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HomeMy WebLinkAboutStaff Report 3.B 02/25/2019DATE: February 25, 2018 TO: Honorable Mayor and Members of the City Council through City Manager FROM:Dan, F,ASCE — Director, Public Works & Utilities Jason eatP.E. — Assistant Director, Public Works & Utilities SUBJECT: Resolution Authorizing the City Manager to Execute a Professional Services Agreement with Wood Environment and Infrastructure Solutions, Inc., for Consulting Services for the Federal Emergency Management Agency's Local Hazard Mitigation Program Grant RECOMMENDATION It is recommended that the City Council adopt the attached Resolution Authorizing the City Manager to Execute a Professional Services Agreement with Wood Environment and Infrastructure Solutions, Inc. for Consulting Services for the Federal Emergency Management Agency's Local Hazard Mitigation Program Grant. BACKGROUND Congress passed the Disaster Mitigation Act of 2000 to focus on hazard mitigation before disasters occur, such as earthquakes, fires, and floods. The goal was to encourage local and state governments to develop plans and undertake projects to mitigate the impact of natural disasters before they happen. To accomplish this the legislation requires that all local and state governments adopt a Local Hazard Mitigation Plan (LHMP) to be eligible for the maximum cost recovery for emergency response and for future mitigation project funding awarded through State and Federal grant programs. Federal Emergency Management Agency's (FEMA) guidelines require the LHMP to be updated every five years to comply with Section 322 of the Federal Disaster Mitigation Act of 2000. At the City Council meeting in March 2012, Council approved joining and annexing the Association of Bay Area Governments' region -wide plan As an efficient method to meet this FEMA requirement. However, in 2016 FEMA changed the rules and requires each agency to prepare their own LHMP. FEMA provides grant funding to be used for preparation of a LHMP and Council accepted a $60,000 grant in 2017. The State of California Governor's Office of Emergency Services (CalOES) is the State department overseeing the grant and LHMP process. DISCUSSION The LHMP will identify risks posed by natural and manmade disasters, and propose best practices and mitigation projects to reduce potential damage from those disasters. Risk analysis will focus on potential impacts of earthquakes, wildfires, droughts, landslides, and floods while mitigation measures will address damage prevention, property protection, public education and awareness, natural resource protection, emergency response services, and improved management practices for structural projects. A Request for Proposals was circulated for consulting services to prepare a LHMP. Four responses were, received and ranked. Wood Environment and Instrastructure Solutions, Inc. (Wood Environmental), an international corporation with offices located in Rancho Cordova, CA, provided a highly -ranked and high-quality response to the Scope of Services included in the Request for Proposal and committed to a not -to -exceed amount that is within the project budget. Wood Environmental has provided similar services to cities within California and Sonoma County. It is recommended that the subject Professional Services Agreement be awarded to Wood Environmental to allow the draft final plan to be completed within the current FEMA grant period that extends until August 30, 2019. The proposed action meets Council Goal: "Plan and deliver capital improvements." FINANCIAL IMPACTS The award of a contract to Wood Environmental for $60,000 is within the approved funding for this project, which includes a $60,000 CalOES Pre -Disaster Mitigation Program Grant and $20,000 from Public Works cost center (1100. 16100.54140) for administration costs. ATTACHMENTS 1. Resolution 2. Professional Services Agreement Attachment 1 RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH WOOD ENVIRONMENT AND INFRASTRUCTURE SOLUTIONS, INC. FOR CONSULTING SERVICES FOR THE FEDERAL EMERGENCY MANAGEMENT AGENCY'S LOCAL HAZARD MITIGATION PLAN WHEREAS, the Federal Disaster Mitigation Act of 2000 requires all cities, counties, and special districts to adopt a Local Hazard Mitigation Plan to receive disaster mitigation funding from Federal Emergency Management Agency (FEMA); and WHEREAS, the City of Petaluma is committed to increasing the disaster resistance of the infrastructure, health, housing, economy, government services, education, environment, and land use systems in the City of Petaluma; and WHEREAS, to be eligible for FEMA funding for disaster mitigation and emergency funding, the City must have an approved Local Hazard Mitigation Plan; and WHEREAS, the City of Petaluma applied to FEMA for a Pre -Disaster Mitigation Competitive Grant and was awarded $60,000.00 to assist with the costs associated with preparing the Local Hazard Mitigation Plan; and WHEREAS, the City of Petaluma seeks to maintain and enhance both a disaster -resistant City and region by reducing the potential loss of life, property damage, and environmental degradation from natural disasters, while accelerating economic recovery from those disasters; and WHEREAS, the project requires the services of a quality professional firm familiar with Local Hazard Mitigation Plans; and WHEREAS, Wood Environment and Infrastructure Solutions, Inc., (Wood Environmental) has written other Local Hazard Mitigation Plans approved by the Federal Emergency Management Agency and because of that previous experience and knowledge, Wood Environmental was selected as the consultant for the project; and WHEREAS, the State of California Governor's Office of Emergency Services is the State office overseeing the process and review of the final Local Hazard Mitigation Plan on behalf of FEMA; and WHEREAS, the Pre -Disaster Mitigation Grant is effective to August 30, 2019. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Petaluma hereby authorizes the City Manager to execute a Professional Services Agreement for consulting services with Wood Environmental for the City of Petaluma Local Hazard Mitigation Plan in the amount not to exceed $60,000. Attachment 2 PROFESSIONAL SERVICES AGREEMENT Pre -Disaster Mitigation Program Grant Local Hazard Mitigation Plan (Title of Project) FY 18/19 Fund # 1100 Cost Center 16100 Object Code 54140 Project # El 6501828 Amount $60,000,00 For multi-year contracts or contracts with multiple accounts: FY Fund # Cost Center Object Code Project # Amount $ FY Fund # Cost Center Object Code Project # Amount $ FY Fund # Cost Center Object Code Project # Amount $ FY Fund # Cost Center Object Code Project # Amount $ FY Fund # Cost Center Object Code Project # Amount $ THIS PROFESSIONAL SERVICES AGREEMENT ("Agreement") is entered into and effective as of , 20 ("Effective Date"), by and between the City of Petaluma, a (city use only) ' municipal corporation and a charter city ("City") and Wood Environment & Infrastructure Solutions, Inc,, a Environmental Planning Services Company ("Contractor") (collectively, the "Parties"). WHEREAS, the Parties enter into this Agreement for the purpose of Contractor providing professional services to City under the terms and conditions set forth herein. THEREFORE, in consideration of the mutual covenants contained in this Agreement, the Parties agree as follows: I Services. Contractor shall provide the services as described in and in accordance with the schedule set forth in Exhibit "A" attached hereto and incorporated herein ("Services"). Compensation, Business Tax Certificate. A, For the full performance of the Services as described herein, City shall compensate Contractor in accordance with the rates specified in Exhibit A. B. Contractor shall submit detailed monthly invoices reflecting all services performed during the preceding month and including a revised schedule for performance and additional documentation requested by City, as applicable. C. Contractor shall be compensated for services in addition to those described in Exhibit A, only if Contractor and City execute a written amendment to this Agreement describing the additional services to be performed and the compensation to be paid for such services. In no case shall the total compensation under this Agreement exceed $60,000.00 without prior written authorization of the City Manager. Further, no compensation for a section or work program component attached with a specific budget shall be exceeded without prior written authorization of the City Manager. D. Notwithstanding any provision herein, Contractor shall not be paid any compensation until such time as Contractor has on file with the City Finance Department a current W-9 form available from the IRS website (www.irs,gQv) and has obtained`a currently valid Petaluma business tax certificate. PROFESSIONAL SERVICES AGREEMENT Sept2018 4 E. City's obligation to pay compensation to Contractor as provided herein is contingent upon Contractor's performance of the Services pursuant to the terms and conditions of this Agreement and any amendments thereto. 3. Term. The term of this Agreement commences on the Effective Date and terminates on March 31, 2020, unless sooner terminated in accordance with Section 4. Upon termination, any and all of City's documents or materials provided to Contractor and any and all of the documents or materials prepared for City or relating to the performance of the Services, shall be delivered to the City as soon as possible, but not later than fourteen (14) days after termination of the Agreement. 4. Termination. City may terminate this Agreement without cause upon ten (10) days' written notice. City may immediately terminate or suspend this Agreement for cause. Cause for immediate termination or suspension shall include, but not be limited to, any breach of this Agreement by Contractor or Contractor's bankruptcy or insolvency. Upon receipt of notice of termination or suspension for cause, Contractor shall immediately stop all work in progress under this Agreement. In the event of early termination of this Agreement by City, Contractor shall be entitled to payment for all Services performed to the date of termination to the extent such Services were performed to the satisfaction of City in accordance with the terms and conditions of this Agreement. If City terminates this Agreement for cause, Contractor shall be liable to City for any excess cost City incurs for completion of the Services. 5. Contractor's Representation, Independent Contractor. Contractor represents that Contractor possesses distinct professional skills in performing the Services. City has relied upon said representation as a material inducement to enter into this Agreement. Contractor shall, therefore, provide properly skilled professional and technical personnel to perform all Services under this Agreement. It is expressly understood that Contractor and its agents and employees, shall act in an independent capacity and as an independent contractor and not as officers, employees or agents of City. This Agreement shall not be construed as an agreement for employment. 6. Facilities and Equipment. Contractor shall, at its sole cost and expense, furnish all facilities and equipment that may be required for furnishing Services pursuant to this Agreement. City shall furnish to Contractor no facilities or equipment, unless the City otherwise agrees in writing to provide the same. 7. Licenses, Permits, Etc. Contractor shall, at Contractor's sole cost and expense, keep in effect at all times during the term of this Agreement any licenses, permits or other such approvals which are legally required for performing the Services. 8. Time, Contractor shall devote such time to the performance of the Services as may be reasonably necessary for satisfactory performance of Contractor's obligations pursuant to this Agreement. 9. Inspection. Contractor shall provide the City every reasonable opportunity to ascertain that the Services are being performed in accordance with the requirements and intentions of this Agreement. All work done, and materials furnished, if any, shall be subject to 2 PROFESSIONAL SERVICES AGREEMENT Sept 2018 5 inspection and approval by the City. The inspection of such work shall not relieve Contractor of any of its obligations pursuant to this Agreement. 10. Progress Reports. Upon the City's request, Contractor shall provide, in a form acceptable to City, written progress reports of all oral and written observations, opinions, recommendations, analyses, progress and conclusions related to Contractor's performance of the Services. 11. Confidentiality. In the course of Contractor's employment, Contractor may have access to trade secrets and confidential information, disclosure of which is protected or limited by law. Contractor shall not directly or indirectly disclose or use any such confidential information, except as required for the performance of the Services. 12. Conflict of Interest. Contractor represents that it presently has no interest, and covenants that it shall not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the Services hereunder. Contractor further covenants that, in the performance of this Agreement, it shall not employ any subcontractor or person having such a conflict of interest. Contractor represents that no one who has or will have any financial interest under the Agreement is an officer or employee of City. If such conflict of interest arises during this Agreement or any extension, Contractor will immediately advise City and City may, at its sole discretion, immediately terminate this Agreement. Certain Contractors are subject to the requirements, including the disclosure and reporting requirements, of the City's Conflict of Interest Code adopted pursuant to the Political Reform Act, Such Contractors subject to the City's Conflict of Interest Code include those whose work may involve: making government decisions regarding approval or adoption of rates, rules, or regulations, action on permits or other applications, authorization to enter into or modify contracts, or approval of plans, designs, reports, or studies. Contractor agrees to comply fully with all such requirements to the extent they apply to Contractor's performance of the Services. 13. Contractor No Agent. Except as City may specify in writing, Contractor shall have no authority, express or implied, to act on behalf of City in any capacity whatsoever as an agent. Contractor shall have no authority, express or implied, pursuant to this Agreement to bind City to any obligation whatsoever. 14. Standard of Performance. Contractor shall perform all the Services in a manner consistent with the standards of Contractor's profession. All instruments of service of whatsoever nature, which Contractor delivers to City pursuant to this Agreement, shall be prepared in a substantial, workmanlike manner and conform to the standards of Contractor's profession. All such instruments of service shall become the sole and exclusive property of City upon delivery of the same. 15. Assignment/Transfer. No assignment or transfer in whole or- in part of this Agreement shall be made without the prior written, consent of City. 16. Subcontractors. Contractor shall directly perform all Services, and shall not subcontract any portion of performance of the Services without the prior written consent of City. Any such subcontractors shall be required to comply, to the full extent applicable, with PROFESSIONAL SERVICES AGREEMENT Sept 2018 6 the terms and conditions of this Agreement, including but not limited to, procuring and maintaining insurance coverage as required herein and which shall name City as an additional insured. 17. Compliance With All Laws. Contractor shall fully comply with all applicable local, state and federal rules, laws, regulations and ordinances pertaining to the performance of the Services required hereunder, including but not limited to, the California Building Standards Code as in effect in the City, the Americans with Disabilities Act, and any laws and regulations related to any copyright, patent, trademark or other intellectual property right involved in performance of the Services. Contractor's failure to comply with any law(s) or regulation(s) applicable to the performance of the Services hereunder shall constitute a material breach of this Agreement. To the extent that any other government agency or entity provides compensation for any Services, Contractor shall comply with all rules and regulations applicable to such fiscal assistance. 18. LivinS Wage Ordinance. Without limiting the foregoing Section 17, Contractor shall comply fully with all applicable requirements of Petaluma Municipal Code, Chapter 8.3 6, Living Wage (the "Living Wage Ordinance"), as the same may be amended from time to time. Upon the City's request Contractor shall promptly provide to the City documents and information verifying Contractor's compliance with the requirements of the Living Wage Ordinance, and shall within fifteen (1S) calendar days of the Effective Date of this Agreement, notify each of its affected employees as to the amount of wages and time off that are required to be provided to them pursuant to the Living Wage Ordinance. The Acknowledgement and Certification Pursuant to City of Petaluma Living Wage Ordinance, attached to this Agreement as Exhibit C, shall be a part of this Agreement for all purposes, and Contractors that are subject to Living Wage Ordinance requirements, as determined by the City, must provide a properly completed Exhibit C in accordance with the requirements of the Living Wage Ordinance. Contractor's noncompliance with the applicable requirements of the Living Wage Ordinance shall constitute cause for City's termination of this Agreement pursuant to Section 4 hereof. 19. Discrimination. During the performance of this Agreement, Contractor shall not discriminate against any employee or applicant for employment because of race, religion, creed, color, national origin, ancestry, gender, sexual orientation, age .or physical or mental disability in violation of any applicable law. 20. Notice. Except as otherwise specified in this Agreement, all notices to be sent pursuant to this Agreement shall be made in writing and sent to the Parties at their respective addresses specified below or to such other address as a Party may designate by written notice delivered to the other Party in accordance with this Section. All such notices shall be sent by: (i) personal delivery, in which case notice is effective upon delivery; (ii) certified or registered mail, return receipt requested, in which case notice shall be deemed delivered on receipt if delivery is confirmed by a return receipt; (iii) nationally recognized overnight courier, with charges prepaid or charged to the sender's account, in which case notice is effective on delivery if delivery is confirmed by the delivery service; or PROFESSIONAL SERVICES AGREEMENT Sept2018 7 (iv) facsimile transmission, in which case notice shall be deemed delivered upon transmittal, provided that (a) a duplicate copy of the notice is promptly delivered by first-class or certified mail or by overnight delivery, or (b) a transmission report is generated reflecting the accurate transmission thereof. Any notice given by facsimile shall be considered to have been received on the next business day if it is received after 5:00 p.m. recipient's time or on a nonbusiness day. City: City Cleric City of Petaluma Post Office Box 61 Petaluma, California 94953 Phone: (707) 778-4360 Fax: (707) 778-4554 Email: cityclerk@ci.petaluma.ca.us And: City of Petaluma Public Works and Utilities Department 11 English Street Petaluma, CA 94952 Phone: 707-778-4546 Fax: 707-206-6034 Email: publicworks@ci.petaluma.ca.us Contractor: Juliana Prosperi Senior Environmental Planner Wood Environment & Infrastructure Solutions, Inc. 10940 White Rock Road, Suite 190 Ranco Cordova, CA 95670 Phone: 916-853-3200 Fax: 916-636-3206 Email: juliana.12rosperinwoodplc.com 21. Ownership of Documents. All original papers, documents or computer material on disk or microfilm, and copies thereof, produced as a result of this Agreement, shall be the property of City and may not be used by Contractor without the written consent of City. Copies of such documents or papers shall not be disclosed to others without the written consent of the City Manager or his or her designated representative. 22. Indemnification. To the maximum extent permitted by law, Contractor shall, at its own expense, indemnify, defend with counsel acceptable to the City, (which acceptance will not be unreasonably withheld), and hold harmless City and its officers, officials, employees, agents and volunteers ("Indemnitees") from and against any and all liability, loss, damage, claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, civil penalties' and fines, expenses and costs (including, without limitation, claims expenses, attorney's fees and costs and fees of litigation) (collectively, "Liability") of every nature, whether actual, alleged or threatened, arising out of or in connection with the Services or Contractor's failure to comply with any of the terms of this Agreement, regardless of any fault or alleged fault of the Indemnitees. PROFESSIONAL SERVICES AGREEMENT Sept2018 8 The Contractor's obligation to indemnify, defend and hold harmless under this provision shall not be excused because of the Contractor's inability to evaluate Liability, or because the Contractor evaluates Liability and determines that the Contractor is not or may not be liable. The Contractor must respond within 30 calendar days to any tender for defense and indemnity by the City, unless the time for responding has been extended by an authorized representative of the City in writing. If the Contractor fails to accept tender of defense and indemnity within 30 calendar days, in addition to any other remedies authorized by law, so much of the money due or that may become due the Contractor under this Agreement as shall reasonably be considered necessary by the City, may be retained by the City until disposition has been made of the matter subject to tender, or until the Contractor accepts the tender, whichever occurs first. In the event that the City must file responsive documents in a matter tendered to Contractor prior to Contractor's acceptance of tender, Contractor agrees to fully reimburse all costs, including but not limited to attorney's fees and costs and fees of litigation, incurred by the City in filing such responsive documents. The Contractor waives any and all rights to express or implied indemnity against the Indemnitees concerning any Liability of the Contractor arising out of or in connection with the Services or Contractor's failure to comply with any of the terms of this Agreement. The defense and indemnification obligations of this Agreement shall no way be limited by, the insurance obligations that apply to this Agreement pursuant to Section 23. Notwithstanding the foregoing, to the extent this Agreement is a "construction contract" as defined by California Civil Code Section 2783, as may be amended from time to time, Contractor's duty to indemnify under this provision shall not apply when to do so would be prohibited by California Civil Code Section 2782, as may be amended from time to time. Notwithstanding the foregoing, to the extent that the Services include design professional services subject to California Civil Code Section 2782.8, as may be amended from time to time, Contractor's duty to indemnify shall only be to the maximum extent permitted by California Civil Code Section 2782.8. 23. Insurance. Contractor shall comply with the "Insurance Requirements for Contractors" in Exhibit B, attached hereto and incorporated herein by reference. City reserves the right to review any ,and all of the required insurance policies and/or endorsements, but has no obligation to do so. City's failure to demand evidence of full compliance with the insurance requirements, set forth in this Agreement or City's failure to identify any insurance deficiency shall not relieve Contractor from, nor be construed or deemed a waiver of, its obligation to maintain the required insurance at all times during the performance of this Agreement. 24, Amendment. This Agreement may be amended only by a written instrument executed by both Parties. PROFESSIONAL SERVICES AGREEMENT Sept2018 9 25. Litigation. If litigation ensues which pertains to the subject matter of Contractor's services hereunder, Contractor, upon request from City, agrees to testify therein at a reasonable and customary fee. 26. Construction. This Agreement is the product of negotiation and compromise on the part of both Parties and that the Parties agree that, notwithstanding Civil Code Section 1654, any uncertainty in the Agreement shall not be construed against the drafter of the Agreement. 27. Governing Law; Venue. This Agreement shall be enforced and interpreted under the laws of the State of California and the City of Petaluma. Any action arising from or brought in connection with this Agreement shall be venued in a court of competent jurisdiction in the County of Sonoma, State of California. 28. Non -Waiver. The City's failure to enforce any provision of this Agreement or the waiver thereof in a particular instance shall not be construed as a general waiver of any part of such provision. The provision shall remain in full force and effect. 29. Severability. If any term or portion of this Agreement is held to be invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions of this Agreement shall continue in full force and effect. 30. No Third -Party Beneficiaries. The Parties do not intend to create, and nothing in this Agreement shall be construed to create any benefit or right in any third party. 31. Mediation. The Parties agree to make a good faith attempt to resolve any dispute arising out of this Agreement through mediation prior to commencing litigation. The Parties shall mutually agree upon the mediator and shall divide the costs of mediation equally. 32. Contractor's Books and Records. A. Contractor shall maintain any and all ledgers, books of accounts, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services, or expepditures and disbursements charged to the City for a minimum period of three (3) years or for any longer period required by law, from the date of final payment to Contractor pursuant to this Agreement. B. Contractor shall maintain all documents and records which demonstrate performance under this Agreement for a minimum period of three (3) years or for any longer period required by law, from the date of termination or completion of this Agreement. C. Any records or documents required to be maintained pursuant to this Agreement shall be made available for inspection or audit, at any time during regular business hours, upon written request by the City Manager, City Attorney, City Finance Director, or a designated representative of these officers. Copies of such documents shall be provided to the City for inspection at Petaluma City Hall when it is practical to do so. Otherwise, unless an alternative is mutually agreed upon, the records shall be available at Contractor's address indicated for receipt of notices in this Agreement. PROFESSIONAL SERVICES AGREEMENT Sept 2018 10 D. Where City has reason to believe that such records or documents may be lost or discarded due to dissolution, disbandment or termination of Contractor's business, City may, by written request by any of the above-named officers, require that custody of the records be given to the City and that the records and documents be maintained in Petaluma City Hall. Access to such records -and documents shall be granted to any party authorized by Contractor, Contractor's representatives, or Contractor's successor in interdst. 33. Headings. The headings used in this Agreement are for convenience only and are not intended to affect the interpretation or construction of any provisions herein. 34. Survival. All obligations arising prior to the termination or expiration of this Agreement and all provisions of this Agreement allocating liability between City and Contractor shall survive the termination or expiration of this Agreement. 35. Entire Agreement. This Agreement, including the exhibits attached hereto and incorporated herein, constitutes the entire agreement between the Parties with respect to the Set -vices, and supersedes all prior agreements or understandings, oral or written, between the Parties in this regard. IN WITNESS WHEREOF, the parties hereto have executed this document the day, month and year first above written. CITY OF PETALUMA City Manager ATTEST: City Clerk APPROVED AS TO FORM: City Attorney CONTRACTOR Wood Environment & Infrastructure Solutions, Inc. By Walter H. Kim , Name Senior Associate & Authorized Signer Title 10940 White Rock Road, Suite 190 Address Rancho Cordova, CA 95670 City State Zip 91-1641772 Taxpayer I.D. Number L-0801241 Petaluma Business Tax Certificate Number file name: S:\CIP\Programs\HW E16501828\RFP consultant\Agreement - Professional Services Agreement 9.2018 g PROFESSIONAL SERVICES AGREEMENT Sept 2018 1 1 12 O 0 o a o O 00 0 0 0 00 O 0 O O 0 o O g o 0 0 0 0 0 0 0 0 0 0 o O O v o O 0 0 0 0 0 0 0 0 � 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 t. � •t v on rr�m � www w w w �i 0 0 0 0 0 0 0 0 O 0 0 O 0 0 00 O O 0 0 O O 0 0 0 0 0 0 0 0 0 0 0 O O O O 00 0 O 6 0 0 O O O O O O lIl N N fy O O w O O O www 0 0O O OO �O 1p 0 111 0d w O wwlR Op o ww 0 0d ww 0 w mO wN pp O N w o 0 w ww 0 O ry r n w w w ~ mw dw't s s x d 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 00 0 0 0 0 '0000000000c';0 0 0 0 0 00 0 0 0 0 0 0 0 0 0 00 0 0 0 00 0 o 0� vd w 0v 000000 �0 00 w 0 0moo m w M 1.4 w s u m N H O�� m N N 0 0 0 0 0 0 0 0 00 00 V N O O N O N N x 0 0 0 0 00 0 0 0 0 0 o a a o 0 0 0 0 0 4 0 0 0 0 0 0 0 0 0 0 0 0 0 4 0 0 0 0 0 0 o 0 0 m od 0 m o ui m o 0 0 o 0 0 N l0 0 0 m ry m 0 w 0 0 wwwwwwww �R 'ct d'.yw w m w n w n h O w U U r -I M ry �J N N cr m 11 O O 0 0 0 0 0 0 00 00 Q N O O N O 0 0 00000000 00000000 0 0 0 0 0 00 00 O 0 0 000000g00000000 00000a 0 0 w 0 0 0 0 00000x00 w 0 0 Itf 0 0 0 0 0 O 0 0 oin 0vw O O v� �n M m ri m dt O O O O M O m Ow w N N w U-19 www m N u° N� uNi w s 7 T� x a 0 0 0 0 0 0 0 0 0 0 0 0 0 00 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 o r{ ry ry O oo m ri O O O w$ g O l0 O �O pp N O n O w O O w w O pp w M O O w w O O w w AO M N ww O O N w w w w w t w Vr M w rl m� N v M m vrviww aw ww~. h m }� u lD N N N m� m N $ 0 0 0 0 0 .1.1. -TIN 0 0 0 0 O x m a � N W d' d' X T 1124:K S X R: K X T 0.' 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Of W Ul a -O a F O 0 0 0 0 E y 8 0 �i O. 2 p 11V V V }O ? i.l vvi v°'i vvi vviH '�Q Nf J>�KadaQK�ODU `9O i'n 000 12 EXHIBIT C ACKNOWLEDGEMENT AND CERTIFICATION PURSUANT TO CITY OF PETALUMA LIVING WAGE ORDINANCE PETALUMA MUNICIPAL CODE CHAPTER 8.36 The City of Petaluma Living Wage Ordinance ("Ordinance"), Petaluma Municipal Code Chapter 8.36, applies to certain service contracts, lease§, franchises and other agreements or funding mechanisms providing financial assistance (referred to hereafter as an "Agreement") between the City of Petaluma ("City") and/or the Petaluma Community Development Commission ("PCDC") and contractors, lessees, franchisees, and/or recipients of City and/or PCDC funding or financial benefits ("covered entities"). Pursuant to Petaluma Municipal Code Section 8.36.120, as part of any bid, application or proposal for any Agreement subject to the Ordinance, the covered entity shall: • Acknowledge that the covered entity is aware of the Ordinance and intends to comply with its provisions. Complete the Report of Charges, Complaints, Citations and/or Findings contained in this Acknowledgement and Certification by providing information, including the date, subject matter and manner of resolution, if any, of all wage, hour, collective bargaining, workplace safety, environmental or consumer protection charges, complaints, citations, and/or findings of violation of law or regulation by any regulatory agency or court including but not limited to the California Department of Fair Employment and Housing, Division of Occupational Safety and Health (OSHA), California Department of Industrial Relations (Labor Commissioner), Environmental Protection Agency and/or National Labor Relations Board, which have been filed or presented to the covered entity within the ten years immediately prior to the bid, proposal, submission or request. Pursuant to Petaluma Municipal Code Section 8.36.120, before the beginning of the term of any covered Agreement, or prior to the execution of said Agreement by the City or the PCDC, each covered entity shall certify that its employees are paid a living wage that is consistent with Petaluma Municipal Code Chapter 8.36. By executing this Acknowledgement and Certification, the covered entity (i) acknowledges that it is aware of the Ordinance and intends to comply with its provisions, (ii) attests to the accuracy and completeness of information provided in the Report of Charges, Complaints, Citations and/or Findings contained herein, (iii) certifies that it pays its covered employees a Living Wage as defined in Petaluma Municipal Code Chapter 8.36 and (iv) attests that the person executing this Acknowledgement and Certification is authorized to bind the covered entity as to the matters covered in this Acknowledgment and Certification. Page 1 of 3 LIVING WAGE ACKNOWLEDGEMENT AND CERTIFICATION (1638697.2) Nov 2012 13 SO ACKNOWLEDGED and CERTIFIED: Projector Contract I.D: E16501828 Wood Environment & Infrastructure Solutions, Inc, Date: 5 February 2019 (Print Name of Covered Entity/Business Capacity) M Walter H. Kim (Print Name) /s/ 110" (Signature) Its Senior Associate & Authorized Signer (Title /Capacity of Authorized Signer) Page 2 of 3 LIVING WAGE ACKNOWLEDGEMENT AND CERTIFICATION (1638697.2) Nov 2012 14 REPORT OF CHARGES, COMPLAINTS, CITATIONS AND/OR FINDINGS PURSUANT TO PETALUMA MUNICIPAL CODE SECTION 8.36.120 FOR EACH WAGE, HOUR, COLLECTIVE BARGAINING, WORKPLACE SAFETY, ENVIRONMENTAL OR CONSUMER PROTECTION CHARGE, COMPLAINT, CITATION, AND/OR FINDING OF VIOLATION OF LAW OR REGULATION BY ANY REGULATORY AGENCY OR COURT, INCLUDING BUT NOT LIMITED TO THE CALIFORNIA DEPARTMENT OF FAIR EMPLOYMENT AND HOUSING, DIVISION OF OCCUPATIONAL SAFETY AND HEALTH (OSHA), CALIFORNIA DEPARTMENT OF INDUSTRIAL RELATIONS (LABOR COMMISSIONER), ENVIRONMENTAL PROTECTION AGENCY AND/OR NATIONAL LABOR RELATIONS BOARD, WHICH: • AFFECTS YOU AS A PROSPECTIVE CONTRACTOR, SUBCONTRACTOR, LESSEE, FRANCHISEE AND/OR PARTY TO ANY CITY OF PETALUMA AND/OR PETALUMA COMMUNITY DEVELOPMENT COMMISSION -FUNDED AGREEMENT OR BENEFIT SUBJECT TO PETALUMA MUNICIPAL CODE CHAPTER 8.36 (LIVING WAGE ORDINANCE), AND • HAS BEEN FILED OR PRESENTED TO YOU WITHIN THE TEN YEARS IMMEDIATELY PRIOR TO THE BID, PROPOSAL, SUBMISSION OR REQUEST FOR WHICH THIS ACKNOWLEDGEMENT AND CERTIFICATION IS MADE. PLEASE PROVIDE THE DATE, THE REGULATORY AGENCY OR COURT MAKING THE CHARGE COMPLAINT, CITATION OR FINDING, THE SUBJECT MATTER AND THE MANNER OF RESOLUTION, IF ANY, FOR EACH SUCH CHARGE COMPLAINT, CITATION OR FINDING. IF NONE, PLEASE STATE "NONE" m ATTACH ADDITIONAL PAGES IF NEEDED. Date: Regulatory Agency or Court: Subject Matter: Resolution, if any: Expected resolution, if known: Page 3 of 3 LIVING WAGE ACKNOWLEDGEMENT AND CERTIFICATION (1638697.2) Nov 2012 15 ill �' 1111 1111 pil Task Element 1: Planning, Resource Planning CDevelopPlanning Wood will work with City staff to develop a list of Planning Team members (including members involved in the previous Planning Team for the current MJHMP) and schedule a project kick-off meeting. As part of this phase, Wood will also prepare a schedule for the completion of the LHMP, as well as a Community Outreach Strategy. The Community Outreach Strategy will identify community partners and stakeholders, such as City departments, utility providers, and local disaster relief organizations that should be involved in the planning process. The strategy would be reviewed by the HMPC and include at least one public workshop during plan development to engage residents and stakeholders about disaster planning and inform them about the planning process. Wood will prepare for and facilitate Planning Team Session #1, a half-day workshop. Ms. Juliana Prosperi will attend this meeting in-person and Mr. Jeff Brislawn will attend via teleconference. The meeting will be utilized to detail the DMA hazard mitigation planning requirements, present the overall scope of services, detail the work requirements of the Planning Team, and establish a detailed project schedule. A plan for public involvement (Planning Step 2) and coordination with other agencies and departments (Planning Step 3) will be discussed at this meeting. Wood will summarize the risk assessment process and detail the data requirements for the LHMP. Wood will provide a data collection guide to each of the Planning Team members to assist in collection of required data. Wood will collect additional relevant background documents, such as City General Plans and other plans, if applicable (e.g., City of Petaluma General Plan 2025), and Emergency Operations Plans, Flood Management Plans, Flood Insurance Studies, and Stormwater Drainage Plans, that are publicly available or those that the City has available; this data will inform the Capabilities Assessment. To the extent possible we will make best use of the current MJHMP in the ABAG format. Deliverables • Preliminary project coordination with City • Distribution of Draft Project Execution Plan and Schedule • Assistance with the formation of the Planning Team • Planning Team Contact List • Planning Team Session #1 • Presentation on Hazard Mitigation Planning Process at Planning Team Session #1 • Prepare and distribute the Data Collection Guide Planning Step 2: Public Outreach and Contact Coordination As part of Planning Team Session #1, conducted in Planning Step 1, Wood will work with the Planning Team on how to effectively meet the planning requirements for public involvement. This may include inviting public stakeholders to serve on the Planning Team or publicizing the activities of the Planning Team through the City website and through press releases to local media outlets (e.g., newspapers, radio, and television). Wood and the City Project Manager will also work through the existing external affairs program (e.g., City Manager's Office) to provide outreach support to set up meeting dates for workshops. The City will organize the first public workshop and Wood will assist in the preparation of the public workshop, as well as help facilitate the workshop (as noted in Phase 5). Wood will also assist the City with its public involvement efforts by drafting proposed text for these public notices, press releases and website postings. We will take full advantage of the City's existing community involvement and public notification mechanisms. The City Project Manager and External Affairs Officer will be responsible for coordinating the release of all press releases, website postings, and other public outreach efforts. We will also prepare an Online Public Survey for the City to distribute and post on the City's website to encourage further participation. Deliverables ® Assist in the identification of public involvement activities ® Draft text for press releases and websites Assist City in preparation for Public Workshop #1 Attendance at one (1) Public Workshop and assistance facilitating during public input and comment ® Compile input from the incorporation of public comment and potential changes for the LHMP Preparation and organization of an Online Public Survey Planning Step : Coordinate with Other Departments and Agencies DMA regulations require that the planning process is coordinated with other stakeholders and agencies. Representatives from City departments and local, state, and federal agencies may be asked to join the Planning Team or to provide data and input during the planning process. Coordination with other City departments and local agencies may include the fire, police, public works, building and safety, and planning departments. Coordination with local agencies may include Sonoma County, Sonoma County Water Agency, and ABAG. Coordination with state and federal agencies may include: Cal OES, California Geological Survey, California Department of Water Resources, California Department of Forestry and Fire Protection (CaIFIRE), California Department of Transportation, FEMA, National Oceanic and Atmospheric Administration, National Weather Service, US Forest Service, and other appropriate regional agencies to be identified early in the planning process. In addition, Wood will coordinate this effort with existing City plans and studies, which may include Capital Improvements, Operational Plans, and growth projections. Deliverables: Identify and invite agencies to participate on Planning Team, and/or to provide data as necessary Draft Community Outreach Strategy Final Community Outreach Strategy .; .,ffuwn• Planning Step 4: Identify the Hazards Wood will prepare the Risk Assessment, the first step of which is Hazard Identification — identifying and profiling hazard events that present a threat to the City. The planning effort will identify natural, man-made, and climate - related hazards and will prioritize them by significance. As part of the plan development process, the Planning Team will then review the list of hazards during Planning Team Meeting #2 (Planning Step 5). Natural hazards evaluated will include, but not be limited to, dam failure, drought and water storage, earthquake, 100/500 -year flooding and localized stormwater flooding, severe weather (extreme heat, heavy rains and storms, tornadoes, wind), soil hazards (erosion, expansive soils, landslides and debris flows, subsidence), wildfires, and others that may be considered significant by the City. Man-made and technological hazards will include hazardous material releases or spills, pipeline or storage tank failures, transportation and aircraft failures, and other human -caused hazards. A review and consideration of the hazards contained in the 2018 Draft California State Enhanced Multi - Hazard Mitigation Plan (SHMP) (under public review) will be evaluated for inclusion in this LHMP. We will also review and consider the priority hazards summarized in the 2016 Sonoma County Operational Area Hazard Mitigation Plan. As part of the Hazard Identification, Wood will collect information about past hazard events. This will take place on and off-site, and will include an Internet, newspaper, and literature search for data related to historic events, N and an inventory and review of the City and County's (if needed) existing Geographic Information System (GIS) data layers, and existing plans (e.g., Safety Element of General Plan). This assessment will also include collecting detailed information on impacts from California's multi-year drought on the City's facilities, as well as earthquake, wildfires, flooding, and erosion and sedimentation potential in the City's watersheds. The Project Team staff will collect data that describes: ® Natural and man-made hazards posing a risk to City; ® Geographic location and extent of hazards; • The history of these hazards; previous occurrences; • Speed of onset/duration of the hazard; ® Severity of the hazard; • The likelihood that these hazards will occur in the future (probability of future events); and • The frequency and recurrence interval that they occur. The hazards will be prioritized by the Planning Team based on historical data, potential damage to critical infrastructure, potential loss estimates, occurrence data, and funding and mitigation abilities. The summary of each hazard profile and its impact on the community will be prepared in accordance with 44 CFR 201.6(c)(2)(ii). Our data collection efforts will be focused on using existing data, as described in the DMA regulations. Data limitations and gaps will also be identified during this process. These limitations may be considered as recommendations in the mitigation strategy part of the plan. This step will also involve the development of a GIS geodatabase, if necessary. Deliverables • Compile data on City capabilities to reduce disaster losses ® Collect the Hazard Identification Data ® Compile/analyze the data and draft the "Hazard Identification" portion of the LHMP • Maps prepared in ArcGIS and related files Pennon to : Assess the Risks Following identification of hazards in Step 4, Wood will complete the Risk Assessment by preparing a Vulnerability Assessment and a Capability Assessment as described below. Wood will work with City staff to use the best available hazard and inventory data, including GIS data. Vulnerability Assessment. Wood will determine the likely impacts the hazards identified in Planning Step 4 would have on the City. Wood will then prioritize potential hazards and risks to the people, economy, and the City's built and natural environment. We will also develop an overall assessment of the City's vulnerability to and potential impact of each identified hazard. Using planning documentation, FEMA hazard software (i.e., HAZUS), and other resources we will compile an inventory of the types of buildings, infrastructure, and critical facilities that may be vulnerable to each hazard. This assessment will include the following, as feasible, in addition to the Level 2 assessments detailed below: ® Inventory on the number and types of vulnerable City facilities (e.g., buildings, infrastructure); ® Actual or assessed values of the vulnerable facilities; • Repetitive losses to facilities, if any; ® Critical facilities at risk; • Natural and cultural resources at risk; ® Growth and development trends; and ® An estimate of losses per hazard, where feasible. We will also review existing studies, reports, and plans related to historical disasters; document disaster declarations (from 2018 Draft SHMP); address NFIP insured structures and those repetitively damaged by floods; and develop a parcel -level inventory of vulnerable structures, 3 Level 2 Vulnerability Assessment for Flood Hazards. Currently, the City of Petaluma has a Class 6 rating under the CRS program. The proposed LHMP update provides an opportunity to improve the City's CRS rating and enhance the City's floodplain management activities. For a Level 2 vulnerability assessment, Wood's GIS Specialists will utilize FEMA's HAZUS, RiskMAP, and other software to develop an advanced assessment (i.e., Level 2 Vulnerability Assessment) for earthquake and flood hazards. This additional assessment will utilize GIS to develop detailed flood loss estimation based on HAZUS for the City. The Level 2 assessment involves importing existing GIS data on existing structures, based on a parcel level inventory into HAZUS. This includes occupancy mapping (residential, commercial, industrial) and formatting attributes to be consistent for use in HAZUS. As part of this effort, the following data will need to be collected and formatted: Parcel boundaries and descriptive attributes including: -- Date of construction — Type of construction — First floor elevation, or best approximation — Square footage — Number of stories -- Basements — Value of contents (FEMA accepted estimates, i.e., 50% of structure value for residential structures, will be used in lieu of actual values) — Structure footprints — Topographic data (2 -foot contour or best available) — Flood hazard boundaries — Roads Next, to enable the flood loss estimation the depth grids for 100- and 500 -year flood events will be imported into HAZUS. For this effort, Wood staff will collect depth grids for 100- and 500 -year floods produced from existing Hydrology and Hydraulics (H&H) models associated with Digital Flood Insurance Rate Maps (DFIRMs). Next, Wood will conduct the flood loss estimations. A HAZUS study region will be built for the area of interest and HAZUS flood loss analyses will be modelled for the 100- and 500 -year return periods. Level 2 Vulnerability Assessment for Flood Hazards. Wood will conduct two HAZUS earthquake loss scenarios. The first will be a 2,500 -year probabilistic event that represents a worst-case scenario. The second will be a probabilistic scenario representative of a likely event based on the nearest potentially active fault, as recommended by consultation with the California Geological Survey. Earthquake hazard, soils, and liquefaction data will be imported, where available, into HAZUS to enhance the accuracy of the results. Deliverables will include key reports from HAZUS similar to those outlined for the Level 2 vulnerability assessment for flood hazards. For both assessments, all GIS -based data and mapping matches the City's coordinate control network. Capability Assessment. As part of the Risk Assessment and as required by Cal OES, Wood will evaluate the City's existing capabilities to mitigate risk and vulnerabilities from hazards. By collecting information about existing programs, policies, regulations, and emergency plans, Wood can assess those activities and measures already in place that contribute towards mitigating some of the vulnerabilities identified. Wood will work with the Planning Team to identify and document all capabilities currently in place within the City that reduce disaster losses, or that could be utilized to reduce losses in the future. Specifically, our staff will identify current authorities, programs, staffing, and funding (or other resources) to accomplish mitigation and reduce vulnerability. We will also identify and document existing infrastructure in place by collecting electronically available GIS data (e.g., shapefiles). We will review and assess this information, identify any data gaps, and document whether the infrastructure positively or negatively impacts the City's vulnerability to disaster. For flood hazards, Wood will review and describe the City's participation in the NFIP and review the existing floodplain management program (2010 City of Petaluma Floodplain Management Plan) and compliance with the 4 NFIP requirements. With a CRS Rating of 6, we understand it is the City's priority to plan for, reduce, and mitigate flood hazards. With this information, our team, in coordination with City input will develop strategies to expand existing policies and programs related to hazard mitigation. Once complete, the Risk Assessment "paints a picture" of the potential disaster impacts. The information obtained during this process details the "net vulnerability' of the area within the City's limits (i.e., vulnerability tempered by existing capabilities), and it provides a platform for developing mitigation goals. In addition, this information provides a baseline of what these likely impacts would cost, thus providing an estimate of the benefits of any resulting mitigation actions. This provides added value to the LHMP by ensuring integration of the plan with existing policies, procedures, and other plans and assists in the identification of additional mitigation strategies. Following the assimilation, compilation, and analysis of the Vulnerability and Capability Assessment data, Wood will provide the compiled Risk Assessment to the Planning Team for review and input during Planning Team Session #2. Both Ms. Juliana Prosperi and Mr. Jeff Brislawn will attend the Planning Team Session #2, which is proposed as an all -day workshop. Deliverables: ® Vulnerability Assessment Inventories and Data Prepare loss estimations, as appropriate ® Compile/analyze the data and prepare Preliminary Draft of Risk Assessment Planning Team Session #2 ® Presentation of Risk Assessment findings at Planning Team Session #2 ® Level 2 Vulnerability Assessment for Flood and Earthquake Hazards: HAZUS-generated tables for the 100 - and 500 -year return periods including the extraction of 5 key reports from HAZUS with conversion to Excel and Word formats: — Building Stock Dollar Exposure by Occupancy — Building Damage by General Occupancy -- Building Damage Count by General Occupancy — Direct Economic Losses for Buildings ® Displaced Population/Shelter Requirements — Maps of study area representing building damage expressed in economic loss and building damage by % loss (8.5 x 11 layout) for internal purposes T ask Element 3: Prepare the Local Hazard Mitigation Plar Planning Step 6: Draft Goals The Planning Team will use the Risk Assessment as a platform for drafting mitigation goals and objectives for the LHMP. Goals provide a guide as to what should be done to improve the City's disaster resistance. Objectives define strategies or implementation steps to attain the identified goals. The goals and objectives will reflect the City's long-term vision to reduce the risk to people and property within the City's planning area and will focus on enhancing overall mitigation capabilities. Goals and objectives from other City documents, as well as state plans, such as the 2013 California SHMP (and 2018 Draft), will be analyzed to ensure consistency with existing programs. This step will be accomplished during Planning Team Session #2. Planning Step 7: Review Possible Activities Wood will work with the Planning Team members to develop mitigation actions. The new actions will be developed from reviewing the validity and status of other planning actions (e.g., General Plan 2025) and by utilizing the Risk Assessment. At Planning Team Session #2 (second half of workshop), Wood will assist the Planning Team in drafting potential mitigation actions to reduce the effects of priority hazards and to meet the 5 new goals and objectives. In developing mitigation alternatives to address the priority hazards within the planning area, the team will adhere to the model of mitigation activities promoted by DMA, FEMA's CRS, and the FMA program, which categorizes mitigation measures into the following six categories: ® Preventative Measures; • Property Protection; ® Emergency Services Measures; ® Structural Projects; ® Natural Resource Protection; and • Public Information Programs. Wood will then provide the Planning Team with a set of criteria and review their potential for selecting and prioritizing mitigation measures. FEMA recommends the STAPLE/E approach detailed below: ® Social acceptability; ® Technical feasibility; ® Administrative feasibility; ® Political acceptability; ® Legality; • Economic feasibility (Availability of funding and cost effectiveness); and ® Environmentally sound. The criteria will then be applied to select and prioritize mitigation activities that will reduce the vulnerability to the destructive consequences of hazards within the planning area and to promote efficient recovery and reconstruction when disasters do occur. For example, we will prioritize mitigation actions based on planning level benefit -cost assessment information, and other evaluation criteria, such as life safety, property protection, technical, political, legal, environmental, social, administrative, local champion, and other community objectives. As appropriate, we will also prepare a cost estimate on a defined comparative cost scale as a basis to compare and prioritize mitigation actions. In Planning Team Session #2, each recommended action will have a responsible party identified and will include a description of the risk reduction objectives addressed, the alternate measures considered but not selected, an approximate benefit/cost estimate, and a description of possible funding sources. As necessary, we will ensure all priority hazards have an identified mitigation action; we will also identify mitigation actions where there is no current or planned funding mechanism. As mitigation alternatives are finalized by the responsible parties, timelines for project completion, and descriptions of those entities responsible for project implementation will be specified. Wood will also rely on other planning documents and tools, such as FEMA's 2013 Mitigation Ideas. Additionally, our staff will work with the Planning Team to develop an implementation plan with priorities, that includes identification and analysis of possible grant and funding opportunities. Deliverables: ® Planning Team Session #2 (Mitigation Strategy covered in 2nd half of workshop) ® Incorporate research and public input ® Prepare/Finalize Plan Goals and Objectives • Development of mitigation alternatives based upon the identified risks, vulnerabilities, existing capabilities and planning goals ® Presentation of criteria sets to use in developing a final list of agreed upon selected, prioritized, mitigation alternatives for inclusion in the Plan ® Update on status of mitigation actions defined in City's current MJHMP (e.g., completed) ® Prepare a matrix that summarizes mitigation actions, priority, responsible parties, funding mechanisms, 0 benefit/cost, and technical feasibility Completion of Mitigation Recommendation Forms by the HMPC SubmittalTask Element 4: Plan oPlan Adoptior PlanningI Based on information collected during each of the tasks above, Wood will prepare the first draft of the LHMP. This LHMP will be compliant with the DMA 2000 and Cal OES requirements. Once complete, the first draft will be provided to the Planning Team members for review and comment via a SharePoint, Google Drive, or Dropbox site. Wood will solicit comments from Planning Team and incorporate the comments into a second Public Review Draft LHMP. This second draft, also transferred via the preferred online file sharing platform, will be circulated for public review and comment and used by the City for the second Public Workshop. Deliverables: ® Develop 151 Draft LHMP for HMPC review ® Develop 2nd Draft LHMP for Public Review • Assist City in preparation for Public Workshop #2 ® Attendance at second Public Workshop and assistance facilitating during public input and comment Planning Ste : plan Submittal and Adoption Based on feedback from the public meetings and comments received, Wood will develop and assemble a final draft in digital and hard copy to submit to Cal OES and FEMA Region IX for preliminary review and approval. Any public review comments will be incorporated into the LHMP Appendix. This submittal will include a completed FEMA Plan Review Crosswalk, which includes completion of the Region IX Local Mitigation Plan Review Tool that details how the plan meets the requirements of DMA 2000. Wood's proposed approach suggests that the City request this preliminary review and interim approval from Cal OES and FEMA prior to formal board adoption. Wood will work with the City to submit the final plan to the Cal OES State Hazard Mitigation Officer (SHMO) for review. Wood will incorporate comments from the Cal OES SHMO and submit a final draft LHMP through Cal OES to FEMA for review and comment. We will then review and incorporate any comments from FEMA. Based on this review, Wood will make requested changes to the plan and will provide a master electronic and hard copy of the plan to the City to assist in adoption of the plan by the Petaluma City Council. Our team will assist the Planning Team with final adoption procedures by the City of Petaluma City Council and incorporate the documentation for local adoption into the Final LHMP. We will also assist the Planning Team in securing a final approval letter and plan review tool from FEMA. This task assumes two color hard copies of the LHMP will be provided by Wood: one (1) hard copy to be submitted to Cal OES/FEMA and one (1) hard copy to be provided to City. Wood will also deliver the final plan document electronically to the City in both Word and PDF formats. Deliverables: ® Incorporate public comments into Plan, and develop Final Draft LHMP ® Complete Region IX Local Mitigation Plan Review Tool ® Submit LHMP for review and approval by Cal OES and FEMA Region IX ® Attend one (1) teleconference meeting with Cal OES SHMO ® Deliver Final LHMP in two (2) hard and one (1) electronic formats to City ® Assist City Planning Team in final adoption procedures and securing final FEMA approval letter 7 Planning Step 10- Implement, Evaluate, and Revise the Plan In accordance with the requirements for DMA plans, Wood will develop a method and schedule for monitoring and evaluating the LHMP. For example, the final plan will document the process for incorporating the plan into other planning mechanisms, such as the City's Emergency Procedures Manual. The plan maintenance requirements will include the following: ® A method and schedule of monitoring and evaluating the plan, which includes criteria used, responsible office, and process for formal five-year update • A process by which the plan will be incorporated into other existing planning mechanisms and requirements ® A schedule with procedures for ensuring the plan's implementation and update within five years ® A discussion of how the City will continue to involve the public in the plan maintenance and update process These procedures, which include monitoring, evaluating, and updating the plan within a five-year cycle and incorporating continued public and stakeholder involvement throughout the plan maintenance process, will be modified as needed to improve the process for the next update cycle. The plan implementation section will identify ways to incorporate mitigation strategies into existing planning practices, policies, and programs to institutionalize hazard mitigation (e.g., next City General Plan Update). This process will be developed and incorporated into the Draft and Final LHMP documents. The City is ultimately responsible for plan implementation as well as for monitoring, evaluating, and updating the plan in accordance with the process outlined in the LHMP. Deliverable: Draft of implementation, evaluation, and monitoring process (e.g., included in LHMP) Task Element : Project Management Ms. Juliana Prosperi, AICP is Wood's assigned Project Manager for the City of Petaluma LHMP. Ms. Prosperi will coordinate directly with the City's Project Manager and oversee the management of the entire project, and administer all instructions from the Planning Team, Cal OES, and FEMA. Ms. Prosperi will also be available to answer questions from the Planning Team, Cal OES, and FEMA during and after the work efforts outlined in this scope of work. Specifically, Ms. Prosperi will: ® Develop and track a critical path schedule for the project, which will be updated monthly; ® Prepare monthly progress reports to be submitted with payment invoices (e.g., invoice transmittals) describing work progress, percent of work complete, and percent of budget expended by task, and; ® Assist the City's Project Manager to prepare monthly progress reports and quarterly reports to be submitted by Cal OES. Wood will attend internal meetings with City staff, including a project kick-off meeting, monthly project management team meetings, monthly Planning Team meetings (assumes a total of two Planning Team meetings), and one close-out meeting. Ms. Prosperi will attend the project kick-off meeting in-person, and each subsequent management meeting via teleconference. Ms. Prosperi will also attend two public workshops: one during the planning process, and one during public review, as well as one City Council hearing. Mr. Jeff Brislawn, our Senior Hazard Mitigation Associate Planner will attend the project kick-off meeting via teleconference, and one of the Planning Team meetings in person. Wood assumes each on-site meeting will include preparation and attendance time. Wood also assumes our staff will prepare agendas, reference materials, and meeting minutes. These materials will be distributed to the City within five (5) days after the workshop/meeting. Deliverables: Project Kick -Off Meeting Monthly project management meetings (assumes up to six teleconference calls) Monthly Planning Team meetings — Introduction to the Planning Process (Planning Team Meeting #1; half-day workshop) -- Hazard Assessment (Planning Team Session #2) - Mitigation Strategy Meeting (Planning Team Session #3) Two (2) Public Workshops -- First Public Workshop during planning process (scheduled for October) - Second Public Workshop during public review period (scheduled for November 2018) ® One (1) City Council Hearing 9