HomeMy WebLinkAboutResolution - 2010-R0375 - Purchasing Agreement For Planning & Consulting - Beck Disaster Recovery, Inc. - 08/12/2010Resolution No. 2010-RO375
August 12, 2010
Item No. 5.36
RESOLUTION
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK:
THAT the Mayor of the City of Lubbock is hereby authorized and directed to
execute for and on behalf of the City of Lubbock, a Cooperative Purchasing Agreement
for professional planning and consulting services, by and between the City of Lubbock
and Beck Disaster Recovery, Inc., and related documents. Said Agreement is attached
hereto and incorporated in this resolution as if fully set forth herein and shall be included
in the minutes of the City Council.
Passed by the City Council on _ August 12, 2010
_.A� -- -
TOM MARTIN, MAYOR
ATTEST:
Garza, City Secret
APPROVED AS TO CONTENT:
Mike Kemp, ire Cl4ef
APPROVED AS TO FORM:
Chad Weaver, ssistant City Attorney
vw:ccdocs RES.Agreement-Beck Disaster Recover, Inc.
July 14, 2010
Resolution No. 2010—RO375
COOPERATIVE PURCHASING AGREEMENT
PROFESSIONAL PLANNING AND CONSULTING SERVICES
THIS AGREEMENT is made this the 12th day of August, 2010, by and between the CITY OF
LUBBOCK, TEXAS, located at 1902 Texas Avenue, Lubbock, Texas 79408 (hereinafter referred to as
("CLIENT'') and BECK DISASTER RECOVERY, INC. (hereinafter referred to as ("CONTRACTOR'*),
located at 2301 Lucien Way, Suite 120, Maitland, FL 32751.
WHEREAS, the Houston -Galveston Area Council (HGAC) is a "Government -to -Government"
procurement service for States, State Agencies, Local Governments Districts, Authorities, and qualifying Not -
for -Profit Corporations.
WHEREAS, Beck Disaster Recovery, Inc., acting as an independent Contractor, is a Contractor with
extensive experience in providing disaster management and recovery services and shall provide said services
in a professional manner in accordance with the terms and conditions of this Agreement and the standards of
care practiced by professionals performing similar services.
WHEREAS, the Client wishes to enter into an exclusive contractual agreement with Beck Disaster
Recovery, Inc. to provide professional planning and consulting services in accordance with the HGAC
Invitation to Bid No. EN06-10 dated February 8, 2010.
WHEREAS, the services provided include, but are not limited to, Security, Disaster Preparedness and
Emergency Response & Recovery Services, and
WHEREAS, Beck Disaster Recovery, Inc. wishes to provide said services to Client in accordance
with and as set forth in the Beck Disaster Recovery, Inc. proposal submitted to HGAC dated March 9, 2010
(See Exhibit A, Scope o1' Services and Exhibit B, Hourly Labor Rates), which exhibit is hereby incorporated
and made a part of this Agreement.
NOW, THEREFORE in consideration o1' the promises herein and for other good and valuable consideration,
the parties agree as follows:
1. Scope of Services: Contractor and Client agree Contractor will perform services associated with
disaster preparedness and emergency response & recovery services as described in the Scope of
Services attached as Exhibit A. Task Orders shall be issued for specific deliverables under this
Agreement. Such deliverables to be provided by Contractor will be determined by Client and specified
in writing on each Task Order prior to commencing work.
2. Term: The term of this Agreement shall begin on the date written above through May 31, 2013 with
automatic annual renewals, unless either party elects to withdraw.
3. Independent Contractor: Contractor is an independent contractor and is not an employee o1' Client.
Services performed by Contractor under this Agreement are solely for the benefit of the Client.
Nothing contained in this Agreement creates any duties on the part of Contractor toward any person
not a party to this Agreement.
4. Standard of Care: Contractor will perform services under this Agreement with the degree of skill and
diligence normally practiced by professional engineers or Contractors performing the same or similar
services. No other warranty or guarantee, expressed or implied, is made with respect to the services
furnished under this Agreement and all implied warranties are disclaimed.
5. Changes/Amendments: This Agreement and its exhibits constitute the entire agreement between the
Parties and together with its exhibits supersede any prior written or oral agreements. This Agreement
may not be amended, modified or changed except by written amendment executed by both Parties.
The estimate of the level of effort, schedule and payment required to complete the Scope of Services,
as Contractor understands it, is reflected herein. Services not expressly set forth in this Agreement or
its exhibits are excluded. Contractor shall promptly notify Client if changes to the Scope of Services
affect the schedule, level o1' effort or payment to Contractor and the schedule and payment shall be
equitably adjusted.
6. Uncontrollable Forces: Neither the Client nor Contractor shall be considered to be in default of this
Agreement if delays in or failure of performance shall be due to Uncontrollable Forces, the effect of
which, by the exercise of reasonable diligence, the non-performing party could not avoid. The term
"Uncontrollable Forces" shall mean any event which results in the prevention or delay of performance
by a party of its obligations under this Agreement and which is beyond the reasonable control of the
nonperforming party. It includes, but is not limited to fire, flood, earthquakes, explosion, strike,
transportation, or equipment delays, act of war, Act of God, lightning, epidemic, war, riot, civil
disturbance, sabotage, acts of terrorism and governmental actions outside the control of the Client.
The schedule or payment under the Agreement shall be equitably adjusted, it' necessary, to
compensate Contractor for any additional costs due to the delay.
Neither party shall. however, be excused from performance if nonperformance is due to forces which
are foreseeable, preventable, removable, or remediable, and which the nonperforming party could
have, with the exercise of reasonable diligence, prevented, removed or remedied with reasonable
dispatch. The nonperforming party shall, within a reasonable time of being prevented or delayed from
performance by an uncontrollable force, give written notice to the other party describing the
circumstances and uncontrollable forces preventing continued performance of the obligations of this
Agreement.
7. Fee for Services: The fee for the services under this Agreement will be based on either a fixed fee
basis or the actual hours of services furnished multiplied by Contractor's Billing Rates as set forth in
Exhibit B, plus all reasonable expenses directly related to the services furnished under this Agreement.
8. Compensation: Contractor shall bear the costs of performing all services under this Agreement, as
directed by the Client, plus applicable permit and license fees and all maintenance costs required to
maintain its vehicles and other equipment in a condition and manner adequate to accomplish and
perform all services under this Agreement.
Client shall pay Contractor in accordance with paragraph 7 above, "Fee for Services" (Exhibit B)
which is attached and incorporated herein by reference as part of this Agreement.
Contractor shall submit monthly invoice for services rendered.
Client shall pay Contractor in U.S. dollars within thirty (30) days of receipt of invoices less any
disputed amounts. If Client disputes any portion of the invoice, the undisputed portion will be paid
and Contractor will be notified in writing, within ten (10) days of receipt of the invoice of the
exceptions taken. Contractor and Client will attempt to resolve the payment dispute within sixty (60)
days or the matter may be submitted to arbitration as provided below. Additional charges for interest
shall become due and payable at a rate of one and one-half percent (1-1/2%) per month (or the
maximum percentage allowed by law, whichever is lower) on the unpaid, undisputed invoiced
amounts. Any interest charges due from Client on past due invoices are outside any amounts
otherwise due under this Agreement. If Client fails to pay undisputed invoiced amounts within sixty
(60) days after delivery of invoice, Contractor, at its sole discretion, may suspend services hereunder
or may initiate collections proceedings, including mandatory binding arbitration, without incurring
any liability or waiving any right established hereunder or by law.
All invoices shall be delivered to:
Sande Fortenberry, Public Health Preparedness Coordinator
City, of Lubbock Fire Department
1902 Texas Avenue
Lubbock, Texas 79408
sfortenberg@m1lubbock.us
In order for both parties herein to close- their books and records, the Contractor will clearly state "Final
Invoice" on the Contractor's final/last billing to the Client. Such statement shall serve as certification
that all services have been properly performed and all charges and costs have been invoiced to the
Client. Upon submission ol' the Final Invoice, Client's account with Contractor will be closed and any
and other further charges it'not properly included on the Final Invoice shall be considered waived by
the Contractor.
9. Indemnity: Contractor shall save harmless the Client from all claims and liability due to activities of
himself, his agents. or employees, perl'ormed under this contract and which to the extent result from an
negligent act, error or omission of the Contractor or of any person employed by the Contractor.
Contractor shall also save harmless the Client from all expenses, including attorney fees which might
be incurred by the Client in litigation or otherwise resisting said claims or liabilities which might be
imposed on the Client as result of such activities by the Contractor, his agents, or employees.
10. Insurance: During the perl'ormance o1' the Services under this Agreement, Contractor shall maintain
the following insurance policies:
Worker's Compensation Statutory
Employer's Liability U.S. $1,000,000
Commercial General Liability U.S. $1,000,000 per occurrence
U.S. $1,000,000 aggregate
Comprehensive General Automobile U.S. $1,000,000 combined single limit
Professional Liability U.S. $1,000,000 per claim and in the aggregate
11. Work Product: Client shall have the unrestricted right to use the documents, analyses and other data
prepared by Contractor under this Agreement ('Work Products'); provided, however Client shall not
rely on or use the Work Products for any purpose other than the purposes under this Agreement and
the Work Products shall not be changed without the prior written approval of Contractor. II' Client
releases the Work Products to a third party without Contractor's prior written consent, or changes or
uses the Work Products other than as intended hereunder, (a) Client does so at its sole risk and
discretion, (b) Contractor shall not be liable for any claims or damages resulting from the change or
use or connected with the release or any third party's use o1' the Work Products and (c) Client shall
indemnil'y, defend and hold Contractor harmless from any and all claims or damages related to the
release, change or reuse.
12. Limitation of Liability: No employee of Contractor shall have individual liability to Client. To the
extent permitted by law, the total liability of Contractor, its officers, directors, shareholders,
employees and Subcontractors 17or any and all claims arising out of this Agreement, including
attorneys' fees, and whether caused by negligence, errors, omissions, strict liability, breach of contract
or contribution, or indemnity claims based on third party claims, shall not exceed one million dollars
(U.S. $1,000,000).
13. No Consequential Damages: In no event and under no circumstances shall Contractor be liable to
Client for any principal, interest, loss of anticipated revenues, earnings, profits, increased expense of
operation or construction, loss by reason o1' shutdown or non -operation due to late completion or
otherwise or for any other economic, consequential, indirect or special damages.
14. Information Provided by Others: Client shall provide to Contractor in a timely manner any
information Contractor indicates is needed to perform the services hereunder. Contractor may
reasonably rely on the accuracy of information provided by Client and its representatives.
15. Safety and Security: Contractor has established and maintains programs and procedures for the safety
of its employees. Unless specially included as a service to be provided under this Agreement,
Contractor specially disclaims any authority or responsibility for job site safety and safety of persons
other than Contractor's or Subcontractor's employees.
16. Termination: Either party may terminate this Agreement upon thirty (30) days prior written notice to
the other party. Client shall pay Contractor for all services rendered to the date of termination plus
reasonable expenses for winding down the services. II' either party defaults in its obligations
hereunder, the non -defaulting party, after giving seven (7) days written notice of its intention to
terminate or suspend performance under this Agreement. may, if cure of the default is not commenced
and diligently continued, terminate this Agreement or suspend performance under this Agreement.
17. Dispute Resolution: Contractor and Client shall attempt to resolve conflicts or disputes under this
Agreement in a fair and reasonable manner and agree that if resolution cannot be made to attempt to
mediate the conflict by a professional mediator. If mediation does not settle any dispute or action
which arises under this Agreement or which relates in any way to this Agreement or the subject matter
of this Agreement within ninety (90) days after either requests mediation, each Party may exercise any
available legal remedy.
18. Successors and Assigns: This Agreement is binding upon and will inure to the benefit of Client and
Contractor and their respective successors and assigns. Neither party may assign its rights or
obligations hereunder without the prior written consent of the other party.
19. Notices: Any notice required or permitted by this Agreement to be given shall be deemed to have been
duly given if in writing and delivered personally or five (5) days after mailing by first-class,
registered, or certified mail, return receipt requested, postage prepaid and addressed as follows:
Client:
Sandy Fortenberry, Public Health Preparedness Coordinator
City of Lubbock Fire Department
1902 Texas Avenue
Lubbock, Texas 79408
806.775.2901 Office
806-893-3070 Cell
sfortenberry @ mylubbock.us
Contractor:
Nate Counsell, Vice President
Beck Disaster Recovery, Inc.
2301 Lucien Way, Suite 120
Maitland, FL 32751
321.441.8500 Off ice
ncounsell@beckdr.com
With a copy to:
Betty Kamara, Contract Administrator
2301 Lucien Way, Suite 120
Maitland, FL 32751
407.8032551 Cell
bkamara@ibeckdr.com
20. Severability: The invalidity, illegality, or unenforceability of any provision of this Agreement, or the
occurrence of any event rendering any portion or provision of this Agreement void, shall in no way
affect the validity or enforceability of any other portion or provision of the Agreement. Any void
provision shall be deemed severed from the Agreement and the balance of the Agreement shall be
construed and enforced as if the Agreement did not contain the particular portion or provision held to
be void. The parties further agree to reform the Agreement to replace any stricken provision with a
valid provision that comes as close as possible to the intent of the stricken provision. The provisions
of this section shall not prevent the entire Agreement from being void should a provision which is of
the essence of the Agreement be determined to be void.
21. Governing Law and Venue: This Agreement shall be governed by and interpreted according to the
laws of the State of Texas. The venue for any and all legal action necessary to enforce the Agreement
shall be Lubbock County.
22. Access and Audits: Contractor shall maintain adequate financial and program records to justify all
charges, expenses, and costs incurred in estimating and performing the work under this Agreement for
at least three (3) years following final payment to the Client as Federal Emergency Management
Agency sub -grantee as required by FEMA's 322 Public Assistance Guide, page 114, as amended, or
any similar regulation, policy, or document adopted by FEMA subsequent to the execution o1' this
Agreement. The Client shall have access to all records, documents and information collected and/or
maintained by others in the course of the administration of the Agreement. This information shall be
made accessible at the Contractor's place of business to the Client, including the Comptroller's Office
and/or its designees, for purposes of inspection, reproduction, and audit without restriction.
23. Compliance with Laws: In performance of the Services, Contractor will comply with applicable
regulatory requirements including federal, state, special district, and local laws, rules, regulations,
orders, codes, criteria and standards, and shall obtain all permits and licenses necessary to perform the
Services under this Agreement at Contractor's own expense.
24. Non -Discrimination: The Contractor warrants and represents that all of its employees are treated
equally during employment without regard to race, color, religion, gender, age or national origin.
25. Waiver: A waiver by either the Client or Contractor of any breach of this Agreement shall not be
binding upon the waiving party unless such waiver is in writing. In the event of a written waiver, such
a waiver shall not affect the waiving party's rights with respect to any other or further breach. The
making or acceptance of a payment by either party with knowledge of the existence of a default or
breach shall not operate or be construed to operate as a waiver of any subsequent default or breach.
26. Entirety of Agreement: The Client and the Contractor agree that this Agreement sets forth the entire
agreement between the parties, and that there are no promises or understandings other than those
stated herein. This Agreement supersedes all prior agreements, contracts, proposals, representations,
negotiations, letters or other communications between the Client and Contractor pertaining to the
Services, whether written or oral. None of the provisions, terms and conditions contained in this
Agreement may be added to, modified, superseded or otherwise altered except by written instrument
executed by the parties hereto.
27. Modification: The Agreement may not be modified unless such modifications are evidenced in
writing and signed by both the Client and Contractor. Such modifications shall be in the form of a
written Amendment executed by both parties.
28. Contingent Fees: The Contractor warrants that it has not employed or retained any company or
person, other than a bona fide employee working solely for the Contractor to solicit or secure this
Agreement and that it has not paid or agreed to pay any person, company, corporation, individual or
firm, other than a bona fide employee working solely for the Contractor, any fee, commission,
percentage, gift or any other consideration contingent upon or resulting from the award or making of
this Agreement.
29. Truth -in -Negotiation Certificate: Execution of this Agreement by the Contractor shall act as the
execution of a truth -in -negotiation certificate certifying that the wage rates and costs used to
determine the compensation provided for in this Agreement are accurate, complete, and current as of
the date of the Agreement.
30. Confidentiality: No reports, information, computer programs, documentation, and/or data given to, or
prepared or assembled by the Contractor under this Agreement shall be made available to any
individual or organization by the Contractor without prior written approval of the Client.
31. Miscellaneous: Client expressly agrees that all provisions of the Agreement, including the clause
limiting the liability of Contractor, were mutually negotiated and that but for the inclusion of the
limitation of liability clause in the Agreement, Contractor's compensation for services would
otherwise be greater and/or Contractor would not have entered into the Agreement.
In any action to enforce or interpret this Agreement, the prevailing party shall be entitled to recover, as
part of its judgment, reasonable attorneys' fees and costs from the other party.
32. Counterparts: This Agreement may be executed in multiple counterparts, each of which shall be
deemed to be an original instrument, but all of which taken together shall constitute one instrument.
IN WITNESS WHEREOF, the Contractor has caused this Agreement to be signed in its corporate name by
its authorized representative, and the Client has caused this Agreement to be signed in its legal corporate name
by persons authorized to execute this Agreement as of the day and year first written above.
CONTRACTOR:
BECK D06WER RECOVERY, INC.
By`. Bett}LKKmara
The: Contract Administrator
CLIENT:
CITY OF LUBBOCK, TEXAS
By: Tom Martin
Title: Mayor
c. L—
Z� 71-
ike Kemp
Fire Chief
ATTEST:
Re eccaGarza, City Secretary
1635 13`t Street
Lubbock, Texas
APPR VED AS TO FORM
Chad Weaver
Assistant City Attorney
EXHIBIT Resolution No. 2010—RO375
SCOPE OF SERVICES
Service Offerings
BDR, along with our affiliate company R.W. Beck, Inc. and parent company SAIC have access to the full
gamut of personnel with key expertise in relevant topic areas described in the HGAC RFP. Collectively.
our team offers services in all areas of Security, Disaster Preparedness and Emergency Response &
Recovery. We have included a strong representation of our services offerings and project profiles on the
following pages.
Emergency Management Consulting
Unlike many emergency management firms whose focus is solely on planning, BDR is a full-service
emergency management firm that works in all phases of emergency management.
When a major incident occurs, the impact sends shockwaves around the globe. All eyes are on the event
and the level of scrutiny is overwhelming. As an experienced leader in the emergency management
industry, BDR knows what it takes to not only respond effectively, but also initiate recovery activities
almost simultaneously, while maintaining transparency for the public and elected officials.
We are better planners because of our active involvement in response and recovery efforts. We develop
realistic plans that can be effectively implemented during a response.
BDR works with organizations across the country in jurisdictions that face a variety of threats and
hazards, from dense urban areas susceptible to security threats, to coastal communities prone to
hurricanes. For that reason, the firm maintains a multi -disciplinary staff with backgrounds and experience
in emergency management, hazardous materials response and recovery, public health and healthcare
planning, transportation and evacuation, all -hazards mitigation, disaster resiliency and readiness planning
and response and recovery, among others. In fact, collectively, BDR has subject matter expertise in 36
different areas. This breadth and depth of emergency preparedness professionals distinguishes BDR from
other firms and allows us to provide the full range of planning and program execution services.
Table D-1: Emergency Management Consulting Services
Hazard mitigation planning is the effort used to establish
mitigation goals and objectives, identify projects that
enable the jurisdiction to prepare for and reduce the
impacts of a disaster.
The planning effort consisting of a basic plan, emergency
support functions and incident -specific appendices that
address: direction and control, communications, public
warning, emergency public information, evacuation, mass
care, health and medical, resource management, etc.
The goal is to ensure that appropriate plans are in place to
identify, prepare for and reduce the risk of natural,
technological and man-made disasters, including
terrorism.
The business continuity planning effort for an organization
to ensure that the capability exists to continue essential
agency functions across a wide range of emergencies. A
COOP is designed to plan for denial of access to a facility,
denial of service due to equipment or systems failure and
denial of service due to a reduced workforce.
EXHIBIT A
SCOPE OF SERVICES
Continuity of government planning is the effort to ensure
continued leadership, authorities, direction and control
and preservation of records to maintain a viable system of
government.
Emergency support functions planning is the effort used to
assign roles and responsibilities of the supporting
agencies. During an event that requires mobilization of
multiple agencies, and the need for management and
coordination of those agencies, either at the local, state
and/or regional level, the ESFs provide a structure for
managing the response effort.
Many departments within an organization have either
primary or secondary support roles under the emergency
support functions. Departmental emergency response
planning is the effort used to develop standard operating
guides and/or standard operating procedures for
departments with primary or support responsibilities.
Evacuation planning is the effort to provide the following:
■ Clear agency roles/responsibilities for both small- and
large-scale and point source evacuation scenarios
• Effective situational awareness communication
protocols to determine evacuation areas and
evacuation participation rates
■ Development of consistent and effective warning order
evacuation/shelter-in-place terminology designed to
motivate citizens and tourists to evacuate outward with
a sense of urgency and along advocated routes or
shelter -in-place for those outside the impact zone
■ Tailored time -phased protective action measures, such
as staging and mutual aid activation, to ensure that
populations at risk can be effectively and efficiently
moved out of harm's way and sheltered as needed
■ Identify vulnerable special needs populations
transportation dependent communities, large animal
and pet considerations, additional behavioral
assumptions, critical traffic control points and available
intelligent traffic monitoring systems
■ Easily defined evacuation zones coupled with a public
awareness strategy
■ Zonal evacuation clearance times and/or shelter -in-
place guidance designed for a range of possible point
source, no -notice and terrorist eve phased approach
EXHIBIT A
SCOPE OF SERVICES
The planning effort designed to promote regional
coordination and communications between multiple
jurisdictions to help them prepare and respond to an event
effectively as a region, but also initiate recovery activities
almost simultaneously, while maintaining transparency for
the public and elected officials.
Using a "worst case" scenario, mass care planning
identifies a jurisdiction's strategy and current capabilities
for mass evacuation and sheltering. The evacuation
strategy is designed to take a phased approach,
emphasizing special needs groups in hospitals and
nursing homes and residents without access to
transportation.
The planning effort designed to support the local
jurisdiction in enhancing and maintaining their all -hazards
response capabilities to mass casualty incidents. It is
intended for use during the early hours critical to life-
saving and population protection during terrorist acts
using weapons of mass destruction; chemical, biological,
nuclear, radiological and/or explosive; large-scale
hazardous materials incidents; epidemic disease
outbreaks; and/or natural disasters.
Working closely with a lead volunteer agency such as the
Red Cross, Salvation Army, VOAD or jurisdiction's
Community Emergency Response Team (CERT)
Coordinator, volunteer management planning is the effort
used to document the volunteer programs, training
strategies and available resources already defined under
the CERT through its Citizen Corps.
The planning effort designed as an annex to an
emergency operations plan to support displaced families
in locating and reuniting with their loved ones following a
crisis. It also serves to prevent confusion and disorder by
ensuring the delivery of a single, concise message to the
community and the media.
An assessment of a jurisdiction's emergency management
program against the 63 EMAP standards to identify
potential gaps and deficiencies in order that they may be
remediated in preparation for an assessment by an EMAP
accreditation team.
A planning effort designed to set the course and direction
of a jurisdiction or agency. It defines the vision, mission
and long-term goals, objectives and milestones of the
program.
EXHIBIT A
SCOPE OF SERVICES
Debris management planning is an effort to provide the
jurisdictional structure, guidance and standardized
procedures for the clearance, removal and disposal of
debris caused by a major debris -generating event in the
most cost effective and efficient manner.
A systematic inventory and prioritization of
communications systems including telephones, voicemail,
facsimile, data lines, network access, Internet access,
wireless communications and PDAs, as well as
application software and hardware.
A pre -planning effort for media relations through the
establishment of the Joint Information Center.
development of templates for public information and the
creation of a public information guide.
A risk assessment of the types and amounts of hazardous
materials being transported in and through a jurisdiction
via highway and rail corridors and fixed facilities located
within a jurisdiction.
A planning effort to assess risk, set priorities and develop
an actionable plan that can be readily executed in the
event of an emergency in order to protect a school's
students, faculty, facilities and research, which form the
backbone of the institution.
A systematic approach to train, test and exercise a
jurisdiction's emergency management program and
response capabilities in a non -threatening environment
and identify the work that needs to be done to comply with
FEMA, Homeland Security Exercise Evaluation Program
(HSEEP) and other regulatory guidelines.
SAIC's Integrated Planning and Management System
(IPMS) incorporates functions for baseline, scheduling,
risk management, cost estimating, funds and financial
management, performance analysis and monthly reports,
and what -if analyses. An agency's business processes
determine the way data are managed and define methods
for establishing budget, cost, schedule and technical
baselines. INS was designed to support customized
business processes to measure performance, control
changes and report on status through a series of
functional software modules linked to a central data
repository (CDR).
As part of a full service solution, SAIC has prepared
stand-alone computer based training for individual
customers needs as well as Internet based training to
meet the needs of on demand and geographically diverse
training requirements.
EXHIBIT A
SCOPE OF SERVICES
SAIC's asset management solutions aid leaders in
integration of planning, scheduling, and tracking of
maintenance requirements, enterprise resource planning,
supply chain management, inventory management,
procurement, RFID/UID execution, reference management,
and training management. Highly extensible, our solutions
integrate external financial and resource management
systems.
SAIC provides skilled documentation specialists and
trainers to meet all training and documentation needs,
whether on COTS or custom software.
SAIC has extensive Operations Center Services in local
and federal organizations. These services include:
24/7/365 Support, C41 and Situational Awareness,
Custom Emergency Management System, Classified
Environments.
SAIC has developed a range of customizable SDE/IDEs
to provide portals to our project/program teams that are
web -accessible and managed to provide authorized users
access to all relevant materials/data in a user friendly
environment. In addition to being a knowledge base of
programmatic information, these tools often provide
configuration data, task order management, action
tracking, user forums, deliverable tracking, financial
management, asset information etc. in support of the
program requirements.
Debris Program Management Consulting Services
BDR's experience in disaster field monitoring and management services dates back to 1989, when we
assisted clients in the Caribbean and South Carolina with recovering from Hurricane Hugo. In the 19
years since, BDR has helped more than 177 clients recover from the damaging effects of hurricanes,
tropical storms, floods and ice storms across the country. BDR has successfully managed all phases of
debris removal and associated reimbursement efforts, including the removal of and reimbursement for
over 62 milliozz cubic yards of debris, as well as the demolition of uninhabitable residential structures.
We have assisted local governments in obtaizzing over $2 billiaz iu reinzbursenzezzt funds.
Table D-1: Debris Program Management Consulting Services
Providing the resources, personnel, and experience to
manage all aspects of a disaster recovery project,
including pre -event planning, and post -event
reconstruction and reimbursement services.
EXHIBIT A
SCOPE OF SERVICES
Assisting communities develop the procurement process
and contract documents to retain debris and construction
contractors and negotiating terms and conditions to put
enforceable agreements in place.
Overseeing the debris collection process, including truck
certification, route development, ticket preparation and
documentation for Federal Emergency Management
Agency reimbursable loads.
Monitoring the debris disposal operations including
providing the volumetric measurement of incoming loads,
authorizing tickets and completing the documentation
required for FEMA reimbursable loads.
Designing hazardous material removal programs that
efficiently address specific emergency situations including
animal carcass removal, asbestos -ladened building
material removal, Freon unit removal and paint and,
chemical segregation and removal.
Surveying, documenting and monitoring the removal of
leaning trees, hanging limbs and stumps.
Attaining all documentation and assisting in the
performance of all required testing by federal, state, and
local agencies to support the establishment of Temporary
Debris Storage and Reduction Site locations.
Monitoring and engineering services associated with sand
screening, sand recovery, beach reconstruction, and
dredging operations to restore engineered and natural
beaches.
Reviewing ordinances and laws to ensure that the proper
steps are taken and documented in removing debris from
private property. This includes eligibility reviews, property
surveys, monitoring and providing public information.
Monitoring and providing the documentation of debris
removed from navigable and other inland waterways.
Developing and maintaining databases to document all
field operations to ensure proper contractor payment,
maximum possible reimbursement and proper purchase
order management.
EXHIBIT A
SCOPE OF SERVICES
SAIC provides a wealth of web -enabled data management
system to provide a cradle to grave life cycle data
management for a program or specific disaster.
Architected to meet all industry standards for relational
databases, our systems enable users to easily find the
right data in real time. SAIC has also proven attempt at
creating system that leverage external databases and
provide a single interface to the user using such
techniques as web services.
Advising the general public about important information
regarding procedures associated with debris collection
and removal and providing updates about the operational
progress being made to restore the community.
Our local SAIC IT organization supports the full IT lifecycle
and content management of many FEMA Emergency
Responder websites to include: the Responder
Knowledge Base (RKB), System Assessment and
Validation for Emergency Responders (SAVER), and the
Lessons Learned Information Sharing (LLIS).
SAIC has a proven track record in data acquisition from
systems and sensors and being able to present this data
in a well defined many through a host of application types
and architectures. Once the data is acquired and housed
in a relational database, SAIC also provides the analysis
and trending capabilities that often accompany the
acquisition requirements.
Grant Administration and Management Services
BDR's Financial Recovery Services (FRS) division was established to provide grant funding consultation
both inside and outside the element of disaster. With a keen understanding of Office of Management and
Budget (OMB) regulations, the FRS division seeks to establish accounting systems and internal controls
for its clients to minimize the instance of fraud, waste, abuse, and mismanagement of grant funds. Our
FRS division offers an unprecedented team of experts, with advanced degrees in business, administration,
economics and finance as well as hands-on experience in the field. Funding sources include the FEMA
Public Assistance Program (PA Program), Individual Assistance (IA) program and Hazard Mitigation
Grant Program (HMGP), HUD Community Development Block Grant Program (CDBG), USDA Natural
Resource Conservation Service (NRCS), and many others. We guide our clients through the complexities
of program procedures and requirements, which are often not consistently interpreted by local, state and
federal government agencie,,.
Table D-3: Grant Administration and Management Services
Administering and managing project applications and
programs for disaster reimbursement related to response
and recovery efforts.
EXHIBIT A
SCOPE OF SERVICES
FEMA guidance requires that applicants monitor the
expenditure of funds and document such expenditures in
a manner that will satisfy regulatory audits in the future.
BDR's grant administrators document eligible work in the
field and organize such documentation in an audit ready
format for future review.
Administering an Individual Assistance program is
burdensome and time consuming. BDR assists its clients
with application intake, case management, grant
administration, expenditure monitoring, etc. in order to
minimize the burden with such programs as Individual
Assistance.
Public Assistance is designed to fund costs associated
with temporary and permanent work in eligible FEMA
categories. BDR's team of Public Assistance Contractors
assists our clients with documenting and accounting for
such costs on Project Worksheets.
Providing grant program specialists to assist with the time
consuming process of gathering data and information
required to develop grant applications to various agencies
and programs.
Deploying a team of experienced grant administrators to
document damages sustained during a disaster event in a
format that is acceptable for requesting FEMA Public
Assistance.
Providing grant recipients with an understanding of
funding options and preferences for repairs as they relate
to various grant program eligibility considerations.
Providing grant recipient constituents with a prioritized
plan of action for reconstruction and mitigation projects to
achieve recovery objectives.
Developing program budgets to provide transparency to
grant recipient relating to the local cost share financial
burden and obligations for program participation.
Developing program budgets to allow grant recipients to
meet current obligations with minimum reliance upon
bridge financing.
Deploying procurement experts to provide disaster
contracting guidance to ensure comprehensive scopes,
strict adherence to grant funding requirements and
satisfactory project completion.
EXHIBIT A
SCOPE OF SERVICES
Formalizing a schedule of anticipated project costs to
projected future benefits to establish a quantifiable means
for understanding project value.
Documenting that projects being considered are not only
financially sound, but reasonable to implement and
effective at mitigating future damages.
Providing grant recipients with assurances that private
property access is carried out legally without exposing it to
unnecessary liability.
Utilizing industry best practice to develop property
appraisal and valuation documentation for acquisition
programs.
Ensuring that only legal property owner is consulted for
program acquisition program participation.
Providing citizens with an outlet to ask questions, state
concerns and apply for program participation without
burdening grant recipient staff and facilities.
Facilitating the documentation of meeting notice and
participation, while garnering program participation.
Providing high level of service to citizens without
burdening grant recipient staff with after-hours and
weekend meetings.
Ensuring that acquisition or relocation program
participants are satisfactorily relocated without burdening
grant recipient staff.
Assisting grant recipients with program management to
assure that properties do not degrade to cause blight
during interim purpose phase.
Providing a systematic, third party approach for reaching
amicable terms between citizens and grant recipient.
Dedicating Contractor resources to ensure timely and
efficient closing process.
Storing grant related data in a manner that provides
efficient recall and review during closeout and auditing.
Organizing documents in an efficient manner for easy
access by grant recipient and project stakeholders.
EXHIBIT A
SCOPE OF SERVICES
Ensuring accurate payment to contractors and assigning
incurred costs to funding sources to minimize local cost
share.
Documenting proper regulatory compliance to ensure
maximum reimbursement and avoid fines and site
shutdowns, which slow the recovery process.
Developing scopes of work for grant funding projects,
using key terminology and highlighting awareness of
historical precedence, which maximizes grant funding
opportunity.
Providing insurance specialists to proactively resolve
insurance issues prior to a grant de -obligation.
Assisting clients with developing strategies and
documentation to overturn a de -obligation ruling.
Providing grant recipient with a closeout package that is
organized in a fashion to satisfy grant closeout and
auditing.
Vulnerability /Hazards Identification/Risk Assessment
SAIC has a multidisciplinary team of toxicologists, chemists, ecologists, biologists, engineers, geologists,
modelers, data managers, and environmental scientists providing environmental risk expertise to both the
public and private sectors. Many of our scientists have graduate -level degrees and contribute to the
scientific community by publishing in peer-reviewed journals and participating in presentations at
national conferences of technical and professional organizations.
Table D-4: Vulnerability/ Hazards Identification/Risk Assessment
SAIC's Security & Infrastructure Protection (S&IP) Division
is capable of providing turnkey planning, design,
construction interface, and training for infrastructure
security enhancement projects. Initiating the security
solution is an objective vulnerability assessment (VA)
against industry and government standards, incorporating
threat assessment, facility prioritization, consequence
determination, systems effectiveness, risk reduction and
mitigation, and limitations.
EXHIBIT A
SCOPE OF SERVICES
SAIC has risk assessment staff in offices throughout the
USA that provide retrospective and predictive ecological
risk assessments (ERAs) for Federal, state, and
commercial clients in both aquatic and terrestrial
environments. These ERAs span the range of desktop
screening -level evaluations versus baseline ERAs that
incorporate site-specific biological data. Key aspects of
SAIC's ERAs include use of the latest plant and animal
toxicity data, correct use of exposure assumptions,
adherence to current guidance, public comprehension
and credibility, and significant cost savings.
SAIC has completed CERCLA risk assessments and
RCRA Tier 2 and 3 Risk -Based Evaluations to support
contaminant characterization and cleanup efforts at
several military, industrial, and commercial sites. Staff
includes chemists, biologists, health physicists, engineers,
and industrial hygienists. SAIC has conducted risk
assessments to evaluate chemical and radiological
exposures to humans, as well as to various aquatic and
terrestrial species of fauna and flora. Services include
statistical analysis, development of conceptual site
models, risk calculations, modeling, and derivation of site-
specific cleanup objectives for soil, groundwater, air,
surface water, and sediment.
SAIC has completed 500+ risk assessments, including
screening -level and baseline ecological and human health
assessments, as well as direct health effects
measurement studies of biological receptor populations.
We recognize the importance of clearly quantifying risk to
select the most appropriate level of investigation and
remediation to fully protect potential receptors while
minimizing project schedule and cost. We specialize in
partnering with USACE, customer installations, and
regulators in developing risk-based approaches to
investigations that satisfy the requirements of all
stakeholders. We also excel in developing,
recommending, and receiving regulatory approval for
toxicity levels and cleanup goals for contaminants for
which no toxicity reference value exists, as we did for
mercury in floodplain sediment in TN and beryllium in
sediment in OH. Our risk assessment experience is vast
and diverse, including chemical health effects studies,
radiological risk as well as dose assessments, and
marinelriverine assessments requiring data collection and
monitoring using SCUBA equipment (at Rock Island
Arsenal, IL), multi -beam and single beam bathymetry,
side -scan sonar imaging, acoustic sub -bottom profiling,
sediment profile imaging, towed magnetometer,
underwater video (towed and ROV) imaging, and a variety
of sediment sampling and coring techniques.
EXHIBIT A
SCOPE OF SERVICES
Security and Surveillance
SAIC's Security & Infrastructure Protection (S&IP) Division
has completed municipal water system Vulnerability
Assessments that utilize a pair -wise comparison approach
to identity critical facilities and critical assets needed to
maintain safe drinking water supplies. SAIC's S&IP also
has implemented security enhancements that reduce the
likelihood that a water system could be severely
compromised as a result of a malevolent act. The terrorist
response scenarios developed during VAs can be
incorporated into the Emergency Contingency Plan for
incident response using a "rip and run" philosophy for
Through a combination of in-house capabilities and existing network relationships, the Security &
Infrastructure Protection (S&IP) Division is capable of providing turnkey planning, design, construction
interface, and training for infrastructure security enhancement projects. Initiating the security solution is
an objective vulnerability assessment (VA) against industry and government standards, incorporating
threat assessment, facility prioritization, consequence determination, systems effectiveness, risk reduction
and mitigation, and limitations. Following this VA, strategic security planning is paramount to ensure
local security enhancements are rolled -up into regional and geographic enhancements, providing a
comprehensive, layered solution. The S&IP Division through in-house expertise may integrate
administrative enhancements, physical enhancements, digital security systems, and information
technology (cyber) enhancements as necessary to mitigate risks. The S&IP Division maintains subject
matter experts to plan and conduct VAs, plan and conduct strategic planning, and follow-on program or
project management. Integral to the security work is the long-standing network of engineers to design
physical security enhancements, security specialists to design digital security specialists.
Table D-5: Security and Surveillance Services
Similar to Security Assessments, SAIC's Security &
Infrastructure Protection (S&IP) Division has completed
risk assessments in several ways. First, as an integral
part of a more comprehensive vulnerability assessment
(VA). Second, as a risk mitigation measure, evaluating
the need for a municipal -wide central alarm station and
associated security force. Finally, on a case-by-case
basis to address the immediate need of the client. Direct
S&IP experience includes municipal infrastructure and
agricultural security challenges. Generally, SAIC
experience includes port, aviation, and transportation
security.
EXHIBIT A
SCOPE OF SERVICES
SAIC's Security & Infrastructure Protection (S&IP) Division
maintains a network of internal design capabilities
including classical engineering, digital security systems,
and information technology. SAIC design services include
the potential for incorporating Department of Defense
(DoD) Unified Facilities Criteria (UFC), National Institute of
Standards and Technology (NIST) standards, and best
management practices.
SAIC's Security & Infrastructure Protection (S&IP) Division
has completed municipal water system Vulnerability
Assessments, utilizing pair -wise comparison approaches
to identify critical facilities and assets for maintaining safe
drinking water source, treatment, and distribution. SAIC's
S&IP also has integrated security enhancements design
with administrative and information technology
assessments to reduce the likelihood that a water system
compromise due to a malevolent act.
SAIC's case management solution is a secure, Web -
enabled database application to support national service
organizations in representing veterans for claims to the
VA. Our solution uses role -based security to provide
service officers Internet accessible data entry and
collection, and outputs the necessary forms for
submission to the VA for obtaining benefits due to our
nation's veterans. All information, data, and VA forms are
managed under strict HIPAA guidelines and are only
available to authorized users for updates as necessary —
creating a complete case history — and it is Internet
accessible from anywhere.
Assess security vulnerabilities and develop requirements
for all types of physical security including ports, airports,
transportation, and oil and gas.
Provide design services for physical security systems
including conceptual and detailed design. Use various
design tools to develop optimized solutions.
Provide integrated security solutions using COTS
hardware and software. Systems include video, access
control, CBRN, radar, sonar, PIDS, and command and
control applications.
Provide mobile and transportable surveillance systems on
trucks, trailers, or tripods. Sensors include video, radar,
IR, and other with wireless connectivity. Provide quick
response and gap filling security.
EXHIBIT A
SCOPE OF SERVICES
Environmental Services
Provide integration of COTs Physical Security Information
Management (PSIM) systems that allow one platform to
cover the security enterprise for operator assessment,
control and incident management.
SAIC is passionate about mitigating global climate change. Customers seek our deep domain expertise in
subjects as diverse as environmental and atmospheric sciences, policy analysis, information technology,
and energy-efficient design -build services.
Table D-6: Environmental Services
Technical oversight
Characterization and disposal of radioactive residues
Radiation safety program management
Documentation of site conditions
Radiological surveys
Internal dose assessment calculations to document the
risk and dose to personnel from the contamination
Development of Climate Action Plans and
Sustainability Strategies
General Reporting and Verification
Comprehensive Climate Change Response and GHG
Strategic Planning
Technical guidelines, on transportation emissions,
industrial process emissions, and indirect emissions
EXHIBIT A
SCOPE OF SERVICES
Solutions and Services
■ Environmental Site Investigations
■ Risk Assessment
■ Fate and Transport Modeling
■ Performance Based Remediation
• Radiological D&D
■ Ecosystem Restoration
■ GIS
Site Restoration and Remediation
Due Diligence Assessments
Remedial System Design/Construction
Remedial Process Optimization
0&M
Construction Management
Environmental Compliance
Chemical/Fuels and Waste Management
Regulatory Support/Expert Witness Services
Liability Transfer Model
3rd -Parry Review — Remedial Strategies
Geophysical Services
Logistics, Training and Support
The Logistics, Training and Response Support (LTRS) Division provides multi -functional life -cycle
logistics support and industry-leading training and response support to government and commercial
clients, partnerships, and internal customers. Our highly skilled teams enhance client capabilities in the
areas of acquisition logistics, operational logistics, training programs, and response support.
We have developed and implemented a full suite of customer -focused logistics, training, and chemical,
biological, radiological, nuclear, explosive (CBRNE) response support services at the retail and user
level. This includes life -cycle product development, fielding, operations, and CBRNE incident planning
and response.
Table D-7: Logistics
EXHIBIT A
SCOPE OF SERVICES
We are working to make fuel shortages a thing of the past
by developing new concepts and solutions in "sense and
respond" logistics. For the U.S. Army Logistics
Transformation Agency, we are implementing sensors on
5,000 -gallon fuel tankers and the 10,000 -gallon fuel
storage "bladders" and integrating those sensors into a
prototype "sense and respond" system. Adaptive agents
(actually sophisticated software codes) review sensor
data, compare it with data from command and control
systems and other sources, and decide what supplies
should be ordered and when.
Radio Frequency Identification (RFID) technology can
help fulfill the promises of total asset visibility and in -
transit visibility. At the Fleet Industrial Supply Center
Norfolk, SAIC implemented one of DoD's first fully
integrated passive RFID installations. The system
provides real-time visibility for the more than 150,000
tagged pieces of material that flow through this ocean
terminal annually.
Collecting broken repairable components, also known as
"retrograde material," from combat areas and returning
them to depots is a major logistical challenge. Our staff is
using passive RFID technology and an electronic
retrograde management system to help solve this problem
in Iraq and Afghanistan for the U.S. Navy and Marine
Corps. Their achievements in improving asset visibility -
while dealing with extremely difficult "in -country" and ship
deployment situations - won praise from our customer, the
Naval Inventory Control Point.
Our staff also deployed to Iraq to install equipment that is
mission -critical for airfield operations: instrument landing
systems (ILS) and VHF Omnirange Tactical Air Navigation
(VORTAC) equipment. As a leading supplier and installer
of NAVAIDS equipment for the Air Force, we have
performed over 100 installations at Air Force bases
worldwide. As part of this work, we also perform other
depot -level functions, such as upgrading and maintaining
these systems.
SAIC provides logistical support for MRAP vehicles for the
Joint Program Office (JPO). We support interoperability
testing, orchestrate transportation of the vehicles to
theater, and deprocess in theater. We also support the
MRAP Joint Logistics Integration (JLI) program, providing
in -theater fielding and sustainment of the entire MRAP
fleet of vehicles. The MRAP programs require a strict
delivery schedule on a high volume of vehicles while
maintaining configuration management across multiple
vehicle variants.
EXHIBIT A
SCOPE OF SERVICES
Supportability strategies
Logistics policy development
Supportability analyses
Technical data development
Logistics demonstration integration
Fielding planning
Total package fielding
Configuration management
Automated logistics tool development
Unique identification (UID)
Radio frequency identification (RFID) implementation
Warehouse and asset planning/operation
Property accountability
Equipment maintenance
Transportation planning
Knowledge management
Reset, planning, and management
SAIC is a provider of integrated supply, procurement, and
material handling/physical logistics services, including pre -
expended bin, kitting and storefront management for the
U.S. government. We purchase and deliver a wide variety
of material, ranging from commercial products (facility
maintenance repair and operations goods; defense
equipment for hazardous materials, including chemical,
biological, radiological, nuclear, high -yield explosive) to
weapon system parts (aircraft, tactical/non-tactical/combat
vehicles, and ships/submarines). We currently complete
approximately one million purchase order line item
transactions per year for our customers and are especially
adept at locating sources of hard -to -obtain parts.
Interoperability, Situational Awareness, Command & Control
Table D-8: Interoperability, Situational Awareness, & Command & Control
EXHIBIT A
SCOPE OF SERVICES
Engineering and operational expertise in public safety
communications
Assessment, Infrastructure System Design.
Engineering and implementation of secure voice, V01 P.
video and high speed data and other communication.
Coordination across disciplines MOU's MAA's and
other methods for cross -jurisdictional and inter -agency
SAIC uses Common Approach to Systems Engineering
(CATSE), provides set standards & guidelines to
perform system engineering
Incident Management for Security, Surveillance, Safety
and Emergency Services
Subject matter experts in first responder tools to
assess in real time emergency and incident awareness
Experience working with Sheriff, Fire Departments to
name a few agencies in bringing technical solutions
across agency to manage emergencies
Assessment, Infrastructure System Design ,
Engineering and implementation of secure voice, VOIP,
video and high speed data
SAIC uses Common Approach to Systems Engineering
(CATSE), provides set standards & guidelines to
perform system engineering
Engineering and operational expertise in public safety
communications
Provide assessment, Infrastructure System Design ,
Engineering and implementation of secure LMR
systems.
Coordination across disciplines MOU's MAA's and
other methods for cross -jurisdictional and inter -agency
SAIC uses Common Approach to Systems Engineering
(CATSE), provides set standards & guidelines to
perform system engineering
EXHIBIT A
SCOPE OF SERVICES
■ SAIC provides subject matter experts to set up
organizational structure and communications to
establish emergency control centers
• Experienced in tactical operations systems, firsthand
experience with centers with the National Guard, as
one
SAIC provides senior Program Management with
intimate knowledge and experience with command and
control equipment, software and other command center
operations.
EXHIBIT B Resolution No. 2010—RO375
HOURLY LABOR RATES
Hourly Rates
To the extent that Client requests BDR's assistance, the following positions and hourly rates shall apply.
The fees for these ser\ ices can be provided to Client on a fixed fee or time and materials basis plus
reasonable non -labor expenses. Such non -labor expenses ;hall be invoiced to Client as follows: 1)
Travel expenses including airfare and car rental shall be invoiced at cost, without mark-up; 2) Lodging
and per diem incidentals shall be invoiced up to the per diem rate according to the GSA rates established
at www.gsa.go; 3) Mileage shall be invoiced at the federally published rate; 4) Field documents and
other equipment/supplies shall be invoiced at cost, without mark-up and 5) other required non -labor
expenses as may be applicable to the project and pre -approved by BDR and Client.
Subject Matter Expert
Executive Contractor / Planner / Engineer / Scientist / Assessor / Analyst
Principal Contractor / Planner / Engineer / Scientist / Assessor 1 Analyst
Senior Technical Specialist
Principal -in -Charge /Senior Program Manager
Project/Program Manager
Senior Public Assistance / Grant Management Contractor
Supervising Contractor / Planner / Engineer / Scientist / Assessor / Analyst
Senior Contractor / Planner / Engineer / Scientist / Assessor / Analyst
Public Assistance / Grant Management Contractor
Senior Planner / Engineer / Assessor /Scientist / Analyst
Senior Oracle DBA
Project Manager / Contractor / Planner / Engineer / Scientist / Assessor / Analyst III
Project Manager / Contractor / Planner / Engineer / Scientist / Assessor / Analyst II
Fire/HAZMAT Subject Matter Expert/Trainer
Contractor / Planner / Engineer / Scientist / Assessor / Analyst I
Law Enforcement Subject Matter Expert/Trainer
System Administrator
Program Planner / Engineer / Scientist / Assessor / Analyst
Assistant Planner / Engineer / Scientist / Assessor / Analyst
Engineer / Consulting Aide
Oracle DBA
Project Control Specialist
Engineer / Planning Aide
Engineer /Analytical Aide
Service Center/Logistics Specialist
Research Assistant 11
Administrative Specialist III
Help Desk Operator
Comm. Technician
$244.00
$225.00
$210.00
$205.00
$192.00
$175.00
$175.00
$158.00
$150.00
$150.00
$145.00
$138.00
$135.00
$125.00
$122.00
$115.00
$110.00
$105.00
$100.00
$95.00
$90.00
$85.00
$83.00
$80.00
$75.00
$68.00
$66.00
$64.00
$62.00
$57.00
EXHIBIT B
HOURLY LABOR RATES
Proposal Coordinator
Research Assistant
Administrative Specialist 11
Administrative Specialist
Field Project Manager
GIS Operator
Deputy Field Project Manager
Operations Manager
Data Manager
Field Supervisor
Billing/Invoice Manager
Billing/Invoice Analyst
Disposal Site Monitor
Collection Monitor
Citizen Drop -Off Site Monitor
Project Coordinator
Load Ticket Data Entry Clerk
Call Center Staff
$53.00
$51.00
$48.00
$44.00
$95.00
$78.00
$75.00
$70.00
$65.00
$65.00
$65.00
$60.00
$40.00
$40.00
$40.00
$35.00
$35.00
$35.00
(6))
4E�PR
Contractor: Beck Disaster Recovery, Inc. (BDR)
Client: City of Lubbock, TX (CITY)
Project: Continuity of Operations Planning (COOP)
Effective Date: August _ 2010
Resolution No. 2010—RO375
TASK ORDER NO. 1
The services to be provided ender this Task Order shall be in accordance with the terms and conditions of the
Cooperative Purchasing Agreement between BDR and CITY, dated August , 2010.
Scope of Work:
The CITY and BDR agree BDR shall provide services associated with the development of a Continuity of
Operations/Disaster Readiness Plan using an all -hazards approach. This plan will enhance the City's
capabilities to facilitate the performance of government services during an emergency, regardless of scope and
size. Services also required in this project include a review and assessment of the City's current Continuity of
Operations (COOP) Plan and supporting departmental documents to ensure compliance with federal guidelines
and existing industry standards as well as its interoperability with other City plans as described in the Scope of
Work attached as Exhibit A. Such services shall include the following tasks:
E Phase 1: Project Initiation and COOP Capabilities Assessment
■ Phase 2: Business Impact Analysis
• Phase 3: COOP Vulnerability and Risk Analysis
V. Phase 4: COOP Plan Finalization
Compensation:
The fee for the services under this Task Order shall be based on a fixed fee of one hundred five thousand, four
hundred sixty-one (US $105,461.00) dollars. BDR shall invoice the CITY upon the completion of each phase.
The table below offers a breakdown of the price by project phase:
Project Phase
Cost
Phase 1:
Project Initiation and COOP Capabilities Assessment
$11,961.00
Phase 2:
Business Impact Analysis
$40,017.00
Phase 3:
COOP Vulnerability and Risk Analysis
$17,869.00
Phase 4:
COOP Plan Finalization
$35,614.00
Total Cost or COOP Planning
$105,461.00
Approved by:
BECK DISA$WR RECOVERY, INC.
CITY OF LUBBOCK, TEXAS
N vvr r
Signature: Signature: v
Name: B - tt { para Name: r
Title: C ntract Administrator Title: � r
Date: Ju 13, 2010 Date: g
2301 LUCIEN WAY, SUITE 120, MAITLAND, FL 32757 t 321.441.8500 f 321.441.8501
CITYOF LUBBOCK, TX
TASK ORDER NO. 1
EXHIBIT A
The BDR Team orients personnel from core departments to the COOP process: conducts interviews with key
personnel to gather necessary and appropriate information regarding essential functions. resources, and events;
and develops and implements an effective COOP. The project involves the following phases:
Phase 1: Project Initiation and COOP Capabilities Assessment
During the project initiation and COOP capabilities assessment phase, the BDR Team will focus on
establishing the overarching COOP program. defining the criteria for identifying essential functions,
identifying essential functions by department, and assessing those departments' COOP capabilities.
The BDR Team project manager will kick off the process by meeting with the designated City COOP prgject
sponsor to identify key personnel and the scope of the planning process. Together they will:
a Confirm the project schedule, deliverables, and assumptions;
* Identify participants for the interdepartmental COOP working group sessions;
E Review the COOP survey and instructions for completion;
Agree on COOP documents to be reviewed
COOP Team Working Group Sessions. While the COOP plan serves as a guide during activation and
disaster recovery, a COOP program involves the framework for operational decisions to promote continuity
planning. As such, working group sessions to develop the COOP plan must involve City of Lubbock
departmental leaders with emergency preparedness and management responsibilities. In addition, they should
include representatives from critical infrastructure programs including information technology, budget and risk
management, human resources and administration. These working group participants, referred to in this
document as the COOP Team, often serve as the response team for activation of the COOP plan. The COOP
plan effort will involve two working group sessions with the COOP Team. An experienced BDR Team
facilitator will plan and conduct two (2) half-day sessions on-site.
During this phase, the BDR Team will conduct the first working group session with the COOP Team to
establish key elements of the overarching COOP program. The first session will introduce the COOP Team to
the COOP process and discuss project involvement. They will then work to define the vision, mission and
long-term goals of the City of Lubbock COOP Plan. The remainder of the first session will focus on
developing criteria for determining essential functions, considering time criticality and recovery time
objectives (e.g., within 12 hours, 24-72 hours, 14 days, etc.), emergency priority (supporting citizen and
employee basic needs of food, water, shelter, and medical care, as applicable), administrative priority to
sustain City of Lubbock's infrastructure (fiscal), or other guidelines as determined necessary by the
participants. It also will include a review of policies, procedures, and laws/ordinances relevant to COOP plans.
During the first working group session, the BDR Team will provide the COOP Team with a workbook that
forms the foundation of the City of Lubbock COOP Plan and reflects the unique policies and characteristics of
the organization. This workbook will focus on the following elements: criteria for prioritizing essential
functions and the requirements for alternative work sites.
The second working group session will be held during Phase 3: COOP Vulnerability and Risk Analysis,
addressed on page 4 of this section.
COOP Surveys. The BDR Team will provide the COOP project sponsor a survey and instructions to be
distributed to the City of Lubbock departments for information -gathering purposes. The COOP project
sponsor will collect and return the completed worksheets to the BDR Team prior to Phase 2. This information
will be used to determine who to include in the interview process and will provide a foundation for the
interview process.
CITYOF LUBBOCK, TX
TASK ORDER NO. l
EXHIBIT A
Phase 2: Busi ct Analysis
The Business Impact Analysis (BIA) phase will focus on defining core operations so that critical processes and
resources can be identified and prioritized. Critical resources include the personnel, facilities, equipment,
supplies, records, and systems required to perform the City of Lubbock's essential functions.
Document Review. In preparation for on-site consultations with each City department, the BDR Team will
review relevant emergency management -related documentation provided by the City.
Consultation with Departments. Upon completion of Phase 1 and the Phase 2 document reviews, the BDR
Team will use results of the COOP survey to identify key City of Lubbock employees in each department for
the consultations. The BDR Team will also use results of the COOP survey to gather information necessary to
identify and address lines oP succession and authority, essential functions, staffing requirements, alternate
facilities and vital documents/records. The compilation of critical lists produced from the survey information
will serve as the foundation for the consultation, providing the BDR Team with an understanding of the roles
and responsibilities of each department. These critical lists are incorporated with the COOP plan, so it is
important to ensure the integrity and accuracy of* the data provided by the departments.
During the consultations, the BDR Team will assist the City of Lubbock departments with prioritizing essential
functions and identifying the time criticality and recovery time objectives associated with these functions. The
operational impact of the loss o1' the essential functions will also be documented. BDR will conduct
consultations with up to fifty-one (51) key departments and personnel.
Phase 3: COOP Vulnerability and Risk Analysis
Risk analysis and mitigation are key components in disaster preparedness. The COOP Vulnerability and Risk
Analysis phase will document and prioritize the vulnerabilities and risks noted during on-site inspections of up
to rive City of.' Lubbock's primary operating facilities, and identify overall priorities for the COOP plan, as
well as continuity plans for each department.
The COOP vulnerability and risk analysis will support the City of Lubbock's understanding of critical resource
vulnerabilities and the development or' a mitigation plan that minimizes the risk of losing a critical resource.
This analysis will take into account hazard identification and risk assessment in terms of natural and man-made
hazards that may face each department and mission -critical asset. In addition, the analysis will identify risks
related to the facility, personnel, systems, equipment and records.
Each department will complete a department risk worksheet to identify risks affecting departmental
performance and rate the risks according to the severity of vulnerability or' each risk. The BDR Team will also
conduct a cursory facility inspection of up to five of the City's primary operating facilities following
completion of the facility risk worksheet, which will examine building -specific COOP risks. Deliverables
associated with the COOP vulnerability and risk analysis phase set the stage for developing a COOP plan that
addresses the highest priority hazards and vulnerabilities.
During Phase 3, the BDR Team will facilitate a second working group session with the COOP Team to review
the results of the BIA and COOP vulnerability and risk analysis. Overall priorities for the COOP effort will be
identified during this working group session, as well as specific appendices for each City department. The
plans, accompanied by actionable checklists to follow during an emergency, will identify the essential COOP
plan elements at the departmental level.
The COOP checklists are important components in the implementation oi' operational plans and procedures to
be used during an event for a timely and orderly response and recovery. The checklists address continuation of
essential functions in a time -phased operational approach to ensure a smooth transition from response through
recovery. The checklists address response (activation and relocation zero -12 hours), stabilization (alternate
operating facility operations), and recovery (reconstitution - termination and return to normal operations).
CITYOF LUBBOCK, TX
TASK ORDER NO. I
EXHIBIT A
Phase 4: COOP Plan Finalization
The COOP finalisation phase will pull the process together in a set of planning documents designed for use in
responding to a "disaster" event facing the City of Lubbock. During this phase, the BDR Team will develop a
draft version of the City's COOP base plan as well as a draft version of each of the 51 departmental annexes.
The City will be provided adequate time to review the COOP documents and suggest changes to the BDR
Team. Following the receipt of all City changes, the BDR Team will produce the final City of Lubbock COOP
Plan, including all 51 annexes, and conduct an on-site meeting with the City to review the actionable COOP
checklists with the COOP Team. During this meeting, the BDR Team will also discuss COOP implementation
at the departmental level and review the strategy for effective plan maintenance.
Exhibit 1: COOP Finalization Phase Deliverables
Continuity of The Continuity of Operations Plan provides operational concepts
Operations Plan relating to various emergency situations, identities composition of the
COOP Team and describes the overall responsibilities of the COOP Team
for responding to the scenario of an unscheduled business -disrupting
event. The basic plan reflects the overarching COOP program for the
City, as defined during the working group sessions.
The plan addresses the critical components of COOP including —
succession of leadership for key City positions, identification of alternate
recovery site(s) for the operation, guidelines for the preservation of vital
records and prioritization of essential functions for the City.
In addition, the plans provide the steps involved with recovery from a
given catastrophic event that would deny access to the critical sites for
operations. This part of the plan is in a "checklist" format, as it has been
shown that the most effective way to implement emergency response
procedures is with the use of specific checklists of 'Things to Do'. These
"checklists" must be concise, complete and readily available.
Departmental Appendices: Contains the critical elements of COOP
planning for each of the fifty-one departments included in the process.
This includes information on essential functions, resource requirements to
support essential functions, orders of succession, delegation of authority,
key personnel, and alternate facilities.
Glossary — Contains a listing of the terms and acronyms that are
contained in the various project deliverables and in conjunction with
business continuity /disaster readiness planning.
Assumptions and Constraints
This project is based on the following key assumptions and constraints. Deviations that arise during the
proposed project will be managed through a standard change control process.
Project Sponsor. The City will assign a primary point of contact to serve as project sponsor to address
administrative and functional issues.
Confidentiality Policies. BDR uses only pre -approved designated personnel who have signed the non-
disclosure or confidentiality statements, if required. BDR follows its documented internal procedures and
protocols for protection of confidential materials collected from the City. BDR established these internal
procedures to meet requirements by federal, state, and local governments to provide protection of critical
infrastructure data.
3 ;) oMZ
CITYOF LUBBOCK, TX
TASK ORDER NO. l
EXHIBIT A
Access to Materials/Plans. Documentation pertinent to the critical operations of each department should
be made available to the BDR Team for review, upon request, in electronic format.
Access to Ked Personnel. Availability of City subject matter experts (SMEs) is critical to obtaining the
information required for the overall success of this project. Inl'ormation presented by the SMEs will be
accepted as factual and no confirmation will be made.
Deliverables. BDR agrees to deliver the following:
o Electronic copies of the interim draft deliverables during the planning process
o One (1) printed and bound color copy of the City of Lubbock COOP Plan
o One (1) printed and bound color copy of each of the 51 COOP Departmental Annexe,
o One (1) compact disc containing the files for the final COOP Plan and COOP Departmental Annexes
deliverables in electronic file format
Work Location/ Meeting Space. The City will provide meeting room space to conduct the COOP
kickoff meeting, COOP Planning Team working group sessions, COOP on-site departmental
consultations, and the COOP plan implementation meeting. BDR performs work off-site at BDR offices.
except when required to be on-site for meetings.
Project Schedule
It is possible for the BDR Team to complete the COOP process within seven months from the date of contract
execution with active participation from City of Lubbock. The BDR Team will work with the City of Lubbock
to determine it' the following delivery schedule, or a more phased approach, would be appropriate given the
City's priorities and operational considerations. Exhibit 3 shows the time required by the City of Lubbock
personnel for participation in associated activities and the time required to complete each project phase.
Exhibit 3: Project Schedule
Phase 1: Project Initiation and COOP
Capabilities Assessment
a Project kick-off meeting
■ Distribute and complete surveys
■ Conduct first working group session
Phase 2: Business Impact Analysis
■ Document review
■ Surveys returned to COOP project sponsor
■ Complete draft essential function lists
■ Conduct and document on-site consultations
■ Deliver final draft essential function lists
Participate in kick-off
meeting (I hour)
COOP Team working group
session (2-4 hours)
Complete surveys (1-2
hours per survey)
Participate in on-site
consultations (1-2 hours)
4-6 weeks
6-8 weeks
I ��
CITYOF LUBBOCK, TX
TASK ORDER NO. I
EXHIBIT A
t'hase Tasks
City of Lubbock
o
Participation
Phase 3: COOP Vulnerability and Risk
Department risk
4-6 weeks
Analysis
management worksheet
Conduct on-site visit to facilities
(I hour per department)
Conduct second working group session
Facilities manager risk
Deliver COOP vulnerability and risk analysis
Worksheet (1 hour per
findings report
facility)
COOP Team working group
(2-4 hours)
Phase 4: COOP Plan Finalization
Review draft plans (1 hour)
2-4 weeks
Collect changes to essential function lists
Participate in COOP plan
Deliver draft and final COOP plan
walk-through (2 hours)
Conduct COOP walk-through/plan
implementation Session
Resolution No. 2010—RO375
• I
"4E�PR
TASK ORDER NO. 2
Contractor: Beck Disaster Recovery, Inc. (BDR)
Client: City of Lubbock, TX (CITY)
Project: Continuity oi' Operations Planning (COOP), Testing and Exercises Phase
Effective Date: August , 2010
The services to be provided under this Task Order shall be in accordance with the terms and conditions of the
Cooperative Purchasing Agreement between BDR and CITY, dated August . 2010.
Scope of Work:
The CITY and BDR agree BDR shall provide services associated a series of tests and exercises of the
Continuity of Operations Plan as described in the Scope of Work attached as Exhibit A.
Compensation:
The fee for the services under this Task Order shall be based on a fixed fee of twenty five thousand, nine
hundred seventy (US $25,970.00) dollars. BDR shall invoice the CITY upon the completion of the phase.
The table below offers a breakdown of the price by project phase:
Approved by:
BECI
Signa
Name
Title:
Date:
CITY OF LUBBOCK, TEXAS
Signature: J% -
Name: Ce.
Title:
Date:
2301 LUCIEN WAY, SUITE 120, MAITLAND, FL 32757 t 321.441.8500 f 321.441.8501
Proiect Phase
Cost
Phase 5: Testing and Exercises
$25,970.00
Approved by:
BECI
Signa
Name
Title:
Date:
CITY OF LUBBOCK, TEXAS
Signature: J% -
Name: Ce.
Title:
Date:
2301 LUCIEN WAY, SUITE 120, MAITLAND, FL 32757 t 321.441.8500 f 321.441.8501
CITYOF LUBBOCK, TX
TASK ORDER NO. 2
EXHIBIT A
Phase 5: Testing and Exercises
Regularly scheduled exercises are critical to ensuring that the COOP plan can be executed in times of an
emergency. Exercising is one of the most effective ways to discover and document necessary modifications.
A testing and exercise program should be progressive in nature, building from simple, individual tasks to
complex, multi -organizational interactions. The program should contain activities that build on training and
improve capabilities through a series of tests and exercises.
Testing of COOP capabilities is essential to demonstrating and improving the ability of organizations to
execute their COOP plan. Testing serves to validate, or identify for subsequent correction, specific aspects of
the COOP plan, policies, procedures, systems, and facilities. Periodic testing also helps ensure that equipment
and procedures are maintained in a constant state of readiness.
Exercises are conducted for the purpose of validating elements of the COOP plan, both individually and
collectively. Exercises should be realistic rehearsals/simulations of an emergency, in which individuals and
organizations demonstrate the tasks that would be expected of them in a real event. They should provide
simulations that promote preparedness; improve the response capability of individuals and organizations;
validate plans, policies, procedures and systems; and determine the effectiveness of the command, control, and
communication functions, and event scene activities. Exercises may vary in sire and complexity to achieve
different objectives. Various types of exercises include: drills or system tests, tabletop exercises, functional
exercises, and i'ull-scale exercises.
Approximately four to six weeks after the COOP plan has been finalized (it' the City elects to include the
optional training phase), BDR recommends conducting a tabletop exercise to provide an opportunity for key
personnel to work through a realistic scenario, such as a fire, explosive event, or flooding, that will render City
offices inoperable. The BDR Team will follow FEMA's guide for developing an exercise plan (Emergency
Management Institute, IS -139, Exercise Design) and the Homeland Security Exercise and Evaluation Program
(HSEEP) to develop exercise plans for the tabletop exercise.
The BDR Team will work with the COOP project sponsor to define a realistic scenario that could affect City
of Lubbock's ability to provide service. Often the BDR Team develops scenarios in which department leaders
are absent due to the emergency to test the effectiveness of succession plans, delegation of authority, and
employee backups for key employees.
BDR will facilitate two planning conferences with the City Exercise Design Team to develop documents that
will be used for the exercise planning process and the conduct of the exercise. The conferences will serve as
an important element for the development of the exercise tailored to the specific needs of the City.
Initial Planning Conference
The purpose of the Initial Planning Conference (IPC) is to review the proposed exercise concept, confirm
i'uture dates and confirm purpose, scope, target capabilities, objectives, narrative, exercise methodology and
implementation requirements. The tabletop exercise will be designed in such a way that objectives and
measurable indicators are consistent with HSEEP standards, policies and procedures. BDR recommends
conducting the IPC as an on-site meeting with the City of Lubbock Exercise Design Team.
Final Planning Conference
The purpose of the Final Planning Conference (FPC) is to provide a working session for exercise planning
discussion and to allow the Exercise Design Team the opportunity to review and approve the exercise
documents prepared by BDR. During this conference, the Exercise Design Team will review and provide final
feedback on the Situation Manual (SITMAN), Exercise Evaluation Guides (EEGs), support requirements and
additional evaluation materials.
This conl'erence will serve as a pivotal point in the exercise development process. The BDR Team will use
pre -developed checklists to ensure that remaining exercise details have been addressed. The Exercise Design
CITYOF LUBBOCK, TX
TASK ORDER NO.2
EXHIBIT A
Team will also confirm the established timeframe for the conduct of'the exercise and provide additional input
related to the exercise logistics. BDR will conduct the FPC via conference call with the City of Lubbock
Exercise Design Team.
Exercise Registration
BDR will provide fbr registration of' exercise participants, observers, evaluators, and media on the day of the
exercise.
Exercise Facilitation
BDR will design the tabletop to engage City participants during a compressed timeframe. BDR tabletop
exercises typically last a total of four (4) hours: three (3) hours of active exercise participation and one (1)
hour of hot wash — debriefing with participants. After four (4) hours, participants are usually emotionally -
drained and often experience diminishing returns with each additional hour. BDR recommends wrapping up
the exercise while participants are still `fresh' enough to provide meaningful exercise evaluation. The hot
wash immediately following the exercise is vital to recording the findings and exercise evaluation. BDR meets
with the Evaluators after the hot wash to share the team findings as a group. This discussion serves as the
foundation for the exercise evaluation and continued improvement phase.
The BDR Team will provide one (1) Lead Facilitator and two (2) Facilitator/Evaluators for the exercise. The
Lead Facilitator will oversee the actions of exercise functions/operations and serve as the point of contact for
issues relating to the exercise. BDR assumes there will be no more than thirty (30) participants at the exercise
and will provide thirty-five (35) total sets of exercise materials (extra sets may be given to observers).
After -Action Report and Improvement Plan Template
At the end of the exercise, the BDR Team will prepare an After Action Report (AAR). The AAR will
document the goals and objectives; provide a synopsis of the exercise and an analysis of mission outcomes and
critical task performance; and offer recommendations for remediation and conclusions.
BDR will deliver the dral't AAR within four (4) weeks of the exercise and conduct an After -Action Conference
with the Exercise Design Team and key participants. During this conference, the City will establish its
Improvement Plan (IP) Matrix, committing to actions and timeline~ to remedy deficiencies identified in the
exercise. BDR will finalize the IP matrix within two (2) weeks, following the After -Action Conference.
The tabletop exercise deliverables will serve as a guide for the City to develop and conduct future tests and
exercises on its own, as needed.
Exhibit 2: Testing and Exercises Phase Deliverables
Description
Deliverable
Testing and Exercise
The testing and exercise strategy documents the recommended training and
Strategy Document
exercise program for the organization, including the type and frequency of
tests and exercises.
Tabletop Exercise Plan
The exercise plan defines the purpose, narrative, scope, references
(materials needed during test), assumptions, artificialities and simulations,
objectives, staffing, rules and procedures, safety and security,
administrative and logistical support requirements, site preparation, and job
aids needed for tabletop exercises.
Tabletop Exercise
The evaluation plan provides a standard format for performing the exercise
Evaluation Plan
evaluation and documentation during the exercise.
Tabletop Exercise Player
Each active participant will receive a workbook during the exercise.
Handbook
CITYOF LUBBOCK, TX
TASK ORDER NO. 2
EXHIBIT A
After -Action ReportI BDR will develop an After -Action Report to document the exercise and
lessons learned.
Project Schedule
Exhibit 3 shows the time required by the City of Lubbock personnel for participation in associated activities
and the time required to complete each proiect phase.
Exhibit 3: Project Schedule
'LubbockDuration
Participation
Phase 5: Testing and Exercises (Optional)
Exercise Design Team (4-6
4-6 wecks
■ Design tabletop exercise plan and materials
hours)
■ Print all tabletop exercise materials
Participants (5-6 hours)
Conduct onsite IPC session
Conduct FPC session via conterence call
Facilitate tabletop exercise
Conduct Hot Wash
■ Prepare Atter-Action Report
Present tabletop exercise findings