June 3, 2025, Item #3
DATE:
TO:
FROM:
CONTACT:
SUBJECT:
Summary:
AGENDA RE PQ RT City of Poway
June 3, 2025
Honorable Mayor and Members of the City Cot.~t
Eric Heidemann, Director of Public Works 1
Carlos Cortes, Utilities Administrator C4)/
(858) 668-4703 or [email protected]
CITY COUNCIL
Award of Agreement to AARC Consultants, LLC for the 2025 Risk and Resilience Assessment and Update to Water System Emergency Response Plan, RFP No. 25-013 A request for proposal (RFP) for the Risk and Resilience Assessment (RRA) and Update to the Water System Emergency Response Plan (ERP), RFP No. 25-013, was duly advertised on March 27 and April 3, 2025. Five (5) proposals were received on April 24, 2025. Staff reviewed the proposals submitted and selected AARC Consultants, LLC (AARC) as the consulting firm to provide the services to complete the RRA and ERP for the City of Poway (City). Staff determined AARC best meets the evaluation criteria and suits the needs of the City. The length of this Agreement shall be two (2) years beginning on June 4, 2025, through May 31, 2027. The Agreement may be extended through a total of two (2) separate one-year terms, if the Environmental Protection Agency (EPA) requests any changes to the submitted RRA and ERP.
Recommended Action:
It is recommended City Council award the Agreement for the Risk and Resilience Assessment and Update to the Water System Emergency Response Plan, RFP No. 25-013, to AARC Consultants, LLC and authorize the City Manager to execute the necessary documents.
Discussion:
America's Water Infrastructure Act (AWIA) Section 2013 was signed into federal law as an unfunded mandate on October 23, 2018, amending Section 1433 of the Safe Drinking Water Act (SDWA), to strengthen the ability of public water systems nationwide to respond to malevolent acts, natural hazards, system failures and other public health incidents. AWIA Section 2013 requires community (drinking) water systems serving more than 3,300 people to develop RRAs and ERPs and to update them every five years. The law specifies the components that the RRAs and ERPs must address, and establishes deadlines by which water systems must initiaJly certify and re-certify to the EPA upon submission of required documents.
1 of27
June 3, 2025, Item #3
Specifically, Section 1433 of the SDWA as amended by section 2013 of the AWIA requires RRA to include:
• Risks to the system from malevolent acts and natural hazards; • Resilience of the system components, processes and facilities; • The financial infrastructure of the system;
• The use, storage, or handling of various chemicals by the system; and • The operation and maintenance of the system.
Whereas, the ERP is required to include:
• Physical security and cybersecurity strategies;
• Protocols and equipment if delivery of Poway's safe drinking water is threatened; • Actions, procedures and equipment which can lessen the impact of threats to public health and safety, including system design and engineering options; and • Detection of malevolent acts or natural hazards.
The City's deadlines for certification of the 2025 five-year updates are June 30, 2026, for the RRA and December 31, 2026, for the ERP. Additionally, the ERP should be certified no later than six months after the RRA to incorporate the findings of the RRA. Once the RRA and ERP are updated, a certification of completion must be sent to the EPA by the scheduled deadlines.
City staff prepared a detailed RFP to select and retain a qualified consultant to support the update of both the RRA and ERP, and meet EPA requirements and timelines. The RFP was advertised on March 27 and April 3, 2025. The City received five (5) proposals on April 24, 2025. An evaluation committee consisting of staff from the Department of Public Works reviewed the proposals based on criteria set forth in the RFP, which included thoroughness of the proposal, firm and project team qualifications, project understanding and approach, and prior relevant experience. Although cost was also a criteria factor, based on this type of service, the City is not required to select the lowest bidder.
The table below shows the not-to-exceed amounts from the responsive proposers:
Table 1: RFP 25-013, Risk and Resilience Assessment and Emergency Response Plan Update Responsive Proposers
Proposer City Total Fee
AARC Consultants, LLC Orange,CA $71,457
Claris Strategy Inc. Arcadia, CA $139,057
Hazen and Sawyer San Diego, CA $121,270
IMEG Consultants Corp. San Antonio, TX $48,743
Prestige Analytics, Inc. San Diego, CA $52,390
As a result of the proposal evaluation, the evaluation committee determined MRC was the most qualified and experienced, provided the most comprehensive and best-value proposal, had a clear understanding of requirements, and precisely defined the approach and methodology to achieve compliance with the AWIA requirements.
Additionally, MRC was the consultant who prepared and submitted the City's 2020 RRA and ERP. Due to their experience with the City's water system and distinct risk and resilience characteristics, MRC is positioned to provide unique insight into the project. MRC has extensive experience preparing RRAs and ERPs for over 30 municipal clients in California and has a regional office in Orange, California. 2 of27
June 3, 2025, Item #3
Following the internal selection of MRC for this project, staff requested minor scope revisions from the Consultant to remove certain elements not required by the EPA and to account for new internal assessments nearing completion. These scope adjustments decreased the final fee proposal from the initial submission of $81,434 to $71,457.
Environmental Review:
This action is not subject to review under the California Environmental Quality Act (CEQA).
Fiscal Impact:
Sufficient funds are budgeted and available in Fiscal Year 2024-25 Utility Systems Operations and Maintenance budget (401060-41200) for these services. The City proactively plans for required regulatory updates as part of the budget development process.
Public Notification:
None.
Attachments:
A Standard Agreement
Reviewed/Approved By:
~1Gl =---------
wendaserman
Assistant City Manager
3 of27
Reviewed By:
Alan Fenstermacher
City Attorney
Approved By:
~ Chris Hazeltine
City Manager
June 3, 2025, Item #3
City of Poway
STANDARD AGREEMENT FOR SERVICES
This AGREEMENT, entered into this 4th day of June, 2025, by and between the CITY OF POWAY (hereinafter referred to as "CITY") and AARC CONSULTANTS, LLC, (hereinafter referred to as "CONSUL TANT").
RECITALS
WHEREAS, CITY desires to obtain the services of a qualified and licensed consultant to conduct the Risk and Resilience Assessment and Update the Emergency Response Plan for the City's Water System in compliance with Section 2013 of the America's Water Infrastructure Act of 2018 (AWIA), and to conduct any related emergency response training (PROJECT); WHEREAS, CONSULTANT is a(n) specialized and certified environmental, health, and safety engineering consultant and has represented that CONSUL TANT possesses the necessary qualifications to provide such services; and
WHEREAS, CITY has authorized the preparation of an AGREEMENT to retain the services of CONSUL TANT as hereinafter set forth.
NOW, THEREFORE, IT IS MUTUALLY AGREED THAT CITY DOES HEREBY RETAIN CONSULTANT ON THE FOLLOWING TERMS AND CONDITIONS:
1. Scope of Services.
Consultant shall provide services as described in Exhibit "A" entitled "Special Provisions" attached hereto and made a part hereof.
2. Compensation and Reimbursement.
City shall compensate and reimburse Consultant as provided in Exhibit "A" entitled "Special Provisions" attached hereto and made a part hereof.
3. Term of Agreement.
The term of this Agreement shall be as described on Exhibit "A" entitled "Special Provisions" attached hereto and made a part hereof.
4. Termination.
This Agreement may be terminated with or without cause by City. Termination without cause shall be effective only upon 60-day written notice to Consultant. During said 60-day period Consultant shall perform all consulting services in accordance with this Agreement. This Agreement may be terminated by City for cause in the event of a material breach of this Agreement, misrepresentation by Consultant in connection with the formation of this Agreement 4of27 ATTACHMENT A
June 3, 2025, Item #3
or the performance of services, or the failure to perform services as directed by City. Termination for cause shall be effected by delivery of written notice of termination to Consultant. Such termination shall be effective upon delivery of said notice.
5. Confidential Relationship.
City may from time to time communicate to Consultant certain information to enable Consultant to effectively perform the services. Consultant shall treat all such information as confidential, whether or not so identified, and shall not disclose any part thereof without the prior written consent of the City. Consultant shall limit the use and circulation of such information, even within its own organization, to the extent necessary to perform the services. The foregoing obligation of this Paragraph 5, however, shall not apply to any part of the information that (i) has been disclosed in publicly available sources of information; (ii) is, through no fault of Consultant, hereafter disclosed in publicly available sources of information; (iii) is now in the possession of Consultant without any obligation of confidentiality; or (iv) has been or is hereafter rightfully disclosed to Consultant by a third party, but only to the extent that the use or disclosure thereof has been or is rightfully authorized by that third party.
Consultant shall not disclose any reports, recommendations, conclusions or other results of the services or the existence of the subject matter of this contract without the prior written consent of the City. In its performance hereunder, Consultant shall comply with all legal obligations it may now or hereafter have respecting the information or other property of any other person, firm or corporation.
6. Office Space and Clerical Support.
Consultant shall provide its own office space and clerical support at its sole cost and expense.
7. Covenant Against Contingent Fees.
Consultant declares that it has not employed or retained any company or person, other than a bona fide employee working for Consultant, to solicit or secure this Agreement, that it has not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift or any other consideration, contingent upon or resulting from the award or making of the Agreement. For breach of violation of this warranty, City shall have the right to annul this Agreement without liability, or, at its sole discretion, to deduct from the Agreement price or consideration, or otherwise recover the full amount of such fee, commission, percentage, brokerage fee, gift or contingent fee.
8. Ownership of Documents.
All memoranda, reports, plans, specifications, maps and other documents prepared or obtained under the terms of this Agreement shall be the property of City and shall be delivered to City by Consultant upon demand.
9. Conflict of Interest and Political Reform Act Obligations.
During the term of this Agreement Consultant shall not act as consultant or perform services of any kind for any person or entity whose interests' conflict in any way with those of the City of Poway. Consultant shall at all times comply with the terms of the Political Reform Act and the local conflict of interest code. Consultant shall immediately disqualify itself and shall not use its official position to influence in any way any matter coming before the City in which the 5 of27
June 3, 2025, Item #3
Consultant has a financial interest as defined in Government Code Section 87103. Consultant represents that it has no knowledge of any financial interests which would require it to disqualify itself from any matter on which it might perform services for the City. "Consultant" means an individual who, pursuant to a contract with a state or local agency:
(A) Makes a governmental decision whether to:
1. Approve a rate, rule or regulation;
2. Adopt or enforce a law;
3. Issue, deny, suspend, or revoke any permit, license, application, certificate, approval, order, or similar authorization or entitlement;
4. Authorize the City to enter into, modify, or renew a contract provided it is the type of contract that requires City approval;
5. Grant City approval to a contract that requires City approval and to which the City is a party, or to the specifications for such a contract;
6. Grant City approval to a plan, design, report, study, or similar item;
7. Adopt, or grant City approval of, policies, standards, or guidelines for the City, or for any subdivision thereof; or
(B) Serves in a staff capacity with the City and in that capacity participates in making a governmental decision as defined in the Political Reform Act and/or implementing regulations promulgated by the Fair Political Practices Commission, or performs the same or substantially all the same duties for the City that would otherwise be performed by an individual holding a position specified in the City's Conflict of Interest Code.
DISCLOSURE DETERMINATION:
[8] 1. Consultant/Contractor will not be "making a government decision" or "serving in a staff capacity" as defined in Sections A and B above.
No disclosure required.
D 2. Consultant/Contractor will be "making a government decision" or "serving in a staff capacity" as defined in Sections A and B above. As a result, Consultant/Contractor shall be required to file a Statement of Economic Interest with the City Clerk of the City of Poway in a timely manner as required by law.
Eric Heidemann, Director of Public Works
10. No Assignments.
Neither any part nor all of this Agreement may be assigned or subcontracted, except as otherwise specifically provided herein, or to which City, in its sole discretion, consents to in advance thereof in writing. Any assignment or subcontracting in violation of this provision shall be void.
6 of27
June 3, 2025, Item #3
11. Maintenance of Records.
Consultant shall maintain all books, documents, papers, employee time sheets, accounting records, and other evidence pertaining to costs incurred and shall make such materials available at its office at all reasonable times during the contract period and for three (3) years from the date of final payment under this Agreement, for inspection by City and copies thereof shall be furnished, if requested.
12. Independent Contractor.
At all times during the term of this Agreement, Consultant shall be an independent contractor and shall not be an employee of the City of Poway. City shall have the right to control Consultant only insofar as the results of Consultant's services rendered pursuant to this Agreement; however, City shall not have the right to control the means by which Consultant accomplishes such services.
13. Licenses, Permits, Etc.
Consultant represents and declares to City that it has all licenses, permits, qualifications, and approvals of whatever nature that are legally required to practice its profession.
Consultant represents and warrants to City that Consultant shall, at its sole cost and expense, keep in effect at all times during the term of this Agreement, any license, permit, or approval which is legally required for Consultant to practice its profession.
14. Consultant's Insurance.
Consultant shall provide insurance as set forth in Exhibit "A" entitled "Special Provisions" attached hereto and made a part hereof.
15. Indemnification.
(a) For Claims (as defined herein) other than those alleged to arise from Consultant's negligent performance of professional services, City and its respective elected and appointed boards, officials, officers, agents, employees and volunteers (individually and collectively, "lndemnitees") shall have no liability to Consultant or any other person for, and Consultant shall indemnify, protect and hold harmless lndemnitees from and against, any and all liabilities, claims, actions, causes of action, proceedings, suits, damages, judgments, liens, levies, costs and expenses, including reasonable attorneys' fees and disbursements (collectively "Claims"), which lndemnitees may suffer or incur or to which lndemnitees may become subject by reason of or arising out of any injury to or death of any person(s), damage to property, loss of use of property, economic loss or otherwise occurring as a result of Consultant's negligent performance under this Agreement, or by the negligent or willful acts or omissions of Consultant, its agents, officers, directors, sub-consultants or employees.
(b) For Claims alleged to arise from Consultant's negligent performance of professional services, lndemnitees shall have no liability to Consultant or any other person for, and Consultant shall indemnify and hold harmless lndemnitees from and against, any and all Claims that lndemnitees may suffer or incur or to which lndemnitees may become subject by reason of or arising out of any injury to or death of any person(s), damage to property, loss of use of property, economic loss or otherwise to the extent occurring as a result of Consultant's negligent performance of any professional services under this Agreement, or by the negligent or willful acts or omissions of Consultant, its agents, officers, directors, sub-consultants or employees, committed in performing any of professional services under this Agreement. For 7 of27
June 3, 2025, Item #3
Claims alleged to arise from Consultant's professional services, Consultant's defense obligation to lndemnitees shall include only the reimbursement of reasonable defense costs and attorneys' fees to the extent caused by Consultant's negligence.
( c) The foregoing obligations of Consultant shall not apply to the extent that the Claims arise from the sole negligence or willful misconduct of City or its elected and appointed boards, officials, officers, agents, employees and volunteers.
(d) In any and all Claims against City by any employees of the Consultant, anyone directly or indirectly employed by it or anyone for whose acts it may be liable, the indemnification obligation under this Section 15 shall not be limited in any way by any limitation on the amount or type of damages, compensation or benefits payable by or for the Consultant under worker's compensation acts, disability benefit acts or other employee benefit acts. (e) Consultant shall, upon receipt of written notice of any Claim, promptly take all action necessary to make a claim under any applicable insurance policy or policies Consultant is carrying and maintaining; however, if Consultant fails to take such action as is necessary to make a claim under any such insurance policy, Consultant shall reimburse City for any and all costs, charges, expenses, damages and liabilities incurred by City in making any claim on behalf of Consultant under any insurance policy or policies required pursuant to this Agreement. (f) The obligations described in Section 15 (a) through (e) above shall not be construed to negate, abridge or otherwise reduce any other right or obligation of indemnity which would otherwise exist as to any party or person indemnified pursuant to this Section 15. (g) The rights and obligations of the parties described in this Section 15 shall survive the termination of this Agreement.
16. Assumption of Risk.
Except for injuries to persons caused by the willful misconduct of any lndemnitee and not covered by insurance maintained, or required by this Agreement to be maintained, by Consultant: (a) Consultant hereby assumes the risk of any and all injury and damage to the personnel (including death) and property of Consultant that occurs in the course of, or in connection with, the performance of Consultant's obligations under this Agreement, including but not limited to Consultant's Scope of Services; and (b) it is hereby agreed that the lndemnitees are not to be liable for injury or damage which may be sustained by the person, goods or property of Consultant or its employees in connection with Consultant's performance of its obligations under this Agreement, including but not limited to Consultant's Scope of Services.
17. Consultant Not an Agent.
Except as City may specify in writing, Consultant shall have no authority, expressed or implied, to act on behalf of City in any capacity whatsoever as an agent. Consultant shall have no authority, expressed or implied, pursuant to this Agreement to bind City to any obligation whatsoever.
18. Personnel.
Consultant shall assign qualified and certified personnel to perform requested services. The City shall have the right to review and disapprove personnel for assignment to City projects.
8 of27
June 3, 2025, Item #3
City
shall
have
the
unrestricted
right
to
order
the
removal
of
any
person(s)
assigned
by
Consultant
by
giving
oral
or
written
notice
to
Consultant
to
such
effect.
Consultant's
personnel
shall
at
all
times
comply
with
City's
drug
and
alcohol
policies
then
in
effect.
19. Notices. Notices
shall
be
given
as
described
on
Exhibit
"A"
entitled
"Special
Provisions"
attached
hereto
and
made
a
part
hereof.
20. Governing
Law,
Forum
Selection
and
Attorneys'
Fees.
This
Agreement
shall
be
governed
by,
and
construed
in
accordance
with,
the
laws
of
the
State
of
California.
Each
party
to
this
Agreement
consents
to
personal
jurisdiction
in
San
Diego
County,
California,
and
hereby
authorizes
and
accepts
service
of
process
sufficient
for
personal
jurisdiction
by
first
class
mail,
registered
or
certified,
postage
prepaid,
to
its
address
for
giving
notice
as
set
forth
in
Exhibit
"A"
hereto
. Any
action
to
enforce
or
interpret
the
terms
or
conditions
of
this
Agreement
shall
be
brought
in
the
Superior
Court
in
San
Diego
County,
Central
Division,
unless
the
parties
mutually
agree
to
submit
their
dispute
to
arbitration.
Consultant
hereby
waives
any
right
to
remove
any
such
action
from
San
Diego
County
as
is
otherwise
permitted
by
California
Code
of
Civil
Procedure
Section
394
. The
prevailing
party
in
any
such
action
or
proceeding
shall
be
entitled
to
recover
all
of
its
reasonable
litigation
expenses,
including
its
expert
fees,
attorneys'
fees,
courts
costs,
arbitration
costs,
an
·d
any
other
fees.
Notwithstanding
the
foregoing,
in
the
event
that
the
subject
of
such
an
action
is
compensation
claimed
by
Consultant
in
the
event
of
termination,
Consultant's
damages
shall
be
limited
to
compensation
for
the
60-day
period
for
which
Consultant
would
have
been
entitled
to
receive
compensation
if
terminated
without
cause,
and
neither
party
shall
be
entitled
to
recover
their
litigation expenses.
21. Gender. Whether
referred
to
in
the
masculine,
feminine,
or
as
"it,"
"Consultant"
shall
mean
the
individual
or
corporate
consultant
and
any
and
all
employees
of
consultant
providing
services
hereunder.
22. Counterparts. This
Agreement
(and
any
amendments)
may
be
executed
in
multiple
counterparts,
each
of
which
shall
be
deemed
an
original,
but
all
of
which,
together,
shall
constitute
one
and
the
same
instrument.
Documents
delivered
by
electronic
transmission
shall
be
valid
and
binding
.
23. Entire
Agreement.
This
Agreement
shall
constitute
the
entire
understanding
between
Consultant
and
City
relating
to
the
terms
and
conditions
of
the
services
to
be
performed
by
Consultant.
No
agreements,
representations
or
promises
made
by
either
party,
whether
oral
or
in
writing,
shall
be
of
any
force
or
effect
unless
it
is
in
writing
and
executed
by
the
party
to
be
bound
thereby.
9 of27
June 3, 2025, Item #3
24. Certification and Indemnification Regarding Public Employees' Retirement Law/Pension Reform Act of 2013.
Consultant hereby certifies that all persons providing services to City by Consultant are not current members of the California Public Employees' Retirement System (Cal PERS) and shall not become members of CalPERS while providing services to City.
Consultant further provides that in the event Consultant assigns a retired annuitant receiving a pension benefit from CalPERS to perform services for City, the retired annuitant is in full compliance with Government Code Section 7522.56. A copy of Government Code Section 7522.56 is attached hereto as Exhibit "B."
Further, Consultant hereby fully and unconditionally indemnifies City from all penalties, fees, employer and employee contributions, or any other assessments imposed by CalPERS in the event CalPERS determines the person assigned by Consultant to provide services to City has been misclassified.
25. Severability.
If any provision of this Agreement is determined by any court of competent jurisdiction or arbitrator to be invalid, illegal, or unenforceable to any extent, that provision shall, if possible, be construed as though more narrowly drawn, if a narrower construction would avoid such invalidity, illegality, or unenforceability or, if that is not possible, such provision shall, to the extent of such invalidity, illegality, or unenforceability, be severed, and the remaining provisions of this Agreement shall remain in effect.
(Remainder of page intentionally left blank.)
10 of27
June 3, 2025, Item #3
IN WITNESS WHEREOF, the parties hereto have duly executed this AGREEMENT on the date first above written.
CITY OF POWAY
By:----------
Chris Hazeltine, City Manager
ATTEST:
Carrie Gallagher, CMC, City Clerk
APPROVED AS TO FORM:
By: ___________ _
Alan Fenstermacher, City Attorney
11 of27
AARC CONSULTANTS, LLC
By: ___________ _
Rick Chaninani, President
June 3, 2025, Item #3
"SPECIAL PROVISIONS"
EXHIBIT "A"
A. Scope of Services.
Consultant agrees to perform consulting services as required by City, which shall consist of updating the City's existing Risk and Resilience Assessment and Emergency Response Plan and conducting an Emergency Response Training exercise as further described in the Scope of Services submitted with the proposals dated April 24, 2025, which is included in this document as Attachment 1, and incorporated by reference, as if its contents were fully set forth herein.
Consultant shall provide the necessary qualified personnel to perform the services.
B. Compensation and Reimbursement.
City shall pay Consultant a fee in accordance with the Fee Proposal, which is included in this document as Attachment 2. Total fee is not to exceed $71,457.00. Consultant's fee shall include, and Consultant shall be responsible for the payment of all federal, state, and local taxes of any kind which are attributable to the compensation received.
In addition to said consulting fee, Consultant shall be reimbursed for all reasonable expenses, including lodging, telephone, and travel (air, auto, rail) necessarily incurred in performance of the services. Consultant shall bill City for such expenses as incurred, referencing this Agreement. All expenses shall be itemized and supported by receipts for amounts in excess of Twenty-Five Dollars ($25.00). Statements for reimbursement of expenses shall be paid within ten (10) days of approval by City. All air travel shall be billed at coach or special fare rates.
Reimbursement for lodging is limited to travel from outside of San Diego County. Consultant shall receive prior authorization for air travel and lodging expenses. All other expenses shall be reimbursed in accordance with City's cash disbursement policies in effect at the time incurred.
C. Term of Agreement.
This Agreement shall be effective from the period commencing June 4, 2025, and ending May 31, 2027, unless sooner terminated by City as provided in the section of this Agreement entitled 'Termination." This Agreement may be extended for up to two additional one year periods upon approval in writing of the City Manager and Consultant. Upon expiration or termination of this Agreement, Consultant shall return to City any and all equipment, documents or materials and all copies made thereof which Consultant received from City or produced for City for the purposes of this Agreement.
D. Consultant's Insurance.
1. Coverages:
Consultant shall obtain and maintain during the life of this Agreement all of the following insurance coverages:
(a) Comprehensive General Liability, including premises-operations, products/completed, broad form property damage, and blanket contractual liability with the following coverages: General Liability $1,000,000 Bodily Injury and Property Damage combined each occurrence and $2,000,000 aggregate.
12 of 27
June 3, 2025, Item #3
(b) Automobile Liability, including owned, hired, and non-owned vehicles: $1,000,000 combined single limit.
(c) Consultant shall obtain and maintain, during the life of the Agreement, a policy of Professional Errors and Omissions Liability Insurance with policy limits of not less than $1,000,000 combined single limits, per claim and annual aggregate. (d) Workers' Compensation insurance in statutory amount. All of the endorsements which are required above shall be obtained for the policy of Workers' Compensation insurance.
2. Endorsements:
Endorsements shall be obtained so that each policy contains the following three provisions:
(a) Additional Insured. (Not required for Professional Errors and Omissions Liability Insurance or Workers' Compensation.) "City of Poway and its elected and appointed boards, officers, agents, and employees are additional insureds with respect to this subject project and contract with City." (b) Notice.
"Said policy shall not terminate, nor shall it be canceled, until thirty (30) days after written notice is given to City."
(c) Primary Coverage.
"The policy provides primary coverage to City and its elected and appointed boards, officers, agents, and employees. It is not secondary or in any way subordinate to any other insurance or coverage maintained by City."
3. Insurance Certificates:
Consultant shall provide City certificates of insurance showing the insurance coverages described in the paragraphs above, in a form and content approved by City, prior to beginning work under this Agreement.
E. Notices.
All notices, billings and payments hereunder shall be in writing and sent to the following addresses:
To City:
To Consultant:
13 of27
City of Poway
Department of Public Works -Utilities
P.O. Box 789
Poway, CA 92074
AARC Consultants, Inc.
2000 W. Sam Houston, Pkwy. Ste. 850
Houston, TX 77042
June 3, 2025, Item #3
ATTACHMENT 1
Consultant's Proposed Scope of Work:
Scope of Work
Task 1 -Preliminary Review and Project Kickoff
1.1. Conduct Kickoff Meeting and Schedule Project Update Meetings A kickoff meeting will be convened, setting the foundation for project success by aligning all stakeholders on objectives, scope, roles, and expectations. It includes introductions, an overview of project goals, key milestones, timelines, and deliverables. The team discusses communication protocols, potential risks, and next steps to ensure a smooth project launch. The meeting fosters collaboration, clarifies responsibilities, and establishes a shared understanding of success criteria.
1.2. Review Existing Information
The RRA begins with a comprehensive review of the City's existing documentation to ensure a complete understanding of the current state of resilience. This includes:
• Reports and plans currently in place, including the existing RRA and ERP documents. • Supporting materials such as policies, procedures, and any prior assessments that provide context.
This step sets the foundation for understanding the City's existing infrastructure, strategies, and potential gaps in risk mitigation. Our approach to conducting the RRA leverages the seven-step J100 framework to deliver a comprehensive evaluation of the City's vulnerabilities, risks, and resilience for both the water system.
MR&
Consul\anls LLC
14 of 27
Your Partner in Emergency Management,
Resiliency, Adaptation, and Action Planning Page 135
June 3, 2025, Item #3
(1)
Asset
Characterization
(2)
Threat
Characterization
(3)
Consequence
Analysis
(4)
Vulnerability
Analysis
(5)
Threat
Analysis
(6)
Risk/Resilience
Analysis
I (7)
Risk/Resilience
Management
t----
What
are
the
organization's
main
missions/functions?
What
assets
are
critical
to
canying
out
these
missions/functions?
Rank
critical
assets.
What
reference
threats
could
disrupt
the
mission/function
of
the
critical
t----
assets,
assuming
the
worst
reasonable
case?
Which
threats
should
be
added
for
local
conditions?
Rank
the
threat-asset
combinations
and
select
the
highest
ranked
pairs
to
include
in
the
rest
of
the
analysis.
What
happens
to
my
critical
asset
if a threat
occurs?
How
much
will
___
service
demand
be
denied,
financial
loss,
how
many
fatalities
and
major
injuries,
and
other
negative
impacts?
What
is
the
economic
and
human
impact
on
the
region?
What
vulnerabilities
would
allow
a threat
to
cause
these
consequences?
---
Given
the
incident
and
asset,
what
is
the
likelihood
of
the
estimated
consequences?
t----
What
is
the
likelihood
that
a
threat
{malevolent,
natural
hazard,
or
dependency/proximity
hazard)
will
impact
my
asset?
Other
assets?
What
are
the
risks
to
the
utility
and
region,
respectively?
Risk=
((Threat,
Vulnerability,
Consequences)
Where
risks
will
include
at
least:
• Service
denial
• Human
impacts
(fatality/
serious
injury)
• Financial
loss
to
utility
• Economic
impact
on
the
region
• Combined
risk
to
the
utility
• Combined
risk
to
the
region
Which
of
these
risk
levels
are
most
unacceptable?
What
options
will
reduce
risks
and
increase
resilience?
How
much
will
each
option
.,._
__
.,
benefit
the
utility
and
the
region?
How
much
will
ii cost?
What
is
the
net
benefit
of
each
option?
Which
should
be
implemented?
How
well
are
the
implemented
options
reducing
risk
or
increasing
resilience?
Which
options
should
be
continued,
terminated
or
redirected?
Tile
Seven-
St
ep
J100
Process
(AWWA,
2021)
Deliverabl
es for
Tas
k 1
•
Kickoff
Meeting
Presentation:
Develop
and
deliver
a presentation
outlining
project
objectives,
scope,
methodology,
key
milestones,
and
stakeholder
roles
.
Task
2 -Conduct
a Ris
k and
Resili
ence
Ass
essmen
t (RRA)
2.1. Perform
Site
Visits,
Workshops,
and
Interviews
Following
the
document
review,
we
will
conduct
an
in-person
site
visit
followed
by
workshops
and
interviews
with
key
stakeholders.
The
workshops
will
focus
on
identifying
critical
system
components,
potential
vulnerabilities,
and
the
greatest
threats.
The
process
will
unfold
as
follows
:
•
Initial
workshop(s}:
Held
in
person,
where
utility
staff
and
stakeholders
describe
the
system's
operations
and
key
processes.
•
Subsequent
workshops
(if
required):
Held
virtually,
focused
on
identifying
top
threats
and
vulnerabilities
and
quantifying
the
worst
reasonable
consequences
of
specific
threats.
•
Ongoing
discussions:
Will
address
the
interdependencies
between
utilities.
This
phase
will
also
involve
a
focused
look
into
natural,
malevolent,
cybersecurity,
and
physical
security
threats.
Con~
uJ1;1nl
s.
LL
C
15 of
27 Your
Partner
in
Emergency
Management,
Resiliency,
Adaptation,
and
Action
Planning
Page
I 36
June 3, 2025, Item #3
This
collaborative
approach
helps
to
gather
detailed
insights
from
those
closest
to
the
system,
ensuring
the
assessment
captures
real-world
risks
and
operational
realities.
2.2. Draft
RRA
Once
the
threat
and
vulnerability
identification
steps
are
complete
, the
next
phase
involves
a detailed
analysis
and
the
development
of
mitigation
measures.
This
process
includes
:
•
Critical
Assets
and
Threats:
Identify
key
infrastructure,
systems,
and
resources
essential
for
operations,
along
with
potential
threats
and
vulnerabilities.
•
Physical
Security
Assessment:
Evaluate
facility
security
measures,
access
controls,
surveillance
, and
emergency
response
capabilities.
AARC
will
conduct
a Physical
Security
Assessment
of
the
water
system
infrastructure,
utilizing
industry
standards
to
evaluate
the
security
posture.
This
assessment
will
cover:
o
A comprehensive
evaluation
using
tools
from
AWWA's
G430,
CISA
, and
the
US
EPA
to
assess
barr
iers.
plans,
processes,
and
procedures
.
c
The
evaluat
ion
will
follow
the
deter,
detect,
devalue,
delay
, and
respond
framework
to
identify
improvements
in
protect
ing
critical
infrastructure
from
both
current
and
emerging
threats
.
The
outcome
will
be
a clear
picture
of
the
current
physical
security
posture,
with
prioritized
recommendat
ions
for
enhancing
security
measures.
•
Cybersecurity
Assessment
: Assess
dig
ital
infrastructure,
network
secur
ity, data
protect
ion,
and
potential
cyber
threats.
AARC
will
evaluate
the
City's
cybersecurity
posture
, using
both
industry-standard
tools
and
tailored
methodologies
to
identify
vulnerabilit
ies
and
enhance
system
security
. This
includes
:
1. AWWA
Water
Sector
Cybersecurity
Risk
Management
Tool
•
Facilitates
data-driven
risk
analysis
for
operational
technologies
(e.g.,
SCADA)
and
enterprise
systems
.
•
Produces
a prioritized
list
of
recommended
controls
tailo
red
to
the
City's
needs
.
2. AARC
Cybersecurity
Questionnaire
and
Checklist
•
A comprehensive
evaluation
based
on
NIST,
NERC-CIP,
DHS-CISA,
and
AWWA
standards.
•
Identifies
gaps
in
cybersecurity
for
:
o
IT/SCADA
access
controls
o
Network
architecture
and
firewall
vulnerabilities
o
Social
engineering
risks
o
Wireless/mobile
communication
and
SCADA-enterprise
network
interactions
.
This
assessment
will
provide
actionable
insights
into
cybersecurity
weaknesses,
offer
ing
mitigation
strategies
and
prioritized
recommendations
to
enhance
the
City
's cybersecurity
resilience
.
•
Utility
Resilience
Index
(URI):
Measure
the
reliability,
redundancy,
and
adaptability
of
critical
utilities,
such
as
power,
water,
and
communication
systems
. The
Utility
Resilience
Index
(URI),
as
part
of
the
J100
Standard
,
will be
used
as
a decision-support
tool
to
assess
resilience
based
on
operational
and
financia
l indicators.
MR& C
on!-
u
l1:
1nt
s
L
L
C
16 of
27 Your
Partner
in
Emergency
Management,
Resiliency,
Adaptation,
and
Action
Planning
Page
I 37
June 3, 2025, Item #3
2.3. Hold Review Meeting and Presentation
The creation of the draft RRA involves systematically identifying, analyzing, and mitigating risks that could impact the City's critical operations. This process includes evaluating potential threats (natural, human-made, and cyber related), assessing vulnerabilities, and determining the resilience of essential assets. The assessment covers physical security, cybersecurity, and utility resilience, providing a comprehensive understanding of risks. It incorporates scenario-based analysis, stakeholder engagement, and compliance with industry regulations. The final RRA delivers actionable recommendations to enhance preparedness, response, and recovery capabilities, ensuring long-term operational continuity and resilience.
A review meeting will be conducted to examine the draft RRA, ensuring alignment with objectives and stakeholder expectations. During the meeting, AARC will present an overview of the draft RRA, participants will provide feedback, discuss concerns, and suggest improvements.
2.4. Address Review Comments
The response to comments process involves systematically addressing questions and feedback, making necessary revisions, and refining the final product. This iterative approach enhances accuracy, clarity, and effectiveness, ensuring that all stakeholder input is considered before final approval.
2.5. Finalize RRA
The final RRA is developed after incorporating stakeholder feedback, refining risk evaluations, and validating resilience strategies. This document provides a comprehensive analysis of critical assets, potential threats, vulnerabilities, and mitigation measures across physical security, cybersecurity, and utility resilience. The final RRA includes prioritized recommendations, response strategies, and an implementation roadmap to enhance preparedness and operational continuity. It serves as a strategic guide for decision-makers to strengthen resilience and ensure long-term sustainability.
The final RRA will comprehensively address all AWIA-required elements, including:
• Risks from malevolent acts and natural hazards
• Dependency hazards (e.g., power or communication outages, supply chain disruptions, workforce issues, transportation limitations, and proximity hazards)
• Unintentional human-caused risks (e.g., chemical spills, operator error, cybersecurity gaps, and critical component failures)
• Financial infrastructure vulnerabilities
• Resilience of key system components: pipelines, conveyances, physical barriers, source water, collection/intake, pretreatment, treatment, storage, distribution, and automated systems (including cybersecurity) • Monitoring practices for the potable water system
• Use, storage, and handling of system chemicals
• Operation and maintenance procedures across all facilities
2.6. Submit Final Certification to EPA
Electronic certification with the EPA involves submitting a formal statement confirming compliance through the EPA's Certification System. This process ensures that utilities meet federal mandates by assessing risks related to natural hazards, cyber threats, and infrastructure resilience. Timely certification helps utilities maintain regulatory compliance, enhance security measures, and strengthen their ability to respond to emergencies.
MR&
Consul1;ints LLC
17 of27
Your Partner in Emergency Management,
Resiliency, Adaptation, and Action Planning
Page I 38
June 3, 2025, Item #3
Deli
verab
les
for
Tas
k 2
•
Draft
RRA:
Conduct
initial
analysis
of
critical
assets,
threats,
vulnerabilities
, and
mitigation
strategies,
providing
a preliminary
report
for
review.
•
Response
to
Comments:
Address
stakeholder
feedback,
revise
assessment
findings,
and
refine
recommendations
to
ensure
accuracy
and
alignment
with
project
goals
.
•
Final
RRA:
Incorporate
all
revisions
and
finalize
the
comprehensive
report
, including
priori
tized
action
plans
and
resilience
strategies.
•
Assist
with
EPA
Certification
: Support
the
electronic
submission
process
for
compliance
with
the
AWIA
requirements,
if needed,
ensuring
timely
and
accurate
certification
.
Task
3 -Update
the City
's Emerg
ency
Response
Plan
(ERP
)
3.1. Conduct
Meetings
and
Workshops
with
Staff
and
Stakeholders
The
ERP
will
be
developed
in
tandem
with
the
RRA
to
ensure
:
•
Incorporation
of
preliminary
risk
reduction
measures
identified
in
the
RRA.
•
Development
of
response
strategies
to
address
both
physical
and
cyber
threats
to
critical
infrastructure
.
ft,_.~~'\
• Iden
tify
hazard
s and
vulnerabilities
• Asses
s ris
k
• Prepare
for
ris
k
• Mitigate hazard
s
•
Tailored
mitigation
and
response
plans
to
handle
both
malevolent
acts
and
natural
hazards.
(Sou
rce
magaz
ine,
Spring
20 21)
This
alignment
ensures
a seamless
integra
tion
of
the
RRA
findings
into
the
ERP,
creating
a cohesive
resilience
strategy
for
the
uti
lity.
3.2. Draft
ERP
AARC
will
conduct
a gap
analysis
using
changes
in
utility
description
information,
completed
projects,
statutory
changes,
MRs
of
incidents
or
exercises,
or
other
necessary
documentation
to
update
the
ERP
. AARC
will
also
organize
a workshop
to:
•
Provide
an
overview
of
AWIA
ERP
compliance
requirements
.
•
Present
findings
and
recommendations
based
on
the
gap
analysis.
•
Gather
updated
input
from
stakeholders
to
tailor
the
ERP
to
the
City
's current
and
future
needs
(Does
not
include
phone
, email
and
address
updates
for
critical
contacts)
.
AARC
will
conduct
a comprehensive
review
of
the
City's
existing
ERP
to
ensure
it meets
current
and
future
operational
needs
. This
review
will
include:
•
Emergency
preparedness,
response,
and
recovery
strategies
already
in
place
.
•
Evaluation
of
policies
, procedures,
plans,
and
training/exercise
programs
.
•
Documentation
of
resources,
equipment,
and
local
interagency
agreements
.
•
Review
of
training
programs,
local
and
regional
exercise
participation
(including
real
incident
reports),
and
After-Action
Reports
(AARs)
to
identify
areas
for
continuous
improvement.
This
review
will
help
identify
gaps
and
opportunities
for
improvement
, ensuring
the
updated
ERP
reflects
the
City's
current
and
projected
operational
and
regulatory
context.
MR& C
o n s
u
I I
a
11 I
!>
L
I.
C
18 of
27 Your
Partner
in
Emergency
Management,
Resiliency,
Adaptation,
and
Action
Planning
Page
I 39
June 3, 2025, Item #3
3.3. Hold
Review
Meeting
and
Presentation
The
updated
ERP
will
include
the
following
key
components:
1. Utility
Information:
•
Overview
of
the
City's
operations,
personnel,
critical
components,
and
surrounding
industries
of
concern
.
•
Inventory
of
response
resources
and
local
emergency
services
.
2. Risk
Assessment
with
Recommendations:
•
Address
security
issues
in
compliance
with
U.S.
EPA
guidelines
under
the
Public
Health
Security
and
Bioterrorism
Preparedness
and
Response
Act
of
2002
.
3. Resilience
Strategies
:
•
Defined
emergency
response
roles,
incorporating
the
Incident
Command
System
(ICS)
framework.
•
Communication
protocols
for
internal
teams,
external
stakeholders,
and
media
outreach.
•
Public
notification
strategies
for
various
emergencies.
4. Emergency
Plans
and
Procedures:
•
Core
and
incident-specific
plans,
including
checklists
and
equipment
for
responding
to
natural
hazards,
cyberattacks,
and
malevolent
acts.
•
Addressing
local
agreements
(e.g.,
site
leasing,
mutual
support,
alternative
drinking
water
sources,
etc.).
•
Development
of
a cyber
incident
response
checklist
aligned
with
industry
standards
and
legislative
requirements.
•
Focus
on
resiliency
and
continuity
planning.
5. Mitigation
Actions:
•
Recommendations
for
alternative
water
sources,
facility
improvements,
and
other
measures
to
reduce
risks.
•
Recommendations
for
Natural
Hazard
Mitigation
Plan
elements
in
alignment
with
the
Disaster
Mitigation
Act
of
2000
and
FEMA
Mitigation
Planning
Guidelines.
6. Detection
Strategies:
•
Methods
for
identifying
physical
and
cyber
threats,
informed
by
the
RRA.
7. Model
Media/Press
Release
Format:
•
A
customizable
template
for
crisis
communication,
ensuring
accurate
and
timely
public
updates.
8. Rip-and-Run
Sections:
•
Quick-reference
guides/checklists
for
staff
use
during
emergency
events
.
3.4. Address
Review
Comments
The
ERP
review
meeting
is conducted
to
evaluate
the
plan's
effectiveness,
ensuring
it aligns
with
regulatory
requirements
and
operational
needs
. AARC
will
present
an
overview
the
draft
Updated
ERP.
Stakeholders
provide
feedback
on
key
components,
including
response
procedures,
communication
protocols,
and
resource
allocation.
The
response
to
comments
process
involves
addressing
stakeholder
input,
refining
strategies,
and
making
necessary
MR~ C
Cl
1,
!-
u
I
l;}
n
I
5 .
LL
C
19 of27
Your
Partner
in
Emergency
Management,
Resiliency,
Adaptation,
and
Action
Planning
Page
I 40
June 3, 2025, Item #3
revisions
to
enhance
clarity
and
functionality.
This
iterative
approach
ensures
that
the
final
ERP
is
comprehensive,
actionable,
and
tailored
to
strengthen
emergency
preparedness
and
response
capabilities.
3.5. Finalize
ERP
The
final
ERP
is
developed
after
incorporating
stakeholder
feedback,
refining
risk
evaluations
, and
validating
resilience
strategies
. This
document
provides
a comprehensive,
AWIA-complianl
plan
tailored
to
this
project.
The
ERP
is
designed
to
empower
the
organization
with
the
necessary
knowledge,
tools,
and
strategies
to
build
a resilient
utility
.
3.6. Submit
Final
Certification
to
EPA
Electronic
certification
with
the
EPA
involves
submitting
a formal
statement
confirming
that
the
ERP
meets
federal
requirements.
This
process
verifies
that
utilities
have
effective
response
strategies
for
natural
hazards,
cyber
threats,
and
other
potential
emergencies.
Timely
certification
ensures
utilities
comply
with
regulatory
mandates,
improve
their
emergency
preparedness,
and
enhance
their
ability
to
quickly
respond
to
and
recover
from
disruptive
events
.
Deliverables
for
Task
3 •
Kickoff
Meeting
Presentation:
Prepare
and
present
an
overview
of
the
ERP
development
process,
objectives,
timeline,
and
key
stakeholder
responsibilities.
•
Draft
Emergency
Response
Plan:
Develop
an
initial
version
of
the
ERP,
outlining
response
procedures,
communication
protocols
, resource
management
, and
incident
coordination.
•
Response
to
Comments:
Review
and
address
feedback
from
stakeholders,
making
necessary
revisions
to
improve
clarity,
accuracy,
and
alignment
with
regulatory
standards.
•
Final
Emergency
Response
Plan:
Finalize
the
ERP
incorporating
all
revisions,
ensuring
it is comprehensive,
actionable,
and
in
compliance
with
federal
requirements.
•
Assist
with
EPA
Certification:
Support
the
electronic
submission
of
the
ERP
to
the
EPA
for
certification,
if
needed,
ensuring
it meets
the
requirements
of
the
AWIA.
Task
4-Emergency
Response
Training
4.1. Develop
Exercise
Scenario
and
Materials
AARC
will
provide
hands-on
staff
training
to
assess
ERP
functionality
and
ensure
preparedness.
The
training
will
:
•
Follow
OHS
Homeland
Security
Exercise
and
Evaluation
Program
(HSEEP)
best
practices
to
ensure
effectiveness.
•
Engage
key
stakeholders
to
foster
a collaborative
approach
lo
emergency
preparedness.
•
Include
a Hot
Wash
debrief
session
immediately
after
the
training
and
exercise
to
capture
participant
feedback.
The
outcomes
of
this
training
will
inform:
•
Procedural
refinements
based
on
identified
gaps
or
issues
.
•
Additional
training
needs
for
staff
to
address
deficiencies
.
•
Recommendations
for
policy
updates
to
improve
response
protocols
.
4.2. Conduct
Training
and
Tabletop
Exercise
AARC
will
facilitate
a TIX
to
test
and
refine
the
ERP's
functionality
. The
exercise
will
:
•
Ensure
active
participation
from
key
stakeholders,
including
utility
staff,
local
agencies,
and
other
relevant
parties.
•
Adhere
to
HSEEP
best
practices
for
exercise
design,
execution,
and
evaluation
.
MR& C
o
ns
11 r1.1
nt'll
.L
L
C
20 of
27 Your
Partner
in
Emergency
Management,
Resiliency,
Adaptation,
and
Action
Planning
Page
I 41
June 3, 2025, Item #3
•
Include
a Hot
Wash
debrief
session
immediately
following
the
exercise
to
gather
feedback
on
ERP
performance
and
areas
for
improvement.
4.3. Prepare
After-Action
Report
The
AARC
Team
will
facilitate
an
after-action
discussion
that
occurs
immediately
following
the
exercise
to
capture
real-time
feedback
from
participants
. The
goal
is
to
identify
what
worked
well,
highlight
areas
for
improvement,
and
gather
insights
into
the
effectiveness
of
response
strategies,
communication,
and
coordination
. Feedback
is collected
in
a structured
yet
open
environment
to
encourage
honest
dialogue
. The
outcomes
of
the
hotwash
are
used
to
refine
procedures,
enhance
preparedness,
and
ensure
continuous
improvement
in
response
capabilities.
Th
is feedback
process
is
critical
for
strengthening
future
response
efforts
and
operational
resilience.
After
the
TTX,
we
will
analyze
the
feedback
gathered
during
the
exercise
to
create
a comprehensive
report.
The
AARC
Team
will:
•
Summarize
the
findings
from
the
TTX,
highlighting
strengths,
weaknesses,
and
critical
gaps
.
•
Provide
recommendations
for
further
training,
procedural
refinements,
and
resource
allocation
to
improve
emergency
preparedness
and
response.
Deliverable
s for
Tas
k 4
•
Development
of
Staff
Training
Materials
: Includes
training
manuals,
guides
, and
presentations,
designed
to
equip
staff
with
the
necessary
skills
and
knowledge
for
ERP
functionality.
•
TTX
Exercise
(Scenario
Based):
A facilitated
discussion-based
exercise
where
participants
respond
to
a
simulated
emergency
scenario,
testing
plans,
policies,
and
decision-making
processes
in
a low-stress
environment.
•
Hot
Wash
Feedback
Summary:
A report
capturing
participant
feedback
during
the
Hot
Wash
debrief,
with
insights
into
ERP
strengths
and
areas
for
improvement.
•
After-Action
Report
(AAR)
: A
comprehensive
report
summarizing
findings
from
the
TTX,
including
identified
weaknesses,
strengths,
and
actionable
recommendations
to
improve
ERP,
training,
and
resource
allocation.
Additional
Services
AARC
will
provide
additional
services
on
an
as-needed
basis,
under
the
direction
of
the
City's
Utilities
Administrator
and
Management
Analyst.
The
following
tasks,
though
not
specifically
outlined
in
the
Scope
of
Work,
are
considered
necessary
or
beneficial
to
the
successful
completion
of
this
project.
The
cost
for
additional
services
will
be
negotiated
with
the
City
upon
contract
award,
in
consultation
with
and
under
the
direction
of
the
City's
Utilities
Administrator
and
Management
Analyst.
1. EOC/DOC
Position
Specific
Checklist:
Develop
EOC/DOC
specific
checklists
for
each
position
to
encompass
pre-event
(preparation),
start
of
event,
during
event
, shift
change,
and
event
close-out.
2. EOC/DOC
Event
Position
Specific
Action
Plan
Checklists:
action
plan
checklist
for
each
of
the
EOC
positions
. These
are
established
in
a similar
pattern
to
item
1,
to
encompass
pre
-event
(preparation),
start
of
event,
during
event,
shift
change,
and
event
close-out.
3. Conduct
a Functional
Exercise
within
a year
after
ERP
finalization:
Conduct
A functional
exercise
to
fully
test
the
ERP
and
DOC/EOC
operations
within
the
utility
and
with
key
partners
outside
the
utility.
4. Assist
the
utility
in
establishing
a college
intern
position
to
assist
utility
staff
with
maintaining
the
ERP
and
annexes
, appendices
and
all
pertinent
contact
information
within
the
ERP
document.
MR& C
o
n~ult;iul
s
L
L
C
21 of
27 Your
Partner
in
Emergency
Management,
Resiliency,
Adaptation,
and
Action
Planning
Page
I 42
June 3, 2025, Item #3
Project
Timeline
The
proposed
timeline
below
is
subject
to
adjustment
in
coordination
with
the
City
requirements.
Tasks
Deliverables/Milestones
Task
1 -Preliminary
Review
and
Project
Kickoff
1.1. Conduct
Kickoff
Meeting
and
Schedule
Project
Update
Meetings
1.2. Review
Ex
isting
Information
Task
2 • Conduct
a Risk
and
Resilience
Assessment
2.1. Perform
Site
Visits,
Workshops
, and
Interviews
2.2. Draft
RRA
2.3. Hold
Review
Meeting
and
Presentation
2.4. Address
Review
Comments
2.5. Finalize
RRA
2.6. Submit
Final
Certification
to
EPA
Task
3 -
Update
the
City's
Emergency
Response
Plan
3.1. Conduct
Meetings
and
Workshops
with
Staff
and
Stakeholders
3.2. Draft
ERP
3.3. Hold
Review
Meeting
and
Presentation
3.4. Address
Review
Comments
3.5. Finalize
ERP
3.6. Submit
Final
Certification
to
EPA
Task
4-
Emergency
Response
Training
4.1. Develop
Exercise
Scenario
and
Materials
4.2. Conduct
Training
and
Tabletop
Exercise
4.3. Prepare
After-Action
Report
MR&
Your
Partner
in
Emergency
Management
,
Resiliency,
Adaptation,
and
Action
Planning
C
o
o
!-
u
I I
a
n
I
<.
L L
C
22 of
27 Proposed
Schedule
July
14,
2025-July
18 July
21 -July
25 July
28 , 2025
-Aug.
22 Aug.
25 -Aug.
29 Sept.
1 -
Sept.
5 Sept.
8-
Sept.
12 Sept.
15 -Sept.
19 December
30,
2025
Sept.
22 -Oct.
1 O
Oct.
13-
Oct.
24 Oct.
27 -Nov.
7 Nov
.10-Nov
.14
Nov
. 17
-Dec
. 5
June
26 , 2026
Nov.
10 -Dec
. 30
Jan.
5 -
Jan
. 23
Jan
. 26
-Jan.
30 Pag
e I 43
June 3, 2025, Item #3
Poway AWIA Cost Proposal
c.::~-:n:,11lla:1:•: . I. L t.:
Total Cost $59,128 Date 5/12/2025
Key Personnel
]?
]i
0 Ql
-~ 0..
ca 5 t: en "iii 8. ~ V) ~ .!!l .;
0 V) Ql > ·u C: 0..
·-Ql o,_ ,::, Ql C: ::, :=: C: C: m "' <( 0..
"' en .l!! Ql ,::, C: C:
.;?;-en a: E en "' ~-~ .;?;-en ca lii ·c:
15' "' ~ -;;;
~~
::, 'C: E =
~ 0.. 0 ::, C: 8. C: Ql Ql Ql <.>
! "'
Ql
Ql 0, ~
"o' e I!! Q)
e>
0, 0..
"' n. "'
::,
·u 1ii 15'
~ n. Ql I!! Ql C: en en n. Ql ..0 Ql E «I
:::;;; C: -<.>
>, .c ·;:; ::;; c6 "iii -Ql
C: C: u >,
~
UJ 0 .;
0..
.[~
.l!! Ql
.2 u ~ 13 ·2 0 ·u ·11l~
,::, ,::, 0 Ql .c: .E C: C:
"'
·2 ·e-u ·c e E "' l,'l Ql Ql
~
::,
n. n. UJ ..:2 a:: en _, _, en a.. rn
Billing Rate Per Hour $287 $237 $237 $358 $150 $243 $215 $149 $142 Taski;
Task 1 -Preliminary Review and Project Kickoff
1.1. Project Management. Conduct Kickoff Meeting and Schedule 4 18 2 2 Project Update Meetings $6,186
1.2. Review Existing Information 6 4 2 $2,800
Hours Subtotal 4 24 6 0 0 0 2 2 0 $8,986
Task 2 -Conduct Risk and Resilience Assessment (RRA)
2.1. Perform Site Visits, Workshops, and Interviews 20 28 3 4 8 2 4 $15,860
2.2. Draft RRA 2 12 8 1 3 10 $7,424
2.3. Hold Review Meeting and Presentation (virtual) 4 2 0 $1,422
2.4. Address Review Comments 1 8 3 2 $3,178
2.5. Finalize RRA 2 4 2 $2,057
2.6. Submit Final Certification to EPA $237
Travel and Other Expenses $1,200
Hours Subtotal 5 49 42 3 4 9 0 5 16 $29,880
Task 3 -Update the City's Emergency Response Plan (ERP)
3.1. Conduct Meetings and Workshops with Staff and Stakeholders 13 8 2 $5,099
3.2. Draft ERP 1.5 3 28 $7,162
3.3. Hold Review Meeting and Presentation (virtual) 4 2 $1,378
3.4. Address Review Comments 2 8 $2,194
3.5. Finalize ERP 1.5 2 6 2 $2,493
3.6. Submit Final Certification to EPA $237
Travel and Other Expenses $500
Hours Subtotal 3 25 0 0 0 0 52 4 0 $18,562
Task 4 -Emergency Response Training (OPTIONAL)
4.1. Develop Exercise Scenario and Materials 12 4 $3,704
4.2. Conduct Training and Tabletop Exercise 16 8 $5,512
4.3. Prepare After-Action Report 2 6 $1,913
Travel and Other Expenses $1,200
Hours Subtotal 0 30 0 0 0 0 18 0 $11,129
Total Labor Hours Per Staff Member 12 128 48 3 4 9 72 12 16 Total Labor Hours (w/o TTX) Total Labor Cost (w/o TTX) Travel & Other Expenses (w/o TTX) Total Project Cost (w/o TTX) 255 $57,428 $1,700 $59,128
Total Labor Hours (w/ TTX) Total Labor Cost (w/ TTX) Travel & Other Expenses (w/ TTX) Total Project Cost (w/ TTX) 304 $68,557 $2,900 $71,457
23 of 27
June 3, 2025, Item #3
EXHIBIT "B"
Cal Gov Code§ 7522.56
Deering' s California Codes are current through all 1016 chapters of the 2018 Regular Session and the November 6, 2018 Ballot Measures.
Deering's California Codes Annotated> GOVERNMENT CODE> Title 1 General> Division 7 Miscellaneous > Chapter 21 Public Pension and Retirement Plans > Article 4 California Public Employees' Pension Reform Act of 2013
§ 7522.56. Provisions applicable to person rece1vmg pension benefit from public retirement system; Section supersedes conflicting provisions (a) This section shall apply to any person who is receiving a pension benefit from a public retirement system and shall supersede any other provision in conflict with this section. (b) A retired person shall not serve, be employed by, or be employed through a contract directly by, a public employer in the same public retirement system from which the retiree receives the benefit without reinstatement from retirement, except as permitted by this section.
(c) A person who retires from a public employer may serve without reinstatement from retirement or loss or interruption of benefits provided by the retirement system upon appointment by the appointing power of a public employer either during an emergency to prevent stoppage of public business or because the retired person has skills needed to perform work of limited duration.
( d) Appointments of the person authorized under this section shall not exceed a total for all employers in that public retirement system of960 hours or other equivalent limit, in a calendar or fiscal year, depending on the administrator of the system. The rate of pay for the employment shall not be less than the minimum, nor exceed the maximum, paid by the employer to other employees performing comparable duties, divided by 173.333 to equal an hourly rate. A retired person whose employment without reinstatement is authorized by this section shall acquire no service credit or retirement rights under this section with respect to the employment unless he or she reinstates from retirement. (e)
24 of27
(1) Notwithstanding subdivision (c), any retired person shall not be eligible to serve or be employed by a public employer if, during the 12-month period prior to an appointment described in this section, the retired person received any unemployment insurance compensation arising out of prior employment subject to this section with June 3, 2025, Item #3
a public employer. A retiree shall certify in writing to the employer upon accepting an offer of employment that he or she is in compliance with this requirement. (2) A retired person who accepts an appointment after receiving unemployment insurance compensation as described in this subdivision shall terminate that employment on the last day of the current pay period and shall not be eligible for reappointment subject to this section for a period of 12 months following the last day of employment.
(f) A retired person shall not be eligible to be employed pursuant to this section for a period of 180 days following the date of retirement unless he or she meets one of the following conditions:
25 of 27
(1) The employer certifies the nature of the employment and that the appointment is necessary to fill a critically needed position before 180 days have passed and the appointment has been approved by the governing body of the employer in a public meeting. The appointment may not be placed on a consent calendar. (2)
(A) Except as otherwise provided in this paragraph, for state employees, the state employer certifies the nature of the employment and that the appointment is necessary to fill a critically needed state employment position before 180 days have passed and the appointment has been approved by the Department of Human Resources. The department may establish a process to delegate appointing authority to individual state agencies, but shall audit the process to determine if abuses of the system occur. If necessary, the department may assume an agency's appointing authority for retired workers and may charge the department an appropriate amount for administering that authority.
(B) For legislative employees, the Senate Committee on Rules or the Assembly Rules Committee certifies the nature of the employment and that the appointment is necessary to fill a critically needed position before 180 days have passed and approves the appointment in a public meeting. The appointment may not be placed on a consent calendar.
(C) For employees of the California State University, the Trustees of the California State University certifies the nature of the employment and that the appointment is necessary to fill a critically needed position before 180 days have passed and approves the appointment in a public meeting. The appointment may not be placed on a consent calendar.
(3) The retiree is eligible to participate in the Faculty Early Retirement Program pursuant to a collective bargaining agreement with the California State University that existed prior to January 1, 2013, or has been included in subsequent agreements.
June 3, 2025, Item #3
( 4) The retiree is a public safety officer or firefighter hired to perform a function or functions regularly performed by a public safety officer or firefighter. (g) A retired person who accepted a retirement incentive upon retirement shall not be eligible to be employed pursuant to this section for a period of 180 days following the date of retirement and subdivision (f) shall not apply.
(h) This section shall not apply to a person who is retired from the State Teachers' Retirement System, and who is subject to Sections 24214, 24214.5 or 26812 ofthe Education Code.
(i) This section shall not apply to (1) a subordinate judicial officer whose position, upon retirement, is converted to a judgeship pursuant to Section 69615, and he or she returns to work in the converted position, and the employer is a trial court, or (2) a retiree of the Judges' Retirement System or the Judges' Retirement System II who is assigned to .serve in a court pursuant to Section 68543.5.
History
Added Stats 2012 ch 296 § 15 (AB 340), effective January 1, 2013. Amended Stats 2013 ch 528 § 11(SB13), effective October 4, 2013 (ch 528 prevails); ch 76 § 75 (AB 383), effective January 1, 2013; Stats 2014 ch 238 § 1 (AB 2476), effective January 1, 2015.
Annotations
Notes
Amendments:
Note-
Amendments:
2013 Amendment:
Substituted (1) "have passed" for "has passed" in the first sentence of subds (f)(l) and (f)(2); (2) "or firefighter hired to perform a function or functions regularly performed by a public safety officer or firefighter" for "of firefighter" in subd (f)( 4); and (3) "Judges' Retirement System" for "Judges' Retirement System I" in subd (i).
26 of27
June 3, 2025, Item #3
WORKERS' COMPENSATION INSURANCE CERTIFICATE
Pursuant to Section 1861 of the State Labor Code, each Consultant to whom a public works Contract has been awarded shall sign the following certificate and shall submit same to the City of Poway prior to performing any work on the Contract:
"I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for Workers' Compensation or to undertake self insurance in accordance with the provisions of that Code, and I will comply with such provisions before commencing the performance of the work of this Contract." Consultant
By:
Title
Date
Section 3700 of the State Labor Code reads in part as follows:
"Every employer except the State shall secure the payment of compensation in one or more of the following ways:
(a) By being insured against liability to pay compensation by one or more insurers duly authorized to write compensation insurance in this state. (b) By securing from the Director of Industrial Relations a certificate of consent to self insure, either as an individual employer, or as one employer in a group of employers, which may be given upon furnishing proof satisfactory to the Director of Industrial Relations of ability to self-insure and to pay any compensation that may become due to his employees."
27 of27