CC SR 20250218 G - MOU for Peninsula Hazard Mitigation Plan
CITY COUNCIL MEETING DATE: 02/18/2025
AGENDA REPORT AGENDA HEADING: Consent Calendar
AGENDA TITLE:
Consideration and possible action to prepare a Peninsula-wide Multi-Jurisdictional
Hazard Mitigation Plan.
RECOMMENDED COUNCIL ACTION:
(1) Authorize the Mayor to sign the Memorandum of Understanding (MOU)
between the cities of Palos Verdes Estates, Rancho Palos Verdes, Rolling Hills,
and Rolling Hills Estates for the preparation and cost sharing of the Palos
Verdes Peninsula Multi-jurisdictional Hazard Mitigation Plan (MJHMP) Update;
and
(2) Affirm spending $37,600 as budgeted in Fiscal Year (FY) 2024-25 as the City’s
share in the cost to prepare the MJHMP by Black and Veatch (B&V) Consulting
based on a Professional Service Agreement (PSA) administered by the City of
Rolling Hills Estates.
FISCAL IMPACT: B&V’s total cost proposal to develop the MJHMP is $250,672. The
City of Rolling Hills Estates was awarded and will directly manage a Hazard Mitigation
Grant through CalOES/FEMA to fund 75% of the cost or $188,004. The four Peninsula
cities will fund the remaining 25% or $62,668 through the following cost allocation formula
developed by the Peninsula cities in 2016 based on dwelling units, population, and land
area. VR
COST ALLOCATION FORMULA
FOR PROJECT PROPOSAL AMOUNT (25%
GRANT SHARE): $62,668
Member Percentage Cost Share
City of Palos Verdes Estates 20% $12,533.60
City of Rancho Palos Verdes 60% $37,600.80
City of Rolling Hills 7% $4,386.76
City of Rolling Hills Estates 13% $8,146.84
The City’s cost share of $37,600 was budgeted in the FY 2024-25 Operating Budget
and does not require an additional appropriation.
Amount Budgeted: $50,000
Additional Appropriation: N/A
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Account Number(s): 101-400-1430-5101 VR
ORIGINATED BY: Lubna Mohammad, Emergency Management Coordinator
REVIEWED BY: Catherine Jun, Deputy City Manager
APPROVED BY: Ara Mihranian, AICP, City Manager
ATTACHED SUPPORTING DOCUMENTS:
A. Peninsula Cities MOU for a MJHMP (Page A-1)
B. Exhibit A: B&V Cost Proposal for PVP MJHMP (Page B-1)
BACKGROUND:
State and local government agencies are required to prepare comprehensive disaster
mitigation plans such as a Local Hazard Mitigation Plan (LHMP) per the Federal Disaster
Mitigation Act of 2000 (DMA), in order to be eligible for hazard mitigation grant funding.
A LHMP contains information about the type of hazards a community faces, and the
actions that can be taken to reduce its vulnerability to those hazards. Examples of hazards
identified in the Plan include earthquake, fire, tsunami, earth movement, hazardous
materials events, human-caused events, utility related events, and cyber terrorism.
The LHMP is designed to identify mitigation efforts that could have the following benefits:
• Reduce loss of life and property, environmental harm, economic disruption, and
disaster costs.
• Prioritize hazard mitigation at the local level with increased emphasis on planning
and public involvement, assessing risks, implementing loss reduction measures,
and ensuring critical facilities/services survive a disaster.
• Promote education and economic incentives to form community -based
partnerships and leverage non-federal resources to commit to and implement long-
term hazard mitigation activities.
LHMPs are long-term strategies to reduce disaster losses and break the cycle of disaster
damage, reconstruction, and repeated damage. The LHMP goes through an update every
five years. Mitigation plans must be reviewed and updated, formally approved by fede ral
and state governing bodies, and then formally adopted by the local governing body
(City/Special District) as part of receiving approval.
Over the last several LHMP update cycles, the cities of Rolling Hills Estates and Rancho
Palos Verdes partnered to develop and maintain a MJHMP for their two jurisdictions. The
last update to that Plan was approved in 2020. The plan must be updated every 5 years,
with the current version expiring in November 2025
DISCUSSION:
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In spring of 2024, staff identified an opportunity for all four Peninsula cities to collaborate
on preparing one Peninsula-wide MJHMP update in 2025 and received direction from the
Peninsula Public Safety Committee (PPSC) to pursue the joint effort and apply for grant
funding. The PPSC is comprised of two City Council Members from each of the four
Peninsula cities and oversees regional emergency preparedness and cross-jurisdictional
public safety project collaborations.
The PPSC appointed an Ad-Hoc Committee that will guide important phases of the
MJHMP development. Additionally, it was identified for the MJHMP Update to incorporate
the two Geologic Hazard Abatement Districts (GHAD) - Klondike Canyon Land
Abatement District and Abalone Cove Landslide Abatement District - both located in the
City of Rancho Palos Verdes. The GHADs are special districts that could also benefit from
this process by making them eligible to receive future grant funding for their landslide
mitigation efforts, from state and federal emergency management agencies such as
CalOES and FEMA.
In the fall of 2024, the City of Rolling Hills Estates, acting as the lead agency, applied for
and received a Cal OES/FEMA reimbursable grant award in the amount of up to $349,298
for the development of the MJHMP through an emergency planning consultant. There is
a local match of 25% of the total approved project cost that would be shared by the
Peninsula cities based on a cost share formula discussed under the Fiscal Impact section
of this report.
Staff prepared a Request for Proposals (RFP)to prepare the MJHMP and received seven
proposals by the deadline of December 10, 2024. Three firms were selected to be
interviewed by the Ad-Hoc committee and their respective City Managers, held on
January 23, 2025: Constant Associates ($334,404), B&V ($250,672), and Michael Baker
International ($249,420). B&V was selected as the emergency consulting firm that best
met the needs and expectations of this project, with the project team’s familiarity with
GHADs, specific Palos Verdes-region hazards (i.e. landslides and wildfires), and
extensive experience in collaborating with Cal OES/FEMA. Reference verification
confirms the firm’s ability to develop comprehensive emergency plans including MJHMPs.
A MOU for the MJHMP was prepared and reviewed by each City’s respective legal
counsel (Attachment A) and is being presented to each City Council for approval to
proceed.
The City of Rolling Hills Estates will serve as the lead agency for the project, as detailed
in the MOU and will directly enter into a PSA with B&V and will coordinate with other
participating cities. The MJHMP is expected to take several months to complete and will
include community meetings for important public input. The MJHMP must be ultimately
approved by Cal OES/FEMA and adopted by each City’s governing body and the two
GHADs in Rancho Palos Verdes. City staff will return to the City Council at a future
meeting for approval and adoption of the MJHMP. The schedule will be finalized over the
next couple months in coordination with all four cities and the GHADs.
CONCLUSION:
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The City Council is being asked to authorize the Mayor to sign the MOU between the
other three Peninsula Cities and affirm spending $37,600 budgeted for this project in FY
2024-25.
ALTERNATIVE:
In addition to the Staff recommendation, the following alternative actions are available for
the City Council’s consideration:
1. Direct staff not to sign the MOU thereby choosing not to proceed with the
preparation of a MJHMP with the other three Peninsula Cities, and to pursue
preparing a Citywide HMP.
2. Direct staff to take another course of action.
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MEMORANDUM OF UNDERSTANDING BETWEEN THE
CITIES OF PALOS VERDES ESTATES, RANCHO PALOS
VERDES, ROLLING HILLS, AND ROLLING HILLS
ESTATES RELATING TO COST SHARING FOR THE
DEVELOPMENT OF A MULTI-JURISDICTIONAL
HAZARD MITIGATION PLAN UPDATE
THIS MEMORANDUM OF UNDERSTANDING (“MOU”) is effective as of _________,
2025, between the CITY OF PALOS VERDES ESTATES, a municipal corporation (“Palos
Verdes Estates”), the CITY OF RANCHO PALOS VERDES, a general law city & municipal
corporation (“Rancho Palos Verdes”), the CITY OF ROLLING HILLS, a municipal corporation
(“Rolling Hills”), and the CITY OF ROLLING HILLS ESTATES, a municipal corporation
(“Rolling Hills Estates” or “Lead Agency”). Each of the foregoing cities may be referred to
individually as a “Member” and collectively as the “Members.”
RECITALS
A. The cities of Palos Verdes Estates, Rancho Palos Verdes, Rolling Hills, and Rolling
Hills Estates are all located on the Palos Verdes Peninsula.
B. The Federal Disaster Mitigation Act of 2000 (“DMA”) established requirements
for state and local government agencies to prepare comprehensive Disaster Mitigation Plans to be
eligible for hazard mitigation grant funding. The DMA aims to control federal costs associated
with disaster assistance while prioritizing hazard mitigation at the local level.
C. A Local Hazard Mitigation Plan (“LHMP” or “Plan”) is a long-term strategy to
reduce disaster losses and break the cycle of disaster damage, reconstruction, and repeated damage.
An LHMP must be updated at least every five years. A LHMP must be reviewed and updated,
formally approved by federal and state governing bodies, and then formally adopted by the local
governing body (city/special district).
D. Over the last several LHMP update cycles, the cities of Rolling Hills Estates and
Rancho Palos Verdes have partnered to develop and maintain a Multi-Jurisdictional Hazard
Mitigation Plan.
E. All four Peninsula cities desire to collaborate for the next LHMP update in 2025.
F. The cities also desire in the next Plan update to incorporate two Geologic Hazard
Abatement Districts (“GHADs”): Klondike Canyon Land Abatement District and Abalone Cove
Landslide Abatement District, which are located in the City of Rancho Palos Verdes. These
GHADs are special districts that could also benefit from the planning process and the Plan, which
would enable them to receive grant funding from state and federal emergency management
agencies such as the Governor’s Office of Emergency Services (CalOES) and the Federal
Emergency Management Agency (FEMA).
G. The Members have reviewed the proposal from and desire to enter into a contract
(“Contract”) with Black & Veatch (“Consultant”) to assist in the preparation of the 2025 update to
the LHMP at a cost not to exceed $252,672 without the approval of the Members.
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H. The Members further desire to divide the costs of the Consultant Contract as
provided in this MOU.
AGREEMENT
NOW, THEREFORE, in consideration of the promises, terms, conditions and covenants
contained herein, the parties agree as follows:
1. Recitals Incorporated. The recitals are incorporated by reference and made a part
of this MOU, as are the attached exhibits.
2. Purposes. The purposes of this MOU are to cooperatively fund the services of the
Consultant to prepare the updated 2025 LHMP and to administer the Consultant Contract.
3. Initiation and Term.
(a) Initiation of MOU. Upon approval of the MOU by any Member, and
provided that within 60 days of such action, at least two (2) other Members including the Lead
Agency have approved the MOU, this MOU will become effective.
(b) Effective Date of MOU. This MOU will become effective on the last date
to occur of the following: (i) the approval of the MOU by at least three (3) members, and (ii) Lead
Agency executing the Consultant Contract (“Effective Date”).
(c) Term. The MOU will remain in effect from the Effective Date until
termination in accordance with Section 9, and the termination of the Consultant Contract.
4. Lead Agency. The City of Rolling Hills Estates agrees:
(a) Consultant Contract. To enter into the Consultant Contract. The other
Members will not be in privity of contract with the Consultant, and the Lead Agency relies on the
Members to fulfill their obligations under this MOU. The Lead Agency will notify the other
Members in writing at least 10 days prior to any proposed change to the Contract.
(b) Invoice. To invoice the Members in amounts not exceeding the invoice
amounts shown in Exhibit A.
(c) Expenditure. To utilize the funds deposited by the Members only for the
administration of the Contract.
(d) Accounting. To provide an accounting of the Contract costs and to provide
such accounting to the Members within 60 days following (i) the end of each fiscal year (June 30)
that this MOU remains in effect, (ii) the withdrawal of any Member, (iii) the termination of the
Agreement, or (iv) the request of any Member.
(e) Reports. To provide to the Members periodic reports concerning the
development of the draft updated LHMP, at such frequency as the Members may mutually agree.
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5. Duties of All Members. The Members agree:
(a) Payment. To pay to the Lead Agency their proportional share of the
Contract as shown in Exhibit A. The cost estimates presented in Exhibit A have been agreed upon
by the Members and are subject to changes in the actual cost of the Consultant Contract. The
percentages to be paid by each Member under the Cost Allocation Formula (“Formula”) are as
follows:
COST ALLOCATION FORMULA
(FORMULA)
Member Percentage
City of Palos Verdes Estates 20%
City of Rancho Palos Verdes 60%
City of Rolling Hills 7%
City of Rolling Hills Estates 13%
(b) Documentation. To make a good faith effort to cooperate with one another
to achieve the purposes of this MOU by providing all requested information and documentation in
their possession and available for release to the Consultant that is deemed necessary by the
Members to implement the Contract.
(c) Access. To allow reasonable access and entry to the Consultant, on an as
needed basis during the term of this MOU, to each Member’s public property to achieve the
purposes of this MOU and the Contract.
6. Obligation for Debts and Liabilities.
(a) Except as otherwise specifically provided in this MOU, no Member will be
individually responsible for any of the debts, liabilities or obligations of any other Member, nor
will they have any liabilities under the Consultant Contract, but they will be responsible for paying
the Lead Agency so that the Lead Agency can manage the Consultant and the preparation of the
updated LHMP.
(b) This MOU does not create any legal entity under the Joint Exercise of
Powers Act (Govt. Code Sec. 6500 et. seq.) or any other law, which would authorize the execution
of contracts, provide the right to sue or be sued, or which would otherwise create a separate legal
entity under the laws of California. Instead, this MOU establishes a mutual understanding to carry
out a project beneficial to existing governmental entities to promote public health and safety.
7. Indemnification.
(a) Generally. Each Member agrees to indemnify, defend, and hold harmless
each other Member, including its elected and appointed officers, employees, agents, attorneys, and
designated volunteers from and against any and all liability, including, but not limited to demands,
claims, actions, fees, costs, and expenses (including reasonable attorney’s and expert witness fees),
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arising from or connected with the respective acts of each Member arising from or related to this
MOU; provided, however, that no Member is obligated to indemnify another Member for that
Member’s own negligence or willful misconduct.
(b) Government Code Section 895.2. In light of the provisions of California
Government Code section 895.2 imposing certain tort liability jointly upon public entities solely
by reason of such entities being parties to an agreement (as defined in Section 895 of the
Government Code), each of the Members, pursuant to the authorization contained in Government
Code sections 895.4 and 895.6, agrees to assume the full liability imposed upon it or any of its
officers, agents, or employees, by law for injury caused by any act or omission occurring in the
performance of this MOU to the same extent such liability would be imposed in the absence of
Government Code section 895.2 . To achieve the above stated purpose, each Member agrees to
indemnify, defend, and holds harmless each other Member for any liability, cost, or expense that
may be imposed upon such other Member solely by virtue of Government Code section 895.2.
The provisions of Section 2778 of the California Civil Code are made a part of this MOU as if
incorporated herein.
(c) Privileges and Immunities. All of the privileges and immunities from
liability, exemptions from laws, ordinances, and rules, all pension, relief, disability, worker’s
compensation, and other benefits which apply to the activity of officers, agents, or employees of
any Member when performing their respective functions within the territorial limits of the
Member, will apply to them to the same degree and extent while engaged in the performance on
any of their functions and duties extraterritorially under this MOU.
8. Disputes. Each Member will have a reasonable opportunity to assert matters which
it believes have not been undertaken in accordance with the MOU, to explain the basis for such
assertion, and to receive from the other Member a justification of its position on such matters. If,
on the basis of the Members’ review of any terms of the MOU, any Member concludes that another
Member has not complied in good faith with the terms of the MOU, then such Member may issue
a written “Notice of Non-Compliance” specifying the grounds therefore and all facts
demonstrating such non-compliance, which Notice will be served on the alleged noncompliant
Member along with all other Members. The alleged noncompliant Member will have 30 days to
cure or remedy the non-compliance identified in the Notice of Non-Compliance, or if such cure or
remedy is not reasonably capable of being cured or remedied within such 30-day period, to
commence to cure or remedy the non-compliance and to diligently and in good faith prosecute
such cure or remedy to completion. If the Member receiving the Notice of Non-Compliance does
not believe it is out of compliance and contests the Notice, it may do so by responding in writing
to the Notice within 30 days after receipt of the Notice. The Notice of Non-Compliance, and any
response thereto, must be sent to all Members. If the response to the Notice of Non-Compliance
has not been received in the offices of the Member alleging the non-compliance within the
prescribed time period, the Notice of Non-Compliance will be conclusively presumed to be valid.
If a Notice of Non-Compliance is contested, the Members will, for a period of not less than 30
days following receipt of the response, seek to arrive at a mutually acceptable resolution of the
matter(s) occasioning the Notice. The Lead Agency will notify in writing all Members within 15
days of any Member failing to cure an alleged non-compliance with the terms or conditions of this
MOU. The compliant Members will determine the next course of action, which may include the
termination of a Member’s participation in the MOU.
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9. Termination and Withdrawal.
(a) Termination of MOU. This MOU may be terminated upon the express
written agreement of all Members. If this MOU is terminated all existing costs must be paid with
all Members paying their proportionate share in accordance with the Formula. Thereafter, all
Members must agree on the equitable redistribution of remaining funds deposited, if there are any.
Completed Contract work will be owned by the Member or Members who fund the completion of
such work.
(b) Withdrawal. If a Member wishes to withdraw from this MOU for any
reason, that Member must give the other Members prior written notice thereof. The remaining
Members have the option of completing the LHMP (without inclusion of planning for the area of
the withdrawing Member) and assuming the cost thereof, and making a proportionate adjustment
to the Formula per Section 5. The effective date of withdrawal will be 60-days after the Lead
Agency receives written notice of a Member’s intent to withdraw. The withdrawing Member will
be responsible for its proportionate share of costs of the Consultant Contract incurred through the
effective date of withdrawal. Should any Member withdraw from this MOU, the remaining
Members’ cost share allocation, if any, will be adjusted in accordance with the cost allocation
formula in Exhibit A.
10. General Provisions.
(a) Cooperation. The Members agree to fully cooperate with one another to
attain the purposes of this MOU.
(b) Voluntary. This MOU is voluntarily entered into to attain the purposes of
this MOU.
(c) Notices. Any notices, bills, invoices, or reports relating to this MOU, and
any request, demand, statement, or other communication required or permitted hereunder must be
in writing and must be delivered to the representatives of the Members at the addresses set forth
in Exhibit B attached hereto. The Members must promptly notify each other of any change of
contact information, including personnel changes, provided in Exhibit B. Written notice must
include notice delivered via e-mail. A notice will be deemed to have been received on (i) the date
of delivery, if delivered by hand during regular business hours, or by e-mail; or (ii) on the third
(3rd) business day following mailing by registered or certified mail (return receipt requested) to
the addresses set forth in Exhibit B.
(d) Administration. For the purposes of this MOU, the Members hereby
designate as their respective Member representatives the persons named in Exhibit B. The
designated Member representatives, or their respective designees, will administer the terms and
conditions of this MOU on behalf of their respective Member.
(e) Relationship of the Members. The Members are, and will at all times remain
as to each other, wholly independent entities. No Member to this MOU will have power to incur
any debt, obligation, or liability on behalf of any other Member unless expressly provided to the
contrary by this MOU. No employee, agent, or officer of a Member will be deemed for any purpose
whatsoever to be an agent, employee, or officer of another Member.
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(f) Binding Effect. This MOU is binding upon, and will inure to the benefit of
the respective successors, heirs, and assigns of each Member; provided, however, no Member may
assign its respective rights or obligations under this MOU without prior written consent of the
other Members.
(g) Amendment. The terms and provisions of this MOU may not be amended,
modified, or waived, except by an instrument in writing signed by all non-delinquent Members.
For purposes of this subsection, a Member will be considered delinquent if that Member fails to
timely pay an invoice as required by Section 5(a), withdraws pursuant to Section 9(b), or fails to
substantially comply with the terms and/or conditions of this MOU pursuant to Section 8.
(h) Law to Govern. This MOU is governed by, interpreted under, and construed
and enforced in accordance with the laws of the State of California.
(i) Severability. If any provision of this MOU is determined by any court to be
invalid, illegal, or unenforceable to any extent, then the remainder of this MOU will not be
affected, and this MOU will be construed as if the invalid, illegal, or unenforceable provision had
never been contained in this MOU.
(j) Entire Agreement. This MOU constitutes the entire agreement of the
Members with respect to the subject matter hereof.
(k) Waiver. Waiver by any Member to this MOU of any term, condition, or
covenant of this MOU will not constitute a waiver of any other term, condition, or covenant.
Waiver by any Members to any breach of the provisions of this MOU will not constitute a waiver
of any other provision, nor a waiver of any subsequent breach or violation of any provision of this
MOU.
(1) No Presumption in Drafting. All Members have been represented by legal
counsel in the preparation and negotiation of this MOU. Accordingly, this MOU will be construed
according to its fair language. Any ambiguities will be resolved in a collaborative manner by the
Members and must be rectified by amending this MOU as described in Section l0(g).
(l) Counterparts. This MOU may be executed in counterparts, which together
will constitute the same and entire MOU.
(m) Corporate Authority. The person(s) executing this MOU on behalf of each
of the Members represent and warrant that (i) such party, if not an individual, is duly organized
and existing, (ii) they are duly authorized to execute and deliver this MOU on behalf of such
Member, (iii) by so executing so Member is formally bound to the provisions of this MOU, and
(iv) the entering into this MOU does not violate any provision of any other agreement to which
such party is bound.
IN WITNESS WHEREOF, each of the Members have caused this MOU to be executed
and attested by its duly authorized officers as of the dates set forth below.
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PALOS VERDES ESTATES
__________________________________
Dated: ________________ By: , Mayor
APPROVED AS TO FORM
__________________________________
Dated: ________________ By: , City Attorney
Dated: ________________ ATTEST:
__________________________________
, City Clerk
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RANCHO PALOS VERDES
__________________________________
Dated: ________________ By: , Mayor
APPROVED AS TO FORM
__________________________________
Dated: ________________ By: , City Attorney
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ROLLING HILLS
__________________________________
Dated: ________________ By: , City Manager
APPROVED AS TO FORM
__________________________________
Dated: By: , City Attorney
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ROLLING HILLS ESTATES
__________________________________
Dated: ________________ By: , Mayor
APPROVED AS TO FORM
__________________________________
Dated: ________________ By: Donald M. Davis, City Attorney
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4882-9525-1169 v3 11
EXHIBIT A
BLACK AND VEATCH COST PROPOSAL: $250,672
COST ALLOCATION FORMULA
FOR PROJECT PROPOSAL AMOUNT
(25% GRANT SHARE): $62,668
Member Percentage Cost Share
City of Palos Verdes Estates 20% $12,553
City of Rancho Palos Verdes 60% $37,600
City of Rolling Hills 7% $4,386
City of Rolling Hills Estates 13% $8,146
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4882-9525-1169 v3 12
EXHIBIT B
CITY ADDRESSES
Kerry Kallman, City Manager
City of Palos Verdes Estates
340 Palos Verdes Drive West
(310) 378-0383
Fax: (310) 378-7820
Karina Banales, City Manager
City of Rolling Hills
2 Portuguese Bend Road
Rolling Hills, CA 90274
(310) 377-1521
Greg Grammer, City Manager
City of Rolling Hills Estates
4045 Palos Verdes Drive North
Rolling Hills Estates, CA 90274
(310) 377-1577
Fax: (310) 377-4468
Ara Mihranian, City Manager
City of Rancho Palos Verdes
30940 Hawthorne Boulevard
Rancho Palos Verdes, CA 90275
(310) 544-5203
Fax: (310) 544-5293
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PROPRIETARY & CONFIDENTIAL
Cost Proposal for
Palos Verdes Peninsula
Multi-Jurisdictional
Hazard Mitigation Plan
City of Rolling Hills Estates
December 10, 2024
B-1
Black & Veatch Corporation
550 S. Hope Street, Suite 2250, Los Angeles, CA 90071
P +1 913-458-7346 E FlanerRB@bv.com
PALOS VERDES PENINSULA
MULTI-JURISDICTIONAL HAZARD MITIGATION PLAN
BLACK & VEATCH i
December 10, 2024
City of Rolling Hills Estates
4045 Palos Verdes Drive North
Rolling Hills Estates, CA 90274
310-377-1577
Attn: Jessica Slawson, Assistant to the City Manager
RE: Cost Proposal Palos Verdes Peninsula Multi-Jurisdictional Hazard Mitigation Plan
Dear Ms. Slawson and Selection Committee:
As a supplement to our technical proposal to prepare a Multi-jurisdictional Hazard Mitigation plan for the
Palos Verdes Peninsula Planning Partnership, the Black & Veatch Corporation submits the following cost
proposal for completing the scope of work provided in the technical proposal. Black & Veatch is a respected
leader in developing innovative tools for mitigation, resilience, and emergency management planning,
engineering, and risk modeling, which have been invaluable in hazard mitigation planning. The following cost
proposal has utilized our team’s vast resume of experience of completing local hazard mitigation plans on-
time and on-budget. Please note that our hourly rates are widely accepted by our clients and the FEMA hazard
mitigation grant program. As requested in the RFP, we have provided:
A. The Black & Veatch Rate Schedule for the duration of the contract
B. The total cost to perform the scope of work in its entirety, including a breakdown of the costs for each
phase of the proposed scope of work.
C. The Black & Veatch payment disbursement schedule
D. A listing of other direct costs anticipated to complete the proposed scope of work
Black & Veatch appreciates the opportunity to provide this proposal and successfully develop your multi-
jurisdictional hazard mitigation plan. We have reviewed the Request for Proposals and have no exceptions to
its specifications. All contents of this proposal are true and correct and shall remain valid for 90 days following
the date of this submittal. If you have any questions, please contact Rob Flaner at 913-458-7346 or
FlanerRB@bv.com. As an authorized representative of the firm, I am authorized and empowered to sign this
proposal and bind the firm in contractual commitments.
Very truly yours,
Matt Thomas
Associate Vice President
Black & Veatch
B-2
Black & Veatch Corporation
550 S. Hope Street, Suite 2250, Los Angeles, CA 90071
P +1 913-458-7346 E FlanerRB@bv.com
PALOS VERDES PENINSULA
MULTI-JURISDICTIONAL HAZARD MITIGATION PLAN
BLACK & VEATCH 1
Cost Proposal
A key factor that sets Black & Veatch apart from other vendors is our highly
qualified staff who bring added value to the Palos Verdes Peninsula Planning
Partnership while staying within your grant budget. Companies do not write
these plans. Their people do!
PRICING, AND INFORMATION
Our stated costs are organized by work plan phase and are fully inclusive of all labor and direct reimbursable
charges. Our hourly rates are widely accepted by our clients and the FEMA hazard mitigation grant program.
Estimates are based on our recent and relevant experience working with similar agencies in California and
across the country.
In the tables below, we have broken down the costs by task, hours per task, hours per personnel classification,
and a total cost for the entire project:
TABLE 1. BLACK & VEATCH’S RATE SCHEDULE
PROJECT POSITION BILL RATE PROJECTED HOURS
QA/QC Coordinator $255.00 17
Project Manager $245.00 115
Financial Management $245.00 17
MJ Plan Process Coordinator $210.00 80
Risk Assessment Lead $195.00 111
Outreach Lead $185.00 112
Editor $175.00 64
Lead Project Planner $165.00 221
Capabilities & Mitigation Strategies Lead $165.00 63
Planner 4 $155.00 42
GIS-Risk Assessment 3 $155.00 53
GIS-Risk Assessment 2 $145.00 53
Planner 1 $145.00 52
GIS-StoryMap $140.00 67
GIS-Risk Assessment 1 $135.00 25
Planner 2 $135.00 109
Project Controls $125.00 13
Planner 3 $125.00 127
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PROJECT POSITION BILL RATE PROJECTED HOURS
Project Accountant $110.00 13
Project Biller $110.00 13
Total 1367
TABLE 2. BLACK & VEATCH’S COST BREAKDOWN, BY PHASE
PHASE LABOR COSTS ODCS* HOURS TOTAL
Phase 1: Organize Resources & Planning Process $39,120 $1,996 223 $41,116
Phase 2: Hazard Identification & Risk Assessment $49,825 $11,970 310 $61,795
Phase 3: Public Engagement & Outreach Strategy $33,950 $4,756 208 $38,706
Phase 4: Assess Capability & Identify Mitigation
Strategies $19,060 $0 116 $19,060
Phase 5: Develop A Plan Maintenance Strategy $7,700 $0 50 $7,700
Phase 6: Assemble the Plan $59,840 $270 337 $60,110
Phase 7: Plan Approval & Adoptions $8,050 $0 42 $8,050
Phase 8: Project Management $14,135 $0 81 $14,135
Total $231,680 $18,992 1367 $250,672
*ODCs include all other direct charges such as travel, Per Diem and sub-contractor costs
PAYMENT DISBURSEMENT SCHEDULE
If awarded, Black & Veatch will bill the City of Rolling Hills Estates monthly based on a percent complete by
phase. Each invoice will be accompanied by a progress report that will summarize the tasks completed that
month by phase.
LISTING OF ANY OTHER COSTS CHARGED BY FIRM
As shown in the table above, we have included other costs within the column called “ODCs”. ODCs may
include the following:
Travel Expenses: Reimbursement for travel expenses incurred during on-site visits, including
transportation, lodging, and meals, will be billed at cost.
Printing and Reproduction: Costs for printing and reproducing documents, reports, and materials will
be billed at cost.
Specialized Software or Data Acquisition: Any specialized software or data acquisition required for the
project will be billed at cost, with prior approval from the City of Rolling Hills Estates.
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PROJECT SPECIFICATIONS AND ASSUMPTIONS
Terms and Conditions. This proposal is contingent on the acceptance of mutually acceptable terms and
conditions, invoicing, and payment terms.
Planning Partnership: For this proposed scope of work, the “Planning Partnership” is defined as the following
jurisdictions that will be seeking coverage under the final plan:
City of Palos Verdes Estates
City of Rancho Palos Verdes
City of Rolling Hills
City of Rolling Hills Estates
Klondike Canyon Geologic Hazard Abatement District
Abalone Cove Landslide Abatement District
Period of Performance. To the extent the period of performance is required to be extended due to reasons
beyond Black & Veatch’s control, such unforeseen circumstances may result in an increase in the project
timeline and budget.
Data Collection: At the onset of the project, the Black & Veatch team shall provide the Planning Partnership
with a specific list of data needs required for development of an MJHMP. The Planning Partnership shall
provide as much of this data as possible to the Black & Veatch team at the start of this project. These data
include relevant local government planning documents and GIS shapefiles/ geodatabases. The relevant local
government plans include, but are not limited to, general plans, emergency operations plans (EOPs), fire
management plans, hazard risk assessments, zoning ordinances, stormwater management plans, other local
plans, other Homeland Security assessment surveys, and ISO Building Code Effectiveness ratings.
Black & Veatch will deliver all GIS datasets (shapefile or geo-database format) generated for this
project. If there is a need for development by the Black & Veatch team of any GIS and other spatial
datasets, either from paper map sources or otherwise, these shall be created at accuracy levels
suitable for the levels of analysis and presentation required to meet the requirements of DMA
planning.
During this planning effort, except for use of Hazus-MH, Black & Veatch will be using GIS and other
data provided by the Planning Partnership, and publicly available data (county GIS, state GIS, etc.).
Black & Veatch shall not be responsible for developing metadata for data provided by others, other
than providing any metadata that may have been included with those datasets and amending same if
these data are modified by Black & Veatch. GIS and assessor data will be provided to Black & Veatch
at no charge.
The Black & Veatch team’s proposed scope and budget include developing a critical facility inventory
for the Palos Verdes Peninsula planning area. The Black & Veatch team will accept any spatial data the
Planning Partnership already has either from the current planning efforts, or as part of their GIS
inventory that may be used for the critical facility inventory. Black & Veatch will compile and
consolidate the data into one geodatabase to be compliant with FEMA’s Hazus CDMS program.
If no GIS files are available for the critical facility inventory, the Planning Partnership may provide the
Black & Veatch team one spreadsheet file containing the following attributes for all facilities that
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should be evaluated in the risk assessment (point facilities only; not polygons or lines): name, address
or geographic coordinates, facility type. The Black & Veatch team will geocode the facilities provided
and generate a shapefile for the planning area.
Black & Veatch will not generate metadata for any new data generated for the purposes of this
project.
Notwithstanding the above assumptions and limitations, Black & Veatch assumes that it will not be
responsible for development of any other GIS datasets not currently publicly available. The Black &
Veatch team will be responsible only for use, manipulation, editing, and/or enhancement of existing
GIS datasets.
Black & Veatch assumes that digital floodplain mapping is readily available in formats suitable for
direct incorporation and analysis using Hazus, and that this mapping will be provided to Black &
Veatch at no charge.
It is assumed that the Black & Veatch team will utilize existing, publicly available hazard datasets. We
will not create new hazard datasets.
Each municipal city will be responsible for requesting NFIP datasets from Cal OES and FEMA via an
Information Sharing Access Agreement (ISAA), and associated documentation. This may require
Black & Veatch to be identified as a contractor with permission to use NFIP data in the HMP. If the
NFIP statistics are not received from Cal OES or FEMA prior to the first draft, the previous HMP
statistics will be listed as a placeholder.
StoryMap: The Black & Veatch scope of work for this project proposes the development of an ESRI StoryMap
that will have legacy beyond the completion of this project, that will become part of the continuing public
involvement requirement for Local Hazard Mitigation Plans. Since the legacy of this StoryMap will extend
beyond the contact term for this project, the StoryMap will need to be constructed on a platform for which the
Planning Partnership has authorization and control to maintain the StoryMap. The StoryMap would be under
an ESRI license and ESRI’s authorized access from within the Planning Partnership. An alias account will need
to be provided to Black & Veatch to develop the StoryMap and host/store data and manage the application.
This scope of work has assumed that the Planning Partnership will authorize access to Black & Veatch
personnel to an ESRI account for construction of the StoryMap during the contract term. This access will be
rescinded at the completion of the Contract term. Please note that if the City or Planning Partners do not have
an ESRI license, the Black & Veatch team will create the StoryMap on our platform and transfer it to the
County for legacy at the conclusion of the planning process.
Risk Assessment: This proposal is based on the inclusion of the hazards based on the current HMPs and up
to two additional hazards if deemed appropriate by the HMPC. With mutual agreement by Planning
Partnership and Black & Veatch, some hazards may be combined, or additional hazards may be included.
Our proposed Hazus, level -2 user-defined facility analysis includes one (1) dam failure scenario, two (2) flood
scenarios (one coastal and one riverine), up to four (4) earthquake scenarios, two (2) landslide scenarios (one
rapid and one slow moving scenario), one (1) sea-level rise scenario and one (1) tsunami scenario.
Following FEMA’s HHPD criteria (Element G) in the Plan Review Tool, Black & Veatch’s analysis for dam failure
will include only the high-hazard and significant-hazard dams. This analysis will be contingent upon available
spatial data, including inundation areas and information on each dam provided by the Planning Partnership for
analysis. Black & Veatch is not responsible for the creation of dam inundation or depth data for dam
inundation areas.
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Document Preparation. Black & Veatch will develop the plan in MS Word using an agreed upon style guide, if
available, in English. We will draft up to three style templates in MS Word for the client to select the final style
to be used. The plan will include the use of hazard icons (one per hazard) and hazard mapping. Graphical
summaries will be included in the Executive Summary.
Document Review: Throughout the planning process, the HMPC shall be expected to review MJLHMP-related
material and provide feedback within 2 weeks of delivery. Feedback will be provided in MS Word track
changes with all reviewer’s comments consolidated into one edited section by a lead designated by the
HMPC.
It is understood that comments regarding the Internal Review Draft Plan, Public Comment Draft Plan,
and Agency Submittal Draft Plan are important and may be offered by committees or others at any
time throughout the process, and the Black & Veatch team will make every reasonable attempt to
address these comments in the plan documents. However, in the interest of schedule and budget, this
proposal is based on the inclusion of one round of comments for each draft and it shall remain the
discretion of Black & Veatch to consider and address comments offered after mutually agreed-upon
review/response deadlines.
Incorporation of FEMA required revisions, if any, will be addressed for the final plan and any
recommended revisions will be at the discretion of the Black & Veatch team.
It is assumed that Black & Veatch’s cost of services does not include translation services for the draft
or final plan documents.
If the Planning Partnership desires the plan to be Section 508 compliant, this will only be available for
the final PDF for posting on the MJHMP dedicated website.
Meetings: Black & Veatch will be responsible for developing all meeting materials and follow-up meeting
minutes in English. A Planning Partnership representative will be responsible for any reproduction of these
materials. This scope of work has assumed that access to venues for all in-person meetings will be provided
at no cost to Black & Veatch. The Planning Partnership will support the announcement of all meetings via
available media channels.
Meetings will be held during regular business hours of 8:00 a.m. – 5:00 p.m. Monday – Friday unless
otherwise stated in this proposal. Meetings will not be held on the day immediately before or after a
recognized holiday. Black & Veatch assumes that the Planning Partnership will be responsible for any requests
for resources to achieve ADA compliance or verbal translation for all meetings.
The scope and budget for Phase 1 of the scope of work has assumed an on-site presence of key Black &
Veatch personnel for no fewer than three HMPC meetings.
Public Outreach Translation: If the Planning Partnership desires to use Spanish translations of public outreach
materials, Black & Veatch will be responsible for translating public surveys (not to exceed 2 surveys), social
media posts (not to exceed 4 posts), press releases (not to exceed 2 press releases), and public information
flyers (not to exceed 2 flyers) about the planning process from English to Spanish. Any other language
accessibility needs will be provided by the Planning Partnership at no charge to Black & Veatch.
Schedule: Black & Veatch has proposed a 14-month schedule for this project, with an option to condense that
schedule to 11-months. To condense this schedule, the Planning Partnership will need to notify the Black &
Veatch team at the project’s onset that it will chose the “early plan adoption protocol” (Option 1) under Phase 7
of the scope of work.
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