SERVICES AGREEMENT
CONSTANT AND ASSOCIATES, INC.
COVID-19 Pandemic After Action Report (RFP No. 2022)
THIS SERVICES AGREEMENT is made and entered into on this __ day of ______ , 2022 ("Effective Date"), by and between the CITY OF RIVERSIDE, a California charter city and municipal corporation ("City"), and CONST ANT AND ASSOCIATES, INC., a California corporation ("Contractor").
1. Scope of Services. Contractor shall furnish all labor, materials and equipment for and perform the work of COVID-19 Pandemic After Action Rep011 (RFP No. 2022) ("Services").
Contractor shall perform the Services in accordance with the provisions and requirements of the Scope of Services attached hereto as Exhibit "A" and incorporated herein by reference .
2. Term. This Agreement shall be in effect from the date of execution through June 30, 2023, unless otherwise terminated pursuant to the provisions herein.
3. Compensation. City shall pay Contractor for the performance of the Services during the initial term of this Agreement a Contract Price not to exceed One Hundred Thirty-Four Thousand Nine Hundred Eighty Dollars and Sixty-Eight Cents ($134,980.68), unless an increase is agreed to by the parties. City shall pay Contractor for Services perfmmed to City's satisfaction on a monthly basis in accordance with the provisions of the Compensation Schedule attached hereto as Exhibit "B" and incorporated herein by this reference. If the term of the Agreement is extended, Contractor's compensation for the extended term shall be mutually agreed upon in writing by the parties.
4. General Compliance with Laws. Contractor shall keep fully informed of federal, state and local laws and ordinances and regulations which in any manner affect those employed by Contractor, or in any way affect the performance of Services by Contractor pursuant to this Agreement. Contractor shall at all times observe and comply with all such laws, ordinances and regulations, and shall be solely responsible for any failure to comply with all applicable laws, ordinances and regulations.
5. Business Tax Certificate. As a condition of this Agreement, Contractor shall secure a business tax certificate to operate in the City of Riverside pursuant to Chapter 5.04 of the Riverside Municipal Code and shall also secure any other licenses or pe1mits which may be required.
6. Business Tax and Penalties. Contractor acknowledges and agrees that with respect to any business tax or penalties thereon, utility charges, invoiced fee or other debt which is owed, or which becomes owed, by Contractor to City, City reserves the right to withhold and offset said amounts from any payments, refunds or reimbursements owed by City to Contractor under the Agreement. Notice of such withholding and offset shall promptly be given to Contractor by City in writing. In the event of a dispute as to the amount owed or whether such amount is owed to City, 1 City will hold such disputed amount until either the appropriate appeal process has been completed or until the dispute has been resolved.
7. Personnel. Contractor shall furnish all persom1el necessary to perfom1 the Services and shall be responsible for their performance and compensation . The key personnel are listed in Exhibit "C," attached hereto and incorporated herein by reference . Contractor shall furnish qualified persom1el to pe1f01m the Services.
8. Assignment and Subcontracting. Neither party shall assign any right, interest, or obligation in or under this Agreement to any other entity without p1ior written consent of the other party. In any event, no assigmnent shall be made unless the assignee expressly assumes the obligations of assignor under this Agreement, in a writing satisfacto1y to the parties. Contractor acknowledges that any assignment may, at the City's sole discretion, require City Manager and/or City Council approval. Contractor shall not subcontract any portion of the work required by this Agreement without prior written approval by the responsible City Contract Administrator.
Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement, including without limitation, the insurance obligations set forth in Section 11. The Contractor acknowledges and agrees that the City is an intended beneficiary ofany work performed by any subcontractor for purposes of establishing a duty of care between any subcontractor and the City.
9. Independent Contractor. In the performance of this Agreement, Contractor, and Contractor's employees, subcontractors and agents, shall act in an independent capacity as independent contractors, and not as officers or employees of the City of Riverside. Contractor acknowledges and agrees that the City has no obligation to pay or withhold state or federal taxes or to provide workers' compensation or unemployment insurance to Contractor , or to Contractor's employees, subcontractors and agents. Contractor, as an independent contractor, shall be responsible for any and all taxes that apply to Contractor as an employer.
10. Indemnification. Contractor shall indemnify and hold harmless the City, and the City's employees, officers, managers, agents and council members from any liability, claim, damage or action whatsoever , arising out of the sole negligence or willful misconduct of Contractor, its officers, employees , subconh·actors, agents or including but not limited to property damage, bodily injmy , or death. Contractor shall defend, at its sole cost and expense, including but not limited to attorney fees, cost of investigation, defense and settlement or awards , the City and the City's employees, officers, managers, agents and council members in any such action or claim . With respect to any action or claim subject to indemnification herein by Conh·actor , Contractor shall, at its sole cost, have the right to use counsel of its own choice and shall have the tight to adjust, settle, or compromise any such action or claim without the p1ior consent of City ; provided, however, that any such adjushnent, settlement or compromise in no manner whatsoever limits or circumscribes Contractor's indemnification of City . Contractor's obligations hereunder shall be satisfied when Conh·actor has provided to City the appropriate form of dismissal ( or similar document) relieving the City from any liability for the action or claim involved. The specified insmance limits required in this Agreement shall in no way limit or circumscribe Conh·actor's obligations to indemnify and hold harmless the City.
2 11. Insurance.
11.1 General Provisions. Prior to the City's execution of this Agreement, Contractor shall provide satisfactory evidence of, and shall thereafter maintain during the tenn of this Agreement, such insurance policies and coverages in the types, limits, fo1ms and ratings required herein. The rating and required insurance policies and coverages may be modified in writing by the City's Risk Manager or City Attorney, or a designee, unless such modification is prohibited by law.
11.1.1 Limitations. These minimum amounts of coverage shall not constitute any limitation or cap on Contractor's indemnification obligations under Section 10 hereof.
11.1.2 Ratings. Any insurance policy or coverage provided by Contractor or subcontractors as required by this Agreement shall be deemed inadequate and a mateiial breach of this Agreement, unless such policy or coverage is issued by insurance companies authorized to h·ansact insurance business in the State of California with a policy holder's rating of A or higher and a Financial Class of VII or higher.
11.1.3 Cancellation. The policies shall not be canceled unless thirty (30) days' prior written notification of intended cancellation has been given to City by certified or registered mail, postage prepaid.
11.1.4 Adequacy. The City, its officers, employees and agents make no representation that the types or limits of insurance specified to be carried by Contractor pursuant to this Agreement are adequate to protect Contractor. If Contractor believes that any required insurance coverage is inadequate, Contractor will obtain such additional insurance coverage as Contractor deems adequate, at Contractor's sole expense.
11.2 Workers' Compensation Insurance. By executing this Agreement, Contractor certifies that Contractor is aware of and will comply with Section 3700 of the Labor Code of the State of California requiring every employer to be insured against liability for workers' compensation, or to unde1take self-insurance before commencing any of the work. Contractor shall carry the insurance or provide for self-insurance required by California law to protect said Contractor from claims under the Workers' Compensation Act. Piior to City's execution of this Agreement, Contractor shall file with City either 1) a ce1tificate of insurance showing that such insurance is in effect, or that Contractor is self-insured for such coverage, or 2) a certified statement that Contractor has no employees, and acknowledging that if Contractor does employ any person, the necessaiy certificate of insurance will immediately be filed with City. Any certificate filed with City shall provide that City will be given ten ( 10) days' p1ior wiitten notice before modification or cancellation thereof.
11.3 Commercial General Liability and Automobile Insurance. Prior to City's execution of this Agreement, Contractor shall obtain, and shall thereafter maintain during the te1m of this Agreement, commercial general liability insurance and automobile liability insurance as required to insure Contractor against damages for personal injury, including accidental death, as well as from claims for property damage, which may arise from or which may concern operations by anyone directly or indirectly employed by, connected with, or acting for or on behalf of Contractor. 3 The City, and its officers, employees and agents, shall be named as additional insureds under the Contractor's insurance policies.
11.3 .1 Contractor's c01mnercial general liability insurance policy shall cover both bodily injmy (including death) and property damage (including, but not limited to, premises operations liability, products-completed operations liability, independent contractor's liability , personal injury liability, and contractual liability) in an amount not less than $1,000,000 per ocClmence and a general aggregate limit in the amount of not less than $2,000,000. 11 .3.2 Conh·actor's automobile liability policy shall cover both bodily injmy and prope1ty damage in an amount not less than $1,000,000 per occtmence and an aggregate limit of not less than $1,000,000. All of Contractor's automobile and/or commercial general liability insmance policies shall cover all vehicles used in connection with Contractor's performance of this Agreement, which vehicles shall include , but are not limited to, Contractor owned vehicles , Contractor leased vehicles, Contractor's employee vehicles, non-Contractor owned vehicles and hired vehicles.
11.3.3 Prior to City's execution of this Agreement, copies of insurance policies or original certificates along with additional insured endorsements acceptable to the City evidencing the coverage required by this Agreement, for both commercial general and automobile liability insurance, shall be filed with City and shall include the City and its officers, employees and agents, as additional insureds. Said policies shall be in the usual form of commercial general and automobile liability insurance policies, but shall include the following provisions:
It is agreed that the City of Riverside, and its officers, employees and agents, are added as additional insureds under this policy, solely for work done by and on behalf of the named insured for the City of Riverside.
11.3 .4 The insurance policy or policies shall also comply with the following prov1s1ons:
a. If the policy is w1itten on a claims made basis, the ce1iificate should so specify and the policy must continue in force for one year after completion of the services.
The retroactive date of coverage must also be listed.
b. The policy shall specify that the insurance provided by Contractor will be considered p1imaiy and not contributory to any other insurance available to the City and Endorsement No . CG 20010413 shall be provided to the City.
12. Termination. City shall have the 1ight to te1minate any or all of Conh·actor's Services and work covered by this Agreement at any time upon thiity (30) calendar days' w1itten notice to Contractor . In the event of such tennination , Contractor shall submit Conh·actor's final written statement of the amount of services provided as of the date of such tennination for payment by the City.
4 Notwithstanding the foregoing, the City may terminate Contractor's perfmmance of this Agreement upon five (5) calendar days' written notice if:
(1) Contractor fails to promptly begin perfonnance of the Services; (2) Contractor fails to perfo1m the Services;
(3) Contractor discontinues perfonnance of the Services; (4) Contractor fails to make payment to employees in accordance with applicable law;
(5) Contractor disregards laws, ordinances, or mles, regulations, or orders of a public authority having jurisdiction;
( 6) Contractor otherwise is guilty of breach of a provision of this Agreement; (7) Contractor becomes insolvent, is adjudicated bankrupt, or makes a general assignment for the benefit of creditors and fails to provide City with adequate assurances of Contractor's ability to satisfy its contractual obligations.
(8) A receiver, tmstee, or other judicial officer shall not have any right, title, or interest in or to this Agreement. Upon that person's appointment, City has, at its option and sole discretion, the right to immediately cancel the Agreement and declare it null and void.
13. Non-Discrimination. During Contractor's performance of this Agreement, Contractor shall not discriminate on the grounds of race, religious creed, color, national origin, ancestry, age, physical disability, mental disability, medical condition including the medical condition of Acquired Immune Deficiency Syndrome (AIDS) or any condition related thereto, marital stah1s, gender, gender identity, genetic information, gender expression, sex or sexual orientation, militaiy and veteran stah1s, in the selection and retention of employees and subcontractors and the procurement of materials and equipment, except as provided in Section 12940 of the California Government Code. Fmiher, Contractor agrees to conform to the requirements of the Americans with Disabilities Act in the perfonnance of this Agreement.
14. City's Right to Employ Other Consultants/Contractors . City reserves the 1ight to employ other Contractors in connection with the Services. If the City is required to employ another contractor to complete Contractor's work, due to the failure of the Contractor to perfo1m, or due to the breach of any of the provisions of this Agreement, the City reserves the 1ight to seek reimbursement from Contractor.
15. Conflict of Interest. Contractor , for itself and on behalf of the individuals listed in Exhibit "C", represents and warrants that by the execution of this Agreement, they have no interest, present or contemplated, affected by the above-described Services. Contractor further 5 wanants that neither Contractor, nor the individuals listed in Exhibit "C" have any real prope1iy, business interests or income interests that will be affected by this project or, alternatively, that Contractor will file with the City an affidavit disclosing any such interest.
16. Solicitation. Contractor wanants that Contractor has not employed or retained any person or agency to solicit or secure this Agreement, nor has it entered into any agreement or understanding for a commission, percentage, brokerage, or contingent fee to be paid to secure this Agreement. For breach of this wananty , City shall have the right to terminate this Agreement without liability and pay Contractor only for the value of work Contractor has actually perfonned, or, in its sole discretion, to deduct from the Agreement price or otherwise recover from Contractor the full amount of such commission, percentage, brokerage or commission fee. The remedies specified in this section shall be in addition to and not in lieu of those remedies otherwise specified in this Agreement.
17. Prevailing Wage. If applicable, pursuant to Section 1771 of the California Labor Code, Contractors are required to pay the general prevailing rates of per diem wages, overtime and holiday wages as determined by the Director of the Depaiiment of Industrial Relations and implemented by Resolution No . 13346 of the City Council of the City of Riverside. The Director's dete1mination of prevailing wage rates is available on-line at www.dir.ca.gov /dlsr/DPreWageDetennination.htm, and is referred to and made a paii hereof as though fully set fo1ih herein. California Labor Code Sections 1725 .5 and 1771.1 requiring all general contractors and subcontractors to be registered with DIR. Registration can be accomplished through the DIR website by using this link: http://www.dir.ca.gov/Public Works/Public W arks .html.
18. Notices. Service of any notices, bills, invoices or other documents required or pe1mitted under this Agreement shall be sufficient if sent by one party to the other by United States mail, postage prepaid and addressed as follows:
To City
City Manager's Office
City of Riverside
Attn: Megan Stoye
3900 Main Street
Riverside, CA 92552
To Conh·actor
Constant and Associates, Inc.
Attn: Michelle Constant
21250 Hawthorne Boulevard , Suite 400
Tonance, CA 90503
19. Venue. Any action at law or in equity brought by either of the pa1iies hereto for the purpose of enforcing a right or rights provided for by this Agreement shall be tried in the Superior Comi of California, County of Riverside and the paiiies hereby waive all provisions of law providing for a change of venue in such proceedings to any other county.
20. Waiver. No action or failure to act by the City shall constitute a waiver of any right or duty afforded City under this Agreement, nor shall any action or failure to act constitute an approval of or acquiescence in any breach thereunder , except as may be specifically provided in this Agreement or as may be agreed in writing.
6 21. Severability. Each provision, te1m, condition, covenant and/or restriction, in whole and in part, in this Agreement shall be considered severable. In the event any provision, tenn, condition, covenant and/or restriction, in whole and/or in part, in this Agreement is declared invalid, unconstih1tional, or void for any reason, such provision or part thereof shall be severed from this Agreement and shall not affect any other provision, tenn, condition, covenant and/or restriction of this Agreement and the remainder of the Agreement shall continue in full force and effect.
22. Amendments . This Agreement may be modified or amended only by a written agreement and/or change order executed by the Contractor and City.
23. Authority. The individuals executing this Agreement and the instrnments referenced herein on behalf of Contractor each represent and waITant that they have the legal power, right and actual authority to bind Contractor to the tenns and conditions hereof and thereof.
24. Digital and Counterpart Signatures. Each party to this Agreement intends and agrees to the use of digital signahu-es that meet the requirements of the California Unifonn Electronic Transactions Act (("CUETA") Civil Code§§ 1633.1, et seq.), California Government Code§ 16.5, and California Code of Regulations Title 2 Division 7 Chapter 10, to execute this Agreement. The parties further agree that the digital signatures of the parties included in this Agreement are intended to authenticate this writing and to have the same force and effect as manual signahires for purposes of validity, enforceability, and admissibility. Electronic signatme means an electronic sound, symbol, or process attached to or logically associated with an electronic record and executed or adopted by a person with the intent to sign the electronic record pursuant to the CUETA as amended from time to time. The above statutes authorize use of an electronic signahire for transactions and contracts among parties in California, including a government agency, so long as certain conditions are met. "Digital signahire" is a type of electronic signahire and is defined as "an electronic identifier, created by computer, intended by the party using it to have the same force and effect as the use of a manual signahire", and shall be reasonably relied upon by the parties.
For purposes of this section, a "digital signature" is defined in subdivision ( d) of Section 16.5 of the Government Code, and is a type of "electronic signature" as defined in subdivision (h) of Section 163 3 .2 of the Civil Code. This Agreement may be executed in any number of counterpaiis, each of which will be an original, but all of which together will constih1te one instrnment. Each certified or authenticated electronic copy of an encrypted digital signahu-e shall be deemed a duplicate original, constih1ting the one and the same instrnment and shall be binding on the parties hereto.
25. Entire Agreement. This Agreement constitutes the final, complete, and exclusive statement of the tern1s of the agreement between the paiiies pertaining to the subject matter of this Agreement, and supersedes all prior and contemporaneous understandings or agreements of the paiiies. Neither party has been induced to enter into this Agreement by, and neither party is relying on, any representation or warranty outside those expressly set forth in this Agreement. [SIGNATURES ON FOLLOWING PAGE]
7 IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed the day and year first above written.
CITY OF RIVERSIDE , a California
charter city and municipal corporation
By: ------ --------Interim City Manager
Attest: ---- - --------
City Clerk
Certified as to Availability of Funds
Chief Financial Officer
Approved as to Forn1:
By: 6ii,!,c_~~~no11
Deputy City Attorney
\ \Re -city law\cycom \ WPDOCS \D024\P036 \00673 5 78.DO CX 22-1445 LAS 08.24.22
8 CONSTANT AND ASSOCIATES, INC .,
a California corporation
By:"f-~~
Print Name: Michelle Constant
Title: crn ------ ----- --(Signature of Board Chair, President, or Vice President)
and
By: __________ _
Print Name: ------ -----Title: -------------(Signature of Secretary, Assistant Secretary, CFO , Treasurer, or Assistant Treasurer)
EXHIBIT "A"
SCOPE OF SERVICES
City of Riverside
COVID-19 Pandemic After Action Report
Response to RFP No. 2022
Project Initiation
Project Kickoff Meeting
To initiate the project, CONSTANT will conduct a virtual Project Kickoff Meeting within five (5) business days of contract execution with City of Riverside stakeholders
including the Project Manager and other key personnel
identified by the City. The purpose of the Project Kickoff Meeting is to introduce CONSTANT, confirm that the
project is underway, provide an overview, present a draft ~ Project Management Plan to include the Work Plan for
validation, identify key stakeholders, clarify the main subject areas to be covered in the AAR and IP, and review the
proposed timeline for completing the AAR and IP.
CONSTANT Meetings/Deliverables
The following deliverables and meetings will result from project initiation:
• Provide the Project Management/Work Plan and OAOC
Plan.
• Plan and facilitate the virtual Project Kickoff Meeting.
Provide the attendee list, meeting materials, and
minutes.
• Create and manage the meeting schedule, the roster of the main project team, and a roster of key personnel to be engaged via workshops/interviews.
Citv of Riverside Role
CONSTANT developed a COVID-
19 Mid Action Report for Plumas
County Public Health Agenc y.
The Mid Action Report examines
Plumas County's response in
context of response operations,
continuity of operations, public
information and messaging,
epidemio logical investigation and
contact tracing, and more.
CONSTANT anticipates the following actions for the City of Riverside Project Manager at this juncture:
• Provide an initial batch of documentation to allow CONSTANT to begin data collection. • Provide insight on political issues that may affect the project. • Provide feedback on the Project Management/Work Plan, to include the Work Plan, and the OAOC Plan.
• Assist with identifying key personnel to be engaged in interviews and/or workshops, and introduce the CONSTANT team to these personnel to facilitate project buy-in.
Data Collection
In order to create a COVID-19 AAR and IP that is accurate and recommendation-oriented, it is imperative that a comprehensive system be used to gather information on the challenges incurred, response actions taken, outcomes, and ongoing preparedness activities. CONSTANT will use a multi-pronged approach to develop the AAR and IP. The team will collect data through a variety of 11 CONFIDENTIAL
City of Riverside
COVID-19 Pandemic After Action Report
Response to RFP No. 202 2
AcoNSTANT
~ASSOCIATES
methods as described below and will organize and code findings to ensure they are adequately synthesized and included in the report through the use of tools such as ATLAS.ti. This will ensure that findings are properly attributed to the subject area for which they pertain.
Online Survey
The City of Riverside and its partners' staff are and will continue to be very busy with ongoing COVID-19 response and recovery efforts. As such, CONSTANT suggests seeking opportunities to collect information in ways that are as efficient as possible. As such, we recommend usage of online survey tools to ask targeted questions designed to gather insightful feedback in a manner that is minimally invasive to participants. Deploying a survey will provide an opportunity for the significant number of stakeholders involved in the City of Riverside's COVID-19 response to provide information. Data gathered through the survey would serve to supplement and validate findings gathered through documentation review and interview/workshop conduct. The survey could be organized such that questions can be · d th I · asked by sector (e.g., questions asked of school district personnel will In- ep ana 1/SIS differ from those asked of healthcare partners). This is one area where our team members' broad experience in emergency management , Figure 1. CONSTANT uses a healthcare, and public health provides true value; we will leverage their multi-pronged data collection pmcess. expertise to develop customized questions for each survey group so that we can drill down on issues specific to the City of Riverside's subject areas.
CONSTANT recommends that survey participants represent a wide variety of responders including personnel from the City of Riverside Emergency Operations Center (EOC), City Council, the Mayor, Riverside University Health System, as well as selected stakeholder agencies and organizations that may include community-based organizations, non-profit organizations, heath care entities, local jurisdictions, school districts, colleges/universities, long-term care facilities, critical infrastructure partners, business representatives, volunteers, and more. Utilizing a survey provides a forum for a wider audience to contribute to the report and also ensures that a diverse range of stakeholder perspectives are captured, including groups representing historically underserved communities and minority populations, which will ensure a commitment to health equity.
CONSTANT Deliverables
The following deliverables will result from survey development:
• Provide survey questions, raw survey data, and graphical analyses. • Summary of findings aligned to the AAR themes.
Citv of Riverside Role
CONSTANT anticipates the following actions for the City of Riverside Project Manager at this juncture:
• Provide a survey distribution list.
• Provide feedback on the drafted survey in agreed upon timeframe. 12 CONFIDENTIAL
City of Riverside
COVID-19 Pandemic After Action Report
Response to RFP No. 2022
Documentation Review
CONSTANT will review relevant documents (e.g., status
updates, emergency plans, open-source information, etc.) that were developed and utilized to respond effectively. We will also review documentation from previous AARs from
exercises and real-world responses, capability
assessments and evaluations, continuity plans, and any
other supporting department policies and standard
operating procedures (SOPs). Incident dashboards,
communications campaigns, press releases, recorded
webinars, social analytics, epidemiological models, staffing forecasts, GIS maps, inventory management system
reports, response photos, and other applicable
documentation as desired by the City of Riverside can also be submitted. We will also review documentation
developed during response that will include incident action plans (IAPs), situation reports, resource requests, incident logs, memos about response, as well as training and
exercise calendars. This information will allow us to perform an analysis and timeline of activities and references and form an understanding of stakeholders, processes,
technologies, and capabilities.
CONSTANT's technical staff/subject matter experts will be engaged at this juncture to identify any additional specific plans and response documentation that should be
1--=---- - --- ----- - - -- - -- - _----~ =- -----:
1 CONST ANT Delivers Similar Work for !
, Fresno County
I
. ..
- --- - ----- ----- -
Fresno County
Department of
Public Health
Crisis & Emergency
Risk Communication Plan
.-\pril 2021
We are developing a COVID-19
AAR for Fresno County and have
reviewed dozens of documents
relevant to the response,
including organization charts,
IAPs, and SOPs, like the Risk
Communication Plan shown
above. We previously developed
a Mid Action Report for the
County.
requested and reviewed. Knowing that each agency's mission and areas of expertise differs, it is important for our staff to be able to look at the incident "through their lens" to perform a comprehensive analysis of events, decisions, and results. Having discipline-specific staff engaged as part of the documentation review process means that we are getting the breadth and scope of information we need to perform an in-depth analysis of internal City of Riverside planning and its use during response.
CONSTANT Deliverables
The following deliverables will result from documentation review. • Catalog of resources reviewed, including those provided by the City of Riverside and open source information.
Citv of Riverside Role
CONSTANT anticipates the following actions for the City of Riverside Project Manager at this juncture:
• Provide timely access to internal documentation.
13 CONFIDENTIAL
City of Riverside
COVID-19 Pandemic After Action Report
Response to RFP No. 2022
Workshops
CONSTANT will coordinate and facilitate up to seven (7) one and a half-hour post-incident review workshops with up to fifteen ("15) participants per session. These workshop sessions will focus on the City of Riverside's response to COVID-19, its internal processes, and its collaboration and partnerships with external stakeholders. We have
forecasted this number of workshops assuming that all
fourteen (14) subject areas identified by the City of Riverside to be analyzed in the AAR will require discussion during a workshop, but that there will also be significant overlap between some subject areas and personnel that justifies a combined workshop (for example, Communication,
including Community Alerts and Warning, and Public
Information could have a joint workshop).
We will provide at minimum a lead facilitator, a breakout room facilitator, and a notetaker for each workshop
contingent on final registration 24-hours prior to the event.
The workshops will be structured in a manner that allows for feedback and self-discovery and provides a forum for both plenary and breakout sessions. CONSTANT will avail multiple technology platforms that can accommodate this type of interaction, including platforms that offer virtual breakout rooms and chat box capability to support various methods of collaboration preferred by participants.
: - CONST ANT Deliv~rs Si~ilar -Wo~k for --i
· Butte County I
1_ _ _ h _ I
ii i
Public Health I
Hot Wash
.... ~-·~··~·- I .... c ......... ,, .... ,,.. I.
@ ITTl'i!Hfi
CONSTANT developed dual After
Action Reports for Butte County
in the aftermath of the Camp Fire:
one Countywide and one for
Public Health. Data collection
incorpomted documentation
review, online surveys,
stakeholder interviews, and
hotwashes. CONSTANT
presented both reports to the
public and Board of Supervisors.
Given that the City prefers a mix of in person and virtual workshops and that we have a number of staff members local to Riverside, we have budgeted for up to three (3) of these workshops to be delivered in-person if desired by the City.
CONSTANT Meetings/Deliverables
The following deliverables and meetings will result from the workshops. • Coordinate, plan and facilitate up to seven (7) workshops with various stakeholder groups.
Provide the attendee list, debriefing agenda, slide deck, feedback survey, participant packets, and notes for each session, tailored to the audience and subject matter at hand.
Citv of Riverside Role
CONSTANT anticipates the following actions for the City of Riverside Project Manager at this juncture:
• Assist with identifying appropriate participants for the workshops. • Make introductions to stakeholders and provide contact information if not done already following the Project Kickoff Meeting to generate project buy-in. 14 CONFIDENTIAL
City of Riverside
COVID-19 Pandemic After Action Report
Response to RFP No. 2022
Interviews
CONSTANT will conduct up to fifteen (15) one-hour virtual key informant interviews with individuals or groups identified by the City of Riverside that have unique knowledge and insight to the City's response to glean further detail on efforts and/or individuals who are unable to attend
workshop sessions. We recognize that, in order to
determine the root cause and applicable recommendations, supplemental in-depth and follow-up interviews with certain participants may be required.
Interviewers will utilize interview tools to support
comprehensive and accurate data collection. Though
specific interview questions will vary based on the individual being interviewed, in general, these interviews will focus on obtaining the following information for the AAR: 1) review of major events that drove response/recovery actions, 2) list of critical preparedness activities that occurred prior to the pandemic, 3) discussion of self-identified areas for
improvement as well as key strengths, and 4) ongoing or recent improvements made, both near and long term. We
will seek to align our experts with the associated department (e.g., public health experts interview department of public health staff) to ensure that we understand technical details and that nothing is lost in translation.
CONSTANT Meetings/Deliverables
The following deliverables and meetings will result from the interviews.
• Interview questions.
CONSTANT is currently writing a
joint COVID-19 and CZU
Lightning Complex Fire AAR for
San Mateo County. The
concurrent nature of these
responses has required interviews
with a wide range of emergency
management and public health
staff to ensure that all facets of
both emergenc ies are included in
the analysis.
• Coordination and delivery of up to fifteen ('15) interviews with key informants and/or individuals unable to attend the workshops and/or who have pertinent information to contribute individually.
Cttv of Riverside Role
CONSTANT anticipates the following actions for the City of Riverside Project Manager at this juncture:
• Identify participants for interviews.
• Provide contact information for all interview participants. 15 CONFIDENTIAL
City of Riverside
COVID-19 Pandemic After Action Report
Response to RFP No. 2022
A coNSTANT
.ASSOCIATES
CONSTANT 's Benefits and Value for Data Collection
Table 2. Data Collection Benefits and Values.
Feature Benefit and Value to the City of Riverside
Use of a dynamic online
survey to collect data
Thorough documentation
review
Conduct of a wide net of
interviews
• An online survey enable us to cast a wide net of feedback from stakeholders which helps with a robust data pool, helps large groups of stakeholders feel engaged, and gathers insights in a way that is minimally invasive for participants.
··--·····················-······-------
• CONSTANTS thorough approach to documentation review will enable the City to have a clear picture of the response so far, including trends, gaps, and outcomes; it will help to identify what elements of plans were utilized, which were not, and which need to be revised and how. • CONSTANTS work on prior COVID-19 AARs has shown us that interviews are invaluable tools for getting critical data. Our approach to a comprehensive set of interviews, across City leaders, staff, and external partners and stakeholders, will provide Riverside with a complete data set from which we will build the AAR from.
AAR and IP Development and Finalization
Following data collection, CONSTANT will
produce a comprehensive yet easily digestible
AAR and IP that is reflective of the information
gathered and comprehensive analysis. As
depicted in Figure 2, CONSTANT will provide
~L iterative i
~--r deliverables
iterative deliveries of AAR content. This includes Figure 2. CONSTANT provides iterative deliveries of AAR initial findings from the online survey such as content. themes and recurrent findings, a high-level
outline of the issues identified during the workshops, and key findings from interviews. We will provide these items as each phase is completed so that the City of Riverside can immediately see what the issues are as they are identified and provide additional insights where clarification may be needed.
Sample Table of Contents
CONSTANT provides a sample table of contents (TOC) for the City of Riverside's COVID-19 AAR and IP, acknowledging that the final table of contents will ultimately be determined by the City of Riverside and driven by data uncovered by event analysis. All elements of the TOC can be modified at the discretion of the City. This TOC is inspired by the work we have done for other state and local jurisdictions' COVID-19 AARs, along with the topics identified by the City as pertinent to response.
II. Executive Summary
a. Broad summary of incident
b. AAR purpose
c. Data collection/assessment development methodology
d. Key Findings overview
i. Major Successes
ii. Major Challenges
iii. Observations
16 CONFIDENTIAL
City of Riverside
COVID-19 Pandemic After Action Report
Response to RFP No. 2022
Ill. Table of Contents
IV. Introduction
a. Thanks and acknowledgements
b. Scope
c. Methodology
d. Organization of the AAR
V. Incident Overview
a. Overview of the pandemic
b. Challenges in the U.S.
c. The impact of COVID-19 on the City of Riverside
d. California's COVID-19 response
e. Timeline
VI. Analysis of Findings and Recommendations
/acoNSTANT
W ASSOCIATES
a. Section Overview. Under each section listed below, the following will be included: a summary of events and actions taken, a discussion of successes/strengths of response, discussion of challenges/areas for improvement of response, recommendations for corrective actions proposed, and supporting graphics/data (photos, survey graphs, quotes from responders, infographics, etc.).
i. Emergency Plans
ii. Communication including Community Alerts & Warnings iii. Individuals with Access and Functional Needs
iv. Community Impacts
v. Public Information
vi. Geographic information System (GIS)
vii. Operational Area Coordination and Response
viii. Continuity of Operations
ix. EOC Coordination
x. Employee Support
xi. Short-Term Organizational and Financial Recovery
xii . Long-Term Organizational and Financial Recovery
xiii. Community and Business Assistance for Sustenance and Recovery (or Resiliency) xiv. Emergency Organization
xv. (*) Any additional themes identified as pertinent during data collect ion VII. Long Term Concerns
VIII. Conclusion
IX. Appendices
a. Survey data summary
b. Acronyms
c. References
cl . Key contr ibutors
17 CON FIDENTIAL
City of Riverside
COVID-19 Pandemic After Action Report
Response to RFP No. 2022
Draft 1
AcoNSTANT
.ASSOCIATES
Based on the information gathered during data collection and corresponding analysis, CONSTANT will first craft an initial draft for the AAR within sixty (60) days of contract execution as established in the RFP. This first draft would consist of an annotated outline for the AAR that outlines, in bullet form, the key findings under each subject area identified. The draft will include heavy annotation so that the City of Riverside can readily see the concepts that will be included under each theme and subheading and make adjustments as needed.
CONSTANT Deliverables
The following deliverables and meetings will result from the outline development. • Draft 1 of the AAR delivered within sixty (60) days of contract execution and inclusive of an annotated outline and high-level concepts to be included under each theme identified by the City to be explored.
Citv of Riverside Role
CONSTANT anticipates the following actions for the City of Riverside Project Manager at this juncture:
• Provide feedback on the draft in agreed upon timeline.
Draft 2
Once the first draft has been approved, CONSTANT will
further build out the AAR and begin development of
improvement areas to be outlined in the IP to provide an account of pandemic activities thus far, identify areas of near-and long-term improvement, and present a road map
for improvements that may be needed. The second draft of the AAR and IP will be developed as a 70% solution for
stakeholder comment and accompan ied by an adjudication matrix to ensure all comments are accounted for in revisions.
We will provide the second draft AAR and IP to the City of Riverside Project Manager and project team first to review for accuracy, political sensitivities, and appropriateness before opening it to comment by other stakeholders as
desired by the City of Riverside.
CONSTANT Deliverables
The following deliverables and meetings will result from the initial draft development.
• 70% draft of the AAR and IP.
• Adjudication matrix for stakeholders to provide
corrections , clarifications, and other feedback; the
--- -------- --
CONSTANT Delivers Similar Work for
Chester County, PA
CONSTANT developed eight (8)
topic-based COVID-19 AARs for
Chester Count y Pennsylvania
over a truncated timeline.
matrix will be utilized to track stakeholder comment and ensure that feedback is attended to. 18 CONFIDENTIAL
City of Riverside
COVID-19 Pandemic After Action Report
Response to RFP No. 2022
Citv of Riverside Role
CONSTANT anticipates the following actions for the City of Riverside Project Manager at this juncture:
• Provide feedback on the report draft in agreed upon timeline.
After Action Meeting (AAM)
Select individuals or groups who participated in the
workshops and interviews can be reengaged to review the draft AAR during an AAM. The approved draft 2 AAR will be shared with AAM participants in advance of the meeting at the discretion of the City of Riverside. CONSTANT proposes hosting one (1) two-hour AAR Review Meeting with critical City of Riverside stakeholders (with up to twent y (20) participants).
As with the workshops, CONSTANT will coordinate and
facilitate a virtual AAM for the City of Riverside and
stakeholders. We will provide at minimum a Lead Facilitator and a support facilitator/notetaker for the meeting
contingent on attendance 24-hours prior to the event. We will ensure that our facilitators are intimately familiar with the draft AAR contents and prepared for the discussions related to the specific subject areas at hand.
During the meeting, CONSTANT will highlight key findings CONSTA NT recently held a vi1iual
After Act ion Meeting for the
development of a Bi-Cou11ty
COVID-19 AAR for Yuba and
Sutter Counties in California.
and outcomes in the AAR and solicit further feedback for the IP with emphasis on ensuring that the IP serves as consolidated and actionable plan of what areas, plans, processes, and procedures the City of Riverside can improve and should prioritize given its COVID- i 9 response effort undertaken thus far. Our goal will be to review, validate, and obtain support for the actions and strategies outlined in the provided IP matrix to assure that they provide actions to meet the desired improvement.
CONSTANT's past experience crafting COVID-19 AARs will be invaluable at this juncture in assuring that our recommendations meet the wants and needs of the City of Riverside.
We recommend that all senior leaders be engaged to provide feedba ck on the contents of the AAR and IP before it is finalized. If they unable to attend the meeting, feedback can be provided via email.
CONSTANT Meetings/Deliverables
The following deliverables and meeting will result from the AAM. • Coordinate, plan, and facilitate an AAM. Provide the attendee list, AAM agenda, slide deck, feedback survey, virtual participant packets, and notes.
IP matrix.
Citv of Riverside Role
CONSTANT anticipates the following actions for the City of Riverside Project Manager at this juncture:
19 CONFIDENTIAL
City of Riverside
COVID-19 Pandemic After Action Report
Response to RFP No. 2022
/acoNSTANT
WASSOCIATES
• Identify senior leaders to provide feedback on the AAR and IP before they are finalized.
Final Draft
CONSTANT will refine and revise the AAR and IP based on the AAM outcomes and any additional feedback received from stakeholders. Any ambiguities in revision will be vetted with the City of Riverside Project Manager . The approved document will be professionally formatted for style, graphics, and other aesthetics to align with the City of Riverside's desired formatting. Once approved, CONSTANT will assure consistency with desired style, resubmit the AAR and IP for final approval, and closeout the project.
CONSTANT Deliverables
The following deliverables and meetings will result from Final Draft development. • Complete the draft of the final analysis and IP by 120 days post contract execution. • Finalize, print, and deliver the AAR/IP prior to December 30, 2022 if any additional revisions are required.
• Provide up to twenty five (25) color printed and bound copies of the final AAR and IP to the City of Riverside.
• Distribute two (2) digital copies of the final AARs/lPs and all final deliverables associated with the project.
Citv of Riverside Role
CONSTANT anticipates the following actions for the City of Riverside Project Manager at this juncture:
• Provide feedback on the final draft in agreed upon timeline.
CONSTANT's Benefits and Value for Development of the MR and IP Table 3. AAR/IP Development Benefits and Value
Feature Benefit and Value to the City of Riverside
Provision of Iterative
deliveries
Several Points of
Feedback
Organized, focused After
Action Meeting
• CONST ANT will provide these iterative deliverables as each event is completed so that the City can a) immediately see what the issues are as they are identified and b) provide additional insights where clarification may be needed for the reports content. ....... ·~·•-··············· ---·-•·-···· ....... _ .. , .... ············--····· • The City will have opportunities to review the AAR Draft 1 , Draft 2 (a 70% solution), and Final Draft so that stakeholders can see progress being made, provide feedback, and offer guidance and insight where needed.
• Select participants from the workshops will be reengaged to review the draft AAR including the Improvement Plan, so that they can see how their feedback and insights have shaped the report, give feedback on the IP, and offer any additional insights that should be considered at that juncture (e.g., political sensitivities, how to share the document , etc.)
CONFIDENTIAL
20 City of Riverside
COVI D-19 Pandemic After Action Report
Response to RFP No. 2022
Project Timeline
CONSTANT presents the below timeline for completing the COVID-i 9 AAR and IP as stipulated by the terms of the RFP.
We recognize that the City has requested that a draft of the interim analysis and improvement plan is available sixty (60) days from contract execution and that a draft of the final analysis and improvement plan is available one hundred and twenty ("120) days from contract execution. In the narrative, we describe an initial draft that consists of an annotated outline with high-level concepts included. Following this first draft, we will develop a 70% solution second draft, and a final draft within one hundred and twenty (i 20) days from contract execution . We understand that add itional edits may be required to the 'final' draft until the end of 2022, which is indicated on the timeline below .
We caution that our experience developing COVID-"1 9 AARs and working with City Departments as they are beginning to transition back to routine operations following the Omicron - BA.1 . i variant, with impacts of the Omicron - BA.2 variant prompting fears of another wave (at time of writing), has demonstrated that a robust timeline is typically needed to develop a comprehensive report and allow sufficient review time. As such, we caution that the ability of the awarded contractor to produce the requested deliverables within the time allotted will be highly dependent on several factors, including:
i) timely access to documentation, 2) inclusion of stakeho lders who are bought-in to the AAR development process and respond to requests to participate in stakeho lder interviews and/or workshops , and 3) receipt of timely feedback on drafts.
Table 4. Timeline. Our schedule features bi-week ly cl1eck-in meeting s with d eliverables executed concurrently where recommended. Gray bars show when significant work is performed on a subtask. and blue circles show final deliverables or event conduct. We are happy to adjust the schedule as desired by the City of Riverside.
Week
1-2 3-4 5-6 I 7-8 I 9-10 j 11-12 I 13-14 j 15-16 I 16+ I Proj~9t lr,_iJiati9n/Mar:il:l.gement
Project Kick-Off Meeting •
Project Management Plan •
QAQCPlan •
Ongoing Project Management • • • • • • • •
Data Collection
Survey •
Documentation Review (ongoing)
Workshops • •
Interviews • •
Development of the MR and IP
Draft 1
Draft 2 0
After Action Meeting •
Final Draft •
21 CONFIDENTIAL
EXHIBIT "B"
COMPENSATION
City of Riverside
COVID-19 Pandemic After Action Report
Response to RFP No. 2022
Figure 7. CONSTANT's Project Buclget.
City of Riverside
COVID-19 AAR
April 1, 2022
Project Data Labor Category Name Rate Management Collection Labor
Project Soonsor Kristen Baird, MPH $ 152.10 4 20
Project Manaqer Jessica Driskill $118.87 38 105
Deoutv Proiect Manaaer Rvan Dufour, MPP $ 11 9 .29 38 105 Project Sunnnrt TBD $ 135.00 8 120
Total Labor: 88 350
Other Direct Costs
Printinq
Sup~lies/Svstems
Travel
Total Other Direct Costs:
TOTAL PRICE
l'acoNSTANT
WASSOC I ATES
AAA/IP Total Total Cost Development Hours
40 64 $ 9,734.40
90 233 $ 27,696.71
90 233 $ 27,794.57
350 478 $ 64,530.00
570 1008 $ 129,755.68
$ 2,500.00
$ 2,000.00
$ 725.00
$ 5,225 .00
$134,980 .68
34 Michelle Constant, MBA
Kristen Baird
Jessica Driskill
RyanDufom
Jayson Kratoville
EXHIBIT "C"
KEY PERSONNEL