schedule for comple�ng grant subapplica�on. Communica�on with the City staff will be ongoing as needed to exchange informa�on and provide MNS opportuni�es to review dra� work products prepared by City staff.
The MNS Project Manager (PM) will maintain a project file in which all project documents including dra� and final subapplica�on materials and atachments will be kept in a cloud-based storage. The MNS PM will be responsible for budget control and overall guidance and supervision of project delivery. MNS understands a addi�onal mee�ngs and/or conference calls with the City may be needed. Deliverables: Agendas, Meeting Minutes, Project File, email communications 3350 Shelby Street, Ste. 370 / Ontario, CA 91764
323.484.5737 Direct 323.797.1498 Mobile
mnsengineers.com
TRANSPORTATION / WATER RESOURCES / GOVERNMENT SERVICES / FEDERAL Task 2.0 – Data Gathering
MNS will collect and review informa�on requested at the kickoff mee�ng as well as informa�on independently researched. Some informa�on will be collected a�er the kickoff mee�ng through an email request to the City. Deliverables: File of Plans, Data Sets, Photos, Maps, Supporting Documentation
Task 3.0 – HMGP Project Subapplica�on Form
The effort to prepare the subapplica�on will be shared between City staff and MNS. Both will follow the instruc�ons that pertain to each part of the subapplica�on. Informa�on will be drawn from collected documents, project scoping and cost es�ma�on, and through collabora�on.
The team will share in the prepara�on of each of the components of the subapplica�on as follows:
Subapplication Component City MNS
Supapplicant Information X
Local Hazard Mitigation Plan Information X
Community Information X
Project Information X
Work Schedule Information X
Cost Estimate Information X
Benefit/Cost Effectiveness Information X
Maintenance Assurance Information X
Environmental Information X
Project Conditions X
Authorization X
The BCA will be conducted using the FEMA BCA so�ware tool, Version 6.0 or newer. MNS staff is familiar and experienced with using the FEMA BCA so�ware.
Task 4.0 – HMGP Project Subapplica�on Suppor�ng Documents Suppor�ng documenta�on to the subapplica�on will be prepared by City staff and MNS as follows:
3350 Shelby Street, Ste. 370 / Ontario, CA 91764
323.484.5737 Direct 323.797.1498 Mobile
mnsengineers.com
TRANSPORTATION / WATER RESOURCES / GOVERNMENT SERVICES / FEDERAL Subapplication Attachment City MNS
Scope of Work X
Maps X
Photos X
Schedule X
Cost Estimate Spreadsheet X
Local Match Commitment Letter X
BCA Report X
Project Maintenance Letter X
FEMA's Site Information, Environmental Review, and Checklist X Subrecipient Grants Management Assessment Form X
Additional Supporting Documentation X
Task 5.0 – Final Quality Assurance/Quality Control (QA/QC) Review A�er a dra� of the subapplica�on is submited to City staff for review and comment, MNS will incorporate City comments. MNS will then conduct a thorough QA/QC review of the final work product. and submited through the Engage Cal OES Portal.
Task 6.0 – Post Deadline Communica�ons with CalOES
Post-submital communica�ons between CalOES and subapplicants is common and likely results in requests for addi�onal informa�on or clarifica�ons. MNS will respond to inquiries from CalOES staff and submit responses to ques�ons in a �mely manner. Deliverables: Written responses to requests for information or clarification from CalOES.
Assumptions/Recommendations
MNS assumes the City will provide any information and data relevant and appropriate to the requirements of the grant subapplication.
Fee Proposal
The proposed fee to provide the aforementioned services is $10,290 as shown in the enclosed fee proposal table.
City of Hidden Hills
HMGP Grant Writing
Subapplication for Electrical Undergrounding
Project Manager/Principal EngineerSenior Grant WriterGrant Writer Task 1.0 - Project Management
1.01 – Kickoff Meeting, Conference Calls, Communications, Project Oversight 1.0 4.0 5.0 $900 1.0 Task 2.0 - Data Gathering
2.01 - Document and Source Reference Collection and Review 1.0 2.0 3.0 $465 Task 3.0 – HMGP Project Subapplication Form
3.01 - Supapplicant Information 0.0 $0 4.0
3.02 - Local Hazard Mitigation Plan Information 0.0 $0 4.0
3.03 - Community Information 1.0 1.0 $165 4.0
3.04 - Project Information 1.0 1.0 $165 8.0
3.05 - Work Schedule Information 1.0 1.0 $240
3.06 - Cost Estimate Information 0.0 $0
3.07 - Benefit/Cost Effectiveness Information 1.0 2.0 3.0 $540
3.08 - Maintenance Assurance Information 0.0 $0
3.09 - National Flood Insurance Program (NFIP) 0.0 $0
3.10 - Environmental Information 2.0 2.0 $480
3.11 - Project Conditions 0.0 $0
3.12 - Authorization 1.0 1.0 $165
Task 4.0 – HMGP Project Subapplication Supporting Documents
4.01 - Scope of Work 4.0 4.0 $960
4.02 - Design Plans (N/A) 0.0 $0
4.03 - Studies (N/A) 0.0 $0
4.04 - Maps 4.0 4.0 $600
4.05 - Photos 4.0 4.0 $600
4.06 - Schedule 3.0 3.0 $720
4.07 - Cost Estimate Spreadsheet 4.0 4.0 $960
4.08 - Local Match Commitment Letter 0.0 $0 2.0
4.09 - BCA Report 1.5 8.0 9.5 $1,560
4.10 - Project Maintenance Letter 0.0 $0 2.0
4.11 - FEMA's Site Information, Environmental Review, and Checklist 4.0 4.0 $600
4.12 - Subrecipient Grants Management Assessment Form 0.0 $0 2.0
4.13 - Additional Supporting Documentation 3.0 3.0 $495 Task 5.0 – Final QA/QC and Subapplication Submittal
5.01 – Final QA/QC and Subapplication Submittal 2.0 4.0 6.0 $1,140 Task 6.0 – Post Deadline Communications with CalOES
6.01 – Post Deadline Communications with CalOES 1.0 4.0 5.0 $900 4.0
19.5 14.0 22.0 55.5 31.0
$4,680 $2,310 $3,300 $10,290
City of Hidden Hills
Total
NOTICE OF INTEREST (NOI) PHASE
Total Resource HoursTotal Resource Costs
$240 $165 $150